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!