BOARD OF DIRECTORS MEETING MINUTES - WEST SHORE PARKS & RECREATION - March 14, 2013

MEETING MINUTES

Thursday, March 14, 2013 7:00 pm, Juan de Fuca Recreation Fieldhouse

PRESENT:

Cynthia Day, Arnie Hamilton, Mike Hicks, Rob Martin, Moralea Milne, Heidi Rast, Matt Sahlstrom, David Screech, Lanny Seaton, Winnie Sifert, Ken Williams, Shaun Wysiecki.

ABSENT:

Les Bjola, Jo Mitchell, Geoff Welham, Terry Young.

STAFF PRESENT:

Linda Barnes, Administrator Wade Davies, Manager of Operations Cindy O’Regan, Manager of Recreation Sue Dickson, Manager of Finance & Administration Angelina Loglisci, 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 Day and Siefert that the agenda be adopted with the addition of the following items under 7B: New Business: Arts Centre Colwood. Moved as amended by Directors Day and Siefert. CARRIED

3. Approval of Minutes MOVED/SECONDED by Directors Siefert and Sahlstrom that the minutes of the regular meeting held February 14, 2013, be adopted as circulated. CARRIED

4. Chair's Remarks

   • the new Administrative Assistant has not been hired yet;
   • using name tags tonight for identification (and will be used again next month for the benefit of the new Administrative Assistant);
   • thanks to Directors Mile, Screech and Milne for attending the Velodrome meeting;
   • some miscommunication about the road construction — Wade to update under 8D: Old Business.
   • The Chair has now met with all Mayors;
   • The Chair has asked that everyone please think about moving the owner's group agreement to forward with their group;
   • The Chair is looking at setting a meeting date for a CAO review to reveiew 2011 and 2012;
   • discussion about a perceived conflict of interest to discuss under 7C: New Business;
   • would like to send someone from a special interest group to BCRPA meeting; Citizens representatives can attend but not councillors; early bird deadline has been missed;
   • at last meeting, the Chair asked the Board members to try and use Juan de Fuca Recreation Centre; there will be a show of hands at the next meeting as to how many Directors are attending — hoping they come at least once a week.

5. Public Participation N/A

6. Standing Committee a) Finance (Shaun Wysiecki): Director Wysiecki was happy to state that there's no report for this evening. The amended budget passed but the Municipalities have not approved fees and charges yet; b) Strategic Planning: N/A; c) Grizzlies: no meeting yet — N/A; d) CAO Committee: still looking for a date; e) Policy Committee: Directors were provided with a Policy package with a 3 page summary. Please read package one hour prior to next meeting and send any concerns or comments to Linda Barnes. The Chair is asking for input by the Directors to Linda Barnes, for discussion at next Board meeting. Final product will be in an organized binder - looking for consistency. Not up for discussion this evening.

7. New Business a) Strategic Planning session dates: We need to get together as a Board to see what we can add to the Strategic Plan. Recommend to do this in a Board meeting in May, as the next meeting in April will be busy discussing the Policy binder. Moved to discuss at May Board Meeting. b) Arts Centre Colwood: Director Day: Colwood looking at developing the WS Centre of Arts – will not be part of the School (classroom space only at this time). There will be a continuation to develop partnerships and the project will have a ten year window. There is an extensive study document available to view on the City of Colwood website. This project is estimated at a $35 million budget; hoping that new owners of the Royal Bay site will be on board; support plan moving forward. c) Conflict of Interest: Director Hicks: discussion about a court case involving Island Trust and a St. Spring Island Director who sits on the Board that funds that society; CRD advised Director Hicks that this is in conflict: WSP&R Society and the Crest society; Director Hicks wanted the Board to be aware of this situation. He may be resigning from the WSPR Board if this happens again next year. Director Hicks would like to see Darren Wright from Island Outfitters to sit on the Board but there would have to be a change to the Society Act. Director Sifert received a similar letter from CRD – all in conflict. Some Directors may leave the room when the WSPR budget is discussed. This year budget is passed — perhaps this may be something to be aware of for next year.

8. Old Business a) Legacy Funds — verbal: wanted to be sure that everyone was clear about any legacy funds that may be available for our facility. Saanich Commonwealth Place Legacy Fund was discussed — two separate issues – we don’t have access to the funds. They were used at Saanich Commonwealth Place to fund the high performance athletes for 10 years, and funding has run out for them. b) Tennis facility — verbal: Update: the tennis group has had conversation with us. Wade Davies spoke to Colwood regarding the sprinker system cost as it's too high. Colwood has asked that different designs be considered and asked that the tennis group bring forward other designs. Discussion regarding Colwood approving a sprinkler exemption bylaw. There may be options – discussions continuing. Director Sifert indicated that she heard about a roof system for sale (large facility selling them off). Will let the Board know. Cindy O’Regan thought that this roof may be Oak Bay’s old bubble. c) Electric charging stations — verbal: Update two parking spots set up near the library. Although there was a grand opening, they charging systems are not working yet. The Chair indicated that there is a federal government regulation that there must be a specific sticker on the charging units (which is missing). The sticker is made in the US, and is then sent to Ottawa for approval. At that point, a federal government staff member from Ottawa must fly out here to apply sticker. d) Crosswalk update — verbal: Some of the Directors inquired where the crosswalk was going to from the Juan de Fuca Recreation Centre. There are some issues with communication about on-going changing of information from Colwood to the public. The public image is that this crosswalk is ours and that patrons are not fully informed. This project is estimated to last five to seven weeks. e) BCRPA Conference registration — verbal: (already spoke about this). f) Neighbourhood Learning Centre update — verbal: not a lot to update. Waiting to be more involved in the design process — programing in both spaces (youth) at the schools – working with the schools (with principals) is very exciting. Lots of cooperation with the schools about our needs and there is good communication. We have lots of input (storage, entrance, etc.), and this site will allow us to move some of our existing programs to those spaces.

9. For Information a) Human Resources Report: two new positions: Administrative Assistant position and Payroll/Accounting Clerk posted. We will also have a Horticulture position where we will be looking for some expertise to move us into the future, i.e., native plantings, etc.). Additionally, Programmers are hiring summer staff at this time -- 24 positions (many returning) with many great candidates. b) Administrator's Report: The Administrator had a report which included registration comparative statistics. Angelina Loglisci was introduced as the new Administrative Systems Specialist, helping us to pull together the statistical information that we didn't have before. The Administrator indicated that Reception Staff have indicated how busy the facility is and now we have the statistical information to prove it. Director Day commented that she has been a regular user of the facility and has certainly seen the growth and improvements over the years.

10. In Camera No items for In Camera discussion.

11. Adjournment MOVED/SECONDED by Directors Day and Wysiecki that the Board meeting be adjourned at 7:34 pm. CARRIED