Springfield of Dreams Charity Cup - July 12 Meeting Report

1.      Representation

a.       Attending: Deanna Brougher (U10B), Laura Fulton (U14G), Tim Halloran (U14B), Gene Pitstick(director), Paul Cross (U12B), Jennifer Smith (U11B & U12G), Lisa Webb (U14G), Cindy Beckdahl (U11B), Kirk Box (U9G), Jennifer Sheehan (Rocking Horse Center), Jay Serve (Club President, John Kingham (Ref Coordinator)

b.      Absent/unable to attend: John Berry (U13G), Tony Cooper (U11G) - sent report, Chris Watkins (U10G) - sent report

2.      Current committee chair positions and contact info

a.       Management – Gene Pitstick H342-1840 genep@woh.rr.com

b.      Advertising/Sponsorships – Kirk Box U9G H964-1309 KABox@msn.com

c.       Program – Cindy Beckdahl U11B H399-6318 cbeckdahl@ci.springfield.oh.us

d.      Promotions – Tony Cooper U11G H323-3105 W399-5660 Ext. 230 tonycooper2005@yahoo.com

e.       T-shirt/Awards – Laura Fulton U14G H390-8770, thundermom_18@yahoo.com and Tim Halloran U14B H342-9693 W322-8600 thalloran@benjaminsteel.com

f.        Site – John Berry U13G H324-1504 lberry@health-partners.org

g.       Housing/Registration - Chris Watkins U10G H 342-1273 cwatkins568@woh.rr.com

h.       Personnel – Deanna Brougher U10B H399-1467 W206-1585 bdnjs@eagletmc.com and Lisa Webb U14G H520-2207 lisa_k_webb@uhc.com

i.         Concessions – Paul Cross U12B H325-1388 PCross1@woh.rr.com

j.        Fun/Special Events – Jennifer Smith U11B & U12G H342-9659 smithj30@odjfs.state.oh.us

3.      Committee Reports and Assignments

a.       Management – Gene Pitstick

                                 i.      32 apps in so far – 23 from outside and 9 Thunder teams. You can track numbers by viewing http://www.springfield-thunder.com/fieldofdreams/apps_2005.htm.  This is similar to last years numbers at this time.  However we have sent the word out earlier and wider so the potential to finish with more teams is greater.

                                ii.      Emails sent to all teams who attended Troy Strawberry Festival and Kolping/Seth Steven Memorial last year.

                              iii.      400+ Emails sent to a list of Northern Ohio coaches obtained by Kirk Box

                             iv.      Emails sent to all MVYSA coaches

                               v.      Sent a request to 81 club and league presidents in Northern Ohio to pass a message explaining our tourney to their coaches.

                             vi.      Maps and directions on Tourney website have been updated

                            vii.      Field request with sizes submitted to National Trails (1 - 50x80, 2 - 60x100, 4 – 68x110, 1 – 74x120)

                          viii.      I made announcement at MVYSA AGM and distributed half-sheet handout from Tony

                             ix.      Completed the t-shirt front and back designs.  Gene checked the spelling of benefiting.  1 T or 2 T’s?  I found many examples of the use of both on the web.  However it appears that 2 T’s is the German spelling.  So I will use 1 T on t-shirt design.

                               x.      Received a request from a Hawaiian shave ice vendor

                             xi.      Gene is doing careful tracking of incoming payments (photocopy checks, recording in database and on app sent in.)

                            xii.      Reminder to committee members:  all bills are to be sent to Cindy Beckdahl.  You must have receipt for payment or reimbursement.

                          xiii.      Gene will contact Elks to see if we my combine resources for their skills contest with our tourney as suggested by Paul Cross

                          xiv.      Gene has 3 money boxes that can be used during tourney

 b.      Ref assigner – John Kingham

                                 i.       We have 50 referees signed up so far.  We expect to use 55-60 refs

                               ii.      John is sending recruiting information to all Dayton and Middletown referees via email.

                              iii.      John will loan us 25+ radios from Ohio High School Cup

c.       Sponsor – Jennifer Sheehan

                                 i.      Kiwanis may only help for a day or a part of one in concessions tent.  Jennifer is contacting Rotary through Pete Noonan to see if they might provide some volunteers for concessions manpower.

                               ii.      Maine’s Towing do not have Radio’s to loan.

                              iii.      Approximately 52 hotel rooms were used by visitors last year

                             iv.      Jennifer asked for specific needs of food for refs from Deanna and Lisa that pharmaceutical companies could donate.

                               v.      We reviewed the types of trinkets that pharmaceutical companies could donate like mini-first aid kits, pens, pads for coaches bags.?

                             vi.      Jennifer is contacting Vince Chase at Catholic Social Services to see if they will again loan us a refrigerated truck for tourney

                            vii.      Jennifer asked for suggestions on printing signs for sponsors.  Terry Spridgeon ((800) 589-8448) Pepsi Cola and Maines Print Shop were suggested.

                          viii.      Jennifer has secured 6 field sponsors mostly by writing grants.  She will likely get a few more.

                             ix.      Jennifer has verified that Marriott rooms are all being used by Wittenberg during tourney weekend

 d.      Advertising/Sponsorships – Kirk Box

                                 i.      No tournament sponsor (naming rights in return for $500 for 1 yr or $8000 for 2 yr.) has been found yet.  Jennifer will explore some possibilities for Kirk

                               ii.       Has got $1200 in ads so far.

                              iii.      Tickets are being printed for the Happy ads.  Kirk will soon distribute them to all coaches.

                             iv.      Kirk is planning a Bechdahl Avenue walk to sell ads to businesses there.  He asked if any of us had may any contacts with those businesses.

                               v.      Kirk and Jennifer Sheehan will contact K-mart to appeal for last years money and to sell one for this year along with a possible price on hair color spray.

                             vi.      Gene (2005 players) and  Jay (2004 players) will send info we have on players so Kirk can review for potential ads sales contacts

e.       Program – Cindy Beckdahl

                                 i.      Deadline for submitting text and artwork for printing is 10 days prior to event.

                               ii.      Cindy Beckdahl will arrange for over night security.

                              iii.      Cindy made these suggestions for money handling during tourney:

a.       Limit the number of people who handle money

b.      Cindy will come to each area at various times to collect incoming money.  Count the money you give her.  She will then re-count the money and give you a receipt for the correct amount.

f.        Promotions – Tony Cooper (unable to attend – email report submitted)

                                 i.      Status of Weiss RV’s?

                               ii.      Status of Dream Soccer Games:

a.       Besides this match being a positive experience for all the kids involved, I think it will provide positive support and promotion for our club and tournament.  I have effectively handed off the responsibility of recruiting players to the Special Olympics of Clark County, Rotary Club and the Rocking Horse Center.  If they get the kids then will have the games!  Jennifer Sheehan informed me that she signed six Dream Team players up so far.

b.      This will not fall under the TOPS program.  TOPS is more of a league format and we don’t have time to go through their process.

c.       Do you think the club could provide the T-shirts for the kids?  Yes – we approved this at the last committee meeting.  I will ask the Rotary club to provide the awards and socks for the kids.

d.      Can we get the same awards?  Yes - Medals were approved at last meeting.  Let me know the price.  Also, can we put a special thank you in the program for the Special Olympics, Rotary Club, Rocking Horse and all the volunteers? Yes send text and artwork to Kirk Box

e.       We will have a special clinic August 1-5 from 4:30 to 5:45 for all the kids.  I have three coaches helping and could use three more to help with this clinic (email request was sent to all coaches).  I expect about 24 kids.  I have three thunder teams willing to help so far.  The U11G, U12G, and U13G teams have volunteered to work with one of the Dream teams.  We need one more team!  The head coach may chose have additional workouts with their regular Thunder teams.

f.        Jane Deer from the Rotary Club has completed the following: Tony:  today I distributed flyers to the following:  Salvation Army Day Camp for kids with disabilities, Springfield W Camp Journey and Transition Camp for kids with disabilities, MRDD Community Living (38 path coordinators), Lisa VanWey at Town & Country (Parent Coordinator for kids with disabilities), Health Department BCMH Nurses (nurses who help families who qualify for State Health Ins. Under Bureau for Children with Medical Handicaps.)   I will also send flyers to the families of kids  that I have assisted under our Rotary programs.   I will also be meeting next Wednesday with the pediatric physical and speech therapists at Community Hospital to talk about Rotary and I will give them some also.  Jane Deer

g.       T-shirt/Awards – Tim Halloran, Laura Fulton (unable to attend)

                                 i.      Status of Laura;’s check with Northwestern about borrowing their cart(s)?

                               ii.      Tim suggested a survey form for coaches to submit at end of tourney with a reward of some type like reduced fee for next year if completed.

                              iii.      Primary Spirit will be our main supplier.  20 days needed for lead time on t-shirt printing

h.       Site – John Berry (unable to attend – email report submitted)

                                 i.      Cindy Beckdahl will arrange for over night security.  1 person on each night (Friday and Saturday) from 11 PM to 7 AM.  Can you get a parent(s) to stay until security arrives?

                               ii.      We reviewed the numbers of porta-johns needed and agreed to stay with the 12 (4 from National Trails and 8 from Country John) if the number of teams is similar to last year.  If numbers are higher as planned, we want to increase to a total of 16 units.

                              iii.      Status of cost of additional dumpster?

i.         Housing/Registration - Chris Watkins (unable to attend – email report submitted)

                                 i.      We are away on vacation so I will miss the meeting next week.  There are no updates for the hotel registrations.  If anyone has any problems they can email me and I will be happy to help them.  As we get closer I will work on the volunteers for registration night.

                               ii.      Chris can contact Len DeOto for info about food for registration used last year.  Jennifer Sheehan and Cindy Beckdahl have hotdogs and buns that can be used for registration.

j.        Personnel – Deanna Brougher and Lisa Webb

                                 i.      Paul Cross has secured the generator loan from Laughlin Scanlon.

                               ii.      Signup sheets at Club Picnic were very successful.

                              iii.      Deanna and Lisa will get specifics of ref food needs to Jennifer Sheehan ASAP

                             iv.      All needs for volunteer help during tourney weekend are to be sent to Deanna by 7/19 with details to numbers and times needed so their committee can create a master schedule and begin calls.

                               v.      Springfield North Girls Soccer are volunteering to do Field Marshaling.  Any other youth who want to volunteer for service credit should contact Deaana Brougher

                             vi.      Lisa will ask Krispy Crème for donuts for refs

k.      Concessions – Paul Cross

                                 i.      Paul met with Jennifer Sheehan to review of process and needs for concessions after this committee meeting.

                               ii.      Jennifer agreed to contact Health Department to schedule inspection during tourney

                              iii.      Paul has got Laughlin Scanlon to donate a generator to use.  We reviewed the needs for power and Lisa Webb will have an electrician friend call paul to make the final decision.

l.         Fun/Special Events – Jennifer Smith

                           i.      Moon walk will cost $500 for 2 days.  It will be set up and tore down each day.  Jennifer has John Suver working to get sponsorship from ..

                         ii.      Girls Scouts will do face painting

                        iii.      Jennifer will contact Pullins to see about possibility of using NW dunk booth

                       iv.      She has had some difficulty finding a good source and price for hair color spray

                         v.      Sheriffs department will loan us digital speed machine

4.      Club Business – Jay Serve

a.       New MVYSA player registration system coming soon

5.      Next Leadership Committee Meeting – July 25 7PM at Gene’s house – 4305 Phoenix Dr 

6.      Tentative date for following meeting is August 1 at 8 PM

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