Meeting Minutes

October 16, 2018Unapproved Minutes

The monthly meeting of the Liberal Area Civic Group was held on Tuesday, October 16, 2018 in the Barton Community Room. Fourteen members and one guest were present when the meeting was called to order by President Mary Toney at 7:00 PM.

The President called for the previous minutes, and upon hearing them read by the Secretary, she declared them approved. Next the Treasurer gave her report stating the checking account held $9,136.10 and the CD held $8,284.67. The checking account balance benefited from donations and sponsorships for Prairie Days, as well as profits from T-shirt sales and the concessions during Prairie Jubilee.

Next the President acknowledged Scott Grey, Minister of the Christian Church of Liberal and representative of the Ministerial Alliance) who explained the upcoming campaign to fill Main Street on Halloween night with “Trunk or Treaters”. He stated the City had agreed to mark off the street in order to provide a safe and happy environment for the area children. He asked members to participate and help spread the word.

Mrs. Toney excused Mr. Grey, and called for a review of each element of the Fall Festival. The President shared comments she had received following the festival, and each item was considered for discussion. The group had an in-depth discussion of various improvements and ideas which could be considered. One significant item was the Big Horse Pull and concern for the number of teams continuing to participate in the years ahead.

Mrs. Toney explained the dilemma of excess food following concession stands which cannot be sold or returned. She asked for approval for Committee Chairpersons to have the authority to donate excess food to an organization whose service it is to assist those in need. The group agreed this was appropriate. Additionally, Mrs. Toney reported that she would like to move back the deadline date for sponsoring and ordering T-shirts to closer to the Fall Festival thus allowing more time to submit requests. Next the topic of 501C3 was addressed. Mrs. Toney explained what this meant, and shared her findings following a discussion with George Nichols. Willis Strong made a motion to pursue acquiring this status; Brent Hanshaw seconded the motion which passed unanimously. Mrs. Toney agreed to begin the process.

Santa Day was the next item on the agenda. Mrs. Toney stated the date would be December 1. The basic schedule was reviewed with final details to be addressed at the November meeting.

The Shiloh School House Celebration during 2019 was reported on by Sheri Keltner. The group expressed desire to participate.

Mrs. Toney reminded everyone of the several benefits to be held on the upcoming weekend. She stated the next meeting would be held Tuesday, November 13 because of the Thanksgiving holiday. With no other business to be conducted, the President declared the meeting adjourned at 8:27 PM.


September 11, 2018

The Liberal Area Civic Group held its monthly meeting on Tuesday, September 11, 2018 at the Barton Community Room. The meeting was called to order by President Mary Toney at 7:00 PM. Twelve members were in attendance.

The President called for a reading of the minutes. Upon hearing them read by Secretary Sally Fast, and with no corrections to be made, the President declared them approved. Next Jacqui Nichols gave the Treasurer’s Report. She stated the balance of the checking account was $4,870.36 and the CD held $8,270.85. She explained the drop in the checking balance was due to checks which have been written for Prairie Days expenses such as (not limited to) entertainment, prize money, and change.

Next Mrs. Toney led a discussion for last minute details for Prairie Days. Event Packets were distributed to each Chairperson in attendance. She reminded the group of the need for baked items for the concessions at the Horse Pull. Deryl Rotrammel suggested future advertising include information in case of inclement weather.

Next the Civic Group’s participation in Prairie Jubilee was discussed. This event is held at Prairie State Park, with the Civic Group selling baked items and drinks as a fund raiser. She stated there was a need for 2 additional workers and that all baked items should be delivered to The Flower Cart on Friday if possible to allow time to prepare them for serving.

With no other business to be discussed, the President stated the next meeting would be held on October 16 and adjourned the meeting at 7:25 PM.


August 21, 2018

The Liberal Area Civic Group held the monthly meeting on August 21, 2018 with thirteen members attending. President Mary Toney called the meeting to order at 7:00 PM in the Barton Community Room. Mrs. Toney called for a reading of the previous minutes, and upon hearing them read by Secretary Sally Fast, declared them approved.

Next Jacqui Nichols gave the Treasurer’s Report. She stated the checking account balance stood at $9,751.86 and the CD held $8,270.85. She explained donations for Prairie Days made up the increase in the checking account.

Mrs. Toney then called for a detailed review of each event, activity and exhibit for Prairie Days. She confirmed the outside participants and the group set the schedule for the day. Dean McKibben made a motion that $300.00 be set aside for prizes for Kids Games which will be begin at 3:00 on September 15. Truman Gazaway seconded the motion and the motion passed unanimously. Carol Gaines made a motion outlining the Advertising Budget for Prairie Days; Dean McKibben seconded the motion and the motion passed unanimously. It was agreed that sponsors for specific events should be recognized and listed on publications as a sign of appreciation for their participation.

Next Mrs. Toney addressed the Prairie Jubilee which will be held at Prairie State Park on September 29. She stated the Civic Group would be serving drinks and desserts the day of the Jubilee from 10:00 to 4:00. She urged all members to contribute baked goods for this fund raiser.

Mrs. Toney stated she will commence work on obtaining 5013C information in October.
With no other business to be presented, the President stated the next meeting would be held on September 11, 2018 and declared the meeting adjourned at 8:01 PM.