Minutes of the West Shore Parks and Recreation Society Board of Directors Meeting Thursday, January 9, 2014 in the Fieldhouse

Transcription

1 Minutes of the West Shore Parks and Recreation Society Board of Directors Meeting Thursday, January 9, 2014 in the Fieldhouse PRESENT: Directors Rob Martin (Chair), Cynthia Day, Arnie Hamilton, Moralea Milne, David Screech, Heidi Rast, Matt Sahlstrom, Lanny Seaton, Winnie Sifert, Ed Watson, Ken Williams, Shaun Wysiecki, Terry Young STAFF PRESENT: Wade Davies, A/Administrator Brian Merryweather, Manager of Human Resources Sandy Clarke, Manager of Recreation Sue Dickson, Manager of Finance Annie Mulcahy, Recorder PUBLIC PRESENT: Evelyn Woodward, President, plus one other member of the Juan de Fuca Seniors Centre. 1. Call to Order The Chair called the meeting to order at 7:02PM. 2. Approval of Agenda The Chair motioned to add an item to his Remarks (Item 5.a) verbal confirmation of Municipal Appointments for MOVED/SECONDED by Directors Day and Wysiecki that the amended Agenda be approved. 3. Approval of Minutes MOVED/SECONDED by Directors Milne and Sifert that the Minutes of the regular meeting held December 12, 2013 be adopted as circulated. 4. Public Participation Evelyn Woodward expressed thanks for supporting the Juan de Fuca Seniors Centre fund raising raffle. They were able to raise $4,800 for the purchase of a new bus for the centre. 5. Chair s Remarks - Glad to see such a good turnout tonight hope everyone enjoyed the holidays and a Happy New Year to all. Minutes from January Meeting - Adopted February 13, 2014 Page 1 of 5

2 a) Verbal confirmation of Municipal Appointments for 2014 The Chair stated that written confirmation has been received from the Highlands, View Royal and Colwood regarding appointments for the coming year. He then asked and received confirmation of appointments for Directors Sahlstrom, Seaton, Sifert and Young for Langford and Directors Milne and Watson for Metchosin. 6. ELECTION OF OFFICERS The Chair turned the meeting over to A/Administrator, Wade Davies, to begin the Election of Officers. The A/Administrator: - 3 positions will be elected by the Board tonight being the Chair, Vice-Chair and Secretary Treasurer. - We have 13 Board Members present making a tie vote unlikely (the only way we could have a tie vote is if a member chose to leave their vote blank). - Roberts Rules only states how a tie vote can be broken when the Chair has a deciding vote. In our case, the Chair is a voting member which nullifies that deciding factor, so the Board needs to agree how they want to handle a tie vote should it happen (e.g., re-vote and then toss a coin). - The Board agreed unanimously that all Board Members are expected and required to place a vote. There will be 13 votes tonight for each of the 3 positions, eliminating the possibility of a tie vote. a) Chair - The A/Administrator asked for nominations for the Chair and Director Sifert nominated Rob Martin. - The A/Administrator asked for any further nominations. There being none, he asked two more times with no further nominations brought forward before acclaiming Rob Martin as Chair. The meeting was then turned back to the Chair to complete the remaining Election for Officers. b) Vice-Chair - The Chair asked for nominations for the Vice-Chair and Director Milne nominated Heidi Rast. - The Chair asked for any further nominations. There being none, he asked two more times with no further nominations brought forward before acclaiming Heidi Rast as Vice-Chair. c) Secretary-Treasurer - The Chair asked for nominations for the Secretary-Treasurer and Director Sahlstrom nominated Shaun Wysiecki. - The Chair asked for any further nominations. There being none, he asked two more times with no further nominations brought forward before acclaiming Shaun Wysiecki as Secretary- Treasurer. d) Committee Appointments i) Finance Committee ii) GVLRA Representative The Chair said he will be sending an during the next week about Committee appointments to canvas Board Members interests. Minutes from January Meeting - Adopted February 13, 2014 Page 2 of 5

3 With respect to the Finance Committee, a quick verbal round table was done confirming members from each municipality: Colwood Shaun Wysiecki Highlands Ken Williams Langford Terry Young Metchosin Moralea Milne View Royal Heidi Rast Director Screech expressed his continued interest to be GVLRA Representative and that was seconded by Director Rast. The Chair asked anyone who is interested in sitting on any other WSPRS Committee to please let him know within the next week. He will finalize the Committee appointments with the Administrator and send a list of all the Committees and Members by to Board Members to reference. The Chair also asked for verbal confirmation of whether the WSPRS 2014 Budget has been approved by the different municipalities or when it is scheduled to go forward to Council: Colwood going to Council on Monday, Jan 13 Electoral District undetermined Highlands approved Langford on hold until Monday, Jan 20 Metchosin approved View Royal approved 7. Standing Committees a) Finance Director Wysiecki handed out a brochure for a workshop being offered by Sam Weller of Broadwell Service Inc. Victoria BC. Accounting Comes Alive - Finance for Nonfinancial Professions is an all-day workshop taking place at the Metchosin Municipal Hall on January 16, The cost is $300 per person. Director Wysiecki recommended this training that is geared towards decision makers in organizations who needs to read financial statements and understand the impact on the bottom line of their decisions. Please consider the workshop if you are looking to gain a deeper understanding of your decision making responsibilities and get an edge on interpreting financial statements. The workshop is fast approaching so please contact Sam Weller directly at: sam.weller@shaw.ca You can visit the website at: b) Strategic Planning Nothing to report at this time. c) Policy Committee Director Milne spoke to 2 points: 1. CAO Evaluation Form that is being developed by Heather Hughes to perform the CAO Performance Review. Director Milne explained that it is in our contract with Hughes Consulting that the Board approve the form, and distributed copies around the table for review and Minutes from January Meeting - Adopted February 13, 2014 Page 3 of 5

4 consideration. Heather Hughes had been invited to attend the meeting tonight but as it was a last minute request, she unfortunately had a previously scheduled engagement. Discussion ensued around the detail of the evaluation form and how many of the items seemed like old performance objectives. A suggestion was made that we move to receive it and allow Directors the opportunity to read it in more depth before approving. Upon closer review, a motion was made to defer the topic until Heather Hughes could attend a Board Meeting and discuss the evaluation form and process further with the group. MOVED/SECONDED by Directors Screech and Sahlstrom to defer the topic and ask Heather Hughes to attend the next Board Meeting for further discussion. Further Discussion: Director Rast commented that she agrees with comments made about some of the points being old slate. For the Board, she feels the review should be more generic, using a numeric rating. General consensus around the table that the form was too involved and complicated and many of the questions would be difficult to answer or not applicable to the working relationships between Board Members and the CAO. 2. The first Environment Committee Meeting was held tonight just prior to the Board Meeting with Directors Milne and Screech, Wade Davies and Bryan Wood, Parks Supervisor. Being an initial meeting, there is nothing to report back at this time but if anyone else would like to join the Committee, please let Director Milne know. 8. New Business N/A 9. Old Business N/A 10. For Information a) Human Resources Report (attached) This month where no positions were posted; a first in four years. MOVED/SECONDED by Directors Rast and Wysiecki that the Report be received. b) Administrator s Report (attached) The A/Administrator made reference to the report that the Administrator had provided. MOVED/SECONDED by Directors Wysiecki and Rast that the Report be received. Further Discussion: Director Moralea commented on how wonderful it was that the pool facility was reopened to patrons earlier than originally scheduled. The A/Administrator added that the contractors did a great job all around on all levels, the annual shutdown and repairs were a huge success. Minutes from January Meeting - Adopted February 13, 2014 Page 4 of 5

5 Director Sifert brought up the idea of restructuring the table set up at Board Meetings, which she had previously mentioned, to improve the ability for Directors along the side tables to be able to see and hear the head table better. 11. In Camera: MOVED/SECONDED by Directors Rast and Day that the Board move IN CAMERA. 12. Adjournment MOVED/SECONDED by Directors Screech and Sifert that the Board Meeting be adjourned at 8:26PM. Minutes from January Meeting - Adopted February 13, 2014 Page 5 of 5