HomeMy WebLinkAbout2012-11-16 Minutes Clarington Older Adult Centre Board of Directors
Minutes of the Meeting of Friday 16th November 2012
Voting Members Present:
Steve Coles, Linda Duffie, Adrian Foster, John Hutchings, Don Welsh, Josie
Roberts, Gary Bray, Cathie Ward, Jim Boate, Elaine Spicer, Norma Evans and
Ron Hooper
Non Voting Members : Angie Darlison and Skip Crosby
Guest(s): Joe Caruana, George Acorn, Sharon Meredith
and Wendy Gorniak
1 .0 Call to Order.
President Steve Coles called the Meeting to order
2.0 Presentation by the Municipality of Clarington Community Service Department
Joe began his presentation by stating that there were a number of points that
would need to covered during the meeting today:
Point # 1
Clarification of the Council motion Re: parking on the grass
He confirmed that there will be no parking on the grass area permitted
Point # 2
All rentals not already specified are to be decided by the COAA.
The expectation is that the COAA will interpret this phrase and act accordingly.
We are expected to report these additional rentals to his department which will
then be forward on too Council before July 2013.
Point # 3
Although the COAA has opted out of the Beech Centre Liaison Committee due
to the irrational comments made during previous meetings by other members,
the Municipality would prefer that we do, in fact, participate. The Board of
directors has requested a terms of reference for this committee be created prior
to any further decisions being made.
Joe will explained to the group that the terms of reference would be created
and presented to council directly.
Point # 4
Line Painting
This has been completed. However some members thought that the lines were
to be painted to indicate parking on Beech Avenue, however this was never
contemplated.
Point # 5
Finding an alternative home for the COAA. A letter was sent to the COACB on
the 17th of September 2012 explaining the course of action. Joe explained that
the Municipality and the COAA would approach this endeavor together, in
cooperation. He requested that we appoint three members for the Search
Committee, not necessarily all Board members, but stressed that they be
knowledgeable of all the various realities involved. It would be fine for Angie to
be one of the members on this Committee. The members from the Municipality
would be Joe Caruana, Fred Horvath, Sharon Meredith, George Acorn, Skip
Crosby and Wendy Gorniak. He stressed that this is not to outnumber the COAA
members, but because of the different areas of knowledge that they
represented. There is no time frame at present as we need to take the necessary
time to do a good job.
Anticipated next steps included:
#1 Do a comprehensive survey of other Older Adult Centers in Durham and
other areas to establish the square footage per member, the types of
service that they provide and how this compares with our projected
needs.
Angie indicated that we do already have much of this type of
information.
#2 Establish what our physical needs are. Skip explained that this was
Parking, Bus accessibility, and for there being bus stops close to the site.
What we need inside the building, single or two floors, multipurpose rooms,
a large kitchen, a Cafe and do we want one building or more if we
consider satellites. We should also consider not only now but
also the future. Joe also mentioned that if we go to a two story will we
need an elevator. He also suggested that the site criteria be on a point
system, as the perfect may not be available and may become too
expensive.
#3 Joe would like the Search Committee to come up with the point system
realizing that finances will be a factor.
#4 Find an Architect and a Builder that can comply with Municipal Policies.
Special Notes:
• There are no preconceived ideas so we can search to see what is out there,
already built or where we can build. With this in mind Sharon Meredith said that
we could access
1 Clarington Board of Trade to see what is available.
2 The Municipality to see what is owned but not really on the market.
3 School Boards for what is or may become available,
4 What the Municipality could buy that would satisfy our needs.
• Joe stressed that although each side should cooperate, his mandate was to
report to Council, not the COAA. He did however say that he would share all
information possible. He also stressed that we should move expeditiously to see
this project through.
Steve Coles asked for a timeline. Was it the end of 2013 or 2014? Steve also said that
COAA would come up with their ideas and the names for the Search Committee
This completed the Presentation by the Clarington Community Services Department.
3.0 Approval of the Agenda.
MOTION TO APPROVE THE AGENDA
Moved by Linda Duffie Seconded by Josie Roberts
Carried
4.0 Approval of previous meeting minutes from Friday October 12th 2012 and
Wednesday October 17th 2012.
MOTION TO APPROVE BOTH MINUTES
Moved by John Hutchings Seconded by Cathie Ward
Carried
5.0 Business Arising from the Previous Meeting.
5.1 Pet Policy
The draft pet policy was presented and approved with the only amendment
being to include the following comment:
THAT WORKING DOGS ARE ALLOWED ANYWHERE IN THE
BUILDING, BUT THE OWNER IS STILL RESPONSIBLE GOR THE DOG AT ALL
TIMES.
Moved by Don Welsh Seconded by Linda Duffie
Carried
6.0 Correspondence.
6.1 Municipality of Clarington Re: COAA Vehicle Purchase.
It was agreed that Angie get prices of suitable vehicles and report back to the
Board for a decision.
7.0 Reports.
7.1 Municipality of Clarington update
Mayor Foster and Councillor Hooper presented the following information:
Mayor Foster mentioned briefly the new vehicle and Joe Caruana's presentation,
believing it to be a good step forward. He also recognized the Councillor
Novak's work on the Tuesday bus service.
Councillor Hooper said that the bus service is a pilot program and that we should
use it or loses it. He felt that Kudos were in order for the regional representatives
for bringing the matter forward. After questions, one of which related to the
possibility that our neighbours might complain, he indicated to refer them to him
or the Mayor. Councillor Hooper also mentioned the Defibrillator which is now a
part of a new program provided by the Municipality of Clarington, they are
commitment to servicing the machines and providing ongoing training which will
provide cost savings to the COAA.
He had, as requested, spoken to the Tennis Club regarding a large event they
had held which clashed with a large event that we were holding, creating
parking problems. Mr Majid apologized and said that they were unaware of our
event. Also the Tennis Club structure has not been approved and the Tennis Club
will be asked to remove it. Mr Horvath will follow up on this matter.
7.2 Fundraising Promotion and Current Programs
Gary Bray said that tickets are still available for the Class Act Show.
Regarding the Wine Event he will investigate to see if this can be done. He
concluded by stating that the usual fundraising items are doing well.
7.3 Presidents Report.
Steve Coles commented on Angie's Award and said that it was well deserved.
All present agreed heartily. As to accessibility, this is in the hands of Fred Horvath
and he is aware that it is his responsibility. Steve felt that the transit initiative was
exiting and certainly a good start. He did feel that it could have been improved
if there had been input from COAA. The Courtice Meeting was great and the
situation there is developing the way that it should. Now we must find a home
for them. He felt that all the progress we are making is because of the efforts of
Angie and the staff.
7.4 Staff Report.
Angie Darlison had discussed with the Board earlier and felt that this was the right
time to hire a part time person. Maximum 20 hours per week, extra when needed
and must be prepared to work evenings and weekends. This person could be
the one to arrange the details for our operations in Courtice and Newcastle.
Must have administrative ability, be personable and computer literate. The Board
was agreeable to the hiring of this person.
MOTION TO ACCEPT REPORTS 7.1 TO 7.4
Moved by Gary Bray Seconded by Josie Roberts
Carried
7.5 Treasurers Report
Linda Duffie discussed the previously circulated report
MOTION TO ACCEPT THE TREASURERS REPORT
Moved by Linda Duffie Seconded by Adrian Foster
Carried
8.0 Other Business.
8.1 Budget Presentation
Angie ran through the Budget line by line and when agreed, it will go to Nancy
Taylor and the Municipality. Centers Ron Hooper highlighted that the increase is
17.9% or$25,OOO.It was explained that we are in line with other Centers and it
would cater to our increased demands for service including the new Courtice
Centre. Adrian suggested that he, Ron Hooper and Angie discusses this, and
Angie agreed that any outstanding difference could be covered from our
reserves. Agreed that the three should meet later
MOTION TO ACCEPT THE BUDGET AS PRESENTED
Moved by Linda Duffie Seconded by Norma Evans
Carried
8.2 Accessibility Meeting Update.
Fred Horvath has had a reply to the survey and will follow through.
8.3 15th Anniversary Update.
Angie stated that there will be many different items so as to include as
many blocks of our members as possible. Planning will start in earnest in
January 2013.
8.4 Facility Holiday Closure (Dec 21 st at 4.0 p.m. to January 2nd at 8.0 a.m.)
Maintenance will be on duty but all other activities will cease. However,
The New Years Dance will run as scheduled.
8.5 Date of Meeting to discuss today's Municipality Report.
Tuesday 20th November 2012 at 2 p.m.
9.0 Adjournment.
Adrian Foster moved the Adjournment.