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HomeMy WebLinkAbout2014-06-20 Minutes Minutes of the Meeting of the Clarington Oder Adult Centre Board of Directors Friday June 20th, 2014 at 9 am Voting Members Present: Malcolm McCombe, Josie Roberts, Cathie Ward, Norma Evans, Elaine Spicer, Alan Bayliss, Ron Hooper, Irene Gourlay, Muriel Moynes, Tim Funchion,Terry Traill Non-Voting Members Present Sharon Mansfield, Erica Mittag Regrets: Steve Coles, Mayor Adrian Foster, Angie Darlison 1.0 Call to Order President Cathie Ward called the meeting to Order and welcomed new Board Member Terry Trail I 2.0 Approval of the Agenda Motion that the Agenda be approved as presented Moved by Tim Funchion Seconded by Josie Roberts Carried 3.0 Approval of the Minutes from the Board Meeting of May 23rd 2014 Motion to approve the minutes as presented Moved by Irene Gourlay Seconded by Ron Hooper Carried 4.0 Business Arising from previous meeting 4.1 Older Adult Strategy Update (Erica) Monteith Brown Consulting has been chosen and approved by Council. They come forth with a very valuable, informative, made in Clarington approach. The Steering Committee will have a meet and greet at the Beech Centre on Wednesday June 25th at 1:30pm. This will be a chance to socialize and get to know each other before beginning the project. 4.2 Garage Update (Sharon) On May 28th Angie Darlison, Bill Humber, Fred Horvath, David Ferguson and Rob Groen met to discuss the current situation with the garage located on the Beech Avenue property. From this meeting Rob Groen and Fred Horvath were going to meet with the Tennis Club to ensure all areas of concern are covered. On June 18th Angie received confirmation from Rob Groen that the garage would be torn down and replaced starting in September 2014. This work will be completed and funded through the Operations Department Budget at no cost to the COAA. The new structure will be very similar to the existing building, however the option of having power added to the building will be discussed closer to the date of reconstruction. NO IMPROVEMENTS will be made (ie seating, additional doors,windows, etc) it will simply be rebuilt using the existing site footprint. If power is added to the building the COAA would be responsible for the cost of this addition as well as the addition of a power door opener if we wish to have one installed for the convenience of parking our COAA vehicles. 4.3 Accessibility Access from Beech Avenue Angie met with Ron Albright from the Municipality of Clarington and the attached drawings have been approved and presented to the Clarington Council. Work on the addition of this sidewalk is supposed to take place this summer. The plan with this drawing is that the sidewalk currently in place to our North Entrance Driveway will be extended to go across the end of the driveway and into the middle of the front yard area, then it will head across the front lawn and into the front of the building. Members coming from the Lowe Street area will need to cross Beech Avenue and walk the Beech Avenue sidewalk on the east side of the street until they reach the area of 27 Beech Avenue. They then will have to cross Beech Avenue, meet the new sidewalk and travel up the lawn, to the front of the building. 5.0 Correspondence 5.1 Municipality of Clarington RE: Theatre Dance Academy Leased Space We received a letter stating that the COAA will be given the sole use of the space at the Courtice Complex, presently leased by the Theatre Dance Academy, effective July 1, 2015. 6.0 Reports 6.1 Treasure's Report (Alan) Alan presented the Treasurer' report. The instructors salaries are now being recorded under program expenses to accurately record the cost of programs. It was earlier suggested that it would be a good idea if we could capture the cost of the Wheels in Motion Program, and that is now being shown in the report, as well as the Satellite locations. 6.2. Municipal Update (Ron) Most of his report was covered previously in other report. He talked about the local home break ins that have happened in the last few weeks, and the awareness campaign that is now going on to make people more aware of their home security. There will be a GPA meeting this Monday (June 236) 6.3 Fundraising Report(Elaine) Elaine reported that we raised over$20,000 at Ribfest, $10,000 to go to Rotary's special needs program and $10,000 to the COAA. She thanked Barb Singleton who worked exceptionaly hard on the program, and also Muriel and Irene. Seventy Two volunteeers gave their time that weekend. We have been assured that we will be asked back next year. We will wrote a letter to the Rotary thanking them. Upcoming events are, Dinner Dance June2l, Euchre Extravaganza July 19, Lisa Way Concert September 8, and the Golf Tournament September 16th. 6.4 Staffing Update (Sharon on behalf of Angie) Capstone Team Project Starting in May 2014, Angie has been working with a group of UOIT students to put together a formal Social Media plan with the hopes of increasing the amount of FREE marketing and advertising the COAA receives via Facebook and Twitter. Angie will share the final report with the Board. Sustainable Clarington Community Presentation On June 5th Angie presented an update on the COAA to this committee along with representatives from the Firehouse Centre, Bond Head Rate Payers, Board of Trade and and Municipal departments. The major focus of the presentation was to educate the committee on what the COAA is and how we can work to make our community more sustainable. A key topic of discussion through many of the presentations was the lack of of open communication within the community and the municipal staff. Over the next month a presentation from this committee will be taken to council, and when the report and date is published Angie will forward the details to all the board members. Pickleball Update Email communication was forwarded to the Board of Directors outlining details of some of the items that out Newcastle Pickleball group needed to be updated on. Since this communication was distributed we have had no further incidents at this program,so we hoping that all has been resolved. Board and Staff Communication As outlined in an email sent previously this week, Angie reminded all Board Members that the staff of the COAA report to the Executive Director, so if Board Members have any special projects or requests to be taken care of, these need to be directed through Angie, and not sent directly to staff members . We understand that often these are only small requests 'but" in a busy office we like to keep things under control. Motion to accept all reports Moved by Tim Funchion Seconded by Josie Roberts Carried 7.0 Other Business 7.1 Wish list Request Choir staging Table covers I Pads Garage Door Power/ Door Opener We presently have over$11,000 sitting in our Lottery Account, and as per our licensing agreement we have to spend at 70%of that money this year. Motion to buy the ipads and the tablecloths now. Moved by Malcolm McCombe Seconded by Tim Funchion Carried Motion that we revisit the choir staging request in September Moved by Terry Traill Seconded by Irene Gourlay Carried 7.2 Thank You Board Muriel suggested that a large decorated board be put in the front lobby, prominently displayed, to say Thank you to all the volunteers who helped make Ribfest so successful Sharon suggested that one of the summer students could work on this. Elaine did note that an email went out to all the volunteers thanking them. It was also mentioned that letters should be sent out to Rotary and to the Canadian Legion for their donations. 8.0 Adjourned by Ron Hooper Next meeting will be September 19'" @ 9am I Minutes of the Meeting of the Clarington Oder Adult Centre Board of Directors Friday September 19th, 2014 at 9 am Voting Members Present: Malcolm McCombe, Josie Roberts, Norma Evans, Elaine Spicer, Ron Hooper, Irene Gourlay, Muriel Moynes, Tim Funchion, Terry Trail, Steve Coles. Non-Voting Members Present: Erica Mittag, Angie Darlison Regrets: Cathie Ward, Mayor Adrian Foster, Alan Bayliss 1.0 Call to Order Vice President Irene Gourlay called the meeting to order 2.0 Approval of the Agenda QS Motion that the agenda be a pproved,-_t1*'p resented Moved by Josie Roberts Seconded by Malcolm McCombe Carried 3.0 Approval of the Minutes of the Board Meeting of June 20th 2014 Motion to approve the minutes as presented Moved by Tim Funchion Seconded by Elaine Spicer Carried 4.0 Business Arising from previous meeting 4.1 Older Adult Strategy Update (Erica) There have been 2 public meetings and interviews with various groups, and the paper survey will be collected until October 6th. There are to be 2 more public meetings, one in Orono and one in Courtice to be held on September 30th 2014. 4.2 Garage Update (Angie) The garage will be rebuilt by the municipality exactly the same as it was with the exception of a new �ntoor at the back of the building for members of the tennis club to access the facility. This project should be of no cost to the COAA. 4.3 Accessibility Access from Beech Avenue The new access from the street has been installed. A complete facility tour has been under taken and will be presented at our next Board Meeting. 4.4 Courtice Facility Feedback All the feedback was given to the Municipality of Clarington Community Services Department i 4.5 Choir Staging Motion to not pursue this any further. Moved byJosie Roberts Seconded by Muriel Moynes Carried (Steve Coles Abstained from voting on this matter) 5.0 Correspondence 5.1 Ontario's Senior Secretariat We heard from the OSS that we will be getting $42,700 this year as well as a further $12,230.63. The extra money is to be used for our satellite locations, for staffing, My Senior Centre Computer System, marketing, promotions, ipads etc. Motion to accept the correspondence as presented Moved by Ron Hooper Seconded by Tim Funchion Carried 6.0 Reports 6.1 Treasurer's Report Motion to accept the Treasure's report as presented Moved by Malcolm McCombe Seconded by Steve Coles Carried 6.2. Municipal Update (Ron) Ron reported that all the counselors are in full on election mode. The Queen St Development is not going well and has additional delays. He was asked if there was going to be an all candidates aad'-meeting and he wasn't sure. There was some discussion about the new sidewalks on Scugog St. 6.3 Fundraising Report (Elaine) Elaine reported that the fundraising committee has met twice since our last Board meeting. The Golf Tournament and the Leisa Way concert were very well attended. As a result we only have$8,000 to raise by the end of the year. Coming up is the Pie Baking 6.4 Staffing Update (Angie) The Open House and Health Fair were very successful and Chelsea was thanked for doing another fantastic job. Approximately 650 people attended and 106 new members joined. There was some discussion about a payment plan and may be to publicize the plan. Motion to accept the reports as presented Moved by Steve Coles Seconded by Tim Carried 7.0 Other Business 7.1 Angie reminded the Board Members that if they need to talk further with the consultants please feel free to or email them. 7.2 Ron also mentioned that it is the 25th Anniversary of Applefest this year on October 18th 8.0 Meeting Adjourned by Ron Next meeting will be October 17th, 2014 I