re-send of today's notes

[Kathie Brosemer <kathie@cleannorth.org>]

Hi, I'm resending this so that people who have subscribed to this list 
today will have these notes.  If you've been a list member before now, this 
is a duplication.  So delete it...  thanks
kathie


BOYD planning meeting notes - 20 March 2002


Logistics:

Location is the former BiWay, Station Mall  - We have this from the 15th to 
the 20th.
	difficulties include not being able to use an outside door at that 
location, we will need to travel through the mall with goods in/out.  One 
pallet jack available, perhaps carts.  No electric pallet jack (can this be 
rented?).  Timing of moving equipment - cannot place transport at loading 
dock all day Friday, but can put it there after 6 pm Friday and leave it 
there for the weekend.  Move the remains of Saturday at 5:30 - but we close 
at 4 pm.
	Kathie, Tim, and Peter to hash out details of Friday "parking lot triage" 
and Saturday moving crews.  Tent? Cube van?

Recycler - two in Southern Ontario, still in discussions.  K to finalize 
this.
	Peter has found boxes suitable for pallet containers, free of charge. 
Details about delivery and storage still to be worked out.  Peter will be 
away for three weeks leading up to event, will list unfinished business and 
confirmations for Tim to follow up.

	Signs, equipment - put the sandwich board in the mall.  Bring bins for 
"locker" area.  Tim to bring float as last time.   Peter to look into 
electric pallet jack availability.   Someone to look into a water cooler?

	Volunteers - Kathie to draft a volunteer schedule, Don to prepare a 
package for High Schools, Doris (Kathie to ask Doris) to take around to 
High Schools and try to find a keen teacher to promote the volunteer 
opportunity, Debbie to phone the membership to fill in the volunteer 
schedule.  Don to contact JHS, etc. about volunteers for Friday and 
Saturday (moving crews).
	High school contacts:
		Debbie Solomon - St. Mary's
		Vince LaRue - St. Basil's
		Gus Skouriditis - SJD
		Mr. Kerr ? - WP
	Peter recommends one person in charge of volunteers, greeting, assigning, 
keeping track of high school coming and going, signing forms.  Kathie to 
recruit this person.
	Jack cannot help on the 20th, will recruit admissions table crews.

	Displays - the group wants to use this wonderful location and set up Earth 
Day related displays.  Peter will have rainbarrels available, a sign-up 
sheet for would-be purchasers, Suzanne wants to do something about gardens, 
perhaps the Bike Workshop may want to do something.

	Paperwork - Dan, Jim, and Ian to revise pricelist.  Chris to make copies 
of all paper needed (draw slips, pricelists, spec sheets, etc.)

	Rules - need to try to solve the problem of certain volunteers taking 
valuables and hiding them, not putting them out for sale, and taking them 
home at the end of the day.  This is a fundraiser for a charity, not a 
private club to scavenge computer parts.  Group endorsed a change to the 
rules:  Any item that has been on the sale table and is unsold at 4 pm can 
be taken for no charge, but any item that has not made it to the sale table 
must be paid for at a fair price for what it is.  The Party will give us an 
opportunity for Show and Tell.  Kathie to create a form that volunteers 
will be asked to use to list all items they take and what was paid for. 
Chris to make sufficient copies.


Timeline

Week of April 8th

Gather equipment needed, pile it in front office at Clean North.  Final 
confirm with trucking company of date, times to place, move truck.  Final 
arrangement for shelter, moving equipment for parking lot triage.  Final 
filling in of volunteer schedule.   Confirm boxes with Penfold Cartage 
contact.  Confirm pallets with mall.  Gather wishlist requests into a file.

April 15th

	7: 30 pm. - meet at Biway, bring supplies and equipment from office.  All 
new volunteers must attend.  Set up tables, power, note signage needed. 
Orient new volunteers - rules, material flow, purpose of the event

April 19th

		10 am - first appointment drop off at Station Mall.  Drop offs, parking 
lot triage 10 am to 4 pm. Triage crew, moving crews all day.  Move green 
dot and yellow dot material to Biway location, place red dot material into 
boxes on pallets, on truck.

	5-6 pm - techies arrive on site, begin testing, disassembly, set up of 
sales tables.  Put up signs, prepare for sales day, set up displays.
	9 pm - moving crew arrives on site, moves dead equipment to truck. (What 
will they move it in?  Boxes on pallets, moved with a jack?  Or carts, to 
be placed onto truck?)


April 20th

	8:30 am - Arrive on site.  Set up admission table, move sandwich board to 
mall, begin tech work, bring floats, etc.

	10 am - doors open to public.  Triage at the door, crowd control, the 
usual craziness.  Sales crews, tech crews, moving crews all day.
4 pm - doors close.  Party time.  Show and tell.  Slow and gradual cleanup. 


	5:30 pm - moving last pallets, all final junk to truck.  Sweep floor. 
Load all Clean North equipment and return it to the office.


April 21st

At office.  Clean up and put away all equipment.  Sort recyclable paper 
from garbage, bag trash for garbage collection.  Take recyclable paper to 
depot.  Count the $ and make the bank deposit!