Member Services

Committee Meeting Minutes

May 15, 2008

Call To Order And Introductions

Bette Storey (Chair) called the meeting to order at 5:30PM. She told all present that she was happy they were at the meeting tonight and then asked all present to introduce themselves with their name, the first car they owned, and the age they got it.

Old Business

a. Spring Fever – Will be held on Saturday, March 17^th, and our committee and volunteers from the Food & Beverage committee will be responsible for serving the lunch to be prepared by A&W. Set up will begin at 10AM. Everyone was requested to wear their 2007 HAN shirts and to be sure to Sign IN and OUT in the membership binder that will be located in the merchandise sales tent. If volunteers do not remember to sign OUT they will only receive credit for two hours worked. Bette also cautioned everyone to use sunscreen, wear hats, and to be sure to drink lots of water as it is expected to be very hot. A sign up sheet was passed around for those able to participate.

b. New Member Welcome Wagon – Bette led a discussion as to what the contents should be of the new member information packet that our committee is working on. Ideas from members included: a copy of a recent Hot Flashes, HAN website information, a map to the office and contact telephone number(s), a document that would explain all committees and their responsibilities, and a document that would provide information as to the various ways HAN communicates with volunteers, i.e. Hot Flashes, telephone trees, E-mail, etc.

NOTE: As this topic was being discussed, several members stated that they have not been receiving any telephone tree messages. Kathy took their names and phone numbers and advised she would check into this oversight.

c. Member Appreciation Party – This event will be held on Monday, May 19^th at the Silver Legacy in the Silver Baron Ballroom beginning at 5:30PM. The band will be Shake, Rattle and Roll. New procedures have been developed for the check-in process and there will be two separate lines/tables. One will be for registering existing members and a separate line/table will be for new or prospective members. New signage has also been created. There will also be a table set up inside the entry doors for the distribution of member name badges. Everyone has been asked to wear their name badges to all events, including parties. There were sign up sheets available for members to document their names and the tasks they would like to be involved with during this party, to include greeters, check-in, button distribution, etc. Those who signed up to help set up the party/decorations should arrive at 3:30PM and everyone should wear their western or Route 66 attire for this evening.

New Business

a. Booth Manager’s Reports – A special meeting with all information booth managers was held prior to this meeting. The managers this year will be: (1) Chuck and Charlotte Cooper and Skip and Carolyn Evans at Grand Sierra Resort, (2) Richard Duncan at Downtown Reno/Poker Walk, (3) Linda Duncan at Oldies Emporium, (4) Joyce Minter at Sparks, and (5) Sam Morrison at GSR Hotel. Bette also explained all of the locations, advised that there would be a large informational binder at each site, and normal tours would be in four hour increments although other schedules would be accommodated as needed. The various managers spoke up about other issues, i.e. location of booths near concert stage, covered spaces, near cruise routes, location inside with air conditioning, etc. Sign up sheets for all booth locations were available as well as for the member shuttles.

b. July Packing Party – Bette explained the purpose of this event is to get all of the member shirts folded, all papers/coupons collated, as well as numerous other items that would be packed into the member “goodie bags”. The date for this event was changed to Monday, July 7^th beginning at 5:30PM. However, some people are needed as early as 1PM to get items ready for the major project later in the evening. It was also announced that a dinner will be served for those helping after the bags are completed; however, this packing party is ONLY for Member Services Committee members Additionally, those helping with the “goodie bags” will be able to pick up their own bag that evening and will not have to wait for the Pep Rally. A brief explanation of the “stations” for bags, shirts, hats and other items was described as well as the fact that new and improved procedures will be implemented specifically regarding member shirts. A sign up sheet was circulated for this evening. In regards to member shirts, those present were also reminded that if they want their name embroidered on their HAN shirt that there is a form available to have the work done at Wild Stitchery. Also, if anyone wants to use a “nickname” on their shirt it must first be approved by a staff member.

c. July Pep Rally – The Pep Rally will be held at the Eldorado Convention Center on Thursday, July 17^th beginning at 5:30PM. All Member Services volunteers who help during the packing party were asked to wear their 2008 HAN shirt to this event. Our Route 66 theme will be used for this party along with other Hot Air Balloon decorations. This event is for members ONLY and no guests are permitted to attend.

d. July Meeting – Due to the conflict with the Pep Rally, the July monthly meeting will be held on Wednesday, July 16^th beginning at 5:30PM. A volunteer is needed to take the minutes for this meeting.

e. June Meeting – The next regular Member Services Meeting will be held on June 19^th. A request for a volunteer to take the minutes at the June meeting was made and Jenifer Bowen agreed to prepare the minutes.

f. Carol advised that HAN will be selling sodas during the Spring Fever. Kathy stated that car participants are given two free meal tickets but can purchase additional tickets, if required. There is no entry fee for the cars at this event and there is no limit to the number of cars that can participate.

g. Kathy also told everyone that the most recent E-blast message that was sent out regarding the Member Appreciation Party contained an error that stated there would be a charge of $25 for any guest. There is no charge for guests attending this party as it is still considered one of our membership drive parties this year.

Adjournment

Bette adjourned the meeting at 6:25PM.

Minutes prepared by:

Candy Whitfield