Minutes of the West Shore Parks and Recreation Society Board of Directors Meeting held June 14, 2012

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

held Thursday, June 14, 2012 in the Fieldhouse

PRESENT: Arnie Hamilton, Les Bjola (Chair), Ken Williams, Winnie Sifert, Heidi Rast (Vice-Chair), Cynthia Day, Moralea Milne, Matt Sahlstrom, Terry Young, David Screech, Shaun Wysiecki (Secretary-Treasurer)

ABSENT: Rob Martin, Jo Mitchell, Mike Hicks, Lanny Seaton

STAFF PRESENT:

• Cindy O’Regan, Manager of Recreation
• Brian Merryweather, Human Resources Advisor
• Sue Dickson, Manager of Finance & Administration
• Lore Cumberbatch, Administrative Secretary

CALL TO ORDER

1. The meeting was called to order at 7:00 pm

APPROVAL OF AGENDA

2. MOVED/SECONDED by Directors Young and Hamilton that the agenda be adopted with the following additions;
   • Under Approval of Minutes as Item 3b) Summer Meetings
   • Under New Business as 7b) Facility Use Pass CARRIED.

APPROVAL OF MINUTES

3. a) MOVED/SECONDED by Directors Rast and Day that the minutes of the regular meeting held May 10, 2012 be adopted as circulated. CARRIED.

b) Summer Meetings The Chair noted that the Board will be standing down for the months of July and August but will call a meeting if required.

MOVED/SECONDED by Directors Young and Wysiecki the verbal report be received for information. CARRIED.

CHAIR’S REMARKS

4. The Chair noted that he was pleased to report that the Annual General Meeting held on Wednesday night went well and Director Wysiecki did a wonderful job of presenting the financial aspects of the Society. The Owner’s received a report from Chris Nation on governance; they will be calling a meeting to discuss the report and the renewal of contracts which expire at the end of the year.

The Shamrocks are in 3rd place and the number of fans attending games is in excess of 1100 patrons per game.

Newspapers articles have been distributed to each member and highlight a great deal of good press in the past month.

PUBLIC PARTICIPATION

5. N/A

STANDING COMMITTEE REPORTS

6. a) Finance Committee – The Chair of the Finance Committee reported as follows:

i) 1st Quarter Statement of Operations The Manager of Finance noted that as this item was not included in the agenda package of May 14, 2012 it was brought forward to the June 14th meeting for information.

b) Policy Committee Nothing to report.

c) Strategic Planning Committee Nothing to report.

d) Liaison Committee Director Rast brought forward a report dated May 29, 2012 in which she noted that in February 2012 a letter of introduction was sent to each member municipality to introduce the Board’s new Municipal Liaison position whose mandate is to improve communications between WSPRS and the Owners.

Along with the letter, a set of seven interview questions were sent out for member municipalities to provide their input and concerns facing West Shore Parks and Recreation. Meetings were well received and owners appreciated the opportunity to discuss issues face-to-face. She noted that in the fall she would like to visit each council to give them an update on “What’s going on at WSPR” and asked for thoughts from the Board as to what information we would like to bring forward to each municipality.

The Chair noted that some Board members had expressed concern that the committee has deviated from its original mandate and feel that the committee should be run by the Chair or several members instead of a member of just one. The Chair noted that there was no discussion and no report on the questions that went forward to the Board before the questions went to the Mayors.

After discussion, it was agreed that Director Rast and staff work together to develop the presentation and bring back to the Board for approval. The Board received the report for information.

e) Grizzlies Contract Committee The Grizzlies Contract Committee to meet on June 16, 2012.

NEW BUSINESS

7. a) Proposal from West Shore Tennis Society The Manager of Recreation brought forward a report dated June 11, 2012 in which the Tennis Society presented a proposal to incur all the capital costs to construct a covered structure for the existing tennis course on site. The project is estimated to cost between $250,000 and $400,000.

The Tennis Society would operate the facility through a long term lease arrangement similar to other agreements at WSPRS. The Tennis Society would pay a monthly lease payment which would cover all operational costs incurred by WSPRs associated with the use of the tennis facility as well as for capital costs associated with the facility repairs and eventual replacement.

After discussion, it was

MOVED/SECONDED by Directors Day and Wysiecki that staff enter into a Letter of Intent with the aim of developing a Memorandum of Understanding with the Tennis Society and bring back to the September board meeting for review. CARRIED.

b) Facility Use Passes The Chair brought forward a request that free usage of the Facility Use Passes be extended to include member municipality council members.

After discussion, it was

MOVED/SECONDED by Directors Day and Wysiecki that the request be forwarded the Policy Committee. CARRIED.

OLD BUSINESS

8. N/A

FOR INFORMATION

9. a) Human Resources Staffing Report The Manager, Human Resources presented a report dated June 4, 2012 for the period of May 1-31, 2012.

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

b) Administrator’s Report The Manager of Recreation presented a report on behalf of the Administrator, Linda Barnes for the month of June 2012 for information.

“We are all looking forward to some sunshine, but even the changeable weather doesn’t seem to be a problem for many of our spring programs and summer registrations. In Preschool Programming our ECE instructors have been hired for our Nature Preschool program, and will be attending joint training with the Teacher and ECE of the SD 62 Nature Kindergarten program in June. The pilot program will be running September-December, and the 10 month licensed program will begin in January 2013.

Enrollment for September 10 month preschool program at Centennial Centre is doing well-the morning class is full with 6 on the waitlist, and staff are exploring opportunities to accommodate those on the waitlist with additional programs at Centennial Centre

Youth Week was a great success. A number of activities were held during the week culminating with an inter-municipal Much Music dance held at Esquimalt arena with 100 kids attending.

Leadership grants were given out to youth groups providing events and activities during youth week. 3 grants were awarded totalling $750.

Summer Supervisors started their positions and have been working at preparing for summer camps/programs.

Friday night teen drop in continues to see increase in participation. We are currently seeing 12-15 participants attend weekly

On May 20 Team X hosted a triathlon event on our site. The event involved:

• 750m swim in JdF Pool
• 18.5km bike ride along Ocean Blvd.
• 5km run on the JdF chip trail

The organizing committee was extremely pleased with this year’s event and the support they received from staff. They are hoping to host the event again in 2013

For the fourth month in a row we have seen an increase in the number of green fees played over that of 2011. In April there was an increase of 23% over 2011 equating to approximately 540 extra rounds played. May has also seen an increase of 6% or 188 round played.

The Pro Shop has organized a ladies night out golf tournament in partnership with the Investors Group. The tournament takes place on Thursday June 07 with a full registration of 72 golfers. Ladies will enjoy a round of golf, dinner and prizes.