Minutes07302008
From NOAOWiki
In attendance: Gessner, Fedele, Dunlop, Garmany, Jannuzi, Alvarez, Isbell, Bird, Hudson, Merrill, McQuiston, Zazueta, Ramon
Buell reviewed what happened when he attended the Schuk Toak District Council meeting on July 26th. A resolution was approved to have the open house event on Saturday, September 13. Phyllis Juan and Denise Flores are our Schuk Toak district contacts. Pete Delgado and Brenda Cruz are the contacts in the Executive Office. A subset of this group will have meetings with Juan and Flores in the future.
Duration of event
The Open House will be held from 4:00p to 9:00p
The mountain will be closed to the public starting at 2:00p
8:00a Dawn will rope off half of the Visitor Center parking lot
We recruit 10 food vendors and 5 craft vendors; 5 food vendors from Schuk Toak District and 5 from other districts within the Nation
Action Item on mountain staff:
Propose a schedule of how we gradually close off the parking lot, i.e. start at 8 and close the rest at 2 or 3?
Transportation
Glaspey checking into getting TON school buses to transport people from Sells to the mountain. Has a meeting on Aug 4 with Gabe. Transportation sub committee: Glaspey, Gessner, Dunlop, McQuiston to work with Gabe Cachora. Transportation on mountain will consist of rented CatTran buses to take people from the picnic grounds up to the 4-meter, stopping at Steward on the way back down to the VC parking lot.
Advertisement
- Radio program this week to announce the date and time of event
- Mid August is another program scheduled to announce more detail of the event
- Sept 4 & 11 are additional opportunities for advertising
- Noon time announcement of upcoming events on Nation radio station as well
- Will be in touch with the president of TOCC regarding the billboard; we generate content and design the billboard.
- Do we want to utilize the billboards at the Coyote Store?
- The Runner: two issues; Aug 15 and Sept 5. We’ll do a 1/4 page ad for the Aug 15 one and a 1/2 page ad in Sept. We need to submit the ad to the editor by Aug 8.
- We should have a generic flyer to pass out to the Nation, Safeway and schools. A more colorful flyer will be created for publication in the Runner and on a billboard.
Action Item:
Nanette to contact Pete Delgado to get the dimensions of the billboard, the name of the vendor who creates the sleeve and how much it costs.
Dunlop suggested we set up a broadcast only mailbox that we use on the flyers so we don’t have to publish the Director’s office direct line. On the day of the event the calls will be directed to the Visitor’s Center. Nanette will generate the content of the message and get together with Brenda to create record it.
Rich offered to generate the mountain map as their office has a better one than what CFO has. He’ll make sure that Dunlop and Hudson have a chance to review the map before it is published.
We’ll schedule a meeting with the subset of this committee and Juan and Flores to update them on the progress of planning the event. (Need to copy Delgado and Cruz on the email we send out announcing the date of that meeting.) They might want to know what activities we’ll be doing for the kids and maybe offer some ideas. Maybe they’ll want to organize their own activities and have a table.
The photo of the group of Nation workers next to one of the telescopes was sent to Jose Francisco who identified all but two of the people. Some of those in the picture are still alive. We might want to get that picture framed and put up in the Visitor Center; can we have that done before the event? Maybe do a ceremony....
The McMath-Pierce and the West Aux. telescope will be open for solar observing from 4:30 to sunset. Claude will be there to answer questions and describe what is visible on the solar disk. The Sunnel will be done and Priscilla is working with PAEO to have someone available to describe the mural.
- Traffic safety will be handled by the mountain staff
- Bands - one starts at 6:00pm
- Dance groups - traditional dancers, pow wow; Herman to contact and organize
- Craft groups - Herman will handle; Alfredo and Dawn will help as well
- Wood is provided by the mountain staff
- Lights will be set up by mountain staff around the outside of the visitor center for the band
- Money to pay for the band and dance groups will come from the Director’s Office
Action Items:
- Nanette to contact other districts to announce food vendor opportunities
- Make announcement in e-news
- Chuck to call Ed Reina for fast attacks and ambulances to have on the road to the ROR
- Merrill and Jannuzi to talk to the night time staff about the event
- Jannuzi to email all tenants about event
- Alvarez to call for scientific staff to volunteer
- Everyone get their costs to Nanette to compile for Jannuzi
