By In attendance:
- Stuart Sykes — President
- Laurie Lyon — Vice President
- Grace Dimion — Treasurer
- Paul Hobkirk — Secretary
3 members of the community were also in attendance.
Proposed Agenda:
1. Call to order.
2. Motion to approve agenda (Also an opportunity to propose additions to the agenda at the meeting)
3. Councilor’s update (Councilor Maria McRae will provide an update on ward developments and be present to discuss issues and concerns of residents in attendance)
4. President’s update (Basic recount of recent developments and activities in the community and city)
5. Treasurer’s update (Provision of the monthly statements)
6. Web-site discussion (Discussion of how the website can be renewed with new content and features)
7. Committee and Club Discussion (Discussion on establishing clubs and committees to do things in the community, such as the existing “planter club” which maintains the flowerbeds, and a proposed “ice-rink club”, which would plan and organize the ice-rink)
8. Summer projects (The identification of summer priorities for board members – includes updating the web-site, establishing the ice-rink club, the administration of private roads in the community, fundraising, and other issues brought to the meeting by board members or residents of the community)
9. Other business (Reports from other board members and other business of an urgent nature)
10. Adjournment
Meeting Minutes: June 18, 2008
1. Meeting called to order at 19:10
2. Agenda was approved.
3. Message from Marie McRae:
- Congratulations to the community and the community association for the Fun Day event.
- Councilor’s report;
- Discussion of fire on Grenwich Circle – a number of sensitivities exist around this for insurance reasons and currently an investigation is underway. Councilor will provide more information later on as things become clearer. Some in the community have asked about lightning rods. Major observation that houses burn faster now for a number of reasons.
- Dog signage incident by city staff was discussed; Councilor going to respond to resident request for information on the web-site by putting out email on newsgroup to describe process of re-designation.
4. President’s update:
- Graffiti on Parking garage: Idea of mural proposed to Ashcroft for consideration. Ashcroft receptive but residents of the condos haven’t taken ownership of the parking garage yet. So no go for the time being. Ashcroft will look into planting thorny shrubs however.
- Regular Activity (weekly): Soccer clubs have it reserved every night. This doesn’t end the issue though – we would just have to work with the clubs. Usually free on Friday, maybe look into starting up Friday night game night;
- Directors and Liability Insurance: Up for renewal, send cheque in for upcoming year
- Neighbourhood Watch: Independent entity, money in our account from previous neighbourwatch is expected to be used for neighbourhood watch. What should be done with the money? Options include using the money for safety/security reasons or keep money aside for this type of activity. Stuart to approach 2 members about community safety committee and/or try to get neighbourhood watch up and running;
5. Treasurer’s update (Provision of the monthly statements)
- Financial Statement was distributed; generally pretty good, but Treasurer would like to see an improved cash flow;
- Board agreed that it would like to establish a reserve amount to cover the cost of the insurance, etc. It was decided that an amount of $1500.00 was needed;
- Fundraise ideas were discussed: one option is advertising on the web-space for local businesses (links to local businesses),
- Laurie agreed to take on fundraising initiative;
6. Web-site discussion
- It was decided that updates to the web-site were to be explored
- Paul to look at information gathering for web-site updates. Advertising, police statistics, change the discussion board; logo, colour, look at other community websites for some ideas
7. Committee and Club Discussion
- Ice-Rink Club was briefly discussed: Paul to take this on;
- It was discussed how appreciative people are of the work that was done on the planters
8. Summer projects:
- Ice-Rink Club: Paul to take this on as previously discuss
- Private Streets: Stuart deal with this issue.
9. Other business (Reports from other board members and other business of an urgent nature)
- Other board member positions available were discussed and offered to residents in attendance without positive response: Media Director, Liaison Officer, Community Coordinator;
- Last meetings actions discussed.
- Decision to not hold a meeting in July.
10. Adjournment
- Motion to Adjourn was put forward at 9:05PM by Laurie, Seconded by Paul
Action Items:
- Next Meeting set for 3’rd Wednesday in August, no July meeting planned
- Over summer:
- Grace to follow up with Mural (background task)
- Stuart/Laurie to send thank-you letters out for fun day sponsors and all involved
- Paul to Continue investigations into sign; Trinity United Church (Maitland);
- Paul to investigate into working with the web-master and making changes to the web-site, making provisions for advertising
- Laurie to investigate logistics and methods of attracting Web-Page sponsorship from locally businesses
- Stuart to pursue private roads issue with Ashcroft Homes.
- Stuart to approach 2 members of community who have previously expressed interest in Neighbourhood Watch program to see if they would like to proceed and potentially use the allocated funds previously raised for the Watch program
- Stuart to contact people who’s house caught fire, stating the community’s condolences,
- Stuart to pursue improved relations with seniors’ residences and Chinese community
- Stuart to send Paul previous Ice Rink volunteer contact information (Later Stuart took the task of establishing the committee back on as Paul was tied up with the web-site).