[SBU Board] Proposed Resolution of Session Times & Contract for Kent Commons, Sept 16-18, 2016

[Patti McCallum]

It is a tough call.  Everyone sure like the earlier start times.

On Thu, Jul 30, 2015 at 6:45 PM, Ann Romeo <annromeo at gmail.com> wrote:

> or a 199er first session?
>
> On Thu, Jul 30, 2015 at 9:45 PM, Ann Romeo <annromeo at gmail.com> wrote:
>
>> Then let's rent the Green Room and fill it to the rafters!  Might be the
>> space for a 750 pairs game?
>>
>> On Thu, Jul 30, 2015 at 9:33 PM, Tim White <trkwhite at gmail.com> wrote:
>>
>>> Good points.  Over the past four years, the first session on Saturday
>>> during fall sectional has seen table counts of 76.5, 71.0 and 69.5 tables
>>> (2014 was down across the board).  These totals push/exceed the capacity of
>>> the West Gym.
>>>
>>>
>>> On Jul 30, 2015, at 6:08 PM, Ann Romeo <annromeo at gmail.com> wrote:
>>>
>>> I thought the venue worked well, the staff was easy to work with, and
>>> most of those who actually made it to the game seemed to enjoy themselves.
>>> With regard to renting the green room, my only thought is that the May KO
>>> tournament is always our biggest, and we are not having KOs on Sat in the
>>> Fall.  we may not need the green room (is my thinking).....  but better
>>> safe than sorry I suppose.  Start times should work--traffic will be
>>> heavier in the fall than over Memorial Day weekend.  Personally, I'm happy
>>> we're going back there.
>>> romeo
>>>
>>> On Thu, Jul 30, 2015 at 5:15 PM, Tim White <trkwhite at gmail.com> wrote:
>>>
>>>> Folks,
>>>>
>>>> We have a lot to cover during Monday's board meeting, so I'd like to
>>>> propose (here) offline resolution of subject item so it need not be on the
>>>> agenda.
>>>>
>>>> As outlined in a previous email, rental paperwork and damage deposit
>>>> must be submitted to Kent Commons NLT Aug 24, 2015 in order to secure the
>>>> facility for our sectional Sept 16-18, 2016.  The rental paperwork
>>>> (contract) includes our occupancy times each day.  Of course, session start
>>>> times drive occupancy times.  We could probably request and be given
>>>> flexibility on a future cut-off date by which time we would update and/or
>>>> lock in occupancy (session start) times, thus gaining time to consider
>>>> alternative session times.  However, circumstances with the facility as
>>>> described below appear to make this impractical.
>>>>
>>>> From experience we know the first session on Saturday is normally the
>>>> most heavily attended session of our sectionals.  At Kent this past May, we
>>>> scrambled during the start of the Saturday 1pm session to set up enough
>>>> tables to accommodate the number of entries sold.  We had barely enough
>>>> room in the West Gym to squeeze in the tables, and the last minute scramble
>>>> delayed the session start and caused the directors to re-work event
>>>> sections.  Our lessons learned from May led us to plan on renting overflow
>>>> space for (only) the first session on Saturday for a future sectional at
>>>> Kent.
>>>>
>>>> I went over this and explored options with Doug Siegert, Kent Commons
>>>> Manager.  The best and most affordable option is to rent the nearby Green
>>>> Room, which is across the hall from where the entry sales and partnership
>>>> desk were located in May.  The Green Room will give us space to set up a
>>>> section of tables for overflow as needed.  However, on Saturday Sept 17,
>>>> 2016, the Green Room is not available until 11:30am.  Taking occupancy at
>>>> 11:30 will allow us time to set up tables there in support of a 1pm
>>>> session.   But since the Green Room is not available prior to 11:30, from a
>>>> practical standpoint we can't consider an early first session start time
>>>> (e.g. 10:30) on Saturday.  This would lead us to the same Fri-Sat-Sun
>>>> session start times as we had in May.
>>>>
>>>> Rental of the West Gym Fri-Sat-Sun for the same occupancy durations as
>>>> in May will be $760 + $730 + $745 = $2,235.  Rental of the Green Room for
>>>> Saturday's first session for 5 hours is $200.  There is a $1 technology
>>>> fee.  So our contract will include a facility rental price of  $2,436.
>>>> Janitorial service is paid separately, though reflected in the contract, at
>>>> a price of $125 for the 3 days.  There is a fully refundable $500 damage
>>>> depost.
>>>>
>>>> I propose that, without objection, John W and I be authorized to
>>>> coordinate and execute the facility contract and payments as outlined above.
>>>>
>>>> Thanks,
>>>> Tim
>>>>
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>>>
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>>
>
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-- 
*Patti McCallum*
*To have a full deck later in life - **Play Bridge*




*ACBL accredited teacherStar teacher award Certified directorHome
206-789-4742Cell 206-910-7075*
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