Minutes of the Advisory Board Meeting
September 25, 1999

Minutes of Advisory Board meeting September 25, 1999.

Meeting was called to order.

Present: John Reynolds (President) and Mary Reynolds, Don and Pat Nellis, Jim Ownby, Jerry and Ruth Judge, Parky Parkhurst, Jerry and Leanne Pennington, Dudley and Ruth Cass and Jack and Jean Timmons.

Minutes of the Advisory Board meeting August 14, 1999 at Branson were read and approved.

Treasurer’s report of current financial condition and current membership report were read and approved.

Correspondence: No correspondence.

John Reynolds advised that we buy our nametags from a retired Marine who provides our nametags at ½ the market rate. This Marine is involved with a worthy charity to which John Reynolds would like the Reunion Association to give financial support. The motion was made that the Association donate $100 to the "Marine Scholarship Fund." Motion was seconded and the vote was in the affirmative.

Branson Critique: Dudley Cass reported Branson Reunion was over budget by $831. The reasons were:

(1) Fewer than budgeted attendees. Budgeted for 150 persons and 123 actually attended.

(2) Hospitality Suite was opened one day earlier than planned and beer and soda costs were over budget. There were 20 "Topeka" couples who needed a place on Tuesday, so Hospitality Suite opened was opened a day early. Stocks including snacks, beer, wine, sodas had to purchased locally.

(3) Additional liability insurance to cover the vans used by the Association added $250 to budgeted costs.

Discussion and resolutions:

1. Budgeting headcount: It is always imprecise and there is little evident way to improve.

2. Raise more money on the spot: Have bigger and better displayed "Bar Jars" for donations to support cost of operation of the Hospitality Suite. Have members canvassed periodically for cash support.

3. Insurance costs: Jim Ownby volunteered and John Reynolds appointed Jim Ownby to research possible insurance options and to provide the board several options for consideration.

4. Cocktail hour and buffet: It was suggested that there should not be places for people to sit, so everyone could get around to talk to more folks. Discussion re buffet vs. finger foods. Resolved that since everyone seems to uses Friday Cocktail food in lieu of dinner to continue buffet after a period for cocktails only.

5. Watch List: Posting a "Sign up List" in the Hospitality Suite led to volunteers covering 4-hour watches. This worked well. We should continue to have a "Watch" in order to establish a single point of contact who either knows the answer to requests, or knows who to contact etc. We do not want to leave anyone needing information or feeling unwanted and stranded in a strange place.

6. Group Pictures: Clearest and best pictures we have ever had.

7. Final Overall Evaluation: This was a very successful and well-organized reunion. The busses made it unnecessary to drive in congested traffic and were welcomed by all. Don Nellis was strong in stating his conviction that if the attendees were well taken care of and enjoyed themselves; we should not be concerned with a small over budget condition, so long as we have adequate financial resources.

Motion: Don Nellis made the motion to " Commend Ruth and Dudley Cass for planning and executing a Great Reunion." Motion seconded and passed unanimously.

Billing for Website: Ken Noble has provided cost data and copy of a bill for Webmaster WebPages hosting. After discussion of various payment options, in order to insure a proper audit trail, it was decided we should pay Ken Noble the $75.80 for costs to date (Jun-Aug @ 19.95 and Sep@15.95) and to pay him $15.95 a month for subsequent months. Ken Noble to provide supporting billing documentation for payment. Motion made, seconded and passed. Recommended seeing if we could be billed directly by vendor. Jim Ownby recommended we look for even more ways to use this great communications medium.

Selection of San Diego " 00" or "2000" (Y2K) Reunion site and date.

Ruth and Dudley Cass provided the board with various hotel options with concise information on pertinent facts including (1) hotel quality, (2) access to the airport and transportation, (3) quality of banquet facilities (4) cost per room/night, (5) size/quality of offered hospitality suite, (6) cost of parking. Hotels considered included those Topeka Reunion Assn. has used in the past, those recommended by other reunion groups and nationally known first class hotels in good locations. The board saw pictures taken by Ruth and Dudley and handouts provided. Materials were reviewed and discussed. Ruth described what she and Dudley had seen on their tour of facilities.

Motion was made, seconded, and approved to select the "Town and Country" as the site for the Reunion starting August 16, 2000. This site offers the best quality, best transportation availability, excellent banquet facilities, lowest cost parking, free 1600 foot hospitality suite with a bar, free bartenders and rooms at reasonable rates, prices guaranteed for 3 days before, during the reunion, and 3 days afterwards. Excellent shopping center(s) and golf courses immediately adjacent. Next to I-8 and Hwy 163. Trolley access.

Preliminary Plans for Reunion Activities include:

(1) Wednesday Evening: In Historic Old Town, San Diego. Dinner at Casa de Bandini (Mexican food + delightful ambience) and walk over to the "Theatre in Old Town" to view a best selling 90 minutes of live, fast paced, musical comedy "Forever Plaid". A guaranteed great night out. All ages. Group discount.

(2) Thursday Evening: Harbor Excursion (7:30-10:00) Dinner Cruise on San Diego Bay with sightseeing, full dinner, including champagne. Also 2 cocktails and dancing included. Prices to be confirmed.

(3) Friday Evening: No host cocktail party in the Tiki Hut (adjacent to the swimming pool) followed by a buffet dinner.

(4) Saturday Evening: Banquet in hotel banquet facility.

When our planned costs are complete and final, that is supported by signed agreement, or contract, then we will be ready to compute reunion fees, and the costs to the members for shows, harbor cruise, etc.

Things still being checked on:

(1) What Navy ships will be available for touring?

(2) Which military facility will give the best price to stock the Hospitality Suite?

Jerry Pennington volunteered to assist with picking up materials for Hospitality Suite.

(3) Availability of discount tickets to tourist points of interest.

(4) Information as to best ways to get to selected interesting tourist sites.

Next Meeting: Has to be before deadline for input to May 2000 Newsletter. Scheduled for April 2000. John Reynolds will coordinate and advise firm date in April. No unfinished business. Meeting was closed.

Submitted:

Jack E. Timmons
Secretary/Treasurer