July 2, 2008 Convention Committee Mtg

    Chairman Don Fox and Co-Chairman Bill Nichols called the meeting of the Monroe County Volunteer Firemen’s Association 2008 FASNY Convention Committee to order at 7:00 Pm. The meeting was held at Penfield #2. Due to the health problems of the Chairman Co-Chairman Nichols continued to run the meeting. Attendance was taken and recorded. Two guests were present: Director Richard O’Hare and Mary Way. We also wish to thank Penfield for allowing the committee to meet at this location on a number of occasions and Bonnie Sweet for supplying refreshments at the meetings. This is the second to last meeting prior to the convention with the last being at the hotel on July 29th. There will be something in the lobby to direct people to the correct meeting room.

    Prior to the start of the meeting a picture of the members of the committee that were present gathered to pose for a picture to be inserted in the Convention book.

Ways and Means – Larry Ritz – People have not been turning in tickets (selling) as yet. Gene Renner and Mike Smith are all set to sell tickets for the drawing at the Chief’s Steak Roast and Gene will man the table at the convention to allow our members to sign in and to also sell tickets. Any unsold tickets are to be turned in to Gene at or prior to the convention. I have arranged for the people for the color guard and the needed people for the memorial service.

Memorial Service – Don presented a full report on the Memorial Service, which will be attached to these minutes. Reverend Wayne Jago has been sent a copy of the report for his records. Bonnie Sweet will order needed flowers from The Flower Barn as needed for the morning.

Exhibits – Bob Ockenden and Pat Dwyer. The began their report on the progress and status of Barry Sens. They have 16 confirmed vendors to date with 6 more coming in hopefully very soon. They are pushing for a total of thirty (30). Churchville Fire Equipment and Dan Wymer will be setting up outside exhibits under the overhang. Churchville will also have an inside exhibit. There was a discussion on people that have not sent in reservations to date. It was decided that this will be checked on by some of the members present.

    Gene Renner as stated above is ready for the Chief’s Steak Roast and Registration and ticket sales.

Treasurer – Carl Veltri – We are OK – He received some money from exhibits and is ready to give Bill Nichols with his needed funds.

Year Book – David Sweet – There are still a couple of stragglers coming in – very poor turnout from Monroe County organizations. A letter is needed to FASNY requesting permission to use their logo. It was decided to use the new official one decided on by the Directors. Don will handle this with a copy to Mr. Cooke.

    Dave also stated that a second copy of the insurance binder for the convention needs to be sent to the FASNY office. Don has a copy, which he will make sure a copy is sent out to the office and also a copy to Mr. Cooke.

County Hospitality Room – Gordon Burris – We are still working on a deal for food plates for lunches. Wegmans, Tops, the Brewery and many others have come through to help make this a good place for our people and invited guests.

    There was a discussion on Public Relations and contacting the local news media. This will be taken care of.

Security – Ken Fuller – I will have the four needed for the Monty Carlo night and when I talk to the hotel to see how far they want us to go I will arrange for others as needed.

    Bonnie Sweet reported she is doing great although reservations are down for the LAFASNY luncheon.

    Karen Riordan reported that the shirts have been shipped. I made a trip there and discussed the logo and they are all set. Shirts will be available to Committee members by July 10th or 11th. It was decided not to get into shirt sales at the convention. Allow our local merchants to do, as they would like on shirts. That way we do not have anything invested.

October Fest – Bill Nichols – 69 people signed up to date. Everything is all set.

Golf – Dave Schultz sent word he has 41 golfers signed up to date. Gene Renner is going to assist him.

Housing – Bill Nichols – Reservations are slow but still coming in – to date we have 1161 nights at the Clarion and 197 nights at the Hyatt. I have sent a letter to the Rochester Plaza releasing the rooms there. They sent us a letter requesting an amount for holding the rooms, which I have turned over to our Lawyer.

Arrangements – David Sweet & Lynn Mack – Again please go through one of us for your needs with the exception of Exhibits which will work with the hotel and their vendor. There was also a discussion on what tables will be offered free and with what priority.

Band Concert – Don reported everything is all set.
St. Paul has requested the use of our room for memorials in memory of Ray Emma – Gates has never responded in regards to the two from their Department.

Main Hospitality Room – Alan Way – He has not had very much contact with any of the groups wanting to set up. He was told to contact Bill Grant to see if he can get the names on Steering Committee Chairmen so letters can be sent. The half keg is all set for our table for Gordy.

    There was a motion by Lynn Mack with a second by Larry Ritz for Carl to give Bill a check to cover the deposit at the Hyatt. The motion passed.

    Bill reported that the parking costs will be added to the room and any one wanting to use the safes will be charged $1.00 per night.

    FASNY Games – Bob Faugh reported everything is set.

    Don reported we will have 20 radios on our own frequency.

    Don will handle the Friday night dinner tickets through the Steering Committee.

    The next meeting is July 29th at the Clarion Hotel at 7:00 PM.

    There was a motion by Gordon Burris with a second by Larry Ritz to adjourn the meeting at 8:40 PM. The motion passed.

Respectfully Submitted,

Alan C. Way, Recording Secretary