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MINUTES OF MEETING: January 19, 2013

OHS Class of ’63 Planning Committee

MINUTES OF MEETING

January 19, 2013

10:00 AM

at

The Residence Inn by Marriott

River Ridge Golf Course

Oxnard, CA

PRESENT:

Fred Clay

Phil Corpus

Tommie Borroel

ABSENT:

Rita Hernandez

Sharon Dawson

The primary purpose of this meeting was to review the Reunion committee’s contract with The Residence Inn, and to sign and submit it if the contract terms were agreeable.

After agreeing on which contract terms needed to be addressed with The Residence Inn, the committee met with Elaine Nieves, Manager of Catering Services, to review the terms of the contract.

Ms. Nieves explained the following terms contained in the contract, and how would they apply to our event:

1. Because alcohol will be served at the Reunion, Oxnard city ordnances require a security guard be present. The Residence Inn can arrange for the security guard for a fee of $150.00. The committee believes it’s very unlikely it can contract for its own security guard for a lesser cost, and agreed to let The Residence Inn provide the required security.

2. Due to the nature of our event, Ms. Nieves advised the committee it does not have to provide liability insurance.

3. The contract requires certain deadline dates the committee must meet to advise the number of meals, and final head count.

4. Contract terms regarding stick-on name tags, hanging of banners and/or signs were discussed. If any signs or banners need to be hung or attached to the walls, only adhesive tape provided by The Residence Inn can be used to do so.

5. The committee decided pin-on name tags will be used to identify Reunion attendees.

SIGNING OF CONTRACT AND PAYMENT OF DEPOSIT:

After all the questions were answered regarding the contract terms, Fred signed the contract, and paid the reservation deposit, officially reserving September 21, 2013 as the date of our 50thReunion.

LOAN FROM FRED CLAY FOR RESERVATION DEPOSIT:

Fred loaned the Reunion committee $1000.00 to pay the reservation deposit.

The deposit amount applies towards the minimum Food and Beverage charge, which itself is paid by attendee Reunion registration fees. Along with the minimum Food and Beverage charge, Fred’s loan will be repaid from the collected registration fees.

NEW BUSINESS: No new business was discussed.

NEXT MEETING: The committee’s next meeting will be scheduled within the next three to four weeks.

MEETING ADJOURNED

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