VRPA Committee Meeting: Nov. 7th, 2006

 

Attendance:

 

Kyle

Dale

Eden

Angelo

Jason

 

Meeting start: 7:15 pm

Location: Kyle’s

 

1)      Feedback Handling: A special link specifically for Member feedback will be added to the VRPA Forum.  An issues or questions a Member would like the Committee to address should be sent there.  The Committee will add the issue to the next Committee Meeting for discussion, OR if it is a time-sensitive issue, the Committee will try to find an answer to the query as soon as possible.  This will help the Committee see what issues are among the Members, and will improve both the speed and focus of response to any issue.

 

2)      Hosting Tournaments: It was decided that the Host Donation box will no longer be used to collect money for Tournament hosts.  Starting in 2007, the host for any TOURNAMENT will receive $50 from the VRPA funds to help cover machine maintenance and any food they wish to provide… and costs incurred beyond that are at the Host’s discretion and their sole financial responsibility.  Hosting can end up costing a fair amount of money, and it is both fair and respectful to cover some of those funds to show thanks for the efforts put in to have these events.

 

3)      Posting Meeting Minutes:  It was decided that after each Committee Meeting, and post will be made in the Members Section stating that a new set of Meeting Minutes are located in the Documents Section.

 

4)      AGM and Treasury:  Angelo has all the fiscal numbers for the year up to date, and they will be posted in the Documents Section near the end of December.  Eden pointed out that once the financials are up, it would be wise not to push the AGM too far away in case there is anything Members may want to address, so it was decided that our AGM will take place for one hour at the first VRPA Tourney of 2007 (approximately mid-January).

 

5)      Tournament Schedule 2007:  Eden will start to look into possible scheduling for next year’s Tournaments.  We are hoping to have 6 League / Tournament nights, and 3 to 4 Social nights.  Several scheduling options will be presented to the group for a vote in the very near future.

 

6)      Dale G’s Xmas Tournament Bash:  Several details were discussed regarding the Christmas event.

 

1.      A rough schedule was presented to the Committee:

-         Friday the 15th - Help setting up for the event.

-         Saturday the 16th - Doors Open at Noon, Qualifying starts, and runs until doors close (approx 10pm)… Snacks and drinks on hand throughout the day.

-         Sunday the 17th - Doors Open at Noon, Qualifying runs until 5pm – Dinner Break – Finals start at 7pm, Awards at 8pm.

-         Monday the 18th - Help remove games from clubhouse… the more helpers the merrier!

2.      Dale would like to have a raffle during the event, and the top prize of the raffle will be a 50/50 prize!!  Several other pinball items will also be available to be won.

3.      On the Saturday of the event, 3 Mini Tournaments will occur, and on the Sunday there will be one Mini Tournament.

4.      We will need Volunteers to help with the Tournament.  3 people will be needed at any given time.  Volunteers will work shifts so they can enjoy the event as well.

5.      VRPA Members that volunteer time to help will NOT have to pay the $3 ENTRY FEE to get into the show… just an hour of your time is requested; more is appreciated!!

6.      Now that we have the Tournament Format in place, the pricing will be $2 per entry or 3 for $5.

7.      Eden will start figuring out shifts for Volunteers as they become available.  We have about 45 hours of work to fill.

8.      There will be 6 machines used in the Tournament… a set of rules will be posted in the Documents Section shortly… 1st to 4th place in the Tournament will share percentage of the prize pool 50 / 25 / 15 / 10.

9.      A short list of responsibilities was also worked out for the event:

-         Kyle and Dale: Event co-ordinators – will make sure everything is running on schedule, and request attention to certain areas when the need arises.

-         Eden: Tournament Director – All Tournament issues and queries will be handled by him.

-         Angelo: Tech – Any machine issues can be tackled by Angelo.  He may ask other members for their help if they are available to do so.

 

 

 

Meeting adjourned around 9:30 pm