Old Ottawa South Community Association

  • Programs

2008 (8)

AGM Special Events Report 2008-05-06

Special Events Committee – AGM May 6, 2008

The past short OSCA year has held a lot of excitement and interest in the Special Events Committee. Following the OSCA Strategic Planning meeting, it was decided that renewed effort and attention to volunteer and special events planning issues was needed to keep community events alive and flourishing in Old Ottawa South. The Special Events Committee began meeting up regularly, sometimes in coordination with the Programming Committee to discuss both long-term volunteer recruitment needs and to plan our schedule of events for the coming two years. Future plans for a paid volunteer coordinator position have been discussed with the Committee and Board, and further consideration of this approach will be given as we work on future plans for a renovated Firehall. Meanwhile, a handful of exciting events, large and small have been organized by the Committee. Our annual winter sleigh ride was organized before Christmas, and a very well attended Winter Carnival was held in February. That event saw an impressive number of entries into our chili contest, and a long list of prizes and donations from local businesses to encourage participation in the many games and activities. Longer term planning has been ongoing to pull together a great community party to celebrate our 30th anniversary as a community centre in the Firehall. The event will replace our annual barbecue and will bring in entertainment and activities on a much greater scale. A headline act, Tony D will take the stage after our own local talent; great food from local caterers the Sixth Sense and Molto Italiano will supplement the usual hot dog fair; and the usual program and games led by firehall staff will be supplemented with rides and activities like a Tethered Balloon Ride. Local sponsors are being lined up to assist with the costs of such a grand event. Future plans for the first Old Ottawa South House Tour are also being developed, and our annual fundraising dinner, Savour the Flavour has been moved from Spring to Fall, to accommodate such a busy slate of events. Clearly, such a packed agenda will necessitate (and draw!) a much bigger crowd of volunteers from our neighbourhood to guarantee success. Our volunteer list is currently undergoing an overhaul, so please give some thought to the ways you would like to contribute to the many fun events being planned in the months to come and leave us your coordinates if you would like to learn more.

Lisa Drouillard, chair

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AGM President's Report 2008-05-06

OSCA ANNUAL GENERAL MEETING 2008

As many of you will know, this is an unusual year for your OSCA Board as for the first time we are holding our Annual General Meeting in May, rather than November. So this is a very short year to be reporting on consisting of six, rather than the normal 12, months. In consequence, this will be a somewhat shorter report than in previous years! One of the main reasons we have changed the date of the AGM is to have a new Board in place with the opportunity to plan activities, set priorities and approve budgets in advance of our program year which tends to follow the school year from September to June.

As you will see from our committee reports there is a lot of activity going on and financially your association is in excellent shape. In the course of this year I think we are seeing a number of important issues emerge which will critically impact on the agenda of the next Board whose term will run from May of this year to the end of April 2009.

The first is the need to deal with a large number of governance issues. OSCA has been in existence now for some 35 years. While in some senses we have become a community institution, we are no longer the kind of an organization that can be run in a casual and temporary manner. We have dozens of part time employees and contractors to manage, total operating budgets (including OSCAR) approaching half a million dollars, major reserves and charitable fund assets and a very successful community paper that is now publishing 11 months a year with over 45 pages an issue.

We will need to focus in the next few years on improving our management, human resources and governance processes. We also have to consider new ways to sign up members, and indeed decide on how we define our membership base, given that we no longer seem to be able to recruit the necessary volunteers to run membership drives. In addition, electronic registration for programming , while convenient for signing up for programs, means the loss of the old face-to-face registration sessions at the beginning of each season, that we successfully used to ask people to join the association and take out a membership card.

Second, while we have had a quiet couple of years on the development and traffic fronts, the problems of managing our physical environment and traffic have not gone away, far from it. The City continues to grow and the pressure for more development intensification and the burden of commuter traffic will grow with it, especially in communities such as Old Ottawa South. It will be important to seize the initiative over the next few years so that we do not become prisoners of events. The safety audit on Sunnyside and the proposal to develop a Community Design Plan for Old Ottawa South (that will help to ensure that the Official Plan and the City's by laws are interpreted in our community which in a way that promotes attractive and liveable community spaces), will be important tools for us to manage the future. Investing the time and effort in these initiatives is, if nothing else, an important form of insurance so that we have the rules and precedents in place to support developments that contribute to our community, and successfully resist those that do not.

Third, the coming year will mark the culmination of many years of effort to get our community centre renovated and expanded. The Old Firehall is one of the most heavily used facilities of its size and type in the city – it is worn out, cramped and lacking in essential facilities. We have been fund raising for over a decade, we have gone through two design processes and we have a well honed vision of what is needed. Finally, as a result of a critical donation of funds by the province, and our own lobbying efforts, we have the City supporting an official design process that will see a fully City certified and costed design go to Council for funding this autumn. It will be critical for us not only to work hard on the design proposal itself, but also to lobby Council and senior officials this autumn to support the funding for the renovation and construction phase of this critical project. We owe it to all the hard work and fund raising that OSCA members have carried out over the last decade to do our very best this autumn to convince Council that this is a project that is well worth supporting and will bring critical benefits to this community and to many other City residents who live outside Old Ottawa South, but who patronize this historic and very busy community centre.

Before closing I would like to take this occasion to thank my fellow board members, and those volunteers who help out on our committees and at our various events and projects for their time, their hard work and especially, for their enthusiasm. I would like to thank in particular Gayatri Jayaraman who is retiring from the Board this year, but continuing with the Program Committee. Our OSCAR Editor, Mary Anne Thompson, has done a superb job this past year making OSCAR one of Ottawa's finest community newspapers. Cathie Buchanan and Dinos Dafniotis have been invaluable in making the community centre a great place to carry out programming. Finally, and by no means least, I would like to thank our executive director, Deirdre McQuillan, for her tireless efforts in helping to make OSCA one of the best community associations in Ottawa.

It has been an honour and privilege to serve as your President this year and I thank you for the opportunity you have given me.

Respectfully submitted,

Michael Jenkin

2 May 2008

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AGM Minutes 2008-05-06

Old Ottawa South Community Association

ANNUAL GENERAL MEETING

Tuesday, May 6, 2008

MINUTES


AGENDA:

  • Welcome and Approval of Agenda
  • Approval of September 2007 to December 2007 Minutes
  • President's Report
  • Councillor Doucet's Report
  • Treasurer's Report
  • Committee Reports
  • Election of 2008/09 OSCA Board of Directors
  • Other business
  • Adjournment of AGM
  • Wine & Cheese Reception and viewing of John Calvert's old photographs of OOS

1. Welcome and approval of Agenda

Michael Jenkin welcomed people to the Annual General Meeting and explained that the board had changed its year end to December and changed the timing of the AGM to May annually.

MOTION: proposed by Steve Mennill and seconded by Kevin Harper that the Agenda be accepted.

MOTION CARRIED

2. Approval of September 1 to December 31, 2007 Minutes

MOTION: proposed by Lisa Drouillard and seconded by Patti Ryan the Minutes be accepted.`

MOTION CARRIED

3. President's Report

Michael Jenkin said that this is a short year to be reporting on.

OSCA is dealing with a large number of governance issues as the organization has grown and OSCA needs to improve on management, human resources and governance processes. We also need a new way to sign up members and a new way of finding volunteers.

The city continues to grow and the pressure for more development intensification and the burden of computer traffic will grow with it - we need to seize the initiative by helping to institute such things as the safety audit on Sunnyside and the proposal to develop a Community Design Plan for Old Ottawa South.

We will be going to City Council to ask for funding for the redevelopment of the Firehall.

Thanks to fellow board members and volunteers. Thanks in particular to Gayatri Jayaraman who is retiring from the board this year.

Thank to OSCAR Editor, Mary Anne Thompson, our Executive Director, Deirdre McQuillan for her tireless efforts in helping to make OSCA one of the best community associations in Ottawa. Thanks also to City staff, Cathie Buchanan and Dinos Dafniotis. It has been an honour to serve as President this year.

  1. Councillor Doucet's Report
  •  

      - renovating the Firehall - requests for proposals from architects are out and the bids are in.

  •  
    • Lansdowne Park - there will be public consultations and hopefully will go to international competition.
    • Old Ottawa South won the Capital Cup shinny tournament this year.
    • Clive would like to see another pedestrian bridge over the canal at 5th avenue but may try to have a water taxi service in the summer
    • Installing a railing between the sidewalk and the road on the Bank Street Bridge would help with safety on the bridge.
    •  

David Law thanked Clive for all his hard work in the community.

5. Treasurer's Report

Steve Mennill gave the report for OSCA's 3 accounts - OSCA, Firehall Fund and OSCAR.

OSCA has changed its fiscal year to January - December.

MOTION: proposed by David Law and seconded by Jenny Haysom that the year end Income Statement and Balance Sheet for the 4 months ended December 31, 2007 be approved.

MOTION CARRIED

6. Committee Reports

    Program Committee:

    Anna Sundin gave the report

  • The Firehall was spruced up in January. Also, new durable leather furniture replaced the old broken seating in the lounge.
  • Windsor Rink was a great success, despite the mountains of snow that had to be cleared.
  • 2 new preschool camps were instituted for March Break - Tiny Tumblers and Everything but the Kitchen Sink.
  • Thanks to committee members.

 

Special Events Committee:

Lisa Drouillard gave the report. This committee hosted the following events in the last year:

- Winter Carnival in February

  • Concert and BBQ in Brewer Park in June

 

OSWATCH Committee:

Kevin Harper gave the report.

  1. Area Traffic Management Study (Sunnyside Safety Audit). Approximately $100K was allocated in 2008 City budget. Need to get a City staffer assigned to the project.

 

  1. Charlesfort-Sunnyside Library Concept. A preliminary concept was presented to the OSCA Board in January. No applications for planning approval have been filed with the City.

 

    3. Shoppers Drug Mart Concept - the developer's planner and architect presented a preliminary concept to the OSCA Board in February. The message given to the developers planner and architect was: provide a full second floor for office uses and rework the Sunnyside façade to provide more glazing and create more visual interest. No applications for planning approval have been filed with the City.

  1. Community Design Plan (CDP) for Old Ottawa South. Councillor Doucet has suggested that a CDP be completed for the neighbourhood. The 1980 Neighbourhood Plan is out of date and largely forgotten. A CDP would provide an ideal means for establishing a vision for the community and the policies and guidelines needed to achieve this vision. However, the process is lengthy and requires significant community involvement.

 

Thanks to those who regularly participate in the various OSWATCH online discussions and to those who somehow find the time for “one more meeting” in their daily lives.

Redevelopment Committee

Michael Jenkin said the focus this year has been working with City staff to draft the specifications for the Request for Poroosal (RFP) for the renovation and expansion of the Firehall. This RFP has been posted and 11 companies attended a briefing on April 14. Once a winner is chosen the real work will begin. Over the summer and into the early fall the detailed design work will take place and architectural and engineering drawings will be completed. The goal is to have a proposal ready for Council's consideration at the next budget discussions in the late fall of this year. Michael thanked those who participated in the committee: Lisa Drouillard, Kevin Harper, David Law, Brendan McCoy, Steve Mennil, Nerys Parry, Patti Ryan and of course, support from Deirdre McQuillan our executive director and Cathie Buchanan and Dinos Dafniotis from the Community Centre's City staff.

OSCAR

The editor, Mary Anne Thompson, thanked everyone involved with OSCAR .

Old Ottawa South History Project

John Calvert said this project was started on December 13, 2007. There is will be articles in OSCAR and on the OSCA website.

ECOS

  • an environments policy for OSCA was drafted and circulated to the board as a first step in clarifying the commitments established including supporting community environmental/green initiatives whenever possible.

 

  • ECOS continues to monitor the City's Environmental Advisory Committee's meetings and decisions.

 

  • ECOS is maintaining a “watching brier” on LEED issues involved in the Firehall renovation project.

 

  • As of this AGM, Stephen A. Haines will be stepping down as Chair of ECOS to be replaced by co-chairs Michael Loewen and Nerys Parry.

 

Nomination Committee

  • All board members are returning for the 2008/09 session.

 

Library Committee

Jenny Haysom gave the report.

- FOPLA (friends of the Ottawa Public Library) ran a fundraising campaign last fall. The Sunnyside branch identified the need for new furniture in the adult reading area/lounge and the purchase of these chairs is imminent. Our committee contributed $1,000 from fundraising revenue - used book sale and cloth bag sale.

7. Election of 2008/09 OSCA Board of Directors

The following was the slate of nominees for election to the board. (* denotes new member)

  • John Calvert
  • Michael Dobbin
  • Lisa Drouillard
  • Pierre Gratton
  • Stephen Haines
  • Kevin Harper
  • Jenny Haysom
  • Gayatri Jayaraman
  • Michael Jenkin
  • David Law
  • Michael Loewen
  • Brendan McCoy
  • Valerie MacIntosh
  • Kendall McQueen
  • Steve Mennill
  • Jason Parry
  • Nerys Parry
  • Patti Ryan
  • Jim Steel
  • Greg Strahl
  • Anna Sundin

The slate of candidates was elected

10. Other Business Adjournment/Reception

MOTION: proposed by Leo Doyle and seconded by Anna Sundin that the OSCA AGM be adjourned.

MOTION CARRIED

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AGM Library Report 2008-05-06

Library Committee End of Year Report September to December, 2007

September to December, 2007

FOSSIL (Friends Of the Sunnyside Library)

This year, both the Library Committee and the Sunnyside Library have received quite a bit of media attention. The branch and its location on a prime piece of real estate overlooking the canal has interested property developer Doug Casey and his company, Charlesfort. Mr. Casey presented some ideas to the board a few months ago (and subsequently to the Glebe Community Association). His thoughts on redeveloping the site met with media interest and a largely negative public response, mainly due to the proposed height of a new building. We have not heard from Mr. Casey since, and it is my understanding that the Ottawa Public Library administration has not heard from him either. So there is nothing official to discuss, and nothing “in the works” that we know of.

FOPLA (Friends of the Ottawa Public Library) ran a mail-out fundraising campaign last fall to which some of you may have contributed. Rather than collecting funds for a general pot, they targeted branches and their users. The Sunnyside Library identified the need for new furniture in the adult reading area/lounge, and the purchase of these chairs is imminent. Our committee participated in this fundraiser and contributed $1000 from our fundraising revenue (from the used book sale and cloth bags that are now sold out). We still have considerable savings that will be put toward the redevelopment of the basement when that takes place (this could be years ahead, as the OPL's operating budget is tight, and we are not moving up the list for capital improvements as other branches have more immediate needs). This is really just a waiting game, as no amount of advocacy and lobbying can move us up the queue.

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AGM Library Report 2008

Library Committee End of Year Report (2007/08)

FOSSIL (Friends Of the SunnySIde Library)

This year, both the Library Committee and the Sunnyside Library have received quite a bit of media attention. The branch and its location on a prime piece of real estate overlooking the canal has interested property developer Doug Casey and his company, Charlesfort. Mr. Casey presented some ideas to the board a few months ago (and subsequently to the Glebe Community Association). His thoughts on redeveloping the site met with media interest and a largely negative public response, mainly due to the proposed height of a new building. We have not heard from Mr. Casey since, and it is my understanding that the Ottawa Public Library administration has not heard from him either. So there is nothing official to discuss, and nothing “in the works” that we know of.

FOPLA (Friends of the Ottawa Public Library) ran a mail-out fundraising campaign last fall to which some of you may have contributed. Rather than collecting funds for a general pot, they targeted branches and their users. The Sunnyside Library identified the need for new furniture in the adult reading area/lounge, and the purchase of these chairs is imminent. Our committee participated in this fundraiser and contributed $1000 from our fundraising revenue (from the used book sale and cloth bags that are now sold out). We still have considerable savings that will be put toward the redevelopment of the basement when that takes place (this could be years ahead, as the OPL's operating budget is tight, and we are not moving up the list for capital improvements as other branches have more immediate needs). This is really just a waiting game, as no amount of advocacy and lobbying can move us up the queue.

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AGM Firehall Redevelopment Report 2008-05-06

OSCA ANNUAL GENERAL MEETING 2008

The OSCA Redevelopment Committee is a special committee of the Board concerned with the renovation and expansion of the Old Firehall community centre and is chaired by the President.

The Committee’s main focus this year (from November 2007 to April 2008) has been working with City of Ottawa staff in helping to draft the specifications to be incorporated in the Request for Proposal (RFP) for the renovation and expansion of the Firehall. As such, the Committee spent considerable time developing a space allocation plan that outlined what facilities would be required for program and community activities in the Firehall. This included defining the actual room spaces, their size and the kinds of facilities, finishings and equipment they would require.

The committee also spent considerable time in discussions with City officials to determine what environmental attributes the building should contain, given the budget limits that we were facing. All of this work on space allocation and environmental issues is contained in Annex 3 of the City’s RFP which is attached for your information. The Annex outlines for the contractors what is expected in the final design in terms of program and environmental features.

The RFP was posted in early April and about 11 companies attended a briefing and walkabout on April 14. Bidding on the RFP closed on May 1st and a total of 7 bids were received. An evaluation committee of City staff will shortly be choosing a winner, hopefully within the next week.

Once a winner is chosen work will start in earnest with the contractor in defining the design and the committee will be meeting with the City project team periodically to review progress and review major design decisions. It may also be the case that one or two members of the Committee will participate in the bi-weekly progress meetings as well.

The work will proceed in two phases, the first which will be concerned with determining the basic design and structure of the renovated building space – in essence what programming space will go where, how many floors will be needed and how large and where will the addition to the building will be placed. These proposals will be the subject of a community consultation that will hopefully take place before the summer holidays.

Over the summer and into the early fall the detailed design work will take place where the actual architectural and engineering drawings will be completed. Again, before everything is set in stone a second public meeting will be held to showcase the design and get community input before the design and drawings are finalized and detailed cost estimates completed for construction.

The goal of the exercise is to have proposal ready for Council’s consideration at the next budget discussions in the late fall of this year and hopefully inclusion in the City’s 2009 Budget. Much of the next committee’s work, therefore, will need to focus on not only the actual design of the Firehall, but the strategy to gain Council support for financing this project.

In closing I would like to thank the following individuals who participated in the Committee’s work this year: Lisa Drouillard, Kevin Harper, David Law, Brendan McCoy, Steve Mennil, Nerys Parry, Patti Ryan, and of course, support from Deirdre McQuillan our executive director and Cathie Buchanan and Dinos Dafniotis from the Community Centre’s City staff.

Respectfully submitted,

Michael Jenkin

Chair

2 May 2008

Attachment

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AGM Firehall Redevelopment Report 2004-11-02

OLD OTTAWA SOUTH COMMUNITY ASSOCIATION

ANNUAL GENERAL MEETING

November 2, 2004

Report of the Redevelopment Committee

Mission: To raise funds to redevelop the Firehall

To accomplish this mission, the OSCA has established the Old Ottawa South Firehall Redevelopment Fund, a registered charity under the Income Tax Act

Membership: John Graham (chair), Peggi McNeil, Jane Allain, Jennifer Knight, Ken Slemko, Bethany Armstrong, Jane Clark, Deirdre McQuillan

State of the Fund:

  • Total assets of the fund (cash and investment certificates) as of August 31, 2004 stood at $93,489.37 as compared to on $66,250.66 August 31, 2003. The fund had no liabilities.
  • Net income for the year was therefore $27,238.71
  • Of that net income, approximately $18,290 was raised through our Maritime Lobster Supper and Charity Auction in May 2003
  • The remaining funds came from individual donations (approximately $8,490) and interest earned ($730).
  • Bank charges were $274.
  • There were no payouts from the fund during the year.

Plans for this upcoming year:

  • Organize a fourth annual ‘Spring Fling’ Lobster Dinner and Charity Auction for May 2005
  • Continue to be aggressive in soliciting individual donations through the United Way campaign
  • Attract some new members to the committee
  • Assist the President and Board of OSCA in gaining city support for the Firehall redevelopment
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AGM ECOS Report 2008-05-06

ECOS Annual Report - 2007-2008

The winter of 2007-08 limiting outside activities beyond shoveling, ECOS has spent the time reflecting and planning. ECOS has also focused on addressing issues left outstanding from last year’s Green Strategy Planning session. An Environmental Policy for OSCA was drafted and circulated to the board as a first step in clarifying the commitments established at this strategy session, including supporting community environmental/green initiatives whenever possible, being a strong and vocal supporter of green practices at city hall, and becoming the “greenest” community association in Ottawa. Also, in an effort to meet our commitment to ‘green the Firehall’, an environmental audit of OSCA practices is underway to evaluate our current environmental performance and to identify ways we can reduce our impact on the environment As a related follow-up, OSCA's representative to the Federation of Citizens' Associations is soliciting input from the various Associations in Ottawa for similar environmental policy proposals.

Although last year's projects on OOS parks are on hold, two issues remain to be dealt with: the hacking of trees in area streets remains an open issue. The reassurances given OSCA members and our Councilor needs clarification and re-affirmation. A related issue is "greening" of Sunnyside, which will assuredly mean tree planting.

ECOS continues to monitor the City's Environmental Advisory Committee's meetings and decisions. The growing emphasis by the EAC in relating environmental conditions to the City's rising traffic problem has significant meaning to OOS. Our position in the City's traffic flow demands that ECOS work closely with EAC in providing information and policy suggestion input.

ECOS is maintaining a "watching brief" on LEED issues involved in the Firehall renovation project. Patti Ryan's efforts in this regard have been exemplary and ECOS commends her spirit and energy. ECOS will provide any support it can in furthering this activity.

As of this AGM, stephen a. haines will be stepping down as Chair of ECOS to be replaced by co-chairs Michael Loewen and Nerys Parry.

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