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Kelvin High 100th Anniversary Committee Meeting September 12, 2011 Call to order 7:29 pm Attendance: Jim Pappas, Richard Bracken, John and Judith Perrin, Marsha Birnie, Chris Young, Paul Lee, Sam Graham, Jim Brown, Myles Burdeniuk, Allison Cooney, Al Weibe, Lena Morrow, Anne Mackay, Maryanne Medland (for Margot Christie), Susan Bolton, Elsa Alho, Grant Mitchell. Budget Review – Jim Pappas Jim presented a preliminary budget based on an attendance of 3000 people and each paying $200 for the entire package. This would generate $600 000, the estimated costs including a contingency amount are $492 200, leaving a profit of $107 800. The memory books, included in the above budget, should cost around $25 each to produce. A concern was raised that $200 for the entire weekend is not accessible to everyone and not fair for people to pay for wine if they do not drink. Wine averaged into the cost is approximately $7 per person. Current students are asking if there will be student volunteer discounts, we will continue to discuss this. A motion was moved by Grant and seconded by Al that we pass the proposed budget. The motion was passed. A full description of the weekend including the activities, costs and on-line registration needs to be prepared to go out by October 10th and be posted on the website. Registration – Marsha Birnie The registration committee needs to create a form that can be submitted to a mailbox in the office, this mailbox needs to be secure. Internet – Allison Cooney There have been many replies for singers. Allison needs help with programming because she is overwhelmed with work. The person would need to know web design. Jim Pappas will try and recruit his son and will take over emailing the committee the meeting dates. Allison will send him the committee email list. In School Events – Anne Mackay The committee conducted a loose survey over the summer to gather ideas for the weekend. A suggestion that came of the survey was that on Sunday people would prefer intimate in home gatherings following the Friday and Saturday night festivities. Further, if the school were open for the weekend the committee would need to pay custodial staff. It would be nice to keep the school open on the Sunday so that people could come by and see it, especially for those who cannot afford the $200 ticket for the weekend’s events. Any kind of a sports event would be a good idea, maybe for Saturday. Jim Pappas suggested an antique car display. This could probably fill the parking lot with cars from each decade. John Perrin suggested a Salisbury Pancake Breakfast. A tent could be set up in the parking lot. He will look into whether they will sponsor the event and/or what the cost would be. Volunteers – Grant Mitchell The other committees need to determine how many volunteers they need and report these numbers back to Grant including an outline that describes the roles and expectations of them. It was estimated that we would need 35-40 volunteers all together. Grant suggested that senior students, including his 3 kids and their friends, could be responsible to take tickets at the door. PR – Susan Bolton There has been no response yet pertaining to the article in the Free Press regarding the Memorial Book. Twenty years ago the reunion was advertised by putting small ads in community newspapers across the country. Allison inquired about putting articles in the University newspapers. The committee is in the process of pricing out costs for ads and is negotiating sponsorship for this. John Perrin would appreciate being kept current on this process so that he does not make duplicate sponsorship requests from companies. Memory Book – Chris Young Chris proposes that Thursday May 24th be a day for teachers and students of Kelvin to teach the history of Kelvin so they can have the 100th experience without going to the $200 weekend. He will get students to help with the memory book project. Chris wants it to be a student project with help from staff. He has already spoken with the social studies department and they are on board. Chris will go to the archives himself to look up community newspapers for historical Kelvin information. Students can scan pictures and do some research such as political and sports history. Pictures are coming in and Rhonda has more, once the students are involved the process should move quickly. Chris will also try to put together a Hall of Fame for the weekend. Former Teachers – Al Wiebe Al would like to have a picture and blurb put in the memory book for every teacher that has ever taught at Kelvin. Alumni want to see staff! A meet and greet area at the Convention Centre before the festivities get going would be ideal. Staff and former staff may also need a separate area such as a “staff lounge” they can go to in order to have a break from the paparazzi. Sponsorship – John Perrin John has several quotes and availabilities from the Convention Centre area hotels. Should we approach one to be the official hotel? He will look into blocking between 300 – 500 rooms, many visitors will stay with family and friends. The committee met and came up with many sponsor ideas and determined that there should be different levels of sponsorship. For example, how many ads will be posted, how big they will be, where they will be posted, ect. Can a general call for sponsors be advertised in the Free Press? The committee will come up with a brochure so that companies can pick what they are sponsoring, such as transportation, accommodation, class photos, a beverage, ect. Will tax receipts be issued for monetary donations? Can this be done through the Children’s Heritage Fund? Another option is to apply for charitable tax status for the foundation. It takes about 2 months to complete this process. John will contact St. John’s High School to find out if and how they handed out tax receipts. The reunion needs to have greetings from Elected Officials and the Governor General. John stresses that if anyone comes into contact with an organization and asks for something for the reunion to please let him know. Friday Reception – Jim Pappas There will be a nice variety of food stations around the room including a mini pizza station, a sushi station and a dessert station, just to name a few. There will be sofas, tables and chairs, cocktail tables and standalone chairs scattered about. Four or 5 bars will be operating. Next Meeting: Monday October 17th, 7:30 pm Meeting adjourned at 8:39 pm.
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