Lightning Fleet 50

Potomac Cup Planning Meeting Minutes
3/22/05, 7:30 PM

Purpose: to assign roles, finalize plans, and make decisions regarding the 2005 Doc Gilbert Memorial Potomac Cup Regatta, April 30/May 1, 2005 (5 weeks from this coming Saturday).

In attendance: Officers  Storck; Thompson; Gallagher; Tompkins; Alsalam; Skippers Astrove; Bruno; Gregg; Johnson; McGee; Warren; Welch; Crew  Bleakly; Calvin; Roberts.

1.    Assignment of roles

Role

Assigned to

Chair, Organizing Committee

David Thompson

Reserving Leesylvania, Obtaining ABC Permit

Jim Dillard

Lining up a sponsor

Jim Dillard

Organizing the Race Committee

Jeff Storck

Planning and Organizing Saturday Dinner

Barb Thompson &
Catherine Calvin

Trophies

Drew Hudson

Hot Dogs on Sunday

TBD

Powerboats

Nabeel Alsalam

Scoring

Cathy Bleakly

Protests

Todd Johnson

Publicity & Promotion

David Thompson

NOR / Sailing Instructions

David Thompson

Registration

Marian Bruno/Gary Roberts

Breakfasts -

Marian Bruno/Gary Roberts

Bag Lunches for Saturday and Sunday

Frank Gallagher

T-shirts (or hats or other memorabilia)

Steve Gregg/Catherine Calvin

Photography

Jeff Storck

Housing

TBD

Crew matchmaking

Joe Warren

Health & Safety

Laurie Duncan

Discussion:

Marian Bruno also volunteered to assist Nabeel in lining up powerboats.  Todd Johnson volunteered one of his crew to help with registration.  Joe Anderson was nominated to be the point of contact for out of towners needing help with lodging.  We also discussed alternatives to the T-shirts, including hats and/or beverage bags.  Catherine Calvin volunteered to research costs for alternative items.

2.    Budgets  - planned income and expense

Discussion:

We’ll use the same pricing as last year: Package Deal $ 95 for Lightnings; $70 for Hamptons.  We’ll budget expected revenues of $10 per person for dinner and $4 for bag lunches.  With sponsorship, we expect to break even with a registration of 26 boats.

Sponsorship is not yet committed.  Jim Dillard has made contact with Denny Martin at Premium Distributors; will finalize arrangements upon his return from the South Seas on April 5.

We would like to reduce the cost of T-shirts, possibly selecting different memorabilia items, such as hats or beverage bags, instead,  in the price range of $5 to $10.

3.    Timeframes and Deadlines

Discussion:

Making contact with every skipper and every fleet captain located within a one-day’s drive of Leesylvania, to update them on plans and to secure their commitment to participate, is critical to the success of the regatta.  David Thompson will initiate this activity.  Rick Welch suggested that we obtain a mailing list from ILCA.

Finalizing sponsorship is critical to financial planning.  Without sponsorship we’ll have a hard time breaking even.

4.    Other

Discussion:

We’ll need Race Committee Equipment, to include anchors, marks, flags, and radios.  Fleet 50 has marks and flags.  Nabeel will take inventory to determine what is missing.  We’ll need to borrow some radios – Nabeel; Cathy Bleakly; and Rob Tompkins volunteered theirs.  Nabeel and Jeff will work out the details.

Rick Welch recommended A&A Rental on Rt 1 as a source for a big, good charcoal grill.

5.    Dixie District Championships – preliminary planning

Discussion:

We’ll provide lunches both days and dinner on Saturday.  Suggested entry fee is $85.  There will not be T-shirts or other memorabilia.

We do want boats to display bow numbers.  Todd Johnson fill research where to get them.

We will weigh and measure boats.

6.    Adjournment

The meeting adjourned at 9:00 PM.

Respectfully submitted by

David Thompson
Fleet 50 Secretary