HomeMy WebLinkAbout2013-08-13 Minutes Minutes of the Meeting of the
Clarington Oder Adult Centre Board of Directors
Tuesday August 13th 1 pm
Voting Members Present:
Steve Coles, John Hutchings, Don Welsh, Linda Duffie, Malcolm McCombe,
Josie Roberts, Cathie Ward, Norma Evans, Elaine Spicer, Alan Bayliss, Jim Boate
Non-Voting Members Present
Angie Darlison, Erica Mittag
1.0 Call to Order
President Steve Coles called the meeting to Order
Steve thanked all the Board Members that helped out with our recent bus load
Of visitors from Oakville senior centres
2.0 Approval of the Agenda
Motion that the Agenda be approved
Moved by Malcolm McCombe Seconded by Linda Duffie
Carried
3.0 Approval of the Minutes of the Board Meeting of May 16th 2013
Motion to approve the minutes
Moved by Linda Duffie Seconded by Elaine Spicer
Carried
4.0 Business Arising from previous meeting
4.1 Review of ROCG meeting with Peter Spratt
Motion to receive his report as provided for information
Moved by Malcolm McCombe Seconded by Josie Roberts
Carried
5.0 Correspondence
5.1 The Regional Municipality of Durham Re: Official Plan Amendment 77.
5.2 Municipality of Clarington Re: Official Plan Amendment 77
Motion to receive correspondence for information
Moved by Linda Duffie Seconded by John Hutchings
Carried
6.0 Reports
6.1 Municipality of Clarington Update - No report was received
It was suggested that we look for a municipal lot to park our vehicles, as
they were damaged in our parking lot a few weeks ago. We have
approached the neighbours to keep as look out and police presence has
increased in the area. We are also parking our vehicles facing the
street. Erica will look into what our options are for making sure that the
vehicles are more secure.
Motion to request the staff Municipal Staff investigate what our options are
Moved by Don Welsh Seconded by Jim Boate
Carried
6.2. Fundraising Update
Elaine reported that the last Fundraising meeting was held on Tuesday May
28th. As our fundraising events have been quite successful, a decision was
made to take the summer off and reconvene our meetings in the fall.
The following are the fundraising events since May 16th Board Meeting
a) Saturday May 25th Euchre Extravaganza
b) Friday June 7th to Sunday June 9th Bowmanville Rotary Ribfest.
A letter of thanks for the $8,000 cheque was sent to Bowmanville Rotary
President, Donald Hutton; we also expressed our interest in participating
again next year.
c) Saturday July 20th Euchre Extravaganza
d) Monday, July l st, Courtice Rotary Canada Day Celebration, 50/50 draw
On Saturday September 28th we will be hosting another Euchre
Extravaganza
Motion to accept the report as presented
Moved by Linda Duffie Seconded by Josie Roberts
Carried
6.3 Treasurer's Report
Alan presented the report. He commented on the following:
a) $21 ,000 should be moved from salaries to program
expenses, as this is salaries for instructors
b) Some time and money has been spent updating the
computers, to allow remote access, however we were able
to get $3,000 worth for $180 .
c) He had a good meeting with Stella and also Rosalie from
the municipality, and cleaned up a lot of the old accounts.
d) We have to make an accrued liability account for
accrued vacation. All vehicles, the stove and the stage
need to be recorded as capital assets, and need to be
depreciated on the books.
Motion to accept the report as presented
Moved by Alan Bayliss Seconded by Malcolm McCombe
Carried
7.0 New Business
7.1 Cycling Program Update
Angie thanked all the Board Members who attended the meeting.
Some of the members have left to form a new group, and Erica is
helping with that. The COAA has offered to help in any way that
we can. A question was asked about the new group's insurance
coverage if they rode in Clarington without a staff person, and the
answer was no, they would not be covered.
7.2 Staffing
Angie reported on the following items
7.2.1 Program Coordinator Replacement
Angela Adams decided to move to BC, so her position became
vacant. A committee consisting of Steve Cole, Cathie Ward, Angie
Darlison, Bill Peel and Irene Gourlay will be interviewing 8
candidates tomorrow for this position.
7.2.2 Regular staff meeting schedule
Once a month for '/2 day the staff are going to meet offsite at the
Clarington Board of Trade. A Board member should be at the
COAA during that time, so a schedule will be set up to cover this.
7.2.3 Staff Structure
Stella does bookkeeping; Sharon is in charge of the volunteers,
office administration catering events. Tom takes care of
maintenance and rentals, and Sharon Spooner is in charge of
transportation. Sharon Spooner's mother is very sick at the
moment, so Sharon is at home looking after her. Marie Visser is
filling in for Sharon while she is away. We should look at the staff
structure for the upcoming year, as there seems to be a need to
add another staff person. Angie has already this year racked up 12
weeks of extra time. Amanda at Coazy Klips will be starting full time
from August 19th.
7.2.4 Maintenance Staffing
We put the cleaning contractor on notice as there were lots of
problems with their work, and as they did not improve we let them
goBill and Dorothy Lawrence have been doing the night time
cleaning and are doing a tremendous job, with help from Connor
Visser, the summer student
7.3 Board of Director Conduct
Steve stated that even though we might disagree in our meetings, we as a
Board must speak with one voice, outside the Boardroom at all times
7.4 Budget Sub Committee
A committee was formed, consisting of Alan, Steve, Cathie, Jim, Norma
and Angie.
7.5 Coming Events
7.5.1 September 4th Open House
7.5.2 15th Anniversary Celebrations
There is to be an Open House on September 22nd, and all Board
members are asked to attend. There will be a whole week of activities,
and Board members should wear their name tags at all events.
7.6 Facility Update
7.6.1 Accessibility
We are asking the municipality at every opportunity about the front
walkway accessibility. The west door from the auditorium has had the
patio stones leveled and is more accessible in case of emergency.
7.7 Sub Committee Update
7.7.1 Review of trip to other centers
The video picture gallery is to be reviewed at the next meeting
7.7.2 Update from Community Services Department
a) Erica reported that a report is being prepared regarding resolution
C-216-13, and she anticipates a meeting soon with the COOA and the
municipality.
b) She also introduced the new Community Leisure booklet which has
photos from our picnic on the front
c) There is to be a Sport & Leisure Fair on Sept 13th Last year 500 people
attended, and there were 40 venders
d) On Saturday October 19th 6 local athletes will be inducted into the
Clarington Sports Hall of Fame.
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8.0 Other Business
Jim announced that the Courtice Santa Claus Parade will be on December
1St this year.
9.0 Adjournment
Josie Roberts adjourned the meeting.
Next meeting will be September 20th @ 9am.
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