Oaklands Community Association

AGENDA – BOARD OF DIRECTORS MEETING
THURSDAY, May 6, 2010 AT 7:00PM

1. Call to order. 2 min
2. Adoption of the Agenda
i) Resolved that the agenda be approved as circulated 2 min
3. Adoption of Minutes
i) March 27, 2010 – see attached 2 min
4. Community
a) Geoff Young – City of Victoria 10 min
b) Treasurer’s Report – see handouts 10 min
c) Executive Directors Reports – see handouts 30 min
d) Committee Reports
i) Traffic & Land use, Shari Winter 5 min
ii) Finance Committee 10 min
iii) HR Committee 10 min
iiii) Parks Committee 10 min
e) Division of board duties – Legal & Expansion 2 min
5. In Camera 30 min

Minutes

Geoff Young

Topic: Higher density within Victoria

Victoria wants reasonable densification within the city, double lots cost cost quite a bit more in property taxes whereas you don’t want every small house being torn down and disrupting communities. In the Oaklands area there are some homes that are around 600 sq. ft. City council is in favour of some densification and less car dependence however we have to be careful of it being viewed that taking care of an old house is viewed as being a “sucker”.

Can a property be registered as heritage in absentee of the owner? Geoff Young: yes.

Council is philosophically prepared for densification and less parking.

Treasurers Report

New format for report.

We’re now taking our grants that coming in every few months and we’re taking them out of the report so we can get a true sense of how the finanaces are shaping up, then we applied the monthly allotment of the grants at the end.

Paid new bookkeeper the annual, then paid out Fred.

Now have new departments, new codes & costings.

Krisit: We’re still trying to figure out what’s happening here.
Re: rec for adults, says we made money, we actually lost money.. grant makes it look like we’re doing ok. Playgroup is now costing us $1000 a month. We also should have made more money from OOSC but it was under marketed.

Executive Directors Reports

Things are getting exciting. Have hired for the facilities manager, Reena Riger. Was in OOSC, and worked here before. Very computer suave. Reena is finished her training, Trish will come in once more. Reena sees a lot of inefficiencies.

Programs: Leanne is doing great. Kristi took Leanne and Reena to the new place. One thing we’re trying to do here, is July and August are months that have nothing going on. We’re going to try and change that and switch it up.

Kristi asks Geoff re: leasing buildings and intent.

Dave: Do we have a handle on rentals? Kristi: We’re getting there.
Shannon: 4 out of 5 times I come in here I see Leanne showing people the facilities and what they can get if they rent.

Kristi: Leanna has to have programs in by end of May for active living guide.

Kristi: Stefanie is doing well in her new temporary role. She has also managed to collect approximately $2300 of the $11000+ that’s owing on the OOSC.

New System for payment: We have 115 spaces, 85 spaces have already given their post dated cheques and June 7th.

Communication side: Mike Phelan (principal of Oaklands) – Was told by an employee at Oaklands Centre, unless Oaklands were to give us full rooms for whole day we didn’t want them. Which is completely false.

We’ve also are looking into the Pro-D days, we’ve found that kids are really bored and we’re now going to work at providing better activities and events on Pro-D days.

Sunrunners is now “Summer in the city, secret for fun.”
Stingrays for older kids, Sunrays for younger kids.

Registration starts on the 17th of May.

Little Acorns is a definite go, fire department has approved. Licensing department is working with us. We should talk to Treasure Island about getting their toys and equipment.

Committee Reports

Traffic & Land use – Shari Winter

Took a call from complaints, air horns at Hillside mall.
Left a message for Rebecca, told her to write to her council members. A few people have expressed land use issues, but they likely will come in over the next few months.

June 5th – welcome meeting at new location for neighbours & community.

Finance Committee

Nothing to report.

HR Committee

For in camera.

Parks Committee

Shannon found 2 new volunteers that are interested in helping out. First focus is on Oswald. Concern about Oswald park is designated as Townhouse. Some interest in some community gardens.

Question to Geoff: We’ve heard that spencer park will get artificial turf, 100,000 pumped into it.
Geoff: Artificial if any, would likely go to Vic High or Beacon.
Shari: Who do we talk to? Geoff: David Speed. Mary: Talk to Doug Demarzo.
Dave: We should setup quarterly parks meetings for the community.

Doug: We should promote parks meetings about a week after Outlook goes out each quarter.
Celebration Committee

We have a huge committee now.
Sarah Gray is staying on.
Dunk tank is organized.
Layout is finalized.
Donations coming in.
Thriftys: They came through with a great donation. They will supply all food and drinks and will have staff run BBQ as well. Thrifty’s is donating tents as well.
Leanne has asked for 20 volunteers from Volunteer Victoria.
Bouncy castle confirmed.
School is allowing us to plugin this year.
Pocket Market tables were $25.
The Ocean 98.5 is confirmed.