Newsletter for alumni of The
Abbey School, Mt. St. Benedict, Trinidad and Tobago, W.I.
Caracas, 28 of July 2014 No. 664 extra
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Dear Friends,
Here is the preliminary
worksheet of the Minutes of the “Future of the Reunion”.
It is sad that the opportunity
was lost in 2014, but the Circular has put trust on ASAA and collaborators.
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MINUTES OF A MEETING OF THE
ABBEY SCHOOL ALUMNI ASSOCIATION
AND INTERESTED PARTIES FOR THE
2014 REUNION
HELD ON THE 19TH JUNE
2014
AT THE OFFICES OF J.D. SELLIER +
CO
129/131 ABERCROMBY STREET, PORT
OF SPAIN
Meeting started at 13:15
Present: Joseph
Berment-McDowald (President)
Peter Sammy (Treasurer)
Gary Matthews (Secretary)
Dennis Gurley
Tony Vieira
Winston Ramsahai
Michael D’Ornellas
Ron Hadeed
Chris Knowles
Fr. Harold Emamshah
Regrets Ladislao
Kertesz
Jimmy Samaroo
Don Mitchell
2014/1
Management/Ownership
a.
Joe formulated the structure of the meeting where firstly Tony Vieira will be
given an opportunity to present a synopsis of his finding on the possible
arrangements for the reunion and what he perceives es as the Association’s
role in the event. Secondly that members present will follow the circulated
Agenda.
b.
Joe began by saying that this reunion was not originally planned as an
association event. Given what had passed so far, if the event is to he held it
would be best that the Association has a say in its planning and execution. He
stated that the impressions he received from the e-mail correspondence raised
concerns about the readiness and the depth of planning, creating the need for
today’s meeting, especially assume alumni are of the belief that the
arrangements have not addressed the needs and circumstances of all the
generations.
c.
Tony explained that some of the old boys asked him to select an appropriate
venue for [insert: them to stay when they visited
Trinidad to attend] the event and that he should
also work with the Association on planning the event if asked to. Joe explained
that it had become obvious that the Association has to be involved if the
Association’s name is being used for the event and he felt that we were not
sufficiently involved in the arrangements and that we would become responsible
by implication if these arrangements are not sufficiently finessed and go
ahead as planned. He reminded that the Association had not before this
juncture anticipated having to be intimately involved in the planning and
execution. Tony had seen two venues before the commencement of the meeting and
he is leaning favourably towards recommending the [Insert:Regency Star hotel] [delete:Renaissance Hotel] near the airport as the venue for the overseas old boys to stay,
since it was offering a better deal than the Hiloday Inn. He also intimated
that they were offering their 250 person dining room, but the price was high
TT$25,000 for the room and TT$180 per plate for the food and do not allow
outside caterers, whilst Boomarang was offering a TT$80 per plate buffet and
the COE was only charging TT$19,600 for a hall which can hold 300 or 400 people
at the same price so the choice was clear.[Delete;.]The Holiday Inn Express he
felt was not offering an attractive group rate [delete:] and did not have
adequate amenities [Insert:such as dining room and breakfast area.]
2014/2
Business Plan / Event Planner
a.
Tony suggested that someone be appointed to oversee the planning of the event
and that he would like to present a well developed terms of
reference for the event before he leaves Trinidad.
b.
Peter agreed that engaging the services of a planner in this situation would
probably be be stand that the individual will be the responsible for planning
and execution.
c.
Joe indicated that there is a need to support Don's and Tony's initiative and
would like to know who around the table would volunteer to take an active
role in planning, organizing and running the event. Tony indicated that hiring
an event planner was the most practical course of action. Joe again raised his
concerns over the ownership and management of the reunion and suggested that
those in the lead should actively recruit others to become involved in the
planning and management. For example, who amongst the alumni will be involved
in liaising with the event planner and giving daily direction and guidance? How
will the planner be paid?
d.
Tony reiterated that a new event planner needed to be engaged although he felt
that Ms. Shira Mohammed and Justine Low, who were initially asked to undertake
the task were unable to [nsert: produce, due to the lack of administrative
focus and direction from the persons who were guiding []them to insert:
organize [delete:] the said task.
e.
Joe suggested that should the event produce surplus funds, that Ms. Mohammed
and Ms. Low be given some compensation for their services.
f.
Michael suggested that the group gathered find an OldBoy to be given the
responsibility of planning the event. He suggested Fr. Harold.
g.
Fr. Harold indicated that if he were to a accept the job he would give whatever
compensation he receives for his efforts to a charitable cause, but that
he would not accept the responsibility however because he is not a past
student and because of this, on principle, he is unable to accept the offer.
h.
Michael stated that he has little time to devote to organizing the event mainly
due to his business commitments.
i.
Tony expressed his doubts about Don’s ability to supervise an event planner
from where he currently resides. One needs to be in close proximity or within
easy reach of those organizing the event. Tony wanted clarification as to
whether the ASAA was prepared to accept responsibility for the organization and
management of the reunion.
j.
Joe envisages that if the event were to be held as planned it would probably
produce a deficit given the current level of preparedness. However, before
deciding omits involvement the association needs to be satisfied with the
organization and efforts around organizing and that there are a
sufficient number of committed individuals involved in the planning and execution
and a realistic estimate of the financial outcomes as indicated by
the number of individuals who register in advance. Additionally, he asked
whether it would be better to postpone the reunion to the following year, but
before that can be decided upon Chris suggested the committee needs to be
ascertain the impact this may have on perspective attendees. Thus Don will be
asked to find out if there are any persons who have already paid for their
travels and registration for the reunion.
2014/2
Business Plan / Event Planner (Cont…)
k.
Joe asked Gary to ask Don to circulate a request for information to persons on
his mailing list asking them as to what commitments they have made for the
reunion.
l.
Michael commented that people may have to be compensated if they have already
paid to travel to the reunion. He stated that this can only be done if the
money has been paid.
m. Joe needed
to have a feasibility study for the time to hold the event and the prices of
the tickets.
n.
Peter believes that there is sufficient time left to plan, organize and execute
and was concerned about the effect that cancellation of the event
could have on perspective attendees.
o.
Fr. Harold indicated that he will consult with Brian Pantin, and event planner,
and report to the executive committee the results of his meeting with Brian
Pantin. Tony arranged to meet with Brian Pantin and Fr. Harold tomorrow Friday
20th June.
p.
Fr. Harold recommended Mr. Brian Pantin and after some discussion, it was
agreed that if he was available and we could strike a reasonable bargain that
we would work with him.
q.
Tony responded by saying that he will present a workable plan that will
include the payment for food, payment for the venue, collection of registration
fees, the booking of and payment for reception venue and arrange for the use of
the former college grounds for the picnic, and otherwise detail the collection
and disbursement of funds.
r.
Tony has agreed to prepare and present Terms of Reference to the
proposed planner and to the rest of the committee by tomorrow Friday 20th
June. The Terms of Reference will address issues such as
procedures for collecting cash for the event and establishing roles and
responsibilities for the event planner..
s.
Michael volunteered to approach the Abbot to obtain his permission to use the
Mount's premises (the precincts of St. Bennet's Hall) for the picnic but
will do so only upon confirmation of the event being held and after being
given the exact date .
t.
From these contributions it was agreed that Don Mitchell, Tony Vieira, Winston
Ramsahai, and Fr. Harold Imamshah would organize and manage the reunion
together with the event planner.
2014/3
Event Costing / Funding& Bank Account Resolution
a. Joe emphasized that it was never
intended or agreed that the funds of the association would be expended on this
event. Thus the question as to who will be responsible for the funding of this
event was raised. Tony responded that it was intended to be self-funding with
seed capital and the event planners remuneration being generated from the
registration fees.
b.
Peter explained that the directors had agreed that a bank account with the
Association’s funds be held is in his name and that he has concerns about the
transparency and convenience of any arrangements for the collection and
disbursement of funds. He emphasized that there is a need to have some
structure in the financial aspects of the event. Tony accepted this necessity.
c.
Peter noted that he need to keep his finances separate from that of the
Association, especially given that he is subject to audit, and would also have
to account for transactions in this account. Peter expressed concern about the
comingling of funds from the upcoming reunion and the other ASAA funds
especially with what could potentially be several small deposits (accompanied
by multiple requests for verification) and several requests for disbursement
and consequently a need for a robust transparent procedure for authorizing
payment.[1]
2014/3Event Costing / Funding
& Bank Account Resolution (Cont…)
a.
Ron opined that the Association should have trustees to which it was replied
that this was not the issue but rather that the arrangements to open an
association account previously were too intricate. Dennis in hindsight felt
that it was not necessary to have so many signatories to the account and
instead he is of the view that there need only be three. He suggested that the
Chairman, the Treasurer and the Secretary be signatories with any two of the
three registered signatories be authorized to sign cheques. All present agreed,
whereupon on confirming that there was a quorum to make such a decision a
resolution was passed confirming the nomination of the three persons who are to
be signatories to the account. These persons are Joseph Berment-McDowald (Chairman),
Peter Sammy (Treasurer) and Gary Matthews (Secretary).
2014/4
Promotion and Publicity
a.
Joe mentioned that there are several functions important for a successful
reunion that need attention, especially the marketing and promotion of the
event. Winston produced a copy of a flyer and a detailed itinerary of the
marketing and promotion material used in 2014 St. Benedict College’s, Kansas
alumni reunion. Thereupon Winston was asked if he would undertake the task of
marketing and promoting the reunion.
b.
Joe asked Winston if he will be able to do the advertising and promotion for
the event. Winston accepted the offer and all at the meeting agreed that
Winston be appointed to undertake the task of preparing the marketing and
promotions for the event, and arranging the solicitations for registration. Joe
suggested that the flyer should include payment and registration information,
activities and events information, etc.
c.
As part of the promotion campaign Ron had agreed to provide printed polos for
the attendees. He confirmed his availability and willingness to provide the
service. The polos will need to be pre-ordered (by size and house name) at the
time of registration process. Speaking with Don via Skype, he indicated that
the reasons for having the reunion in October were that it is the end of the
busy summer season where the cost of travel will be considerably cheaper,
children of parents who are Old Boys will be settled in school. This will
afford the parents to be more flexible with their time, a condition that acts
as an incentive for them to come to the reunion. Don is of the view that the
time was sufficient to bring off the event.
014/4
Promotion and Publicity(Cont…)
d.
Don suggested April/May as a possible alternative time period to have the
reunion but it was felt by all present that this time
period coincided with the rainy season and it would not be appropriate.
2014/5
Participation and Registration
a.
Michael raised the issue that there will some amongst a generation of the
alumni who may not come due to recent exchange of e-mails.
b.
Joe suggested that the choice of events and promotional activities should be
deliberate in attempting to attract the participation of and cater to the needs
of the entire alumni community. He suggests that a new energy is needed and
this could be achieved by carefully selecting attractive activities and finding
ways to encourage the widest participation in this publicity and
promotion would be crucial. Thus it is important that, the activities of the
reunion is well nuanced and that the communications convey the correct
messages and have an inviting tone so that many will enroll and the event
will be well patronized.
c.
Winston suggested that one of the Venezuelan Old Boys be included in organizing
aspects of the event as this will encourage the Venezuelans to attend. Joe
indicated that Ladislao will be included all correspondence leading up to the
event and that we will invite him to attend a meeting in person and otherwise
solicit his input.
d.
Tony recommended that the cut off time for registration be in the middle to the
end of August and not at the end of September as Don has suggested. Tony stated
that the end of September is too close to the date of the event and it will not
give the planners sufficient time to cater for the group properly.
The meeting was declared closed
at 14:50.
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Photos:
6003 East St. George Sports Event p.21
13TH1040THEGRP, unknowns with Timothy Healy
14LK0010CACHEW, Delicious fruit
08ND0001NDV, Nicholas de Verteuil
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