Minutes of the West Shore Parks and Recreation Society Board of Directors Meeting - March 12, 2015
Minutes from the board of directors meeting of an external organization relevant to the Town.
BOARD OF DIRECTORS
Minutes of the West Shore Parks and Recreation Society Board of Directors Meeting Thursday, March 12, 2015 in the Fieldhouse
PRESENT: Directors Ed Watson (A/Chair), Marcie McLean (for Leslie Anderson), Les Bjola, Lilja Chong, Arnie Hamilton, Al Hood, Jennifer Jakobsen, Ron Mattson, Moralea Milne, Lanny Seaton and Darren Wright
ABSENT: Directors Rob Martin, Matt Sahlstrom, Winnie Sifert and Terry Young
STAFF PRESENT:
- Linda Barnes, Administrator
- Sandy Clarke, Manager of Recreation
- Brian Merryweather, Manager of Human Resources
- Sue Dickson, Manager of Finance
- Annie Mulcahy, Recorder
PUBLIC PRESENT:
- 5 Volunteers from the JDF Seniors Centre
- Mayor Carol Hamilton
1. CALL TO ORDER
The A/Chair called the meeting to order at 7:00 P.M.
2. APPROVAL OF AGENDA
MOVED/SECONDED BY DIRECTORS MILNE AND MATTSON THAT THE AGENDA BE APPROVED. CARRIED
3. APPROVAL OF MINUTES
MOVED/SECONDED BY DIRECTORS MATTSON AND HOOD THAT THE MINUTES OF THE REGULAR MEETING HELD FEBRUARY 12, 2015 BE ADOPTED AS CIRCULATED. NO OMMISSIONS, NO ERRORS. CARRIED
4. PUBLIC PARTICIPATION
Members of the JDF Seniors Centre introduced themselves and expressed their continued interest and support: Betty Smith, new President; Rita Perren, Vice President; and Evelyn Schumacher, 2nd Vice-President.
5. CHAIRS REMARKS
A/Chair Director Ed Watson introduced himself – chairing the meeting in Director’s Martin’s absence:
- Follow up from last meeting – Rock the Shores producers had planned to attend tonight to present a mock-up of the promotional artwork they want to display this year – staff are working with Atomique and will take it from here and report back the Board with updates as necessary – item struck from pending items at this time.
- Grizzlies lost the final game (double overtime) – their season is over – ice will remain in the rink until after the Easter weekend.
- Work is happening in the Velodrome – turf is being delivered on Monday, all the prep work has been done and the work should be completed by the middle of April.
6. STANDING COMMITTEES
a) Finance
Finance Chair Director Bjola reported that a Finance Committee Meeting will be held on April 9^TH (directly before the Board Meeting) – Agenda will be sent out to Committee Members in due course.
b) Strategic Planning
A/Chair Watson reported that a meeting will take place once Director Martin returns from vacation and the SP Committee will begin initial work on the new 2015-2020 Strategic Plan then – updates to follow.
c) Policy
Director Milne reported that the new Environment Committee had another meeting – looking at tree management and overall direction – the meetings are open to any Directors who would be interested.
7. NEW BUSINESS
N/A
8. OLD BUSINESS
a) Centennial Centre – Future Usage
The Administrator spoke to the attached report:
- Further to discussions at the February meeting, conversations have taken place with the CAO of Langford – the municipality has confirmed there is no interest in using CC for anything other than community programming.
- The item of future programs/usage of CC is going to Langford Council to continue to assess community needs.
- WSPRS will be moving programs into the new high schools – currently organising those shifts.
- Repairs and maintenance (e.g., roof) will be required if WSPRS is going to continue to use the building – staff are currently determining costs to take forward to the Finance Committee for consideration.
MOVED/SECONDED BY DIRECTORS HOOD AND JAKOBSEN THAT THE REPORT BE RECEIVED. CARRIED
9. FOR INFORMATION
a) Human Resources Report
Manager of Human Resources Brian Merryweather verbally added to the attached report:
- Grievances in the last two years at WSPRS have been extremely low – 2 in 2013 and 1 in 2014 (there were 65 grievances in total from 2002-2014).
- WSPRS has established a positive working relationship with CUPE.
- The Administrator provided further clarification when a grievance goes to arbitration that is when there is potential cost to the organization, and no grievances escalated to arbitration last year.
MOVED/SECONDED BY DIRECTORS BJOLA AND MATTSON THAT THE REPORT BE RECEIVED. CARRIED
b) Administrators Report
The Administrator provided a few highlights from the Report:
- Neighbourhood Nights program progressing – waiting for approval of funding from the BC Recreation Foundation but will go ahead in any event. The program will promote a sense of community and get people active in their neighbourhood – Thrifty Foods is a sponsor and staff are looking at other sponsors as well.
- Staff Onsite Tour at Royal Bay – very exciting – fields coming together; walls going up inside the building and spaces for the NLC programs becoming clearer.
- Free swim on Family Day was a big success with an impressive 740 using the pool that afternoon.
MOVED/SECONDED BY DIRECTORS MILNE AND MATTSON THAT THE REPORT BE RECEIVED. CARRIED
10. IN CAMERA
MOVED/SECONDED BY DIRECTORS BJOLA AND CHONG THAT THE MEETING MOVE TO IN CAMERA. CARRIED
11. ADJOURNMENT
MOVED/SECONDED BY DIRECTORS BJOLA AND MATTSON THAT THE MEETING BE ADJOURNED AT 8:06 P.M. CARRIED
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