OAKLEY VILLAGE SQUARE ADVISORY COMMITTEE AGENDA Monday October 15, :30 A.M. Oakley Village Square 1198 Vankoughnet Road Page 1

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1 OAKLEY VILLAGE SQUARE ADVISORY COMMITTEE AGENDA Monday October 15, :30 A.M. Oakley Village Square 1198 Vankoughnet Road Page 1 1. CALL TO ORDER 2. INTRODUCTION OF NEW MEMBER AS CONFIRMED 3. DECLARATIONS OF PECUNIARY INTEREST 4. DELEGATIONS AND PRESENTATIONS Nil 5. NEW BUSINESS 5.1. Committee Reports: Treasurer Custodial Building Municipal Library Activity Report 5.2. Trees 5.3. Rent 5.4. Yoga 5.5. Pickle Ball 5.6. Dance 5.7. Ontario Sign 5.8. Toilet Paper 5.9. Community Quilt Food Prep Certification Pest Control Measures 6. ONGOING BUSINESS 6.1. Curtains 6.2. Snow Ploughing 6.3. Quilt Draw

2 OAKLEY VILLAGE SQUARE ADVISORY COMMITTEE AGENDA Monday October 15, :30 A.M. Oakley Village Square 1198 Vankoughnet Road Page Community Survey 6.5. Christmas Dinner 6.6. Cleaning 7. CORRESPONDENCE 7.1. Oakley Village Square Advisory Committee Minutes - September 10, CLOSED SESSION Nil 9. RESOLUTION ARISING FROM CLOSED SESSION 10. ADJOURNMENT

3 VILLAGE SQUARE FINANCIAL REPORT SEPTEMBER 30, 2018 EXPENSES YTD ACTUAL YTD PLAN OVER/UNDER YR. BUDGET YR. OVER/UNDER FURNACE FUEL $2, $5, $2, $7, $4, FURNACE REPAIRS & MAINTENANCE $0.00 $ $ $ $ CUSTODIAL FLOAT $43.79 $ $ $ $ PHONE $ $ $ $1, $ INTERNET $ $ $36.00 $ $ HYDRO $1, $2, $1, $3, $1, HST $ $ $ $1, $ PRINTING & POSTAGE $ $1, $ $1, $ ADVERTISING $0.00 $56.25 $56.25 $75.00 $75.00 MISCELLANEOUS EXPENSES $2, $2, $ $3, $1, FUNDRAISING EXPENSES $3, $4, $ $5, $2, MAINTENANCE EXPENSES $1, $ ($1,299.13) $ ($1,174.13) SNOWPLOWING & GRASS CUTTING $ $1, $ $1, $1, DECORATING EXPENSES $0.00 $37.50 $37.50 $50.00 $50.00 INSTRUCTORS FEES $0.00 $0.00 $0.00 $0.00 $0.00 PROJECTS (BALL DIAMOND) $0.00 $3, $3, $4, $4, (PARKING) $5, $3, ($1,250.00) $5, $0.00 $19, $27, $7, $36, $16, INCOME GAMES NIGHTS $ $ $ $1, $ POP FUND $2.00 $0.00 ($2.00) $0.00 ($2.00) OAK LEAF (INDIVIDUAL) $0.00 $ $ $ $ OAK LEAF (CORPORATE) $0.00 $ $ $ $ OAK LEAF (MEMORIAL) $0.00 $ $ $ $ RENTAL INCOME $4, $1, ($3,375.38) $1, ($3,000.38) ADVERTISEMENTS $1, $1, $ $1, $ DONATIONS $50.00 $ $ $ $ FUNDRAISERS $4, $6, $1, $8, $3, MISCELLANEOUS INCOME (GRANT) $7, $5, ($2,353.64) $7, ($603.64) MISCELLANEOUS INCOME $ $0.00 ($165.00) $0.00 ($165.00) YOGA & PHOTOGRAPHY $ $ $53.00 $ $ HST $ $ ($236.65) $ ($86.65) $19, $16, ($3,130.34) $21, $2, BANK BALANCE Sep.30, 2018 $14, OUTSTANDING CHEQUES Sep. 30, 2018 $ OUTSTANDING DEPOSITS Sep. 30, 2018 $0.00 BANK BALANCE Sep. 30, 2018 $14, MEMORIAL FUND $53.41 WORKING CAPITAL $13, SKATING RINK FUND $1, PICKEL BALL COURT $0.00 LIBRARY FUND $ $14, OCT. 15, 2018 CHEQUES ISSUED IN Oct $0.00 CASH ON HAND TO BE DEPOSITED $ CASH AT TOWN FOR DEPOSIT $ DEPOSIT MADE IN SEP $0.00 BANK BALANCE SEP. 10,2018 $15, "'

4 1. CALL TO ORDER Page 1 Committee Chair, Councillor B. McMurray, called the meeting to order at and the following were recorded as being present. Committee Members: Regrets: Staff: Councillor, B. McMurray (Committee Chair) J. Cargill A. Ley H. MacFarlane C. Rapson L. Matchim T. Arbuckle, Deputy Clerk K. Turchet, Economic Development Programmer (Culture) 2. DECLARATIONS OF PECUNIARY INTEREST 3. DELEGATIONS AND PRESENTATIONS 4. NEW BUSINESS 4.1. Committee Reports: Treasurer 18-OV-024 Moved by: Seconded by: J. Cargill C. Rapson That the financial reports from the Treasurer be received. CARRIED Custodial J. Cargill reviewed custodial activities including supplies. H. MacFarlane stated that the current custodian, who was acting in an unpaid volunteer capacity, had recently advised that she required a temporary leave of absence from her role for personal reasons. Members discussed their belief that the position should be paid, reviewed a rate of $20 per hour and the overall role of the custodian versus a cleaner. B. McMurray to contact an individual to see if they are interested in the role on a temporary basis. 1

5 Building Page 2 Members reviewed small items requiring repair through the facility including reattaching rubber baseboards and loose ceiling tiles Municipal B. McMurray advised of a desire for the Fire Department to incorporate ads in the Village Voice regarding fire safety and smoke detectors. J. Cargill to contact Fire Department regarding ads for Village Voice Library C. Rapson provided an update on library activities noting usage, a new book club and future book talks done by authors. Members discussed having the author book talk held in the evening to provide more access for individuals and authors bringing copies of their books for purchase and/or signature Activity Report 4.2. Replacement of Tree C. Rapson reviewed the recent Fun Day activities noting that the weather was cooperative and organizers were able to run all activities. She advised that organizers received compliments on the event and were working to compose a thank you ad for the Village Voice. C. Rapson advised that she was able to secure square dancing lessons beginning September 28, 2018 and running the last Friday of the month until November. She noted that there would be a small fee for participants and finger foods would be shared during a break at each lesson. C. Rapson stated that a group of volunteers had expressed an interest in arranging a movie night. Members discussed copyrights and other details related to movie nights. C. Rapson advised that the volunteers agreed to review all the details related to playing movies and that a projector would be required to facilitate the event. C. Rapson advised that she had been contacted by an individual interested in reviewing the possibility of developing the back field into a baseball diamond or soccer field. B. McMurray advised that the tree located directly behind the Village Square needed to be replaced due to its size and close proximity to the building. She noted that the Town will remove the tree and buy replacement trees, the type of tree to be determined by the Committee. Discussion took place regarding the type of trees to be planted and members agreed to two (2) oak trees and one (1) maple tree. 2

6 4.3. Snow Plowing Page 3 Committee reviewed the plowing services for the facility noting that no plowing was done last year due to the construction. Members discussed the requirements for plowing and snow blowing and if they should seek quotes from other individuals. B. McMurray to discuss rates with the previous contractor to determine if they need to go out for more quotes for the service Budget Propane H. MacFarlane reviewed the details of the annual letter for propane rates from Budget Propane, the current provider for the Village Square. Discussion took place regarding the proposed rate, service options and requirements should another provider be chosen. Members agreed to buy in with Budget Propane at the rate quoted in the letter Christmas Dinner H. MacFarlane discussed details of the Christmas Dinner and reviewed options for possible dates for the event. Committee agreed that the Christmas Dinner would be held on Saturday December 1, 2018 and further discussion would talk place regarding food requirements, numbers, leftovers, menu and decorating Use by Kids Discussion took place regarding how to increase facility use by youth. Ideas were reviewed including teen dances, ping pong and outdoor events and how to best communicate with students Curtains A. Ley advised that she has the curtains ready but noted that prior to installation the curtain rod needs to be repaired to prevent the brackets from catching Village Voice A. Ley provided an update on the Village Voice noting new ads to be included in the October edition which will require extended pages. She reviewed possible requirements related to printing and new layouts for different paper sizes Volunteers Thank You 5. ONGOING BUSINESS Discussion took place regarding volunteer appreciation activities including a possible volunteer recognition event, personalized thank you messages and/or certificates Fun Day H. MacFarlane advised that the Fun Day event raised $ from food and that a further breakdown of revenue vs cost for the event would be done. 3

7 5.2. Parking Lot Page 4 B. McMurray advised that with the support of the Town of Bracebridge through cost sharing the parking lot paving was completed Quilt Draw A. Ley provided an update on the quilt draw ticket sales noting feedback related to ticket prices being a factor in the total sales Community Survey 6. CORRESPONDENCE K. Turchet, Economic Development Programmer (Culture) reviewed the online survey tool Survey Monkey noting that the existing survey can be recreated into an online survey. She advised that Survey Monkey was user friendly and provided easy to read results. A. Ley to provide link to individuals on the list Oakley Village Square Advisory Committee Minutes - July 9, CLOSED SESSION 8. RESOLUTIONS ARISING FROM CLOSED SESSION 9. ADJOURNMENT 18-OV-025 Moved by: Seconded by: C. Rapson J. Cargill That Committee adjourned until the next regular meeting or any special meeting called by the Chair. The meeting adjourned at 11:34 a.m. CARRIED 4