Festival of Trees 2009

Minutes of meeting ofSeptember 15,2009

HGR Boardroom-241 West St N

Present: Nancy Amos,Kellie Beasley, Heather Breckles, Nancy Cornwell, Garnet Morton,Pat Morton,Paul Taylor, Sharon Turner, Deb Watson,Nancy Welton, Mary Westlaken

Meeting called to order by Chair Sharon Turner at 5:05pm

Questions arising from minutes:none

Reports by event:

1)Heather Breckles: Bank

Items to note: a) scheduling money pickups; more frequent on weekend

b) money to be kept in aprons out of sight

c) raffle ticket money to be kept separate

d) raffle tickets will be used for gingerbread houses as well as trees and major raffle prizes.

2)Nancy Amos: Gala

Items to note:a) band will be Double Exposure; Remax sponsorship

b) Randy Klein (Taylored Home Improvement Ltd) will sponsor tickets; Nancy will follow up with Randy to get a copy of his business logo to included on ticket

c) tickets should be ready for distribution by October 1st;

Mario will look after sales with the Orillia Club and Paul Valle with LakeCountry

d) Nancy will contact Reid regarding an early ad for paper – tickets available to general public contacts – Art’s Clothing and Dale Bernard

e) committee will arrange for tickets to be printed by Bishop Printing

f) Jed Levene – looking after 50/50

g) Paul Valle – looking after wine; sellers needed

h) trip – Carlson Wagonlit sponsoring half of a trip voucher valued at $1500. Kellie investigating a 2nd sponsor.

i) Floral centerpieces – arrangements again with June’s Flowers. Discussion about involvement of other florists. Decision to open this area up next year – concept of having 6 local florists provide 6 arrangements each.

j) Kevin Vennard /Julie Scott– looking after table sponsors

k) Use of VISA machine discussed – possibility of it being available for wine sales as well as Silent Auction. Heather will check with Kiwanis as to how they operate. Nancy Amos will check Fern Resort for ATM Machine.

l) Tom Wood – looking after Silent Auction; need for bankers discussed; suggested that bidding of 5 auction items at a time be completed and those items paid for , then the next five, etc.

3)Nancy Cornwell: Breakfast

a)Working with Mike Taylor beginning this week to make necessary contacts

b)Real estate Board doesn’t meet until October

c)Mall Santa will be schedule to visit the area after 10:15am

d)Burger King will be approached againto provide the breakfast

4)Mary Westlaken: Fashion Show

a)Participating stores same as last year, excepting Dapper Depot; Diane Cipolla adding a second segment with men’s wear.

b)Venue is Jim Wilson’s dealership showroom

c)Mariposa Market providing desserts

d)Jazzmatazz providing the coffee

5)Nancy Welton: Raffle Tickets

a)has forms from Severn township; needs cheque for licence

b)volunteers needed to sell; schedule will be set up based on Mall Hours

c)Bill Price is the contact for the Champlain Seniors

d)Silver Q will also be approached

e)Rotarians needed to fill slots

Nancy to contact Verena for Christmas Mall hours

6)Garnet Morton: Tree Sales-

a)Initial meeting held to develop list of contacts

b)Positive responses to requests

7)Pat Morton: Decorating-No Report

8)Deb Watson: Printing

a)Flyer designed – some changes

b)500 flyers and 25 posters printed by Peter Borutski, Lake Country Office Solutions

c)Additional posters for mall display (extra large format) to be done

d)Also posters for sponsors to display in their locations “Proud Sponsor of Rotary Festival of Trees”; Kellie will provide a list of sponsors to Deb for printing.

e)Copies of pdf and powerpoint to Kellie and Verena Ziebell. Marketing Co-ordinator RIO CAN

9)Reid Asselstine: Media – No report

10)John Locke - Major Prizes–No report

11)Kellie Beasley: Event Sponsors–

a)Please notify Kellie if you have someone who has agreed to sponsor- need to prevent double contacting

b)Reed Ellis and Apple Auto Glass sponsoring the Fashion Show

c)Kellie is applying for a ‘grant‘ from Meridian Credit Union ($3000); suggested that this money be used for trip sponsorship ($750) and gala flowers; gingerbread sponsorship ($500); decorations ($1500); also to request volunteers from their group to ‘fluff’ trees and sell raffle tickets.

12)Michelle Vennard: Gingerbread contest

a)18x18 largest structure; to be mounted on plywood.

b)Three levels – Adult Hobby; Teen: Children

c)Judges – hope to get representation from Mariposa (Bob Willsey); Wilkies Bakery; Kathy’s Kakes (Kathy Webb).- Michelle Vennard

d)Registration and rules to be distributed to schools (elementary & secondary); Bulk Barn; grocery stores- Michelle & Committee

e)A protective barrier needed to keep people from touching displays- fencing needed-Paul & Bob

f)Containers for tickets needed- Bob & Paul

13)Paul Taylor: Budget

a)A draft budget has been prepared based on last year’s

14)Other:

a)Access to the empty store – November 9th ; Keys – Sharon and Pat

b)Delivery of trees to mall – November 9th morning- Sharon to coordinate with John Locke

c)Need ‘fluffers’ beginning November 9th

d)Major prizes will be grouped under the glass dome

e)A pergola is available from Home Hardware for display

Next meeting:Tuesday September 29th, 5pm at HGR boardroom; 241 West St N

(across from ODCVI )

Meeting adjourned: 6:30ish