February 13, 2008 Convention Mtg

    Chairman Donald Fox called the February 13, 2008 meeting of the Monroe County Volunteer Firemen’s Association 2008 FASNY Convention Committee meeting to order at 7:40. Attendance of all present and excused was taken and recorded.

Housing – Bill Nichols:
•    I have received a half dozen from Louise and a few at large reservations. I have also received a few from the ladies.
•    There is one complimentary suite available at the Hyatt that will go to the President of LAFASNY. Any forthcoming suite requests will be put in and the person(s) will be charged the going rate.
•    A short discussion followed in regards to the LAFASNY Installation request. There will be a punch and cookie reception provided for after the installation. The parties making the request will provide anything beyond that. The parties involved will be notified.
•    The LAFASNY luncheon was discussed and will cost each person $21.00. The MCVFA Ladies Auxiliary will take care of the gratuity with all reservations in by August 1st with no tickets sold at the door.

Treasurer – Carl Veltri:
    Everything is OK but I will need to order more checks.

Arrangements – David Sweet: Written Report and requests
•    There have been requests submitted to hold meetings on the third floor. It has been decided there are enough rooms available in the normal meeting areas and no meeting rooms will be made available on the third floor which will be reserved for hospitality rooms.
•    Louise has requested a contact person at the hotel. This has been taken care of.
•    We need to locate a mailing house to handle our business. The names of two have been forwarded to Dave and a couple of ideas given also.
•    Dave and Paul are to meet Sunday to pass off the flyer and insert.

Hospitality – Gordon Burris:
•    Don will forward to Gordy a contact name at Wegmans so he can start to make plans.

Program Book – David Sweet and Gene Renner (absent)
•    Larry Ritz reported that Marketing Squad are making calls because he is receiving calls that are being channeled through the Fire Bureau requesting confirmation the calls are on the level.
•    Don will attempt to get something in the news media to let people know what is happening. Diana should be present to handle Publicity problems.

Security – Ken Fuller: (Excused)
    He is going to contact the hotel to see what they will expect and also to see what is needed to insure the ladies can travel between hotels with no problems.

Golf Tournament – David Schultz:
•    The event will be held at 9:30 on Monday morning at a cost of $75.00 per person with breakfast and lunch available.
•    Hole Sponsors will be $100.00 per hole on a first come basis.
•    All checks will be sent to Bill Nichols to be forwarded to Carl and all names will be forwarded to David.

German Festival – Bill Nichols & Carl Veltri:
    This will be held Tuesday evening as planned and all is going very well.

Monty Carlo Night – Alan Way
•    The Committee is coming together
•    I am working on a sponsor so the costs to people coming in will b kept down.
•    I am working through two different people to get the attempt to get the Brewery involved with the refreshments.
•    I need a contact with either Pepsi or Coke if anyone has it.
•    Mike Smith is going to speak with Bill Gilchrist before the next meeting to firm up the night and some other items

Ways & Means – Larry Ritz
•    As reported before I have the camera at a lower out lay of money than last year.
•    I have started to hand out the tickets I have to get it going.
•    As far as wine I am waiting for a call from Karen in regards to a contact at Century Liquor.

Main Hospitality Room – Alan Way:
•    I have started to receive inquires and I need a contact at the hotel. Bill said he would forward the name and other information needed.

Ladies – Karen Riordan, Bonnie Sweet & Mae Bauer
•    Karen is going to contact Bill Montagno in regards to using Explorers for the Installation.
•    She wanted to remind Don in regards to bags and if possible free pens
•    They want to contact Mrs. Horwood to play the piano. Mr. Schultz passed on her phone number to the ladies.
•    Bonnie will have to contact the hotel to get two small tables for the Memorial Service.
•    The ladies are also planning to raffle off a camera or camera and docking station to assist in raising funds. Larry passed on the name of a contact person they can work through.
•    Theme Baskets are going to be made up and all proceeds will be going to the County Ladies and not LAFASNY.
•    Karen is coming along OK on the baskets for the Welcoming Baskets.
•    Bonnie and Mae passed on the names and shirt sizes needed.
•    Bonnie made a request in regards to electric typewriters for registration. Don informed her the Convention Bureau would be happy to handle registration as they have the people and equipment already in place to do it.
•    The ladies reported they have received the check from the Committee to assist in their expenses. They have to come up with a new Treasurer.

Larry is still working with Gary Johnson in regards to our insurance rider for the Convention. He feels right now it will be in the neighbor hood of $500.00.

Don went around the table to see if there were any other concerns, problems or other business to be brought before the committee.

Bill Nichols questioned who will be running the FASNY games. The local Committee has to work with the FASNY Games Committee. Locations will be needed from them in regards to where they want to hold the different events. The walking event should be downtown and the Rodeo should be held at the Training Center. The only equipment needed will be a number of traffic cones and a vehicle for the Truck Rodeo.

Don reported that letter to the local and State dignitaries will be sent out about the first of March.

    With no further business to be brought before the Committee the meeting was adjourned at 8:40 PM. The next meeting will be March 12th at either Penfield # 1 or #2. Location will be announced.

Respectfully submitted,

Alan C. Way, Recording Secretary