Meeting Minutes

Prince George RFL Leadership Committee

Kordyban Lodge
January 8, 2015, 5:30 p.m.

Present: Helen, Davy, Sandra, Lynn, Caylee, Jill, Melanie, Jayne, Janet, and Ethan
Regrets: Aimee, Katrina, Tyler, Kimi, Stan,
Volunteer Impact: A reminder to please log all volunteer hours at
http://app.volunteer2.com
Volunteers: Please continue to promote RFL and continue to search person
networks for new volunteers. Ask your friends and colleagues; ask a neighbor.

Secretary (filled by Caylee)

Food and Beverage Lead (filled by Ethan)
Health Promotion Lead (possibly filled by Megan?)
Data Entry Lead
Team Mentors
Subcommittees

CCS Update (Helen)

Launch (March 1st) Early Deadline for registration. New added this year is a
$100 pre-paid visa per community. There is also a provincial iPad draw for
every participant that registers before March 1.
Prince George Incentive for early registration is a $100 gift card for Mr.
Mikes Restaurant for all early registrants.
Luxury Tent 10 teams registered by January 3oth.
Physical Activity includes 5k, 10k, and 15k Baton provided for each team
(person running lap will have baton and pass it to next teammate running).
Decorate with stickers, make them glow.
New website launches February 3rd (same address/log-in, new updated
features and look). Expect changes and different layout. Registering stays the
same.
No tee-shirts this year forward. Lanyards and luminary bags will be provided
participants will have orange lanyards and volunteers will have blue.
Sponsors All North (Event), Canadian Tire (Survivor), Remax (Luminary),
Patterson Group (Media), Prince George Citizen (Print). Waiting for responses
from WestJet and Northland Dodge.
3 Pilar Sponsors Events/Luminary/Survivor
SPONSOR NEEDED Volunteer Tent needs a sponsor.
We need to PUSH PUSH PUSH for sponsorship and volunteers as the
Canada Winter Games is PUSHING too for Volunteers.

Helen and Sandra will make contact with those teams eligible for the Catalyst
Fund.
Parking We can not park in the Lodges parking lot during day time hours.
There is a shortage of parking spots available and we need to ensure that the
Guests staying in the lodge are able to have a place to park during their stay.
VERY IMPORTANT.

Committees
Team & Fundraising Development Report (Jayne & Aimee)
- Planning team took a break over Christmas and resumed on January 6, 2015.
- Low activity on the Facebook page (team development private page).
Currently inviting active Relayers to promote the Facebook page.
Not expecting page to become real active until about March (closer to Relay
event).
Facebook is scheduled regularly with resources, tips, questions, etc.
-Next volunteer Team Mentor meeting is Thursday, January 15th, at 6:30 p.m. at
Kordyban Lodge.
- First mentor team retention blitz to begin January 15th to 31st.
Email/phone script template prepared for mentors and will be used through
all mentoring blitzes to update key news and tips on a biweekly schedule.
Mentoring schedule
Team Retention 2014 January to February
Registered Teams 2015 March to May
- We extend an open invitation to new volunteers.
Team Development Fundraising planning team: Aimee Cassie, Melanie Blake,
Sean Friend, Jayne Stevens
Mentors: Crystal Styler, Laurie Dillman, Sara Viveiros, Richard Stevens, Terry
Robinson, Sean Friend, Jayne Stevens, Aimee Cassie.

Survivor Report (Jill)

Has acquired aid from the Harmony District Girl Guides to act as servers and
honour guard for the survivor lap and reception.
Beginning the process of soliciting donations for prizes.
Working on building contact with other survivors and child survivors.
Launch for Share Your Story by March 1st. Would like to use our social media
and website to get the word out about this campaign. Stories will be placed in
a Book of Hope to be shared with the Guests of Kordyban Lodge. Still looking
in to the possibility of a prize incentive; and ways to make the Banner of
Hope better.
Kids Would like to increase the number of registered child survivors and
have more kid-friendly prizes.
Last years Spin and Win was a big success would like to make it bigger and
better this year.

Streamlined registration process on the day of. Encouraging pre-registration

as VIPs will bypass the line and be able to enjoy the amenities as opposed to
waiting in the line-ups for registration.
Looking for additional committee helpers.

24 Hour Relayer Report (Kimi)

Not in attendance this evening.

Has been given all the information from last year and will be meeting with
Helen next week.

Luminaries Report (Janet)

Has sent a letter to Michaels (store) to solicit donations of materials for

decorating the bags.
Planning to go to Michaels on Saturday. Possible extra contact within
Michaels through Melanie

Entertainment Report (Melanie)

Sending letters to all the guys to see if they would help again this year.
Told Norm that William Shatner should be informed that the Prince George
Relay for Life is #1 in Canada and his presence on the track would be
welcomed! (FanCon event is taking place at the same time as RFL;
Productions is working on FanCon too).
Entertainers, etc. will be confirmed pending meeting/talking with Helen and
Davy regarding schedules and who we are wanting to come and who can
actually come.
Talk to the girl at Treasure Cove Casino regarding Elvis coming back up!
Patio heater a must!

Food and Beverage Report (Ethan)

Spoke to his father over the break; father is the president of operations for
Subway Restaurants (Canada).
Possible ideas include: Booth to sell Subway sandwiches (provide whole
wheat/healthier options) over the lunch time period. These would be premade and possibly would require coolers and electricity.
Possible use of the familys personal generator.
Will set up a meeting between himself and TJ (owner of PG-based Subway
restaurants), and a meeting as well that will include his father.
Possibility of proving some drinks through Subway.
Possibility of 50 cents to 1 dollar return to the Canadian Cancer Society.
May approach the Culinary Arts Program at CNC to come on board Vegasthemed dishes?
Look into refrigeration trucks, maybe local ones as the possibility of finding a
smaller truck more likely.

Activities Report Kids/Teens (Lynn) and (Cindy Smith CHSS

Leadership Team)

Gung-ho group of kids getting involved. Not just the grade 12s, but varying
between grades 10 and 12; great for the future as the younger kids will want
to continue on each year!
Working on student registrations and team development.
The kids are so excited that there are some wanting to be 24 hours, although
this may not be an option due to the legalities (no minors).

Facebook Ambassador (Baxter the dog)

Baxter has stepped up to dog bowl to set regular reminders on Facebook. He

has his own Facebook account and does not accept Facebook friend requests,
nor does he respond to messages.

Davy (Meeting Chair)

Updated us that as of January 8th (this evening), there are 67 registered

participants on 18 team!
Spoke about this years theme (Vegas) Please bring ideas to next meeting
regarding great tag lines for this years RFL. Be creative! For example, Vegas
is the city that never sleeps and we are the the Cancer-fighting city that
never sleeps!

Missing Reports due to Absense:

Logistics (Stan), Activities- kids, 24 Hour Relayers (Kimi), Health Promotions

(Megan?), Media/Social (Tyler), Information HQ , Volunteers (Katrina),

Re-visit suggestions for 2015:

Further chat regarding possible ideas: selfies with the baton. most creative
pass (on the track to teammate, Blue Couch (asking RK furniture for possible
ugly couch donation), Step and Repeat (red carpet/banners/photos),
Scratching the DJ.
Must recruit volunteers to build subcommittees so that these projects can
move forward.

Next meeting is on February 5th, 2015 at 5:30 p.m. in the Kordyban Lodge.
Meeting ended at 6:32 p.m.

Please remember:

There is no parking available to us

during the day in the Lodges parking
lot. Lets ensure that the Guests
staying in the lodge have a place to
park their vehicles!