2023 Reunion – Minutes from May 5, 2023 Planning Meeting

2023 Reunion – Minutes from May 5, 2023 Planning Meeting

CALL TO ORDER

The second meeting of the families was held at “RCAF Association Wing 424” in Cornwall on Friday, May 5th, 2023. Jeff called the meeting to order at 7:10pm. Representing the families

  • Ernest – Marc, Donna, Suzanne Cardinal, Gerry Orlando, Chris, Claudia, Gerard, and John Villeneuve
  • Albert – Gerald & Steven Malcolm
  • Agnes  – Bill & Linda Wicker
  • Alfred – Elaine & Brian Villeneuve, Darlene Macgregor
  • Joseph – Lori Fournier
  • Harvey – Jeff, Kim, Paul & Andrea Villeneuve, Dale Robertson and Roger Samson
  • Sylvio  – Sharon, Raymond, Ryan, Johnny & Mary Villeneuve
  • Leo – None
  • George – Steve Rolland

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. (estimated attendance 538)

  • Ernest – Suzanne Cardinal and Leslie Major (100)
  • Albert – Jocelyne Montcalm Pook and Conrad Montcalm (70)
  • Agnes  -Bill & Linda Wicker (15)
  • Alfred – Darlene MacGregor (70)
  • Joseph – Lori Fournier (70)
  • Harvey – Andrea Villeneuve and Jeff Villeneuve (65)
  • Sylvio  – Sharon & Raymond Villeneuve (74)
  • Leo – Lee Spencer (?)
  • George – Michelle Villeneuve and Jason Theoret (74)

VENU

The Venue has been booked for Aug 5th and 6th so that prep work could happen on Saturday with the reunion on Sunday. Still investigating going with a “No Sale Liquor License” which would mean “BYOB”. Or have the venue control the liquor beverages under the facility’s license. 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: Jeff, Ryan and George to investigate best alternative for liquor licensing.
  • 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

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 has offered to take this on, as in 2016, and be at the tables to ensure all register.

IDENTIFICATION OF THE CLANS

Same identifying colours as in all reunions will be used again.  PLEASE wear 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’s elder will perform the blessing. Further setup & candles needed will be discussed next mtg. 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’s Clan memorial table setup

FAMILY CHRONICLES

Please forward all deaths, births and changes, since 2016 reunion to Leslie Major (Ernest Clan), so that the family chronicles could be updated for the 2023 reunion. The information (deceased) will be used for the remembrance.

  • Action: Family members (Clan Reps.) to update and email family tree document back to Leslie.
  • Action: Leslie to update family tree.

PHOTOGRAPHS

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

www.villeneuvereunion.ca

“Big Thanks” to Roger Samson for the continual maintenance of the website. Roger has completely re-vamped the website, check it out. GREAT JOB ROGER.

PUBLICITY

To be discussed at next meeting.

FUNDING

The funding for the 2023 reunion will be relying mostly on the family unit $$$.

“Family Unit” contributions were agreed to be $30.00/family unit, if a cost shortfall were to occur, a collection would be discussed at the final meeting after the reunion’s completion. Examples of different family units were reviewed for clarity for the funding gatherers of each clan.

Currently, there is $2,188.00 in the bank from previous reunion, after paying to extend website domain.

In addition two Raffles. One will be a Painting donated by Linda Villeneuve, the other a 50/50 draw. The ticket amount will be decided next mtg. These contributions will also go towards the Reunion.

FOOD

The usual contributions by the clans; Sylvio’s Clan to manage, corn & curd lunch as per previous reunions. George, Ernest, Albert, Harvey and Joseph’s Clans facilitating all the needs for the later supper meal. Vegan & Vegetarian options discussed.

  • Action: Albert Clan to facilitate BBQs, with one meatless BBQ.
  • Action: Harvey Clan to facilitate grill rental for fish, fish sauce, disposable paper plates & utensils.
  • Action: Harvey and Albert Clan to have barbequers ready to BBQ.
  • Action: Ernest Clan to facilitate our fishy issue and garbage collection.
  • Action: George Clan to facilitate buns & meats for hamburgers, hotdogs & buns for fish.
  • Action: George Clan to facilitate coffee, soft drinks, water and ice.
  • Action: Joseph Clan to facilitate the condiments (ketchup, mustard, mayo, onions, pickles, tomatoes)

ENTERTAINMENT

Younger Generations

Subcommittee (Dale Robertson, Paul Villeneuve & Darlene MacGregor with team of helpers): to organize our typical events for the youth. Fish Pond, Balloon Toss, Sac Races, & Tug-O-Wars.

Life-Guarded Swimming will also be available for a small fee, times to follow. Note: one parent must be in attendance with smaller children at the pool site.

Both Bouncy Castles & Face Painting Clowns were discussed. Bouncy Castles were deemed to be too much of a liability for injury, while The Clown(s) are moving forward.

If anyone has ideas for more games, or wish to organize, or get involved – contact Dale or Paul. Help will be needed, in organizing the games, as well as supervision.

  • Action: Dale to investigate/book the clown(s), purchase water balloons.
  • Action: Parents with young kids using the fish pond, please provide your wrapped fishy gift to the fish ponders upon arrival Sunday morning. Keep the cost of the gift around the $10 mark and must be small enough to be reeled in by your child.
  • Action: Darlene to attain sacs

Older Generations

In order to encourage mingling of the clans, the following activities will take place: Tug-O-War, Egg Toss and Sac Races (Adults only 18 & older).

  • Action: Jeff to get rope
  • Action: George for eggs & Darlene for sacs.

SAFETY & WELLNESS

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.

Unable to solidify St John Ambulance to attend, so we will have to rely on our own expertise in health care and first responders within the Clans. Let’s just be safe.

MINUTES DISTRIBUTION

I will try to get a copy of these minutes to all Clan Contact People. Please forward to your Clan. Please forward copies to as many as your clan members as possible. Communications is key for success.

  • Action: Jeff
  • Action: Clan Contacts

NEXT MEETINGS

Third meeting to be held in Cornwall @ 7pm on Friday, June 23rd, 2023. RCAF Assoc. Wing 424 (Air Force Club) downstairs, 240 Water St. West (same venue as the last meeting).

ADJOURNMENT

At 08:30pm business was concluded, a “Big Thanks” to all that took the time to attend. I can always be reached by text or email at the top of these minutes.
I believe, we’re once again headed in the right direction for another successful reunion, after this meeting.

Remember this is “Your Reunion” get Involved, and have Fun

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