HomeMy WebLinkAbout2016-09-13 Minutes
Meeting Notes: September 13, 2016-09-21
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.
th
- Due to the date of the parade – Nov. 12 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
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
Jennifer
th
- Will contact Apple Fest to secure our spot – Date: Oct. 15
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
Jeff
- 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