OSCA Board Meeting Draft Minutes

Tuesday, January 20, 2009

Present: Deirdre McQuillan, Anna Sundin, John Calvert, Brendan McCoy, Kevin Harper, Clive Doucet, Steve Mennill, Michael Jenkin, Greg Strahl, Lisa Drouillard , Jim Steel, Val MacIntosh,

Regrets: Michael Dobbin, Jenny Haysom, David Law, Michael Loewen, Geoff Murphy, Brenda Lee, Patti Ryan, Nerys Parry, Lai Ling Lee, Mary Anne Thompson,

Guests: Larry Ostler, OOS River run

Agenda

Preliminary Items

1. Approval of Agenda, Minutes of June 16, 2009 board meeting
2. President's Report

Decision Items

3. OOS River Run proposal – Larry Ostler
4. OSCA Website Proposal – John Calvert
5. OSCA Membership proposal – David Law
6. OSCA AGM date –Executive Director

Information Items

7. OSWATCH Chair
8. OSCA/City Programming Partnership
9. Councillor’s Report
10. Committee reports
11. Other business and adjournment

Preliminary Items

1. Approval of Agenda and Minutes

• Motion: Proposed by Kevin Harper and seconded by Lisa Drouillard that the Agenda be accepted.
• Motion carried
• Motion: Proposed by Jim Steele and seconded by Greg Strahl that the December 2008 OSCA minutes be accepted with the following changes:
• Item 2A – should read: Missy Fraser attended the board meeting asking the board to consider creating a code of conduct for committee email listserves.
• Item 7 Finance – should read: When the fiscal year was changed from August 31 to December 31 an error was made accruing money into 2008 when it should have been accrued into 2009. And, after the paragraph Term Deposits…. Should be added Timing of the contribution will have to be negotiated to avoid paying penalties on GICs.
• Motion carried

2. President's Report

• Michael Jenkin gave the report.
• Renovation: Committee met January 14. Rough-ins for solar panels will be included. There is no money to do the solar wall on the south side of the extension nor to put in the plumbing for a rainwater cistern. A rain barrel will be installed at the front of the building. It is hoped to start construction in mid May. OSCA has to find alternate space for programming in the next few weeks.
• Shoppers Drug Mart: at the February board Michael will table a statement about OSCA/OSWATCH roles in development – this statement to be put in March OSCAR.
• NCC Pedestrian policy: 3 or 6 sites chosen for study by OSCA representatives are going to be studies and pedestrian studies are being done at those sites – Echo Steps, Bank Street and the intersection at Bronson Place.
• Decorum on listservs: David Law, Anna Sundin and Michael Jenkin met to discuss. Email were then sent to individuals involved asking them if they wanted OSCA to investigate. Nobody replied.

Decision Items

3. OOS River Run – Larry Ostler

• Larry Ostler is considering organizing a road race through the neighbourhood in mid June. This would involve 10k, 5k and 2.5k runs. Larry organized similar runs in the neighbourhood from 1990 to 1994.
• Motion: Proposed by Brendan McCoy and seconded by Steve Mennill that the OSCA Board approve the OOS River run as an OSCA Special Event.
• Motion carried
• There will be regular progress reporting back to the board. Executive Director to ensure the run is covered under OSCA’s liability insurance.

4. Proposal on OSCA website – John Calvert

• Motion: Proposed that the board approve (i) the apportioning of responsibility for website content as proposed in the Web/IT committee report for January 2009, and (ii) the removal of any website content not spoken for and revised in a timely fashion.
• Motion carried
• On the redesign of the website, John will get back to interested parties in September when everyone is not so busy with moving and renovation.

5. OSCA membership proposal – David Law

• The motion was amended to read the following:
• Motion: proposed by Lisa Drouillard and seconded by Jim Steel that:
• In order to recognize the loyalty of past Members of the Association, and to establish a Membership List that is as inclusive as possible,the Board hereby resolves:
• 1. All persons listed as Members of the Association on its 2005-06 Membership List shall be recognized as Members of the Association, as long as they agree to be members and are eligible to be member
• 2. All persons who have registered since that list was established shall be recognized as Members of the Association as long as they agree to be members and are eligible to be members.
• 3. OSCA shall engage a part-time staff person to contact all former members to ascertain their whereabouts, their willingness to be Members, to advise them of the May 2009 Annual General meeting and to seek their consent to receive OSCA-related communications by email;
• 4. An email list of Members shall be established; all Members on that list will then receive a written email confirmation of their membership and consent to receive communications;
• 5. OSCA shall attempt to establish, on the homepage of its website, a single identifiable button which will enable site visitors to register as Members;
• 6. OSCA shall continue to regularly advertise membership in the OSCAR and at events;
• 7. All persons registering in-person, through the website or through the OSCAR form shall be added to the Membership List on an ongoing basis.
• Motion carried

6. Date of OSCA AGM

• Tuesday, May 5 was chosen for the 2009 OSCA AGM.

Information Items

7. OSWATCH Chair

• Kevin Harper has resigned as chair of OSWATCH effective immediately. Michael Jenkin thanked Kevin for all his hard work as chair of OSWATCH – he was very dedicated and did a wonderful job. Leo Doyle has resigned as a member of OSWATCH – Michael thanked him for his many years of dedication and hard work.
• The chair of OSWATCH must be a member of the OSCA board and as nobody presently on the board came forward as Chair; the position will not be filled until a volunteer becomes a member of the OSCA board. Kevin Harper and Brendan McCoy will speak with OSWATCH members.

8. OSCA/City Programming partnership

• Anna Sundin, Steve Mennill and Michael Jenkin agreed to form a working group.

9. Councillor’s Report

• Clive Doucet reported on the staff presentation to committee on Shoppers Drug Mart.

10. Committee Reports

• Website
• Firehall Redevelopment
• Special Events
• Library - Brendan McCoy reported that even though the Sunnyside branch received money in the City budget, it is not enough to do the renovation. The Friends of the Library will continue to fundraise.
• Program - looking for swing space to move into by April 1. Decision has to be made by February 2.
• Finance – Steven Mennill had preliminary financial reports for the year ended December 31, 2009. OSCA had a surplus.
• OSWATCH
• FCA
• ECOS
• CUSA
• Web Site

11. Other business and adjournment

• The meeting was adjourned at 10:15 p.m.