Minutes of the West Shore Parks and Recreation Society Board of Directors Meeting Thursday, January 22, 2015 in the Fieldhouse

Transcription

1 Minutes of the West Shore Parks and Recreation Society Board of Directors Meeting Thursday, January 22, 2015 in the Fieldhouse PRESENT: REGRETS: Directors Rob Martin (Chair), Leslie Anderson, Les Bjola, Lilja Chong, Arnie Hamilton, Al Hood, Jennifer Jakobsen, Ron Mattson, Moralea Milne, Matt Sahlstrom, Lanny Seaton, Winnie Sifert and Terry Young Directors Ed Watson and Darren Wright STAFF PRESENT: Linda Barnes, Administrator Wade Davies, Manager of Operations Sandy Clarke, Manager of Recreation Sue Dickson, Manager of Finance Geoff Welham, Arena and Events Coordinator Annie Mulcahy, Recorder PUBLIC PRESENT: 2 Volunteers from the JDF Seniors Centre 3 Representatives from the Victoria Grizzlies President of the JDF Curling Club CALL TO ORDER 1. The Chair called the meeting to order at 7:00 p.m. CHAIRS REMARKS 2. The Chair opened the meeting: - Welcome everyone to the first Board Meeting of 2015 new Directors and reappointed Directors. - Introductions were made by all those at the table and also the public attending the meeting. - Reminder to all Directors of their membership entitlement encouraged use the rec centre, for the members own personal benefit and also to build a better familiarity and understanding of West Shore to assist them in their role on the Board. ELECTION OF OFFICERS The Chair turned the meeting over to the Administrator to begin the Elections. 3. a) Chair Nominations were called for Chair. MINUTES_2015_JAN_22_WEB Page 1 of 5

2 Director Bjola nominated Director Rob Martin (seconded by Director Milne). Director Martin accepted the nomination. The Administrator called three times for further nominations, and hearing none, Director Martin was elected Chair. Director Martin assumed the Chair at this time. b) Vice-Chair Nominations were called for Vice-Chair. Director Milne nominated Director Ed Watson (seconded by Director Sifert). In his absence from the meeting, the Administrator confirmed Director Watson had expressed acceptance of the nomination. The Chair called three times for further nominations, and hearing none, Director Watson was elected Vice-Chair. c) Finance Chair Nominations were called for Finance Chair. Director Milne nominated Director Les Bjola (seconded by Director Sifert). Director Bjola accepted the nomination. The Chair called three times for further nominations, and hearing none, Director Bjola was elected Finance Chair. APPOINTMENTS 4. a) GVLRA Representative The Chair called for a volunteer for the Greater Victoria Labour Relations Association Representative. Director Ron Mattson volunteered. b) Standing Committees (i) Finance The Chair requested five representatives from the Board, one for each member municipality, to sit on the Finance Committee with the Finance Chair, Director Bjola. Members volunteered and the Finance Committee was confirmed as follows: - Director Les Bjola (Chair) (Langford) - Director Lilja Chong (Colwood) - Director Leslie Anderson (Highlands) - Director Moralea Milne (Metchosin) - Director Ron Mattson (View Royal) - Director Darren Wright (Juan de Fuca Electoral Area) The Chair designated members for further Committees as follows: (ii) Strategic Planning: Directors Martin, Watson and Bjola MINUTES_2015_JAN_22_WEB Page 2 of 5

3 (iii) Policy: Directors Jakobsen, Hood, Sahlstrom and Wright Environment: Directors Milne, Hood, Jakobsen and Anderson All Directors present accepted their further Committee appointments. APPROVAL OF AGENDA 5. MOVED/SECONDED BY DIRECTORS YOUNG AND SEATON THAT THE AGENDA BE APPROVED. APPROVAL OF MINUTES 6. MOVED/SECONDED BY DIRECTORS BJOLA AND SEATON THAT THE MINUTES OF THE REGULAR MEETING HELD DECEMBER 4, 2014 BE ADOPTED AS CIRCULATED. NO OMMISSIONS, NO ERRORS. PUBLIC PARTICIPATION President of the Juan de Fuca Curling Club, Don Rugg, expressed thanks on behalf of the Club their membership is now 450 strong with curlers of all ages, including juniors and high school kids finished the last Bonspiel of the season last weekend the ice is the best in town right now and everything is working well for them at WSPRS. Volunteer from the JDF Seniors Centre expressed appreciation to the Board for having supporting their Christmas raffle. NEW BUSINESS 7. a) Board Orientation Copies of the Board of Directors Orientation Manual 2015 provided to all Directors and the new Directors also received a copy of the WSPRS Board Policy Manual. The Administrator gave an overview as follows: - Orientation Manual has recently been updated there are still some small changes/updates to come but this document is a very good resource tool. - WSPRS Board Policy Manual is relatively new and yours to read though a lot of valuable information about the history of WSPRS, the role of the Board and the responsibilities of the Board Members will welcome any questions you may have or feedback to make it a better document as we go along. - Committee work will also help new Directors get up to speed. - As well, all new Directors are invited to a tour of the facilities and/or an orientation meeting. Annie Mulcahy will follow up with an to arrange. - To echo Chair Martin s comments, please make sure you take advantage of your Board membership and use the facilities as often as you can. Further Discussion: MINUTES_2015_JAN_22_WEB Page 3 of 5

4 The Chair remarked how he had found the orientation tour fascinating the scope of operational work behind the scenes is very interesting and well worth seeing. Director Young added that the calibre of the staff at West Shore is extraordinary the staff are great and the level of customer service is impressive and be sure to identify yourself as it means a lot to staff to know members of the Board are taking a personal interest in the rec centre. OLD BUSINESS 8. a) Review of Action Items The Administrator provided an overview as follows: - It had been suggested at the November meeting by a previous Board member that staff maintain and distribute an action item list at meetings. - A list is maintained of all decisions and action items that arise from regular and in-camera meetings. It helps build agendas and keep track of pending actions an up-to-date list is included in tonight s agenda package. - Question: How often would the Board find this information helpful? General discussion ensued and a consensus was made that this information could be helpful circulated to the Board quarterly or even twice a year. FOR INFORMATION 9. a) Human Resources Report The Administrator presented the report in the Manager of Human Resources absence. MOVED/SECONDED BY DIRECTORS MILNE AND BJOLA THAT THE REPORT BE RECEIVED. b) Administrators Report The Administrator presented the report. - The Board has asked that the Administrator provide a monthly report please let her know if these types of things are what you would like the Administrator to report back your feedback will be appreciated. - To highlight a portion of this month s report, the sales stats that are tracked (comparison of stats this year versus the same period last year) continues to show the steady, significant growth that WSPRS seeing helps to watch trends and stay on the upper curve to keep up with ever increasing public demands and changing demographics. MOVED/SECONDED BY DIRECTORS HOOD AND SIFERT THAT THE REPORT BE RECEIVED. IN CAMERA 10. MOVED/SECONDED BY DIRECTORS BJOLA AND MILNE THAT THE MEETING MOVE TO IN CAMERA. Further Discussion: MINUTES_2015_JAN_22_WEB Page 4 of 5

5 Before the in-camera session began, it was agreed that the three representatives from the Victoria Grizzlies be permitted to stay and introduce themselves and address their concerns to the Board. Sonya Saujani, Vice President spoke about the efforts the owners have taken to increase the team s fan base and promote ticket sales specials and promotions; joining the West Shore Chamber of Commerce; reaching out the community; going out to the schools to promote hockey, including introducing international students who have never seen the sport. Other endeavours include developing a Grizzlies App, social media, and print advertising. As well, they have focused on offering other activities at the arena for the kids to make coming to a Grizzlies game is a family experience. The challenge lies in the reality that the entertainment dollar in Victoria is stretched and competition is tough, but the owners are committed to making the team a success they have made some significant changes and are slowly seeing more fans come back to the arena. Question was asked about the ownership of team. Answer: The 10 owners are John Wilson, Dorothy Wagstaff, Kirby Yates, Don Robinson, Bob Mackenzie, Pete Zubersky, Ron Walchuk, Rez Binab, Lee Richardson and Sonya Saujani. Lee Richardson, co-owner, commented that all the owners are volunteering their time there is only one paid staff in our administrative office, plus the head coach. Lee Black, Alternate Governor for Hockey Canada also spoke in support of the Grizzlies, adding this is a labour of love, not a huge profitable venture for the owners. Teams everywhere are struggling and corporate sponsorships have to come up with new ways to be able to sustain themselves, e.g., concession split. Keeping live team sports viable is a huge concern and a topic of conversation in hockey across Canada. Call to move the meeting in-camera. ADJOURNMENT 11. MOVED/SECONDED BY DIRECTORS JAKOBSEN AND CHONG THAT THE MEETING BE ADJOURNED AT 8:05 P.M. MINUTES_2015_JAN_22_WEB Page 5 of 5