Komennwtx.org
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|Meeting Date: |Tuesday, April 9, 2013 |Location: |Marriott Legacy Town Center |
| |6:30 to 8:00 p.m. | |Room # on display in lobby |
|Facilitator: Glynis Anderson, Race Director and Event Logistics, North Texas Affiliate Staff |
Distribution and Attendee List: X = in attendance, C = Chair, CC = Co-Chair, (S) = Staff
| |NAME |FUNCTION | |NAME |FUNCTION |
| |Alade, Bo |Sponsors (National) | |King, Monika |Race Treasurer (S) |
|X |Anderson, Glynis |Race Dir/Logistics (S) |X |Kowalczyk, Katelyn |ZTA Liaison 2012 |
| |Banks, James |Race Registration Rpt |X |Love, Nicole |Signage/Banners CC |
| |Beaty, Hannah |Mrktg & Comm (S)C |X |Machin, Jen |Kids for the Cure CC |
|X |Bishop, Sherri |Survivor Tent CC |X |O’Brien, Christine |Race Secretary |
| |Brewer, Brittany |I AM THE CURE CC |X |Populus, Andrea |Merchandise C |
|X |Butler, Cindy |Information Desk CC | |Rainbolt, Jim |Business Development (S) |
|X |Chavez, Alana |Information Desk CC |X |Randlett, Peggy |Tear Down C |
|X |Cole, Maggie |Sponsors (Local) C |X |Sanders, Ernie |Parking CC |
| |Collins, Robbie |Signage/Banners CC | |Sanders, Mary Helen |Parking CC |
| |Connelly, Cindy |Affiliate Relations Mgr |X |Shaheed, Saudia |I AM THE CURE CC |
|X |Dains, Beth |Kid for the Cure CC | |Singleton, Dean |Photography C |
| |Evans, Jean |Registration C | |Weathers, Paulena |Course Marshal |
| |Frick, Sherry |Race Contract Liaison | |Webb, Pat |Elizabeth’s Garden C |
| |Hoover, Mary Frances |Komen Affiliate ED (S) |X |Wicks, Lacey |Volunteer Management C |
| |Ivey, Jean |Packet Fulfill/Dist C | |Williams, Luke |Teams C |
|X |Juric, Randi |Stage and Script C |X |Wilson, Karen |Survivor Tent CC |
| |Kang, Cathreena |Missions & Programs (S) | | | |
Materials to have on hand (if any): Use Object Insert to add documents
|Description: |Attached here is the PowerPoint Presentation used in the March 5, 2013 meeting, including agenda and supporting materials: |
| |[pic] |
| |2013 Komen Affiliate Staff Organization Chart with descriptions of their RFTC responsibilities: |
| |[pic] |
| |2013 RFTC Committee Contact List as of Tuesday, March 5, 2013: |
| |[pic] |
| |When the 2013 Volunteer Requirements form is available it will be attached here: |
| |[pic][pic] |
| |KOMEN WEBSITE: |
| |Home Page: |
| | |
| |KOMEN RFTC 2013 REPOSITORY: Information to be provided when available. |
| |KOMEN OFFICE PHONE: 972-378-4808 |
| | |
| |NOTE: Topics below change based on agenda created for each meeting by Glynis Anderson and included in the presentation attached |
| |above. |
Agenda/Minutes:
|Topic #1 |Welcome & Introductions – Glynis Anderson, Mary Frances Hoover |
|Discussion: |Anderson welcomes everyone and indicates staff members will not attend tonight because they are at the Ben and Jerry’s location |
| |for free cone day in support of Komen. |
|Topic #2 |Educational Moment – Research, Evaluation and Scientific Programs |
|Discussion: |Komen is the largest non-profit funder of breast cancer research outside the US federal government |
| |A $754M investment since 1982, $78M in Texas research grants including 21 institutions, 209 investigators, 263 grants. There is |
| |a chart in the presentation with more information. Larges amount has gone to MD Anderson in Houston. |
| |Next month the Educational Moment will be about the grant process and how they are reviewed and allocated. What is criteria used|
| |for our service area? |
|Topic #3 |Staff Updates |
|Discussion: |Logistics: |
| |Held site visits with 3 Stage & Sound companies |
| |Bib order will be going out when graphics issue is resolved |
| |Contacting vendors to fulfill other logistics needs |
| |Mission Related: |
| |Affiliate had grant application ask of over $1.4M. The following grantees were announced at the April 6th Celebration of Hope: |
| |Asian Breast Health Outreach Program |
| |Bridge Breast Network |
| |Denton County Health Department |
| |Grayson County Health Department |
| |Moncrief Cancer Institute |
| |Operations: |
| |There will be a modified registration set-up creating a queue with barricades and having specific people to direct Race Day |
| |attendees to the appropriate area in Registration. |
| |Marketing & Communications: |
| |Honorary Chairs: |
| |“Guess who” picture posted on Facebook |
| |Chairs will be announced next week |
| |Teams: |
| |Posters, advertisements, course maps, Race bibs, and counter cards finished |
| |Info on website by end of week |
| |T-shirt artwork submitted and shirts are ordered to be delivered May 3. |
| |Social Media Contests continue – see presentation attached above for details |
|Topic #4 |Committee Roles & Responsibilities |
|Discussion: |Awards – OPEN: |
| |No update |
| |Banners & Signage – Robbie Collins, Nicole Love: |
| |No update |
| |Communications – Staff Intern: |
| |No update |
| |Counter Card Distribution – Katelyn Kowalczyk: |
| |No update |
| |Course Marshall – Paulena Weathers: |
| |No update |
| |Elizabeth’s Garden – OPEN: |
| |Discussing chair with mother/daughter team who worked on Rock and Roll Marathon. |
| |I AM THE CURE – Brittany Brewer, Saudia Shaheed: |
| |Shaheed is working on supplies. They will keep their own supplies separate from the others. |
| |Information Desk – Cindy Butler, Alana Chavez: |
| |No update |
| |Kids for the Cure – Beth Dains, Jen Machin: |
| |National Charity League is volunteering with them. They wanted a place where they can work together. |
| |Juric has a rock wall contact that might provide it for KFTC. Machin and Cole will discuss who should contact him. |
| |They are looking for a bounce house, does anyone have a contact. |
| |Logistics Support – Jon King: |
| |No update |
| |Merchandise – Andrea Populus: |
| |New credit card machines were used at Brunch and worked well. |
| |Populus has been receiving requests for sterling silver jewelry. |
| |Shirts sold very well at the Brunch. |
| |Packet Fulfillment & Distribution – Jean Ivey: |
| |Will be at SMU at Legacy again, but moved to a different location on the first floor. Second floor will be used again as |
| |usual. |
| |Parking – Ernie Sanders, Mary Helen Sanders: |
| |Sanders is meeting with Boy Scouts and they are ready to assist. They have all their own vests and equipment because they do |
| |the Plano Balloon Festival each year. |
| |Wicks suggest she and Sanders meet with the Boy Scout representative to find out how many scouts will be available because |
| |they could be useful in other areas. |
| |There are posters up at HP to get more volunteers. |
| |Photography – Dean Singleton: |
| |No update |
| |Registration – Monika King (Operations Manager): |
| |Anderson is talking with staff about engaging a new board member in this area |
| |Sponsors, Local – Maggie Cole: |
| |Includes Small Business, Tinkled Pink, and Water Stations |
| |T-shirts are at print so there can not be any additional name for those |
| |Still need food for Survivor’s Tent and Cole is pursuing – this is food for 700 people, breakfast type food |
| |Chik-fil-a will be on site and giving out 1,000 prepackaged salads. They will also have a putting green game and other items |
| |(including that cow!) |
| |Reminder: City of Plano permitting is required for any entity bringing food to the site. |
| |La Madeline used to bring their own staff to set up and serve in the Survivor’s Tent so there is a request in for volunteers |
| |to provide support. |
| |Sponsors, National – Bo Alade: |
| |Anderson and Alade are communicating as Alade works with the National Sponsors. |
| |Stage & Script – Randi Juric: |
| |Juric wants to add some organization to the Survivor Walk. She will use the committee during the site set up so she can add |
| |volunteers at the right point to form for |
| |Start Line Operations – Robbie Collins, Nicole Love: |
| |Anderson is still working on some documentation to send to Collins and Love |
| |Survivor Tent – Sherri Bishop, Karen Wilson: |
| |They are looking for large doors/entryways for their décor. They want oversized, so let them know if you have anything |
| |available. |
| |SURVIVOR TENT NEEDS DOOR PRIZES. Please see what you can provide for this fun part of the Survivor experience. |
| |Teams – Luke Williams: |
| |No updates |
| |Tear Down – Peggy Randlett: |
| |No update |
| |Volunteer Management – Lacey Wicks: |
| |Wicks needs Anderson to verify the email for the Girl Scout contact. Anderson sent on April 10 (Severina Ware, |
| |sware@) |
| |139 volunteers already registered. There has been issues with the system this week. Let Wicks know if you have any problems.|
| |The chair of each committee should be receiving email notifications when someone volunteers for their positions. Wicks will |
| |send out weekly reports to each chair. |
| |Wicks has been contacting different groups/entities suggested to her to find additional volunteer pools. |
| |Wicks is open to any and all suggestions to improve the volunteer experience |
| |REMINDER: Everyone involved must register as a committee volunteer at the website. Go to the following link to register as a |
| |volunteer: |
| |
| |rivate_registration |
| |Water Stations – David Aiello: |
| |No update, See Sponsors, Local |
| |ZTA Liaison – Katelyn Kowalczyk: |
| |She is maintaining her own volunteer list via a Facebook request. |
|Topic #5 |Upcoming Committee Meetings and Important Dates |
|Discussion: |NOTE: When meetings are at the Marriott Legacy Town Center please check the lobby board for the meeting room. It could change |
| |monthly. |
| |Tuesday, May 14, 2013, 6:30 p.m., Committee Meeting, Marriott Legacy Town Center |
| |Thursday, May 23, 6:30 p.m. - Script Walkthrough, Marriott Legacy Town Center |
| |Thursday, June 6 – Site Walkthrough at HP Plano Campus and the Campus at Legacy |
| |Friday, June 7, 8:00 a.m. – Site Setup at HP Plano Campus and the Campus at Legacy |
| |Saturday, June 8 – Komen North Texas Plano Race for the Cure at HP Plano Campus and the Campus at Legacy |
|Topic #6 |Other Noteworthy Dates in the Metroplex: |
|Discussion: |Date/2013 |
| |Day |
| |Time |
| |Event |
| |Location |
| | |
| |September 28 |
| |Saturday |
| |6am |
| |Denton Race for the Cure |
| |South Lakes Park |
| | |
| |October 26 |
| |Saturday |
| |6:30am |
| |North Texas Ride for the Cure |
| |Ray Roberts Lake – Isle du Bois |
| | |
| |November 1-3 |
| |Fri-Sun |
| |TBD |
| |DFW 3-Day for the Cure |
| |TBD |
| | |
|Topic #7 |Q&Q, General Discussion |
|Discussion: |Race Day Media – people have been pulled away from areas to do on-site interviews and they sometimes don’t get interviewed or it |
| |takes a very long time. Can we be sure this aspect is more organized this year, particularly since it will not be a live |
| |broadcast, but tape for later broadcast? Update: Anderson discussed with Beatty and Beatty will discuss in meeting with CBS11 |
| |on April 10. |
| |Reminder from Cole: Thursday, April 11, 2013 will start the tulip promotion at Collin Creek Mall. It will go through October |
| |and be used to promote the Race and Breast Cancer Awareness in October. |
| |Note: The sponsor slide in the attached presentation has been updated since the meeting to be a picture of the shirt design back|
| |to has the sponsors listed. |
ACTION ITEMS – Please pay special attention to those in RED as they are critical
|# |Task |Assigned To |Assigned |Completed |Notes |
|2.0 | | | | | |
Any errors, misspelling of names, or other inaccurate information is the sole responsibility of the secretary. Please feel free to contact me with questions, corrections, or updates.
Respectfully Submitted,
Chris
Christine O’Brien, Race Secretary, 214-906-0086, Christine.o-brien@ (email as of 5/1/13: cobrien@)
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COMMITTEE MEETING MINUTES
KOMEN NORTH TEXAS 2013 RACE FOR THE CURE
Meeting Agenda and Minutes
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