FINAL
Strathcona, Christie, Aspen Community Association (SCA)
Board Meeting Minutes
October 12, 2016
Board Attendance:
Maureen Smith, President
Roy Kuhnlein, Vice President
Karla Pollock, Secretary
Simon Fletcher, Treasurer
Shelley Bartole, Development (New Schools) and Traffic (Aspen)
Sanjeev Kad, Development
Kathy Underhill
Also in Attendance:
James Runge, City of Calgary, Neighbourhood Partnership Coordinator (NPC)
Item 1: Meeting Called to Order
Maureen Smith called the meeting to order at 7:05pm.
Item 2: Additions to Agenda
None.
Item 3: Approval of Past Minutes
Motion made by Maureen Smith to accept the Meeting Minutes from May, June and September 2016. Motion seconded by Roy Kuhnlein. Motion carried.
Item 4: President’s Report – Maureen Smith
2016/2017 FCC Workshop Guide – copies of the guide were distributed to all Board members in attendance.
Olympic Heights Elementary School Emergency Lockdown Procedure Protocol – Maureen led the discussion on what should our facility response be in the event that Olympic Heights Elementary School is under an emergency lockdown? A suggestion was made to consider adopting an Emergency Response Plan (ERP) and and have a line of emergency communication prepared with the school. James Runge, our City of Calgary NPC, offered his assistance in steering us to the correct City of Calgary department if we wish to explore creating an ERP.
Other Community Associations Requesting Our Mentoring – Maureen led the discussion on how to respond when numerous community associations approach SCA CA Office Manager, Shelley Lakatos, for guidance, tips and mentoring assistance. Shelley participated in a peer-to-peer support event at the FCC Beyond The Four Walls Conference on October 1, 2106. She continues to receive requests for assistance and guidance. A suggestion
was made to consider hosting an SCA Mentoring Panel, where local community associations can attend and ask us questions and for advice. An idea may be to approach the FCC to see if they would consider helping us host an FCC Mentoring Panel event.
Olympic Heights Elementary School Request for Garden Boxes – Maureen has been approached by Olympic Heights Elementary School asking if we could build them one or two garden boxes for the students to plant and care for. We have adequate room and as long as we secure grant funding, we are willing to fulfill their request for one or two garden boxes. In the event that the school no longer uses them, we will offer their use to another community group.
Motion made by Maureen Smith to proceed with a garden box project for Olympic Heights Elementary School, dependent on adequate grant monetary funding.
Motion seconded by Roy Kuhnlein. Motion carried.
Recycling Changes – Need to be mindful of recycling changes taking place on Tuesday, November 1, 2016 and the future costs associated with the changes. Important to avoid fines and penalties by improper sorting of recyclables. There will likely be 4 sets of recycling containers throughout the building and either a second shed added to the parking lot or locking bins. We need to hire a hauler company. There will be a recycling fee surcharge assessed to rental users of the hall. We will reserve the right to not return a rental security deposit if the recycling rules are not adhered to. SCA CA Office Manager, Shelley Lakatos, is currently adding this recycling fee surcharge and security deposit warning to the rental agreement literature.
SCA CA Anniversary Celebration --- Spaghetti Dinner & Movie Night - Friday, November 25, 2016 at 6:00pm.
The SCA CA is turning 35. We will celebrate with a Spaghetti Dinner & Movie night. This event will be co-hosted by Ward 6 Councillor Richard Pootmans. Cake and treats will be provided along with a visit from a special guest, Harvey the Hound.
Item 5: Development – Shelley Bartole
Shelley attended a Traffic Planning Meeting with representatives from The Calgary School Board, Webber Academy, Calgary Academy and Ward 6 Councillor Richard Pootmans in attendance. Discussion surrounded concern about traffic issues if a planned 1600 student high school is approved to be constructed on a section of land between Webber Academy and Calgary Academy. There is deep concern about safe access for the schools and for the residents in the area; as well as emergency first responders. Community Engagement meetings will be ongoing.
Item 6: Treasurer’s Report – Simon Fletcher
No update.
Item 7: Vice-President's Report – Roy Kuhnlein
There is a need for an IT Technician to join the SCA CA staff. Roy is currently speaking to a potential candidate. Roy is also in search of an ice rink coordinator volunteer for this season.
Item 8: James Runge, City of Calgary Neighbourhood Partnership Coordinator (NPC)
James Runge tabled his NPC Report for the Board’s consideration. The NPC Report included the following topics:
NPC Requests:
Tennis Courts - The consultant site visit was October 11. Awaiting the report. NPC will provide CA a copy of the report once received.
Capital Conservation Grant (CCG) Application - The next round of CCG applications is now ongoing. CCG applications will be reviewed based on two main qualifying factors: Lifecycle Safety and Lifecycle Past Due projects
External Partner Survey - Please help us to assess the level of support community associations and social recreation organizations are receiving from The City through neighbourhood partnership coordinators (NPCs). The survey will take approximately 20 minutes to complete. The survey will be open until November 1, 2016. The survey is open to your organization’s board members and volunteers.
City Wide Needs & Preferences Study Review – Wednesday, October 19, 2016 from 6:30-7:30pm at City of Calgary, Georgina Thompson Office, 772 Northmount Drive N.W.
Wards covered: 1, 2, 4, 6, 7, 8
The City of Calgary asked Ipsos Reid to develop a city wide Needs and Preferences Survey to determine residents’ needs and desires for the delivery of recreation, leisure and social programming within their geographic community.
The survey results are now in and we’d like to share the results with you. Ipsos Reid will be hosting presentations for you to attend to hear the highlights of the report and how the findings can help to support your work in your community.
NPC Supported Items:
Community Crews
Recycling Bylaw Changes – Under the Waste and Recycling Bylaw, by November 1, 2016, all businesses and organizations across the city will be required to recycle a specific list of materials.
#Get Moving YYC - Activity Hour Challenge November 28 – December 3, 2016
Community Clean-Up 2017 - Sign-up for 2017 will take place in January 2017
Dates to Remember:
Planning System is Online - The website for Planning System projects has been redesigned. Seven new pages of content replacing outdated and infrequently visited pages with a modern look and feel, more in-line with Corporate Communication standards and initiatives. This includes a community association (CA) hub to receive planning information and provide feedback.
Grant Opportunities:
Government of Alberta Community Initiatives Program (CIP) – Three categories: Project-based Grant Application, Operating Grant Application and International Development Grant Application. Application decisions will be administered on a quarterly basis.
Community Facility Enhancement Program (CFEP) - Application decisions will be administered on a quarterly basis.
Training Opportunities:
Partners In Planning: Basics of Implementation Planning – Saturday, October 15, 2016 from 8:30-12pm at the Kingsland Community Association, 505 78 Avenue S.W.
Partners in Crime Prevention Workshop: Fraud Awareness – Wednesday, October 19, 2016 from 7:00-9:00pm at the Capitol Hill Community Association, 1531 21 Avenue N.W.
FCC Treasurers Workshop - Thursday, October 20, 2016 from 7:00-9:00pm at the FCC, 1609 14 Street S.W.
Building Community: Engaging Through Safety Initiatives – Tuesday, November 1, 2106 from 7:00-9:00pm at the FCC, 1609 14 Street S.W.
Governance: Whose Job is it Anyways – Thursday, November 3, 2016 from 7:00-9:00pm at the FCC, 1609 14 Street S.W.
Externally and Internally Restricted Cash – Thursday, November 10, 2016 from 7:00-9:00pm at the FCC, 1609 14 Street S.W.
Item 9: Meeting Called to Close
Motion made by Maureen Smith to adjourn the meeting at 8:49pm. Motion seconded by Roy Kuhnlein. Motion carried.
~ Next Board Meeting – November 9, 2016 at 7:00pm, SCA Community Association Board Room