Location & Event Date
Place: Naka Sports Center – the 3rd floor
Date: December 23rd (Wednesday), 2009
Time: 9:00am to 18:00pm (12:00pm – 15:00pm) Actual Event
Meeting Agenda
Item 1: Review last meeting minutes
Item 2: Introduce any New Members / Sign Up List
Item 3: Review Schedule 12.23.2009 (with schedule / map)
Item 4: Review Main Tanto List UPDATES
Item 5: Review Steps of Orphanage Tantos
Item 6: Review Volunteer List UPDATES
Item 7: Review Budget & Hand out Present / Donation Sheets
Item 8: Discuss all online resources (Tony / Esky / Colin)
Item 9: Discuss After Party on 12.23.2009
Item 10: Break into groups and make action item list if time.
ITEM 2:
Introduce any New Members / Sign Up List
ITEM 3:
Review Schedule 12.23.2009 (with schedule / map)
-read through 23rd schedule and look at map.
-include map and schedule in handout
ITEM 4:
Review Main Tanto List UPDATES
1. Magician (Louis & _________)
2. Story teller (Mark) (Who is the new main tanto?
3. Hockey shoot-out (Mark & Mike)
4. Balloon tying & Still people (Christian Henry & Group)
5. Santa Picture (__________________)Santa is ? CONFIRM
6. Fishing game (_________ *James/Tony)
7. Santa Sack Race / English Game (Suzette)
8. Ginger bread decoration (James Ginger bread will be made by us beforehand)
9. Sound Web (Lunch Time Band & Performance (Kojima / Ted)
10. Finale (Marvin / Naomi)
11. Food (________*Tony / Shizue_)
12. Venue Decoration (Saori)
13. Volunteer Tantos
ITEM 5:
Review Steps of Orphanage Tantos
Discuss the needed steps of the orphanage tantos. IE. Lists, Letters, Thank you cards.
ITEM 6:
Review Volunteer List UPDATES
Place volunteers where we need or figure out which tantos need to fill places.
Go over Volunteer Sheet (English / Japanese)
ITEM 7:
Review Budget & Hand out Present / Donation Sheets
Go over needed funds. Hand out sign up sheet for gift buyers / donations to all.
*James will prepare
ITEM 8:
Discuss all online resources (Tony / Esky / Colin)
Go through Facebook, Online Blog, Email, Calendar, ect.
ITEM 9:
Discuss After Party on 12.23.2009
Talk about the possibility of having a party after the event.
ITEM 10:
Break Into Subgroups
-
* REVIEW below items and let group know when items are completed.
ACTION ITEMS PERSON RESPONSIBLE DEADLINE/COMPLETED
1.All volunteers please check tanto list and confirm
ALL OCT 27.09
2.All volunteers try to get two more people for event
ALL Nov 1.09
3.Direct tantos for each orphanage need to be decided
Ikuyo / James Done
4.Decide on Budget. Meeting 10.8.2009 7pm Shooters
All welcome Done
5.Bentos for food. Talk to Chris Z (will need 300+
Tony Done
6.Pamphlet (Japanese & English about event and asking for volunteers / gift buyers.
James / Ikuyo Nov 1.09
7.Set meetings with orphanage contacts and tantos. Set in Naka ku and go over event.
James / Ikuyo Done
8.Completed action lists from each tanto
(actions don’t need to be completed but list needs to be done)
All 10.27.09
9.Decorations, Equipment & Supply list (budget mtg.)
? Done
10. Tanto updates. Please check the attached tanto chart and prepare action list and update of action list for next meeting.
All 10.27.09
11.Get all volunteers on Facebook
Colin / James 10.27.09
12. Online filing / Calendar
Colin / Esky 10.27.09
13.Logistics Plan of Event
Colin / Mark 10.27.09
14.Funding approved.Tanto needed Following the budget meeting an email will be sent out requesting a volunteer or volunteers.
??? 10.27.2009
15.Music Tanto needed to run the event audio
Marvin / Naomi 10.27.09
16.Blog for NOGG
Tony Done
17.Email set up nagoyaorphans@gmail.com
Tony Done
18.Bank account set up
Ikuyo 10.27.09
19.Children food allergies will be updated
directors Nov 01.09
20.Flu scenario. All locations will contact if cancel
directors Dec. 10.09
21.Childrens name list *sent to Ikuyo
Orphanages Nov 1.09
22.Santa letters (we must ask orphanages to prepare)
Ikuyo / James Nov. 15.09
23.Logistics and Bus Parking (ask Kancho)
James Oct 27.09
24.
25.
26.
27.
28.
29.
30.
31.
32.
Next Meeting
Place: Naka Sport Center (Fushimi, Nagoya)
Date: Tuesday November 10th 2009 (yet to be confirmed)
Time: 19:00 – 20:30
Chair: ?
Agenda: TBA
