Water Valley Community Association

Water Valley Library

Community Sponsors and Area Businesses

Water Valley Community Association

Meeting Minutes, February 17, 2009

1. In attendance:

Directors present: Ally, Stacy, Colin, Julie, Judy, Jaymee

Directors absent: Veronica

Others: Margo Macleod, Tim Clinton, Angela Lambert

2. Agenda

1. Agenda approved by Jaymee, seconded by Judy

3. Minutes

Minutes of December 2008 meeting – approved by Jaymee, seconded by Stacy

Treasurer's Report

Presented by Stacy. A financial report for the Library will be prepared before March 31.

5. Old Business

  • a. Event dates
    • Road clean up scheduled for May 2 and craft fair for November 28.
  • b. Website business card fees
    • Proposal presented by Tim Clinton to be published in Hitching Post to solicit more advertisements. A photo gallery to be added to the website (photos to be sent from Ally to Tim)
  • c. Thank you letters were sent to Trans Canada Pipelines (laptop) and Peter van Hall (casino organization) by Judy
  • d. 2009 budget to be prepared by Stacy and emailed to executive
  • e. Auditors for WVCA and Library annual financials selected: Margo Macleod, Judy O’Leary
  • f. Stud Auction (Mar. 20)
    • Colin to prepare a budget. Colin, Jaymee and Tim are collecting donations. Tim will put a list of donors on the website. Several volunteers lined up, but a few more are needed.

6. New Business

  • a. Play School Issues
    • Concerns were expressed about the safety of loose mirrors. The Chinook Creative Arts group has indicated that this has been remedied. Concerns were also expressed about playground safety. Ally contacted the installer who will be out to inspect next week and provide names of official inspectors. A cost estimate will be obtained for an official inspection. Then it will be determined if an official inspection is needed and if so, who will pay for it.
  • b. Insurance for Chinook Arts
    • The County informed the Chinook Creative Arts group that they needed a separate insurance policy for liability and contents. The Play School has its own insurance but both the Play School and Chinook Creative Arts should name the County and WVCA as additional insurers and provide a copy of the policy to the County and WVCA.
  • c. Lease Agreement for Chinook Arts
    • The need to review the agreement was discussed.
  • d. Library
    • The committee set up by the WVCA to look into library expansion presented a report with recommendations. A few changes were proposed to the report. The revised report and a draft email to stakeholders will be sent to the executive and Dick Jarand by Judy ASAP. A meeting of all stakeholders is scheduled for Monday March 2 at 7:30. Representatives from the County and Parkland will also be informed of the meeting. The deadline for written submissions on the report was set for Match 16. Notice of the meeting and deadline will go in the Hitching Post.
  • e. Water Valley Days
    • A meeting will be held Sunday March 29 2 pm to discuss ideas for this event. Anyone previously involved will be invited along with anyone else interested in contributing. The Guns of the Golden West are booked already.
  • f. Children's Programs
    • FCSS would like to run a preventative program at the hall for four Saturday afternoons in April for 7-12 year olds in the Cremona-Water Valley area and have requested free use of the hall. Moved by Colin/seconded by Judy that we donate the hall space to FCSS as long as the hall is available and as long as we do not have to do the programming ourselves. Ally to check on hall availability and the FCSS expectations re our involvement.
    • Jaymee has organized two children’s programs through the library – Rhyme time for 10 weeks and Thursday bedtime stories with Parent Link twice a month. Neither involves any costs to the WVCA. Thanks Jaymee!
    • We could use volunteers for other programs such as movie days, games nights.
  • g. FCSS request re welcome buckets
    • We will include our membership form once it is prepared.
  • h. Bylaw registration
    • Stacy will email the Society office address to Ally who will send off the new bylaws to be registered.

6. Items for next meeting

  • Bylaw registration
  • New member form/dues collection
  • Hall repairs - floor - Colin

7. Meeting adjourned

Ally moved we adjourn the meeting.