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2015 Year in Review

TopSpecial Events in 2015

  • The 2nd Annual Artisan Market & Garage Sale at the end of April was again a success and we were very pleased at how it worked out. Many thanks go out to Chris, Anita and Pat
  • TopGeneral Planning

    • Did better planning and reading of our financial records
    • Mainly focused on keeping our current annual events running
    • Attendance was up in most of our events so many positive things came out of all
    • We concentrated on getting everything ready for the grants we applied for
    • Looked a bit into corporate use of our hall as well as weddings and other uses
    • GOALS FOR 2016

    • Work on defining our purpose, mission and vision statements in more detail
    • Work on strategic planning on a longer term basis
    • We look forward to scheduling some possible training in vision and strategic planning that is available for next year
    • Create a more detailed five year plan for goals and expenditures that is consistent with our strategic planning
    • Plan on pursuing corporate use of our hall as well as more weddings and other uses
    TopFinancial

    • We held our own this year and raised our financial situation slightly
    TopMain Current Projects Update

    WIND SHELTER / BREEZEWAY PROJECT

    This proposed project entails an addition at the entrance to the West side of the building, in order to make safer entry for people who use the hall, cut the wind coming into the hall in the winter, as well as provide some extra space. We have combined this project with the Renovation of four rooms in regards to applying for the grant.

    The County of Parkland okayed their portion of our grant. The provincial part was not approved. We plan to re-submit this next year.

    RE-PURPOSING THE FOUR ROOMS OFF THE LOBBY

    This project, which will be combined with the one above, entails:
    1) changing the coatroom into a kitchen supply storage area in order to make more room and consolidate the extra fridge, freezer and all the kitchen supplies.
    2) changing the center storage area to a coatroom
    3) making the small back room, which is currently used for kitchen supply storage, into a small lockable office area with a small desk area to consolidate all office supplies and related items.
    4) renovating the Service Room in order to improve storage and function
    We have combined this project with the Wind Shelter project in regards to applying for the grant.

    The County of Parkland okayed their portion of our grant. The provincial part was not approved.

    GOALS FOR 2016

    We have been advised by the county to try for this part of the renovation under a Minor Sustainability Grant. This was submitted before the deadline of December 15, 2015. If this is approved we will need to finish off this part of the renovation by the end of 2016.

    TopMajor Projects

    • The Board agreed to apply for a grant last year for building a wind shelter or addition to the west of the front doors / it was advised by the County to combine this with the re-purposing of four rooms project, see below
    • The board agreed to apply for a grant last year for changing the setup and use of the four rooms to the south of the main entrance / it was advised by the County to combine this with the wind shelter / breezeway project, see above
    • GOALS FOR 2016 OR LATER

    • The board decided that bathroom renos should be considered again in the future, and to what extent would depend on future goals of the whole hall to be confirmed / possibly some smaller items would be in order
    • The Board decided to put off the kitchen reno for the future, which will be a major project
    TopGeneral Planning

    SOME OF OUR GOALS THIS YEAR – 2015:

    • Work on defining our purpose, mission and vision statements in more detail (via a committee)
    • Work on strategic planning on a longer term basis
    • Do up a more detailed five year plan for goals and expenditures
    • Look into corporate use of our hall as well as weddings and other uses
    • GOALS FOR 2016

      Same as the above – these were set aside until 2016

    TopSponsors and Grants

    • Continued work on obtaining ongoing and one time sponsors for events and general operations
    • Continued posting sponsors information on website
    • Continued researching possible grants that could work for the Magnolia Community Club’s situation
    TopSemi-Major Projects

    • The board again decided to forego doing any leveling of the sidewalk slabs on the outside of the front foyer due to the possibility of getting a grant for the wind shelter / breezeway addition

    GOALS FOR 2016 OR LATER

  • Possible outside building or sea can to store tractor(s) and alleviate storage in the outside storage area and improve accessibility and efficiency / Should divide space so that tractor(s), gas and other related equipment could be stored in a separated area from the rest of the items – This idea was put on hold for now
  • TopSmaller Projects

    • Possible monitoring system for sewage holding tank pump-out

    GOALS FOR 2016 OR LATER

  • Possibly look at a monitoring system for sewage holding tank pump-out or other solution
  • A LATER GOAL: Possible men and ladies bathroom spruce-up until we are ready to do more major items – painting, possible counter top and tap replacements. These goals were not completed in 2015 but we are in the process of watching for economical temporary solutions, such as watching for seconds at countertop suppliers
  • TopOlder equipment & appliances

    • We had considered purchasing a new tractor since we were having trouble with the existing one but we decided to wait. We did some tuneup and repair work
    • Plan for new furnace when 30 year old one dies
    • Plan for replacement of pressure tank as it ages
    • Plan for replacement of small fridge when it reaches the end of its life
    • No older equipment or appliances were replaced in 2015, except for purchasing a set of taps for the kitchen (not yet installed)
    TopMisc Minor Expenditures

    • New coffee percs to replace ones that we had to dispose of. Maybe later; rest are still okay
    • 30″ wide fridge to go into the Service Room after multi-room renovation completed – still needs to be purchased

    GOALS FOR 2016

    2 points above

    TopMinor Repairs

    • Replace tap in kitchen – purchased but not installed
    • Installed locks on both kitchen doors (keyed separately)

      GOALS FOR 2016

    • Some small electrical items still need to be done – left for next year
    • Install tap in kitchen
    • Minor painting and repairs still need to be done
    • Painting the outside walls of the hall still needs to be done
    • Painting the foyer walls still need to be done
    • Finishing the painting behind lighting in main hall still needs to be done
    • Mounting chair rail strip in foyer to protect wall from bench and other furniture still needs to be done
    TopTracking and Paperwork

    • Added to existing information for those volunteering to do meals / continued using templates and lists already in use / created more templates as needed to make things easier and more clear
    • ultiple sharing of files has taken place
    • GOALS FOR 2016

    • Organize the procedures manual with existing information for those volunteering to do meals / continue using templates and lists already in use / create more templates as needed to make things easier and more clear – some items still need to be completed
    • Starting a maintenance schedule binder for more organized maintenance and tracking / include boilers and furnaces
    • Backing up files onto an exterior hard drive and/or memory stick still to be completed / continue multiple sharing
    • Past files being placed on website email or in the cloud to be easily accessed by board members – most recent ones first
    • Scan handbook so there is more that one copy / back up and place with other accessible information / Update anything necessary first
    TopHall Cleanliness, Decorating, Supplies

    • Are very happy with who we hired for cleaning the hall to ensure consistency
    • Improvements in seasonal decorating has made the hall more attractive
    • Volunteers and using shopping list templates have kept our supplies consistently at hand

    GOALS FOR 2016

  • Continue with same person cleaning the hall to ensure consistency
  • Continue seasonal decorating when possible to make the hall more attractive to visitors
  • Volunteers and using shopping list templates to continue to keep our supplies consistently at hand
  • TopRenos to Attract Conference & Wedding Rentals

    • Continued to keep hall clean and organized
    • Seasonal decorating was done by Sib almost every holiday, whenever possible

    GOALS FOR 2016

  • Plan ahead for all colour schemes to work together attractively
  • Make decisions on updating to current standards of the people and companies we are attracting for rentals
  • Replacing upper material on walls of main hall with something cleaner, more attractive and easier for renters to mount decorative items
  • Look for a sturdy, attractive side table to place beside the bench in the lobby for people to sit items down when entering the hall or getting ready to leave is not yet completed
  • Update the coat room and service area as part of the project already in grant application process
  • Continued to keep hall clean and organized
  • Seasonal decorating to continue to be done almost every holiday, whenever possible
  • TopOur Website

    • Gradual improvements / an increased number of people are accessing our website and becoming aware of its existence
    • Usually one or two interviews of some of the entertainers are done at each jamboree / their life stories, experience and encouragement to others are posted to the website each month
    • Having a website made everything much more convenient for the organizing committee for our Artisan Market and Garage Sale / Bookings were made by email or by phone by utilizing the table layout drawings on the site
    • Continued building on the foundation we’ve started
    • Entries of current posts, events, calendar dates, rentals, newsletters and Jamboree interviews
    • Continued entries for related groups: Magnolia Joy of Gardening, Mixed Slo-Pitch Ball, and the Cemetery Group
    • Concentrated on improving the ‘Hall Rental’ section
    • GOALS FOR 2016

    • Concentrate on more details for the ‘Getting Involved’ Section, especially adding to ‘Available Tasks / Duties’
    • Consider making a ‘Thank You From Magnolia Hall’ page for each volunteer or couple, under the ‘Getting Involved’