HomeMy WebLinkAbout2014-01-17 Minutes Minutes of the Meeting of the
Clarington Oder Adult Centre Board of Directors
Friday January 17th 2014 9am
Voting Members Present: Steve Coles, Cathie Ward,John Hutchings, Malcolm
McCombe, Josie Roberts, Muriel Moynes, Norma Evans, Alan Bayliss, Don Welsh and
Councillor Ron Hooper
Non-Voting Members Present: Angie Darlison, Erica Mittag,
Regrets: Elaine Spicer, Linda Duffie, Mayor Adrian Foster
1 . Call to Order
President Steve Coles called the meeting to Order
2. Approval of the Agenda
Motion that agenda be approved after all items suggested where added
Moved by Josie Roberts Seconded by Malcolm Mcombe
Carried
3. Approval of the Minutes for the Board Meeting of Friday November 15th 2013
Correction to 7.3 Don Welsh will chair this committee and will bring
the names of 2 members for the nomination committee, to the next meeting.
Motion to approve the minutes, as corrected
Moved by Ron Hooper Seconded by Muriel Moynes
Carried
4. Business arising from previous meeting
4.1 Budget Sub Committee Presentation
Angie and Alan will present the Budget to Council on February 21St 2014
4.2 Nomination Committee Update (Don Welsh)
Motion that the nomination committee consisting of Don Welsh, Terry Kelsey and
Patricia Longeuay
Moved by Don Welsh Seconded by John Hutchings
Carried
4.3 Board Member Contact List
Erica Mittag's email address should be en�) ttac(clai-iriczlot7.i-iei
5. Reports
5.1 Municipality of Clarington Update (Councillor Hooper)
Ron reported that all tree branches that came down during the ice storm should be
bundled and taken to the curb. The Municipality is applying for $900,000 from the
Disaster Relief Fund. Mayor Foster is at a meeting today called by Hazel McCallion.
He also talked about GPA-001-14 which concerns the Courtice library space. Angie
thanked him for his support on this issue. Also Ron has spoken to Fred Hovath and
Ron Albright on our concerns over the parking re access to emergency vehicles,
and he assured up that it is on the budget request.
5.2 Community Services Update: Erica Mittag
5.2.1 Older Adult Strategy update
Erica thanked the Board for their patience and presented a draft of the COAB
Strategy for Budget request. Erica went through the report with us. The report
will now be presented on February 3,d to Council to have the Terms of
Reference approved. Once approved, it will go to Council for Budget
approval on February 21 It 2013. The next step will be on March 131h for RFP. This
will take about 6-8months, hopefully in time for the 2015 budget.
Motion to endorse the COAB Strategy Plan Report
Moved by Malcolm McCombe Seconded by John Hutchings
Carried
5.3 Fundraising Update (Muriel Moynes)
The first Fundraising meeting of 2014 was held on January 7th 2014, and the first Euchre
Extravaganza of the year was a big success with 220 players enjoying the event.
There was a great deal of discussion as to how to raise funds to meet the 2014
budget and the committee is always looking for input from all COAA members
including the Board members.
Upcoming events are:
Ladies Night- February 13th 2014
Youth and Community Leaders Dinner and Auction-Saturday February 15th 2014-with a
Keynote Address by Sandy Hawley
Barn Dance- February 21 It 2014 with live band- Good Times
Trivia & Pub Night-Wednesday February 26th 2014
Smile Theatre- Friday February 28th 2014
Euchre Extravaganza -Saturday March 15th 2014.
Steve made a request for a replacement for Vi Ashton who has retired from organizing the
Euchre Extravaganzas as presently Angie is filling the void.
5.4 President Update (Steve Coles)
The meeting with the Newcastle representatives went well and we now have a
relationship with the Newcastle Library. An update of the issues surrounding the
Newcastle Bowling Association was given. Steve confirmed that he will be away
for the AGM. A suggestion was made that Steve could video message to be
shown at the AGM. Everyone felt that that would be a great idea.
5.5 Staff Update (Angie Darlison)
The Biggest Winner Challenge is starting next week, with 2 teams headed by
Angie& Tom. A Senior Soccer Drop In is starting at the Indoor Soccer Facility on
Wednesday from 3 pm to 4:30 pm.
The Urban Pooling at the indoor soccer facility has 33 people registered.
Pickleball is doing very well with hopes of moving to one of the Municipal Tennis
Courts for the summer. The Beech Centre did suffer some tree damage from the
Ice Storm but no damage to the building. Angie will be away from January 28th to
February 4th 2014. On February 18th during Heritage week we will have an
Agriculture Lunch, with celebrity farmers serving locally produced foods. On
February 21st there is the budget presentation in the morning and the Barn Dance
in the evening. Steve will make the presentation of our endorsement of the
Community Services Older Adult Strategy Report during the February 31d, 2014 GPA
Meeting.
Motion to accept the reports as presented
Moved by Josie Roberts Seconded by Malcolm McCombe
Carried
5.5. Treasurer Update (Alan Bayliss)
The YTD figures showed a deficit of$27, 211. This could be explained in part by the
extra salaries we paid. The Board authorized raises for the staff after the budget
was set in addition to the extra payments in maintenance to cover the time when
Tom was away due to a family emergency we had to pay his replacement. We
also have our own maintenance staff on payroll. Finally we hired Marie to manage
our Courtice satellite program. The ice storm cost us about $6,000 in additional
snow removal as well.
Angie and Alan are working on comparing 2012 and 2013 figures in order to
allocate 2014 budget more accurately.
i
Motion to accept this report
Moved by Alan Bayliss Seconded by John Hutchings
Carried
6. Correspondence
6.1 Durham Region RE: Amendment 77 Official Plan
Motion to receive the correspondence for information
Moved by Don Welsh Seconded by John Hutchings
Carried
7. Other Business
7.4 Board News
Muriel suggested that we take some space on the notice board to record
highlights of the Board meetings. Every thought it was a great idea, and the
secretary will take over this duty.
7.5 Council Update on accessibility
Ron stated that the front desk was done, although some modifications have to
be made and the 2nd floor washroom drawings are expected to be received
next week.
7.6 Banking
The Municipality has put us on their Banking RFP, so we will not have to pay
interest charges and be able to earn money on our balance. We will be
moving from BMO to TD, and we will be able to have credit and debit card
access.
7.7 Defibrillator
We are going to have a second defibrillator which will be located on the 2nd
floor. The Municipality will pay for both machines.
8. Adjournment
Josie adjourned the meeting.
Next Meeting will be Thursday, February 20th 2014 @ 2pm