SPECIAL MEETING OF THE NORTHEAST TEXAS PARROT HEAD CLUB

PURPOSE: The purpose of the meeting is to discuss final plans for Sharkstock 2007, the NETPHC Annual Fundraising Music Fest.

ATTENDANCE: Those in attendance were: Jackie & Donna Bryant, Lawrence Hogan, Earl Sanders, Roy Paul, Sallie Browning, Marcia Robinson, Chuck Martin, Paul Tull, Jon Burns and Scotty Lee Shuffield.

CALL TO ORDER: The meeting was called to order at 2:30 promptly by President, Jackie Bryant who conducted the meeting.

MINUTES:

1. Jackie Bryant waived minutes, as this is a special meeting and minutes of our quarterly meeting were not applicable to this meeting.

TREASURER’S REPORT:

1. Donna Bryant submitted the following information regarding financial standing:

Beginning Balance $2193.25

Income:

Dues: $ 110.00

Sharkstock Registration: $ 452.00

Raffle: $ 220.00

Sponsors: $1060.00

PayPal: $ 982.55

Total Income: $2824.55

Disbursements:

Bank Service Charges (2) $ 6.00

Sharkstock Registration refund $ 140.00

Ending Balance: $5111.80

2. It was noted that there were some PayPal payments totaling $454.37 that had not yet posted to our account at the time of the meeting, so those, along with any others will be reported at the next meeting Sallie Browning moved that the treasurer’s report be approved, Scotty Lee Shuffield seconded. Treasurer’s report accepted.

PRESIDENT'S REPORT (Discussion of Plans):

1. We as a club need to get pumped up and focus on our professionalism as we prepare for Sharkstock. We have a lot of people coming from various clubs as well as those who are familiar with Parrothead Clubs, and we need to make sure that all areas of service to our guests are beyond spectacular.

2. Public Relations issues include coverage by Texas Music Monthly Magazine, radio coverage via Public Service Announcement (created by Barb Adams) on KNCB radio. Earl Sanders and Scotty Lee Shuffield have requested copies of that to distribute to numerous Internet Radio sites. Also Music City Texas Theater and MyTexasMusic.com are providing as much promotion as they can manage, to help assist our event.

3. Vice President Earl Sanders reported that our Caribbean Catamaran Cruise Raffle is moving slowly - we have currently sold only 74 of our 500 tickets. We need to get hot and sell, sell, sell. Even if you have no desire to purchase a ticket for yourself, we need to be contacting Earl and getting tickets to sell before Sharkstock. Ticket sales finalize 15 minutes before the drawing which will be held on Saturday, August 11, during the final hours of the event.

4. Chili Appreciation Society International (CASI) Chili Cookoff: Kelly and Anita Brown are working this portion of the Sharkstock and it is uncertain at this time exactly how many competitors will be in attendance. It seems that Chili Cooks and Parrotheads have a common bond - procrastination towards commitment until the last minute. There should be plenty in attendance however and there will also be a special Parrothead Division, which will be exempt from standard CASI Rules. There are already rumors of Pink, Green and Veggie versions of our parrothead's favorite recipes competing. Should be interesting… Parrotheads can register on site as they arrive at the event.

5. Facilities were discussed with a detailed overview and discussion of Jackie Bryant's Facility Map. Port-A-Potties are still not settled - as mentioned at previous meeting, the air-conditioned toilet will not be available this year but negotiations are underway for another provider. Current bids are running between $900 and $1150 for the weekend. El Monte RV in Dallas, who is also offering reduced "parrothead rates" on RV Rentals, may also be able to give us a good price Jon Burns will be providing 2 swimming pools that will be strategically positioned to allow cooling down while enjoying the show, somewhere in the areas adjacent to the sandy Sharkstock Beach.

6. Insurance is required by more than one of the entertainers performing and is needed to ensure that club officers are not held liable in the event of any injury. We are still working in that direction and trying to decide which coverage is more in line with our needs. Lowest quote is $900.00 and highest is $1600. It was reported that the provider (Frank Lanier) of the Texas Music Awards and T-Bone Walker Music Festival, both conducted at Music City Texas Theater can provide needed coverage at a lower price than these.

7. The Bryant's house will be off limits to all personnel, as it will be utilized as the "Green Room" for entertainers. The Green Room is a requirement of some of the entertainer's contracts and breech of this requirement can lead to litigation. The only exception to this, will be the Food Crew will have access through a rear door to the kitchen area. Sallie Browning will be the Green Room Manager and will ensure that unauthorized personnel are kept out.

8. WE NEED WORKERS TO STEP UP AND COMMIT TO SERVE IN ONE OR MORE AREAS OF THE EVENT! We will need numerous members to assist in monitoring and serving our guests. Some areas of concern include:

Main Gate - contact Marcia Robinson who is chairing this portion of the event.

Medical Ops Tent - contact Paul Tull who is chairing this portion of the event.

Various Pavilion Tents - see Jackie Bryant or Bob Moyer who will be working as Jackie's "Ramrod" on the set up and tear down of this tents.

9. T-shirts for the event have not yet been ordered but this task is being assumed by Jon Burns, and orders will be placed by July 13th. It is my understanding that Earl Sanders may be assisting him.

10. Sponsorship deadline for inclusion on the Event T-shirts is July 13th; and for inclusion on the Event Program will be August 1st. All sponsors will be announced at various times during the event, based on degree of sponsorship. The more a sponsor contributes, the more exposure they will have.

NOTE - WE STILL NEED SPONSORS - ALL WE CAN GET!

11. There will also be off-duty Linden Police on the premises to assist with our Security Team, which is headed up by Earl Sanders; and there will also be Linden EMT/Ambulance coverage on-site during the event.

NEXT MEETING: The scheduled next meeting (Regular Meeting) will be conducted at some point during the Sharkstock event - mostly likely on Sunday, August 11th, at the conclusion of the event

ADJOURNMENT: Vice President Earl Sanders adjourned the meeting when John Reno and the Half-Fast Creeker Band (performing at Music City Texas Theater's Parrothead Night Concert and President Jackie Bryant was needed to assist the band. Meeting adjourned approximately 4:20 p.m.

Respectfully submitted,

Scotty Lee Shuffield

Secretary

North East Texas Parrothead Club

PHINS UP!