Lynden Canada Day 2013 Kick Off Meeting

Lynden Canada Day 2013 Kick Off Meeting

February 9, 2014

Present: / Hannah Beckett, Dave Karpinski, Bronka Ridley, Sharon Clugston, Harold Kuret, Marian Briscoe, Harry Droogendyk, Felicia Chaisson, Tanya Hogarth, Barb Bell
Regrets: / Ann Bassett, Ken McCormack, John Pepper, Kirsten McNamee

Hannah commenced the meeting 7:40pm. No minutes from the wrap up meeting were available.

Activities & Entertainment:

·  Do we want to book Corky & Buttercup again this year? Sharon indicated that Buttercup had already been booked – a the question about an age limit was raised, i.e. no teenagers

·  Dave indicated that most activities are geared to little kids as are adults but we don’t address teenagers so looked into inflatables such as obstacle course as possibility as well as dunk tank for $250 or super splash water balloon

·  Inflatables are expensive, obstacle course is $675 for example, prices range from $350 for small ones to $900 and in some cases are only available for 4hours

·  Barb suggested a strength type inflatable she saw in the US and will try to get the name of it for Dave

·  Dave asked about insurance & City application concerns and if we could include in our application in case we want to proceed

·  Harold will include in our application with the City now for insurance purposes we need to present our inflatable information at the next meeting – insurance rates all components of the day and then quote they would not provide a quote to Harold for just inflatables

·  We could look at charging a nominal fee for the inflatables to help offset some of the cost?

·  Marsha will do the baby show again if we still want to hold it – Dave agreed

·  Rob from Rivermore band has joined a new band “Into You” and is interested in playing in the evening

·  Melissa Pigg is a local girl who is trying to get started in music and would like to play at Canada Day – Hannah will check her out on You Tube

·  Uncle Heavy’s Pork Chop Review is interested in both the parade and playing at the park, Harry will get in touch with them for more information

·  We will add music throughout the day this year i.e. specifically the 4-6 time frame, we need to have sound happening

·  Tanya asked if we wanted the Bookmobile back, after some discussion it was decided that we would like to have them participate in the parade if they are interested but there isn’t a good place for them to set up at the park – Tanya will see if they have any interest

·  Hannah indicated that the Masons had been in touch and have filed their applications for Cow Patty Bingo again and they have made all their own arrangements this year and ready to go

Antique Vehicles:

·  Dave asked if Howard is coming back this year, Hannah indicated that she was unsure

·  What about Don Dundas, we don’t think so as he did not return anyone’s call last year

·  Dave indicated that he would chair again if neither are interested – assuming that is the case, Dave suggested he would require a budget of $400 again this year

·  Dave is also pursuing a new “trophy”, cars cut out of steel using a plasma cutter, different & less expensive – Dave to look into further

Children’s Games:

·  Felicia is waiting for confirmation from Mrs. Wills that Lee Academy will run the Children’s games again this year

·  All the games are currently stored at Lee Academy

·  Harry asked if the sale of the tree farm will affect Lee Academy and Felicia indicated not at all

Fireworks:

·  John & Harold will do again next year however we need to look into getting someone else licenced

·  Harold fully licensed now

·  Harold indicated that Bob Tziougras should have a licence as he took the same course as Harold and Paul Barlow may also hold a licence, Lloyd Saunders also took the course at one point but have let his licence lapse – we need to check into these

Food Booths

·  We need to see who is running the food booth for Lions this year and try to get them to come to meetings, especially closer to Canada Day

·  We will be inviting the lemonade people and also the candy floss people back this year but will advise the Kawartha ice cream vendor that we will not be having them back

·  Tanya will speak to Mr. Sanderson about supplying/running the ice cream (Breyers) concession this year – if he will supply but not run Canada Day may run – further discussion to follow

Government Grants:

·  Harry indicated that the Federal grant application has been submitted and the City if Hamilton went in October

·  We got $4886 grant from Hamilton and then promptly received a bill for $1900 for police services

Grounds:

·  John advised Hannah that he will help on grounds again, as will Dave

·  Need to get the portable toilets booked – Rob has looked after in the past and Hannah indicated that Rob may not be participating this year – we will get them booked and figure out the cost later

Information:

·  We need to look at separating the information tent from the draw area

·  We need to improve communication about activities, status, winners, etc.

·  Look at using a white board

Opening Ceremonies:

·  John has indicated that he absolutely will not be MC this year – Bronka suggested that Hannah is a good candidate – further discussion to follow

·  Need to find someone to sing O Canada, perhaps Melissa Pigg?

Pinewood Derby:

·  The Derby was awesome and we need to do it again, Al will run but will require assistance

·  Harold has ordered another 100 cars and will pick them up next week, cost $295 US approx. $3 ea, we’ll sell for $5 again + Sharon indicated Shearlea will sell them again

·  Track is paid for so less costs this year

·  Free software is available to enter race details on computer if a timer is being used, will need to confirm timer with Jim Sommerville as its use changes operations, registration, etc.

·  A question was posed about how the winning cars were chosen for design – perhaps we could have a People’s Choice Award this year?

Parade:

·  Need to get invites out to dignitaries as soon as possible – Bronka suggested will have good turn out because is an election year

·  Tanya asked if we could afford to put their names on their signs – we used to but every time they change we have to get new signs & this is an election year – we will suggest that if they have a sign they can bring it

·  Judging took too long last year, Bronka suggested that we approach Gowlands or Winkelmolen to borrow a gator to run judges around as have done in the past

·  Need to get bands booked, are we staying with the same ones - yes Legion Band and Steel Drums – Tanya has talked to Tomato Soup Band and they may be willing to play – Sharon moved that we provide a budget of $1000 max to book them, Marion seconded, carried

·  Harold & Tanya will provide registration forms to Harry to post on the web page – Dave will not as cars don’t pre-register because it’s all about the weather on the day – Harry suggested using Google Docs to enter info & submit registrations

·  Volunteers collecting money and handing out candy along the parade route MUST wear a Canada Day t-shirt to properly identify themselves

·  Robert Pasuta spoke to Tanya about the possibility of riding his motorcycle in the parade as opposed to riding in a car – there were no objections to this

·  Dave indicated his son Eric would check with the owners of the Co-Op and confirm that it is OK for us to use their grounds again this year to marshal the parade

Parking:

·  Old Timers did a great job and we hope they will help again this year

·  We need to find out who the contact is this year and try to get them to come to at least the 2 June meetings so we are all on the same page about operations

Permits:

·  Harold will handle booking Right Reaction for Canada Day (St John’s Ambulance)

Printing/Sponsorship/Promotions:

·  Harry agreed to take over sponsorship this year and has received all the sponsorship details from Tony

·  We need to contact Tony and see if he would still look after preparing our flyer for us

·  We need to confirm if Ken Burns is coming back

Raffles/Draw:

·  Bronka advised that approx. $625 of the $1000 has been spent acquiring product for the children’s draw

Volunteers:

·  Hannah will look after managing the volunteers this year

Treasurer:

·  Sharon provided updated Financial Statements and confirmed that she will continue on Treasurer

·  Sharon asked for confirmation that Darlene continue to review the books for Sharon - approved

Citizen of the Year:

·  Hannah indicated that John had suggested he would like to take on Citizen of the Year this year – further discussion to follow

No new business was identified; meeting was adjourned by Hannah at 9:33pm