Bowden Expanding Horizons

Building on the Horizon

Expanding Horizons

Feb 15, 2017

Notes

In Attendance:  Pat Filipenko, Lorne Bradshaw, Stan Mills, Grant Johnson, Wayne Milaney, Brad Dallas, Doreen Flewelling, Shirley Adams, Tara Rankin, Sandy Gamble, Ian Marshall, Louise Falk, Mabel Hamilton

Minutes were approved as circulated.

Financials: $174,500.00 in General account

                             500.00 in Casino account

 Moved by Brad/Stan that we pay the amount of $1194.00 for our Insurance Policy.

                           Richardson/Pioneer has donated $25,000.00 to the Hall fund.

GARAGE SALE DISCUSSION;

                            -not to be a garage sale but rather an auction using John Wayne’s services

                           - probably would be the first part of June, depending on the spring

                          - suggested it be at the Rodeo grounds and be a Joint Venture with the Ag Society

GOLF TOURNAMENT:

                          -   If we coordinated with the James Cooke memorial it would be August 5

                          -    It was suggested that we liaise with the executive of the Golf Course and try to reach an amicable agreement

GRANT APPLICATION:

                     -being as the format for the application has changed, Pat was asked to redo the application so it was compliant with the others, Pat, Tara and Mabel will do that

                      - it is expected we will be notified on March 31st if our application has been approved for one million dollars, if successful we will   start tendering April 2

GALA:      November 4, 2017

Sponsorship recognition: it was suggested that anyone donating over 5,000 be asked if they wish to be publicly recognized

Next meeting MARCH 8, and the country canvassing drive will be organized. The canvas will happen the week of March 20th


Expanding horizons – cultural  ENHANCEMENT SOCIETY Minutes

Community HallMeeting - Bowden Lions Hall

January 31, 2017

In attendance

Mabel Hamilton (President), Sena Urichuk (Treasurer), Julie Brewster (Secretary), Lorne Bradshaw (Board), Tara Rankin (Board), Stan Mills (Board), Shirley Adams, Jim Dixie, Sheila Church, Rob Wilcox, Sandy Wilcox, Adam Willert, Bonny Belamy, Grant Johnston, Brad Dallas, Kathy Dallas

1. The meeting was called to order by Mabel Hamilton at 7 pm
2. Approval of agenda 
3. Correspondence

Letter received from ilock and key indicating interest in construction of the hall.

Letter received from Brratt Construction indicating interest in construction of the hall.

4. Financial Report

New Year’s Eve Dance: $4,578.27

General Account: $176,774.40

Casino Account: $500.54

Motion to approve amended 2016 Financials. Shirley, 2nd Rob. All in favour.

5. Business Arising from last meeting

a) Revenue Canada documentation has been provided, but Mabel is still waiting for the process to amend our objectives. She and Sena provided our Society information, business plan, and a legal opinion. The issue needs to be resolved by the end of March.

b) We discussed at the last meeting sending a letter to Hon. Ricardo Miranda (Minister of Culture & Tourism). Stan would like us to start the wheels in motion to contact Mr. Miranda.

6. Committee Reports

Building Committee: Lorne had large layouts of the new floor plan and the kitchen plan from JMAA for all to view. The new plans included the 8 foot addition.

Motion to approve the additional 8 foot floor plan and the detailed kitchen plan. Brad, 2nd Adam. All in Favour.

The next step is JMAA will finalize the working drawings which will be ready to hand off to Wayne.

We have a fence! Thank you to Lorne for building the new fence along the east side of the property!

Fundraising Committee:

Event Update:

New Year’s Eve Family Dance: Saturday, December 31

Was a rousing success and a good time! Thank you to Tara for organizing and everyone else who helped set up, work the evening and clean up!

Grant Update: CFEP has been submitted.

Received $1,500 from ATB.

Sponsorship/Fundraising Update:

Request to colour code the Donor Google Sheet so that we know who is in which donation category. If you see anyone who has donated please thank them!

Charlie Brittain is holding a Family Dance and has asked if we will do the midnight lunch. Mabel will put out a call when she knows more details!

Garage Sale/Community Auction: Julie will present a letter to the Ag Society to see if we could hold it there in the spring. Lorne suggested we add on contractors and services to the auction to add generate more interest and more funds.

Need a date for the Community Garage Sale/Auction – suggested in April/May

Golf Tournament: Suggestion to partner with Marshall and Jennifer Wood during their James Cooke Memorial Golf Tournament which is the second weekend of August. Brad will call Marshall to discuss.

Paint Night: Suggestion to book a Paint Night, which are very popular right now!

County Canvassing: Norm had a grid of the county and was working with Ian Marshall to coordinate a County Canvassing Drive. We will meet on Wednesday, February 15 and Mabel will have a couple of the most recent county maps and we can grid it and plan a canvass drive.

7. New Business

AGM: Motion to hold the Annual General Meeting on Tuesday, April 25, 2017 at 6:30 pm. Tara, 2nd Sandy Wilcox. All in Favour.

Casino dates have been allocated: May 9 & 10 in Red Deer. Sena passed out Casino Forms for us to sign.

Next Meeting: Wednesday, February 15, 2017

Bonny adjourned


Expanding Horizons – Cultural ENHANCEMENT SOCIETY Minutes

Community Hall Meeting - Bowden Lions Hall

November 29, 2016

In attendance

Mabel Hamilton (President), Sena Urichuk (Treasurer), Julie Brewster (Secretary), Lorne Bradshaw (Board), Tara Rankin (Board), Stan Mills (Board), Shirley Adams, Janet Dixie, Sheila Church, Pat Filipenko, Rob Wilcox, Sandy Wilcox, Adam Willert, Wayne Milaney, Sandy Gamble, Louise Falk, Shannon Bales

1. The meeting was called to order by Mabel Hamilton at 7 pm 2. Approval of agenda 3. Correspondence

Received a letter from Revenue Canada to confirm society objectives.

5. Financial Report

Harvest Gala Fundraiser: $25,480.22

General Account: $145,620.92

Casino Account: $500.54

When the next $300,000 from Red Deer County is issued it will also be held in trust at the Town of Bowden and we can draw upon it when required.

6. BusinessArising from last meeting

a) Howell’s invoice will be reissued to us for December, and will need to be paid immediately after we receive it.

7. Committee Reports

Building Committee: JMAA added an additional 8 feet to the kitchen. They also added a verandah to the outside wall.

The final estimate from JMAA is $1,768,886.24 which is $152.51/sqft PLUS all of the landscaping and finishing. There are a number of items in the final estimate that we can eliminate or decrease.

Motion to request Wayne Milaney to be the Project Manager for the Bowden Community Hall. Lorne, 2nd Pat. All in favour.

Wayne accepted the position, and will fulfill the contract to the utmost of his ability to make sure we have the best possible hall for the community.

Howells will be taking some more dirt, and will dig the channel for the sewer line at the same time.

Opportunity to donate the black dirt to CPR to help clean up their land along the railway tracks to help beautify that edge of town.

The flooring for the building and backsplash for the washrooms has been chosen. Durable planked vinyl in complementary colours. Lorne had samples at the Gala and they are available at the hall for anyone who wants to see them during future meetings.

Fundraising Committee:

Event Update: Harvest Gala Review -

The champagne served to start the evening was a great icebreaker

Servers were all very good and did a great job!

Next year we should do 2 rounds of Heads & Tails

Need to have better information for the auctioneer/auction – discussed how to include thank yous to both donors and buyers

Next year we will not offer a bottle of wine to each table

Need a platform for the speaker

Silent Auction was huge success and brought in $8,000!

Meal was very good, but the carving station needs to be better next year. Soup bowls were too large, and salad plates were too small. Will improve next year!

Thank you needs to go in the Innisfail Province and Mountain View Gazette. Julie will submit.

Potential date for 2017 is November 4, 2017. Needs to be earlier in November, but might have a conflict with CFR/FarmFair

New Year’s Eve Family Dance: Saturday, December 31

Need to sell our tickets by December 12

Need volunteers for:

Set up

Ticket table

Purchase and deliver alcohol

Bar

Midnight lunch

Clean up/lock up

Grant Update: Pat has almost completed the CFEP Grant. We are asking for $948,000.00. Will be sent to Edmonton the week of December 5, due date is December 15. Expect that it will take about 3 months to be reviewed.

Sponsorship/Fundraising Update: Red Deer County approved the request for $300,000.00. Thank you to councilors Connie Huelsman and Richard Lorenz for their support and thank you to Pat, Stan and Mabel for attending the council meeting.

Wayne Milaney spoke to John Wayne Auction and he would host an auction for us. Discussion about a Community Garage Sale in the spring of 2017 at the site of the new hall.

 

Next Meeting: Tuesday, January 24, 2017 at 7 pm

Pat adjourned


Community Hall Meeting - Bowden Lions Hall

August 30, 2016

In attendance

Mabel Hamilton (President), Sena Urichuk (Treasurer), Julie Brewster (Secretary), Lorne Bradshaw (Board), Grant Johnson (Board), Tara Rankin (Board), Stan Mills (Board), Bonny Bellamy, Shirley Adams, Jim Dixie, Janet Dixie, Sheila Church, Pat Filipenko, James Mason, Rob Wilcox, Sandy Wilcox, Sheila Fagan, Ken Davidson, Betty Davidson, Donna Lynn Anderson, Kathy Dallas, Adam Willert

1. The meeting was called to order by Mabel Hamilton at 7 pm 2. Approval of agenda 3. Approval of minutes from July 26, 2016

Motion to approve minutes. Pat; 2ndSheila F. All in Favour

4. Correspondence

Received JMAA Invoice for $21, 278.25 which is the same amount we have already paid, but this is a different invoice number.

Lorne will call JMAA to ask about second invoice.

Question: Are the floor plans for the hall confirmed? The basic layout has been determined and approved, but the configuration of the kitchen is still in the planning stage.

5. Financial Report

General Account: $44,238.51

Casino Account: $500.54

The Town of Bowden have received the $300,000 from County of Red Deer. They are keeping the money in a separate account, and when we have an invoice to be paid we take it to the Town, they will pay from the Community Hall account.

6. BusinessArising from last meeting

a) Insurance Update from Stan: We have received the paperwork from Alberta Municipal Insurance Exchange (MunIx) and there are 2 documents we need to sign and send back.

b) A bill has been received from Howell’s for “transportation of equipment, supply dozer, level out clay and shape site” for $7,389.30. Howell’s subtracted $2,000.00 from the bill as a donation to the hall. Total owing: $5,389.30.

Motion to pay Howell’s invoice. Sena; 2nd Stan. All in Favour

Thank you letter and Tax Receipt for $2,000.00 will be mailed.

7. Committee Reports

Building Committee: On August 15, Howell’s shaped the lot. They moved the black dirt from the east to the west to where the building will be located. They went down 1.5 – 2 meters to remove black dirt. Then they took the clay from the east side of the lot to level the building location site. The clay is sandy, and gives us an excellent pad for the future building. Tim Cummins ran his packer over the clay site and it has been well packed.

With the location site level, we can proceed with next step for surveyors, and get the permits to pour the footings. Ideally, this will be done as soon as possible in the spring.

There is a large pile of black dirt on the site. The Town of Bowden needs some dirt and they are welcome to take whatever they require. Imperial Oil has also contacted Lorne and want to test the dirt and possibly purchase it for their reclamation program. Lorne will respond to Imperial to find out how much they pay and will proceed.

Approach: The Traffic Accessibility Study has been completed and all paperwork and drawings have been submitted to Department of Transportation. We will share a wide approach with the Trim Shop and our fence will start 20 feet back from property line.

When Town Council has their MPC meeting our request for a property fence will be on the agenda and once approved we can begin.

Lorne received 2 Footing Estimates: Marshall Construction (4’ foundation wall estimate for $50,631.00) and Gilmar Construction (6’ foundation wall and full quote for $108,150.00). We have the winter to gather estimates and complete tender process for the footings so we are ready in the spring 2017.

 

Fundraising Committee:

Event Update: Fall Gala date options were discussed.

Motion to hold Gala on Saturday, November 26. Donna Lynn; 2nd Tara. All in Favour

Grant Update: Pat is working on CFEP Grant and there is an option to apply for $125,000 in Q4 of 2016 and another $125,000 in Q1 of 2017, OR to apply to Minister for a Major Municipal Project which would allow us to apply for $500,000 once. He has communicated with the appropriate person at CFEP and is waiting for further information. If we apply for $500,000 we must have the matching money (matching donations can include skilled labour, unskilled labour, equipment and materials) available on the date we apply.

Sponsorship/Fundraising Update: Fundraising packages including an overview of the project, Frequently Asked Questions, tri-fold brochure and donation forms have been prepared.

A small gathering of people was held at Norm Westman’s and a door-to-door fundraising Blitz was organized. The Town has 11 Districts, and teams of two have been asked to take a district and go door to door to talk about the project and ask for donations. The Blitz has been planned for September 28-October 1, but some teams may choose to canvass their area earlier.

A Blitz/Gala meeting will be held Tuesday, September 13 at 7 pm in the Lions Hall.

8. New Business

a)Bowden Lions Hall has worked with the original Community Hall Project team and the Lions Club now owns the complete property where the Lions Hall sits. Congratulations to the Lions members (present and former) for working together to get the land title in the Lions Club name!

 

Next Meeting: Tuesday, October 4, 2016 at 7 pm

Blitz/Fall Gala Meeting: Tuesday, September 13 at 7 pm

Pat adjourned


Expanding Horizons – Cultural ENHANCEMENT SOCIETY Minutes

                                                    Community Hall Meeting - Bowden Lions Hall

                                                                                          August 30, 2016

In attendance

Mabel Hamilton (President), Sena Urichuk (Treasurer), Julie Brewster (Secretary), Lorne Bradshaw (Board), Grant Johnson (Board), Tara Rankin (Board), Stan Mills (Board), Bonny Bellamy, Shirley Adams, Jim Dixie, Janet Dixie, Sheila Church, Pat Filipenko, James Mason, Rob Wilcox, Sandy Wilcox, Sheila Fagan, Ken Davidson, Betty Davidson, Donna Lynn Anderson, Kathy Dallas, Adam Willert


1. The meeting was called to order by Mabel Hamilton at 7 pm 2. Approval of agenda 3. Approval of minutes from July 26, 2016

Motion to approve minutes. Pat; 2ndSheila F. All in Favour


4. Correspondence

Received JMAA Invoice for $21, 278.25 which is the same amount we have already paid, but this is a different invoice number.

Lorne will call JMAA to ask about second invoice.

Question: Are the floor plans for the hall confirmed? The basic layout has been determined and approved, but the configuration of the kitchen is still in the planning stage.


5. Financial Report

General Account: $44,238.51

Casino Account: $500.54

The Town of Bowden have received the $300,000 from County of Red Deer. They are keeping the money in a separate account, and when we have an invoice to be paid we take it to the Town, they will pay from the Community Hall account.


6. BusinessArising from last meeting

a) Insurance Update from Stan: We have received the paperwork from Alberta Municipal Insurance Exchange (MunIx) and there are 2 documents we need to sign and send back.

b) A bill has been received from Howell’s for “transportation of equipment, supply dozer, level out clay and shape site” for $7,389.30. Howell’s subtracted $2,000.00 from the bill as a donation to the hall. Total owing: $5,389.30.

Motion to pay Howell’s invoice. Sena; 2nd Stan. All in Favour

Thank you letter and Tax Receipt for $2,000.00 will be mailed.


7. Committee Reports 

Building Committee: On August 15, Howell’s shaped the lot. They moved the black dirt from the east to the west to where the building will be located. They went down 1.5 – 2 meters to remove black dirt. Then they took the clay from the east side of the lot to level the building location site. The clay is sandy, and gives us an excellent pad for the future building. Tim Cummins ran his packer over the clay site and it has been well packed.


With the location site level, we can proceed with next step for surveyors, and get the permits to pour the footings. Ideally, this will be done as soon as possible in the spring.


There is a large pile of black dirt on the site. The Town of Bowden needs some dirt and they are welcome to take whatever they require. Imperial Oil has also contacted Lorne and want to test the dirt and possibly purchase it for their reclamation program. Lorne will respond to Imperial to find out how much they pay and will proceed.


Approach: The Traffic Accessibility Study has been completed and all paperwork and drawings have been submitted to Department of Transportation. We will share a wide approach with the Trim Shop and our fence will start 20 feet back from property line.

When Town Council has their MPC meeting our request for a property fence will be on the agenda and once approved we can begin.

Lorne received 2 Footing Estimates: Marshall Construction (4’ foundation wall estimate for $50,631.00) and Gilmar Construction (6’ foundation wall and full quote for $108,150.00). We have the winter to gather estimates and complete tender process for the footings so we are ready in the spring 2017.

 

Fundraising Committee:

Event Update: Fall Gala date options were discussed.

Motion to hold Gala on Saturday, November 26. Donna Lynn; 2nd Tara. All in Favour

Grant Update: Pat is working on CFEP Grant and there is an option to apply for $125,000 in Q4 of 2016 and another $125,000 in Q1 of 2017, OR to apply to Minister for a Major Municipal Project which would allow us to apply for $500,000 once. He has communicated with the appropriate person at CFEP and is waiting for further information. If we apply for $500,000 we must have the matching money (matching donations can include skilled labour, unskilled labour, equipment and materials) available on the date we apply.


Sponsorship/Fundraising Update: Fundraising packages including an overview of the project, Frequently Asked Questions, tri-fold brochure and donation forms have been prepared.


A small gathering of people was held at Norm Westman’s and a door-to-door fundraising Blitz was organized. The Town has 11 Districts, and teams of two have been asked to take a district and go door to door to talk about the project and ask for donations. The Blitz has been planned for September 28-October 1, but some teams may choose to canvass their area earlier.


A Blitz/Gala meeting will be held Tuesday, September 13 at 7 pm in the Lions Hall.


8. New Business

a)Bowden Lions Hall has worked with the original Community Hall Project team and the Lions Club now owns the complete property where the Lions Hall sits. Congratulations to the Lions members (present and former) for working together to get the land title in the Lions Club name!

 

Next Meeting: Tuesday, October 4, 2016 at 7 pm

Blitz/Fall Gala Meeting: Tuesday, September 13 at 7 pm

Pat adjourned

 


Expanding horizons – cultural ENHANCEMENT SOCIETY Minutes

Community Hall Meeting - Bowden Lions Hall

July 26, 2016

In attendance

Mabel Hamilton (President), Sena Urichuk (Treasurer), Julie Brewster (Secretary), Lorne Bradshaw (Board), Grant Johnson (Board), Brad Dallas (Board), Stan Mills (Board), Carol McLean, Mary McLean, Jim Krause, Bonny Bellamy, Shirley Adams, Jim Dixie, Janet Dixie, Ole Korsager, Doreen Flewelling, Sheila Church, Pat Filipenko, James Mason, Rob Wilcox, Sandy Wilcox, Sheila Fagan

1. The meeting was called to order by Mabel Hamilton at 7 pm

Welcome to some new faces and roundtable introductions

2. Approval of agenda 3. Approval of minutes from June 28, 2016

Motion to approve minutes. Sena; 2ndSheila F. All in Favour

4. Correspondence

Caveats for land from County and Town of Bowden were received

5. Financial Report

General Account: $39,286.29

Casino Account: $500.54

Stan received the invoice from Dave Beecroft for the new sign on the land as well as the banners for the float. The initial quote was for $12/sqft but Dave charged for $10/sqft, giving us a discount.

Motion to pay the invoice. Stan; 2nd Lorne. All in Favour.

6. Committee Reports

Building Committee: Department of Transportation has no objection to development on lot and we have 2 options for the approach from 2A. A shared approach between the Trim Shop and Community Hall or a 24m approach for each. Lorne had this discussion with Department of Transportation in 2015, and a shared approach is the best option. Lorne also spoke to Al at the Trim Shop and he agrees with the shared approach. The schematics for the standards will be sent to Lorne from Connie Cho (Department of Transportation) and the Right of Way agreement will be signed by Community Hall and Trim Shop.

Lorne spoke to Howell’s about shaping and prepping the lot this fall. The site needs to be shaped to a level footprint for the building and when the equipment is there it can also put in the approach.

Fundraising Committee:

Levels of Sponsorship:

1.     0 - $500: Friends of the Hall

2.     $501 - $2,500: Supporter

3.     $2,501 - $5,000: Builder

4.     $5001 - $10,000: Champion

5.     Over $10,000: Foundation

Discussion: Donations from individuals/families/organizations will be cumulative and therefore can move ‘up’ the level of sponsorship.

Motion to accept the 5 levels of sponsorship. Sena; 2nd Stan. All in Favour

Event Update: An idea for a Fall Gala was proposed, with a high level guest speaker, a sit down meal, silent and live auction.

Grant Update: Pat suggested that the CFEP Grant could be used for the Howell’s Site Prep and Utility installation. Pat and Lorne will work together to look at the budget and discuss options to prepare the CFEP Grant application for January 2017.

Sponsorship Update: Discussion about glossy, tri-fold brochure to give to potential donors. Include the 5 levels of sponsorship, a photo of the “Donor Tree”, information about the hall (mission) and contact information.

Motion to include a glossy brochure in the budget. Norm; 2nd Carol. All in Favour

Kitchen Committee: The Kitchen Committee met on June 28. They presented a drawing of a plan for the kitchen layout.

Discussion: 2 x 12 burner stove, prep table, coffee station, stainless steel countertops, shelving above dishwashing station. Should the range be in the centre of the room or against the wall? What is the best way to create a flow through for prep/food through the kitchen when events are done by non-professionals?

6. BusinessArising from last meeting

a) Everyone worked hard to get the float in the parade and it was a big hit, making the Olds paper! Thank you for doing such a great job! Special thanks to Adam and Lorne for the construction and Tara for the t-shirts!

b) The hay on the property has been baled.

c) Thank you to Lorne and Karen Fagan for the information brochure that we can use to hand out to people about the project.

d) Sheila Church, Doreen, Carol, Stan, Mabel and Brad are available to work the early shift at the CARA Rodeo bar August 20.

e) The Bowden Rodeo 50/50 was $887.50. Stan had an additional 6 people to help with the Security and they were fabulous.

Motion to purchase $150 Gift Card from Boston Pizza for Matt and Friends. Julie will purchase and give to Stan.  Brad; 2nd Sheila F. All in Favour.

f) St. Andrew’s Players: Donated $5,001 from the Dinner Theatre in May. Thank you, St. Andrew’s Players! They become our first official Champions!

7. New Business

a) Process for Fundraising Receipts

1.     We will provide receipt books for members who wish to have one – if a member receives cash from a donor we can write a receipt, but this is not the official tax receipt

2.     Any cash or cheques collected go to Sena

3.     Sena will provide a Tax Receipt and standard Thank You letter

 

b) Timeframe for Building

Discussion about setting a goal for construction so that fundraising can dovetail with the timeframe.

Spring 2017 is ideal time to prepare footings. If tender process happens in March then it is possible to have May 1 construction start. This will require $500,000 as an estimate.

Goal:      $125,000 raised from community

                $500,000 Sponsorship requests (including County of Red Deer)

                $200,000 CFEP Grant Spring 2017

Next Meeting: Tuesday, August 30 at 7:00 pm

Adam adjourned

 


                                            Expanding Horizons – Bowden Cultural Enhancement Society  

                                                                              June 28, 2016

                                         The BCES met at the Lions Hall with 17 members present, Stan Mills presiding.


Agenda: Sina Urachuk moved, Tara Rankin seconded that the agenda be adopted as presented.  Carried.

Minutes of the May 26 Meeting: Sheila Fagan moved that the minutes be adopted as corrected to read AUMA rather than AVMA.  Seconded by Shirley Adams.  Carried.

Correspondence:

·         There will be a Gaming Information Workshop at the Blacknight Inn in Red Deer on August 24 from 12:30 to 4:00 pm. Sena will ask Kim Urichuk, who has agreed to chair the Casino Committee, if she will be available to attend.

·         A bill from JMAA in the amount of $21 278.25 has been received.  Moved by Rob Willet, seconded by Norm Westman, that the bill be paid with the majority of funds being taken from the Casino Account, leaving $500.00 to finance the next Casino, and the balance from the general account.  Carried.

Financial Statement: Sena Urichuk moved the adoption of the financial statement as presented.  Seconded by Lorne Bradshaw.  Carried.

Committee Reports:

·         Development Permit – Stan reported that the property has been posted by Red Deer County, and if there are no objections by the end of this month, the permit will be recommended for approval to the Town of Bowden whose next MPC meeting is July 11.

·         Lorne Bradshaw reported on the Building Committee’s meeting with JMAA. Their estimate of cost is $1.6 million, without kitchen furnishings. Shunda Construction’s estimate was $1.9 million, but included items not planned for. Lorne asked that the kitchen committee complete a rough plan of the kitchen for mechanical reasons.  Roof will be commercial grade asphalt rather than metal due to cost. Rather than one large furnace, there will be four, all with AC. There needs to be more consultation on the electrical, including provision for the installation of an emergency generator. Options for interiors can be viewed at the Town Office. The committee will soon hold another meeting with JMAA.

·         Fundraising – Stan noted that now the budget is available, serious fundraising can begin.  A meeting to coordinate fundraising (how to appeal, where to appeal, receipting, the donor tree etc.) will be held on July 7, 7:00 pm, Lions Hall so long as both Julie and Mable are available.  The brochure made by Karen Fagan was admired, with the suggestion made that more contact names be added to it.  The group agreed that Karen’s logo should be adopted for general use; therefore, Stan and Lorne will contact Dave Beecroft re changes to the “future home” sign to be erected on the hall property.  Adam Willert will be the head of the group to make a float for the Bowden Daze parade, perhaps using the sign on the float before it is erected on the property.

New Business:

·         Maintenance – Stan will talk to Larry Huelsman to see if he wants to continue to make hay from the property.  If not, Stan will find someone else to do so.

·         Security for Bowden Daze Rodeo.  The Ag Society will pay $1000.00 for security services from 5:00 pm to 2:00 am on July 16. Stan reported that he and Brad Dallas have the people committed to work the shifts.

·         The Ag Society has also offered to pay for workers to run the bar at the CARA rodeo on Aug 20/21.  Moved by Sena Urichuk, seconded by Sandy Willert that we accept this offer.  Carried.

·         Lorne Bradshaw passed around samples of colors for the proposed barrier fence.  The group chose “coffee”.

·         Lorne noted that work on the site (leveling etc.) may  begin as soon as the Development Permit is issued.

Next Meetings:  Promo Meeting – July 7


                          Regular Meeting – July 26


Shirley Adams moved the meeting adjourned at 8:30 pm.


Expanding horizons – cultural ENHANCEMENT SOCIETY Minutes

                                                                                    Community Hall Meeting - Bowden Lions Hall

                                                                                                                   May 26, 2016

In attendance

Mabel Hamilton (President), Sena Urichuk (Treasurer), Julie Brewster (Secretary), Tara Rankin (Board), Lorne Bradshaw (Board), Grant Johnson (Board), Brad Dallas (Board), Stan Mills (Board), Shirley Adams, Sandy Gamble, Sheila Church, Sheila Fagan, Sandy Wilcox, Mary McLean, Annette Glazer

1. The meeting was called to order by Mabel Hamilton at 7 pm
2. Approval of agenda 
3. Approval of minutes from April 28, 2016

Motion to approve minutes. Sandy Wilcox; 2ndBrad. All in Favour

4. Correspondence

Annual Return has been completed

AGLC Financial report is completed

5. Financial Report

General Account: $40,098.77

Casino Account: $29,387.42

6. Committee Reports

Building Committee: Discussion re: moving Building Plan Committee to a Building Committee. Building Committee will oversee the development and construction of the new hall. Commiteee will include Rob Wilcox, Adam Willert, Lorne Bradshaw, Brad Dallas, Grant Johnson, Jim Krause, Wayne Milaney, Pete Marshall and others who express interest as the project continues.

JMAA will complete Building Permit for Red Deer County.

Site Grading Inspection with Cory of JMAA: The land has a significant slope, and will need to be levelled from the east side to west side. Ken Dixon from Howell’s attended the meeting and added input on how to do the grading.

Lorne proposed building a fence on the east side of the property. Can use steel posts and 29 gauge tin in any colour and build to height requirement as per Town By-Laws.

Motion to accept Lorne and Val Bradshaw’s offer to donate a fence along the east side of property. Sena; 2nd Sandy Wilcox. All in Favour.

Fundraising Committee: Discussion re: splitting Fundraising Committee into sub committees for Events, Sponsorship, Grants and Casino

Grants: Pat Filipenko, Mabel Hamilton, Julie Brewster

Events: Tara Rankin, Sandy Wilcox, Sheila Fagan, Sandy Gamble, Annette Glazer

Sponsorship: All

Mabel proposed that a sponsorship ‘tree’ be considered for the lobby of the building. Donors get a leaf added to the tree as donations are received. We can also have bricks on the wall with names of donors engraved, décor items that are ‘sponsored’ with recognition for the donors.

Motion to create a fundraising tree to get started. Donor names will be engraved on individual leafs on the tree and added as we progress. Brad; 2nd Sheila Fagan. All in Favour.

Casino Chair: Suggestion to invite Kim Urichuk to lead Casino

We will also need a donation Thank You letter and receipt books for donations.

Suggestion to have Karen Fagan create series of Raising the Roof items. She wants to donate services to help the cause.

Kitchen Committee: Kitchen committee will work with design from JMAA, develop ideas for kitchen layout and develop inventory of items required. Mabel Hamilton, Louise Falk, Carol Pion, Jolene Bjarnsson, Dixieland Caterers, Mary McLean

6. BusinessArising from last meeting

a) County of Red Deer Funds update:  Stan and Mabel signed the Funds agreement with the County and Town of Bowden.

b) Insurance Update: Paid AVMA membership so that Public Liability and Director’s Insurance can be purchased. $5 Million Public Liability will be $1,168.73.

7. New Business

a) If anyone is interested in the Town of Bowden Clean Up an email will be going out. Please RSVP

Next Meeting: Tuesday, June 28

Brad Dallas adjourned

 


Expanding horizons – cultural ENHANCEMENT SOCIETY Minutes


                                               Community Hall Annual General Meeting- Bowden Lions Hall

                                                                                               April 28, 2016

In attendance

Mabel Hamilton (President), Sena Urichuk (Treasurer), Julie Brewster (Secretary), Tara Rankin (Board), Grant Johnson (Board), Brad Dallas (Board), Wayne Milaney, Shirley Adams, Sandy Gamble, Sheila Church, Doreen Flewelling, Sheila Fagan, Sandy Wilcox, Adam Willert, Jim Krause, Rob Willert, Kathy Dallas, Karilynn Marshall, Robb Stuart, Lorne Bradshaw, Donna Lynn Anderson, Mary McLean, Stan Mills

1. Welcome and Call to Order by Mabel Hamilton at 8 pm

Request to please pay your $5 membership fee for 2016/2017

Toast to Norm Westman and our first year accomplishments!

2. Approval of minutes from Special General meeting April 22, 2015 3. Financial Report

Audited General Account: $17,942.47

Audited Casino Account: $29,354.21

4. Elections of Officers and Members at Large

a) Nomination for Mabel Hamilton for President made by Brad; 2nd Lorne. All in Favour

b) Nomination for Lorne Bradshaw for Vice President made by Jim Krause; 2nd Tara Rankin Sandy Wilcox move nominations cease. All in Favour

c) Nomination for Sena Urichuk for Treasurer made by Shirley Adams; 2nd Sandy Gamble. Sandy Wilcox move nominations cease. All in Favour

d) Nomination for Julie Brewster for Secretary made by Kathy Dallas; 2nd Lorne Bradshaw. Sandy Wilcox move nominations cease. All in Favour

e) Shirley Adams nominated Tara Rankin Member at Large

f) Sandy Wilcox nominated Grant Johnson Member at Large

g) Donna Lynn nominated Brad Dallas Member at Large

h) Karilynn Marshall nominated Adam Willert for Member at Large

i) Sena Urichuk nominated Donna Lynn Anderson for Member at Large

j) Karilynn Marshall nominated Adam Willert for Member at Large

k) Lorne Bradshaw nominated Stan Mills for Member at Large

Motion to accept all nominees for Member at Large made by Sheila Church; 2nd Sheila Fagan. All in Favour

5. Committees

Discussion about our next steps and ask people to consider which committee they would like to be part of

a) Building Committee

b) Kitchen Committee

c) Fundraising Committee

Motion to adjourn 8:35 pm

 

 

Expanding horizons – cultural ENHANCEMENT SOCIETYMinutes

Community HallMeeting - Bowden Lions Hall

February 18, 2016

In attendance

Mabel Hamilton (President), Julie Brewster (Secretary), Tara Rankin (Board), Grant Johnson (Board), Brad Dallas (Board), Doreen Flewelling, Lorne Bradshaw, Adam Willert, Jim Krause, Shirley Adams, Sheila Fagan, Sheila Church, Sandy Gamble, Pat Filipenko, Stan Mills, Karilynn Marshall

1. The meeting was called to order by Mabel Hamilton at 7:00pm

2. Approval of agenda

Motion to approve agenda. Brad; 2ndLorne. All in favour

3. Approval of minutes from Dec 3, 2015

Motion to approve minutes as presented. Don; 2ndLorne. All in favour

4. Correspondence

None.

5. Financial Report

Chequing Account: $28,361.98

Casino Account: $29,383.39

Total: $57,745.37

6. BusinessArising from last meeting

a) Red Deer County Request for Funding Update: Presentation on February 16 to Red Deer County was successful and the Bowden Community Hall was granted $300,000. The funds will be transferred in trust to the Town of Bowden and we can access them as required.

Councilor Richard Lorenz left the door open for us to come back in the future, but this does not guarantee future funding will be granted.

Councilor Connie Huelsman sent us a message to congratulate us on a well done proposal, and we thank her for advocating and supporting our proposal through the process.

These funds can be used for matching grant applications

b) Floor Plan Committee Update: Recommendation to use the Settler hall plan which is 10,700 sq ft. They visited 4 architectural firms to discuss plans and have narrowed it down to two for further meetings. Richards Consulting from Penhold and JMAA from Red Deer are the finalists and meetings will be held in the next week.

c) New Year’s Eve Dance Committee Update: Great job to Tara and her team for a fabulous family dance! Well attended and well received from all accounts.

NYE Dance made $12,188.52!

We received a letter of complaint about snow removal which Mabel handled.

The hall was not very clean, so the group did a thorough cleaning before set up

Thank you to Chad Hunter/Pulse Entertainment for his DJ services.

d) Night Hawks 40th Anniversary Cabaret: The Night Hawks beer league hockey team is celebrating their 40th anniversary with an alumni game and cabaret. The cabaret will be hosted by Community Hall and all proceeds will come to Community Hall.

Alumni game(s) will be 1pm and 3 pm on March 26 at Bowden Igloo with cabaret at Lions Hall to follow at 6:30pm. Dinner, dance and midnight lunch for $25.00

Motion to hold Night Hawks Raising the Roof fundraising cabaret: Shirley; 2nd Sandy. All in favour.

e) Insurance for land: Stan spoke to Randy McDonald regarding liability insurance for land as well as Director’s liability insurance.

Recommended that we purchase $2 million for Liability and $2 million for Director’s liability insurance.

Motion to purchase $2 Million land public liability insurance and $2 Million director’s insurance: Brad; 2nd Stan. All in favour.

7. New Business

a) AGLC Casino account Funds Update: Sena spoke to AGLC representative and according to our casino application we cannot use the last funds for anything other than the library.

Discussion: Can we donate the funds to the library and have the Town make a donation back to the hall?

Discussion: Can we apply to AGLC to use the casino funds to pay for the utilities for the library?

b) Signage: Stan spoke to Dave Beecroft and a coroplast sign will be $12/sq ft. Stan will ask Dave for a recommendation for a size and mock up.

c) St. Andrew’s Players Dinner Theatre has asked us to take over organizing and working the bar during the Dinner Theatre on May 6 and 7 and we can keep the proceeds.

Next Meeting: Thursday, March 31 at 7 pm

Motion to adjourn: Pat

Expanding Horizons Bowden Cultural Enhancement Society General Meeting – December 5, 2015



Call to Order: Mabel Hamilton called the meeting to order at 7:00 pm.


In attendance were Mabel Hamilton, Adam Willert, Jim Krause, Donna Anderson, Shirley Adams, Sheila Fagan, Tara Rankin, Sena Urichuk, Annette Glazer, Stan Mills, Grant Johnson, Brad and Kathy Dallas, Morris Monk and Sheila Church.

Agenda: Items added


1) Payment to Lions under Financial

2) Promotional Items and Bottle Collection under New Business

3) Correspondence. Sheila Fagan moved the Agenda adopted as amended. Seconded by Sena Urichuk. Carried.


October 27 Minutes: Brad Dallas moved the minutes adopted as presented. Seconded by Tara Rankin. Carried.

Correspondence: Sena Urichuk read a letter from Bowden Silent Santas asking for a donation. Sheila Church moved that we accept the letter for information and that Silent Santas be told that most members have contributed or will be contributing as individuals. Seconded by Donna Anderson. Carried.


Financials:
1)Sena reported a balance of $28,361.98 in the general account, and a balance of $29,383.41 in the current account.
2) Although payment has been made for the land for the hall, Land Titles is behind in their files so the transaction is not yet complete.
3) Brad Dallas moved that the Society repay the Lions Club the $10,000.00 that they earlier loaned to the Society. Seconded by Sena Urichuk. Carried.
4) Sena Urichuk reported that she has had no decision from Alberta Gaming re the Society’s request to redirect funds.
5) Stan Mills reported that Dave Beecroft would make a site sign for $12.00 per square foot.

Business Arising: 1) The Society’s funding request to Red Deer County went to Committee and goes to Council on January 12. Stan Mills requested that a delegation from the Society and the Town be in attendance. If the request is successful, the agreement between the Society and RDC would contain two stipulations:

i.) a dissolution clause directing the dispersal of funds should the project fail, and
ii) money from RDC would flow through the Town of Bowden. Brad Dallas moved that Mabel Hamilton and Stan Mills, on behalf of BCES, be authorized to approve and sign the agreement with RDC if it is forthcoming. Seconded by Donna Anderson. Carried. It was further agreed that the next meeting be held on January 7, or January 14 to go over the agreement.
iii )Floor Plan Update . Stan and Jim went to Stettlar and viewed their 11,700 sq. ft. facility. Stettlar gave us their plans to use as is or to tweek re size, storage etc. Morris reported that IMC Construction in Red Deer is familiar with the plan and could adapt it. There was some debate re staying the same size as Stettlar or shrinking it. There are costs either way.

3) New Year’s Eve Update. Ticket sales are going well. All individuals need a ticket except babes in arms. Brad volunteered to be in charge of the bar. Drinks--‐ 5 for $20.00. Bowden Liquor Store will donate $500.00 and give 10% discount. Reddi mart has paid for the insurance and will donate pop, ice. Tara will send out an email for volunteer shifts at the door and to sell liquor tickets. Presentation to Dale Saunders –9:00 pm, then Live Auction (4 items) with Silent Auction items being closed at various times throughout the evening. Lunch will begin at 10:30. Drive home service to be offered. Cleanup on Jan. 1 to begin at 10:00 am.

New Business:
1) Stan explained the need for a finance/expenditure policy. Mabel Hamilton moved that all financial expenditures must be thoroughly vetted through a tendering process. Seconded by Sheila Fagan. Carried. Lorne Bradshaw has obtained three prices for the soil testing required before building can begin. Josh Wilson of Union Street GeoTechnical has the best price at $5000.00. Brad moved that we accept this bid, seconded by Morris. Carried. It was noted by Jim that this testing cannot be done until the size and exact location of the building is decided.
2) Insurance for land and Directors. Stan volunteered to get quotes from the Town and one insurance agent; Morris volunteered to get a quote from a third agent.
3) Promotional Items. Mabel Hamilton moved that Julie Brewster be appointed to head this committee. Sheila Fagan seconded the motion. Carried.
4) Sena Urichuk volunteered to apply for the Red Lodge Park bottle collection. Next Meeting: To be Announced as January 7 or January 14. Adjournment:
Morris Monk moved the meeting be adjourned at 8:45 pm.

Mabel Hamilton, President Sheila Church, Acting Secretary

  Expanding horizons – cultural ENHANCEMENT SOCIETY Minutes

Community Hall Meeting - Bowden Lions Hall

October 27, 2015

In attendance

Mabel Hamilton (President), Don Peterson (Vice President), Julie Brewster (Secretary), Tara Rankin (Board), Grant Johnson (Board), Brad Dallas (Board), Sheila Fagan, Shirley Adams, Sandy Wilcox, Annette Glazer, Wayne Milaney, Lorne Bradshaw, Sheila Church, Morris Monk

1. The meeting was called to order by Mabel Hamilton at 7:00 pm 2. Approval of agenda

Motion to approve agenda. Tara; 2nd Sheila Fagan. All in favour

3. Approval of minutes from Sept 22, 2015

Motion to approve minutes as presented. Don; 2nd Lorne. All in favour

4. Correspondence

None.

5. Financial Report

Chequing Account: $19,623.71

Casino Account: $29,380.15

Total: $49,005.48

6. Business Arising from last meeting
    1. Town of Bowden Update: The Town has provided a contract for Expanding Horizons to sign.
    2. Motion: Move to accept the grand funding agreement with Town of Bowden. Brad; 2nd Lorne. All in Favour

b) Land Purchase Update: A bank draft or certified cheque are required to pay for the land, which will be available on November 3. Mabel and Brad will sign the purchase contract with Johnson Ming Manning LLP on October 28 and will take the certified cheque on November .

c) Red Deer County Request for Funding Update: The Business Plan has been revised as per recommendations from JoAnne Symington to include additional information on sustainability, proposed expenses and revenue and additional funding information. We have requested $300,000.

Discussion: Letters of support should be requested from Bowden Agricultural Society, Lions Club, Grandview School, St. Andrews Players, potential caterers and Funeral Homes.

d) Floor Plan Committee Update: The committee agreed that Morris will do some preliminary planning and drawings. A soil report is necessary, and Lorne has a quote from Josh Wilson/Union Street to do the soil testing for $5,000.

e) New Year’s Eve Dance Committee Update: Chad Hunter DJ has donated $2,000 worth of services for the evening. There will be a photo booth for $250. We need approximately 20 Silent Auction donations. Mabel has secured Calgary Flames tickets for the Flames/Canucks game in February that will be auctioned off – face value is $225.00. AGLC permit has been completed. Tickets are available for group members to sell. A confirmation of ticket sales is needed by December 10.

7. New Business

a) Ad Hoc Town Council Member: Sheila Church has been appointed by Town Council to be our Ad Hoc member.

b) GST Number: Sena called Service Canada to ask about the procs/cons of applying for a GST number but didn’t get a clear answer. We are exempt as a society, and if we receive 40% of our funding from government grants we can apply (without a number) to get 50% of our GST charges back.

c) Acquisition/Inventory Committee: We need to form a committee for purchasing. Tabled.

d) Cookbook Fundraising opportunity: Annette has information from FCSS and Central Alberta poverty Reduction Association. We can provide recipes and have a cookbook printed with 25% of proceeds to CAPRA and 75% to Expanding Horizons.

Discussion: This will take a lot of work and dedication to edit the recipes. Tabled to include as a spring fundraiser.

Discussion: Other fundraising ideas: there used to be Arena Night at the Bowden hotel bar where the profits from the night went to the arena committee. Meat Sale fundraisers are very successful. The Golf Tournament needs to be booked asap.

Discussion: a set of promotional materials will be needed for face to face meetings with individuals and companies. Suggestions include letters for Trade, Individuals, Businesses, flyers, thank you cards.


Next Meeting: Tuesday, November 24 at 7 pm

Motion to adjourn.


                                                                              Expanding Horizons 
                                          cultural ENHANCEMENT SOCIETY Minutes Community Hall Meeting
                                                                                 Bowden Lions Hall

                                                                                     September 2, 2015

In attendance

Mabel Hamilton (President), Sena Urichuk (Treasurer), Julie Brewster (Secretary), Brad Dallas (Board), Tara Rankin (Board), Sheila Fagan, Shirley Adams, Lorne Bradshaw, Adam Willert, Barb Chopko, Jim Krause, Kathy Dallas, Donna-Lynn Anderson, Drew Mundie

1. The meeting was called to order by Mabel Hamilton at 7:00 pm 2. Approval of agenda

Motion to approve agenda. Tara; 2nd Sheila. All in favour

3. Approval of minutes from Aug 18, 2015

Corrected typo in minutes for Financials total: $48,076.41

Motion to approve minutes as amended. Tara; 2nd Sena. All in favour

4. Correspondence

None.

5. Financial Report

Chequing Account: $19,723.37

Casino Account: $29,380.97

Total: $49,104.34

6. Business Arising from last meeting
  1. Town of Bowden Open House: The Open House is September 8 at the Lions Hall, and Expanding Horizons will be asked to present our plan for a new community hall and will need to answer any questions that residents might have. Mayor Robb Stuart will open the forum and ask for questions/discussion. Mabel Hamilton will speak for Expanding Horizons to answer questions. We will have copies of the Business Plan, the draft plan for the hall and potentially a 3-D model on Adam’s computer.
  2. Discussion: What are some potential issues that might be raised?
  3. Noise – there is a natural berm along the south side of the land already, and we intend to include trees/hedge into the landscaping plan to help reduce noise. There is also a Noise By-law, and it will be enforced for all events.
  4. Traffic – The parking lot will be accessed from Hwy 2A, so traffic down the alley will not be affected for residents.
  5. Will the hall be self sufficient? There is a marketing/advertising plan in place, and the hall will not be a financial burden to town or rural residents.
  6. Will taxes be raised in town to pay for the hall? Expanding Horizons has a fundraising plan in place to access capital funding and operational funding in the form of grants, local businesses, organizations and individuals who wish to donate, fundraising activities, naming rights for both the hall and park, bequests and in-kind contributions. Requests will be made to Town of Bowden and Red Deer County for initial funding, but Expanding Horizons does not want to be a burden, but rather a boost to the economy of Bowden. Expanding Horizons feels the hall will enhance the community, and make the town more desirable.
  7. What will it look like? A temporary draft has been prepared based on our requirements, but final plans have not been drawn. It will be a single story structure, which is pleasing from all sides and will be landscaped. Expanding Horizons is adamant that the building and landscaping be attractive in order to draw positive attention from potential users.

b) Red Deer County Update: Stan will meet with Jo-Ann week of Sept 7 - 11

7. New Business

a) Amendment to purchase contract to move date from September 9 to September 30. Drew has asked the seller for an extension on the contract. The seller has asked to remove all conditions from the contract.

Discussion: Is Expanding Horizons prepared to take the financial risk and remove all conditions?

Question: Where is the water/sewer? Although the lot is listed as having services it is our responsibility to do due diligence and ensure services are available.

ACTION: Jim Krause will confirm with Andy Weiss where the services are for the land. Will have that information before September 8.

Question: When do we ask the community for donations? As soon as we hear the decision from the Town about our request we can proceed. We will inevitably be asked how much we have, how much we require and how much is coming from Town/County so we will need as much information as possible before we start the asks.

Question: Are we willing to go to a bank or individual for financing? Sena made a call to ATB and they would require $37,000 down payment and a repayment plan. Drew has a member of the community who would lend the required funds based on the real estate value. Other members of the group also know of potential community members who would finance the property in order to not lose the down payment and continue the purchase.

Motion: Move to remove all existing conditions from the real estate purchase contract by end of day September 9 if we are satisfied that the services on the lot are sufficient and not a liability. Brad; 2nd Sena. All in favour.

b) Hall Draft: Some questions need to be answered from the initial draft (provided by Richards Consulting for no charge). Is there enough room to seat 350? Are there enough stalls in the women’s washrooms to comply with code?

Discussion: Is a portable stage a better option than a built in stage? Many advantages to a portable stage, as long as the cost is not prohibitive. A curtain track can be added behind the stage and the curtain pushed out of the way if additional floor space is required.

Discussion: Stettler hall has a beautiful kitchen, and we might want to visit or ask for plans to see the layout.

Discussion: Kitchen appliances are very expensive, but there is a restaurant liquidation company in Edmonton that we can use which is a good option for the future.

Next Meeting: Tuesday, September 8 at 7 pm

Motion by Mabel to adjourn.


Expanding horizons – cultural ENHANCEMENT SOCIETY Minutes Community Hall Meeting - Bowden Lions Hall

August 18, 2015

In attendance

Mabel Hamilton (President), Don Peterson (Vice-President), Sena Urichuk (Treasurer), Julie Brewster (Secretary), Brad Dallas (Board), Norm Westman (Board), Tara Rankin (Board), Grant Johnston (Board), Sheila Fagan, Sandy Wilcox, Stan Mills, Sheila Church. Pat Filipenko, Shirley Adams

1. The meeting was called to order by Mabel Hamilton at 7:00 pm 2. Approval of agenda

Motion to approve agenda. Sena; 2nd Brad. All in favour

3. Approval of minutes from Aug 5, 2015

Motion to approve minutes as presented. Brad; 2nd Sena. All in favour

4. Correspondence

Letter from Town of Bowden indicating that a motion had been approved by Council to grant the funds that were being held in reserve for a new hall. The total amount of $17,317.31 was entrusted to Expanding Horizons for the sole purpose to secure land to build a new hall. If, for any reason the land is not purchased and Expanding Horizons decides to not build a new hall the funds must be returned to the Town of Bowden.

5. Financial Report

Chequing Account: $18,696.26

Casino Account: $29,380.15

Total: $40,076.41

Question: When does the $10,000 loan need to be returned to Bowden Lions Club? It will need to be paid back to the Lions Club in September.

6. Business Arising from last meeting
  1. Soil Testing: Adam Willert drilled 6 test holes on the land. Wayne Milaney, Jim Krause, Brad Dallas, Adam Willert and the land owner were present. They drilled by the far east side along the easement and there was almost no topsoil – the ground is in perfect condition for a building site. Further holes were drilled to the west part of the site and there was about 3 feet of topsoil. They angled towards the 2A and drilled two more holes and found very limited topsoil. Overall, everyone was very pleased that this piece of land will be very suitable for a building site. The holes were filled back in to the land owner’s satisfaction.
  2. CARA Rodeo Finals beer gardens: we have an initial roster of people to work the CARA Rodeo beer garden at the Bowden Ag Society on August 22 and 23. A few more people are needed for Saturday evening. CARA will provide $1,000 for working the weekend.
  3. AGLC Update: Sena spoke to Janice Empey, who is our casino representative. Sena will send in our Business Plan and minutes from our meetings and AGLC will review our current needs. The funds that are designated for a new library can be re-designated to a new hall once the review is completed. Funds need to be spent by August 2016, but we can also apply for an extension if necessary.

e) Red Deer County Update: Stan spoke to Jo-Ann Symington regarding the process to apply for a Red Deer County grant. We send the grant request to Jo-Ann, she will review it and help us through the process. We can attend a workshop so the council can review the grant and then we attend a Council meeting.

Discussion: Community Action Society has had very positive interactions with Jo-Ann and Red Deer County. Town of Bowden contributed $5,000 and the County contributed $70,000 towards the project.   

7. New Business

a) Business Plan: A draft was sent out for review. A list of Expanding Horizons board and contact information will be added. The Marketing Plan will also be added which will include our business projection that 30% of rentals will come from town residents, 30% from rural residents and 40% from others.

Discussion: Signage on the new land location will be critical to show our intent and promote positive feelings in the community.

Question: Will the hall be used for sports? It is not the intent right now that the hall be used for sports, because the school gymnasium is available.

Question: Will we purchase a generator for Emergency Services use? We will definitely look into grants available for a generator for Emergency use.

b) Community Action Society Golf Tournament: The CAS has booked the golf course and a caterer for a Golf Tournament fundraiser on Saturday, September 26. This will be the 3rd year and it has raised $3,000 - $4,000 per year. The CAS would like Expanding Horizons to assume the golf tournament as a fundraiser for the hall.

Discussion: George Wold at Red Lodge Guest Ranch is booked at $27/plate for a roast beef dinner. Lions Hall is booked.

Required: Advertising, Ticket Sales for golf/dinner and dinner only, Golf organizer, Prizes for golf, Silent Auction items for dinner, Liquor permit, Bartender.

ACTION: Need to decide if we are taking on the golf tournament by August 25.

Next Meeting: Wednesday, September 2 at 7 pm

Motion by Pat to adjourn.

EXPANDING HORIZONS-CULTURAL ENHANCEMENT SOCIETY

 JULY 22, 2015 MINUTES

 

1.  Meeting was called to order by Mabel Hamilton at 7:00p.m.

2.  Agenda was approved as presented.

3.  Approval of minutes from June 3, 2015.

4. Correspondence

    none at this time

5. Financials:  current account $

                        casino account $28,605.80

6.  Old Business:

      a. Presentation of proposed floor by Ron Boruk:

           The proposed plan was a 2 story facility. The main area could be divided into 3 small halls or one large hall. The total seating capacity would be 411 people.. The upstairs would be meeting rooms, offices, mechanical etc. The total footage would be 7,016 square feet at an approximate cost of 2.2 Million. The group thanked Ron for his proposal.

    b. Hall Location:

        Brad Dallas moved seconded by Lorne Bradshaw that the "587" location be accepted.

       Discussion followed:  Lorne Bradshaw has confirmed with the Department of Highways that a turning lane is not needed to access this property. The current approach on the adjacent property can be upgraded to service both locations. Drew Mundie updated the group on the current status of purchasing the 3.2 serviced acres known as 587. A deposit of $10,000.00 is required on July 23, Drew will ask for an extension to this deadline. The conditions would be lifted on September 9th and the final payment of $140,000.00 would be due on the 3rd of November.  After much discussion the call for a vote was made and the motion passed unanimously. Abstained and request to be recorded as such were Drew Mundie and Rob Stuart.

 

7. New Business: 

          a. Committee to finalize floor plan:

                Kathy Dallas, Sandy Gamble, Devon Bradshaw, Adam Willert, Julie Brewster, Mabel Hamilton are to meet and develop a floorplan.

               Brad Dallas moved, Sheila Fagan seconded that the hall be 6,500 square feet on one level and that the sit down seating capacity would be 350 people. Carried

          b.  Funding:

               Sheila Church moved, seconded by Shirley Adams that Sena Urichuk contact AGLC with regards to transferring Casino funding for other purposes. Carried

               It is also understood that Sena is to liaise with AGLC on an ongoing basis.

               Sena is also to inquire at the Town Office regarding the availability of the designated hall funds.

       c. Business Plan:

            It is imperative that a comprehensive business plan be completed as soon as possible.

8. Next meeting August 5, 2015


Expanding horizons – cultural ENHANCEMENT SOCIETY Minutes


Community Hall Meeting - Bowden Lions Hall          

    June 3, 2015



In attendance


Mabel Hamilton (President), Don Peterson (Vice-President), Sena Urichuk (Treasurer), Julie Brewster (Secretary), Brad Dallas (Board), Norm Westman (Board), Tara Rankin (Board), Lorne Bradshaw, Adam Willert, Sheila Fagan, Shirley Adams, Sandy Wilcox, Annette Glazer, Stan Mills, Wayne Milaney, Connie Huelsman, Pat Filipenko, Sheila Church, Jim Krause, Robb Stuart, Drew Mundie (Guest)


1. The meeting was called to order by Mabel Hamilton at 7:00pm


Agenda Amendments


Add Presentation from Drew Mundie regarding offer to purchase land on Hwy 587


2. Approval of agenda with amendments


Motion to approve agenda with amendments. Pat; 2nd Stan. All in favour


3. Approval of minutes from May 20, 2015


Correction to minutes 6.d) If building is over 600 square meters it requires a sprinkler system.


Friends of Grandview has started planning for the New Year’s Eve Party, but would like Expanding Horizons to put on the dance as a partnership. Expanding Horizons will work with FoG to plan and execute the dance.


4. Correspondence


Nothing received


5. Financial Report


Chequing Account: $728.95


Casino Account: $30,876


Discussion: We will accept donations towards the community hall, and every donation will be well documented and reported. If we hold a fundraiser for the community hall we will document if any of the funds can be used for any other project.


6. Business Arising from last meeting

 

a. Update from Robb Stewart regarding parking on west side of street by Lions hall. We will not receive permission to use/park on the right of way along the railway tracks. Permission can be granted if work is being done (for example grain loading), but not for regular use. CPR will not assume liability for anyone on the property. Dept of Transportation will allow people to park along 2A, but will not make concessions if people park on the other side of the street (for example put up pedestrian signs or a cross walk

b. Update from Wayne on current locations of water/sewer services. Andy in the Town office confirmed that there are 6’ or 8’ lines at the current Lions Hall, at the arena and at Hwy 587.

c. Update from Wayne about requirements for traffic access. A traffic assessment study would have be done to determine maximum traffic usage and then the assessment would determine if a turning lane is required. If it is a high traffic location we would need to put in a turning lane.


 


Discussion: What is cost for a turning lane? Depends on the requirements of the site. At the Pomeroy (very high traffic location with concrete) the cost was $600,000 to move power services and put in lanes.


  •  

      1. Drew Mundie Sundance Realty update. Drew had a verbal discussion with the seller and the seller was very interested in an offer. Offer was made on the property for $100,000 cash + $100,000 tax receipt with many conditions including $5,000 down payment, seller puts in approach, vendor take back mortgage and September 1 possession, subject to building permit received for property, subject to re-zoning to commercial, subject to buyer entering property and testing soil.


     


    Discussion: If we have to widen the road and put in turning lane, would seller be responsible for that? Seller would be responsible for approach, not turning lanes.


    7. New Business


    8. Requirement for new hall


    Discussion: Town and rural community members need to know what is being planned for a new hall. Suggestion to put an update in the next Town newsletter. Suggestion to hold a meeting with an third party facilitator to develop a strategic plan and outline requirements for new hall. A Town Hall meeting will be required regardless of where the building is located, so best to keep people informed as we move forward.


    Action: Wayne offered to pay for a facilitator to do a session towards the end of June. Wayne will coordinate, and will provide update on date/time.


    Next Meeting: Wednesday, June 3, 2015 7:00 pm


    Motion by Brad to adjourn.




    Minutes for May 20, 2015

     

    Expanding horizons – cultural ENHANCEMENT SOCIETY Minutes


    Community Hall Meeting - Bowden Lions Hall



    May 20, 2015



    In attendance


    Mabel Hamilton (President), Don Peterson (Vice-President), Sena Urichuk (Treasurer), Julie Brewster (Secretary), Brad Dallas (Board), Grant Johnston (Board), Ian Marshall (Board), Norm Westman (Board), Tara Rankin (Board), Devon Bradshaw, Lorne Bradshaw, Keith Bailey, Erwin Weber, Karilynn Marshall, Abby Gamble, Sandy Gamble, Donna Lynn Anderson, Adam Willert, Sheila Fagan, Shirley Adams, Annette Glazer, Stan Mills, Wayne Milaney


    The meeting was called to order by Mabel Hamilton at 7:00 pm


    Agenda Amendments: Add Website Update, Add update from Robb Stuart for CPR/Department of Highways


    Approval of agenda with amendments


    Motion to approve agenda with amendments. Shirley; 2nd Stan. All in favour


    Correspondence: Nothing received


    Financial Report: No change from May 6 meeting


    Business Arising from last meeting


    1.  Website Update: Karilynn created a website: www.bowden-horizons.ca. It is live, and updates will be added for sponsorship and fundraising packages, a photo gallery, and agendas/minutes from previous meetings.


    1.  Outstanding ACTION items: Update from Robb Stewart regarding parking on west side of street by Lions hall.  
    2.  Hwy 587 Location Committee Report and Recommendations


    Brad: Working with Drew Mundie from Sundance Realty to make inquiries about property. Options include offering a tax receipt for in-kind donation of land and finding private investors to help pay for any land we might have to purchase.


     


    Question: Does Expanding Horizons want to go into debt to purchase any land before we start the project? Discussion: feasibility of asking town to co-sign loan or securing either private capital or grants before we acquire any debt.


     


    Question: What is the long term plan for the Lions Hall?


    Dismantle to sell or demolish the hall are options. Expanding Horizons has a responsibility to incorporate dismantling/demolishing Lions Hall into sustainability plan.


     


    Question: What are the environmental concerns with demolition of Lions Hall?


    As an old building, there is potential for lath and plaster, asbestos and other concerns.


     


    Question: What are operating costs/revenues for Lions Hall annually?


    In 2014, operating costs were $14,000 with revenues of $9,300. Many rentals are not charged (for example funerals are not charged, but a donation will be accepted). Upside to new hall is that with a marketing plan and operating budget break-even point and profitability are possible.


     


    Question: Alternative location choices still need to be investigated.


    Discussion: Business plan needs to be completed for fundraising to begin and then we can investigate other locations. 


     


      1. Hall Function Committee Report and Recommendations
      2. Started with 60’ x 120’ building to get comparative estimates:


    Pinnacle Building Materials: extensive project estimate including all construction, clean up and landscaping costs (minus kitchen appliances) = $988,000


    Prairie Post Frame: Steel shell only = $153,490


    Marshall Construction: Steel shell only = $146,538


    Nelson Homes: Steel Shell = $205,920


    Wolf Creek: 70’ x 100’ Shell only = $55,000


    Discussion: If over 6,000 sq ft, building will require a sprinkler system. Running services from Town will have to be factored into planning, especially if we need a large water line for sprinkler system.


    ACTION: Meeting on June 3 will be used for determining what all stakeholders would like to see in our community hall.


      1. Fundraising Committee Update


    Sign Up sheet being sent around for interested members to sign up for town clean up on June 13 from 9am – noon.


     


    Written request will be sent to Olds College Department of Advancement for capital campaign in-service.


     


    Discussion: Grants are available from Peavey Industries, Central Alberta Co-op and UFA that need to be investigated.


     


    New Business


    a) Daines Rodeo Volunteering: Innisfail Lions have offered shifts to other clubs to sell 50/50 tickets and provide Security Shifts for June 12 -14. Interested members can contact Stan to sign up.


    b) Canada 150 Fund: Federal government announced the Canada 150 fund, which is “to create opportunities to participate in local, regional, and national celebrations that contribute to building a sense of pride and attachment to Canada”. Unfortunately, it does not apply to buildings. Another fund is being announced which might have funding available for capital projects.


    Roundtable


    Brad: Will call a Special Meeting if needed based on findings from Realtor


    Ian: How do we determine our sewer/water requirements for hall?


    ACTION: Wayne will contact Andy in the Town office for information on current locations of services.


    ACTION: Wayne will contact Alberta Infrastructure in Red Deer to talk about requirements for traffic access.


    Tara: Friends of Grandview (FOG) has offered to host the 2nd Annual New Year’s Eve Dance and give proceeds to Expanding Horizons. Lions Hall and DJ are already booked.


    Annette: Lunch will be provided to everyone who signed up for town clean-up. Meet at Lions Hall at 9 am for area assignment and vests and gloves.


    Mabel: Opportunity to raffle 4 Calgary Flames tickets during 2015/2016 season. When schedule is out a game will be chosen for raffle.


    Next Meeting: Wednesday, June 3, 2015 7:00 pm


    Motion by Don to adjourn.


    Meeting held May 6, 2015

    Expanding horizons – cultural ENHANCEMENT SOCIETY Minutes

    Community Hall Meeting - Bowden Lions Hall

    May 6, 2015

    In attendance

    Glynn Graham, Sheila Fagan, Tara Rankin, Jim Krause, Annette Glazer, Pat Filipenko, Ian Marshall, Wayne Milaney, Brad Dallas, Adam Willert, Sheila Church, Sandy Wilcox, Erwin Weber, Sandy Gamble, Abby Gamble, Shirley Adams, Norm Westman, Larry Huelsman, Connie Huelsman, Lorne Bradshaw, Robert Willert, Devon Bradshaw, Mabel Hamilton, Don Peterson, Sena Urichuk, Julie Brewster, Stan Mills, Grant Johnston

    The meeting was called to order by Mabel Hamilton at 7:00 pm

    Agenda Amendments

    Governance of Expanding Horizons and the Hall Project moved to top of agenda

    Add Financial Report

    Add Correspondence in New Business

    Governance

    The Expanding Horizons board have sorted through all of the archived documents to get a clear understanding of the history, mission and goals.

      1. Mission

    To increase and make accessible opportunities for citizens of all ages to participate in a larger variety of cultural and recreational activities.

     

      1. The Goals of the Society

    Through fundraising events, corporate and individual donations, and grants, the Expanding Horizons – Bowden Cultural Enhancement Society have as their goals the following:

    1. Library: Expansion of library facilities.

    2. Cultural: Allow people to experience cultural activities.

    3. Recreational and Social: To provide opportunities for non-traditional recreational and social activities.

     

    Expanding Horizons board and members will form committees to provide direction, expertise and knowledge to see the Community Hall project through to completion. Additional cultural and recreational projects can also be created under the umbrella of Expanding Horizons.

    Financial Report

    2013 and 2014 annual financial returns have not yet been filed, but will be completed by the end of May. Sena confirmed with Service Alberta that we can file the returns for both years, and will still be in good standing.

    CRA Tax Return for 2014 has been filed.

    AGLC Casino Report for 2014 has been filed. The next casino will be drawn in February 2017 and will be awarded in Q2 of 2017.

    Financial Statement:           General Account Balance April 7: $90.95

    Casino Account Balance April 7: $30,876.86

     

    Discussion: Casino revenue can be used for capital projects and as a matching contribution to grant proposals if AGLC agrees to an amendment of Use of Funds.

     

    Motion to approve Financial Report; Larry Huelsman, 2nd Brad Dallas. All in favour.

    Approval of Minutes April 22, 2015

    Motion to adopt minutes as presented; Pat Filipenko, 2nd Ian Marshall. All in favour.

    Hall Project Meeting - Chair Stan Mills   

    Old Business

    Building Location Committee Update

    Location Team received copies of 2011 and 2014 feasibility studies from the Town. Those studies identified 8 possible locations, and the team further narrowed the options to 4 – Lions Hall, Centennial Park, Ag Society and Site 587 (west of Trim Shop).

     

    Pros/Cons of sites – see attached report

     

    Discussion about possible sites:

    - How much will the Town be willing to contribute land/services to the project? Any request for donation of land, financial contributions or changes to zoning will have to be presented to a Town Council meeting. Currently there are 600 rate payers in town - even a small percentage increase will have a negative impact on those rate payers and might not have a significantly positive impact on the fundraising for the hall project.

    - Running services from the Town lines to Ag Society is prohibitively expensive. Can a septic field be used at the Ag Society location rather than Town water/sewer? The water table is very high, and unlikely a septic field is an option.

    - Can the Curling rink be demolished to add parking room at Centennial Park location? The cost would be very high, and the ice maker at the arena cannot be moved and the large cement pad for the Zamboni is covered in a pile of snow much of the winter.

    - Is there adequate room for parking if the building is located either south or southwest of the arena? Will the Town want to give up the greenspace? If Centennial Park was the chosen location, it is very low and wet and the cost of building will be very high, and there still will be limited room for parking because a large portion of the greenspace is Diane Berggren’s property. A test hole can be drilled and details from the Town for the cost of the arena parking lot renovation can be requested.

    - One acre of land will accommodate 70 parking stalls. Parking is a priority for any location.

    - Site location along 587 has the fewest unknowns, but a test hole will need to be drilled to determine if it is the most viable option. This location has the upside of enough room to add RV parking as a commercial revenue stream for the hall.

    - It is believed that the land along 587 would need to be re-zoned. If this land is the best option for the hall location a formal request must be presented to Municipal Planning Committee. If there are no objections from residents the re-zoning can be completed within a month. If there are objections the process will take longer.

     

    Motion for the Location team to further inquiries into Hwy 587 site for the hall location by Sandy Wilcox, 2nd Lorne Bradshaw. All in favour.

     

    ACTION: Jim Krause will contact Ed Fyten to ask about the land to get a better idea of the viability.

    ACTION: Brad Dallas will confirm price of land.

     

    Hall Function Subcommittee of Norm Westman, Adam Willert, Abby Gamble, Jim Krause, Stan Mills and Mabel Hamilton has been formed to gather information about layouts and options for a 350 person hall. They will seek rough estimates on cost with different material options. Norm Westman has already began preparation, and has the blueprints and layout for Coronation and Dewberry. The team will start with those layouts and will come back with an analysis and recommendation at the next meeting.

     

    Fundraising Committee Update

    Red Lodge Park Recycling Program submission is still in process and we have not been informed if our application is successful. 

     

    Outstanding ACTION items: Update from Robb Stewart regarding parking on west side of street by Lions hall.   

    New Business

    Proposed Work Plan

    A work plan has been drafted to give some guidance for a timeline. See attached.

     

    Discussion about the business plan. A business plan include our vison, project budget, project timeline, and sustainability plan with as much detail as possible. The business plan is a critical component to any discussions with other stakeholders, funders, partners and levels of government.

     

    Correspondence

    Lions Club Town cleanup is June 13. The town is divided into zones, and local organizations have been asked to volunteer to clean up a zone and in return the Lions Club will make a donation to the organization.

     

    Discussion: Members of Expanding Horizons will volunteer to clean up two zones.

     

    Community Action Society has sent a request asking Expanding Horizons for a donation of $900 for the purchase of permanent metal picnic tables. Members of the Community Action Society have withdrawn the request.

     

    AGLC has sent a request for an email address for Expanding Horizons. Julie will respond with our email address.

     

    Committee Time/Expense Sheets

    Committee members should track their hours and expenses which can be used as in-kind contributions to the hall project. Julie will email out a template.

     

    Next Meeting: Wednesday, May 20, 2015 7:00 pm

    Motion by Pat Filipenko to adjourn.

    Expanding horizons – cultural ENHANCEMENT SOCIETY Minutes

    SpecialAnnual General Meeting Bowden Lions Hall

     

    April 22, 2015

    In attendance

    Marie Foster, Joe Foster, Pat Filipenko, Donna Lynn Anderson, Karilynn Marshall, Abby Gamble, Sandy Gamble, Sheila Church, Sena Urichuk, Mike Fagan, Annette Glazer, Grant Johnston, Robert Willert, Lorne Bradshaw, Sandy Wilcox, Brad Dallas, Barb Chopko, Norm Westman, Sheila Fagan, Jim Krause, Robb Stuart, Sian Richards, Connie Huelsman, Mabel Hamilton, Earl Kinsella, Daryl Kinsella, Don Peterson, Stan Mills, Julie Brewster, Ian Marshall


    The meeting was called to order by Stan Mills at 6:10 pm Welcome and Call to Order

    Thank you to Don Peterson and Norm Westman for approaching the previous board members of the Cultural Enhancement Society and proposing that it is the best society to provide the organizational framework for a new community hall.

    The current Board of Directors of Expanding Horizons – Bowden Cultural Enhancement Society is dissolved.

    Nominations and Election

    1. Nominations for President

    Mabel Hamilton nominated by Don Peterson; 2nd Sheila Church

    Stan Mills nominated by Sena Urichuk; 2nd Sandy Gamble

    Nominations closed

    Mabel Hamilton elected President

     

    2. Nominations for Vice President

    Stan Mills nominated by Sandy Gamble; 2nd Sheila Church, Respectfully Decline

    Norm Westman nominated by Julie Brewster; 2nd Don Peterson, Respectfully Decline

    Don Peterson nominated by Sheila Church; 2nd Barb Chopko

    Nomination closed

    Don Peterson acclaimed Vice President

     

    3. Nominations for Treasurer

    Sena Urichuk nominated by Tara Rankin; 2nd Pat Filipenko

    Motion by Mabel Hamilton for nominations to cease. All in favour.

     

    4. Nominations for Secretary

    Julie Brewster nominated by Tara Rankin; 2nd Barb Chopko

    Motion by Sena Urichuk for nominations to cease. All in favour.

     

    5. Nominations for Directors at Large

    Norm Westman nominated by Don Peterson; 2nd Sandy Gamble

    Ian Marshall nominated by Mabel Hamilton; 2nd Mike Fagan

    Tara Rankin nominated by Julie Brewster; 2nd Sena Urichuik

    Brad Dallas nominated by Mike Fagan; 2ndKarilynn Marshall

    Grant Johnston nominated by Sena Urichuk; 2nd Mike Fagan

    Motion by Pat Filipenko for nominations to cease. All in favour.

     

    Motion by Sena Urichuk for signing authority to be granted to Mabel Hamilton, Don Peterson, Julie Brewster and Sena Urichuk. 2nd Julie Brewster. All in favour. Motion Carried.

     

    New Business

    Mabel presented a brief overview of the new Expanding Horizons Society. The view of the society from 30,000 feet is to build a Mission Statement that encompasses the goals and aims of the society. The view from 10,000 feet is to build a business plan and a sustainability plan. The ground level view will be creating the individual committees that will move forward with the planning and execution of a new hall.

    Pat Filipenko provided some background from the inception of Expanding Horizons. The initial goals were set up to be very broad in scope.

    Motion by Sheila Church to raise membership fee from $1/lifetime to $5/annual fee in 2016. 2nd Ab Gamble. All in favour. Motion carried

    Motion by Pat Filipenko that all funds raised for Expanding Horizons be allocated to the Bowden Community Hall fund, until otherwise decided at the Annual General Meeting. 2nd Ab Gamble. All in favour. Motion Carried.

    Discussion: There was a Community Hall board that dissolved and their funds were given in trust to the Town of Bowden. The account is still active and can be requested by Expanding Horizons.

    Motion to adjourn by Sandy Gamble at 6:45 pm.