Information Demonstration by Gary Grant - March 26, 2017
Before I begin, I want to acknowledge
some important people who made this possible - Pat Dunkel, Wendy Rose,
Jan Kilwien, Nancy Grant, Barb McKnight and Brenda Neil.
These ladies are current and former Chairs of the Activity
Committee. Without their
help and input, these new information procedures may not have been
developed. They are an
integral part of the committee today and, I thank them for their
As Webmaster, I am
officially assigned to the Technical Committee but, I have been
working with Activities and its online calendar for over 5 years
following its approval by Tom Dunkel, who was then the Activities
If you look at the
screen above me, you are seeing the current front page of the KOFA
Ko-op website found at kofako-op.com.
The Activities Committee webpage is easy to find.
Click on the big word - Activities.
One of the first
things you notice on this page is the committees core purpose - Have
Fun - Participate - Be Active - Volunteer.
If we can’t have fun, what’s the point of volunteering?
The committee has
learned much over the last few years.
With regularly changing Chairs, most recently every two months,
we have learned the value of communication.
Communication is now a critical key to everything we do as a
procedures are being implemented with the Calendar, Channel 18 and
more. They will improve
communications and get our message out to our members and visitors
alike - effectively, efficiently, in a positive, supportive and
It’s still a
learning curve for some on the committee but, members have embraced
the concept with excitement. It
has already reduced the stress and workload of the Chair, improved
coordination and, increased the flow of information to everyone.
In time, it will
simplify volunteer assignments and reduce or eliminate the frustration
our volunteers often experienced due to lack of information and
support. Everyone on the
committee is dedicated to improving communication and reducing
workload. Many hands make
light work. In the final
analysis, its all about us - the volunteers.
Our strength as a
committee, as a team, is as strong as our weakest link.
We will be diligent in doing everything possible to strengthen
that link. We will not
focus on problems, but learn from our mistakes and seek solutions that
will make our team and our activity events, better and easier to
execute for the benefit of all.
So let me begin...
We learned quickly
that a month long print calendar was out-of-date days after it was
printed. It required a
significant effort on the part of our volunteers.
Though we were putting out a lot of information, the
information flow was inconsistent and created confusion.
In live display, a monthly calendar had print too small to read
on our large monitor and, too much information for the average
observer to easily absorb.
It was decided to
change the calendar to a weekly display. This made it easier to read
on the monitor, easy to print on a single page, and when in print,
never out-of-date more than a couple of days before it is replaced
with a new up-to-date weekly calendar.
The look and feel are the same, whether online or in print and
the flow of information is now consistent and precise.
calendar can be displayed by day, week, month, quarter and year.
It can be printed easily by clicking on ‘Options’ .
In addition, a user can transfer or export the information from
our calendar to their personal calendar such as Outlook or iCal.
Spending just a few minutes online, working the calendar
features, will be a very rewarding experience for everyone here.
new information procedures also have room to evolve.
There are many software elements to the calendar the committee
has yet to discover. Over
time, they will be mastered, for the benefit of our volunteers,
members & visitors.
For example, our
newest feature is ‘The Reminder.’
Click on any event and a new screen opens displaying details
about the event. Note the
reminder option. Simply
enter your email address in the space provided and the system will
automatically send you a reminder of the event 24 hours prior to its
scheduled start time. Try
it out! Since this is a
user feature, the system will never collect your email address.
The calendar is,
of course, managed by committee volunteers.
I am pleased to announce, with the committee’s thanks, the
calendar assignment this fall will be managed by Bonnie Woepke.
She will do a fantastic job and I am excited to be Bonnie’s
backup. Her work and
effort will be rewarded with support, recognition and commitment from
the Activities Committee.
We encourage all
our members & visitors to volunteer & participate.
The committee now recognizes the importance of acknowledging
and supporting our volunteers. Nobody
likes their efforts undermined or ignored.
Our volunteers have made a commitment to us.
The very least we can do is commit to them.
I have been asked
by the committee Chair to demonstrate to you today, the process the
committee will use to manage new event listings on the activity
calendar. It’s quite
We have created a
form - the Activity Calendar Event Request form.
It asks only for information necessary to permit the Committee
Chairs to approve the event, and provide our committee volunteers the
information they need to fulfil their assignments.
This form is
available online. The
process is faster and more efficient for the committee online.
To get your event into the queue, simply enter the details and
recognizes not everyone wants to or has, the ability to go online.
So they adopted a parallel manual system.
A bit more time consuming for all, but who’s watching the
To manually put an
event into the queue - fill out this form.
It is identical to the online form and is located beside the
printed weekly calendar on the Activities bulletin board.
Simply follow the instructions on the form, complete the form,
and place it in
Once the event is
approved by the Chair and posted on the calendar, the Event Host or the
Chair can modify or delete any event on the calendar with a quick email
or by dropping a note into
An Event Host may
also request a flyer for their event.
The activity bulletin board is now reserved exclusively for the
committee’s flyers. This
includes the placement of flyers in the Activity door pockets.
I am happy to report, again
with the committee’s thanks, that Molly Pinner has agreed to take on
the flyer assignment this fall. Remarkably, she has already expressed
some new and exciting ideas that will make the assignment easier for
future flyer volunteers. Thank
If the event demands
a sign-up sheet, a growing selection of adaptable sign-up sheets is
available online and easily printed.
No printer? A hard
copy is always available from the office.
It’s in the RED folder, in the drawer of the second desk and
marked ‘Activity Forms’.
The committee is developing a backup for everything!
This brings us to
Channel 18 which has been an integral part of KOFA for over 20 years.
Over time, newer technology has come into play, like the new
Activity Calendar. Channel 18 still has a valuable role to play for
Activities and our community.
Our new information
procedures do not easily permit short term information to be displayed.
We define short term as information with a short shelf life, say
2 weeks or less, and includes things like announcements of new members,
board & committee notices, acknowledgment of event winners like
shuffleboard, pool tournaments and bingo and of course, members who are
ill or passed. Recognition
is important today - especially for those who have worked to achieved
Channel 18 is the
perfect place to get this information out to the community on short
notice. It displays on cable
channel 18 and will now be permanently displayed on the small monitor
here in the clubhouse. If
you have an announcement - write it down and drop it in mailbox #159 or
send an email to firstname.lastname@example.org.
The volunteers who
manage Channel 18 will no longer post events intended for the calendar.
Board reminders now appear on panels that display on the big
monitor along with the calendar. Requests
to put event information on Channel 18 will be passed back to the Chair.
The process to distribute new event information is precise.
The committee has
not determined the best way to use the white board on the west wall.
However, it too will no longer post new events.
Unauthorized flyers placed on the activity bulletin board or on
clubhouse doors will be removed. The
committee’s first obligation is to our hard working volunteers who
have committed their time and effort to the committee.
Those volunteers come first.
was called to order by February Activities Chair, Brenda Neil.
Secretary, Jeannie Frase’s absence, Sharon Young read the minutes of
the January meeting as well as those of the special meeting that was
called on February 12 for the purpose of authorizing the purchase of a
‘Beverage Cooler’ to replace the pop machine.
Clarence Kilwien corrected the minutes to say that there were
6’ tables purchased rather than 10’ ones.
Nancy Grant made the motion to accept Clarence’s correction.
Motion 2nded and passed.
then read Jeannie’s report (attached) on the preparation for the
upcoming Activities Expo, scheduled for 2pm Monday, February 27.
introduced Pat Dunkel. Pat
and Wendy Rose have stepped up to offer their services as co-chairmen of
Activities for the coming season. Nancy
moved to accept them for the position, seconded and approved.
Godby asked if there was any interest in a lady’s target practice
group next year. There were
2 in attendance who would be interested.
sign-up sheet for activities positions was passed and everyone was
encouraged to take on a task.
Sprouse did a presentation on the possible uses of a ‘Kofa Theater’
which he is suggesting that we purchase.
Molly expressed that it would have been very useful for a power
point at the recent ‘Hale and Farewell’.
Ed talked about the possibility of movie nights in the clubhouse.
Ed reported that the KOFA church had volunteered to contribute
$300 toward the project. Discussion
followed including one opinion that the church would use this equipment
the most and should pay for more of it.
Brenda suggested that the cost might be split 4 ways, between the
board, the church, gold diggers, and Activities’ fund raisers.
(Ed was asked to speak to the board on this matter)
Clarence suggested that we wait and think more about this
new golf cart was discussed. It
ended costing us only $2800.
Matulis has agreed to make additional door frames for the activities
Grant is looking into the possibility of replacing the ovens in the
Swim Pool Hours for kids was tabled until such a time as we have a
has been a desire expressed to have some happy hours in the clubhouse as
we have had in the past. After
discussion, it was decided to do them on Wednesdays at 4pm, alternating
with the 5pm Potluck socials. The
first Wed. in March will be a Potluck, the 2nd, a Happy Hour
the next Wednesday, and so forth.
27 Activities Expo
28 Mardi Gras & Golf Cart Parade
1, 15, & 29 – 5pm Potluck Socials
2 Wine Tasting
4 French Toast Breakfast
8 & 22 – 4pm Happy Hour
8 Snap-Bag craft project
13- 9 am Board Meeting
25 – Potluck Brunch
Jeannie Frase, Secretary
Pat Dunkel called the meeting to order.
were read and approved although Jan Kilwien corrected an announcement
that was made at the previous meeting.
At that time, it was stated that raffle tickets could not be sold
within 72 hours of our regularly scheduled Thursday Bingo.
Jan explained that she had recently learned of a change that had
been made in the state gambling guidelines.
The new instruction is that tickets may not be sold within the
building within 12 hours before and after Bingo, but that they may be
sold at any time outside of these premises.
explained that the co-chairmen had recently had a planning meeting.
One of the subjects addressed was the amount of money there is in
the Activities bank account. The
board has expressed their desire that we look for places to spend some
of that money…preferably on new activities for the members.
It was suggested that we approach the board about reconsider
their decision of last year that we could NOT purchase a golf cart for
Activities use. Marilee
Downing, our representative from the board, explained that the Board was
concerned about summer maintenance of said golf cart.
Wendy Rose volunteered that she and her husband, Ken, were
willing to see to this matter during the summer months.
Brenda Neil made a motion that the club request permission to
spend Activities money to purchase and electric cart, not to exceed a
cost of $3500. Sharon Young
seconded, and a vote of the membership approved the request.
Members in attendance individually signed the printed request to
Mae Smith reported that there have been complaints about the recent
increase in the price for breakfasts.
Wendy Rose made a motion that we return to the original $2 fee
for breakfasts. Judy
Livermore seconded the motion. Motion
new announcement board outside of the west door is being greatly
appreciated, and it was suggested that we need a similar one for the
east door. After some
discussion as to need, expense, and so forth, Wendy Rose volunteered to
research our options and get back to us with her recommendations.
Concerning timely highlighting of coming events, it was also
noted that a 2nd announcement slot needs to be added to each
door of the clubhouse. Presently,
it is not possible to post these reminders more than a couple of days
ahead of time.
was discussion about ‘stereos’ or ‘getto blasters’ which are
used for line dancing, dances etc. Clarence
says that there are 3 in the clubhouse that are not being used.
Clarence moved, and Stan Wiess seconded that if these units were
not being used they needed to be put onto the thrift table to eliminate
clutter around the clubhouse. Carolyn
Kendrick reported that none of these units would play her new CD’s.
She feels that another machine is needed.
Doug Pirkel expressed his opinion that there was the need for a
machine that was strictly for line dancing use.
Much discussion followed including Clarence Kilwien’s
suggestion that line dancing put their music through the clubhouse
system. Judy Livermore moved
that as soon as the tech committee has determined that the sound system can
be used to hook up a CD player for multiple uses, such as line dancing,
dances, etc., an adequate
player be researched. Sharon
Young seconded. Motion
passed. Doug Pirkel
volunteered to help with this research.
Neil brought up the fact that at some point ‘dippers’ at Sunday
night ice cream had been told to take their ice cream at no charge.
The opinion was expressed that this is a co-op and people do not
get paid to volunteer. To
give ice cream to ‘dippers’ presents the question of ‘what about
the maintenance crew, landscapers, laundry room and club house cleaners,
etc., etc.” After much
discussion, Donna Marshall moved that NO volunteers be paid for any
services that they do in the park. Out
of pocket expenses will be reimbursed.
Judy Livermore seconded and motion passed.
Neil updated us concerning the Winter Visitor’s Appreciation Dinner
which will be held on Wednesday, Feb 8 at 5pm.
Beef brisket will be supplied by the club.
The plan is to have 12 single wide tables with 14 seated at each
table. The 14 will be made
up of 8 lease holders and 6 visitors. Several
tables will be set up with 2 extra places in case of the need for last
minute additions. Each of
the 8 leaseholders is to provide one dish toward the full meal,
including dessert. Brenda
has assigned hostesses for all tables. Since the event is to be held on
a Wednesday, it was suggested that it either be scheduled earlier in the
day, or that the ‘hand and foot’ tournament for that day be
cancelled. This would make
it possible that those in attendance might be able to stay and visit
rather than needing to begin clean-up immediately.
Wendy Rose moved to cancel ‘Hand & Foot’.
Judy Tanner seconded and the motion passed.
was a question about a recall that has come out on Cuisinart blades,
since we have one in the kitchen. Ann
Berger informed us that she had already taken care of it and that a
replacement should be on the way. Thank
you to MASA which was here on the 24th and has made a $50
donation to the club.
Frase noted that it had been almost a year since we replaced our 8 foot
tables with lighter, fiberglass ones, and suggested that we consider
going ahead and replacing the other sizes as well.
Clarence Kilwien moved that we replace all 5’ and 6’ tables.
This would be approximately 1- 5’ table and 10- 10’ tables.
Judy seconded and motion passed.
activities scheduled at this time include:
Jan 27 Winter Tea and Fashion Show – 2-5pm
There are 80 signed up so far.
Proceeds for the raffle of 2 beaded teapots will go to CARE.
There has been $1112. Raised to date, which qualifies KOFA to
receive a patch from Escapees for their donation.
Feb 2- 4-6pm - Wine Tasting
Feb 4 – 7pm -Gospel Sing
Feb 8 - 5pm - Winter Visitor’s Appreciation Dinner
Feb 11 – 1pm – Scissors Case class – Pat Blanchard
Tuesday, Feb 14 – 1pm – Consumer Electronics Report with Linda Scott
Feb 14 – 7pm -Valentines Dance – Judy Livermore chair
Feb 17 – 10 Minute Table Runner Class – Pat Blanchard
Feb 20 – 8-11am - Parkwide Sale and Craft Sale (at individual lots)
Feb 21 – 8am – Registration and donuts (Brenda)
- 9am – Annual Meeting
- 7pm – Hale and Farewell (Molly Pinner, Brenda Neil,
Carol Mae Smith, & Marion Cousineau)
Feb 23 – 10:30 – Activities Meeting
1pm – Flip & Sew Placemat Class – Pat Blanchard
Feb 25 – 10am – Potluck Brunch
Adjourned at 11:45am
by secretary, Jeannie Frase
was called to order by Carol Mae Smith, with 17 in attendance.
Co-chair, Pat Dunkel is out of the park for the holiday.
Mae called for discussion about the monthly Activities’ Chairmen which
we are trying out this season. How
do members feel it is working? Are
there any complications?
winter tea is tentatively scheduled for Friday, Jan 27, at 2pm.
This would be in conjunction with a BonWorth Fashion Show.
Darlene Reddick is chairing the event.
There is a raffle planned for at the tea.
Because of gambling laws in conjunction with our Bingo license,
tickets can only be sold on Sunday’s and Monday’s in order to not be
within 72 hours of our scheduled Bingo time.
Proceeds from the raffle will go to CARE.
New Year’s Eve party is scheduled for 7pm until ???
Jan Kilwien has purchased decorations and will be getting a flyer
to Judy Livermore for donating the announcement board which has been
located outside of the front entrance to the clubhouse and is being used
to highlight upcoming events. There
was discussion that a second is needed for the east door as well.
scheduled for January at this time include the following:
4th – 10am – ‘De-Decorate’ clubhouse
5th – 4-6pm – Wine Tasting
9th – Monthly Board Meeting
14th – 7:30am French
entertainment “Blue Road”
24th – 10:30 Clubhouse Meeting
26th – 10:30 Activities’ Meeting
27th – 2pm Winter Tea & Fashion Show
28th- 10am Potluck Brunch
Adjourned at 11:08
submitted by Brenda Neil
Barb McKnight called the meeting to order at 10:30am, with 25 members present. The minutes were read and approved.
Meeting was called to order by Co-chair, Wendy Rose
Minutes were read and approved as read.
There was a question from the membership concerning the price for ice-cream. It was announced that the price would probably go up soon, which brought up the concern that it should be the committee which decides on an increase and how much it would be. Wendy advised that those members in charge of ice cream have pre-approval to raise the price as their expenses dictate.
As requested by the KOFA Board, Mary Lou Gadjosik read a proposed change to membership rules and regs (governing Documents) pertaining to the activities and supervision of children in the park. The entire text will be in the voters’ packets which will come out the first of the year. It was requested that if or when such rules become official, they be posted in each appropriate area.
Brenda Neil reported that 30+ members attended the wine tasting on Nov. 15. She also announced that there was another such function scheduled for Thursday, Dec 1, at 4pm. Brenda will also be hosting an Eggs McKOFA breakfast this next Saturday, Nov 17, at 7:30 am.
Gale Brown reported that the Angel Tree will go up this weekend. She also explained that when anyone takes an Angel tag, they must sign it out and sign it back in again when they deliver their purchased gift to the clubhouse. The gift should NOT be wrapped, but be in a bag with the tag secured to the gift. Many of the toys being requested this year are quite expensive, so it was suggested that several people go together in purchasing gifts. The final date for turning in your gifts will be announced later. Gale also passed on a request for men to volunteer to help in packing gifts for distribution.
Barb McKnight reported that the lists for the Thanksgiving Dinner have been posted. Everyone needs to sign up if they plan to attend, as well as signing up to help with the dinner. We have 4 donated turkeys at this point but will need several more to cover both Thanksgiving and Christmas. It was discussed that several stores were having sales right now, so it is time to shop. Also, please purchase large turkeys as we have a limited number of roasters to accommodate them.
Barb McKnight is organizing a Santa Parade with decorated golf carts, bicycles, scooters, etc. This is scheduled for Saturday, December 17, at 7pm. After the parade, everyone is invited to the clubhouse for hot chocolate, cookies, Christmas carols, and a special bedtime story.
Carol Mae Smith volunteered to put up a sign-up sheet to determine interest in having a Cookie Exchange this year. If there is enough interest, she will be in charge of scheduling the activity.
Anyone wanting to do any shopping for the park should get a request form from the office, or go onto the KOFA website and print one out. The form should be filled out and deposited into Box 158. The appropriate committee chairman will respond to the request. After shopping, you must submit your receipt and request for re-embursement, being sure to put your name on the receipt.
Dale and Gale Brown, and their helpers, will be putting out the luminaries on Christmas Eve.
A Mahjong game has been scheduled for Friday, November 18, at 2pm. There will be discussion of scheduling for future games at that time.
Barb McKnight has been approached about doing something special to recognize the men who did all the work stripping and waxing the clubhouse floors. After some discussion, it was decided that in a co-op, members are expected to volunteer for such jobs and that, although their work was greatly appreciated, there are many others working in the background in our park and special recognition for a few, in one work situation, could cause a lot of problems. The men who did the work were recognized at the monthly meeting, and it was suggested that a standing ovation at this Sundays’ ice-cream might be appropriate.
Wendy Rose has offered to co-ordinate our Christmas Dinner.
The next Activities Meeting is scheduled for Thursday, December 8 at 10:30.
Meeting adjourned at 11:14
Choir- Wed at 10:30 with beginning date to be announced when Tina Miller arrives in the park
Shuffleboard- Tue/Th at 9am – to begin when work on the courts is completed, hopefully in next week Wednesday
Bingo- Thursday at 7pm
Walk a Mile- Mon-Th at 8:30 am
Bicycle Club- Tue./Th 9am
Hand & Foot Tournament- Wed. at 6:45
Fish Fry- Sat. Nov 5 at 1pm
Veteran’s Donuts- Fri. Nov 11 at 7am on the South Patio (donuts free to vets and $1 each for all others)
Activities Meeting- Nov 17 at 10:30
Eggs McKOFA breakfast- Sat. Nov 19 at 7:30am-9
Thanksgiving Dinner- Th. Nov. 24 at 4pm - Barb Mc Kinney is the coordinator for this function. It is requested that members begin purchasing turkeys for both Thanksgiving and Christmas at this time.
Potluck Brunch- last Saturday of each month at 10am
Eggs McKOFA breakfast- Sat Dec 10 for 7:30-9am - Brenda Neil
Craft Sale Nov 10th from 9-11am
Nancy Grant coordinator
Motion was made by Jan Kilwein that all breakfast be $2.50 each (an increase of .50 ), motion was seconded by Sharon Young. Motion passed.
ACTIVITY COMMITTEE MEETING
Activities/Clubhouse Emergency Meeting Minutes for 11/16/2015
Co-chair Jeannie Frase called the meeting to order at 10:05am. 27 attendees signed in. Bonnie Woepke thanked Kathy Cooper for taking the March meeting minutes and then read them.
Jeannie’s opening remarks:
❖ Linda Zink recognized the Welcome Committee members who were present and read the names
❖ Regarding Thanksgiving dinner, we need cooks for turkeys and mashed potatoes. No one
Activity Committee Meeting
called the activities meeting to order at 10:02 a.m.
previous minutes read.
took the old pool table out. The people who originally bought the
old pool table saw that the slate was broke and decided they did not
want it. Money was returned.
is a delay on the new pool table. New pool table was upgraded, and
should be delivered on Monday 3-30-15. Shipping was $800.00.
on benches and tables will be done next fall. Paint will be stored
in tech room.
SOCIAL: $105.00 was bid on Eileen’s lemon pie. $423.75 was
& cart are here, working well. We have a 2-year warranty on
the TV. $481.67 total including the warranty.
Patrick’s Day Dinner was a success, thank to Sheila & all her
says thanks to all, for keeping trash emptied after all events.
you from the Catholic Services for things that have been donated.
be on watch, if you see people taking things from fridge or boxes that
are labeled for the mission, or other places, stop them is you can and
let them know they are not free. Things have gone missing.
Hurrah dinner/burn your own meal, will be Saturday April 4, 2015 at 5:00
p.m. Bring a side dish or dessert. Gary Grant will
on patio chairs. Get covers to go on stacks or put them under roof
by BBQ. Conclusion was to replace old chairs, and put oldest ones
out in the dog run. Jan K. made to motion to get at least 12 new
chairs. Marian C. seconded the motion, Joni S. will authorize.
So moved, Clarence K. Will pick them up.
G. will make a sign, so all know that ladders, wheelbarrows etc. need to
be checked out at the office.
also shared how to find activities on the website. Activities have
their own page. Lots of various information about the park on the
for putting away all patio furniture and such on Monday, 4-27-15 at 8:00
are going to leave the pop machine up and running for the summer to see
how it goes. We will turn the Pepsi light out to save power.
Extra cases of pop will be kept in Tech room.
5th Rainbow Station will perform
ideas included having pancake breakfasts, Birthday dinners,( people
would sit at tables coinciding with their birthday. Mystery
dinner, and box socials.
sessions earlier in the day?
into getting a blue ray DVD player with continuous loop, so movie could
play all day. Nancy made a motion to investigate. She will
let us know in the fall.
year exercise video will start at 9:00a.m. instead of 9:30
April 6, 10:00 a.m. we will take down all extra tables.
adjourned at 11:04a.m.