Old Ottawa South Community Association

AGM Minutes 2010-05-04

Draft Minutes of OSCA Annual General Meeting

Tuesday, May 4, 2010

Southminster Church, Ladies' Parlour

Agenda

1. Welcome and Approval of Agenda
2. Approval of 2009 AGM Minutes
3. President's Report
4. Councillor Doucet's Report
5. Treasurer's Report
6. Committee Reports
7. Election of 2010/11 OSCA Board of Directors
8. Other business
9. Adjournment of AGM
10. Wine and Cheese Reception

1. Welcome and Approval of Agenda

Michael Jenkin welcomed people to the Annual General Meeting.

Motion: proposed by Graham Deline and seconded by Marilyn Mulenski that the Agenda be accepted.

Motion carried

2. Approval of 2009 AGM Minutes

Motion: proposed by David Law and seconded by Brenda Lee that the 2009 AGM Minutes be accepted.

Motion carried

3. President's Report

Michael Jenkin highlighted aspects of his written report. He told the meeting it was his 8th annual report as President. It has been a great year for the neighbourhood with both the community centre and the library undergoing extensive renovations and the City has launched the Sunnyside traffic study.

The retail community on Bank Street is making significant progress - a replacement for Fresh Fruit store and a number of new speciality shops and eating places will open shortly.

Despite being out of the Firehall we managed to maintain a high level of community programming and events. Thanks to Southminster Church and its staff for being so accommodating.

As we grow as an organization we need to pay increasing attention to how we manage and govern ourselves as a community organization. The City will want us to enter into a more formal arrangement this coming year in terms of how we manage recreational programming and what the respective roles of the City and OSCA will be in delivering those programs.

Development of Lansdowne Park will impact our community - traffic and impact on merchants will be concerns.

Thanks to retiring board members Mohammad al-Asad, Jenny Haysom, Michael Loewen, Anne Marie Crobett and Nerys Parry for all their hard work.

Thanks to OSCA and City staff, Cathie Buchanan, Dinos Dafniotis and Deirdre McQuillan and to our partners in the City's Parks, Recreation and Cultural Services Branch. Thanks too to you, the residents of Old Ottawa South, for your support and participation over this very productive year.

4. Councillor Doucet's Report

  • Sunnyside Traffic Study is underway
  • 71 Hopewell triplex - there was a very productive meeting between residents and the developer

5. Treasurer's Report

The report was presented by Steve Mennill for OSCA's 3 accounts, OSCA, Firehall Fund and OSCAR.

The association is solvent and in a strong financial position with over $600,000 in total assets as the end of December, 2010. Much of this amount has been committed to support the renovation of the Firehall.

The association has now made a contribution of $357,500 to the City of Ottawa in March 2010 for the Firehall renovation, comprised of:

  • All of the Firehall Redevelopment Fund: $242,000
  • $30,000 form OSCAR reserves
  • $85,500 from OSCA's reserves

Motion: proposed by Geoff Murphy and seconded by Anna Cuylits that the year end Income Statement and Balance Sheet for the year ended December 31, 2009 be approved.

Motion carried

Budget for 2010

The Board of Directors adopted a breakeven budget for 2010 with $403,000 in revenues and slightly over $402,000 in expenses. These figures reflect the reduced level of program activity for the first half of 2010 until the renovated Firehall is available for use.

The Treasurer thanked Susanne Ledbetter, OSCA's book-keeper for doing a wonderful job and also thanked staff and the financial committee.

6. Committee Reports

Program Committee:

Chair Anna Sundin gave the report.

Our clients stayed with us through our time at Southminster United Chruch - thanks to the church for being so accommodating.

We were able to use Hopewell Gym for some of our summer camps in 2009.

Our Program Coordinator, Dinos Dafniotis, returned in October after a year at Glebe Community Centre.

We are now planning our return to the renovated and expanded Firehall with a new lineup of exciting program offerings for the members of our community.

Thanks to staff and volunteers - the committee is always looking for your input.

Special Events Committee:

Brenda Lee gave the report.

There were many great events last year including the Farewell to the Firehall, OSCA Porch Sale, Fall Fest, OSCA Christmas Movies at the Mayfair and the Winter Carnival - all of which were a resounding success.

We are planning a Grand Reopening Celebration sometime in the Fall. As always, this committee is very very welcoming of new members, volunteers or ideal for future events. Contact Brenda Lee at: osca [AT] oldottawasouth [DOT] ca.

OSWatch Committee:

Mohammad al-Asad and Brendan McCoy were the chairs for the past year.

  • worked on institutionalizing OSWatch with regular meetings and minutes taken to document all activities.
  • 2 meetings have been held to discuss developments along the OOS stretch of Bank Street
  • a Community Design Plan (CDP) has been requested from the City of Ottawa for OOS. We are still in the queue after 2 years.
  • Lansdowne Park - much energy has been concentrated on this proposed project.
  • OSWatch will meet on the first Tuesday of every month at the Firehall.

OSCAR

The editor, Mary Anne Thompson, gave the report.

Thanks to advertisers, writers, photographers, distributors and readers. Also thanks to Chris Solar, OSCA webmaster who places the OSCAR on the OSCA website and archives the previous issues. Thanks to staff members, Advertising Manager, Gayle Weitzman, Distribution Manager, Larry Ostler and Bookkeeper, Susanne Ledbetter.

Web/IT Committee

John Calvert gave the report. He thanked Webmaster Chris Solar and Web Editor Gwen Gall and other committee volunteers including Kathy Krywicki and James Hunter for their work on launching the new website.

Also thanks to outgoing long time webmaster Robert Burr, who served for 10 years.

ECOS

Co-Chair Nerys Parry gave the report.

OSCA is dedicated to being the 'greenest' community association in Ottawa. In 2009 OSCA focused attention on green additions for the Firehall, including accommodating a potential solar energy demonstration project led by Roger Peters.

Annual Windsor Park cleanups continued.

A new community group initiated several tree plantings along Bronson Place. This group is now working to protect the small area of wetland on this strip of land.

ECOS needs a new chair as both Nerys Parry and Michael Loewen are stepping down as chairs.

Friends of Sunnyside Library Committee

Jenny Haysom gave the report.

On June 5th [2009] the Ottawa Public Library (OPL) announced they had a grant of $1,275,000 to improve the function of the building. The work is now undersay and should be finished by the end of August.

Friends of Sunnyside Library will be donating funds for fixtures and furnishings and have commissioned 2 artworks.

Nomination Committee

Four people have retired from the board. Although there were sufficient people interested in joining the 2010/11 board, only those with OSCA memberships of 3 months or longer are eligible.

7. Presentation of OSCA's Lifetime Achievement Award

Robert Burr was unable to attend the meeting.

8. 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
*Graham Deline
Michael Dobbin
*Gwen Gall
Michael Jenkin
*Isla Jordan
David Law
Brenda Lee
Donna Lordon
Brendan McCoy
*Kendall McQueen
Steve Mennill
Geoff Murphy
Peter Reinecke
Jim Steel
Greg Strahl
Anna Sundin
Michaela Tokarski

Motion: proposed by Jenny Haysom and seconded by Nerys Parry that the nominations be closed and the slate put to a vote.

Motion carried

The slate of candidates was elected.

9. Other Business Adjournment/Reception

Motion: proposed by Nerys Parry and seconded by Geoff Murphy that the OSCA AGM be adjourned.

Motion carried

AGM Minutes 2009-05-05

ANNUAL GENERAL MEETING

Tuesday, May 5, 2009

MINUTES


AGENDA:

  • Welcome and Approval of Agenda
  • Approval of 2008 AGM 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 Ottawa South History Project's photographs of OOS.

1. Welcome and approval of Agenda

Michael Jenkin welcomed people to the Annual General Meeting and suggested members identify themselves and check they are in good standing and are eligible to vote.

MOTION: proposed by Greg Strahl and seconded by Jenny Haysom that the Agenda be accepted with the addition of Item 2a Volunteer Awards.

MOTION CARRIED

2. Approval of 2008 AGM Minutes

MOTION: proposed by Hans Ruprecht and seconded by Valerie MacIntosh the2008 AGM Minutes be accepted.

MOTION CARRIED

2a. Volunteer Awards

OSCA has agreed to give two outstanding lifetime volunteer awards to David Bouse and Gary Lum. John Calvert presented David Bouse's award to his family.

3. President's Report

Michael Jenkin highlighted aspects of his written report. Most importantly the Firehall is going to be renovated. The attractive, green community centre will preserve a heritage building and allow the community to provide more programming.

Shoppers Drug Mart was a controversial and difficult debate. Infill can be done well with help from the city. Infill can be a benefit if it is done well.

OSCA will be running programs at Southminster United Church during the renovation which is slated to last from 9 to 12 months. There will be extra costs but these have been budgeted for.

As OSCA becomes more complex and large we need to pay more attention to governance issues.

Development of Lansdowne Park may be a challenge and threat to the community.

Thanks to retiring board members Patti Ryan, Valerie MacIntosh, Kevin Harper and Lisa Drouillard

Thanks to OSCA and City staff, Cathie Buchanan, Regis Alcorn and Deirdre McQuillan.

Stephen Haines, a board member, died this year. He was a distinctive individual who always held firm opinions. He will be sorely missed.

Michael thanked everyone for the privilege of serving on the OSCA Board as President.

  1. Councillor Doucet's Report

Clive had a session with Peter Victor on “Managing Without Growth”. Ottawa needs to operate in a more sustainable way. An example of this is the light rail project.

Clive is still supporting a pedestrian bridge over the canal at 5th Avenue - it has the support of all groups except the NCC and is in the pedestrian plan.

There will be a movement to stop Lansdowne Live and create a people's plan for Lansdowne.

Clive did not insist councillors reveal who supported their campaigns because it would alienate too many people.

5. Treasurer's Report

The report was presented by Jim Steel for OSCA's 3 accounts, OSCA, Firehall Fund and OSCAR.

This is the first full year we have used our new January to December calendar year.

MOTION: proposed by Nerys Parry and seconded by Leo Doyle that the year end Income Statement and Balance Sheet for the year ended December 31, 2008 be approved.

MOTION CARRIED

6. Committee Reports

Program Committee:

Chair Anna Sundin gave the report. Programs will move to Southminster United and Hopewell PS gyms during renovation. Adult fitness registration is up.

 

Special Events Committee:

Michael Jenkin gave the report.

There were many great events last year including the OSCA 30th Anniversary Party in Brewer Park. Other events included Savour the Flavour Spanish Night, Farewell to the Firehall, House Tour and OOS River Run.

OSWATCH Committee:

Mohammad al-Asad and Brendan McCoy are the new chairs and they will be renewing the committee.

Sunnyside Safety Audit - still pending but the City has not allocated staff.

National Capital Commission studying 3 crossing points but unfortunately not the 3 most busy ones. OSCA President, Michael Jenkin, wrote 3 letters to the NCC but has been ignored - a report will be issued by NCC.

David Law thanked all who have and do serve on OSWATCH

Clive Doucet pointed out that the Bronson Safety Audit is done and available.

Renovation Committee

Michael Jenkin gave the report. This committee worked throughout the summer to get possible designs and had an open house to chose one design. They then lobbied Council and got the funding. Details of the design were finalized and construction is scheduled to start in June.

OSCAR

The editor, Mary Anne Thompson gave the report. The OSCAR is going well and Mary Anne thanked all the volunteers who help create and deliver the paper.

Web/IT Committee

John Calvert gave the report. He thanked Robert Burr for core activities and Chris Solar for his work on revamping the website and IT features. The committee has plans to expand options and capabilities of the website.

ECOS

Co-Chair Michael Loewen gave the report.

In 2008 the OSCA Board adopted an environmental policy

ECOS members worked to green the Firehall design with some success and will now look at putting Photo Voltaic panels on the Firehall roof.

Membership Committee

David Law gave the report. The board saw membership declining and changed rules to a free lifetime membership. There was a membership outreach and membership now at about 400.

Friends of Sunnyside Library Committee

Jenny Haysom gave the report.

There is $500,000 to split between Sunnyside/Cumberland branches but more money is needed so there will be fundraisers. They are planning a Meet the Author fundraiser at the Glebe Community Centre.

Nomination Committee

Four people have retired from the board. Although there were sufficient people interested in joining the 2009/10 board, only those with OSCA memberships of 3 months or longer are eligible.

7. Election of 2008/09 OSCA Board of Directors

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

Mohammad al-Asad

John Calvert

Michael Dobbin

Jenny Haysom

Michael Jenkin

David Law

Brenda Lee

Michael Loewen

*Donna Lordon

Brendan McCoy

Steve Mennill

Geoff Murphy

Nerys Parry

Patti Ryan

Jim Steel

Greg Strahl

Anna Sundin

MOTION: proposed by Valerie MacIntosh and seconded by Brenda Lee that the nominations be closed and the slate put to a vote.

MOTION CARRIED

The slate of candidates was elected

10. Other Business Adjournment/Reception

MOTION: proposed by Michael Loewen and seconded by Geoff Murphy that the OSCA AGM be adjourned.

MOTION CARRIED

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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