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Events Committee
EVENTS COMMITTEE |
Chair: Councillor Jean Neville jneville@mindenhills.ca
With the assistance of subcommittees for each event, this committee guides the execution of Minden Hills signature events: Canada Day, Winterfest Minden, New Years Eve, Minden 150 Bike Tour, Doors Open, Santa Claus Parade and more. The Committees responsibilities include developing and monitoring event budgets and assisting with the development of new signature events and enhancement of the existing events. The Committee will also provide input on how our community can successfully seek out, bid for and host conferences, tournaments, touring festivals and regional sporting events on a regular basis as a means of bringing economic development to Minden Hills in terms of legacy investments and tourism.
Committee Members:
Sandra Bradley
Mike Janetakes
Barb Phillips
Staff: Director of Community Services, Rick Cox
Email: rcox@mindenhills.ca
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NEXT MEETING SCHEDULED |
April 17, 2012 - 7:00 pm Community Centre Room #3
Meetings are scheduled to be held on the third Tuesday of each month @ 7:30 pm |
EVENTS COMMITTEE MEETING |
Tuesday, February 7, 2012 7:30 pm
Community Centre Room 3
Attendess: Mike Janetakes, Lynda Litwin, Colleen Mewha, Jean Neville
Regrets: Donna Monk, Sandi Bradley, Barb Phillips
Guests: Ann Lavery
Staff: Rick Cox
1. Call to order & approval of agenda 7:30 pm Jean called the meeting to order. Agenda approved.
2. Declaration of pecuniary interest - none
3. Adoption of minutes from previous meetings
a. November 8, 2011 meeting Colleen moved the minutes be accepted, Mike seconded, all approved as prepared.
b. January 10, 2012 meeting Colleen moved the minutes be accepted, Mike seconded, all approved as prepared.
4. Business arising from the minutes:
a. In SIRCH of a Perfect Pond Hockey Feb 25 26, 2012 Sheila Shaw and Sean Hooiy (Rockcliffe) have this organized to be hosted behind the community centre. Hoping that this will become an annual event. Fire Fighters Ice Derby Feb 25 26, 2012 same weekend.
b. Fairgrounds Water Concert Aug 2 5, 2012 -
5. Correspondence:
a. Request for feedback from Committee Members
1. Does the committee have a clear mission?
2. Is your time being spent productively?
3. Do you have any suggestions on how we can improve? All committee members please respond to these questions directly to Jean.
6. Other Business
a. Policy 40 Pre-Approval of Community Events, Schedule A
i. List of events needs to be updated. An updated schedule has to be returned to council in March. This is a list of pre-approved events. These events are either hosted by the municipality or there is municipal property/rec dept required for the list of the events. Committee members are asked to review this list and bring their changes to the next meeting.
b. Family Day Events:
i. Rick has a list of events made up and will get them into the Times and the Highlander for next weeks edition. There will be posters made as well to be posted in the merchants. Committee members - Pick them up from Cammy mid day tomorrow and help get them posted.
ii. Rick already has 3 silent auction items. Colleen will have a Pampered Chef donation. Mike will have Winterfest tee shirts to donate. Lynda will put a basket together. Lynda will pull together a sign regarding the donation money is going towards a fire works fund for New Years Eve. Table will be in the community centre during Chili, during the hockey games, then left out on Monday during breakfast, games, and broomball. Auction will be closed 3:00 after Kinark indoor games. Ann will try to help us with some items for the table. Lynda jelly bean guess.
iii. Winterfest 2012 Feb 19-20, 2012
Sunday includes:
1. Curling Lynda ready to go
2. Chili cook off Sandi No report. Sandi met with Rick this morning.
a. Rick is not sure who we have participating this year.
- Judges are lined up.
- Sandi & Margaret (Grandmas Fish & Chips) getting participants. .
- Media coverage Sandra will contact.
- Prize is the apron moves on to this years winner.
- Certificate Thank you for participating Sandra
3. Hockey Games ready to go
- Ian Wilson Old Timers - over 55 game will be at 3:30 pm
- Lisa Schell Dawson Game is set for 7:30 pm
- Derek Red Hawk Alumni Game at 5:30 pm
- Shiney Hockey at 4:30 pm
4 Skating Show
- Sandi to contact Pam Weiss at 6:30 pm
Monday includes:
1. Ice Race Kinsmen Andy 10 am to be confirmed - ready
2. Family Games Colleen hosting ready to go
3. Pancake Breakfast Ag Society - ready to go
4. Try Out Broomball Rick ready to go
5. Kinark outdoor games 10 12 and indoor games 1- 3 ready to go
6. Snow Pitch Tournament Tammy and Craig Smith - ready 4 teams booked so far
Advertising
1. Tri signs downtown basic dates check website - done
2. Highway signs Feb long weekend Sunday and Monday events - done
3. Details on website Rick will populate this -
4. 5 event ad page Not available for 2012 5. Ann Lavery to do an email blast Rick to get this to Ann - Ann will get info tomorrow
6. Radio coverage Mike will take care of this with Moose and Canoe - done 7. Face Book coverage Sandra will get 8. Highlanders Rick will talk to Walt Griffin
iv. Easter Egg Hunt Date Sat. April 7 - Champion ASES Kathy Adams Rick will contact. Kathy is ready to go. Foodbank are going to get involved with this. Bunny costume being requested if anyone has one please let us know.
v. Halloween Party Tuesday October 30 Champion Renzo and Rick.
vi. New Years Eve Mon Dec. 31 Champion Rick
a. Ice skating
b. Tobogganing
c. Horse Drawn Wagon rides
d. Bon fire
e. Hot Chocolate
f. Fireworks needs $2500 in the form of a grant donation. Donna Monk will talk to the Mason organization to fund this.
c. Canada Day Sun July 1 Champion Rick
1. New Stuff: - Rick to bring a list of previous participants to the March meeting getting ready to send invites in April for a May meeting. - Rick and Jean are getting together with the car dealerships for a soap box derby
- Melanie is thrilled to sign Oh Canada for us
- Michael Fay and the Conjurors are pulling together a Diamond Jubilee performance on Canada Day in the downtown core before the opening ceremonies - Canada Day Parade Championed by Mike, Colleen and Sandra. Sat. June 30th 2:00 marshalling and 3:30 parade. The River Raft Racers are being invited to show off their rafts in the parade. Something new for this year Sandra and Colleen to report next month Summer kick off parade Saturday June 30 Champion Sandra & Colleen
Kids and bikes
Resorts
Camps
Cottage association
Promote your raft in the parade
- Ann is offering to take Canada Day posters to the 3 major trade shows that they attend in the year. Cottage Life Show the end of March, Outdoor Adventure Show is the end of February and the motorcycle show is the middle of March. - Something for next year Monster machines. Colleen has talked to Aggie Towes and she thinks it is a great idea. Rick is looking for a champion Glen Sharpe Fowler
Gary Birch Haliburton Construction Assoc.
Prentice trucks
Kernohan cement truck Colleen to approach Lawrence Lougheed re Hydro Trucks - Lynda to ask for the RE/MAX balloon
- Tuesday, May 1 host a Plan Canada Meeting. Invites out after April meeting. Announce this in the newspaper to call for new volunteers. Special Invites to all the previous attendees.
Fishing Derby
Antique Cars
Bill Chadwick Crazy Raft Race
Service Clubs
Farmers Association
Cultural Centre Rep.
Wagon Rides Casey Cox / Jeff Black
Lioness
Fowler sponsor mighty machines ii. Registration Table - Donna is going to coordinate everything required for the registration table.
1. Canada Day song by - Melanie Sandra will ask her Thrilled to be asked!!
2. Prizes Donna and summer staff member will work on
3. Water
4. Raffle Tickets
5. Canoe Mike will book this in
6. Cake Donna will call Foodland Fishing Derby Dan and Kevin
iii. Crazy Raft Race Bill Chadwick
vii. Needs help with the parking at the fireworks. Rick is going to go to the hockey assoc. and offer free ice time for parking help.
e. Make It Minden Events hosted Tuesday July and August Champion Lynda. Share list with Anns office.
f. Minden 150 2012 date Sat. Aug. 11, 2012 - Champion Rick (same day as Canoe FMs hoe down). Friday night is a gathering night with the Lions (Colleen) hosting a spaghetti night at the community centre and beer sponsor (Rick)
g. Musicfest Date Aug 1 6, 2012 - Champion outside promoter Rick announced that just before our meeting John is pulling from Minden as a host due to issues with time frame and municipal lawyer review of the contract.
h. Hort. Flower show weekend
i. Highland yard weekend
i. Santa Claus Parade Sat November 24 Champion Mike Please confirm date
i. Work with Jim Frost (Haliburton) coordinated theme
j. Other a. PanAm Games count down Lynda to ask Boatwerks (James) to participate in the Make It Minden to help kick off PanAm. Rick to ask for a display to cover PanAm. Book around July 10th. Contact Anns office will all PanAm promotional stuff. b. Festival of the Harvest Moon August Jean
c. Ann Lavery County Tourism Info attended our meeting to help us communicate the events that we pull together. Ann has email group lists that she sends out:
i. A request for info on Mon and Tues.
ii. Promotes all events that are on their website via an email blast to
1. constant contacts with multi contact sources
2. Whats Happening newsletter 2500 emails
3. Followers (twitters) over 15,000
4. Facebook 800-900 contacts.
5. OHTO over 5,000 contacts
6. Posters go out on Wednesdays the week before and the week off
7. Events Calendar go out on the week before and the week off
8. Summer Fun Guide website free event listings we have to post
9. www.400eleven.com website free event listings we have to post
10. otmp website (tourism partners) free event listings - we have to post
11. Haliburton Holidays facebook
12. posts to outside contacts list Mon, Wed, Fri.
13. posts to local contacts lists daily
14. Snow report on Friday
Running Comments to be remembered:
1. April send out invites to Canada Day participants for May meeting.
2. Start using a silent auction table at each of the Events that we host to raise funds for New Years Eve fireworks. Jelly Bean Count. Tables will be set up at:
1. Family Day
2. Easter Egg Hunt
3. Halloween Dance
4. Canada Day
5. Leading up to Santa Claus Parade Make It Minden Silent Auction Item auctioned at your store. 3. Rick to contact ASES about adding a line on every newsletter to check out the municipality website for future events. Call into the school and waiting for a reply.
4. Advertising deadlines:
- Winter Guide (Times/Echo):
- Spring Guide (Times/Echo):
- Destination Guide (Ann Lavery) signature events with flyers for the smaller events. Flyers can be produced for the timing of when the guides are being stuffed. January 1st is the usual deadline.
- Website updates: makeitminden.ca and Ann Laverys county contact (minimum 2 weeks before)
- Radio stations Moose and Canoe
- Tax bill insert
5. Annual review of Policy 40 Pre-approved list of community events
Rick made a motion to close the meeting. Colleen seconded the motion and all agreed.
7. Next Meeting: Tuesday March 6, 2012 7:30 PM Community Centre |
EVENTS COMMITTEE MEETING |
Tuesday, January 10, 2012 7:30 pm
Community Centre Room 3
Attendees: Mike Janetakes, Sandi Bradley, Lynda Litwin, Donna Monk, Colleen Mewha
Regrets: Jean Neville, Barb Phillips
Guests: Natasha Bradley
Staff: Rick Cox
1. Call to order & approval of agenda 7:31 pm Rick called the meeting to order. Agenda approved.
2. Declaration of pecuniary interest - none
3. Adoption of minutes from previous meetings a. November 8, 2011 meeting deferred Lynda and Rick to pull together
b. December 13, 2011 meeting Mike made the motion to accept the minutes as distributed, Sandra seconded, all approved.
4. Business arising from the previous minutes: outlined below
5. Correspondence:
a. Highland Yard Sunday of long weekend in August. Contact person is Jack Russell and Fay Martin. They are running this solo with help from the Rec Dept. for barricades etc. and use of community centre grounds
6. Other Business
a. Winterfest Sun. Feb. 19 and Mon. Feb. 20 Champion Rick, Sandi, Lynda 1. Rick will forward off the 2011 documents that he has for 2012 version to Sandi
Sunday includes:
2. Curling Lynda
a. Posted in the curling club
9 10 am come out and learn to curl
10:00 a.m, noon and 2:00 start 6 end games
$10 per person per game. Funds towards Events Committee funding.
3. Chili cook off Sandi
a. Judges are lined up
b. Sandi & Margaret (Grandmas Fish & Chips) getting participants. Margaret is offering her commercial kitchen if needed by a private resident if they need it. c. Media coverage Sandra will contact
d. Prize is the apron moves on to this years winner
e. Certificate Thank you for participating Sandra
4. Hockey Games
a. Ian Wilson Old Timers - over 55 game will be at 3:30 pm
b. Lisa Schell Dawson Game is set for 7:30 pm
c. Derek Red Hawk Alumni Game at 5:30 pm
d. Shiny Hockey at 4:30 pm
5. Skating Show a. Sandi to contact Pam Weiss at 6:30 pm
Monday includes:
1. Ice Race Kinsmen Andy 10 am to be confirmed - Rick
2. Family Games Rick Times ________________
Mini golf Jamie McMann
Minnow races
Wii
Bean Bag toss
Popcorn
3. Pancake Breakfast Ag Society 8 11 a.m.
4. Try Out Broomball Rick 10 - 11 am
5. Kinark Rick? Rick to talk to Jim
6. SIRCH pond hockey tournament arena is available for this. SIRCH will organize.
7. Snow Pitch Tournament Tammy and Craig Smith organizing
Advertising Family Day Events
1. Tri signs downtown basic dates check website Rick has County Signs working on this
2. Highway signs Feb long weekend Sunday and Monday events 3. Details on website Rick will populate this 4. 5 event ad page Rick will get this to Laura 5. Ann Lavery to do an email blast Rick to get this to Ann 6. Radio coverage Mike will take care of this with Moose and Canoe 7. Face Book coverage Sandra will get 8. Highlanders Rick will talk to Walt Griffin
d. Easter Egg Hunt Date Sat. April 7 - Champion ASES Kathy Adams Rick will contact
c. Canada Day Sun July 1 Champion Rick
Tuesday, May 1 host a Plan Canada Meeting. Announce this in the newspaper to call for new volunteers. Special Invites to all the previous attendees. Follow up at future meeting.
Fishing Derby
Antique Cars
Bill Chadwick Crazy Raft Race
Service Clubs
Farmers Association
Cultural Centre Rep.
Wagon Rides Casey Cox / Jeff Black
Lioness
Fowler sponsor mighty machines
i. Something to cover the Queen Diamond Jubilee or Laura Secord piece
a. Rick contacted Michael Fay Michael has a play that he can rework for the Queens Diamond Jubilee. Rick is going to include something in the grant funding. b. JJ Kerrs alumni group Natasha is going to check with Ms. Zilla and JJs group to see if they want to pull together something to acknowledge the Queens Diamond Jubilee or something else with the celebration.
ii. Donna is going to coordinate everything required for the registration table. 1. Canada Day song by - Melanie Sandra will ask her 2. Prizes Donna and summer staff member will work on
3. Water
4. Raffle Tickets 5. Canoe Mike will book this in 6. Cake Donna will call Foodland
iii. Soap Box Derby Jean Neville will approach Ridgewood and Subaru.
iv. Fishing Derby Dan and Kevin
v. Crazy Raft Race Bill Chadwick
Something for next year Monster machines Rick is looking for a champion Glen Sharpe Fowler
Gary Birch Haliburton Construction Assoc.
Prentice trucks
Kernohan cement truck
vi. Something new for this year Sandra and Colleen to report next month
Summer kick off parade Saturday June 30 Champion Sandra & Colleen
Kids and bikes
Resorts
Camps
Cottage association
Promote your raft in the parade
vii. Needs help with the parking. Rick is going to go to the hockey assoc. and offer free ice time for parking help.
e. Make It Minden Events hosted Tuesday July and August Champion Lynda
f. Minden 150 2012 date Sat. Aug. 11, 2012 - Champion Rick (same day as Canoe FMs hoe down)
g. Musicfest Date Aug 1 6, 2012 - Champion outside promoter
i. Hort. Flower show weekend
ii. Highland yard weekend
h. Halloween Party Tuesday October 30 Champion Renzo and Rick
i. Santa Claus Parade Sat November 24 Champion Mike Please confirm date
i. Work with Jim Frost (Haliburton) coordinated theme
j. New Years Eve Mon Dec. 31 Champion Rick
a. Ice skating
b. Tobogganing
c. Horse Drawn Wagon rides
d. Bon fire
e. Hot Chocolate
f. Fireworks needs $2500 in the form of a grant donation. Donna Monk will talk to the Mason organization to fund this. Silent Auction table at events through out the year to help raise funds for fireworks.
k. Other
a. Pan Am Games count down
b. Start using a silent auction table at each of the Events that we host to raise funds for New Years Eve fireworks. Jelly Bean Count. Tables will be set up at:
1. Family Day
2. Easter Egg Hunt
3. Halloween Dance
4. Canada Day
5. Leading up to Santa Claus Parade Make It Minden Silent Auction Item auctioned at your store.
c. Rick to contact ASES about adding a line on every newsletter to check out the municipality website for future events
Donna made a motion to close the meeting. Lynda seconded the motion and all agreed.
7. Next Meeting: Tuesday February 7, 2012 7:30 PM Community Centre |
Free @1 Event Publisher by UPOINT
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