General Meeting

December 4th,2018

Linda Bolstad, Director, chaired and called meeting to order at: 7:05pm

Members Attending: Ruth Burzek, Kristine Brownscombe, Cliff Halls, Linda Bolstad, Val Merritt,
Pat Suter, Niels Nielsen, Kassandra Merritt, Kay Broadhead, Lisa Wellington

House Rules: Don’t talk over each other, silence phones

Introductions of Board around the table made by Linda Bolstad.

Adoption of Agenda: Motion made to accept by Kay Broadhead. Seconded by Kassandra

Merritt . Discussion. All in favor. Carried.

Adoption of minutes from November 5th,2018 : Discussion. Motion made by Kristine

Brownscombe to accept minutes as amended. Seconded by Kay Broadhead. All in favor.
Carried.

 Kristine Brownscombe asked to amend the minutes to say volunteer positions and odd
jobs should have been instead of supplies.
 Motion made by Kristine Brownscombe that Fall Fair letter that was distributed at last
meeting be put into minutes for this meeting. Seconded by Kassandra Merritt. All in
favor. Carried. Will be added to the minutes at the bottom.

Treasurers Report: Pat Suter

 Discussion. Motion to accept treasurer’s report made by Pat Suter. Seconded by Niels
Nielsen. All in favor. Carried.

Old Business:

 Election of 4 Directors for a 3 year term

o Kristine Brownscombe (returning 3 year term), Kassandra Merritt (returning 3
year term), Kay Broadhead (new 3 year term), Linda Bolstad (new 3 year term)

Committee Reports:

 Hixon Senior’s Society: Niels Nielsen

o Thursday afternoons 1-4pm as long as school in session
o Dec.13/18 Christmas lights tour in Prince George.
  That Thursday there is no seniors tea.
 Loading at Community Hall parking lot at 3pm.
 Returning approx. 10pm
 Dinner at China Cup
 Cost per person $15 for bus
 Contact Niels Nielsen for a seat
 55 maximum
 Poster needed on Community website. Val Merritt
 Hixon Hill Riders
o No one here
 Fall Fair Committee: Kristine Brownscombe
o Last month of rest. Pick up in January
o Ruth Burzek will be a part of the Exhibition Book restructure
 Who is on Committees
o Building Committee
 Cliff Halls
 Kassandra Merritt was to ask two others
 Lisa Wellington
o Finance Committee
 Pat Suter
o Membership / PR Committee
 Kristine Brownscombe, Val Merritt, Kay Broadhead, Kassandra Merritt,
Linda Bolstad
 Building Committee
o Emergency Fund: Linda Bolstad
 Art Kaehn got us an up to $25,000 emergency grant for the 2 new
furnaces, a cooler and if money enough left over then also for lighting on
outside.
o Furnaces: Cliff Halls (Pro Heat)
 60,000 BTU for kitchen 80,000 BTU for main hall $16,480.80 all inclusive
 Chose Pro Heat because they will be all inclusive including gyprocing
furnace room ceiling.
 Kristine Brownscombe asked is it a 2 stage furnace. Cliff Halls wasn’t sure.
 Other company was not communicating as needed and there were some
things they wouldn’t do.
 Supposed to be finished by Christmas if possible.
o Cooler: Linda Bolstad
 Linda Bolstad has been checking out prices.
 $110 TM Refrigeration from Prince George will charge to stop and check
the cooler.
 $4,000 for one cooler that will fit said Northern Food Equipment.
 Still looking into refurbished as well.
o Lighting Quotes: Niels Nielsen
 All exits outside the building are extremely dangerous said Niels Nielsen.
  He suggested we all walk it in the dark.
 James & Sons Electric quote: $3,978 based on taking a walk around with
Niels Nielsen. Need more information on what is included as in siding
repair, size of lights, etc. (8 lights)
 Houle Electric quote $3,950 +GST based on pictures (9 lights) Dean Miller
is the contact from Hixon.
 Niels Nielsen feels that Houle Electric is not to be considered because it
was based on pictures. Need more information as to size of lights.
 Motion made by Kristine Brownscombe that they clarify what is covered
by James & sons. Seconded by Kay Broadhead. All in favor. Carried.
 Lisa Wellington will check into more information on what is all covered by
both.

New Business:

 2018 Annual Report Filed: Val Merritt

o Everything is filed and in on time
 Repositioning of Downspout: Val Merritt
o It was mentioned to Val Merritt that part of the problem with water under the
hall might be that the downspout may be directing it from the roof to under the
hall. The thought would be to move the downspout to the other end of the hall
so that it wouldn’t drain down under.
o Could be a major job said Lisa Wellington due to angling of gutters and to move
downspout
o Kristine Brownscombe mentioned that maybe a pad could be put under the
downspout to make it spray out instead of straight down.
o Pat Suter said maybe wait until spring. Set aside until March 2019.
 Artwork – Canvas: Val Merritt
o Still waiting to figure it out
 Adopt a Pole: Kassandra Merritt
o Hydro will not allow anything on the poles.
o Next year maybe do our own poles for decoration.
o Lisa Wellington asked about banner brackets.
o Linda Bolstad said maybe a tree could be done by each place along the road
o Val Merritt stated maybe do the home decorating contest again.
 AED has expired: Linda Bolstad
o Trained people needed
 Suggested that all board need to be trained. Niels Nielsen thinks the
training is good for 3 years possibly.
 Also Linda Bolstad mentioned maybe it could be free to members but
also open to community residents but that they would need to pay. This
is to encourage people to be members.
 We don’t yet know cost. New pads are needed and possibly new
batteries (Community Hall battery good until June 2019)
  Niels Nielsen said that the Fire Hall would be the ideal place to have it
done.
 Kassandra Merritt was asked to talk to the Fire Hall and find from
them the cost and availability through them. The idea is to get the
Fire Hall involved
 Linda Bolstad will check other avenues including converted church
first aid group in Prince George.
 Coop Grant: Pat Suter
o Turned down
 Christmas Hampers: Lisa Wellington
o Spoke on volunteers that are involved.
o Works with Quesnel Good Cheer.
o Last year there were 28 hampers.
o Approx. 30 volunteers last year.
o Dec.16/18 deadline this year for asking for hampers in our community
o Lisa Wellington 250-961-9999 or Carol Fieguth 250-998-4561 are the contacts
o Tammy Colebank at Hixon Shoppers has agreed to a community donation box
there for anyone who wants to donate. Also one at school.
o Also Christmas card/money can at Shoppers, Race Trac Gas and Kreekside Motel.
In Dunkley newsletter as well done by Shawna Weist.
o Senior’s Society helps as well.
o Hixon Community Church helps also with getting meat.
o Mitts, hats, non perishables, unwrapped toys, teenager items, notebooks with
pens; all are appreciated.
o Secret Santa means helping those in need that need more than a hamper ie.
Firewood cut and stacked etc. This is also done through the Christmas hampers.
o It is about trying to give back to the community in secret.
o Suggestions and leads are welcome.
 Christmas Tree Light up: Kassandra Merritt
o She would love to see it happen again.
o Lisa Wellington volunteered to install and tear down Christmas tree.
o Hot Chocolate, coffee, tea, candy canes she feels would be an idea for day of
Christmas tree light up.
o Kassandra Merritt will make poster.
o Date to happen: Dec.15/18 4pm
 Volunteers for event: Linda Bolstad, Lisa Wellington, Kassandra Merritt,
Kay Broadhead
o Discussion after about more details on food among those involved.

Next Meeting Date: January 8/19

Adjournment: 8:30pm
 Fall Fair Attachment

Hello Fellow Hixon community members.

I have agreed to oversee the Fall Fair again in 2019. We are looking for volunteers in many
areas. I have attached a list of areas that will need your help.

Although 2018 Fall Fair was a success, I feel our committee was overwhelmed with the amount
of work that was required to make it happen.

So I am asking you to consider donating some of your time in any of the following areas.

LEAD VOLUNTEERS ARE NEEDED FOR:

A detailed list of duties for these positions is available

OVERSEER – Kristine Brownscombe

DINNER

DANCE

EXHIBITS/VENDORS

SILENT AUCTION AND BAG DRAW

DESSERT AUCTION

KIDS GAMES/RACES

ATTRACTIONS/ENTERTAINMENT

CONCESSION

THE PARADE & CARSHOW HAVE LEADERS BUT ALWAYS NEED VOLUNTEERS

HORSE SHOW

ADVERTISING

GENERAL VOLUNTEERS ARE NEEDED FOR:

KITCHEN HELP (IF NOT CATERED) SHOPPING, PLANNING, FOOD PREP, SET UP SERVING, CLEAN
UP, SELLING TICKETS

MAKING POSTERS/SIGNS, PUTTING UP/TAKING DOWN POSTERS & SIGNS

WORKING THE BAR

MAKE PHONE CALLS FOR BAKE AUCTION

ORGANIZE BAKING & BID SHEETS

SETTING UP SILENT AUCTION/BROWN BAG AUCTION

RUN A KIDS GAME FOR AN HOUR OR 2

SET UP/TAKE DOWN TENTS

WORK A SHIFT IN THE CONCESSION

DIRECT CARS

SETTING UP/TAKING DOWN TABLES

GENERAL YARD CLEAN UP BEFORE AND AFTER

MOWING

WEEK WACKING

DECORATING

MCing

CASHIER

UPDATING EXHIBIT BOOK

FINDING JUDGES/JUDGING

BRINGING NEW IDEAS

I am sure I have not listed everything but you get the idea.

We will be starting to plan in January and I am looking forward to hearing from you.

MANY HANDS MAKE LIGHT WORK

Kristine Brownscombe

250-998-4755

Kbrownscombe46@gmail.com