Woodvale Community League Executive Meeting May 20, 2008 Board Members Present: Alice Park, Rajiv Sinha, Dennis Emmerling, Angela Schneider, Ran Newby, Shawna Middleton, Gene Starling, Bruce Petterson, Brad Park, Paul Chiasson, Christina Gray Member at large: Alan Aben, Colleen Derrick, Habib Fatmi Guests: Carl Benito, Jay Row Regrets: Barry Headrick, Neal Gray Meeting called to order by Alice Park at 7:30pm MOTION: To accept the minutes as Presented. Moved By: Dennis Emmerling Seconded By: Brad Park Carried. Treasurer’s Report: Alice Park Doing better than last year. Overall up 14k. Unregulated funds. Presented for information Guest: Carl Benito Bringing good News. Cheque for $68,800 from the C F E P. Have his full support for the upgrade of the community rink that was filed under the Community Enhancement Program. To be commended on its hard work on this undertaking. Do not hesitate to let me know if you need any help with these types of projects. Community Services: Jay Row Jay handed out the CRC notes for April. Cleanup Day is Saturday May 24th, 38th Ave and 50th Street. Have 3 bins will be dropped off and picked up. Community Spirit workshop had 5 Woodvale members there, some ideas taken from the event included a year planning calendar. Gearing up for summer programs, have two summer leaders signed up for Hillview and Greenview. Fence is going up tomorrow around the construction area at the FTHBP site. We are high up on the list to get the trees replaced. Suggested a team building event or exercise. Jay will be attending MCARFA. Rink Upgrade Committee: Brad Park Brad will be contacting the committee members and will hold the first meeting in the near future. Shawna to send Brad the committee member names. Activity Centre: Kumarie Achaibar-Morrison Fire inspection had to be postponed but was dealt with this week. Playschool wants to know when renovations are happening because they may need to find a temporary space. Yoga group is upset about yoga being cancelled on Thursday night, may not want to continue. It was the understanding that the board wanted to accommodate as many community groups as possible. There is prime time between 6:30 and 9:30 on Monday, Tuesday, Wednesday and Thursday. We don’t want the activity centre to compete with the hall, do we want alcohol being allowed at the facility. Discussion: Civic Liason Position Involves bringing information of a civic nature back to the board, possibly by canvassing the councillors. Spend time speaking with Amarjeet Sohi and Dave Thiele and come back with reports, possibly to be combined with the Mill Woods Presidents’ Council position. Habib Fatmi accepted the position of civic liason. New Initiative – Woodvale Executive Annual Calendar Bruce, Shawna and Jay to spend time getting an initial draft prepared. This document will hold the important dates and deadlines for the year. Small committee to meet a couple times in the summer with Jay facilitating. May combine it with a strategic plan. Ran volunteered to go back through previous minutes to document important dates. Bring forward any dates to our June meeting as it might be our last meeting of the summer. Discussion: Membership renewal New memberships will be ready for early hockey registration on June 17th and 18th but not before. Memberships are good until August 31st. Gene to contact the hockey rep to identify if this is a problem. Bingo: Gene Starling Alberta Satellite Bingo isn’t doing as well as it used to. Smaller number of people playing bingos. We did fairly well. June 7th meeting to get the new dates for the next year. Clean Up: Colleen Derrick Clean up is a go. 1 to 4pm on Saturday May 24th. Meeting at the Greenview parking lot. For next year may want to look at doing it in the morning and on the same dates as the other community leagues. To consider, look at incorporating a bar-b-que for next year. $10 vouchers for each volunteer from Mill Woods Town Centre. Greenview Park Playground: Colleen Derrick and Shawna Middleton Have approached playground companies. We can get everything they wanted and initially sketched out. Design is completely wheelchair accessible. What is the next step in this process? Have to have it approved by the City. Stage one is a needs assessment. Need to make sure the people in Greenview are supportive of this. Multi-year plan is needed. Greenview School: Shawna Middleton The bike racks by the school need to be replaced but we’re not sure who owns them. Need to send Jay Row a letter if Woodvale would like them to be replaced. Facility Operations Committee Report: Ran Newby Margaret has been working through April and into May to fulfill a list of upgrades and improvements as requested by the Playschool Board at the Activity Centre. She has overseen the following work: 1. New “Woodvale Playschool” lettering and the “Tree” logo sign have been ordered and they should be installed by mid-June. 2. She will have the steel door on the south side of the building painted. 3. A number of minor lighting, plumbing and electrical issues (as requested by the Playschool Board) have been corrected or repaired. 4. Landscaping at the southwest corner of the building will be rejuvenated in early June. Margaret received a message from a Woodvale resident that the rough ground around the perimeter of the new rink is a safety concern. She has our landscaping company taking a look at it later in May and giving us a price to remediate the area. The facility rents a 60’ X 40’ tent on 9 or 10 weekends between May and September and the cost to rent it and have it dismantled and erected is a significant expense. Margaret has obtained permission from MCARFA and the golf course to erect the tent (seasonally) north and east of the clubhouse near the driving range. If she can save some money, she will have the vendor put the tent up later this month and remove it in September. The washrooms (both upstairs and downstairs) in the clubhouse have outdated and poorly performing ventilation systems. Margaret has asked our HVAC vendor for a quote to update the systems. Margaret is awaiting flooring quotations from three vendors with regard to replacing the flooring in the banquet hall. She has tentatively booked the first three weeks of January 2009 for the work. Question: Crosswalks on 38th avenue Request that Jay put boulevards where the crosswalks on 38th avenue to prevent cars from passing in an unsafe manner. This was discussed as part of the FTHBP discussions. Would this be feasible Casino: Angela Schneider June 5th and 6th. Positions are filled. Need to know which quarter we do not want to have the casino. Suggesting October, November, December, January, February and March. but not Christmas or New Years. Sunday’s are ok. Volunteer Appreciation Event: Angela Schneider For next year, we cannot have it on April the 18th. Only had 70ppl this year, suggesting a cocktail reception on a Thursday or Friday night from 7 to 10. It was suggested that we have the event in February, may get a better turnout and it would be closer to the year end. The board was in favour of having it in February. Try February 7th or try to get a cocktail reception date on a Thursday or Friday evening. Next meeting members need to bring ideas for the volunteer appreciation event. Membership: Dennis Emmerling Material for next year has been ordered, should arrive in June in time for the hockey registration. Canada Day: Dennis Emmerling President’s council have made Woodvale responsible for the children’s setup. 8 to 10 people a few adults. Can we engage the community groups who use our activity centre free of charge? Kumarie to inquire with them. Ridgewood donated a thousand dollars and challenged the other communities to match that donation. MOTION: That Woodvale donate one thousand dollars towards Mill Woods Canada Day Moved By: Dennis Emmerling Seconded By: Colleen Derrick Carried. 66th Street Sign: Paul Chiasson What do we want to say about the FTHBP? Coming to Woodvale FTHBP. Want to let people know that construction has started. Canada Day is the next big item Newsletter/Website: Christina Gray Newsletter has been submitted. Website out of date at the moment but too be improved ASAP. Cleanup event to be added to the website. Communications Committee: Christina Gray Committee met and identified 7 ways to improve communication. Boards were thought to be our most effective means of communication – can we build a new board on 50th street – Permission from the city is the biggest hurdle. Produce a plan. Shawna 1. Boards were thought to be our most effective means of communication – can we build a new board on 50th street – Permission from the city is the biggest hurdle. Produce a plan. Shawna 2. Place the MW newsletter at all schools (3), churches (2) and community facilities (2) (no delivery?) Day Care Center, Facility. MW Newsletter Bin for certain places. Should say MW Newsletter and Free. Ran to investigate a bin or holder. Need a volunteer to ask each of these locations if they are interested. Signs to put in the windows to various places. 3. Create an email list of all Woodvale members (gather emails when members sign up, there are some specific challenges with this) and start a monthly mail-out that is timed to go out at the same time as the newsletter is available. Bruce to draft wording of privacy and usage policy. 4. Create a list of all the other community newsletters, their deadlines and if they would advertise community events 5. Kumarie to contact the jr. Forest wardens and brownies to explore if they would be interesting in delivering the newsletter 6. Can get Canada Post to deliver important items? 7. Improve the Woodvale website. Shawna to talk to Jay Row about what other community leagues have done. President’s update: Alice Park Reviewed the lease for the Playschool, we are agreeing to a 5 year term with a one year notice to end the lease. It gives them guidelines for the usage. Concern expressed about small maintenance and who covers what. Alice and VPs to write up policy for Activity Centre and Alice to email the Playschool lease for the boards approval. Need to respond to the communication from the EFCL regarding the change to the City Planning & Development Department. Our Civic Liason Habib will respond. Need more regular attendance at the Mill Woods Presidents Council. Shawna adjourned the meeting at 9:50pm