Western Mass Parrothead Club Meeting Minutes Tuesday – November 13th, 2007

On the Border

Rte. 5 – Riverside Street

West Springfield, MA

 

Attendees:

 

See the Points spreadsheet column for November 2007 –

 

Agenda:

 

  1. Review & Approve Minutes from August 2007 meeting – Approved.

 

  1. Report on Planned Events for 2007

 

    1. Alzheimer’s Memory Walk – Club’s 10th Anniversary, Sept 23rd , 2007

Chairperson – Mike Gagne

Stanley Park

Maryann will speak to Mike and get his report, she did have a t-shirt for the club basket.

    1. Big E Float – September 22nd, 2007

Chairpeople – Doug and Kathy Walsh

Doug, Kathy, Claire and her daughter attended this event. They all had fun.

    1. Meet Me in Sept RMH Event – Sept 29th

Co-chairpeople – Nancy & Frank with RMH Staff

Nancy will send forms to Karen since she was unable to attend.  Karen gave a review of the event and comments that she was given by RMH that they will never do this event again and hope that the failure of this event will not impact WMPH club’s participation with the house.  She was re-assured that it will not impact future events with us.  Preliminary paperwork was that $232 was made on selling concessions for the house.  We had an ad book from the event that we passed out to show those that attended the meeting.

    1. Autism Walk – September 30th, 2007

Sheffield, MA

Chairperson – Maryann & Keith

Maryann turned in her form and spoke about the event.  She passed out T-shirts and books to folks that did not attend.  She got a book and t-shirt for the club basket.  Karen won one of the raffles.

    1. RMH Harvest Party – October 27, 2007

Chairpeople – Nancy & Frank

Nancy was unable to attend the event so Karen ran the event for her.  Allie sent out pictures from the event to everyone.  Karen also sent out pictures.

    1. November Club Meeting – November 13, 2007

Chairperson – Allie Pratte

Allie was unable to attend the meeting so Karen ran it for her.

    1. Brightside Angels – Monday, November 26, 2007

Chairperson – Allison Pratte

Karen had the date wrong in the agenda.  The correct date is Monday, November 26th.  If you want to help, please make sure you get in touch with Allison.  Hope to see you there on Monday.

    1. RMH Gift Wrapping Party – December 14th, 2007

Chairperson – Nancy & Frank

Was going to check with Nancy on when we’ll get the list.  She did send out email yesterday and if you have not replied to her on whether you are adopting a child or not, please do so, so that she will know what she has covered.  It was decided by those at the meeting that we will have the club pay for pizza that night so no one will have to cook.  We also discussed moving it to a larger place next year to allow everyone the ability to do the wrapping together.

 

  1. Ideas for upcoming events in 2008
    1. January

§         Blood Drive?

§         BOD Elections – 1/15/08 - Karen

§         Dues are due! – 1/31/08 - Maryann

 

    1. February

§         Club Meeting: Maryann & Keith

§         N.E. Parrot Head Convention: Newport, RI  

February 29 – March 2, 2008

Chairpersons: Karen & Richard

 

    1. March

§         Springfield Falcons game against Hartford Sat 3/22/08 – will announce as Parrothead night.

Tickets will cost $10 each as long as we can guarantee 10 tickets sold.  They will set-up a table for us to recruit members out by concessions. We will open it up to Chip to try and help them also recruit new members.

 

    1. April

§         WMPHC Anniversary Party? – moved due to the Falcons game.

 

    1. May

§         Club Meeting: Scott & Barbara

§         05/03/08 Special Olympics@ Holyoke HS: Claire Bailey

 

    1. June

§         Summer Social @ Scott & Barb’s house 6/28/08 4pm-?

To benefit the Children’s Miracle Network for Sarah

Trying to get good music.  May need tents/tables, etc.

 

    1. July

§         OPEN

 

    1. August

§         Club Meeting: TBD

 

    1. September

§         Big E Float: Doug & Kathy

§         Alzheimer’s Walk 9/21/08: Mike Gagne

§         Autism Walk: Keith & Maryann

 

    1. October

§         Harvest Party: Frank & Nancy

§         MOTM October 30-November 2, 2008

 

    1. November

§         Club Meeting: TBD – Combine with Vermont Members

§         Brightside Angels: Allison Pratte

 

    1. December

§         RMH Gift Wrapping Party: Frank & Nancy

 

 

  1. Voting on New Board Members

§         Karen to collect nominations and send out ballots for voting.

§         Will collect nominees for ballots up to Dec 15th – Please email me your nominees, if the person accepts the nomination they will be added to the voting sheet.

§         Voting will close Jan 12th, 2008

§         Announcement of 2008 BOD will be distributed Jan 15th, 2008

 

  1. 2008 Calendar – Karen
    1. Refer to website for latest updates
    2. Cost re-imbursement for site – Maryann gave Karen check to deliver to Richard.

 

  1. 501c7 Status – Maryann
    1. Paperwork submitted – Received a letter from IRS that they are evaluating it and we’ll know probably by the end of the year.

 

  1. Web Update - Karen
    1. Site info – please review and go out once in a while.
    2. Reminded folks again they can have an email account that can be forwarded to their regular account.  Scott will send Richard an update.

 

  1. 2010 WMPHC Convention Update – Maryann – See separate convention notes.
    1. Location –

a)      Hotel accommodations – Crowne in Pittsfield, MA

1.      Best choice based on evaluating both places.  The weekend is 2/26/2010-2/28/2010

    1. Other

a)      Charity – Hole in the Wall Gang Camp

1.      Maryann has filled out the paperwork and returned it to them.  We’ll keep them copied on all mail/letters that has them listed.  Some of their questions how many will attend (500-750), how much money expected ($10k-$30k). 

b)      Vermont’s participation

1.      Will take assigned tasks and will bring 10-12 people to help that week.

2.      Shared with club members that were at the meeting the chairperson’s responsibilities.

c)      Combined club meetings – November 2008

1.      Will look to find a date/time/place that will be accessible to both clubs.

d)      Some folks have already signed up as committee chairpersons and will start moving things forward.

e)      Maryann received paperwork to fill out for Locks of Love hair donations.

f)        Book separated by committee is set-up to start tracking everything.  Monthly meetings have started and will continue to the end to ensure all teams keep on track.  Individual teams will have their own meeting schedules.

 

  1. Round Table
    1. Maryann has been approached by several places for different things.

a)      Youth Soccer program from South Dartmouth.  Asking for us to buy and ad – very expensive $50 business size and $30 just to get your name.  Will forward this request to Maureen with Nautical Whalers since it’s more down that area of the state.

b)      Gift basket for Westfield Wizards wine tasting event in March to help them raise money to go to Cooperstown again.  Basket will include lots of trinket type stuff that Maryann has, a family membership to our club and a very special bottle of wine from Scott and Barbara.  If Maryann will send Karen a copy of their logo, she might have time to make them something to add to the basket.

c)      Segway availability – If we can sell 300 tickets at $20 a piece we could make about $2,500 to use as seed money for the convention.  If we do it as a drawing not as a raffle we might be better off.  Keith and Maryann will check into that.

    1. Scott gave his update on the MOTM.  Barbara is the one that really took the notes from the meeting and she will send them out as soon as they are available, but with moving into their new home very soon, it might take a while.  Scott was impressed with the entertainment, Calypso Nuts, Tropical Soul (got their CD at the directors meeting), Jimmy & the Parrots and much more fun than one should have in a week.  Meet the Patrones. Big thing that came out of the meetings is that there is a specific person assigned to give each club one item per year from Margaritaville.  Scott will also do a write-up on his trip.