Springfield of Dreams Charity Cup - June 28 Meeting Agenda

1.      Representation – Each team is to have a representative (Board directive)

a.       Attending: Tony Cooper (U11G), Deanna Brougher (U10B), John Berry (U13G), Laura Fulton (U14G), Tim Halloran (U14B), Gene Pitstick(director), Jennifer Sheehan represented by Joan Wilson (Rocking Horse Center)

b.      Absent/unable to attend: Chris Watkins (U10G) - sent report, Len DeOto (U12B), Jennifer Smith (U11B & U12G) - sent report, Lisa Webb (U14G) - sent report, Cindy Beckdahl (U11B), Kirk Box (U9G) - sent report, _______ _______ (U13B) Kevin Hawke is working on a rep from his team

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.      9 apps in so far – 1 from Windsor, Canada (told Kirk).  Strawberry tourney had 30 apps on last day.  The Moral is: Expect lots of last minute applications!  Thunder Coaches go to the tourney website and submit your applications ASAP.

                               ii.      Message sent to all teams who attended last year.

                              iii.      The paper work with OSYSA and USYSA to host foreign teams is in process

                             iv.      Banner ad on OYSAN tourney page will cost $650

                               v.      I will make announcement at MVYSA AGM and distribute half-sheet handout from Tony

                             vi.      Email to MVYSA coaches will go out next week

                            vii.      Book donation info posted on tourney website

                          viii.      Deaf Initiatives, a non-profit organization out of Columbus, Ohio wants to put flyers in team bags advertising their t-shirt quilts. http://www.t-shirtquilts.com/

                             ix.      Assignment – complete 2005 logo design by 7/6/5

b.      Ref assigner – John Kingham

                                 i.       44 referee signed up so far and I'm hoping, depending on the amount of teams we wind up with, to have around 70 to schedule from for the tournament.

                               ii.      After swapping emails – John thinks we need to prepare for at least 60 different refs for the tourney.  This is up from the 55 in Genes previous estimate.

c.       Sponsor – Jennifer Sheehan

                                 i.      Status of Kiwanis request for concession help? No response yet

                               ii.      Status of Walkie-talkies to be borrowed from Arts Council? Still in discussion.  There is a conflict with an event they have on Saturday.  It was suggested we advertise this event in our program and in info to coaches as a service to Arts Council.

                              iii.      Status of asking Maines about Radio loan?

                             iv.      Status of sending number of rooms used last year to Chris Watkins?

                               v.       Joan presented a bid from Home City Tent that was $40 lower than previous bid.  (relayed to John Berry)

                             vi.       Joan submitted band price of $1.50 per for 2 color band

                            vii.      Rocking Horse Center is willing to lend 2 basketball games to use during tourney

                          viii.      Referee food – 2 pharmaceutical companies already committed and she will secure enough for the weekend.

                             ix.      Gave a Do not contact list for Kirk Box

                               x.      We asked Joan to see if she could come up with trinkets like mini-first aid kits, pens, pads for coaches bags.

d.      Advertising/Sponsorships – Kirk Box (unable to attend – sent word with Tony Cooper)

                                 i.      Status of tournament sponsor?

                               ii.      8 benches sold

                            iii.      Kirk and Tony still needs names and email addresses of coaches in your age group of MVYSA from each coach

                             iv.      Two leads – Eurosport had large ad in Creek book and Eric Samuelson of AG Samuelson Company (324-5533) indicated interest in doing an ad

                               v.      Jennifer sent not to contact list via Joan – Gene will get to Kirk

e.       Program – Cindy Beckdahl (unable to attend)

                                 i.      Status of printer? Deadlines?

                               ii.      Status of use of internet connection at water plant to set up wifi at Eagle City?

f.        Promotions – Tony Cooper

                                 i.      Status of Weiss RV’s?

                               ii.      Gave a nice report on the status of TOPSoccer Games – see attachment.  He would like to have some help making contacts to set up teams.  Rocking Horse Center will help contact and schedule appropriate patients.  It was suggested we contact Pediatric Associates also.

                              iii.      Printed 400 half-sheet handouts for AGM – Gene will distribute.

g.       T-shirt/Awards – Tim Halloran, Laura Fulton

                                 i.      Decided not to purchase a coaches gift but use donated items from pharmaceutical companies

                               ii.      After reviewing prices for bands we decided to go with patches for players or a comparable costing vinyl tag.

                              iii.      Decided to go with 100% cotton shirt for this year.  We may be able to purchase them on a sale to lower our shirt price. Youth sizes are available.

                             iv.      Primary Spirit seems to be best source again this year.

                               v.      Gave Laura and Tim ok to create separate design for patch.  Suggested using Rocking Horse Center logo

                             vi.      Gene will complete shirt front artwork by 7/6/5

                            vii.      Laura will check with Northwestern about borrowing their cart(s)

h.       Site – John Berry

                                 i.      Status of arrangements for over night security?

                               ii.      The status of numbers of contracted RR facilities is 6 full size and 2 handicap from Country John and 4 existing from National Trails.  All to be cleaned Sunday morning.  That is an increase of from 8 total last year.

                              iii.      Status of cost of additional dumpster?

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

                                 i.      The Hampton Inn has agreed to give us about 30 rooms without a deposit.  Like everyone else they will release the rooms two weeks prior to the tournament.

                               ii.      Since we do not have a lot of history on the amount of people that stay, several of the hotels are hesitant to commit to anything without a deposit.  I would like to track how many people are staying at the hotels to provide a better base for next year.  Do any of the other tournaments have hotels as sponsors?  I thought that an approach for next year might be to have a "preferred" hotel or group of hotels.  That might help us build up some credibility.  The Hampton Inn seemed willing to entertain that idea.

                              iii.       Joan said that Jennifer has arranged for some members of Turner Foundation to contact Marriott to encourage their support of our tournament.  Jane Balchan (390-7546), mother of a U14G works at Marriott.

j.        Personnel – Deanna Brougher and Lisa Webb (unable to attend – email report)

                                 i.      Status of Contacting RV company to look for generator loan?

                               ii.      Assignment - Have signup sheets at  Club Picnic to generate list of worker volunteers (include an option to be a caller for Kirk also possible loan of cart)

                              iii.      I need to let Community know if there will be any nurses from the Rocking Horse for staffing.

                             iv.      I have 2 sets of Radios so far- Mine and Kirk Box.  I will send another email out and maybe someone can mention it at the picnic.

                               v.      I have a sign up sheet developed with names, team and phone numbers.  I would like to mention it at the picnic.  That way we can develop a list of people willing to assist.  Deanna has a great base of volunteers- but we may need more.  Just thinking of someone preparing ref food -  watching the parking situation, checking on trash cans..etc....

                             vi.      Tie Dye bracelets -  Love them-  but the cost seems high compared to the patch. That is my only concern.

                            vii.      Carts – 4 from Windy Knoll, possibly 2 from North, 1-2 from National Trails.  More could be used.  We discussed loans from individuals – place sign up info at Country Club and …  Laura will check with Northwestern about borrowing their cart(s).

                          viii.       Deanna suggested we give North credit for their loaning of carts in the program.

k.      Concessions – Paul Cross -represented by Len DeOto (unable to attend)

                                 i.      Assignment - Review process and needs with Jennifer

                               ii.      Assignment – contact Health Department to schedule inspection during tourney

                              iii.      Status of source to donate coffee?

                             iv.      Status of Schulers donut prices?

l.         Fun/Special Events – Jennifer Smith (unable to attend – email report)

                           i.      I am working on sponsorship for the moon walk with Kerry Pedraza thru Career Builders.

                         ii.      Moonwalk Kingdom does not have a dunk booth available for that weekend.   Some one has mentioned that they thought that Northwestern boosters have a dunk booth and I am going to try to get a hold of someone.  We have a few girls on our team from Northwestern.

                        iii.      The girl scouts are working on the face painting.

                       iv.      Contact Jennifer or Joan Wilson at Rocking Horse if you want to use their Basketball games.

4.      Club Business

a.       Looks like we will have U9 and U10 girls teams

b.      Club Picnic – 7/9 12:00 noon-2:00 PM at Eagle City – Some are interested in time change due to Wittenberg Camp and other conflicts

5.      Next Leadership Committee Meeting – Tuesday July 12, 8:00 PM at Rocking Horse Center

Soccer Quote

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