Minutes of October 28, 2025
Wheatley Horticultural Society (WHS)
Call to Order & Welcome:
President Sophie Jefferson, at 6:30pm, Wheatley Resource Centre.
MTA / Motion To Approve
Attending: Sophie Jefferson, Mary Jonsson, Joel Jonsson, Holly Omstead, Gary Moody, Sandra Ramaleare, Donna Matier, Deb Mineau, Kim Robinson, Dana Taylor, Penny, Julie Mills, Jen Fitzpatrick, Barb Carson, Darlene LeBute
1/AGENDA APPROVAL
MTA: Dana
2nd: Darlene
*Additions –Communication–Blue Booth,Governance – Annual Meeting Ad, Arb – Tree Signage, Events –Centre Pieces
Deb motioned to add to the minutes the fact that $200 worth of sugar maples were stolen from the Arboretum
2/MINUTES APPROVAL
Previous Minutes from were reviewed:
MTA: Penny
2nd: Julie
Deb motioned to add to the minutes the fact that $200 worth of sugar maples were stolen from the Arboretum
3/FINANCIAL REPORT
See report in financial section
Report presented by ………………………………. Kim R
MTA: Holly
2nd Gary
4/COMMUNICATIONS
Notes from Fall Advisory Meeting:
- Garden Tour Insurance – Duo withdrawn for garden owners, working on another solution
- Working on insurance advisory for tool libraries
- District 11 code of conduct will be the same as the OHA
- Volunteer & Member Retention webinar will be held Dec 5th, 7pm (recorded)
- Working on an OHA radio spokesperson
- Discussion on resources available on OHA Vista print store
- Warnings about use of copyrighted work on Facebook
- Last OHA 50/50 winners were a group of members
- Looking for: host for 2028 Convention, Trillium Editor & Registrar, District Webmaster
- OHA had displays at the CNE, Royal, Plowing Match- need to update OHA website to link to our information
- Kingsville had some success participating in a volunteer fair with “job descriptions”
- AGM Webinar will continue – Nov 22nd
- Erika Ferg from Leamington working on Social Media policy for District – can likely learn from
- Information on Square – should be linked to society accounts, free app. Older phones may need physical square. Belle River Plant sale was 56% square
- Libro has 2 signature e-transfer infrastructure
- Potential Resource- Nicole Mielewczyk Plant Health Survey Biologist, nicole.mielewczyk@inspection.gc.ca
- Youth Groups – Watford – really successful, let them be messy and have cookies
- Tilbury – do at the Library, never alone so no insurance, police check stuff, plant sunflowers for home and at the library
- Belle River – have been working with Gr 3 for last 20 years, plant hanging basket for Mother’s day while covering curriculum about growing
- Amherstburg -“aggressively collaborate” – very successful story time at bookstore
- Ridgetown – used to do evergreen arrangements in margarine containers, used at school Christmas dinner
- Watford – very successful indoor plant class/sale
- New group – Friends of Tecumseh Forests – rooted in response to damage to trees
- Breakout groups – Policies on plant choices, tenders; how to develop maintenance routines, community partners – reports to come
Sophie shared the Fall Speaker list from the Tecumseh Hort society
Thank you card feedback: Sophie received great feedback regarding the thank you notes sent out after the golf tournament.
Blue booth: Sue Adamson reached out on behalf of WRACA-identify as owner of Blue Booth. We believe we gave the Blue Booth to the Legion in error. We apologized for confusion. WRACA meeting with Task Force to discuss its new life as a tourist booth
5/ SOCIETY GOVERNANCE
Sophie read over committee review and we reviewed the ones we need to discuss in more depth.
The Committee Document is attached to these minutes
We will add a current activities column to the side.
Sophie went through all the committees currently operating in our society, their members and their purpose/goals
There was a a question regarding the listed members of the planter enhancement committee. She noticed that two people who were historically on this committee were not listed.
It was noted that the former, larger committee was planning for a lot more of the planting areas around town.
A member mentioned that things streamlined a bit when we had the explosion, creating a smaller group that just focuses on the hanging baskets, fish totes and downtown planters. It was requested that that committee remain with the current members.
A suggestion was made that the Maintenance Monday committee also take care of established perennial gardens in town. There was a request that we define who is in charge of what specific gardens
We reviewed the fact that the finance committee and awards committee do not currently align with our Constitution. To get back in line with the constitution all executive committee members should be listed on those committees.
A member requested that as far as the Policy Committee goes, they are concerned that all decisions made should be in line with District 11 and the OHA policies
The president assured all members that the policy changes were discussed and voted on at the last meeting.
A member was concerned that we make sure to spend donated money on beautification of the town only
A member wondered what the process was if a member did not agree with the policy decision potentially made at a meeting that they couldn’t attend
A member wondered if we could have the upcoming decisions discussed at one meeting and then voted on at the next meeting so everyone has time to get up to speed on the issue before the vote.
It was agreed that this would be a good practice going forward.
There was a question whether all committees were run in person, or by email, zoom etc. Sophie responded that that was up to each committee and they could decide on a chair as they wished
As per our constitution, the president must sit on each committee. It was agreed that Sophie does not need to attend all committee meetings but will be kept abreast of the minutes and attend any meetings that she needs to.
We will update the doc with current activities of the group with an active items list for the members to see before the meeting.
Organization (NPO) information return, HST Reporting: Sophie’s concerns around us having to file HST reports was a false alarm and not something we currently have to do
Volunteer Hours Survey: Sophie will be sending out the survey
Clothing Orders: You can sign up for clothing if you want to order anything
Remembrance Day Wreath: the wreath will be $80 motioned by Holly 2nd by Gary. CARRIED
Annual meeting advertisement: President suggests we run two ads at a cost of $40. Motioned by Donna, 2nd by Gary. CARRIED
It was suggested that moving forward we could stop putting in ads and notify by email and social media. This would have to be a change to our constitution.
Donna motioned we no longer pay to advertise for the meeting and institute a change to the constitution 2nd by Darlene. CARRIED
6/PARK MAITENANCE
-Arboretum and Learning Trail
EDF Romney Bat Houses Grant: A report was given on the requests we made for money for various bird houses for the Arboretum. Donna acquired quotes for the costs. Donna met with a local craftsman gave a more reasonable quote for the bat houses. She asked him to quote on the wren houses and bluebird houses. Everyone agreed that we should use a local craftsperson rather than a larger company if possible. Sophie mentioned that we had money left to add to that from another EDF grant.
Pavillion: Donna met with CK rep to measure out the area where the pavilion will go. Donna got two quotes for cement, the best one from a local company which we will likely use. Donna is still waiting for information from the local Home Hardware. A suggestion was made that we could have the concrete slope a bit so water runs off.
Our local government representatives support this project and we are hoping to get funding from the Municipality for this.
Donna will be meeting with CK before our next meeting and will share any updates through email. We will decide then if we need an extra meeting.
A member wondered if there would be a ramp included in the quote. Donna will ask for a new quote with a ramp
Sophie reported that the tree signs are still being worked on
Pollinator Garden: Mary reported that the plantings have been finished for the season. After clearing and mapping out the plot, over 500 plugs have been planted.
Members working on the garden received a lot of great input about the park, and even had some people volunteer to help plant.
Within the Pollinator Garden, there is a path big enough for the mower to go through so you can walk through it and experience all the plants.
The project was mulched with leaf mulch. There are some leftover plants that can be used in other areas. Clarification was requested on where these plants could go.
Face in Hole Mural: The mural’s back was painted and entirely Varathaned for the winter
Canadian Tire Donation Planting: 31 donated shrubs and trees were planted in the last couple days.
Sugar Maples Theft: Donna explained to the group where the trees were stolen from. A police report with the known details of the theft was filed October 24, 2025.
CK police suggested cameras installed. We will share that information with CK and they may install them rather than our society.
–Heatherington Park:
Sign Repair: Thank you to Dana and Chris who repaired the sign in the echinacea garden
Fence Repair: Donna will ask Jeff to remove the split rail fence until we decide what we will do with it going forward
Rock Movement: Thank you to Jeff Bowman for moving the rocks to the Grant Bowman Trail sign at Hetherington Park
7/BEAUTIFICATION
Numbers of Winter Planters: Sophie sent out a proposal for 12 spots for planters for site approval from CK
Cost per planter $110
Donna motioned we spend the money for the planters, Dana 2nd CARRIED
Snowman: It was decided that we should create the larger one so it shows up in the pot
Members will work together to create them. A date will be set to create them
It was decided that we should make about 15-17
Donna motioned that we spend up to $400 for snowmen. Holly 2nd CARRIED
Donna motioned that we spend up to 200 for greenery for the Cenotaph, 2nd by Dana. CARRIED
Wood Poppies: Dana’s husband created some wood poppies for us. The cost is about $10 each. Julie motioned we spend $150 for the poppies to be created. Seconded by Holly. CARRIED
Wood Fish: We will discuss this at the next meeting due to time constraints
8/PARTNERSHIPS & GRANTS
CK Together Event: Sophie discussed seeking funds for an event which could include a plant sale. More clarity needs to be added to understand whether we can combine the two things. The thinking is we can’t get funding for a fund raiser.
A member questioned why the society would be putting on another event rather than seeking grants to beautify Wheatley. It was decided that Sophie would go ahead and apply and we could make the final decision after hearing the results whether to go ahead with holding an event.
Dana motioned that we apply for the event grant. Kim seconded. CARRIED
CK Together Capital Project: Pet waste System
We are having a problem with park visitors not picking up after their dogs
Sophie figured out the cost of a pet waste bag station at the Arboretum
It was suggested that we expect CK to manage this rather than us. They are managing this in other trails throughout CK
CK Together Capital Project-Post Office Planter
- Metal Planter -No quote yet –Sophie Estimate – $3000, installed
- 20ft long – grower pots – 26″, will fit 9
- Need 20 new inserts -$250
- Spring – $810
- Summer -$90 each, $810
- Fall- $90 each, $810
- Winter- $990
- Wooden insert décor? -$100
- Total Spend – $6770, WH
A member suggested we get the planter branded with our logo
Joel mentioned that, as a former bylaw officer with the City of Ottawa, anything occupying City Road allowance (including sidewalks) was property of the City and liability for that item (including injury as a cause of contact with that item) was held by the City
It is agreed that the WHS does its due diligence in determining ownership of the planter before investing in its replacement
Julie motioned that we apply for the grant. Dana seconded the motion. CARRIED
9/EVENTS
Wreath Making Night: 6-8 spots per half hour (6, 6:30, 7, 7:30 (full), 8
8 tickets have been sold so far
Conversation about whether we should try to sell premade wreaths or plain wreaths with the option of buying a bag of decorations for it
Barb will sell memberships
Janet, Deb, Dana, Penny and Sophie will be there to help the creators
Donna made a motion to sell the memberships at half price on Nov 13 and 15. Deb seconded CARRIED
The membership will be sold at half price on those two days in lieu of having a draw.
Wheatley Winter Sale: Saturday, Nov 15. We will sell wreaths and centerpieces
Santa Claus Parade Budget: Gary motioned for $150 for lights and other items for the float. Donna seconded. CARRIED
MEETING ADJOURNED
The meeting was adjourned at 9:10 pm. The next meeting is November 25
Minutes collected by: Barb Carson