Officer Meeting Minutes Feb. 23, 2006

1. Free-standing Equipment
Resolved. Order forms submitted yesterday. Cost Estimate: $3539.38

• Chizu told Ben to talk to Sheri who is the AAI rep. for this region
• The closest equipment is in Murin and LA. To get it mailed here from LA would cost half as much as buying one
• Could get a discounted price if find an exhibition set to buy
• Takes 4 weeks to get here and we have 6 weeks until Nationals so it should arrive about 2 weeks prior to Nationals. Sheri will try to hurry it along
• Counts for Club’s contribution to the gym for next 2 years
• Therefore not come out of Nationals budget
• Darrell can rent it out and it is likely that it will pay itself off over the next 5 to 6 years

2. Sponsorships
Need status update for national sponsors. Progress is too slow so far. Need a significant update by this week's meeting - more than one or two more pieces of info.
Here's the MUST to-do list before Thursday (for andres):

• Get a really big list (hopeful national sponsors list) approved by Mark.
• Have national sponsorship letter in final form, and bring a copy to the meeting.
  After these are done, also try to
• Find the appropriate contact information for businesses on list.
  But if cannot find it, we will re-appropriate this at next meeting.

For local sponsors,
everyone has sent their lists of local businesses. Andres should compile this and present to Mark for approval at the same time he seeks approval for national sponsors. Vanessa will have her version of the letter ready for distribution and bring a copy on Thursday.
From Ben's conversation with Mark Hikin.
Local advertisment guidlines:
- Liquor NOT ok
- Pub & Grill’ NOT ok, but ‘Grill & Pub’ CAN be ok
- NO adult video
- Go there and see business and then it should be relatively easy to determine if ok or not
- Most restaurants are ok
- NO copy places because university already sponsored by Copy Central

Fortune 500 companies are unlikely to sign up. Possible primary target = gymnastics apparel.
Cost to send out letter should not be much. If we end up sending out a lot of letters then can set up a stamping system and Mark can help set up

3. Payments for equipment and for Karen
Lena gave to Mark so it will take about a week to process

4. Awards
We don’t want to have the Nationals meet with the worst awards
~$500 budget
Leilah is looking into awards

Other important items:

5. Non-student membership issues:
Ben is going to sent the unfinished version of letter regarding the value of non-students in our club to Paul, who will finish it and send to us when it is complete. This issue seems no longer imminent, since our non-student members can pay dues in the gym, but it is still very important for obvious reasons, and we should try to get it done asap.

6. Other equipment needs
We still lack a few mats for nationals, and we need a beam.
Ask Darrell about the beam
Rent mats from Head Over Heels

7. Dues list:
Please keep it updated, as club members present receipts.

8. Dues payment in the gym:
Have the paying member fill out the sport club deposit slip (copies are in the gym cabinet). Put the check or cash in an envelope with the slip (envelopes are in the gym cabinet). Write "gymnastics club dues payment" on the envelope. Seal the envelope and put it in the black dues payment deposit box in the hallway. Write the person's name on the paid list (list is in the gym cabinet). If several people pay dues, you can put everything in one envelope, as long as it fits in the slit for the black box. Make sure checks are made payable to "UC Regents - Cal Gymnastics Club"

Bunch of people still need to pay
In the future we may be able to handle credit cards

9. Nationals Registration:
Ben is delegating registration updates to Paul. Paul will collect forms, deposit checks, update reg table, send receipts to teams, and cc Ben.
Looking at the the completed registrations, we’re about 1/5 of the way done
$25,000 total in paid fees. Expecting about $35, 000
Exceeded last years total number of people by 100 so far. 272 Women. 54 Men.

10. U of Iowa
Iowa sent an email withdrawing their nationals entry and requesting a refund of their $600 unspecified payment for nationals registration fees. This is against our written policy. We should decide what to do about it.
If they bother to give us a reason, then we can likely refund them
Quote from Andres: “We’re not automatons, we have hearts.”

11. T-shirts for coaches?
Only for attending coaches. No public announcement
Charge $10/shirt
Possible artists = Emily, Cheryl, Michelle, Matt
Karen might be working on it after her meet is done this weekend

12. NAIGC Annual Meeting: Prior to the nationals meeting, we discuss issues to come to a consensus of what to propose to the NAIGC.
Today's discussion: role of the NAIGC director
- make nonprofit organization
- coordinate liability policy for NAIGC
- paid?
- other NAIGC leadership positions needed
- insurance
- registration fees
- $30/person to pay for liability insurance policy
- competition rules
- constitution updates
- propose to listserve SOON