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Oakridge Community Association 990 West 59Th Avenue Vancouver, BC,V6P 1X9 Email: [email protected]

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Oakridge Community Association 990 West 59Th Avenue Vancouver, BC,V6P 1X9 Email: Marpoleoakridgecc@Gmail.Com Marpole--‐Oakridge Community Association 990 West 59th Avenue Vancouver, BC,V6P 1X9 email: [email protected] www.marpoleoakridge.org MOCA Board of Directors Meeting – Minutes Tuesday, September 19, 2017 – MOCC Social Room – 7:00pm Members Present: Lorna Brown; Mike Burdick; Albert Leung; Corinne Kempen; Steve Tan; Norm Zottenberg Members Regrets:N/A Members Absent: Henry Liao; Katelyn Ling; Andy Yuen Park Board Representative: Tony Syskakis (CRS) Call to Order: Mike called the meeting to order at 7:07pm. Mike added two items on the agenda, the first being a brief seniors report from Lorna, and a brief program report from Mike. Albert added two items on the agenda as well, the first being about the GIC being moved and getting board approval, and the second being a new membership issue. Lorna moved to approve the agenda, second by Corinne. All in favor and the motion carried. Albert moved to approve the minutes, second by Lorna. All in favor and the motion carried. 1. Renewal: Public Consultation Status– Mike Mike has not yet received the timeline and has been informed that it was delayed. He is instead expecting it for tomorrow. Donnie has not been very well informed. Tony has gotten through Katherine today and found out there are three final candidates for the public consultation, it has been put forward for selection, there has not been any contract or decision made. Selection date has not been confirmed. A new planner, Shira Standfield, will be taking over the Marpole from Katherine. Shira will get in contact soon, but has to get familiar with the project as she was hired the day before this meeting. She will be responsible for a consultant report due to the city at the end of November. We need to know the deadline for submission of the capital plan by Park Board. A detailed enough plan, so that by April or May Marpole community Center will be part of the new capital plan.There is a concern of repeating history, and we would not like to wait out on things for too long. If our case is tossed out of emerging priority, it will lose its momentum. It was originally penciled in the capital plan, but was tossed out by Britannia’s project. Page 1 of 6 Tony clarified that emerging priorities does not actually mean that there is money in there. Therefore, Norm voiced that he would like us to be placed in the capital plan so that it can be put out to the public for consultations quickly. Mike will reach out to Donnie to find out what is slowing the process down, and then make a decision for those who did not sign, by Sept 30. He will also email Sarah and let her or Donnie know that we need to be on the capital plan, or confirm if we are already on it, and is now on the stage of waiting for the budget. Once public consultations are done, the project will be handed over to REFM for built estimate and budget proposal. Until then, we need to start lobbying to get consultations done and put Marpole in the capital plan. We need to look at the increase in demographics as outlined in the Marpole plan. Mike concluded that we need to report our current state to MOCA members and user groups via email. 2. Performance: 11 months P&L plus Financial Analysis – Albert Programming-wise, there was a $58 000 increase in revenue from last year. Last year’s grant got applied until the end of summer, that was $25,000 not recognized in this one for revenue. Also, a lot of expenses depended on timing. Albert reiterated that we did better in general, compared to the same period last year. As for special events, Marpole Day did not receive as much donation as last year. We missed $2000 from two of our sponsors, received $1000 instead of $3000, and missed $2000 for the 50/50 event. Overall, we missed $5000 total, which is a disappointment. Tony talked about aerobics and fitness, and mentioned that our numbers are not down, but revenue is. He suspected that the low revenue was due to the system not recognizing aerobics show-up from tapping cards, compared to the previous method of using paper strip tickets. Although the system makes things easier, it puts attendance into general revenue, not subcategories. The portion on the budget is from what the staff moved to the cards. Badminton revenue is dropping too, as people are opting more to buy the pass. In conclusion, at the 11th month our revenue over expenses is $50 000 more than last year. We are sure expenses are not fully accounted for, but by the third week of October, we should know the details. Last year’s budget (2016-17) was not completed. We need approval from Lorna, and Henry sent out the email already. We are going back to the previous budget process for the 2017-2018 fiscal year. We will hold a special budget meeting at the last week of October; all board members will provide input and concurrence to the capital line items. Previous year’s spending will be used as reference. We will have the 2016-17 complete unaudited P&L from Liz on the 3rd week of October. This will provide a good reference for our budget process. A unanimous agreement was reached on the proposed budgeting process. 3. Website Design: Update Website design status – Corinne Page 2 of 6 The first test link will be available this Friday, but Anne would like to work over the weekend and push it to Monday. Everything will be working on Wordpress, and we will be able to click around even though it is not live yet. Corinne provided everything before last weekend, but she is missing a bunch of images, especially those taken by us or free. Corinne considered website redesign cost, packs of stock photos, header banners, specific sizes for images on the website, pictures for adult programs, etc. However, the free stock photos we have are not good enough, and we may have to pay for stock images from Shutterstock. They last through a year, and we can use them afterwards if we do not use them all. We can also pay someone, perhaps a Langara student, to come in, pick a day, come few times a week, prime the classes a week ahead, and take pictures. The other option is to use stock photos, and we would not have to go through the process of filling out consent forms. Corinne’s thoughts were that the pictures we currently have are not enough, even though we have started a collection of photos taken at the community centre. Stock photos would be beneficial in that it would be easier to find specific photos as well. With design, and other extra items, the cost comes to $4000 total. Initially, Corinne planned for 20 web pages, before there was a sitemap. After laying out a sitemap, contents, and scaling back a few things, however, she found that there will be 32 pages, the cost being $50 per page. Therefore, we must spend $600 over what we approved. Fortunately, we have $5000 allocated for surplus web-design, so we are still on plan. Corinne wanted to let everyone know that it’s in good shape, even with the price increases. She worked on an online signup for a newsletter, and what it needs to be integrated with. She also discussed keeping the Mailchimp system ongoing, and stated that we need to pay a $200 charge to keep that form live and get it working. The members then discussed the need for Mailchimp, and the fact that we would need to have a dedicated communications person or group to keep writing emails. Considering that there has never been a history of bimonthly newsletters from the board, and that we are using social media about upcoming programs. There is an extra cost of $30 per month for bigger service as well. On the other side, emails would be more direct, and we do have a list of people who opted to receive them. We could also ask them directly if they want to be part of the consultation. Ultimately, the board has decided to forego the $200 spending and see how we do without the service. Kitsilano implemented an email service in January, and found that only 20 people unsubscribed after sending 2000 emails. Corinne will need help from the program team soon, so that the brochure and website include the same information, including facilities. However, what she has not yet been able to do is include featured programs for each category. She suggested that once we get the data export, staff and board members can mention what they want to see for each category. We would have enough time, and be able to send our opinions to Lena and confirm everything. The categories will be determined through going through the test link, narrowing it down to a smaller, more precise amount, thinking of categorizing things by targeted age group, and creating sub-menus. We could also categorize programs into children, adults, martial arts, and music sessions. Corinne will send an email to Annty, Debra, Ashley, Tony, and other staff to make sure they are aware about the brochure process and dates and send the results to Anne. Page 3 of 6 4. AGM: Seats available for election – Albert This year’s AGM will be on Nov 21th, the third Tuesday of the month. Corinne, Albert, Norm, and Mike’s seats will be up for election.
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