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

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

November 17, 2015Pages 37–401 section

Minutes from the WSPR board meeting including reports on summer camps, finances, and facility naming policies.

8.3 OTHER REPORTS
September 10, 201546 summer camps held at Centennial Centre

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

Thursday, September 10, 2015 in the Fieldhouse

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

ABSENT: Directors Arnie Hamilton, Lanny Seaton and Darren Wright

STAFF PRESENT:

  • Linda Barnes, Administrator
  • Wade Davies, Manager of Operations
  • Brian Merryweather, Manager of Human Resources
  • Sandy Clarke, Manager of Recreation
  • Sue Dickson, Manager of Finance
  • Annie Mulcahy, Recorder

PUBLIC PRESENT:

  • Lana LaBlanc, Alternate Director for Colwood

CALL TO ORDER

  1. The Chair called the meeting to order at 7:05PM.

APPROVAL OF AGENDA

  1. MOVED/SECONDED BY DIRECTORS MILNE AND MATTSON THAT THE AGENDA BE APPROVED. CARRIED

APPROVAL OF MINUTES

  1. MOVED/SECONDED BY DIRECTORS HOOD AND ANDERSON THAT THE MINUTES OF THE REGULAR MEETING HELD JUNE 11, 2015 BE ADOPTED AS CIRCULATED. NO OMISSIONS, NO ERRORS. CARRIED

PUBLIC PARTICIPATION

  1. N/A

CHAIRS REMARKS

  1. The Chair gave the following remarks:
    • Amazingly busy at WSPR over the summer.
    • Open House for the Royal Bay Fields held last night – supportive response from users and the public.
    • The lights for the fields will be arriving this next Monday, September 14.
    • Summer camps were very successful – 46 held at Centennial Centre / 50 at JDF Rec Centre.
    • Grizzlies contract is complete.
    • Rock the Shores was popular again this summer with 11,000 people attending on Saturday and another 8,000 on Sunday.
    • Shamrocks have done extremely well this season and are into the Mann Cup now – big boost to F&B.
    • Press conference was held in July for Velox – they have rebranded themselves as West Shore RFC (Rugby Football Club).
    • NLCs are on the horizon – lots of good work ahead in that regard.
    • Recognition to the excellent staff at WSPRS.

Director Young echoed his compliments to the staff – the amount of people that use this place is staggering – there is a huge sense of pride and staff are a big reason WSPR such a dynamic place to be.

STANDING COMMITTEES

  1. a) Finance Committee Chair Les Bjola gave update on Finance Meeting held prior to the Board Meeting:
    • Second Quarterly Financial Review was presented – half way through the year, revenues at 49.25 of budget and expenses at 46.2% – surplus in the neighbourhood of $300,000 – all indications are on target to meet or exceed the 2015 budget. Overall we’re doing very well.
    • Staff working hard on the 2016 budget and the Committee’s work will begin in October and will be bringing the first draft forward to the Board.
    • Manager of Finance, Sue Dickson completed the changeover of banking services to Bank of Nova Scotia – terms of the agreement include NO services charges which will result in an annual savings to WSPRS of $9,000.

b) Strategic Planning N/A

c) Policy N/A

NEW BUSINESS

  1. a) WSPR – Summer of 2015 Update Manager of Recreation, Sandy Clarke presented a PowerPoint video created by Kathryn Mullis, Communications displaying Summer 2015 Program Highlights at WSPR.
    • 4 different areas showcased: Community Programs / Special Events / Partnerships / Summer Camps.
    • A handout information sheet was provided.

FOR INFORMATION ONLY

Presentation received positive comments from Directors – this is the kind of thing we should take to Councils – suggestion to post on the WSPR website (all registered programs have photo waivers signed) – Kathryn will look at condensing the video into a product that can be sent electronically or stored on memory sticks for presentation purposes.

OLD BUSINESS

  1. a) Facility and Commemorative Naming Policy The Administrator provided overview of Report
    • Item brought forward from the June Board Meeting – suggestion to put together a new committee to revisit the work that had been done in 2012 to see if it is still relevant.

General consensus to move forward with the idea and the Chair asked for 3 Directors to form the committee. Directors Bjola, Mattson and Hood volunteered, as well as Director Young. The four will meet as a sub-committee and report back to the Board at a future meeting.

b) Member Communication The Chair gave a verbal overview about recent news of development plans in Langford:

  • Working with Rugby Canada to develop a new federally funded sports facility – 19,000 sq ft training centre with a 7,000 sq ft gym.
  • Question: What is the relationship between the gym and public and the Y across the street, as well as how does that affect WSPRS looking at expanding a 2nd floor above the Weight Room? (the announcement by Langford was news to WSPRS)

Director Bjola confirmed that funding is in place only – no concrete plans – it is 2 years at least in the making. Further conversation that the Y will be open in Spring 2016 and, as discussed at the Finance Committee Meeting earlier, there is room for more facilities in the Western Communities.

FOR INFORMATION ONLY

FOR INFORMATION

  1. a) Human Resources Report Manager of Human Resources, Brian Merryweather verbally added that 13 positions were posted through the summer. Auxiliary staff much bigger and more complicated than regular staff – 95% of our postings are for auxiliary positions; lifeguards, summer camps etc. and all the things we do here.

Suggestion made that the West Shore Chamber of Commerce puts out a list of top employers and the rec centre should be on that list.

MOVED/SECONDED BY DIRECTORS BJOLA AND MATTSON TO RECEIVE THE REPORT FOR INFORMATION.

b) Administrators Report The Administrator provided some highlights of the report:

  • 2nd quarter registration stats (April 1 to June 30) show program registration up by 28% – membership pass sales up by 12%; new accounts up by 11% – outstanding ongoing increase.
  • 8 new AEDs in place, all funded by public grant money.
  • New free rugby program for girls, funded by a $500 grant from KidSport.
  • Kraft Hockeyville being hosted by the Q Centre on September 21st – rental situation only; difficult to work with organizer – staff have worked hard to make it happen. WSPRS will make some food sales – no liquor revenue.
  • Grand Slam Curling event coming in March 2016.

FURTHER CONVERSATION: Director Jakobsen has been working on the Kraft Hockeyville event– tickets have been drawn and assigned.

The Administrator closed the meeting by thanking the Grizzlies Committee – negotiating the contract was long and laborious process – thank you for your time and energy.

MOVED/SECONDED BY DIRECTORS MILNE AND MATTSON TO RECEIVE THE REPORT FOR INFORMATION.

IN CAMERA

  1. N/A

ADJOURNMENT

  1. MOVED/SECONDED BY DIRECTORS JAKOBSEN AND CHONG THAT THE MEETING BE ADJOURNED AT 7:45 P.M. CARRIED
Page 37–40

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Extracted from: 2015 11 17 Council Agenda