June 12, 2007 Convention Committee Meeting

    General Chairman Donald Fox called the meeting to order at 7:35 PM at Fairport House #1 on June 12, 2007. Members present were Chairman Fox, Bill Nichols, Carl Veltri, Larry Ritz, Mike Smith, Zip Kraemer, David Sweet, Lynn Mack, Ken Fuller, Mae Bauer, Karen Riordan, Bonnie Sweet and Alan Way. Guest Chris Dunn.

    Chairman Fox explained that the FASNY Officers and Convention Committee will be in Rochester on July 7th to meet with the local committee, look at the facilities we propose to use and to answer any questions we will need answered. Chairman Fox, Bill Nichols, Carl Veltri, Lynn Mack and David Sweet will represent this Committee. Friday night will be a group get together. Chairman Fox is looking for a place to take them for dinner (Dutch treat) so all could go to the same place to talk. The Humphrey House on Penfield Road in Penfield was recommended and all agreed.

    Larry Ritz, President of the MCVFA and Chairman of the Ways and Means Committee opened a lengthy discussion on the position of Convention Committee Treasurer. He brought out some of the problems we have encountered this year including Jim’s problem with not being available due to work. Larry brought up some of the problems that could occur with two checking accounts and not doing transactions with a different program that the Association Treasurer uses and also controlling the funds from the State Grant, which is a grant, which requires matching funds. Larry pointed out we already have a checking account and savings account for the Convention Committee and how foolish it is to have a second checking account. He foresees a number of accounting problems in reports that need to be sent to the State of New York. One proposal he made was to form the Convention Committee be formed into a DBA or 501c3 corporation. The second was to give Tax Exempt forms and voucher to all vendors and have them send the bills directly to the Association Treasurer (Jim Princehorn). He also proposed turning over the existing checking account to the Convention Committee Treasurer with the necessary bonding added to our insurance policy along with the necessary signature cards so we do not have two separate checking accounts for the committee. Don Fox answered the questions brought to the attention of those present and announced that the Treasurer’s position for the Convention Committee would remain with Carl Veltri. No other decision was made regarding President Ritz’s concernes.

    Chairman Fox announced that the main headquarters is set for the Clarion with the ladies in the Hyatt with the Crown Plaza set for overflow. The Golf Tournament will be on Tuesday with the Band Concert set for Wed. night. The Tournaments will be held at Main Transit. North Greece is having problems with their team and track and decided not to attempt to hold them here.

    There were so questions from FASNY as to weather the Secretary’s office and the Ways and Means Committee could fit in the same room. Chairman Fox and Lynn Mack both feel there will be no problem. We have never run out of room on the Mezzanine.

    Chairman Fox has been picking up business cards from vendors at every convention he has attended this summer and will continue to do the same the rest of the summer. He will pass them all on to Barry Sens.

    Chairman Fox announced there will be two Hospitality Rooms set up. The one room or table will be in the main area with the rest of the Sectionals and Counties. The second will be for County Association members a set up for breakfast and lunch.

    The Ladies Auxiliary reported everything is moving in the right direction. All the members have done this before. They reported to Don how many packets they would need in Buffalo for the LAFASNY meeting.

    Don reported we will need an Event Chairman. Tom Schegg from Fairport will handle the Band Concert since he knows all the bands in the area.

    We are going to need someone to chair the Publicity Committee.

    We are still looking for an idea on what special event to do on Tues. night.

    The Visitor’s Association will be supplying a power point presentation to be used at different times during this year’s convention in Buffalo. They will be making hand out packets available during the entire convention. This is the packets that were noted earlier in the minutes the ladies will need.

    There was a discussion on the Security needs during the convention and some of the problems that came up in 2001. It was recommended that Ken and Bob contact the Hotel Security to see what they may require and also speak with RPD to let them know we are coming in, when and at what hotels.

    All requests for equipment or services at the hotel for any committee will need to go through David and or Lynn and must be in writing.

    Ways and Means Committee – Larry Ritz. It has been decided to raffle off a digital camera at this years convention with one or two other prizes to be decided on. Sales of tickets will begin at the Chief’s Steak Roast and Western. Drawing will be at the Convention on Friday night. Mike Smith will assist in checking on camera prices. Tickets will sell for $1.00 for one or $5.00 for six.

    There was a discussion on convention shirts. Karen will attempt to get three prices.

    It was announced that Western is switching to Marketing Squad. We should invite Scott Dean in to speak to the Directors at the end of the month.

    Don requested everyone to think about a convention theme. It needs to be nice and short.

    The July meeting will be scheduled after the July meeting with the FASNY officers. Don will notify every one of the date, time and location.

    There were a couple of items of concern that were put on the table.

•    Copier – A couple of members stated they will look into what would be available.
•    Insurance – Ken Fuller stated he will approach Gary Johnson to check on a rider on the County Association policy.
•    Memorial Flowers – we have to provide but FASNY is supposed to pay for them.
•    Music – Don and Carl will look into an organ and someone to play it.

With no further business to be brought before the committee Chairman Fox adjourned the meeting at 9:10 PM.

Respectfully submitted,

Alan C. Way, Committee Secretary