Our September 30th meeting was re-scheduled from September 23rd and held at the Village Resource Centre.
1. Approval of Agenda
Motion by Gary, 2nd by Sandra, Motion Carried.
2. Approval of Minutes from the August 26th, 2025 Meeting
Motioned by Julie, 2nd by Gary. Motion Carried.
3. Financial Report
Kim presented the financial report. Included following the minutes. Motion to approve by Gary, 2nd by Deb, Motion carried.
4. Communication Items For Discussion
A-Attendees for District 11 Fall Advisory Meeting – October 25th, Belle River
Sophie and Mary will attend. If anyone else is interested, please contact Sophie asap.
B- T1044 – Non-Profit Organization (NPO) Information Return
Sophie went over new tax reporting requirements for non-profit organizations that have revenue over $50k. The Wheatley Horticultural Society will now be required to file a T1044 every year that their revenue is over $50k, and any years following a year with revenue of $50k or more. Sophie had checked out the form and the only new information that isn’t already being reported to the Provincial government is details on any payments made to members. A number of members had questions – if we have a business number will we need to report HST? Should we be getting our HST back etc. Sophie will reach out to the OHA Treasurer for guidance.
5. Society Governance
A-Strategic Planning
Sophie shared how the Policy development committee has been stalled, in part due to a lack of clarity on the goals and vision of the Horticultural Society. Sophie reached out to Kyra Knapp and learned that she would be able to provide support to go through a Strategic Planning process for the organization. It would be a 6-9 month process that starts with research on similar organizations, followed by individual and group consultations. Sophie will send Kyra the information she needs to get started.
B-Operations Policies
Since the Policy Committee has pause their work, it is important to discuss some of the operational policies and approve them to allow the executive to operate with confidence. The following policies were approved and attached in a separate document.
Discretionary Spending for Adinistration
Motioned by Kim, 2nd by Gary. Motion carried.
Discretionary Spending for Gifts & Recognition
Discretionary Spending for Departing Board Members
Discretionary Spending For Contribution Recognition/ Awards
Discretionary Spending for Significant Illness of Board,Committee Members or Contributor
Discretionary Spending For Bereavement of a Board member,Committee Member or Contributor
Motioned by Mary, 2nd by Julie. Motion carried.
C-Volunteer Shirts
The group discussed and confirmed that new shirts were wanted by the members. T-shirts, crew-neck sweaters and a ¼ zip had been recommended by Grace, who did the last set of shirts. Sophie confirmed that her pricing was similar to 4Imprint and Julie mentioned that she is great to work with. Gary suggested that the members pay for the clothing and the Society cover the cost of the logo. Sophie will send out a note to members later with order details.
6. Park Maintenance
A-Arboretum & Learning Trail
-Pollinator Garden Planting – Mary will take the lead on planting the pollinator garden. The tarps are working.
-Hole in Face backing painting- This needs to be completed
-Shrubs from Canadian Tire – looking good, planting information to come.
-EDF Romney 2025 Grant Execution- no information provided at this meeting.
B-Heatherington Park
-Perennials around Captain Wheatley-bottle brush grass was ordered to go around Captain Wheatley and will be planted soon.
-EDF Romney Sign -Dana and Chris will look into options for repair.
-SNAP Program-There is potential for the LTVCA to take the lead on invasive species removal along the creek. Mary will mention to Alyssa from the LTVCA.
7. Beautification
A-Fall 2025 – The group decided to leave the mums and hanging baskets together – lots of colour is good!
-Poppies- Since the poppies that had been discussed are no longer available for this year, we will hold on this idea until we’re able to order a larger quantity, likely January.
B-Winter 2025
Sophie will investigate additional planter locations for the winter.
Julie will reach out to her aunt about snowmen for planters.
C-Summer 2026
The group decided on a red and white colour theme. Julie and Gary will take the lead on what annuals are the best fit.
Additional Fish Tote locations will be looked into, possibly those that would highlight business parking.
8. 2026 Partnership Opportunities and Grants
A-CK Together Event
Rather than another event at the Arboretum, we will have a larger environmental event in conjunction with our plant sale.
B-CK Together Capital Project
The suggestion of a sporting goods borrowing program was turned down as not aligned with our core activities.
Additional planters, or a conversion of the Post Office Planter to match the street planters and hold inserts for easy swapping will be used to apply for the project. Sophie will take the lead on this and have the information ready for the next meeting.
9. Events
A-Wreath Making & Wheatley Winter Sale
-Workshop at Hil’s will be held Thursday, November 13th with the same pricing as last year.
-Saturday – sale of premade wreaths and Horticultural Society memberships for $10 each.
B-Santa Claus Parade, December 6th
-Santa will be on our float. Deb’s sled will likely be available, but if not, will think of an activity for Santa.
C-Golf Tournament Final Report
Attached.
10. Adjournment
Financial Report for September 30th, 2025
Previous Report at August 26/2025 meeting – RBC main chequing account balance – $33,401.85
Receipts: Sept 8 – $375 – etransfer from Shannon Matheson for Golf hole sponsorship & team registration
9 – $150 – etransfer from K Rovers for 2 people golf registration
11 – $300 – etransfer from S MacCauley for 4 people golf registration
22 – $4185 – Deposit from Golf (silent auction, draw, team regis, hole/team regis)
26 – $50 – etransfer from M Miller for arboretum donation (in memory of Dr. Rhoads)
Expenses: Sept 2 – RBC monthly fee – $3.75
2 – RBC reg trans fee – $0.60
3 – cheque to Village Resource Centre for meeting space donation – $300.
3 – cheque to Dave Bilham for deposit on wooden fish – $300.
8 – cheque to Authier Print & Promo for fish fest colouring coroplast – $122.04
10 – cheque to Donna Matier for plastic baskets (golf) – $180.80
14 – cheque to Faubert’s Catering for golf dinners – $1406.85
Current Report at September 30/2025 meeting – RBC main chequing account balance – $36,147.81
Previous Report at August 26/2025 meeting – RBC raffle chequing account balance – $536.32
Receipts: None
Expenses: Sept 2 – RBC monthly fee – $3.75
Current Report at September 30/2025 meeting – RBC raffle chequing account balance – $532.57
Bank Statements for periods July 25 to Aug 27/25 and Aug 27 to Sept26/25 for both accounts provided to email.
| Golf Tournament Financial Report 2025 | |
| Income | |
| Hole Sponsors | $2,050.00 |
| Golfers Profit (75X 38.84) | $3,063.00 |
| Donations | $200.00 |
| Silent Auction | $2,625.00 |
| Draw for extra prizes | $585.00 |
| Total Income | $8,523.00 |
| Expenses | |
| Dinner | $1,406.85 |
| Golfer Produce Baskets | $180.80 |
| Total Expenses | $1,587.65 |
| Income Less Expenses | $6,935.35 |
Information Only Items
Garden Tour Planning Update
-Number of gardens visited on Sept 25th & 26th
-Great variety of garden type and neighbourhood features
-Committee Members – Sophie Jefferson, Marilyn Miller & Mary Jonsson – if interested in helping, please reach out.
Blue Booth Update
-Gardening Tools and tables moved to Soccer Shed
-Event Supplies and Decor moved to Sophie’s garage/basement
-Water used at Golf Tournament
-Plants moved to middle bed at Heatherington Park
Items to Carry Over to Future Meeting
Winter Fish Totes
Additional Fish Tote Locations
Wooden Poppies