PLANNING COMMITTEE MEETING MARCH 3 RD, 2015

WELCOME & EXECUTIVE COMMITTEE Principal, Bill Levine Head Secretary, April Clarke Site Administrator, Dave Cairns Eastdale Theatre Company (ETC) Director, Sean Bilmer Reunion Chair, Darrell Sewell

AGENDA – MARCH 3RD Reunion Principles & Rules of Engagement – 5 mins Reunion Event Dates Eastdale Theatre Company – 5 mins – Sean Bilmer Communication to date – 5 mins – Dave Cairns Governance structure – 5 mins – Darrell Sewell Proposed meeting schedule – 5 mins Breakout Sub-Committees – 45 mins Wrap up & questions – 30 mins

REUNION PRINCIPLES Position ECVI positively in the community Lots of fun for families and alumni (students and staff) This is not a fundraising event (not about a profit) Maximize opportunities to reconnect Maximize participation Raise community spirit Transparency in all communications Include local businesses where possible FUN!!!!

RULES OF ENGAGEMENT ECVI Principal has final approval on everything Financials must go through ECVI Head Secretary All payments, floats, etc. through Head Secretary A final financial statement must be produced Any profit flows to Principal’s account for distribution Generally no boundaries regarding what is acceptable for a reunion event within DDSB – generally in good taste, do not damage reputation, safe and secure, self- funding

REUNION EVENT DATES MAY 27, 28 & 29, 2016

EASTDALE THEATRE COMPANY ETC involvement in the Reunion Weekend Special show for alumni and families SATURDAY MAY 28 TH, 6 – 8 PM ECVI Auditorium

COMMUNICATION TO DATE ECVI web page ( ECVI Reunion domain (Eastdale50.ca) ECVI front lawn sign Metroland newspapers Social media (Facebook, etc.)

REUNION GOVERNANCE STRUCTURE Executive Committee (Principal, Head Secretary, Site Administrator, ETC Director, Reunion Chair, Reunion Vice-Chair, Staff Representative(s), Sub-Committee Chairs) Communications Sub-Committee Pub Night Sub-Committee Family Events Sub-Committee Sporting Events Sub-Committee Finance Sub-Committee

PROPOSED MEETING SCHEDULE Executive Communications Pub NightFamilySportingFinance March 2015 April 2015 May 2015 June 2015 September 2015 October 2015 November 2015 December 2015 January 2016 February 2016 March 2016 April 2016 May 2016

SUB-COMMITTEE BREAKOUTS Ask everyone to select a Sub-Committee of their interest for discussion tonight Assign a Chair and Vice-Chair Begin to brainstorm ideas for consideration (no analysis, just lots of ideas!) Take notes on white boards for minutes Select date for next Sub-Committee meeting (April 2015) Questions for larger group in 30 – 45 minutes

SUB-COMMITTE BREAKOUTS Executive Committee Reps: Communications – Dave Cairns Pub Night – Darrell Sewell Family Events – Sean Bilmer Sporting Events – Bill Levine Finance – April Clarke

QUESTIONS Following the Sub-Committee discussions, we will reconvene as a larger group for 30 minutes or so and offer the opportunity for anyone to ask any general or specific questions they may have!

ADJOURNMENT Thank you to everyone for coming tonight Thank you for signing on to assist with a Sub- Committee Please encourage others to join and help out (many hands make light work) Safe drive home!