THE OHIO ROUNDUP STEERING COMMITTEE

Penryn C - Chair, Amy I – Co-Chair, Gary M - Treasurer,

Jim O - Co-Treasurer, Jeff Y - Secretary, Chris P - Co-Secretary

 

MEETING MINUTES                       November 23, 2003

 

The Ohio Roundup Steering Committee met at Scottie MacBean’s coffee shop in Columbus, Ohio on Sunday, November 23rd from 12:00 pm until adjournment.

 

Those delegates and officers in attendance included:

Penryn C. - SSC Chair

Jeff Y. – SSC Secretary

Chris P. – SSC Co-Secretary

Jim O’N. - SSC Co-Treasurer

 

Roll Call:

Akron – no representative present

Canton – Lisa Y., Lisa M [alternate]

Cincinnati – no representative present

Cleveland – Scott S, Dennis D [alternate]

Columbus – Bob R., Jessica M [alternate]

Dayton – no representative present

Springfield – no representative present

Toledo – Judy F.

Youngstown/Warren – no representative

 

Others:

Marc R [Cleveland]; Louis B [Toledo]; Frank W [Toledo]; Charlie S [Louisville]; Bob S [Cleveland]; Sheila [Toledo]

 

Motion to suspend reading of the previous meetings minutes. M/S/P*

 

Gary M [in absentia] sent a Treasurer’s Report which has been included here:

 

Money Market Statement Account balance       

 $  4,629.31

Certificate of Deposit earning 3.15%                  

 $  5,170.04

Checks issued to:

 

Cleveland Committee 2004

 $ (1,500.00)

Columbus Committee 2005

 $    (500.00)

Checks received from:

 

Dayton Roundup 2001 final payment, 8-29-03

 $     967.22

Canton Roundup 2002, 10-15-03

 $      50.00

Toledo Roundup 2003, final payment, 11-23-03

 $  7,502.37

Total funds on hand

 $16,318.94

 

 

 

 

 

 

OLD BUSINESS:

·         Frank W., 21st Roundup Chair [Toledo] and Judy F, Treasurer, reports

o        Returning seed money today, with additional revenue of $5,502.37

o        Also provided SSC, Cleveland, and Columbus with a timeline of helpful dates and deadlines, along with some general suggestions learned.

o        287 total registrations were received

§         211 paid registrations

§         35 scholarships

§         2 weekend packages

§         6 guests

o        237 banquets were provided

o        231 brunches were provided

o        193 total room nights were used Friday and Saturday

 

·         Marc R., 22nd Roundup Chair [Cleveland] and Chris P, Secretary, reports

o        Fund raising is halfway to goal.  Brought flyers for New Year’s Eve.  Also noted that upcoming events include a Valentine’s Day dance, a Special Speaker dinner meeting, featuring a presentation by Mel B of Toledo.

o        Marc thanked Toledo Committee for passing on their database of addresses and for helpful suggestions.

o        Chris P provided copies of missing items from August bid.

§         Letters of Endorsement from Cleveland District Office, Area 54 General Service delegate, and the Mayor of Beachwood, Ohio

 

·         Jeff Y. gave report on Special Event insurance.  Two quotations provided from K&K Insurance [ http://kandkinsurance.com ] and from Gale’s Creek.  K&K offers liability coverage for about $375.  Quotes and application given to Cleveland Committee.

 

·         Judy F. also commented on the necessity and practicality of insurance for the SSC as well as obtaining no-for-profit status.  Does the treasurer really need to be bonded?

 

·         Penryn C led the discussion on the suggested amendments to Charter.

o        Section I, part F.  The February 1987 amendment was repealed. New language inserted “State Steering Committee will resolve any dispute regarding who holds the rightful vote for a city.”  M/S/P*

o        Section I, part I. (new)  “The delegate or alternate is a trusted servant and representative of the collective group conscious of the city they represent.”  M/S/P

o        Section I, part J. (new)  “It is the delegate’s or alternate’s responsibility to keep their city informed of State Steering Committee business and actions.”  M/S/P

o        Section I, part K (new):  “It is suggested that potential officers of the State Steering Committee shall have first served as City Delegates on the general committee prior to being voted in to hold an office.”  M/S/P

o        Section II, part A:  Amended to add an additional official meeting to the State Steering Committee schedule. “Regularly scheduled meetings shall be held a minimum of four times per year.  One meeting is to be held at the Ohio Roundup; one the Sunday before Thanksgiving in November; one the last Sunday of February; one the first Sunday in June.”  M/S/P

o        Section III, part B:  Amended to change recommendation to requirement for provision of commitments from hotels.  M/S/P

o        Section III, part G:  amend to add the following:  “Careful review and examination will be given to bids from cities which have not previously hosted the Roundup, and to bids from cities which in the past have been unable to return seed money to State Steering Committee.”  M/S/P

o        Section III, part H:  Amend to include minimum five years sobriety.  M/S/P

o        Section III, part H, point #1:  Repealed this point.  M/S/P

o        Section III, part H, point #2:  Amended to return $2,000 seed money and any other remaining revenue to State Steering Committee.  M/S/P

o        Section III, part I:  Amend to read “Must provide the budgetary portion and contracts to the State Steering Committee at the June meeting of the year prior to the Roundup, and must present the full bid package to the State Steering Committee at the Roundup meeting of the State Steering Committee held at the conference.  M/S/P

o        Section III, part K (new):  “Must make declaration of intent to bid one year prior to formal bid and two years prior to Roundup to be hosted.”  M/S/P

o        Section III, part L (new):  “Must incorporate the name of the host city and the year into all roundup logos.”  M/S/P

o        Section III, part M (new):  “Must furnish, at the first meeting following the Roundup, to the State Steering Committee and to the next Roundup Committee as well as any cities intending to bid, the following:

§         A copy of the mailing list used for the Roundup.

§         The number of banquets and brunches sold.

§         The number of hotel rooms rented.

§         The number of T-shirts and mugs ordered and sold.

§         A list of suggested fundraisers, noting which were successful.

§         The number of total registrations received.”  M/S/P

o        Section III, part N (new): “Must secure Special Event liability insurance sufficient to protect host committee and State Steering Committee.”  M/S/P

o        Section IV, part A, point #4:  Amend to require minimum of five years sobriety for Treasurer.  M/S/P

o        Section VI, part A:  Amend to read, “A maximum of $2,000 will be provided by the treasurer of the State Steering Committee as seed money to each future host committee.  $500 shall be provided upon receipt of written intent to bid.  $1,500 shall be provided upon acceptance and award of formal bid by the State Steering Committee.”  M/S/P

o        Section VI, part B:  Remove August 1998 amendment as redundant, now included in part A.  (editor)

o        Section VI, part D:  Amend to read, “Revenue in excess of seed money returned to the State Steering Committee shall be divided…”   M/S/P

 

·         Amy agreed to investigate not-for-profit status and report back by 11/30/03 but not present to give report, tabled until next meeting.

·         Additional amendment suggestions were offered by members of the sub-committee, but tabled until next meeting.

·         Next meeting set for Sunday, February 29th, 2004, place tba.

 

Motion to adjourn, seconded, passed. Meeting closed at 3:15 pm.

 

Respectfully submitted,

Jeffrey A. Your

Secretary, SSC

 

           

* M/S/P = “Moved, seconded, passed”