EFCL 2012 RGM Agenda Package

EDMONTON FEDERATION OF COMMUNITY LEAGUES REGULAR MEETING PACKAGE
DATE : Tuesday, October 23, 2012
TIME: Dinner & Registration 5.30 P.M. 6.30 P.M. Meeting 6.30 P.M9.30 P.M LOCATION:
Britannia Youngstown Community League (15927105 Avenue)
EFCL Regular General Meeting

Britannia Youngstown Community League (15927105 Avenue)
Item 2.0
Tuesday, October 23, 2011

Dinner and Registration 5:30 6:30 p.m. - Meeting 6:30 9:30 p.m.
AGENDA
1.0
Call to Order (6:30 p.m.) 1.1 Introduction of Guests, Board Members, Staff, and Sponsors 1.2 Welcoming Remarks Adoption of Agenda Approval of Minutes 3.1 Regular General Meeting Draft Minutes (October 04, 2010) Presentations: (6:45 p.m.) 4.1 League AliveConference and Trade Show 4.2 Project Updates100th Anniversary Project, Living Local Arts and Heritage Project, Rink Roof Initiative New Business (7:10 p.m.) 5.1 Governance Committee Recommendations - EFCL Budget and Planning MeetingWeek of February 4th pgs. 2-3 pgs. 4-15 pgs. 16-17 pgs. 18-20
2.0 3.0 4.0
5.0
pgs. 21-22
Coffee Break (7:45 p.m.)

6.0 Election Report (8.00 p.m.) 6.1 Board Member Job Description 6.2 Planning Committee Member Job Description District D, F and J Board Elections District A, C, D and H Planning Committee Elections New Business Continued (8:15 p.m.) 9.1 2013 City Funding Requests 9.2 Minor Hockey Week Celebrations pg. 25 pg. 26
pg. 23 pg. 24
7.0 8.0 9.0
EFCL Regular General Meeting Package
October 23 2012
10.0
Reports (By Exemption) (8.30 p.m.) 10.1 Interim Financial Report 10.2 Five Year Financial Summary 10.3 League Attendance at EFCL General Meetings 10.4 Community League Day 10.5 Solar and Energy Conservation Program 10.6 Future of EFCL Newsletter 10.7 Food and Agricultural Strategy 10.8 Infrastructure Assessment Fund 10.9 Community Planning Advisors Report 10.10 Community Development Officers Report 10.11 Communications Directors Report 10.12 Board Development Directors Report Community Services Department Report (9:00 p.m.) 11.1 News From the City of Edmonton 11.2 Update on CLIP GrantsVerbal Open MicCommunity League Dialogue (9:15 p.m.) Next Meeting Date
pgs. 27-28 pgs. 29-30 pgs. 31-36 pgs. 37-38 pgs. 39-40 pg. 41 pgs. 42-44 pg. 45 pgs. 46-47 pgs. 48-50 pgs. 51-52 pgs. 53-54 pgs. 55-58
11.0
12.0 13.0
14. 0 Hall CleanUp
October 23 2012
EFCL Regular General Meeting

Tuesday, October 04, 2011, 6:30 PM (Glenora Community League, 10426 -136 Street, Edmonton, AB
Item 3.1
DRAFT MINUTES
Attendance: Community Leagues: Alberta Avenue, Cora Shaw Argyll, Dave Trautman Aspen Gardens, Todd White Athlone, Shirley Frost Avonmore, Joanna Miazga Baturyn, Paul Petersen Beacon Heights, Paula Cutrell Bellevue, Brian Finley Belvedere, Mike Kleparchuk Boyle Street, Thim Choy Britannia Youngstown, Barb Busse Calder, Jens Woller Carlisle, Krista Hennigar Delton, Harry Smith Delwood, Greg Sorenson Duggan, Roger Plouffe Evansdale, David Dodge Evergreen, Troy Girard Forest/Terrace Heights, Chris Wilson Glastonbury, Elisa Warwick-Markowski Glenora, Beth Sanders Grandview Heights, Lindsay Smith Hairsine, Peter Moskaliuk High Park, Janice Gargas Highlands, Christine Bremner Homesteader, Marg Spafford Horse Hill, Lisa Jimmo Kensington, Shelley Tupper Killarney, Greg Turner Laurier Heights, Ray Jacobson Lessard, Rob Trapp Lewis Estates, Brandy Luedemann Lorelei/Beaumaris, Jonas Duffy Lynnwood, Taletta Wagner Malmo, Murray Tenove Mayfield, Kristy Bergstrom McQueen, Rick Abma Meadowlark, Andrew Knack Montrose, Brent Kossey North Glenora, D. Van Meter North Millbourne, Rick Hansel Oliver, Bryan Kapitza Ottewell, ??? Signature is illegible Prince Charles, Calvin Lim Prince Rupert, Peter Johnston Ritchie, Leonard Wampler Riverbend, Sheryl Bowhay Riverdale, Bill Moore-Kilgannon Rosslyn, Lynn Blommaert Royal Gardens, Bob Christian Sherbrooke, Alice Brebrich Spruce Avenue, Ken Johnston Steele Heights, Jon Watchuk Strathcona, Jeff Samsonow Strathearn, Jenny McAlister The Meadows, Joanne Teasdale Twin Brooks, Pauline Creaser Wellington Park, Darlene Skoreiko Westwood, Lorne Larsen Willowby, Alla Ternikova Woodcroft, Patricia Grel
October 23 2012
Guests: Dakota Gladue, EFCL Cultural Outreach Abdul Hassen, EFCL Cultural Outreach Amandla Nawanea, EFCL Cultural Outreach Shannon Souray, EFCL Cultural Outreach Alla Ternikova, EFCL Cultural Outreach Eliza Wong, EFCL Cultural Outreach Jany Tach, EFCL Cultural Outreach Sylvia Evasiw, Institute for the Advancement of Aboriginal Women Tessie Olva, Multicultural Coalition Pauline Mukashema, Multicultural Coalition Stephane Labonne, Director of Great Neighbourhoods, City of Edmonton EFCL Board Members: President, David Dodge, President, District B Vice President External, David Gibbens, District E Vice President Internal, Christine Bremner, District G Treasurer, Al Innes, District C Donna Woodford, District A Veronica Vinge District J Alf White, Director - District F Rob Agostinis, Director - District H Ken Shapka, Director - District L Lindsay Smith, Director District I EFCL Staff: Allan Bolstad, Executive Director Valerie Pachal, Assistant Director/Communications and Events Coordinator Linda Crosby, Financial Advisor Bev Zubot, Planning Advisor Michael Janz, Marketing Director Shahriyar Khan, Community Development Coordinator Joanne Booth, Office Administrator Minute Recorder: Dana Mauer
October 23 2012
1.0
Call To Order D. Dodge called the meeting to order at 6:32pm. He proceeded to review some of the major achievements of the EFCL in 2011 thus far. Community League Day was a huge success with at least 105 leagues participating and putting on events to mark the day. He thanked everyone who attended the Tripartite Special Meeting held earlier in the spring; completion of this major project was a highlight of the past year for the EFCL. Another highlight was the launching of the new Community League Arts and Heritage project. He encouraged leagues to put forward their applications for funding that is available of up to $20,000 for community league arts or heritage projects. 1.1 Introduction of Guests, Board Members, Staff, and Cultural Outreach Workers
D. Dodge welcomed everyone stating there were at least 54 leagues in attendance, achieving a quorum. He proceeded to introduce all of the guests in attendance, as well as the staff and Board members of the EFCL that were in attendance. The names of guests and their organizations are noted in the minutes. 1.2 2.0 Greetings from the City and Sponsors There were none.
Adoption of Agenda 2011-10-04-01 MOVED That the EFCL Membership approve the October 4, 2011 Regular General Meeting Agenda, with the addition of Item 4.4 - Multiplex Recreation Centre Committee. By: Avonmore / Boyle Street CARRIED
3.0
Approval of Minutes 3.1 Regular General Meeting Draft Minutes (October 25, 2010)
2011-10-04-02 MOVED That the EFCL Membership approve the minutes from the October 25, 2010 Regular General Meeting as presented. By: 3.2 Meadowlark / Duggan CARRIED
Tripartite License Agreement Meeting Draft Minutes (May 17, 2011)
2011-10-04-03 MOVED That the EFCL Membership approve the minutes from the May 17, 2011 Tripartite License Agreement Special Meeting, as presented. By: Oliver / Montrose CARRIED
October 23 2012
4.0
Presentations 4.1 Upcoming EFCL Events (Living Local Conference, Community League Showcase)
A. Bolstad thanked D. Dodge for opening the RGM meeting. He encouraged everyone in attendance to pick up the handout about the upcoming Living Local Conference taking place on Friday, Oct. 28 at the Woodvale Community Hall. The purpose of this meeting is to discuss and promote doing daily activities closer to home in our own communities, such as working, shopping, and recreation activities, in order to reduce driving time, develop a sense of community in our neighbourhoods, support small local businesses, and free up more time for people to volunteer. Next, A. Bolstad advised that the EFCLs Community League Showcase would take place on Saturday, November 19th at the Italian Cultural Centre. The purpose of this event is to thank community league volunteers, and showcase some of the many innovative and ambitious community league projects that various leagues have produced. Some of the most unique initiatives will be selected and the volunteers that worked on them on will be invited to attend the dinner. A sign up list was available for anyone else who wished to attend, as seating is always limited. 4.2 Cultural Outreach Project - Signing of Memorandum of Understanding
D. Dodge prefaced the presentation by mentioning that he recently was introduced to the Jamatkhana church in Evansdale community league, commenting that it was an enormous eye opener to realize that a cultural community of 1200 people existed within the community of Evansdale. It is now becoming involved with the community league. He added that these types of cultural relationships enrich and strengthen communities through cooperation and understanding. S. Kahn gave an update regarding the EFCLs Cultural Outreach Program, focusing on ethno cultural communities. He said that since 2009, the EFCL has been working with several cultural organizations throughout the city, which are assisting the EFCL in many ways, including distributing information about community leagues to new immigrants, and helping immigrants with the community league registration process. A Memorandum of Understanding was signed last year, with the goal of providing information about community leagues to Newcomers. He commented that there is currently still a need to increase access within the Aboriginal community. In 2010, the EFCL met with the Minister of Community Spirit, and was given $32,000 in a matching grant funding, for a total of $64,000 of funding for the EFCLs Cultural Integration project. With this funding, the EFCL was able to hire seven part-time outreach workers, who have been doing some amazing work on this front. He reported that most of the workers are already involved in cultural groups and will try bring more recent immigrants to leagues. Around 200 people participated in a community league registration event in Duggan recently, and 95% of them were new immigrants. He commented that the goal is to see the increased inclusion of immigrant membership in community leagues continue to grow. He advised any league board members in attendance having problems accessing any ethno-cultural community within their community leagues to contact him at the EFCL to discuss strategies, commenting that the three barriers for immigrants are language, education, and financial. He added that an important partner in facilitating these cultural connections is the Multicultural Coalition, and their President, Tessie Olva, was on hand to sign the Memorandum of Understanding, a copy in which was provided in the meeting package for review.
October 23 2012
There was a brief ceremony and photo opportunity with President D. Dodge and Tessie Olva signing the Memorandum. Tessie thanked the EFCL for the opportunity to be partnered in the endeavor. She commented that Edmonton is very diverse with immigration accounting for approximately two thirds of the population of 1,000,000. The multicultural capital of Canada is Alberta, and partnering in the community is very important. She provided some background on the Multicultural Coalition saying it formed informally in 2004, and more formally in 2007 as a registered nonprofit organization. She advised that there are members of hundreds of different ethnic origins in the coalition that can help immigrants and refugees in Edmonton to experience equity in education, employment, health, and social inclusion, so that they can integrate fully into Edmonton society and experience. Newcomers are best qualified to provide this service to new comers because they have gone through these experiences themselves. The Multicultural Coalition has eight partnerships already in place to educate community leagues and help them get involved in their multicultural communities. It is exciting to assist people in becoming fully integrated and contributing members of Canadian society and everyone gains from it. D. Dodge thanked T. Olva, the agreement was signed, and photos were taken. He encouraged community league executive members in attendance to take advantage of the opportunity of inviting appropriate cultural representatives from the Multicultural Coalition to come out to speak to at their community league, District and Area Council meetings. S. Kahn spoke briefly about the EFCLs new Aboriginal project, the goal of which is to seek ways to connect and promote community league involvement within the Edmonton Aboriginal community. Two Aboriginal outreach workers are available to assist leagues with ways to access this cultural group in their own community. He concluded by reporting that the EFCL had spoken recently to City Council on the Cultural Inclusive Project; one Councilor suggested that a Cultural Diversity Coordinator position be created on community league boards. 4.3 EFCL 100th Anniversary Project
D. Dodge introduced EFCL Board member and Treasurer, A. Innes, who is a member of an ad hoc committee working on a special project to mark the EFCLs 100th Birthday. The EFCL wants to do something that will recognize all 154 community leagues in a lasting way. He mentioned that the EFCLs Capital X parade entry got a great response from parade-goers this year, and went on to advise that A. Bolstad met with the City recently to brainstorm ideas for a high profile, and lasting tribute for the EFCLs 100th Birthday Project. A. Bolstad reported that there were already plans in place for improvements to Hawrelak Park, and that the opportunity exists to incorporate an anniversary project into park upgrade plans already in progress. This could include a water feature next to the playground, a walking path, flower beds, benches, a brick or cobblestone road with the incorporation dates of each league, or possibly a series of pedestals describing the achievements of community leagues throughout their 100 year history (i.e. starting minor soccer and minor hockey, building 200 playgrounds, 35 tennis courts, 125 halls, etc.) and telling the story of the community league movement unique to Edmonton. It is all conceptual at this point, and the committee welcomes input from leagues themselves for project ideas; additionally, two members-atlarge are wanted to sit on the committee. It should be noted that fundraising will be necessary for this project. The Citys signature park provides something value-added for Edmonton citizens, and a lasting tribute for the EFCL and leagues, so it is a win/win situation. The project will be a huge undertaking, so planning is starting now, with the hope that in five years perhaps the first phase could be completed, with the entire project being paid for in 10 years by the actual 100th Anniversary. Tim from the Boyle Street Community League, and Calvin Lim from the Prince Charles Community League volunteered to sit on the committee.
October 23 2012
4.4
Multiplex Recreation Centre Strategy
A. Bolstad reviewed the trend in the City of Edmonton to build multiplex recreation facilities and advised that an ad hoc committee is being formed by the EFCL to objectively discuss and examine the impact on communities of building of large-scale Multiplex Recreation Centres. The big box recreation centre philosophy is somewhat juxtaposed to that of the EFCLs living local philosophy. Several EFCL Board members will sit on the committee, and two members-at-large are sought as well. There was interest from two volunteers, - Brandy Luedemann from Lewis Estates, and Krista Hennigar from the Carlisle Community League. The EFCLs Planning Committee will also have two representatives sit on this committee for purposeful discussion and input from the community on the vision for the Recreation Centres. Meeting dates and times TBA. D. Dodge advised that it was important to have community input on this subject. There was a comment from the floor regarding debate over Coronation Park development scheduled on surrounding green space. D. Dodge suggested that this kind of issue is exactly the types of issues to be discussed by this new committee. 5.0 New Business 5.1 2012 City Funding Request
A. Bolstad summarized the EFCLs budget funding requests to the City for 2012, highlighting that there would be a new request for funding for training opportunities for the leagues in 2012. Last year the EFCL asked the City to assist with the leagues Capital needs with $3M per year. $1.5M was approved last year, and this year, the ask is for the second half the $3M total required. The additional $1.5M is to help pay for new hall facilities and to repair existing hall buildings that are 50+ years old and in need of upgrading. The other request last year was for an increase to league operating grants. The City granted half of the request last year, with a base grant increase from $3500 plus $1.40 per capita, to $4900 plus $2.00 per capita, resulting in a 40% total increase to the league operating grants. An additional 40% is being requested this year. The third budget request to the City this year, will be for funding to help train league board members. There were a number of workshops held this year in various league-specific areas such as managing hall rental. There was significant interest in them, and the EFCL would like to gear up this type of league-specific training. There is definitely a need for more comprehensive training specific to league roles and functions for both paid and volunteer league positions. The EFCL is looking to leagues for specific input as to what kind of specific training they feel is specifically needed. A checklist was distributed asking the Members in attendance to indicate what kind training is most relevant or important to league executive members, and to provide any comments. This project would be cost-shared with the City, with a total of approximately $60,000 needed to cover the total costs of workshops and advertising. Part of the 2012 request is asking for $30,000 from the City, and the EFCL is also asking leagues to approve a membership fee increase to cover the balance. If the Membership votes this evening to increase league EFCL membership fees, then the EFCL will approach the City to ask for the $30,000 balance of the funds required. 5.2 Community League Training Initiative/Round Table Discussion
Survey sheets were distributed requesting feedback on what specific training community leagues felt would be most beneficial. Q: Who would deliver the training? A City-designated or EFCL-chosen facilitators?
October 23 2012
A:
The EFCL plans to hire someone in 2012 to organize league-specific training workshops; it would not be City training in board governance working with the CRCs etc., however, the City will have some input as it is providing the funding. Regarding the (capital grant) program, with the short deadline and the grant coming out in Sept., would it be fair to ask members how many leagues were able to submit their application by the deadline today? D. Dodge advised that Stephane Labonne would be addressing this question later on the agenda.
Q: A:
A few minutes were taken to complete the feedback forms. A. Bolstad asked that the sheets be left on the tables for pickup. Q: A: Would leagues be working closely with the CRCs? The speaker had heard that CRCs would be stepping back and not attending league meetings any longer. A CRC Rep in attendance clarified that due to new initiatives being included in the portfolios of the CRCs, their work load is increasing; as they are busier, they may not be able to attend all league meetings regularly. Will the training be available on demand for leagues, or will there be a set schedule for training for different roles? A. Bolstad answered that the program has not been designed yet, but they will try to do something that meets the training needs of new league board members. There was a suggestion to have on-line sign up for training sessions. D. Dodge reported that he had recently met with the Executive Director of the Alberta Mentoring Partnership regarding online training, and they advised they do have ways to do innovative on-line training. 5.3 Membership Fee Increase
Q: A:
A. Bolstad reviewed the recommended motion as presented in the RGM meeting package. He advised that there has not been an EFCL league membership fee increase in a very long time. The case for the increase is that the EFCL wants to spend this funding on leagues specifically. The purpose of the motion is for the Membership to decide if this new league-oriented training program will proceed. D. Dodge encouraged community league executive members to write to their City Councilor to highlight the importance of the Citys recent Capital grant and Operating grants programs to community leagues, commenting specifically on how beneficial the funding is in tangible ways to their community leagues. 2011-10-04-04 MOVED That all community leagues be charged an annual EFCL Membership fee of $275 plus 2% of their City operating grant amount. By: Avonmore / Beacon Heights CARRIED
Further discussion ensued. Q: What is the rationale for using 2% of the operating grant amount?
October 23 2012
10
A:
C. Bremner advised as a point of information that the City operating grant is now based on leagues populations, where previously it was based on a flat fee. It is now based on a sliding scale percentage, based on the operating grant amount, which is turn based on population. Consequently, the fee payable to the EFCL will increase whenever the operating grant to each league is increased. A representative from the Alberta Avenue community league board asked for summary explanation of what the EFCL does for leagues. D. Dodge addressed this question by advising that the EFCL empowers leagues by supporting them, and putting on large-scale events like Community League Day. A. Bolstad added that the EFCLs role is to act as an advocate for its Member community leagues, assisting with issues and challenges that affect leagues Citywide, with advice regarding specific issues they may be having, and to promote Citywide league events with marketing and advertising. What happens if the EFLC does not receive City funding for training? A. Bolstad advised that if the City does not provide funding, then the program will be reduced to a half time or part-time version.
Q: A:
Q: A:
There was a coffee break taken at 7:50 p.m. The meeting resumed at 8:05 p.m. 6.0 Election Report 6.1 6.2 Board Member Job Description Planning Committee Member Job Description
D. Dodge briefly reviewed the election process and the EFCL Board Member and Planning and Development Committee member job descriptions, as outlined in the meeting package. 7.0 District D and K Board Elections D. Dodge proceeded to confirm if a quorum of leagues was present for both of Districts D and K. Quorum was not present for District D, so an election for a District Rep could not take place. D. Dodge advised that the Board has the power to appoint interim District Directors as well, and encouraged anyone present, or anyone knowing someone that might be interested in sitting temporarily on the Board as a District Rep, to please contact the EFCL offices. A quorum of five leagues was confirmed present for District K, and D. Dodge asked for nominations from the floor for a District K, EFCL Board Representative. There were none. Again, he advised that anyone interested should please contact the EFCL office. 8.0 District D and A Planning Committee Elections D. Dodge advised that the District D and A Planning Committee representative positions were also both vacant. As there was no quorum for District D, an election could not be held. A quorum of seven leagues was confirmed for District A, and there was a call for nominations. There were no nominations.
October 23 2012
11
9.0
New Business Continued 9.1 On Line Membership Cards
EFCL Communications Director, V. Pachal, reported on the status of the EFCLs online membership store, advising that demand was largely in response to sports registrations. She reported that on-line registration is proving very popular, and there is a lot of online membership traffic. The issue formerly was that people wanting new community league memberships could often not obtain their league memberships and/or cards instantly. The leagues main concern was that there was no point of contact if cards are issued instantly, but the option to issue them instantly online eliminates the problem of league executive members not being reachable, on vacation, or do not want people coming to their home, etc. Once or twice per year when there are more than 5 new memberships, the EFCL mails out the membership fees, or leagues can get its own pay pal accounts to receive them instantly. Q: A: How do leagues get their Membership information? Leagues can log in with their vender access, or it can be emailed to leagues if they provide an email address. Rates are set by each individual league. Discussion followed. Leagues can still opt to hold Membership drives; the on-line sign-up ability is just a supplement or alternate way to access league membership. Will the paper print outs be accepted by City pools etc.? Yes, the will. The City will be advised that they are valid. Is it possible to have a temporary card vs. receiving a permanent card on-line? As previously discussed, people want a card they can use right away. It was noted that on -line surcharges are not borne by the leagues. The EFCL absorbs any charges. The EFCL will also be putting a Facebook link on the EFCL website advertising that memberships are available on-line.
Q: A: Q: A:
2011-10-04-05 MOVED That printable membership cards be issued for online purchases of Community League Memberships at www.efcl.org commencing the 20122013 membership year. By: 9.2 Glenora / Riverbend Selection of Auditor CARRIED
A. Bolstad reviewed the rationale for the recommendation that was being made to reappoint the current auditors, as outlined in the meeting package. 2011-10-04-06 MOVED That the EFCL re-appoint Hawkins EPP Dumont LLP Chartered Accountants to serve as the Federations Auditor for 2011/2012. By: 10.0 Kensington / Willowby CARRIED
Reports (By Exemption) 2011-10-04-07 MOVED That Items 10.1, 10.2, 10.3, 10.6, and 10.8 be exempted for discussion, and that all other reports in Item 10.0 be accepted as presented. By: Avonmore / Beacon Heights
October 23 2012
CARRIED
12
10.1 Q: A:
Interim Financial Report There is a $50,000 variance in the Year-to-date on community league services staff/other line (under total revenue in the middle column on the expense side). A. Bolstad replied that the EFCL both raised and spend lot of money in the past fiscal year, resulting in both the revenue and expense sides being up; the anticipation is to balance in the black. He advised that this report showed projections through to the end of August, and would therefore not reflect expenses deducted for the Community League Day event in September, nor the EFLC Showcase, or Living Local Conference events taking place in the fall. There was a question about the STEP Student amount. A. Bolstad advised that the amount the person was paid was increased, as there was more work than anticipated. How many staff does the EFCL have?
A. Bolstad advised that there are 5 full-time and 2 part-time permanent EFCL office staff members.
Q: A: Q: A:
2011-10-04-08 MOVED That Item 10.1 be accepted as presented and discussed. By:
10.2
Beacon Heights / Horse Hills

Community League Day
CARRIED
There was general discussion and comments about the recent EFCL Community League Day event.
the comment was made that some leagues found themselves competing for resources, which increased additional the costs for them. Could the event be spread over two weekends so that events are not occurring all at the same time? There was great response to a dunk tank events held in coordination with a school. It is easier to promote events over two weeksbetter to do one day. There was a suggestion to partner with other community organizations, such as churches and schools, to coordinate resources and cover costs.
There was general discussion about the date of the event and timing of the event, and further mention of some specific events. C. Bremner drew attention to the Community League Day survey on page 54 of the meeting package, asking league executive members to return completed surveys to M. Janz, Marketing Director at the EFCL, or call or email with any additional comments about the Community League Day event. D. Dodge mentioned the display advertisement showing photos and that 193,000 copies of Edmonton Examiner insert were circulated around the city a week prior to the event. He added that if league have a community story anytime, to please contact Nancy Rempel at Shaw TV to have it featured. A. Bolstad mentioned that Sept. 15 is the date of Community League Day for 2012 and suggested that descriptions and details of leagues specific events be submitted by mid-June.
2011-10-04-09 MOVED That Item 10.2 be accepted as presented and discussed. By: Evergreen / Hyde Park
October 23 2012
CARRIED
13
10.3
Next Gen Community Challenge
A. Bolstad reported for M. Janz commenting that only five community leagues participated to compete for $10,000 in prizes this year. There is continued support and sponsors are still interested in the event. Ironically, more people registered to participate this year, but fewer showed up. A. Bolstad advised that the promotion may not continue in its current from, and that it would be a shame to lose this opportunity due to low participation. Ways to improve participation, especially among a younger demographic in community leagues, need to be found. The comment was made that the event was spread out over more days last year, and was therefore easier for more people to participate in. This year, it was only held over one weekend, so it was hard for some to participate. A two-week period was suggested.
10.4 10.5 10.6 Q:
Meadowlark / Forest Heights

Living Local Arts Project Accepted as presented. Outdoor Rink Committee Report Accepted as presented. Community Sustainability Report
CARRIED
With regard to Transit Oriented Development, the comment was made that the report presented in the meeting package was tremendously thorough, with the conclusion being a lack of coordinated and collaborative processes in some communities i.e. Malmo with the Southgate LRT station, and other communities on transportation routes going through the same thing. Other than the TOD task forces recommendations to Council, how is the Committee getting traction with the City on this issue? B. Zubot advised that there have been workshops held with Mature Neighborhoods who will be facing potential massive redevelopment with the Infill Guidelines and TOD. The report contains the suggestions of the communities who came together. The report is in the hands of the Community Sustainability Task Force and we will see if they adopt any of the recommendations or not. There is also the option of going forward and talking to City Council, the Province, school boards, etc. who can address these issue as well. D. Dodge commended the EFCL Planning Committee on the report and the work that went into it.
A:
10.7 10.8
Malmo / Wellington Park

Planning Advisors Report Accepted as presented. Residential Speed Limit Project
CARRIED
Before commenting on this project, A. Bolstad reminded all leagues to pick up a copy of the EPS Guide for Hall Rentals that was available. Regarding the residential speed limit project, he said the City hired a polling firm and polled six neighborhoods. 64% of residents indicated they wanted to keep the 40km speed limit and see this as a key issue for neighborhoods. The EFCL would like to see the 40km speed limit universal in all residential areas in the City, as this would be consistent and simpler. This position was presented to the project committee recently who did not take the advice to make it universal, and decided to keep it in three communities that wanted it, and to eliminate it in the other three. The Committee will go before City Council shortly with its recommendations. Many other big cities are adopting the 40 km residential speed limit. He recommended that any community leagues feeling strongly about this issue speak with their City Councilor.
EFCL Regular General Meeting Package October 23 2012 14
2011-10-04-12 MOVED That the Membership accept Item 10.8 as presented and discussed. By:
10.9
Argyll / Duggan
Executive Directors Report Accepted as presented.
CARRIED
11.0
Community Services Department Report

11.1 Update on Infrastructure Program Grants
Great Neighbourhoods Program Director, Stephane Labonne reported on the Community League Infrastructure Grant Program. He asked how many leagues in attendance had submitted applications by the deadline that day. The new Community League Infrastructure Grant program replaces the old Maintenance and Renovation Grant Program. He reviewed the programs parameters and requirements, and advised that approximately 52 applications were received as of the 4pm today that day. The total value of the 52 projects is $9.275M dollars. The total of the grant requests is $2.838M with only $1.45M available in grant funding for 2011, and therefore not all grant funding needs can be met this year. The other half of the grant funding is part of the EFCLs budget request for 2012. Community Services will be reviewing, evaluating, and notifying community leagues of decisions as soon as possible in order to get the funding out as soon as possible. Q: A: Will applications be held over for next year? S. Labonne advised that he would take this question back to Community Services and ask them to provide an answer. March 2012 is the deadline for the next application process.
A. Bolstad asked S. Labonne to go over the evaluation criteria. S. Labonne reviewed criteria in detail. Further discussion ensued. It was noted that in order to be eligible, leagues must have signed the Tripartite License Agreement. D. Gibbens clarified that due to the amount of time it took to finalize the Tripartite agreement, 2011 is a one-time opportunity for projects to be funded retroactively.
12.0
Open Microphone / Community League Dialogue

Q: A representative from the Boyle Street Community League asked about the Downtown Arena project, specifically with regard to the inner city community leagues being consulted about its construction. A. Bolstad responded that the EFCL has asked the Katz group to consult with community leagues in the downtown core, however, it is not the role of the EFCL to lobby or take a position on whether we should have a downtown arena or not.
A:
13.0
Next Meeting Date Monday, April 30th, at Beacon Heights hall volunteered
Beacon Heights Community League offered to the host the April 2012 AGM meeting at their hall. D. Dodge presented Beth Sanders, President of Glenora Community League, with a small appreciation gift on behalf of the EFCL. B. Sanders thanked everyone for attending the meeting, and suggested leagues in attendance view the Glenora Community Leagues great website. The meeting adjourned at 9:35pm.
October 23 2012
15
4.0
PRESENTATIONS
October 23, 2012 4.1 Leagues AliveConference and Trade Show
Andrea Sage, Board Development Director: Kris Morra, Marketing Director Item 4.1
MEETING DATE : AGENDA ITEM # : PREPARED BY:
8:00AM
LEAGUES ALIVE 2012 CONFERENCE & TRADESHOW SATURDAY, NOVEMBER 3 AT THE MAYFIELD INN REGISTRATION & TRADESHOW OPENING - CONFERENCE SESSIONS START
AT
9:15AM
This is the first time the EFCL will combine the variety of a community league- targeted tradeshow, with conference style board education & community league development workshop sessions! This sure-to-be great day, is full of exciting education, engaging discussion and networking opportunities, with inspiring take-away information to share. Registration and tradeshow entry begins at 8:00am, with the first workshop sessions starting at 9:15. The tradeshow will be open all day for those who are between sessions or not planning to attend any sessions, but are interested in taking a walk through the tremendous variety of vendors eager to share information with attendees. There will be over 20 vendors to visit, as well as representatives to meet from a number Edmonton community agencies. Nine of the twelve City of Edmonton Councillors have planned to be a major part of Leagues Alive 2012, by joining us for Lunch with Council, sharing a delicious & nutritious hot buffet lunch with community league members. This lunch portion of the day will give Leagues Alive participants an opportunity to chat informally with their elected city council representative, while enjoying a well-deserved break in the days conference. Bring your appetites and your questions! Registration for this fantastic, EFCL sponsored event began in September and will continue until the end of October. It is easy to register, and by confirming your attendance, you reserve a spot in the sessions you choose.
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CONFERENCE SESSIONS AVAILABLE: ROLE OF THE PRESIDENT 9:15AM 11:30AM (INCLUDING BREAKOUT & DISCUSSION) ROLE OF THE SECRETARY 9:15AM 11:30AM (INCLUDING BREAKOUT & DISCUSSION) ROLE OF THE TREASURER 9:15AM 11:30AM (INCLUDING BREAKOUT & DISCUSSION) SO YOU WANT TO HAVE A PARTY...HAVE FUN PLANNING A SUCCESSFUL EVENT 9:30AM 11:30AM THE GOOD, THE BAD & THE UGLY: SOCIAL MEDIA 9:30AM 11:30AM
IN THE
21ST CENTURY
HALL SAFETY & CRIME PREVENTION THROUGH ENVIRONMENTAL DESIGN 9:30AM 11:30AM NOT-SO-BORING BOARD GOVERNANCE BASICS 1:00PM 2:15PM USE OF PROCEEDS (BINGO, CASINO, RAFFLE REVENUE) 1:00PM 2:15PM MEETING ON COMMON GROUND: STRATEGIES 1:00PM 2:15PM
FOR
BUILDING BOARD CONSENSUS
HOW DOES THIS AFFECT ME? ACCOUNTABILITY & TRANSPARENCY FOR COMMUNITY LEAGUE BOARDS 1:00PM 2:15PM COMMUNITY ORGANIZING 1:00PM 3:00PM VA-VA-VA VOOM: VOLUNTEER ENGAGEMENT & RECRUITMENT 1:00PM 3:00PM CONNECTING WITH YOUR COMMUNITY 2:45PM 4:00PM DIG INTO DIVERSIFYING YOUR BOARD 2:45PM 4:00PM REVISITING BYLAWS & POLICY DEVELOPMENT 2:45PM 4:00PM TRYING TO UNDERSTAND & WORKING WITH YOUR TRIPARTITE AGREEMENT 3:00PM 4:00PM ICE MAGIC MAKING YOUR RINK TOP RANK 3:00PM 4:00PM
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October 23, 2012
Item 4.2
4.2 - Project Updates100th Anniversary Project, Living Local Arts and Heritage Project, Rink Roof Initiative Allan Bolstad, Executive Director
1. 100th Anniversary Project The federation is continuing to flesh out plans for its 100th Anniversary Project in Hawrelak Park. The primary issue we need to resolve is whether or not we will include a water play feature, next to the playground in the park. No question, such a feature would complement the other components of our plan, namely the Community League Plaza and the stream upgrade. However the city is also weighing the merits of constructing a water play feature north of the main pavilion, near the northeast corner of the lake. As there is no need for two water play features, a decision will need to be made on the location of this feature.
Pictured left, the location of the Plaza, Stream Upgrade, and Water Feature. Below is a concept drawing of the Plaza and stream walk features.
WATER FEATURE
In order to resolve this issue, the city has hired a consultant who will review the pros and cons of each site. The consultant will meet with us and other stakeholders as well as do some public consultation, prior to reporting to the administration and ultimately city council in the new year. In the meantime, we are continuing to refine our plans for the stream and plaza. The reason the water in the stream is shut off is due to the parasites that grow in the pond at the top of the stream. The stream sends these parasites into the main lake and the organizers of the Triathlon have been complaining because it gives their swimmers a summer itch. One option is to cut off the stream before it hits the lake. Another is to use treated water in the stream, although this would be expensive and it would impact the vegetation around the stream.
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With respect to the plaza, we will soon need to make a decision on whether to continue to use city staff to refine the plan or hire a private firm. Our committee will be discussing this at its next meeting. It should also be noted that we will eventually need to go through a public consultation process with this plan. We are meeting with city staff to determine the work that will need to be done before the project is presented to the public, such as an environmental impact assessment and parking study. As can be seen in the attached financial report, 54 leagues have paid this years $400 supplemental membership fee so far. These funds will be allocated to the 100th Anniversary Project. A couple of leagues have asked if they could pay the $2,000 up front and be done with it. We told them that would be most appreciated.
EFCL 100th Anniversary Program As at September 30, 2012 Income
Community Leagues invoiced Supplementary Membership Fee on September 1, 2012 ( 155 @ $400.00) EFCL contribution(re-allocation from Infrastructure Audit) Totals
62,000.00
80,000.00 142,000.00
Bank (Investments) - EFCL re-allocation Bank (Investments) - Community Leagues (101) Accounts Receivable - Community Leagues (54) Fund balance(Deferred Revenue) as at September 30, 2012 (A/C 2494)
80,000.00 40,400.00 21,600.00 142,000.00
2. Living Local Arts and Heritage Program Leagues are reminded that the EFCL, Edmonton Arts Council and Edmonton Heritage Council are once again sponsoring the Living Local Arts and Heritage Program. Up to $20,000 is available to any league that wants to engage a local artist or artists to do a project that recognizes the historical character of their area. Five leagues accessed this program in 2012. They were:
Boyle Street, which commissioned some paintings for its new hall Newton, which hired an artist to run some workshops for local school children Hazeldean: which hired an artist and an historian to construct a monument and some information panels describing the railway origins of a greenway through the community. Alberta Avenue: which compiled a list of stories of early times in the area , based on interviews with long-standing residents. Mill Woods: which is compiling a history book, based on the stories of early residents.
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Community Leagues are responsible for providing 1/3 of the total project funding and must provide a letter of endorsement. Applications are available through the EFCL website (www.efcl.org) by clicking on Activities and then Arts and Heritage Grant. The deadline for applications is December 1 and successful leagues will be notified in January. Work on the project is to be complete by September 30, 2013. 3. Rink Cover Program In an attempt to encourage one or two demonstration projects, the EFCL is making $60,000 available to the first leagues that decide to build a cover over their outdoor rink. It is felt that rink covers, if proven to be successful, could become quite popular among community leagues and help rejuvenate their rink program. Not only would they eliminate the need to remove snow, they are also expected to extend the length of the season by keeping the suns springtime rays off of the ice surface. On Sept. 25, six community leagues attended an EFCL information session, where two companies showcased their products. The first company was Starline Equipment Sales out of Leduc, which markets covers for Diamond Shelters, a Manitoba-based manufacturer. Diamond specializes in fabric-enclosed shelters and has installed a number of them in western Canada. The second firm was Vertical Building Solutions, which markets the products of Britespan Building Structures, a manufacturer based in Ontario. Britespan also builds fabric roofs and fabric-enclosed shelters, including a model where the walls can be rolled up when the weather is suitable. Both companies quoted prices in the $500,000 - $600,000 range for a fully enclosed building over a regulation sized 85 X 200 rink. Workshop attendees were also reminded of the funding opportunity that is now available through Western Economic Diversification. Matching grants of up to $250,000 will be given to organizations to repair, renovate or upgrade existing facilities. The deadline for applications is Nov. 19. Leagues can also apply for provincial CFEP funding and city CLIP funding for their project. These grants, along with the federal money, can be matched against each other.
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5.0
NEW BUSINESS
October 23, 2012
Item 5.1

Recommendation #1:
5.1 Governance Committee Recommendations EFCL Budget and Planning Meeting -Week of February 4th Christine Bremner, EFCL VP Internal & District G Director
That the bylaws of the Edmonton Federation of Community Leagues be revised as follows (changes in boldface): 5.1 The Annual General Meeting of the EFCL may be held, whenever possible, in the month of March or April but in any event, not later than six months following the end of the fiscal year of the EFCL. The purposes of the Annual General Meeting will include, but not be limited to, the following: 5.1.1 5.1.2 5.1.3 5.1.4 5.1.5 5.2 To To To To To receive the reports of the outgoing Board of Directors; meet with the new members of the Board of Directors; identify who the auditor, insurance broker, and legal counsel for the EFCL will be; and discuss any revisions to the By-laws; elect District Representatives as required.
A Regular General Meeting of the EFCL will be held in the months of January or February. The purpose of this meeting will include, but not be limited to, the following: 5.2.1 To ratify the budget as recommended by the Board of Directors; 5.2.2 To present plans, programs and projects; 5.2.3 To elect District Representatives and members of committees as required.
5.3
The A Regular General Meeting of the EFCL will be held in October or November. The purposes of the this Regular General Meeting will include, but not be limited to, the following: 5.3.1 To ratify the budget as recommended by the Board of Directors; 5.3.2 To ratify the membership fees for the upcoming year as recommended by the Board of Directors; 5.3.3 To ratify the committee mandates and membership; and 5.3.4 To elect District Representatives and committee members as required.
17.6
The annual budget of the EFCL will be submitted by the Board of Directors for approval at the Regular General Meeting in January or February and will be circulated to the Members with the notice of such Regular General Meeting. No total expenditure in excess of Five Thousand ($5,000) Dollars exceeding three percent (3%) of the budget not authorized in the budget will be made without approval of the Members.
Rationale: The Governance Committee met on August 20 to deal with the thorny issue of creating a change to the bylaws that would recognize the current reality of budget projections and approvals. Our major funder is the City of Edmonton and its budget is approved in mid-December. Consequently, any attempt the EFCL makes to present its budget to its membership in early autumn would lead to serious inaccuracies, and potentially trigger an additional meeting as specified in 17.6 9 (amendments proposed above).
As the activities of the EFCL have expanded, so has the length of our general meetings. The Committee agreed that our members have four reasons to attend general meetings: to conduct statutory business; to receive information about plans, programs and activities; to provide the organization with their comments and suggestions; and to meet with representatives of other leagues to exchange information. Due to the length of meetings, there has been little time for the third and fourth activity. With the addition of another meeting with the primary purpose of approving the budget, the Board and Staff would be able to reduce the number of information items in the spring and fall meetings, and take more time to propose and explain activities while tying these plans directly to the budget presented for approval. While there would be an additional meeting, it is the hope of the Governance Committee that this would result in three shorter and more effective meetings. The Committee also recommends a change to Bylaw section 17.6, setting the ceiling for unapproved expenditures at a percentage rather than an arbitrary dollar figure. Three percent has been a relatively standard inflation figure. With the current annual budget of the EFCL hovering around $750,000, three per cent would equal $22,500.
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6.0 ELECTION REPORT MEETING DATE : AGENDA ITEM # : PREPARED BY: October 23, 2012 6.1 - Board Member Job Description Allan Bolstad, Executive Director
Item 6.1
The main function of the EFCL board member is to act as a liaison between the leagues in their district and the board of the EFCL. The board member uses information collected from the leagues to help develop board programs and policies and then lets the league know about these initiatives and policies. The board member also represents the federation in meetings with the City of Edmonton, other orders of government and partner agencies. Board members must be nominated by their community league and elected by the leagues in their district. They are elected for two-year terms and may serve a maximum of three consecutive terms on the board. Board members are also eligible to serve as an officer of the EFCL, namely President, Vice-President External, Vice-President Internal or Treasurer. Directors are elected to these positions by the board and are eligible to serve as an officer for a maximum of three consecutive years. The board meets once a month (currently the second Thursday) at the EFCL office. The board also appoints one of its members to the EFCLs planning committee, has one standing committee (governance) and creates various ad hoc committees from time to time, such as its 100th Anniversary committee.
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October 23, 2012 6.2 - Planning Committee Member Job Description Bev Zubot, Community Planning Advisor
Item 6.2
The EFCL Planning Committee is a standing committee which reports to the EFCLs Board of Directors. Process: Committee members must be nominated by their league and elected by the leagues in their district. Purpose of the Committee: To provide input and recommendations to the Board and Membership with respect to planning and transportation issues. Duties of the Planning Committee Member: Meet monthly except July, August and December Review planning and transportation policy changes with city-wide implications Advise communities of the potential impacts of developments and policy changes Make recommendations to the Board on planning and transportation issues Apply the EFCLs Planning and Development policies when making recommendations and update them as required Meet with City Administration and developers as needed Communicate with leagues at District meetings and bring feedback to the committee Support and advise the Community Planning Advisor Tenure: two years; renewable
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9.0
NEW BUSINESS CONTINUED

October 23, 2012 9.1 2013 City Funding Requests Allan Bolstad, Executive Director
Item 9.1
The federation is bringing forward two new project proposals this year, for consideration in the citys 2013 budget. The first request is for $35,000 in one-time funding to establish a program to that would be designed to cover the cost of sports registration fees for aboriginal and refugee children. The idea is to develop a system whereby children would first be identified by settlement agencies and key cultural associations. Once a fund has been created to cover the cost of sports registration fees, aboriginal and refugee children could register for these programs at their local community league. The EFCL is fully aware that there are many low income children in Edmonton who could benefit from this program (the Edmonton Sports Council has estimated the number to be 23,000). However, it is targeting these two groups specifically as they are the focus of its cultural outreach program. Work done to date in this program has made it very clear that the integration of aboriginal and refugee children into minor sports programs, such as those coordinated by community leagues, will not work unless funds are found to help cover the cost of registration. The EFCL will be applying for the same amount of money ($35,000) from the provincial Community Initiatives Program in order to fully fund this initiative. The second request of the city is for $80,000 in ongoing funding to improve the manner in which the EFCL connects with its member leagues and gathers input and feedback on federation and City of Edmonton initiatives. While citizen engagement has been a key function of the federation and its leagues since their inception, it has always been a challenging process. Sometimes we hold workshops, sometimes we conduct an online survey, sometimes we rely on our directors to connect with member leagues and provide their input into the development of programs, policies and position statements brought forward by the EFCL. At times, such as our paper on the sustainability of older neighborhoods, we are able to use the input from dozens of community league members as well as EFCL staff, our planning committee and board members when preparing our position statements. At other times, the feedback is far more limited. The purpose of this budget request is to take a stab at improving the federations ability to engage its leagues. We see a potential for doing professional surveys, holding additional workshops, making better use of our district and area council meetings and improving our website communications. This is not an exclusive list, but it helps paint the picture of what it is we would need to do. Members of Edmonton City Council and city staff may well have suggestions which we would like to incorporate. With that in mind, we plan to ask council to refer this item to one of its committees, and ultimately to the city administration, for a detailed review. We believe their input would help us enhance our league engagement process. Both of our funding requests will be presented to city council on December 4. A decision from council is expected by mid-December.
October 23, 2012 9.2 - Minor Hockey Week Celebrations Allan Bolstad, Executive Director
Item 9.2
The Edmonton Minor Hockey Association (EMHA) will be celebrating the 50th Anniversary of Minor Hockey Week in Edmonton in January. The association has approached us and other partners, notably the Edmonton Oilers Community Foundation, to do something special to recognize the occasion. At a meeting on Sept. 7, EMHA officials said they would like to use the proceeds of the tournament, which could be in the $50,000 range, to help promote minor hockey in Edmonton. They would also like to recognize the many contributions of Vern Davis, one of the founding members of minor hockey week, who passed away last winter. Natalie Minckler, executive director of the Edmonton Oilers Community Foundation, said they were also looking for a new legacy project. Their goals are to promote youth education, health and wellness, with a particular focus on underprivileged youth. In response to this request, the EFCL has asked them to consider holding the opening game and ceremonies of minor hockey week on an outdoor, community league rink this year. We thought it would generate a good deal of publicity as well as recognize the roots of minor hockey. In addition, the federation is encouraging its member leagues to hold informal, shinny hockey tournaments that week, so that all youngsters - including those not involved in organized hockey - could take part in a fun event at that time (Jan.11-22). In terms of a legacy project, one idea that has been suggested is a bulk purchase of helmets, which could divided among all of the leagues. The leagues could then lend out these helmets to anyone who wants to skate on their outdoor rink. We also welcome any suggestions leagues want to bring forward.
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10.0 REPORTS
MEETING DATE : AGENDA ITEM # : PREPARED BY: October 23, 2012 10.1 Interim Financial Report Linda Crosby, Financial Advisor; Allan Bolstad, Executive Director
EDMONTON FEDERATION OF COMMUNITY LEAGUES FINANCIAL REPORT SUMMARY Nine Months Ending September 2012
REVENUE Grants - Municipal - C of E Grants - Municipal - Trainer Grants - Municipal - Other Grants - Prov. - CIP - Cult. Integ. Grants - Prov. - CIP - Marketing Grants - Prov. - CFEP Income Membership Fees increase Casino Membership Campaign Miscellaneous Recoveries EFCL Reserves 2011 TOTAL REVENUE Staff Resources Step, net Contract Services Operations Governance C.L. Services - Other C.L. Services - Cult.Integ. C.L. Services - Marketing C.L. Training Program Membership Campaign Professional Fees Programs CLRG Consultation Handbooks Business/Financial Plan Restructuring Recruitment Contingency TOTAL EXPENSES NET OPERATIONAL CAPITAL Computer Upgrades/Printer Office Upgrades - CFEP grant Display Booth 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 4,374 7,380 0 11,754 0 4,374 7,380 0 11,754 0 0 0 0 0 0 7,200 7,044 5,000 19,244 6,000 0 7,200 7,380 5,000 19,580 6,000 27,753 0 -336 0 -336 0 27,753 THIS MONTH Budget Actual Var 39,026 39,026 0 2,500 2,500 0 0 0 0 0 0 0 0 0 0 0 0 0 6,502 23,308 16,806 1,804 4,342 2,538 3,667 3,332 -335 0 190 190 0 0 0 3,500 3,500 0 56,999 32,319 -2,000 833 6,692 500 2,888 0 0 4,500 0 500 50 0 0 0 0 333 0 46,615 10,384 76,198 34,551 0 2,053 5,994 250 7,103 0 0 3,749 0 0 0 0 0 0 0 0 0 53,700 22,498 19,199 -2,232 -2,000 -1,220 698 250 -4,215 0 0 751 0 500 50 0 0 0 0 333 0 -7,085 12,114 YEAR TO DATE Budget Actual Var 351,233 351,233 0 22,500 22,500 0 374 374 0 10,012 10,493 481 12,375 10,131 -2,244 3,522 3,522 0 67,493 89,055 21,562 16,237 25,285 9,048 32,999 31,048 -1,951 22,600 22,846 246 0 0 0 19,500 19,500 0 558,845 319,313 5,000 7,500 60,472 11,500 49,515 10,012 12,375 31,500 16,785 3,500 350 0 0 0 374 4,000 3,000 535,196 23,649 585,987 323,918 0 6,588 56,522 7,585 27,788 10,493 12,375 28,901 16,325 1,634 16,012 0 0 0 374 4,591 0 513,106 72,881 27,142 -4,605 5,000 912 3,950 3,915 21,727 -481 0 2,599 460 1,866 -15,662 0 0 0 0 -591 3,000 22,090 49,232 Budget 468,310 30,000 5,516 10,012 12,375 3,522 108,500 28,993 44,000 22,600 250 26,000 760,078 416,271 5,000 10,000 80,650 25,500 79,725 10,012 12,375 45,000 16,785 11,500 500 5,000 3,000 4,388 1,128 4,000 4,000 734,834 25,244 YEAR END Proj. 468,310 30,000 5,516 10,493 10,131 3,522 115,683 30,811 44,000 23,000 0 26,000 767,466 421,271 0 10,000 76,733 26,000 66,820 10,493 12,375 45,000 16,325 11,500 500 0 3,000 4,388 1,128 4,600 4,000 714,133 53,333 Var 0 0 0 481 -2,244 0 7,183 1,818 0 400 -250 0 7,388 -5,000 5,000 0 3,917 -500 12,905 -481 0 0 460 0 0 5,000 0 0 0 -600 0 20,701 28,089
Item 10.1
TOTAL CAPITAL Financial Reserve - current Surplus/(Deficit)
...2/
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(Contd)
EDMONTON FEDERATION OF COMMUNITY LEAGUES FINANCIAL REPORT SUMMARY Nine Months Ending September 2012
VARIANCE REVENUE
Grants Income Membership Fees Increase Casino Membership Campaign

EXPENSES
> CIP Marketing Program refund, Cult. Int. spent in excess, net > Solar Energy unbudgeted$16,012, Interest > Increase in fees greater than budgeted
> Funds expended less than budgeted, timing > Supplies greater than budgeted
YTD -1763 21562 9048 -1,951 246 27142
PYE -1763 7183 1818 0 150 7388 0 0 3917 -500 12,424 0 460 0 0 5,000 -600 0 20701
Staff Resources Contract Services Operations Governance C.L. Services C.L. Services C.L. Services Professional Fees Program Onetime/Capital Recruitment Contingency
> > > > > > > > > > > >
395 STEP grant not applied for, wages slightly underspent 912 Contract wages overspent 3,950 C of E utilities 2011 credit applied in July 3,915 Meetings & conferences underspent to date Underspent in Website Hosting, Heritage Days, etc. to date 21,246 2,599 Trainer commenced February 27, 2012 budgeted full year 460 Membership Supplies slightly under 1,866 Legal Fees nothing spent as of yet, net -15,662 Solar Energy unbudgeted, Planning Award not spent, net 0 CLRG -591 Overspent 3,000 Nothing spent as of yet 22090
Allan Bolstad, Executive Director
Date
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October 23, 2011 10.2 - Five Year Financial Summary
Item 10.2
Linda Crosby, Financial Advisor; Valerie Pachal, Asst. Director/ Communications; Allan Bolstad, Executive Director
EFCL Budget As can be seen in the attached chart, EFCL revenue has grown significantly over the past five years, from $431,000 to $760,000 (an increase of 76%). This is due in part to a sizeable increase in the grant it receives from the City of Edmonton. This grant grew from $260,000 to $468,000. However, other revenue (sponsorships, provincial grants, membership fees) grew as well, such that the percentage of the EFCLs budget that came from the City of Edmonton has remained constant at 60-62% for each of the past five years. The growth of the EFCLs budget has allowed the federation to increase its programming and also create a financial stabilization reserve, which it has not had in the past. This reserve is designed to help the organization deal with an unexpected expense, such as a law suit or a major problem with its office building. Earlier this year, the board of the EFCL decided to take $170,000 from its unrestricted reserves and place it in the financial stabilization fund. This will give the EFCL a stabilization fund of $200,000 at year end, which is well within the range recommended by our auditor, which is a fund equivalent to three-to-six months of the organizations operating budget. In addition, the federation opted to remove another $14,000 from its unrestricted reserves to enter its building in its own solar and energy conservation program. An energy audit is scheduled for later this month and installation of a five-panel, 1.2 kw solar system, along with an energy monitoring unit, is due to be installed in November. Civic Assistance to Community Leagues Civic funding for community leagues has also grown dramatically in the past five years, mostly due to the creation of a new capital grant program. Called CLIP (community league infrastructure program), the program provides $3 million to leagues each year to help them build new facilities and fix existing ones. This replaces the citys maintenance and renovation grant, where leagues were eligible for a total of $23,000 over the course of their lifespan. In addition, the City of Edmonton has boosted its operational grant to the leagues by 83% in the past five years, from $1,326,892 to $2,426,000. The average grant to each league is now $15,650, compared with $8,800 in 2007.
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October 23, 2012 10.3 - League Attendance at EFCL General Meetings
Item 10.3
Kris Morra, Marketing Director; Allan Bolstad, Executive Director
In an attempt to see what is working and what is not, the EFCL decided to review league attendance at our general meetings over the past five years. As can be seen from the attached charts, attendance has generally improved over this time period. In 2008, fifty three leagues attended the annual meeting in 2012 the figure was 70. In 2007, 50 leagues attended the Regular General Meeting in the fall in 2011, 63 were in attendance. No doubt, the presence of some key agenda items likely affects the turnout. For example, at the fall 2010 RGM, a decision was made to launch Community League Day, which has arguably been our most successful program to date. At the fall 2011 RGM, members approved a recommended fee increase, to help pay for a board development program. Attendance was noticeably higher at each of these sessions. In a similar vein, the April 2012 Annual General Meeting saw the membership vote on a supplemental membership fee, to help pay for the federations 100th Anniversary Project in Hawrelak Park. A total of 70 leagues attended this meeting, which is the largest number we have seen in recent history. The 2008 Regular General Meeting, which by todays standards we would have been forced to cancel as it didnt meet our quorum requirements, was held on a Saturday morning. Many people complained about the timing of that meeting and its probably something we dont want to repeat. The introduction of dinner at meetings, which started at the 2009 Annual General Meeting at Strathcona, may have helped raise attendance. Some people report that this has made it easier for them to attend the session, others note the opportunity to network and socialize which is also an attraction. Looking at the attendance of individual leagues, we see that eight leagues are in the ten out of ten club, having attended all of the regular and annual meetings of the EFCL over the past five years. We might want to recognize them in some fashion, as we very much appreciate their involvement. On the other side of the scale, we recognize that it is difficult for many people to find the time to come to federation meetings, often because they are so heavily involved with their own community league. Consequently, 70% of the leagues have attended fewer than five meetings. What is troubling and worthy of examination is that 23 leagues, representing almost 15% of our membership, have not attended a single meeting in the past five years. It is encumbent upon us to communicate with those leagues and attempt to determine the underlying issues.
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Here is a summary of league attendance at our last 10 general meetings
Median # of meetings attended: Percentage of Community Leagues attending at least 50% of the meetings: Percentage of Community Leagues attending less that 50% of the meetings: Percentage of Community Leagues that have attended NO meetings in the past 5 years:
3.52 out of 10 30% 70% 14.65%
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October 23, 2012 10.4 - Community League Day
Item 10.4
Kris Morra, Marketing Director; Valerie Pachal, Asst. Executive Director/Communications; Allan Bolstad, Executive Director
Community League Day went extremely well again this year and is quickly becoming entrenched as a day for Edmontonians to have some fun with others in the neighborhood. This year we seemed to hit on all cylinders, with a very successful promotional campaign, well attended league events and excellent media coverage of the events. Advance Promotion The advance promotion of Community League Day was extensive, beginning with 12 page insert that ran in the Edmonton Examiner on Sept. 5 and in the Edmonton Sun on Sept 10/11. The two-page centerfold in the insert featured all of the events that were happening on Sept. 15, and a variety of other stories mostly written by EFCL freelance writer Nancy Rempel, highlighted a number of programs and events leagues had run over the past year.
Left, the center spread lists the events that were registered by the deadline. Above, the cover of the insert.
A number of the federations key sponsors advertised in the insert, which helped cover production costs. As a result, the federation received in excess of $30,000 in news coverage for a modest $2,000 investment. Tricycle Contest In addition to the insert, the federation placed a number of ads on Face Book and ran a highly successful Tricycle Contest in Churchill Square on Sept. 12, to help bring attention to the upcoming Community League Day. United Cycle brought four off-road tricycles for pre-school children, city councillors and EFCL board members to race down a track lined with our 155 community league signs. We even inserted traffic calming islands, made from clusEFCL Regular General Meeting Package
Above EFCL Vice President David Gibbens crosses the finish line first with Councillor Henderson hot on his heels.
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ters of signs, to reflect the federations interest in traffic safety and make the course more interesting. Most media outlets were present and we had coverage on several TV stations, along with the Edmonton Journal, Metro, Edmonton Examiner and Edmonton Sun. Our event sponsors - Servus, United Cycle and the REALTORS - spoke at the event and were very pleased with the outcome. Councillor Ben Henderson brought greetings from the city. Community League Day Events Community League Day went very well this year, partly due to the fact that this was the first time that we had quite good weather throughout the day. Approximately 85 leagues ran an event that we know about and they ranged in size from simple Sunday brunches to the all-day Arts in the Park extravaganza in Riverbend that drew an estimated 3,500 people. Corn roasts, movie nights, anniversary celebrations, rink building bees, celebrity appearances (Olympic Medalist Tara Whitten) , community clean ups and harvest fairs all found their place at one or more league celebrations this year, and it appeared that every league received at least one visit from a city councilor, MLA or MP as the elected officials took advantage of the opportunity to meet and talk to constituents. In addition, almost every league received a visit from an EFCL board or staff member, which provided us with a good overview of the day and ideas for future promotions. Event Promotional Material Well Received Leagues were most appreciative of the box of promotional material the federation was able to provide, thanks to Re-Max realtors and other key sponsors. The City of Edmonton is always very supportive and provided family passes to City venues Fort Edmonton, Muttart Conservatory, John Janzen, Sports & Fitness centers worth over $20,000. Our City Wide Gold Prize sponsors were United Cycle and Servus Credit Union. Besides donating the bike tickets, United Cycle also provided an Oilers Family Fun Pack four Oilers tickets, four jerseys, and food & beverage vouchers for four - which went to Delwood Community League. Servus Credit Union ran a contest to find what is great about the community from the mouth of a local community league member and Fraser Community League won $500 and the contest winner $100. Media coverage of this years Community League Day was extensive, with articles in the Edmonton Journal, local television stations and a centre spread in the Edmonton Examiner.
Above, event kits stacked behind EFCL staff, Bev and Joanne, high sticking it with autographed Oil Kings sticks. Other prizes included a theatre style popcorn maker and magic bullet smoothie maker.
Leagues are encouraged to beginning planning for next years event (Sept. 21) and note that the deadline for entry into the Edmonton Examiner / Sun Center insert is Aug. 15. It is also worthy to note that the more early registrants we have the more prize sponsorship we can procure.
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October 23, 2012 10.5 Solar and Energy Conservation Program Allan Bolstad, Executive Director
Item 10.5
Work is underway on the EFCLs Solar and Energy Conservation Program. To date, energy and carbon audits have been completed on the halls of the seven participating leagues. The City of Edmonton has also approved, in principle, the change in parkland use to allow construction of a solar energy system on each of the halls, as well as the federations office building. Staff at the Solar Energy Society of Alberta, which are installing the solar and energy monitoring systems, have completed all of the individual league site surveys and engineering work. Site drawings are being finalized and each league will soon receive a copy of the elevations and site plans. The society applied for development and building permits on Oct. 9. Solicitation of installers is underway and should be complete by the end of the month. The eight sites will be divided between two contractors. If all goes well, installations will happen in early November. Each installation is expected to take two days. As can be seen in the attached financial report, the EFCL has begun forwarding funds to both CReturns and the Solar Energy Society for the work they are doing. The federation has also signed a contract with the City of Edmonton, which is a prerequisite to receiving the $30,000 grant from the citys Office of the Environment. The EFCL is paying separately for the work that will be done on its own office building. An energy audit will conducted later this month and a five-panel, 1.2 kw solar system is scheduled for installation in early November, all at a cost of $14,000.
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EFCL Solar & Energy Program As at September 30, 2012 Community Leagues C.L. Contribution 6,000 11,000 6,000 11,000 6,000 6,000 6,000 52,000.00
Alberta Avenue Meadowlark North Glenora Ritchie Riverdale Rossdale West Jasper/ Sherwood Totals
Summary Funds in to date EFCL Infrastructure re-allocation Community League contribution(7) Total Funds in to date Funds out to date C Returns (retainer for 7 C.L. assessments) Solar Energy Society of Alberta (demonstration at Heritage Days) Solar Energy Society of Alberta (progress payment) Total Funds out to date Bank (Investments) GST Rebate 2012 Fund balance(Deferred Revenue) as at September 30, 2012 (A/C 2493) 11,025.00 250.00 5,000.00 82,000.00 52,000.00 134,000.00
16,275.00 117,725.00 262.50 117,987.50
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October 23, 2012 10.6 Future of EFCL Newsletter Valerie Pachal, Asst. Director/Communications Allan Bolstad, Executive Director
Item 10.6
The EFCL has been reviewing the need to put out a formal newsletter, given the growing popularity of our weekly E-News and the significant resources that go into the production of a newsletter. This trend is not restricted to the EFCL. It seems hardly a month goes by without an organization reporting that is discontinuing its formal, printed newsletter in favour of a shorter form of electronic communication. Recent examples include the Auto Trader and the joint newsletter that Mill Woods community leagues have been putting out for many years. In our case we normally put out an E-News bulletin to each of our members on a weekly basis. The articles are brief, rarely more than one or two short paragraphs, and sometimes have a photo attached. Occasionally they contain a reference to a place on our website where a reader can get more information. Production of an E-news edition can usually be done in two or three hours, with various staff members spending 15-30 minutes submitting short articles or photos with captions. The newsletter, on the other hand, is a much more detailed communication piece. It is generally 1620 pages in length, contains articles that could include as much as six-ten paragraphs of copy and/or multiple photos. It is sent electronically to the same people that we receive our e-news, as well as in a hard copy format to about 150 individuals; 120 are sent to Community Service offices, one league asks for multiple copies for the board meeting and one other wants copies for their foyer. The newsletter takes at least two or three days to assemble, a number of staff members spend the better part of a day writing articles and our receptionist contributes a day or two of her time mailing out the hard copies. There are also printing and mailing costs. In terms of electronic readership, there doesnt seem to be any difference between sending out our information in an E News or Newsletter format. We still have the same opening rate, 24.5 to 25.5%, and a click rate of 4-6%. (This is quite respectable, as the industry standard for not for profits is 22.5% and 3.3% respectively.) It is harder to measure the impact of the printed product. It can be beautiful and result in many compliments, when the time is taken to include a lot of pictures. And it is known to be on display at halls and Community service centers. It has also been a useful document to take along as a discussion tool and is just another way to reach existing and potential board members. With this in mind, it is our impression that it is premature to discontinue its production at this time. However, it is a subject that we will continue to monitor, as readership preferences continue to evolve and demands on our resources change. We also appreciate any feedback board members would like to provide on this topic.
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October 23, 2012 10.7 Food and Agricultural Strategy Allan Bolstad, Executive Director; David Gibbens, EFCL VP External & District E Director
Item 10.7
At the Oct. 11 Board Meeting, the board received a report from vice-president David Gibbens, who was a member of the city task force charged with the development of a Food and Agricultural Strategy for the City of Edmonton. After hearing a presentation from David, the board passed the following recommendations. They appear below, along with Davids report. Recommendations: That the EFCL send a letter to the City of Edmonton which highlights the following: 1. That the initiatives identified in the report, whether they be to encourage local food production, enhance local food infrastructure or broaden local food activities, mesh very well with our view of how we build strong neighborhoods in our city. 2. That we very much support the creation of a local food council to help guide the development of an Edmonton Food and Agricultural Strategy. 3. We strongly recommend that more work be done by the city to detail HOW the various initiatives would be undertaken, WHO would be responsible for doing them and WHAT resources they need to have at their disposal. 4. That additional work be done by the city to determine the amount of prime agricultural land that needs to be set aside in Edmonton to foster and maintain a healthy local food industry in our city. 5. Reflecting the concerns expressed above, we do not feel the report is complete and hence we cannot support it. Edmontons City Wide Food and Agriculture Strategy (CWFAS) Prepared by David Gibbens, EFCL Vice-President External For the past 11 months, I have been the EFCLs representative on the Advisory Committee in the development of the CWFAS recommendations. The Advisory committee was made up of fourteen citizens from different parts of Edmonton and with different interests in the food and agriculture sector. These included: Chair: Aaron Falkenberg Skyline Poultry Farms May Beckie University of Alberta Faculty of Extension Dieter Kuhlmann Kuhlmann Farms Debbie Hubbard Greater Edmonton Alliance Areni Kellepan Sustainable Food Edmonton Jessie Radies Live Local David Gibbens Edmonton Federation of Community Leagues Candace Vanin Agriculture & Agri-Food Canada Susan Roberts Just Foods Ken Gossen Food Processing Development Centre Angus Watt Angus Watt Advisory Group
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Jerry Bouma Toma & Bouma Management Consultants Henk Ten Wolde Alberta Netherlands Trade Office Janet Riopel Walton Development and Management Lisa Jimmo Horsehill Community League As well and consultants from H.B Lanarc (Vancouver) and many City planning staff. The Draft Strategy document was released for public review on October 1 and included many supporting documents and reports that include:
Draft City Wide Food and Urban Agriculture Strategy Agricultural Inventory and Assessment Report Local Food Opportunities Report Public Opinion Survey Report Landowner Survey Report Stakeholder Group Summary (round 1 and 2) And a Citizen Panel Report.
Citizens will also be able to share their views with City Council about the draft strategy at a Special Executive Committee Non-statutory Public Hearing on Friday, October 26, 2012. I plan to speak to the strategy at that hearing. The development of the strategy and the ensuing negotiations entailed dozens of meetings, a public workshop, and thousands of pages of reading. This took a lot of time. From the beginning of the process, members of the committee kept asking council for more time to properly review, understand and write the strategy. This was always denied due to the fact that this strategy (and other documents) is a dependency for the approval of the any new Area Structure Plan, which is planned to go before council in the New Year. Due to the tight time constraints, there are many sections of the strategy that are planned to be referred to an Food council for further work and development, but there are issues as to what would be left for the council to work with if this is pushed through. The strategy is broken down into nine (9) strategic directions with accompanying recommendations; Establishing a Food Policy Council; Providing Food Skill Education; Expand Urban Agriculture; Develop Local Food Infrastructure Capacity; Grow Local Food Supply and Demand; Enliven the Public Realm; Treat Food Waste as a Resource; Support Urban Farmers; and Integrate Land for Agriculture. Overall, the report is a good start at developing urban agriculture within the city and we have been very successful at integrating community and community leagues into the overall strategy. These include initiatives such as Expanding community gardens, incorporating community league programs to mentor and train, improving neighbourhood-scale food hubs, etc. These types of recommendations are all included in the first eight recommendations of the report, and although they still require more specific targets and resources, I suggest that the EFCL support these recommendations in principal. Recommendation 9, Integrating Land for Agriculture was by far and away the most contentious issue that was put to the advisory council and based on the makeup of the advisory council was doomed to fail from the beginning. Based on this, all that could ever be agreed on was a set of criteria that the decision makers (city council) needed to take into consideration when making the decision of how much land is required to be set aside to meet the requirements of the strategy as a whole. It is this recommendation that falls short in the overall strategy. In my opinion, the recommendation needs to include various area options, that are based on target goals that are estimates to meet the overall strategy. Then include the analysis of the tools and costs to the city that would be required to meet each of those options. In that way, city council would be making a decision based on facts that are available to the public and based in science and process and not conceptions and hearsay.
Throughout the public consultation process (as limited as it was) the committee, council and staff kept hearing that preserving land for agriculture was a priority. In fact, the most statistically accurate public feedback mechanism was the Stakeholder groups and 85% of the participants asked for this. Based on the issues mentioned above and the fact that it does not seem to follow in the direction of what we are hearing from our members and the public, I recommend that we not support this recommendation and ask that it be returned to administration for further work. Therefore, although there is the beginning of many good things in the report, based on the above I recommend that the EFCL not support the strategy document moving forward and during the Public Hearing on October 26th.
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October 23, 2012 10.8 Infrastructure Assessment Fund Allan Bolstad, Executive Director
Item 10.8
Leagues are reminded that they have until December 31 to apply for infrastructure assessment money from the EFCL. This fund was established to help leagues conduct detailed assessment work that wasnt covered in the basic facility assessment that was done through the EFCL or City of Edmonton in 2009 -2011. Examples of work that might be outstanding is a geotechnical assessment of the halls foundation or an analysis of the work that would have to be done to remove asbestos from the hall. The EFCL has offered to pay 80% of the cost of the detailed assessment work, on projects that cost no more than $20,000. Leagues simply need to notify the EFCL of the nature of their project and obtain three quotes for the work that will be done. After December 31, the EFCL is reassigning any remaining funds in this program to other programs.
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1.
October 23, 2012 10.9 Community Planning Advisors Report Bev Zubot, Community Planning Advisor
Item 10.9
Surplus School Sites: On October 15th, 2012, City Council decides whether or not to rezone and sell eight vacant surplus school sites for low-rise apartments intended for seniors housing. The EFCL has sent a letter to Council respectfully requesting them to ask Administration to share the Recreation Needs Assessments and Parkland Impact Assessments with Council and the public so that an informed debate and decision can be made. Prior to making a decision, Council needs to have full information on whether or not the surplus school land is needed for community recreation purposes, and secondly, what impact a private residential development will have on the remaining community space. We are concerned that community league facilities and other central gathering places in the neighbourhood park may be compromised in some instances by the breaking up of the park, reduced access to, and loss of public space in the nucleus of the neighbourhood. Early 2013, the City will do consultations on the remaining 11 surplus school sites which were declared surplus in 2009. EFCL has been encouraging the City to do consultations with individual Leagues, rather than dealing with the sites as a group as they have done with the sites chosen for seniors housing.
2.
New Cell Tower Policy: In early 2012, EFCL organized a meeting for Leagues with concerns about the location of cell towers and the increasing demand for cell tower locations. At this meeting a Cell Tower sub-committee of the EFCL Planning Committee was formed. The Leagues asked this Committee to work with the City on a new policy which would improve the community consultation process, discourage locating cell towers near residences, and clarify when the City will, or will not, write a letter of concurrence supporting a particular telecommunication facility location. Industry Canada makes the final decision on the location of telecommunication facilities, but they are to consult with the local municipality and get a letter of concurrence. Industry Canada protects the telecommunication system, while the local municipality is mandated to protect local land uses. It is the belief of many that the City has not been exercising its responsibility. The EFCL Cell Tower Committee presented its recommendations to Executive Committee of Council on October 10th. Executive Committee instructed City Administration to have one more meeting with EFCL and industry before bringing the final draft back to them, on November 19th.
3.
EFCL Advocates For Zoning Bylaw Changes: In the last few months the EFCL Planning and Development Committee and Planning Advisor have spent numerous hours scrutinizing a multiple of proposed zoning bylaw regulation changes, including the following:
A)
Low Density Zones & Mature Neighbourhood Overlay: In meetings with the City,
we have supported the changes which allow more compact housing on smaller lots; however, we have not supported changes to the Mature Neighbourhood Overlay which could greatly change the pedestrian-friendly character of mature neighbourhoods. We encourage Leagues in mature neighbourhoods to write Council or speak at the Public Hearing, which is likely to be October 29th, 2012.
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B) Community Supportive Provisions: As of August 27th, 2012, new regulations allow supportive
housing projects, including seniors housing, to have significantly reduced parking requirements and higher density if the building incorporates Universal Design features and a common area for all residents. The EFCL had some success in moderating the parking reductions.
C)
Arts-Related Zone Amendments: The EFCL organized a couple of meetings for Leagues to
meet with the City and arts groups who were trying to reduce barriers to art-related activities. The Leagues supported the regulation changes which helped arts groups achieve this goal, while opposing other changes, such as one which would have made it easy for food serving businesses to become pubs, bars and nightclubs.
D)
4.
Mainstreet Zone: A meeting with Leagues will be organized shortly. This new zone will be of
interest to all Leagues with commercial strips in their neighbourhood.
Good Neighbour Social Housing Research Project: The EFCL is working with a University of Alberta professor, Dr. Jorge Sousa, to apply for grants to do research on good neighbour practices for social housing projects and leagues. A workshop was held in September with interested Leagues, some policy makers, and housing providers to develop some potential research questions and explore potential partnerships. There is still time for other Leagues to get involved. EFCL Helps With Development of a Winter City Strategy: The report will be on the agenda of City Councils Community Services Committee on October 23rd, 2012, and then likely on the agenda of Council on October 31st. New Neighbourhood Design: The guidelines are in draft form. The Team is still looking for great design features to add to the list that has been developed. Complete Streets: Stakeholders are now testing draft design guidelines. The public consultation process begins in 2013, with the design guidelines being adopted late 2013 or early 2014. Advising Individual Leagues On Development Issues: Malmo Community League is in the midst of negotiating a large site DC2 development the first large site rezoning in a mature neighbourhood for a number of years. The new large-site consultation process is being monitored by EFCL. In the meantime, a number of Leagues have asked for assistance with development appeals, and have asked for advice when builders have not abided by the zone regulations or rulings of the Subdivision Appeal Board. EFCL wants to work with Leagues in the coming months to develop a strategy to deal with non-compliance.
5.
6. 7. 8.
9.
EFCL Planning Committee Working Hard. The members of our hardworking committee are: Cora Shaw (Chair of Committee & District G rep, )Ron Favell (B), Kathy Murrie (C), Jamie Post (E), Ian ODonnell (F), Elaine Solez (I), Lori Jeffery-Heaney (J), Deepali Medhekar (K), Imy Bhatty (L) and Advisors Bruce Koliger & Fred Mitchell. A special thank you to Kathy Murrie, outgoing District C representative!
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October 23, 2012 10.10 Community Development Officers Report Shahriyar Khan, Community Development Officer
Item 10.10
1. Cultural Inclusion Project Report Released The EFCL released its Cultural Inclusion Project report in July, 2012. The report highlighted the work that has been done to date and identified a number of social and cultural barriers that make it hard to welcome newcomers into the community leagues system. The Federation hired seven part time outreach staff from diverse backgrounds to support this initiative. The staff worked with individuals, families, and communities of diverse background, shared community league information, promote leagued memberships and facilitated membership and sport registrations. They promoted community league programs at community gatherings, workshops, and town hall meetings. They also identified a number of barriers and challenges preventing people from accessing community leagues and their programs, as well opportunities for building bridges to various ethno cultural communities. Their findings indicated that the EFCL, community leagues, immigrant serving agencies, City of Edmonton, and provincial government needs to work together towards formation of a Newcomers Integration Policy, as well as develop programs that can help build bridges between ethno-cultural and mainstream communities. The project also identified the need to transform community leagues into a welcoming place for Edmontons ethnocultural community, with programs and activities that would attract people from other cultures. It has been suggested that the City of Edmonton, EFCL, immigrant and Aboriginal serving agencies work with the leagues to develop these programs. The complete report can be read online at efcl.org / EFCL Activities / Activities worth reminisces / 2011 Cultural Outreach 2. Cultural Inclusion: Next Steps In order to further the process of cultural inclusion, the EFCL and Catholic Social Services have put together a joint funding application to the federal Ministry of Immigration and Citizenship. The funds would let the EFCL hire two Outreach workers for three years, whose job it would be to help: A) Individual community leagues work with newcomers and aboriginals in their area, by helping:
Leagues identify newcomer and aboriginal populations in their area. Leagues develop a strategy for reaching out to these people. Leagues plan activities, events (as well as adjust existing activities and events) that newcomers and aboriginals will find of interest. Newcomers and aboriginals work with leagues to plan activities and events that will be of interest to their members.
B) Hold forums/training sessions for leagues to better understand how they could reach out to newcomers and aboriginals in their area. C) Hold training sessions for cultural diversity officers/mentors that would help their league reach out to newcomers and aboriginals in their area.
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D) Help develop brochures and other educational materials that explain community league operations in different languages. E) Help develop welcome packages for leagues to distribute to newcomers and aboriginals. F) Identify and make available interpretation and translation services for community leagues G) Promote events held by newcomer and aboriginal organizations to community leagues (encourage attendance by league members). A final decision on the application will be made in January next year. 3. Traffic Safety A) Engineering Measures for Neighbourhood Speeding and Traffic Safety Approved The citys Transportation and Infrastructure committee has approved a set of traffic calming measures to respond to a growing number of speeding complaints on neighbourhoods streets. The Administration has been directed to prepare conceptual plans for neighbourhood speed management and engineering modifications and report back to the committee on November 21. The proposed measures were debated and approved by the committee at its meeting on September 18. Representatives from Burnwood Community League, Copperwood Homeowners Association, Bessie Nichols School and the EFCL made presentations to the committee in support of the measures. To get feedback and drum up support for the measures, the EFCL hosted an information meeting with representatives of the identified leagues on September 13. All candidate leagues attending the meeting were supportive of these measures, although some wanted to see more immediate action in their neighbourhoods. The EFCL is quite please with the measures and believe that there is no one size fit solution to the speeding issues. We need to have other tools in the tool box, including Speed Watch, Community Safe Speed Van and the 40KM/hr residential speed limit option to respond to this issue. It should also be noted that Transportation staff, and the Office of Traffic Safety (OTS) worked closely with EFCL and other Transportation Safety Partners on the approved measures. B) 40KM/hr Residential Speed Limit program approved On October, 3, the City Council approved a policy proposal that will allow communities to be considered for reduction in speed limits on community roadways from 50 to 40km/hr. The Citys administration has worked closely with EFCL, School Boards and Edmonton Police Services to develop the policy and required Administrative procedures for its implementation. As per procedure, once a community league submits a request to reduce the speed limit to 40 km/hr, Transportation Services will review the request in accordance with the Policy. This will include undertaking reviews of traffic speed and collisions, as well as the history of concerns within the residential neighbourhood. A review of all potential speed management strategies to ensure that operating speeds are consistent with the design standard of the roadway and character of adjacent land use will be completed. Use of reduced speed limits to 40 km/hr would be brought forward to the community as a potential strategy to be considered, when the data analysis and community roadways are found to be conducive. If it is determined, through joint assessment of alternatives by the administration
and the community, that use of a reduced 40 km/hr neighbourhood speed limit is appropriate, a Traffic Bylaw amendment will be prepared and brought forward to Council for approval. Prior to bringing this forward, it would need to be supported by:
a letter of support by the Community League a recommendation of support from Administration outlining the appropriateness of the measure and other alternatives considered evidence of community support (minimum 67%) through surveys undertaken by the administration.
The EFCL is quite pleased with Council approval of the policy. The EFCL believes that 40km/hr program is another tool in the tool box that can be used when needed. It should be noted that the 40km/hr initiative was facilitated by the EFCL for the neighbourhoods of King Edward Park, Ottewell, West Ridge Wolf Willow, Woodcroft, and Beverly Heights. 4. Community Swim Updates Swim Booking Consultation Meeting on January 23, 2012 The EFCL and the City will be jointly hosting the annual swim consultation meeting on January 23, 2012 at 7 P.M. Items on the agenda would include: Status of swim contracts, bar codes on community league membership cards, improved communication, 2013 summer bookings and 2013-2014 indoor booking. All leagues who are currently registered and those who want to join swim in 2013-2014, are encouraged to attend. A registration sheet is available at the RGM for leagues to register. The venue for the meeting will be announced after consulting with city staff. 5. Neighbourhood Engagement Strategy Funding Deadline: November 30, 2012 The City of Edmonton works with residents, community leaders and other organizations to make Edmonton one of Canadas most liveable cities. Through the Neighbourhood Engagement Strategy process, residents strengthen their skills and connections by working together to undertake projects that are desired by the community. A neighbourhood group, including a community league, may qualify for one-time funding of up to $2,500 towards a neighbourhood project. The deadline for applications is November 30. See the link for more information about this grant. http://www.edmonton.ca/for_residents/neighbourhoods/neighbourhoodengagement.aspx 6. Draw a Mural for your Community League Brighten up a corner of your community league building with a colourful mural. Capital City Clean Ups Community Mural Matching Grant offers up to $2,000 to support non-profit community organizations that develop murals in their neighbourhoods. For more information, visit www. Edmonton.ca/capitalcitycleanup and click on Graffiti Management
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October 23, 2012 10.11 Communications Directors Report Valerie Pachal, Asst. Executive Director/Communications
Item 10.11
1. Reminder to Update League Contacts With EFCL Just as some of our Leagues are stellar at attending General Meetings, many of our Leagues have come to realize that EFCL has quite a few resources and support services available. They learn this by subscribing to our news and receiving our reports and messages, which we send to our list of League Board Contacts. To avoid a past board member receiving unnecessary calls or emails, we designed our League directory to automatically delete the board member contacts when the election month that we have on file arrives. Consequently, we need an updated board list every election to keep the information alive on our site and to help the public stay in touch with you. 2. Supplier Marketplace Low on Referrals We still get a fair few people visiting our supplier marketplace at efcl.org / resources / supplier marketplace, but only four referrals there have come from Leagues. Our members call us hoping we can recommend suppliers, which we would love to send along. Please share with us the joy of the good service or product you have received! 3. Issuing Cards For Online Purchases of Memberships For the most part, the design of our card distribution for online purchases of memberships to Community Leagues has worked smoothly. A small number of people (6) had trouble signing up, but we walked them through the process and it worked out in the end. Three people have missed their emailed card for no discernible reason but this was corrected by resending the card in question. We have had zero purchases of the cards for Leagues who do not charge a membership fee, which is an indicator that this kind of fraud is not occurring. All in all, complaints are marginal and we are satisfied with the process. For next years online memberships we will work on printing the City swimming barcode on League cards for Leagues that have organized Community Swims. 4. Register Your Events & Rink Openings Our maps online are a great tool for the public. Many use them to find their League so please have a look and see if the boundaries coincide with your bylaws. Efcl.org / resources / League & District Map Be part of the promotion of the Community League movement and be sure to register your events for the Community League Day map and rinks and winter events map. Please share your rink opening times and information on any winter events. It is also time to decide on your Community League Day Event for September 21, 2013. We encourage Leagues to try to have an event this day, as the public is beginning to look for them
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and we are certain that the magnitude of the event is key to raising awareness of our movement and that can only result in better financial and volunteer resources. The first Community League Day had 93 events registered, the second 103, and this year only 87 leagues managed to register their events. However, we believe that some occurred that we didnt know about. Please let us know early on and the sponsored prizes for our super Community League Day Event Kits can only improve. Also note that the advertising deadline for our Sun and Examiner insert is August 15, 2013. View copy online linked at efcl.org/EFCL Activities/Community League Day
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1. HERITAGE DAYS 2012
October 23, 2012 10.12 Board Development Directors Report Andrea Sage, Board Development Director
Item 10.12
WOW! What a great weekend! Thanks to very welcome volunteerism from the EFCL Board of Directors, staff and community league members, the EFCL Recharge Centre was a great success!
1st to use the recharge station!! Next Gen community leaguers? Saba, in charge of the recharge! Helping those with mobility issues enjoy the festival!
2. LEAGUES ALIVE 2012: CONFERENCE & TRADESHOW Registration began in September 2012 for the EFCL sponsored Leagues Alive Conference & Tradeshow. We are offering 17 sessions throughout the day, Saturday, November 3, 2012 at the Mayfield Inn, with over 20 vendors attending the tradeshow. Lunch with City Council will be another exciting aspect of this event, with nine of Edmontons City Councillors planning to be in attendance. 3. BOARD ORIENTATION WORKSHOP The EFCL hosted its first in-house board educational session Board Orientation Strategies: tips, tools & resources designed to get your board into top gear quickly on Thursday, September 27 at the EFCL office. This workshop was created & intended to help community leagues give new (and old) board members a positive direction in educating, engaging, preparing & welcoming new members, and provide insight into the process and necessity of solid orientation. 4. CONFLICT RESOLUTION DAY In recognition of Conflict Resolution Day, the EFCL & MRJC (Mediation & Restorative Justice Centre) offered Tips & Tools for Having a Difficult Conversation at 6:00 p.m. on Thursday, October 18 at the EFCL office.
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5. GENERAL BOARD DEVELOPMENT Since joining the EFCL staff in early 2012, I have had the pleasure to be able to guide and support some of Edmontons 155 community leagues, in a variety of areas, including AGM support (preparation and meeting), bylaw revision, conflict resolution, policy development, strategic planningthe list goes on! I have very open and flexible scheduling, allowing me to work with Community League Boards at their pace and I have enjoyed meeting and being involved with these groups. I am excited to continue to develop and grow this position with the Federation of Community Leagues.
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11.0 COMMUNITY SERVICES

MEETING DATE : AGENDA ITEM # : PREPARED BY: October 23, 2012 11.1 News From the City of Edmonton Stephane Labonne, Office of Great Neighbourhoods
Item 11.1
NEWS FROM THE CITY OF EDMONTON OCTOBER 2012
THE WAY WE LIVE: Supports the 10-year Goal - Improve Edmontons Livability
Multi-Generational Collections The City of Edmonton now has Multi-Generational Collections available for free rental. The MultiGenerational Collection includes games and activities that promote fun for all ages and games with a multi -ethnic flavour. Try the portable shuffleboard set, bocce, Mah Jong, Apples to Apples board game, and so much more - the collection will help all ages to laugh and learn together. Perfect for a special event or block party, with both indoor and outdoor appropriate games and complete instruction guides. Call 311 for more information. City of Edmonton Explores Internet Voting Option This fall the City of Edmonton is inviting the public to test an internet voting system in the 2012 Jellybean Internet Voting Election and give their opinion on internet voting through a variety of public involvement opportunities. The Citys mock election and public involvement initiatives are designed to gauge whether or not Edmontonians accept internet voting as a viable voting option, as well as test the proposed internet voting technology. The 2012 Jellybean Internet Voting Election will be held October 22, 2012 to November 2, 2012. Registration to vote online starts October 8, 2012. Interested individuals do not have to live in Edmonton to vote in the mock election. The Centre for Public Involvement is inviting individuals to participate in a number of public consultation opportunities, including online surveys and roundtable meetings. Feedback from the public and the performance results of the internet voting system will be assessed and used in a report for Council with recommendations on whether or not to offer internet voting in the City of Edmontons 2013 General Election. More information on the Citys internet voting project, the 2012 Jellybean Internet Voting Election and the Centre for Public Involvement public consultation process, can be found at www.edmonton.ca/ internetvoting. Residents of Revitalized Alberta Avenue Celebrate Residents gathered at the site of the recently demolished Cromdale Hotel to celebrate its removal as a milestone in the ongoing revitalization of Alberta Avenue. Hundreds took to the streets, enjoying live music, entertainment and activities for children.
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This recent revitalization effort, which will see a new Shoppers Drug Mart in place of the Cromdale, supports the larger goal to energize 118th Avenue from NAIT to Northlands. The City of Edmonton, community groups and residents have worked together to improve streets, businesses and green spaces to foster a vibrant community life on Alberta Avenue and to improve residents quality of life. The Avenue Initiative, a community-led strategy, was approved by City Council in 2005 and since then has grown to include many local groups working to create a vibrant, safe place to live and shop. The area is now known as Edmontons newest arts destination. The City of Edmontons Avenue Initiative and Neighbourhood Empowerment Team (NET), Parkdale Cromdale Community League, Alberta Avenue Business Association, Arts on the Ave, Rat Creek Press and Community Response To Disorder (CRUD) are among the partners involved. The Avenue Initiative falls under Neighbourhood Revitalization which is a process directed by the community and supported by the City to identify strengths, issues, challenges and the potential of a particular community. People, businesses, and organizations in an area determine their own goals and action plans to build on strengths and improve quality of life.
THE WAY WE GREEN: Supports the 10-year Goal - Preserve and Sustain Edmontons Environment
Citys Environmental Strategic Plan Receives Provincial Recognition The Way We Green, the City of Edmontons bold vision to make our city more environmentally sustainable and resilient by 2040, has been honoured with the Government of Albertas 2012 Ministers Award for Municipal Excellence in the category of Outstanding Achievement. The Honourable Doug Griffiths, Minister of Municipal Affairs, presented the award at the Alberta Urban Municipalities Association (AUMA) conference in Edmonton September 27, 2012. The award was accepted by Edmonton Councillor Linda Sloan who also serves as Chair of the AUMA Board of Directors. The Way We Green is Edmontons environmental strategic plan. It outlines the 12 goals Edmonton must achieve to become more environmentally sustainable and resilient; to become carbon-neutral; to improve our connection with nature and to prepare the city for the challenges that will come from climate change. The Way We Green plan, which was approved by City Council in July 2011, was created with input and advice from business, manufacturing, educational and environmental stakeholders as well as thousands of members of the public. The implementation plan for The Way We Green will be presented to Council this fall. The Ministers Awards for Municipal Excellence celebrate the accomplishments of local governments in Alberta. The awards were created 11 years ago to gather and share best practices among municipalities in Alberta. For more information about The Way We Green, please visit www.edmonton.ca/thewaywegreen.
THE WAY WE MOVE: Supports the 10-year Goal - Shift Edmontons Transportation Mode
Get Behind the Bike Box The City has unveiled Edmontons first bike box. Located at the intersection of 116 Street and 87 Avenue, the green square with a white bike symbol designates a space for cyclists and allows them to clear the intersection ahead of cars. Putting cyclists ahead of cars at intersections means greater visibility, so cyclists are less likely to be sideswiped or cut-off. They are also less likely to get stuck trying to get around a right-turning vehicle, so conditions are more comfortable for drivers, too.
The City has launched an education campaign around the bike box, including an instructional video available online. This is another step in meeting the Citys goal of increasing Edmontons bicycle infrastructure and encouraging Edmontonians to consider cycling as a transportation alternative. For more information or to view a video on using a bike box, go to www.edmonton.ca/bikebox. Edmonton Traffic Collision Information at Your Fingertips Every year, the Office of Traffic Safety collects and analyzes information about traffic collisions, the injuries and fatalities that result from these incidents, and vulnerable road users involved. Now, the information for 2011 has been compiled into a set of brochures that are easily accessible to members of the public: Traffic Collisions in Edmonton detailed information on the Top Ten Collision sites, when and how collisions take place, and demographic information about who is involved Traffic Injuries and Fatalities pinpoints injury and collision hotspots around the city, shows a five year downward trend in injury collisions, and what dangerous driving habits cause the most injuries and fatalities Vulnerable Road User Collisions maps out areas where vulnerable road users are most often involved in collisions, and provides specific data on incidents involving pedestrians, cyclists and motorcyclists Hard copies of the brochures can be picked up at Edmonton Police Service headquarters and community stations. The brochures are also available for viewing/downloading at http://edmonton.ca/transportation/ traffic_safety/motor-vehicle-collisions.aspx. Traffic safety is important to Edmontons citizens and a major priority for the City of Edmonton. A safe transportation system contributes to a strong sense of community and livability. The Citys Office of Traffic Safety (OTS) makes Edmontons roads and communities safer through education, engineering and evaluation. Building Great Neighbourhoods 2014 Neighbourhood Reconstruction The Cromdale, Glenora and Laurier Heights neighbourhoods have been selected for neighbourhood reconstruction starting in the spring of 2014. This means the City plans to: Renew and replace sanitary and storm sewers Work with utility companies such as ATCO Gas and EPCOR Water to address any utility repairs or replacements in the neighbourhood prior to rebuilding the roads Reconstruct roads, curbs and sidewalks on City-owned property Replace street lights Inform and talk with residents to identify improvements to neighbourhood pedestrian and cycling accessibility Consult with residents to identify capital improvements on City-owned property that will enhance the neighbourhoods livability. The City's Building Great Neighbourhoods team is meeting with community league executives in these neighbourhoods in October to: Outline the Building Great Neighbourhoods process and timing Ask about any projects and initiatives that may be underway that may align with, or impact, opportunities for City neighbourhood capital investment Listen to suggestions for capital investments to improve pedestrian and cycling access, and the livability of your neighbourhood
Advise of the neighbourhood's choice to strike a decorative street lighting committee. This would require property owners to support a local improvement levy to pay the incremental cost above standard street lighting.
This conversation with community leagues informs the preliminary neighbourhood design which is then presented at a second public meeting in 2013. At that meeting, residents and property owners are invited to review the designs and provide their feedback. For more information please visit www.edmonton.ca/ BuildingGreatNeighbourhoods.
THE WAY WE FINANCE: Supports the 10-year Goal - Ensure Edmontons Financial Sustainability
City Ranked Very Strong by Credit-rating Agency International credit rating agency Standard & Poors has affirmed its AA+ credit rating for the City of Edmonton. The rating is just one notch below the highest possible mark and remains unchanged from last year. The rating report for fiscal 2011 provides some specific reasons for its conclusion about Edmonton, including: Increasingly strong operating balances Very positive financial management, with high transparency and disclosure A vibrant and diversified economy Well-balanced and predictable support from other orders of government Strong availability of funds to cover debt service costs A stable debt burden remaining at 4.2% of operating revenues Standard & Poors says that while ambitious capital programs such as LRT expansion will place some constraints on financial flexibility, the City will continue to produce strong budgetary results over the next two years.
THE WAY WE PROSPER: Supports the 10-year Goal - Diversify Edmontons Economy
Economic Updates at your Fingertips An electronic newsletter launched in September offers up-to-the-minute news on economic trends and how they affect Edmonton. Chief Economist John Rose publishes commentaries that provide context around monthly data on consumer inflation, housing trends and employment as they affect this city and region. The newsletter is short, colourful and very easy to subscribe to (at no cost). Anyone who is interested in this very useful information is encouraged to visit the website: www.edmonton.ca/business_economy/ economic_data/economic-news.aspx. Follow the instructions at the top of the page to receive the newsletter. You can also unsubscribe at any time.
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EFCL 2012 RGM Agenda Package

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EFCL 2012 RGM Agenda Package

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EDMONTON FEDERATION OF COMMUNITY LEAGUES REGULAR MEETING PACKAGE

DATE : Tuesday, October 23, 2012

Britannia Youngstown Community League (15927105 Avenue)

EFCL Regular General Meeting

Tuesday, October 23, 2011

2.0 3.0 4.0

Coffee Break (7:45 p.m.)

7.0 8.0 9.0

EFCL Regular General Meeting Package

14. 0 Hall CleanUp

EFCL Regular General Meeting Package

EFCL Regular General Meeting

EFCL Regular General Meeting Package

EFCL Regular General Meeting Package

Tripartite License Agreement Meeting Draft Minutes (May 17, 2011)

EFCL Regular General Meeting Package

EFCL Regular General Meeting Package

EFCL Regular General Meeting Package

Multiplex Recreation Centre Strategy

EFCL Regular General Meeting Package

EFCL Regular General Meeting Package

EFCL Regular General Meeting Package

New Business Continued 9.1 On Line Membership Cards

EFCL Regular General Meeting Package

Beacon Heights / Horse Hills

EFCL Regular General Meeting Package

Next Gen Community Challenge

Meadowlark / Forest Heights

Malmo / Wellington Park

Community Services Department Report

Open Microphone / Community League Dialogue

EFCL Regular General Meeting Package

MEETING DATE : AGENDA ITEM # : PREPARED BY:

EFCL Regular General Meeting Package

BUILDING BOARD CONSENSUS

EFCL Regular General Meeting Package

MEETING DATE : AGENDA ITEM # : PREPARED BY:

October 23, 2012

EFCL Regular General Meeting Package

80,000.00 40,400.00 21,600.00 142,000.00

EFCL Regular General Meeting Package

EFCL Regular General Meeting Package

MEETING DATE : AGENDA ITEM # : PREPARED BY:

EFCL Regular General Meeting Package

EFCL Regular General Meeting Package

MEETING DATE : AGENDA ITEM # : PREPARED BY:

EFCL Regular General Meeting Package

NEW BUSINESS CONTINUED

MEETING DATE : AGENDA ITEM # : PREPARED BY:

MEETING DATE : AGENDA ITEM # : PREPARED BY:

EFCL Regular General Meeting Package

TOTAL CAPITAL Financial Reserve - current Surplus/(Deficit)

EFCL Regular General Meeting Package

Grants Income Membership Fees Increase Casino Membership Campaign

YTD -1763 21562 9048 -1,951 246 27142

Allan Bolstad, Executive Director

EFCL Regular General Meeting Package

MEETING DATE : AGENDA ITEM # : PREPARED BY:

October 23, 2011 10.2 - Five Year Financial Summary

EFCL Regular General Meeting Package

EFCL Regular General Meeting Package

MEETING DATE : AGENDA ITEM # : PREPARED BY:

October 23, 2012 10.3 - League Attendance at EFCL General Meetings

Kris Morra, Marketing Director; Allan Bolstad, Executive Director