TLSSC Minutes 1/27/07 Page 1 Minutes Tre Lag Stevne Steering Committee Saturday, January 27, 2007 9:30 am Stoney Creek Inn, Onalaska, WI Attending:, Ron Helstad, Gary Olson, Jim Olson, Dixie Hansen, Gene Hanson, Jan Floeter, Marilyn Sorensen, Betty Strand, Shirley Schoenfeld, Joy Shong, Barry Dahl, Jan Brudos, Carmen Moe, John Reindl, and Linda Schwartz. Not able to attend: Max & Anne Farning, Joan Skalbeck, Maxine Sandvig The meeting of the Tre Lag Stevne Steering Committee was called to order at 9:30 am by Chairman Gary Olson. This was followed by brief introductions of all attending. Gary asked if the committee could defer lunch until after the meeting since he had to leave by 2:30 pm. All agreed. Secretary's Report Minutes from the November meeting approved. They are posted online at: http://www.tronderlag.org/tlssc.htm Treasurer's Report Ron reported a balance of $1,305.94 in the Tre Lag account. This includes $5.94 interest. All lags have contributed $600 each to the fund reserves. We have reserved the La Crosse Queen with a $500 deposit. Motion to approve the treasurer s report: Approved. OLD BUSINESS 1. Stoney Creek Inn Contract. Gary told us that we had not booked the hotel for any Saturday events so we will adjust our agenda/schedule. Instead on Aug. 4, we will tour Norskedalen and have lunch there. We are able to use the Timberland room early on Saturday morning. The genealogy lab can be set up at 8 am on Wednesday. 2. Speaker Confirmation form. Joy has developed an A-V form to give to speakers. Gene offered to send some sample speaker confirmation letters or contracts to the committee. Joy offered to handle confirmation letters to all speakers. We need to clearly state if speakers get a ticket to the banquet as part of their honorarium. There was also discussion of adding information to the speaker letter about how many handouts to bring. Decision on the form letter will be made at the next meeting. NEW BUSINESS 1. Stevne Theme. There was discussion as to whether we have a speaker who can address all aspects of Norwegian Migration. Shirley mentioned Howard Sherpa as possible keynote speaker. Approved theme: Norwegians on the Move Rivers, Roads & Rails [written as 2 lines when possible] Dixie plans to use a map as a visual this year on the poster and program instead of a photo. 2. Committee Updates: a. Banquets & Catering. Ron Helstad, on behalf of Audrey, presented possible caterers for the Friday banquet. He presented a handout with the possibilities. We will hold on this until a decision is made about the Saturday meal so that we don t have repetition. b. Genealogy. Barry presented several possibilities for genealogy speakers: Elaine will give a presentation Dixie can put something together From Marilyn: 2 speakers working on a book (Erik Tøndervold in Norway)
TLSSC Minutes 1/27/07 Page 2 LaVonne Hookam beginning genealogy. She has made this presentation for other lags Possible genealogy presentation on records available on transportation Even Bergstuen writing a bygdebok (from last year) Paul Beck Area Research Center c. Hospitality. It was expressed that it is not fair to put the burden for managing the hospitality room totally on Joan Skalbeck. All lags need to assign someone to be in charge from their lag. [Note: John Andrisen volunteered to represent Trønderlag on the committee.] d. Program Speakers. Shirley presented a handout containing a list of speakers. (See handout on next page) Some are confirmed as indicated on the sheet. Further information about confirmed speaker sessions has been presented in follow-up emails. e. Entertainment. Shirley presented a handout containing a list of booked entertainment (see handout on next page). f. Tours Information from Anne and Max. La Crosse Queen - The contracted has been signed for the Thursday boat. Depart from hotel at 5:00 pm. The trip on the La Crosse Queen will include entertainment and a light meal. o Someone needs to follow up on the cost of the meal on the boat. Total for event: a. boat - 149 people possible but we will budget for 100 b. + meal c. + entertainment d. + bus to the boar ($425) if necessary e. + gratuity Norskedalen Tour (see Budget worksheet following) o Lunch, entrance fee, tax & gratuity o Bus o Entertainment g. Registration. Dixie registration form will be more complicated if have a choice of meats for the banquet. No special tickets for events please. Everything can be marked on the name tag. Timeline: May 15 deadline on final program so that information can be included on registration form as well as in all three newsletters. h. Vendors. Gary presented information from Maxine. There is still a question on Wis. sales tax by vendors. It was decided that is the responsibility of the vendor to pay sales tax this information should be included in the confirmation letter to vendors. Notify vendors that the state requires vendors to pay sales tax. Maxine needs additional volunteers to assist her. Carmen Moe has volunteered. Need a person from Hedmark yet. i. Memorial Service. Jim would like the name of possible pastor from Tronderlag or Hedmark. Tronderlag is not aware of any pastors other than Gary Flatgard. Carmen Moe raised the name of a local pastor who might agree to participate (Gary Dane). j. Evaluation. Jan. No report at this time. k. Publicity. Linda presented a publicity plan. She requests names, addresses of specific churches or others than members of the committee believe should be included in mailings. l. Program Schedule. Gary presented a tentative schedule. [It has since been modified by numerous committee emails so will not be presented here]
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TLSSC Minutes 1/27/07 Page 5 Shirley showed an interesting DVD about Norskedalen (12 min.) We can also show this as part of our program at Norskedalen. Suggestion was made to have coffee and donuts at Norskedalen, as well as 2 concurrent speakers at 10 am Saturday. Marilyn suggested that we open all genealogy labs at 1:00 pm on Wednesday. This will be confirmed at the next meeting. All lags need to determine if they have proper coverage on Wednesday afternoon so that no resources disappear. Possible Wednesday Tour ideas: o La Crosse historical tour 2 hours with guide. Bus = $425 o Westby tour o Heritage of the dairy industry (facility south of Westby) o Old Westby Country Church. Do they still cater a meal? Add the mayor to the opening ceremony. Keynote speaker on Wed. evening? Opening ceremony confirmed for Wed. evening Keynote on Friday afternoon. Need more time between presentation sessions. Sessions reduced to 50 minutes to accommodate this. Schedule all lag business meetings for 7:45 am-9:00 am. Agreed to by lag presidents. Option to allow for larger room for keynote speaker: close genealogy lab at noon on Friday; open only 9-11; this would allow use of genealogy lab rooms for keynote and other Friday afternoon speakers Gary will revise the schedule based on our discussion. Shirley will plug in speakers and notify Gary. Barry will plug in genealogy speakers and notify Gary. See your email for further information. Budget for the stevne will be determined and finalized at the next meeting. m. 2009 Site Selection Committee. Committee will consist of Jim Olson, Gary Olson, Marilyn Sorensen, and Nancy Hawkinson. Jim proposes Friday, March 30. Next TLSSC meeting: Saturday, April 21, 9:30 pm at Stoney Creek Inn, Onalaska Meeting adjourned at 1:25 pm. Respectfully submitted, Linda Schwartz TLSSC Secretary