Kitchener-Waterloo Philatelic Society. Archives

Transcription

1 Kitchener-Waterloo Philatelic Society Archives A description of the contents of the archives Last Modified: 27 November 2013 KWPS Archive Content Listing Page 1

2 Archive Box A1 (Papers, in letter size file folders) Constitutions: Undated (pre 1992) Revised 1992 Revised 1992 with 1993 Amendments Stampfest Programs: 1994, 1995, 1997, 1998, 1999, 2000, 2001, 2002, 2003, 2004, 2005, 2008, 2009, 2010, 2011, 2012 Stampfest Cards & Flyers: Stampfest Cards: 96, 97, 98, 99, 2000, 2001, 2002, 2003, 2004, 2006, 2010, 2011, 2012, 2013 Stampfest Flyers: 2003 Copy of Stampfest Card: 2005 Stampfest Entry forms & Rules: Entry Forms: 1997, 1998, 2000, 2000 with 2001 overwritten dates Entry Forms: Website Version: 2011, 2012, 2014 Rules: undated, 1997 (on back of entry form) 1998 (on back of entry form), 2000 Rules: Website Version: 2012, 2014 Stampfest Publicity Scrapbook : (details will be held in separate document) Stampfest Cards: 1966, 2000, 2001, 2002, 2003, 2005, 2007, 2008 Programs: 2000, 2001, 2002, 2003, 2004, 2005, 2006, 2007 Newspaper articles and notices: Stampfest Correspondence: Miscellaneous s 1998 letter to Alan Hanks re. thanks for judging 1998 letter to C & P Berkers, thank you for assistance at Stampfest 1999 letter to D Lopeke, Canada Post requesting donations 1999 letter to D Lopeke, Canada Post thank you for donations 1999 letter to T Creech, Canada Post requesting donations 1999 letter to T Creech, Canada Post thank you for donations 1999 letter to H beaupre, thank you for donation of new trophy 1999 letter to D McInnis, thank to donation for youth group following Stampfest 1999 letter to C Zeman, thank you re. refreshments at Stampfest 1999 letter to R Lamb, thank you for new trophy donation 2000 Letter to T Creech Re Donations for youth table at Stampfest and for annual dinner Oct 2000 Letter to D Lopeke Re Donations for youth table at Stampfest and for annual dinner Oct 65 th 2000: fax letter to J Cowland re: table available at Stampfest : to T Shaman, C Pinchen; re: 4 trophies from Woodstock/newsroom 2005: to Record for Stampfest announcement in Community News (Stampfest 2005) KWPS Archive Content Listing Page 2

3 Stampfest Steering Committee Minutes: 1996: 8-Nov (Stampfest 1997) 1997: Stampfest 1997: 7-Jan, 5-May; Stampfest 1998: 6-Oct, 25-Nov 1997: Stampfest 97 Progress Report 1998: 12-Jan (Stampfest 1998), 7-Apr ((Stampfest 1998) 1999: 29-Oct (Stampfest 2000) 2000: 11-Jan, 4-Apr (Stampfest 2000), 7-Nov (Stampfest 2001) 2001: Jan, 29-May (Stampfest 2001), 16-Oct (Stampfest 2002) Undated: Wed 13 th (2003?) Stampfest Miscellaneous: 1995: Stampfest 1995, List of Dealers 1997: Exhibit results 1997: Letter and Progress report (19-Mar-1997) with attached list of exhibits and Judges scoring sheet 1999: Stampfest 1999 Exhibit Results 2000: Stampfest 2000, Exhibit Awards List 2000: Stampfest 2000 Judges Evaluation Sheet Stampfest Certificates: 2001 Certificates of Participation for V Potter, R Paige KW Stamp News or Newsletters: Newsletter Volume 1, Issue 1. March 1995 Newsletter Volume 2, Issue 1. Newsletter Volume 2, Issue 2. KW Stamp News Issue 1 (Winter 2008) KW Stamp News Issue 2 (Winter2009) KW Stamp News Issue 3 (Spring 2010) KW Stamp News Issue 4 (Summer 2010) KW Stamp News Issue 5 (Spring 2011) KW Stamp News Issue 6 (Summer 2011) KW Stamp News Issue 7 (Winter 2012) Brochures: KWPS trifold brochure with membership KWPS Archive Content Listing Page 3

4 Board of Directors Meeting Minutes (Executive Minutes): Undated: 21-Jan (1992?) 1992: 18-Aug, 20-Oct 1993: 24-Aug, 19-Oct 1994: 18-Jan, 10-Aug, 21-Nov 1995: 18-Jan, 13-Mar, 9-Aug 1996: 17-Jan, 27-Mar, 25-Aug, 30-Oct 1997: 23-Aug, 18-Nov 1998: 21-Jan, 5-May, 25-Aug, 17-Nov 1999: 9-Feb, 4-May, 10-Jun, 31-Aug, 23-Nov 2000: 25-Jan, 25-Apr, 15-Aug 2001: 23-Jan, 24-Apr, 14-Jun, 7-Aug, 23-Oct 2002: 22-Jan, 27-Mar, 20-Aug, 19-Nov 2003: 19-Aug, 4-Nov, Membership report 4-Nov 2004: 8-Jan(Special), 20-Jan, 2-Mar, 10-Aug, 27-Oct 2005: 5-Jan, 2-Mar, 9-Jun, 8-Aug, 8-Sep 2006: 4-Jan, 2-Mar, 15-Aug, 24-Oct 2007: 3-Jan, 7-Mar, 5-Jun, 14-Aug, 23-Oct 2008: 2-Jan, 5-Mar, 5-Jun, 13-Aug, 23-Oct 2009: 6-Jan, 4-Mar, 11-Aug, 20-Oct 2010: 6-Jan, 3-Mar, 4-May, 4 Aug, 19-Oct 2011: 5-Jan, 2-Mar, 26-Apr, 9-Aug, 19-Oct 2012: 18-Jan, 28-Mar, 5-Jun, 14-Aug, 10-Oct, 30-Oct 2013: 23-Jan, 17-Apr, 27 Aug KWPS Archive Content Listing Page 4

5 Agendas: (kept in case no Minutes, just as an extra, in some cases multiple copies if copies have notes) 1991: 28-May 1992: 28-Apr, 18-Aug 1993: 19-Jan, 23-Mar, 24-Aug, 20-Oct 1994: 18-Jan,22-Mar, 10-Oct, 21-Nov 1995: 18-Jan, 13-Mar, 9-Aug, 15-Nov 1996: 27-Mar, 25-Aug, 30-Oct 1997: 16-Jan, 23-Aug, 18-Nov 1998: 21-Jan, 5-May, 25-Aug, 17-Nov 1999: 9-Feb, 4-May, 31-Aug, 23-Nov 2000: 25-Jan, 25-Apr, 15-Aug, 3-Oct 2001: 23-Jan, 24-Apr, 7-Aug, 23-Oct 2002: 22-Jan, 27-Mar, 20-Aug, 19-Nov 2003: 21-Jan, 19-Aug, 4-Nov 2004: 20-Jan, 2-Mar, 10-Aug, 27-Oct 2005: 2-Mar, 8-Aug, 2006: 15-Aug 2008: 23-Oct 2009: 4-Mar, 2-Jun, 11-Aug 2010: 6-Jan, 3-Mar, 4-May, 20-Oct 2011: 5-Jan, 2-Mar, 26-Apr, 9-Aug, 19-Oct 2012: 18-Jan, 28-Mar, 14-Aug, 2013: 23-Jan, 17-Apr, 27 Aug Monthly Meeting Notes/Minutes 2009: 10-Sep KWPS Archive Content Listing Page 5

6 Income and Expenses Statements and Audit Statements: 1991 KWPS Stampfest 1997 KWPS Annual Show Financial Report 2001 Comparison of Stampfest Income/Expenses/Profit(Loss) 2009 KWPS Stampfest 2010 KWPS Stampfest 2011 KWPS Stampfest 2012 KWPS Stampfest 2013 KWPS Stampfest KWPS Comparative Receipts and Disbursements 1990/1991 and 19989/90 KWPS Consolidated Financial Report July 1996 Jun 1997 (multiple pages monthly) KWPS Consolidated Financial Report July 1997 Sep 1997 KWPS Consolidated Financial Report Sep 1999 Jan 2000 KWPS financial Report September 1, 2001 to August 31, 2002 K-W PS Statement of Income and Expenses and Bank Reconciliation for Period August 1, 2008 to July 31, 2009 K-W PS Statement of Income and Expenses and Bank Reconciliation for Period August 1, 2009 to July 31, 2010 K-W PS Statement of Income and Expenses and Bank Reconciliation for Period August 1, 2010 to July 31, 2011 K-W PS Statement of Income and Expenses and Bank Reconciliation for Period August 1, 2011 to July 31, 2012 K-W PS Statement of Income and Expenses and Bank Reconciliation for Period August 1, 2012 to July 31, Dec Audit Statement of year KWPS Table Auction Statistics 2009 KWPS Archive Content Listing Page 6

7 Contracts & Agreements Contract with City of Waterloo for Facilities 20-May-1992 Contract with City of Waterloo for Facilities 15-Jun-1993 Application to City of Waterloo 27-May-1993 Contract with City of Waterloo for Facilities 30-May-1996 Business License for Stampfest Exhibition 1997 Agreement with Christian reformed Church rental, for Stampfest 1997 (Apr-1996) Rental Agreement Confirmation, for Stampfest 1997, (3-Sep-1996) with attached rental Agreement and Schedule A Agreement with Christian reformed Church rental, for Stampfest 1998 (Sep 1997)) Rental Agreement Confirmation, for Stampfest 1997, (7-Oct-1997) Rental Agreement 4-Sep-1997 Amendment to Rental Agreement (10-Dec-1997) Rental Agreement, City of Waterloo (13-feb-1998) Customer copy Rental Agreement, City of Waterloo (13-feb-1998) Customer copy, more details than above Amendment to Rental Agreement, City of Waterloo (13-feb-1998,26-Mar-1998) Customer copy Rental Agreement Invoice, City of Waterloo (14-Aug-1998) Rental Agreement (21-Jan-1999) re: Albert McCormick Rental Agreement for Stampfest 1999, (5-Oct-1998) Rental Agreement Confirmation, for Stampfest 1999, (Date 24-Nov-1998) Rental Agreement Copy, for Stampfest 2000, (Apr-1999) Rental Agreement Confirmation, for Stampfest?, (Date Apr-1999) (22-Sep-1999 fax) Rental Agreement Confirmation, for Stampfest 2000, (Date Apr-1998) 14-Sep-1999 fax) Statement of Account City of Waterloo re: rental for meeting 15-Jun 1999 Statement of Account City of Waterloo re: rental for meeting 27-Jul Rental Agreement: City of Waterloo, Albert McCormick Arena Community room 15-Sep-1999 Rental Agreement Copy, for Stampfest 2001, (28-Aug-2000) Facility Use (city of Waterloo) to Users about increases Rental Agreement : City of Waterloo, Albert McCormick Arena Community room 28-Jun-2001 Rental Agreement / Invoice: City of Waterloo, Albert McCormick Arena Community room 28-Jun-2001 Application Form for Affiliation, City of Waterloo. 10-Sep-2001 (with Liaison Policy document) Rental Agreement Amendment/ Invoice: City of Waterloo, Albert McCormick Arena Community room 24-Sep-2001 Rental Agreement / Invoice: City of Waterloo, Albert McCormick Arena Community room 30-Jun-2002 Rental Agreement Confirmation, for Stampfest 2002, (9-May-2001) Schedule A to a rental Agreement between Community Christian Reformed Church and KWPS (Stampfest 2002) Post Office Box moved 2009 KWPS Archive Content Listing Page 7

8 Hawkers and Peddlers By-Law: 1996: letter to city about 1996 Stampfest request for emption from Hawkers and Peddlers By-Law City of Waterloo Documentation about Hawkers and Peddlers Membership Forms: Web site form 2013 Flyers & Related Info about Club Meetings: Meeting Info: Flyer for , Bookmark ( ), Flyer& Coupons 2010 Miscellaneous: Map to Albert McCormick, Club flyer (with Photograph, no date) Meeting Info for Members for Meeting Program: Programme Miscellaneous : (needs to be reviewed for relevance for archives, may not all be kept) Receipts, Board Agendas, Financial notes KWPS Archive Content Listing Page 8

9 Newspaper, Media Articles: Cambridge Reporter: Exhibit Raises Eyebrows 1997 Stampfest, George Pepall KW Record: KWPS 60 th Stampfest 2010, Meeting notice 1962 Canadian Philatelist Jan-Feb 2001: Kitchener-Waterloo Philatelic Society Celebrates 65 Years of Service, by Tony Shaman Collector s Guide meeting notice Collector s Guide meeting notice Undated: vote of thanks to Kitchener-Waterloo (some sort of stamp news) 65 th Anniversary Letters / Notes 2000-Feb: Letter to G Pepall from president C Pinchen. Re: invitation to be guest speaker 2000-Mar: Letter to C Pinchen from G Pepall, accepting invite to be speaker 2000-Jun: letter to C Pinchen from R Lamb. Re. Life membership to be presented to Lambs 2000-Oct: letter to KWPS from J Kraemar declining invitation 2000-Oct: Letter to C Pinchen from O Zeman re: final costs and thanks to write 2000-Oct: letter to R Day (treasurer KWPS) from O Zeman. Re final costs, deposits of income 2000-Nov: Draft for article to be published in Canadian Philatelist Undated planning sheets: Dinner menu, dinner costs, Golf Steakhouse room plan, program hand written notes, list of companies that donated to advertising or draws Beaupre Memorial Library 2002-Nov: incomplete booklist. KWPS Archive Content Listing Page 9

10 KWPS Anniversaries: 75 th Program Draft (hard copy) 65 th Program 65 th Planning notes and costs 50 th Program KWPS Archive Content Listing Page 10

11 Correspondence: (not all may be worth keeping but for now I have retained) 1989 Howard Bryce Trophy Nomination, Dec : draft to, letter from Minister of Culture & Communications re Grant, letter to Tony Shaman 1992: letter to P Lerpiniere, Re; thank you for agreeing to be guest speaker 1995 letter to B Martin (KWPS) re. dates of display cabinet at Kitchener City Hall 1997 letter to A Ouellet Canada Post, acknowledge receipt of Folio of Prominent Canadians that is to be auctioned at monthly meeting 1997 letter to J Gompf a collector from Penn, USA. About 1998: letter to J Chrysafidis (city of Waterloo) Re; request to renew rental of Rink in the Park 1999 letter to Gib Stephens about name plaque re Stampfest Exhibits 1999 letter to B Martin (KWPS) re. dates of display cabinet at Kitchener City Hall 1999 letter to C Boyer (Waterloo Coin Society) providing news /invitation to its members to attend KWPS 1999: Letter to City of Waterloo from C Pinchen re: request for Albert McCormick Arena for meetings (10- Sep-1999) 2000 letter to member dealers re monthly door prizes 2000 letter to B Martin (KWPS) re. dates of display cabinet at Kitchener City Hall (Mar 2000) 2000 letter to City of Waterloo from C Pinchen re: renewal contract for the Community Room (25-jul- 2000) 2000 letter to B Martin (KWPS) re. dates of display cabinet at Kitchener City Hall (Oct letter to Regional Chair Ken Seiling re. 65 th Anniversary requesting congratulations 2000 letter to Mayor Joan McKinnon re. 65th Anniversary requesting congratulations 2000 letter to Carl Zehr re. 65 th Anniversary requesting congratulations 2000 letter from Carl Zehr re. 65th Anniversary congratulations 2000 letter to KW Record to put in club notice re. Cimon Morin of National Archives speaking 2000 letter to T Shaman from E Sodero re: slide programme request 2001: letter to J Chrysafidis (city of Waterloo) from C Pinchen, renewal of contact to C Pinchen from L Davidson; re. change in treasurer passing of books 2001 letter to C Pinchen from H Bruce (city of Waterloo) re: application for affiliation categories 2001 letter to Larry From C Pinchen, sent with rental agreements and invoices unclear why 2002 letter to J Chrysafidis (city of Waterloo) from C Pinchen, renewal of Contract 2003 letter to J Chrysafidis (city of Waterloo) from C Pinchen, renewal of Contract 2004 letter to Carmel New Church Elementary School from B Harrigan re: publicity 2004 letter to Scouts Canada s re: KW Tourism website s to KW Record re: community events s re: miscellaneous advertising of club meetings 2009: s re: Eastern Auctions incentive program 2009: s with Eastern auctions, registering KWPS with Eastern Auctions 2012 Christmas Letter from Club President, Dec 2012 Undated. Letter to G Morton City of Waterloo, follow up to conversation providing info about club KWPS Archive Content Listing Page 11

12 Memberships Lists, Dues Lists: Membership Lists: Lists attached together: , , undated sheet ( ), , ( ), ( ), ( ), ( ) ( ) of membership count Dues List of names: , , , , , , , , , , , , , , , , Log of Activities at Meetings Membership (log of Dues), List of names: to Membership Applications: 16 Applications from List of names: Members not paid: Membership Cards: 2012, 2013 Membership Directorate K=W-Stamp Club (Oct-2004, duties of membership director) Undated: Membership Changes Fund Raising Results (may not be worth keeping in long run): Booklet: The Quiet Hobby, A History of Organized Philately in the Grand River Valley By Kathryn Hansuld Lamb, April 1985, Ritz Printing Incorporated, New Hamburg, 48 pages Info about individual Members: (may not keep in the long run, but saving for now) In Memory of Kenneth Coe info Funeral Service for C Arndt Harold Beaupre Obituary KWPS Called Auctions Lists Lists: 9 Sep 2010, 11 Oct 2012 Speakers - Volunteer Sheets : 2001: GRVPS Volunteer Speaker Information KWPS Archive Content Listing Page 12

13 Reports to the Board (not associated with a Board Meeting ) Usually put reports in with Board Minutes where they were presented) KW Stamp Club Membership (21-Jul-2011) KW Membership Summary (15-Aug-2006) Junior Stamp Club 1990 ( 13-Sep-1990) Insurance Certificates: Certificate of Insurance Royal Philatelic Society of Canada (Commercial General Liability) Temporary Occupancy License Agreement WCI Holdings (for Atrium Waterloo Town Square) requesting Certificate for table display in Waterloo town Square Certificate of Insurance Royal Philatelic Society of Canada (Commercial General Liability) (with WCI Holdings Inc. as Certificate holding) Temporary Occupancy License Agreement WCI Holdings (for Atrium Waterloo Town Square) Royal 1998 (Hosting Royal Discussions ( ) 1995: Notes, special meetings minutes, Convention Information, Dealer agreement form, etc 1995: function contract with Holiday Inn, Cambridge Undated Judging scoring sheet KW Junior Club Correspondence: 1991: letter to/from Kitchener Beverages re: refreshments for youth night 1998: From Sheppard Public School, about presenting 10-Feb; thank you letters 26-Feb, 27-Mar 1998: From M Bocageon requesting info about Stamp collecting 16-Sep 1998: To r Pegg, Northlake Woods Public School 1994: From, M Bocageon, Ecole Cardinal-Legr, thank you for exhibit. To M Bocageon, info about junior club 1995: To J Keether, Canada Post Corp. From S Reid with items for Youth night 1994: From/To M Botman, Lighthouse Publications. Thank you for stock book 1995: to/from T Creech, Canada Post Corp. Thank you for items 1995: To J Breithaupt, TRhank you for items for youth program 1996: To D Lopeke, Canada Post, thank you for donated items 1997: letter to D Loepke, thank you for donated items for youth night 1997: letter from T Creech, donated items for youth night & speakers kit 1997: letter to T Creech, thank you for donated items for youth night Undated: To J Keether, Canada Post. Thank you for items 1998: To J Keether, To T Creech. Canada Post. Request for donations. From T Creech items donated. From J Philips, items dontates. To Creech To Philips, thank yous 1998: To M Bocageon, Sterling Marking letter KWPS Archive Content Listing Page 13

14 1998: letter to Elliot, Canadian Museum of Civilization, response providing info re Youth program Undated: card from Grade 8 class, Floradale to Pinchen, Oliver, Pepple, thank you KW Junior Club Info & Handouts: Summer letter: 1990 Welcome Back Letters: 1991, 1992, 1993, 1994, 1995, 1996, 1997, 1999 Info sheet: 1992, 1999 Other letters (youth night, Stampfest announcements: 1996, 1996 Stampfest, undated youth night, 1997 Stampfest Youth Night Flyer: 1998 KW Junior Lists: Attendance lists: , , , , , Name Address Lists: undated, 8/1991, 15Feb1991(2/15/91), 11Oct1990 (10/11/90), August 1991, KW Junior Registration Forms: 174 forms, most undated, dates from Miscellaneous: What to Include in an Exhibit Postal History sales Circuit (notes on process undated 1990 s?) Renewal Plan (for membership) Sep letter to Woodside from J Kraemer re 2 envelopes donated by KWPS Attached 1952 letter to Grand Valley Stamp club from J Lay Attached letter from curator of Woodside in response Invitation to Grand Meeting Night, 14-May-1998 Website: (undated, 2005?) about Website costs from Guenter Gamaf, Cyber Design Concepts Cyber Designs Invoice #0616 (invoice shows how changes are being charged, Oct 2012) Website agreement titled Updates for K-W Philatelic Society with Guenter Gamaf, Cyber Design Concepts received via Nov correspondence with Cyber Designs articulating cost and agreement ( Updates for K-W Philatelic Society ) (Nov 2012). Gecko Websites providing Login information (March 2013) Gecko Websites invoice for web hosting (March 2013) to Cyber Designs to end web mastering/hosting (July 2013) & Invoice from Gecko Websites ; 2 Sep s: with Gecko Websites (nov2013) confirming yearly cost and that domain cost was free this year. KWPS Archive Content Listing Page 14

15 Directors & Board Information on roles/ functions Job Description Stampfest Show Chair Job Description KWPS Programme Chair Membership Directorate K-W-Stamp Club (Oct-2004, duties of membership director) KWPS Grand Meeting Minutes 12-May-2005 GRVPA Dues Billing Dues Billing with letter from C Pinchen to R Day City of Waterloo Meeting 24-Nov-1999 (Room Rates) Letter to C Pinchen to attend: re: room rates Follow up letter with minutes and attachments of meeting outcome Club Stationary: 8x11 letter head 75thy anniversary envelop Business size envelope with logo, official cover Business size envelope with logo, official cover (printing ) KWPS Archive Content Listing Page 15

16 Archive Box P1 (Photos, Computer Discs) Photos: Undated: 3 packs of negatives 2000: packs of Stampfest 2000, 1) 6 photos and negatives 2) 55 photos 2000: Apr 2000 date 31 photos of 65 th Anniversary dinner : KWPS Secretary CD of files including Board agendas and minutes, s, Stampfest. Many are html files, some are.doc files 2009: Stampfest 2009 (18-Apr-2009, 169 photos about 3 meg each) (CD-R burned using explorer 11/2013) 2010: 75 th Anniversary Dinner photos: 64 jpeg files about 4 meg each on DVD (Taken by Gunther & Kerstin Kramer who attended, Kerstin, Publicity director) Electronic Archives Dropbox Folder: KWPS/Archives/Electronic Archives/Photos (Jane s computer syncs) 2009: Stampfest 2009 (18-Apr-2009, 169 photos about 3 meg each) (recovered from corrupt CD) KWPS Archive Content Listing Page 16