Helluva Hoo Haa History
2007 This document is a collective mind-dump and record of what we did as a club in the past year. Mostly this involves the Hoo Haa, but there is other information in here as well. It is important to update and expand this document every year so we can preserve and grow our institutional memory.
Hoo Haa 2007:
This should be the first thing discussed when the club reconvenes after winter break. Discuss general ideas of food, get a vague plan, and get donation letters out early. General Atmosphere: This year was the most organized hoo haa to date. We had all kinds of spreadsheets with names and times, etc. Update them and reuse them for next year. We got everything planted and James was happy about that. The weather was gorgeous all morning and afternoon, and then in poured on us at about 4:00. Some few diehard planting crew members kept going through the rain! Then it cleared up again and we had a great hootenanny. Some dude had a recording setup with a microphone and got some late night interviews. There was a good bonfire, at one point with a “wheel of flames” that some daring folk were balancing on as it began to burn. The center of the wheel is still in the fire pit... There was more fire dancing and less instrumental music this year. Donations: Get letters out in January. We have a donation request letter and letterhead that is very good. Cut and paste and make it work. Don’t delegate this to new members. It should not take long if done correctly. If you need a Tax ID #, talk to the MU club finance office. Significant donors included: Co-Op ($40), Winco Foods ($100), ASOSU (paid kitchen fee of $350), Bald Hill Beef (50 lbs beef), and Gathering Together (salad mix) We solicited several other businesses but we did not get any donations from them this year. Food: Chili was perfect. We had a chili recipe cook off in March and picked three recipes to use. One hot vegan, one mild vegan, and one medium meat. We had people write down their recipes as accurately as possible, including the final yield in ounces or quarts. We took these recipes to Robin Ryan, and she expanded them to feed a total of 400 people. Then we made a collective shopping list and sent the cooks to the store. We also had cornbread and salad greens from Gathering Together Farm. Portion control was easy, and there were fewer items to serve so we needed fewer volunteers. Remember to bring containers for leftovers! You can store them in the fridge at the kitchen temporarily and then freeze them for later last minute work parties. Kitchen: We had about the right number of volunteers here. Listen to Robin Ryan’s advice. One or two kitchen reps will be in charge of the kitchen and van at all times. Listen to them. For prep the day before, we need 5-8 people. This involved slicing and dicing onions, hot peppers, lettuce, cheese, etc., and soaking the beans overnight. For prep the day of, we need 5-8 people. This involved cooking the chili and transporting it to the farm. For kitchen cleanup we need 5-6 people. If it’s efficiently organized, it goes very smoothly. It worked well that cleanup happened in the kitchen and at the farm simultaneously at about the time it got dark. Cleanup at the farm included taking down
the band tent, moving hay bales, putting away tools, putting away tables and chairs, etc. There was a distinct transition between the Hoo Haa and the Hootenanny. Music: We had two bands, both upbeat and perfect for the occasion. Bon Temps Roulet was first and Future Roots was second. They kept playing through the rain. Another band would have been nice. There is time for about 3 bands to play. An opening band from 3 -4pm, the main band from 4-6pm, and a closing/trailing off band from 6-7pm. Activities: We had a good number of people doing activities. The Bug Zoo was it’s own activity. They are a bit unorganized, so contact Sujaya Rao early with their Event Request Form. Bubbles and hoola hoops were fun and ran themselves once they were set up. Keelia knows the bubble recipe. Planting went well, James and Jeff coordinated it. It is essential to have an organized plan beforehand. Plan a lot, and you will get a lot done. Make a list of specific tasks for specific beds. Perhaps need 2 coordinators for this. Donation Buckets were good. We had four Nancy’s yogurt cans on stakes around the farm. Empty them out occasionally. We made about $150 in donations. Put these buckets out about halfway through the party so people don’t see them immediately when they come in. Farm tours: Need 2-3 older members to give tours once in a while. People love it. Possible other ideas: Horses for a Hay Ride and tour of the veg farm. We looked into doing this in 2007, but decided that it would be too much to organize and would sap too much energy from the Hoo Haa itself. Perhaps an option for another year. Kites: it was very windy last year and was good kite weather. Hay bales: get a truckload from the osu dairy. They deliver. James has the contact info. They are essential. Arrange them in groups rather than in stadium lines. It makes for better atmosphere. Booth: We had several different groups at the Hoo Haa this year.
Engineers Without Borders Women’s Center Mountain Club Bug Zoo Community Outreach Inc. Jackson Street Youth Shelter DLF International Seed SpringBarrow Planned Parenthood FW Club Ten Rivers Food Web
Confirmed? Contact Information
YES Kelly Kibler Kelly.Kibler@oregonstate.edu YES Heather Maib firstname.lastname@example.org YES Mike Thuyns email@example.com YES Sujaya Rao Sujaya@oregonstate.edu YES Shirley King NO Never heard back… YES Erica Garren firstname.lastname@example.org M Nick email@example.com YES Molly Donohoe firstname.lastname@example.org YES Claire Redfearn email@example.com YES Chris Peterson firstname.lastname@example.org
We need a schedule of shifts to man the godlike booth. Pair up old people and new people. Otherwise it looked good. We had the poster in there, a worm box with flyers and a poster, and awesome T-shirts. This booth is the organizational hub of the hoo haa. This is where we should have tons of info about the farm, the planting plan, the volunteer sign up sheets, the money can, etc. Farm tours start from the booth as well. Propaganda: Always more of it! Had a good poster, but didn’t have enough of them. We need more posters, more emails, and more quarter sheet flyers to pass out. Usually there’s a pub crawl and postering party to hit all the downtown locations. See the document on Publicity and Hype Channels for more information. Must register event on the MUPC website calendar <http://oregonstate.edu/getinvolved/new5/evSelectEventSponsorCategory.php>, the Earth Week and Campus Recycling calendar <http://www.property.orst.edu/Campus_Recycling/>, and What’s up at OSU calendar. To submit an event for inclusion in the Open Doors print ad and the E-Newsletter check the Open Doors box under Publications when you enter your event on the OSU Master Calendar: http://oregonstate.edu/calendar. Also, don’t forget the Gazette times, Capital Press, and Barometer. Earth Week Community Fair Booth: (usually a Tuesday) This year there was some confusion and Earth Week was the week after Earth Day, so the Hoo Haa was more of a “kick-off” event. We were at earth week selling onion starts that we didn’t get planted, but otherwise we were sort of drained. This will also be an issue in 2008 because April 22 is a Tuesday. Contact Justin Fleming early regarding this and work with him. New People: Fresh ideas and new people are the lifeblood that sustains an organization like this. New people are essential to have, but must be managed heavily. It almost seems like more work, but it is worth it overall. When sending messages out to the whole group, be sure to have a specific time and task. This makes it easy for many people to each do small things that combined help a lot. Don’t break off new people into a subcommittee. They joined the club to be part of a group, so don’t separate them. As certain people show a continued interest in the club and the farm, give them opportunities to do more. Invest in new members, they are the future of the club. Document Storage: This is a summer project perhaps for an intern. We must figure out a way to preserve useful documents and historical documents for future members. Several ideas have been proposed. If we got a filing cabinet, we could have hard copies and cds in the Environmental Resource Center (EROC), of Justin Fleming’s design. It is located on the backside of Poling Hall facing the intramural field, over by West dining hall. Alternatively, we could put everything online and have some areas password protected or otherwise available only to the council. Or we could start up another website using our club domain on the osu server. This would be more complicated. This is a partial list of
documents that should be widely available: Email sign up sheet for clients and members, a hoo haa shift sign up sheet (planting, booth, food prep, serve, cleanup, farm tours, face painting, gourds, farm cleanup, etc.), general event shift sheet (like for the community fair), intern application, internship description, general club description, meeting minutes, record documents like this, and more.
Dealing with Important People:
Justin Fleming is our main benefactor behind the scenes. He coordinates Campus Recycling on SW 13th st. He funds our internships, and provides all kinds of useful things for the Hoo Haa. He has a warehouse of surplus property from osu at his disposal. He coordinates the Sustainability Grants. He and a student intern organize Earth Week. He is a great guy, respect him and do what he asks. Randy Hopson is the farm manager of the vegetable research farm, of which our farm is just one small plot. He lets us use the veg farm’s tractors and equipment, and he is the one who will train our members to use them properly. Since his cooperation is critical to the survival of our farm, it is very important that we respect him and do what he says at all times. Randy is a considerate man and a dedicated farmer. Betsy Hartley is the administrative outreach coordinator for the College of Agriculture. She has a behind the scenes hand in many club activities. She is also the college liaison to the E.R. Jackman board (a funding body that provides annual funding to clubs. We get about $1200 a year from them.) Betsy is energetic and excited about our project. She can provide a major leg up on some occasions to jump through hoops, or get funding. She is a powerful ally often disguised as a friend. Her office is in Strand Ag Hall. Robin Ryan is the head coordinator of the campus kitchen. She is businesslike and knowledgeable; listen to what she says. She has a recipe book for cooking just about anything for large amounts of people. Her office is in Snell Hall near ASOSU and Student Involvement. Machelle Kennedy works for MUPC (their office is in the MU next to the coffee shop, they organize clubs and events on campus.) We dealt with her a bit for the Hoo Haa, she helped us with security concerns and risk assessment.
Get this decided before the hoo haa. This is because the application for the ER Jackman Internship Support Program is due (in 2007) April 23. “The E.R. Jackman Internship Support Program provides financial assistance to students in low-paying or volunteer internships. Funds may be used to help offset a variety of expenses including transportation, living expenses, projects, and research.” More contact info can be found at <http://agsci.oregonstate.edu/jobs/cas_isp.html>. We now have a pretty good job description for the internship. We need to draft a formal application that they can fill out. James has taken up coordinating the interns, and it seems to work well. In the summer of 2007, we have four interns: Two farm interns and two Friday sale coordinators.
Accounting with the Memorial Union:
The accounting office is in MU 215. They act as our on campus bank with several benefits. The account must be set up with a head account manager from our club who is ultimately responsible for keeping our account in the black. Then there are several other
authorized users of the account. Anyone can make a deposit, but only those authorized can make a withdrawal. Usually, we designate one person to be in charge of all our accounting, and everyone else defers to them.