Woodcroft Community League (WCL) - Board of Directors Meeting
November 16th, 2010 7:00 pm
In attendance:
Linda Thiessen Arlene Huhn Patrick Hallonquist
Ben Molnar M. Tofsrud Dan Ethier
Regrets: Wendy Smith; Patricia Grell; Sandra Johanson; Una Bryce
Guests: Shirley Hiemstra (Playschool Teacher); Cindy Stewart
1.0 Call to order at 7:08 pm by A. Huhn
2.0 Additions/Changes to Agenda – None.
3.0 Approval of Minutes (November 18th, 2010)
Motion: D. Ethier moves to approve November 18th, 2010 minutes.
Seconded: M. Tofsrud
Carried: All in favor
Approval of Email/Telephone Minutes (November 21st, 2010)
Motion: D. Ethier
Seconded: M. Tofsrud
Carried: All in favor
4.0 St. George Society – Nothing at this time.
5.0 Woodcroft Playschool – S. Hiemstra, reported that the playschool has decided to donate $5,000.00 towards the re-development of the Woodcroft Community Playground. A. Huhn reported that this makes their total contribution $10,000.00 (and $5,000.00 was matched previously). Everyone thanked S. Hiemstra for the donation.
6.0 CRC Report – U. Bryce:
· Monthly Minders were sent in advance
7.0 President’s Report: No report this month.
8.0 Treasurer’s Report: P. Hallonquist sent report in advance. No questions.
Motion: M. Tofsrud moves to accept the Treasurer’s report as presented.
Seconded: D. Ethier
Carried: All in favor
9.0 Committee Reports:
9.1 Playground Report – Report sent in advance. A. Huhn showed pictures of the playground structures that have been decided upon. There will be a more formal showing to the community at a later date. Pictures of the whole area and spray park will be shown at a later date, once everything has been decided upon.
9.2 Traffic Report – Nothing to report at this time.
9.3 Social Committee Report – C. Stewart reported that the pre-school skating lesson is full, the next group of older children is doing ok, but the oldest group has no registrants. C. Stewart suggested that we change the oldest group to a pre-school group. Everyone agreed.
L. Thiessen reported that the “Deck the Halls” was a good event with lots of fun, as was the gingerbread house building.
C. Stewart reported that the New Years Eve party was taking participants. C. Stewart explained that the cost of the tickets did not allow for the cost of one free drink to toast in the New Year. She did not think it was necessary to do so as we have already funded the tickets, but suggested we make the decision.
Motion: L. Thiessen moves that the WCL cover the cost of one glass of champagne (adults) and sparkling juice (children) for the New Years Eve party.
Seconded: D. Ethier
Carried: All in favor
C. Stewart reported that we have had a request from the gentleman who runs Sportball, to see if we could provide him a reduced rental cost so that he could run the program for our community. Discussion took place as to the pros and cons of doing so.
Motion: A. Huhn moves that we rent the hall for $30.00 per hour on Saturday mornings to sportball for the winter/spring programs.
Seconded: D. Ethier
Carried: All in favor
9.4 Hall Maintenance Committee – D. Ethier reported that we have new taps in the kitchen, the janitorial room and the room that has the controls for the rink. He suggested that in the room that has the controls for flooding the rink, we need to insulate the pipe with special tape that keeps the pipes warm enough so the water should not freeze. D. Ethier reported that the dishwasher issue is being looked at by the company which previously fixed it. The problem should not be occurring so soon after and we are refusing to pay them more money to fix it. D. Ethier is waiting for a response from the company. D. Ethier reported that the Hall Maintenance Committee will be having a meeting in January to go through all of the other issues raised previously.
9.5 Decorative Lights Committee Report – sent in advance. A. Huhn reported that we submitted the documents with 58% of the community signing in favor of decorative lights. There were many issues with this project (see report) and a few different suggestions as to how to handle the issues. Discussion took place.
Motion: A. Huhn moves that we send the issues to Councilor Kim Krushell so that she is aware of the problems we faced. We will follow her direction as to how, when and to whom we provide the list of issues to within the city department.
Seconded: M. Tofsrud
Carried: All in favor
A.Huhn reported that as per last months meeting, we have two people in the community who went door to door after the regular canvassers, trying to get the people who were not home, rental homes, etc… We agreed to pay an honorarium. P. Grell worked over 50 hours and G. Taylor’s hours are unknown at this time. Discussion took place.
Motion: B. Molnar moves that we provide P. Grell with gift certificates for a value of $500.00.
Seconded: M. Tofsrud
Carried: All in favor.
10.0 Membership: M. Tofsrud had nothing to report.
11.0 Neighborhood Watch: Nothing to report.
12.0 Casino: Nothing to report.
13.0 Sports:
13.1 Rink Attendant – B. Molnar reported that P. Grell is working with Gerry and Arron on contract.
14.0 New Business:
a) Newsletter – A. Huhn reported the K. Propp, our Newsletter Coordinator is unsure of her authority in regards to what decisions she can make or ones the WCL Board should make. Discussion took place and it was decided that until we have a committee to do so, she really has the authority to decide the size of the newsletter, the size of the advertisements (especially when it may push us to doubling the size of our newsletter which makes it more expensive), etc. A. Huhn also reported that the dates of the newsletters pose a problem as it is usually the same day as our Board Meeting when articles are due, then everyone is rushing to get things done. A. Huhn, suggested that perhaps we push the date back 1 week. L. Thiessen raised the point, that this would be difficult for our December newsletter. After some discussion it was decided that we would move the date 1 week forward for all newsletters, except the December newsletter.
b) District F. Meetings – B. Molnar reported that he had attended the last district f meeting on November 24th. District F is the region we fall into in the City’s recreation department map, so it has neighboring communities. A lot of the discussion was about the similar issues that community leagues had, for example traffic issues. B. Molnar questioned who he could speak to regarding the 40km speed zones and the type of ticketing they are doing. B. Molnar reported that he knows ticketing is occurring late at night and early in the morning, when traffic is not a problem. Discussion took place and decided to table these traffic concerns.
c) WCL Board Meetings/emails – A. Huhn reported that she is finding it more and more difficult to keep up with issues due to the many emails that are sent, instead of the issues being dealt with at the Board Meeting. She has also heard this concern from other Board Members and questions if this is something we need to into further. Discussion took place and almost everyone agreed that it is difficult for them to keep up with all of the emails. Decided that in the time being that perhaps we could all try to decide when sending emails was if it was pertinent to everyone or only specific people. Tabled to next meeting.
d) Website Stats – L. Thiessen provided the statistics for the website. L. Thiessen questioned how we could get more traffic to our website and whether the Board is interested in the statistics. Discussion took place and it was generally agreed that to have the statistics is appropriate for the Board to receive. Regarding increasing traffic, as long as we have the website on most of our documents, then we really are encouraging our community to go to the site. L. Thiessen recommended that we put our website on our membership card if we could. Everyone agreed this would be a good idea.
e) Sleigh Ride – L. Thiessen reported that at the Brentwood Christmas Party, they offer the community members to come and join them for a free sleigh ride. The numbers of community members who take part is very small and L. Thiessen questioned whether we should be doing something more to encourage this. Discussion took place and it was decided that due to the time of the year, people are very busy and maybe they simply do not have time to attend due to other events or the weather. Decided this was not something we needed to spend more time on in regards to advertising.
f) LeHigh Community Information Session – L. Thiessen suggested that we host a community meeting where LeHigh would come out and teach interested community members how to access and interpret the information on the site. Discussion took place and it was agreed this would be a good idea. L. Thiessen will be in touch with B. Korabanik from LeHigh.
A.Huhn reported that the contracts had been signed by LeHigh and B. Molnar and P. Hallonquist and that U. Bryce had delivered them to the appropriate city departments.
D. Ethier reported that there is a new tower on the roof to take readings.
15.0 Announcements – Merry Christmas
16.0 Topics Tabled for next Meeting: Social Committee – Spring Program; Hall Maintenance Committee – list of items for the committee to discuss; Traffic concerns over ticketing; emailing etiquette; safety fair.
17.0 Next regular meeting will be January 20th at 7:00 pm.
18.0 Meeting adjourned at 8: 50pm
Motion: A. Huhn moves to adjourn meeting.
Seconded: P. Hallonquist
Carried: All in favor