This listing is a more detailed view of the information contained in the Reunion Committee Guideline and is a suggested approach for use to plan, organize, implement, communicate, and manage the many tasks the committee members will be working on. Use of this task listing approach is not a requirement. It has proved useful for two reunions, but it is an optional approach.
This document generally incorporates the schedule requirements established by the Mag 7 and a logical sequence of tasks to be completed for the reunion. The dates suggested assume the reunion will be conducted during September but can be altered to accommodate another date.
In addition a suggested Business Plan has been developed following the same premises outlined above. Keep in mind that nothing is cast in concrete. Deviations from this schedule can always be negotiated with the Mag 7.
The generic dates included in the task analysis and business plan are:
The Reunion proposal.
Submission deadline for the Mag 7 - June of current year
Approval of site selection and proposal - September of current year
Business plan submissions
Initial announcement of reunion - September of current year
Note - Some shipmates that are still working will couple our reunion with their employers vacation plan. This often requires notification during January of the following year so a September announcement is desirable.
Mailing of registrations - May of the reunion year
Registration deadline - July of the reunion year
Reunion - September of the reunion year.
The Tasks have been divided into generally related major tasks and task sequences. This listing also assumes the general schedule outlined in the Reunion Guidelines developed by the Mag 7 during 2002 is being followed. The related tasks are as follows:
The task listing normally assumes the normal timing of submitting a proposal and gaining approval of the reunion during the current year and then working on the reunion for the remainder of the current year and through the first three quarters of the following year.
The 2003 Reunion started late and does NOT follow normal timing sequences.
A - Start Up Tasks(2 tasks)
In order to gain an understanding of the full scope of the project, the working relationship between the involved people, and the communications required the following two tasks should be completed prior to submitting a proposal.
A1 Review the By Laws
Responsible - All members of the Reunion Committee
Target Dates - ASAP
Status - Complete
A2 Review the Reunion Committee Guideline
Responsible - All members of the Reunion Committee
Target Dates - ASAP
Status - Complete
B - The Reunion Proposal(4 tasks)
Note - The By Laws document contains the instructions and criteria for the Reunion Proposal.
B1 Task - Complete the documentation of the reunion proposal.
Responsible - Will Howes
Target Dates - ASAP
Status - Complete
B2 Task - Email the Proposal to Mag 7 cruise representative for review and acceptance.
Responsible - Will Howes
Target Dates - ASAP
Status - Complete
B3 Task - Acknowledge receipt of Mag 7 acceptance memo.
Note - Acceptance of the Proposal is not approval of the Reunion. These are two separate functions of the Mag 7.
Responsible - Will Howes
Target Dates - ASAP
Status - Complete
B4 Task - Acknowledge receipt of the Mag 7 approval memo.
Note - This is the official start signal for all committee members to start work on tasks.
Responsible - Committee
Target Dates - ASAP
Status - Work Started - Complete
C Reunion Preparation Tasks
C1 Complete first draft of Task Listing
Responsible - Ed Lange
Target date -February
Status - Complete
C2 Task - Obtain commitments from shipmates to complete tasks.
Responsible - Ed Lange
Target Dates - As Required
Status - On Schedule
C3 Task - Update task listing with names and dates
Responsible - Ed Lange
Target date - As Required
Status - On Schedule
C4 Task - Generate First draft of the Business Plan
Responsible -Ed Lange
Target date - February
Status - Complete
D - Hotel Planning Tasks(8 tasks)
Note - The primary objectives of a reunion is to meet with shipmates, honor our departed shipmates and conduct the business of the ships company. In order to accomplish these objectives a hotel with the proper facilities is required. The Mag 7 has agreed to advance the money required for deposits related to a ballroom with a dance floor, sound system, microphone, meal availability, a business meeting room, a band or DJ, and mailing costs. The first tasks are therefore related to finding the appropriate hotel.
D1 Task - Locate and select a hotel
Responsible - Will Howes
Target Dates - ASAP
Status - Complete
D2 Task - Determine room costs, Reduced rate for 75 people? Obtain banquet room and business meeting room deposit requirements as well as dance floor, sound system, microphone costs.
Responsible - Will Howes
Target Dates - ASAP
Status - Complete
D3 Task - Estimate as closely as possible the deposit requirements for hotel, band, mailing costs
Responsible - Will Howes
Target Dates - ASAP
Status - On ScheduleBand cost still in process
D4 Task - Request loan from Mag 7 using itemized list above.
Responsible - John McClanahan
Target Dates - March
Status - Not Started
D5 Task - Establish Reunion Checking account
Responsible - John McClanahan
Target Dates - February
Status Not Started
D6 Task - Establish reunion accounting system. Examples from the first two reunions are contained in our connections web site
Responsible - John McClanahan
Target date - February
Status - Not Started
D7 Task - Complete contract with selected hotel.
Responsible - Will Howes
Target date - February
Status - Complete
D8 Task - Mail Banquet room and Meeting room deposit to Hotel
Responsible - Will Howes
Target date - February
Status - CompleteNo Deposits required
E - Banquet arrangements(11 Tasks)
E1 Obtain commitment for Banquet Master of Ceremonies
Responsible -
Target Date -
Status - Not started
E2 Develop the Banquet Agenda
Responsible -
Target Date -
Status - Not started
E3 Task - Obtain Commitments for Invocation and Memorial Service
Responsible - Don Booth
Target Date - February
Status - Complete
E4 Task - Obtain Commitment for Captain Comments -
Responsible -
Target Dates -
Status - Not started
E5 Task - Obtain commitment for Guest speaker
Responsible - Mick Riedemann
Target Date - March
Status -
In Process and on schedule. Mick is contacting Capt. Ingalls to see if he will agree to be out guest speaker.
E6 Task - Obtain Commitments for reunion photographers
Responsible - Don Booth
Target Date - February
Status - Complete Don and Wanda Booth volunteered to be the reunion photographers. There will probably also be shipmate photos that will be shared.
E7 Task - Locate and select a band or DJ
Responsible - Will Howes
Target date - March
Status - In Process. Don Haggett, Best Western Sales Mgr. is getting back to me on Mon 2/24 with name of DJ or keyboard. Also Barry is looking into the band that plays at Brunswick NAS. Barry will also check out leads from hotel. He will find out deposit requirements,etc.
E8 Task - Obtain deposit requirements for Band
Responsible - Will Howes
Target date - March
Status - In Process
E9 Complete Contract with the band.
Responsible - Will Howes
Target date - March
Status - In Process
E10 Task - Define Dinner Selections and price. A beef, chicken, and fish selection is ideal
Responsible - Will Howes
Target Date - February
Status - Complete
E11 Task - Submit headcounts for meal selections to hotel as per the hotel instructions for lead time.
Responsible - Joe Jarreau
Target Date - July
Status - In process and on Schedule
F - Business meeting Arrangements(4 Tasks)
F1 Task - Obtain commitment from Mag 7 to conduct the following Business Meeting reports.
F2 Task - Obtain commitment for Business Meeting Master of Ceremonies
Responsible - Jack Neuzil
Target Date - July
Status - Complete
F3 Task - Obtain commitment for a Color Guard for posting of colors
Responsible - Will Howes
Target Date - July
Status - Color guard: I or Barry can check with Naval Reserves or VFW or others.
F4 Task - Lead the Pledge of Allegiance
Responsible - ?
Target Date - July
Status - Not started
G - Optional Activities Tasks(3 tasks)
All optional activities are pay as you go activities and must be prepaid as part of the reunion registration process. None of the ships company loan is to be used for optional activities.
The idea is to make sure we receive enough money from the registrations to repay the ships company loan and to pay for all services related to the banquet and business meeting that have been contracted for.
If registration moneys exceed the break even point that money can be used to purchase gifts or to make a donation.
G1 Task - Select potential optional activities for Friday and or Saturday
Responsible - Will Howes
Target Date - February
Status - CompleteLobster Feast and Maritime Museum Tour selected.
G2 Task - Determine arrangements such as cost, headcount lead time, & deposit requirement lead time for Friday and/or Saturday optional tour.
Responsible - Will Howes
Target Date - March
Status - In Process and on schedule. Museum & Lobesterbake & Hotel; Just need head count for attendees What type of meals for Hotel & Lobsterbake Will
G3 Task - Arrange bus transportation for optional activities
Responsible - Will Howes
Target date - July
Status - In Process and on schedule. Also for your info, I have another quote coming in for busses. Quite a bit lower than original quote. This will include to and from Bath,and to and from pier for lobsterbake. Will
H - Reunion Announcement(5 Tasks)
Note - Attendees of the previous reunion have been notified of the next reunion if the normal schedule has been followed. If the normal schedule has not been followed or shipmates that have not attended the previous reunion our shipmates that have Email addresses can quickly and easily be notified. All others should be notified by snail mail. This suggests there will be two mailings. The announcement mailing and the registration mailing.
H1 Task - Final Update of Email and snail mail Address Lists
Responsible - Bill Haack
Target Date - February
Status - Complete
H2 Task - Print mailing labels.
Responsible - Bill Haack
Target Date - February
Status - Complete
H3 Task - Email and Snail Mail announcement letter.
Responsible - Bill Haack
Target Date - February
Status - Complete 3/1/03
H4 Task - Publish reunion announcement in various military publications.
Responsible - Marv Aho and Mick Riedemann?
Target Date - March
Status - Task assignments not acknowledged as yet and not started
H5 Task - Place reunion announcement on our web site
Responsible - Ed Lange
Target Date - February
Status - Complete
I - Reunion Registration Tasks(9 Tasks)
I1 Task - Develop Reunion registration form that includes:
Names of attendees, registration fee, meal selections, optional activities and their costs, hotel name and location, hotel cost, phone number to make reservations and anything else that is desired.
Responsible - Mick Riedemann
Target Date - February
Status - Complete
I2 Task - Develop Information Sheet
Responsible - Mick Riedemann?
Target Date - February
Status - Complete
I3 Task - Develop the reunion program.
Responsible - ?
Target Date - April
Status - Seems to be a misunderstanding that is getting resolved by Mick Riedemann?
I4 Task - Update Registration Fee as required.
Responsible - Mick Riedemann
Target Date - February
Status - Complete
I5 Task - Update Registration Application as required
Responsible - Mick Riedemann
Target Date - February
Status - Complete
I6 Task - Update Reunion Program as required.
Responsible - ?
Target Date - April
Status - See I3 above
I7 Task - Update Address Lists as required.
Responsible - Bill Haack
Target Date - February
Status - Complete
I8 Task - Print mailing labels.
Responsible - Bill Haack
Target Date - February
Status - Complete
I9 Task - Mail registration forms and reunion information letter
Responsible - Bill Haack
Target Date - February
Status - Complete
J - Additional Reunion Preparation Tasks(7 Tasks)
J1 Task - Update Web Site as required
Responsible - Ed
Target Date - As required
Status - On Schedule
J2 Task - Design and print Name Tags.
Responsible - ?
Target Date - ?
Status - ?
J3 Task - Program printing
Responsible -
Target Date -
Status -
J4 Task - Update Information letter as required.
Responsible -
Target Date -
Status -
J5 Task - Identify welcome package gifts, cost, and ordering.procedures.
Responsible - Mick Riedemann
Target date - June
Status - In process and on schedule
J6 Task - Process applications
Responsible - Joe Jarreau
Target Date - July 15 dead line date
Status - In process and on schedule
J7 Task - Determine if money is available for welcome package gifts
Responsible - Mick Riedemann
Target date - July
Status - In Process
J8 Task - Order gifts if decided upon
Responsible - Mick Riedemann
Target date - July
Status - Not Started
K - Welcome Package(4 Tasks)
K1 Task - Insure info from hotel and chamber of commerce is available on time for welcome package assembly.
Responsible - Will Howes
Target Date - August
Status - Not started
K2 Task - Gift available for distribution in or with Welcome Package
Responsible - Mick Riedemann
Target Date - August
Status - Not Started
K3 Task - Insure all Welcome Package contents will be delivered to the hotel in time for assembling the welcome package.
Responsible - ?
Target Date - August
Status - Not Started
K4 Task - Obtain volunteers to Assemble Welcome Package at reunion location on Wednesday
Responsible - Ed Lange
Target Date - April
Status - In Process. 1 volunteer obtained to date.
L - Conducting the reunion(2 Task)
L1 Task Obtain volunteers to register attendees and distribute Welcome Packages on Thursday.
Responsible - Ed Lange
Target Date - August
Status - In process an on schedule. Don and Wanda Booth, Ed Lange have volunteered. Need more volunteers
L2 Task - Master of Ceremonies to Conduct Banquet
Responsible - ?
Target Date - September
Status - In Process
M - Closing out the Reunion(5 Tasks)
M1 Task - Pay all reunion location bills.
Responsible - John McClanahan
Target Date - September
Status - Not started
M2 Task - Deposit additional funds collected at reunion from raffle 50/50 drawing or other fund raising activities into reunion checking account.
Responsible - John McClanahan
Target Date - September
Status - Not started
M3 Task - Repay loan from ships company.
Responsible - John McClanahan
Target date - September
Status - Not started
M4 Task - Make donation to to ships company treasury or other worthy cause if funds are available and this action is decided upon.
Responsible - Mag 7
Target date - September
Status - Not Started
M5 Task - Submit Final Reunion report (finances and statistics)to Mag 7
Responsible - John McClanahan and Travis Bladgett
Target Date - October
Status - Not started