Operations

Proposal to the Board – Appointment of Chair of the OSCA Operations Committee

Proposal:

That the Board appoint Michael Jenkin as Chair of the OSCA Operations Committee on an interim basis.

Background:

On June 30, 2020, Michael McKay resigned from the position of Chair of the OSCA Operations Committee and as a member of the Executive Committee.

The Nominations and Elections Committee would like to recommend to the Board that Michael Jenkin be appointed as Chair of the Operations Committee on an interim basis.

Michael Jenkin has been President of OSCA and held many other positions over the years.  He is currently a member of the Operations Committee and a member of the OSCA Executive Committee and is well-qualified to take on the responsibility of Chair.

Michael has agreed to take on this position until a permanent Chair can be found.

Motion:

That the Board appoint Michael Jenkin as Chair of the OSCA Operations Committee on an interim basis.

Moved by: Sue Neill
 

July 21, 2020

OSCA Operations Committee Report to the Board
July 2020

Achievements of 2019-2020

1. Registration System Changeover
   • Full review and analysis (detailed) of registration system options, gap list creation, evaluation of top alternative systems
   • Final choice selected was Amilia Registration Software, which was launched June 22^nd without any operational issues
   • Staff have been trained and are growing more comfortable with the new system each day
   • Currently working on building Constant Contact database that will ease communications with clients, integrate information from registration system, and allow a more streamlined messaging where necessary
2. Awarded significant summer staffing grant of $15500 in 2019 and $17700 in 2020 from the Canada Summer Jobs program through the federal government
3. Client Service Standards assessment is 3/4 complete
4. New adult programming added
   • Friday night volleyball, Prenatal Yoga, Core 360, Mental Health First Aid, Broadway Workout, and more
5. Senior programming was expanded
   • In Winter 2020, 26 program options were suited to adults 55+
   • New programs include Pickleball, Vitality Plus, Swans in Sneakers, Card Club, photography club, Balance and Coordination, Book Club, Musical Jam, and more
6. Environmental stewardship incorporated into programs (e.g., camps and Re-Generations)
7. Thorough and detailed-oriented staff budgeting at year end to meet 2019 budget goals for programming
8. Started in-house OSCA Program Guide production
9. Tackled Covid-19 Virtual programming
   • Also launched Pay What You Can campaign through Shopify
   • Updating the website and changing programming listings
   • Responded to COVID-19 issues with on-line resources for community

2020-2021 Proposed Objectives

1. Amilia Registration System
   • Final Review of Operational Suitability, Launch of Client Communications on using new system, complete staff training and then Launch system for Summer Program Registration
   • After launch, to review uses, address any outstanding operational issues and create a strategic plan that incorporates Communications Plan and Business Plan
2. Communications
   • Develop communications plan utilizing Amilia and Constant Contact after review and analysis of options and usability of both systems
3. Statement of Delegated Authority for Executive Director and Terms of Reference for Committee for Board Approval
   • Finalize SDA and ToR for Board approval in Spring/early Summer
4. Finance
   • Diversify revenue streams (e.g., grants/sponsorship)
   • Develop new Budget Plan → with goals and objectives given Covid-19 operations
5. Summer Camps/Fall After-4 Programming in Light of COVID-19
   • Review new operational protocol and procedures – conduct feasibility review of in-person programs for summer and fall.
   • Summer Camp programming → Strategic Plan and community needs assessment
   • Fall children’s programming planning, protocol, training and review
   •  Long term sustainability plan/business plan in light of new COVID-19 realities.
6. Events
   • Community-wide event(s) and fundraisers
     1. Need for smaller-scaled events (e.g., Paddle-Day, Amazing Race)

Other Initiatives

1. Continue to increase programming related to Environmental Stewardship
2. Further assessment of client needs
3. Work with Michael Jenkin and Luc Pellerin regarding Windsor Park Fieldhouse
   • Thus far, a report has been delivered on programming options for OSCA at the Fieldhouse to the Working Group in June 2020

OSCA Operations Committee
Terms of Reference
March 2020

Type:
The Operations committee is an oversight committee and Standing Committee of the Board.

Role/Mandate:
The OSCA Operations Committee acts in an operational governing capacity for the OSCA Board of Directors, and is responsible for:

1. Providing oversight of OSCA’s daily operational activities;
2. Longer range business planning; and
3. Overall operational risk reduction

For this purpose, operational activities include: program planning and execution, events, client services and standards, IT, facility maintenance, health and safety, City of Ottawa program delivery agreement and other aspects of operations that are part of the daily work of the organization. The Operational Committee’s mandate is to make recommendations to the OSCA Board on issues related to OSCA operations. The Operations Committee is not mandated to oversee financial management, external communications or human resources, but may make recommendations to the relevant authorities in these areas.

Authority for the operations of OSCA has been delegated to the Executive Director.  In this regard, the Committee’s role is to clarify the delegation of that authority, enable the ED to exercise the authority, provide advice and counsel to the ED on any operational decisions where that advice would be helpful and to otherwise support the ED.

In addition, the Committee may take on specific tasks related to programs and operations that are beyond the scope of the ED’s delegated authority, for example, the planning and execution of special community events, consultations or other special projects.

Goals:
In general, the Operations Committee’s prime goal is to ensure that OSCA operations are in compliance with the strategic direction provided by the Board and with the Board-approved business plan.  The Operations Committee also has the goal of reducing the time required at Board Meetings for the discussion of operational issues. 

Objectives:
The Operations Committee has the following objectives:

• Develop, recommend and maintain, in cooperation with other committees and the ED, a rolling, Board-approved, 3 and 5 year Business Plan that will assist the Board in developing and approving the annual budget and fundraising targets;
• Develop and recommend major initiatives to the Board for inclusion in the Business Plan;
• Execute work, as approved by the Board, on any major initiative;
• Provide a report to the Board annually on the oversight of operations of the organization;
• In cooperation with the ED and other Committees, provide advice to the ED and recommendations to the Board on risk reduction in relation to OSCA operations; and
• Take on any other objective assigned by the Board.

Composition:
The Operations Committee will be comprised of three members of the Board and two or more members of the Association.  Ex officio members include the ED, the Programs Director and any other members of the staff as appropriate.  In camera sessions will not include the ED or other staff.

Quorum will be a minimum of two Board members and one member of the Association. 

Meetings & Schedule:
The Operations Committee will meet once a month, reporting to the Board at the next Board meeting if required.  Typically, this will be the second Tuesday of the month.

Notes and minutes of the meetings will be kept and made available to the Board.

Authority & Decision Making:
The Operations Committee is authorized to decide on and provide advice to the ED, but should do so in consultation with other Committees, Board Members or community members where appropriate.  

The Committee’s other activities and work must be recommended to, and approved by, the Board.

The Operations Committee must work within the Board approved budget and any limits imposed by the budget on the Committee.  The ED has authority over all financial expenditures within the approved budget and must authorize Committee expenditures.

While operations are overreaching, the Operations Committee does not have the authority to communicate broadly outside the organization or Board with the community at large or with external stakeholders.  Such communications should be coordinated and approved by the Communications Committee.  This communication limitation is not intended to restrict communication between the Committee and individuals, but rather to ensure consistent branding and protection of reputation.

In the event that consensus cannot be reached on a particular decision, a vote will be taken with each Committee Member having one vote.  Votes may be cast by email if quorum at a meeting is not met.

The Committee may hold in camera meetings where the ED and OSCA staff are not present. 

Reporting:
The Operations committee is accountable to the Board and will report formally to the Board twice yearly, once to deliver the updated Business Plan and once on the state of Operations, and informally at regular Board meetings as required.

Date of last review: May 2020

Date of next review: March 2021