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Board Meeting: Feb. 19, 2009
Summary of 2008 and proposal for 2009 season
Today’s scheduleWelcome and IntroductionsThank you to sponsorsSummary of Nov. 29, 2008 event (highlights
from Executive Report)DiscussionProposal for 2009 season (review distributed
proposal)Discussion
Welcome and IntroductionsSponsors/Volunteers
(Orgs that are both are red)
AcadiaNova Scotia Community
CollegeMichelinNova Scotia Labour and
Workforce Development/Skills Canada
RIMEastLinkNova Scotia Business Inc.
AVR/Magic 94.9Elab Inc.AppleNova Scotia Economic
and Rural DevelopmentAcadia Office of
Technology Transfer and Innovation
Sony Style & Canadian Springs
2008 Schedule OverviewNov. 2007 – RPC event, John Read, DirectorMarch 2008 – Board meetingApril – June 2008 – School recruitingJuly 2008 – Karen Wilder, DirectorAugust 2008 – FLL Partnership conferenceSept – Nov 2008 – Fundraising and recruitingNov. 15, 2008 – Local competitions at 4 NSCC
campusesNov. 29, 2008 – Championship tournament at
Acadia
Working TogetherDanny SilverJodrey School of Computer ScienceMedia Group – Acadia, NSCC, EastLink
Television, AVR, MichelinMultiple volunteers – faculty, staff, students,
alumni, NSCC staff, Michelin staff, community
South Shore Regional School BoardAVRSB – web site updates
Championship Competitions ReviewTwo competitions in one
FLL (FIRST Lego League) & HRC (High school Robotics)
42 teams competing in 200830 FLL & 12 HRC
Competition split into two areas/time of dayHuggins Science Hall (morning for FLL project
judging)Gym (afternoon and evening for RPC Robot
challenges)
FLL/HRC comparisonsFLL – Championship plus six other award areas:
Climate connections project presentationRobot Performance (3 rounds the same)Technical designTeamwork, team spirit, “Against all odds”
HRC – Championship plus five other award areasRobot performance (3 rounds completely different)Technical designTeamwork, team spirit, “Against all odds”
All require “gracious professionalism”
Tournament Day Schedule9:30 a.m. Volunteer Registration (Huggins)9:45 a.m. FLL registration (Huggins )10:30 a.m. to 12:00 p.m. FLL Project judging11:30 a.m. HRC registration (Huggins)1:30 to 1:55 PM Opening ceremony (Gym)FLL – Rounds and Judging –2 PM to 5:50 PMHRC - Rounds and judging – 2:50 PM to 6:20
PM6:30 to 7:45 – Awards
Volunteer areasArea coordinatorsHRC judgesFLL judgesFLL & HRC pit managersTeam Liaison/Pit runnersGreeters/Information officersDoor access teamWater cooler checkersMessengers
F2
F3
F4
F5
F6
F7
F15
F8
F9
F10
F11
F12
F13
F14
F16
F17
F18
F19
F20
F21
M
F22
F23
F24
F26
F27
F28
F29
F30
H1
H2
H3
H4
H5
H6
H7
H8
H9
H10
H11
H12
H13
H14
F1S
F25
STAGE
HRCFLL
COMPETITION AREA COMPETITION AREA
BLEACHERS
Gym Layout
Student survey (14 respondents)1. Enough time to prepare2. Workshops were helpful3. Web page was helpful4. Students learned a lot about Robots5. (FLL) The students learned a lot about climate6. I learned a lot about teamwork7. I was able to understand the schedule of events8. I enjoyed the food and concession services9. Overall I enjoyed myself at the competition
Team Spirit
Preparing for the
competition
Volunteers pitch inSome volunteers put their heart and soul into it.
Bib was a big hit!Students crowded around to have their picture taken with Bib.
All of the Robots are differentRobots required programming and attaching extra devices.
All for the sheer joy of it!
An Excited HRC team
The crowds awaiting trophies
Coach Survey (10 respondents)1. Competition cost appropriate 2. Enough time to prepare3. Workshops were helpful 4. Email updates were helpful5. Web page was helpful6. Students learned a lot about the robot7. (FLL) The students learned a lot about climate8. The students learned a lot about teamwork9. I was able to understand the schedule of events10. I enjoyed the food11. Overall I enjoyed myself at the competition
Volunteer survey (23 respondents)1. Enough training2. Managers: I understood my role in managing3. Workers: I understood my assigned task 4.Understood my role in the event 5. The event ran smoothly 6. Had enough to eat 7. Given enough time to eat 8. Would volunteer again next year 9. Overall I enjoyed myself at the competition
Only the cleanup left!
Income and Expenses (p. 8)SUMMARY INCOME
STATEMENT2008
Actual2008
Budget2008 Diff
IncomeCarry forward 17,304 - 17,304FLL team registration 7,024 3,750 3,274HRC team registration 2,201 2,400 --199Sponsorship and misc Cash
59,690 61,034 -1,344
Sponsorship in-kind 14,995 8,000 6,995
Total RPC Income
101,214 75,184 26,030
Expenses
Facility* 6,461 1,500 4,961Registration, Robots, Software, Kits*
18,791 12,000 6,776
Director and Coordinator salaries
31,988 31,000 988
Secretary 6790 4,500 2,290Travel* 3,057 3,000 57Competition Area Materials*
6,788 1,500 5,288
Competition catering service
6,405 4,784 1,621
Team and volunteer T-shirts
2,794 3,400 -606
Awards and Prizes* 7,229 6,500 729Media costs* 7,938 7,000 938
Expenses for 2008 98,277 75,184 23,043
Net Income 2,987
HRC Champions
FLL champions
Questions re 2008?
Schools8 school boards
130 school teams
CommunityVolunteers
Donorsspectators
IndustryMichelinEastlink
RIMAVR/Magic 949
AppleNSBI
eLab Inc.
Government
EducationEconomics & Rural
DevelopmentLabour & Workforce
Development
Post SecondaryAcadia University
Nova ScotiaCommunity College
Proposal for 2009 SeasonIncrease in Province-wide involvementExtend Partnership with schools who have
Vex robot kitsHold qualifying events at seven NSCC
campuses in NovemberExpand number of teams for qualifiers to 130Expand Championship Tournament to 80
teamsIncrease sponsorship requirementsDelay timing of championship until February
Increased involvementTeams
In 2008, 41 FLL teams expressed an interestOther potential team interest following eventHalifax county has not been approachedDept of Education distribution of robot kits to
grade 10 studentsPartners
NSCC local eventsSchool board sponsorshipDepartment of Education potential partnership
HRC - Partnership Vex robots2008 HRC involvement (Mindstorm
robots) was 12 SchoolsOctober 2008 – Distribution of 5 Vex
robot kits to each of 75 schools in Nova Scotia
Reduced school costs – use VexCould we get 60 HRC teams?
NSCC expanded roleExpand NSCC local FLL events to
include HRCAdd 3 additional - Halifax (2) and
Cape BretonExpand training eventsAdditional competition materialsRequires increased staff timeRequires increased support time
Expanded Championship EventFrom 70 FLL teams - 40 to move to
ChampionshipFrom 60 HRC teams expected -40 to
ChampionshipHold in arena (booking to be
finalized)Recruit additional volunteersFind Funding!
Avg. Exp. – qualifying event (p. 15)
Qualifying Event Expenses 2009 Budget
1 Facility at each campus 2,000
2 Coordinator salary 11,760
3 Admin assistant 1,400
4 Travel 1,500
5 Qualifying event materials 2,000
6 Competition catering 1,500
7 Awards and Prizes 1,000
8 Average expenses for each qualifying event
21,160
Championship event costs (p.13)Championship Expenses 2009 Budget 2008 Actual 2008 Budget
1 Facility * 16,000 6,461 1,500
2 Reg., Robots, Software, Kits* 39,500 18,791 12,000
3 Director salary 38,220 31,988 31,000
4 Admin assistant 9,800 6790 4,500
5 Travel * 3,500 3,057 3,000
6 Competition Materials* 9,000 6,788 1,500
7 Competition catering service 11,000 6,405 4,784
8 Team and volunteer T-shirts 7,280 2,794 3,400
9 Awards and Prizes* 9,000 7,229 6,500
10 Media costs* 15,000 7,938 7,000
Exp. for Champ. event 158,300 98,277 75,184
Net Income (2008) 2,987
Acadia Org. & Tech costs 19,000Acadia materials 7,400
Total costs for RPCPer
EventTotal
Avg. Cost of 7 Qualifying events
21,260 148,120
Cost of Championship event
158,300
TOTAL 306,420
Proposed IncomeSUMMARY INCOME
STATEMENT
2009 Budget 2008 Actual 2008 Budget
Income
Carry forward 2,987 17,304 -
Qual. FLL registration 12,600
Champ. FLL registration 14,400 7,024 3,750
Qual. HRC registration 6,000
Champ. HRC registration 8,000 2,201 2,400
Sponsorship and misc Cash 262,433 59,690 61,034
Sponsorship in-kind Incl. above 14,995 8,000
Total Income for RPC 306,420 101,214 75,184
Sponsorship breakdown
Next StepsMajor Sponsor/Partner plan commitment by
March 6Fundraising committee struck by March 6Book arenaHire Director (existing contract ends Feb. 28)NSCC coordinators identified by March 15
Needs your feedback!