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, February 12, 2015 in the Fieldhouse

PRESENT: Directors Rob Martin (Chair), Leslie Anderson, Les Bjola, Lilja Chong, Arnie Hamilton, Al Hood, Jennifer Jakobsen, Ron Mattson, Moralea Milne, Winnie Sifert, Ed Watson and Terry Young

ABSENT: Directors Matt Sahlstrom, Lanny Seaton and Darren Wright

STAFF PRESENT:

• Sandy Clarke, Manager of Recreation
• Brian Merryweather, Manager of Human Resources
• Sue Dickson, Manager of Finance
• Annie Mulcahy, Recorder

PUBLIC PRESENT:

• 3 Volunteers from the JDF Seniors Centre
• Mayor Carol Hamilton

CALL TO ORDER

1. The Chair called the meeting to order at 7:02 P.M.

APPROVAL OF AGENDA 2. 2 items added under New Business – Rock the Shores (Chair); and View Royal Ballparks (Director Mattson). MOVED/SECONDED BY DIRECTORS YOUNG AND HAMILTON THAT THE AGENDA BE APPROVED. CARRIED

APPROVAL OF MINUTES 3. MOVED/SECONDED BY DIRECTORS CHONG AND SIFERT THAT THE MINUTES OF THE REGULAR MEETING HELD JANUARY 22, 2015 BE ADOPTED AS CIRCULATED. NO OMMISSIONS, NO ERRORS. CARRIED

PUBLIC PARTICIPATION 4. N/A

CHAIRS REMARKS 5. Chair Martin’s opening remarks included:

• Reminder to all Directors about their WSPRS membership – be sure to get signed up for the year and use the rec centre regularly.
• Director of Operations, Wade Davies is on leave having hip replacement surgery – will be returning by next month – if any new Directors have not taken a facility tour with Wade they are encouraged to schedule one for his return (contact Annie Mulcahy).
• The Administrator is not able to attend the meeting tonight as she has been called away on a personal family matter.
• Committee appointments were made last month – if anyone would like to sit on an additional Committee they are asked to express their interest to the Chair; the Committees are not limited to the initially selected members.

STANDING COMMITTEES 6. a) Finance Finance Chair, Director Bjola reported that he had met with the Administrator and the Manager of Finance, Sue Dickson to review financial procedures. The first Finance Meeting of the year will be coming up in April.

b) Strategic Planning Nothing to report at this time.

c) Policy Nothing to report at this time.

Director Milne spoke on behalf of the Environment Committee – the new committee has met and had a productive conversation on some general issues – topics on the table include developing natural areas; a tree management policy; National Audubon Society certification; and generally putting into policy things WSPRS already does – more to come.

NEW BUSINESS 7. a) Rock the Shores Update Chair Martin gave a verbal update:

• The producers, Atomique have approached the City of Colwood and requested to erect a mural of the RTS Eagle to promote the concert – the location would be highly visible and the mural would be put up for approx. three months leading up to the festival – local artists would provide the artwork and there would be no cost to producing it. The JDF Arena came up as a potential location for a mural.
• Question being brought forward for consideration by the Board – would WSPRS be open to the idea – Atomique could provide a mock-up of the design.

General discussion and consensus to invite Atomique to the March Board Meeting to give a presentation with design ideas.

Further discussion ensued – RTS is four years strong, overall beneficial event and great revenue generator for WSPRS.

b) View Royal Baseball Fields Director Mattson brought forward for consideration to the Board whether WSPRS would be willing to take on responsibility for three existing baseball fields – View Royal is currently maintaining (and basically carrying the cost of) the parks.

Chair Martin recommended that he follow up with the Administrator to coordinate with View Royal CAO, Kim Anema; to get a full report to bring back to the Board.

OLD BUSINESS 8. a) Neighbourhood Learning Centre Update Manager of Recreation, Sandy Clarke, gave slide presentation to provide background and progress on the NLC Program.

General discussion followed the presentation regarding space allocation within the schools, and the logistics of moving programs from Centennial Centre. The conversation encompassed potential uses of CC in the future; what types of programs would be beneficial to continue running to serve the community (population that would not likely follow programs that were relocated to Royal Bay).

The Administrator to follow up with the CAO of Langford to formally discuss what types of programs would be viable and report back to the Board at the March Board Meeting with more information, including a projection of costs required to keep programs running at CC (maintenance budget, not capital cost).

MOVED/SECONDED BY DIRECTORS MATTSON AND ANDERSON THAT THE REPORT BE RECEIVED. CARRIED

FOR INFORMATION 9. a) Human Resources Report Manager of Human Resources, Brian Merryweather presented statistics from last year to add context to the monthly Human Resources Report. 2014 Stats:

• 49 Postings; an average year
• 93 positions filled
• 29 internal; 64 external
• 1,014 applications received
• We track our successful candidates to find out where they heard about our vacancy
• We have found our WS web site and word of mouth from our current employees is # 1
• We advertise at UVic and other universities, Camosun and other colleges, dance schools and High Schools – all free advertising
• No one is hired w/o a posting/competition
• No one is hired w/o a thorough reference check
• Dec 31st, 2014: 48 FT employees; 15 PT employees; 219 Auxiliary = 282
• Dec 31st, 2010: 49 FT employees; 19 PT employees; 211 Auxiliary = 279

MOVED/SECONDED BY DIRECTORS BJOLA AND HOOD THAT THE REPORT BE RECEIVED. CARRIED

b) Administrators Report Manager of Recreation, Sandy Clarke provided an overview of the Report in the Administrator’s absence and handed out an instruction sheet to download the new Drop-In App that is now available in the Apple Store and the Google Play store for Android Users.

MOVED/SECONDED BY DIRECTORS BJOLA AND YOUNG THAT THE REPORT BE RECEIVED. CARRIED

IN CAMERA 10. MOVED/SECONDED BY DIRECTORS MILNE AND SIFERT THAT THE MEETING MOVE TO IN CAMERA. CARRIED

ADJOURNMENT 11. MOVED/SECONDED BY DIRECTORS YOUNG AND HOOD THAT THE MEETING BE ADJOURNED AT 8:33 P.M. CARRIED