AGM MINUTES - JUNE 22, 2017 DRAFT
Minutes (pages 6-9 of the draft) of the West Shore Parks and Recreation Society Annual General Meeting, including committee reports and the appointment of auditors.
- Mayor John Ranns, commented that the public has the right to see the expenses for the contractors, as well as the employees plus expenses.
- Sandy Clarke, Acting Administrator commented that the preference of reporting employee positions & remuneration could be noted for future financial statements.
MOVED/SECONDED BY MAYORS RAANS AND SCREECH TO RECEIVE THE AUDITED STATEMENTS AND THAT STAFF DIRECT AN INQUIRY TO THE AUDITORS AS TO WHETHER A DETAILED REPORT IS NEEDED IN ORDER TO FULLY DISCLOSE REMUNERATION FOR EMPLOYEES, CONTRACTORS AND EXPENSES AND AS SUCH BE MORE ALIGNED WITH MUNICIPAL REPORTING POLICIES. CARRIED
c) Appointment of an Auditor
Finance Committee Chair Les Bjola presented the Report:
- No additions to written report.
MOVED/SECONDED BY MAYORS HAMILTON AND SCREECH THAT KPMG BE HIRED FOR 2017 AS AUDITORS FOR WEST SHORE PARKS AND RECREATION SOCIETY. CARRIED
d) Standing Committee Reports
i. Finance
Finance Committee Chair Les Bjola provided highlights of the report:
- Requisitions for 2016 represented 45% of all revenues.
- The accumulated surplus of $2, 287,095.00 is reserved for future repairs & maintenance.
- Financial information & reports on the society continue to be timely and accurate.
ii. Strategic Planning
Strategic Planning Committee Chair Ed Watson provided highlights of the Report:
- The Strategic Priorities outlined in the report for 2016-2020 received extensive input from WSPR staff and the Board of Directors.
- The key Strategic Priorities are strong relationships, sustainable operations and resources, excellence in service delivery and innovation leadership.
iii. Environment
Environment Committee Chair Moralea Milne provided highlights of the Report:
- Recognizes dual purposes of preservation of the rare ecosystem and species with public recreational use.
- Bioblitz was held on May 1st and there were 196 species recorded, three of which are rare or uncommon.
- Working on putting more signage into place in order to deter people from the most sensitive areas.
- Working with the Nature School and other programs to educate the leaders on the issues using the site.
- Have completed putting up bluebird nesting boxes.
iv. Skatepark
Sandy Clarke, Acting Administrator provided highlights of the Report:
- The Skate Park Coalition began looking for land available in all municipalities on the West Shore in 2016. The base of the hill towards the Golf Course at West Shore Parks & Recreation was one of the sites considered. A community meeting was had to go over the design ideas. An RFP has been developed and a Geotech report has been completed. The RFP will focus on getting a concept design for the skatepark, and initial cost estimates to build the park. In September, the results of the RFP will be reviewed with the Skatepark Committee and a report will go to the Board of Directors in October. This initial stage will outline the cost of the project without putting the society at financial risk.
Discussion:
- Mayor David Screech comments that the project should be kept moving forward as it is necessary for the youth in the area. He expressed his hope that collectively we can make it happen, with all owners supporting the skatepark.
ALL REPORTS: MOVED/SECONDED BY MAYORS SCREECH AND HAMILTON THAT THE REPORT BE RECEIVED. CARRIED
e) Special Resolution re: Society Bylaws
- Mayor David Screech presented the motions as distributed and asked for approval.
- Mayor Carol Hamilton stated that it was just housekeeping that needs to be done.
- Mayor John Ranns comments that the motion specifically identifies the role beyond the Chair’s duties and is not equivalent to the role of a Mayor. When referencing the right to suspend the CAO and employees, the key is that the role can suspend, not dismiss. There may be times that the employees and public need protection and there may also be times when an employee needs to be removed from a situation. There may be no time to call the Board together. Beyond that, the Chair would not be doing a lot without input from the Board Members.
- Mayor David Screech comments that it is the owners matter to decide. The Chief Administration Officer is accountable to the Chair. The role represents a slightly more authoritative figure.
- Sandy Clarke, Acting Administrator comments that the special resolution aligns closely with the Board Policy Manual with regards to the Chair’s position.
MOVED/SECONDED BY MAYORS RANNS AND SCREECH THAT BYLAW 36 (1) BE AMENDED BY REMOVING THE WORDS “OR UNTIL A SUCESSOR IS ELECTED.” CARRIED
MOVED/SECONDED BY MAYORS RANNS AND SCREECH THAT BYLAW 36 (3) BE DELETED FROM THE BYLAWS AND REPLACED WITH THE FOLLOWING:
(3) THE CHAIR IS THE HEAD AND CHIEF EXECUTIVE OFFICER OF THE SOCIETY. IN ADDITION TO THE CHAIR’S RESPONSIBILITIES AS A MEMBER OF THE BOARD, THE CHAIR HAS THE FOLLOWING RESPONSIBILITIES. (A) TO PROVIDE LEADERSHIP TO THE BOARD, INLCUDING BY RECOMMENDING BYLAWS, RESOLUTIONS AND OTHER MEASURES THAT, IN THE CHAIR’S OPINION, MAY ASSIST THE PEACE, ORDER AND GOOD GOVERNANCE OF THE SOCIETY; (B) TO COMMUNICATE INFORMATION TO THE BOARD; (C) TO PRESIDE AT BOARD MEETINGS WHEN IN ATTENDANCE; (D) TO PROVIDE, ON BEHALF OF THE BOARD, GENERAL DIRECTION TO THE CAO RESPECTING IMPLEMENTATION OF SOCIETY POLICIES, PROGRAMS AND OTHER DIRECTIONS OF THE BOARD; (E) TO SUSPEND THE CAO AND EMPLOYEES; (D) TO REFLECT THE WILL OF THE BOARD AND TO CARRY OUT OTHER DUTIES ON BEHALF OF THE BOARD.
CARRIED
f) Owners’ Meeting
Mayor Carol Hamilton put forth a motion regarding quarterly owners meetings.
Discussion:
- Mayor John Ranns comments that quarterly meetings may be too much and that annually might be better as everything is going well.
- Mayor Carol Hamilton responds that more is going to start happening with the skatepark, and floor replacement. We can start with quarterly meetings and then change the schedule if needed. The first meeting will be called in September.
- Mayor David Screech agrees that there is lots to talk about including the renewal of the 5 year operating agreement.
MOVED/SECONDED BY MAYORS CAROL HAMILTON AND DAVID SCREECH THAT THE OWNERS’ GROUP MEET QUARTERLY, ROTATING THE HOST MUNICIPALITY AND SUBSEQUENTLY THE CHAIRING AND ORGANIZING OF THE MEETINGS. CARRIED
Final Comments:
- Mayor John Ranns acknowledges the staff’s role in the running of the indigenous/aboriginal day festivities held in Metchosin on Wednesday, June 21, 2017. It was a very successful event and WSPR staff’s work was appreciated.
- Mayor David Screech thanks the staff and the Board for the ongoing oversight and management of WSPR.
OLD BUSINESS
- N/A
ADJOURNMENT
- MOVED/SECONDED BY MAYORS RANNS AND COUNCILLOR SEATON THAT THE ANNUAL GENERAL MEETING BE ADJOURNED AT 8:04PM CARRIED