WOODVALE COMMUNITY LEAGUE EXECUTIVE MEETING MINUTES June 19, 2007 BOARD MEMBERS PRESENT: Alice Park, Christina Gray, Neal Gray, Dennis Emmerling, Cheryl Emmerling, Angela Schneider, Jacquie Breitereitz, Brad Park, Gene Starling, Bruce Peterson, Barry Headrick, Paul Chiasson, Shawna Middleton GUESTS: Jay Row, Jordy Ryhorchuk Meeting called to order by Alice Park at 7:33pm MOTION: To accept the minutes from the last meeting of May 15, 2007 Moved by: Neal Gray Seconded by: Cheryl Emmerling Carried. REPORTS: Treasurer: Barry Headrick Barry presented the April statement; it was incomplete due to errors. He will have the proper statements at the next meeting. Barry reported an April loss of just over $14,000, which is normal and better than last year where the loss was roughly $22,000. Barry asked that his report be adopted for information. Community Services: Jay Row Jay handed out the CRC Notes newsletter, summer programs, grant information, and youth activities are included. He needed someone to so the walkthrough in the activity center with the green shack worker since Ran resigned, Alice will take over. MCARFA/EFCL: Neal Gray MCARFA had a rough start this spring with damage to the Golf Course green and is catching up. EFCL has a steering committee to do with the first time home buyers program, and they have a new insurance provider; Foster Park Basket Insurance. Hall Operations: Ran Newby Alice had informed the Board that Ran has tendered his resignation, and we are now looking for a replacement. A business background would be a benefit and will have to deal with Margret in matters with the facility. Bingo: Gene Starling There will be a meeting on Saturday June 23rd of the association and will get the dates for September until 2008. Gene did not have a contact for the playschool; Shawna said that she had been informed by MCARFA that Stuart du Kamp will be replaced in September and will update the contact list and give Gene the name and number. The new Parkway location is doing very well. Mill Woods Presidents' Council: Christina Gray Nothing to report. Greenview School: Shawna Middleton Nothing to report. Membership Sales: Cheryl Emmerling New memberships for 07-08 have arrived; 06-07 memberships are to be no longer distributed. Due to delivery delays, only half of the hockey registration was covered. Membership drive is up and running and now available for purchase. Canada Day: Dennis Emmerling Everything is going well in the planning, still a shortage of volunteers. Dennis provided a donation kit to the Board. MOTION: To donate $1000 to MWPC for Canada Day Moved by: Dennis Emmerling Seconded by: Gene Starling Carried. It was discussed whether or not the volunteers from the Hillview Baptist Church youth group were connected to Woodvale or volunteer on their own. Since we brought them in the first place, they will be used for Woodvale. Volunteers are still needed for 2pm until 6pm in 3 hour shifts, contact Neal or Dennis for more information. It was brought up whether or not to give vouchers to the volunteers for that day, but it was decides that invitations to the volunteer dinner is sufficient. Reimbursements: Jackie Breitkreitz Nothing to report. Activity Center: vacant Larry sent a thank-you not for his parting gift. 66th Street Sign: Paul Chiasson Paul said the sign is going well, First time Homebuyers up now. The Woodvale picnic will go up next. For the summer the green shack program and Millcreek pool will be on the sign. Web Site: Christina Gray Christina reported that the first time home buyers FAQ's was very popular. She will also update the executive list. The EFCL sent Woodvale messages from groups that wanted to advertise in the newsletter and on our website. The Board decided that if these groups wanted to put these in the newsletter that they would have to pay for their own advertising, we will not put these on the website or in the newsletter. Christina will also put the green shack program and the family picnic on the website. Casino: Angela Schneider Nothing to report. Community Affairs: Bruce Petterson Public Forum hosted by the city, not Woodvale, tomorrow, Terry Loat will be the main spokesman with Mayor Mandel, Terry Cavanaugh, and Dave Thiele attending at 7:30- 7:45. The city will have the mock ups and maps from the meeting with the Mayor in April. The city is still working out the criteria for qualifying in the program, it will be a lottery. There is no new correspondence from the city at this time. The prediction is that 100 people will show up and the Tournament room will be set up with one of the bigger rooms ready just in case there is a larger turnout. Sandy will have 100 copies of the FAQ's regarding the project ready for the public. No new issues should come up. Alice suggested that only one person deal with the issue to the public so that mixed messages are not received; Mark was suggested to be the spokesperson. Neal also mentioned the board's position is to be positive about the project. CORRESPONDENCE AND PRESIDENTS REPORT: Ran has tendered his resignation from the board. The EFCL is holding a bylaw work shop, issues raised were defining members, how to deal with audits. It was an informative session, and will help with any volunteer organization with their issues for free. The bylaw regarding how long a position on the Board is held will need to be amended. BUSINESS ARISING: Rink Upgrades: Brad Park and Guest Jordy Ryhorchuk Jordy from Canadian Arena Products was present to give the Board a presentation on their quote to replace the Greenview skating rink. Pictures of the Aspen Gardens rink (thanks to Ran and Brad for taking the pictures) were passed around. Canadian Arena Products have been making rinks for the past 20 years, their rinks are galvanized steel fabrication system (no rust), and they are built to last 30+ years. Maintenance required is to replace 30-50 screws a year at a minimal cost. The board material is a UV treated puck board that is rated to -79 degrees Celsius, there are nuts on the screws for added reinforcement. The curbing, as opposed to piles, is better for anchoring the boards into place, better water retention, and the future addition of a concrete or asphalt slab is possible, without the curbing the whole rink would have to be dismantled to put a slab in. A slab of asphalt or concrete can be put in, asphalt is less expensive but it is harder to make ice, the ice melts quicker, and the rocks become exposed after a few years. Concrete is more expensive but requires less maintenance. As for the time frame required to get the job done, if we book now it can be done in October. It will take one week to 10 days with piles, and an additional ten to fourteen days with curbing. As for equipment storage a 14 by 10 addition can be built onto the existing skate shack. The entire rink will be fenced for safety and be accessible at all times. After Jordy's presentation the Board discussed how to proceed with the upgrades. It was decided to use the grade beam curbing system so that a slab can be added in the future. Also to make sure that GST is added in the supplied quote. MOTION: To spend up to $185,000 to use Canadian Arena Products to remove boards, build rink, boards, fence, grade beam, player boxes, storage shed for equipment and soil test. Moved by: Brad Park Seconded by: Christina Gray Carried. Jay said that we should file a motion of intent so the city has a heads up and that we should apply for the CFEP grant. NEW BUISNESS: Volunteer Dinner: Angela Schneider and Cheryl Emmerling Angela and Cheryl will plan the next volunteer dinner instead of Margret. Woman of Distinction Award Congratulations to Christina Gray for receiving the Woman of Distinction Award. NEXT MEETING: Next meeting on August 21 at 7:30pm MOTION: To adjourn the meeting at 9:15pm Moved by Paul Chiasson Carried.