Nov 25, 2010
HSCA Board of Directors Meeting
Tuesday, September 28, 2010
6:15 PM
6:15 pm – light dinner served
6:30 – 6:50 pm – Introductions/friendly discussion
7:00 pm – meeting start
Board Members Present:
All (less Robert Perry)
Regrets:
Robert Perry
1. Approval of Agenda and Minutes (7:00pm – 7:15pm)
- Declaration of Conflicts of Interest
- Approval/changes to Agenda
- Approval of Minutes from Board Meetings of July 15, 2010
Motion to Approve the Minutes: Lorna Seconded: Tim
Motion to Approve the Agenda: Lorna Seconded: Kerri
2. Presentation by Matt Hudson on this year’s Bowview Pool Season & COSPA (6:50pm-7:00pm)
Matt Hudson provided a brief summary of this year’s Bowview Pool season. He commented that it was a rainy year for the pool, but as far as he was concerned, the pool was well run this year as it has been in previous years. Not sure about the actual numbers.
Jay commented that it looks like the pool will post a small profit for 2010.
Matt provided a bit of background about COSPA (Calgary Outdoor Swimming Pools Association) and how he came to be HSCA’s representative to that group. He is an avid patron of the pool and goes there with his kids a couple times a week. He knows the staff there very well.
Matt gave a testimonial about the importance of COSPA and provided the analogy of a “collective of outdoor pools”. In this analogy he sees Bowview as a “have” pool and listed a number of other, older pools as “have not” pools. A couple of board members commented that this perspective had some merit, and it was agreed by all that if the pool continues to serve the needs of the community, remains profitable (doesn’t lose HSCA money) and is able to provide summer jobs for a dozen youth – then it is a worthwhile endeavor.
Matt wasn’t able to provide specific details about major repairs to the pool for this year, but noted that COSPA was successful in obtaining federal RInC (Recreational Infrastructure Canada) funds to replace the existing gutters on all its pools.
Jay provided additional comment to the effect that COSPA will be doing some work in the off-season on the kiddy pool and some mechanical work underneath the main pool.
3. President position is currently vacant
- Tim Kitchen has put his name forward to serve as acting President until the next AGM
- Discussion 7:15pm – 7:25pm
- Lorna to send a copy of President’s role for validation by Tim, Jay etc. & included in the Bylaws
- Exec members should have their role description included in the Board Policy and vetted with the Board
- Conflict of interest to be defined w/in role description
- President has some part to play in driving vision & direction
- President must be willing to provide some guidance/leadership & adherence to Mission/Vision
Motion: Kerri motions a) to step down as interim President; b) Tim for President; c) Robert Perry for Secretary officially, but the honour of recording minutes should be shared. (yeah!).
Support for the motion: Anthony; Kerry; Maria; David, Thibault, David
Abstention: Lorna
Motion Carried
4. Committee Reports
A) Finance Committee 7:25pm – 7:35pm
Net assets/liabilities – little change
Revenue: expenses – little change from month to month
Net Income: slightly in the ‘black (<100 profit as of Aug YTD)
Suggestion that we focus on Active Fundraising
Another option would be to hire a fundraiser; how do we go about initiating this strategy?
Option to move banks to an institution that meets our requirements
5 Banks/CUs identified
Action item for Diane to validate with Jay
Determine functional/financial requirements (i.e. service charges; ease of doing business etc.)
Positive coming out of above exercise: RBC has indicated that they wish to donate funds for Mural initiative; First Calgary donated $600 for strategic planning
Action item: Priority/timeline TBD by Jay with Thibault
Action item: Contract/Procurement process, specifically who has financial authority to sign/negotiate contracts (current process with unbudgeted items exceeding 1k to be brought to attention to Finance Committee is working properly). Should contingency of approx 10% be added.
Action items: cheque authorization change – appropriate Board members pls visit BMO
B) Community Planning Committee 7:35pm – 7:45pm
David: input on Battistella generated from public open house along with CPC input to be summarized in draft by end of week and send to Battistella Developments next week. Secondly CPC to review St. John’s DP at next CPC Meeting. No update on Truman Hotel.
Action: David to circulate consolidated feedback on Battistella prior to final copy being sent; as time permits, focus on ‘scorecard’;
Action: Jay to discuss with Kara possibility of consolidating a scorecard for Development Permit Applications.
C) Vitalization Committee 7:45pm – 7:55pm
Kerri: update on triangle park near Ctrain station
Action: Kerri to book another meeting with Druh
Jay: An interesting and informative report on this year’s Farmer’s Market has been written by Jordan Brown with some recommendations for future years.
To be circulated to the Board once complete.
5. Board Communications/Confidentiality (7:55pm – 8:05pm)
-Board Members to discuss Confidentiality forms
Jay: currently HSCA Staff signs confidentiality forms; suggestion by David to add a standard disclosure to personal and HSCA e-mails; suggestion by Lorna & Anthony – if conversation is identified as being ‘in camera’ then considered confidential however not willing to compromise our public role in terms of our accountability to the community and transparency of our roles.
Action: suggestion to tighten up policy (make it clear) under Code of Conduct; requirement for Board members to pass a Police check (?). Jay actioned with both these items.
6. HSCA Website Banner (8:05pm – 8:15pm)
Board to review Lorna’s pros and cons sheet and vote on font and colour and where the banner should hang. No licensing or permitting restrictions according to section 81 (1) and (2) of the Lad Use Bylaw.
Lorna motioned that we purchase mobile banner for cost of approx $300.
Motion carried.
Anthony suggested we review our signage and determine efficiencies in location, logo
7. HSCA Mural Project (8:15pm – 8:25pm)
Jay to present a preliminary budget, update on progress with fundraising, timeline and make the case why a mural project is a good idea.
See attached proposal
Suggestion that excess funds be set aside for further rebranding/revitalization of courtyards; garden, orchard (as long as donors are aware where the $ are going to)
Clear assumption that $ will be received prior to start-up.
Motion: Tim – agreement with Jay’s proposed project unless there is a shortfall which Jay will flag to the Board prior to start-up. Agreement that Jay continue fundraising for this project. Jay to provide update prior to start-up with draft of conceptual design and update on budget. David seconded
Motion Carried.
8. Motion to form a new Committee (Lorna) (8:25pm – 8:35pm)
Motion: Anthony proposes that Heritage Comm formalized. Org structure TBD. Mission to include working with CPC, Vitalization and to included words around formalizing ARP as it pertains to historical awareness & preservation. David 2nded. All in favour (of course).
9. Strategic Planning (8:35pm – 8:45pm)
Steps to take over the next few weeks.
Announcements: /Adjournment: Anthony formally thanked Maria for her significant work in re-energizing the Farmers Market. Maria humbly added that Joe, and others should share in the thanks.
Upcoming Meetings:
Community Planning Committee – Monday, October 6, 2010
Community Vitalization Committee – Tuesday, October 12, 2010?
Board Finance Committee – Thursday, October 14, 2010
Board Strategic Planning Session – Saturday, October 16, 2010
HSCA Communications Committee – Tuesday, October 21, 2010?
HSCA Board of Directors Meeting – Thursday, October 28, 2010
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