Jun 1, 20116:30 pm – light dinner served
6:30 – 7:00 pm – Introductions & general discussion
7:00 pm – meeting call to order
Attendees: Lorna Cordeiro, Jay Michi, David White, Maria Lee, Tim Kitchen,
Scribe: Kerri T
Regrets: Thibault , Angela, Robert
Guests: na
1. Approval of Agenda and Minutes
a. Approval of Minutes from Board Meeting of March 21, 2011
Motion: Lorna , second: Bev. passed
b. Approval of the Minutes from AGM 2011 (April 4, 2011)
Motion;Lorna, Second: David W, passed
c. Approval/changes to Agenda
Motion: David, Second: Maria
d. Declaration of Conflicts of Interest –none declared
2. Introduction of New Board Directors
2a) “Swearing in” of HSCA Board
Tim proposes orientation meeting in May. Action: Tim will email date of the meeting
Suggest Wed May 4/11.
Executive: Tim –Chair, Kerri-Vice Chair, Secretary-?Angela, Treasurer-Thibault
3. Introduction of Committees
a. Review and Approve Committee Terms of References
Lorna suggested review of Governance. Need to clarify how the committee heads align with the board.
b. Approve of Committee Chairs
Heritage Committee: Lorna Cordeiro
Vitalization Committee: Kerri Treherne
Communication Committee: TBA
Community Planning Committee: David White
Finance Committee: Thibault
Motion: Svea, second: Bev
Action: review committees, board, and HSCA staff to ensure that we are aligned with our mission and vision . Tim to strike task force to plan strategic planning. Kerri , Lorna, Bev will help out with this.
4. Old Business – Review of Action Items arising from the minutes (January, February, March) (7:00pm – 7:20pm)
a. Preparation for and evaluation of AGM and actions coming out of it
i.Action: Strike a Task Force to evaluate activities of AGM and HSCA By-Laws Article 4 Membership and make recommendations for betterment of process. Tim
b. Jay to provide written reports in advance of meetings (at least once a quarter).
i.Action: Jay to prepare a written report for next board meeting, distributed in advance.
c. Ensure that room is allotted in the next agenda to discuss upcoming 100th Anniversary of the community.
On the agenda for May board meeting.
5. Report on Operations (Jay to Provide)
a. Executive Director report (verbal) – major focus now is the playground. We need more volunteers for the playground construction. Jay estimates that he is spending 30% of his time on this project. Discussed that there is very little we can do to change the amount of time that jay is spending on the program.
b. Rentals- revenue up from last year at this time.
c. Programs- OOSC still awaiting accreditation. FCSS funding approved for 3
years.
d. Policy & Procedure Review-in process. Manual is being rewritten. It will need to be reviewed by the board.
e. Staff- Kara is retiring in 2 weeks. Kara is responsible for soccer, the Voice, and CPC support.
Suggest that we have a meeting to address the loss of Kara’s position. Jay suggests that this is not urgent . Jay has a short term replacement for Kara with CPC for the summer, starting in May. Jay will look after soccer and wind up party. Jay will look after the Voice organizing.
Action: Kara needs to be recognized for her long service- jay will meet with her . An exit review will be arranged.
6. Report on Finance Q1 Update (Tim to provide on behalf of Thibault)
a. Transfer of Funds- a consolidation of bank accounts was suggested by Tim .
The finance committee will follow up on this
b. Q1 results: no unexpected results. Assets up from this time last year.
Financial statements reviewed.
c. Capital Expenditures – Facility Life Cycle plan . Richard is addressing the deficiencies that have been identified. Tim has reviewed the life cycle document and suggests that there are approximately 6 areas that need addressing form the 2007 life cycle assessment. In 2012 the City will repeat this assessment.
Action: report to be prepared by the May 30/11 board meeting that shows how we have addressed or plan to address life cycle concerns in the Life Cycle Audit of 2007. Particular attention given to addressing areas that were identified to not be within safety codes.
7. Project Status (Jay to provide)
a. Playground—see 5a
b. Mural- May 25/11 installation date-this is also the first farmer’s market
c. Music Festival: HSCA may host a Sled Island venue
July 16/11 music night all ages- Sarah is organizing this.
8. 2011 Board Calendar of Events (Tim )
a. Confirm Board 2011/2012 schedule
b. Draft Plan of Board Events
9. Committee Areas of Interest
10.
a. Vitalization Committee:Bow to Bluff update
Innovation fund application completed –awaiting response from City council.
10b) CPC update re: DP
IBI will be having at public meeting with CPC re: land use May 9/11.
Osteria letter submitted re: event tent application. The Osteria owners have concern
with our letter and legal action may be commenced. Alderman Druh Farrell’s office
has been notified.
Action: Jay will call Toole Peete to review our coverage in the case of a lawsuit.
11. New Business
a. Taskforce for the review on membership. Fees, terms, codes of conduct etc.
-suggest have more events that the membership is necessary to gain access.
Svea has an interest in this area.
b. AGM post mortem
-Discussed how to handle disorderly behaviour at public meetings. Lorna
suggested that we meet with our constable.
Action: David will review this and return to the board with some strategic suggestions.
Tim will follow up with FCC.
c. Community’s 100th Anniversary – discussion.
d. Center City : Community Life Improvement Council
Bev Guthrie will take over this position.
Other:
Action: Jay to resend up to date phone list
Meeting Adjournment
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