Annual General Meeting Minutes - March 13, 2012
In Attendance:
Lynne, Gayle, Lorna, Kristine
Kim M., Lou H., Eugene F., Debbee W., John G., Darlene P., Rhonda H., Diana V., Melanie S., John V., Lisa Frey (15)
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Meeting called to order @ 7:30 p.m.
Minutes from last meeting were read. Kim moves to accept minutes as read. John V. 2nd’s.
Treasurer Report:
Bank balance March 9th is $8,516.29. A detailed report is available for viewing at any community club meeting. John V. moves to accept report as read. Rhonda H. 2nd’s.
Old Business:
Meadows: John V. says the Club does not have a written agreement with the gov’t, there never has been one and there is no need to press for one. Gov’t liaison, John Gillespie, says he will send an agreement to us. Lynne will forward new executive information to Mr. Gillespie.
Memberships: Reminder membership fees are due.
Hall:
$90 from Healthy Living initiative was spent on basic items such as measuring spoons and mixing bowls. Remaining $110 will go towards cereal bowls.
Club needs to install a 240 electrical o/l and confirm availability of a generator in the community that can be used if power fails.
New Business:
Insurance:
Guest speaker Lisa Frey, of Capri Insurance, provided an overview of our current policy, general liability, liquor liability, community sanctioned events, and non-community events. User groups will be informed of insurance requirements, if applicable, via Hall Rental Agreement. A new policy can be tailored for adequate coverage @ better rates but would not be beneficial until renewal time.
Kim M. moves we work with Lisa towards policy changes that result in better rates, deductible etc. for next year. John V. 2nd’s. Passed
Hall:
Kim M. has taken responsibility for hall bookings and rentals and presented members with a revised Hall Rental Agreement. John V. moves the Club implement the new rental agreement. Debbee W. 2nd’s. Passed. Kim is establishing who the user groups are and will ensure all users have a rental agreement in place. Hall access codes will be updated and master keys distributed appropriately.
Following a discussion about candle burning, John V. moves no open flames be permitted, including candles, in the hall or on either veranda. Gayle 2nd’s. Passed.
Girl Guides will meet on the main floor and utilize storage space under the stage. If access is needed to the yoga room, please see Kim or Melanie.
Kim will prepare monthly janitorial schedules to coincide with hall bookings. Hours may vary due to requirements.
Spring Clean Up day has been set for Saturday, April 21st @ 10:00 a.m. in the park. Everyone welcome.
New Business:
Hall
John V. moves Sierra Water come and service our system at the cost of $120 for UV bulb, $32 for a filter, and $75 service call + HST. Lorna 2nd’s. Passed. Kim agrees to be present so we can perform the service ourselves in future.
Park:
Gayle moves the park kitchen security/cleaning deposit be changed to $100. Rhonda 2nd’s. Passed.
Other Business:
John V. will look after the letter-board sign. If anyone can provide or build a box for storage of the sign letters please contact John.
Kim moves the bank balance, from treasurer’s report, be published monthly in the Cherryvillan. Rhonda 2nd’s. Passed.
There was a brief discussion on the topic of posting ads for paid positions such as grounds maintenance and on the topic of executive purchases. An executive can spend up to $200 without taking it to the general meeting but must have prior approval from the president.
9:30 pm Lynne moves to adjourn. Diana 2nd’s.