| Attendance: | Russ Jones, Chris Sells, Bill Moran, Matt Togliatti, Al Togliatti, Michelle Rees, Rick Schick, Rodrigo Perez, Jose Canpuzano, Larry Butcher, Brian Stuchl |
| 1 |
Sponsors: Al has sent out an email to the approximately 400 chamber of commerce members. Planning on sending individual notices/calls to the companies that sponsored last time. Any volunteers to call folks would be welcome and should see Al or Matt. We want to run a coordinated effort contacting business to present a consistent view of the tournament. Sponsors don't have to be local to Bolingbrook (i.e., neighboring cities are fine). |
| 2 |
Flyers for teams: Chris has flyers for coaches to hand-out to teams during regular games or tournaments. See Chris is anyone needs any. Also sending out a blast to all coaches from last year. |
| 3 |
T-shirt guys: T-shirt guy is sending lots of email to Chris claiming they have a signed contract through 2009. We do not believe we there is a contact beyond last year. They are not following the contact as is (i.e., not giving us as much as they should be). Chris will follow up and see if they really have a signed contact. If so, we need to make sure they follow their part of the contact. |
| 4 |
Pictures: Chris has a contact who brings their own table, tent, ... They just need power. They will only take action photos and will also have additional products available (i.e., plaques, ...). Teams will sign up to have photos taken. Photo people will have printers on site to print, plus on-line ordering after the fact. Russ recommended having parents indicate if they want their child photographed (e.g., jersey number) and they will make sure to take pictures of that player. They will do 1% profit sharing. |
| 5 |
Sponsors: Chris is working on getting the Village train. We won't know until 2 weeks before if we will get it. Hoping to get it to run around field 4 & 5. Andy's is also an option for ice cream instead of DQ. We haven't had good expierences with DQ the last 2 years. We have the records from last year to know exactly what we sold with a poor supply chain. Michael's will the pizza provider again. Need to figure out how to better pick up the phone to order pizza in a timely manner. |
| 6 |
Parking: We will have an additional officer to help with traffic control. We'll still have the bus running from the school to the fields. Considering having the bus stop at the new parking lot also. Concerned about additional time in the bus round trip. We still don't have enough parking even with the new lot. We also want to avoid parking in the neighorhoods due to complaints from residents. Need to make sure that parking instructions are included in the flyer. Wondering how functional the new concessions stand will be by Labor day? Will the parking lot lights be available? Need to ask Ray. |
| 7 |
Registration: Last year we had all but 9 teams register Friday night. Brian suggests having registration at the new concessions stand to avoid traffic congestion at the fields. Would need to make sure that we clearly state the location of registration on an email to the coaches and parking directions. |
| 8 |
Field Marshals: Bill will still coordinate that team. |
| 9 |
Lights: Need to make sure we check the lights at least a week prior to the tournament. |
| 10 |
Concessions: Jeff we don't need any more foil!! We do however need some additional extension cords. |
| 11 |
Tournament Money: Plan for money distribution. Each team's "award" will be based on participation in the following categories. Allotments will be "all or nothing" for a given area based on meeting commited volunteer quotas. The "base" team allotment (i.e., 100%) will be based on tournament profits. For example, if base allotment is $1000, and a team which attends meetings, helps with concessions & parking, but not field marshals or holds a board position, would get credit for A, C and D and would receive $600. A) Meeting attendance (20%) B) Tournament board position (20%) C) Concessions help (20%) D) Parking help (20%) E) Field marshal help (20%) |
| 12 |
Tournament Fees: Need to have a better handle on checks for next years. That is, when checks are due. We want to have all checks in 30 days prior to the tournament ideally (next year). In the application reply email we will say that we need to have their checks within 10 days to complete their application. |
| 10 |
Next Meeting: 5/21 8:00pm (BRAC) |