ATTENDING MEETING OF THE DIRECTORS OF BRAGG CREEK COMMUNITY ASSOCIATION Bragg Creek Centre, 39 White Avenue, Bragg Creek MINUTES for MEETING DEC 4th 2012 Enrique Massot (EM) Heidi Otteson (HO) - v president Lisa Johnston (LJ) Mike Medwid (MM) Peter Faloon (PF) Stella George (SG) - secretary Stephen Mowvley (SMo) - v treasurer Sunil Mattu (SMu) - president(chair) Tim Rhodes (TR) Robert Sadee _Executive Director Brooke Sabourin - Facility Manager John Paton, Cenotaph Committee REGRETS - Charlie Holschuh (CH) 1. Meeting Called to Order at 7:01pm 2. Agenda Amendments to Agenda Add - information item - Dine in the Creek (item 5c) Tabled - Rate Card Approval of Agenda MOTION to approve as amended PF 2nd HO (8)
3. Approve Minutes 5th November 2012 MOTION to approve HO 2nd LJ 4. President s Report MOTION to accept as circulated EM 2nd MM BOARD ACTION: Consent to act as a director form provided and signed by each member of the board. ACTION - SMu: Follow up with CH (not present) regarding completion of the form. 5. Informational Items: a. Hockey Letter - 12_11_6.1 Letter to hockey ACTION: Revisions to draft letter - SMu, SMo, TR, MM, HO. ACTION: Letter to be sent to M.Shewchuk before Nov 11. UPDATE: Letter revised and sent Nov 19th. No response has been received. b. John Paton - Remembrance Day John Paton made a statement to the board recommending that the Remembrance Day organisation and commemoration should be included in the responsibility of and thus managed by the BCCA. This would include continuing the tried and tested format: MC the ceremony (perhaps with a rotation of members of the community), organising community speakers and liaising with Ladies Auxilliary. Pastor Dave Zimmerman will continue to provide the service component. Communication between the cenotaph committee (Tony Iati, Dave Rupert, John Paton) and BCCA Physical Site Development on improvements to the cenotaph area must occur. There are funds on account held by the Cenotaph Committee to do this. At some point the memorial will need to become formally recognised by the government. The board thanks John Paton for his time. ACTION: SMu: To convene a time for the board will discuss further and make a decision.
c. Dine in the Creek Initial proposal provided for information to the board. Further discussion required with CH. ACTION: SMu to table this item for discussion in due course. 6. Old Business: a. Executive Director s Performance Review Discussion was held as to the best way to put a performance review in place as per the Executive Director contract and as agreed at the September Board meeting. There was a feeling that performance review is an ongoing process that is most beneficial with the input of both the employee and the employer. It was agreed that the purpose of this performance review would be to determine progress based on the Executive Director's role to date and give direction to the Executive Director on task focus for the remainder of the term. Currently the HR function currently lies solely with VP - in a volunteer board it was felt a small group may be more appropriate for executive director reviews. HO as VP will head the group, two other board members will also participate. PF and SG were co-opted. ACTION - HO, PF, SG: framework for review will be presented to the next board (January 8th and the review will take place in January 2013, the half way point in the contract. b. Board Binders SMu recommended that review of our policy documentation is required. ACTION: TR will head the policy framework review. Discussion indicated pricing details should be separated from general policy. ACTION: TR to create framework for Executive Director and Facility Manager to take on the price book approach. SMu recommend that the board move to a governance approach opposed to direct management and that the by-laws be amended and the term manage be removed. ACTION: SMu and SMo to review the by-laws.
c. Board Development Initiative The board reviewed materials relating to governance role and responsibilities. It was noted that board members have duties of diligence, loyalty and care. The board considered allocating time to an off-site meeting for a board development program. ACTION: SMu to request involvement of Community Development to facilitate this. d. Role of Board/Director Portfolios Due to time restrictions this item was not completed. MM wishes to be liaison with Banded Peak School ACTION: ALL to nominate portfolio for themselves to SMu before January 6th 2013 ACTION SMu to make a recommendation to the board regarding portfolios (base don member s nominations) at January 2013 board meting. e. Proposed Sustainable Funding Policy Executive Director speaks to draft policy document circulated. He considers it best practice for future operations of the centre and its current operations. ACTION: TR to review this draft against other policies in the binder for amendments. MOTION to approve the sustainable financing policy as presented. SMo 2nd MM f. Marketing Strategy - provided for information. ACTION ALL board - review and pass comments to Exec Director and Facility Manager before January 2013 meeting. ACTION Executive Director to present updated strategy to next board meeting (January 2013). HO - should we consider advertising on our rink? g. Time Sheet Recording - 12_11_7.3 Bookkeeping and hourly paid recording ACTION: HO (VP-HR) will address with staff. New facility manager will monitor and make it workable. UPDATE: a new timesheet has been produced and introduced to the staff. This aligns with bookkeeper and payroll. CLOSED. 7. Executive Director s Report: The Executive Director gave his report to the board - see attachment. Recommendations a. Request for review of newly created Emergency Protocol and Emergency Agreements. More formal review is required. ACTION Executive Director: Rocky View County, Fire Chief and Police liaison to be approached.
b. Request for approval - Sign cost estimates were reviewed. Exec Director indicates costs are covered in advertising budget. Executive Director ensured the board that the advertising budget would hold sufficient funds for coming needs and thus no further approval required. MOTION HO: Approve expenditure 2nd MM ACTION: Executive Director to establish a volunteer sign up form that includes a liability waiver. c. Request for approval on David Wilcox offer. Budget is already approved. ACTION: Executive Director to make a good deal. MOTION PF 2nd SMo To Note - Ice around building on Little School House side of building is a liability issue. Mitigation actions being taken by Centre management and LSH. 12_11_6.3 Little School House Lease Amendment ACTION - Executive Director to report back at the Dec board meeting. UPDATE: Exec Director proposed rental of space to LSH board. Awaiting feedback. 12_11_6.6 Bragg Creek Hockey Proposal ACTION: Executive Director to negotiate a proposal with MS before Nov 11 2012. UPDATE: Meeting with Bragg Creek Hockey, cost options letter has been provided. Awaiting response. 8. Treasurer s Report: a. Monthly Financials (July, August, Sept, October) - was noted as not available b. Cash flow was noted as not available c. Budget 2012-2013 (Revision) Executive Director presented Operating Budget review. ACTION: Executive Director and SMo to review and update the format.
Request - board meeting moved to second tuesday of month to fit with financial reporting period. Agreed. ACTION: Board meetings will be scheduled on the second tuesday of the month, starting January 8 2013. CLOSED 9. New Business: a. Communication strategy - TABLED due to time constraints. b. ATB Visa Card (secured) MOTION In an effort to streamline administration, replace existing visa cards with ATB small business mastercards (cash supported) HO 2nd PF c. Resignation : Mike Wattam The board accepted Mike Wattam s resignation. 10. Next meeting Tuesday January 8th 2013 11. Adjournment 9:37pm MOTION to adjourn SMo 2nd LJ Signed BCCA Chairman Signed BCCA Secreatary