Belgrave Kinsmen

Download: Belgrave Kinsmen Minutes Wednesday September 5 2018

Belgrave Kinsmen Minutes Wednesday September 5,2018

Location: Belgrave Arena

Meal: Trevor

Members in attendance:

Wally, Paul, Dwight, Chris, Gavin, Trevor, Mike, Jim, Darrell, Chad, Dean

Guests in attendance:

Paul (Deputy Governor – Zone) Kim (Deputy Governor – Zone)

Address to chair: President Trevor, fellow Kin. Welcome guests. Hope to have a good year.

Sgt arms: Gavin

D.D: Trevor

Kin Song: Dwight

Kin Grace: Jim

Secretary Report: Nothing to report

Registrar’s report: All members unpaid

Treasure report: Club account 5969.98, Service account 19,952.40

Arena Board report: Nothing to report

Committee reports: Nothing to report

Zone Business (presented by Deputy Governors aka DG):

• Kin College on Sept 17
  • Aim is for new members
  • Able to register online
• The zone is looking to do a club executive meeting
  • Details to come (provided by zone)
• Cystic fibrosis night
  • Attempting to have CF night this year
  • Zone to provide a speaker for the event, all club has to do is host
  • DG recommended possible of doing on Mother’s Day after breakfast
  • Chris advised issue last year due to limited member availability due to planting season, recommended club determine an alternate date
• Zone dues coming up
  • Trevor to receive information
• District dues sent in June
  • Paul (DG) to resend to Trevor as their contact email on record is incorrect
• Fall Leadership Conference (FLC)
  • First weekend in November
  • Halloween theme
  • Location: St. Thomas
  • Can register for weekend or for single day (Saturday)
• Club Service Reporting
  • Clubs are to provide service report to zone at end of year
  • Last year only 50% of clubs provided report (we were not one of them)
  • Provide service $ collected for year
  • Provide total number of hours completed by club
    • Thought is to add service hours to committee report
  • Reported 20 million in service $ in Canada – note that this is only from clubs reporting values
• Club Health Assessment
  • Optional assessment available to clubs
  • Can have zone representative assist
  • Used to set goals and targets for club
  • Focused on member retention
  • Resources available on kincanada.ca
• Certification Ceremony
  • New executives sworn in
• Kin website member area
  • Member section of kincanada.ca will be changing to ikin.ca
  • Will be notified when change is complete by zone
• Accredited Delegates forms
  • Needed for Kin Canada functions that have voting actions
  • No form = no votes
  • When voting, delegate gets the number of votes per club membership (i.e. we would have 19 votes if we use last year’s membership count)
• Facebook Groups
  • DGs reminded us of the Facebook groups for national, district and zone
• Fall Leadership Conference (FLC) 2019 Bid
  • Clubs that wish to host the 2019 FLC are encouraged to enter a bid
  • Must be able to provide conference space for 100-300 people and access to hotel accommodations
• Event Advertising
  • To advertise events to a broader audience, contact Carol at [email protected]
• Insurance Reporting
  • Paul (DG) had individual conversation with Trevor regarding requirements
• Financial Statements
  • Reviewed financial statements and reports are required to be sent to Matt at district
• OPP Vulnerable Sector Check)
  • New process
  • Required for Presidents and Treasurers
  • Required for new members (grey area)
    • Questions on this to be sent to DGs for further follow-up if needed

Old Business:

• Chad’s wedding
  • Chris determined bill based on standard rate
  • All incurred costs for goods were already agreed to be paid by Chad
  • Question to members in attendance of what form of discount as Chad is a member
  • Dean motioned to waive the bill for all service hours as there was no financial cost as Chad payed for all costs incurred
    • Wally seconded
    • All in favour
    • Motion carried
• Belgrave Mites Baseball
  • Club donated jerseys
  • Team send notice saying thank you to the club
  • Team provided picture in frame
  • Picture to be placed in case in arena
• Dalton Delisle Wedding
  • September 15
  • Initially agreed on $500 donation to put out the meal (warm up pre-cooked meat)
  • Services requested from mother of the bride increased
    • Cleanup
    • Dishes
    • Look after water on tables
    • Setting out desert and coffee
  • Need to bring trailer
  • 2 groups needed
    • 1 group to be there at noon (time needs to be validated as might be 1 pm – time wasn’t documented at time of discussion at meeting) to set up and cook
    • 1 group to be there at 6 to finish cleanup, serve coffee/desert, etc
  • Most members are unable to make it due to end of year ball tournament and out of area
  • Chris to send out email to see who can help
• Kinsmen White Shirts
  • 2 individuals did not provide size so not ordered
  • Only 4 have been paid for ($23 per member)
• 40^th Anniversary
  • Need names of past members – Trevor has
  • Need to set a date
• Beer Tour
  • Still a possible event however as determined from last year transportation cost is very high
  • Better option is to host at arena
  • Gavin stepping down as coordinator of that event

New Business:

• Jim McGee Celebration of Life
  • Club to provide bartending services and food top up
  • Set up stage
  • Maroon ball team will be setting up chairs and tables Thursday night
    • Club members offered to help if available
  • Decision to wear white kin shirt and red tie
  • Time is from 1-4pm
    • Meet at noon and service until end (undetermined time)
  • Chris motioned that any Kinsmen time and incurred costs are donated
    • Gavin seconded
    • Motion carried
• Kin Trailer – Borrowing
  • Question asked if the ask to borrow the trailer has to be handled in a meeting with a motion
  • Response was that as long as everyone knows and there is no conflict with events, notification is needed but no motion
• Picnic Table Reservations/Rentals
  • Tables are booked through the arena board
  • No rental fee but will accept donation
• Event Calendar
  • Request to have event calendar sent to club earlier this year
  • Event dates need to be determined
  • Groups remain the same as last year
• Cash Calendar
  • Need to start finding sponsors
  • Issues last year with quality of calendar (extra days, incorrect day of week printed) – need to be discussed with printer
• Wingham Silver Stick
  • Jeff Ireland reached out
  • Chris motioned same donation as last year of $75
    • Wally Seconded
    • Motion carried
• Kinsmen Park
  • Last spring motion carried to spend $500 from 150^th committee on lights for park for Christmas
    • Township will cover costs for any electrical enhancements needed such as wiring, etc
  • Need to determine date and time to set up as well as take down
  • Will need to be an annual event
• Fence
  • Red fencing needs to be installed
  • Date to complete to be determined
• Meeting Hosts and Meals
  • List of dates for meetings to be determined
  • From list, members to select dates to host or provide a meal

Fines – 4.00

D.D – 17.25

Meeting closed without official adjournment (motion/second).

Next meeting at Wally’s on September 19th