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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