Executive Members Present:
Bill Armitage
Daniel Barnabe
Karin Taylor
Wendy Bolf
Lisa Hopkyns
Paul Bourque (nominee)
Niraj Singhal (nominee)
Tracy Budrow (nominee)
Regrets:
Anna Yates
Myles McDevitt
Karen Scott
Garnett Strong
Agenda:
1 ) Familiarization/Interview meeting held for new Board nominees from 18:30-19:00
Orientation SCA overview, mission statements, operating principles and general discussion undertaken with 3 new Board applicants. Nominee credentials and
personal goals in joining the Association also discussed with the 3 Board members conducting the Forum ( B Armitage, K Taylor, W. Bolf)
2) Minutes for Oct 2009 Board Meeting approved
It was deemed unproductive to review each item verbatim from Previous Minutes
Motion to approve Minutes as presented put forward by LH, seconded by DB and unanimously approved.
a) Future Minutes will continue to be pre-approved by board before posting to web
b) Future meetings will have a permanent agenda item that will simply be labeled “Business arising from Previous Meeting
3) Post Mortem of December 2009 Community Public Meeting
Observations on strengths and weaknesses of last public meeting reviewed. Comments that building on momentum/follow through on public meetings inadequate
4) SCA Constitutional Executive Charter
Proposed charter on SCA Board structure/defined areas of responsibility (portfolios), appointment process and voluntary/involuntary tenure reviewed .
1) Board shall consist of :
a) President
b) Secretary Treasurer
c) Director – Communications
d) Director – Parks and Recreation
e) Director – Activities and Social
f) Director – Safety and Environment (new)
g) Director - Memberships & Sponsorships (new)
h) Directors at Large (supporting roles)
2) Job Descriptions for all positions to be completed, reviewed by Portfolio incumbents and presented for approval at March Meeting prior to posting on the website
3) New nominees will be invited to join the Board
Adjustments to charter: .
Amendment: Meeting frequency and format: It was proposed that the executive committee will meet bi-monthly, on the first Tuesday of the specified month, and that the Association will hold a Public General Meting once per year.
a) Once yearly Annual AGM (public) to remain in place.
b) SCA will move to an “Open Board Meeting” concept starting in March 2010 to encourage and engage more public participation from the community with regular opportunities for discussion. To support this concept, the frequency of Board Meetings will be increased to a bi-monthly schedule.
Amendment: Structure of the board. Proposal to add a Director of Corporate Sponsorship, Membership and Fundraising. The Association requires a dedicated resource to actively pursue corporate advertising on the website site and drive membership fees. Motion put forth by BA, seconded by KT, unanimously approved.
The motion was passed with unanimous approval of the charter as amended above.
5) SCA 2010 Operating Budget
The Proposed 2010 SCA Operating Budget was discussed and approved. The allocation of funds was based on estimated budget requirements presented by each individual Portfolio Director.
Motion to approve the budget as amended was put forth and unanimously passed:
Following a line by line review & some minor adjustments by Portfolio while maintain same baseline Assets/Liabilities – the Budget was approved. A revised breakdown of the budget allocations will be circulated to Board members to reflect these minor edits prior to posting.
6) Portfolio Updates
Round table updates were provided by each respective Portfolio Director with focus on 2010 goals & objectives.
Highlights:
Parks & Rec :
- Kilbirnie Park winter programs in full swing with renewed focus on summer operation with hope for official City/Community release and management.
- Snowblower to be purchased for community & liability addressed.
- KP outstanding items : gazebo, city improvement standards, contractor release, drainage issue, landscaping & trees
- Levesque Field street parking, parking lot signage & “street furniture” issues are being addressed with the City.
- Installation of Dogs on/off Leash signage this Spring
- Levesque outstanding items : 5 new slat-style waste baskets to be requested from City (oil drums are unsanitary ), community to purchase and plant trees
- Forestry to be approached in regards to the non-completion of reforestation program related to pipeline project (around Jockvale parking lot).
Development & Transportation:
- Monitor and update community/association on all active and pending infrastructure projects. This will require engagement of City Officials / Local Developers.
- Formalize Community positions on Transportation and Transit. Meet with A. Cullen (Transit Committee), A. Mercier (Pres – OC Transpo) & S. Desroches in regards to OC Transpo Route 171 routing and frequencies
- City has approved Barrhaven Town Centre zoning despite SCA objections. The SCA is to pursue hard copy comment from Minto that the multi-level condos planned will actually be on lower end of zoning height (6 storeys ) vs. 12 storeys allowed by zoning –per assurances from Councillor Desroches
- Members showed an interest in proceeding with a publicity campaign aimed at Minto. Articles to EMC, CBC and Nepean on the SCA's position. Follow-up item for next meeting.
Communications:
- Portfolio managers requested to raise their participation levels in updating their respective portfolio information on the website . Lack of accurate or updated information is make sour website obsolete and discourages residents to visit regularly.
- “ SCA “ banner to be purchased for public functions
- There is an effort to enlist street reps to help reach the residents who are still not aware of the Association, the website, the events and the membership fees.
Activities & Social
- Identify and schedule full year program for posting…. launch sub-committee support groups for each event and secure funding
- Winter Festival will be no-charge
Memberships & Sponsorships (New) :
- New Director to be appointed to handle sponsorships, memberships
- Job Description to follow
Safety & Environment (New) :
- New Director to be appointed to handle all issues related to Safety and in particular those associated with Community & Protective Services.
- All matters related to Community Environmental Protection : both reactive to fix and pro-active to prevent
- Job description to follow
7) 2010 Proposed Meetings Schedule
SCA Executive Board Meetings : March 2nd , May 4th, August 10th, November 2nd
SCA Annual General Meeting: Sept 14th
Meeting adjourned at 9:40 pm
