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HomeMy WebLinkAbout2014-11-28 Minutes Minutes of the Meeting of the Clarington Oder Adult Centre Board of Directors Friday November 28th, 2014 at 9 am Voting Members Present: Malcolm McCombe, Josie Roberts, Norma Evans, Elaine Spicer, 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, Councillor Ron Hooper. 1. Call to Order President Cathie Ward called the meeting to Order 2. Approval of the Agenda Motion that the Agenda be approved with amendment and additions Moved by Tim Funchion Seconded by Terry Traill Carried 3. Approval of the Minutes of the Board Meeting of October 17th 2014 Motion that the minutes be approved Moved by Irene Gourlay Seconded by Josie Roberts Carried Approval of the minutes of Special Meeting held on November 4111 2014 Motion that the minutes be approved with the minor change of the word sing to sharing Moved by Steve Coles Seconded by Elaine Spicer Carried 4. Business Arising from previous meeting 4.1 Older Adult Strategy Update (Erica Mittag) The Steering Committee met with the consultants yesterday to review the initial draft of the report. We had a great meeting with lots of good discussion which the consultants will take back and include. We will receive a more complete draft in early January. We anticipate holding a Public Information meeting in late January to review the draft report. 4.2 Courtice Location Planning (Erica Mittag) After a review of the cost of the upgrades (including both inside, but primarily outside to provide an accessible space) to the Theatre Dance space at the Courtice Community Complex, it was felt that it would be more cost effective to offer the Community Hall (3000 sq ft space Nvith kitchen, former concession area and alcove for possible entryxvay) to the COAA as a permanent satellite location in Courtice. This was proposed at Council at their recent retreat for consideration in the 2015 Budget Process. I Motion to endorse the Director of Community Services offer of changes to the Courtice location. Moved by Steve Coles Seconded by Malcolm McCombe Carried 4.3 COAA 2015 Budget Presentation (Alan Bayliss) Alan felt it was important to discuss this after his presentation of his Treasurers Report, item No. 6.1 on the Agenda, and we all agreed. 4.4 Lions Bar (Cathie) `1L Cathie attended a Smart Serve refresher course and there were 254,tendees'.' We will be receiving a list from the President of the Lions Club. 5.0 Correspondence There was no correspondence to report 6.0 Reports 6.1 Treasurer's Report (Alan Bayliss) Alan explained that he foresees that we might be in a deficit position by the end of the year and there was a lot of discussion on this. Motion to accept the Treasurer's Report as presented. Moved by Alan Bayliss Seconded by Steve Coles Carried COAA 2015 Budget Presentation (Alan Bayliss) There was much discussion on raising more money, and many ideas were brought forward. It was felt that we should wait until the Older Adult Strategy is finished before we change the budget as presented. Motion to accept the draft budget as it is presented. Moved by Tim Funchion Seconded by Elaine Spicer Carried 6.2. Municipal Update (Ron Hooper) No update as Ron and the Mayor were absent 6.3 Fundraising Report (Elaine) We raised over $3,800 at our September Golf Tournament. Also we raised $615 in October at our Pie making event. The 2016 Calendar committee is on track to go on sale at our 2015 Open House. We sent a letter declining an Oshawa Theatre group's proposal for a dinner theatre at the COAA as the ticket price would be too much for our members. We also sent a letter to the President of the BoNwmanville Rotary Club asking them to consider the COAA donation collectors when they start planning the 2015 Ribfest. Upcoming events include: Santa Claus Parade in Courtice December 7th Penny Auction (ongoing in the Lobby) Showcase of the Arts December 4111 Clarington Concert Band December 1 lth COAA Christmas Dance December 13th Motion to accept the Fundraising report as presented Moved by Josie Roberts Seconded by Irene Gourlay Carried 7.0 Other Business 7.1 Volunteer Recruitment and Training (Cathie Ward) Cathie will be hosting a workshop on this topic this afternoon, and will report back at our next meeting. 7.2 South end of Beech Centre accessibility (Tim Funchion) Tim reported on his assessment of building a ramp from the landing off the exit door. His initial thoughts that we could build one quite cheaply, however on further examination that proved not to be the case. We will have to present our findings to the Municipality for their consideration. I 7.3 Art Policy (Angie Darlison) Pat Best no longer looks after this, so we have decided to review our policy. A copy of the new policy is attached. Diane Darche will be looking after this now. Tom will work with Diane to implement this policy Motion to add this policy to our Policy Administration. Moved by Steve Coles Seconded by Malcolm McCombe Carried 7.4 Facility Mats (Angie Darlison) The mats in the hallway need to be replaced. Angie received 3 quotes to buy new ones. Motion to buy new mats for the Hallway from Mul-t-Mat and Supply Co. Moved by Josie Roberts Seconded by Steve Coles Carried 7.5 Engaging Priority Green Meeting Update (Cathie Ward) Cathie along with Tim attended a Roundtable disc�is 'on on Growing Clarington Together, which was put on by Clarington's Priority Green I ita `e. This was a presentation and roundtable discussion a out moving toward a more dense approach to urban development in Clarington. Opportunities and challenges were discussed for 5 key areas; Town and village centres, Corridors, Waterfront places, Established neighbourhoods and New neighbourhoods. 1.6 Baby Boomer Workshop Update (Cathie Ward) Cathie also attended along Nvith Olivia and Stella the OACAO Baby Boomers Workshop Discussion covered ways for Older Adult Centres to engage the Baby Boomers, how to market ourselves to appeal to this demographic and how to draw them in as volunteers. We also discussed some of the programming ideas other centres are offering. They also vP introduced us to the OACAO website 1 t is a great resource for research and statistics 7.7 Integrated Accessibility Standards (Angie Darlison) All Board members must do this online test and give their certificate to Angie 7.8 Santa Claus Parade (Angie Darlison) Collrtice Santa Claus Parade is Sunday December 7t], and we are looking for volunteeers 7.9 Nominating Committee (Angie Darlison) As Past President Steve has to form a Nominating Committee for Board members to be presented at the AGM March 27t)' . The committee will consist of Steve and 2 members at large. The nominations will be closed by March 4111 in time to be presented to the Board at the March 20t1' meeting. Motion to form a nominating committee and fulfill the actions outlined above. Moved by Steve Coles Seconded by Josie Roberts Carried 8.0 Adjourned by Malcolm McCombe Next meeting will be January 16t11, 2015