BOD Minutes – May 21, 2021
CTSS BOD ZOOM Meeting Minutes – 5-21-21
Attendees: Louise (host), Phil, Bob, Jane, George, Norm, Duck, Bill & Jacqui
Call to Order: 7:35 PM
Officer Reports:
Chairman –Bill Dexter
Nothing has been done recently about the Food Drives, but now that things are winding down, it is something we should get going with again. George asked who has the banners; he needs on for the Lamy’s who will be doing a food drive shortly. Bob said that he has one. He needs their address & will drop it off at their house.
President – George McCleary
The passing of Charlie Allen. Phil was at a meeting when he was told that Charlie had died. Phil told George who then called Charlie’s daughter & found out that Charlie died from cancer. The grandson was responsible for notifying Bill & George, but no one from CTSS was contacted. The funeral was private, but there will be a memorial service at a future date. Jacqui requested the daughter’s address to send a sympathy card from CTSS. She will also send Charlie’s obituary to our members & mention that a memorial service is planned in the future. Louise will post the obituary on Facebook as well.
George suggested that we set up a memorial to Charlie at our Workshop Weekend in July, maybe a picture board of our different activities he attended. Duck suggested that we include all the members who passed away this year & last year; maybe a moment of silence or roll call of deceased members at or before dinner on Saturday. Bill suggested that if anyone had a comment, antidote, etc. regarding Charlie or any of the other members who passed, that would be an appropriate time to do so. George will fit it into the schedule. Bob agrees that it is the right thing to do, but all members should be included. Jane suggests a photo board with Charlie in the middle (best picture would be the one where Charlie is in the old time car) & all other deceased members surrounding him. The pictures used on the website memorials would be appropriate. George asked Bill if he would head this memorial endeavor & Bill accepted. Bill also suggested that we use a sound system so that everyone is able to hear one another. George will check with Lake Compounce for the use of their microphones & also bring the one he has.
Vice-President – Phil DesJardins
Treasurer – Bob Smith
Balance in checkbook is $7,111.81. A check for $500.00 was written to Lake Compounce to cover the Workshop Weekend deposit.
Secretary – Jacqui Kuzmik
Motion was made by George, seconded by Jane to accept the minutes of 4-16-21.
Meeting follow-ups at end of minutes.
Committee Reports:
Events (Workshop Weekend & others) – George McCleary (chair) & Phil Desjardins
Events – George would like to have future events listed in a packet for attendees of the Workshop Weekend. Norm suggested that these events also be put on our Website & our Facebook page. Events are:
Bethlehem Fair – Sept 10th, 11th & 12th – Bethlehem Fairgrounds, Bethlehem, CT
Garlic Festival – Oct 9th & 10th – Bethlehem Fairgrounds, Bethlehem, CT
Photos with Santa – Nov 6th & 7th (place TBD)
Bethlehem Christmas Town Festival – Dec 3rd & 4th –Bethlehem town center
Vaccinations – George checked with MaryAnn at Lake Compounce about masks. They are going along with state recommendations & not requiring masks both indoors & outdoors. CTSS will still require proof of vaccination. Duck suggested that it be noted that if you attend the Workshop Weekend & are not vaccinated, then a mask is required for the safety of other attendees.
Park hours & Auction – George talked to Maryann about park hours. She does not know at this time if park hours will be extended as in previous years. If not, she has no problem with us extending our auction hours until 9 PM. If we changed the diner time to 5 PM instead of 6 PM, that would give us more time for the auction. Bill suggested that we offer the park employees the opportunity to have their children’s picture taken with Santa on Saturday (Bill volunteers) & then participate in the auction. (Santa would be the draw for more auction attendance) George will talk to Maryann about the logistics of doing that.
George will set a date after July 4th for any BOD member who would like to go to Lake Compounce to see the area we will be set up. That will answer questions about size, outlets, microphones, number of tables needed etc. Lake Compounce will supply all tables we require for vendors, auction, etc. We just have to give a total.
Jane noted that there are 17 paid signups for the Workshop Weekend & only 3 proofs of vaccines have been sent in. In the future workshop Weekend update, we should state that either send in proof of vaccine before event or show it at registration on Saturday morning.
Vendors – Jane will chair getting vendors for our event. Lake Compounce will supply tables for the vendors & our area will be locked in the evenings for security. Jane will advise prospective vendors about the difficulties in getting their merchandise in & out of the conference due to park restrictions.
Family Members – free day for those under 16 will only be Saturday, July 24th.
If Santas/Mrs. want to bring family members for both days, then the cost is $65.00 per person (over 3 years of age) for all meals & seminars. If we get a lot of children, we could do some type of craft/program just for the kids in the main room in the morning.
Phil said that he will bring his bin with “goody bags” for all children to be distributed Saturday morning. Bob has t-shirts that have a Santa on a skateboard & says “who needs reindeer”. These could be given to the children to wear for the weekend & for walking in the Santa parade. Jane wondered if we have any Santas who can ride a skateboard? Jacqui said how about a teenager dressed as Santa?
Jacqui suggested that it would be a good way to identify children in our group. Discussion ensued about identification for both day attendees. Jane & Jacqui both suggested wristbands…especially good for meals. We will supply wristbands & distribute them at registration for attendees paying the $65.00 for both days. Who will purchase the wristbands?
Registration – Jane will chair the registration on Saturday. Both Louise & Duck offered to assist with registrations.
Duck stated that he will bring his camera for “headshots” for those who need updated photos & to use on our website. Does Duck want specific hours for headshots? How will Santa/Mrs. get photos for personal use?
Breakfasts – Norm stated that breakfasts will consist of scrambled eggs, home fries, waffles, French toast, bacon & sausage. Cost will be $8.50 per person per day, tax & tip included ($17.00 per person for both days). Lake Compounce will supply chafing dishes, but we will need to purchase plates & utensils for breakfasts. Phil volunteered to get these items. Jacqui asked if the breakfast caterer will also supply butter, syrup, etc. Norm will check.
George stated that Lake Compounce will supply coffee, tea, hot water, etc. for breakfast. Need to double check.
Lunches – Pizza & salads one day & sandwiches, wraps & salads the other day.
Summer Picnic buffet – All you can eat……Grilled chicken (with BBQ sauce), Charbroiled burgers, grilled hot dogs, veggie burgers, baked beans, pasta salad, salad bar, watermelon slices, condiments, ice cream novelties & beverage package.
Speakers – George is still waiting on topics of speakers. He hopes to get this info next week.
Friday Night – Attendees have already booked 5 cabins at the campgrounds. All are situated near one another. George & Phil would like to have a Friday night informal fireside chat with games, singing, Smores etc. at the campgrounds. For those not staying at the campgrounds, they need to stop at the campground’s general store for a parking permit.
Lake Compounce commitments – Breakfast with Santa/Mrs. Claus (already scheduled), a Santa/Mrs. is needed to judge campground decorations, possible cookie decorating class, & other events not confirmed as of yet.
Documentary – Bill has been in conversation with William Goins who is interested in doing a documentary with a different approach to Santa. He would like to do interviews, interactions with children & other things yet to be determined. He would be willing after the documentary is completed, to have our website listed for information & possible donations.
Website – Duck Unitas (chair), Norm Ward & George McCleary
Duck has started to work on the membership aspect of the website. Has a few technical issues that need to be cleared up with CT Web Factory, but once that is done, he will enlist Norm to test run that part of the website. Duck would like to also have a picture of the speakers for the Workshop Weekend to be included in the website’s section on the Workshop Weekend agenda. George will relay that request to the speakers.
Elections & Membership – Jane OGrady (chair) & Louise DesJardins
Picnic – Louise & Phil DesJardins & Jane OGrady
Jacqui will double check with John Dzen about picnic date so a signup sheet can be at the Lake Compounce Workshop Weekend. Picnic date has previously been set for Sept 18th, with a rain date of Sept. 25th. John Dzen has final say about event if Covid recurs.
Facebook – Louise DesJardins & George McCleary
Next Meeting: June 18, 2021
Place of Meeting: ZOOM (Louise invites)
Time of Meeting: 7:30
Adjournment: George made a motion to adjourn, & Jane seconded the motion. All were in favor.
