Bare Oaks Bare Oaks Social Committee
Minutes
October 4, 2008
Members
Present:
Greg S.
Heather
Kim
Rainy
Stony
Suzy
Regrets:
Don
Stephane (Ex-Officio)
Dwight

Call to Order and Welcome
Meeting Called to Order at 1:10 pm.  Welcomed to Susie to Bare Oaks Social Committee (BOSC).


Secretary's Report
Rainy present the minutes of September's meeting.
Motion: "The Minutes of the September 2008 meeting be accepted as presented."
Made By Heather, Seconded by Kim Carried

Treasurer's Report
Income $125.00 from Golf Tournament.
Expenses $25.00 for entrance fee to Mt. Albert Chili Cookoff.
Currently have $100.00 on hand.
Motion: "The Treasurer's Report be accepted as presented."
Made By Kim, Seconded by Stony Carried

Social Committee Position Descriptions
Heather presented a paper listing the Social Committee Positions.  Some amendments are required.

Action Item #1: Heather will revise the descriptions and present them to the committee at the next meeting. Heather

Entertainment Coordinator
As suggested by Don an Entertainment Coordinator would organize outside entertainment events held at the park.
Motion: "Don be appointed Entertainment Coordinator."
Made By Heather, Seconded by Stony Carried

Action Item #2: Don is to draft a contract or contract requirements for use when outside entertainment controlled by BOSC attend an event. Don
 
Action Item #3: Greg will discuss outside entertainment with Stephane to obtain Guidelines and contract advice. Greg

Children's Activity Coordinator
Suzy volunteered to be Children's Activity Coordinator.  Alicia (Fluffy) has volunteered to help with Children's Activities.  Joan has a large amount of items suitable for Children's Activities.
Motion: "Suzy become the Children's Activities Coordinator."
Made by Heather. Seconded by Kim. Carried

One Position on Committee
As per our Terms of Reference One position is still void on BOSC.  Also as per our Terms of Reference it is first come, first accepted.

Hearts and Flowers Fund
Heather proposed that a Hearts and Flowers Fund be established to to provide funds to mark major events in park member's lives.  Examples given were, births, deaths, major illness.  Birthdays will not be recognized by the Hearts and Flowers Fund.
Motion: "A Hearts and Flowers Fund be established.  This fund will be part of the BOSC Budget.  Occasions of use of Hearts and Flowers Fund money will be brought up at regular meetings."
Made by Heather.  Seconded by Suzy. Carried

Handling of Finances
Discussion took place as to how any money should be raised, how it should be kept, and who's authority is needed to spend it.
Motion: "The BOSC will provide money to run BOSC sanctioned events.  Any profit from events at the park will be turned over to the BOSC."
Made by Rainy.  Seconded by Kim. Carried
Motion: "Two signatures of Committee members are required to dispense any monies.  A cash box will be obtained with four keys, distributed to different committee members, to hold the money.  The cash box will be kept at the Bare Oaks Office."
Made by Kim.  Seconded by Suzy. Carried

Action Item #4: Greg will obtain a cash box with four keys and a receipt book for the next meeting. Greg

Reports of Recent Events
Potluck held on Labour Day weekend was a success.
Chili Cook Off went well with Laura winning.
Horseshoe Tournament did okay but wasn't posted very long so not many people knew about it.  Winning Team Diane V. and Greg S.

Proposed Events
The following Event Proposals were received prior to this meeting:

Valentine's Dinner/Dance to be held February 14, 2009.  Potluck dinner with Don and Laura providing Karaoke/Dance music.  Donations to BOSC greatly appreciated but not mandatory.  Greg and Rainy are Event Coordinators.  Greg and Rainy are Event Coordinators.

Illumination Night to be held September 5, 2009.  Heather is Event Coordinator.

Chili Cook Off to be held September 6, 2009.  Heather is Event Coordinator.

Ports Of Call Luncheon. Progressive Luncheon with different sections of Beckett's Circle providing different parts of Lunch.  Each section to have decorations, music and food to represent a different country.  Member's from Helios Circle can join one of the sections.  To be held June 27, 2009.  Heather is Event Coordinator.

Christmas in July to be held July 25, 2009.

All five of these events were Committee Approved.

A list of Proposals is attached to these minutes.

Past Business
Terms of Reference have been revised.
Web Page is still being worked on by Greg.  The social page will have a link on the main Bare Oaks web site.

New Business
Discussion took place about acquiring a marquee tent that would allow events to take place in inclement weather.  Cost for a used tent range between $3000-$4000.  Perhaps FCN would be interested in donating to it?

Motion: "That the BOSC profits be set up as follows: 50% Tent, 10% Hearts and Flowers Fund, 40% Operating Budget."
Made by Heather.  Seconded by Suzy. Carried

Ideas for Future Events
Here are some ideas suggested for events:
Rib Fest Civic Holiday weekend August 1
Show and Shine July 18
Golf Tournament August 15 followed by normally scheduled Pot Luck Dinner.
Christmas in July, July 25
Winterfest, February 9
Dinner Theater, March 14
Petanque Tournament
Wave Pool Swims by ORB.

Next Meeting
Saturday November 8.  All meetings at 1 pm in the New Forest Room.

Future Meetings
December13
January 8
February 14
March 15

Close
Motion: "To close meeting"
Made by Stony.  Seconded by Kim. Carried





Proposals to the Bare Oaks Social Committee.  Prepared By Dwight. Oct 15/08.

Greg's comments in RED. Oct 31/08
  1. A proposal to hold a CPR/First Aid Course was made By Judith Kirkby.  This has been approved by the committee and approved by BO management.  The cost would be dependent on the number of participants.   Scheduling is pending.  Awaiting Stephane's input to allow Bare Oaks employees to attend.  Will take two days either Saturday & Sunday of one weekend or two days of separate weekends.

  2. A proposal to hold a Thanksgiving Pot Luck dinner was made by Heather Green.  This was approved and scheduled.  Event held follow up still needed.

  3. A proposal by Paul, Liz, Gord and Colleen (4M), to hold Ad Hoc Saturday night dinners and Sunday morning breakfasts.  This has been approved but no scheduling has been done.  This proposal was meant for weekends where no other event was scheduled.  Now called Casual.  Dates posted on Events calendar.

  4. The 4M group submitted a Proposal for a Halloween Dinner and Dance.  Catering is to be done by the organizers. Cost to participants is approx. $15.00.  This is approved and scheduled.  Event held follow up still needed.

  5. A proposal for a Holiday dinner and dance was submitted by the 4M group.  All proceeds are to go to the mini golf fund.  Cost is approx. $15.00 PP.  This is approved and scheduled for November 29th.  Name changed to Christmas Dinner/Dance.  Date changed to Nov 22 to allow Wave Pool Swim.

  6. A proposal was submitted by Heather Green to hold monthly Pot Luck dinners.  Some Pot Lucks would be held in conjunction with other events.  The preferred dates are the third Saturday of every month.  This has been approved.  May to September only.

  7. A proposal was submitted for a Spring dinner and dance by the 4M group.  Cost to participants is approx. $15.00 PP.  All proceeds are to go to the Mini Golf fund.  This has been approved and scheduled for 25 April 2009

  8. This is a proposal for a Rib and Movie night submitted by the 4M group.  Their preferred date is the August 2009 long weed-end.  This is not yet considered by the committee.  Requested this be held on the Sunday to allow Food Service to operate Saturday.

  9. This is a proposal by the 4M group for a St. Patrick's day dinner and dance.  The preferred date is 14 March 2009.  Cost is approx. $15.00.  Proceeds are for the Mini Golf fund.  This is not yet considered by the committee.

  10. A proposal for a Horseshoe tournament submitted by Lori.  Preferred date is July 11, 2009.  Approx. cost to participants is $5.00.  This proposal is not yet considered by the committee.  Event organizer changed.

  11. This is a proposal for a tie dying afternoon, submitted by Joan.  Preferred date is July 25th 2009.  Approx. cost is $5.00 PP.  This proposal has not yet been considered by the committee.  Event organizer changed.

  12. This is a proposal submitted by Lori for a badminton tournament.  The preferred date is August 22, 2009.  Approx. cost is $5.00 PP.  This proposal has not yet been considered by the committee.  Event organizer changed.

  13. Valentine's Dinner/Dance to be held February 14, 2009.  Potluck dinner with Don and Laura providing Karaoke/Dance music.  Donations to BOSC greatly appreciated but not mandatory.  Greg and Rainy are Event Coordinators.

  14. Illumination Night to be held September 5, 2009.  Heather is Event Coordinator.

  15. Chili Cook Off to be held September 6, 2009.  Heather is Event Coordinator.

  16. Ports Of Call Luncheon.  Progressive Luncheon with different sections of Beckett's Circle providing different parts of Lunch.  Each section to have decorations, music and food to represent a different country.  Member's from Helios Circle can join one of the sections.  To be held June 27, 2009.  Heather is Event Coordinator.

  17. Christmas in July to be held July 25, 2009.

 


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