Hillhurst-Sunnyside Community Association

HSCA Board of Directors Meeting
Monday, January 24, 2011
6:50 PM

6:15 pm – light dinner served
6:30 – 6:50 pm – Introductions & general discussion
6:50 pm – meeting call to order

Attendees: Tim Kitchen (acting-Chair), Thibault Dambrine (Treasurer), Robert Perry (Secretary), Lorna Cordeiro, Maria Lee, David White, Jay Michi (Executive Director) Kerri Treherne

Guests:
Virginia (Gini) Clark CRC, representing the City of Calgary – Presentation of CNS
Angela Dione – Community Member interested in getting involved with the Board

Introduction of Guests

Approval of Agenda and Minutes 6:50pm – 7:00pm
Approval of Minutes from Board Meetings of November 25, 2010
Motion:
Second:
Approval/changes to Agenda
Declaration of Conflicts of Interest

Review of minutes from last board meeting, November 25, 2010

David White – Approved minutes
Lorna Cordeiro – Second

Approval of agenda and changes

REQUEST: Reports of what is going on in the building
Quarterly reports on this information will go out the week before the next board meeting.

Tim: Order of agenda changed:  David’s presentation before Gini’s report.

Add to nomination committee: AGM date and plan: who’s running and who’s not running?

CONCERN: AGM held during spring break? Does this create an availability conflict?

NEW HIRE DISCUSSION
DAVID: Roles and responsibilities, how can we be most effective?
Paid role to serve on multiple committees; is this an initiative that we want to try?

LORNA: Grant available loosely meets the role of a new hire that can help with the heritage committee but also act on other committees. CIP grant – Four opportunities in a year to apply for that.
For the impending development, having a paid position to help out during this process.
Decide whether it’s a pt of FT position (heritage context in planning)

DAVID: Stage the position, and have the person be full-time and then have a volunteer take over after a set amount of time. Stage approach:  student, professional planning, flyering, present to community a synopsis, etc.
Could it be a rotational position with the city? Role to offset the Community Planning Committee or role to be fully involved in Heritage Committee

MARIA: In a farmer’s market perspective, could that person fill in a multiple role?
We will be expanding the past position [in the Farmer’s Market] to have more community outreach, community gardens, slow food movement, etc.

JAY: this is talking about three people in terms of three roles.

DAVID: The revolving door is an issue.  Many projects could be several months of work. We are not ideally organized right now; the stage approach would be great…starting PT

TIM: Draft up some key things for this position and get an idea of what amount of time this role would have, JAY would consolidate.  Two different funds: internal or grant funded.

JAY: We applied for a CIP for 10,000 last year and it was not approved. Draft up the position needed from each committee. Planning and heritage could access the same position

FINAL THOUGHT: Next time, when we talk about budget, let’s address these various things, and determine what we have to give to this position.

CPC: ROLES AND RESPONSIBILITY

JAY: talk about budget for next board meeting – Feb 28th (confirm)

MARIA: will talk about the role for the Farmer’s Market at the next meeting

LORNA, DAVID and MARIA will all have the role and responsibility info for next meeting.

Presentation by Gini Clark on Community and Neighbourhood Services.
What’s new since we last met? What can we expect in the future?

GINI’s presentation: [PDF will be sent to Jay for distribution]
All leases due this year are required to have strategic business plan. Every year a report goes to council on every group. All groups will have a sustainability reports this year.  This document will be done with Gini, with a check-list of sustainability. A lot of groups are struggling.  The city is a huge asset and groups can be taken care.  This report gives a heads up before an organization folds. Council will look at the new leases for the Spring.
CRV (current replacement value) of the building.  There is a requirement in each lease to 1% of building value to put aside for an emergency fund.  ie: a reserve fund. This is a best practice. HSCA is leasing the land, currently on a 15 year agreement.  The next lease agreement will be for 15 years. We are moving towards community input and the sustainability of communities. Mayor Nenshi is very grounded in community development.

QUESTION: When is this lease extension happening?

ANSWER (Gini): Either spring or fall.

***March will be when the sustainability checklist is finished (HSCA self-goal)***

QUESTION: How do we do with best practices compared to other groups?

ANSWER (Gini):  HSCA is a more evolved model of over 99% of the other community associations in Calgary.

QUESTION: Is that because we’re providing social services, and helping seniors in our community?

NOTE: (JAY): Our structure is that  of a social service delivery organization. We are actually supporting seniors in many different communities (approx. 11 communities in the NW and NE)

BUILDINGS DISCUSSION:
The time for the sustainability of buildings is right now since many of these buildings come from the 50’s.
There are not many historical buildings of comm. assoc. spaces. Many have outlived their  life-cycle.

DISCUSSION about MAYOR NENSHI and the new direction of City Council:

QUESTION: What changes will be taking place now with the new mayor?

ANSWER (Gini): Philosophically, his impact will be felt in the next year or so. Mayor Nenshi is coming into offices and speaking directly to general managers.
The goal is to ultimately set up a system characterized by Store-front employees; that is to say, city employees who work (at least part-time) out of community association locations – so that they are accessible and so that a certain degree of integration in strategic planning can occur. This is the way that Council and Mayor Nenshi are thinking.

DISCUSSION of COMMUNITY COUNCILS
Community Councils: we already have some that are started :Beddington, and another.  This model is new, there are a lot of benefits to this.

***FCSS: March or May 2011, a talk on Community Engagement***

FUNDING NIGHT DISCUSSION
A great opportunity to walk through each grant. Great examples of how to use these grants and very informative.

DAVID: is there info that can be reviewed before this event?

JAY: Gini has provided some information on this, and will be forwarded to everyone.

QUESTION (Lorna): Will the lease increase?
ANSWER (Gini): No, that lease will remain relatively the same amount.  ($10/year)

ROBERT: Is there anything as a ward that should be known about Parkdale (nifty 50)

GINI: I’d really rather not delve into specific issues around other groups.

QUESTION (Robert): does your role have anything to do with secondary suites?

QUESTION: And affordable housing in general. We’ve discussed as a board (at our strategic planning session last fall) the possibility of incorporating some aspect of affordable housing into our plans for a new community centre, down the road.

ANSWER (Gini): Not really.  I could link up other city staff to go to the meetings.   Not my dept. However, if Hillhurst/Sunnyside wanted to explore the possibility of having affordable housing attached to it (the centre), it would be one of the 1st communities in Calgary to do something like that.

DISCUSSION:  What limitations to we have in terms of setting up businesses here in the centre? Specifically a coffee shop – we’ve always wanted a coffee shop, and it seems that other community associations are getting things like this going.

GINI: No community assoc. can have an external business or lease within the space. A Coffee shop would have to be within the community assoc. centre. Operated by the centre (and there could be no lease or sub-contract) and the profit would go back into the hall.

JAY: I must add that there is simply no space to do this in. We have two kitchens and both are occupied throughout the day.

***GINI: will send the template to Jay to pass onto board***

Old Business

Board Roles / position descriptions
Discussion on Committee Terms of Reference
Timeline for 2011. Taking a look at the Calendar of Events for the Board in 2011.
Determining dates for Board and CPC

Confirming AGM date and plan

***FEBRUARY VOICE INFO:  Next AGM Monday, March 28th 7-9pm***
JAY and TIM will be organizing this event.

NOTE: (Lorna) a person in position cannot be re-elected after 3 terms.
If there is anything in the bylaws, we can change things in either the AGM or a new meeting that has been planned 30 days in advance.

KERRY: [FOR AGM] memberships will be needed for 30 days prior to be directly involved in the decision making  and voting during this meeting.

Nomination taskforce for recruiting new board members

TIM: Board roles and position descriptions
They are 80% there, and I am committed to continue to work on these.

EXECUTIVE COMMITTEE DISCUSSION

Discussion on the roles of the Vice-Chair; some changes made on the doc.

ROBERT: When does the structure hinder the actual position?

TIM: Guidepost for how we should be doing the work. Having two people signing is a perception of control.

JAY: there is a factor of trust that is involved in these frameworks

TIM: quick overview of each position.  Federation of Calgary Communities guide was used to come up with these descriptions.

QUESTION: What should the title be: chair of board or president of board?

ANSWER (Jay): the role is the CHAIR of the board; President implies that the individual is acting in the business functions. The old community association model of electing community association presidents is antique and more often than not it leads to more problems – we’ve all seen this first hand. Chair is more appropriate for the position.

CHANGES MADE:  terminology “President” will be changed throughout doc. to “ Chair” for final revision.

Review of Annual Planning Calendar

This calendar should be highlighted as Board Milestones. Joint activities that happen between operational staff and board that will be shared.

NOTE: (Maria) Farmer’s Market is defined as a task force.
NOTE: (Lorna) Next Communication Meeting: please define who updates things such as Google Cal.

Executive Director – Update
Jay has hired a new bookkeeper/administrative assistant and we are on target for the audit.

Committee Reports
Finance Committee

No Financials to present due to the unfortunate situation of having lost our accountant in December.
It was agreed that we would continue working using our 2010 budget until Jay could devote his energy to developing a budget draft in February. The budget for 2011 will be a 10 month budget and will be approved by the Board at the February board meeting to be held on
The finance committee also discussed ED performance and compensation and discussed their recommendation with Jay to be discussed at the board level at the Board meeting in January.

(Tim): Discuss salary increases for staff.

(Thibeault): Looking to Jay to come up with new proposal for the staff, should wait for the new cycle.

Community Planning Committee

David White to elaborate on his email from January 24, 2011.
NO NEED TO ELABORATE
Discussion around providing support/aligning staff to support CPC going forward.

Community Vitalization Committee
Farmers’ Market Task Force

FARMER’S MARKET DISCUSSION
Meeting next week, Feb 1st
Pat Gwinn (check sp) from Sunnyside is now on, and we will be tackling vendors.
3 year plan is to create a more permanent position
STEP program will still be accessed for summer staff 2011
More volunteers are needed for the committee

Communications Committee
Heritage Committee
Carolyn and Lorna are just forming this committee, dual signage, setting standards for development when a significant structure is going in.
Medallion and Plaques will be put in during the development of this community. Is this the best way? Is there a more creative approach?
CONCERN: Lack of audio in the hearth room.  Jay has provided a quote.
SOLUTION: System speakers in the ceiling, and two mics will be on-hand for accessibility.

5. New Business
ED Performance review
Board Performance review

ED PERFORMANCE REVIEW
Finance Committee recommendation
Discussion –
voted – all in favor.

HSCA Board of Directors Meeting
Thursday, November 25, 2010
6:15 PM

6:15 pm – light dinner served
6:30 – 6:50 pm – Introductions/friendly discussion
6:50 pm – meeting called to order

Board Members Present: Tim Kitchen (Acting Chair), Robert Perry (Secretary), Thibault Dambrine (Treasurer), Lorna Cordeiro, Anthony Sayers, Maria Lee, David White, Jay Michi (Executive Director)

Regrets: Kerri Treherne, Carol Armes from the Ward 7 Office

Guests: Jim Stirling to present the concept of the Kensington First Community Garden

1.     Approval of Agenda and Minutes: (7:00pm – 7:15pm)

• Declaration of Conflicts of Interest – None Declared.
• Approval/changes to Agenda
• Lorna introduced one change to the agenda and that was with regard to the use of HSCA emails and letterhead. The proposal was to discuss who had access to HSCA Letterhead and who was using HSCA emails, and then to discuss appropriate uses. (Item 3 (b))
• There was also a request to ad an as a discussion item “staff resources to budget (Item 2(b))
• Approval of Minutes from Board Meetings of the October 2010 Board Meeting.

• Motion to Approve the Minutes: Tim K. Seconded: Thibault D.
• Motion to Approve the Agenda: Lorna C. Seconded: Tim K.

2.    Committee Presentations: (7:05pm – 8:05pm)

Community Vitalization Committee

i) Jim Stirling presented the preliminary plans for what is being called the Kensington Community First Garden.

-10 people from the community go together on July 20, 2010 for the first meeting. They’ve been meeting on a consistent basis since then.
- “So far the City has been very supportive. We’ve been getting a lot of advice from Parks and Ald. Farrell wrote a letter of support.”
- The plans are for a garden that would occupy the SW portion of the Hillhurst Athletic Park (the grounds of the community association) just west of the existing playground that is currently being used by Churchill Park Day Care. This space was deemed “under-utilized” and therefore was considered an ideal location.
- The plans are for 20 plots. 15-17 for volunteers who help get the garden going and 3-5 to be designated for the use of families at Brenda Strafford Centre.
-The group has to have their application into the city by the end of 2010 and is currently working (in consultation with Jay) on a number of grants.
-Jim presented the conceptual drawings and the Board had an opportunity to ask a number of questions. Most of these questions were of a logistical nature and Jim assured the board that the group and Jay have already been in discussion with the City to resolve. Examples: Water Sources, setback from the soccer pitch, proximity to day care, etc.

Questions arising from the presentation:

1) The Garden will be covered under HSCA’s liability coverage. Will that impact our premiums/increase our rates?  Jay: not materially, but I’ll have to find that out from Toole Peet as we get closer to shovel ready.

2) Is Sunnyside Garden covered? Jay: Not sure on that.

3) What is the plan for the garden’s long-term operational structure? Jay: presumably very similar to the existing garden – we already have policies and procedures in place.

Jim explained that what he needs from the HSCA Board is a letter outlining the Board’s general support, explaining that we will assume the liability involved in the project and that HSCA would agree to act as the Financial Agent for the project, meaning that we would hold in trust any grant monies received that are intended to be spent on the garden.

Motion to compose a letter from the Board to Jim Stirling detailing our agreement to support the garden in the ways outlined in the last paragraph: Robert Perry

Seconded: Anthony Sayers

Motion Carried.

2) a) Meeting with Alderman Druh Farrell scheduled for January 11, 2011 from 7pm – 9 pm
-Agenda items open for discussion.

2) b) Finance Committee

i) Revenue growth through bookings, based on Tim’s rudimentary calculations we are     only at 30% capacity. Jay protested that figure stating that we will never have every     room booked from 7 am to 11pm, 365 days a year. Jay did concede that the new     booking system will assist us in determining where we have the biggest room from     growth.

ii) Fundraising
A suggestion was made that we host a fundraiser at some point in the future.
The comment was made that first we need to determine what the project is (this sequence of conversation has appeared in the minutes at another meeting in 2010!)

iii) Signing Authority
If you’re on the finance committee or you’ve been asked to be a signer, please consult with Jay on what you need to take with you to BMO Brentwood.

iv) Budget Preparations
We need to put together a budget by the end of the year
Jay: The budget is my responsibility and my domain as ED. Last year I put it together in consultation with program leads and then I presented several drafts to the Board for review, comment and ultimately approval.
Thibault: When do you think you’ll have the first draft Jay?
Jay: By the first week of December.
Lorna: As per the added agenda item, we just want to make sure that the budget reflects appropriate staff allocation to achieve desired outcomes discussed during our strategic planning retreat in October.
Jay: Absolutely. I will need the help of the Finance Committee, as I did last year, to ensure that the budget reflects Board priorities and objectives.

v) Roof – 90% complete
- Some delays due to poor weather conditions.
-Jay explained that final payment is being held until the project is complete.

2) c) Community Planning

David presented a power point presentation that outlined various significant     development     proposals on the table. All together, Hillhurst-Sunnyside is looking at     400,000 sq/ft of new residential space! It’s imperative that we develop a     comprehensive, transparent strategy to evaluate this applications coming in.

2) d) Communications Committee
-Terms of Reference have been developed
-Recruiting new members, an article has been written for the Voice.

2) e) Heritage Committee
-Terms of Reference have been developed
-Sunnyside Grocery – discussing options
-Battistella Development may affect a building that fits the definition of “Vernacular Deco”
-Work with our city partners
-We’d like to work on naming the orchard
Tim:  Doesn’t the orchard already have a name?
Lorna: I’m not sure, we’ll have to look into that.

3) Board Governance Structure (8:50pm)
-Tim presented the work him and Anthony put together on Board Roles and Terms of Reference     for the Board Executive. Since time was not permitting, he asked all Board members to review     this material up on HSCA’s Google Docs zone, for the next meeting.

4) Scheduling of Events for 2011
-Tim to put together a list of meetings for 2011

Meeting Adjourned at 9:20pm

HSCA Board of Directors Meeting
Monday March 15, 2010
Meeting Minutes

Board Members Present at the meeting: David Wilson (Acting President), Lorna Cordeiro (Treasurer), Anthony Sayers, Kerri Treherne, Erin Grier, Robin Lee, Thibault Dambrine, Tim Kitchen, James Michi (ED)

Others present: Robert Perry, Elaine Husband

Regrets: None

Call to Order
Meeting called to order at 6:30 pm by Acting President D. Wilson

Special Presentation: Elizabeth Chong, HSCA Outreach Coordinator

– Program Update:
We have a variety of programs offered at HSCA and maintained by Outreach Program. Only 10 programs in 2003 and now we have 20.
-Practice English for new Canadians – Very popular
-Toy lending – phasing out the program (difficult to maintain)
-River Cleanup – continuing with support from Community Members
-Tutoring – successful 3 tutors currently working
-Book Club – successful (10% discount at Pages)
-Tax Clinics – successful
-Family Winterfest – Still ongoing
-Computers for Seniors – on going
-Christmas Adopt a Family – 10 families this year

Questions:
Lorna: How is the financial situation?
Answer:
Not sure, managing. Finances are in the hands of the ED.
But yes, reductions do affect the program
Lorna: What would you need from the Board?
Answser:
- A truck! A lot of work done involves using a truck.
- Hoping to get a practicum student this summer, asking for this student to participate with the Board, to understand how HSCA works
-         Money – to buy baby formula, odds and ends, vouchers, food, “good food” boxes
Kerri: Where is the clientele from?
Answer: mostly from the neighbourhood but we don’t turn down anyone, mostly older people are really needy.

Discussion:
Tim Kitchen: We would need to have a quantified understanding of the requests and activities that Elizabeth fulfills and how.
Jay Michi: This is part of the goals that Jay set up, to try and provide a narrative as well as a quantified account of what work is done.
Jay: Would not have noticed an impact on funding as FCSS did not experience any decline in budget.
Action Item: Robin has a Truck to spare, willing to give to HSCA. Jay to follow through with this suggestion

Approval of Agenda
Motion: to approve the Agenda – Lorna
Seconded: Anthony
Motion Carried.

Approval of Meeting Minutes
Declaration of Conflict of Interest: None found
Motion for Approval /Changes to the Minutes from November 23rd Meeting
Motion: Tim Kitchen
Seconded: Kerri Treherne
Motion Carried.

Review of the To Do List

Insurance Report (Jay Michi)
Varsity insured for replacement value.
Next call to Catherine Halkett. Most Communities are under-insured.
We are insured for $5M for liabilities, but the building is only insured for $2.6M – the replacement value is $4.6M

Clarification with FCC is as follows:  FCC ADVISES TO INSURE FOR REPLACEMENT COST.
Action Item: Lorna & Jay will follow up on the insurance question

Contratulations to Jay by David Wilson (president) on managing to get the bottled water out of our vending machines!

PIPMAC Update
Lorna: Carol Stokes will attend the AGM

Secondary Suites
Vote is March 22 2010. Final draft not ready yet.

Budget/Audit
Lorna to get in touch with Jay before AGM

List of Grants
Lorna: well done
Tim: Grant landscape – what’s the status?
Jay: The Capital Conservation Grant has already been approved, based on the roof replacement, the parking lot and the hearth room windows replacement. However, parking lot will be delayed for a couple of reasons – not in the Building lifecycle. The City of Calgary also wants us to provide 3 new quotes. There are other issues that also need to be addressed in the building.
Jay: we aim to maximize our capital grants. The Hot water tank, automated person lift and the roof, all need immediate attention.
Motion: To remove the parking lot resurfacing project from the Capital Conservation Grant, and to go ahead instead with

-         Hot water tank and recirc. lines repair
-         Handicap stair case lift
-         Roof
-         March 31 deadline!

Discussion:
Anthony: Is there anything we could do for OOSC?
Jay: Difficult already to get to this point, we have already consulted CFEP.
Tim: Enmax is looking for volunteer organizations to test photovoltaics (solar power units)
Robert: Are we in fire-fighting mode or should we not plan ahead and look to the future?
Jay: After the piping and the roof, we should be good for a while.
David: Should we start a committee for this type of question?
Tim: We are in good position to – not invest in T-bills but rather put our money back into the community
Jay: We have two grants on the table: a CFEP grant and a CCG which we will use in conjunction with Casino funds.
Tim: Did we explore all options for facilities replacement?
Jay: We are following our Building Life Cycle Plan.

Kerri: Motion to accept Jay`s recommendation to modify our current Capital Conservation Grant to remove parking lot pavement project and to add:
-         Hot water tank and lines repair
-         Handicap stair case lift
-         Roof (already on the grant)

Seconded by: Lorna Cordeiro
Motion carried.

Lorna, Tim: We need to do this more pro-actively on a go-forward basis.
Formation of a Building Committee
-         Lorna
-         Robin
-         Jay

Wireless  Update
Thibault  phoned Gonaeco.com. They are done with Hawkwood  Wireless Community ($300K investment),
Belkin N+ Wireless router purchased for private HSCA wireless network (to be installed next week)

Policies Manual
Progress by Thibault & Anthony
Target for Summer 2010

ED Position Update
David updated Richard on why he was not promoted to ED
Specifically management skills need developing.

Agenda Items

Action Item To-Do List Follow-up
Brief Updates

• Executive Director
• Vitalization Committee
• Communications Committee  Action Team
  • Need a leader (David will lead for now)
  • Goal to have a meeting within the next month
• CPC
• Hotel project presented
• Action Item: ED to make CPC minutes available for the Board prior to each Board meeting
• 6:15 Monday,  pre-CPC meeting  – Lorna will have a QA session “CPC meets Heritage Planner”

ED Evaluation
David thanked Jay for his work so far.
Comments:
Lorna: Well done but would prefer a more brief format. Good financial work on grants.
Robert:  Very ambitious program, goals, to do list, are these goals too ambitious? Leave room for other things?
Jay: Answer – Aiming to get most of the items proposed done.
Lorna: You may want to focus on the four core items (finance, building, staff, programs).  You should not be shy about re-adjusting your priorities.
Erin: Clear priorities and delegation lines need to be established to ensure success.
Anthony: Keep in mind that this is an unusually stable period of time in terms of staff, this could change. Erin: Ensure you have a strong support system with other ED’s in Calgary.
David: We want to have clear targets for Jay to shoot for, otherwise we will not have anything to measure our goals against.
Lorna: You have to learn to push back, or re-route extra requests to committee leaders.
Robert to Jay: Your monthly reports will be based on your goals?
Jay: Yes.

Anthony: Motion to amend Area 3 to account for finance and budget variations.
Second: Tim
Motion Carried.

Lorna: Motion to approve jay’s annual goals, and to review them monthly for progress.
Seconded by: Anthony
Motion carried

New Business

Questions for Druh Farrell
Kerri: Decision to invite Druh Farrell to come
-         Come to the AGM
-         Come to the Vitalization Committee either April 28 or 31
-         Committee & Druh Conversation

Questions & topics:
-         Safeway
-         Secondary suites
-         Community gardens
-         Biking
-         Finance
-         City/board decision making process e.g. bridge
-         Triangle sites
-         More frequent attendance by Druh
-         Affordable / coop housing
-         Bridge
-         Memorial Drive event – epitaphs etc…
Send questions

AGM Planning
Agenda:
ED responsible to call for volunteers and/or elections if there is a runoff
Composition:  President, Past President +  9 board members

President:
-         Call to order
-         Introduction of guests & greetings
-         Adoption of the agenda
-         Adoption of last year’s AGM minutes

Treasurer:
-         Treasurer’s Report
o       Report
o       Review of Financial Statements
o       Appointment of Auditors for 2010 Budget Year

President:
Introduction of reports

Kara Garner, David Wilson
o       CPC
Kerri Treherne:
o       Vitalization
Carol Stokes
o       PIPMAC
Maria Lee
o       Farmer’s Market
o       Executive Director Report
o       President’s Report
-         Motion to ratify the actions of the BOD

Past President (Robin Lee standing)
-         Elections
o       Election of members of the Board
?       Call for nominations
?       Standing for re-elections
?       Nominated for elections
-         Closing

Action Item: Powerpoint of our accomplishments

Organization to setup a group to setup land utilization for affordable housing north of Safeway.
Get meeting room booked for April 3
Make an announcement at the AGM

ElaineHusband: Not for Profit Housing
Elaine is proposing to:
At the AGM, motion to setup a taskforce to promote “not for profit housing” in Hillhurst and Sunnyside.

Motion to include extra-ordinary Community Association Meeting on September 22 where the taskforce will report back to the pubic.

Endorse 2010 Bow River Flow
Kerri: Motion to support the Bow River Flow this August
Seconded: Lorna
Motion Carried.

President`s meeting in Acadia this week-end
Erin Grier will go

March 17th Meeting on risk management
Jay Attending

Farmer`s Market
Discussions going on to make this a year-round market

Financial Report
Lorna and Tim met with Jay, Diane and Heidi (our accountant). The Audit went well.
Depreciation will increase this year
Building depreciated fully this year.

Announcements / Ajournments
Next meeting: HSCA AGM March 25

HSCA Board of Directors Meeting
Monday February 23, 2010
6:15 PM

6:30 – Meeting start –call to order

Present: Tim Kitchen, James Michi, Thibault Danbrine, David Wilson, Robin Lee, Lorna Cordeiro, Erin Grier, Kerri Treherne, Virginia Clarke. Anthony Sayers.

Regrets:

Introduction of Guests : David White and Heather Hiscock, Elaine Husband-previous board member.

1.     Approval of Agenda and Minutes (6:30-6:35)

• Declaration of Conflicts of Interest
• Approval/changes to Agenda
• Approval of Minutes from Board Meeting of January 25, 2010
  • Motion : Lorna, 2nd-Kerri T, carried.
  • NB: Carol from pipmac is now going to come biannually .
  • Action: James to invite Carol
• Previous action items reviewed: James to address with Ginny re: are we insured  on par with other community associations.

2.    Secondary Suites Update (6:35-7:00) David White and Heather Hiscock

Heather presented a summary from the City of the February open house. The City is still working on a summary report. We have to assume the summary is preliminary data. See attached form. Final report will be reported Mar 22/10 to the City –apparently they are not sure what their recommendation will be regarding secondary suites. We do not know if this Mar 22/10 meeting will be open to the public. David and Heather will continue to meet with Brian Green.

Issue: where do we go from here? Our ARP recommends secondary suites within the TOD area –it seems like we need to follow up at least as a clarification. Parking issues would have to be addressed prior to a secondary suites  policy implementation. Parking issues are paramount for many issues in our communities.

Motion: Heather and David will continue to meet with the City regarding secondary suites. They will circulate an email prior to giving the City recommendations for board approval.(Kerri, 2nd –Erin G, carried)
Action: Heather and David will create a letter for our community updating our HSCA role and City information as available.

3.     Finances:

• Outstanding questions on December financials (7:00-7:10)
• Lorna: year to date numbers still not completely clear. Seems to be an issue that Lorna can not get the information presented as she has requested. The issue may be Amortization calculation.
• Action: James will follow up with Diane and get back to Lorna. Need to determine why we had such a bad December. Deadline March 5/10. Back up plan teleconference (Lorna,James,Diane,Tim) March 5/10 at 4 pm .
  • Action: Finance Committee to meet with auditor-Heidi.
• Grant listing (7:10-7:20)
  • James to provide a draft of Grants available, status and recommended expenditure .Jay circulated a listing of major grants available to community associations. See ED report for grant status. James is closing up the old grants so we can apply for new ones. Churchill park is to meet with James regarding playground development at HSCA –the concern is that they may request CFEP support and we are limited to one CFEP grant so we will need to decline applying for CFEP on their behalf. Jay will encourage alternate funding options.
  • Action: Jay will provide list of all grant funds needing to be spent , date needing to be spent by, and all those that are being applied for.

3.    Reports (Please read beforehand)

• Executive Director Report (7:20-7:30)
• Vitalization Committee Report (7:30-7:40)
  • Looking for key people who were involved in lobbying Safeway (1998)
    • Action: David Wilson will follow up and try to determine previous community history.
    • Action: Kerri will follow up with Druh and Annie to arrange meetings with same. We will request meeting with Druh and board,CPC,CVC . We will request that Annie come to CPC. I will let Annie know that she is welcome to attend board meetings in general.
• Communications Committee  (7:40-7:45)
  • Lorna has contacted the wireless provider for Hawkwood and it looks promsing for our neighborhood.
    • Action:Set date for next meeting-Thursday March 11/10 at 7 pm-James will book the hall.
    • Action: Thibault will follow up regarding community wide wireless like the project in Hawkwood.

4.    ED Evaluation (7:45-8:00)

• Discuss amongst the Board – Agree on how to move forward
• Who is interested in meeting ED over lunch or dinner to discuss the results?

5.     New Business

• Audio video equipment purchase (8:00-8:10)
  • Also discuss Hearth Room facility/amenities for CPC and other meetings.Thibault has $1000.00  to spend on AV equipment. James has a quote that would be able to cover a projector,screen and wifi for the board room. Goal is to have projection capability in board room as well as the hearth. Sound amplification for the Hearth would be nice. Wifi would be beneficial for the hearth as well for CPC meetings.
  • Motion: Thibault has $1000 and Lorna will apply for $1000. Thibault and James will follow up.
• Heritage Initiatives (8:10-8:15)
  • Upcoming meeting with Darryl Cariou Monday March 22/10 at CPC meeting.
  • Re: ARP historical perspectives, dual signage and heritage inventory.
• How staff direct concern about the ED to the Board (8:15-8:30)
  • What is the proper procedure? (Is Section 3, page 27 adequate?)
  • It is felt that our current policy is not satisfactory and will be revisited.
  • Propose that staff direct concerns to the ED.
  • Virginia suggests we have a disciplinary policy for ED to utilize for staff issues.
  • If the executive director has issue with the board –to be addressed by the board.
  • NB: there is a mediation committee available thru FCC. This service is complementary.
  • Action: Anthony ,Thibault,James,and Tim will review policy manual and provide the board with an updated policy manual that would include HR Policy. Plan to review this and adopt at next board meeting Mar 15/10.

• How does Board make decisions in a timely manner? (8:30-8:45)
  • Need to formalize procedures on how to react to issues in the community
  • Brainstorm
  • Volunteer right up proposal to vote on at April’s Board meeting
  • Action: this issue to be dealt with next board meeting and at communication meeting.
• What needs to be done in preparation for the AGM? (8:45-9:00)
  • Action:David Wilson will prepare agenda. James will send out invitations.

Announcements: /Adjournment

Next: HSCA AGM March 25, 2010.
What time? Are we meeting as a Board before the AGM?-next meeting march 15/10 at 6:30 pm.