Executive Board Meeting Minutes May 10, 2014

[Russell Albright]

Meeting of NORPAC Santas Executive Committee
May 10, 2014
Federal Way, WA

The meeting of NORPAC’s Exec. Committee took place at Shari’s Restaurant, 34900 Enchanted Parkway S. in Federal Way beginning at 9:00 AM. Ten Santas and Mrs. Clauses were in attendance including Dennis Simpson, Trever Waltos, Gene Sanders, Ron and Marci Kearns, Jerry and Tracey Galland, Dennis and Glena Gorley, and Dale Scott.

Conference Samples. Dennis Simpson showed samples of gift bags that will be used at the NORPAC conference in November. He also shared a bottle of water to which he’d attached the NORPAC banner label. Dennis said he’d make these up for the conference as well.

Tacoma Rainiers Game. Dennis Gorley reported that 45 people have signed up to attend the Rainiers game on July 27th. Santa Lou will be asked to pick up the tickets for distribution at the June 7th NORPAC meeting (and those going to the game but not attending the June 7 meeting can get their baseball tickets at “will call” the day of the game).

Budget. Dennis Gorley shared NORPAC’s most recent budget statement. As of today’s date the balance stands at $3,350.14.

Insurance. Some discussion took place as to whether NORPAC wants to again pursue the possibility of offering liability through our association. Based on little interest in this topic a year ago, it was agreed that we won’t pursue this topic again at this time. However, several agreed that it would be well at an upcoming meeting to discuss the importance of Santa’s carrying liability insurance.

Background Check. Ron Kearns moved (and it was seconded) that all NORPAC members produce, at their own expense, a background check every other year. After discussion, the motion passed unanimously. The intent is for this to be implemented beginning with the next membership cycle.

Public Television Fundraiser. Jerry Nebel has suggested the possibility of NORPAC Santas staffing the telephones for a fundraising effort on behalf of public television. We discussed that this would provide good exposure for NORPAC, and also discussed that such an event would be better to do in the summer or early fall before we all get busy with the Christmas season.

IBRBS Conference. Four of our Santas and their wives will be attending the IBRBS conference later this month in Tampa. They will carry our new NORPAC banners to give our local association some national exposure.

Conference Planning. Dennis S. shared feedback from the written comments received at the end of last November’s NORPAC conference. He also shared a first draft of the program and registration form for this year’s conference (Nov. 6-8, 2014 at the Great Wolf Lodge, Grand Mound, WA). A wide-ranging discussion of various topics followed:
• Dennis S. and Trever Waltos will be attending the July 13 meeting of Santa Pack. for the Portland/Vancouver area Santas and will encourage anyone interested to attend the NORPAC fall conference.
• Trever no longer has the sound system he provided for last year’s conference but Gene Sanders said he’d be willing to share his sound system.
• A suggestion was made to consider decorating cookies and/or ginger bread houses.
• It was noted that the RV sites and alternate hotel accommodations arranged last year were both used so the intent is to repeat those arrangements this year.
• Dennis S. suggested the need for an “operations toolbox” at the conference containing tape, scissors, paper, etc. He said he may put together such a toolbox.
• We discussed a variety of entertainment possibilities. It was agreed that we would invite Buck and Elizabeth to return again. Dennis S. will contact Buck to confirm their availability this year.
• Flash Mob was discussed. Ron will contact Walmart to see if they’d allow this activity at their Centralia/Chehalis store.
• Some discussion of having everyone switch tables following conference breaks so that we’d all interact with more people.
• Discussion occurred around the topic of alternative program offerings for experienced vs. beginning Santas. The general feeling was that rather than separate the group, perhaps we could use part of the unscheduled time on Friday afternoon to have various topics discussed at different tables. Beginning or experienced Santas could choose which discussions they want to attend.
• Ron suggested that we make personal contacts with potential donors for gift bag or raffle contributions.
• We agreed that rather than listing donations by NORPAC members on the program (and leaving out last minute contributors), we’d thank everyone by means of the minutes after the event.
• We agreed that the cold cuts option would be good for our Saturday lunch.

Meeting adjourned approx. 11:15 AM.

Next NORPAC general meeting: June 7th @ Panorama City, Lacey.

Respectfully submitted,
Dale Scott, Secretary

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