WOODVALE COMMUNITY LEAGUE MEETING MINUTES - OCTOBER 17, 2006 PRESENT: Barry Headrick, Dennis Emmerling, Cheryl Emmerling, Jacquie Breitkreitz, Angela Schneider, Neal Gray, Rajiv Sinha, Ran Newby, Nancy Newby, Alice Park, Brad Park, Shawna Middleton, Heather Lajeunesse GUESTS: Cheryl Deshaies REGRETS: Chacko Thomas, Stuart du Kamp The meeting was called to order at 7:35 PM by Ran Newby MOTION: To accept the minutes of September 19, 2006 as amended by D. Emmerling Moved: Ran Newby Second: Dennis Emmerling Carried. REPORTS Reported by Barry Headrick, Treasurer Barry reported that bingo revenues are down about 50% year-to-date from last year. He said that hall revenues are up substantially and that our revenue this year (including $84k from the casino) is at $217175.00 (net bank balance $919k) and moved his report be accepted for information. Reported by: Stuart du Kamp (by written report) Stuart sent a written report to the Board advising that the playschool enrollment was at 90% and that the new teaching assistant was settling in nicely. Reported by: Cheryl Deshaies, Community Services Cheryl reported that Jane Molstad had taken a permanent position with the city servicing north side neighborhoods and that our new rep will be Jay Row. Jay will attend our November meeting. She said that summer programs went well. We were right on par with the city average for green shack usage in Greenview and the usage figures for Hillview were above the average. She said that Woodvale's application has been submitted for the ice maintenance grant (maximum $500.00). Reported by: Cheryl Emmerling, Membership Sales Cheryl reported that the 2006 membership drive is almost completed. She said there were 26 canvassers and they could have used more canvassers but that a family emergency curtailed the Emmerling's organizing of the event. Cheryl said that a situation had arisen during basketball registrations where some Woodvale memberships were sold to other leagues. The memberships sold in error have been returned to their respective leagues or have been otherwise dealt with. It was noted that sellers must be adamant that memberships only be sold to Woodvale residents. The Board thanked them for their efforts. Reported by: Jacquie Breitkreitz, Reimbursements Jacquie reported that everything is fine with reimbursements. She noted that, while doing a review of addresses for reimbursements, only 42 workers of 104 reimbursed are Woodvale residents. The group questioned the value of continuing to do bingos when so few Woodvale residents (and even fewer Woodvale members) are taking advantage of working bingos. The Board decided to discuss the issue at a future meeting. Reported by: Shawna Middleton, Greenview School Shawna said that she will take over from Cindy Gange-Harris and report to the Board on school matters. She said that Greenview is proposing a dance in the spring of 2007 and would like to use the hall at a discounted fee. The Board asked Shawna to check with Margaret for available dates in 2007, flesh-out the plan with the Greenview committee and return to the Board with her request for support. Reported by: Neal Gray - EFCL Neal reported his attendance at EFCL regular meetings on behalf of Woodvale and said that, if anyone was interested, the Federation would welcome two reps from each community league. He reiterated the information on the discount program on hockey nets through United Cycle and the EFCL. Ran wondered if Brad Park might look into the requirement in his discussions with the Woodvale rink staff. Reported by: Angela Schneider, Casino Chair Angela wants to complete the final casino report. Barry found the report and turned it over to Angela. Reported by: Alice Park, VP Alice asked for an electronic copy of the league's 1980 bylaws and said she would bring suggested revisions to the Board. Ran said he would email the bylaws to her. BUSINESS ARISING 2006 Membership Sales Campaign See notes in Cheryl's report above. Movie Pass Purchase - Motion to Expend Funds Dennis asked the group to consider the development of a process by which the Board could expend funds during periods of inactivity (summers) or in an emergency. Alice said that the league needs an operating procedure to handle this and other issues. She said that Linda Chalifoux had developed a manual during her term and that she (Alice) would take a look for it. MOTION: To expend up to $7000.00 to purchase 1000 Cineplex Odeon movie passes for resale to Woodvale members. Moved by: Ran Newby Second by: Dennis Emmerling Carried. Gazebo Issues at Greenview School Shawna reported that the council at the school was considering removing the wooden gazebo structure west of the school building. She said it has fallen into a state of disrepair and that it was a haven for vandals. The council thought that the concrete pad and steel picnic tables could be left in place and had asked Shawna to approach the Woodvale Board for potential financial support in the matter. The Board discussed the matter and determined that our financial responsibility ended after our grant to Greenview to build the structure. Re-Shale Ball Diamond John Paul #3 Cheryl Deshaies said that she would have the parks department assess the diamond and report back to community services. Cheryl will advise the Board as to the repairs and costs. She said that the information should be available before the snow flies covering the diamond. NEW BUSINESS Acceptance of the June 20, 2006 Meeting Minutes MOTION: To accept the minutes of June 20, 2006. Moved: Ran Newby Second: Barry Headrick Carried. 2006-07 Woodvale Memberships for Board Members Ran reported that all but 4 members of the Board had purchased their 2006-07 memberships. He said he would follow up with those members. Skating Rink Renovation Proposal Brad Park attended the meeting and told the group that he had had discussions with our rink staff and had determined that a number of upgrades are required. He mentioned that the plastic protector that runs around the base of the boards was rippled and that some of the actual boards are rotting away. He said that the storage of gas-powered equipment in the heated skate shack was a fire and health hazard and that the layout of the skate shack could be improved. He volunteered to work with the rink staff to develop a proposal to the Board on the issues. He said that we should plan this winter and send out a request for quotations early in the spring to have the work completed by next fall. Cheryl Deshaies suggested that temporary storage building for the equipment might meet our immediate need but reminded the group of the requirement to run any building changes through the responsible city department. Membership Coordinator Clarification Dennis asked that his name be removed as membership coordinator and that Cheryl Emmerling be designated. He said he would remain as Woodvale's Canada Day rep and sell memberships in Hillview. The Board agreed. Assessment of Park in Hillview Dennis asked Cheryl Deshaies if she could contact the proper city department to do an assessment of the park on Hillview Crescent and 34th Avenue (Peter B. Hill Park?). Dennis said that the trees in the park are diseased and that the affliction is spreading in the neighborhood. Cheryl said she would call the city's forestry department. NEXT MEETING - November 21, 2006 MOTION: To adjourn the meeting at 9:00 p.m. Moved by: Alice Park Carried