Meeting Minutes 6/23/09

Attendees
Megan Maloney
Kelly Shaffer
Ivy Perkins
Lisa Hailey
Anne Marie Dunn
Theresa Wooten
Amy Press
Jennifer Lavangie
Barbara Seymour
Tim Gorman
Melissa Young
Mark Fulgum
Theresa Kiwak


Updates
Ivy Perkins and Kelly Shaffer have agreed to be Meet Directors! Thank you!!!!!
Meet has been registered on http://gymnasticsmeets.com/
Postcards have been ordered should be here next week.
We are behind schedule on the mailings, Judges request and Sanction request. This is in large part because we have no money and no checking account. We are waiting for approval from the board to open a checking account for the fall classic.

Sponsorships
Dave Kee has put out a packet of information for sponsors, if you know someone interested in being a sponsor – email Dave Kee the persons information – this will help avoid a duplicate effort. If you have ideas of people to call but are not comfortable making a pitch – send the information along there is a team of folks who will make the pitch.
Ideas for sponsors so far
Brachs Candy – need to contact
Dominion Water – already contacted
Schlotski’s Deli – already contacted
Orthepedics – contacted – not sure which one
Coke – Jennifer to provide name and number
Mulligans – contacted
Dominion Power – contacted
Capital One – Contacted

Volunteers
If you are interested in volunteering please contact Theresa Wooten, she will be in charge of the master list of volunteers. Here is what she needs from the committees:
We want to ensure that we connect everyone with the right service/task. Before we begin recruiting, we want to outline what type of volunteers we need and what they will be doing. Theresa needs each committee director to provide the following information by Friday, June 26. Please keep in mind that she understands that dates are still unsure. Be as specific as possible. Example -- August, 2nd week in August, 4 weekends in September, weekend of the meet, Friday-November 6, etc.Committee description - one sentenceList of jobs/tasks (consolidate whenever possible) including a short phrase descriptionEstimated time commitment (4 hours)Number of persons needed Theresa will be creating a memo to send to all ROGC families asking for their support. She along with her committee will be following up with a phone call to each family.

Decorations Committee
Is in the process of drawing up plans. The team will be doing another walkthrough in order to get the complete layout of the land.

Vendors
The team is looking into several different options – all related around gymnastics. If you have ideas please contact Lisa Hailey @ Hailey.lisa@yahoo.com

Concessions
Menu has been loosely decided, there are discussions on going with Schlotskis deli.

Hospitality
Committee is meeting and planning their strategy.

Next Meeting
Hanover Gym
July 22, 2009 630 pm

Town Hall meeting Minutes

We announced the process for requesting money and getting reimbursed. These documents will be emailed out this week.

Committee heads will be having a monthly meeting. We need to discuss process get status...get everyone on the same pages. I will try to have a bridgeline for everyone, but it may not be possible. I prefer face to faces - but over the summer we may not have a choice.

There is a core team that will be approving the purchases. These people are Ann Marie, she is the budget person, Kristi Gorman - who will be writing all the checks, Dave Kee, marketing - Megan Maloney and one open position for a meet director.

Core team is made up for the sole purpose of staying on track, on budget, and on point for marketing. The committees will be responsible for presenting their ideas and recommendations, the core group will approve the ideas, make sure there is enough money, or say... go cheaper....

Remember guys, this is a learning process for all of us. We will do things that are perfect, we will make mistakes. When you see us making a mistake - speak up! I can't promise you will get through immediately - but I will always listen and absorb.

PS I am a CERTIFIED Meet Director - its official!!!!!

Meeting on Saturday at Innsbrook

Please come out to the town hall meeting this weekend. 10 am saturday - Innsbrook location.

See you there!!!!

Theme Ideas.....

So far I have not heard any ideas for a theme for the meet.... keeping in mind I have NO creative ability, here are my first thoughts...

Apples
Pumpkins
Fall - leaves, scarecrows
Turkeys
Wizard of Oz
The Great Pumpkin

See not much to go on, we NEED your help!!! Please send in your thoughts either by email or comment to the blog!

We are LIVE!!!!

We sent the save the date out to all the gyms in the state of VA. Mass mailing and calling starts very soon!

Check out our website:

www.rogcteam.org


We will have a meeting next week at Innsbrook. Saturday June 6, 2009 10 am. Please make every attempt to be there. We need to work together - give status - understand process. All the good things you have to do to be successful.

Please give me any feedback or suggestions on the site.

The Check is in the Mail

This meet planning is really happening! Don't get left behind.

We have officially sent in the money for Collegiate. Those of you who think the gym is too small please get with me or Anne Marie Dunn, we can schedule a walk through for you. Parking is a bit of an issue, but no worse than other places we have been. It is the most scenic of all - of that I am sure.

There are lots of opportunities for help. The website is in the final stages, just going through a little QA then will be published. Once that goes out - we start registration.

I would love a theme for the meet. Not just fall... lets open the doors for this... anyone have any ideas. Post to the blog. Creative committees start meeting next week... need something to tie it all together. I keep thinking the wizard of oz.. lions and tigers and bears... I know aren't you all glad I don't get to make all the decisions.

Get involved. PS. All you wanted to know about the meet but were afraid to ask will be distributed at the show.

Hot off the press

Marketing met on Thursday - We need this team to grow. There is so much to do. This committee needs volunteers. Nancy is working with host hotels to get a rate, Dave is writing up the sponsorship lingo. We have some folks on stand by to call the gyms get a feel of numbers and interest.

We plan to have the mailing and website ready by Friday.


Now that the school is secured we are moving onto equipment, and funding. Start thinking of who you can go to for sponsorships.

We are going to be doing something interesting this meet. We are going to open the sponsorship of each events. So if you wanted to sponsor Vault - you can 750.00 there are only 4 events to sponsor. Be looking for details, Bars is already taken......

If interested in an event...contact Nancy Price or David Kee. They will be happy to assist....

M2