Springfield of Dreams Charity Cup

Meeting Report – 7/25/2006

1. Attending: Sharon Diviak, Laura Watkins, Kathy Nash, Cindy Beckdahl, Gene Pitstick
2. Absent: Tony Cooper, John Berry, Lisa Webb, Jeanine Cline, Cyndi DeCarlo, Jill Woods, Tiffani Kaffenbarger
3. Admin Report – Gene Pitstick
   1. We have 49 applications which are ahead of this time last year.

2. Received a disappointing email from Miste Adams last Wednesday – The main item revolved around the contract that Taylor constructions has.
3. I have replied to numerous emails from coaches with questions about our tournament, reviewed applications, and updated info on the tourney website
4. Laura Watkins, Chris Watkins and I meet with Kim Taylor last night to discuss concessions at this years Tournament

                                                               i.      She is looking forward to supplying concession for the event. She hopes this will help her turn a profit for the year.

                                                             ii.      We reviewed her planned menu and prices – both seemed to be inline with what expect.  She plans on having plenty of help and feels she can meet the demand.

                                                            iii.      She will set up her food trailer near shelter house and she would like to setup 2 small drink stations elsewhere.

                                                           iv.      In return for recognition as a sponsor she will allow us to keep all profits from T-shirt sales.  I added a mention of her on the web site last night

                                                             v.      Kim agreed to accept 50% of what we receive from other vendors.  We get 10% of their gross sales which averages about $100 per vendor.

                                                           vi.      I will get her information on the amounts of drinks and food sold last year.

                                                          vii.      She plans on setting up on Friday morning.

                                                        viii.      She understands that we will be supplying food to coaches for registration and to Dream Soccer players.

5. We will now need ice for first aide and Refs. See if Home city will loan a large ice chest and we can use generator to power it.
6. 19 teams have paid their fees
7. Begun designing schedule.  Looks like teams will play from about 7:30 AM until 5:30 PM
8. I have completed and submitted the forms to USSF along with $75 for permission to host foreign teams
9. I sent an article to Rivershark to be posted on DDN website when he completes arrangements with them
10. Multitouch Ball vendors sent message – no reply yet.
11. I completed the arrangements to allow us to give out free tattoos for Kids Soccer World.
12. I have confirmed that the following vendors will attend: Jym the Bag Tag Guy - custom bag tags, Captain Freeze - frozen treats, The Sweet Athlete - female sporting goods, Trophy Sports - soccer gear, and SSR graphics.
13. Twice I’ve updated coaches on numbers in each division and asked them for help recruiting additional teams – no response.
14. Sent reminder to coaches about spirit messages to distribute and collect by Aug 1
15. I talked to Kermit Rowe SNS Sports Editor giving him info on Canadian teams attending
16. North HS can not loan any carts this year
17. Tony Cooper is checking to see if the photographer he knows is interested.  I have a proposal from Coast to Coast Photography (those attending ruled this option out as it would likely reduce our t-shirt sales)
18. I went ahead and ordered 810 patches like last years with date change.  There will be a small price increase.
19. I have create 3 possible t-shirt designs – those attending selected the one we will use
20. National Trails Mark Miller is working to get a sign up at construction site of Splash Zone
21. Field size request sent to National Trails.  I asked that the 2 smallest be put on one pad leaving an open pad as an optional field if needed.

                                                               i.      1 - 40x60

                                                             ii.      1 - 50x75

                                                            iii.      1 - 55x85

                                                           iv.      1 - 60x90

                                                             v.      4 - 70x110

22. An email was again sent to those teams who attended last year but who have not applied for this year.  Would any of you volunteer to call these people?
23. See request from Mike Gannon re: special fee (wants to pay $150 instead of $400)  We decided to put them on a waiting list
3. Referee Coordinator – John Kingham
   1. The number of Referees registering to work are looking good
   2. Wicking t-shirt sounds neat and/or neck cooler good also
   3. OK to use radios from Ohio Cup again this year.
4. Site committee report - John Berry
   1. Ask Miste - How many RRs will National Trail have on site?
   2. What is the status of:

                                                               i.      Tents

                                                             ii.      RR’s

                                                            iii.      Carts

                                                           iv.      Chairs (3022), Tables (168) – Laura Watkins will ask for back up

                                                             v.      Generator (2 coming from A&S Express via Clines) only 1 needed

                                                           vi.      Lockable storage trailer (Sharon Diviak’s dad will provide)

                                                          vii.      Corner flags (Gene will order 2 sets)

                                                        viii.      Dumpster – we will not need this year

6. Fun/Special Events report - Jennifer Smith
   1. The Cincinnati Kings have recended their offer to send two players on Friday night due to distance.
   2. Misty has agreed to send the National Trails mascot (Ricky Rec) and at least 800 buy 1 get 1 coupons for the water park.
   3. Have you contacted Young’s Jersey dairy?
   4. The deputies charge is $21.50 an hour.  (That would be $425 for this year as opposed to $350 for last year.)
7. Housing/Registration - Laura Watkins and Kathy Nash   
   1. We discussed organization of registration – we will move registration to west end of shelter house and offer food for registering coaches and Dream Soccer participants
   2. Laura will ask Kirk Box to prepare food. We have lots of left over hot dogs in 3 freezers for use.  Gene has paper plates etc left from last year.
8. Program/Cleanup – Cindy Beckdahl
   1. Cindy has asked 2 printers for bids, both said deadline would be August 1st
   2. Will get 6 hand sanitizer units
9. Dream Soccer - Tony Cooper
   1. Times for training sessions – August 1, 3, 8, 10?
   2. Tony expects 50 participants (please let us know if this changes!)
   3. Sponsor status – CRSI (possibly $500) and Rotary ($500)
10. Personnel/ Referee Food – Lisa Webb (unable to attend)
    1. I have coupons for the bags from Panera Bread.  I will bring them to the next meeting.  If needed before that-  I can take them to whomever needs them.
    2. Question-  when will the new uniforms be in?
    3. Ref Food -  I have the bagels secured for breakfast both days.  I have the fruit secured also.  I have decided to make the sandwiches at my house and bring them down to the field.  I will just put the meat and cheese on them and slice and dice all the veggies and they can add that and condiments.  I will get with Sharon Diviak to purchase these things at a discount from Gordons.  I may have the sub buns donated- still working on that.  We will need to purchase the Gatorade and water from Sheehans.  (since Taylor Concession uses Pepsi products Lisa you can ask Pepsi to donate water and Gatorade for Refs or at least a discounted price)
    4. Here is what I have worked up for the volunteers -

                                                               i.      Concessions - 6 people at a time.  2 hr shifts from 7 am until ( the last game is scheduled at what time? ) (no longer needed)

                                                             ii.      T- Shirt tent - 2 people at a time.  2 Hr Shifts.

                                                            iii.      Clean up - 4 people to empty trash at noon and 4 people to empty trash at end of Saturday.  Sunday will be the same- except-  I think I am going to ask that all coaches give me 2 people from each team to clean up Sunday evening.  That will give us plenty to empty trash and pick up trash, corner flags, tables, etc....

                                                          iv.      Parking – 2 at a time

                                                            v.      Registration – 8 for Friday evening 6-8 PM

5. I will make sure that ice is in all coolers at each field.  I am hoping that Cindy B will help me with this.  I believe we got the coolers from Troy (Ohio Cup) last year.  Can I have Johns contact information and I can ask him?  John Kingham [john@jkingham.com] Also we will need to borrow the radios from Troy again.  (Done) Cindy - they take AA batteries.  Do you want me to pick those up or can you?
6. My dad is ready to make the stands for the hand sanitizer -  let me know when you get the dispensers.
7. Suggestion - meeting with field Marshals sometime prior to the tourney or I can type up some instructions for them.  They did great last year.  I wanted to add to their duties that they check the fields between games.  I would like to be ahead of any problems to avoid the cracking that we had last year. (Gene will arrange meeting or will distribute instructions)
8. National Trail maintenance will do a trash run on Saturday morning and early afternoon and Sunday morning.
10. Concessions – Jeanine Cline (U13B), Cyndi DeCarlo (U10B), Jill Woods (U10G), Tiffani Kaffenbarger (U12B)
    1. This committee is not needed now – we can best use their help calling workers
11. T-shirts/Awards – Sharon Diviak
    1. We selected  trophy from Primary Spirit and decided to get a trophy for the head coach of each team.
    2. Those attending agreed that the neck coolers for ref perk was a good idea – Sharon will order 55 doubles.
    3. 810 Patches have been ordered
    4. Choose t-shirt design and discussed order as late as possible. Design will go to Primary Spirit this week
    5. Sharon will order 50 rectangular medals for Dream Soccer
    6. She will supply a lockable trailer and allow its use to move tables and chairs
    7. We discussed T-shirt presales procedure.  They will be offered at $1 off and orders will be directed to Sharon.

Next Meeting

General Committees will meet August 3, 8:30 PM at 4305 Phoenix Drive

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