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, December 4, 2014 in the Fieldhouse

PRESENT: Directors Rob Martin (Chair), Arnie Hamilton, Cynthia Day, David Screech, Ed Watson, Heidi Rast, Les Bjola (arrived late), Matt Sahlstrom, Shaun Wysiecki, Terry Young, Winnie Sifert and Leslie Anderson (new Director from the District of Highlands)

ABSENT: Directors Moralea Milne and Lanny Seaton

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

PUBLIC PRESENT: Volunteers from the JDF Seniors' Centre A number of spouses of Directors Community Representative from Colwood Member of JDF Soccer Association Ken Williams, District of Highlands

1. Call to Order

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

2. Approval of Agenda

MOVED/SECONDED BY DIRECTORS DAY AND HAMILTON THAT THE AGENDA BE APPROVED. CARRIED

3. Approval of Minutes

MOVED/SECONDED BY DIRECTORS RAST AND DAY THAT THE MINUTES OF THE REGULAR MEETING HELD NOVEMBER 20, 2014 BE ADOPTED AS CIRCULATED. No omissions, no errors. CARRIED

4. Public Participation

Martin Larratt from the JDF Soccer Association asked about the status of the fields, i.e., they understand there are plans to designate Field 1 to other user groups than themselves - and Field 2 is in poor playing condition. QUESTION: What is happening with fields next year and how is that going to affect JDF Soccer Association's user time?

The Chair explained that questions of this nature are not discussed at Board meetings but staff would be happy to speak to him directly tonight after the meeting is adjourned and answer his question and concerns.

5. Chair's Remarks

The Chair opened the meeting with the following comments:

• A number of changes in the Board are happening this year.
• Councillor Leslie Anderson has been appointed as the new Director for the District of Highlands – her term will officially start in January but she is sitting at the table tonight at Director Williams’ request – welcome Leslie.
• A number of Directors are leaving the Board.
  • Ken Williams – has been elected Mayor of the District of Highlands (Leslie Anderson will take his place).
  • David Screech – has been elected Mayor of View Royal – will be appointing someone new.
  • Heidi Rast is also leaving from View Royal and a new person will be appointed to take her place on the Board.
  • Cynthia Day – her role with Colwood has shifted direction and she will be working on CRD related issues with Mayor Hamilton – a new person from Colwood will be appointed to the Board.
  • Shaun Wysiecki – has accepted an opportunity with the Bank to further his career path in Vancouver – Shaun’s knowledge and leadership as a Director and as Chair of the Finance Committee will be tremendously missed.
• The Chair expressed gratitude to all the Directors who are leaving; each has brought a great deal to the table and has made significant contributions to the Board and Society over the years. Best of luck in your future endeavours. I look forward to seeing the remaining Members in the New Year; Linda would echo my sentiments.

6. Standing Committees

a) Finance

• Director Wysiecki firstly thanked Director Williams for handling the Budget review in his absence at the November meeting – reading the Minutes, it appears that the review went smoothly with very few questions.
• Secondly, the move to Vancouver is a big one, very exciting career opportunity for me – working with the Board over the last 6 years has been an excellent experience and I thank you all for your support and camaraderie.
• The Chair added a follow up on the Budget review – there had been a question from Director Watson at the November meeting regarding the numbers/wording in paragraph 1 of the Report – asked the Manager of Finance, Sue Dickson, to address who confirmed that the numbers referred to the amounts on the Budget Overview not the Budget Summary. The only error was on the Report itself (revenues were in fact $20K under, not over) and the Report was for internal purposes only and is not part of the package that goes out to the Member Municipalities. Director Watson was satisfied with the answer, thank you.

b) Strategic Planning

Nothing to report at this time.

c) Policy

Nothing to report at this time.

7. New Business

N/A

8. Old Business

N/A

9. For Information

a) Human Resources Report – N/A (year-end report will be provided at January meeting)

b) Administrator’s Report (attached)

• In addition to the Report, Quarterly Registration Comparison Statistics 2013 vs 2014 were handed out for information, showing excellent continued increases in membership pass sales, program registrations and new account creations.
• The Manager of Recreation, Sandy Clarke, spoke to the rest of the Report in the Administrator’s absence adding personally to the mention of her position having been filled over this last year or so – I have worked in Recreation for many years in other facilities and am enjoying the positive, forward thinking work environment at West Shore – I feel fortunate to have landed here and look forward to what lies ahead for us, in the New Year and beyond.
• The Rotary Picnic Playground is complete; and the new sponsorship for the lower arena has brought a flashy new look at the Q Centre and we are recognizing the advertising and marketing opportunities that are coming with the new sponsorship.
• Rock the Shores was a huge hit this summer.
• The Velodrome project; rugby at West Shore; and the development of the fields and NLCs with the School District – lots of excitement to look forward to.
• To add a Fun Fact – we are offering a Stocking Stuffer special for Christmas – 5 admission passes for $15 ($10 for youth) to promote fitness at WSPR that is affordable for everyone.
• The new Activity Guide is out and registration starts this week.

MOVED/SECONDED BY DIRECTORS WYSIECKI AND DAY THAT THE REPORT BE RECEIVED. CARRIED

10. IN CAMERA

N/A

11. ADJOURNMENT

MOVED/SECONDED BY DIRECTORS HAMILTON AND SAHLSTROM THAT THE MEETING BE ADJOURNED AT 7:13 PM CARRIED