1/AGENDA APPROVAL
MTA: Gary
2nd: Dana
CARRIED
2/MINUTES APPROVAL
Previous Minutes from Oct 28, 2025 were reviewed:
MTA: Holly
2nd: Gary
3/FINANCIAL REPORT
See report in financial section
Report presented by Kim R
See attached report
MTA: Gary
2nd Marilyn
4/COMMUNICATIONS
1- Garden Ontario Volunteer Appreciation Webinar. The Executive committee will watch the recording together.
5/-Society Governance.
1-Memberships -2025 memberships 204, includes the fish totes – 2026 so far at 137. A member brought up a concern about all active volunteers not being members. Sophie will follow up with the Executive.
2-Vandalism reporting – Sophie and Mary attended a call with other CK Horticultural Societies and one of the items discussed was how vandalism is handled. Dresden and Ridgetown call 311, per recomendation from CK employees in their area. Tilbury works with Parks &Rec directly and find that works better. If our members find vandolism, they should contact the executive who will work with the appropriate CK contacts.
3-Annual Meeting – Ad in the paper is coming this week and then the week before the annual meeting. 20 members are required at that meeting to get a quorum. Dana thought it would be good to have a social time but it would be good to move it after the meeting to a different place like Joe’s or Renny’s. Motion up to $100.00 for the awards at the AGM by Kim, seconded by Holly CARRIED.
Executive to have a meeting to prep. for the AGM. Audit meeting to be held prior to the AGM.
4-Sophie presented a draft constitution amendment to Bylaw 11, removing the requirement that the Annual Meeting be advertised in the paper. It included changes suggested by District Director Sandra, Members provided additional feedback and the amendment that will be voted on at the annual meeting is:
The Annual General Meeting shall be held at such time and place as the Board of Directors may decide for the purpose of allowing members to review the work of the Society, prepare policy, approve the approve the audited or reviewed financial statement, elect officers and auditor, and conduct such other business deemed necessary. All members shall be notified at least 60 days in advance of general meetings and invited to attend. Notification may be done through social media, a posting on the Society Website and/or direct email to members who have provided an email address.
6/Park Maintenance
1-Arboretum & Learning Trail
Pollinator garden – Mary will store about a flat of left over perennials for the winter from the pollinator garden installation. A greenhouse isn’t suitable because they need to go dormant.
Pet waste management – Sophie has reached out to Parks & Rec department a number of times and hasn’t heard back. She will continue to work on this.
EDF Romney Funding – Bird and bat house installation will proceed in the spring.
Pavillion &Ward One Funding – Donna shared the details of the quotes that she applied for Ward One Funding with.
- Concrete pad, includes ramp for accessibility-Deer Run – $4000+hst
- Building materials and stamped drawings for 16’X24’X10’ pavillion- Home Hardware-$6933.40 +hst
- Construction – Jamie Kaiser $5640+hst
2-Heatherington Park
Mary took photos of the anchor at Captain Wheatley and is suggesting that we work with BIA to get the anchor raised. Mary reached out to BIA (Mike Untch) to see if they have had any discussions regarding Captain Wheatley but has not heard back. Members are interested in this enhancement.
3-Four Corners Greenspace & Coulter Park
Gary raised a question about if the BIA is finished with their decorating. Dana reported that the Task Force had been asked to help and will reach out for further information. Dana thought perhaps that the decorations are not done.
7/Beautification
1-Poppies in the planters. Lots of wonderful feedback, but Donna did raise that the Legion website state that poppies should only be worn during the Remembrance period (ends on Remembrance day). Sophie will look into this so we know for next year. Poppies will be removed soon and Marilyn has a plan for removing if they are frozen in place. It may help to get the snowmen inserted.
2 –Snowmen – The members discussed adding mesh ribbons and balls to the base of the snowmen in the planters, similar to photos from Watford & Leamington. Snowman are being painted on Dec. 2nd, , beginning at 6:30. Need to let Marilyn know who is coming. Snowman will go out on Dec. 4 at 1 pm.
3-Storage of snowman, fish, poppies, etc. Need to look at purchasing storage bins. The fish were about 4’ in length. Donna to ask H&H if they would build/donate three wooden boxes on a pallet to store all these items.
8/Partnerships & Grants
CK Together Grants have not yet been submitted.
Post Office planter was discussed with BIA. They would like to be kept informed of the process but don’t have objections. The ladies at the Post Office have reached out to their manager and also not yet got approval. Sophie will apply in a flexible way so that we could also use the funds for additional planters.
Environmental Fair Event will follow a similar approach so that funding could be used to promote composting and environmental activities or to celebrate the construction of the pavillion at the Arboretum and Learning Trail.
9/ Events
1-Wreaths and Wheatley Winter Sale
Financial report included with minutes.
Wreath making was enjoyed by attendees on the Thursday evening but did not have enough space and were rushed with the 30 min timeslots. An alternate venue and structure should be considered for future evetnts. Sophie asked for feedback on the fancy greens as many were leftover and attendees didn’t use very many. The members noted that because of the set up, it was hard to show people how to use them. For the future, they could be sourced in smaller amounts from a florist. The leftovers from this year were sold to DeGoeys at cost.
At the Wheatley Winter Sale, 137 memberships were sold – this is likely a record! Centrepieces sold well and likely could have been priced slightly higher. Big thank you to Deb for hosting the event and donating all of the supplies to make the center pieces. Wreaths did not sell well on the Winter Sale event. This may be good news for the future because the two events don’t need to be linked together.
2-Santa Claus parade. Gary discussed getting more lights for the float, as well as additional brackets, lumber, etc. He believes the $150 budget approved at the October meeting is sufficent to cover it. Gary to get a lot of the structure together by Saturday this week and then we can book the decorating to take place. Will need to have Brian Cobby set up the sound system. Need the sound system to Gary for this weekend if possible.
8/MEETING ADJOURNED:
Meeting adjourned at 8:00 p.m
