Officer Meeting Minutes Feb. 2, 2006

Officers present:
Ben
Andres
Paul
Shannon
Lena
Vanessa

Ben's email regarding judging
paul should add a link to Tom's document, which explains details of judging controversy

Upcoming fundraisers
need more for feb 3rd setup and teardown
Cheryl and Michelle continue with outstanding attendance

Nationals

transport
Ben has reserved trucks from Penske, and they cost 80cents per mile, davis is ~80 miles away. Total original estimate is $800-$1200 for all rental transport. Ben told davis that we will coordinate loading from our end. They already put up a signup for help in their club.

Discussion about our search for sponsors
Ben had a conversation with our event coordinator.
She sells a full page ad for $400, $100 for smaller meet.
Our consensus is that this project has stalled and we need an officer to be in charge and see it through to completion.
It's unclear whether we should target local or national businesses.
The decision is that Vanessa will coordinate the search for local sponsors. Andres will deal with national businesses.
Ben has to mail the sponsorship letter to everyone.
We believe we can sell programs to non-competitors. The programs will be 8.5x11 folded in half.
Hence, a full page ad is 5.5x8.5. also can sell half page.
we estimate a full page ad can be sold for $150

Checkboxes
$500 a judge, we'll list you as a sponsor in the program
$1000 medical staff, we'll let you banner
$5000
$10,000 to name the meet after you.

we can get cal letterhead.

Hotel policy:
We must decide whether our members can stay in the hotel and get subsidized by the club.
It seems our members need 2-3 rooms, including the hospitality room.

Maintaining control of NAIGC meeting
Ben proposes to limit discussion of rules. It can be held at the end of the meeting, split into mens and womens. A reasonable policy could be 10 minutes discussion, then vote.
Ben proposes to remove fees from constitution. Every year, the host team asks for an exception, and every year, there is extensive discussion about fees. Instead, the constitution should delegate budget to the host school, and it can be included in the bid.

NAIGC needs a director who maintains organizational structure, and isn't distracted by nationals meet, like the president is currently. It can be a minimum two-year commitment. This person can develop NAIGC into more of a pro-active organization. A lot of schools can no longer hold meets, because their risk management departments have insurance concerns. The proposed NAIGC director could create an NAIGC insurance policy to alleviate this problem.

Vanessa has a lead on track jackets that we can buy for ~$20 and sell at nationals. We tentatively want to take this opportunity. Vanessa will send out more information.

Other issues
Our officers feel short on manpower, and ben will explore possibilities of electing a new officer.

uniforms are required for nationals meet. The club will subsidize these purchases. members will pay $20 flat rate to reserve a uniform that the club will purchase. The club may be able to sell it sometime in the future. Lena will announce this by email.

Established this semester's dues deadline: Feb 15th.

As NAIGC president, Ben has to appoint a secretary, a historian, and a meet director
The historian is to create a binder to pass on for future teams.
The secretary is to take meetings at the nationals meeting.
Ben will invite Karen to be the meet director.

Vanessa will take historian position. Shannon can serve as secretary.


Due to the high volume of work we have, we are instituting officer meetings every week. This will last until it no longer seems necessary.