Minutes from Meeting of Friday 23, October, 2009
Attendees: Wendell, Fabian, Yvette, Sam
Items:

Financials: previously emailed by Miki. Band receipts were less than last year . Possible reasons: rain, cost of materials etc.

Payment distributed to Wendell , Sheldon (yvette has Sheldon's), Sam and Yvette have a few other bills to submit

IRS- New info received , sent to Lawyer.

Yvette contacted Renee to close unused carnival account. Fees are accuring.

Incoming mail: contribution for Unity's Paul Lewis 30th anniversary.

Attendance at Captain Claiborne's retirement- 2

Newsletter/website: Still trying to resolve the 2 domian names and cost. Thank you and pictures to be posted to web.

Costumes: Maureen has an idea to be costed out and discussed at next meeting

Next Meeting November 13

Fun Raising Party on 14.

 

Tasks

Notes

Assigned to

Review

Good/needs improvement

Plan for 2010

 

 

 

 

 

 

 

Band communication Costume telephone

Set up prepaid phone line for costumes and posting on web

Yvette after group discussion

 

 

 

Costumes

Barbarians Sections:Sexy barbarian/Hoarde

1) Purchase costume material by Halloween

2) Costume in small, medium, large,

3) Pictures on web June 1st Carnival

4) Decide on color of paint- Purchase early

5) Decide on “on the road” head gear to represent band-

6) Plan for an additional 150 on the road) Head gear and band

 

Yvette, Suzanne, Sam, Maureen

 

 

 

Individual Costume??????

If Renee wants to check with Daryl or other

Curtis/Sheldon????

NA

 

 

Out of state payments

Set up remote payment option

Renee

NA

 

 

 

 

 

 

 

 

Soda and Water

 

Sheldon

 

 

 

Food

 

Suzanne

 

 

 

Ice

 

Frankie

 

 

 

Special drink

Buy or make rum punch early

Yvette/Maureen

 

 

 

Band Rules /

Wrist bands

Purchase new bands ASAP

 

Miki/Fabian

 

 

 

Disposable Cameras

Look for sales

Email all pictures to Yvette

Yvette to get pictures to Charles or post to website

Sam

 

 

 

 

 

 

 

 

 

Flatbed Truck Rental

Truck safety check

 

 

Fabian

 

 

 

Food truck Rental

Food Truck Driver Safety Check

Rent ASAP

 

Fabian

Fabian/Romero

 

 

 

Iron Stand arrangement

 

Wendell

 

 

 

Building stand for Truck

 

Curtis/Kenwayne

 

 

 

Stacking truck

 

Curtis/Sheldon/Wendell/

Others:

 

 

 

Water pump

 

Wendell

 

 

 

Generator

Rent ASAP

Wendell

 

 

 

Mud

Baby oil

When to collect from DC?

 

Sheldon/Wendell

Sandy

 

 

 

 

 

 

 

 

 

Hire Security

 

Contract?

 

Fabian

 

 

 

 

 

 

 

 

 

Music

 

1) Name of DJs and Cost

2) Contracts for all DJs

3) All DJ must where our uniform or their own/clearly marked

4) All DJ must get wrist bands

5) List of equipment:?????

 

Sheldon

 

 

 

DJ flight arrangement

 

Sheldon/Glen Ticket

Fabian/Stephen’s ticket

 

 

 

Pick up DJ at airport

 

Sheldon/Glen

Fabian/Stephen

 

 

 

Playlist.

Music for the stage

 

 

All

 

 

 

 

 

 

 

 

 

Banners

 

 

 

 

 

Parade Permits

 

Fabian

 

 

 

Food truck volunteers

 

Shaunielead with Camille as alternate

 

 

 

Marshalls/staff

List of name early

Meet with staff prior to carnival day

 

 

 

 

Costume sales on road

 

All members

 

 

 

Moving Mass camp to Sheldon’s

 

Sheldon @ 9am

 

 

 

 

LEADS

 

 

 

 

Music on the road

We need get out the band music

Stop and switch to “bad music”

Sheldon

 

 

 

Mud on the road

 

Wendell

 

 

 

Food and Drink on the road

 

Shaunie/Camille

 

 

 

Directing Front truck

 

Curtis

 

 

 

Directing water/food truck

 

Haynes/ Sabrina

 

 

 

Directing/coordinating Security

1)      Meet with Security prior to event

2)      Get sizes in advance

3)      Security Shirts must be different

4)      Security must wear special hats.. We must be able to see them in the distance.

5)      NO mud on security

6)      Security must get wrist bands

7)      3-4 Roving security continuously walking through band with a staff

8)      Security in contact with Sheldon (music truck) to stop the music

9)      Security to contact Curtis (truck director)  telling him to slow up or stop the band if any problems

 

Fabian???????

 

 

 

Directing/coordinating Marshalls

Staff with alternate to hold barrier ( we must relieve these folks)

Staff to pair off with roving security

 

Fabian???????

 

 

 

Selling costumes on the road

All security, staff members send folks to truck cab (Yvette, Fabian or Sheldon)

Staff needed to put the band on the wrist

All with Yvette/Romero from track cab

 

 

 

Picture taking on the road

Return used camera to truck cab ( Romero or Yvette)

Sam