Wednesday November 9, 2011
Chairman Darrell Shadd called to order the Board meeting of the Shrewsbury Community Association at 7:00 pm on Wednesday November 9, 2011 in the Shrewsbury Church hall.
Secretary Terry Lynn Murphy listed the following persons as present:
Chairman Darrell Shadd
Secretary Terry Lynn Murphy
Community Member Ryan Charlton
Community Member Charlene Vaughan
Community Member Johnny Washington
Personal Secretary to the Chairman, Mary Shadd
Regrets: Vice-chairman Mark Lucio, Community Member Anne Legue
Secretary Terry Lynn Murphy read the minutes from the last meeting.
Clarification from minutes of Wednesday November 2, 2011 re: Appointment/Election of Financial Officer/Treasurer.
Secretary Terry Lynn Murphy consulted with Donna Turk who explained the verbal directive that was given at the community meeting of October 24, 2011.
Donna said that in the future, if needed, a financial officer could be added at a later date. At the present time we weren’t handling any monies, but as that would change we would need to add a financial officer.
Just like the current board was elected by the community, a motion has to be presented to the community who in turn will vote for those names put forth.
The minutes were then approved as read.
At the Board meeting of Wednesday October 26, 2011 design and sourcing of business cards was put on hold.
Chairman Darrell Shadd asked for everyone to contribute their ideas on what we would like to see included on the cards.
Suggestions included: that the card include the statement of purpose, that the card should be a card that represents Shrewsbury, that the name and number of the contact person should appear on the card, that it provide info for the people we are representing, that it contain more information than our names and contact numbers, that it also contain information that is usable to the residents i.e., Neighbourhood Watch, Shrewsbury/Raglan Assembly, as well as the Shrewsbury Community Association.
Community Member Ryan Charlton suggested that it is a community card and it represents the community. He recommended that we distribute magnets with other community information.
Chairman Darrell Shadd posed the question, “Is the card to represent people of Shrewsbury or us” (meaning the Board)?
Ryan indicated that we were appointed to represent the community.
Community Member Charlene Vaughan wanted to know the reason for handing out cards. Ryan specified that the cards are for contact purposes.
Personal Secretary Mary Shadd likes the idea of the magnet Ryan suggested.
Community Member Johnny Washington indicated that the cards’ purpose is to allow the community contact with members of the Board. He suggested that we can have another card that lists community groups.
Darrell suggested that we continue to discuss what we want on the card. A sample will be brought back and the members will vote on it.
It was decided by the Board that two contact names and numbers will appear on the business card. One of the names will be that of Chairman Darrell Shadd. A second contact person is still being sought.
Logo for business card/letterhead
The consensus amongst the Board Members is that we seek a logo.
Seconded by Mary Shadd
Johnny voiced the feeling that the community has a greater expectation of us than we realize. Our focus should be on the housing issue. We need to have something to present to the community regarding the housing issue and must show that it is a step by step process. Also, the process should be able to clarify where the various houses are in the process. The community has to know that their concerns are being met.
Darrell spoke about the issues and the various agencies responsible, i.e. grass cutting. He suggested that the information highway needs to be fixed. Multiple notices should not be issued and that information regarding property ownership needs to be speeded up. He suggested implementing a numbering system in order to check the status of a complaint.
Ryan suggested that the municipality increase the grass cutting fee as a deterrent which in turn would make property owners accountable.
Mary suggested a master list for property complaints.
Darrell indicated that we must supply information to the community re: status of complaints.
Charlene suggested that attendees of the community meeting may want to indicate which locations have been reported. Darrell concurred that we need to know which properties have been reported.
Ryan suggested that we discuss what the Board has done so far and also have bylaw standard complaint forms on hand. Ryan has offered to secure the forms.
Johnny believes if people know what the municipality should do then the community should make the municipality do their job.
Mary indicated that city trees need to be maintained through property standards. The community needs to know what is and what isn’t acceptable.
Darrell maintains that we have to be careful when it comes to public posting versus privacy. We have to remember that council works for us. The expectation of the community is for us to resolve issues, issues that we have no control over.
Johnny upholds that whatever is public should be known to the public.
Charlene understood that it is an ongoing process.
The Board has agreed to look into presenting these topics for discussion at the Community Meeting on Wednesday December 7, 2011:
Mary provided an application for non-profit status.
Darrell indicated that there are detailed rules governing a non-profit organization.
Mary made known that with charitable status; the liability is not on individuals. It allows for the purchase of property. It offers the incentive of tax breaks through tax receipts to those donating to the charitable organization. Also, in order to obtain charitable status, you must be incorporated.
Johnny made known the importance of accountability. This must be evident so that money doesn’t go missing.
Darrell suggested that Mary draft a Cole’s note version of incorporation, non-profit/charitable status. Mary agreed to provide the Board with the same.
Mary asked if anyone was opposed to us seeking incorporation.
Ryan suggested that the Board be given the Cole’s note version.
Mary agreed to provide Board with Cole’s note version.
Johnny wanted to be assured that everyone was familiar with non-profit charitable status and what that entailed.
Charlene voiced the opinion that it was a good foundation on which to build the community association.
Darrell put forth the motion:
All in favour of seeking non-profit status for the Shrewsbury Community Association
All in favour
Seconded by Johnny Washington
It was agreed that the Board would present to the community the information regarding the pros and cons of seeking such status. We would then ask the communities’ opinion then go from there.
d) Bylaws
Mary presented simple bylaw forms that she downloaded from the internet.
Darrell briefly discussed the term for Board Members which includes overlapping terms.
Terry Lynn suggested that a committee be struck in order to allow them to work on the bylaws/constitution. By allowing the community the opportunity to contribute to the association, it gives them a sense of ownership.
Darrell suggested that we present the community with a tentatively agreed upon bylaw/constitution, and give them the opportunity to add or subtract items.
It was agreed by the Board that we would include this item on the agenda for the next meeting and work towards drafting bylaws.
Johnny suggested that we insert flyers in the mailboxes for next meeting. Terry Lynn added that we might want to insert the agendas as well, but Johnny said that by inserting the agenda you may limit attendees. Mary pointed out that the flyer would contain the items (subjects) that will be discussed. Terry Lynn agreed that the flyer with topics to be discussed should be delivered to the mailboxes.
Topics that can be discussed include but are not limited to: group status, direction, property standards, complaint process
Topics to be discussed at the aforementioned community meeting will be finalized and submitted by Board meeting end on Wednesday November 23, 2011.
The flyer will list a number of topics that will be discussed at the community meeting.
The flyer will be printed prior to December 1, 2011 and delivered on Thursday December 1, 2011.
Johnny Washington has volunteered to deliver the flyers.
Donna Turk offered to post the sign advertising the community meeting and indicated that she would post the sign on the Thursday prior to the meeting.
She requested that Darrell email her with the meeting particulars.
Darrell indicated that the sign is now in his possession and that he would ask that someone volunteer to post the sign.
The question arose as to where the sign should be posted because it is against that law to post it on municipal property (stop sign).
Mary Shadd will call in order to find out where the sign can be posted.
Charlene Vaughan volunteered to post the sign for the December 7, 2011 meeting.
Wednesday November 23, 2011 at 7:00 pm
Chairman Darrell Shadd adjourned the meeting at 9:00 pm.
Minutes submitted by: Secretary Terry Lynn Murphy
Minutes approved by: