Welcome – SRA Members and Shrewsbury Residents

 

Objectives of the SRA

TO CULTIVATE COOPERATIVE AND FRIENDLY RELATIONSHIP AMONG THE RESIDENTS OF THE SHREWSBURY AND RAGLAN COMMUNITY.
TO PROVIDE FACILITIES FOR THE DISCUSSION OF COMMUNITY PROJECTS AND FOR THE PROMOTION OF THE GENERAL WELFARE OF THE SHREWSBURY AND RAGLAN COMMUNITY.

By-Laws

BYLAWS – SHREWSBURY-RAGLAN ASSEMBLY
ARTICLE I Name

The name of this organization shall be the SHREWSBURY AND RAGLAN ASSEMBLY.

ARTICLE II Scope

For purposes of convenience and workability, this Assembly shall embrace the tax-paying property owners, renters, or leaseholders of Shrewsbury and Raglan and those who are interested in the affairs of Shrewsbury and Raglan, but shall endeavor to maintain fellowship and consultation with any similar organization in the Province of Ontario.

ARTICLE III Objectives

A. To operate, maintain and enhance the Community Centre and surrounding properties. And perform other activities associated therewith for all tax-paying property owners, renters or leaseholders of the Shrewsbury and Raglan communities.

B. To serve as a clearing house for opinions and suggestions regarding matters of general concern, such as the physical aspects of community growth and betterment; the general welfare of community residents; the promotion of group and community projects and a channel for recommendations to the appropriate group for the promotion of common good of the Shrewsbury and Raglan communities.

C. The Shrewsbury-Raglan Hall/Community Centre shall be open, and available for activities from January through December annually for all members.

D. The corporation of the Shrewsbury and Raglan Assembly shall be carried as a Registered Charity on a soliciting basis without the purpose of gain for its members, and any profits or other accretions to the corporation shall be used in furtherance of its purposes.

ARTICLE IV Membership

A. Every taxpaying property owner, resident, renter or leaseholder in the Shrewsbury and Raglan community, 18 years of age or older is eligible, for membership in the Assembly.

B. Associate Membership shall be available to members of the families of taxpayers, where the ages of said person are over 18 years.

C. Associate membership shall be open to periodic visitors, and those who display an interest in the Shrewsbury and Raglan communities. Associate members may vote on any and all issues, may receive benefits, but may not hold any positions on the Board of Directors, nor inspect the records or vote for the election of Directors at the Annual General Meeting (AGM).
SRA Bylaws, September 23, 2018 Page 1

BYLAWS – SHREWSBURY-RAGLAN ASSEMBLY

D. Receive proper notice of meetings; speak on all matters placed on the agenda and, deliver to the Secretary of the Board, at least 20 days prior to a meeting of the Assembly, a written signed and dated request for specific matters to be placed on the meeting agenda.

E. Cast one (1) vote, in person or by ‘limited’ proxy, at the AGM, for the election of each Director(s)/Officer(s), Amendments to Bylaws and major financial expenditures. Electronic voting and Absentee Ballots are prohibited.

Eligible members present, may only hold two (2) ‘limited’ proxies for voting purposes.

F. Can request to inspect all the records, maintained by the Assembly.

G. Nominate any candidate or be a candidate for the Board and volunteer to serve on any committee duly created by the Board.
ARTICLE V Board of Directors

A. The Board of Directors shall consists of four (4) Executive Officers, (President, Vice-President, Secretary and Treasurer) and five (5) General Board members. The Executive Officers shall conduct the day-to-day business of the Assembly. The General Board shall oversee the business of the Assembly.

B. One-third (1/3) of the Board of Directors’ members shall expire each year. The Assembly shall elect Board of Directors’ members annually for a term of three (3) years.

C. The term of Executive Officers and General Board Members is three (3) years.

D. Meetings of the Board of Directors shall be the combined Executive Officers and the General Board Members.

E. The Board of Directors shall serve without remuneration. No Board of Director shall directly or indirectly receive any profit from his or her position. A Board of Director may be reimbursed for reasonable expenses incurred in performing his or her duties. A Board of Director shall not be prohibited from receiving compensation for services provided to the corporation in another capacity.

No Board of Director will be given preference for any services provided to the Corporation. Directors must declare any conflict of interest as they relate to the SRA.

F. The Board of Directors shall, at times, be responsible to the Assembly on matters of policy and procedures.

G. Also, in matters, where Assembly contact is not possible, the Board of Directors shall act, reporting its actions to the Assembly as soon as possible.

SRA Bylaws, September 23, 2018 Page 2

BYLAWS – SHREWSBURY-RAGLAN ASSEMBLY

ARTICLE VI Elections

A. Election of officers shall take place each year at the Annual General Meeting, (AGM) provided that voting individuals’ dues are paid on or before June 30, of the election year; also provided a quorum of members are present. In the absence of a quorum the election shall be moved to the next month’s General meeting.

If not able to be present at the AGM, eligible members will be able to vote by proxy. An approved limited proxy will be provided.

B. Only dues-paying members who have paid their membership by June 30th of the current year are eligible to vote at the AGM and to hold office.

C. No officer (General Board or Executive) shall serve more than three (3) consecutive terms in any one (1) office, but may be re-elected after a one (1) year interval.

D. Elected officers shall assume office after the Annual General Meeting of the year.

E. Where vacancies occur in the Board of Directors of the Assembly, the Board of Directors shall be empowered to name substitutes, or alternates, subject to the approval of the membership at its next regular meeting, under a Special Resolution with 2/3 majority.
Substitutes/alternates will only serve the balance of the Director’s tenure they are replacing.

F. The Board of Directors may declare an office vacant because of an individual’s excessive absenteeism, or non-fulfillment of duties and responsibilities. The individual is to be notified in writing. The individual involved may appeal the Board’s decision to the full membership at its next regular meeting for final disposition.

G. All voting for elective office(s) will be by secret ballot.

H. President, Vice-President, Secretary and Treasurer positions serve for three (3) year terms. The President, Secretary and Treasurer shall each being elected in a different year. The Vice-President shall be elected in the same year as the Secretary.
SRA Bylaws, September 23, 2018 Page 3

BYLAWS – SHREWSBURY-RAGLAN ASSEMBLY

ARTICLE VII Officers

The Executive Officers of the Assembly shall consist of a President, Vice President, Secretary and Treasurer. The Executive Officers shall sign the CRA members’ list for submission of the annual regulatory report.

PRESIDENT

A. The President shall be the Chief executive officer of the Assembly, shall conduct the affairs of the Assembly in accordance with the Bylaws.

B. Shall serve as presiding officer at all meetings of the Assembly. Shall appoint all standing and special committees. Shall or may serve as an ex-officio member of all committees with the exception of the election committee.

C. Countersign all checks drawn on the funds of the Assembly and sign all official documents of the Assembly.

D. The President has the right to call a special meeting of the Board of Directors, and of the membership with the approval of the Board of Directors.

E. The President shall represent the Assembly at all external functions in the interest of the Assembly or assign an alternate.

F. Report to the Assembly at each meeting on the progress and standing of the Assembly.

G. Perform such other duties as required by the Bylaws, or the General Assembly. and as required by Federal, Provincial and Municipal Laws.

VICE-PRESIDENT

A. Carry out all the duties of the office of President during the absence or temporary incapacity of the President.

B. Assist in the activities of the President.

C. Have the authority to sign all checks drawn on the funds of the Assembly and sign all official documents of the Assembly in the absence of the President.

D. Perform such other duties as are required by the Bylaws or the General Assembly and as required by Federal, Provincial and Municipal Laws.

SRA Bylaws, September 23, 2018 Page 4

BYLAWS – SHREWSBURY-RAGLAN ASSEMBLY

SECRETARY

A. Shall keep an official written record of and actions and proceedings of all Assembly meetings.

B. Shall keep on-file official records of all meetings, official documents and letters pertinent to Assembly business so they are readily available when necessary.

C. Shall have and be responsible for key(s) to the official filing cabinets. Furthermore, any person who removes documents removed from files shall sigh a receipt for them.

D. Shall have charge of the correspondence of the Assembly.

E. Shall perform such other duties as required by the Bylaws of the General Assembly, and as required by Federal, Provincial and Municipal Laws
TREASURER

A. The Assembly Treasurer shall be the Chief Financial Officer of the Assembly.

B. Shall receive a receipt for all monies of the Assembly.

C. Shall reconcile the monthly bank statement, and record disbursements and income in ledger.

D. Put in records all income and expense reports.

E. Shall provide regular financial reports during SRA meetings.

F. Prepare income and expense statement yearly.

G. Shall maintain property and have custody over all documents, papers and books pertaining to the Treasurer’s office and conduct correspondence necessary in the administration thereof.

H. Shall in the name of the Shrewsbury and Raglan Assembly deposit or deposit in open account in a bank or banks in which deposits are guaranteed by government all funds of the Assembly not in certificates of deposits or invested in interest bearing securities, and monies so deposited shall be withdrawn only by cheques properly signed as approved by the Board of Directors.

I. Shall sign and prepare cheques for payment of all properly approved liabilities of the Assembly.

J. Security bonds in amounts determined by law or the Assembly’s Board of Directors shall cover the Treasurer and any authorized deputies.

K. Assist when necessary with financial aspects of organization requests for grants, loans and such.
SRA Bylaws, September 23, 2018 Page 5

BYLAWS – SHREWSBURY-RAGLAN ASSEMBLY

L. Shall have and be responsible for keys to the Assembly’s mailbox.

M. Shall ensure that yearly tax forms are filed as required for an incorporated non-profit organization.

N. Shall perform such other duties as required by the Bylaws of the General Assembly, and as required by Federal, Provincial and Municipal Laws
BOARD OF DIRECTORS

The Board of Directors is the ‘public face’ of the SRA and as such is accountable to the membership. It is responsible for managing, and supervising the activities and affairs of the corporation.

A. Be responsible for directing the affairs of the charity;

B. Ensure its is solvent, well-run and maintains fiscal responsibility;

C. Ensure it delivers the charitable outcomes for the benefit of the Shrewsbury and Raglan public for which it has been set up;

D. Ensure it complies with charity law, its own governing document/bylaws and other relevant legislations;

E. Ensure that its funds and assets are used only to further the objects (or purpose) of the charity;

F. Ensure it avoids undertaking activities that might place the charity’s funds, assets, endowments or reputation at risk;

G. Use reasonable skill and care in their work as trustees;

H. Consider getting external professional advice when appropriate e.g. if there is a material risk to the charity;

I. Act with integrity and avoid any personal conflicts of interest or misuse of charity funds or assets;

J. Steer toward the mission and guiding strategic planning;

K. Ensure transparency, including communicating to members, stakeholders and the public and making information available upon request;

L. Help developing appropriate structures;
SRA Bylaws, September 23, 2018 Page 6

BYLAWS – SHREWSBURY-RAGLAN ASSEMBLY
M. Ensure the board understands its role and avoids conflicts of interest;

N. Ensure that an effective management/executive team is in place and overseeing its activities;

O. Implement assessments/audits and control systems;

P. Plan for the succession and diversity of the Board and Executive;

Q. Return any documentation pertaining to the Assembly to the Executive Officers upon completion/termination of office;

R. All Board members shall read, understand, agree and sign/date the SRA Board Member duties and responsibilities upon commencement of office;

S. Perform such other duties as required by the Bylaws or the General Assembly and as required by Federal, Provincial and Municipal Laws.
ARTICLE VIII Wind-Up

A. Upon winding up or dissolution, all its remaining assets after payment of its debts must be distributed to one or more qualified donees to be decided by the members.

BYLAWS

ARTICLE I Dues

A. Regular and Associate memberships dues shall not exceed $20.00 per year/person.

B. Dues are due and payable by June 30th of each year.

C. Name of membership shall include: address, phone number and email address.

ARTICLE II Meetings

A. The assembly shall meet a minimum of six (6) times annually.

B. President and/or the membership may call special meetings by a majority vote at a meeting. All such special meetings must have the approval of the Board of Directors.

C. The subject matter for special meetings must be an emergency type item or items that call for prompt attention or action and are in the interest, good and welfare of the assembly and community.
SRA Bylaws, September 23, 2018 Page 7

BYLAWS – SHREWSBURY-RAGLAN ASSEMBLY

D. The Board of Directors shall meet during the two (2) week period immediately preceding the Annual General Meeting (AGM) of the Assembly, and as often at other times during the year as is deemed advisable by a majority of the members of the board.

E. A quorum for the Board of Directors to meet and conduct official business shall be a majority of its members.

F. A quorum for meetings of the assembly shall be ten (10) eligible members present.

G. The Board of Directors shall submit a written report of its activity and recommendations to be inserted into the minutes of each regular meeting.

H. All meetings of the Board of Directors or committees shall be open to any member without a vote or voice, unless permitted to speak.

I. All issues involving the assets of the Assembly, mergers or major changes to the Assembly’s direction shall be voted on by the Board of Directors.

J. All meetings shall be conducted under “Roberts Rule of Order”, revised to allow for orderliness and fairness to those in attendance.

ARTICLE III Elections

A. Elections shall take place during the Annual General Meeting (AGM). The President or delegate shall conduct the election process. If the President is running for re-election, then the Board of Directors will appoint a delegate to oversee the entire election process.

B. Members nominated must be present or send a signed written statement accepting the nomination.

C. Upon election, the Executive Officers shall sign the CRA ‘Directors/Trustees and like Officials Worksheet’.
ARTICLE IV Internal Audit

A. The results of the Registered Annual Information Return (submitted to the CRA) shall be presented by the Treasurer and shall constitute the equivalent of an Internal Audit.

B. A Special Internal Audit can be requested under a special resolution requiring a 2/3 majority of the members present.

C. The President shall present a preliminary result of that Special Internal Audit.
SRA Bylaws, September 23, 2018 Page 8

BYLAWS – SHREWSBURY-RAGLAN ASSEMBLY
D. The following Executive officers shall attend and take part in the Special Internal Audit:

1. Secretary,

2. Treasurer,
3. President..

ARTICLE V – Finances

A. Anyone with signing authority is not allowed to sign or co-sign a cheque to themselves, or to an entity within which they hold fiscal interest/capital.

B. The four (4) Officers of the Corporation are to have signing authority with the financial institution.
ARTICLE VI Amendments

A. Amendments to the Bylaws may be proposed at any meeting of the Board or of the Assembly. One month’s notice, in writing of the proposed amendment(s), must be given to the Assembly members before any action is taken. A majority vote of current Assembly members, at any meeting, shall be required for the adoption of the amendment(s).

B. Any amendments/changes to the Bylaws, must be signed by all the current Board of Directors.

C. Delete the term Constitution and just use the term Bylaws.

SRA Bylaws, September 23, 2018 Page 9

BYLAWS – SHREWSBURY-RAGLAN ASSEMBLY
_________________________________ Ken Bell, President
_____________________________ Basil Hartford, Director

_________________________________ Tony Gaal, Vice-President

_____________________________ Fiona Fieback, Director

_________________________________ Renée Kominek, Secretary

_____________________________ Corey Hartford, Director

_________________________________ Beth Doherty, Treasurer

_____________________________ Calvin Hartford, Director

Approved, September 23, 2018

SRA Bylaws, September 23, 2018 Page 10

January 2019 Meeting Minutes

July 2018 Meeting Minutes

July 22 2018

Members Present:
• There is an attendance sheet attached

1. Call to order; Ken Bell called the meeting to order @ 2:07 pm.

2. Approval of Agenda: Charlie Kominek motions to approve agenda as presented, seconded by Peter Deruytter. M/S/C

3. Minutes of May 27th, 2018 were reviewed:

Peter Deruytter motions to amend item 7 (Constitution amendments) to read that 26 amendments were presented, 24 were approved and that 2 did not pass. Fiona motions to approve the previous minutes with the amendment brought forward by Peter, Ken seconds. M/S/C

4. Treasurers Report

Renée reads treasurers report on behalf of Beth Doherty

As at this current time there is $41,373.16 overall on deposit.

Bingo account $7,628.77
Membership account $5,180.73
Building & Maintenance $ 30,631.39 – $15,000.00 was received from CK Community Foundation
General Account $7,021.85
Rentals $5,726.71
Ribs & Blues $5,703.79

Ribs & Blues sponsorship total committed is $8,500.00

There is also a balance sheet attached for the 2017 year. This was completed by H&R Block

Peter motions to approve the financials as presented, seconded by Kris, M/S/C.

5. Membership report

There are now 58 Members, with 49 of those being renewals

6. Building and Maintenance Report

Toilets – Suggestion to snake to see if there is an obstruction. Fiona will investigate replacement of existing with low flow.
Window replacement, looking at options. Udo to give Ken a number for contact.
Tractor requires new batteries. This tractor is set up to use two and both should be replaced. Ken motions to buy two new batteries for tractor. Holly seconds. M/S/C

July 22 2018

7. Constitution Committee: Amendments

Article IV – Membership
Now States:
F. Cast one (1) vote, in person or by proxy at the AGM, for the election of each Director(s)/Officer(s), amendments to Bylaws and major financial expenditures. Electronic voting and Absentee Ballots are prohibited.
Change to read:
Cast one (1) vote, in person or by ‘limited’ proxy at the AGM, for the election of each Director(s)/Officer(s), amendments to Bylaws and major financial expenditures. Electronic voting and Absentee Ballots are prohibited. 13 members present. 13 members approve, no abstentions or none opposed. Passed
ADD:
Eligible members present, may only hold two (2) ‘limited’ proxies for voting purposes. 13 members present. 11 members approve, 2 members abstain, none opposed. Passed
Article VI – Elections
Now states:
B. Only dues-paying members for one (1) year with at least 50% attendance at meetings in the year prior to the election shall be eligible to hold office.
Add:
No more than (1) member from the same household may run, or, hold a position on the Board of Directors at the same time. 13 members present. 4 members approve, 3 members abstained, and 6 members opposed.
Failed
A director should serve a minimum of one (1) year on the Board before running for an Officer’s position 13 members present. 12 members approve, 1 abstention, none opposed. Passed
BYLAWS – Article II – Meetings
Now States:
F. A quorum for meetings of the Assembly shall be 10% of the eligible membership.
Change to read:
A quorum for meetings of the Assembly shall be ten (10) eligible members present 13 members present. 13 members approve, no abstentions, none opposed. Passed.

July 22 2018

8. Ribs & Blues

Volunteers still needed for this event. Smart Serve is discussed. It is stated that if there are volunteers that want to acquire their Smart Serve, SRA would pay for this but not until that person has volunteered at the event. Peter and Holly are both going to volunteer, and both already have their Smart Serve.

9. Other matters:

It is announced that Deb has resigned her position on the Board of Directors. Ken thanks her for all she has done.

Upcoming elections:
Ken, Corey and Calvin’s positions are up for election. All are eligible to be voted back in if they chose to stand, but putting a call out to all members

Debs position can be done as an appointment and there is one year remaining.

Renée motions to adjourn at 3:28, Fiona seconds, M/S/C

May 2018 Meeting Minutes

Minutes of SRA Members Meeting May 27th 2018
—Me.mÅgc.s.Egseng
• There is an attendance sheet attached
1. Call co order; Fiona called the meetinq to order@ 2:17 pm. In the absence of Ken Bell (President) Fiona Fieback chairing this meeting.
2. App.zp.Y-g!.gfAqendg: Peter Deruytter motions to approve agenda as presented, seconded by Rae Osborne. M/S/C
3. Minutes of March 25th , 2018 were read: The minutes were read aloud by Renée Kominek.
Peter Deruytter motions to approve the minutes as read, Rae Osborne seconds the motion. M/S/C No errors or omissions were noted.
4. Treasurers Report
Treasurer Beth Doherty reads aloud the financial report
As at this current time there is $39,166.01 overall on deposit.
Bingo account $7,561.68
Membership account $4,859.10 Building & Maintenance $ 15,623.93
General Account $10,306.35
Rentals $5, 724.31
Ribs & Blues $2,652.32
Dave Milliken motions to approve the financials as presented, seconded by Dave Healey, M/S/C.
5, Membership Report
There are currently 29 renewed Members, 3 new Members. There may be one more drive on or before June 30th 2018
6. Ribs & Blues
Volunteers needed, 8 with Smart serve would be great. SRA will re-imburse persons that are willing to obtain their smart serve once they have completed and after the ribs & blues event to ensure they attended. There has been $8050.00 in sponsorship either received or committed at this point in time. Ideas for volunteers are boy scouts, students or another group such as Rotary and provide a donation to them.

Minutes of SRA Members Meeting May 27th 2018
7. By-caw (Constitutiom Amendments
There were 26 amendments presented and the minute binder
8. Washrooms
040 clown
approvednThis is documented and copied in

Kris Osborn is still discussing with Frank Pullen. Some changes required for wheelchair accessibility
9. Septic System
It is causing problems when events are held whether a birthday party or bingo. Kris Osborn is going to contact Mark Legue
10. Ball Diamond
No update at this time
11. Non Agenda items :
There was an application submitted by the SRA (Thank you Deb & Tony for doing this) it was from the Community Development Fund. SRA was awarded with the amount of $15,000.00 12. Upcominq events
June 30th Town wide yard sale
July 28th Ribs & Blues
July 22nd SRA Members meeting
Kris Osborn motions to adjourn at 3:26, Karen Healey seconds, M/S/C

March 2018 Meeting Minutes

—Members Present:
• There is an attendance sheet attached
1. Call to order: Beth Doherty called the meetinq to order@ 2:15 pm.
2. Approval ofAaenda: Charlie Kominek motions to approve agenda as presented, seconded by Peter Deruytter. M/S/C
3. Minutes ofJanuary 2018 were read: The minutes were read aloud by Renée Kominek.
Corey Hartford motions to approve the minutes as read, Peter Deruytter seconds the motion. M/S/C No errors or omissions were noted.
4. Treasurers Report
Treasurer Beth Doherty reads aloud the financial report
As at this current time there is $41,373.16 overall on deposit.
Bingo account $6,751.23
Membership account $4,558.12 Building & Maintenance $ 15,617.40
Minutes of SRA Members Meeting March 25th 2018
General Account $8,722.29
Rentals $5,721.92
Ribs & Blues $2.20
Taxes are due to be paid in the amount of $809.08
Online banking is set up with Beth having the ability to pay. There is still a problem currently as it is a requirement for a second person to approve and Libro is correcting as Ken currently is unable to access. This is an error on behalf of Libro.
Holly Vollens motions to approve the financials as presented, seconded by Kris Osborn, M/S/C.
5. Hall Rental Report
At this time there are five being reported. One in January which was free to the members as there was an oversight in the past with the half being double booked, to make amends for this the decision was made to offer them a hall rental for free. There was a wedding held in February, a birthday in March. Upcoming hall bookings are April for bingo and April 21st for Earth Day.
6. Buildinq and Maintenance Report
Ken is absent from the meeting with no report forwarded. Rae Osborn motions to table, Holly Vollens seconds, M/S/C
7. Constitution Committee
There is a meeting on April 15th, 2018. At this meeting they will discuss the matter of the minutes having to be read at the meetings.
8. Bingo Committee
This is stiff a successful event. Average attendance is 36 people, positive feedback from those who attend. It isn’t always the same people and frequently are seeing new faces. Canteen makes approximately $iiO.OO
9.Maple Syrup Festival 2018
There were 533 people fed, 414 adults and 119 children
There was $74.00 in donations received over and above the cost of breakfast.
3862.20 + 401.00 (vendors) + 259.65 (bush) = $4,522.85 gross Expenses are not all in, but this is what is currently recorded:
Minutes of SRA Members Meeting March 25th 2018
89.31 Deb & Tony
809.00 Sysco
248.60 AdvertiSitig
$3375.94 is current net profit. Left over sausages sold 4 cases for $30.00 each. Remaining orange Juice (9) bottles sold for Cory Hartford motions to donate remaining jugs of Apple Cider to the church for their upcoming event, Holly Vollens seconds. M/S/C
There was a coffee brewing issue and certainly need to look at alternatives for next event.
Rotary Club was given a receipt for the meals they purchased (not a tax receipt. There were 8 meals given a discount.
10. Ribs & Blues
There will be a meeting anticipated in March, but nothing confirmed at this time
11. Fundraisinq Committee
There is a meeting Sunday April 15th at 1:00
12. Prolect Updates
Front roof is separate from the washroom project due to permits. Frank Pullen has design for washroom project. Pole light- Kris can’t Uknock out” until Beth gets Hydro One account to list her on the account. Even though this is free to us to complete it is still considered a retrofit for the grant. Interior lights are separate.
Greg Bull is present and is from Union Gas. Talks about Helping Hands Grant. Funding available up to $1000.00 per project per year with a maximum of two projects. An idea was to add trees and benches to the trail.
Minutes of SRA Members Meeting March 25th 2018
Ken still needs to follow up regarding the grant
13. Upcominq event$
April 21st Earth Day
Crappie Tournament — Date to be announced
Ribs & Blues July 28th
SRA Members next meeting date is May 27th @2:00 pm
Peter motions to adjourn at 3:18, Kris seconds, M/S/C

Jan 2018 Meeting Minutes

Members Present:
• There is an attendance sheet attached

1. Call to order; Ken Bell called the meeting to order @ 2:12 pm.

2. Minutes of November 15 2017 were read:
The minutes were read aloud by Renée Kominek.

Peter Derutyer motions to approve the minutes as read, Beth Doherty seconds the motion. M/S/C No errors or omissions were noted.

3. Treasurers Report

Treasurer Beth Doherty reads aloud the financial report for the moth ending October 2017

As at this current time there is $39,378.89 overall on deposit, with $5,000.00 being that of the grant from the Municipality of Chatham -Kent for the washroom project.

Bingo account $5,357.05
Membership account $4,537.20
Building & Maintenance $ 15,611.10

Minutes of SRA Members Meeting January 21 2018
General Account $11,035.96
Ribs & Blues $2.20

Discussion about online banking brought forward and pre-authorized debit payments. The question of 2 to sign when paying online. It was stated that with online banking there is an option for a second person to approve before payment is submitted.

Ken Bell motions to approve the financials as presented and to set up online banking. Cory Hartford seconds M/S/C

5. Maple Syrup Festival

There will be no boiling of sap this year but bush events will still take place. There is still enough Shrewsbury Syrup to last 2 – 3 more years. There will be no tarts from Cedar Springs this year. Also no cotton candy due to persistent problems with it. Volunteers are needed for 4-5 hours to help in the kitchen, parking, on the floor and in the bush. There are two meeting dates set for the volunteers February 11 2018 at 2:00 and March 11 2018 at 2:00. Festival date is March 24 2018.
Ken 7 Rae will both start marketing the event. Beth will look into high school students as additional volunteer help.

6. Ribs & Blues

Discussion about SRA paying for persons to aquire Smart Serve in order to assist with event. Cap at 14 persons. Person must provide the receipt and volunteer at the event to get re-imbursed.
Volunteers needed for meal ticket sales – 4, Kitchen/floor – 12, parking – 10. There is a great need for many volunteers in order to give breaks, too long to volunteer for the entire day of the event.
Sponsorship packages available so please think about businesses that may want to sponsor the event. Raffle tickets are being looked at as an additional fund raiser for Ribs & Blues.

7. Projects and Grants

Minutes of SRA Members Meeting January 21 2018

Community Sponsorship application for grant is due by April – Ken completing the application

a. Washrooms – Need to schedule a meeting. Ken has to apply for extension
b. Ball Diamond – OLG has money available for Community projects. There is Municipal Grant money available with a 50/50 split regarding the cost of the project. 50% of cost from Municipality and 50% of cost from SRA, fundraising, sponsorship or donations.
c. Pole Light/Hall Lights – Kris Osborn needs Hydro One account number. Kris has the bulbs and is donating LED and labour and the light is dusk to Dawn. Hall lights, again ned the Hydro One account to look at rebates
d. Front Roof – do as one project with the washrooms for permit purposes and cost

Nov 2017 Meeting Minutes

Members Present:
• There is an attendance sheet attached
• 17 Members were present
• No Guests were present

1. Call to order; Ken Bell called the meeting to order @ 2:08 pm.

2. Minutes of June 21 2017 were read:
The minutes were read aloud by Renée Kominek.
A comment from member Kris Osborn regarding the pole light that was brought up during the reading of the minutes. Kris suggests to disconnect and run from the hall. There will be further discussion to the matter.

Ken Bell motions to approve the minutes as read, Beth Doherty seconds the motion. M/S/C No errors or omissions were noted.

3. Treasurers Report

Treasurer Beth Doherty reads aloud the financial report for the moth ending October 2017

Minutes of SRA Members Meeting November 19th 2017
As at this current time there is $39,378.89 overall on deposit, with $5,000.00 being that of the grant from the Municipality of Chatham -Kent for the washroom project.

Bingo account $4,558.01
Membership account $4,828.53
Building & Maintenance $ 15,604.58
General Account $14,407.33
Ribs & Blues $2.20

Renée Kominek motions to approve the financials as presented. Debra Klippenstein seconds M/S/C

5. Amendments to Constitution

Peter Deruytter motions to add a proxy vote into the Constitution. Conversation around making changes to the existing Constitution and proper processes. A Constitution sub-committee is struck which includes Fiona Fieback, Udo Fieback, Ken Bell, Peter Deruytter and Kris Osborn.

6. Completed Projects

The trail has been completed as well as the Shrewsbury Hall sign. The Map of the trail is to be posted on the website.

7. Other Projects

a. Washrooms – There is $10,000.00 promised from the Municipality, with $5,000.00 on hand currently. Who will take on this project? There is what is deemed a “catch 22” for the licensed trades. Thee needs to be a meeting date as the deadline is fast approaching. Still in planning phase, need to acquire permits. There needs to be minutes taken at the meeting and provided to the SRA Board Secretary for record keeping purposes.
b. Ball Diamond – OLG has money available for Community projects. There is Municipal Grant money available with a 50/50 split regarding the cost of the project. 50% of cost from Municipality and 50% of cost from SRA, fundraising, sponsorship or donations.
c. Pole Light/Hall Lights – Kris Osborn will cost out changing the lights in hall for retro fit as well as the pole light in the parking lot.
d. Painting – There is a suggestion from the floor to look at painting the interior of the hall, which would include: walls, ceilings and floors.
e. Front Roof – a question from the floor, is the front roof part of the washroom project? Response is not that it is a separate matter and needs to be looked into as well.
f. Building Sub-committee – There is an unofficial committee struck which consists of Ben Coll, Kris Osborn and Frank Pullen

Minutes of SRA Members Meeting November 19th 2017

8. Other Matters
Maple Syrup Festival for 2018 – There is enough syrup on hand for the upcoming festival.
There is a suggestion to dedicate it as “In Honor of Don Giffin” or “In memory of our Friend Don Giffin” or “In Memory of Don Giffin”

Fundraising Chair was selected to be Rae Osborn, with Board Director Deb Klippenstein as the liaison.
Next step is to get additional persons (5-6) to sit on the committee as well.
Renée explains that all sub-committees have a board director as a liaison in order to report back to the board.

Bingo – This has been a very well received event.

Community Christmas Dinner – Looking at this as a future idea
Paint Night – This is being looked into further as a fund raiser (not to be confused with painting the hall) Christmas Parade – $2.00 per float entry, goodies, hot chocolate Beth will post details.

Motion to adjourn at 3:30 pm by Fiona Fieback and seconded by Cory Hartford.

AGM Sept 2017

Board of Directors Present:
President: Ken Bell
Vice President: position vacant
Secretary: Renée Kominek
Treasurer: Adriana Van Hardeveld
Director: Basil Hartford
Director: Cory Hartford
Director: Calvin Hartford
Director: Fiona Fieback
Director: position vacant
Members Present:
• There is an attendance sheet attached
• 42 Members were present
• 10 Guests were present

1. Call to order; President, Ken Bell. called the meeting to order @ 2:11 pm.

2. Opening Statement:
President, Ken Bell, opens the meeting by thanking and welcoming all members and guests. A brief history of the Community of Shrewsbury/Raglan and the hall were given.
Ken describes transparency and accountability regarding the activities through the SRA/Community Hall.
The mandate is to provide the hall and grounds for fellowship, persons and events.
An acknowledge was given to many members for their contributions of time, for our events, and donations to the Shrewsbury Raglan Assembly.

Thank you to the past and current Board Members for their time and efforts.
The current Board of Directors were introduced:
Adrianna Van Hardeveld- Treasurer, Fiona Fieback- Director, Renée Kominek- Secretary, Cory Hartford- Director, Calvin Hartford- Director, Basil Hartford- Director and Ken Bell- President.

3. Minutes of AGM September 21st 2016:
The minutes were read aloud by Secretary, Renée Kominek.
Director, Fiona Fieback, motions to approve the minutes as read, Member, Udo Fieback seconds the motion. M/S/C No errors or omissions were noted.

4. Treasurers Report

Treasurer, Adrianna Van Hardeveld, reads aloud the financial report for the Year End of 2016, as completed by H&R Block (Kathy Stoner).
Gross revenue was $43,090.18, Expenditures were $37, 827.26, retained revenue was $5,262.92

As at this current time there is $39,081.20 on deposit, with $5,000.00 being that of the grant from the Municipality of Chatham -Kent for the washroom project.

A member asks about the Bingo funds and what is on hand specifically for that. The amount is $1,155.11 without shares and $4,205.11 with shares.

A member asks for a financial break down of Ribs & Blues:
Gross revenue was $37,252.13, expenditures were $21,755.56, retained revenue was $15,496.57

Maple Syrup Festival was a break even event this year.

Explanation of tax abatement. SRA must pay that regular rate of taxes and then the Municipality issues a rebate

Member, Cynthia Alexander asks if financials can be posted to website.

Ken Bell motions to add the financials to the website at the request of a member Member, Greg Zolad, seconds. M/S/C

5. Nominations and Elections

Four (4) positions available.
Vice President (due to resignation) Treasurer (Adrianna’s term is up but eligible to stand for re-election) two (2) directors (Basil’s term is up but eligible for re-election and the other is due to resignation)

Eligibility for nominations and elections was explained: only persons that were paid members by June 30th 2017 were eligible to vote and in order to be eligible for nomination the person must have also attend 50% of the previous years’ meetings.

Member, Rae Osborn, asks if this is the same process that was followed last year. Renée clarifies what actually happened last year and Ken explains that it was certainly an error.

Renée suggests voting by ballot, but Ken stated voting by hand would suffice.

Nominating Chair, Fiona Fieback, declares, that the candidates she interviewed were properly vetted.

Treasurer
Fiona nominates Beth
Ken nominates Adrianna
Both persons have accepted nomination.
Beth Doherty is elected as Treasurer.

Vice President
Fiona nominates Tony Gaal
No other persons nominated or stand for election.
Therefore by acclamation, Tony Gaal is Vice-President.

Directors
Fiona nominates Debra Klippenstein
Ken nominates Liz Carey
Ken nominates Basil Hartford
All three persons have accepted nomination.
Basil Hartford and Debra Klippenstein are elected as Directors.

New Board of Directors:
President – Ken Bell Director – Fiona Fieback
Vice Pres – Tony Gaal Director – Basil Hartford
Secretary – Renée Kominek Director – Cory Hartford
Treasurer – Beth Doherty Director – Calvin Hartford
Director – Debra Klippenstein

6. Washrooms

SRA needs a commitment from licensed trades, must tender out project. There will be another meeting and will need a general contractor to sign.

7. AGM meetings

Membership comments pertaining to meeting days being addressed. During the period of Member, Kris Osborn, talking with people regarding membership one of the comments made by many were the fact that with the meetings held on a Wednesday, made it difficult for people to attend. Sunday was suggested as an alternate day. The members in attendance of today’s meeting were asked if a Sunday was a better option. With a show of hands it appears that Sunday meetings are in favour, rather than Wednesdays.
Next membership meeting will be held at 2:00 on Sunday November 19th 2017

8. Other Matters

1. A meeting date needs to be set for contactors

2. Discussion pertaining to the trail:
Director, Deb Klippenstein, asked if there are any implications that SRA is facing with this trail. There are no implications as CK will be doing the maintenance at their expense, CK is covering the insurance. SRA is participating in this as a part of the tax abatement.

3. A membership committee is suggested to help prevent discrepancies. Ken motions to have a membership committee established, Udo seconds. M/S/C Ken then asks if Fiona would be the Membership Director and Fiona accepts. Kris Osborn and Kevin Kehoe have agreed to assist.

Motion to adjourn at 3:50 pm by Fiona.

Executive Directors

  • President: John Parker
  • Vice President: Tony Gaal
  • Secretary: Renee Kominek
  • Treasurer: Beth Schieman-Doherty (Bingo)
  • Director: Fiona Fieback (Bylaws Committee)
  • Director: Rae Osborn (Community Action Committee)
  • Director: Basil Hartford (Rentals)
  • Director: Ben Coll (Maintenance Committee)
  • Director: Kris Osborn (Membership / Bylaws Committees)
Membership Fees:
 
  • Membership is $20.00 per person, Due June 30th  (18 years of age or older).
  • Shrewsbury and Raglan Residents are eligible for membership.
  • Membership period is one year, from January 1st to December 31st with a 6 month grace period (June 30th)

Community Hall Projects

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We have been working hard to improve the septic system at the hall, it is planned to be complete by Christmas. Thanks to all the generosity of the community and some grants, we will be putting in new washrooms in the spring!

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Thanks to a few board members and volunteers the Communty Hall just received a facelift! A new paintjob, some new lighting and new doorlocks! A sincere and heartfelt THANK YOU to all the donated material, time and love to our beloved hall!

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We are working to organize a lawn care and snow removal team. Through volunteers and board members we are anticipating a well groomed property! If you are interested in joining in please contact admin@shrewsburyraglanassembly.ca

A calendar will be posted here under the members area once we have our volunteers organized.