Minutes

2009 SRM Executive Committee

July 11, 2008 – Web Based Meeting

Participants: Tom Bartlett / Bob Alexander – Chairing Session

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Brown, Joel

Chavez, George

Gamboa, Bernice

Graham, David

Lefebrve, Pete

Leiting, Ken

McDaniel, Kirk

Misquez, Santiago

Merkel, Dan

Radtke, Lesley

Torell, Allen

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1) Welcome and Roll Call: Tom Bartlett

Tom Bartlett started themeeting at 9:00 am and welcomed the Committee members to the meeting, requesting a roll call from those attending via web-based / telephone.

2)Approval of notes from June 13: Tom Bartlett

Notes approved by committee with minor edits / follow-ups.

3)Approval of Agenda: Tom Bartlett

June 13, 2008 Agenda approved, no changes or additions.

4) Sponsorships: Bob Alexander

Bob is working with DOW Chemical to finalize their sponsorship. As soon as a contract has been finalized, we will be able to order the bags. Bob requested overall information on the Trade Show and the prospectus. Tom announced that Trade Show information is expected this next week, which would provide more details pertaining to the Trade Show map. Tom requested Bob acquire the DOW Chemical contracts and report back. Bob will draft a cover letter to mail to prospective sponsorships. Pete Lefebrve mentioned that the oil / gas industry might be interested in a booth in the Trade Show, but was not interested in sponsorship.

5) Budgets

  1. Budget submitted to John Tanaka and BOD – Tom Bartlett

Tom reported submission of the proposed budget to John Tanaka and the SRM Board of Directors (BOD) for review.

  1. Comments July 2 Budget - Tom supplied by e-mail John Tanaka and SRM BOD’s budget comments to Executive Committee for discussion. Tom requested feedback from committee members relative BOD comments.
  2. Registration Fees – Tom Bartlett

Tom reported that John Tanaka reported on behalf of the Board of Directors the Registration Fee of $240 for a 4-5 day conference was a reasonable registration fee. Discussion continued among committee members relative to budget and a break-even proposed budget using 800 to balance the budget. Tom will draft more budget tables using the $240 registration fees for distribution prior to the Cimarron meetings.

d.Discussion

TradeShow proceeds are not included in the budget as of July 11. Important to use policy as currently written (800 attendees) in setting the break-even budget. Committee members agreed the luncheon meeting is important to attract attendees to the business meetings. Tom summarized comments agreeing the luncheon meeting being important, but asking members to review budget for other possible budget cuts to allow for the luncheon budget. Tom emphasized the importance of marketing and attracting sponsorships.

6)Local Arrangements / Host Activities – Ken Leiting / Dan Merkel

Dan reported 1) Mariachi contract is signed; 2) Flying J Wranglers contract has been signed by John Tanaka; 3) Sabrina submitted the Dance band bid to Ken for the budget, Ken will submit the bid to Tom for consideration.Note: Sabrina revised the Dance Band Contract and it has been submitted to John Tanaka.

  1. Entertainment – Dance Band: Tom requested information from Sabrina.
  2. Transportation – Bids received, recommendations requested after bids are reviewed. Note: The Transportation Committee reviewed the bids (they had three) and they recommend Herrera Coaches, Inc. They also recommended that we have dispatch and liability insurance.
  3. Write-Ups for News/Promos and for PCTB – Ken will request by e-mail the write-up material with a return submission before the summer meetings in Cimarron.
  4. Other –Kirk McDaniel suggested Kirkland Air Force Base (confirmation 30-days prior to event) as a Color guard presentation. Pete suggested a Color guard from the Navajo Nation Fair Office 928-871-7055. Kirk McDaniel will contact the Navajo Color guard group. When the Color guard group is finalized, Sabrina will need to be contacted.
  5. Native American group scheduled for the opening of the program with a 10-15 minute program. Tom requested Ken contact Sabrina to finalize the Native American group if Kirk is not successful in obtaining the Navajo group for the colors. .
  6. The display of country flags at the Plenary Session was discussed, and will be discussed at future Executive Committee meetings after Lesley contacts the Convention Center for available flags. (SRM representation consists of 24 countries). Note: Lesley has checked and the ACC does not have flags of other countries. ACC is continuing to check. We can also check with our trade show firm.
  7. Technical Tours are progressing and continue to be updated. We need to have transportation finalized so that Don Serrano can make the final calculations for the tour fees.

7)Program – Kirk McDaniel / Allen Torell

  1. Printer: Kirk McDaniel reported that Allen Press’ bid, $7,500 was of interest. Contact at Allen Press is Valerie Pierce. He said the cost could possible be reduced if the cover color was eliminated. Joel Brown asked if SRM might consider Allen Press in a 5-year long-term contract. Other printing companies included Omni Press, NMSU, and a Denverprinter. Lesley will negotiate with Allen Press and report back to the committee. Allen Press’ bid included the pocket program. Allen Press also bid on preparing and printing the Pre-Convention Trail Boss. We would prefer to have the PCTB include technical paper titles and symposia paper titles. Joel is soliciting advertising to off-set the printing cost.
  2. Tom said advertising in pre-convention Trail Boss needs the deadline met in order to go out with the Rangelands in October.

Deadlines: Abstracts & Titles – September 1

SRM – August 22

Allen Press – September 8

Final Corrections to Allen Press – October 3

  • Tom reminded to schedule rooms based on symposia submitted.

8)Student/Youth Activities Committee –David Graham

Nothing additional to report at this time.

9)Publicity Committee - Joel Brown

Publicity Plan – Schedule for Pre-Convention Trail Boss. Joel Brown will send an e-mail with information and timetable for material to be included in the Trail Boss.

10)Trade Show – Santiago Misquez

  1. RFP for Trade Show and Bids: Santiago reported Convention Services of the Southwest, Inc. (505) 243-9889 submitted a bid for the Convention Center decorator. No other companies sent a response for the RFP. Tom and Santiago will review the proposal submitted. Currently $11 /sq. ft. total of $12,000. Tom requested Santiago contact the other companies requesting them to submit a bid.
  2. Prospectus: Important for New Mexico Companies to be contacts that should have an interest & be included in this conference.
  3. Other: Because of safety and fire codes, the Silent Auction will be placed in the Exhibit Hall. Tom will contact the representatives of the Silent Auction.

11)Administration – Tom Bartlett

  1. Vests: Tom will e-mail committee members requesting them to submit their sizes. Tom asked Dave to contact Rich LaCasse for the Zia logo.
  2. Other

12)Other Items

13)Next Meeting

  1. Thursday, July 24, 2008 1:00-3:00 p.m. in Cimarron, St.JamesHotel.
  2. August Executive Committee – August 15, 2008 via webcast / teleconference, 9:00 a.m., Wooton Hall Rm. 208. Tom is scheduled to be out of town, but will call in.

Meeting adjourned: 10:35 a.m.

Notes by Bernice Gamboa

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