| A L E X F R A S E R P A R K S O C I E T Y |
| The provision of wood chips and shavings for the pens and stalls has been a difficult matter over the past year or so. 2007 saw another outstanding company come through with donations of the shavings and the hauling of them to the Alex Fraser Park ~ our Boarders are extremely grateful! THANK YOU to Marvin McKenzie Trucking ~ Office telephone/fax is 250-747-3008, cell 991-2151 - thanks again Marvin! |
| Due to the economic situation in our area, we are experiencing great difficulty obtaining shavings for bedding. It may be necessary for the users to provide their own bedding material for the time being. We are continuing our search for a supplier of shavings and apologise for any inconvenience. |
| The minutes for Alex Fraser Park Society will be posted to this page and be kept as current as is possible. |
| Minutes March 16, 2010 |
March 16, 2010 Directors Meeting Quesnel Community Policing Bldg. Attendance and introductions; Jim Glassford (CRD Board Representative-first meeting) Guest-Betsy Ives; Regional Director CNC Campus; Mary Rossmann, Cris Guppy, Anna Johnson, Kelly Austin. Directors; Nita, Sherrie, Gus, Barb, Pete, Alice, Roberta, Bob & Kathy. Kathy moves we adopt the agenda as circulated; 2nd Roberta; Carried. Betsy discussed the CNC programming in regard to the Agriculture Ferrier program. The curriculum would give you 1st and 2nd levels; however students would need to finish with the 3rd level at Quantlan College. (In total it is a 9 month course for full certification). CNC expects the Ag building completion for March 2011. Program coordinators are looking to construct portable forges. CNC programming directors are looking at offering a horticulture technician course that will get the students half way to the red seal. CNC is working closely with the high schools and partnering with Olds College. Question from the floor about a partnership for fundraising; AFP interest is the construction of a multi use center for the park. (The college is supportive of a partnership with Alex Fraser Park and a multi use building at the park would be very practical, however nothing can be determined at this time). Suggestion from the floor that the college be encouraged to sign up as an Affiliate Organization as it would increase our membership base and increase our fundraising potential. Alice will bring it up at the next community CNC meeting. Barb would like to amend the minutes; WCB will be in place for April 2010 for Bruce and Sherrie but was not yet active as of the last meeting. Nita moves that the minutes be accepted; 2nd Kathy; Carried. Caretakers Report; the meter installation for the Arena Heaters is complete. Sherrie would like direction on how we would like her to bill for the heat. Bob suggests that we could bill at the end of the event or once per month for frequent user clubs i.e.; Ropers. Bob will figure out the cost per unit for the gas and give the information to Sherrie. Service Electric has been called twice. There were lights over the draft horse stalls that never went out (electronic eye?) The lights are fixed, however there are other lights that consistently go out. This problem has been consistent since the new installation was completed. Service Electric gets a call each time this happens and it should be warranty work until the problem is resolved. It is felt there may be a weak or faulty breaker. Sherrie would like a public reminder about the GST, because people are leaving money in the box for rentals without paying the GST. Alice suggests that the Rates will be reviewed and we will include the taxes in the final cost. The cow pen has been cleaned out but the manure was just left on the road and has not been removed despite several requests to remove it. *Send a letter about the immediate removal of the manure; Barb motions that manure removal be dealt with immediately and properly in the future; 2nd Kathy; Carried. Nita requests that we have a reminder to the ropers about the need to “regularly clean” the cattle run in the indoor as the manure is built up and is causing quite a smell. The run is supposed to be shoveled out and limed after each roping. Since our last meeting there has been 4 new memberships purchased; and $200.00 collected from day riders. The outdoor arena is reasonably dry but the harrow has not yet been used. The harrow will expedite the drying. Bruce will have his schooling complete by the end of May. Sherrie would like Alice to sit with her and Bruce and go over the checklist for grounds inspection that the Board requested them to do. The checklist needs to be condensed because a lot of the things are not applicable. Sherrie wants the decision on this matter made by the board. Treasurers Report; Book Balance at Jan 31, 2010= $13,432.20. Book Balance at Feb 28, 2010= $11,955.68. Amount in Capital Project Account Mar 10, 2010 =$4,881.11 Term Deposits were combined on Mar 8, 2010=$17,386.58. Available for future Capital Projects=$11,338.42. We still have a credit amount that the City is holding for $3500.00 to buy the lumber to repair and install the new draft horse barn gates. Barb requests Sherrie and Nita clarify the bathroom expenses. Large events are $50.00/day/bathroom and small events are $25.00/day/bathroom; this cover cleaning several times per day. Barb feels that the cost of the bathrooms needs to be reexamined as we are losing money. Barb has several recommendations for Alex Fraser Park Society as she will not be continuing as a director after the April 2010 AGM 1. Purchase the Quick Books Computer program. It is very efficient, the cost is $200.00 for the program and Barb will be happy to assist the new treasurer. 2. Create a committee for review of the caretaker’s contract which is due in May. 3. Day rider rate be returned to $10.00/day but qualify per horse instead of per rider. 4. Look at the advantages and disadvantages of year round boarders at the park; it appears that there is an attitude of possessiveness by long term boarders. 5. Past books are reviewed and up to date. The books are at the accountant for the year end and should be ready for the AGM. Barb moves we accept the treasurer’s report; 2nd Pete; Carried. Correspondence; Rodeo Club-Cam Williams; The Rodeo club has recognized areas which they would like to see repaired at the park i.e. New plywood along the walls, lighting and repairs to chutes, etc. The club is willing to take on the task of doing the repairs and suggested that they will bill the park for the materials. Fur and Feather Club-Cody Dillabough; Hay bales around the fur and feather buildings, requesting removal of the hay as soon as possible as there is an educational fail in May. Fur and Feather Club-Cris Guppy; Maintenance of the buildings has been done by the club but AFP has asserted ownership over the buildings but not borne the maintenance costs. The lifespan of the buildings is limited. What are the future plans and what can be done for the club in the meantime? They are willing to contribute to fundraising for a multi use building that can accommodate their needs. They would like to determine the protocol of in-kind service for rental exchange. (Alice explained at the meeting that Alex Fraser Park Society is just in place to run the operations of the park. The City and CRD owns the land and the buildings.) Alice also suggested that we have a committee meeting to discuss this letter and send the appropriate response. Pony Club-Kelly Austin; Pony club would like to clear up any misunderstandings that might have come from comments about the fundraising opportunity offered by the Rodeo Club for post event clean up. Nita stated that there was no animosity or offense taken and it seems to be a non issue. Q. Team Roping Club-Gary Nicholson; this is a family oriented club and is a frequent user of the facility; the pigeon manure is seen as a health risk and nuisance. They are concerned about parasite and are offended by the sight and smell of the manure. There is an issue with cat spray smell in the announcer’s booth. Fur and Feather-Cris Guppy; email inquiring about the number of directors indicated in the draft bylaws. (The number suggested being 9). Alice explained that the number 9 was chosen because of the 5&4 alternating directors, mentoring advantages were the largest consideration. Melody motions we accept the correspondence as read; 2nd Jim; Carried. Grounds Report; Ropers were asked repeatedly to clean the cattle run. If the run isn’ t cleaned the job will be done and they will be billed for it. Nita moves that we send a letter about the removal of the manure pile; cleaning and liming the cattle run and acknowledge the cat/pigeon problem; 2nd Barb; Carried. Rental Report; June 6th, there will be an International Invitational Barrel Race held at the park. Mary Sword is the Organizer. There will be open and youth. Loggers Sports is on board again and will have their event May 16th. There was concern that this event may not happen. May 17th is the carnival- one day only. High School Rodeo is the next weekend 22/23/24. They will likely affiliate with the larger Rodeo. Heater meters are in; Bob just needs to cost breakdown. P.A. System; Melody has checked with Kevin Trombley from James and Sons Elec. About a habitat cupboard to house the P.A. so we don’t have to transfer it all the time. The cost of the cupboard would be prohibitive so Kevin suggested we build a good solid plywood cupboard and make sure it is well ventilated. The P.A. has been installed on wheels for portability. Nita moves that Gus hire Barry to build a plywood cupboard at his house for housing the P.A. system during events; 2nd Jim; Carried. We should investigate WCB premiums for any work done at the park. Fur and Feather Delegate Cris Guppy presents the draft bylaws. Cris suggests that we postpone the AGM and have each affiliate organization appoint 2 directors each in order to rectify the inconsistency of directors according to the current bylaws. There was extensive discussion about the issue. Jim motions that we send a letter to the Affiliated organizations stating that they have the right to two appointed members; recommending that they chose to appoint one, to legalize our AGM, Pending bylaw registration; 2nd Melody; Opposed Bob, Kathy, Nita, Pete. Defeated; there were directors who had to leave the vote was tied. Wednesday; Alice, Melody and Jim will investigate an appropriate solution to the transition year. Meeting Adjourned; 9:02 p.m. |