Minutes of the West Shore Parks and Recreation Society Board of Directors Meeting
Minutes of the board meeting discussing financial reports, committee appointments, and a lease agreement.
1767 Island Highway Victoria BC V9B IJI 250 478-8384 250 474-8624
Minutes of the West Shore Parks and Recreation Society Board of Directors Meeting held Thursday, February 14th, 2013 in the Fieldhouse
PRESENT: Rob Martin (Chair), Ken Williams, Heidi Rast (Vice-Chair), Cynthia Day, Jo Mitchell, David Screech, Lanny Seaton, Arnie Hamilton, Les Bjola, Winnie Sifert, Shaun Wysiecki, (Secretary-Treasurer), Jo Mitchell, Terry Young, Matt Sahlstrom
ABSENT: Mike Hicks, Moralea Milne
STAFF PRESENT:
- Linda Barnes, Administrator
- Brian Merryweather, Manager of Human Resources
- Wade Davies, Manager of Operations
- Cindy O'Regan, Manager of Recreation
- Geoff Welham, Arena and Events Coordinator
- Sue Dickson, Manager of Finance & Administration
- Cherry Merryweather, Acting Recorder
1. CALL TO ORDER
The Chair called the meeting to order at 7:00 pm
2. APPROVAL OF AGENDA
MOVED/SECONDED by Directors Sahlstrom and Rast that the agenda be adopted with the addition of the following items under Standing Committee: Appointment of Committee Delegates: a) Grizzlies Committee b) CEO Committee CARRIED.
3. APPROVAL OF MINUTES
MOVED/SECONDED by Directors Seaton and Hamilton that the minutes of the regular meeting held January 17th, 2013 be adopted as circulated. CARRIED.
4. CHAIR'S REMARKS
The Chair thanked Les Bjola for his commitment to WSPR over his terms as the Board Chair. He also thanked the Board members for their continued support as he moves forward.
The Chair advised that he is in the process of introducing himself to the mayors of all the municipalities.
The Chair also commented on the announcement of the new pool in Langford. He requested that all the Board members continue to support the community as well as making an effort to use more of the WSPR facilities and engage in a higher profile as Board Members.
5. PUBLIC PARTICIPATION.
None
6. STANDING COMMITTEE REPORTS:
a) Finance Committee (Shaun Wysiecki)
The Chair of the Finance Committee summarized the discussions from the Finance meeting: i) 2012 Audit Briefing with Darry Fedorak from KPMG: The Finance Committee anticipates the upcoming audit will be completed by the end of April, 2013. The Committee would then like to have a Board only in-camera discussion to review the audit. ii) Capital Carry Forwards for 2012-2013
Motion to pass the Capital Carry Forwards. MOVED/SECONDED by Directors Rast and Day that the verbal report be received for information. CARRIED.
iii) Ticketing System update iv) Insurance: Noted there is an anticipated increase in insurance due to the announced increase of earthquake premiums in the Victoria area. The Finance Manager will be following up on insurance brokers to establish best price for earthquake insurance in the future. v) Year End Update: The Chair congratulated staff for bringing budgets in on target for 2012. It was noted that there will be a small surplus. vi) 2013/14 Fees and Charges – handout Proposed fees and charges were distributed to the Board for review.
MOVED/SECONDED by Directors Young and Seaton that the proposed Fees and Charges for April 2013 to September 2014 be approved and sent to member municipalities for ratification. CARRIED.
vii) Penny Rounding viii) Transition of taxation system ix) Discussion on Change of Committee Times The Chair indicated that the Committee will now meet prior to the Board meetings and invited Board Members to attend x) Account/Program Refunds Policy 4.8 – tabled to next Finance Committee meeting. xi) 2013 Finance Committee Schedule
b) Appointment of Committee Delegates
i) Policy Committee - Appointments
- Director Heidi Rast
- Director Cynthia Day
- Director Moralea Milne
ii) Strategic Planning Committee
- Director Matt Sahlstrom
- Director Heidi Rast
- Director Moralea Milne
iii) Liaison Committee The Chair announced that this committee will be discontinued.
iv) Grizzlies Committees
- Director Arnie Hamilton
- Director Winnie Sifert
- Director Les Bjola
v) CEO Review Committee
- Chair
- Director Les Bjola
- Director Shaun Wysiecki
- Director Heidi Rast
7. NEW BUSINESS
BC seniors games BID 2015 AND 2016
MOVED/SECONDED by Directors Bjola and Williams that the report be received for information. CARRIED.
8. OLD BUSINESS
n/a
9. FOR INFORMATION
a) Human Resources Staffing Report
The Manager, Human Resources presented a report dated February 2013 for the period of January 1-30, 2013.
MOVED/SECONDED by Directors Wysiecki and Young that the report be received for information. CARRIED.
b) Administrator's Report
MOVED/SECONDED by Directors Bjola and Mitchell that the Administrator’s report be received for information. CARRIED.
IN CAMERA
- MOVED/SECONDED by Directors Young and Day that the Board move In Camera.
The Board rose from the In Camera session and reported as follows:
MOVED/SECONDED by Directors Sahlstrom and Bjola that the West Shore Parks & Recreation Society Board of Directors endorse a further three year Lease Agreement for the Aggression Fighting Championship (AFC and formally known as Armageddon Fighting Championship). CARRIED.
ADJOURNMENT
- MOVED/SECONDED by Directors Rast and Day that the meeting adjourned at 7:45 pm. CARRIED.
Document Images
(4)
