CONVENTION PLANNING COMMITTEE MEETING
NORTH CAROLINA NATIONAL GUARD ASSOCIATION
20 OCTOBER 2011
The above named committee met on the date indicated above on call of Committee Co-Chairman Shane Evans. The meeting was held at the Wilmington Armory, and the following members were present:
Jim Carper, Shane Evans, Greg Jenkins, John Henson, Kevin Hinton, Kelly Jackson (via tele-conference), and Tom Russell. Charles Jackson and NCNGA Staff Member Adene Tyler were also present.
Hank Thomas and Jay White were unable to attend.
Co-Chairman Evans declared a quorum present and convened the meeting at 10:00 a.m. Upon motion, committee minutes dated 28 Sep 11 were approved for the record.
The first order of business was to finalize the Schedule of Events. Events/Entertainment Co-Chairman Hank Thomas, who was unable to attend, sent his report by email. He recommended a DJ for the Friday night dance and indicated that he knew several DJ’s in the area. Tyler commented that the Association had used DJ Barry Miller in the past, and he is very good at involving the audience, but is more expensive than most DJ’s. She stated she would get a quote from him for the committee to review.
Thomas also recommended that the committee choose one of the following attractions for Saturday night:
– Big “M” Casino Boat – $30 pp
– Alabama Theater – $27 pp – (2011 rate)
– Legends in Concert – $28 pp (15-100); $26 pp (101-200); $24 pp (over 200)
55-passenger bus – $450
Co-Chairman Carper suggested that we offer all three attractions to attendees and the committee agreed. Transportation to the different venues was discussed, and it was determined that we would provide transportation to the Big “M” Casino boat since it is located in Little River. The other two venues are within several blocks of the hotel and providing transportation will depend upon the number that signs up for each. Kevin Hinton, Co-Chairman for Transportation & Distinguished Guests, was tasked with researching bus/van transportation, and Tyler stated she would inquire about transportation from the three venues above.
The committee then discussed speakers for the Saturday luncheon. It was previously determined that individuals would speak on Guard issues that affect the Guard Family. The following speakers were recommended:
– Rich Green, Legislative Director, NGAUS (confirmed). Will discuss legislation affecting Guard retirement benefits.
– COL John A. Nicholson, USMC-Ret – Governor’s Military Affairs Advisor. (Kelly Jackson will determine if we need to go thru chain of command to request he speak, and Shane Evans will contact him, if appropriate for the Association to make a direct request.) Will discuss State legislation affecting current and future Guard programs.
– David Ponder, Employment Readiness Contractor. Works hand-in-hand with ESGR.
Kelly Jackson will contact Mr. Ponder. This group offers employment opportunities and sets up workshops for the Guard Family.
Speakers will be allowed twenty minutes each immediately following the luncheon. Committee members were requested to come back to the next meeting with topics for the guests to speak on. It was also recommended that on Friday during the business session, that the speakers be announced and give attendees the chance to give us any questions they may want the speakers to comment on.
It was suggested that someone knowledgeable about the GI Bill and Tricare be contacted to set up an informational table during the convention. Kelly Jackson and Tyler will work on securing Guard related exhibits that will benefit the Guard Family.
Tyler reported that the hotel can accommodate our change to a Saturday luncheon instead of dinner. However, seating will be rounds of twelve, which will be very close.
The committee then reviewed three menu selections suggested by the hotel. (Reduced meal price was included in the contract.) Co-Chairman Carper recommended that we offer two meal choices. Tyler related that she would consult with the hotel. If the hotel agrees to two menu choices, the committee prefers the New York Strip Sirloin and Chicken Saltimbocca. If only one choice can be selected, it was agreed that we would go with the Chicken Saltimbocca.
The members then discussed the themes that were suggested during the last meeting. “The Next 50 Years for the Guard Family” was chosen as the theme for 2012, as a continuation from last year’s theme. Tyler commented that the Association does have two banners that can be imprinted with the theme. Tom Russell stated that he has a contact that can do this and requested that Tyler let him know the size of the banners.
The committee agreed that no decorations would be required for the convention.
Door prizes were briefly discussed. Tyler stated that we would require a minimum of 25 door prizes. Tom Russell related that he is coordinating with a group to begin soliciting for door prizes. He also inquired if Guard plaques could be presented to sources that donate large items and was assured that we could probably do this.
Color Guard requirements will be discussed during the next meeting.
The committee briefly discussed the budget and noted that the majority of budgeted expenses are for lodging and travel expenses, which leaves a minimal amount for entertainment. This will be discussed further during the next meeting.
The convention registration form and other information will be published in the December/January issue of the Tarheel Guardsman magazine. The committee requested that they review the application prior to publication.
The next meeting was scheduled for Thursday, 8 December 2011 at 10:00 a.m.
There was no further business to come before the committee and the meeting was adjourned at 11:45 a.m.
Adene T. Tyler