2023 Reunion – Minutes from June 23, 2023 Planning Meeting

2023 Reunion – Minutes from June 23, 2023 Planning Meeting

CALL TO ORDER

The third meeting of the families was held at “RCAF Association Wing 424” in Cornwall on Friday, June 23rd, 2023. Jeff called the meeting to order at 7:10pm. Representing the families:

  • Ernest – Marc, Donna, Suzanne Cardinal, Gerry Orlando
  • Albert – Steven Malcolm
  • Agnes  – Bill & Linda Wicker
  • Alfred – Brian Villeneuve & Darlene Macgregor
  • Joseph – Lori Fournier
  • Harvey – Jeff & Andrea Villeneuve, Dale & Monique Robertson, Roger Samson
  • Sylvio  – Sharon, Raymond, Ryan, Johnny & Mary Villeneuve
  • Leo – None
  • George – Michelle Villeneuve & Jason Thereot

Hopefully I didn’t miss anyone, I apologize if I did.

Reunion will be held on Sunday, Aug.6th, 2023, rain or shine.

Venue will be at the “Moose Creek Recreational Centre”.

CLAN CONTACTS

The email list is way too large. So a delegate(s) has been designated the “Reunion Contacts” for each clan. The contacts are responsible for forwarding minutes of meetings to their clan members & gathering the funds from each family unit

The email list is way to long to manage so delegate(s) have been designated as the “Reunion Contacts” for each clan. The following contacts are responsible for forwarding all minutes of meetings and gathering the funds from each family unit.

Reunion Contacts (estimated attendance 537)

  • Ernest – Suzanne Cardinal and Leslie Major (117)
  • Albert – Jocelyne Montcalm Pook and Conrad Montcalm (72)
  • Agnes  -Bill & Linda Wicker (17)
  • Alfred – Darlene MacGregor (40)
  • Joseph – Lori Fournier (70)
  • Harvey – Andrea Villeneuve and Jeff Villeneuve (68)
  • Sylvio  – Sharon & Raymond Villeneuve (75)
  • Leo – Lee Spencer (0)
  • George – Michelle Villeneuve and Jason Theoret (74)

DAY IN A NUTSHELL – PART 7

Reviewed and discussed. Click here to download a copy.

VENU

The Venue has been booked for Aug 5th and 6th so that prep work could happen on Saturday with the reunion on Sunday.

  • The Stage – will now be centralized within the facility along the East wall
  • The Bar – will be operated by the Moose Creek Recreational Centre
  • Food Prep – Corn will continue to be setup north of the pool under the shelter, while the suppercookers will be South of facility in the expanded building

Action: All, DO NOT bring your own booze… not Licensed for that. Alcohol must be purchased at Rec Centre prices.

REMEMBER: DRINK RESPONSIBLY

It was decided that bringing your own table and chairs was the best economical way to go, along with the tables and chairs that are part of the venue’s general purpose.

  • Action: Jason & Michelle ensure stage is centralized to the east side of the sheltered area, as in 2016.
  • Action: Harvey Clan to monitor porta potties and washroom facilities on-site.

Note: Table & chairs, require all families to bring their own preferred setup.
Note: Other additional fees to be aware: park fee, liquor license, clean-up fee, portable potties.

EXTRA, EXTRA… READ ALL ABOUT IT!!!
EUCHERE TOURNAMENT, SPREAD THE WORD
Pre-Reunion Saturday Aug.5th, 2023 Family Tree Members only Awaiting Details

(Click here to download a copy of the tournament details)

REGISTRATION

Registration will be between 09:00am – 10:30am.
This will consist of families, highlighting the latest family tree, to indicate their attendance. Name tags will be issued, to put names to faces.
Joseph’s & Harvey’s Clan will be at the tables to ensure all register and get name tagged.

IDENTIFICATION OF THE CLANS

Same identifying colours as in all reunions will be used again.  PLEASE wear your colours.

Ernest – Red Alfred – Blue Sylvio – Maroon
Albert – White Joseph – Yellow Leo – Brown
Agnes – Pink Harvey – Green George – Grey

 

  • Action: ALL clan members to get appropriate coloured attire.

MEMORIAL & BLESSING

The reunion will begin at 11:00am with the Master of Ceremony, remembering all the deceased family members, since the 2016 reunion. The “Blessing” will follow.

Albert’s Clan has stepped up to have an MC, while Ernest Clan will perform the blessing. A permanent memorial table will be setup. Going with electric candles, which will signify each fallen clan member. This will combat any wind issue.

  • Action: Joseph/Harvey Clans memorial table setup

FAMILY CHRONICLES

Leslie & Hanna Major will provide a USB updated version to Jeff 2 weeks prior. Copies of the latest family trees will be available if you want a copy.

Digital copies are available upon request to Jeff Villeneuve

  • Action: Paul to copy & bring reunion day.

PHOTOGRAPHS

Photographs, will consist mostly of everyone taking their own. Please share all digital pictures to the web page:

www.villeneuvereunion.ca

Thanks to Roger Samson for maintaining the website

  • Action: Roger to continue website maintenance.
  • Action: George/Michelle to have hay wagon available for clan photos.

PUBLICITY

The 7th edition of the Villeneuve reunion – Local press releases.

  • Action: George to investigate

FUNDING

All “family units” from clans will contribute $30.00 each towards the reunion. Funds were collected by the Treasurer (Jeff) from clan collectors; collected, $5,330.00 (178 family units) Totaling now $7500 in bank, before we get started. ($2,170.00 was carried over from previous reunion).
This funding will pay for such expenses as; food, entertainment, venue, licensing, porta potties etc.
If you incur any expenses towards the reunion, please forward all the receipts to Jeff for payout.

In addition 2 Raffles will take place. One will be for items off the donation table that you can choose, the
other a 50/50 draw. Ticket sales will be $5.00 ea / 3 for $10.00. Contributions goes towards reunion.

  • Action: Jeff to attain 50/50 tickets & raffle sellers.

FOOD

All food items will be purchased with certain clans accepting responsibility for cooking & prep.
Clans are encouraged to get the next generation involved with the food preparations. Get them up cooking, tutored by the previous generation.
It was decided, once again, that desserts would not be available. So bring your own, if you need it.

  • Action: George/Michelle will have Coffee, Soft Drinks, Water, available

Note: Fish may not be available, one last try is currently underway.

Action: The clans that have taken up the responsibility, for this reunion are as follows:

  • Sylvio’s Clan – Corn at Noon with plates and butter.
  • Alfred’s Clan – Curds at Noon.
  • George’s Clan – Hamburgers, Hot-dogs with plates at Supper.
  • Albert’s Clan – Facilitate BBQs cooking. One Meatless BBQ as well.
  • Joseph’s Clan – Fixings: onions, tomatoes, cheese slices, ketchup, mustard, relish, mayo with plastic utensils
  • Harvey’s Clan – Fish at Supper with appropriate condiments, if it happens.
  • Agnes’s Clan – Backup crew, filling in the gaps when needed.

ENTERTAINMENT

Dale Robertson, Paul Villeneuve & Darlene Macgregor with their volunteers, are assigned to organize these events:

“Younger Generations”

Fish Pond: Catering to 10 years of age or younger.

  • Action: Parents to provide the “fish gifts” please wrap with child’s name & clan colour, keep it around $10. Thanks.
  • Action: Darlene to setup fish pond; South-East corner.

Clowns – will be here to entertain with balloons and face painting.

Bouncy Castles – Supervised by Ernest Clan

Balloon toss, Sac Races, Tug-O-War between clans.

  • Action: Paul/Dale balloons; Jeff for Tug-O-War rope.

Lifeguard Supervised Swimming – bring suit & towel. Small fee $$

“Older Generations”

Dunk-Tank: Pick your favourite clan member to generate income towards reunion. Looney a toss.

Tug-O-War: between the clans.

  • Action: Jeff to get rope

Egg Toss: Adults only (18 & older), younger adults are tossing the balloons (different clans).

  • Action: Michelle for eggs

Sac Races: Adults only (18 & older), (different clans).

INITIAL PREPARATIONS & REMINDERS

As far as personal safety around germs. This is an outdoor event. If you wish to where a mask, where a mask. Everyone is responsible with their own personnel hygiene. Bring your hand sanitizer with you.

  • Trailer parking is not available. However, contact the Montcalms for local arrangements.
  • Sanitary facilities are available at the facility, but (6- Outhouses) will be set up.
  • Garbage Receptacles will be available, Ernest Clan to monitor.
  • PETS are NOT allowed. Sorry, local by-law.
  • Bring your own chairs, for mobile seating around the recreational area

Designated Driver if you are planning on consumer alcohol on this day. It is everyone’s responsibility, we all get home safely

MINUTES DISTRIBUTION

I will get a copy of these minutes to all clan reps.
Please forward copies to as many of your clan as possible.

  • Action: Jeff & All Clan Reps.

NEXT MEETINGS

The wrap up meeting will be at the “RCAF Association Wing 424” in Cornwall on Friday, August 25th,2023

Presentation of the final numbers around attendance and costs surrounding our reunion.
Overall comments and what we could try to do better for the next reunion.
Discuss the future of the reunion, including looking at reunion mtg. dates prior to 2027

ADJOURNMENT

At 08:15pm business was concluded, a “Big Thanks” to all who attended, especially the commitment of each clan representative.

(Click here to download a PDF Copy of the minutes)