SECHELT SENIORS ACTIVITY CENTRE 5604 Trail Avenue Sechelt BC
Minutes for Board Meeting December 8th, at 9:30 am
Present: Margaret Boyd, Dorothy Fraser, Maureen Heaven, Barbara Lightfoot, Wilma Lorimer, Donna Marsh, Joanne Rykers, Gillian Smith and Linda Stroud Maurice Farn and Jacquie Allen Regrets: Ron Atkinson, David Marsh, Barry Pruden
The Meeting was called to order by President Joanne Rykers at 9:35 a.m.
1) The Agenda was adopted as amended. Moved Joanne/Seconded Linda CARRIED
2) The Minutes of the November 10th, 2015 Board Meeting were adopted. Moved Wilma/Seconded Linda CARRIED
3) Correspondence Joanne reported that a) The Coast Film Society has cancelled their contract with the Centre as they have been able to obtain Raven’s Cry for their showings. b) Insurance for the Centre has been renewed after consultation with the insurance agent, Doug Whitworth and Ron Atkinson. There are no changes to our coverage.
4) Old Business: a) Communication Issues (Wilma) Tabled until January b) Refugee Sponsorship (Joanne) The committee (Linda, Dorothy, Maureen, Barb and Joanne) have met to study the sponsorship issue. Joanne and Barbara attended a meeting at St. John’s United Church, and a very informative meeting with a representative from the Tibetan refugee project.
We have determined that we have the resources, both internally and externally to take on a sponsorship project, but it will take time and commitment. One couple has already offered a 1 bedroom apartment rent free for a year. There will be a need for charitable donations and fundraising activity.
A group of 12 members and supporters needs to be identified who will manage this project. 2
The project must be presented to the membership for approval at a special meeting in January, subject to proper notice.
Motion: The Board supports the SSAC taking on a Syrian Refugee Sponsorship Moved Barbara/Seconded Dorothy CARRIED
Action: Project group to continue to meet. If anyone wants to get involved, let Joanne know. Special meeting to be called for SSAC members to vote on matter. c) Emergency Radio (Barbara) Letter from Bill Elsner of Emergency Preparedness was received. They would like the radio maintained. We need some form of uninterrupted energy source such as a battery pack. (est. $200) They can bring in larger generators if the situation requires.
Transfer Switch needed to get electricity from huge generator to power system in the building. Need to get cost estimate.
Action: Barbara to investigate power source. d) Christmas Lunch Ticket sales are going very well Reg and Lynn Dickson will perform, Trivia will be prepared by Barry Pruden and there will be a dance demonstration. Thanks to Margaret for decorating the auditorium.
Motion: To approve a budget of $200 for the purchase of door prizes. Moved Wilma/Seconded Margaret CARRIED e) New Year’s Eve Lunch Barbara reported that the food is under control. Need dishwashers organized and volunteers to set up and take down. Action: Margaret will arrange some decorations. f) Funtastics Mo spoke to the final report he had circulated. The production was very successful with a few trials, including some equipment issues. There will be a wind up meeting with a video showing on December 21st. Hoping to announce next year’s theme in the near future.
Thank you to Mo and the Funtastics for another successful production!
There was a discussion of technology equipment concerns including are we moving into fields that require expertise and specialization. And what are the potential costs. Tony has put together a spreadsheet for the Tech Committee. 3
Larry and Len would be good additions to the Tech Committee.
Action: Tech Committee to meet and bring recommendations to the Board for discussion in February. g) Exercise Class Photo Exhibit Jacquie Allen provided a progress update. Photographer Karen Morgenstern attended the exercise class on November 10th and took many pictures. She will choose about 20 and hopes to have the edits done by the end of December. There was a very enthusiastic response.
London Drugs and The Copy Shop have been approached and are very supportive.
Proposed time line for the exhibit would be the end of March into April. Ideas include promotion – newsletter, newspapers, website, Coast Life magazine. Possible opening event. Details around having the show to be worked out, including budget for nibbles, etc.
Actions: Jacquie to talk to Ron re hanging photos Dorothy and Margaret to meet in early January to co-ordinate the event Jaquie to report back to the February Board meeting.
5) New Business: a) New Activities Update Janet Oxley, the choreographer for the Funtastics, dancer and certified fitness instructor would like to start another dance activity. She has attended Sandra Cordero’s group to see what is already being offered. Concerns are potential competition with an existing group and availability of the auditorium
Action: Joanne and Cathrine to produce a procedure for developing a new activity at the Centre. b) Christmas bonuses c) Costco card These two matters were discussed in camera. Moved Gill/Seconded Wilma CARRIED
6) Committee reports: a) Bus 4
Linda welcomed our newest bus driver volunteer, Tina. The SSAC is now a member of the Volunteer Centre where we can advertise for bus drivers as well as kitchen and reception volunteers.
Linda reported that the aim is to schedule two months ahead to give members more notice of future bus trips and to give Barbara information for the website.
Casino trip was well attended and there will be another trip on December 10th. The trip to Chemainus and Victoria went very well. Dorothy and Margaret went on the trip and reported it was wonderful and good value. b) Kitchen Barry was not there to give a report, but Joanne reported that the First Aid course is scheduled for Tuesday January 19th, 9:30 to noon. Kitchen volunteers, Cathrine, Board will have first priority. Sign up sheet circulating. c) Maintenance Ron’s report was circulated (see attached) d) Membership Margaret reported that to date we have 305 2016 memberships sold.. We are asking new members if they are interested in volunteering. e) Treasurer’s Report Donna provided the current financial statements. Stressful time getting ready for year end, but the financial situation looks good for this year. A $30,000 6 month term deposit will be purchased. The Budget Committee consists of Donna, Maureen, Wilma and Joanne f) Fundraising and Grants No report g) Tech David was not there to give a report. It was suggested that Dave go through the AV equipment with Cathrine as she is the front person for renters.
Linda reported that the cash register that she took home to investigate for possible use at the Centre works, but does not have enough memory for our purposes. It was agreed that it should be recycled. h) President`s Report Joanne reported that: A sympathy card has been sent to Sandra Cardero and a gift certificate to Bill McIntosh. 5
Phone message books are being used.
The Canada 150 grant application is “on hold” due to government changes. We should hear early in 2016.
Keep Moving is struggling with numbers, and may have to be cancelled since it is not covering instructor costs. Instructor Lori will be submitting an article and picture to the newsletter and Coast Reporter. It was suggested that a video be uploaded to the tv screen in the lobby to give people an idea of what the class is about. There was general agreement that we want to offer this type of course to our members and we will give it more time to increase number of participants. We will reevaluate at the end of February.
The Chess Group will keep going, hoping interest will pick up in January.
The Craft Group Christmas Craft and Bake Sale went well raising $1460. The Raffle organized by Chris the new activity chair was very successful raising $1200. Donna to talk to the new treasurer, Pat Underwood.
The Pickleball Working group has requested funds for pickleball supplies, namely nets, balls and new paddles. The balls are clearly needed, but more information is needed on the other items, so a specific breakdown of items/costs is required. i) Long-term Planning Committee The committee met again on December 3rd, reviewed the notes from the last meeting and discussed how to proceed. It was decided to collect data on activities, rentals, and kitchen capacity. The committee will meet again in January.
Motion to adjourn Moved Wilma/Seconded Donna CARRIED
The next Board Meeting will be January 12th, 2016 at 9:30 am 6
Maintenance Report Dec. 8, 2015 to SSAC Board. - Due to an accident whereby a person fell over the wall onto the pavement at the South/West corner of the building, we will install an additional light at that corner of the building.
- Coast Climate Control has completed their preventative maintenance servicing to the HVAC roof units. Some deficiencies were found and are being corrected.
- We will be expanding the pocket book shelving to accommodate the increased volume of books exchanged by our members.
- The building gutters were cleaned and some joints sealed under our service contract with Davis Bay Landscaping.
- A dimmer control in the auditorium for the stage spot lights is deficient for the wattage load and will be replaced.
- Bill and I will continue to work on the air flow problems to attempt to have better balance of heat in the front area rooms. Keeping the craft room and Farish room doors open at night has helped somewhat.
Submitted by :- Ron Atkinson, Maintenance director