Meeting summary
Members in Attendance Josh B, Bob B, Harold B, Laura C, Cindy D, John D, don J, Kathy J, Peter M, Beckie P, Beverly S
Quick recap
The meeting focused on planning and coordinating the upcoming Tour de Cookie event, including logistics for rider packet pickup, setup, and volunteer assignments. Laura provided updates on permits, insurance, and route details, while Gregg confirmed the availability of signage and materials. Volunteers were assigned to various shifts on Friday and Saturday, with specific roles for packet pickup, booth support, and route monitoring. The group discussed the need for additional permits from Pima County and agreed to follow up on this issue. Gregg confirmed that t-shirts, bags, and other supplies would be ready for distribution by Friday morning. The team also addressed the need for a club banner at the event and agreed to bring one if weather conditions permit.
Next steps
- Laura: Contact Pima County to resolve the permit issue and determine if additional permits/insurance are required for the Tour de Cookie event.
- Laura: Check Google Drive for past Pima County permits and coordinate with John Dooling if indemnification/insurance is needed.
- Laura: Send the one-page ride details handout (Word document) to Gregg for printing, including sponsor logos.
- Greggy: Print 500 copies of the ride details handout for rider packet pickup.
- Gregg: Deliver t-shirts, bags, and supplies to the concession stand at 9am Friday for rider packet setup.
- Josh: Coordinate with Michael from Continental Little League and Laura regarding access to the concession stand on Friday and Saturday, including lockup and opening.
- Cindy: Organize and communicate the volunteer schedule/shifts for Friday rider packet pickup (10:30-5:30) and Saturday setup (6:45am).
- Becky: Check in with each cookie stop on Saturday to ensure they are set up by 8am and coordinate volunteer support at Sportsman's Warehouse and Lloyd Construction cookie stops.
- Laura: Send the PDF with cookie stop locations to all volunteers.
- Bring club banner and all signage to the event site for setup.
- Ensure cookies are delivered and distributed as planned (378 cookies in two bins, one at the concession and one at Sportsman's Warehouse).
- All volunteers: Report for assigned shifts on Friday and Saturday as coordinated.
- Laura: Send $500 to Clymer Legal for sponsorship if not already done.
- Cindy: Show Alita Weiner (AG) where to set up and when to arrive (7:00am Saturday).
- Coordinate with Josh and Michael regarding concession stand access and key logistics for Friday close and Saturday open.
- Print and bring the insert/map/information handout for rider packets.
- Bring Rotary pop-up and ensure it is available for Saturday use if needed.
Summary
Happy Bucks:
- Bob – New medication raised his energy levels and eased his ailments – good living through drugs!
- Don – Happy about the UA men’s basketball game since they clinched the conference title at home on senior night
- Kathy – cheered the Wildcats from the comfort of home
- Mike – out of town visitors have been fun to be around
- Josh – Zella testing (English proficiency for ESL kiddos) finishes this week
- John – enjoyed watching grandkids dance to Wii Dance
- Harold – please with the Tour de Cookie success so far ($29, 647)
- Bev – Husband Joe volunteered to ride Friday to put up the signs for Tour de Cookie directions
- Gregg – enjoyed a three day weekend in Pinetop
- Beckie – happy to be able to attend our meeting in person (we were thrilled to see her!)
- Laura – happy to see how the club has pulled together to make Tour de Cookie so successful; she also has a visiting bobcat momma hanging in her tree
- Cindy – thanked Harold for his reliability and the trust we have in him as our treasurer
Club Updates and Financial Success
The meeting covered updates on upcoming events and club activities. The Arizona Traveling Museum will be at Discover Marana on Wednesday and Thursday, with specific times for setup and public viewing. A human trafficking seminar was announced for April 13th at Saddlebrook Ranch from 11am to 2pm, featuring speakers including an assistant attorney general and Marana police detectives. The club reported strong financial performance, having raised $29,647, which exceeds last year's total of $25,000.
Event Permit and Logistics Update
Laura provided an update on the event planning, confirming they received a permit from Marana Parks and Rec and thanked John for handling the insurance issue. She outlined logistics for Friday's concession stand setup and Saturday's ride day activities at Ramada No. 5, including t-shirt and supplies distribution. A new challenge emerged when Pima County requested an additional permit, which Laura plans to investigate further, potentially with John's assistance if additional insurance requirements are needed.
Event Logistics and Volunteer Coordination
The team coordinated logistics for an upcoming event, discussing setup times and volunteer assignments. They agreed to load materials on Friday night and set up by 6:45 AM Saturday morning at the Ramada location. Laura will meet with Mike from Continental Little League at 9 AM Friday to access the concession area, with Josh offering to help coordinate key access. The team confirmed they have 378 cookies ready and discussed distributing rider packets from 10:30 AM to 5:30 PM on Friday, with 500 copies of an informational insert to be printed. Multiple volunteers were assigned to various shifts throughout Friday and Saturday, including Peter, Don, Becky, and others who will help with setup, monitoring cookie booths, and managing the concession area.