OSCA Board Meeting Minutes
Tuesday March 29th, 2016 7:30pm
In Attendance: Colin Beattie, Lise Beutel, Kate Charland, Ahmed Elsayed, Nick Galletti, Linda Hancock, Michael Jenkin, Tim leah, Brenda Lee, Jacqueline Littlewood, Steve Mennill.
Regrets: Allen Leblanc, Matt Hart, Dana Levac, Kelly Campbell, Emilie Taman, Winnie Pietrykowski.
Guests: Councillor David Chernushenko, Brendan McCoy (OSCAR editor), Christy Savage (OSCA Executive Director).
2. Approval of Agenda
Motion: proposed by Jacqueline Littlewood seconded by Kate Charland that the agenda be approved.
With the following changes: Add Nominations Committee update under #6. Add AGM update and Volunteer event under #9. Remove 20 minute report from Agenda.
Motion passed: All in favour.
3. Approval of Minutes of January 2016
Motion: proposed by Lise Beutel seconded by Michael Jenkin that the agenda be approved.
No changes: Chiristy will remove names from the minutes from now on and note discussion only. The January minutes will be edited with this in mind.
Action: If a board member wishes their name to be attached to comments they must state so when commenting/asking questions during discussion periods.
Motion passed: All in favour.
4. Councilor's Report
Tonight's report includes a number of items regarding traffic calming and road projects.
-Echo drive- pedestrians and traffic- there have been many comments regarding guard rail being in a poor state. An update on design and timing will be submitted at a later date.
-Riverdale/Sunnyside- There was a traffic calming exercise held 2 years ago. Various proposed changes from the exercise will be put into place this summer. The Councilor will send his plans to the OSCAR (Brendan McCoy) for publishing as well as the Board.
-Pedestrian and cycling conflicts. Cyclists continue to ride on the sidewalks even though it is illegal. They will be putting up etiquette signs on various pathways such as in Windsor and Brantwood Parks and other areas in Capital Ward. There will also be public education events around multi use pathways.
On that note the Bank St Bridge continues to present a dilemma for cyclists who do not feel safe and sometimes use the sidewalk. Walking bikes on the sidewalk is ok, riding them is not. Public feedback may be sought to determine the best type of signage for the bridge.
-26 Aylmer- Despite the fact that he does not generally write the Committee of Adjustment on individual applications this seems to be an oversized addition to a house and the Councilor will weigh in on this.
-Some have asked whether a similar project to the Sandy Hill Town and Gown Committee will be created in Capital Ward with Carleton University. Since we have not historically had community wide problems with students at the university this is not deemed necessary. Individual issues are dealt with as they arise and this seems to be the best approach at present. Carleton is also very open.
-Water sewer and waste water rate changes. The City wants to create a rate that is fixed for delivery and with a fluctuating rate for use. There will be an open house at City Hall tomorrow evening.
It was noted that the City's background document on this didn't clearly indicate what the rate change would be relative to each proposed model. The Councilor will review; it is challenging to understand each proposed model.
There was clarification on bikes on the sidewalk on the Bank St Bridge- bicycles are permitted as long as they are walked. This is legal.
Discussion was held on the speed of automobiles on the bridge. Permanent speed-boards will be put on the bridge and will also record data. To re-cap previous discussion: the only way we can get a bike lane is to remove a car lane. Because of the curvature of the bridge we cannot put a third lane on the bridge to be used in different directions at different times of the day.
There are signs on the roads indicating bike lanes however, with many other signs, it was noted that drivers don't usually see them.
The bridge is a constant work in progress. Short of rebuilding it or declaring two lanes superfluous it's challenging.
Surplus policy approval
Michael outlined the document attached.
Changes need to be made to the document. The definitions should be moved to their relative sections and put in order.
Linda Hancock, OSCA President, will follow up with Dana and come back to the Board in April.
Discussion was held on OSCA's give back and that it should be separate from Special Events which should be part of the SEC budget. It was greed that not all events would fall under Special Events and may be part of programming, the Open House is a case in point. It was noted that the original intent on the part of the Finance Committee with this proposal was to consider ways to give back to the community with surpluses. Free programs were one idea of many. While it was noted that we do generally operate this way when we subsidize programs that have low enrollment or some special events, this is a way to formalize this practice with a separate fund to account for it.
It was also noted that it would be important to separate the subsidy amounts granted to families and individuals in need. In other words, the subsidy for events and individuals should be separated.
Action items- i-add definitions to their corresponding reserve section. Ii- have two sections under 'give back' essentially separating out subsidy and include an amount annually used for subsidies. iii- Charity/Community fund will be separate so it should be removed from the surplus document. iv-To ensure the reserve is 9 months in all references in the document.
It was determined that an amount for Subsidies can be assessed and set aside.
The Give Back to the community would be discretionary on the part of the Board and only if the funds exist at the end of a year.
Discussion was held on whether or not the $50,000 set aside in the Capital Asset Reserve would be enough. This amount is set aside if costs cannot be covered from regular operating funds.
While the Community Reserve fund is for items not relating to OSCA, the Board is establishing a Charity in addition to the fund for these kinds of costs.
It was suggested that we change the title of the "Community Planning Reserve".
There was discussion held on how the reserve would be used, mainly to hire consultants or specialists.
What would be the policy on replenishment? It would appear that this is left to the discretion of the Finance Committee.
How was the $50,000 determined for the reserve? The amount was determined based on experience, also this represents 5% of operations and what the City would want in our agreement. 5% would be acceptable but it is important to note that this amount would be enough to fight a small OMB challenge but not enough to do a Community Design Plan.
6. Task Group Reports/Updates
Nominations Committee update- The committee is currently interviewing and meeting with four
potential candidates. This is the number of spaces available on the Board.
7. Report from Executive
Charitable status update and (decision item).
Linda Hancock presented the updated Charity document. There was discussion held on the changes proposed by the Public Guardian and Trustee to allow for the fund to become a community fund with preference given to the Firehall as opposed to the proposal to change the trust entirely to a Community Fund.
There are some final edits to make, a name change and to review the final version without any tracked changes to ensure nothing is missing.
Motion: to approve the new trust document and submit to the Public Guardian and Trustees.
Proposed by Colin Beattie, seconded by Steve Mennill.
Motion passed. All in favour.
8. Committee Reports/Updates
a. Special Events Committee-
Decision item- To approve the attached Windsor Park Art Show budget.
Moved by Brenda Lee, seconded by Tim Leah.
Motion passed: All in favour.
The proposed budget differs by approximately $100 for last year.
Brenda Lee invited the Board to submit any ideas and proposals to her before the Special Events AGM/Planning meeting to be held on April 7th.
Announcement: Brenda Lee announced that she will be stepping down as the Chari of the Special Events Committee, she will remain in her role until January 2017.
The 150th anniversary of Ottawa was discussed. This is not something that can be taken on by the Special Events Committee but there has been discussion on how to become involved. The SEC may come back to the board to suggest a subcommittee be formed
It was suggested that there may be a way of doing a 150th banner over our programs and events in general, as well as promotional material. This may be simpler than planning a huge event.
b. Communications Committee
There is nothing much to report. Mike Schnier put together a list of case studies for the Board to review. The largest project is replacing the Web Administrator as Chris Solar is stepping down in his role. A quote will be presented to the Board at the next meeting.
At present the committee does not meet regularly, with a full time staff member this is not deemed necessary.
Brendan McCoy gave an update on the digitization of the OSCAR. He is hoping to have this ready for the AGM in early May.
c. Planning and Zoning Committee
1- The Councilor noted the infill at 36 Aylmer. The owners wanted to keep the house to make it a minor variance application instead of an infill application. The application was on the Committee of Adjustment's agenda a few weeks ago and OSCA's Planning and Zoning Committee submitted comments.
The application was deferred by the Committee of Adjustment and sent back to the applicants who were told to consult with the community. It has been submitted again. There is not much more the Planning and Zoning Committee can do other than re-iterate our previous position on it.
2- New infill zoning. Ottawa East has appealed R3 provision of Infill 2 to the Ontario Municipal Board. We've tried to support that. To summarize: this basically brings us right back to where we started. Infill 2 will result in no changes to the existing zoning. We will have the same bylaw we have now with regards to R3 zoning. Old Ottawa South is mostly R3 so this affects us significantly.
The only way to resolve this is to have a Community Design Plan unfortunately they are divisive and difficult to defend They take approximately 5-7 years to achieve and cost a couple of hundred thousand dollars.
There was discussion on whether or not we need a CDP, since there needs to be agreement on the part of the City as well, not just the community, in order to create a CDP. The Councilor has said that CDP's are most appropriate for areas where they like to encourage significant new development. New and near LRT so there is little will to work toward one in OOS. While areas with new and significant development need CDP's it doesn't mean other communities, like OOS shouldn't have them as well. There is not budget or political will to do so. It was noted that Phase 2 of the LRT will be near Carleton which will impact our community.
d. Program Committee-
Christy discussed the attached report. There was discussion on the new Childcare act and how it will affect current programs. Many Ontario recreational programs are monitoring this, and Parks and Recreation Ontario (PRO) is working with various groups (including Dovercourt) to advocate to the Ministry. OSCA's staff have been alerted and are discussing with Dovercourt and GNAG. We will report back as soon as we hear anything.
e. Traffic and Safety
9. Information Items/Other Business
a. FCA Update- nothing to update.
b. AGM Preparation- Christy will send out the AGM slides from last year to Committee Chairs to submit by April 12th.
a. We are currently putting together the results of the survey. Christy will have a report for the Executive who will report to the Board in April.
b. Christy will be sending out a call for nominations for the OSCA Volunteer of the year award, and Lifetime Achievement award for volunteering. We will present the winners at the AGM.
c. Volunteer event- April 17th Does the Board have any feedback? If seems we won't get a lot of people should we cancel or not. It was noted that many people have been away for the March break and Easter. We will send out another call with deadline to respond. Chairs will also ask their committees to respond.
Motion to adjourn the meeting at 9:15pm. Proposed by Jacqueline Littlewood. seconded by Michael Jenkin.
Motion passed. All in favour.
Next Board meeting Tuesday April 19th, 2016.
Volunteer appreciation brunch Sunday April 17th 11:00 am-2:00 pm
AGM- Tuesday May 3rd, 2016.