RM of Edward History Book Committee Meetings
Wednesday, January 20th 2010
Pierson Friendship Centre
Present: Betty Mayes, Lori Jones, Leann Vickers, Doris Southam,
Barb Lee and guest Ted Miller History Book Consultant from Friesens of Altona.
A first meeting was held in response to community interest
in putting together a sequel to the RM of Edward History Book Harvests of Time (1983). Ted Miller (History Book Consultant
from Friesens) did a very informative presentation on the steps and costs associated with doing a sequel. The group in attendance
were in support of proceeding with this project. Tentative timelines were discussed with the ultimate goal of a published
sequel by November 2011. Family histories and pictures would need to be submitted by October 31, 2010. A starter kit was left
with Betty.
An Executive committee was established.
Betty Mayes volunteered to be Chairperson
Doris Southam volunteered to be Treasurer
Lori Jones volunteered to be Secretary
Other interested committee members Al Lee, Betty Minshull
and Myra Murray. Betty Mayes will call Audrey Clark to see about one or two Lyleton members. There has been lots of response
from people willing to proof read, type etc.
Barb Lee moved that a bank account be opened at the Royal
Bank in Pierson with 2 out of three signing officers (Betty, Doris and Lori). Leann Vickers seconded. Carried
A New Horizon’s grant will be applied for to
assist in costs. One stipulation of the grant is that the project must be complete within a year. Discussed the possible need
to purchase a laptop and printer.
Betty will take the lead role in putting together information
for a brochure asking for family history and preordering a history book. This brochure will be printed by Friesens and will
then need to be sent out families. Discussed requiring a $50.00 deposit to preorder book.
Meeting adjourned, Betty will notify everyone of the next
meeting date.
Wednesday,
April 7th, 2010
Pierson Friendship
Centre
Present: Betty Mayes, Barb Lee, Doris Southam, Leann Vickers and Lori Jones.
Meeting called to order by Betty Mayes. Betty had contacted Audrey Clark who has
agreed to be the Lyleton rep on the committee.
Minutes of the last meeting (January 20th, 2010) reviewed. Lori moved adoption
of the minutes, Leann seconded.
Doris Southam reported bank balance of $934.00.
Lori to mail thank you cards to Josh Vickers ($234.00) Cameron Agencies ($200.00)
South West Foundations ($500.00)
Barb Lee
has been working on completion of grants. Same reviewed and additional information added. The following grants will be applied
for:
New Horizons for Seniors Grant - to be submitted by April 16th.
Heritage Grant - to be submitted by June 1st, 2010.
Tentative Budget developed:
Telephone - $100.00
Advertising - $500.00
Postage - $1000.00
Photocopying - $200.00
Stationary - $600.00
Computer, printer, ink cartridge - $2000.00
Typing (volunteer hours guesstimate) 2400 hours @ $10.00 = $24,000
Friesens - $40,000.00
Barb moved and Doris seconded that we purchase a laptop computer, printer. Leann
will check prices and purchase for the committee.
Reviewed Brochure. Plan to do a mass mail out to Pierson, Lyleton and Tilston sometime
in May.
Next meeting May 4th 2010 at the Pierson Friendship Centre.
Tuesday,
May 4th, 2010
Pierson Friendship
Centre
Present: Betty Mayes, Myra Murray, Allen Lee, Barb Lee, Doris Southam, Audrey Clark
& Leann Vickers.
Meeting called to order by Betty Mayes. Betty Mayes read minutes from last meeting,
Myra Murray moved minutes read, seconded by Barb Lee. Carried.
Barb Lee gave update on grants. We have applied for New Horizons for Seniors Grant
and she is working on application for Heritage Grant.
Doris Southam reported bank balance of $934.00
We looked over rough copy of brochure and added the free draw on the bottom. Barb
Lee made a motion for Betty Mayes to submit change and request it be printed on yellow paper. 1000 brochures to be printed.
Seconded by Doris Southam. Carried.
We talked about laptop computer prices and what kind of printer we wanted. Audrey
Clark made a motion for Leann Vickers to purchase computer in Carnduff, seconded by Al Lee. Carried.
Myra Murray volunteered to do some Advertising by getting word out and getting
the brochures mailed out to Pierson, Lyleton and Tilston.
We will put up a poster asking for typists, & proof readers. We will also put
a notice in school newsletter.
Cataloguing of stories and pictures—Leann Vickers & Betty Mayes volunteered
to write addresses in books and put stickers on pictures and recipe cards.
We still need volunteers to organize and contact people for various business, sports
events, organizations and oil industry—to do write ups for history book.
Betty Mayes adjourned meeting to meet on Tuesday May 25th, 2010 at 7:30pm in Friendship
Centre. Myra Murray seconded. Carried.
Tuesday November
23rd, 2010
Heritage
Restaurant
Present: Betty Mayes, Myra
Murray, Allen Lee, Barb Lee, Doris Southam,
Lori Jones, Leann Vickers, Audrey Clark.
Meeting called to order at 7:00 by Betty Mayes.
Minutes of the previous meeting were adopted by Lori Jones, seconded by Leann Vickers.
Doris Southam reported bank balance of $24,558.61. Doris moved
the adoption of her report and Myra seconded. To date 359
family histories have been received and 489 pictures submitted.
Betty provided an update on advertising to date. Two mail box drops have been done
at Lyleton, Pierson and Tilston as well as a broader blitz of advertising through the contacts used for Carnival of Crafts
advertising. A “Time is Running Out” ad was sent to local papers in October as well as a “Time is Running
Out” poster has been put up in Lyleton and Pierson. Betty Minshull and Lori Jones have done a phone blitz to all local
residents reminding them to get their family histories in and also to preorder their book if they haven’t done so. Discussed
developing a Gift certificate for families to give at Xmas but decided that we would add this to the ad as a Christmas gift
idea and the receipt could serve as the “gift certificate”. Myra will do one more
box ad in the next Corner pocket paper which will go to all mail boxes including SE Saskatchewan.
Betty Mayes and Leann have been cataloguing and indexing the histories with Barb
Lee tracking pictures. Weekly work bees have been occurring on Thursdays at the Friendship Centre and Tuesday evening. Many
volunteers have been typing and proof reading. We reviewed our tentative timeline with the first submission due in to Friesens
between January and March and final submission between April and June 2011.
Betty will contact Friesens with a list of questions including date of first submission,
best way to send original pictures ie by courier or express post etc.
List of business/organization write up requests reviewed and updated. Still some
people to contact. Lori to update list and get to all committee members.
5 of the eight Grade 12 English Class students have submitted an essay from their
interviews with seniors. Lori to ask Bob Melvin if he would interview those seniors whose stories were not completed.
Next meeting to be held Wednesday January 12, 2011 at the Friendship Centre at
7:00.
Betty Mayes adjourned meeting.
Wednesday,
Jan 12, 2011
Friendship
Centre
Present: Betty Mayes, Myra
Murray, Allen Lee, Barb Lee, Doris Southam,
Lori Jones, Leann Vickers, Audrey Clark.
Meeting called to order at 7:00 by Betty Mayes.
Minutes of the previous meeting were adopted by Lori Jones, seconded by Leann Vickers.
Doris Southam reported bank balance of $26,622.74. Doris moved the adoption of her report and Allen seconded. To date 423 books have been preordered and
there have been 415 submissions made. Betty had received a phone call from the New Horizon’s grant office checking on
our progress to date.
Discussed how many books we should order. Reviewed the contract and agreed that
if possible we would like to order approximately 200 books more than have been preordered. Discussed the need to donate 2
History Books to the Legislative library as outlined in the grant contract. Also the committee would like to ensure a History
Book is available in the Pierson Library, Friendship Centre and possibly the Melita Health Centre. Final cost of the book
will be determined at a later date. Betty will talk to the RM
of Edward about whether they would be willing to assist us in covering
some of the costs of the final payment of the book in case of a shortfall prior to the book launch. This will have a bearing
on the decision about the final cost of the book.
Weekly work bees will resume on Thursdays
at the Friendship Centre and Tuesday evening. Corrections from the first proof reading will need to be inputted and then another
proof reading. We reviewed our tentative timeline with the final submission due
in to Friesen’s by the end of April 2011 in order to have the book available for November 2011.
Betty did contact Friesens and everything appeared okay with our sample submission.
List of business/organization write up requests reviewed and updated. Still some
people to contact. Lori to update list and get to all committee members. Lori to write letter to MLA’s, MP and Reeve
asking for letters of acknowledgement to be included in the book. Betty and Myra
had cross referenced the family histories from the last book and a number of families have not submitted. Efforts will continue
to be made to contact those for which we have addresses or contact with.
Next meeting to be held Wednesday February 9, 2011 at the Friendship Centre at
7:00.
Betty Mayes adjourned meeting.
