WHETWilmington Harbor Enhancement Trust, Inc.Minutes of the Board of Directors MeetingTuesday, February 7, 2006President Bruce McGuire called the meeting to order at 1740 in the Cellar at Prima, 35 North Front Street, Wilmington, NC.
Directors Present: Bruce McGuire, Joy Allen, Mike McCarley, Paul Sullins, Nancy Bullock, Gene Merritt, Diane Boissiere, Alan Smith and Ronald Wilson.
Guests: Wilmington Dockmaster RT Jones, Allison Merritt and founding member Jim Bath
Directors Absent: Lynda Weil and Richard Eisenman
Minutes from the Tuesday, January 10, 2006 meeting were approved. Treasurer Nancy Bullock reported a balance of $6,645 in the WHET account. The balance reflects payment of $250 for membership in the American Sail Training Association and payment of $150 for WHET web site hosting.
Riverfest Coordination Meeting Report. Mike McCarley reported that a conference he attended with City of Wilmington staffers Gary Shell and Wendy Larimer and WHET President Bruce McGuire and Paul Sullins to outline plans for the Invasion of the Pirates in 2006 went well. WHET’s purpose, as determined during the Board’s January 2006 meeting, was to propose that the Invasion take place under the umbrella of Riverfest’s activities, but that its finances be kept apart. This would mean that WHET would have to provide liability insurance for Invasion of the Pirates activities and cover all costs of the event, but would be able to establish a separate budget and raise its own funds. Gary and Wendy indicated that the next step would be to seek approval from City Manager Sterling Cheatham.
Market Street Docks. RT Jones reported that the City’s formal request for bids to construct floating docks at the foot of Market Street went out a week ago. Bids should be in by March. If approved, work should be done by this summer.
Waterfront Bulkhead Replacement. RT Jones also noted that the City is moving ahead with plans to renovate the deteriorated bulkhead between the riverwalk and the Hilton Hotel’s property. The project will include running new power and water lines to waterfront docks currently lacking them. Because this project will be quite disruptive to the riverwalk, it will not begin until after the 2006 boating season is over.
City of Wilmington Marina Ordinance. Gene Merritt noted that the City reportedly has brought its definition of a marina in line with the State’s, but he has not reviewed the changes. Gene will follow the issue and report next month.
Rowing Club Relocation. Joy Allen reported that the Wilmington Rowing Club has had no luck in finding a new location for its boathouse. The land they’re using now has been sold. The club is lobbying for space that could become available if the May 2nd Parks, Facilities and Greenspace Bond Referendum succeeds.
Invasion of the Pirates. Budget. President McGuire tabled a preliminary budget for this event, calling for the receipt and expenditure of $37,000. This total would cover the costs of two tall ships, advertising, the pre-invasion party, gifts and prizes forejudges and contestants, the shadow players and extra security. The Board supported this budget and Diane Boissiere suggested we invite an experienced fund raiser, Paul Kennedy, to our next meeting to discuss strategies.
Early Promotion. Various board members suggested that we use WHET’s Maritime Day display station as an opportunity to promote Invasion of the Pirates events. Paul Sullins and Nancy Bullock proposed that WHET members at our booth be dressed as pirates to recruit participants and donors. Paul Sullins agreed to research possibilities to make our booth more professional-looking, possibly with a new banner, visual displays about the Pirate Invasion and updated activity information. Diane Boissiere noted that the Children’s Museum, which is tentatively scheduled to open in April, would be an excellent venue for passing information about pirates and the invasion out to local children.
Committees. All Board members noted that committees are open to all members of WHET and that volunteers would be warmly welcomed. Committees were established with responsibilities and members as indicated in the following summary:
1. Sponsorships Committee – Mike McCarley, Gene Merritt, Bruce McGuire
A. Identify and contact / enlist sponsors
B. Set up sponsorship levels and programs
C. Coordinate sponsored activities
2. Advertising and Promotion Committee – Diane Boissiere, Joy Allen, Paul Sullins, Bruce McGuire
A. Create and distribute flyers geared towards participants
B. Coordinate media advertising
C. Website design and updates
D. Select Judges
E. Obtain trophies for each judging category
F. Obtain Judge’s Gifts
3. Riverfest and DBA Liaison Committee – Ron Wilson, Bruce McGuire, Diane Boissiere
A. Coordinate with Riverfest Committee to avoid conflict with other
events
B. Coordinate and work with DBA on Children’s Treasure Hunt
4. Rules and Logistics Committee – Bruce McGuire, Alan Smith, Mike McCarley,
RT Jones, Dick Eisenman, Paul Sullins
A. Receive registration forms and fees and record each registrant
B. Coordinate docking arrangements
C Set flotilla start time and route (7:15 last year)
D. Create rules and distribute to participants
E. Organize and handle captain’s meeting
F. Obtain Coast Guard Permit (must be applied for 60 days
before event)
G. Arrange for security at docks if necessary
H. Handle arrangements for judge’s station.
I. Determine judging categories
5. Entertainment Committee – Nancy Bullock Lynda Weil, Diane Boissiere,
Allison Merritt
A. Organize Pre-invasion Party
Location
Catering and beverages
Entertainment
Decorations
Captain’s gift bags
B. Shadow Players or Other Street Entertainers
C. Arranging for catering and beverages for Tall Ship parties if necessary
6. Tall Ship Committee – Paul Sullins, Bruce McGuire, Dick Eisenman
A. Contact Tall Ships that will be in the area and recruit one or two
B. Coordinate services and docking
C. Coordinate with Entertainment Committee for Party Arrangements
D. Provide ground transportation for crew if necessary
Action Items. Gene Merritt suggested that we need a liaison to the Downtown Business Alliance (DBA) immediately. Diane Boissiere agreed to be our liaison and to attend DBA’s meeting on 8 February (the next day). Bruce reported that the Coast Guard requires 135 days notice of a “marine event” such as the pirates’ flotilla. An application package must be sent to the USCG station at Ft. Macon. Nancy Bullock volunteered to submit the application.
New Board Members. President McGuire asked for nomination to fill vacancies on the WHET Board. Several names were suggested, and members in closest contact to them offered to make contact.
The
next Board meeting will be held at 1730 in the Cellar at Prima, 35 North Front Street, on Tuesday, March 14, 2006. ALL WHET MEMBERS ARE INVITED TO ATTEND BOARD MEETINGS.
The meeting was adjourned at 1845.
The 2nd Annual Invasion of the Pirates Flotilla is set for Saturday, Oct 7, 2006 during Riverfest in historic downtown Wilmington, NC.
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