Yahk communitynews

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MINUTES YKRS General Meeting: February 12, 2008

YAHK KINGSGATE RECREATION SOCIETY

General Meeting

February 12, 2008

Meeting called to order: Lee Rose Time: 7:30pm

BOARD:

R. Lee Rose………………President

(p)

Dave St. Germain………..Vice President

(p)

Jeff Vandergeest…………Treasurer

(p)

Eva Pritchard…………… Secretary

(p)

Members at Large:

Bill Currier

(p)

Jon Pritchard

(p)

Jim Sadler

(a)

Membership present: (See attendance Sheet)

Penny A. P. Anderson, Don Brady, Liz Cotton, Fay Cruickshank, Don Russett

(11 present in all.)

Reading of Agenda February 12, 2008

GM 080212.016*******MOTION*******

It is moved to accept the Agenda of February 12, 2008 as amended.

Moved by Bill Currier

2nd by Dave St. Germain

Carried.

Discussion: There was not a quorum at the last general Meeting of January 8,

2008 in the General Membership and therefore these motions had to be ratified.

*****Ratification of Motions GM080108.001 through to GM080108.005***

****R080212

Motion GM080108.001/R080212 Accepting Agenda of January 8, 2008 as

amended.

Ratified by Fay Cruickshank,

2nd by Eva Pritchard

Carried.

Motion GM080108.002/R080212 Accepting Annual General Meeting Minutes

of December 11, 2007 as presented.

Ratified by Fay Cruickshank,

2nd Eva Pritchard

Carried.

Motion GM080108.003/R080212 Accepting Treasurer’s Report of December

31, 2007 as presented.

Ratified by Fay Cruickshank,

2nd Eva Pritchard

Carried

Motion GM080108.004/R080212***Moving to purchase road sign seen in

Cranbrook at the Price of $400.00.

Ratified by Fay Cruickshank,

2nd by Dave St. Germain

Carried

Motion GM080108.005/R080212 Moved to issue letters to CPR Pres. Mgr. of

Operations, CPR CEO, Transportation Safety Board; MPs, Alanna Garrett,

PEP; John Kettle, Dir. Area B; any others that could be suggested later.

Ratified by Fay Cruickshank

2nd by Eva Pritchard

Carried.

Reading of the Minutes of January 8, 2008

GM080212.017*******MOTION*******

It is moved to accept the Minutes of the General Minutes of the General

Meeting as presented.

Moved by Jeff Vandergeest

2nd by Penny A.P. Anderson

Carried

Treasurer’s Report of January 2008 :( Jeff Vandergeest)

December 31, 2007

Bal. Fwd:

19,770.66

Income

2,726.68

Expense

( 5,889.18)

January 31, 2008

Bal.

16,608.10

GM080212.018******MOTION*****T080212

It is moved to accept the Treasurer’s Report as presented.

Discussion: Winter fest income to be left off until February Financial Statement. Expenses for Winter fest do not match in the Summary.

MOTION IS TABLED UNTIL THE NEXT MEETING

CORRESPONDENCE: (Eva Pritchard)

Incoming:

1. Email – Arts Council by Fern Phillips-The Boswell Book Club is hosting a reading and book launch: Blue Valley, An Ecological Memoir, by Luanne Armstrong MFA Ph.D

It is to be held at The Boswell Hall on February 24, 2008 from 2-4pm. For more information contact Luanne Armstrong at 250-223-8203

2. Email – Arts Council by Fern Phillips – There is a Business Planning Workshop-Creston-Feb. 15, 2008, this Friday. Cost is $75.00. Registrations must be in very soon. Contact Erika Woker (Cell 254-1967) or email at creston@futures.bc.ca payment will be in cash or cheque payable to Community Futures Central Kootenay. Workshop starts at 9:00am to 4:00 pm., Feb. 15, 2008 at the Development Centre, 1607 Canyon, Creston, B.C...

3. Email – Trish Gerald, RDCK dated Feb.8, 08 Sending papers for final report on the

Community Works Fund- UV system. They must be filled out and returned as soon as

possible.

Task: Eva Pritchard will send in final report on the Community Works Fund – UV

system installation.

Outgoing:

Nothing to report.

NEW BUSINESS:

•

Archive Room: (Fay Cruickshank)

Grand Opening for the Archive Room February 20, 2008 at 1:00 pm

A mail out of invitations was done and sent out.

A catalogue of special supplies for archiving was presented by Fay Cruickshank.

Fay is working with Tammy Hartwood and Georgia Roller to set a system of paperwork that will prevent losing the archive items. On Friday 15th at 1:00 pm there will be decorating the hall for the event. P.A.P. Anderson and Debbie Whitehouse will be there and Don Brady will be helping.

•

Grant from Columbia Basin Trust (Basket Ball Hoops) (Jeff Vandergeest)

GM080212.019*****MOTION*****

It is moved to apply to the Columbia Basin Trust for funds from the

Community Initiative Fund to improve the basket ball hoops in the

gym of the hall, in the amount of $6,000.00

Discussion: Penny A.P. Anderson believes the grant is closer to

$3,000.00

Moved by Liz Cotton

2nd Fay Cruickshank

Carried

•

Staircase to Loft on Stage: (Jeff Vandergeest)

Jeff Vandergeest presented a drawing of the proposed stairway to the loft. They would essentially be the same as the ones that step up the stage. However, there will be about 5.5 Ft lost on the stage space. A hand rail was suggested and a little wall was favoured because of liability issues. Someone will check with Linda Allred to see if the stairs would interfere with her use of the stage. A permanent stair if favoured over any other retractable stair which is deemed to have issues of holding the stairway stable and also the cost.

GM080212.020******MOTION*******

It is moved to build permanent access stairs to the loft on the stage.

Moved by Fay Cruickshank

2nd by Bill Currier

One Opposed (Liz Cotton)

Carried

Discussion: It was suggested that we should look into a retractable staircase for the stage. The room on the stage would not be lost. Cost was sighted as the biggest item because a staircase like that would have to be engineered for safety features.

GM080212.021*****MOTION******D080212

It is moved to rescind the motion to build the permanent access stairs on the

stage.

Moved by Liz Cotton

No second

Motion Defeated.

GM080212.022*******MOTION*******

It is moved to limit the expenses for the building the permanent stairs to the

loft to $330.00

Moved by Bill Currier

2nd Jeff Vandergeest

Carried

•

Hall’s Fire and Alarm System Committee: (Lee Rose)

A committee is required to periodically check the fire alarm systems to make sure

they are functional.

The alarm system in the hall must be checked periodically. Smoke triggered the alarm upstairs but not downstairs. When the system was checked, several lights were not working when checked by the electrician. A monthly check is suggested. The fire department is supposed to check once a year. New bulbs in the lights are required, possibly LED. Lee Rose will create a check off sheet for Don Brady to do the checks of the alarm system.

GM080212.023******MOTION********

It is moved that Don Brady will be the Fire Alarm System/Emergency Lights

Committee.

Moved by Bill Currier

2nd by Jon Pritchard

Carried

•

150 Year Celebration: (Jeff Vandergeest)

There is grant money available for this event for the communities. Jeff proposes

to ask for $10,000.00 to landscape around the new pavilion and then hold an event

(to be discussed later).

GM080212.024*****MOTION*****

It is moved to apply for funds from the Province 150 year celebration in the

amount of $10,000.00

Moved by Jeff Vandergeest

2nd by Penny A.P. Anderson

Discussion: The date for Yahk’s 150 year Celebration will be August 9-10th of

2008. Amend the motion to reflect the date.

GM080212.024*****MOTION******A080212

It is moved that the Date for the 150 Year Celebration in Yahk will be

August 9th to 10th of 2008

Moved by Dave St. Germain

2nd by Eva Pritchard

Carried

****JIM SADLER – Potentially reserve the hall for August 9&10 for the Yahk’s 150 Year Celebration.

•

Sign design, RDCK:(Delta Fay Cruickshank)

The pictures have been selected but financial issues are slowing down the project.

More news will come later.

•

Letterhead Logo: Any suggestions from membership

There was letter used by Louise and Lee will call her to find out what she used

back then. Fay has offered to make other suggestions, and possibly put it in the

newsletter.

•

Newspaper Ads and Advertising Space: (Delta Fay Cruickshank)

The Advance has given the YKRS approximately $1500 worth of free advertisement. We should reciprocate with buying some space. We could get a small bordered ad in the Miscellaneous Section for $29.06. One rental will pay for a year of advertising.

GM080212.025******MOTION*****

It is moved to purchase an ad space in the Advance paper for 5 weeks for

$29.06 per month from February 12, 2008 to October 31, 2008.

Moved by Bill Currier

2nd by Don Russett

Carried

GM080212.026******MOTION******

It is moved to approve the letter to the Editor by the YKRS thanking them

for coverage and advertising for the Winter fest.

Moved by Don Brady

2nd Don Russett

Carried

***FAY to look into the Letter to the Advance.

***JIM should ask where the customers obtained the information about the hall.

*************DIARIZE this item for October 31 for further discussion*****

•

Motor Cycle Rally: (Jim Sadler)

Jim is not present so this item will be tabled until next meeting.

****Agenda for next meetings

•

Hawkins Creek Orphan Dike Completion Project:

Discussion: The Dike project must have additional work done to complete the project. However, funds must be applied for from the government.

GM080212.027**************MOTION***************

It is moved to submit a proposal for funds to complete the fish habitat on the Hawkins Creek Dike Project.

This proposal will be submitted to the Ministry of Public Safety and Solicitor General, Flood Protection Program.

Since Yahk-Kingsgate Recreation Society is the applicant for the

above mentioned funds, it is required that:

1. The Society will be advised of the scope and extent of the work

required to complete this project to the satisfaction of the Ministries

involved.

2. The Society will be advised of the projected cost as calculated by

the Contractor or the consultant who takes responsibility for the

project.

3. The Society will be advised of what reporting obligations must be

borne by the Society upon the completion of the project by the

granting agency of the funds.

4. The Society will be advised of the dollar value of the grant being

applied for.

5. All of the above requirements will be fulfilled before the actual

application is submitted.

6. The Society must receive assurances from the Granting Body or

Government that accepting this project will in no way imply any

ownership or liability of the Hawkins Creek Orphan Dike by the

Society.

Moved by Jon Pritchard / 2nd by Dave St. Germain

Bill Currier (Abstained)

Carried

OLD BUSINESS:

•

OCP (Jeff, Jim, Jon, Bill and Dave) Nothing to report

•

Bandstand (Jeff Vandergeest) Jeff is waiting for Mr. Hollis to cut the lumber. Then the project will continue.

•

Building Maintenance/Repairs: Nothing to report.

COMMITTEE REPORTS:

•

Spring Craft Fair: Nothing to report

ADDITIONAL ITEMS:

•

Christmas Tree (Liz Cotton)

Liz has obtained a tree for the hall for $50.40 and will be reimbursed.

•

Bulletin Board (Bill Currier)

H&H Smith has declined permission to place a bulletin board near their business.

There is however a vacant building and a temporary bulletin board could be

posted there. Bill will investigate and approach someone about putting the board

up.

***Bill to look into putting up a bulletin board at the border.

•

Road Sign: (Dave St. Germain)

The sign will have to be fixed and then located out front of the hall. Also, a

volunteer will have to manage the message. Three People have volunteered,

Liz Cotton, Dave St. Germain, Bill Currier.

•

Minutes of the YKRS on the Net:

This item will be put on the Agenda for the next meeting.

*******AGENDA ITEM

MEETING ADJOURNMENT: Bill Currier

Time: 9:30pm