Old Ottawa South Community Association

Board Reports 2017-01-17

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OSCA Board Decision Document: Nominating Committee

Purpose:

To create guidelines for the operation of the OSCA Nominating Committee and to update the existing OSCA Policy on Nominations to the Board of Directors which was passed by the Board in 2000.

Background:

In recent years the nominations committee has had issues with the process to be followed for the seeking of candidates to serve on the Board. Further, the existing Board Policy document on Nominations to the Board of Directors is now out of date given that decision points mentioned in it refer to the previous situation where AGMs were held in November, not in May, as is currently the case.

Proposal:

The attached procedures manual has been drafted to outline more fully the steps the committee should follow and provides more guidance on the process than is feasible, or appropriate, in a policy document. The Board is asked to approve this document so that it is clear that it expresses the intent of the organization on how nominations to the Board are to be conducted. The manual outlines the steps to be followed in chronological order in seeking nominations and on how the final slate should be presented to the Board and at the AGM.

The Board is also asked to amend the OSCA Policy statement on Nominations to the Board of Directors which is annexed to the procedures manual. The proposed changes are highlighted in yellow and cover the following issues:

  1. Changes to the dates when the Nominating Committee is appointed and makes its reports, so they reflect the current timelines leading up to a May AGM;
  2. Proposes providing the Board with scope to increase the number of members on the committee from three to five, with a minimum of three members being current members of the Board and that the chair be a Board member appointed by the Board; and
  3. That two-thirds of the members of the committee approve the committee’s final report which contains the slate of nominees to the Board.

MOTION:

That the OSCA Board approve the attached Procedures Manual and the attached proposed amendments to the OSCA Policy on Nominations to the Board of Directors, with effect forthwith.

Proposed:                 Michael Jenkin

Seconded:

Planning Committee Report

Programs Committee Report - January 2017

  1. We have updated our after 4 payment policy wording as there were issues with client’s not understanding the registration fee.
  2. Winter program registration seems good. Of the new program offerings, drama, drawing and baking seem to have traction, while others did not take off. We are continuing to monitor and have revised our estimates on how many new programs this community can and will support. We decided to aim for 2 new programs per session.
  3. We had 44 respondents out of 470 for the fall programming survey. Most feedback was positive. Indoor soccer had some issues which we were aware of and have worked to rectify already. The cleanliness of the floors in Michael Jenkin Hall has been noted as an issue again.
  4. The Summer Camp guide is out. Pricing has been adjusted per Kate’s analysis and per Sarah C.’s thoughts with Christy. This should help us to cover more of our costs of running some of the more expensive specialty camps.
  5. We continue to look at the budget and are working towards making up the shortfall. Alternate revenue streams has come up as a suggestion and we are exploring this.
  6. The new Child Care Act which comes into effect in August 2017 will likely really impact our After 4 JK and SK programs, as well as our EBTKS summer camps (and may indeed mean that we cannot run these camps). We are looking for a volunteer to help us with this area over the next 2-3 months – to find out more about what this means to our organization.
  7. Updated terms of reference are attached for review/approval at January meeting.
  8. Janet Jull, Linda Hancock and Lizanne Castonguay are looking into the Firehall Fitness Centre. If you have feedback about the centre, good or bad, please let them know.

Programs Commitee Terms of Reference

Role

The Program Committee advises the OSCA Board on issues related to the programs offered by OSCA, including the structure, fees, staffing, and operations.

Responsibilities

  • Encourage the development and implementation of programs that meet the needs of Old Ottawa South
  • To provide advice to OSCA staff and the Board on matters concerning regulations of the Ministry of Labour, CRA, City of Ottawa and any other applicable organizations as they relate to the running of programs
  • Liaise with stakeholders on programming needs and priorities to foster greater cohesion across the organization
  • To provide advice to OSCA staff and the Board on policies and procedures that work towards ensuring that programs are run in a financially sound manner
  • Review operations, marketing, and client care of the Firehall Fitness Centre in consideration of client and community interests
  • Advise the Board of major issues related to its role and responsibilities
  • Regularly review its Terms of Reference and make recommendations for changes to the Board

Accountability

The Program Committee is accountable to the Board and will supply copies of its minutes, reports and other documents at monthly Board meetings.

Authority

The Committee has the authority to:

  • Review materials related to programs
  • Make recommendations to the Board in relation to articles, by-laws, member consultation and communication issues
  • Assist the Executive Director on the hiring of employees and contractors to run OSCA’s programs when asked to do so by the Executive Director or the Board
  • Review proposed expenditures which fall outside of the pre- approved budget and are related to the operations of OSCA’s programs and if warranted, bring them to:
    1. the Executive for approval if they are $2,500 or less, or
    2. the Board for approval if they are in excess of $2,500.
  • Make recommendations to the Board on structure, process and budget required to fulfill its responsibilities
  • Regularly assess OSCA’s programs and make recommendations to the Board on issues relating to programs, as appropriate

Membership and Voting

Membership in the committee is open to interested Board members, staff, volunteers and other Old Ottawa South community members. The Executive Director and OSCA Staff are non-voting members of the committee. Ideally, the committee has no more than ten and no fewer than four voting members, with at least two members from the Board, as well as a Board Member who serves as Chair. Membership is maintained through the committee’s email list.

Voting is conducted in accordance with OSCA’s by-laws.

Chair

The Chair of the committee is a member of, and appointed by, the Board. The Chair is responsible for organizing the meetings of the committee and reporting on the committee’s work to the Board. The Chair is also a member of the Executive Committee.

Frequency of Meetings and Manner of Call

Meetings will be held on a monthly basis. Meetings will be called through emails and the OSCA website.

Quorum

50% + 1 of voting committee members.

In the absence of quorum at a meeting with a decision item that cannot wait, an email vote will be held.

Reporting

The Chair of the committee, who is a member of the Board, will report to the Board every month.

Date of last review: January 10th, 2017

Motion re: Ottawa Urban Forest Management Plan

URBAN CORE COMMUNITY ASSOCIATION

SUMMARY:

The Board is  asked to endorse the assessments and recommendations offered  in the Urban Core Community Associations input to Phase 2 of the Ottawa Urban Forest Management Plan ( see attached).

BACKGROUND:

The attached document, is an excellent response to the draft plan, and was generated by the combined efforts of six of the Core Community

Associations: Sandy Hill, Centretown, Dalhousie, Glebe, Lowertown and Old Ottawa East.

Unfortunately, OOS was not directly represented. Tim Lahey reviewed it, and Brian Ure attended a meeting, along with John Dance and Angela Keller-

Herzog, to discuss the input recommendations with Councillor Chernushenko.

The purpose of this motion is to show solidarity with our neighbours in supporting their excellent work and to make up in a small way for the fact that OSC A did not participate in the meetings.

PROPOSAL:

TEXT OF MOTION:

That OSCA endorse and support the assessment and recommendations offered in the UCCA's inputs to the Phase 2 OUFM Plan.

Brian Ure

Wednesday December 14, 2016

Last modified on Monday, 19 June 2017 13:29

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