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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. i 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. I i I