Minutes of the West Shore Parks and Recreation Society Board of Directors Meeting - Thursday, March 10, 2016

BOARD OF DIRECTORS

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

Thursday, March 10, 2016 in the JDF Library Meeting Room

PRESENT: Directors: Rob Martin (Chair), Marcie McLean, Les Bjola, Lilja Chong, Arnie Hamilton, Al Hood, Jennifer Jakobsen, Ron Mattson, Moralea Milne, Matt Sahlstrom, Winnie Sifert, Ed Watson, and Darren Wright

ABSENT: Directors: Leslie Anderson, Lanny Seaton, Terry Young

STAFF PRESENT:

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

PUBLIC PRESENT: Mayor Carol Hamilton, City of Colwood

1. CALL TO ORDER The Chair called the meeting to order at 7:00PM.

2. APPROVAL OF AGENDA MOVED/SECONDED BY DIRECTORS MILNE AND JAKOBSEN THAT THE AMENDED AGENDA BE APPROVED. CARRIED

3. APPROVAL OF MINUTES MOVED/SECONDED BY DIRECTORS MILNE AND CHONG THAT THE MINUTES OF THE REGULAR MEETING HELD JANUARY 21, 2016 BE ADOPTED. CARRIED

4. PUBLIC PARTICIPATION N/A

5. CHAIRS REMARKS The Chair gave the following remarks:

• The Chair introduced Cherry Merryweather and thanked her for standing for the Administrative Assistant.

6. STANDING COMMITTEES a) Finance: No Update b) Strategic Planning – Update: No Update c) Policy: No update

7. OLD BUSINESS a) Confirmation of Committee selections The Chair verbally confirmed the following:

• Finance Committee: Les Bjola (Chair), Leslie Anderson, Al Hood, Ron Mattson, Moralea Milne and Darren Wright
• Strategic Committee: Lanny Seaton, Terry Young, Ed Watson and Jennifer Jakobsen
• Policy Committee: Arnie Hamilton, Moralea Milne, Winnie Sifert, Lilja Chong, Ed Watson and Jennifer Jakobsen
• Environment Committee: Moralea Milne, Matt Sahlstrom, Al Hood, Leslie Anderson, Ron Mattson FOR INFORMATION ONLY.

b) Pinty’s Grand Slam of Curling “Elite 10” Update Manager of Recreation, Sandy Clarke provided the following update:

• An information handout was provided (attached)
• Sandy noted that our investment is $150k and it is anticipated that we will recoup this from sales, refreshments and portion of shared sponsorship.
• Social house will be open to crew and attendees with us providing the refreshments and a percentage of sales will come to WSPR. FOR INFORMATION ONLY.

8. NEW BUSINESS a) Statistical 2015 Update Registration Comparison Stats, Information sheet distributed and explained by Linda.

• Linda noted that the POS has dropped, however, the annual pass sales have increased significantly.
• We have very high online registration. FOR INFORMATION ONLY.

b) 2020 / 2022 BC Summer Games and/or Winter Games Bid The Administrator provided an overview to the report:

• Colwood has submitted a request to hold these games. General thought is that we do not have the capacity to handle all venues and that we could be a part of the games only as a participant.
• Winter games out of reach for this region, summer games more viable within the region.
• Difficult for all the municipalities to bring this together and make a profit. It does create a disruption of regular services.

Staff Recommendation: THAT THE STAFF RECOMMENDATIONS BE APPROVED.

MOVED/SECONDED BY DIRECTORS MATTSON AND MILNE THAT THE STAFF RECOMMENDATIONS BE APPROVED. CARRIED

9. FOR INFORMATION a) Human Resources Report Report provided by Brian Merryweather.

• Over a period of 3 years the average number of postings is 55,
• The number of received applications is 1,026 with the average number hired is 105.

b) Administrators Report Administrator report attached:

• The Administrator shared the YPQI awarded Certificate of Excellence. FOR INFORMATION ONLY.

10. IN CAMERA MOVED/SECONDED BY DIRECTORS HAMILTON AND BJOLA THAT THE MEETING MOVE IN CAMERA. CARRIED

11. ADJOURNMENT MOVED/SECONDED BY DIRECTORS MATTSON AND BJOLA THAT THE MEETING BE ADJOURNED AT 6:50 PM. CARRIED