OFFICER MEETING MINUTES SUN. JAN. 15, 2006 1-7pm

TENTATIVE:

DAYS IN THE GYM

• This week everyone keeps their normal day
• Andres = Mon
• Ben = Tues
• Vanessa = Wed
• Shannon = Thurs

OFFICER MEETINGS

• 1^ST and 3^rd Wed of the month @7pm
• 1^st meeting = THIS WED JAN.18

NATIONALS:

• Contract signed with school contract people
• Karen signed with Marriott
• People are already booking rooms
• We want to start paying for things since we have $
• Karen consultation fee = $500
• All equipment rental stuff
• Other stuff (ex: medical staff?)
• Want to pay people in advance especially because the university is slow
• MONEY STATUS:
• Collected so far = $9,942
• Still owed a lot of dues in team fees (not due until Feb. 1)

EQUIPMENT RENTAL

• Budget = $9,000
• So far used $6,000
• Still lack one set of AAI free standing equipment for the uneven bars
• Likely need to buy set from AAI since can’t find one
• Count as contribution to gym

EQUIPMENT TRANSPORTATION AND SETUP

• Need equipment from:
• Marin = set of free standing equipment
• Antioch = 2 sets free standing equipment
• Davis = full set of women’s equipment
• Haas = rest of equipment
• 2 free trucks available
• One free truck all day and the other after work
• 2 trips to Haas with 2 trucks
• Rent 2 Penske or U-Haul trucks for Tues and have them available Wed too so we don’t have to rely on the 2 free trucks
• Rent in Berkeley
• Need 4 drivers (age 25 or over): Ben, Paul?, Patman?, Leilah?
• Or have a moving company, but that’s expensive
• Tues = pick up stuff (esp. from Davis) and park at convention center
• Get Davis to help load trucks
• Wed = finish picking up equipment if needed and set-up
• Recruit people that are arriving early
• Free meals for the day if they help us set-up
• Thurs = possible practice in the morning
• Medical personnel or trainer must be present
• Rent 3 trucks for Sat and Sun
• We can cancel the 3^rd truck 24 hours in advance (check that)
• Sat = load up trucks right after meet
• Get the other teams to help so it goes faster
• Sun = take equipment back
• Grand Total Budget = ~$40, 000
• Expected to collect from teams = ~$25,000

FACILITY

• Everything taken care of

DECORATIONS

• Posters
• Print school logos
• Investigate printing costs to see if it’s better to print at a printing place or to just buy a color cartridge for someone’s computer
• If there’s extra decorations $$ then buy streamers, balloons, ect

AWARDS

• Places 1-10
• Medals for places 1-3
• Ribbons for places 4-10
• Get awards at Mary and Joe’s in Albany ® Liz
• Wait until sponsorship letter is ready
• Plaques for the top 5 teams
• Awards should have NAIGC printed on them
• If there is a tie, the person with the higher all around gets the higher place
• Depending on the cost, possibly get extra ribbons (esp. place 10)

CONTRACTS

• Pretty much all signed
• Karen has to sign with the university

POLICIES, DEADLINES, AND LATE FEES

• Early Bird = $10 discount on team fee
• Due Jan. 1
• 18 teams got this discount
• Due Feb. 1
• Team registration fee = $50/team
• If late then $75/team
• NAIGC dues = $8/person
• If late then add an extra $7/person (so total = $15/person)
• Final Deadline = March 1
• Individual registration due
• If this deadline is missed it’s an extra $25
• All paperwork due
• Banquet fee due
• Reserved 300
• 229 so far, so we’re getting there!
• If late then people will be accepted on a space available basis
• Can’t compete if haven’t paid all fees and late fees
• Can be given extensions if ask ahead of time
• As long as we have the names of people who are coming by March 1, the waivers can be filled out later. But it would really make EVERYONE’S life easier if the waivers and other paperwork is turned in early
• Ben is going to send out an email reminder of all the deadlines

T-SHIRTS

• Ask Karen if she knows who we should get them from
• Ask Emily to design them?
• Hoodies? = ~$25
• Track Jackets? ® Vanessa investigate

MEDICAL

• Guy Vanessa talked to is interested but no confirmation so far
• Need to give him a price first
• Estimate = ~$1000/day with ambulance on call
• Need medical staff for ~20 hours
• So $50/hour = ceiling
• Start at $35/hour
• Possibly pay overtime if need medical staff longer
• Also need a trainer who can tape people
• Get someone who’s working on certification because they need hours so they work for free
• Get hospitality and travel expenses ($20/day for travel)
• Lena has a friend trainer/volunteer
• Deadline = Feb. 1 = person and payment ect all lined up

JUDGES

• $5,060 = budget
• $50/session or hour + hospitality, ect.
• Women’s ® rules = new L9 + L10 bonus
• Men’s
• rules = new L9 + L10 bonus
• first set for free
• Karen can get more

HOSPITALITY

• $860 = budget (room separate)
• for judges and medical personnel
• ~35 people
• get a hotel room
• headquarters/hospitality for 3 days ® need room for 3 days
• ideas for food and food prep:
• toasters
• chili in crockpot
• sponsorship of food
• Starbuck’s donate? Sponsorship?
• $600 + leftover of $860 ® to pay for all judges rooms and hospitality room

WEBSITE

• list of registered teams
• each team links to page with actual names

SPONSORSHIP LETTER

• In-N-Out = possible food donator
• There is a whole list of off limit sponsors
• Deadline for list of vendors we want to approach = FEB 1
• Send ideas to Andres
• Get Mark to approve
• Delegate at meeting in Feb
• Sponsor advertisement in program ® add to letter
• Rewrite part of letter to fit the company
• Need to ask for specific things, so include a number
• Change end of letter
• Check boxes of amounts to donate ® Paul is making
• Who to make the check out to should be included
• Also include self-addressed stamped envelope
• Know what you want to ask before talking to possible sponsor
• National company letters can be impersonal
• Local company letters should be personal

REGISTRATION

• 18 teams so far

HOTEL ROOMS

• 290 rooms over 4 days (some for us!)

ANNUAL MEETING (at Nationals)

• one delegate from each men’s team and one from each women’s team allowed to participate
• peanut gallery allowed to be present but NOT TALK!
• Bell person limits amount of time each person is allowed to talk ® Liz wants this job!
• Bids for Nationals FIRST
• How much going to charge MUST be included
• Agenda for the meeting will be sent out one month in advance
• People can add to the agenda, but there will be a deadline after which no more topics to discuss can be added
• We should go over one topic per officer meeting so that we are all on the same page
• Bouncers to ask disruptive peanut gallery to please leave?
• Mic people?
• Ben should have a mic
• Ben will discuss his opinions on the listserve ahead of time

NAIGC

• We should put together a new Nationals binder since the old one got lost
• Right now full leadership is passed every year
• Needs a director who is not passed every year
• Register NAIGC as a nonprofit association
• Update website
• Dues paid to director
• Someone who knows gymnastics

BANQUET

• Aaron DJ banquet?
• Need speakers and amp
• $350 - $400??

NON-STUDENT MEMBERSHIP ISSUES

• Work in progress
• Bridget work towards classes
• Lowest discount = $300/year
• Students pay $65/semester ® so pay $200 some/year
• So non-students paying $300/year is ok
• Hopefully we’ll be allowed to collect dues in the gym again this semester for non-students
• Letter to Bridget about why non-student members are valuable to our club
• Ben work on letter and pass it onto Paul on Feb. 1 if it’s not done
• Right now non-student members pay visitor fees

FUNDRAISING

• Fri 1/20 women’s meet set-up – be there at 4pm (meet at 7:30pm vs Oregon State)
• Thurs 1/26 BBall concessions – be there at 5:30pm (game at 7:30pm vs U of Wash)
• Sat 1/28 BBall concessions – be there at 1pm (game at 3pm vs Wash State)
• Fri 2/3 women’s meet set-up – be there at 4pm (meet at 7:30pm vs Stanford)
• Thurs 2/9 BBall concessions – be there at 5:30pm (game at 7:30pm vs Stanford)
• Fri 2/10 women’s meet set-up – be there at 4pm (meet at 7:30pm vs UCLA)
• Thurs 2/16 BBall concessions – be there at 5:30pm (game at 7:30pm vs Arizona)
• Sat 2/18 BBall concessions – be there at 3pm (game at 5pm vs Arizona State)
• Thurs 3/2 BBall concessions – be there at 5:30pm (game at 7:30pm vs UCLA)
• Fri 3/3 women’s meet set-up – be there at 4pm (meet at 7:30pm vs Arizona State)
• Sat 3/4 BBall concessions – (game at TBA vs USC)
• Sat 3/11 men’s meet set-up – be there at 4pm (meet at 7:30pm vs Penn State)
• Fri 3/17 women’s meet set-up – be there at 4pm (meet at 7:30pm vs San Jose State)

CLUB PURCHASES

• Same warm-ups as last year
• Bags are same price and color
• Uniforms ® color choices
• Will put up an interest sheet for men’s with estimate
• BLUE pants/shorts
• Lena will bring catalogue to gym
• Interest sheet for warm-ups also
• Club T-shirt ® Nationals T-shirt good enough

FUTURE OF THE CLUB

• Ben may not be here next semester
• Andres is graduating
• Paul will be here another year, maybe 2
• Vanessa is still here for 1.5 years
• Lena has 2.5 left
• Shannon could be gone in 1.5 years
• Liz doesn’t know
• Club must continue somehow; we’ll talk about it later

TO DO LISTS

• Lena
• Copy budget for meeting
• Bother Mark about past fundraisers
• Posters and decorations
• Coordinating purchases
• Approval to purchase straps
• Sign up sheets out
• Shannon
• Women’s judges
• Payment
• Meeting min.
• Posters and decorations
• Vanessa
• Safety issues
• Get MT and trainer lined up
• Payments and everything arranged by March 1
• hospitality
• Paul
• Website updated
• Coordinate registration details with Liz
• Coordinate with web sponsors if we ever get some
• Video camera ready for nationals (aka charged battery and possibly buy extra tapes and batteries)
• Andres
• Sponsorship letter distribution
• Coordinate all local companies
• Liz
• Coordinate fundraising
• Keep Nationals records
• Hospitality
• Awards
• Ben
• Finish emailing schools (stuff in by Feb 1 or late fee)
• NAIGC reminder of deadlines
• Email to club about committees
• Letter about non-student members
• Some teams want receipts
• Equipment transport and set-up/floor plan layout
• ®