Minutes of the West Shore Parks and Recreation Society Board Meeting - March 8, 2012
Minutes from the regional parks and recreation society meeting, covering budget concerns and playground fundraiser updates.
Minutes of the West Shore Parks and Recreation Society Board of Directors Meeting held Thursday, March 8, 2012 in the Fieldhouse
PRESENT: Arnie Hamilton, Les Bjola (Chair), Jo Mitchell, Ken Williams, Winnie Sifert, Heidi Rast (Vice-Chair), Lanny Seaton, Shaun Wysiecki (Secretary-Treasurer), Cynthia Day, Rob Martin, Mike Hicks, Moralea Milne, Matt Sahlstrom, David Screech
ABSENT: Terry Young
STAFF PRESENT:
- Linda Barnes, Administrator
- Cindy O’Regan, Manager of Recreation
- Brian Merryweather, Human Resources Advisor
- Sue Dickson, Manager of Finance & Administration
- Wade Davies, Manager of Operations
- Lore Cumberbatch, Administrative Secretary
CALL TO ORDER
- The meeting was called to order at 7:00 pm
APPROVAL OF AGENDA
- MOVED/SECONDED by Directors Rast and Wysiecki that the agenda be adopted with the following additions;
- under New Business as 7e) E-mails
- under Old Business as 8b) Facility Naming Policy Committee CARRIED.
APPROVAL OF MINUTES
- MOVED/SECONDED by Directors Seaton and Sifert that the minutes of the regular meeting held February 9, 2012 be adopted as circulated.
CHAIR’S REMARKS
- The Chair thanked staff for their hard work and preparation in putting the budget together and hoped that it will be approved by all member municipalities shortly.
PUBLIC PARTICIPATION
- N/A
REPORT FROM THE FINANCE COMMITTEE
- The Chair of the Finance Committee brought forward a verbal report on Finance Committee meeting held prior to the Board Meeting as follows:
a) Responses to District of Metchosin & Highlands re: JdF Upgrade Project The Chair of the Finance Committee noted that two letters the District of Highlands and the District of Metchosin pertaining to the funding of the JdF Upgrade Project were brought forward to the Finance Committee.
MOVED/SECONDED by Directors Wysiecki and Day that the WSPRS Board chair prepare a letter in response to Metchosin Council which includes and restates the responses to the letters of February 6th and 20th (Items 1, 2 & 4) and enclose the calculation of the JdF Upgrade (weight room) Project as presented at the March 8, 2012 Finance Committee. CARRIED.
b) Response to Highlands Letter The Administrator brought forward a letter from the District of Highlands dated February 27, 2012 pertaining to the 2012 budget which was received for information.
c) City of Colwood Converted Assessments The City of Colwood brought forward concerns about how exceptions and requisitions have been calculated noting that in 2010 they were undercharged and in 2011 they were overcharged. They asked that all members review how they calculate requisitions. Discussion continued on to item d).
d) Future Provision of Converted Assessment Information from Members It was noted that WSPRS does not calculate requisitions they are given amounts by the member municipalities and therefore the owners need to call a meeting to address the requisition issue.
After discussion, it was;
MOVED/SECONDED by MOVED/SECONDED by Directors Wysiecki and Screech that the Board send a letter to the Owner’s requesting that the Owner’s group have their auditors provide converted assessment requisition figures directly to WSPRS and make the WSPRS Board available to facilitate any change that the members may request. CARRIED.
e) Budget Concerns Director Milne brought forward concerns on: 1. How the budget is completed; 2. The viability of the centre for future years; 3. Budgeting and programs, learning what the exact cost for each program and; 4. The owner’s agreements are coming due at the end of the year and concern on how that is going to play out.
The Chair of the Finance Committee thanked Director Milne for bringing forward her concerns.
f) Strategic Planning Discussion Director Rast noted that the Strategic Planning Workshop is scheduled for Thursday, April 19, 2012 at 5:00 pm in the Fieldhouse. This event will assist in developing priorities for the Board for current and upcoming years and ensure that all member municipalities and WSPRS are on the same page.
NEW BUSINESS
- a) 2011 Annual Report Presentation The Administrator presented the 2011 Annual Report. This report highlights programs and gives an overview of how and where programs are utilized. She thanked both Kathryn Mullis and Bobbi Neal for their tremendous work on the project.
MOVED/SECONDED by Directors Sifert and Sahlstrom that the report be received for information. CARRIED.
b) BC Winter & Summer Games 2016 and 2018 Bid The Administrator presented a report dated February 14, 2012 in which she noted that West Shore Parks and Recreation received a BC Winter & Summer Games 2016-2018 bid package from the City of Colwood with no recommendation. This invitation was sent on to West Shore Parks and Recreation Society with a request to present the information to the Board. The Administrator indicated that the usual process is to forward this request on to the Inter-Municipal Parks and Recreation Directors and see if there is interest in a BC Games bid.
The Inter-Municipal Parks and Recreation Directors have in the past made recommendations to their respective municipalities to work together as a region on bidding for BC Games. Without the support of the other municipalities, it would be difficult for West Shore Parks and Recreation to manage events of this magnitude.
After discussion, it was
MOVED/SECONDED by Directors Rast and Screech that the Board receives the bid package for information and that Administrator bring back a report on any interest in a BC Games bid from the Inter-Municipal Parks and Recreation Directors. CARRIED.
c) Rotary Picnic Playground Fundraiser Liaison In May of 2011, the Board had approved WSPRS starting a fundraising campaign to raise approximately $200,000 with the Rotary Club to build a new playground by the Rotary Picnic Shelter. Director Hanson had agreed to be Fundraising Chair for this project but as he is no longer on the Board this position is now vacant. The Chair asked for any volunteers to sit on this committee.
Director Rob Martin volunteered to be Fundraising Chair for this project.
d) Velodrome Participant Insurance The Administrator noted that the Greater Victoria Velodrome Association has secured insurance for the 2012 season and will be holding additional events with members of the public having access.
MOVED/SECONDED by Directors Seaton and Wysiecki that the verbal report be received for information. CARRIED.
e) E-mails Director Mitchell noted that when anyone sends out e-mails, please refrain from using the “reply all” to cut down on unnecessary e-mails.
f) Annual General Meeting (AGM) Date Director Rast brought forward a request to move the Annual General Meeting date for 2012. After discussion it was;
MOVED/SECONDED by Directors Wysiecki and Sifert that the Annual General Meeting be moved from Thursday, June 14th to Wednesday, June 13th and leave the regularly scheduled Board meeting date as previously scheduled (June 14th) and that notification be sent to member municipalities. CARRIED.
OLD BUSINESS
- a) Strategic Planning Workshop Update The Administrator gave an update pertaining to the Strategic Planning Workshop, noting that she has met with Mary Martin from Lexus Learning and the management team to prioritize staff strategic priorities. The Strategic Planning workshop is scheduled for April 19, 2012. This meeting will help to feed into the strategic timelines.
Director Rast noted that the Strategic Planning Committee will be meeting shortly to discuss the strategic priorities and what will be brought forward to the Board for review.
MOVED/SECONDED by Directors Seaton and Sifert that the verbal report be received for information. CARRIED.
b) Facility Naming Policy Committee At the February 2012 meeting, as per the policies, the Facility Naming Policy was to have 2 Board members and 1 Staff member. Director Hamilton had put forward a request to volunteer to the Chair, Director Rob Martin stepped down from the committee. The members who will sit on the committee are as follows; * Director Arnie Hamilton * Director Matt Sahlstrom * Cindy O’Regan, Manager of Recreation
FOR INFORMATION
- a) Human Resources Staffing Report The Manager, Human Resources presented a report dated February 27, 2012 for the period of February 1 - 29, 2012.
MOVED/SECONDED by Directors Mitchell and Williams that the Human Resources Staffing Report be received for information. CARRIED.
b) Administrator’s Report The Administrator thanked the Acting Administrator, Cindy O’Regan for putting together the Administrator’s Report this month in her absence.
She added that she met with Mary Martin from Lexus Learning and the management team to prioritize strategic priorities. The Strategic Planning workshop is scheduled for April 19th and this meeting will help to feed into the strategic timelines.
She thanked staff for pulling together care for children during the teacher’s strike last week having 15 spaces at Centennial Centre and 24 at JdF. In addition public skating and pool times were increased to accommodate children and parents who were off during this time.
WSPRS will be hosting a Bike Jam on Good Friday, the bike league will have 7 stations and it will be open to all riders from all school districts. Hope you can join us.
MOVED/SECONDED by Directors Sifert and Hamilton that the Administrator’s report be received for information. CARRIED.
- N/A
ADJOURNMENT
- MOVED/SECONDED by Directors Mitchell and Williams that he meeting adjourned at 8:15 pm. CARRIED.