Willowgrove University Heights
Community Association
Minutes
Date: January 18, 2016
Location: Willowgrove School Library
Members in AttendanceName / Present / Name / Present
Leanne Schellenberg (COS) / X / Michalina Wiatr
Glenda Clezy / X / Jennifer Oleksyn / X
Malvina Rapko / Debbie Dawe
Andrea Landell / Natalie Benoit / X
Luc Gauthier / X / Stephanie Hnatiw
Bill Johnson / X / Stacey Waters
Dani Schwab / Neil Harmon
Kristin Potter / Siobhan O’Connor
Erica Verity-Osicki / X / Gindy Klein / X
Melissa Glab / Shawna Stoicescu / X
Tamara Larre / Maxine Horstemeier
Amee Joshi / Kenelm Grismer / X
Maggie Li / X / Jaime Spencer / X
Juanita Klaassen
1. Minutes: Circulated by email by Glenda
2. Call to Order @ 7:05 pm with not enough voting members for quorum.
3. Motion to adopt Previous Meeting Minutes (Jennifer 1st, Shawna 2nd), vote deferred.
4. Motion to adopt agenda (Kenelm 1st, Jennifer 2nd), vote deferred.
5. Guest presenters
1. None
6. President's report – Glenda Clezy
1. Glenda gave feedback that registration night went very well, kudos to our indoor programming coordinators!
2. Traffic report. Willowgrove is on the list of communities that will be reviewed (1 of 8) communities. More info coming in Zach’s email update. All traffic issues to be addressed at one time, rather than single issues being dealt with which more often just pushes the problems around.
3. Need to look into where the best location should be for our next AGM (having hosted registration in two different rooms now).
4. Rink – Glenda still looking to meet with Connie about partnering with the school as a location for the community rink.
7. Correspondence
1. Note from the City about the upcoming traffic review (as discussed in President’s report)
8. City Councilor report – Zach Jeffries
1. Not present – Sent an email update – all about traffic review.
9. Treasurer’s report – Luc Gauthier
1. Bank Balance as of December 31, 2015 is $17,578
2. We had to cancel three programs (one Zumba, Fun Fitness for 50+ and Beginner Yoga, refunds owing to four individuals. Refunds did not need to be voted on as they are not an expenditure
3. No expenses needed to be paid, although the mailout expenses are coming, but they were budgeted and approved at the AGM, so no need for a formal vote
10. Community Consultant report –
1. Volunteer training coming up for report/form writing, etc.
2. Porta pottie in the park (map distributed) of location that would be best for our needs (parks recommendation). Parks did not believe it needed to be locked, but some associations do lock theirs. Not a city requirement to lock it, but it has to be secured to the fence. Monthly cleaning would be about $150 (just an estimate). Can location be accessed by cleaning/vacuum truck? City to clarify.
11. Task Force Leader reports
1. Vice president – Malvina Rapko
1. No report (not present)
2. Program coordinators – Maggie
1. Late registrations are coming in/ and a few more to come
2. We should break even on all programs or make a small profit
3. Amee also had some late registrations (not present) but passed to Maggie to deliver at the meeting. Maggie will handle registration for Amee while she is away on vacation
3. Soccer Coordinators - Erica
1. Online only registration, costs remained the same as last year 40 (kinder), 65 (U6), 75 (U7 and U8 - separate), 85 (U10) - all coed teams except U10
2. Fields have been booked, registration has been set up on goal-line
3. Registration goes live February 1 to Feb 26, no cash accepted unless it is their only option…its all online this year, no exceptions and no in person registration.
4. Will be ordering t-shirts via Kenelm once we have registrations complete, Jersey’s will take more lead time to order (and we would need to set up a deposit structure to ensure returns). Kenelm will confirm lead time and possible cost, potentially placing an order for U8 (then U7 if budget is available). We could then use them all year around.
4. Ball Coordinators
1. Bill had nothing to report for basketball
2. Our ball coordinator has left the community and has vacated their Board position, we need to backfill ASAP, we still need to hold a registration night and could transfer them to other CAs if necessary. We need to advertise the vacancy. We can do one in person registration on February 22 at the same time as our coffee with a cop, and have our regular meeting afterwards. Silversprings is increasing their fees, do we want to? Glenda to investigate and make the decision. Glenda will book the fields just in case we have teams.
3. Maggie might help, Natalie might help…any other potential volunteers, contact Glenda.
5. Social Coordinator – Jamie
1. Family skate day, Feb 15th has been booked
2. TCU has covered the cost of the rink rental, WUHCA needs to pay the rental fee to the city, Point Optical is going sponsor the hot chocolate. Both sponsors to get recognition as we do more promotion around it
6. Membership coordinator – Shawna
1. Good feedback from members confirming they received the email sent before Christmas and another early January (73%, 45% clicked on the link).
2. We are also getting more likes on Facebook too
7. Communications coordinators - Stacey Waters/Debbie Dawe
1. Not present
8. Rink – Neil Harmon
1. Not present
9. Community Watch Coordinator – Siobhan O’Conner
1. Not present.
12. New Business
1. No new business
13. Meeting adjourned @ 8:23 PM