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Home My WebLink About2024-11-20Tyrone Community Centre Monthly Meeting Agenda Date: Wednesday November 20, 2024 Time: 7:00-9:00 1) Welcome 2) Land Acknowledgement - Danielle 3) Approval of the Agenda a. First - b. Second — 4. Approval of Minutes from October a. First - b. Second — 5. Presentation, questions, and answers — Amy and Justin from the Municipality of Clarington and two representatives from Shared Tower 6. Presentation Steve Hutchinson 7. Reports a. Chair and Co -Chair i. Insurance —we are still working on getting a quote ii. Quickbooks has been bought and Brian can start using as soon as we sit down and go over some new changes iii. Jotform — Danielle is looking into this as we can do contracts through this platform, keep track of smart serve, first and CPR certificates, Food handlers, hours in and out for people to need to be paid and many other things! It's expensive the yearly cost is $5,000.00. What is good about this it that we will have contracts with their data all in one place. They can link up our iv. We have 15 days to make any changes to the address or the directors. 1. We will need to complete a VERY lengthy progress of amalgamating all of our documents that the government has a record of - Danielle and Crystal will start working on this in the New Year v.6 Months of revenue (Brian is compiling and I will have a total for our meeting) vi.Change Table in the men's washroom or at the very least in the plans for the accessible washroom. b. Maintenance i.Floor Machine - Did anyone get the research and the brand? C. Rentals i. d. Treasurer i.We now need monthly statements for the membership. This is something that they are allowed to ask for whenever we meet and we will need to provide them. e. Secretary - Vacant - Danielle filling in f. Events - All i.New Year's Eve - DJ - have no found one that is available (do we run with playlists) ii.Breakfast with Santa 1. What do we need to do and get done before next meeting iii.Halloween Dance 1. We need help a. Who is able to set up Friday October 25, 2024 7:00 pm b. Who is able to pick up booze C. Who is able to get prizes d. Who is able to get chips, hot dogs, condiments, popcorn e. Does anyone have decorations that we can make the place look spooky 6. Old Business a. Reply from the Town about the Bylaws: Here are some clarifications. Please let me know if the Board has any further questions. We have numerous people who can no longer live in Clarington that are senior citizens because they can't get into any of the retirement homes that are in the municipality of Clarington, so our board feels that there needs to be an amendment to the bylaws that states the majority of individuals need to be living in Clarington, but any of the historical board members that need to move outside will be given honourable member status or something along those lines we truthfully don't feel that it is acceptable that because the municipality of Clarington doesn't have numerous retirement homes in our area where that I have openings that we should get rid of hard-working members on our board. The Clarington resident requirement is consistent with all our Boards and Committees and is our standard for Council appointments. However, those citizens (not Clarington residents) can still help the board and be a volunteer. Volunteers can still help fulfill board tasks but can't vote on decisions of the board. Under absences point 26 we feel that sometimes life happens and not notifying the chair 24 hours should not mean that they can't then come again. We have individuals who are looking after sick parents sick children have emergency jobs such as first responders that sometimes they can't give us that 24 hours so we would like it to say when possible members unable to attend a board meeting shall notify the chair at least 24 hours in advance of the meeting. — There is no "punishment" if a member doesn't notify the Chair within 24 hours, and they can still attend future meetings. This requirement is more of a courtesy to the other members of the Board. If the members know that they won't meet quorum, they will know in advance that the meeting is cancelled or rescheduled and they can make other plans for that time. This is a standard that we believe is reasonable and members should try to adhere to, but if it's not met, I'm sure the Board and the other members will understand. Under quorum, we would like to not have to cancel the meeting or have it be rescheduled rather to table motion for future meetings because often times there are still things that need to be discussed that don't require a vote for example, an event we are planning some new rentals where we need to make sure the hall is set up or The bar is cleaned up etc. etc. — Correct, if there are items that need to be discussed, and no vote is required (i.e. the hall needs to be cleaned for a rental) this can happen informally. This would be considered routine duties of the Board. If a decision needs to be made, then that would have to happen at a Board meeting (one that has quorum). Under relationship with municipality point 60 we would like to ask does that include janitorial services as well as bartenders for the use of the hall due to the fact that that is an expense to the board at that point. —Yes, if the Municipality uses the hall, they will cover all costs associated with the use. The Board would like me to ask about the budget point 68 upon BOARD dissolution all assets, including bank account shall be transferred to the municipality and all business records shall be turned over to the municipality. Does this mean because it stated that we have to dissolve the board at every AGM so that we can vote back in individuals. Does that then mean that we will lose our bank account at our next AGM? — No, you will not lose your bank account. This line speaks to the dissolution of a board where it is no longer operating. If the Board is dissolved and no longer operating, then all assets etc. are transferred to the Municipality. The Board isn't "dissolving" at the AGM, but rather having an election to re-elect the Board positions (chair, vice chair, treasurer, secretary etc.) b. Spending some money - Because we have to only keep 6 months in our account. We can save for something special but we need to state that in the minutes and then have certain timeframes. b. Shed and purchasing gift cards for the locals who fixed our shed - Danielle requested a cheque and as soon as I have the cheque I will go purchase. d. The accessible washroom and input for a member of our community on why it is so important and what we need to do to advocate to the Municipality on their behalf. (Kathy) d. Large Screen for movies, sporting events and video dance parties 7. New Business a. Planning Meeting for the year and to start rewriting procedures? 8. Adjourn Next Meeting: Wednesday November 20, 2024 7:00 - 9:00 Items of Action Date Date Who is What is needed Given Completed Responsible 09-25- Danielle Request Picnic Tables 24 09-25- Danielle Get three quotes for insurance 24 09-25- Danielle Send in our concerns to the town about 24 the new bylaws 09-25- Larry Look at different floor machines and send 24 out information before the next meeting 09-25- Crystal Look into the giant screens and bring all 24 the information to the next meeting 09-25- Danielle Create monthly upcoming events and 24 figure out how we can post them. 09-25- All Look for a DJ for New Years Eve and the 24 Halloween Dance. If you find one let Danielle know and we will book them before the next meeting 09-25- All Think about what you what at the hall 24 and what we need to purchase 09-25- Alvina Ask Kathy to attend the next meeting 24 09-25- Greg Drop off the application to the town for 24 the Ice Rink 09-25- Danielle and Danielle will reach out to Brian and let 24 Brian him know all the cheques that we need by the next meeting. Brian to prepare them. 09-25- 24 09-25- 24