June 10, 2008 Convention Committee Mtg

    Chairman Fox called the June 10, 2008 meeting of the MCVFA 2008 FASNY convention committee to order at 7:32 PM. Don announced that his cancer has returned and he turned the meeting over to co-chairman Bill Nichols. Attendance was taken and will be recorded. Convention Committee Attendance Record

    Treasurer’s report – Carl Veltri – I received a number of checks tonight from Dave Sweet, which will be put in the account. Financially we are not in too bad shape.

    Arrangements – David Sweet & Lynn Mack – Lynn requested that all requests for anything in the way of equipment or other arrangements be put through Dave or him to keep everything straight. This way only he or Dave will be approaching the hotel staff. FASNY has been working with the hotel in regards to their needs regarding rooms needed for meetings and forums. All other requests are going through Dave or me. We have not heard from Sectional Associations as yet in regards to tables needed for registration etc. It was his feeling that MCVFA should be out in front followed by Niagara County (next year’s host) followed by the remainder Sectional Associations on a first come basis. The FASNY Registration area is all taken care of. They are coming in on Sunday prior to the convention and Dave and or I will be present upon their arrival.

    Exhibits – Barry Sens. Barry has been excused due to health matters. Bill introduced Pat Dwyer and Bob Ockender to the committee. They will be filling in for Barry until he is able to return. They made a trip to the hotel to check out where the exhibits will be put up and other tables will be situated. They are all set and are keeping Barry in the loop. Letters have been sent out and returns are coming in. There will also be two outside spots available for a large display under the overhang. Signage will be needed outside to direct people to the exhibit area. There was a discussion was held on backdrops, separators and signs for vendors. These can be handled through the hotel with a firm they work with. There was also a discussion on tables that we free, to whom and where they would be placed to bring Bob & Pat up to speed.

    Housing – Bill Nichols – Reservations are coming in slow but they are still coming in. I have received a reservation for two people for the Rochester Plaza (formally the Crown Plaza) so I am going to turn back the rooms on hold there. Rooms at the Hyatt are coming in better.

    County Hospitality – Gordy Burris – I have been in touch with Sams, BJs, Wegmans, Aldis and Tops. I have been promised some donations. Bill stated that there were four large refrigerators available. We have two and the other two are going to Onondaga County (Central). Arrangements have been made for food to be available at two outside locations during the band concert.

    Monty Carlo – Alan Way – Don presented the contract for the Monty Carlo night from The Dealers (William Gilchrist). Carl Veltri made the motion for Don to sign the contract and to pay the deposit. Lynn Mack seconded the motion and the motion was approved by all present. The Brewery will be supplying all product needed (and cups). Gordy will be arranging for soft drinks. We will have to have a bartender from the hotel. Al feels since the Brewery is being very generous that there should not be any sort of cash bar available in the room and nothing allowed leaving or entering the room. Al will be meeting with his committee very shortly.

    Ladies Auxiliary – Bonnie Sweet and Mae Bauer – They are all set. Karen has enough baskets for the gift baskets and items are coming in to put in them. Baskets for their raffle are being promised so it looks like that will by successful.

    Memorial Service – Written report will be attached to the minutes.

    Program book – David Sweet – Dave reported on returns both from the solicitor and the fire departments. To date there has been a very poor return from in county. Dave is shopping for a printer and someone to lay out the book. People present gave him the name of Best Printers. Dave also was looking for suggestions for the cover. It had been suggested and decided we would use the city sky line over the new bridge

    Dave Sweet made a motion to pay for the shirts as soon as they are ready. Larry Ritz seconded the motion and it passed. Hopefully the shirts will be ready soon.

    Security – Ken Fuller – not present

    Special Events – Bill Nichols, Gordy Burris, Carl Veltri – All plans are set. Food and Band are set and will be ready for the night. We have to advertise it more locally so we can have a good number of people. Plans are for 200 people and to date there are 100 reservations.

    Band Concert – It is being worked on.

    Ways & Means – Larry Ritz – I have had 21 books returned out of the 160 I passed out. I have some to sell at the Chief’s Steak Roast.

    The Protectives are all set for posting of the colors at the opening and Larry has set up three people for the Memorial Service.

OLD BUSINESS
    Don said the radios are all set and can be picked up at the Radio Center on Friday. He has 20 radios reserved.
    Larry informed Bonnie he has the old helmets she will need put away. We have to figure out how to cut the size hole needed for the flowerpots.

    The next meeting is scheduled for July 2, 2008 at Penfield #2. There will be a meeting at the Clarion on July 29, 2008. The room we will be meeting in will be sent out in the reminder of the meeting. Please remember we are getting close and also we are looking for more help.

    The meeting was adjourned at 9:05 PM.

Respectfully submitted,

Alan C. Way, Recording Secretary