Old Ottawa South Community Association

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 Further, the existing Board Policy document on Nominations to the Board of Directors is now out of date given that decision points mentioned in it refer to the previous situation where AGMs were held in November, not in May, as is currently the case.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:

AGM 2016: Minutes

OSCA Annual General Meeting

Tuesday, May 3rd, 2016

Minutes

Motion to approve minutes from the 2015 OSCA AGM proposed by Kate Charland, seconded by Matt Hart. All approved. Motion carried. 

Motion to approve the Agenda for the 2015 Annual General Meeting proposed by Emilie Taman, seconded by Nick Galletti. All in favour. Motion carried. 

President's Report (as given at the 2016 AGM)

I am pleased to be able to report to you on the activities of OSCA over the past year.

Overall, I would like to make the following observations:

  • OSCA continues to be in good shape financially; revenues have been strong and we pretty much achieved our objective as a “not for profit” in 2015.  Our goal is not to have a large surplus nor is it to have a large deficit.  As some of you may recall, we did have large surpluses for a couple of years following the renovation of the Old Firehall.  Those years were an anomaly but, thankfully, have left us with a healthy operating reserve.  We were able to offer much more in programming with, essentially, the same “infrastructure” that we had before the renovation.  Without rehashing the past, OSCA also took on all of the programming function/responsibility from the City of Ottawa during this time.  We are very aware that we need to “invest” in our operating model (mainly staff) to achieve our goals and address our priorities.  We have identified some gaps and opportunities and the Board has approved a $50,000 deficit budget for this year.
  • In 2012, we “checked in” with the community to gain some insight to what OSCA’s priorities should be.  We made some changes, set some priorities and adjusted the way we operate.  We did another survey this spring to do another “check in”.  Overall, I think we are on track and you will hear more about this shortly.
  • We have continued to expand how we communicate with OOS – not only do we have a successful paper in The OSCAR and a great website, www.oldottawasouth.ca, but we also have a social media strategy that continues to expand and evolve.  We’ll be looking at ways to leverage all of these great communication channels in future years.  Thank you to Brendan, our very capable OSCAR Editor and to Kathy, who manages our Website for all that they do.
  • We have hosted a wide range of community special events over the past year with excellent turnout and participation from community members;
  • We have been engaged in a number of initiatives to advance the views of our community on important development municipal issues from zoning to infill housing, traffic and safety.
  • We have kept our Committee structure in line with our priority areas.  We haven’t made any changes to our Committees as the current model seems to be working.  As a result of some concerns we, and the community have, about one of our major programs, After 4, a Sub Committee has been set up to proactively manage this program.
  • We have changed our entire registration system – to a new system called “Legend”.  We have had many challenges (as can be expected with any new system).  We appreciate the patience of all – we are confident that this new system will be much, much better than what we had before…but it does take a bit of time.  We are almost there.  And finally;
  • We will soon sign off on a Service Level Agreement with the City of Ottawa that will outline the respective accountabilities and roles that we each have in planning, developing and implementing programming at the Firehall.

While the year has generally been a successful one, as always we face a number of important challenges in the coming year:

  • We need to address some of the gaps we have in our operating model and in our staffing structure as I have already mentioned;
  • I am thrilled that we will have a full Board for the first time that I can recall – 20 talented individuals – a great balance of “old” (12) and “new” (8).   We have a strong base of volunteers but we can always use more - so that our important community work does not fall on the shoulders of a few;
  • We have some succession planning to do.  I’ve already informed the Board that this will be my last year as President.  I’ve always said that I believe organizations benefit from a change of leadership every 3 or 4 years and I’m staying true to my word but I will definitely see you at next year’s AGM.  We are looking to add some support (and, perhaps, successors) as well for some of our Committee Chairs.
  • We have much going on in and around our neighbourhood.  Lansdowne, Main Street, lots of potential development sites along Bank Street and, someday in the not too distant future, redevelopment of Brewer Park.  We need to press for a Community Design Plan for OOS so that we can be proactively involved in the future of our community.

Your Board/Committees have worked hard this year on your behalf, helping to make Old Ottawa South a better place to live for all of us and I would like to take this opportunity, on your behalf, to thank them all.  May I ask all Board/Committee members here this evening to please stand?

A vote of thanks also goes to all our volunteers and staff who help make OSCA the great organization it is and who help ensure that our activities and programs take place effectively and efficiently.  

I would like to publicly thank our staff who work hard to make all of what we do a success.  Our “core” staff - Christy, our Executive Director, who has gone above and beyond during some challenging times…and her team Sarah R, Sarah C, Darcy & Jessica.

I would also like to thank Janet Conley-Paterson, Centre Director who works alongside our OSCA Staff and has responsibility for the Customer Service Representatives, known as CSRs, who work mainly at our front desk.  Thank you also to Don & Leo from the City of Ottawa who have been working closely with us of late.

We appreciate all that you do.  Speaking of appreciation, our City Counsellor, David Chernushenko, attends our meetings regularly and is quick to respond and work with OSCA and the neighbourhood of Old Ottawa South. 

Thank you all, again, for attending our AGM on this beautiful evening.  Please join me in welcoming David to do his report to the AGM.

Treasurer’s Report

  • See report on slides.

Dana Levac reviewed the audit and financial statements.

Essentially there were no significant findings of the Audit. OSCA conducts Audits every three years. The statements were presented in accordance with generally accepted accounting principles.

She also spoke to a new reserve policy approved by the board and posted on the website.

Questions: Kathy Krywicki asked if revenue from the porch sale is still requested by community residents.

Brenda Lee, Special Events Chair, spoke to this. Essentially, this has been abolished by the Board. We used to ask for this donation but we now ask residents to donate to the Food Bank instead.

Motion to approve the 2015 treasurer’s report: Proposed by Dana Levac, seconded by Tim Leah. All in favour. Motion carried.

Motion to approve the Audited Financial Statements for the year ending December 31st, 2015: Proposed by Dana Levac, seconded by Emilie Taman. All in favour. Motion carried.

Communications Committee

  • See report on slides.

OSCAR

  • An announcement was made by OSCAR Editor Brendon McCoy
  • Report on slides.

Finance Committee

  • See report on slides. Presented by Dana Levac.

Old Ottawa South Community Survey

  • See report on slides. Presented by Lise Beutel.

Communications Committee

  • See report on slides. Presented by Nick Galletti
  • OSCAR report-see slide. Presented by OSCAR editor Brendan McCoy.

Planning and Zoning Committee

  • See report on slides. Presented by Steve Mennill

Program Committee

  • See report on slides. Presented by Emilie Taman

Special Events

  • See report on slides. Presented by Brenda Lee.
  • Brenda took the chance to thank all those who have contributed to the success of special events in the community.

Traffic and Safety

  • See report on slides. Presented by Winnie Pietrykowski.
  • Winnie also thanked the Green Dreamers for their hard work greening the planters in OOS. This project helps traffic and safety in the community as well .

Election of New Board

  • Emilie Taman of the Nominations Committee presented the 2016/2017 Board Slate.
  • There were 8 new Board Nominees added to the list for the 2016/2017 year including:

Lizane Castonguay, Pamela Dakers, Christine Franklin, Janet Jull, Evan Pilkington, Michaela Tokarski, Brian Ure and Erik Van der Torre.

  • Board members who won’t be returning are: Colin Beattie, Tim Leah, Allen LeBlanc, Winnie Pietrykowski and Emilie Taman. They were recognized and thanked for their contributions to OSCA.

Motion to close the 2016/2017 Board slate proposed by Emilie Taman, seconded by Nick Galletti. All in favour. Motion Carried. 

AGM 2015: Minutes

OSCA Annual General Meeting

Tuesday, May 5th, 2015

Minutes

Motion to approve minutes from the 2014 OSCA AGM proposed by Dana Levac and seconded by Michael Jenkin. All approved. Motion carried. 

Motion to approve the Agenda for the 2015 Annual General Meeting proposed by Allen LeBlanc, seconded by Steve Mennill. Motion to approve agenda all in favour, motion carried. 

Councillor’s Report:

Lansdowne Park

  • The Farmer’s Market has officially moved back to Lansdowne, and reopened last Sunday, May 3rd.
  • There was a short update on the state of redevelopment at Lansdowne Park. It was noted that many of the current retail spaces were open or in the process of opening. It was also identified that traffic on the Lansdowne site remains to be a problem. OSEG and the City of Ottawa are working to solve traffic issues.
  • Efforts to increase public transit use during peak times, and for special events has been successful.
  • Noise issues are being looked at by the City ahead of the festival season. The Ottawa Folk Fest, which has been rebranded City Folk, will be altering its structure to finish acts earlier and make use of indoor venues.

Bronson Ave. 

  • A new crosswalks on Bronson will be created in efforts to slow down traffic. By re-designing the intersections the Councillor hopes that new right-turning lane changes will slow right-turning cars down, or cause them to come to a complete stop prior to making the turn onto Bronson.
  • Cyclist lanes will be put in place on Bronson as well.

Main Street Redevelopment

  • The redevelopment of Main Street is underway and is set to be completed in the next couple of years. The Councillor predicts that increased traffic in OOS will have an impact on the neighborhood. The vast majority of this traffic will be redirected to Bank Street and Sunnyside Avenue.
  • A safer crossing crosswalk will be installed at Clegg and Colonel By. It’ll be the first of its kind in Ottawa.

Percy Traverner Park

  • The Councillor provided an update on the status of Percy Traverner Park, the new park at Woodbine and Sunnyside.
  • The park is set to be completed by September, and neighbours close to the park have already volunteers through the Adopt-a-Park program with the City.

President’s Report

  • Linda Hancock presented on board activities and introduced the Firehall staff. She reported on a variety of progressions made by the board and its members over the last year, including the surplus from the 2014 year and the need for more full time staff at OSCA.
  • Linda spoke to the wide range of community events OSCA contributed to over the year, committee engagement on issues of infill, planning, traffic and safety. Linda brought attention to OSCA’s desire to expand communication and refine how the organization reaches its audiences, as well as a desire to continue to grow programming for both children and adults.

Treasurer’s Report

  • See report on slides.

OSCA’s Priorities

  • See report on slides

Communications Committee

  • See report on slides.

OSCAR

  • An announcement was made by OSCAR Editor Brandon McCoy
  • Report on slides.

Finance Committee

  • See report on slides

Program Committee

  • Emilie Taman presented on behalf of Ian Beck MacNeil, who was absent from the AGM.
  • See report on slides.

Special Events

  • Presented by Committee Chair Brenda Lee.
  • Report in slides
  • Brenda took the chance to thank all those who have contributed to the success of special events in the community.

Traffic and Safety

  • Presented by Committee Chair Winnie Pietrykowski.
  • See report on slides.

Election of New Board

  • Matt Hart of the Nominations Committee presented the 2015 Board Slate.
  • There were 5 new Board Nominees added to the list for the 2015 year including: Lise Beutel, Kelly Campbell, Ahmed Elsayed, Ilia Fabbri and Jacqueline Littlewood.
  • Board members who won’t be returning are: Ian Beck-MacNeil, Marion Haas, Isla Jordan and Neil McCormick. They were recognized and thanked for their contributions to OSCA.

Motion to close slate proposed by Dana Levac, seconded by David Chernushenko. Motion to close the 2015 Board Slate all in favour. Motion Carried.

Awards

  • The Volunteer of the Year award was awarded to Eric Van der Torre for his outstanding leadership and involvement in the Hopewell Yard’s Every Leaf Counts Campaign.
  • Three Lifetime Achievement Awards were awarded to members of the community who have contributed in a substantial way to the Old Ottawa South community. Awards were given to Tracy Arnett, Quinn Hodgins and Noel Lomer.

Presentation: Ottawa South History Project

Mary MacGreggor presented on a Garden Suburb that was proposed in the early 1900s to be part of the then Ottawa South (now Old Ottawa South) neighborhood. The presentation focused on the proposal, its rejection and the creation of a waste dump on the proposed site. 

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