2018 Annual General Meeting

May 9, 2018

Remington YMCA

Welcome

•Opening Comments

•Welcome Guests

•How the evening will proceed

•House keeping items

Welcome

•Verify Quorum

•Call Meeting to Order

•Adopt Agenda

•Adopt Minutes from the 2017 AGM

Procedural Items

Ken Rossi President

Jason Doering Vice President

Doug Edwards Treasurer

Renee Gallant Secretary

Heather Davis Director

Andria Marin Director

Darrin Gallant Director

Andre Roberge Past President

Introduction of the Board of Directors

Motion: I move that we accept the following individuals (read list of Directors) to serve as Directors of the DouglasQuarry Community Association, until the next Annual General Meeting

Election of Board of Directors

Our Mission:• To foster community spirit through recreational, cultural,

social, athletic and educational activities.

Our Vision:• To be a vibrant community that serves all residents, and is

fuelled by a spirit of generosity.

Our Values:• Volunteerism, open communication, honesty, mutual respect,

multiculturalism, social justice, creativity, quality of life, and foremost; community building.

President’s Report

Activities /Actions

Board Development:

• Website update, Director Emails

• Replaced Secretary Position

• Use of Technology at Meetings

• Set Meeting Schedule and confirmed YMCA as meeting location

Community Engagement

• Attended the following events

• Flood Mitigation info session

• Deerfoot Trail Study Open House

• Green Line Info session

• Ward 12 Community Assoc. Presidents event

President’s Report

Issues Investigated• Douglasdale Driving Range Parking Lot issue • Boat Launch – Emerging Issue• Secondary Suites - developed a public position• Parking in Quarry Park – Monitored progress of permit parking

Community Groups we engaged with• Benefits Partner Program Participants – updated list• Community Garden - additional plots and Funding• DDMA – Meeting and discussed coordination with DGMA• Timbits Soccer – Provided support and funds• Eaglequest – engaged with them about Driving range issue• Scouts – CA sponsorship of Troop

President’s Report

Community Development

• Re-established the DGMA – operates under the DQCA board

• Casino – Raised $64,000

• Rink Shack Replacement - developed list of Contractor Quotes

• Tractor Purchase for DD rink

• Updated DQCA LOC’s – incorporated DD Front Gates and Gazebo, Additional area around DD rink for Rink Shack, Community Garden

Membership

• Increase Membership numbers in 2018-19

• How can we raise awareness, numbers, revenue

• develop a strategy to address issues.

President’s Report

Grants, Sponsorship, Donations

• Currently not making use of available grants that are available from the city and from Councilors

• These grants can help offset cost of events

• In past years we have had yearly donations from local Business

• Re-engage with DouglasQuarry businesses and present a case for renewed partnerships/sponsorship

• Our goal over the next 12 months is to secure $5,000- $10,000 in supplemental funding

President’s Report

Board of Directors

• Reduced number of board members board in the last 12 months (10 to 7)

• Recruiting efforts need to increase

• Redefine roles and responsibilities of Board members. Align with board

priorities.

• Prioritize Board Engagement, and ensure that board members feel they

contributing in areas they are best suited.

• Ensure that work loads are spread evenly among all board members

• Looking for volunteers to act as committee members, not necessarily

Board members

President’s Report

Business Plan

• Requirement to prepare a business plan.

• A requirement and but also a useful planning tool.

• Simple budget in past years, business plan will look longer terms and align with mission and goals.

• Draft to be completed by end of June

• Complete plan in sections

• Can assist us in overall yearly planning

President’s Report

• Website - DQCA.ca

• Stay connected! (Social Media presence)

• Bridges

• Community Survey

Keeping in Touch with the Community

• Signed contracts with Project manager and construction firm

• July 15 commencement

• ALGC deadline September 15

• Ensure building is well built, and blends in well with the community.

• Set Maintenance budgets for rinks

Planning

Request Quotes

Select Project

ManagerSurvey, Permit

Construction

Douglasdale Rink Shack Update

Douglasdale Rink Shack Update

• Ground Break planned for July 15th

• Build timeline to be roughly 75 days to complete

Major Board Activities 2018

Treasurer’s Report

Treasurer’s Report

DouglasQuarry Community Association DouglasQuarry Community Association

2017 General Account as of Dec 31st 2017 Casino Account as of Dec 31st

Budget Actual Var Budget Actual Var

Memberships $13,500 $9,299 -$4,201 Casino Proceeds $70,000 $64,720 -$5,280

Newsletter $500 $350 -$150

Trico Comm Support $1,000 $1,049 $49

Unsrestricted Donations $0 $0 $0

Total Income $15,000 $10,698 -$4,302 Total Income $70,000 $64,720 -$5,280

Membership $1,200 $1,296 -$96 New Cards Enmax $4,000 $3,598 $402

Fees/Audit $4,900 $4,819 $81 Rink Maintenance $1,200 $807 $393

Storage $1,060 $1,180 -$120 Share with Soccer Insurance $1,622 $1,675 -$53

Courier/post/Off supplies $600 $564 $36 Complete Light Project $2,400 $2,137 $263

AGM $600 $550 $50 Dale Rink and Lights $12,469 $7,980 $4,489

Website $2,400 $1,581 $819 Tractor and Accessories $22,874 $22,837 $37

Bank Fees/Cheques $200 $46 $154 new cheques in 2018 Sea Can RentalDrop/P/U $750 $2,464 -$1,714

Sandwich Boards $1,200 $1,197 $3 and Banners etc

New Year's Skate $760 $762 -$2

Feb Movie $880 $502 $378 Part paid in 2016

Spring Clean $400 $41 $359 net of refund

Run/BBQ $2,500 $4,371 -$1,871 net of sponsorships (1250)

Partnership Program $500 $0 $500

Skate park $900 $825 $75

Total Expenses $18,100 $17,734 $366 Total Expenses $45,315 $41,498 $3,817

Net Loss -$3,100 -$7,036 -$3,936 Net Loss $24,685 $23,222 -$1,463

Balance $ 83,372 Balance $ 104,648

Soccer $ 11,169

General Account $ 94,541

Treasurer’s Report

DouglasQuarry Community Association DouglasQuarry Community Association

2018 General Account as of April 30th 2018 Casino Account as of April 30th

Budget YTD 2018 YTD

Memberships $ 9,500 $ 7,300 Casino Balance $104,648 $104,648

Newsletter $ 350 $ 53

Trico Community Support $ 1,000 $ 411

Donations $ - $ -

Total Income $ 10,850 $ 7,764 Total Available $104,648 $104,648

Membership $ 250 Enmax $4,000 $1,969

Fees/Audit $ 4,900 $ 2,528 Rink Maintenance $1,200 $92

Storage $ 1,200 Insurance $1,845 $1,845

Courier/post/Off supplies $ 600 $ 465 Rink Shack/Garage $90,000 $3,133

AGM $ 300 C CAN $2,100 $945

Website $ 1,560 New Cheques $150 $136

Bank Fees/Cheques $ 240 $ 173

BBQ/Run $ 2,500 $ 153

Skate Park $ 900

Total Expenses $ 12,450 $ 3,319 Total Expenses $99,295 $8,120

Net Loss -$ 1,600 $ 4,445 Casino Balance $5,353 $96,528

Open $ 83,372

Gain $ 4,445

Close $ 87,817

Soccer $ 27,419

Motion 1:

I move to accept the financial statements for the DouglasQuarry Community Association for the fiscal year end December 2017 as presented by the board.

Treasurer’s Report

Motion 2:

"I move that the DouglasQuarry Community Association appoint an auditor engaged through the Federation of Calgary Communities for the fiscal yearend December 2018."

Treasurer’s Report

2017

• New Year’s Day Skate , Movie Night, Community Clean-Up, Run and BBQ, Skateboard Park, AGM

2018

• Eliminated several events this year due to low attendance in previous years and/or inadequate # of volunteers

• Do not have the capacity to continue to run 6 events/year

• Limited volunteer base for events, beyond board members

• Need financial commitment/capacity required to run Events

• Volunteer hours: • Approximately 560 hours/year contributed by Board members • Over 1000 hours by all community volunteers.

Events Report

Date Event Location

September 2018 Family Fun Run Douglasglen

January 1, 2019 New Year’s Day Family Skate Douglasdale Rink

Events Report

The DouglasQuarry Community Association (DQCA) is responsible for the enhanced landscape maintenance program for Douglas Glen.

• The program was previously administered by the volunteer based Douglas

Glen Maintenance Association. This association was discontinued in 2015.

• The program was not provided in 2016.

• DQCA reinstated the program in 2017 and will oversee it going forward.

DQCA directs how the annual “Special Tax” is used for additional landscape

maintenance services beyond the basic City of Calgary services

• Douglas Glen resident input and suggestions are welcome

DouglasGlen Enhanced Landscape Maintenance Program

DouglasGlen Enhanced Landscape Maintenance Program

Operating grant is based on the following maintenance activities being completed:

• Mowing and trimming of turf in all green spaces and along pathways (as shown on the map)

• Litter control

• Comprehensive spring and fall cleanup

• Flower pot planting and maintenance of all green spaces

• Flower and shrub bed planting and maintenance

• The program does not include snow clearing on pathways•Adding this requires petition demonstrating approval from 2/3 of Residents

DouglasGlen Enhanced Landscape Maintenance Program

City/Parks continues to provide :

1. Garbage can emptying

2. Mulch for flower beds

3. Pesticide and herbicide applications

4. Any maintenance in a natural vegetation area (shown on map as excluded from the maintenance agreement)

5. Road and sidewalk cleaning and maintenance

6. The City does not provide snow removal for pathways

DouglasGlen Enhanced Landscape Maintenance Program

• The DQCA contracts Explosive Landscaping to provide enhanced landscape maintenance services

• The DQMA director responsible for the Douglas Glen enhanced landscape maintenance program is Jason Doering. Inquiries or concerns can be sent to info@dqca.com

• The enhanced landscape maintenance program for Douglasdale is and will continue to be administered by the volunteer based Douglasdale Maintenance Association

DouglasGlen Enhanced Landscape Maintenance Program

Membership Update

Reaching out to residents to increase awareness of DQCA, and to increase membership.

• Social Media – increased traffic and reach via DQCA.ca, Facebook, Twitter, and Instagram.

• 2018 Resident Survey – will provide insight on our residents’ perceived value of the membership and its benefits. Summary will be posted on the website next month.

• Benefits Partners – 5 new vendors signed on in April. In process of reconfirming all remaining vendors. New vendor approaches will begin soon.

Membership Update

20

3 24

6

44

9

37

90

12

7

57

6

30

6

26

0

56

6

61

10

3

16

4

73

0

17

6

96

27

2

64 72

13

6

40

8

26

8

65

33

3

0

11

5

11

5

44

8

31

5

19

33

4

58 64

12

2

45

6

REG NEW REG REN REG TOT SEN NEW SEN REN SEN TOT TOTAL

MEMBERSHIP (TO MAY 7, 2018)

2014 2015 2016 2017 2018

Membership Update

33

7

18

76

4

14

1

39

5

72

10

7

4

15

2

15

9

11

6

77

9

47

(no

dat

a)

22

3

(no

dat

a)

(no

dat

a)

(no

dat

a)

10

6

30

1

36

8 5

WEB TIMBITS SWIFTY'S POST IN PERSON

HOW MEMBERS SIGNED UP

2014 2015 2016 2017 2018

Membership Update

6

80

94

9

10

51

89

096

3

80

3

80

8

11

70

21

8

JAN FEB MAR APR MAY

UNIQUE WEBSITE VIEWS (TO MAY 7, 2018)

2017 2018

Membership Update

60

43

13

92

66

7 9 7 5

22

9

26

23

0

62

MAY JUN JUL AUG SEP OCT NOV DEC JAN FEB MAR APR TO MAY 7

UNIQUE FACEBOOK ENGAGEMENTS

2017 2018

• City of Calgary Neighborhood Partnership Coordinator – Lisa Pichurski

• Calgary Police Service – Const. Craig Kam

• Representing Ward 14, we have Councilor Peter Demong and Lynne Banning

• Representing Ward 12, we have Councilor Shane Keating and Jordan Pinkster

• Representing Calgary Hays we have Ric McIver and Jeff Watson

• Representing the Federal Riding of Calgary Shepard we have Tom Kmiec and Connor Staus

Civic Officials - Update

Is there any new business to bring forward?

New Business