January 14, 2015
Hampton Village Community Association Meeting
Wednesday, January 14, 2015
Attendees: Justine McCaffrey, Mel Litvenenko, Chelsey Shaw, Pam Laurans,
Cathy Baerg, Jan Cunningham, Heather Wright, Lisa Sookerokoff, Jessica
Huges, Lynn Heale, Stephanie Jorgensen
1. Meeting was called to order at 6:36 p.m.
2. Agenda was approved with an adjustment to action items added between
line items 3 and 4. Pam mentioned to correct SYS to SUSC on line item 5
(ii) Cathy motioned for approval of the agenda and Jessica seconded.
3. Approval of Meeting minutes motioned by Lynn and seconded by Heather.
4. Children’s Programs
Monica facilitated a successful childrens program in December, and would
like to run another one in February over the school break. Monica would
like the program run using a Valentine theme, with Origami workshop,
singing and story time again. The program will run from 2 p.m. to 3 p.m.
for ages 4 and up. The program will be advertised through the community
website, facebook and church bulletins. Chelsey motioned the program
run on February 17th and will need $50.00 to run the program. Stephanie
5. Communications (Mail)
Cheque came in the mail for the amount of $470.00 from flag football.
Cathy asked if we have received sign rental bills (Shoppers Drug Mart) in
ACTION ITEM: Justine will look into bills received for the sign rental.
Any e-mails the association memebers receive from the community
requesting information on certain topics, please only respond to if you are
directly involved with and reply all to notify all other members you have
responded. This will help to lower repeated e-mails sent out to our
6. Monthly Minders (New item added to the adjenda)
New item to help the association stay on top of upcoming dates and items
Lynn will delivery the monthly reminders at each meeting.
February’s Reminders; Outdoor soccer registration – March 3rd,
5:30 p.m. -8:00 p.m. Dundonald School K-Under 8. Volunteers needed.
7. President’s Report
Rob Hauck motioned to resign from the Vice President position, Heather
seconded, motion was passed.
Justine encourages all board members to ensure clear communication
with each other, to use caution on how you communicate certain
information, whether it is through e-mail, text or verbally. Messages can be
misinterpreted or misunderstood.
Jan suggested a teambuilding workshop – with so many new board
members it would help to get to know each other. This idea will be
revisited at the next meeting.
The association has been struck as an organization because we were late
on submitting our financials and were missing the second page of
information. Jan will go to the office and request the second page to the
financial report. Justine was waiting to hear back form the advisor on the
ACTION ITEM: Jan will look into whether there’s a bylaw for how long a
member can stay on the association board.
8. Treasurer’s Report
Allan submitted the bank statement to Justine for September – November
NSF cheques were discussed at the meeting. Jan informed the board that
if the situation is regarding a low income family that we can submit it to
Jan and if there’s any money left over she may be able to pay it.
Went to the bank to change signing authority, Chelsey now has signing
Justine received information regarding internet banking. This will not meet
our needs so we will not persue.
ACTION ITEM: Deposit key at the bank – Coop is not open at night, in
order to have access it is a $50.00 fee.
The association bank account currently has $36, 232.00.
9. Community Consultant’s Report
Jan spoke about finding volunteer board members and instructors by
connecting with post-secondary students in our neighborhood.
Important Info/Dates/Events to remember:
Park Enhancement Grant – Due on January 31st, 2015
Sask Lotteries Grant – Due January 15th, 4:30 p.m.
Volunteer Training Series 2015:
March – Special Event Coordination/Community Association
and Networking Trade Show
development of Saskatoon, located outside at River Landing
May – Alan Wallace, will provide an update on the growth and
October – Volunteer management and recruitment, led by Barb
Volunteer Appreciation Event – April 23rd, held at the Royal
Province of Saskatchewan has a list of licensed daycare centers
February 16th – Family Motion Day – www.in-motion.ca
February 16th – Family Fun Skate
10. Coordinator’s Report
A) Newsletter Coordinator Jen Upton
B) Soccer Coordinator Melanie Litvenenko
Remember to submit your article, coming up in April
Abby is no longer the ads coordinator, Vince LaHaye will take over the
Pam discovered unsupervised kids in the Dundonald shed. They
informed Pam that they had a key to the shed from their dad. There is
a concern that the equipment may be lost or damaged. Pam will notify
the Dundonald association of this.
Fall kinder soccer is done, it was a success!
C) Sign Coordinator Cathy Baerg
Cathy will change the sign to read; Visit our online newsletter
D) Indoor Coordinator Chelsey Shaw
Registration for the winter program was on January 6th, at 6:00 p.m, there
are late registrations coming in. Chelsey explained that there was a
lower number of registrants due to not being paired with the soccer.
Core body program was cancelled due to low numbers in registrants,
and an extra Kettle Bell program was implemented. There was a small
registration for the boys on the move program.
Chelsey deposited $1,060.
There has been negative feedback from the community regarding the
programs offered, we encourage all community members to please
contact Chelsey if they have any ideas for programs to offer.
Jan suggested a suggestion box be placed a the soccer registration
E) Rink Coordinator Pam/Ron Laurans
Pam informed the association that the black mats at the rink are
ACTION ITEM: Stephanie to look into a spray for the mats
Ron will try to put lights back up on the rink after the last batch was
Association members agreed that there has been positive feedback
from the community regarding the supervised skate.
ACTION ITEM: Jan will make an appointment to get the city to
come out and assess the rink.
11) Sask Lotteries Grant
The grant has been reviewed by the association and Chelsey will send it in.
The association is asking for $8000.00 from the grant. And the
Association’s contribution will be $2,250 (food, tables, toilets – not covered
in grant). This will be used towards the
Family Fun Day in June.
12) Family Fun Day
The event will take place on June 25th, at 5:00 p.m. until 8:00 p.m. The
event will have a theme called Hamptons Got Talent. The association will
be looking for community talent to perform on the stage we will have set up
in the park. There will be prizes to be won. The event will be for all ages!
There will be hotdogs, drink and a donut for a minimal fee.
13) Christmas Tree Pickup
Tree pickup had nine homes registered for their trees to pick up. It was a
extremey cold day, great job to those who endured the cold to pick up the
14) New Business
Chelsey key approval form to be filled in.
15) Next Meeting – Wednesday, February 11, 2015
16) Meeting adjourned at 8:55 p.m.