WW Bike Fest 3/23/04 meeting notes

In attendance were Heather, Roger, Ken Leon, Ken Jacobs, Arnold, Newell, Darryl and Dan.

The meeting started with handouts of the agenda, copies of Hamilton’s Bike Tour promotional/registration page, and a similar page for a May 1 ride put on by the Central Jersey Bike Club.

There were no changes to the notes from the prior meetings.

Ken Jacobs handed out copies of the 8-mile route to all members. The comments included reversing the directions on circle including Woodmere, Cambridge Way and part of Amherst and noting the location of the rest stop.

Newell and Dan will measure the longer ride this weekend, weather permitting.

Ken mentioned that Andy Judson our Advertising/PR person would be available by phone on Friday for a conference call. Ken/Dan/Andy will coordinate and bring material back to the group.

The group revisited the pricing issue. In looking at the other ride material present; it was decided to change the price to an age based system, i.e. $5 if under 12 and $10 if 12 or older. In addition it was decided to increase each price by $5 for late or on site signups. Late or on site registration would include T Shirts on an “as available” basis.

The issues of pricing, sponsorship and food were in some cases related. In particular, when approaching the three supermarkets, Ken L has found McCaffrey’s to be extremely helpful in township events, donating items and even helping to set up. This would be helpful especially at the rest stops.

The items designated to be available at the rest stops were: sliced oranges, banana’s, water and plastic/paper cups. Bottled water was deemed a potential litter source on the remainder of the ride.

The amount needed to be raised is also a direct function of attendance.

The issue of ride leaders and followers was discussed. The 8-mile route is all on road and can be driven to ensure that there are no stranded bikers left behind. The longer ride will need to be ridden at least in the Mercer Park-Mercer College portion to ensure the same for all riders.

The rides are scheduled to provide sufficient time for all riders to be off the roads by 11:30 AM. The 16 mile ride will have a scheduled start of 9 AM, the 8 mile will be sent off at 10 AM and the bike rodeo-1 mile loop at 10:30 AM.

There was general agreement that an emergency table be established and manned with at least two people with cell phones to direct EMS/Police to any area as needed.

The next meeting was scheduled for 2 weeks out, Tuesday April 6^th at 7:30 pm. Dan noted that he will be out of town and Ken Jacobs will chair the meeting.

Ken Leon mentioned that he will be unable to attend the April 20^th meeting.

Initial expectations for volunteers are:

4 at the registration area providing check in and attaching armbands and passing out shirts.
4 at the Mercer County Park Rest Stop
4 at the Woodmere Rest Stop
2 at the emergency tables
4 riding sweeper with two on each ride
There may be need at the Bike Rodeo-Fun Ride although many parents should be there as well.

Food will be exchanged for the armbands as a control.

Ken J informed us that the WW Police Explorers would be available as volunteers for the event. Ken will look into contacting the High School Red Cross as potential teen volunteers.

Road Marking came up. Ken J is looking into any WW requirements. We will need maps and cue sheets for riders as well.

Dan is working on getting a Mayoral Letter supporting the event for our sponsorship group to bring/mail with their solicitation. In addition, the Mayor has a group of township businesses formed into a WW Business Alliance. Dan will approach this group and report back..

Ken Leon will bring the owner of Bike Line to a meeting and we would like to have Sam D get Ski Barn to send a representative to one meeting.

We discussed that Denise Dwyer has a program already running to provide Bell helmets at low prices and that would be helpful as some riders may have either no head protection or it may be inappropriate.