Minutes of the West Shore Parks and Recreation Society Board of Directors Meeting

1. Call to Order

The Chair called the meeting to order at 8:00PM.

2. Approval of Agenda

MOVED/SECONDED by Directors Winnie Sifert and Jo Mitchell that the Agenda be approved. CARRIED

3. Approval of Minutes

MOVED/SECONDED by Directors Lanny Seaton and Jo Mitchell that the Minutes of the regular meeting held April 11, 2013 be adopted as circulated. CARRIED

4. Chair’s Remarks

We had an amazing Annual General Meeting. Linda and I had a discussion in which we were trying to decide what information needs to come to the Board without micromanaging. Please let us know any feedback you may have as to what you would like to receive information about.

5. Public Participation

Thank you to the members of Juan de Fuca Seniors Centre for coming and showing your interest and support.

6. Standing Committees

a) Finance (Shaun Wysiecki) Reported out at the AGM – nothing to add.

b) Strategic Planning (Moralea Milne) Nothing to add from information presented at the AGM.

c) Grizzlies Deferred to In Camera.

d) CAO Committee (Linda Barnes) The Committee has sat diligently working to complete the CAO Performance Review – draft document in its final stages and will be ready to report back at our next Board meeting.

e) Policy Committee Moralea spoke to this at the AGM – more to come at the September Board Meeting.

7. New Business

a) Tuition Assistance Program Policy Draft (Brian Merryweather)

Policy drafted to deliver fairness and equity to staff and to set out how to access tuition assistance. Funds are all within the budget and we want to encourage staff to pursue continued/higher education. Recommendation that the Board endorse the program.

MOVED/SECONDED by Directors David Screech and Shaun Wysiecki that the Tuition Assistance Program Policy Draft be endorsed by the Board. CARRIED

Further Discussion Director Cynthia Day commented on what an excellent policy it is – very well worded and the 2 year window is very useful.

b) Skate Park at Belmont School (Linda Barnes)

• Lands at Belmont School are being sold. WSPRS has a very well used Skate Park on the premises, with no plan in place yet to move it or replace it after the sale of the property.
• Recommendation being brought to the Board to form a committee to take a look at plans for a new Skate Park.
• General discussion around the timing of the sale of the lands. Linda explained that we have written to the School District asking for a timeline, but they have not provided any concrete date. Director Lanny Seaton added that they will be breaking ground for the new school in Glen Lake as early as July.
• The sale of lands at Belmont will be with the Ministry not the School District and we can likely expect a sale within the next 2 years.
• Although a Skate Park can be problematic, the facility at Belmont has provided a positive place for youth in the community to spend their time. Director Mike Hicks added that many of the young people who use the park are dedicated and talented in the sport.
• Director Cynthia Day said the park is an important element of our community. It’s a place for kids to go and find a niche for themselves.
• Director Ken Williams added that some of the kids very highly skilled.
• Further discussion around the size and cost of the Skate Park. Cindy O’Regan answered Director Jo Mitchell’s question about size, confirming it is about the size of 2 tennis courts.
• Director Ken Williams raised the question about how much a Skate Park would cost. Original cost of the Skate Park was approximately $75,000, with Langford putting in $60,000 and the rest received by donation. There are options available for building Skate Parks with removable surfaces now that cost less.

MOVED/SECONDED by Directors Moralea Milne and Shaun Wysiecki that the Board strike a Committee to investigate options for replacing the Belmont Skate Park. CARRIED

Further Discussion: Director Shaun Wysiecki suggested we amend the Motion with more specific wording as the School District leases the land and a sale of property could not be encumbered with the Skate Park on it. Shaun suggested we amend the motion to read “that the Board strike a Committee to investigate options regarding the Skate Park”. AMENDED MOTION CARRIED.

Directors Cynthia Day, Winnie Sifert and Lanny Seaton volunteered to sit on the Skate Park Committee and a WSPR staff will also be added.

c) Rock the Shores Update (Cindy O’Regan)

• Verbal update saying how quickly the 2nd Annual Rock the Shores concert is coming up.
• Ticket sales are going extremely well and the concert will go to SOLD OUT.
• All the 2-DAY PASSES are sold out now and 1-DAY PASSES are going fast - $90 for the 2 days / $60 for the single day.
• A billboard on Pat Bay Highway has been posted for the concert, with a big WSPR logo – great advertising for us.
• 3 Task Force Meetings have taken place with the production team, WSPR staff, and representatives from the Colwood Fire Department, RCMP, DND, Health Department, Liquor Licensing etc.
• Everyone is on board with the Operational Plan and the Traffic Plan is in place.
• The Bear Mountain Arena will serve as the communication/emergency centre – project leads will be able to oversee the event from that central vantage and communicate any issues that need to be conveyed out to staff and volunteers.
• Based on comments from the Board, extensions to our existing liquor licences in the Curling Rink and Bear Mountain Arena have been applied for to accommodate the event. We expect good opportunities from the expanded beverage gardens.
• Operator still responsible for the operational side of the event.

MOVED/SECONDED by Directors Lanny Seaton and Mike Hicks to receive the update. CARRIED

d) Natural Systems Policy Committee Selection (Linda Barnes)

• The Policy Committee has been looking at various issues around Sustainable Operations and Resources and have identified the following 2 Strategic Priorities for 2013-2014:
  1. Design and communicate sustainable operational practices (including developing comprehensive resource recovery plan for buildings)
  2. Implement best practices in environmental stewardship
• Recommendation for the Board to form a Committee to work on these issues with Parks and the Community.

MOVED/SECONDED by Director Moralea Milne and Mayor Carol Hamilton that the Board form a Natural Systems Policy Committee. CARRIED

Further Discussion: Directors Moralea Milne and David Screech volunteered to sit on the Committee

8. Old Business

a) Strategic Plan Update (Linda Barnes)

Nothing to add from information presented at the AGM.

9. For Information

a) Letter from Rink of Dreams

For information only.

b) JdF Golf regular, Sid Jarvis enjoying his 89th birthday round

For information only.

c) Human Resources Report (Brian Merryweather)

• March and April were relatively slow months
• Arbitrators Decision was concluded from the grievance that began in March 2012. Much time and expense went into the arbitration, but the final decision comes as a huge success to the organization.
• The grievance which stemmed from an employee who chose to make a lifestyle change and require different working hours outside the regular 8:30-4:30 work day, posed the question whether WSPR was deemed to be a continuous operation.
• The Union has insisted that, with the exception of the Maintenance Department, WSPR is defined as a continuous operation. This would mean that full time employees can only work 8:30-4:30 Monday to Friday – if they worked any hours on the weekends or outside regular daytime hours, we would be required to pay them overtime.
• In the realm of our overall operations there was no logic to this. Our best employees are full time and if we were to have to pay them for hours worked on the weekends and outside regular daytime hours, our costs would be a significant.
• Although going through the arbitration process took over a year and cost the organization $12,000, in the long run we will come out ahead hugely – the alternative, even at the point of entering into arbitration, would have been back paying in the neighbourhood of $100,000 for hours deemed as overtime. And it is a very good thing financially for us moving forward.
• If anyone would like a copy of the 14 page Ruling, Brian would be happy to provide it. Director Cynthia Day said she would and Brian made a note.
• Director Shaun Wysiecki asked whether there is an appeal process and Brian confirmed there is not. For information only.

d) Administrator’s Report

Linda Barnes made reference to the Administrator’s Report attached to the agenda package saying it was full of lots of good information so please be sure to read through it, and don't forget to buy your Rock the Shores tickets! Also a reminder about Movies on the Hill this weekend. For information only.

Further Discussion General conversation around the biometric hand scanner referenced in Linda’s Report. Linda explained employees can wave their hand to record their time with the scanner (instead of a punch card or computer entry). The scanner is being piloted in Maintenance where logging time electronically has been problematic and, if it works well we may look at expanding to other areas. Director Shaun Wysiecki asked if the hours were still tracked through ADP and Linda confirmed yes they are. Linda also confirmed that the scanner records hours worked, but does not track the location where the employee is working on the premises.

Director Jo Mitchell asked for an update about how the implementation of the new crosswalk on Island Highway was going. Linda explained some initial issues are still being worked out. A number of minor accidents have occurred when traffic heading north sees the car in the left lane stopped and instinctively want to stop themselves. Discussions are taking place with Colwood to explore ways the crosswalk can be reconfigured to be safer.

10. In Camera:

MOVED/SECONDED by Directors Lanny Seaton and Jo Mitchell that the Board move to IN CAMERA. CARRIED

The Board rose from the IN CAMERA session and reported as follows: The Naming Rights for Bear Mountain Arena expire December 2013 and a RFP for naming sponsorship will be distributed shortly.

11. Adjournment

MOVED/SECONDED by Directors Jo Mitchell and Cynthia Day that the Board Meeting be adjourned at 8:57PM. CARRIED