Water Valley Community Association

Water Valley Library

Community Sponsors and Area Businesses

Water Valley Community Association

Meeting Minutes, December 9, 2008

1. In attendance:

Directors present: Ally Dunham (President), Brad Teigen, Judy O’Leary (Secretary), Veronica Ramsay, Stacy Miller (Treasurer), Colin Swarbrick

Others present: Dick Jarand, Elise Gareau-Smith, Tim Clinton, Elizabeth Bell, Dave Smith

2. Agenda

Adoption moved by Dick Jarand, seconded by Judy O’Leary

3. Treasurer’s Report

Stacy Miller presented the Treasurer’s report for the last two months. Three older cheques have not been cashed yet. Ally Dunham will follow-up.

Stacy asked for clarification on transfer of funds from the library account o pay the librarian salary. Judy O’Leary will check with Parkland Regional Library.

4. Minutes

Minutes from the last meeting amended to correct the spelling of Elise Gareau-Smith’s name on page 2. Moved to adopt as amended by Colin Swarbrick, seconded by Ally Dunham

5. Old Business

  • a. Review of Financial reports
    • It was decided that at the AGM we would ask for two people to audit the previous year’s financial reports.
  • b. Bylaw Subcommittee
    • Dick Jarand presented proposed bylaws developed by the Bylaw subcommittee. Once approved these will need to be sent to the provincial Societies registrar.
    • It was decide that rather than specify a discount on hall rentals for members, reference would simply be made to the availability of a discount which would be specified in an attached schedule. Other minor clarifications noted.
    • Moved that the proposed bylaws as amended be presented at the January AGM for approval. Moved by Colin Swarbrick, seconded by Judy O’Leary
    • Notice of the AGM will appear this week in the Hitching Post and will be posted on the 4-way stop sign. The secretary will email a notice of he AGM and a copy of the proposed bylaws to all those who have attended a WVCA meeting in the last year.
    • Dick Jarand presented proposed Operating Policies and Procedures developed by the Bylaw subcommittee. Amendments resulting from discussion included the need to refer to:
      • Director's insurance
      • Preparation of annual budget
      • Documentation of events’ processes by subcommittee chairs
    • Moved that the proposed Operating Policies and Procedures as amended be presented at the January AGM for approval. Moved by Brad Teigen, seconded by Veronica Ramsay.
  • c. Library Subcommittee
    • Judy O’Leary reported that the Library had received a grant from Shell Canada for $2250 for special collection of books on environmental/alternative energy topics.
    • She also reported on the Board decision made at the last meeting in the in camera session to form a working committee with representatives from the WVCA, the Chinook Creative Arts, the Library Friends and the Play School to investigate the pros and cons of the library expanding within the Chinook Arts Building and to look at possible designs for multi-use areas that would work for all users. One meeting was held on December 2 with these representatives and other invited guests from Parkland Regional Library and the County of Mountain View.
    • Investigations into this option will continue, but input will be solicited through individual contacts rather than through formal meetings. By spring findings will be submitted to the Board for consideration of suitable next steps which may include an open house to share information with the whole community. Anyone wishing to have input into this process may provide his or her input to the subcommittee chair, Judy O’Leary.
    • Dick Jarand noted the need to resolve this issue before the WVCA proceeds with presenting new hall plans to the community.
  • d. Thank you letter
    • A thank you letter was sent to the Cremona and District Chamber of Commerce for the new signs.

6. New Business

  • a. New Year's Eve Party
    • Veronica Ramsay volunteered to coordinate this event this year with assistance beforehand from Ally Dunham. Ticket prices will remain the same. Please contact Veronica if you can help with this event.
  • b. Casino
    • Ally Dunham reported on the casino which was held on December 4 and 5 with 25 volunteers. There will be another in two years and Peter van Hal has offered to coordinate this.
    • Thank you emails or letters will also be sent to all the volunteers who helped out with a special thanks to Peter for all his work getting volunteers for this casino and for offering his skills for the next one. In the new year we will request his assistance in documenting key steps and contacts for the casino.
  • c. Annual General Meeting
    • This will be held ion January 13, 2009. The agenda will include: last year’s minutes, the proposed bylaws, the proposed operating policies and procedures, the President’s report for the last year, the financial report for the last year, and the nomination and election of directors.
  • d. Hall Needs
    • i. Disabled acess: Ally Dunham reported on a complaint which was received from a disabled resident at the Thanksgiving dinner about the ramp and uneven threshold. Brad Teigen will look into improving both.
    • ii. Hardwood floor: Ally Dunham reported that the local yoga instructor would consider holding yoga classes in the hall if the floor were improved. This might help with other rentals. Colin Swarbrick will check into the cost of refinishing the hardwood floor.

7. Other Business

  • Elizabeth Bell provided information on the Cremona Twilight and Trail Night to be held December 14 at 6:30 in the park across from the main street. All are welcome and refreshments will be served.
  • Ally Dunham announced that the first movie day would be held in the hall December 14.

8. Adjournment

Dick Jarand moved that the meeting be adjourned. Seconded by Veronica Ramsay.