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Home My WebLink About2014-10-17 Minutes Minutes of the Meeting of the Clarington Oder Adult Centre Board of Directors Friday October 17th, 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 , Cathie Ward, Alan Bayliss Non-Voting Members Present: Erica Mittag, Angie Darlison Regrets: Mayor Adrian Foster 1 .0 Call to Order President Cathie Ward called the meeting to Order 2.0 Approval of the Agenda Motion that the Agenda be approved with the following additions 7.5 Orono Santa Claus Parade Date - Nov 22nd 7.6 Bar agreement 7.7 Floor cleaning 7.8 Wish list Moved by Irene Gourlay Seconded by Josie Roberts Carried 3.0 Approval of the Minutes of the Board Meeting of June 20th 2014 Motion that the minutes be approved with the following minor changes: 2.0 should include "as presented" 4.2 should read with the exception of the main door 6.2 the 'and 'should be crossed out Moved by Steve Coles Seconded by Malcolm McCombe Carried 4.0 Business Arising from previous meeting 4.1 Older Adult Strategy Update (Erica) There was a great response to all the public meetings. 500 surveys have been completed and the consultants will get back to us by the end of November with the results. 4.2 Accessibility Presentation (Angie) Angie prepared a very interesting and informative presentation on the accessibility issues that we have at the Beech Centre. With the help of Tim Van Leeuwen, one of our members who uses a motorized wheel chair, they went through the building and analyzed what we have and how we can improve. There was much discussion on the presentation, especially regarding fire safety. The COAA does have an emergency plan and fire drills are conducted at the center every 2 months. It was suggested that these plans be posted around the facility so that our members could familiarize themselves with what action they should take in an emergency. It was also suggested that the instructors should also be more aware of what to do should an emergency happen while they are teaching. Tim Funchion offered to give us a quote on the cost of an accessibility exit from the emergency exit from the main hall. It was also suggested that we prioritize all the defects and get quotes. Motion to send this presentation to the Municipality of Clarington Accessibility Committee and to the Older Adult Strategy Consultants, and also to the Steering committee Moved by Muriel Moynes Seconded by Steve Coles Carried 4.3 Coutice Location Planning Thank you to all members of the board that forwarded comments and suggestions for the Courtice facility. At this time all feedback has been submitted to George Acorn and we await further details or request. 4.4 Snow removal contract Last year we partnered with the Museum who use Acorn Landscaping for our snow removal, and they have resigned for this year with Acorn. Motion to except the quote provided by Acorn Landscaping for snow removals. Moved by Steve Coles Seconded by Tim Funchion Carried 5.0 Correspondence 5.1 Erin Otoole Re: Lunch Thank You 5.2 The Terry Fox Run Re: Thank You 6.0 Reports 6.1 Treasure's Report (Alan) Motion to accept the Treasure's report as presented Moved by Malcolm McCombe Seconded by Tim Funchion Carried 6.2. Municipal Update (Ron) The concrete work at the NW corner of the facility is still to be done. The architect is reviewing the garage drawings and is suggesting that we wait until May to do the work. The development on Queen Street has new owners and the property is to be completely demolished. The new council members will be elected October 27th and start in December. We will find out at that time who our representatives will be. Erica also announced the plans for the Torch bearers for the Toronto 2015 PanAm Games. The Toronto2015 Pan Am Games Torch Relay is coming through Clarington this spring. The torch relay is one of the most exciting events leading up to the Games. As a host community, the Municipality of Clarington is able to nominate / select 2 Community Torch Bearers to carry the flame through Clarington. As such, the Community Torch Bearer contest was launched recently. We would like to invite all interested residents to fill out our nomination forms that can be found online at httr�,/www.cicAri€mac ton.net index.p ip?conter)i=townliall afi.-a-n c oi-itest. The contest runs from now until 4:OOPM on December 5, 2014.Clarington is excited to share in the spirit of the Games! If you know of someone who meets the criteria, please submit a nomination. As well, Canadians from coast to coast can enter to take part in the torch relay. 3,000 Torchbearers will carry the flame as it makes its way through five Canadian cities and 130 communities in Ontario to the opening ceremonies of the games. There is a separate contest, administered by Toronto2015, which will be done by random draw. Enter today to be a torchbearer at httL)://www.toi-onio2Ol5.org/torci-i-i,elay. Motion to accept the reports as presented Moved by Josie Roberts Seconded by Irene Gourlay Carried 6.3 Fundraising Report (Elaine) Elaine reported that the fundraising group raised $200 from Pie Baking and $4,800 from the Golf Tournament. She thanked Muriel and Josie for all their help, and also the staff. She has sent out a letter to Rotary, asking if we could be considered to work the gates at the next RibFest. Motion to accept the Fundraising report as presented Moved by Tim Funchion Seconded by Malcolm McCombe Carried 7.0 Other Business 7.1 Internet for satellite locations There has been a problem with the internet at the satellite locations, when there are computer classes. Many users at the same time could not use the internet. Angie had a meeting with Erica, Sharon Meredith, Rob Van Dyke (Municipal employees) and Brian Greenway (COAA instructor). As a result of that meeting a COAA Hub will be installed in Courtice and Newcastle 7.2 Volunteer Recruitment and Training (Cathie) When Cathie was at the Older Adult Strategy meetings, she felt that people didn't know very much about volunteering at the COAA. She would like to run a workshop on volunteering, and is looking to the Board members for support. She has prepared a notice which will be made available to our members by various means, ie. email, posted at the center, to be picked up at the front desk, etc. Motion to support Cathie's initiative. Moved by Steve Coles Seconded by Elaine Spicer Carried 7.3 2015 Budget Submission Angie and Alan are working on the 2015 budget and it will be presented at the next meeting. There will be a few new lines in the Budget this year. Wheels in Motion will added as a separate line item, and the new facility in Courtice will be added. The budget has to be submitted to the Municipality by November 30th. 7.4 Go and Regional Transit Issues After an incident involving one of our members not being allowed to ride a fully accessible Go bus, the COAA Board decided to write a letter to GO Transit and to Durham Region Transit, with copies to go to our Regional Counsillors and the Older Adult Strategy consultants. Motion that a letter to be sent to all the above regarding this issue. Moved by Malcolm McCombe Seconded by Tim Funchion Carried 7.5 Santa Claus Parades -Bowmanville November 15 -Newcastle November 16 - Courtice December 7 - Orono November 22 Angie is looking for a volunteer(s) to spearhead these parades. 7.7 Floor Cleaning The Municipality sent people over to clean all our floors and have loaned us a machine to keep the floors looking good. 7.8 Wish list It was suggested that this list be posted on the Board update board 7.6 Bar Agreement Steve Coles excused himself and declared a conflict of interest. Angie informed the Board that there was to be a meeting with members of the Lions club and COAA Board members, at 11 :15 discuss various issues that have arisen during rentals. 8.0 Adjourned by Tim Next meeting will be November 28th, 2014 i