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Presidential Inauguration Planning Meeting January 6 2012

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					                    Presidential Inauguration Planning Meeting Minutes
                                      January 6, 2012
                                       1:00-3:00 pm
                 Killeen Civic & Conference Center-Executive Board Room


Present:
Steve McNett                    Brandon Griggs     Alison Rex             Steve Vitucci
Peg Gray-Vickrey                Gaylene Nunn       Ronald Sursa           Sue Lovelace
Donna Dobson                    Randy McCauley     Tracy Teaff            Kathy Neulheron(?)
Lori Buckner (New member)                          1st LT Pace


Absent: Andrea Howard



     1. Minutes of December 16, 2011 were approved by committee.
     2. Music
                a. A sound track of the “March of the Warriors” and the “Inaugural Presidential
                     Fanfare”. was presented by Dr. Vitucci. en Wood is the composer and Dr. Vitucci
                     suggested at some point in the ceremony to recognize him. The 1st CAV Band
                     will play approximately 15-20 minutes prior (9:30-9:55 am) to the opening
                     announcements to audience. The “March of the Warriors” will play during the
                     processional and recessional. The “Inaugural Presidential Fanfare” will be played
                     after the presentation of class ring by Brandon Griggs.
                b. The National Anthem will be sung by Tonya Miller. Ms. Miller has a sound track
                     for the song “The Power of the Dream”. She will sing the National Anthem in a
                     cappella. Randy will check with Andrea/Kathy to see if Tonya can rehearse at
                     KCCC-Tuesday, January 17, was suggested. Alison and Ron will help Randy
                     with this.
     3. Opening Announcements to Audience
                a. Chris Hill was nominated to do the opening announcement to take seats, turn off
                     cell phones, pictures, reception, and the announcement of mobile bookstore that
                     with licensed inauguration merchandise .
                b. Members of the Stage Party will remain standing until end of music and the
                     presentation of flags. ROTC will enter the right side of stage. A draft of list of
                     Order of Procession will be prepared by our next meeting.
Presidential Inauguration Planning Meeting.docx.
December 16, 2011
                    Presidential Inauguration Planning Meeting Minutes
                                      January 6, 2012
                                       1:00-3:00 pm
                 Killeen Civic & Conference Center-Executive Board Room
     4. Volunteers for Inauguration
                a. Ushers-Five ROTC in dress uniform and five Blue Coats.
                b. Volunteers for line up- Chair-Lori Buckner of subcommittee. Jennifer, Kristie
                     Everett, Julia Berrios, Phyllis Gatliff and Sue Lovelace will help with the line-up.
                     Sue will produce a list that reflects the faculty and adjunct faculty by rank and
                     date of hire for the lineup.
                c. Volunteers to welcome VIP and pass out programs. Ron Sursa will check with the
                     Killeen Ambassador Red Coats to help with the VIP table and programs.
                     Brandon Griggs said that Kristie Everette could help out also with the programs
                     and VIP’s. The VIP’s will set on the right side of stage and also the President’s
                     family. The left side of stage will be for the processional lineup (faculty/adjunct
                     faculty/staff in regalia).
     5. Parking- All staff and faculty will need to park in the back parking lot to allow more
          parking at the entrance.
     6. Program Booklet for Ceremony-Randy McCauley will send out a copy of the program
          booklet by January 11. Randy will add information on music pieces by Ken Wood.
     7. Script-Need to finalize script this week and will be reviewed by Dr.Gray-Vickrey, Dr.
          McNett, Donna Dobson, Dr. Teaff and Dr. Nigliazzo.
     8. Mace-The mace will not be reardyDr. McNett will lead the procession as University
          Marshall. Brandon Griggs will pick up the piece of wood from Brian Wortham and
          Coady Lapierre. The wood will be placed on the stage table and also the Chain of Office
          (Medallion) and class ring will be on stage table. Tracy said that she has a stainless steel
          helmet with stand that she will bring to the inauguration.
     9. Security-We will have one security officer from TAMUCT (Albert) and Gaylene Nunn
          will check other security officers. Gaylene will check to see if a police officer to direct
          traffic in the parking lot.
     10. Reception and meals. Gaylene Nunn indicated that catered breakfast and reception is
          upscale. The breakfast will be set up in Events Room and the reception will be set up in
          Ballroom A.
     11. Photographs will be taken by PR & Marketing.

Presidential Inauguration Planning Meeting.docx.
December 16, 2011
                    Presidential Inauguration Planning Meeting Minutes
                                      January 6, 2012
                                       1:00-3:00 pm
                 Killeen Civic & Conference Center-Executive Board Room
     12. Tour Venue- 30 member stage party and KCCC will make sure that the larger stage is
          used. The microphones and sound system that are being used is in house and we do not
          need to supply this.
                a. Lighting-Randy is planning on the lighting and has made arrangements for this to
                     be done. “Ignite the Passion” lights and special effects lights are planned at this
                     time.
                b. Musicians (1st CAV Band) will be seated on the left back side of room.
                c. The 500 chairs will be arranged on each side of center aisle.
     13. Six (6) Subcommittees that were formed:
                    Script-Donna Dobson (Chair), Dr. McNett, Dr. Gray-Vickrey, Dr. Teaff (Dr.
                     Nigliazzo) and Randy McCauley.
                    Volunteers (Ushers)- Dr. Teaff (Chair), Randy McCauley, Ron Sursa, and
                     Brandon Griggs.
                    Stage Set-Up- Randy McCauley (Chair) and Alison Rex, Lori Buckner, Donna
                     Dobson, and Sue Lovelace.
                    Line-up Volunteers-Lori Buckner (Chair), Jennifer, Kristie, Sue, Julia and Phyllis.
                    Catering-Gaylene Nunn (Chair), Brandon Griggs, Randy McCauley, Alison Rex,
                     Donna Dobson and Lori Buckner.
                    Security-Gaylene Nunn

Meeting adjourned at 3:45 pm

Next Meeting: January 12, 2012 from 10:00 – 12:00 pm.




Presidential Inauguration Planning Meeting.docx.
December 16, 2011

				
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