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Board Minutes 2017-01-17

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OSCA Board Meeting Minutes

Tuesday, January 17th, 2017

7:30 pm. The Firehall

In Attendance: Lise Beutel, Kelly Campbell, Lizane Castonguay, Christine Franklin, Linda Hancock, Matt Hart, Michael Jenkin, Janet Jull, Dana Levac, Jacqueline Littlewood, Steve Mennill, Evan Pilkington, Michaela Tokarski, Brian Ure, Erik Van der Torre.

Regrets: Pamela Dakers, Kate Charland, Ahmed Elsayed, Nick Galletti.

Guests: Brendan McCoy (OSCAR editor), Christy Savage (OSCA Executive Director)

  1. Welcome
  2. Approval of Agenda
    Motion to approve the agenda. Proposed by Steve Mennill, seconded by Erik Van der Torre.   
    All in favour. Motion passed with the following changes:
    1. The Executive Committee report will be moved up to #5 on the agenda and the Finance report will be moved to #6
    2. Under Executive Report the Nominations Committee will be moved to #1 and Priorities and Strategic Direction will be moved #2.
  3. Approval of Minutes of November 2016 (the December meeting was cancelled)
    Motion to approve the minutes of November, 2016.                           
    Proposed by Michael Jenkin, seconded by Matt Hart
    All in favour. Motion passed with the following changes:
    The note on the Existing zoning structure should be updated to say it does not provide ‘protection’.
    Names are to be removed from all discussions.

  4. Councillor’s report- Councillor David Chernushenko.
    The Rideau River Western Pathway update: there will be a change in new construction.  The focus will be on building the new sections with all other work during the upcoming construction season. The pathway will be open by the Fall.
    Brewer Park ‘re-imagined’. The Councillor met with City parks planners to discuss the scope for consultation. The process of conducting the study will begin with an open house just after the March break. Of note, 60-70% of the land will likely see no/minimal change. Most changes will take place near the rink, pool and parking. Although there is a question as to the fate of many City rinks, the one at Brewer will likely remain. Statistics on current recreational uses will be used to determine popularity and project demand for certain activities.
    The park is designated City Wide so consultation will also be City wide.
    The time frame is expected to be 5-7 years.
    The future of the Ottawa Public Library. There has been some lobbying to have the library more centrally located. With upcoming changes to the LRT, the proposed area may have a much larger population in 20 years from now. An open house will be held from 6:00-8:00 pm January 18th at City Hall.
    There was a recent article outlining a traffic calming program to reduce bottlenecking. It was asked whether the Traffic and Safety Committee should review it?

    A-This is a temporary traffic calming program that provides 40K to Ward Counsellors for allocation. The Councillor reviews data in advance of allocating the funds. At present, approximately $60K worth of work has been identified out of $80K that is banked. The work in question is temporary which will allow for various measures to be implemented and evaluated prior to permanent changes.

    Speed boards- data from the Bank St speed boards has been reviewed. They produced a 5KM/hr difference. There are a few locations where the speed boards are turned off and data is being compared to areas where the speed boards are turned on. There are significant differences for some. General feedback from residents is that they appreciate them. Of note, while there has been a 5k reduction it is still over the speed limit. However, this is considered normal.

    Snow clearing- other than calling 311 is there anything else we can do?

    The best option is to call 311 unless a street falls below the 4-metre width. The only significant difference this year is the change from snow to rain and back to snow.

    Hopewell and snow clearing- some daytime removal took place along Hopewell at school arrival time. This was not ideal. While it will be challenging to change the schedule since the work is done at the same time by the same group, the Councillor will ask if this can be taken into consideration in the future.

    A note was made by one Board member that that, on his street, snow removal was appreciated and was conducted regularly.

  5. Executive Committee report- Linda Hancock- OSCA President.
    1. Nominations Committee- Presented by/created by Michael Jenkin
      Michael presented the attached documents.
      Members of the Nominations Committee have noted, in previous years, they would have appreciated a little more guidance. The manual is 3 pages and outlines steps in chronological order.
      Motion that the OSCA Board approve the attached Procedure’s Manual and the attached proposed amendments to the OSCA Policy on Nominations to the Board of Directors, with the effect forthwith.
      Proposed by Michael Jenkin, seconded by Michaela Tokarski
      All in favour. Motion passed.
      No discussion.

      Motion that the OSCA Board approve the formation of the Nominations Committee for the 2017-2018 Board. The Committee will comprise Kate Charland, Evan Pilkington and Linda   Hancock. 
      Action item- Linda will ask former board members if they wish to contribute, and Committee Chairs should ask at their next committee meetings. Board members also need to recruit.
      Existing Board members will be asked to confirm whether they will be returning in May.
      Linda noted that we need to replace the President and Treasurer in May.

    2. Priorities and strategic direction update:
      Linda presented the attached summary of points from the Board retreat.
      Two additional main priorities are Branding and Volunteer engagement.

      Linda asked if anyone would be able to develop a strategic plan of action on each area and present at the March Board meeting. She will share the detailed notes from the retreat.

      Branding-Kelly Campbell and Lise Beutel will review Branding and will reach out to Nick Galletti and the Communications Committee.
      Bike safety was raised as a potential branding initiative/event.

      Volunteer engagement- Jacqueline Littlewood volunteered to put together a proposal that will include: a recognition plan, skills needed, special event’s needs, as well as overall recruitment and engagement.  

    3. Special Events update
      The Executive reviewed current events against a grid that could be used to evaluate. Currently, there are too many events and staff and volunteers are spread too thin. The Executive proposed 4 signature events: Porch Sale, Fall Fest, Windsor park art show (moved to Brewer park) and Breakfast with Santa. Other events such as “Shop Your Local Talent” could be run by the vendors.

      The Executive have reviewed an Event Coordinator position as this was discussed as an option at the Board retreat. The Exec have yet to determine compensation.

      The Bike rally was raised as a potential addition to the signature events. 

      At present, without a Special Events Committee or a clear plan for Special Events, the Executive have put a hold on all new events. This will be discussed in the next section.

      For now, it was agreed that the Exec should look at bringing on a person to self-fund.

    4. City update
      There continue to be issues with consistent and appropriate customer service and support. We will be approaching the City to discuss further.

    5. Commemorative naming update. Christy has begun the application process and will report back to the Board when the first steps are in place. The name needs to be approved before the application can be moved forward. This may take a few months.

  6. Finance report-Dana Levac – Treasurer.
    OSCA- We are still projecting a budget loss however it will not be as much as $50K. Budgeted revenues are on par with budget or better. Adult programming in November was ahead of budget. The FFC came in just a little above budget. Children’s programming has been below budget this year and is driving our numbers lower. Some revenue losses are offset by lower programming expenditures. There will be a more comprehensive update next month.

    OSCAR- Brendan McCoy noted that there is not much more to report than last month: Ad revenue is down by a small amount and costs have increased slightly due to increased printing charges.

    Discussion- OSCA- It was asked why children’s programs are have reduced income. This is mainly because of one less week of camp in 2016 compared to 2015. Christy noted lower youth programs- Friday Night Sports, Knights of the Dinner Table, lower Youth Night attendance.

  7. Committee reports and decision items:
    1. Communications Committee
      Nothing to report.

    2. Planning and Zoning- Steve Mennill- Planning and Zoning Committee Chair.
      Please see the attached.
      There are three main updates.  
      The renovation at Southminster Church is estimated to begin in 2019.

      No one knows of a formal zoning application for ‘Barber’s garage’. The property has been sold and the new owner has not acted yet.

      The P&Z Committee has received a proposal from a planner in Old Ottawa South to assist with some of the work that would lay the groundwork for a Community Design Plan (CDP). This would be useful to OSCA, and the City, if we need to do a CDP. It also assists with community input.  The proposal will be reviewed in the next month or two and P & Z will follow up with a proposal to the Board for review and approval. 

      The document can be used in three ways:

      1. Helping lobby the City for a CDP.
      2. Reducing the work the City would have to complete.
      3. It could be used toward a CDP and is positive because it involves community engagement, an integral part of the process.

    3. Program Committee- Michaela Tokarski- Program Committee Chair
      Three updates to the report were presented:
      1. A4 committee may meet less frequently and may be asked to take on issues regarding space in 2018.
      2. Childcare Act changes mean that we cannot offer a JK/SK After 4 program as of September 2017. As well we cannot offer summer camps for this age group as of next year- 2018. Staff are working diligently on this in partnership with Parks and Rec Ontario and other community centres. Michela asked for board members who could assist with this to please contact her.
      3. Terms of Reference- Basic amendments have been made that basically have the PC in an advisory capacity as opposed to responsible. Guidelines were also added under the authority section.
        There were no questions.
        Motion that the OSCA Board approve the changes to the attached Program Committee ‘Terms of Reference’.
        Proposed by Michaela Tokarski, seconded by Michael Jenkin
        All in favour. Motion passed with no changes

    4. Special Events Committee
      No report- There is no committee.

    5. Traffic and Safety- Brian Ure- Co-Chair
      The proposed OUFM plan was briefly outlined as well as OOS progress and involvement to date.
      Motion that the OSCA Board endorse and support the assessment and recommendations offered in the UCCA’s inputs to the Phase 2 OUFM Plan
      Proposed by Brian Ure seconded by Erik Van der Torre
      All in favour. Motion passed with no changes or discussion

  8. Adjournment
    The Board meeting was adjourned at 9:25 pm
    Motion to adjourn proposed by Michaela Tokarski, seconded by Matt Hart.
    Motion approved. All in favour.

    The next meeting will be on Tuesday, February 21st, 2017.
Last modified on Monday, 19 June 2017 11:09

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