Wednesday January 4, 2012
Chairman Darrell Shadd called to order the Board meeting of the Shrewsbury Community Association at 7:00 pm on Wednesday January 4, 2012 in the Shrewsbury Church hall.
Secretary Terry Lynn Murphy listed the following persons as present:
Chairman Darrell Shadd
Vice-Chairman Mark Lucio
Financial Officer (Treasurer) Ken Bell
Secretary Terry Lynn Murphy
Community Member Ryan Charlton
Community Member Anne Legue
Community Member Charlene Vaughan
Community Member Johnny Washington
Personal Secretary to the Chairman, Mary Shadd
Secretary Terry Lynn Murphy read the minutes from the last meeting.
With corrections to the name of chartered accountant Ann Reigling, name of member Connie Musgrove, and the place name of Grand Bend inserted in place of The Muskoka’s.
The minutes were then approved as read.
A refined list of things that will be accomplished prior to the community meeting to be held on February 1, 2012.
- deadline has passed
- website needs to be included on card
- Community member Johnny Washington will source web design resource in Shrewsbury
- Vice-Chairman Mark Lucio spoke with computer person Ron White during the meeting. An informal meeting was arranged with Mr. White slated for Wednesday January 11, 2011. He will speak with the board concerning web page set up and maintenance.
A University of Guelph water quality study identified Shrewsbury as a hotspot, but that also involves surrounding areas.
Ken has agreed to give a 5 minute presentation on waste water at the community meeting on February 1, 2012. He will outline the problems and the solutions that have been proposed.
e) Incorporation: Ken suggested that we outline to the membership what is involved and the two acts that have been passed into law: 1) Federal Not-for-Profit Act, 2) Provincial Incorporation Act.
Incorporation requires registered membership and makes the Board liable for debts and fines.
The Association has to have a constitution. Ken and Mary have agreed to meet together and discuss the possibilities.
Johnny Washington stated that incorporation is one thing, charitable status is another. He indicated that incorporation is much more involved but offers much more protection.
Ken specified that the constitution has to be tailored to move from charitable status to incorporation. This includes voting and non-voting members. The vote for charitable status could be presented to the community. Johnny agreed that charitable status is what we need.
Mary reminded the Board that the process involved in seeking charitable status could take up to one year. She agreed that we should present the goal to the membership so that the process can be put into motion.
Ken advised that the constitution be brought in line, the membership formed and the Board solidified.
The question of charitable status will be put to the membership along with incorporation. Registered membership is mandatory.
f) Financial Officer (Treasurer) Ken Bell suggested that as an organization, we can invest in fundraising
g) Flyers: Anne Legue asked that we include information on issues to be discussed at members meeting. These are to be distributed to mail boxes.
h) Taxes: Vice-Chairman Mark Lucio advised that taxes are based on properties sold in the area. The taxes are based on property values which are usually less than you would sell the property for. Community Member Anne Legue indicated that three comparables in the area are used. This is not necessarily Shrewsbury properties. Rondeau could be included.
Mark suggested that if you disagree with the assessment, you can appeal.
Johnny believes that if we want fair taxes, we have to get on the map.
Mark posits that services are based on property values.
Chairman Darrell Shadd questioned the cost of services: brush clean up, garbage pickup, and where we would access this information.
Community Member Charlene Vaughan questioned why the services were taken away and stated that the taxes didn’t decrease when the services disappeared.
Ken suggested that we get a list of services and their cost.
Mary wants to get the brush pick up reinstated, and then seek the costs and reinstatement of other services.
Darrell advised that we have to make things crystal clear as to what is meant by brush pickup and garbage pickup.
Johnny indicated that whatever we used to have, we want that reinstated.
Mark asked about the return of the garbage dumpsters. Darrell indicated that a request was made but was told no because there was no way that the municipality could monitor the site and in the end it would cost the community.
Darrell indicated that councillors are willing to come to the community meetings and discuss issues.
Vice-Chairman Mark Lucio and Financial Officer Ken Bell will make inquiries regarding discontinued services. They will research the cost and the process involved in having the services restored.
Mark will present information to members at the community meeting re: Property Taxes and Services
i) Park Benches: Community Member Anne Legue indicated that an application has been submitted seeking funding for park benches and bicycle racks.
Information pertaining to this funding application will be provided to Charlene Vaughan so that she can present this information to the membership at the community meeting on February 1, 2012.
j) Funding: A number of funding opportunities are available to community organizations.
k) Flyers: Mark Lucio will be responsible for the flyers. There is the possibility that he will contact Connie Musgrove who indicated that could be used as a resource person for black and white photocopies.
l) Newspaper article – Blenheim Tribune
Charlene Vaughan will write and submit and article to the Blenheim Tribune. The contents of the article will range from agenda topics to be discussed at the next community meeting, date of the community meeting and the formation of the Shrewsbury Community Association.
The information for the article will be provided by Monday January 16, 2012 and the article submitted by Monday January 23, 2012.
There is the possibility that the article could include information of other organizations in the community of Shrewsbury, i.e. Neighbourhood Watch, Water fowlers Association (contact Rick Coll).
Mark suggested that a group picture could be taken with a digital camera and submitted with the article.
A group photograph of the Officers of the Board of the Shrewsbury Community Association will be taken on Wednesday January 11, 2012.
m) Community Event: Earth Day
Ken Bell suggested that use be made of Earth Day on Sunday April 22, 2012 as a way of involving the community. This involves shoreline and community cleanup and a reliance on volunteers from the community. The result is group coverage in the media with positive ideas.
Volunteers and equipment are needed. Darrell offered the equipment (dumpsters and vests), if Ken provided the manpower.
Church can be used as a base. Ken indicated that this event could be organized in a couple of hours.
n) Master list of business resources in Shrewsbury
It was suggested that a receptacle be in place to receive business cards of persons in attendance at the community meeting on February 1, 2012.
A list of businesses in Shrewsbury can then be compiled.
o) By-laws:
Ken stated that we must address the by-laws prior to filing paperwork. Darrell indicated that a lawyer will sit down and inform the membership about the by-laws.
Feedback from the membership pertaining to the by-laws is welcomed.
Special resolutions: the position of Personal Secretary to the Chairman, will be presented to the membership who will vote on this issue.
Informal Shrewsbury Community Association Board meeting Wednesday January 11, 2011 at 7 pm. Purpose is to meet with Ron White who will give a presentation on web page design and maintenance.
Chairman Darrell Shadd adjourned the meeting at 9:15 pm.
Minutes submitted by: Secretary Terry Lynn Murphy
Minutes approved by: