Minutes of the West Shore Parks and Recreation Society Board of Directors’ Meeting held October 10, 2013

BOARD OF DIRECTORS

Minutes of the West Shore Parks and Recreation Society

Board of Directors’ Meeting

Thursday, October 10, 2013 in the Fieldhouse

PRESENT: Directors Rob Martin (Chair), Les Bjola, Cynthia Day, Arnie Hamilton, Moralea Milne, Jo Mitchell, Lanny Seaton, Matt Sahlstrom, David Screech, Winnie Sifert, Shaun Wysiecki

ABSENT: Heidi Rast, Ken Williams, Terry Young

STAFF PRESENT:

• Linda Barnes, Administrator
• Sue Dickson, Manager of Finance & Administration
• Wade Davies, Manager of Operations
• Brian Merryweather, Manager of Human Resources
• Ron Dietrich, Maintenance Supervisor
• Annie Mulcahy, Recorder

PUBLIC PRESENT:

• Two members from the Juan de Fuca Seniors’ Centre
• Mayor Carol Hamilton, City of Colwood

1. Call to Order The Chair called the meeting to order at 7:04PM.

2. Approval of Agenda Director Martin motioned to amend the Agenda by striking 6. e) Policy Committee – Board of Director Policy Review and defer that item to the next meeting. MOVED/SECONDED by Directors Milne and Mitchell that the Amended Agenda be approved. CARRIED

3. Approval of Minutes MOVED/SECONDED by Directors Screech and Sifert that the Minutes of the regular meeting held September 12, 2013 be adopted as circulated. CARRIED

4. Chair’s Remarks Director Martin commented on what a busy month it has been, with many challenges. He sees more challenging times ahead and is hopeful that the Board will be able to work positively together over these next few months to tackle the issues that are in front of us.

5. Public Participation Member from the Juan de Fuca Seniors’ Centre commented on the fantastic service having Shaw Wifi available throughout WSPR is for patrons.

6. Standing Committees a) Finance Director Wysiecki gave an overview of the Finance Committee Meeting earlier that evening:

   • Lively conversation as Committee members took an initial look at the draft budget
   • We’re seeing high level figures – steady increase in program registration and strong Food & Beverage revenues
   • Good news with total requisitions at 2.5%
   • The Committee agreed to meet again in one week for further discussions before bringing the draft budget forward for Board approval – any Directors who are interested are encouraged to attend the meeting on October 17
   • The Committee hopes to have the draft budget ready for approval at the November Board Meeting

   b) Strategic Planning – Nothing to report

   c) Grizzlies Linda Barnes reported that WSPRS has communicated with the Grizzlies to deliver the Board’s decisions of September 12, 2013 that 1) a further one year reduction in rent has been granted; and 2) that the request to reopen contractual negotiations was denied.

   d) CAO Committee – Performance Assessment – item to go IN CAMERA

7. New Business N/A

8. Old Business a) Royal Bay Fields Report [deferred from last meeting] A motion was brought forward in the Finance Committee Meeting tonight that WSPRS move forward to provide fields at Royal Bay noting that, with the budget yet to be adopted, there will be debate about how this project will be funded. Without speaking to costs, WSPRS has been negotiating with the School District since 2008, from when plans to build the new high school emerged, and the Board has continually endorsed being part of the project throughout that time.

   MOVED/SECONDED by Directors Wysiecki and Day that the Society enter into a formal agreement with School District 62 for the development of shared fields at Royal Bay High School.

   Further discussion took place around estimated costs and whether we are putting WSPRS in any financial risk by investing in the fields. Although the money is in the WSPRS budget, the question was raised whether there would be funds available in the SD budget. Linda provided clarity that the SD has allotted money for one field and has space for two fields at Royal Bay. They have approached us to partner in the development of both fields. WSPRS represents all member municipalities, and the need for first class, year round lighted fields within the Western Communities is undisputed. We’ve been offered the opportunity of partnering with the SD to gain the use of two fields for only the cost of one plus shared maintenance.

   Director Martin called for a vote. All in favour – 6 Opposed – 5 CARRIED

   Further discussion: Director Bjola wanted his comment on record that he voted against the motion at the Finance Committee Meeting because he feels that if it were taken to Langford, council would vote it down. As a member of this Board, he believes the motion will put WSPRS in jeopardy, and he brought forward an amended motion to seek legal advice.

   Amended Motion MOVED/SECONDED by Directors Bjola and Day to get a legal opinion as to whether we would be putting WSPRS in financial danger by entering into an agreement with School District 62 for the development of fields at Royal Bay. CARRIED

9. For Information a) Human Resources Report Brian Merryweather reported things were quiet on the HR front for the month – nothing out of the ordinary.

   MOVED/SECONDED by Directors Day and Mitchell to receive the information. CARRIED

   b) Administrator’s Report Linda Barnes went over some highlights of the report including the arrival of Sandy Clarke our new Manager of Recreation; some very positive stats for the month of September showing a strong increase from the previous year for new accounts and overall point of sale; and the incredible job staff did to put together a last minute day camp to accommodate 40 children who were uprooted with an fire-related emergency at Millstream School. Linda also extended an invitation to all the Directors to the upcoming Staff Day on Wednesday, October 23 at 8:30AM – 1:00PM in the Fieldhouse.

   MOVED/SECONDED by Directors Bjola and Mitchell to receive the information. CARRIED

   Director Day gave a quick presentation of the User-Friendly Trail Guide, noting that the initiative recently won the Community Business Award in the Healthy Communities Category with the West Shore Chamber of Commerce, and that updated information about the guide can be found on the WSPRS website.

10. In Camera: MOVED/SECONDED by Directors Sahlstrom and Wysiecki that the Board move IN-CAMERA. CARRIED

11. Adjournment MOVED/SECONDED by Directors Bjola and Milne that the Board Meeting be adjourned at 9:00PM. CARRIED