OSCA Board Meeting Draft Minutes

Present: Greg Strahl, John Calvert, Lai Ling Lee, Patti Ryan, Nerys Parry, Jim Steel, Geoff Murphy, Michael Dobbin, Steve Mennill, Anna Sundin, Jenny Haysom, Brendan McCoy, Mary Anne Thompson (OSCAR), Michael Jenkin, Michael Loewen

Regrets: David Law, Brenda Lee, Deirdre McQuillan, Kevin Harper, Lisa Drouillard, Val MacIntosh, Marianne Keyes (Carleton U.)

Guests: Clive Doucet (Councillor), Tyrus Cameron (Ottawa Police Service)

Agenda

Preliminary Items

1. Approval of Agenda, Minutes of January 20, 2008 board meeting
2. President's Report
3. Tyrus Cameron, Ottawa Police Service
4. Councillor's Report

Decision Items

5. Statement on OSCA/OSWATCH role – for OSCAR – Michael Jenkin
6. OSCA Nominating Committee
7. OSCA AGM Minutes Resolution – Brendan McCoy
8. OSCA Record Retention and Disposal schedule – Brendan McCoy
9. Proposal for annual volunteer recognition award – John Calvert
10. Swing Space for OSCA – Anna Sundin
11. ECOS fundraising
12. New Board member

Information Items

13. Committee reports
14. Other business and adjournment

Preliminary Items

1. Approval of Agenda and Minutes

• Motion: Proposed by Geoff Murphy and seconded by Jim Steel that the Agenda be accepted.
• Motion carried
• Motion: proposed by Patti Ryan and seconded by Geoff Murphy that the January 20 2009 OSCA minutes be accepted with the following changes:
• Item 7. the line "The chair of OSWATCH must be a member of the OSCA board and as" - to be deleted.
• Motion carried

2. President's Report

• Michael Jenkin gave the report.
• Firehall renovation: Details remain such as how Hydro will be provided and how much this will cost, also the City’s new bidding system is a source of concern.
• Shoppers Drug Mart: Michael will meet with Brian Tansy to discuss his concerns.

3. Tyrus Cameron, Ottawa Police Service

• Issues such as traffic speeding, vandalism and petty theft were discussed.
• Residents were encouraged to call in acts of petty theft to 236-1222.
• Board members were concerned about speed on Colonel By and driver behaviour on Hopewell at school time.
• Clive said he would like community officers to stay in the job longer.

4. Councillor's Report

• Clive Doucet indicated he was concerned about the Hopewell and looking at possible changes to the street, that he would arrange a public meeting.
• He felt the community was conflicted between concerns for children’s safety and wanting to be able to drive kids to school.
• He will have a “Governing Cities Better” session.
• He felt the community should look at doing a CDP.

Decision Items

5. Statement on OSCA/OSWATCH Role

• Michael Jenkin will write a piece for the OSCAR explaining development issues and challenges.

6. OSCA Nominating Committee

• Greg Strahl will chair the committee with Patti Ryan and Michael Dobbin, they will report to the next meeting

7. OSCA AGM Minutes Resolution

• Motion: proposed by Brendan McCoy and seconded by Michael Dobbin:
• That the draft OSCA AGM minutes be circulated to the Board within two weeks of the AGM, then posted on the OSCA website. The minutes must clearly indicate that they are draft minutes, and subject to revision and approval by the next AGM.
• Motion carried.

8. OSCA Record Retention and Disposal Schedule

• Motion: proposed by Brendan McCoy and seconded by Patti Ryan:
• That the OSCA Secretary being "the custodian of the seal of the association and of all books, papers, records, correspondence, contracts or other documents belonging to the Association" shall follow the OSCA Record Retention and Disposal Schedule.
• Motion carried

9. Proposal for Annual Volunteer Recognition Award

• Motion: Proposed by John Calvert and seconded by Greg Strahl: That OSCA establish a volunteer recognition program consisting of two awards:
• Outstanding volunteer(s) for the year
• Outstanding lifetime volunteer(s)
• To be awarded to individuals who make an exceptional contribution to the community of Old Ottawa South in support of the objectives of OSCA as defined in the bylaws.
• Chosen by the OSCA board from nominations submitted by board members and committees chairs.
• Could be 0, 1, or more awards in each category in any given year. Board members and staff are not eligible during their term of appointment or employment, but would be eligible afterwards.
• Award(s) to be presented at the AGM by the president of the association.
• Each recipient to receive a gift certificate to local OOS merchants: $50 for volunteer of the year, $100 for the lifetime volunteer to be paid out of OSCA budget.
• Recipients to be publicly recognized at the Old Firehall, in the OSCAR newspaper, on the Old Ottawa South website, and by any other suitable means.
• Ad hoc committee on volunteer recognition to report back to the board on how best to provide recognition at the Old Firehall; e.g. a plaque, statue or honour roll.

Motion carried

10. Swing Space for OSCA

• Anna explained the proposed use of space at the Southminster United Church Hall while the Firehall is under renovation.
• Motion: Proposed by Anna Sundin and seconded by Steve Mennell: To accept in principle swing space, as laid out in the report, conditional on the renovation going ahead and negotiations on details.
• Motion carried

11. ECOS Fundraising

• Motion: Proposed by Nerys Parry and seconded by Jenny Haysom: If ECOS can raise $7,500 by the next OSCA board meeting, OSCA will contribute $2,500 for plumbing the Firehall renovation to allow a cistern.
• Motion carried

12. New Board Member

• Motion: Proposed by Brendan McCoy and seconded by Jenny Haysom that Mohammad al-Assad be appointed to the OSCA Board and he and Brendan McCoy offer to serve as OSWATCH Co-Chairs.
• Motion carried

13. Committee Reports

• Website
• Firehall Redevelopment
• Special Events
• Library
• Program
• Finance
• OSWATCH
• FCA
• ECOS
• CUSA

14. Other Business

The meeting was adjourned at 10:05 pm.