Re: Darlene's convention notes

In reply to Erik's MCM email and also to the one about Darlene's convention notes, I offer the following. Can't do much else, as the island I live on is cut off from the mainland by the high seas from the storm we are having. Anyway, I'll try point by point.

PayPal -- many thanks to Erik for doing what is really part of my job and which I am too computer-challenged to figure out. It's pretty clear that giving folks an easy way to buy things works, and I am really indebted to Erik for picking this up.

2002 Convention -- We still do not have all of the figures in, since I disputed the charges from the hotel, due to their kicking out our vendors Saturday night. Valerie has not gotten any response from the hotel, but I expect that when they find out about the disputed charge they will have to respond.

If there were no adjustment (I think we will get something -- not sure how much) then the convention will cost AGA about $2,500. Spreadsheet enclosed.That could be reduced by around $500 if Claus really does pay for half of his ticket.

Other Financial Stuff -- the real problem with finances has been that we have not gotten any ad revenue from TAG, and it is expensive to put them out in their new version. Kathy Olson has picked up the ball on getting more advertisers, and getting them billed and payment from them. Also, I thought we had agreed to raise the annual membership fees -- it's still $15 on the webstie. When we do go to the higher fees that will help. Also, I think that it is taking a little time for people to realize that the new TAG is full color, and top quality. We still have a cushion in the bank, and I'm sure that things will turn around this year.

2003 Convention -- Darlene has done a great job of distilling everything into the Bidding Guidelines, and I would like to add my two bits worth.

* I spoke with Valerie Grove at length today, and she is willing to help out giving guidance to the 2003 committee workers. We might even be able to get her to be the chair of the Convention Committee. She also said that Luis would help, especially with vendors and advertisers. What I think we need is to put together a real live Convention Committee. This should consist of a Chairperson, and a person in charge of each "department" -- site selection, speakers, vendors/ads, reservations, auction, etc. There would be corresponding committee chairs at each local club for each convention.

* Ideally we would be able to select the sites two years in advance. That way, the next year's folks would already be known at the current year's convention, and they would be able to follow the current chairs and learn about how to do the job.

* If we can get Boston to do the 2003 gig it would be great. We can use the Hartford Marriott, where NEC is held every year, and there are hundreds of active plant folks within an hour or two drive of the site. Boston Aq Soc has a group of good folks at the helm, and I think that Karen and I could tap them and get them to commit.

* Hotel size -- Darlene was not suggesting that the hotel hold 450 rooms for us-- rather that the hotel be of a 450 room size, so they would have the services we would want.

* I really think that we have to pay the airfare for the keynote speaker. If we want to get Kasselmann for next year I don't think we can ask her to come on her own nickle. We really need someone of that caliber to draw folks in, and we are just going to have to eat the airfare.

* The finances problem should be for AGA itself. Until we get some track record I don't think we can look to local clubs to assume the risk. I like the idea of letting them have an auction of fish and other non-plant stuff whilst AGA has the silent auction.

* Don't know what "compensation for volunteers" means. Sort of an oxymoron, like "military intelligence" of "jumbo shrimp". I hope that all that is meant is volunteers may get comped their registration fees etc. Needs to be really clear to everyone concerned.

* Finally, we need to figure out something besides me having to put the hotel on my credit card. With the rooms for speakers etc I had to put around $9,000 on my credit card, which I don't think is something that any individual AGA member or Board member should have to do. I don't think that AGA can get a "corporate" card, without someone of us going on the hook personally for it. So -- I guess we are just left with the way it is. I'm just voicing my concern, and do not know if the next Treasurer of the AGA will be as willing as me to put a credit card on the line.

Summary -- that's it for now. Please excuse the length of my posting, but I've been saving it up for a time. All in all I think we are in good shape. If we can start getting some payments for TAG ads, and we settle with the Hilton on a favorable basis, we will still have some money in the bank. The most important thing for right now is getting a chair for the Convention Committee, and then the individual committee members under him/her.