HomeMy WebLinkAbout2017-04-19
BOWMANVILLE SANTA CLAUS PARADE MINUTES
SEPTEMBER 11, 2017
Attendees: Terry Tzikas , Allison Dart, Kathy McLaughlin, Roger Letooze, Bill Heathcote, Jen Ashby,
Motion: “To accept the minutes from the April 19, 2017 Meeting”
Motion: Jen Ashby 2Nd: Allison Dart
All in favour – passed
Review of 2016 Budget
The 2016 Budget was reviewed (proposed vs actual), we were way over our Budget for
last years parade. Discussion on this resulted on the following:
o There will be no monies for Costumes this year as we did not use last years
o If there is any money to be spent we will require 2 – 3 quotes to be brought to
the Committee and approval will be given then to purchase
o Costume Cleaning is very expensive and will need to look at for the 2017 Parade
2017 Budget
Was discussed and has now been completed (see attachment)
Motion: “To accept 2017 Budget”
Motion: Jen Ashby 2Nd: Kathy McLaughlin
All in favour – passed
Motion: “If there are any changed to your Budget, will need to be brought to
Committee for approval”
Motion: Kathy McLaughlin 2Nd: Bill Heathcote
All in favour – passed
Motion: “No longer will blank cheques be provided to Committee Member for
payments”
Motion: Roger Letooze 2Nd: Bill Heathcote
All in favour – passed
Update on Route Change
There have been few complaints on Route change
Hwy 57 and Hwy 2 will need to be closed at 7:00 a.m.
Letters will be sent to Businesses
Mall parking lot will be hard to utilize
Liberty Church – drop off spot, will need to contact the Church
Police at Simpson/Baseline and Liberty/Baseline
Role Tasks
Will be reviewed at next meeting.
Please see attached for review before the next meeting (see attached)
Timelines ie year end paperwork to the Municipality
The Municipality has asked us to line up with their end of fiscal year which runs from January –
December
Motion: “To accept the Municipalities fiscal year – all paperwork to be into the
Municipality by end of December 31st”
Motion: Allison Dart 2Nd: Roger Letooze
All in favour – passed
Recruitment
New members are needed for the Parade Committee
The BSCP and the Community ie MapleFest, AppleFest, Facebook, Website
Terryl to contact Jeff regarding the Website – needs to be available allyear long
Will be going to online application for parade
Motion: “To upgrade to new online application process”
Motion: Bill Heathcote 2Nd: Jen Ashby
All in favour – passed
New Business
The Legion will be back again selling our buttons. Roger will be the liason for this.
Kathy will contact the “Promotor” for advertising our new Parade Route
Kathy will contact Roger’s cable this year.
Volunteer of the year will be: Tracy Bayley-Buckle
Next meeting scheduled for September 25th, @ 7:00 p.m. Room 1C
Maplefest – May 6, 2017
Will attend this year, schedule is listed below:
o 7:30 a.m. – 12:00 p.m. – Terryl and Kathy
o 11:00 a.m. – 1:00 p.m. – Allison and Jen
o 1:00 p.m. – finish – Bill and Roger
o Kathy will provide coloring sheets. Have old buttons and tent and chairs
o Provide Costume book and picture of previous Parades
Budget 2017
o Budget was discussed, but we ran out of time and will be discussed at our next meeting.
o We discussed to date was the Bands $5,000.00 and Advertising $250.00 will discuss
remainder at our next meeting.
Listing of our upcoming meetings:
Here is the listing of all Meeting dates for 2017
DATE TIME ROOM
February 21, 2017 6:30 p.m. Durham Regional Police
Community Room
March 20, 2017 7:00 p.m. Room 1C
April 19, 2017 7:00 p.m. Room 1C
September 11, 2017 7:00 p.m. Room 1C
September 25, 2017 7:00 p.m. Room 1C
October 10, 2017 6:30 p.m. Durham Regional Police
Community Room
October 23, 2017 7:00 p.m. Room 1C
November 6, 2017 7:00 p.m. Room 1C
BOWMANVILLE SANTA CLAUS PARADE MINUTES
SEPTEMBER 25, 2017
Attendees: Terry Tzikas , Kathy McLaughlin, Roger Letooze, Bill Heathcote, Jen Ashby, Jeff Laughlin
Regrets: Allison Dart
Motion: “To accept the minutes from the September 11 2017 Meeting”
Motion: Bill Heathcote 2Nd: Jen Ashby
All in favour – passed
Roger Letooze (Event Coordinator):
Would like to use chalk on road from numbers instead of the flags. Could only use if it was not
raining or snowing.
Golf Carts – discussion on where they should be parked at end of Parade for pick up. Maybe
Church Street parking lot,, or maybe Mall. May need a volunteer to stay with them until pick up.
Roeniqk and Waverly will there be a sign stating “No through traffic”?
Kathy McLaughlin (Secretary/Publicity):
Has contacted Rogers Cable, but have not heard back
Donation letters will be mailed in the next week
Bill Heathcote (Assistant Event Coordinator):
Parade signs – All Occasion Signs – for 100 signs it is $430.00
Motion: To have All Occasion Signs prepare 100 signs at a cost of $430.00
Motion: Bill Heathcote 2nd: Roger Letooze
All in Favour: Passed
Jen Ashby (Bands):
Has 7 Bands booked
Durham Regional Police are just looking at a donation, was agreed that we would pay them
$300.00
Jeff Laughlin (Website/Volunteer Coordinator:
Forms for Volunteers and Float/Filler are ready to go online
Buttons – lower amount of buttons to be orders. Jen to find out how many buttons we can
purchase for $2,500.00.
Next Meeting scheduled for
Wednesday October 11, 2017
7:00 p.m.
Room 1A