SteeringCteeMtg05


 * Steering Committee meeting # 5**

Date: Tuesday, January 12th, 2010 Location: Library room at Academic Services bldg, 80 Bellfarm Rd

Present: Danielle Blair, Kyla Kadlec, Bill Morrison, Jeff Irwin, Ursula Irwin, Greg Clarke, Cheryl McGinnis Regrets: Diane Vetter, Kim Tait, Andrew Morrison, Bruce McKay, Trish Steele, Paul Szczokin

A. Welcome back - time to get down to nitty gritty. Focus of this meeting will be to set in motion various sub-committees to look after fine detail of work needed over the next few months. Minutia not required here - to be looked after in committee, and reported back at next steering committee meeting.

B. OMO2010 report to OAME - distributed

C. Schedule for OMO2010 weekend - initial thoughts on timing

1. Treasurer Ø  Jeff suggested that we charge $100 per team and $100 per person. After some calculation if we charge $115, ( same as last year) we would make too much money. This was agreed. Ø Jeff suggested that for the second night we would charge $25 per person. If 9 teams showed, we would have a loss of $500, and 24 teams: $2000 2. Volunteers Ø Highschool students come early ( 10-10:30) to get oriented and to get prepared for the evenings bonfire. Ø Friday: Early team arrivals: Danielle to have some games such as “ Catch phrase "  Ø  Saturday : Wide Games by Jeff and Andrew  Ø  Recommended that one HS student be assigned to each chapter to ensure they arrive at Saturday events on time and that they be assigned to common cabins. **Also all those staying 2 nights be in the same cabins.  Ø  Teacher Candidates: How many will be needed? Each committee to come up with a number. They will only be there for the day. ( Either Friday or Saturday) 3. Saturday Night : Danielle  Ø  Danielle is waiting for a response on whether we will be having the 2nd night option (which will be based on numbers)  Ø  Activities: Dream Catchers and story telling, and possibly Drumming.  Ø  Cheryl to get forms that we can use for HS Students to fill in.  Ø  Form to be given to specific students.  Ø  Danielle to check with a HS principal on what approval is needed from the board. 4. Contest Ø Practice questions to be completed with out verifiers, by the February 5th to be handed out at the OAME Meeting. Ø Actual to be completed after and sent to verifiers who will NOT have contact with participating schools. Ø Local Play downs: March 5th and March 8th. 5. Letters. Ø Becky from the camp was to supply a letter with what participants should and should not bring for the weekend. Ø Registration to be completed on-line Ø Online forms: Bill/ Ursula and Greg. To be ready for February 16th. 6. Chaperones and Saturday Activites. Ø Check to see if the Downtown board will sponsor a bus to bring chaperones downtown. Who?? Ø Chaperones are to carry a cell-phone so that they may be contacted in an emergency. 7. Facilities: To be finalized after local contest 8. Promotions Ø Diane working on t-shirts. ¨ 13 golf-shirts for organizers ¨ 128 yellow t-shirts for participants ¨ 20 red for HS volunteers ¨  20 ? for verifiers 9. Communications Ø Media to be contacted about Play downs in March. WHO?? 10. Sponsorships Ø Bill to track sponsorships. Ø We are now looking for items for the bags or money to purchase items Ø Let Bill know who has been contacted for sponsorship and what the responses were. 11. Award Ø Kyla in charge of procuring medals and filling bags. Ø Diane is checking into procuring bags. Ø Distribution: 3 types of bags/ ¨ Matheletes/ coaches - Participation certificate ¨ Teacher candidates - Letter of appreciation and Participation certificate ¨ HS volunteers/counselors - Letter of appreciation and Participation certificate Ø Awards ¨ Medals: Gold, Silver and Bronze ¨ 4 Big prizes, Graphing Calculators, TBD. ¨ Perfect individual awards ¨ Team Spirit.. ¨ Other