Alaska Flight th Anniversary Preparation Notes

Transcription

1 NOTE: All yellow highlighted areas are the most recent updates as of December 19, Pending good weather, there will be a trip to the Alaska Flight 261 site. We will contract for the Sun Fish from Andy and Michelle and get a second boat thru them for more people. Steve will contact Andy and Michelle to reserve boats. Date/time is: Saturday January 30, :00 am -1:00 pm from Oxnard Channel Islands Harbor Andy and Michelle s boats were unavailable and they referred me to Island Packers. Steve contacted Island Packers and reserved a boat holding 80 passengers. Cost $ Contract received for signature and deposit. Anarudh advised by phone NOTE change in time we return. Earlene will sign the contract as will Anarudh, and fax the signed contract back to Island Packers. She will also send a $200 deposit check for the boat. Steve will check with Island Packers to see if Families can bring their own food on board. Steve verified food and drink is ok, but no glass containers. Nov 1, 2009 Ameet Prasad will help with organizing the family members for the boat trip. Deposit to Island Packers was made by Earlene Shaw. Family members and their friends who want to go on this boat trip must contact Anarudh Prasad by at avp@teamsters117.org no later than November 24 th. Dec 19, 2009 We now have a little over 100 booked to go on the boat trip. Anarudh and Earlene have arranged for the larger Island Packers boat (holds apprx 130) for the trip. The reservation for a second boat (Sunfish from Andy and Michelle) was cancelled by Earlene on Anarudh and Earlene handling the boat reservations with Ameet Prasad helping on January 30 th at the dock. 2. As Earlene was unable to attend this meeting, she called to report that $3,500 has been raised so far for expenses. No Action Needed As of, we have $4,400 minus $200 for the boat deposit. As of, the current balance on hand with deposits already made is $6,

2 December 13, 2009 As of the last Family meeting, Earlene reported there is enough at this time in reserve to handle costs associated with the anniversary event. A collection on the memorial weekend will be taken at the hotel ( bucket ) to help with any unforeseen expenses. 3. Families want to invite Chaplain Ron Matthews (and a second chaplain) to accompany families on the boats going to the Alaska Flight 261 site. Steve will contact Chaplain Matthews directly. Done by on Aug 5, and Chaplain Matthews will be will us. Chaplain Matthews and Chaplain Modugno of VCSO will both be there for all events. 4. The 300 chairs and audio equipment approved for the memorial event at the beach, but a tent is not requested. Rent these items from Party Pleasers in Camarillo, CA. The chairs will be picked up Saturday morning by John Sanchez via a U-Haul truck, and returned on Monday morning by John Sanchez. Port Hueneme Explorers or Ventura County SO Explorers needed to set up and stay with chairs and audio equipment on Hueneme Beach on Sunday morning. Set-up is Sunday, January 31, 2009 at 9:00 am at the Monument at Hueneme Beach. Steve will re-contact Port Hueneme PD again, and Ventura County SO if needed. Steve will also get reservations made with Party Pleasers and get deposit if needed thru Earlene. As of August 28, still no response from PHPD, and on Aug 14, Steve spoke to Laura Hernandez at VCSO to see if the County could provide Scouts to oversee the security of supplies at the beach on Jan 30/31. She will get back to Steve. Deposit may still be needed. Earlene needs to contact Party Pleasers to give them deposit check. We have 6 Police Explorers from PHPD and Oxnard and VCSO if needed suggest 4 overnight should do it. Donation amount? Earlene will contact Party Pleasers and send in a deposit if needed. 2

3 Deposit was made by Earlene. We need a supervisor for Sunday morning, Jan 31 st, to oversee the setup of chairs and speaker system for the beach memorial with the Explorers. Tom Crane and Anarudh Prasad will be the supervisors for this detail. Tom Crane will do a written site plan for the beach area, and Steve will check to see if he has original diagram of the site to give to Tom (3 rd Anniversary). Steve has 3 maps of the beach area for Tom Tom has the site plans. We need a roster of who will be available to carry a rose to their loved one s plaque to ensure we have other family members available to carry up roses. Jan Crane will handle this detail. December 13, 2009 Per the families at the meeting, there is no need for a roster designating who will bring the roses for each plaque on the memorial. Question of recognizing Bud Bottoms the artist for the monument came up. Jay Ryan will mention Bud who will be present in the audience. $300 donation authorized to the agency supplying 4 Police Explorers for the setup and thru the memorial on January 31 st. Earlene will have a check for the Explorer Post when at the memorial. Explorers need to arrive at the Hueneme Beach Monument by 9 am and stay until the end of the memorial service (approx 4:30 pm). They will assist getting the chairs out of the truck and setting them up along with the audio equipment on the beach. They will stay with the set-up while the Families are at the church services, at Point Mugu, or the cemetery. Prior to the memorial at 3 pm, they will be asked to hand out the memorial programs and the AS th Anniversary pin, one of each to each family member present. Steve will request the Explorers thru Laura Hernandez at Ventura County. Extras of the program and pin will be available at the hotel after the memorial through Mike Salzman. John Sanchez has info about picking up the chairs via the Budget truck, both in Camarillo, on Saturday morning, January 30 th. All need to be returned on Monday morning, Feb 1. Visit to Party Pleasers on Dec 8 th allowed us to upgrade audio system and chairs at no cost. 5. Need power supply off the light pole on the beach adjacent to the Monument. Also would like the City to bring back the platform that they built if possible to use for the podium. 3

4 Steve will work with the City to do this. On August 28 th, Steve ed Greg Brown asking him for electrical outlet. No word from Greg as of Nov , but Steve will check with Greg when down on Dec 7/8 for site prep work with Anarudh and the Ryans. Steve will ask Denis Murrin, Facilities Manager for the City, to build a stage for the memorial event at the beach. December 7, 2009 Families met with Greg Brown briefly at the Port Hueneme City Council meeting on December 7 th. Steve will recontact Greg re the anniversary plans in January. On December 16 th, Steve spoke with Denis Murrin re the electrical outlet for the audio equipment and the platform for the speakers at the anniversary. The outlet may not be possible, but a generator is available if the battery option on the audio system is not a go. The platform will be built, and costs of the supplies may be an expense for the Families. 6. We will use SuperShuttle and Road Runner Shuttle for the families to contract with directly. Both companies will shuttle family members at reduced cost to/from LA Airport or Burbank Airport to Port Hueneme. Family members will book their shuttles directly with the companies. Steve will follow-up with theses two companies. On Aug 28 th, Steve ed SuperShuttle and Road Runner to ask them for direct contact info for families. Received info from both and Steve has discount and other info for Families. Anarudh will put links for both Roadrunner Shuttle and SuperShuttle on the new Alaska261.com website. The info on prices and details will be available there as well for both shuttle companies. As of Here s the information on shuttle busses: Roadrunner Shuttle Prices Call From BUR and LAX fare will be $65.00 and $10.00 for each additional passenger in the same 4

5 party up to 6 passengers--7 passengers will be $ plus $20.00 gratuity (each way). From SBA (Santa Barbara) fare will be $76.00 and $10.00 for each additional passenger in the same party up to 4 passengers--5 to 7 passengers will be $ plus $16.00 gratuity (each way). Plus $5.00 discount each way for AS 261 Guests SuperShuttle Prices Call From BUR (Burbank Airport) $65.00 for first passenger and $9.00 each additional passenger. $ for full passenger van (9 passengers). From LAX (Los Angeles International Airport) $71.00 for first passenger and $9.00 each additional passenger. $ for full passenger van (9 passengers). Plus 10% discount for roundtrip reservations or $5.00 off these rates. All the above info is on the family website Alaska261.com 7. We need 1,000 AS 261 pins for the 10 th Anniversary. Dawn Germain will call Jay Ryan to get 1, th Anniversary pins made using the original blue ribbon design with AS 261 on one side and 10 th Ann on the other side. Jay will contact Mike Salzman regarding his assistance on this. Steve contacted both Jay Ryan and Mike Salzman on Aug 22 by phone /in person and they are going to work together on ordering and paying for the pins. Mike Salzman made a donation for the pins directly to Earlene. We need a person designated to be in charge of AS 261 pin distribution at the kick-off meeting during the 10 th anniversary weekend. This will be at the Country Inn and Suites Hotel. Pins go in priority order to Family members attending (limited number per Family), pins to Family members who wish them who cannot attend (to be sent to them), and then first responders at the memorial. 5

6 November 6, 2009 Jay Ryan has the contractor ready to manufacture the AS th Ann pins. He will place the order on Monday, November 9th for 1,000 pins with the AS 261 and 10 th imbedded in the blue ribbon, similar to the original pins. Pins will be distributed at check-in at the Country Inn and Suites in Port Hueneme and by Mike Salzman at the hotel and the other venues. December 13, 2009 Per Jay Ryan, the pins will be ready December 31, He will get them and most will be distributed at the anniversary event, with the remainder held for mailing to Family members who were unable to come to the anniversary. Cost of the pins is $75.00 for set-up and.90 per pin. Mike Salzman is helping with the pins. Thanks Mike. 8. Families would like an sent to all family members asking them if they will, will not or may attend the anniversary so we get a good count by September 15th on how many may be attending. Steve will draft and will go out via Anarudh by August 15 th. Done and ed out Aug 19 via Anarudh. 58 persons have responded yes they will be at the 10 th Anniversary. As of : 84 persons have responded that they will attend the anniversary. 9. We need a cost spreadsheet on anticipated expenses for the Memorial. Steve and Sharon will be setting up an Excel spreadsheet outlining our expenses, anticipated costs, actual costs, and vendor supplying the items. Done In next (now with meeting minutes)with minutes) Family members will be asked to donate to specific items and list them as sponsors in the 10 th Anniversary program. Specific items may include: Costs associated with Andy Jones and his boys coming out for the anniversary Costs associated with the set-up for the beach site memorial Cost associated with the church (donation for the church use, musicians, etc) Cost of flowers for the cemetery, church and beach memorials 6

7 Cost of the AS 261 pins 10. The singer from last couple of years at St. Maximilian (musician and singer) is requested again. If the singer from the 5 th anniversary (Christine Mason) is available, request her to sing again. Steve will contact Christine Mason and St. Maximilian Kolbe on this. On August 28, Steve ed Deacon at St. Max and Chris Mason on Church service info and requests for multi-denomination service and singing by Chris. Fr. O Dwyer passed away in July, but Deacon Vince is in touch and we will be there. Discuss the multi-faith service at Family meeting and Steve will phone Vince directly since our last on Sept 18, Singer is available so far and will accompany the musician(s). Christine Mason is available, and Deacon Vince at St. Maximilian Kolbe is working on 2 services for the Families of Alaska Flight 261. There is a regularly schedule 11:00 am mass on January 31 st that will be dedicated to the Families of Alaska Flight 261. Families who wish to attend mass this date are encouraged to be at this mass. At 12:30, St. Maximilian Kolbe will host an ecumenical service with ministers/rabbis from the Jewish, Hindu, Anglican and Catholic faiths partaking in a memorial service for the Families. Group going down to LA in December will meet with church to go over the memorials, music, and programs. December 8, 2009 Two reps from St. Max met with the Families at the church. Musician for the church and beach is being confirmed by the church. Both services are in the planning stages and set to go. Any Family members who would like to do some readings at the mass at 11:00 on January 31 st should contact Steve. Winston Ing will do one reading. 11. In addition to Jeff Hatelberg and Jan Crane, Nandhni Maharaj would like to read family names at the beach memorial. No Action Needed 7

8 Anarudh will another request to Family members to see who wants to read names on January 31 st in addition to the noted above Family members. December 13, 2009 All 3 Family members are set to read the Names, and will decide who will read which Names when we are down at the hotel in January. 12. We will have 88 roses at the church for presentation and transfer to the US Coast Guard for the Fly-over and drop at the crash site on January 31 st. Tom Crane will transport the flowers from the church to Point Mugu Air Station. Tom will have roses ready for transfer to the Coast Guard, and these are separate from any roses at the church. Steve has had contact with US Coast Guard has been made for flyover, visit to Point Mugu, and honor guard at the memorial on Jan 31 st. December 7, 2009 Steve and the Alaska Families down in Ventura dropped in and spoke to Lt. McGhee at the USCG Channel Islands Station to discuss the anniversary. He and his XO are on board with working with Air Station Los Angeles, and San Pedro to coordinate the fly-over and honor guard. We discussed the flowers and he will discuss the use of Point Mugu with the Navy for flight pick-up of the roses. 13. Other flowers needed: 88 roses for memorial at the beach, a bouquet at the cemetery, and 88 carnations to take to the water after the beach memorial. Anarudh and family will take care of the flowers thru the LA Flower Mart and expenses will be paid from donations. Anarudh and family are handling this, with payment from donations by the Families of AS Flight Balloons and helium are requested for balloon release after the beach memorial. 8

9 Anarudh handling this with expenses paid thru the donations. The helium and balloons were ordered while at Party Pleasers in Camarillo on December 8 th. Both will be loaded into the rental truck with the rental chairs and audio equipment. 15. Honor Guard for Beach Memorial is requested from the US Coast Guard if possible. Steve will contact the Coast Guard at Channel Islands and Alameda for permission. On August 28, Steve ed Andy Jones to let him know he will be contacted by the Busches on his arrangements for travel, etc for the 10 th Anniversary. Andy also asked for other Coast Guard contact info for other invites for Coast Guard. Steve sent 2 s to Andy Jones with no response after a month. Need follow-up and verification he and his boys will be attending. Also need info for Alameda as it is difficult to contact Alameda Air Station as well as the Air National Guard in Point Mugu Steve tried October 6, 2009 Steve left a voic for Andy at his work and ed him at work and home to verify his attendance and get assistance in contacting the Coast Guard at Alameda, CA and Channel Islands Station. Andy Jones is set to come here with his boys. Steve will make arrangements for Andy Jones and his 2 sons to fly to Los Angeles for the memorial. This expense will be paid by the Family funds. Mark and Mary Hall will book and pay for Andy s ground transportation (rental car). Andy s hotel arrangements at the Country Inn and Suites will be reserved by Jay Ryan and payment will be made through the Family funds. December 13, 2009 Hotel reservations made for Andy by Jay Ryan at the Country Inn and Suites. Earlene will have $ in cash for Andy and his boys to help defray his meal expenses in Ventura County. The Busches will ask Andy to make his own flight and car rental reservations and the flight expenses will be paid for by the Family funds. Honor Guard will be through the USCG. Lt. McGhee coordinating for the Families. 9

10 16. American Red Cross Involvement Steve had contact with Red Cross in Ventura County and they will be available for boat trip and memorials on January 31 st. Steve has contact info. 17. Prep Trip to Ventura County Anarudh, Jay and Madeline Ryan and Steve are flying down to Ventura County on Monday, Dec 7 to set up for 10 th Anniversary. Visits are to the City of Port Hueneme (City Council meeting Dec 7 evening and visit with Greg Brown and memorial), Ventura County Board of Supervisors meeting (Tuesday, Dec 8 at 8:30 am), visit with Emergency Management Director Laura Hernandez, and visits to Country Inn and Suites, St. Maximilian Kolbe Church, Party Pleasers. Arrangements made November 9, 2009 by Steve for flights down December 7, returning December 8. Hotel and rental car booked as well. All done, and the hotel rooms were compensated by the hotel. Only expense was the rental car. Families were glad we were able to make the trip as much coordination of plans took place, and notifications made to Ventura County and Port Hueneme. 18. Air Transportation to Ventura County Alaska Airlines has offered to provide a number of Alaska Airlines tickets to Family members to come to the 10 th Anniversary memorial. Anarudh to discuss details at the Family meeting. November 6, 2009 Please see the Anarudh sent out on November 6, 2009 to all family members for details. This who have a current address with the Families of Alaska Flight 261. All requests for tickets need to be ed to Anarudh with cc to Steve no later than November 24, December 17, 2009 Anarudh has taken care of the coordination of airline tickets for the Families who signed up for Alaska tickets. He will issue the phone number on Sunday, December 20, 2009 for Family members to call Alaska and book their trips individually. All families will be notified of this information by Misc Info From the Meetings Jan Crane will send an invitation to Monument Artist Bud Bottoms. 10

11 Steve working on other invitations to a few others, and they will go out in November. Are there any memorials to Alaska Flight 261 that should be recognized outside of the Seattle area? If there are, please contact Anarudh Prasad or Jim and Marianne Busche by as soon as possible. If any family members have poems they would like to read or have read at the January 31 st memorial, please get them to Anarudh by November 30th. Families heard 2 proposed selections of music to be sung at the memorial service at the beach. They are I Believe and One More Day, both by Diamond Rio. Families tentatively selected I Believe at this time. December 19, 2009 Bud Bottoms is coming to the memorial at the beach. Invitations went out to 30 persons in the military, Ventura County, and the community on December 19, The AS Flight 261 Memorial Program, designed and prepared by the Busches and Halls, is at the printer (20+ pages, and very beautiful). 600 hard copies will be ordered, with 100 of those held for mailing to Family members unable to attend the memorial. All of the Program will be on the alaska261.com website as well. Press release will go out to LA Times, Seattle Times, Ventura County Star, and Hueneme Port newspaper. At hotel check-in at the Country Inn and Suites starting on Friday, January 29th, there will be copies of an information packet for Families to pick-up to learn more about the events planned for the anniversary. The agenda for Saturday and Sunday, January 30 th and 31 st will be available, as will driving directions to Point Mugu, Valley Oaks Memorial Park, Saint Maximilian Church, and Channel Islands Harbor. There will also be information on the boat trip for those who have registered. No More Family Meetings are planned for the 10 th Anniversary of Alaska Flight