Officer Meeting Minutes Mar. 21, 2006

Officers present:
Ben
Andres
Paul
Vanessa
Lena

Upcoming CPR challenge classes on March 26th and April 1st.

Nationals Binder
Vanessa is creating the nationals binder, and is planning a time line of activities leading up to nationals. Other officers will send her relevant dates. The binder does not have to include the forms sent in by clubs, but it will contain all the summary information.

Ben received a $500 donation from a generous parent of one of his gymnasts.

T-shirt
Officers are happy with April's design. Can say championships (plural). White or grey shirt color. add "for the love of the sport" to front." Send back to April for decision.
Karen believes front and back have a totally different look, and recommends handing design to a professional designer. Our t-shirt producer, BYOG, already has design and may be working with it, so we will check on this progress. If the job hasn't been started, we may hire the designer Karen recommends.

hospitality
Both Vanessa and Karen are qualified to organize this.

Other needs
printers - ben is bringing two with new cartridges
laptops - Gonzo is interested in donating two laptops to gym club. Other members can probably lend their laptops for use at the meet.
video - our camera is sufficient for filming our own club's events. But it would be nice to take general video of all the teams. George is qualified to compile and edit a video. Perhaps we can sell these?
scoring - plan to use ProScore. But the system can crash.

Availability of officers
Monday Andres and Ben are free monday evening to pick up equipment - probably from Marin.
Total of 4 full free standing adapters, each of which has 24 barrels. 1 in marin, 2 in auburn, and we own the last one.
Tuesday evening - pick up stuff from Davis. Trucks available at 4. Gonzo, Ben, and Paul are free to drive. Will ask Patman to drive last truck.
Vanessa free to help. Andres free to help. Lena has midterms until 9:30pm wednesday.
Wednesday Vanessa free after 11am. Pick up equipment from Haas in the afternoon.
Thursday - Nationals day. warmup, 9-12. Vanessa can possibly skip class.

Needed meet positions.
Men are running bump rotations.
Announcer is less critical with bump rotation.
Floor manager keeps people moving along, picking up stuff. Floor stays clean. Probably need two floor managers.
Vanessa is running hospitality. Karen can try to get discounted box lunches from the hotel. Karen can check what food can be brought inside. water and snacks ok.
Scoring Technician - person putting scores into computer.
scoring assistant - run around with a score verification sheet and make sure scores are correct. Print results for each team.
Music coordinator - queues up music
Admissions - takes money at the door. Checks in teams. need at least two for this position. Can do a lot of check in's
during thursday practice. This includes about 2/3 of the teams.
Total so far is 11 people minimum.

runners and flashers

It may be possible that we can hire event staff through sports club to help.

March in
planning once per session, after timed warmups. Takes about 10 minutes.
Karen has a flag that we can borrow (probably easier than securing the one from the sports club office)

Ben talked to Desi Dog owner about coming out for lunch break on Saturday, before finals. He says he needs to sell 200. We're not convinced demand will be that high.

Budget - close to $2000 for security guards that have to be there during meet and setup.

After banquet, may need dance floor. Check with hotel about noise, if they require dance floor.

Program Design
Karen can make the program. If her designer works on the T-shirt, she can make the program match. Otherwise, BYOG needs to send Karen a final design to work from. Can use copier in rsf, but we have to bring our own paper.

Adjourned, 10:40pm.