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HomeMy WebLinkAbout2016 Minnutescos ae.,an.,eSanta Claus oa„�noo „sz 61 Lo CD �-1=3 CL- E� E c-5 O ca U c co U C/J C (3-� 7 O U cu o f7= U m �MAft,, 0 t �x� SANTA CLAUS PARADE Meeting Notes: September 13, 2016-09-21 C recie Pi �� p u)(0 . 2016 Parade Theme: A Snowman's Christmas — -- — — - Nominated by: Jeff - Seconded by Jenn Update from Roger - Carts are ordered and will be delivered for the parade - Bob's Towing has been contacted and is available to help for the parade Update about Parade -Day Button Sales - Roger has attempted to contact the Legion rep about this year's button sales but they have been non -responsive so far. - Due to the date of the parade — Nov. 121h we are worried about the Legion's ability to provide a level of service to the parade that they are normally able to do (seeing as we're only one day after Remembrance Day) - Jeff has contacted the Scouts (following our previous meeting's discussion) and they are very pleased to help out with Button Sales and Program distribution on the day of the parade. o They expect to be able to have 20-25 volunteers help out on the day from various Scouts levels (scouts, cubs, venture) - In order to provide the scouts with kid -friendly boxes to carry we have contacted a carpenter who has agreed to donate his time to build carrying trays and Home Depot has agreed to donate any necessary supplies - The Firehall will be contacted in regards to using their space to count donations post -parade as the Legion hall is not a kid -friendly environment. o UPDATE: since the meeting the Firehall has been contacted and they are happy to provide access to their location. - In appreciation to the Scouts for their efforts Jeff has requested that we provide them with a thank -you gift of some kind — two ideas discussed in the meeting were to provide a post -parade Pizza party and/or donation to the Scout's fundraising efforts — to be decided upon at a later date Alison - No update Jenn - 2 bands have confirmed - Toronto Signals would still like to be in our parade even though their compensation will be Jennifer Jeff lowered — on -going discussion Coburg Band wants to be in parade though they have requested a payment almost as high as the Toronto Signals — need to discuss with them further - Will contact Apple Fest to secure our spot — Date: Oct. 15tn o UPDATE: Apple Fest has given us the same spot we had for Maple Fest earlier this year - Will be exploring tent/banner costs and report back at next meeting - New costumes for this year's parade will be a snowman family - Rogers will be contacted to discuss broadcasting the parade - Have launched a signup form for Volunteers - Will be placing the parade float sign up form online o UPDATE: this is now available online - Spam filters —to deal with undesirable posts have implemented automated filtering on Facebook. The filters can be overridden if needed but they have already caught a few objectionable posts CMS - A Contact Management System (CMS) has been implemented allowing us to easily manage all contact information for the parade (volunteers, float representatives, band leaders, donors, and organizations). - A simple training session will be arranged to show how to use the CMS — likely at the next meeting - It is possible to import contact information from other sources such as Excel allowing us to bring together all of our contact info stored in various files across the board - Once people are entered into the system it will become possible to provide direct marketing, emails, and mail merge for letters Next Meeting: - September 27th SANTA CLAUS PARADE BOWMANVILLE SANTA CLAUS PARADE MINUTES September 27, 2016 Attendees: Terry Tzikas , Jen Ashby, Jen Laughlin, Jeff Laughlin, Allison Dart, Kathy McLaughlin, Ron Hooper, Bill Heathcote Motion: "To accept the minutes from the September 13, 2016 Meeting" Motion: Jen Ashby 2"d: Allison Dart All in favour — passed Terryl Tzikas (Chairperson): • Police Meeting —There were representation from Newcastle Parade, Bowmanville Parade, Farmers Parade and Courtice Parade. Police Auxiliary and Linda Wills from the Region were also in attendance. Bowmanville and Newcastle got short changed for date of Parade. There will be another meeting set up. Meeting will also include setting up future dates for parades. Floats and Fillers — likes seeing it on line but there is some confusion on how this will work. Kathy McLaughlin (Secretary/Publicity): • Letters to digniataries have been sent out. Also all donation letters will be sent out next week. Committee to think about who they would like to nominate for Volunteer of the Year and decide at the next meeting. Jen Ashby (Bands): 0 Has five bands booked with paper work completed. Jeff Laughlin (Website/Volunteer Coordinator: • There is lots of interest for Volunteering. Float Registration form is now on Website. Kathy provided Jeff with names for Durham College and Fire Department for use for looking for volunteers. Jen Laughlin (Costume/Make Up Coordinator): • Applefest — will have the same spot as Maplefest. Fire Hall Youth Centre we will have the main space in Firehall on day of Parade. Scouts will be using the space afterwards for Pizza party. , Tents - $150.00 - $300.00 range in price. Jen will look into, located in Scarborough. Rogers TV — form has been filled out and will also call them. Bill Heathcote (Assistant Event Coordinator): • Barn is looking good, floats are not too dusty, Bill will give them a dust anyway. Will see if we can get a permit for the Easel. Motion to adjourn meeting Motion: Bill 2"d: Jen Ashby All in favour — Passed Next Meeting October 11, 2016 Room 1A SANTA CLAUS PARADE BOWMANVILLE SANTA CLAUS PARADE MINUTES October 25, 2016 Attendees: Terry Tzikas , Jeff Laughlin, Allison Dart, Kathy McLaughlin, Roger Letooze, Bill Heathcote Motion: "To accept the minutes from the September 27, 2016 Meeting" Motion: Allison Dart 2"d: Bill Heathcote All in favour — passed Terryl Tzikas (Chairperson): • 39 Entries to date (this includes bands). November 1' is the deadline for entries • Volunteer of the year: o Motion: "To nominate Dale and Lynn House for Volunteer of the Year for 2016" ■ Motion: Kathy McLaughlin 2"d: Allison Dart ■ All in favour: passed o Motion: "To nominate Tracey Bayley -Buckle for Volunteer of the Year for 2017" ■ Motion: Jeff Laughlin 2"d: Bill Heathcote ■ All in favour: passed 0 0 Kathy McLaughlin (Secretary/Publicity): • Letters for donations have been sent out. • Have radios booked for parade will pick up November 11"' • Left message with Gord Weir for the use of the Chief car for parade • Left message with Kevin Anyan for Parade Announcer Jen Ashby (Bands): • All bands have been booked and she is under budget. • Thrump nee Bit • The concert band of cobourg • Toronto Signals • Whitby Air cadets • Whitby brass band • Legion Color party only • BHS • Clarington concert band • Central PS • Sea Cadets o . Alliston Dart (Treasurer): • Has received two donations so far Jeff Laughlin (Website/Volunteer Coordinator: • Has contacted Durham College and Fire Services for volunteers for Pacers, already has some signed up • Applefest — all costumes are filled • Has lots of volunteers for traffic approximately 24 • Website is working well, lots of action Jen Laughlin (Costume/Make Up Coordinator): • New costume is underway and should be completed soon • Snowman for float has been started. • Help with float from Committee to help decorate. Jen to send out email to members for help. • BUTTON — Jen to forward to all Committee members copy of button for review before sending to Button Boy. Bill Heathcote (Assistant Event Coordinator): • Has labels for float • Permit for sign has been processed. Will put sign down by the soccer fields, seems to be lots of traffic that way. Will put other signs out November 1'. • Barn clean up scheduled for November 7tn Roger Letooze (Event Coordinator): • Legion not too optimistic for help. Roger will obtain information from Blackie and draw something up. Roger will work on this. Will count monies at Legion upstairs on Parade day. Boy Scouts and Girl Guides will help with button sales this week, with adult supervision. Roger will work with Jeff Laughlin on this project. Set up boxes on Friday night. Jeff and Allison will be at the Legion on the morning of parade to help set up. Next Meeting November 1, 2016 Room 1C @ 7:00 p.m. SANTA CLAUS PARADE BOWMANVILLE SANTA CLADS PARADE MINUTES November 1, 2016 Attendees: Terry Tzikas, Jeff Laughlin, Allison Dart, Kathy McLaughlin, Roger Letooze, Bill Heathcote, Jen Ashby, Jen Laughlin Motion:. "To accept the minutes from the October 25, 2016 Meeting" Motion: Bill Heathcote 2"d: Jen Laughliln All in favour — passed Terryl Tzikas (Chairperson): • Jen's father cannot drive Committee float this year, but will still be presented for Volunteer of the year, may have someone from Municipality drive the float or Jeff has a contact and will ask him. • Youth Centre — still need to get in touch with them for use on Parade day. • Brad Simpson will drive Santa's Float this year, and Santa is ready to go. • Memorial Park will be unlocked for parade day and we have the use of the basement. • George from the Municipality has contacted Terryl regarding pylons Kathy McLaughlin (Secretary/Publicity): • Radios are booked for parade day • Will follow up with Dignitaries for parade day • Have received permit from the Region • Will take pictures for the Website • Kevin Anyan is available to be our announcer • Gord Weir will be driving the chief car with Kevin Jen Ashby (Bands): i • All bands have been booked and she lis under budget. •. Thrump nee Bit • The concert band of cobourg • Toronto Signals • Whitby Air cadets • Whitby brass band • Legion Color party only • BHS • Clarington•concert band • Central PS • Sea Cadets o. Alliston Dart (Treasurer): • Has'received $3, 850.00 in donations so far 7 Jeff Laughlin (Website/Volunteer Coordinator: • Durham College Fire Services has approximately 10 —15 pacers. Gord Weir maybe able to provided 2-3 Firefighters to help out. Has approximately 18-20 volunteers this year • Costumes are almost all filled. Costume hand out will be November 5, 2016 9:00 — 2:00 p.m. at , the Barn • Button selling— Not sure how many Scouts, but there will be 2 Scouts with an.adult. Will "have 13 groups of 2, Scouts start at 9:30 a.m. and will finish when parade is completed. • Has four Legion personnel to help y Jen Laughlin (Costume/Make Up Coordinator): • New costume is underway and should be completed soon. • Float will be a family of snowman and tree will be decorated as a woodland theme. Work on float Saturday November 5 and possibly Sunday November 6tn • BUTTON - Willr be ordering 5,000 buttons Bill Heathcote (Assistant Event Coordinator): • Signs have been put up. • A Frame sign will be'put up on Baseline near the Soccer fields Roger Letooze''(Event Coordinator): • Would like a cheque for Bob's Towing. 0 Will order trophy for Volunteer of the Year Next Meeting (program line up meeting): November 7, 2016 Room 1A @ 6:30 p.m. Wrap Up meeting is scheduled for Monday November 281" at the Village Inn @ 6:30 p.m. upstairs room 0 IOU SANTA CLAUS PARADE BOWMANVILLE SANTA CLAUS PARADE MINUTES November 7, 2016 Attendees: Terry Tzikas , Jeff Laughlin, Allison Dart, Kathy McLaughlin, Bill Heathcote, Jen Ashby, Jen Laughlin Motion: "To accept the minutes from the November 1, 2016 Meeting" Motion: Jen Ashby 2"d: Jen Laughlin All in favour — passed Terryl Tzikas (Chairperson): • Committee Float — will need more help preparing float next year, make sure that date is booked ahead of time. • No Rogers Cable coverage this year • Riot Radio is also not available Kathy McLaughlin (Secretary/Publicity): • Radios are booked for parade day • Signs for parked cars are prepared Jen Ashby (Bands): 0 Will need cheques for bands Alliston Dart (Treasures): • Money. is still coming in almost $5,000.00' Jeff Laughliw(Website/Volunteer Coordinator: - Sue St. John will volunteer, place her at Scugog and Church Firefighters and Paramedics from Durham College has 19 of them S 4 Jen Laughlin (Costume/Make Ub Coordinator): • Costume hand out was completed last Saturday with the exception of one which. will be picked up Tuesday night, Allison will be there to hand this out. • Float is complete • Buttons ordered • New costume being cutout tonight. Bill Heathcote (Assistant Event Coordinator): • Barn has been swept, thank you Bill • Pick up boxes on Thursday then take to'firehall Roger Letoote (Event Coordinator): • Nothing to report. • x Wrap Up,meeting is scheduled for Monday November 28`h at the Village Inn @ 630 p.m. upstairs room �-�'tr 0 �.,� SANTA CLAUS PARADE BOWMANVILLE SANTA CLAUS PARADE MINUTES November 28, 2016 Attendees: Terry Tzikas , Jeff Laughlin, Allison Dart, Kathy McLaughlin, Bill Heathcote, Jen Ashby, Jen Laughlin, Roger Letooze Motion: "To accept the minutes from the November 7, 2016 Meeting" Motion: Jen Ashby 1 2"d: Allison Dart All in favour— passed Discussion on 2016 Parade Results and Concerns Terryl Tzikas (Chairperson): • One &oup was throwing candy, Terryl will contact them. • Costumes will need to be cleaned • Look into Grants for next year Kathy McLaughlin (Secretary/Publicity): • Heard no complaints • Only one gap • Will book dates for next year's meetings: o February 21, 2017 o March 20, 2017 o April 17, 2017 o September 11, 2017 o September 25, 2017 o October 10, 2017 o October 23, 2017 o November 6, 2017 • Will send out Thank you notes, `please let Kathy know byDecember81h, if you have anyone you would like a thank you note sent to • Pictures were given to Jeff to add to website . Jan Ashby (Bands): • Very busy at start of parade • Adopt certain spaces for certain groups, before we put in a group • Group 1913 was not happy about not being paid, will look into this • Colour party— band was too quick Alliston Dart (Treasurer): • Pacers helped this year • One gap with the Mail truck Jeff Laughlin (Website/Volunteer Coordinator:' • Parade went well, just a couple of complaints • Talk with Post Office about being slow • Buttons sales -were down, but the Scouts enjoyed helping out • Six volunteers showed up • Firefighters and Paramedics from Durham College has 19 of them • ,4 Jen Lauehlin (Costume/Make Un Coordinator): • Very busy at end'of parade • IVo Police at end of parade (Park Street) — need more Police presence at this area . • Walkers refused to turn into Park Street (would keep going with their Float) • Wreath on Santa float has disappeared Bill Heathcote (Assistant Event Coordinator): ' • Happy with Parade • Will discuss new signs for next year Rorer Letooze (Event Coordinator): • Youth that were selling the buttons like to bunch up too much • Volunteer buttons is a nice idea, but maybe just be plain • Traffic on Church Street — too busy road need to be closed especially at Scugog and Church • Road Closure bring up with Municipality and Region • Thank you Bill for all your help NEW BUSINESS: • Committee to think of a Theme for next year and forward to Terryl by December 6, 2016. When all themes have been sent, Committee will vote on the theme. Next Meeting is scheduled for January 16, 2017 Here is the listing of all Meeting dates for 2017 `6ATE7. TIME; - 'ROOMI - - FebruaN 21, 2017 6:30 p.m. Durham Regional Police Community Room March 20, 2017 7:00 p.m. Room 1C April 17, 2017 7:00 p.m. Room 1 September 12 2017 7:00 p.m. Room X September 2S. 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 Motion to close Meeting of November 28, 2017 Motion: Jen Ashby 2"d: Allison Dart All in favour - Passed