Operations Committee Meeting Minutes - Tuesday May 10, 2022
OSCA Operations Committee Meeting
Tuesday May 10, 2022
Minutes
In Attendance: Sarah Cormier, Michael Jenkin, Barbara Porrett and Adrienne Silnicki
Staff: Katherine Boisvert, Darcy Middaugh, Matt Mitchell and Ayoyinka Oshodi
Regrets: Regina Bateson, Allison Eagen, Paul Keen, Dianne McGee and Joy Morrow
The meeting was held by videoconference.
1. Approval of the agenda
Approved as circulated, with the addition of the meeting with SWOOS and delay of the Subsidy Policy and COVID-19 Regulations to the end of the agenda
2. Approval of the March 8, 2022 meeting minutes
Approved without changes
3. May Butterfly Event
- Katherine reported that although the details have yet to be finalized, the butterfly event may take place on Sunday, May 29 from 1:00- 3:00 with Monday, May 30th the rain date
- The venue will be the summer camp space in Windsor Park and the event will feature the presence of an entomologist, butterfly themed crafts, a choir from Hopewell, but no food or face painting
- Butterfly tattoos from Mastermind are a possibility
- Action: Contact the media once the date is finalized
- Decision: The wearing of masks will be optional - participants will be encouraged to social distance, but staff will be masked when close to children
- Ayo suggested a learning opportunity such as enabling participants to share their stories
- Ayo also suggested selling butterfly wings to raise funds for OSCA programming
- Adrienne recommended that participants be advised to wear colourful clothing and flowers to attract butterflies for feeding
4. Fall programming
- Matt reported that registration for spring programming has been the best since the pandemic - revenue so far is $62K - the 2022 Budget targeted $57K in revenues, so we are ahead of Budget projections
- Both children’s and adult programming are doing very well
- After school outdoor and sports programs including the walkover option from the Firehall to Windsor Park for after school programs, weekend programming and fewer cancellations have contributed to registration levels, but there is still room for growth
- Spring programming will end on Sunday, June 26
- This late date has implication for Katherine’s camp training - requires a new approach
- The following fall programming ideas were discussed:
- Ss many outdoor activities as possible
- Continue the Firehall to Windsor Park walkover option for After-Four participants
- 45 minute adult fitness and children’s programs to be held at the same time on the weekend to encourage both parent and children to attend programs at the same time
- More French programming for children after 4:30 pm - Michael noted that there is an obligation from the city to offer programming in French where demand warrants
- Gymnastics, yoga, Boot Camp, yoga with cello accompaniment, adult trivia night, axe throwing, wall climbing, bag making workshop, women only and men only times and Youth Night programming in the Fitness Centre were suggested
- Programming for the staff of the College of Physician and Surgeons on the College property is also a possibility
- Work with the Buy Nothing group to set up stalls in Windsor Park possibly in a month or so - Ayo to be the point person
- Action: Send additional programming ideas to Matt at matt@oldottawasouth.ca
- Action: Advertise seniors’ day, the porch sale, a multicultural day and the Christmas sale in the fall
- Action: Look into renting additional tents in Windsor Park
- Action: Design the fall program guide with a series of different magazine-like covers that will attract all ages from children to seniors
5. Update on Managing Director Hiring Process
- Four candidates have been interviewed, one has been selected and references are currently being checked
- The plan is to have the new managing director in place in mid-June
6. Long Term Operational Considerations – Firehall Fitness Centre and Canada-Ontario Early Years and Child Care Agreement
- Michael indicated that the financial viability of two key investments, the Fitness Centre and the After-Four program will need be considered by the committee
- The Fitness Centre is not generating revenue surpluses of a significant character to cover our operating overheads
- The recent federal/provincial agreement on $10. child care may impact After-Four programming
- It was suggested that care for children over the age of 6 is not currently being offered and as a result the agreement is not a concern
- Michael indicated that this needs to be confirmed along with the viability of the Fitness Centre at an Operations Committee meeting in the next couple of months
- Action: Remove equipment not being used in the Fitness Centre
7. SWOOS
- Michael noted that a zoom meeting with three members of SWOOS about seniors’ programming at the Firehall took place on Wednesday, April 27
- The minutes from the meeting were shared with the Operations Committee members
- Action: Consult SWOOS on programming and promotional ideas for Fall programming
8. COVID 19 Regulations
- Action: Discuss OSCA’s Covid 19 regulations at the next Operations Committee meeting
- Michael suggested that the end of spring programming and more outdoor programming during the summer may provide a natural break for changing the regulations
- It was noted that there will be some indoor programming in the summer i.e. Lego, pottery, and dance.
- A possible option maybe to make masks optional for outdoor programming, but keep vaccine mandates, social distancing and staff testing
9. Subsidy Policy
- Michael will be making a ppt presentation to the Board proposing an update to the 2013 subsidy policy
- The problem with the current policy is staff lack guidance on its implementation and the current year’s approved budget does not include funds for subsidies
- An additional concern is that there may be members of the community who have short term financial difficulties that do not qualify them for assistance by the current criteria
- Michael proposed a $3,500. cap for the coming half year
- Decision: It was agreed that subsidies would be given on the basis of first come, first served rather than on need – basing on need would be too burdensome
- Katherine pointed out that subsidies for camps and After-Four should be dealt with differently than regular programs because subsidizing a space in the former has lower financial implications – there is often space in camps and After-Four and the subsidized fee would cover all costs, just not make money
- Action: Michael to work with the staff to modify the draft policy on how to handle After-4, Breakfast Club and summer camp subsidies, likely involving allowing a cap based on two full time enrollments in each program and no increase in staff budgets and to share the changes with the other members of the Operations Committee
10. Agenda for the Tuesday, June 14 meeting
- Covid regulations
- Brief on the Board meeting
- Managing director position
- Sarah will take the meeting minutes.