Minutes May 25, 2017

Call to order 7:06 PM

Welcome and introductions
Approval of Agenda
Motion Daniel, Peter
Approval of the Minutes from May 25, 2016
Motion Dallas, Tammy
Discussion Angies name correction
2016-2017 Year in Review Slide Show 7:12
Presentation given
Vision, Purpose, special event, partnerships (including Tamarack
Institute), programs, Abundant Communities, hall use statistics,
membership statistics, Rtichie Four Corners, website launched, skate
shack, Littlest Library, civics highlights, volunteer appreciation,
upcoming events
Question what kinds of problems and challenges have we dealt
with? Traffic, development
Ritchie Hall Revitalization Highlights
Quieter year this year, presented potential options in 2016, moved
on and hired a new architect based on feedback from initial designs,
last AGM the assumption was to develop on the current site, the new
architect has suggested that it might be possible to develop in a
different location within the site. Current task is to forecast the
potential amount that could be available for the hall. The Fund
Raising Committee is exploring all opportunities and will provide
guidance on scope of the project.
Presented of Audited Financial Statements 2016-2017
Copies provided.
Thanks to auditors, Shawn and Ted audited the statements.
Fiscal year runs from April 1st to March 31st.
Revenue no Casino this year so there it reflects the difference
Expenses Event
Grants CIPs grant keeps the hall running and covers hall expense
Hall rentals are a major source of income high $20k, low $30k
range
Memberships approx. $4000
Soccer is not reflected yet as it does not fall within the fiscal
Questions: major event, where is the funding from those? It falls
under Social Events under fundraising
Expenses social events, hall cleaning, hall coordinator, repairs,
 maintenance, hall supplies
Operating grant balances these off
Soccer is a major expense nets, jerseys, balls but is close to a
break even
Hall Revitalization Committee planning
Income deficit of $34k, casino balances out to have us balance us
out every two years
Question why cant we have a casino every year? It is not possible
Question - New item CRA Canada Revenue Agency deemed Hall
Coordinator an employee, not a contractor. These needed to be paid
because of the ruling. It was appealed in a formal but it was denied.
This ruling will have broader reaching and should be a consideration
under the next hiring of the Hall Manager.
Overview given of the accounts and reconciliation
Total balance just over $507k.
Assets are listed as historical reference
Question Concern that we are spending more money than we are
bringing in? Which expenses would you like to see reduced? The
process is expensive in with the hall build and experts in their field.
Potential
Comment the funds brought in from the casino are intended to be
for the community events
Comments Experience from Hazeldean is that it is hard on the
board and acknowledge the hard works.
Motion: accept the financial statement
Simon, Bernie
Motion regarding membership fees
Motion: We recommend to the Board (and ultimately the general membership) that a $25
annual building fund surcharge be added to the cost of all league memberships, with the
exception of those holding lifetime memberships at RCL. The surcharge would be in place for
four years (2017 2020) and the funds collected would go directly to the hall building project.
Laura, Daniel
Discussion
- Seniors do not pay for memeberships, individual $10, families $25 all
would increase by $25
- Intent is to start the momentum for fund raising for the new hall fund
raising
- Every single dollar over the next 4 to 5 years will count
- Get people involved in the building of the hall
- Saw an opportunity to get some revenue flowing
- Any discussion to amending the rental fees? That is open for discussion
- How much do you project making 250*$25 = $6250 if the same
memberships are maintained
- For $6000 a year
- We would be better off to engage our community members, we are
going to loose people
- If we add the levy we would have a membership drive, we might expect
to have the
- Propose we leave it as it as we might loose more than we might gain
- From the Abundant Community perspective an idea was to provide a
membership for free for one year for participants. Can see why this was
brought forward
- Through engagement we will see more gains from that measure
- Memberships are already on sale for the year so we might have to
readjust the fees
- Professional fundraiser advised that taking early from your potential
givers will diminish returns on the
- Might consider a levy for hall rentals, especially for those that are from
outside the community
- Can we reach out to other communities to see what similar changes
- Caution when we increase to the membership fee to register for
soccer you need to be a community member which obligates the family
to this can be a big impact for a family, to increase this by an additional
$25 we might be placing a burden on families
- Sale of first year membership might want to exempt first year sales
Amend: Exemption of the levy for first year purchasers.
Allan, Daniel
-Issues overall when the memberships are purchase, could be unique to
Ritchie. There are a number of ideas that we could work with and have
a new outlook on memberships. Caution against the current structure.
Proposing we take a year and

NOT PASSED
Volunteer Recognition
Acknowledgements to Simon, Dallas and Laura for their long term
service, leadership
Overview of board roles
BREAK
Elections conducted by Susan Dack
Elections Executive
1. President Tammy Hay
2. Vice President Tracy Price
3. Treasurer Peter Willets
4. Secretary Cecilia
5. Past President Laura Cunnigham-Shpeley
Elections Board of Director positions
1. Memberships Director Dallas Bartel
2. Civics Director - Max
3. Communications Director Vacant but will address at the next
Board meeting
4. Community Events Director - Sam
5. Hall Revitalization Director Jeff Ollis
6. Volunteer Director - Angie
7. Hall Maintenance Director Ed Retzer and Len Wompler (Co-direct)
8. Director of Programs - Chantal
9. Soccer Director Dave Woo
10. Sports Director - Len
11. Abundant Communities Director Co-chair with Caroline Belanger
and Julia Dulman
12. Director of Fund Raising (including Casino) Simon Slater
13. Director at Large (up to 3)
a. Maureen
b. Allan Bolstead
c. Leah
Meeting adjourned

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