In attendance: Rita Jenkinson, Joyce Wilson, Ida Draper, Kevin Vandersteen, Wayne Vandersteen, Dorothy Schreyer, Lucy Meilleur, Margaret Dandeneau, Gerry Dandeneau, Clint Vandersteen, Joel Dandeneau, Roland Dandeneau, Josephine Tougas, Julie Lesage, Anne-Marie Traa
Meeting was convened at 3:15 p.m.
- 2003 committee was elected:
Chair:
Wayne Vandersteen
Co-chair:
Joel Dandeneau
Secretary:
Rita Jenkinson
Treasurer:
Anne-Marie Traa, Joyce Wilson will act as 2nd signature*
Anne-Marie, as last year's Treasurer, read the minutes of the last formal meeting of 1998 reunion.
Anne-Marie gave the Treasurer's report. Currently in the reunion account is $1,458.64.
Discussion to confirm dates and location. As July 1, 2003 falls on a Tuesday, it was decided that reunion festivities will be held on Friday, Saturday and Sunday July 27, 28 and 29th. We will attempt to reserve the site up until July 30th to allow more time for clean-up, etc.
Location
Dennis Dandeneau has reserved the ball park. The site is well-drained, but without shade. There is a freezer and power available in the cooking booth, but limited water supply. Wayne and Kevin offered to look into a pump and hose system, if it's necessary. The site has no lighting. Roland suggested that halogen lights could be hooked up to a generator and affixed to a backstop. Propane lanterns could be used in the community tents. Kevin will look into the cost of renting porta-potties. Portable showers may also have to be rented, but we will ask for permission to use the arena showers and offer to pay a small fee if necessary. We would have to request permission from the Fisher Branch Community Centre to use the site and to have liquor there. We will also ask for access to showers at the arena. Rita and Wayne will compose a letter whichWayne will present. Wayne will discuss with Dennis what arrangements have already been made.
- Ida will reserve 2 large tents that we can use at no charge.
Meals - Wayne suggested that to keep work to a minimum, everyone look after their own meals, and that there may possibly be one "community meal". The committee agreed.Will be discussed at future meetings.
Decoration - Roland suggested that Dorothy bring back a Dutch flag from Holland to be used at our reunions and paid for with reunion money. Margaret says she may have one that we could use, but it was agreed that we should purchase our own for the exclusive use at reunions.
- Joel and Kevin will both try to get us a Canadian and Manitoba flag to be used at reunions.
Ida mentioned that Stephen Pickett (son of Susan and Wade in Airdrie, Alberta) has offered to create a Vandersteen Reunion website at no charge. The committee was very excited about the idea. Assuming that each family has at least 1 person with Internet access, we could post bulletins there, ask for forms to be filled in online, etc. We could really save some mailing costs - and time. Joyce will contact Stephen to ask if he will do this for us.
UPDATE - Yes! We're online! Stephen has completed the Vandersteen website. Check us out for bulletins, updates, etc at
http://vandersteen.tripod.com
Johnny and Clair's 50th wedding Anniversary will be held on Saturday, June 28th at the hall. It is hoped that this will enable those out-of-town folks wishing to attend the reunion and the anniversary to do so all in one trip. Tickets will be sold for this extra-special event. Ida will report further at subsequent meetings.
Kevin brought Ada's family history notes. We need info for new members of our clan! Rita will insert information forms and send out with the minutes to the family contacts.
Activities Dutch Auction - In the past, this was lots of fun and a great financial success too. In 1998, it generated $582. .Anne-Marie will ask Geraldine and Emilda to run the Dutch Auction again, as they did such a great job! Please consider donating a craft, woodwork item, gift basket, etc.
Items with a Dutch theme are especially desirable. Dorothy has generously offered to bring back an authentic Dutch item for the auction when she returns from her trip to Holland in May.
Windmill raffle - We raffled a windmill (the Vandersteen trademark) at the previous two reunions and it was a highly desired prize that generated $106! So, we've decided to give all of you another chance to win one. As in the past, Joyce will look into having one made. Dorothy will check out the colors of windmills on her trip and report back. We'd like our windmill to be as authentic as possible.
SOUVENIRS Family calendars - It was disappointing that there wasn't full participation at the last reunion to make this possible. That's why we are asking for your cooperation well in advance. We are asking each family head to provide:
- one large family photo or
- several smaller family photos
Lucy suggested that Wendy (daughter of Philip and Annette Meilleur) be approached for an estimate to make the calendars; as she is in this business. Rita will speak to Wendy for price, size, etc. Each calendar month will display a different family. Possibly, birthdates could be printed too. There are 12 original Vandersteen children and 12 months of the year. That means that if a family doesn't participate, it will be difficult to produce the calendar. Let's have 100% participation! (You are still free to choose if you buy a calendar or not.) Cost, etc. will be available at a later date. (In 1998, the cost per calendar was $17.00)
T-shirts - Lucy said that Bert still has some t-shirts left over from 1998. These could be used for prizes. There are also some unprinted t-shirts left. Kevin will find out from Tracy how many.
Souvenir mugs, etc - committee to come up with souvenir ideas. To be discussed at a future meeting.
REGISTRATION
In 1998 was $5.00/person. We will only charge enough to cover the cost of the site permit, porta-potties, rented showers, etc. More about this in future meetings. Freebies - Dorothy will look for small Dutch flags. Margaret suggested approaching Manitoba Hydro and Telephone for nametags, etc. Joyce volunteered to ask.
ACCOMMODATION
There is lots of space for tents and trailers but there is no hydro or water hookup. Ida says there is room for 14 people at a Bed and Breakfast. Roland suggested we book hotel space NOW for those who don't have accommodation. Wayne will reserve the rooms. Dorothy mentioned that it would be nice if as many as possible could stay on-site, so they don't miss out on anything. Ida says that 3 trailers have been donated for use by folks with no accommodation.
Alternate site - Wayne will research an alternate grassy site that provides more shade. We'll try to determine the number of tents/trailer spaces we need, based on 1998.
Next meeting date to be announced at a later date. Will be determined by the outcome of the meeting with the Community Centre.
Thank you's to Rollie, for allowing us the use of his facility and providing complimentary refreshments. After the meeting, many of us stayed to enjoy a delicious supper in Frydays licensed restaurant. (Why not take a drive to Teulon and try it yourself?)
Meeting was adjourned at 5:00 p.m.
Whew! We gots lots accomplished! But there is so much more to be done. We welcome everyone to attend who is interested in making this the best family reunion ever! And it's fun too!
