Interior Alaska – The “Place” To Do Business 100 Cushman St., Suite 102 | Fairbanks, Alaska 99701-4665

Phone (907) 452-1105 | Fax (907) 456-6968 | www.FairbanksChamber.org

Our Mission The Greater Fairbanks Chamber of Commerce represents our members by advocating for a healthy economic environment and by building partnerships that promote the greater Fairbanks area as an attractive place for business and community.

URBAN AND RURAL AFFAIRS COMMITTEE MEETING AGENDA Chamber Conference Room

Thursday, January 8, 2015– 3:00PM

ACTION INFO Notes

1. Call to Order

2. Approval of Agenda X

3. Approval of Minutes a. December 16, 2014

X

OLD BUSINESS

4. Rural Outreach Trip for 2015 X Update on flights, itinerary

5. Parka raffle X Decide on beneficiary for funds raised, put together plan

6. TCC Reception Planning X List of door prizes, sponsors

Reports & Communications

a. Committee Chair b. Committee Members c. Staff d. Guests

X X X X

Upcoming Meetings & Events

a. Next committee meeting – Thursday, February 13 , 3:00PM or TBD

X

Adjourn

Committee Package Attachments: 12/16/14 minutes, TCC Reception Planner

Interior Alaska – The “Place” To Do Business 100 Cushman St., Suite 102 | Fairbanks, Alaska 99701-4665

Phone (907) 452-1105 | Fax (907) 456-6968 | www.FairbanksChamber.org

URBAN AND RURAL AFFAIRS COMMITTEE MEETING MINUTES Chamber Conference Room

Thursday, December 16, 2014 – 3:00PM

Committee members present: Staff present:

Elizabeth Cook (teleconference), Terry Cruikshank, Julie Emslie, Alexa Greene, Octavia Harris (teleconference), Patty Loud, Cassie Pinkel (teleconference), Geri Simon, Denise Wartes. Jonni Roos

1. Call to Order Geri Simon, committee chair, called the meeting to order at 3:08PM. A quorum was established.

2. Approval of Agenda A motion was made by Patty Loud and seconded to approve the agenda for the meeting. Motion carried.

3. Approval of Minutes a. November 13, 2014

A motion was made by Julie Emslie and seconded to approve the minutes of the November 13, 2015 committee meeting. Motion carried.

OLD BUSINESS

4. Rural Outreach Trip for 2015

Julie and Cassie updated the committee on the planned outreach trip to Eagle. Cassie has been working with ARVO and Dr. Olsen to bring a vet to Eagle as part of the outreach mission. She is seeking a grant to help defray travel costs, but the application may be dependent on if the roads are considered passible or not (grant is for villages without road access, Eagle is only accessible in summer months). Julie will get in touch with the Village council and see if she can firm up dates. Tentatively planned for early April.

5. 2015 Committee program of work

The committee reviewed the draft 2015 Urban and Rural Affairs Committee program of work. MOTION: A motion was made by Alexa Greene and seconded to approve the 2015 committee program of work. Motion carried.

6. Parka raffle Geri has been in contact with Victor Joseph of TCC regarding information about making a donation from proceeds from the parka raffle. She will continue to follow up and have more information at next meeting. Committee will need to decide to on the beneficiary of the proceeds at the next meeting in order to prepare the raffle ticket printing and advertising.

7. TCC Reception Planning The committee discussed preparations for the 2015 TCC Reception. The Tribal Hall has already been booked. The committee discussed how to approach potential sponsors. Geri suggested a value of $1000 per sponsor, with the intention of not having to seek a title sponsor in

order to reach their budget goal. Geri will contact BP, Wells Fargo Bank, Alyeska and Doyon regarding a $1,000 donation. Geri and Patty will also get together to discuss a potential sponsorship of the event by GCI. Alexa will contact the Golden Heart Greeters regarding working at the event. Staff will sort the prize lists and prepare these for the committee. Staff has updated the donation letters, these will go out by email.

Reports & Communications

a. Committee Chair b. Committee Members

c. Staff

d. Guests

None Cassie reminded the committee to comment on the proposed PM 2.5 by the Friday 12/19 deadline. Staff is working on an advocacy calendar for committees. If committee members know about deadlines on proposed rules, initiatives, etc, please forward them on so it can go on the calendar. None

Upcoming Meetings & Events Next Urban and Rural Affairs Committee meeting – Thursday, January 8 , 3:00PM at Fairbanks Chamber Adjourn Geri adjourned the meeting at 3:39PM

Respectfully submitted, Jonni Roos

Tanana Chiefs Conference Reception Event PlannerVolunteer Tasklist

Volunteer Name Location/Duties Time Contact number Email Thank you sent Time IN

Greeter 5:00 PM

Greeter 5:00 PM

Greeter 5:00 PM

Greeter 5:00 PM

Greeter 5:00 PM

Food line monitor 5:00PM

Elder Server 5:00PM

Elder Server 5:00PM

Elder Server 5:00PM

Elder Server 5:00PM

Busser 5:30PM

Busser 5:30PM

Busser 5:30PM

Security 5:30PM

Security 5:30PM

Prize Table 3:00 PM

Prize Table 3:00 PM

Prize Runners 6:00 PM

Prize Runners 6:00 PM

Event Set Up 3:30 PM this time may need to be

Event Set Up 3:30 PM shortened if TCC does set up

Event Set Up 3:30 PM

Event Set Up 8:00PM

Event Set Up 8:00PM

Event Tear Down 8:00PM

Event Tear Down 8:00PM

Event Tear Down 8:00PM

Event Tear Down 8:00PM

Conference Reception Event PlannerMaster Task List

Event Date: Event Location:

Operating BudgetAssigned To Last Action Complete Notes Income Expense Net Budget

12 weeks before eventreview brief of previous yearContract Venue TCC Tribal Hall ‐ Gloria Finney Jonni booked november 2014 doneContract Musical Group / entertainment Cassie 150Contract Caterer Jonni RFP sent to Explore FairbanksSponsors Julie, Geri Letter complete

Assign prize donor lists List A1) Max 50 items needed ‐ combined >$25 value                              List B2) donors need to complete a donation letter List C3) request items for community table List D4) invite donors to the event List E

Schedule GML spotlight

6 weeks before eventContact Volunteers Alexa will contact golden heart greeters

Contract Shuttle serviceContact Additional Booths Table #1

1) element aligns with committee's goals / message Table #2

2) look for educational, informative, or family entertainment Table #3

4 weeks before eventMarketing Collateral Web/FB staff website updated, FB posts scheduled1) include sponsor logos Table tents2) incorporate information piece about committee works, projects (who we are, what we do) Banner

Chamber Enews staffContact & Schedule Speakers

MayorsTraditional Chiefs Contact Norma Dahl 452‐8251 x 3111Emcee Geri SimonGFCC Board PresidentTCC Representative Contact Norma Dahl 452‐8251 x 311Reverand for invocation ??

Draft info Power PointInformation Static Displays

2 weeks before eventConfirm VIPsDraft ScriptConfirm VolunteersSponsor InvitationsBoard InvitationsConfirm MusicConfirm CatererConfirm Venue

Tribal Hall

Event Element

Conference Reception Event PlannerMaster Task List

Event Date: Event Location:

Operating BudgetAssigned To Last Action Complete Notes Income Expense Net Budget

Tribal Hall

Event ElementAssign staff liaisons / committee members to night of the event coordiantion positionsDesign 10‐12 trivia questions

Week before eventOrder sponsor bannersWalk thru venueCut check for catererCut check for musicfinalize scriptConfirm SpeakersConfirm all volunteers

 volunteer assignment sheet

print name tags

GML 30 second

Day of the eventPrint table flyersSet up coordinator

coordinate table/chair set up

sound/podium set up

prize table set up

Side element tables/exhibits set up

Coordinates event tear down

Tear down coordinatorcoordinates tear down sequence

supervises caterer cleanup

does final inspection

Volunteer coordinatorAssigns volunteers to stations

point of contact for volunteer questions

Ensure all places are covered

Program coordinatoradds new items received for prizes to script

coordinates script with EmceeCoordinates presentation (speakers, flow of program, music cueing, drawing)

Event CoordinatorMonitors all areas of event

Makes program change decisions

Point of contact for all VIP/Dignitaries

0 150 ‐150

1.8.15 Urban and Rural Affairs meeting agenda.pdf12.16.2014 Urban and Rural Affairs meeting minutes