MCKENZIE TOWNE COMMUNITY ASSOCIATION BOARD OF DIRECTORS’ MEETING

McKenzie Towne Hall 40 McKenzie Towne Blvd SE

Wednesday, November 9, 2016 – 6:30 pm

MINUTES

1. Call to Order @ 6:35

2. Roll Call - Shelley Wark-Martyn, Myles Flaig, Jaydel Gluckie, Sarah Ferguson, Breanna Thirlwall, Tom Kimic, Yvette Lauer, Sarah Papineau, Shane Keating, Jeff Park, Meghan Oliver

3. Adoption of Agenda - Yvette motioned, Breanna seconded, passed

4. Approval of the September 14, 2016 Minutes (note: no meeting in October) - Jaydel motioned, Breanna seconded, passed.

5. External Reports (See below) a. City of Calgary Police Report – Officer Kam b. Ward 12 City Councilor (Councilor Shane Keating Report) c. City of Calgary Community Coordinator Report – Ms. Sarah Papineau d. Office of Member of Parliament Tom Kmiec e. Trico Representative – Ms. Breanna Thirlwall

6. Officer Reports (See below) a. President – Ms. Shelley Wark-Martyn b. Vice-President – Vacant c. Treasurer – Ms. Yvette Lauer d. Secretary – Ms. Sarah Ferguson

7. Committee Chair Reports (See below) a. Communications Chair – Ms. Breanna Thirlwall

i. Membership Renewals - Shelley to talk to Jim b. Development Chair – Vacant

8. Unfinished Business

a. AGM minutes - discussed, review of positions and approved by Shelley, Jaydel, and Breanna, approved. b. Engagement of Community plan - still being discussed

9. New Business a. Meeting for information on Mckenzie Highlands to be held at

Mckenzie Towne Community Centre on Dec 7, 2017 @ 6:30pm (chosen based on speakers availability). Breanna to create poster to be printed and handed out to inform residents, $700 budget. Jaydel motioned, Sarah seconded, passed.

b. Breanna Thirlwall to be made Vice President of Mckenzie Towne Community Association. Shelley motioned, Sarah seconded, passed.

c. Pay Brite Signs ASAP. Yvette motioned, Breanna seconded, passed. d. Pay Jaydel for website yourmtca.com that he had paid for out of pocket.

Yvette motioned, Sarah seconded, passed e. Brea will have access to all login information for everything under the

MTCA umbrella and will create a document all executives will have access to.

f. Jaydel will be going to local businesses to arrange discounts with the MTCA membership card and will pass information to Breanna to keep the website updated. Sarah motioned, Breanna seconded, passed.

g. Christmas social in december for the board was discussed, but no conclusion

h. Community Garden will choose a liaison for the MTCA so we can assist and get updates.

i. The Mastermind Toys Private Shopping event was cancelled due to lack of interest.

10.Date and Location of Next Meeting – December 7, 2016

11.Adjournment

Reports:

External Reports a. City of Calgary Police Report – Officer Kam:

Many vehicles in Elgin, Prestwick are being left unattended running with keys in ignition, both on the street and inside garages. Criminals are targeting these neighbors explicitly to steal running vehicles in the early hours.   Lots of overnight break ins to houses, people are leaving their cars unlocked, sometimes with extra set of keys inside, garage door remote. Criminals are entering the vehicle, then entering the houses while the homeowners are asleep. People are leaving the man door to house from garage unlocked.

b. Ward 12 City Councilor (Councilor Shane Keating Report)

Ward 12 Report for McKenzie Towne Community Association

November 9, 2016

COMMUNITY FOCUS 1. Coffee with your Councillor Tuesday, November 29 from 7-8:30 at the Cranston Resident's Association century Hall (11 Cranarch Road SE) Join Councillor Keating for a cup of coffee and discuss the municipal issues that matter to you. 2. Ward 12 Open House Mark your calendars for the Ward 12 0pen House! This year the Open House will take place onFebruary 8, 2017 at the Remington YMCA in Quarry Park. More details to follow.

3. Safer Walk to School Pilot

Walking to school has so many benefits from increasing physical activity to reducing traffic congestion. But we know there are a lot of residents in the communities of Ward 12 that have concerns about their children walking to school. The Ward 12 office has partnered with CBE School Trustee Amber Stewart and the City of Calgary to develop a "Safer Walk to School"pilot project. The pilot is taking place in McKenzie Towne in anticipation of the opening of the McKenzie Highlands School. A series of decals are being placed along a walking route in the community.

The decals are just one aspect of"Safer Walk to School”. There are lots of other ways that the community can participate. For example, Parent Councils can form walking school buses, local businesses can become safe stops for walking children, and drivers can exercise extra caution through playground zones.

For more information on the"Safer Walk to School"Pilot please visit http//www.shanekeating.ca/2016/11/04/saferwalk/.

WARD-WIDE & CITY-WIDE

4.. Be prepared for snowfall to keep everyone moving safely

When snow is forecasted in Calgary, crews are available 24/7 to respond and keep our roads safe. That means apply anti-icing solution to our roads before the snow falls, and plowing and sanding after the snow starts falling. Crews focus on high-volume roads first in order to keep the highest number of Calgarians moving safely.

You can help us keep the roads and sidewalks safe this winter, too. Here's a few ways to keep everyone moving safely * Keep a safe distance-help our crews do their jobs by staying three car lengths behind sanders and plows. *No sudden moves (braking, lane changes, etc.) *Provide enough distance between you and the vehicle in front of you. *Ensure you have appropriate tires and footwear. *Keep your sidewalk clear of snow and ice within 24 hours after the snow has stopped falling.

For information on winter driving, safe shovelling, and more, visit calgary. ca/snow.

c. City of Calgary Community Coordinator Report – Ms. SarahPapineau

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McKenzie Towne Community Association Neighbourhood Partnership Coordinator Board Report

Prepared for: Wednesday, November 9, 2016 Contact Information: Sarah Papineau, Neighbourhood Partnership Coordinator, Calgary Neighbourhoods T403-476-7278| C403-999-6603| F403-476-7271| Email: sarah.papineau@calgary.ca Mailing Address: The City of Calgary | Mail code: #100 P.O. Box 2100, Station M, Calgary, AB Canada T2P 2M5 Office location: 502 Heritage Dr. SW NPC Requests (ex., Board motions, etc.) None at this time. NPC Supported Items (ex., Programming, Resources, Best Practices, etc.)

Community Association (CAs) requirements: CAs are not for profit organizations that are guided by the Alberta Societies Act, Lease/LOC with The City (if applicable), and the organization’s bylaws. MTCA is required to be incorporated under the Government of Alberta’s Societies Act in order to continue to operate as a legal entity and advocate for the community of McKenzie Towne effectively. For example, all levels of government formally recognize a registered community association on items like development permits, cell towers, community issues, traffic and parking issues, land issues, etc. Without incorporation, the CA is not eligible for the majority of grant programs, sponsorship from private business, or any financial assistance. Additional purposes of incorporating as a society, as stated by the province, include:

x Members of societies may not be held responsible for the debts of the society. x Societies may own property and may enter into contracts under the society's name, as opposed to its individual

members entering into a contract. (For example, in order to have an License of Occupation with The City, a CA, Social Recreation or Sport Group must be registered as a society; Also, eligibility for a majority of grants requires societal status).

x The public's perception of a society is that an incorporated group has a more formal, permanent status than an unincorporated group. Link to AB Societies webpages: (http://www.servicealberta.ca/716.cfm) Link to Societies Act & Societies Regulation: http://www.qp.alberta.ca/570.cfm?frm_isbn=9780779782468&search_by=link

Great Plains Grand Opening: Saturday, Nov.26, 2016 (1-3pm) at 5749 76 Avenue SE (see attached poster) Dates to Remember (ex., Workshops, Grant deadlines, etc.)

Grant/Funding Opportunities Ward Community Events Fund

The Ward Community Events Fund (WCEF) assists community associations or community-based groups hosting events or undertaking initiatives to enhance their community. Application process The WCEF has an application and review process in place:

1. Specific criteria, which ca be found in the Ward Community Events Fund Guidelines, must be met before funding may be granted (up to $10,000 annually per ward)

2. Fill out the Ward Community Events Fund Application Form 3. Submit the application form to the Manager of the Office of the Councillors no less than 21 days prior to the

event or initiative.

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Learning Opportunities Fireside Chat: How the City of Calgary Can Best Support Community Associations A “fireside chat” is a meeting with no structure or agenda, where people come together to discuss the topic at hand in a networking environment to share insights and ideas, or receive advice from their peers. Join us for a fireside chat with City staff on how The City of Calgary supports community associations. Are you able to easily access the support and information you need from The City? Are there ways The City can make processes smoother for community associations to get the information and support they need more easily and quickly? Come share your ideas. Date: Wed, November 23 Location: Southview CA (2020 - 33 Street SE) Time: 10:00am - 1:00pm Building Safe Communities Building Safe Communities uses a community engagement approach to working with community associations and identified partners to provide Calgarians with the tools and resources to support resident-led strategies on crime prevention and safety. The Building Safe Communities pilot has been launched in 17 communities since 2012. The Federation is working with these communities to develop resident-led strategies through identifying existing assets which aid crime prevention and safety, as well as challenges and opportunities. For more information on Building Safe Communities, please visit http://calgarycommunities.com/our-services/building-safe-communities/ Some exciting projects started through the Building Safe Communities pilot so far are:

x Walking School Busses x Little libraries x Block parties x Take Back the Park x Community Photo Wall x Community Clean-ups x Distribution of the “My Neighbour Card” x How to Report Crime campaign x Resource fairs x And more!

Questions or to submit a Letter of Interest can be emailed to: bsc@calgarycommunities.com DEADLINE: November 11, 2016 Planning System is ONLINE http://www.calgary.ca/PDA/pd/Pages/Planning-System/Home.aspx?master=nav

x The website for Planning System projects has been redesigned. Seven new pages of content replacing outdated and infrequently visited pages with a modern look and feel, more in-line with Corporate Communication standards and initiatives

x This includes a community association (CA) hub to receive planning information and provide feedback. As part of this hub they have completely revamped the Community Context Questionnaire to better serve our customers (see attached)

x As a customer, you now have a place to apply for an Explore Meeting and Concurrent Submission x As a community, you now have a consolidated place for information on Planning and Development related

information x As a citizen, you now have a way to provide feedback on Notice Postings and the Planning and Development

Map x As a citizen, you now have a coherent history - “Our Story” provides a history of improvements in Planning and

Development online services over the past few years

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Federation of Calgary Communities Workshops Externally and Internally Restricted Cash We will discuss the difference in accounting for externally and internally restricted cash and how to account for it in the books. Will also discuss cut off and how auditors apply it. This is a workshop for the experienced treasurer with a high level of competency in accounting. Presented by: Heidi Brauer, Auditor Date: Thursday, November 10, 2016, Time: 7:00pm - 9:00pm Location: Federation of Calgary Communities (1609 - 14 Street SW) Other Urban Planning Workshops Orientation to the Planning Process 101: Welcome to the Basics! Have you recently joined your planning committee or are you new to the planning process? If so, then this workshop is for you! This workshop will focus on the absolute basics to help get you started. Topics covered include: planning acronyms and terminology, planning policies and hierarchy (what they are and how are they used), and the planning tools available to you. There will also be time for open questions and learning from your planning peers. You’ll also receive a copy of our Planning Cue Cards to help you with your planning journey. Date: Tuesday, November 15, 2016, Time: 7:00pm - 9:00pm Location: Federation of Calgary Communities (1609 - 14 Street SW) Twitter 201 Now that your community association has Twitter, let’s talk about how to best use it! Bring your smartphone, tablet, or laptop and join Rebecca for an interactive conversation café on how to write effective tweets, share relatable content, respond to questions or concerns, and much more. This will be an informal peer sharing and learning opportunity. Date: Wednesday, November 16, 2016, Time: 7:00pm – 9:00pm Location: Haysboro Community Association (1204 - 89 Avenue SW) Partners in Planning (PIP) - The Land Use Bylaw (Core Course) Learn how to navigate and understand Calgary’s Land Use Bylaw and how the rules are applied to development applications. This is an excellent overview of this important document. Date: Saturday, November 19, 2016, Time: 8:30am - 12:00pm Location: Highland Park Community Association (3716 - 2 Street NW)

Did You Know…? (ex., City-wide Events & External Opportunities, etc.) Community Representation Framework Task Force The mandate: Offer strategic advice on the development of a framework for inputs into decision-making that have traditionally been provided by organized community groups on matters related to community-building. The framework will clarify the role of organized community groups and maximize relevant and sustainable public benefit through all stages of a community’s evolution to ensure complete communities. The purpose of the Task Force is to explore and provide guidance on how organized community groups can best represent community and provide input into decision-making on matters related to building community. The Task Force provides a forum for discussion between members of Council, delegates from identified stakeholder groups and members of Administration who are focused on the future of community-building. For this task force’s full terms of reference click here: http://bcconline.calgary.ca/publish/bcc.aspx?id=216 Check out these important updates from The City of Calgary

Thinking about a renovation project this fall? Before you pay for materials, hire a contractor or do it yourself, let The City guide you on the permitting and inspections process.

calgary.ca/myhome

Celebrate National Child Day on Sunday, November 20 with an afternoon of free activities and entertainment at Ralph Klein Park.

calgary.ca/ parksevents

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Recreation is for everyone! We offer classes that respond to the varying needs of all Calgarians, of all ages and abilities; including those experiencing chronic health conditions.

calgary.ca/ gentlefitness

Don’t let the snow hold you back! The Winter 2017 Recreation Program Guide is on stands and online November 23rd. Registration starts November 28th.

calgary.ca/ recreation

We want to hear from everyone who has an interest in how to help grow, foster and encourage sport and sport opportunities in Calgary. Contribute your input to the Calgary Civic Sport Policy review.

engage.calgary.ca /sport

Stay informed this winter about the City’s snow and ice control procedures. calgary.ca/snow

Fun and FREE activities for children, youth and families all year-round. Find out what’s happening in your area, visit calgary.ca/communityprograms.

calgary.ca/community programs

Learn about The City’s accessible programs including accessible transportation, accessible recreation facilities and classes, assisted listening devices and much more

calgary.ca/ accessibility

Do you know an individual, group or organization who is improving the lives of those with disabilities in our community? Nominate them before Nov 18.

calgary.ca/accessibility

Stay connected to the City of Calgary facebook.com/thecityofcalgary twitter.com/cityofcalgary calgarycitynews.com How NPC can assist your community association/social recreation group:

Engagement Engagement Needs, Engagement Plans, “Telling the Story”, Raise Awareness, Connect with Residents, Reporting and Evaluation Actions

Organizational Development Board Governance Practices, Strategic/Business Plan Development, Bylaw Review, Risk Management Practices, Operational Policy and Procedures, Committee Structure, Human Resources, Marketing, Promotions and Communication, Programming

Connecting City Resources Land Needs, Programming Needs, City Information Financial Management Financial Best Practices, Annual Financial Statements and Reviews, Grant and

Funding Resources License of Occupation(LOC/Lease Initiating LOC/Lease, Land Stewardship, Administration of LOC/Lease, Third Party

Agreements, Letter of Understanding, Exiting LOC/Lease Facility Maintenance & Capital

Construction Capital Construction Projects, Policy and Process, Lifecycle Management of Facilities and Amenities

Connecting City Resources Navigation and Alignment of City Services, Leverage City Resources to Support Communities, Connections to Other City Business Units and Departments

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MTCA ACTION PLANNING Red indicates past due or current – needs to be addressed McKenzie Towne Planning Notes – February 10th, 2016

Several priorities arose for McKenzie Towne Community Association. Governance was chosen as the top priority for the group to work on immediately followed by raising awareness of the McKenzie Towne Community Association. Notes from the session included:

1. Raise awareness for MTCA 2. Effective Governance – to create MTCA 2.0, and to achieve outcomes for the

community as a whole such as facilities and fostering a sense of community ¾ Engage with the community ¾ To implement ¾ Finances ¾ Positions ¾ Structures/framework ¾ Clear expectations of what it means to be involved ¾ Timelines ¾ Critical path ¾ Membership program

3. There is a sense that McKenzie Towne is more sophisticated and global. ¾ More international feel ¾ A greater richness, with immersion programs ¾ Need to see the community through a new lens.

4. MOU ¾ Clarification of roles with the McKenzie Towne Council ¾ Accountability

5. Grants and Fund Development x Needed to achieve goals

6. Explore relationships with other communities in the region The remaining time was spent on putting an action plan together for the “Effective Governance” priority:

Action Plan

Priority: Effective Governance Goal: To create and implement a clear and organized structure to allow for seamless execution of community association business.

Objectives Action Steps Timeline Review bylaws and recommend changes

-Shelley to review and make recommendations for board

Ongoing Submitted Next steps:review bylaws

To create a financial policy

Sarah/Lisa to find template Resources sent to Malik (June)

To develop job descriptions for board members

-This is tied to bylaws and requires board vote after AGM

Ongoing- (Stephanie)

To develop and implement a communication

Review of current website. List of recommendations to be provided by Breanne.

-On-going -Dedicated meeting will be scheduled

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strategy (to include an email policy, media policy, social media plan/policy, website concept and design, community engagement strategy.

Breanne to email Rob to discuss whether or not Dan can assist going forward. If the answer is positive, Breanne will meet with Dan.

after AGM (Stephanie/Breanna)

Fund Development -This may become a committee

-Pablita will explore grant opportunities, create a spreadsheet/investigate eligibility, then with Dan -Create fund development policy

-On-going dedicated meeting will be schedules after AGM (Pablita)

To be current with al CA financials up to and including 2015

-Jaydel to email February minutes to Nancy -Nancy to send 2015 financials to Jaydel -Jaydel to email 2015 to board for email approval -Jaydel to send to Province

COMPLETED (May 2016)

To clarify roles in the community of MTCA and MTC.

-Schedule meeting for early March to start discussions with the MTC. -Modify MOU...identify roles of MTC staff, volunteers, and communication. -participate in City of Calgary Future of Community-Building scoping study.

COMPLETED (March 2016)

To ensure that monthly financial review is completed

Aysha to investigate compatible system/solution to make monthly financial reporting and yearly transfer to auditor simple.

COMPLETED (April 2016)

To create an organizational chart including committees

Stephanie

COMPLETED (June 2016) (Stephanie)

d. Office of Member of Parliament Tom Kmiec

• Green line update - Government has no funding but still a priority down the road. • Tom is working hard to have Bill C316 passed which would have a small box to

check off on income tax forms that would indicate agreement to being an organ donor.

• His team is organizing a job task force to help get ideas on increasing employment. They will be meeting with the public December 9, 2016 at the Glenmore Inn. Anyone welcome.

• 2017 will mark 150 years of confederation and Tom will be giving out flags and poles to attach to homes. More info to come.

• December 9, 2016 Tom will be volunteering at the local food bank.

e. Trico Representative – Ms. Breanna Thirlwall • Trico fee assistance - City of Calgary Fee Assistance Card receive 60% off • Review future renovation plans $50M

• Parking 337 to 568 • Lap pool • Lazy river • Spray pad • Trico sponsorship up in 2 years. $1.5M over 10 years.

Officer Reports

a. President – Ms. Shelley Wark-Martyn

1. Registration as a Society: A letter was received dated July 14, 2016 – requesting further documents be filed. Audited Financials are required for April 2015 – March 2016. Nancy Murdoch (Auditor) has committed to completing. Corporate Registry will contact the board once the forms are received to ensure completion of our Registration.

2. McKenzie Public School McKenzie Highlands: Meeting with the Public-School Trustee Amber Stewart, Principal, Kel Connelly, McKenzie Highlands School and Parent Fundraising Committee – individuals have been contacted regarding interest in a meeting before year end to discuss the opening of McKenzie Highland School in Inverness January or February 2016. This new school is Grades 5 – 9 and will see 900 students daily from McKenzie Towne. Meeting dates suggested are Wednesday, Nov 18th or Wednesday, Dec 7th

3. Vice President: Recommend: Breanna Thirlwell be added as Vice President in her role as Communications due to the overlap of Minutes/Registry/ and Financials and as our

plan for more Community Engagement in the New Year develop – she will have a key role in “keeping it all together.”

4. Board Meetings – Recommend the Board commit to 6 meetings a year or more as per bylaws so that the work of the MTCA can be completed and planning can be done.

5. Create a Plan for Public Engagement: what do the Residents of McKenzie Towne See in their future – Blue Sky Events/ Community Conversations,, include those residents who have already come forward with ideals

6. Community Garden Committee – met with Shannon Lanigan who is very excited about having the Community Garden Group select 1 or 2 members to become Chairs of a Community Garden Committee. The Chair will report to the Board regarding the development of a Community garden.

7. Committees: propose a Development Permit Committee made up of interested Community Residents

b. Vice-President – Vacant c. Treasurer – Ms. Yvette Lauer

MTCA Treasurers Report for October, 2016 Prepared for Nov 09, 2016 Meeting

MTCA General Account Balance as of October31, 2016            $13,691.60            

Withdrawals/Deposits since Oct 1, 2016 Deposit- Minds Design - advertising (sept)         $    299.25       Deposit - Trico- Community Fees (Sept)               $    420.00 Bank Interest                         $   0.14

The following items are paid from the General Account: None

Withdrawals since Oct 1, 2016 None

Future Spending Allocated Funds None

Potentially unallocated                        None

d. Secretary – Ms. Sarah Ferguson

Feedback emails of interest: - “Future Local Business Discount” section of website and Nyla’s Home Organization business interest in this. - Supporting Boy and Girls Clubs of Calgary through our website (Adriana Biconic) - Social inclusion research involvement (Sarah Papineau) - Proposals offered to help organize sports tournaments and 4 on 4 hockey tournaments (Steven Laidlaw)

Committee Chair Reports a. Communications Chair – Ms. Breanna Thirlwall

Facebook Posts -12 posts

CPS Doors Locked-2, 000 Calgary Public Library Book Truck-1200 Fire Station Open House-819 MTC Christmas Fair-599 Trico fee assistance Trico 1983 pricing Doors Open YYC Politicians Open House Terry Fox Run Shared MTC Toy & Clothing Sate Community Photos x 2

Likes + 39

Increase + 39

Total Likes February 9- 320 Total Likes November 7- 485 Average: 18 Likes / Month

Website 3 posts/updates

-Posted MTCA Newsletter to Website -Updated board members

-Posted Community Photos

Messages 2 received

1-Mastermind Toys, private christmas shopping event more than 25 people came to the event we could provide a 10% discount 2-Community Photos