BWC SOCIAL COMMITTEE

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Social Committee Meeting
October 08, 2019


Present: Elly Allsupp, Ann Baker (Secretary), Karen Baxter (Chair), Pat Richards, Bonnie Robbins, Rita Spencer, Debby Winterton.
Regrets: Barbara Auger
Guest: Diane Barnhardt (President BCRA)

Welcome & Call to Order Karen welcomed everyone and called the meeting to order at 9:30am

Last Meeting Minutes Review and Approval
Minutes of 03 September were reviewed. 
A motion was made by Debby and seconded by Rita. Carried. 

Old Business:
Installation Quote for Hall Ceiling Fans Karen is hoping to have quote ready for the October 23rd General Meeting. 
Pavilion Issues: When Christopher Electric rep was looking at fans he mentioned that he had just got a call the previous week to fix 3 outlets in the pavilion that he had told Management were unsafe 2 years ago. These were repaired. 
The old refrigerator has been removed from the pavilion. 
Baking Equipment Debby has followed up with Rayjon regarding baking equipment for sale and will report at the next meeting.  

New Business
Elections Canada Polling Station in the Hall on October 21st: Management has approved the hall for this use. It will be open from 9:30am until 5pm in the main area and then move to the craft room until it closes at 9:30pm. 
October 1st Parkbridge Appreciation Event: Following the event it was noted that the hall was not returned to its previous condition. Correspondence with Management has taken place. Afterward it was noted that DVD was non-functioning.  
Follow Up Action: Brian Winterton has ordered a replacement.  
Event Ticket Sales: It was decided to hold them in the craft room starting in November.
Chair Dolly:  The members tested a new one made by Serge Gagnon and found it to be useful. The cost is $40 each. 
Follow Up Action: 6 will be ordered.
Kitchen Pantry Cooler:  Debby and Rita find that the temperature fluctuates at times. It is old and in constant use. We need a long-term plan for a replacement.  
Follow Up Action: Debby to arrange for the cooler to be serviced before we consider a new purchase. 
50/50 Ticket Rolls: These are running low and at a better cost when purchased in bulk.
Follow Up Action: Elly to purchase a case of 20 rolls. 
Share the Wealth: The split is now 60% to the residents who enjoy receiving $20 prizes.  

Treasurer’s Report
Elly provided the Treasurer’s Report for the month ending 30 September 2019 as follows: 
Opening Balance $6422.14 Income $407.00 Disbursements $824.87
Closing Book Balance $6004.27 

Elly was thanked for providing all members with a Reconciliation Summary.
A motion was made by Pat and seconded by Rita to accept the Treasurer’s Report as presented. Carried.
A discussion took place regarding reporting of pizza night. 
Follow up action: Elly will discuss Sandy Rice the need to submit ticket sales and cover the pizza costs by cheque.  

Review of Past Events
September 21st Trivia Night- cancelled due to lack of interest. Thanks to Richard Papineau for organizing it. 
September 28th Corn Roast – Consider a later time in the day to eat. Should dessert be included in $5 ticket? Thank you note to be sent to Harry at Wyoming Foodland for the peameal bacon. 
October 5th Pancake Breakfast – first of the season – 57 attendees. Start up expenses were $129 but these will cover the first few months. 
October 5th Food Drive – Very poor support with only 50 bags collected. The Inn of the Good Shepherd was appreciative.

Review of Projected Events (Check Hall Bulletin Board for Details)
October 11th Thanksgiving Dinner – tickets on sale today – plans in progress
October 18th Karaoke – Nicole is ready to go
October 26th Halloween Dance – Conveners Frank VanKempen and Audrey Atkinson 
November 8th Remembrance Day Service begins at 10:45 sharp & includes lunch
November 23rd Wine & Cheese 
November 30th Christmas Bazaar 9am – 12pm 
oAn advertisement will soon go in the newspaper. Vendors wanted to be included. 
oRita will post a sign for baked goods. 
oSo far we have a good number of inside and outside vendors
oEach vendor is asked to donate one of their items (value $25). 

 Board Report
 Diane reviewed the September 6th meeting minutes (see October Gazette) and discussion followed. Updates:
Parkbridge has not replied to our request for a prize for the Bazaar
Kitchen grease trap is still an issue
Management inquired if residents use the washer and dryer
Regarding our request to change when the deposit received for pavilion booking, the Board wants it to remain as is.
Management indicated that the defibrillator battery was changed last year. Sentry will be asked to check it. 
Pavilion outlets are now fixed after being unsafe for 2 years
Board received questions for Management on 12 areas of concern.
Karen plans to attend the next meeting with Diane.

A motion to adjourn the meeting was made by Elly and seconded by Pat at 12:30pm. Carried.

Next Meeting Date: Tuesday November 12th at 9:30 am

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Social Committee Meeting
November 12, 2019  

Present: Elly Allsupp, Barbara Auger, Ann Baker (Secretary), Karen Baxter (Chair), Pat Richards, Bonnie Robbins, Rita Spencer, Debby Winterton.
Guest: Diane Barnhardt (President BCRA)

Welcome & Call to Order Karen welcomed everyone and called the meeting to order at 9:30 am.

Last Meeting Minutes Review and Approval
Minutes of 08 October were reviewed. 
A motion was made by Debby and seconded by Elly. Carried. 

Old Business:
Installation Quote for Hall Ceiling Fans: It is on hold due to feedback received at the Conveners meeting. Conveners in agreement that Parkbridge should pay these expenses, not our committee. In the spring we will consider requesting a vote at the General Meeting.
DVD with Bluetooth has been installed and is working well. 

New Business
Supplies for the Copier in the Hall: Paper usage has increased but very little money has been collected. Replacement is the responsibility of management. If paper is needed residents are to contact the office. 
Follow Up Action: Bonnie to post a note on the bulletin board to remind residents that costs 10 cents/copy.  
Toner: has been the responsibility of management until recently.
Follow Up Action: Diane to clarify at the management meeting.  
Coffee for Activities: For special occasions (Christmas) Bingo & Euchre groups will be supplied coffee. Attendees are to make it and clean up afterward.  
Paper Plates and Cups: If these are required for special occasions, each activity needs to purchase them from their annual allotment ($300). Regularly attendees at activities are not supplied with any paper products, given our goal to eliminate these as much as possible. Conveners are asked to remind attendees to bring their own cups, etc. It was noted that for events requiring a ticket, there is always a reminder to BYO supplies. 
Follow Up Action: Bonnie to post a reminder sign on the hall bulletin board.  
Karaoke: Roger Alary is unable to continue to lead this monthly event. Vic Newton cannot run it alone and also want to step down. Gord Currie is away. Nicole Gosse will be away November to March. Therefore, this popular event is cancelled until further notice. Hopefully Nicole Gosse and John Murray will start up again in the spring.
Follow Up Action: Ann to send a thank you note to Roger and Vic for their many years volunteering their time and effort.  
Bonnie’s Event Ideas List: It was circulated and will be discussed at in December. 
Pancake Breakfast: Karen received an email requesting the committee discontinue to use of juice tetra-packs and single use fruit cups. After discussion it was unanimously agreed to continue with both.  
Follow Up Action: Karen to respond to the inquirer with our decision. 
November 4th Conveners Meeting: Meeting minutes were circulated and reviewed.
November 30th Bazaar Planning: As a result of discussion these details were confirmed:
Supplies for making spring rolls will be funded by our committee. Debby & Rita will prepare them.
Prizes – Parkbridge is to respond this week to our request. Each vendor has been asked to supply one prize (value $25).
Vendor tables – 34 to date – many from outside
Set up time – Friday November 29th from 2 -5pm
Flyer – 300 were circulated at the Big Sisters craft event last weekend
Newspaper advertisement – flyer circulated – ad will be placed in the Journal
Coffee – will be sold at the end of the bake table. Rita & Debby will coordinate. Tables and chairs will be set up in the craft room. 
Event Treasurer and Report – Elly and Debby will do so for the bake table
Raffle – Barb will coordinate – tickets $2 each/3 for $5 – winners do not need to be present and will be called to pick theirs up at the hall. 
Resident prize – a table will be set up at the end of the prize table. Winner does not need to be present. Barb to coordinate and distribute tickets 
All Prize Draws – held at noon

Treasurer’s Report
Elly provided the Treasurer’s Report for the month ending 31 October 2019 as follows: 
Opening Balance $4218.69 Income $3952.00 Disbursements $3238.85
Closing Book Balance $4931.84 

Elly was thanked for preparing a year to date expense statement for all activities. 
A motion was made by Barb and seconded by Pat to accept the Treasurer’s Report as presented. Carried.

A discussion took place regarding bingo financial practices. It was agreed that the convener will continue to have a $100 float and the remainder will be banked weekly.  
These arrangements are the consistent with those of other activities. 

Review of Past Events
October 11th Thanksgiving Dinner – 94 tickets sold. The caterer emailed with several concerns following the event. These have been resolved. 
October 26th Halloween Dance – music was great – ticket price was too low and did not cover the expenses. There were issues related to ticket sales after Wednesday cut off. 
November 8th Remembrance Day Ceremony & Luncheon – well done and well received

Review of Projected Events (Check Hall Bulletin Board for Details)
November 23rd Wine & Cheese 3 – 5 pm – Bonnie is ready
November 30th Bazaar 9am – 12pm – details above
December 14th Christmas Dinner Dance – music by Borderline – convener Elly

Board Report
Diane indicated that issues from last month will be addressed with management at the meeting this week. She encouraged all to check the website for minutes.
The new cooler is now in place and working well. Thanks to the resident volunteers, Rod Weed and Parkbridge.  
All present requested that Diane express our appreciation to Sue Baert and Rod for their quick action and attention to issues that had been pending for some time. 

A motion to adjourn the meeting was made by Ann and seconded by Pat at 12:10 pm. Carried. 

Next Meeting Date: Tuesday December 10th at 9:30 am

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​Convener Meeting
November 4, 2019 -1 – 1:45 pm

Present: 13 conveners, and Social Committee members Ann Baker (Secretary), Karen Baxter (Chair).

Welcome and Roundtable Introductions: Led by Karen

Activities Needing Conveners:  Pool Aquatics and Gardening have no conveners. Jackie Fischer was thanked for her long service. Please encourage residents to volunteer by contacting Karen. All present indicated that they are willing to continue in their respective roles.  
Website Communications: Sue reminded everyone to send Emails to both herself and Annie Ferrera.

Activities Annual Expenditures: Karen reminded everyone that each activity may make annual purchases of supplies up to $100 without Social Committee approval. Approval is required for purchases over $100. Maximum annual expenditure for activities is $300.

Copy Machine in Hall: It was discussed that problems have arisen such as: machine often out of paper and the need of a toner replacement. Conveners are encouraged to make a note of the number of copies they have printed to track Social Committee usage.  
Toner has been supplied by the office. Karen is working to clarify that issue with management.

Billiard Room Painting:  Alf indicated that there was no need to repaint it next year as planned. The Social Committee had planned to purchase paint if activity members did the painting. Alf will discuss with others and confirm with Karen soon.

Expenditures for the Hall: It was discussed that many equipment replacements and refurbishments previously funded by Parkbridge have been downloaded to the Social Committee. Those present were not in support of this arrangement. At the same time appreciation for the work of the Social Committee was expressed.  
Follow Up Action: Karen will report the same to the Social Committee and continue to negotiate with management.  

The meeting was adjourned when no other business was brought forward.


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