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

BOARD OF DIRECTORS

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

Thursday, May 8, 2014 in the Fieldhouse

PRESENT: Directors Rob Martin (Chair), Arnie Hamilton, Cynthia Day, David Screech, Ed Watson, Heidi Rast, Ken Williams, Lanny Seaton, Les Bjola, Moralea Milne, Shaun Wysiecki, Terry Young and Winnie Sifert

ABSENT: Director Matt Sahlstrom

STAFF PRESENT: Linda Barnes, Administrator Wade Davies, Manager of Operations Brian Merryweather, Manager of Human Resources Sandy Clarke, Manager of Recreation Annie Mulcahy, Recorder

PUBLIC PRESENT: JdF Seniors’ Centre members

1. Call to Order

The Chair called the meeting to order at 7:00PM.

2. Approval of Agenda

The Chair added agenda under New Business – Skatepark Committee Update.

MOVED/SECONDED by Directors Hamilton and Rast that the amended Agenda be approved. CARRIED

3. Approval of Minutes

MOVED/SECONDED by Directors Milne and Day that the Minutes of the regular meeting held April 10, 2014 be adopted as circulated.

No omissions, no errors. CARRIED

4. Public Participation

No comments or information.

5. Chair’s Remarks

No opening remarks from Chair Martin.

6. Standing Committees

a) Finance: 2014 First Quarterly Financial Review

Director Wysiecki, Chair of the Committee gave an update:

• The Finance Committee meeting scheduled for tonight was cancelled as the 2014 First Quarterly Financial Review was the only item on the agenda – the report was included in the Board agenda package and Director Wysiecki highlighted some main points.
• At 25% into the year, things are looking quite good.
• Total revenues are close to target at 25.32% of the budget with revenues in the Fitness area and Aquatics above target and showing continuous growth.
• Total expenses are approximately 3% under target.
• Overall we are very close to target, keeping in mind the ebb and flow to be expected in Repairs and Maintenance – higher as larger items come up but catches up over the year.
• More details included in the First Quarterly Statement of Operations.
• Committee recommendation for Board approval.

MOVED/SECONDED by Directors Wysiecki and Young that the 2014 First Quarterly Financial Review be received and approved by the Board. CARRIED

b) Strategic Planning: Strategic Priorities 2014-2015

Director Rast, Chair of the Committee, presented material provided (deferred from previous meeting):

• The Committee met in March.
• Progress to date – 2013-2014 Plan (brown chart).
• Review of remaining priorities – 2014-2015 Plan (purple chart).
• New strategic planning – 2015-2020 – in the works.

Discussion ensured around remaining priorities (mainly carry overs from last year):

• Strong Relationships
  • Presentations to councils
• Sustainable Operations/Resources
  • Natural Environmental Committee moving forward
  • Maintenance Committee working on resource recovery plan
• Supportive Governance
  • Ongoing

Question raised about the Core Program Review and it was agreed it should be carried over and added to the 2014-2015 Priorities, under Excellence in Service Delivery - Identify Program Priorities and plans for delivery of service.

MOVED/SECONDED by Directors Rast and Day that the Report be received. CARRIED

Further Discussion: Quarterly Financial Review would be one of the things that would be beneficial to include in the information presented and communicated to Councils.

Question: When is the Core Program Review expected to be completed?

The Manager of Recreation explained the review is a work in progress. We started with a framework document and extensive sessions have been held with staff. We are looking at themes and determining best ways to evaluate and price programs. Building work plans for services we feel will remain consistent and others that may change – hope to be able to report out to the Board by the end of September and expect work will continue one year after that.

Question: Who determines what the core programs should be?

The Manager of Recreation continued saying staff are taking a first crack at it. We are looking at it like a bull’s-eye in an attempt to show everything.

Motion put forward for a vote that the Report be received. All in favour. CARRIED

c) Policy Committee:

Director Milne, Chair of the Committee, gave a verbal update on the Environmental Committee:

• The Committee met in February.
• Bryan Wood is working on a tree policy to protect species on the ground and set out procedures for removing diseased trees.
• Would like to establish a Natural Area policy – e.g., Garry Oak Knoll by the library.
• Other ideas the Committee is looking at include a Speaker Series, interpretive signage, and an Idol Free Zone (with signage like the School Board uses).
• Minutes from the February Meeting will be distributed at the next Board Meeting.

MOVED/SECONDED by Directors Milne and Day that the update be received. CARRIED

Director Screech gave a verbal update on the Governance Agreements Committee:

• The Committee met last week.
• Good discussions were had at this initial meeting.
• Sent Metchosin and Langford reps back to their Councils to see what we can do to get a new Five Year Agreement in place.

MOVED/SECONDED by Directors Screech and Wysiecki that the update be received. CARRIED

Further discussion to clarify that the Board Policy Manual will go forward to the AGM in June.

7. New Business

a) Skatepark Committee Update

The Administrator gave a verbal update as follows:

• We have received a contract from the SD through Sobeys – working on a couple of issues so we will be sub-tenants of the final agreement.
• It has been confirmed that we can stay in the current skatepark until the end of September 2014.
• Colwood has offered Bylaw assistance that Langford has had to shoulder – offers have been made and we’re moving forward with that.
• Positive meetings with community stakeholders and receiving good feedback about developing the new skatepark – want to have a plan for the next steps by the end of September.
• Rough estimate of $200,000-$250,000 required funds – will be looking for funding and fund raising events.
• Very dedicated people in the community that want to see this happen. We are listening to them to know what the community needs.

Discussion ensued. Director Seaton suggested it would be much less expensive to build the skatepark on WSPR land and there would be space on the property.

Director Williams expressed his opinion that the new skatepark has to be done right. It has to be current and has to be a happening place to meet the needs of the users. The kids are so skilled and there is a huge community that are actively involved in boarding. The Administrator agreed and reiterated that WSPRS does not want to dictate the design – we want to develop the park with the community.

Director Sifert stated that Langford is not interested in buying land to build a park on. The Administrator said that’s not what we’re looking to do either – we hope there will be a spot that we can find. No decisions have been made at this time. More discussion about whether we should confirm the funds we have before going forward, or putting some financial guidelines in place.

The Chair redirected to say we’re still struggling with governance issues that need to be worked out with the Owners. We would have to resolve that before we could even consider building here.

Conversation concluded with general consensus around the importance of working collectively with the community. The skatepark needs to be right up and centre and we need to continue to consult with the skateboarders to do this well.

For information only.

8. Old Business

N/A

9. For Information

a) Human Resources Report

Human Resources Report provided by the Manager of Human Resources.

b) Administrator’s Report

In addition to the Report, the Administrator handed out Sales Stats by Municipality to report on 3 things:

1. Membership Pass Sales – totals have increased – continue to be on target for 2014;
2. Program Registrations – totals year by year of where people are coming from; and
3. New Clients to WSPR – brand new people coming through the door, possibly the most interesting data that show the continuing growth at WSPR.

These numbers do not include drop in business (do not have the ability to monitor where drop ins come from) but this is good information to take back to your Councils to illustrate who’s using WSPR.

MOVED/SECONDED by Directors Watson and Rast that both Information Reports be received. CARRIED

Further discussion confirmed that “New Clients to WSPR” refers to a person coming to West Shore for the very first time – if they had a membership in 2010 and then returned in 2014 they would still be in the system and would not show as a new client.

General agreement that this is the kind of information that would be helpful to present to Councils and the Administrator will send the Sales Stats out in a package to the Municipal CAOs.

c) Radio recordings from the Q

The Director of Operations played a sample of a radio advertisement.

For information only.

10. In Camera

MOVED/SECONDED by Directors Day and Wysiecki that the Board move In Camera. CARRIED

11. Adjournment

MOVED/SECONDED by Directors Williams and Wysiecki that the Board Meeting be adjourned at 8:26PM. CARRIED