Guildwood Village Community Association s1

Guildwood Village Community Association

Minutes of Executive Committee Meeting

April 11, 2017

1.  Call to order

A meeting of the Guildwood Village Community Association was held at Chartwell Guildwood Retirement Residence on Tuesday, April 11, 2017. President Dave Arnold called the meeting to order at 7:33 p.m. Members in attendance included:

Members not in attendance included: Shelley Angus, Andy Douglas, Audrea Douglas, Andrew Macklin, John Mason and Sherry Mikelic.

2.  Approval of agenda

Comment was made to discuss that a protest is being held April 13 at 8:30 a.m. at Mitzie Hunter’s office regarding the closing of Guildwood Jr. Public School. Mitzie sent back correspondence. There are two public meetings April 20 at Sir Wilfrid Laurier Collegiate and May 2 (a Parc committee meeting). Bob Taylor-Vaisey will update the Executive on school closing issue under Committee Reports.

M/S/C to adopt agenda as revised.

3.  Introductions

Lynda Satelmajer was introduced as the new Secretary of the GVCA.

4.  Approval of minutes

M/S/C to adopt the minutes of March 14, 2017 GVCA executive meeting minutes as distributed.

March 21, 2017 Draft AGM minutes were presented; to be approved at the 2018 AGM meeting.

Both will be available on the Guildwood Village Community Association Website.

5.  Treasurer’s Report

Treasurer Jim Whitney handed out copies of Year-to-Date (March) Financial Statements.

6.  Items for Discussion and Approval

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6.1.  Survey Recommendations Review

Bob Taylor-Vaisey commented that there were two areas that kept coming up in the surveys: Communication and People and Community Building.

Recommendations:

-First hold the June 2, 2017 event and then set up committee for 60-year Anniversary Event

6.1 Survey Recommendations Review continued

-To set up a Communication subcommittee and/or working group that will define the terms of reference and to assess the priorities of the survey findings. There were many comments on Governance, but Bob feels Communication and People Building are the two most important areas.

Donna Milovanovic feels the volunteer aspect should be the number one priority. One member commented that for the GVCA 50th Anniversary we had beefed up Guildwood Day. Questions arose: Is there a specific anniversary day? When was it founded actually in 1958? Bob Taylor-Vaisey mentioned that if we have an event we need to book the location now.

Creating a Communication sub-committee would be an opportunity to look at current vehicles and investigate potential improvements. Do we want to make forays into social media? Who is going to maintain? Jim Whitney thinks we can tune up what we have, make improvements to our current communication vehicles. Donna Milovanovic asked if it is GVCA’s responsibility to let people know the TDSB meeting schedule. Bob Taylor-Vaisey stated that the GVCA has no clear direction on what and how we should be communicating to our members. Julia Lakats mentioned there are statistics readily available on demographics and social media usage. Bob wants to proceed now with the formation of a working group that would come back to the executive committee with recommendations. Need to source the people for working group.

There was a consensus amongst the members that a working group or sub-committee be formed to examine in the general terms the communications of the association.

Lynda Satelmajer, Leslie Hetherington and Judy Baribeau volunteered to be on a Communication sub-committee.

7.  Items in Progress

7.1  Guildwood Celebrates Canada’s 150 Event Update

Jim Whitney updated attendees on event ticket sales. Approximately 300 of the member tickets and around 20-25 of the regular priced tickets have been sold. There will be up to 500 available. Guild Inn Estate can open up more space if need be. Maritime Travel and Muddy Paws are selling tickets.

7.2  Revised Budget Estimate – Canada’s 150 Event

Dave Arnold presented a revised budget to the Executive Committee based on estimated sales of 400 member tickets and 50 non-member tickets. Dave advised the Committee that he was prepared to seek Corporate donations to offset additional costs that the Association would incur due to excellent community response for the event. Several members expressed their support for the GVCA absorbing any additional cost and not for us to seek Corporate donations.

M/S/C for GVCA to absorb the net cost for the Canada’s 150 Event.

7.3  Storage Facility Update

With the construction of a new Guildwood-Chartwell Retirement Home facility this summer and the loss of our current storage facilities in the old plaza area, Bruce Villeneuve has investigated several storage alternatives:

U-Haul - Nothing available inside that is heated. Storage consists of converted trucks. Cheaper but outside. Location is 4095 Kingston Rd. Monthly price for a 7X20 storage unit is $264.95.

Pods - Largest pod is a 8X16 container. $220/month with free drop off. But where would we put it? How secure is the pod? What is the bylaw?

Canadian Self-storage - billing by four week periods. 10X20X8 unit will be $335 plus HST and 10X15 $285 plus HST. 24 hour access. Heated. $3,600/year.

Recommendation: use Canadian Self-storage. It is probably better to rent a larger unit. Dave Arnold thanked Bruce for all his efforts in providing storage options to the Executive Committee.

M/S/C to use Canadian Self-storage unless new information is uncovered or something else comes up.

7.4  Printing Quotes for News Views:

Jim Whitney commented that we have received quotes with much better pricing. Some additional work is required. Current provider will deliver with no additional charge. Jim mentioned that with the third quote, the pricing at heavier stock was not that much more, but they have been asked to resubmit quote with lighter stock.

Next steps: There have been good savings identified. Jim will finalize quotes and bring forward for consideration at our May meeting.

8.  New Business

8.1  News Views: 3 replacing three key positions

Dave Arnold advised that with the recent resignations of the News & Views Editor, Advertising Coordinator and Delivery Coordinator, the Association has our work cut out for us in replacing this excellent team. Dave referred the members to the letter of interest from Julia Lipman Baker in the correspondence section of the meeting package. Her letter indicated interest in volunteering to assist with the preparation of the News Views. A further call for volunteers to assist in filling the positions was made in the Spring Edition of the News & Views and Dave suggested we wait to see who else may come forward. The current team is willing to work with their replacements for the preparation of the summer edition. Judy Baribeau advised that she uses Adobe, Photoshop and Quark software programs to get News & Views ready for publication. Judy feels that 40-60 hours are required by the editor to prepare each quarterly newsletter.

Any suggestions or leads for volunteers, please bring them to Dave.

8.1 News & Views continued

Update needed on committee list database. Dave Arnold has put together another secondary list for other contacts. Lynda Satelmajer will update.

9.  Committee Reports

9.1  Committee Affairs:

Suggestion has been made by a resident to move Guildwood Parkway parking from the north side of the road to the south. We can send recommendation to Paul Ainslie. Add it to the traffic information.

Possible school closing: GVCA Executive Committee is not taking a position. The final review is not out yet, so we are not in a position to have an opinion.

Memberships: Donna Milovanovic reported that all coordinators have packages. They should be getting packages out to canvassers in the next day or so. Assistance for canvassing is still needed for 28 and 55 Livingston Road. Good for everything else.

CLPC meeting happening Thursday, April 13, 2017.

10. Communication and Correspondence

Correspondence received was distributed to the group for review.

One item raised was the status of broken Guildwood sign. The sign was collected and given to Jim Whitney. He has put back it together. Needs small paint job sign. Water damaged. Jim will put on aluminum strapping on back to strengthen. Suggestion was made to apply a finish/coat on the cedar sign.

11. Adjournment

Dave Arnold requested that the next meeting be held on May 16, 2017 (instead of May 9). Request was approved.

Motion to adjourn at 9:05pm.

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