2012 July

 

Nats Board Planning meeting for 2013 Nats in Ohio

Roll call taken of board, alternates, and support team – Judith has List?

Missing Howard, Ken

 

Dave motion – wave the reading of the minutes reading, dimples second.

Treasure report passed out, presented, and reviewed by Lynn for our two accounts:

 

Tim - To filter emails to the Nats lists use: board related as part of subject line

Please do not use lists to distribute jokes and postings, ads, etc.

 

Dave D. – on fund raising – word is we may have exceeded the prize money required amount and now into raising funds portion.
Many of reps had money, $30 - $200 amounts each to turn in after meeting.

 

Donny motioned that we do a ticket draw for the pre reg’s donated to the fund raiser and staple the winners to the pre reg and have them pick them after.

 

Dave – we get Artwork done to use on signs, political size signs, for directions or posters as advertisement.

Voted all on board, none opposed.

Further discussion: Possibly sell off signs as collectibles at event next year?

 

Judith asked all to Please all attend the pre reg start up on Friday July 13 at 13:13:13 to promote the kickoff to next year’s Nats

We have a roulette wheel at pre reg table to use. Once person has filled out the form and presented payment, they will have an opportunity to spin the wheel. There are 6 number 13 spots on this wheel to increase their odds. If you land on 13 then that is what you pay for the pre reg portion of gate admission. Trailers and extra people pay pre reg prices.

Would like to see 100 pre reg mark reached during this event.

 

We should all pre reg THIS weekend.

Banner - $14 (so write your cheques for $64)

When taking pre reg’s at events – get their shirt size for pre reg shirts!

Extra shirts available for $10 each

Put details on what they are paying for pre-reg, extra people, trailers.

 

We have screen for Nats logo and will be doing logo on back and “pre reg” artwork on the front of shirt – list passed around to get the shirt size order together and get them printed.

 

Flyers – there is one in this year’s event goodie bag. (first time?)

 

Dave suggested we use cart to visit campsites to sell pre reg?

 

Coop – Vans on the run would do the T-shirts. – the deal is – they would run it all, do the shirts and then split profits with the group 50 / 50

Last year’s total clear was $4000!
600 t-shirts done last year, could do more but they ran out of stock.

Let us keep it in the group fund.

There would be a modified artworks – 3 variations?

Review at Council?

 

Tim – comment: Tim for getting the individual artwork shirts be scheduled and defined in the bible.

Dimples – manpower required during event – would be 4-6 people but the club will be donating those people.

 

Vote on shirts being done by Vans on the run at the Nats – yes please,

All in favour, none opposed.

40^th anniversary shirt or a show and shine shirt (this discussion tabled until Feb.)

 

Grounds discussion – contract signed now.

 

We get grounds Monday morning – 9 am till noon the following Sunday.

$5k for grounds. Electric was approximately $250 last year, we have access to a number of buildings, grandstand and stage.

No buildings available for barn rental to the Vanners.

We need to have people there well before the weekend before the Monday open.

We will be using whole grandstand building for various items like casino night, toy races and model contests.

 

Joe - are tables available for Hot wheel Van races and model display?  Cheaper to buy them so Joe will handle buying the tables.  Local legions and churches quite often rent tables for much less? Vote or follow up to be done at the CofC. Tables are available on the grounds, so no need to rent.

Food pantry local in co operation for donations?

 

Post cards – to do last minute promo of event. $64 per thousand, looking at doing 5000 to supplement the 5000 flyers already printed?

Astro pointed out flyer does not have contact on web info on it. Coop stated was on earlier version but not saved?

 

Geoff – Grounds facilities – can we build temporary doors with a frame and plywood doors instead of the shower curtains used previously.

Gary – suggested that we investigate availability of porters to keep them in good shape.

 

Hosts to park at far end of the grounds where they did last year.

614 Vans at Nats last year.

 

Dave is “porcelain restoration specialist” and willing to help on Sonya’s committee – will have to wait to see if $ there to do the porter idea?

Maybe fair board would have someone in mind and available??

 

Carts: Coop and Judith have discussed with them and trying to get more of the limo 12 people units.  We spoke to them and we cannot get detail until they meet with all the Fairs, they have contracts with in January.  We will have details for CofC meeting. The price will be a little higher next year.

We ran them out of carts last time.

There could be a trailer, with seating, available as well. Trailer is not available as they can no longer insure them.

Tractor is available to us we believe…need to figure out if the previous trailer is usable.

Or might have a different one available – more research to be done by Coop and Judith.

Need to make sure the insurance is in place to properly insure and cover if any damage occurs to vehicles.

Henry- can we get utility style cart for trash?  yes

 

We may rent to people with disability - they would have to supply their own insurance. This will depend on the availability of carts.  Will know in January.

Bring paperwork to prove and bring the handicap placards.

Coop – last year they did a few quietly, not general public.

 

4 utility, 3- 8-person, 3-4 person.  got the list from Dimples

Need to build a required list.

$145 per week each

$155 for 8 persons

 

Get list of domain names that will point to next year’s event.

Vannin.com/41stvannats.com

 

Lynn asked about the idea of a closed forum available through the Vannin.com

Dave will get a link out to us to use to chat and hold virtual meetings.

 

Dimples – 6 of the 8 person carts using a bus route and could also do ice off of it too.

Dimples and Mike on security and shuttles!

 

This year using a trailer with ice cooler trailer and pull able with a quad.

Gary will bring quad and trailer that you can take ice trailer around.

They have the ice cooler already.

 

Van show trophies:

16^th did an award with a 3d mould Van emblem, dash plaque and place plate on it.

Who, what, where discussion…including what to actually make?

Review and vote on the samples will be done at the next meeting in February.

3d moulded plaque, plasma cut formed unit or flat are options currently.

 

Judith started discussion on Casino night.

Overall – Dave oversees Casino night.

Tim – mentioned we need to be mindful of and adhere to state laws. Local regulations permit the use of play money etc to not be “gambling.”

We can get clubs to do a game each, we supply Nats money, then winnings afterwards would be used to buy items in a auction of goodies.

We need to gather up door prize items for the auction. Don’t forget we need some really good stuff for this.  Talk to your local auto suppliers etc.  those unwanted Christmas gifts can be used.  Check around you house for good new stuff you don’t want or if you have a talent make something.

Dave mentioned they do a campsite crawl.

Combine it to be a crawl – casino at each campsite.

Dave D to organize – Don offered the use of his wheel. Henry mentioned that there are “used items available” . I was at a festival and have some games we can do that only require a couple decks of cards and a table.

Don – friendship poker with multiple sets. Lynn and Henry to get cards together.

Bring any other ideas to Dave and?

 

Back to flyer:

Idea of doing post card –

Tim motion that we do 2000 cards for distribution – vote – none opposed.

 

We are looking at doing more than the 2K as the price improves in bulk and cheaper than flyer. Depends on the cost of larger bulk. Get pricing confirmed and decide by Thursday this week.

Price is $94 per 5000 so we voted and accepted doing 5000 cards.

 

These are in addition to the reminder one created and sent in the spring.

 

Vanners night in – Dale did last year and will be in charge again this year.

Chooie asked if we wanted Ace of Spades to do?

We are wanting to do it for free so it will be us to do it.

Last year <less than a $1000

Tim motion to accept Dale’s offer to do it for approx. $500 budget? next year’s menu based on Pulled Pork?

Do it out in the pavilion for better accessibility.

 

First aid – Chooie will co ordinate as chair – get names to him of people who are interested. Art’s wife maybe. Donnie knows of a few as well.

 

Lynn – budget discussion.

We need to do the same budget steps we demand of other groups

Tim – set a 30-day deadline to get a budget of your requirements for the event.

We will have a rough budget per committee in place by Thursday.

Everyone bring your own radios to use. Host will buy batteries.

 

Charlotte and Donnie doing games – 2-3 days per day?

13 or older kids get included into adult games. please. But of course, not the late night games. Please let them know if you have ideas or interested in helping or doing game(s).

________________________________________________________________________

Joe – vendors – do food people need to provide health inspection permits etc.

Ohio requirement?  Tab did the food vendor’s last time.

Coop has a list of who were there last time as well as pricing (maybe).

Limited 220 mainly 120. Turtle, Vans in the Run member, does the electrical.

Joe asked what we should charge him to do the collectibles – gave us list of what he usually does. Also doing “something” as the 40^th anniversary item.

Coop had some ideas for an item.

Joe also offered that he could do a hold back on items for host members.

 Tabling the idea of refunding the seed money.

Donnie – Motion, Art seconded: Joe pays his $50 and $300 as vendor fee.

Voted and passed.

>>Joe’s current price list for the vendors: $100 for regular vendor, $300 for food

Discussion about dropping the price to $50 so we get more vendors.

Joe has the power to set the pricing on a sliding scale. We will put their company ad in the bible as included in vendor price.

 

Goodie bags.

Discussion – no sponsors yet so not able to do a cloth bag currently.

Joe may have a line on 600 bags from ____________

Donnie – .90 – 1.25 per bag plus printing but Coop could print?

Sell ads off to cover pay the costs.

Kansas City supplier does the print for $1 per side

 Chooie mention the car shows do wash buckets at about $3.50 for them.

Ray – need to have stuff to put in the bag or bucket.
Send anyone you know about to him for contacting the vendors to supplies “goodies”.

Discussion tabled to CofC.

 

Bands – Chooie, Howard and Coop in charge.

$12000 last time for band budget…includes sound system and stage.

Southern rock band at one of them

Generally liked the blues band last year, maybe move up to Friday show instead.

Sweettroubleband.com   check them out…. they will customize the lyrics.

Van jam 3-piece band was a traveller that did a great job, Tim to get name.

Chooie mentioned he has someone that can do a package price on the stage + sounds + lighting systems.

 

Dimples – Security: pretty much have things setup – get list from him after (got it),

Money - $3000 for the week for carts as listed and gas.

 

Gate – Billo and Tom – Tom has some bodies set to help, will compile a list.

Has a system of pre reg and ability to push people through in wave?

Need to mention the food drive part.

20 clipboards? Pens. We can use from Show and shine supplies.

Last year gate closed at midnight, will do again.

 

Bible – Cathy, Judith and Coop – they have things in place, but Lynn mentioned that Michelle has a line on someone that does good work. Michelle have volunteered to do the bible, freeing us up to do other things.  WI used their local printer buddy for the bible.  We will check with the flyer people to see if they do bibles.

 

First aid – Chooie in charge – already have one volunteer and need to get more to him and do a schedule.

 

Porta’s   Coop – last time $95 for week and included 4 cleanings.

Figure on 100 for week, 18 rented by hosts and then 18 private rentals. (2 went back as not needed.)

Will make sure handicap units are available.

 

Van show – Tammy, Geoff, Joe Ebling, Cathy Smith

Pretty much a defined and practiced process.

Judges anyone certified please step up and sign up.

Schedule discussed as main show Friday and have ONLY late arrivals and final judging on Saturday.

As well as the idea of a card given to Friday people to return Saturday to compete in “best of’s”.

Side idea – a “certified National van judge” – patch as reward for judging at our event.

Idea of reusable vests.

Sonya to get price on 36 vests.

Much discussion of the idea of having to be out there for two days to get the chance at best of…a lot of people unhappy at that idea.

We need to make it more fun. To participate in something Saturday.

Discussion on the idea of it being Saturday one day show? could be done but no provision if weather or something happens.

 

Tim action item: is it a requirement that you be at both Friday and Saturday?

Nope.

Best of judging being done both days…but not mandatory… In amongst the public show as well.

Chooie - Multipart dash plaque – discussion for doing just a 2 part.

Coop mention the show and shine shirt instead – affordable.

Handed out on Saturday.

Dave’s motion being tabled to February. – idea of shirt or dash plaque or add on piece.

 

Tom asked if hosts could participate in show and shine or as a display item.

Lynn not a show person and feels that quality shows should be shown and judged.

Tom motioned – hosts on board be able to compete, Billo seconded.

Addition is that if you are in show then you do not judge. Will have to work.

Vote

7 opposed.

For – 5

Torn 5

4 abstain.

So final decision is club corral, not judged but can be in people’s choice.

 

Will have a setup of drop box published to us now.

There are a few people that have one already.

 

Tim on Ice – Cambridge Ohio Donahue company – 7lb $.82 or 10 pound for 2.48? 25lb block price to follow. Will take back unopened skids.

Listing of pricing to the group with in the 30 days and includes the diesel fuel, cost of portable coolers and cost for Gary’s quad.

15 people committed to sell ice.

 

Sonya washroom doing both washroom and trash.

Possibility of porters – need to get list of people together.

 

Webpage – Dave Astro being chairman - using blogger setup so you can do updated postings as you go. Hosted on vannin.com.

Lynn, Coop and Judith to have access.

 

(Pre reg)

Chat room available for just Nats board. Need to make sure you are registered forum person and tell Dave so he can set you up.

 

Dave 7-10% percent of gate money through the fund raising draw – $7K? ish 

 

Discussion of kid’s games – Agnes committee chairperson- has lots of ideas

She is doing 3 age categories up to 12.

Camp scavenger hunt?

We need to do sign in sheet including for responsibility for actions and work,

Dave had a couple of game ideas…. does someone have permission forms etc.

Maybe idea of kiddy goodie bag?

IF anyone has fun with kids sign up and then take shifts, if we can get more people, including teenagers, it makes it easier for all.

Donnie – Grammy cd used as a trivia game for the teens, get’s a copy afterwards.

There is a projector use (Cathy Smith’s) and screen available to show a movie.

 

Trash – Henry: 10am pickup, vendors row 2-3 times per day, band area get LOT of trash cans.

Trying to get local recycle group in, we could make temp pens. PUT something in the Bible regarding our wanting to recycle.

Chooie to bring snow fencing to make bin and then local group pickup.

Coop to get bags and looking to see if a local truck come in and do direct pickup daily?

2 X $440 for dumpsters, look at rear loader truck to do pickup daily.

They offered $500 to fairground person to do the cleanup.

Tim will be gathering info from the current hosts since they are doing a truck run through.

Do a dumpster in addition to truck every other day so that we can do the vendor row areas etc.

Do drive around announcement of when trash is being picked up, put in bible as well

 

Headquarters - Announcements. Use FM radio station to transmit to grounds.

Done by desperado and Dave, translated by Bev!

 

General discussion

Flyer does not mention when early events entry – 10 am Monday.

Event shirt or vest – mixed discussion.

Cost of Vest < $5 passed on to the person.

Shirts –

14 for vests, 4 against

8-10 for shirts!?!?

 

7pm doing pre-reg t-shirts with our Nats Board logo and pre-reg.

 

Meet and greet – motion by Tim that we purchase a keg for the event. Will discuss the brand. Thursday at 6Pm is the hot dog and meet and greet.

 

Tim asked if anyone local wants to do a car wash to support their local cause in the line up etc. upon arrival?

 

Internet access – Dave asked if it will be available. Coop to investigate.

 

Meetings Thursday – 1pm open to public.

Classification 10-12 by grandstand.

Friday as well

Thursday 6pm is meet and greet.

Dave made motion to adjourn.

 

 

Minutes are combined from Ray and Geoff’s notes.