Blue Quill Community League

Annual General Meeting

October 14, 2010
7:00 to 9:00 p.m.

2010 BQCL AGM

Agenda
 Call to Order and Declaration of Quorum
 Approval of 2009 AGM Minutes
 Approval of 2009/10 Financial Report
 Approval of 2010/11 Operating Budget
 Report from Blue Quill Scouts
 Special Presentation – Girl Guides
 Year in Review – Director’s Reports
 Elections – BQCL Board
 New Business - Swimming
 Guest Speaker – Mr. Kevin Arnott
 Door prize draw
2010 BQCL AGM
Agenda
 Call to Order and Declaration of Quorum
 Approval of 2009 AGM Minutes
 Approval of 2009/10 Financial Report
 Approval of 2010/11 Operating Budget
 Report from Blue Quill Scouts
 Special Presentation – Girl Guides
 Year in Review – Director’s Reports
 Elections – BQCL Board
 New Business - Swimming
 Guest Speaker – Mr. Kevin Arnott
 Door prize draw
2010 BQCL AGM
Agenda
 Call to Order and Declaration of Quorum
 Approval of 2009 AGM Minutes
 Approval of 2009/10 Financial Report
 Approval of 2010/11 Operating Budget
 Report from Blue Quill Scouts
 Special Presentation – Girl Guides
 Year in Review – Director’s Reports
 Elections – BQCL Board
 New Business - Swimming
 Guest Speaker – Mr. Kevin Arnott
 Door prize draw
2010 BQCL AGM
Financial Report
 Actual vs. Budget

2009/10 2009/10 $ Over

Actual Budget Budget

Income 275,120 233,408 41,712

Expenses 189,960 213,354 (-23,394)

Net Income 85,160 20,054 65,106

2010 BQCL AGM

Financial Report
 Revenue
2009/10 2009/10 $ Over
Actual Budget Budget

4001 · Playschool Revenue 51,585 49,008 2,577

4002 · Membership Income 8,195 8,400 -(205)

4003 · Hall Rental Income 12,534 13,500 -(966)

4004 · Long Term Rental Income 39,240 41,500 -(2,260)

4005 · Program Revenue 25,015 25,000 15

4006 · Grants Income 61,392 25,000 36,392

4007 · Casino Income 75,625 62,000 13,625

2010 BQCL AGM

Financial Report
 Expense Items
2009/10 2009/10 $ Over
Actual Budget Budget

6001 · Advertising Exp 2,269 2,000 269

6003 · Board Expenses 937 1,000 -(63)

6005 · Membership Exp 3,879 1,800 2,079

6011 · Events Exp 6,332 7,000 -(667)

6015 · Program Exp 19,238 25,000 -(5,762)

6025 · Office Supplies 1,004 2,000 -(996)

2010 BQCL AGM

Financial Report
 Expense Items
2009/10 2009/10 $ Over
Actual Budget Budget

6030 · Hall Expenses 2,647 1,500 1,147

6035 · Publications 4,450 5,500 -(1,050)

6075 · Wages 50,783 59,600 -(8,817)

6150 · R & M Expense 15,788 12,000 3,788

6190 · Utilities 19,853 25,000 -(5,147)

6640 – Telephone & Internet 1,161 2,300 -(1,139)

2010 BQCL AGM

Financial Report
 Capital Expenses

Permanent Sign 7,140

Snow Brush 4,267

Total 11,407

2010 BQCL AGM

Financial Report
 Playschool
2009/10 Actual
Revenue 51,585
Expenses 47,675
Surplus 3,910

2009/10 Budget
Revenue 49,008
Expenses 48,654
Surplus/Deficit 354

2010 BQCL AGM

Financial Report
 Playschool
 Year-End Reconciliation:

Paid out to Playschool

Extra-ordinary Fundraising Revenue 2,472
Pre-paid registration fees 1,470
Total 3,942

Received from Playschool

Purchase of assets in playschool area 1,250

2010 BQCL AGM

Financial Report
 Bank Accounts

31 Aug 10 31 Aug 09 $ Change

1015 · TD Casino 75,838 2,058 73,780

1110 · TD General Account 129,139 130,662 (-1,523)

Total 204,977 132,720 72,257

2010 BQCL AGM

Agenda
 Call to Order and Declaration of Quorum
 Approval of 2009 AGM Minutes
 Approval of 2009/10 Financial Report
 Approval of 2010/11 Operating Budget
 Report from Blue Quill Scouts
 Special Presentation – Girl Guides
 Year in Review – Director’s Reports
 Elections – BQCL Board
 New Business - Swimming
 Guest Speaker – Mr. Kevin Arnott
 Door prize draw
2010 BQCL AGM
Financial Report
 2010/11 Proposed Budget

2010/11 2009/10 2009/10

Budget Actual Budget

Income 152,000 275,120 233,408

Expenses 171,900 189,960 213,354

Net Income (-19,900) 85,160 20,054

2010 BQCL AGM

Financial Report
 2010/11 Proposed Capital Budget

Description Amount
New Permanent Signs (2x) $11,000
Terrace Patio $10,000
Loft Space Flooring $5,000
Small Dance Studio Floor $2,500
Volleyball Court Redevelopment $1,500
TOTAL $30,000

2010 BQCL AGM

Financial Report
 Other items to keep on mind:
 Tennis court resurfacing & new nets
 Tennis court wind/sun screens
 Basketball court fence repairs
 Hall roof repairs
 Parking lot repairs

2010 BQCL AGM

Agenda
 Call to Order and Declaration of Quorum
 Approval of 2009 AGM Minutes
 Approval of 2009/10 Financial Report
 Approval of 2010/11 Operating Budget
 Report from Blue Quill Scouts
 Special Presentation – Girl Guides
 Year in Review – Director’s Reports
 Elections – BQCL Board
 New Business - Swimming
 Guest Speaker – Mr. Kevin Arnott
 Door prize draw
2010 BQCL AGM
Agenda
 Call to Order and Declaration of Quorum
 Approval of 2009 AGM Minutes
 Approval of 2009/10 Financial Report
 Approval of 2010/11 Operating Budget
 Report from Blue Quill Scouts
 Special Presentation – Girl Guides
 Year in Review – Director’s Reports
 Elections – BQCL Board
 New Business - Swimming
 Guest Speaker – Mr. Kevin Arnott
 Door prize draw
2010 BQCL AGM
Agenda
 Call to Order and Declaration of Quorum
 Approval of 2009 AGM Minutes
 Approval of 2009/10 Financial Report
 Approval of 2010/11 Operating Budget
 Report from Blue Quill Scouts
 Special Presentation – Girl Guides
 Year in Review – Director’s Reports
 Elections – BQCL Board
 New Business - Swimming
 Guest Speaker – Mr. Kevin Arnott
 Door prize draw
2010 BQCL AGM
The BQCL Mission Statement

The Blue Quill Community League strives to

provide a sense of community, and to
enhance the quality of life in the greater
Blue Quill Community, by providing:
facilities for community use; excellent
social, recreational and cultural programs;
and focussed advocacy efforts.

2010 BQCL AGM

Board Organizational Chart
President

Administrator Past President

Vice President Fundraising Director

Treasurer Civics Director

Secretary Program Director

Publicity Director Sports Director

Membership/Volunteerism Facilities Director

Social Director

2010 BQCL AGM

Directors’ Organizations
Publicity Social
Director Director

Event Event Event

Newsletter Hugh Calder –
Webmaster Coordinator Coordinator Coordinator
Editor Community Views

Program
Director

Belly dancing Taekwan Do Mom’s & Tot’s

Instructor Instructor Group

2010 BQCL AGM

Directors’ Organizations

Sports Facilities
Director Director

Soccer Tennis Other Sports Rink Custodian & Hall Rental

Coordinator Coordinator Co-ordinators Manager Janitor Coordinator

2010 BQCL AGM

Our Community
 Where we are located

2010 BQCL AGM

Our Community

2010 BQCL AGM

Our Community
 League Founded in 1979
 * Number of Residents: 10,752
 Blue Quill: 4,481
 Blue Quill Estates: 1,404
 Skyrattler: 2,143
 Sweet Grass: 2,724

* 2009 City of Edmonton Neighborhood Census

(as found on City of Edmonton web site)
 http://www.edmonton.ca

2010 BQCL AGM

Year in Review – Executive
 Community league is a business…

2010
2009 Revenue
2008
2007 Expenses
2006

$0 $100,000 $200,000 $300,000 $400,000 $500,000

 Between revenue and expenses, our cash

flow this year was close to $450,000
2010 BQCL AGM
Year in Review – Board
 Started last October with 7 Directors
 In the spring, recruited more
volunteer and filled board of 13
Directors!
 Number of Directors (quorum)
required to introduce and pass
motions > 50%
 At tonight’s AGM, 7 of 12 board
positions need to be filled

2010 BQCL AGM

Year in Review – Membership
 Director: John Van der Veen
 Responsibilities include:
Processing memberships both from online
submissions and through Administrator
Co-ordinating volunteers for BQCL events
 Membership year runs from September 1 to
August 31 in alignment with EFCL.
 In 2009/10, we had 268 BQCL members (slight
increase from previous year with 260)
 In 2010/11 as of tonight, we have 147 members
 The next wave of memberships will come from
soccer registration in spring and tennis in summer

2010 BQCL AGM

Year in Review – Membership
 Director: John Van der Veen
 Memberships can now be purchased online from
EFCL (www.efcl.org), but service fees will apply.
 We encourage you to purchase at registration
times. No extra fees are charged.
 Quirks in online registration process were
ironed out this year
 More memberships are coming through
electronically either from EFCL or BQCL
web sites

2010 BQCL AGM

Year in Review – Membership
 Director: John Van der Veen
 Volunteer co-ordination was difficult this
year
 Need to better utilize volunteer deposits in
order to motivate community league
members to volunteer
 On a positive note, found some members
of community willing to volunteer with no
volunteer cheque ransom
 Casino in May had lots of volunteers come
forward – Many Thanks to everyone who
volunteered!
2010 BQCL AGM
Year in Review – Facilities
 Director: Ken Hawrylenko
 Interior Improvement Highlights
Loft space painted (Thank you Scouts!)
Cleaned furnaces and ducts
Consultation and walk around with Federated
Environmental regarding refrigeration, hot
water tanks and kitchen equipment
Mirrors installed in basement dance studio
Wall trim installed
Hot water tank replaced
Satellite dish, receiver and DLP projector
installed in loft space

2010 BQCL AGM

Year in Review – Facilities
 Director: Ken Hawrylenko
 Interior Improvement Highlights
Assessment conducted for the purpose of
more efficient lighting throughout the hall
Assessment conducted regarding heating by
Champion heating which led to proper
diagnosis of A/C problem in the hall
Two temp workers for 10 days allowed catch
up with duties in the hall - painting
Fire protection follow up to be conducted Oct
18, 2010

2010 BQCL AGM

Year in Review – Facilities
 Director: Ken Hawrylenko
 Exterior Improvement Highlights
Grounds clean up in the spring (Thank you
Brownies!)
Painting and repair of window well logs and steel
covers
Concrete patchwork at skate room entrance

2010 BQCL AGM

Year in Review – Facilities
 Director: Ken Hawrylenko
 Upcoming Repairs/Upgrades
Fix wiring for main furnaces
Basement heating control
Loft space floor & AV system
Roof terrace
Electrical outlets in basement
Basement storage room renovation

2010 BQCL AGM

Year in Review – Programs
 Director: Monika Sharma
 Playschool
 As of Sept. 1, 2010, playschool is now run
independently
 Playschool is now a paying tenant and renting
space
 City of Edmonton Programs
 Several programs held in hall through the year
 2 Big Bin events this year
 Thank you to our CRC – Laura Shewchuk
 Capital Health Flu Clinic
 Not held this year due to demand of hall use
and other programs being offered

2010 BQCL AGM

Year in Review – Programs
 Director: Monika Sharma
 Community League Swim
 Saturdays and/or Sundays at Confederation
Pool. Show your membership card!
 We’ll discuss actual times under New
Business
BQCL Usage stats (showing trend) for 2009

100
80
60
40
20
0
Oct-08 Nov-08 Dec-08 Jan-09 Feb-09 Mar-09 Apr-09 May-09 Jun-09 Jul-09 Aug-09

2010 BQCL AGM

Year in Review – Programs
 Director: Monika Sharma
 Beavers/Cubs/Scouts/Venturers
 All groups meet on Wed evenings in hall
 Sparks/Brownies/Guides/Pathfinders
 All groups meet on Mon evenings in hall
 Scrapbooking events
 All-day crops held on Saturdays
 Belly Dancing (NEW)
 Sisters of Sahara started classes in spring
 Classes on Thursday nights – two levels

2010 BQCL AGM

Year in Review – Programs
 Director: Monika Sharma
 Taekwan-Do (NEW)
 Master Wilfred Ho of NTF started classes in fall
 Classes on Tuesday and Thursday nights
 Zumba Fitness (NEW)
 Planned start date – beginning of November
 Classes on Friday nights
 Seniors’ Pancake Breakfast
 Held in June
 Free breakfast for seniors

2010 BQCL AGM

Year in Review – Sports
 Director: Dan Myers
 2010 Summer soccer season
Thank you to all the volunteers for your
incredible help and support. We could not
do it without you.
Special thanks to Barb Waldie for all her
help as the Co-ordinator
Approx 275 kids registered with our
program
Blue Quill Wins Cities U16-Girls Gold
coached by Ron Boehm

2010 BQCL AGM

Year in Review – Fundraising
 Director: Keri McFarlane
Casino
 Biannual casino event was held at Baccarat on
23-24 May 2010.
 Thanks to all our volunteers for making this
event a success!
 Casino income was $75,625.08
 Our next casino is confirmed for Baccarat Casino
during Apr/May/June of 2012
 The specific date will be determined by
random draw in November 2011
 We will need volunteers for 6-hour shifts
 Snacks and meal provided for each volunteer - sign up
early!
2010 BQCL AGM
Year in Review – Fundraising
 Director: Keri McFarlane
Grants
 We applied for seven grants during the past year; six
of those applications were successful.
 Grant income was $61,391.63
 Provincial STEP (Summer Temporary Employment
Program) grant
 Blue Quill playground site received funding for one
STEP position (16 weeks x 35 h/week @ $14.63/h)
 Federal Canada Summer Jobs grant
 2 summer recreation program leaders ($5551, 9
weeks x 35 h/week) – Blue Quill and Sweet Grass
 1 playground leader with tennis/soccer instruction
($3122, 9 weeks x 35 h/week) - Yellowbird

2010 BQCL AGM

Year in Review – Fundraising
 Director: Keri McFarlane
Grants
 City of Edmonton Community League Operating Grant
 We received $19,377 to assist with the costs of operating
community programs and activities during 2010
 We also received $19,272 for the 2009 year
 Beyond 2010! Activating Great Neighbours initiative from
City of Edmonton
 We received $300 to support our upcoming Oktoberfest event
on Oct. 23.
 We applied for a City of Edmonton Community Initiatives
Program grant requesting $3310 for Movie-In-The-Park
event
 We are no longer eligible to receive funding, so request
was denied.
 Estimated budget for Movie-in-the-Park = $6620

2010 BQCL AGM

 Year in Review – Publicity
 Promote community
events to encourage
participation
 Contact for City of
Edmonton,
advertisers,
newsletter designers,
sign companies
 Arranged for
permanent sign
installation (119 St & 28
Ave)
2010 BQCL AGM
Year in Review – Publicity
 Coordinated
newsletter contents
 Monthly Community Views
 Quarterly BQCL electronic
 Regularly advertise
events on three signs
and in newsletters
e.g.
 Movie in the Park
 Pub nights
 Flea Market
 Christmas party
 Soccer registration
 Seniors’ breakfast
 Hall programs
2010 BQCL AGM
Year in Review – Civics
 Director: Gillian Gish
 South-LRT (S-LRT) Extension
 Opened in April 2010
 Temporary (gravel lot) Park and Ride at Century
Park was installed
 There are issues with lot filling up early in
morning and commuters parking on residential
streets
 A permanent Park and Ride facility for the
South LRT is being constructed in Heritage
Valley (Ellerslie Road/127 Street) with
scheduled completion in 2011.

2010 BQCL AGM

Year in Review – Civics
 Director: Gillian Gish
 Contacted by group opposing extension of 119
Street through the ravine to Twin Brooks
 Responsibilities included attending Southwest
Area Council (SWAC) meetings and EFCL
meetings on behalf of BQCL
 Thank you to Sandra Crawford and Andrew
Happer for filling in!
 SWAC Strategic Development held in January
 Thank you to Sandra Crawford, Andrew
Happer, Dan Myers and Jess Powers for filling
in!

2010 BQCL AGM

Year in Review – Social
 Director: Sandeep Desai
 We had a slow start since this position was
vacant up to the spring
 Bought a popcorn machine this year!

2009-2010 events
 Kids’ Christmas Party – Nov. 2009
 Pub Night – Mar. 2010
 Flea Market – May 2010
 Soccer Wind-up BBQ – June 2010
 3rd annual Movie in the Park (signature event) –
Sept. 2010
 Fall Market (Vendor Fair) coming up – November
13

2010 BQCL AGM

Agenda
 Call to Order and Declaration of Quorum
 Approval of 2009 AGM Minutes
 Approval of 2009/10 Financial Report
 Approval of 2010/11 Operating Budget
 Report from Blue Quill Scouts
 Special Presentation – Girl Guides
 Year in Review – Director’s Reports
 Elections – BQCL Board
 New Business - Swimming
 Guest Speaker – Mr. Kevin Arnott
 Door prize draw
2010 BQCL AGM
Elections
 There is a lot of organization required to
keep the community league going
 We need volunteers!
 The more the volunteers, the easier it is
 Why Volunteer?
 There are many reasons to volunteer!
 Meet new people and make new friends
 Gain work-related experience
 Share existing skills and talents or learn new
skills
 Effect change and have a positive impact in
YOUR community

2010 BQCL AGM

Elections
 Why Volunteer?
 Even MORE reasons to volunteer!
 Champion a cause
 Build confidence and self-esteem
 Gain a sense of achievement
 Pursue a special or personal interest

2010 BQCL AGM

Elections
 Commitment to volunteering as a board
member:
 Consistent and open communication with
other board members (email, phone)
 Diligent completion of required tasks
 Monthly board meetings (except for July)
 Attendance at community league events
 Annual board development activity
 Suggested time commitment: 5 hours/week

2010 BQCL AGM

Elections
Position (as of AGM) Status
President Filled
Vice President Vacant
Secretary Filled
Treasurer Vacant
Civics Director Vacant
Program Director Vacant
Sports Director Filled
Membership Director Vacant
Publicity Director Filled
Fundraising Director Filled
Social Director Vacant
Facilities Director Vacant

2010 BQCL AGM

Agenda
 Call to Order and Declaration of Quorum
 Approval of 2009 AGM Minutes
 Approval of 2009/10 Financial Report
 Approval of 2010/11 Operating Budget
 Report from Blue Quill Scouts
 Special Presentation – Girl Guides
 Year in Review – Director’s Reports
 Elections – BQCL Board
 New Business - Swimming
 Guest Speaker – Mr. Kevin Arnott
 Door prize draw
2010 BQCL AGM
New Business
 Swimming at Confederation Pool:
 Saturdays, Sundays or both
 Number of hours per week
 Cost per month

2010 BQCL AGM

Agenda
 Call to Order and Declaration of Quorum
 Approval of 2009 AGM Minutes
 Approval of 2009/10 Financial Report
 Approval of 2010/11 Operating Budget
 Report from Blue Quill Scouts
 Special Presentation – Girl Guides
 Year in Review – Director’s Reports
 Elections – BQCL Board
 New Business - Swimming
 Guest Speaker – Mr. Kevin Arnott
 Door prize draw
2010 BQCL AGM
Agenda
 Call to Order and Declaration of Quorum
 Approval of 2009 AGM Minutes
 Approval of 2009/10 Financial Report
 Approval of 2010/11 Operating Budget
 Report from Blue Quill Scouts
 Special Presentation – Girl Guides
 Year in Review – Director’s Reports
 Elections – BQCL Board
 New Business - Swimming
 Guest Speaker – Mr. Kevin Arnott
 Door prize draw
2010 BQCL AGM
BQCL 2010 AGM

Question and Answer Session

2010 BQCL AGM

BQCL 2010 AGM

THANK YOU for attending!

PLEASE VOLUNTEER

www.bqcl.org

2010 BQCL AGM