FBI National Academy Associates
North Carolina Chapter
October 7, 2005
Conference Planning Meeting Minutes, Carolina Beach, NC
Prepared by: Myron Guthrie, Chapter Historian
Present:
Bob Schurmeier, Chapter President
Steven Gillikin, First Vice President
Greg Harrington, Second Vice President
Myron Guthrie, Historian
Jerry Senatore, FBI Training Coordinator
Marshall Williamson, Wilmington PD
President Schurmeier called the meeting to order at 8:30 am.
President Schurmeier began the meeting by thanking Training Coordinator Jerry Senatore for his commitment to the organization. President Schurmeier also thanked Marshall Williamson for his commitment to the organization and his work on the 2006 Summer Conference.
President Schurmeier went over past conference information. He reported Marshall Williamson received $6,000.00 in donations for the 2004 Summer Conference.
The board discussed conference dates and decided that the conference would begin on Sunday, June 11th with the President’s Reception. Vendor displays will also open on this date. Monday, June 12th will include a training session and family event and Tuesday, June 13th will include a training session and the conference banquet.
The conference registration fee with be $100.00 for delegates, $35.00 for spouses or $50.00 for spouse and family.
President Schurmeier reported the chapter made $85.00 from the 2004 Summer Conference, and praised Marshall Williamson’s efforts that led to the chapter not losing money as it has in the past.
President Schurmeier discussed the chapter’s budget and funds, and talked about how our chapter conferences are more family oriented than other organizations. First Vice President Gillikin echoed President Schurmeier’s comment.
President Schurmeier reported to the board that there were 92 delegates, sponsors, and vendors registered at the 2004 Summer Conference. He reported there were 45 vendor spaces available at the conference hotel.
At this point President Schurmeier turned the meeting over to First Vice President Gillikin, who will be Chapter President during the summer conference.
First Vice President Gillikin and Marshall Williamson discussed room rates for the conference. First Vice President Gillikin asked about an extension of the room rates for delegates who choose to stay after the conference. First Vice President Gillikin asked Marshall to review the information he had received about the conference room rates and Marshall reported the rate would be $149.00 for a standard room. Marshall reiterated that all rooms at the hotel are ocean front.
Marshall reported that current conference donations include $2,300.00 in cash, The New Hanover County Sheriff has pledged a $1.000.00 donation, several former police officers have pledged a total of $1,000.00 or more in donations, and area businessman Danny McComas had pledged $500.00. Marshall expressed his desire to collect enough in donations and vendor fees to cover all conference expenses.
First Vice President Gillikin asked Marshall to discuss the conference activities and Marshall reported there would be a dinner buffet cruise on Monday night that would run $15-25 per person and would include a cash bar. President Schurmeier expressed his desire to have a sponsor cover some of this expense.
Marshall reported some ideas for activities include a disk jockey in lieu of a band for post banquet entertainment, a women’s shopping trip, a South Port beach trip. Marshall advised the board that he wanted to survey the membership at the Greensboro Business Meeting to solicit ideas for activities.
Marshall discussed designing a banner to list conference sponsors as a way to thank them. He reported 2004 vendors included Best Uniforms, BMW Motorcycles, Integraph Systems, Visioneer, Sig Arms, Eagle Bay Knives, and Laser Shot, who did not show up. He reported these vendors will be invited to participate in the 2006 conference. First Vice President Gillikin advised the board that he would call Al Sutton and Arrington Police Supply about participating in the conference.
Marshall reported during the 2004 summer conference vendors paid $5,750.00 in fees, delegate fees totaled $8,759.00, and there was $6,000.00 in cash donations. Marshall reported that a total of $20,509 was collected. He reported he would continue to work on vendors and he passed out a vendor letter to the board members.
Marshall advised the board that the budget for the President’s Reception on Sunday night is set at $3,000.00. He reported the budget for breakfast is $1,800.00 per day based on 150 participants per day.
Marshall reported the conference would be opened by a color guard made up of New Hanover County Sheriff Department and Wilmington Police Department officers. He reported opening ceremony guest speakers will include New Hanover County Sheriff Sid Causey, Wilmington Police Chief Ralph Evangelous, and Carolina Beach Police Chief William Younginer.
Marshall reported he is still working on a beer vendor, and is working on getting the Cheer Wine Soda Company to sign on as a sponsor.
Marshall reported he will have a shirt design sample ready sometime in November. The board discussed the possibility of having a double-side printed shirt, and Marshall reminded the board of the added expense of double-side screen printing. The board also discussed designing a golf type shirt for delegates. Marshall will check on the cost for both types of shirts and report back to the board.
Training Coordinator Senatore express concern over outlaw bikers in the area of the conference hotel. He cited his observation of several outlaw bikers in the boardwalk area near the hotel during a trip to Carolina Beach last summer. He didn’t want to panic anyone, but felt delegates should be warned of possible problems.
Training Coordinator Senatore discussed the issue of members not receiving reimbursement for conference fees and expenses and how some agencies have stopped budgeting or giving employees time for conferences. He suggested urging each agency to budget money for at least one (1) conference attendee per year. He discussed other organization’s conferences and their attendance.
The board discussed the issue of inviting more political and sport figures to future conferences for political exposure. Some guest suggestions included Governor Easley, a NASCAR driver, basketball players, etc.
President Schurmeier talked about the Section III meeting he recently attended, and the Section III President/Secretary Meeting scheduled for June 10, 2005 in Carolina Beach. He advised the board that Immediate Past President Joey Reynolds agreed to host this meeting with the consent of the executive board. President Schurmeier and the board agreed to let Immediate Past President Reynolds organize this event, in light of his desire to run for the Section III Representative Position when the position comes available in four (4) years.
Marshall Williamson and First Vice President Gillikin reviewed the conference contract that was prepared by the hotel management with the board. Hotel Representative Patricia Lydon assisted with the review and explained the arrangements.
The board discussed the need for six (6) rooms for the Section III President/Secretary Meeting on June 10th. The hotel agreed to provide 15 rooms for Friday and 30 rooms for Saturday at the same 2006 Summer Conference rate. In addition, the hotel agreed to provide a meeting room for this group’s meeting.
President Schurmeier asked Training Coordinator Senatore to attend this meeting in June.
Mrs. Lydon advised the board that the hotel would provide 100 rooms each day for the conference and this number could be increased if needed. The room rate is $149.00 per room plus a 13% sales and use tax. Rooms can be reserved immediately, and reservations will be accepted until May 1, 2005. There is a 72 hour conciliation period for reservations. Mrs. Lydon reported the hotel would offer a rate of $169.00 plus tax to members who elect to stay after the conference dates.
Mrs. Lydon reported the hotel will comp one (1) room for every 50 reservations. She also reported the Golden Sands Hotel will be the over-flow hotel site and will honor the quoted rates. She also advised the hotel would provide one (1) meeting room for vendors and two (2) meeting rooms for training sessions for the conference.
Mrs. Lydon advised the board that vendors would be provided with six (6) foot skirted tables and all electrical and wireless communications set-ups, and vendors will be allowed to set up on Sunday, June 11th.
Mrs. Lydon advised the board that the hotel would provide a cash bar for conference events, and there would be a $25.00 charge for the bartender.
Mrs. Lydon advised the board that her hotel staff would provide information packets about area events that will be given out to the delegates during conference registration.
Mrs. Lydon discussed the conference food arrangements with the board. The food arrangements include the following:
Sunday Night June 11th - Hors D’ oeuvres
Chicken Tenders
Jumbo Coconut Shrimp
Crab Cakes
Fresh Fruit Trays
Cheese Trays
Fresh Crudités Trays
Nuts & Chips
Fresh Juice Bar with Sodas for Children
Monday June 12th & Tuesday 13th
A voucher will be issued to each attendee for a breakfast buffet in the Hotel Restaurant. The Chapter only pays for vouchers that are used, not vouchers that are issued.
Price: $12.95 Adults
$ 5.02 Children
*A sponsor will be solicited to pay for Tuesday’s breakfast
Monday June 12th Breaks and Lunch for Delegates
“Take me out to the Ball Game” Theme Package
Tuesday June 13th Breaks and Lunch for Delegates
Will be decided at a later date
Tuesday June 13th Dinner Buffet
The cost for this dinner is $32.96 per person and the food selections will be made at a later date, but will include beef, chicken, and fish.
After the review of the hotel contract and food arrangements, the board agreed to ratify the contract. At the request of the board, President Schurmeier signed the prepared contract and was provided with a copy.
President Schurmeier and the board agreed to meet again in Carolina Beach in February 2006 to finalize the conference arrangements.
The meeting was adjourned at 12:00 noon.