[Board-2018] BOD Meeting

[Pat Dowey]

Dear BOD members,

The attached is an information flyer about the Volvo Ocean Race
Presentation on Thursday's agenda.
In my communication with Tucker Thompson, he answered some of the basic
questions I had below in blue.
Please refer to the Club Constitution, Article XIV, Commercial Use of Club,
as related to this proposed event.

1.) PYC Commodore Glenn Michael forwarded your inquiry about this event to
me to clarify the details and determine what might fit into the Club's
current 2018 schedule of events. If a May date is not available, there are
other opportunities later in this season's calendar and even into early
2019.

THAT WOULD BE GREAT. I CAN DO VOLVO PRESENTATIONS THROUGHOUT THE SUMMER AND
ALSO OFFER AMERICA’S CUP PRESENTATIONS (I WAS THE HOST OF THE AC) MORE INFO
ON THAT BELOW.



2.) In order to make sure the event clears the requirements of the Club's
constitution, which prohibits commercial uses and limits corporate
sponsored activities to those run for the benefit of the Club as a whole,
please answer the questions below.  This will also help insure compliance
with the conflict of interest test and the parameters required of a
non-profit to financially support an activity with a commercial enterprise.

I’D DEFER TO YOU AND THE YC ABOUT HOW YOU’D CLASSIFY THIS. VOLVO’S
OBJECTIVE IS TO PROMOTE BOTH THE EVENT AND THEIR CARS. THEY OFFER THIS FOR
FREE (COVERING MY PRESENTATION FEE WHICH IS A $2,500 VALUE TO THE YC) IN
RETURN FOR DISPLAYING VEHICLES ONSITE AND HAVING DEALER REPRESENTATION AT
THE EVENT. PERHAPS A SMALL DONATION TO THE YC’S NON-PROFIT MIGHT ALSO BE
BENEFICIAL?



3.) With that out of the way, do you have specific dates in mind? IDEALLY
FIRST 2 WEEKS OF MAY. IF NOT CAN DO LATER IN SUMMER TOO.

What is the length of the presentation? ONE HOUR TYPICALLY

Wednesday, May 16th, might work as an adjunct to a weekly Club dinner
event.  THAT
WOULD BE EVEN MORE PREFERABLE AS WE COULD ADD VALUE TO YOUR EXISTING EVENT
AND VOLVO WOULD BENEFIT FROM ADDITIONAL PEOPLE ATTENDING. IDEALLY THEY’D
LIKE AT LEAST 100 PEOPLE I ADDTENDANCE.



4.) What type of technology would the Club need to provide for the
multimedia presentation? LARGE SCREEN & PROJECTOR TO SHOW CASE THE VIDEO
FOOTAGE, A GOOD SOUND SYSTEM TO CONNECT TO OUR COMPUTER, AND A MICROPHONE.



5.) What are the basic expenses the Club would need to cover? YES TRAVEL TO
AND FROM NEWPORT AND LODGING.



6.) I understand a Volvo representative would be present. Will this
presentation include a 'sales-pitch' or other commercial promotion other
than the race information?

IT MIGHT INCLUDE A THANK YOU AS THE EVNEING’S SPONSOR DURING WHICH THEY MAY
INVITE MEMBERS TO SEE THEIR VEHICLES. IT IS UNDERSTANDABLY NOT A DIRECT
SALES PITCH BUT MORE AN OPPORTUNITY FOR EXPOSURE AND GOOD WILL. (THAT SAID
THE MORE INTEREST THEY SEEN IN THEIR CARS THE MORE SUCCESSFUL THIS EVENT)

Looking forward to seeing you all on Thursday.

Pat

On Sun, Apr 8, 2018 at 8:19 PM, Glenn Michael <glennwmichael at gmail.com>
wrote:

> Good Evening,
>
> Attached is the agenda for the meeting this Thursday, April 12, at One
> Sky.  Usual start time of 6:30PM.
>
> A lot of items, but they should be fairly quick  (I hope).
>
> If you are not going to be there, please let me know.
>
> Thanks,
>
> Glenn
>
-------------- next part --------------
An HTML attachment was scrubbed...
URL: <http://portsmouthyc.org/pipermail/board_portsmouthyc.org/attachments/20180408/28556d8c/attachment.htm>
-------------- next part --------------
A non-text attachment was scrubbed...
Name: VOR YC TOUR PROMO (1).pdf
Type: application/pdf
Size: 942868 bytes
Desc: not available
URL: <http://portsmouthyc.org/pipermail/board_portsmouthyc.org/attachments/20180408/28556d8c/attachment.pdf>