April 2, 2012
Call to Order: A regular meeting of the Board of Directors, Hampton Village Community Association, was held in Saskatoon. The meeting convened at 6:30 P.M. on April 2, 2012. Vice President, Josh Teichroeb and Secretary Justine McCaffrey were present. Members of the Board in attendance were David Godwin, Jen, Abby, Cathy, David, Pam, Melanie and Rob.
Vice President Josh Teichroeb called the meeting to order at 6:30 P.M. Lynn Heale recorded the minutes. A quorum of directors were present, and the meeting, having been fully convened, was ready to proceed with business.
Approval of Agenda: Vice President Josh Teichroeb presented to the board the agenda for approval. An addition was made to the agenda by Josh. Membership Report has been added to the agenda, where upon Jen motioned to accept the agenda and second motion made by Abby, thereby agenda had been adopted.
Election of President and Secretary: Motion made to elect Justine McCaffrey as President. Motion made by Jen, second motion made by Cathy Baerg. Therefore Justine McCaffrey has been officially elected as President of the Hampton Village Community Association. Motion made by Justine McCaffrey to elect Lynn Heale as Secretary of the HVCA, second motion made by Jen second motion made my Abby. Therefore Lynn Heale has been officially elected as Secretary of the Hampton Village Community Association.
Speaker: Mr. Abbott, Canada Post Representative: Presentation was not given, Mr. Abbot was unable to attend the meeting. Presentation has been rescheduled for May 22, 2012.
Adoption of the minutes – January 16, 2012: Motioned made by Cathy to adopt the meeting minutes as read, second motion made by Abby. Meeting minutes were approved as presented.
Treasurer Report: Read by David Godwin. Total Revenue equals the amount of $33,355.00. Expenses for indoor activities equal the amount of $29,091.89. Total assets equals the amount of $38,428.97.
President Report: No president report due to re-election of a new President at the present meeting.
Local School Report: No school report, due to Mr. Katchur, school Principal, was unable to attend the HVCA meeting.
Community Consultant Report : 1)Youth programs: David presented to the board a Grant available for extra funding for youth groups, ages 10 years to 15 years of age. Suggestion to pass the grant on to Mario and Reagan to look into further. 2)Rink Grant: David presented to the board that the rink grant is to be handed in promptly to David himself, along with the skating schedule. 3)Cost as a barrier Subsidy: David presented to the board a subsidy program that will be offered to families that can not afford programs offered. The subsidy will be noted in the up and coming news letter.
Coordinators Report: 1) Indoor Coordinator: All programs are full, except the pilates program. Profit from the indoor programs are $1,255.00. The date on the agenda, regarding the fall and winter program information due date, has been changed from May 11th, 2012 to May 15, 2012.
2) Newsletter/Website –Advertising sign and rules:
A) Website: A new website has been designed with the capabilities for all of our membership information, anyone signed up for any activities, etc information will be stored on the website so we may send out mass emails about upcoming events. Only board members will be allowed access to information on website and all information will be kept confidential.
B) Signs: Jen presented to the board regarding the HVCA sign located in the Shoppers parking lot. Board members reviewed the positive feed back received from having the sign posted at that specific location. Cathy volunteered to be the sign coordinator and will speak to the owner of Shoppers Drug Mart regarding the time extension of having the sign on their property. Jen made the motion to bye a thank-you card for the man who donated the sign. Cathy was the second motion given, motion was carried.
3) Rink-Kinsmen Rink Donation:
A) Fundraising: Draft of the rink to be signed. Heat source needed for above ground for electrical and water.
B)Estimated Construction Date: Josh presented to the board regarding the estimated construction date. Josh informed the board that the outside structure of the rink must be done and the storage container be in place by Spring. The water must be hooked up before spring as well. It was discussed that a C-Can would work well for a storage container, and inquiries to local companies made to purchase one. On May 22nd dates to rink completion will be given.
4) Social and Special Events: A)Easter Extravaganza: It was presented to the board by Pam regarding the Easter Extravaganza. Pam informed the board that flyers will be sent out in Dundonald and St. Peter’s school newsletters. The event will also be posted on facebook. Horzar Milling donated pancake mix for the event. Walmart donated a $50.00 gift card. Shoppers donated 200 juice boxes and 48 cans of pop. Currently waiting to here back from Tim Hortons regarding the donation of coffee. The Easter event will need a griddle for making the pancakes, it was suggested by David to phone Caroline Robins School and ask to borrow their griddle.
B)Spring Garage Sale: It was presented to the board regarding the spring garage sale, by Abby and Jen. The date of the function will be on May 12, 2012. It has been estimated that the coordinators will need $1,500 to organize the event. Abby motioned for $1,500 to organize the event and Cathy second the motion. The event will be placed in the Kijiji advertisement as well as posted on our website and in the newsletter.
5) Soccer Coordinators: A)Kinder Soccer: It had been presented to the board regarding kinder soccer by Pam. Pam informed the board that there were eighty kids registered in kinder soccer, with eight teams. The amount of $920.00 was spent for new equipment. T-shirts were purchased for the amount estimated between $500.00 to 700.00. There will be eight different colors for eight teams. Games will start in May and end in June. Games will be played on Tuesdays, at 6:30 to 7:15 p.m. Every team has a designated coach. Motion was made by Pam regarding the soccer policy to state that all participants will be responsible for paying registration fees, no exceptions will be made. Second motion made by Melanie. All board members unanimously agreed. B) Youth Soccer: It had been presented to the board regarding youth soccer by Melanie. Melanie informed the board that there are 265 kids registered in youth soccer. The amount of $2,940.00 was spent on jerseys with Hampton Village logos. Total cost was $3,500.00. C) The plan for indoor soccer was presented to the board by Melanie. Melanie informed the board that we will need to find a school gym. The Indoor soccer program will be advertised in the leisure guide and sun newspaper. Melanie will be the coordinator for this program.
D) It was presented to the board by Rob that during soccer games, we designate individuals to fundraise for the rink. No motion made for this, as we need special permits to sell anything.
E) Membership Report: It was presented to the board by Rob that there had been 81 new memberships. The total amount made from the soccer registration was $790.00. In total, we have 163 memberships. Rob informed the board that the membership list must be updated so members will receive e-mails informing them of up coming events.
Spray Pad Information Meeting: A) May 3, 2012. It was presented by David to remind board members of the meeting and to bring ideas for layouts. Meeting reminders will be sent out by e-mail.
B) T-shirts for Committee Members: The motion was made by Justine McCaffrey that board members pay the full amount, the sum of $30.00 per t-shirt and have the label on the shirts to say Hampton Village Community Association.
Adjournment: There being no further business to come before the meeting, the meeting was adjourned at 9:30 p.m. Motion for adjournment by Abby, second motion by Jen.
Lynn Heale, Recording Secretary