Nov 25, 2010HSCA Board of Directors Meeting: Thursday, October 28, 2010
6:15 pm – light dinner served
6:30 – 6:50 pm – Introductions & general discussion
7:00 pm – meeting start
Attendees: Anthony Sayers, Jay Michi, Lorna Cordeiro, Thibault, Tim Kitchen, Maria Lee
Regrets: David White, Robert Perry
Minutes: Kerri Treherne
Introduction of Guests
Maurizio Terrigno: ( maurizio@osteria.ca) He wants to be more informed about our communities. He also wants to be a bridge between the BRZ and HSCA. He has served on the Board of the BRZ for the past two years. Sun and Salsa is the biggest one day festival in Alberta. Board members have been elected and executive will be selected by the board.
- 1. Approval of Agenda and Minutes 6:50pm – 7:00pm
- Approval of Minutes from Board Meetings of September 28, 2010-Motion: Lorna
Second: Anthony.
- Approval/changes to Agenda
- Declaration of Conflicts of Interest
Presenter: Carol Stokes PIPMAC: Carol.stokes@calgary.ca
Meeting Oct 20/10. Bylaw and police patrols have been increased on Prince’s Island Park. Parks is considering having park maintenance over night to have more of a presence – this would be a security advantage. The committee is considering some organizational changes. Most of the members of PIPMAC are approaching the end of their terms according to PIPMAC’s Bylaws (it’s a City of Calgary Committee) Carol is near the end of her term but is hoping for an extension. She will let us know if we need to find a replacement prior to the AGM.
Action: Carol to provide link to PIPMAC minutes for our HSCA website. This may be difficult – currently people need to contact the chairman of PIPMAC to view the minutes.
- 2. Committee Reports & Action Item Follow up 7:00pm
a) Finance –
Lorna announced that she will step down from finance committee after the AGM.
i) Fund Raising – reference Agenda item. Tim discussed the recommendation that Board members consider contributing directly to the organization (financially) and/or become more actively involved in the fundraising process.
Jay commented that even if he were to write the letters it would look better if these letters were signed by a board member or member of a volunteer fundraising committee.
Thibault proposed the formation of a fundraising committee, but it was recognized that we have a plethora of committees as it stands and that another might not be sustainable at the moment. A suggestion was made that if we are sure about what we want to be fundraising for that we might consider hiring a fundraiser position or hire a fundraising consultant (that would pay for themselves)
ii) Cheque authorization – Approvals
Action: Tim, Maria, Lorna, and Thibault (and Jay) will be the signers
iii) Contracts & Commitments for Expenditures- approvals process
Action: review in 6 months
iv) Banking – Analysis of alternatives
Action: review in 6 months
v) Quarterly financial report not available tonight as accountant was away for a good deal of October.. Report is on google docs as per Jay.
vi) Online Booking system for the center- Staff investigated some options but there was concern from some members of the finance committee that we would need to make a significant investment in hardware in order to locally host the system. Thibault has researched some options but staff has limited time to investigate all these products and make a recommendation.
Action: Staff to look at Thibault’s top pick and if acceptable go forward. It would be preferable to have a fee for service system so that we don’t need to make a large investment in something that we decide later on isn’t the best tool.
b) Community Planning
i) David to circulate consolidated feedback on Battistella prior to final copy being sent; as time permits, focus on ‘scorecard’;
ii) Jay to discuss with Kara possibility of consolidating a scorecard for Development Permit Applications.
c) Vitalization
i) Kerri to book meeting with Druh Farrell for January.
Action: Kerri will book meeting with Druh Farrell
Action: Recognize Richard (Smith) and Jo Anne for all their hard work on Triangle Parks Initiative.
ii) Farmers Market Report discussion
Action: Maria is making a final report which will be available in December.
d) Communication
i) Access to files and documents (Google Docs) Tim recently changed the password.
ii) HSCA email addresses
Action: Tim will review all current email addresses with HSCA in the name.
iii) Website updates
Action: Maria will try to make the committee information more available on our website.
iv) Code of Conduct – Policy Review requirement for Board members to pass a Police check – Jay to review—not addressed tonight
v) Confidentiality – Standard disclosure to personal and HSCA e-mails – Jay to access—not addressed tonight.
vi) HSCA Banner – status-the banner has arrived and just needs to be set up!
vii) Mural Project – status- artist is developing a vision.
viii) Communication Committee/Task Force: next meeting TBA. Chair: Maria.
ix) Heritage Committee: Lorna –Historical street signage – Lorna is working with David White to review options for developers to help cover the cost of the Heritage street signs.
e) COSPA –
i) Review current contract with City of Calgary—not addressed tonight
- 3. Position Descriptions
Update on status of position descriptions for
- Chair/President
- Treasurer
- Secretary
- Vice President
- Committee Chairs
Action: all board members are to review google docs position descriptions.
- 4. Strategic Planning
- Jay to update on actions arising from the session.
- 5. Marketing and Fund Raising
- Discussion-we need to amend our membership process.
We need to look at incentives. Tim proposes that this requires a task force .
Suggest that we put an ad in the Voice requesting volunteers for the fund raising committee.
Action: Jay will propose membership fee structure at the November meeting.
Action: Jay will set up a structure for the fundraising committee
- 6. HR / Personnel Committee
- Discussion: Tim and Robert will be on the Committee and are looking for other interested members.
Upcoming Meeting Schedules for November
Community Planning Committee Nov 1 and 22
Community Vitalization Committee Nov 9
Board Finance Committee Nov 18
Board Strategic Planning Session
HSCA Communications Committee ?nov 16
HSCA Board of Directors Meeting Nov 25—Lorna and Kerri can not attend
- 7. Meeting Adjourned 9:00 pm
Note: Virginia Clark (our Community Recreation Coordinator) : requested to come tonight. However, Jay requested that she attend our meeting in November in order to provide us with an update Community Neighbourhood Services, the specific role of a CRC within CNS and any potential changes that could affect Community Associtions coming out of the election.
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