HomeMy WebLinkAbout2004-09-22 Minutes SANTA CLAUS PARADE - MINUTES OF MEETING
www.bowmanvillesantaclausparade.com
September 22, 2004
Start Time: 7:10 PM Finish Time: 8:40PM
Attendance: Valerie, Roger, Dawn, Tracy, Debbie, Marie
Absent: Tammy, Terryl, Rob, Sheri
Reviewed minutes of last meeting.
Motion to accept minutes by Marie. Seconded by Debbie. All in favour.
VALERIE - Chairperson
- Handed out copies of Mission Statement and letter from Municipality accepting
us as a Committee of Council.
- Advised that Sheri will be stepping down from her role as Band co-ordinator this
year due to personal circumstances. She will resume her duties next year. Sharon
Smith and Marie will share the duties required for bands. Marie will report the
progress at our meetings as Sharon will not be attending meetings. On parade day
Marie and Susan St. John will be taking care of bands. Sharon will also try to
attend the day of parade.
- Our Santa float is at the works department in Hampton being repaired.
- Has meeting set up with Nancy Taylor from the Municipality along with Debbie
Fernandes in order to clarify some issues regarding Certificate of Insurance
requirements.
- Contacted Bud Henning. He indicated that the float they use for the parade is our
property. If it needs a lot of work and money to be fixed he will look into
borrowing another float for parade day.
- Motion made by Roger to go ahead and cover the cost of repair of the "Henning
Float" up to $500. Seconded by Marie. All in favour.
- Indicated that Debbie will need a fax machine to accept parade entries. Motion
made by Dawn to purchase a fax machine for Debbie. Seconded by Marie. All in
favour.
- Advised that Tammy is unable to make any meetings on Wednesdays. Looking to
move to Monday or another convenient night. Awaiting word from all committee
members then will advise new meeting schedule. The Program Meeting however,
will remain on the Wednesday before the parade.
- Motion made by Dawn to purchase a gift for Betty's departure. Seconded by
Roger. All in favour.
- Discussion re: children on committee float. Marie may put on her children will
need spouse to walk behind. Will report at next meeting.
TERRYL— Secretary, report in her absence
- Entry form packages to be prepared this week and Debbie to pick up.
- Road occupancy permit to be completed and signed by Valerie.
TAMMY—Publicity, report in her absence
- Suggested putting names and numbers of committee members on website as it
may be beneficial for people see who is involved. This may encourage more
volunteers.
- Will be putting entry form on website for print only. They can then complete and
sign and fax to Debbie.
- There will not be a band entry form this year on website. Will work on for next
year.
- Will put Sharon Smith as contact for bands on website.
- Future considerations: date of ads in paper, ads on McDonalds placemats, ad after
parade indicating float winners.
DAWN—Buttons, Costumes
- Costumes washed, $60.93 cost.
- Working with David Gillespie on buttons and design. Advised him of our theme
and ideas.
- Spouse is printing and mailing out donation letters. Also will be printing new
letterhead and envelopes with return addresses for Terryl and Debbie. Labour no
charge. Reimbursed cost of postage of$514.34. Will be looking at printing
banners for Roger approx 200.
- She has 4 girls lined up for Santa's Helpers (on float).
ROGER—Judging/Posters/Rogers Cable/Buttons and Button boxes
- Discussed Volunteer of the Year nominations. Motion by Marie to nominate Nick.
Seconded by Roger. All in favour.
- Has left messages for Rogers Cable re: power supply. Will continue to try and
contact them as we would like them to come out to determine if our power source
is acceptable and adequate for parade (before parade day).
- Needs someone to make up numbers for pylons. Valerie has volunteered to do
this.
- Valerie will provide extra set of keys for Roger to access Parade building.
MARIE— Treasurer
- Gave out copies of Year End Statement.
- Discussed this year's parade budget. Motion made by Tracy and seconded by
Roger to allot $1000. for costumes. Motion made by Marie and seconded by
Tracy to allot $7000. for bands.
- Invested $5000. in bank account into a GIC.
- Question regarding Central Public School and who contacts school for permission
to use on Parade Day for bands and washroom facilities.
DEBBIE—Floats and Fillers
- Will be unable to attend the day of the parade. Terryl is willing to head up floats
and fillers that day with help from others.
- Will be getting a fax machine for her home in order to accept entries.
- Will need some computer help next year setting up a data base for participants.
- Pointed out that our application for entry needs to be changed from "maximum of
8 on a float" to "not overcrowded".
- Will be changing home answering machine to indicate Bowmanville Santa Claus
Parade entry information.
TRACY—Minutes, Makeup
- Nothing to report
Meeting adjourned by Marie.
NEXT MEETING
MONDAY OCT 49 2004
7 pm
At: Tracy's
13 Landerville Lane
Bowmanville 905 697 3007