HomeMy WebLinkAbout2015-07-17 Minutes
Clarington Older Adult Centre Board
Friday July 17 2015
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Meeting Minutes
Voting Members in Attendance:
Councilor Ron Hooper, Muriel Moynes, Cathie Ward, Alan Tibbles, Tim Funchion, Elaine Spicer, Terry Traill, Gary Bray, Barb
Singleton
Non-Voting Members in Attendance:
Erica Mittag, Angie Darlison
Absent: Alan Bayliss, Mayor Adrian Foster, Norma Evans, Irene Gourlay
1.0Call to Order at 9:04 am by President Muriel Moynes
2.0Approval of the Agenda
Muriel requested Job Descriptions be added as item 7.8
Motion to approve the agenda as amended
Moved by Barb Singleton Seconded by Tim Funchion
CARRIED
3.0Approval of Previous Meeting Minutes from:
Tuesday June 30 9 am
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Motion to approve the minutes as presented
Moved by Elaine Spicer Seconded by Terry Traill
CARRIED
4.0Business Arising from Previous Meeting
4.1Older Adult Strategy Update
4.1.1Meeting with Municipal Representatives
Alan Tibbles proved an update of all information that was received during the meeting with Andy Allison,
Nancy Taylor, Joe Caruana, Fred Horvath and our COAA Board Representatives. At this time we are
anticipating a draft agreement by the end of July. Additional meetings are expected and members of our
Board did request that our Council Representative speak to the Municipal staff to get a true understanding
of if the COAA will be permitted to operate outside of the 26 Beech Ave facility. At this time there seems to
be a considerable amount of concern that if we are not able to continue to provide our external events
(i.e. fundraisers, golf, hiking, pickleball, cycling, etc.) the COAA could cease to exist.
4.1.2COAA Renaming
Angie Darlison outlined the information regarding the renaming of the COAA Contest which will include
both an online and paper portion.
Motion to accept and promote the renaming contest to start ASAP.
Moved by Cathie Ward Seconded by Tim Funchion
CARRIED
5.0Correspondence
5.1 Secretariat RE: EPC Review
Angie Darlison presented a verbal presentation on the importance of our EPC funding and requested
board participation at an upcoming meeting to represent the COAA. After some discussion it was
decided that Cathie Ward and Angie Darlison will represent the COAA at the meeting in Mississauga later
next week.
6.0Reports
6.1Treasurers Report
All member in attendance reviewed the financial that were provided by Treasure Alan Bayliss prior to the
meeting. Question relating to fundraising, the caf and maintenance were all asked by members of the
board and a brief discussion surrounded the importance of our financial reporting moving forward.
At this time Angie Darlison explained to the Board of Directors that a complete review our 2015 budget
would be required and a new revised financial statement would be forwarded prior to the next meeting.
Summaries of our current and previous year balance sheet was shared to show we are still in good financial
standing as far as cash on hand as well. Alan Tibbles and Angie Darlison are currently working on this
process with the Director of Finance at the Municipality of Clarington.
6.2Fundraising Report
Barb Singleton reported that the funds raised through our partnership with the Courtice Rotary Club have
been returned and that the Committee is working tirelessly to come up with additional ideas to assist in
recouping this lost revenue. At this time we members of the board were asked to come forward with new
ideas and step up to assist with further implementations. This committee is very small and require additional
assistance to be successful.
6.3Municipal Update
Erica Mittag reminded the board of the re-opening of the Alan Strike Aquatic and Squash Facility on
September 19 from 1 pm to 4 pm.
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happening in front of the BMO on King Street. An update was also given on the beach located just past
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and the Heritage Week details.
Motion to accept all reports as presented
Moved by Alan Tibbles Seconded by Elaine Spicer
CARRIED
Erica Mittag departed at 9:50 am
7.0Other Business
7.1Board Roles and Responsibilities
Angie Darlison presented all members of the Board with a copy of the Duties and Responsibilities of
Directors of Not-For-Profit Organizations and recommended that all members of the board review this
information as we move forward with our new direction. Alan Tibbles further explained that the changes
coming forward with the Board of Directors will require a significate amount of commitment and all board
members need to fulfill duties and obligations in order for the COAA to be a success into the future. It was
further discussed that what changes will need to be made moving forward in regards to the board
structure, and our upcoming Annual General Meeting that will need to be planned for late February.
7.2Change to existing By-Laws
Whereas:
It is critical that COAA Directors participate wholeheartedly in the Board process and take their appointed
role seriously, and,
Whereas:
A Board cannot function effectively if Directors do not maintain a regular and consistent attendance at
meetings, and,
Whereas:
COAA will become a private, stand-alone corporate entity, incorporated under the laws of Ontario, and,
Whereas:
Collec
Whereas:
The well-being of our members is of paramount importance and every attempt must be made to remove
troublemakers and those who would wish to spoil the enjoyment of other members by their behaviour:
Be it resolved that:
The company by-laws be amended as follows:
A new section, numbered 6.10 be added, as follows:
6.10 Removal of Directors
6.10.1 Lack of attendance.
In the event that a Director or executive officer is absent for three (3) consecutive Board meetings or four
(4) Board meetings in any 12 month period, for reasons other than ill-health or requested and approved
leave of absence, that Director will forfeit his/her position on the Board upon formal notification by the
President, and may not apply to join the Board again until at least 24 months have elapsed.
6.10.2 Disruptive, combative or non-conforming.
If a Director is found to be constantly disruptive to the orderly processes, combative and non-cooperative
with other Board members or, once a decision has been taken, acts in a subversive manner, this Director
may be removed with the consent of six (6) board members. A director may also be removed in the same
manner if he or she does not respect the confidential nature of discussions at Board meetings.
6.10.3 Replacement of Directors that have been removed from the Board
The Board may choose to replace Directors that have been removed, with members in good standing
without the need of a General Meeting. Similarly, a Director may be asked to assume dual roles if this is
convenient and will not negatively impact the efficient operation of the Board.
A new section, numbered 9.3 be added:
9.3 Revocation of membership and membership privileges.
A member who is considered to be disruptive or abusive or is not willing to adhere to the policies that apply
to membership, may have his/her membership withdrawn and be banned from coming to the Beech
Centre. The decision to undertake such action is at the sole discretion of the Executive Director after first
advising the President of the intended action. The Executive Director may elect to refund the offending
Moved by Alan Tibbles Seconded by Barb Singleton
CARRIED
The company by-laws be amended as follows:
Section 10.03 (d) be modified as follows:
(a) Voting
Each member in good standing and who has held membership for four (4) months prior to the
date of the General Meeting, shall have one vote. Motions shall be adopted by a simple majority
vote except as otherwise stated herein. Every question shall be decided by a show of hands of the
members present. Any member living outside the boundaries of the Municipality of Clarington
does not have the right to vote at any general meeting or annual general meeting of the
membership.
Moved by Alan Tibbles Seconded by Elaine Spicer
CARRIED
Elaine Spicer questioned if members of the board would be permitted to vote via proxy. If was reviewed
and the decision was made that this is not a general rule of practice for Not-For-Profit Boards.
Councilor Hooper questioned our ability to revoke memberships and if we have done this in the past.
Angie Darlison explained that she did speak to both the local police department as well as reviewed the
facility policy that we share with the Municipality of Clarington.
7.3Ongoing Meeting Schedule of
Muriel Moynes addressed the group in regards to the importance of regular monthly board meeting and
requested that all members provide a comment in regards to the current schedule. After much discussion
is was decided by the group that sticking with the regular 3 Friday of the month schedule is best for the
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majority of the group and although we would like to accommodate all the timing and amount of work that
7.4Board of Directors Leave of Absence Request
Angie Darlison explained to the members of the Board that we have received a request from Irene Gourlay
for a medical leave of absence.
Moved by Alan Tibbles Seconded by Gary Bray
CARRIED
7.5Member Issue RE: Confidential Report
Motion to move in camera
Moved by Alan Tibbles Seconded by Elaine Spicer
CARRIED
Motion to move out of camera
Moved by Cathie Ward Seconded by Alan Tibbles
7.6Newsletter Communication
Angie Darlison updated the board of directors on the upcoming Beech News that will be coming out in the
fall thanks for Paul Livingston, Brian Greenway and the summer staff working together to assist in the
promotion of the COAA.
7.7External Flyer
Angie Darlison updated the group on the resent launch of the COAA flyer that we will be using in all
Municipal Facilities until the relaunch of the NEW COAA.
8.0Adjournment by Elaine Spicer at 10:35 am
Date of Next Board Meeting:
Friday August 21 2015 9 am Clarington Beech Centre 26 Beech Ave, 2 Floor Meeting Room Bowmanville Ontario
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