Minutes of the West Shore Parks and Recreation Society Board of Directors Meeting (April 19, 2012)

Minutes of the West Shore Parks and Recreation Society Board of Directors Meeting held Thursday, April 19, 2012 in the Fieldhouse

PRESENT: Arnie Hamilton, Les Bjola (Chair), Jo Mitchell, Ken Williams, Winnie Sifert, Heidi Rast (Vice-Chair), Lanny Seaton, Cynthia Day, Rob Martin, Mike Hicks, Moralea Milne, Matt Sahlstrom, David Screech, Terry Young

ABSENT: Shaun Wysiecki (Secretary-Treasurer)

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 7:03 pm

APPROVAL OF AGENDA

MOVED/SECONDED by Directors Screech and Seaton that the agenda and the supplemental agenda be adopted with the following additions;
- under New Business as 7d) Event Policy
- under New business as 7e) Representative on Grizzlies Contract Committee CARRIED.

At this time, the Chair asked that Board deal with the In Camera Agenda before the regular meeting

MOVED/SECONDED by Directors Mitchell and Rast that at 7:03 pm the Board enter into an In Camera Session. CARRIED.

The Board rose without reporting from the In Camera session at 7:40 pm and resumed the regular meeting.

APPROVAL OF MINUTES

MOVED/SECONDED by Directors Seaton and Young that the minutes of the regular meeting held March 8, 2012 be adopted as circulated. CARRIED.

CHAIR’S REMARKS

The Chair noted the school board has approached WSPRS in managing and co-using their new facilities in the new schools that are being built. The schools that are being built they have the opportunity to increasing their community space by 15% if you go through the process of using the Neighbourhood Learning Centres. This will be win-win situation for both the school district and WSPRS. As this is only in preliminary discussion stages, there will be more information to come and will bring forward updates as more information becomes available.

PUBLIC PARTICIPATION

REPORT FROM THE FINANCE COMMITTEE

In the absence of the Chair of the Finance Committee, Director Williams brought forward a report on Finance Committee meeting held April 3, 2012 as follows:

a) 2012 Finance Committee Meeting Times The 2012 Finance Committee times for the year was reviewed and it was agreed to move the September 11th to September 18th and that an amended calendar would be forwarded to all committee members.

b) Presentation of the Draft Audited Statements. The Manager of Finance as well as Darryl Fedorak from KPMG presented and reviewed the draft audited statements with the Committee in depth. After discussion, the Finance Committee approved and forwarded the statements to the Board for approval.

MOVED/SECONDED by Directors Milne and Screech that the financial statements for the year ending December 31, 2011 be accepted.

c) Fees & Charges 2012-13 The Arena and Events Coordinator presented a report dated March 22, 2012 for the proposed Fees and Charges for 2012–13. He noted that annually there is a review of fees and charges and recommendations for change. Generally, the recommended fees are based on the average increase of CUPE wages and the fees being charged by surrounding municipalities. Fees that are well below or above average have been adjusted to be comparable and competitive. This year, this includes the curling and commercial field rates.

For the 2012-13 fee cycle staff are proposing drop-in fees remain the same as 2011 except for single admission rates which will see an increase of 10 cents and facility rental rates increasing an average of 2%.

The HST is scheduled to be rescinded in 2013 (no specific date) and when this occurs any fees which are inclusive of tax will be adjusted accordingly. After discussion, it was

MOVED/SECONDED by Directors Rast and Williams that the proposed Fees and Charges for the upcoming 2012/13 year be approved and sent to member municipalities for ratification. CARRIED.

d) 2012 Budget Update It was noted that the both the District of Metchosin and the City of Colwood have just recently passed the budget. All member municipalities have now approved the WSPRS 2012 Budget and have withdrawn stipulations pertaining to the fitness centre.

NEW BUSINESS

7. a) 2012/13 Fees & Charges Presentation This item was previously dealt with under Report from the Finance Committee as item 6a).

b) Request from Langford Minor Fastball – Letter dated March 6, 2012 The Langford Minor Fastball sent a letter to WSPR to revisit the idea of working with the School Board 62 to improve the school fields.

MOVED/SECONDED by Directors Day and Rast that staff write a letter to the School District pertaining to the letter from Langford Minor Fastball and bring information received back to the Board. CARRIED.

c) Electric Vehicle Charging Station at Library: Request from Colwood The Administrator brought forward a proposal dated April 17, 2012 from the City of Colwood to install Electric Vehicle Charging Stations at JdF Library.

After discussion, it was

MOVED/SECONDED by Directors Screech and Rast that the letter be returned to staff to complete a report and bring back to the May Board meeting. CARRIED.

7:55 pm - At this time the Chair noted that he had to leave the meeting for a previous engagement and asked the Vice-Chair, Director Rast to take the Chair.

d) Event Policy at West Shore Parks and Recreation Director Rast put forward a request that staff develop a special events policy for events.

After discussion, it was

MOVED/SECONDED by Directors Screech and Milne that the staff develop a special events policy and bring back to the Board for approval. CARRIED.

e) Representative on Grizzlies Contract Committee The Administrator noted that with the change in the Board in 2012 we require an additional Board member to volunteer to sit on the Grizzlies Contract Committee: Director Sifert volunteered to sit on the committee.

The Grizzlies Contract Committee consists of the following members:

Director Arnie Hamilton
Director Les Bjola
Director Winnie Sifert

OLD BUSINESS

FOR INFORMATION

9. a) Human Resources Staffing Report The Manager, Human Resources presented a report dated April 2, 2012 for the period of March 1 - 30, 2012.

MOVED/SECONDED by Directors Young and Screech that the Human Resources Staffing Report be received for information. CARRIED.

a) Administrator’s Report The Administrator presented a report dated April 4, 2012 for information.

Some additional items to note:

WSPRS hosted a very successful Chamber of Commerce Mixer with over 100 people in attendance.
New Wi-Fi has been installed in the reception lobby and has over 100 users a day.
The City of Colwood has received an extension to finish the crosswalk at WSPRS. They will be having a traffic study completed to decide on the best placement for this project.

MOVED/SECONDED by Directors Young and Martin that the Administrator’s report be received for information. CARRIED.

c) Rotary Play Park Fundraising Director Martin – Fundraising Chair for the Rotary Play Park brought forward an information package to the Board with special note on the fundraising incentives is the Legacy Brick for the Playground with bricks ranging from $100 – $200. He noted that display units are being made to showcase the bricks with order forms to be displayed at Colwood City Hall to hopefully attract patrons as they come in to pay their taxes. He is asking other member municipalities to consider doing the same to support this cause. Director Martin is happy to come to any member municipality to make a presentation at their respective council.

MOVED/SECONDED by Directors Young and Seaton that the report be received for information. CARRIED.