Lynden Canada Day Meeting

Lynden Canada Day Meeting Mar 12, 2012

Present: Harry Droogendyk, Rob Groves, John Pepper, Harold Kuret, Marian Briscoe, Tanya Hogarth, Kirsten McNamee, Paul Barber, Hannah Beckett, Dave Karpinski, Annette Rhodes, Howard Rhodes, Marsha Schuman, Don Dundass, Rose Marie Brooks, Shauna Topp, Joshua Leegstra, Bob Campbell.

Regrets: Anne Bassett, Tony Ascroft, Norma Leegstra, Bronka Ridley, Bert Jonkman, Sharon Clugston.

7:40 pm… Meeting began with a welcome from Harry.

Minutes: Feb 13, 2012 minutes…motion to accept made by Bob Campbell, seconded by John Pepper…Carried.

Board Nominations: Chair: Hannah Beckett Vice: Rob Groves, John Pepper Secretary: Bob Campbell Treasurer: Sharon Clugston & Rosie Brooks

Committee Members: Committee Chair Hannah Beckett Vice Chair Rob Groves, John Pepper Secretary Bob Campbell Treasurer Sharon Clugston, Rosie Brooks Activities & Entertainment - Evening Kirsten McNamee, Sharon Clugston Activities & Entertainment - Afternoon Dave Karpinsky, John Pepper Antique Vehicles Howard Rhodes, Don Dundass Awards Rob Groves Children’s Games Shauna Topp Citizenship Ann Bassett, Rose Marie Brooks Fireworks John Pepper, Harold Kuret, Bob Tziougras Food Booths & Vendors Harold Kuret Gov’t Grant Apps Harry Droogendyk Grounds Rob Groves, John Pepper, Bert Jonkman Information Emily Kuret, Marian Brisco Opening Cermonies John Pepper Parade Marian Brisco, Tanya Hogarth Parking/Admission Lynden Oldtimers Ball Team Permits Harold Kuret Printing Paul Barber Promotions Ken Burns Raffles/Draws Sharon Clugston, Bronka Ridley Signage Annette Rhodes Sponsorship Tony Ascroft, Barb Bell, Kirsten McNamee Volunteers Norma Leegstra, Hannah Beckett Web Site Harry Droogendyk

Committee Reports

Harry outlined what was required of the CDC Chair… chairing meetings, timelines, follow-ups etc. and agreed to continue to manage the website. Committee Chairs were asked to submit their budgetary needs, but these numbers will be carried in a separate report.

Activities & Entertainment - Afternoon As mentioned previously this committee will be separated from Entertainment this year and broken down into Afternoon and Evening Activities to distinguish between the two. Buttercup has been booked ( 12-3 ) and the Reptile Man will be contacted, but asked to bring an assistant to interact with the audience… 2:15 to 3:00. Tall Tales ?

Activities & Entertainment - Evening ~6:30 to 9:30… bands… TBD What's Next $500, Corky the Clown $550 Roger and Linda are confirmed…

Antique Vehicles: Howard said that there were more than enough entrants but he would like to see 2 more farm related vehicles (unrestored or partially restored) There was a concern with the proximity to the Children’s Games area but this will be addressed accordingly.

Awards: Rob Groves has everything in place.

Children’s Games: Games 1:00 to 2:00… Buttercup… 12:00 to 3:00

Citizenship: Youth award with Lions, Rob Groves Adult with the CDC. Letters will be sent out by April 1st.

Fireworks: A crew of 16 people are required… Harold will be licensed this year.

Food Booths & Vendors Harold Kuret has the link for permit application and will submit apps to the Health Dept. The only permit required last year was for the Lions booths. Kettle Corn was very successful and quite profitable - Harold to contact Beverages will be handled by “Club Lucy” or Junior Lions TBD Coffee, Candy Floss are a go. Water… Harry will contact Noah.

Government Grants: City of Hamilton and Heritage Canada - no word yet

Grounds: Rob indicated that in addition to the regular budget ~ $400 will be needed for consumables and the Volunteers will be covered under their budget. Fire dept to help hang banners on poles through town

Information: Information Tent will be set up and the sign from last year is in good shape.

Opening Ceremonies: John Pepper and anyone who would care to help out… no budget

Parade: Hamilton Youth Steel Band $900, need wagon, $900 163 Legion Band, Pilipino Band not coming. Contact other Canada Day organizers to see which bands they are using, eg. Paris, Troy, St. George Another band will be contacted… the Shriners will be contacted Frank Engelbrecht was suggested… It was suggested that the people collecting money wear a costume with a “theme”. The Lynden Spring Revue costumes may be available. Roz Clayton will be contacted. Need new entry form for website ( send to Harry )

Parking & Admission: Old Timers baseball team will be contacted… John Pepper

Permits: Harold Kuret Road closure, insurance, first aid, and police costs were submitted. There may also be a park rental invoice for $250. This will be directed to the Recreation Committee and shouldn’t be paid. Harold motioned that the Insurance, first aid and police coverage at the stop sign be ordered. These motions were seconded by Paul Barber, Rose Brooks and John Pepper and all three were motions were carried. City is paying for less each year.

Printing: Mailer and flyer delivery

Promotions: Publicity, signs etc. Facebook page - last year Janice Muranyi took care of it, Emily Kuret to do it this year ?

Raffles / Draw Children's Giveaway on track, donation request going out in May for Instant Win prizes

Signs:

Sponsorship: Letters will be sent out in mid April, shortly after Easter weekend.

Treasurer: “audit” to be performed again. Current bank balance: $13,142.04 reported by Marsha Shoeman

Volunteers: Hannah to take the lead this year

New Business: Create an updated list of phone #s and e:mail addresses for Committee members. Bob Campbell to follow-up.

Insurance… a Park Evacuation Procedure is required. The matter has been reviewed with Cindy Blair and an SOP is being drafted

A Junior Lions Club is being formed ~25 members ;13 to 19 years old and their first meeting is scheduled for Mar 22. John Pepper suggested that we ask for their help where needed.

John Pepper asked the group to acknowledge and thank Harry for his contribution as Committee Chair over the past several years.

Meeting adjourned: 8:50 pm.

Our next meeting is April 9th, 2012 Easter Monday at 7:30 at the Lions' Den.

Please make EVERY effort to attend this meeting, your input is needed!!

Your community is grateful for your efforts!!!