M I N U T ES Of The Regular Board of Directors` Meeting No. D14

M I N U T ES
Of The
Regular Board of Directors’ Meeting No. D14-09
Held on March 23, 2015
At the Aurora Seniors Centre
90 John West Way, Aurora, ON
Presiding: Charles Sequeira, President
Directors Present:
Charles Sequeira, (President)
Carol Hedenberg (Vice President)
Louise Miller (Treasurer)
Ruth Church, (Secretary)
Jim Abram
Ron Coe, Jan Freedman
Frank Leone, Don Stevenson
Staff Member:
Karie Papillon, Seniors Coordinator
Andrew Bailey, Seniors Programmer
Members Present:
Jane Stangl
Minnutes Recorded by: Lydia Schuster, Recording Secretary
Call to order: - A quorum being present, the President declared the
meeting open to transact business at 13:00 pm.
On motions duly moved, seconded and carried it was resolved that:
D14-09-01 Moved by C.Hedenberg/J. Freedman
That the Agenda be approved as distributed.
D. Stevenson requested the addition of one item
Under New Business:
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d) A.S.A. Memorial Service
The agenda was approved as amended.
D14-09-02 Moved by: R.Church/R.Coe
That The Minutes of the Regular Meeting held
February 23, 2015 be approved as distributed.
Carried
Carried
D14-09-03 Moved by: R.Church/C.Hedenberg
That the Minutes of the Meeting held on March 9/15
with Al Downey, Dir. Of Parks and Recreation be
Approved as distributed.
Ruth pointed out a correction – to include J. Freedman
Under Regrets.
Carried
D14-09-04 Presentations/Delegations: Nil
D14-09-05 Business from Previous Meeting
a) Woodshop Ventilation System
R.Coe provided a verbal update resulting from
The March 9th meeting with Al Downey. He noted
That recent e-mails received from the Properties and
Fleet Manager did not clarify whether Town funds
Would be available to resolve this urgent health and
Safety issue. In the resulting discussion it was agreed
To pursue another urgent meeting with Al. Downey.
While this was being arranged, Mr. Downey joined the
Meeting and confirmed that no funds are available in
The Town’s budget to cover the cost of upgrading the
ventilation system and that A.S.A. would have to
absorb the total cost or make a direct appeal to Town
Council.
The urgency for the resolution of the air quality
Problem in the Woodshop resulted in the following:
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Motion by:R. Coe/ D.Stevenson
That the Board approve a total expenditure of$3000.
for the purchase and installation of two (2) units
 the #3 Pro Turbo to operate continuously to
address the ambient dust problem, and
 the HEPA system to operate when work is being
done on acrylics, and
 the replacement of 60 existing ceiling tiles. Carried
The installation is to be done by Town staff.
The A.S.A.-owned ventilation system components are
To be included in the Operating Agreement Schedule and
The the A.S.A. inventory.
b) 2015 Nominations Committee Report
Jim Abram, Chair, provided a verbal update, noting that
Nominations will commence in April and that the volunteer
Schedule for the voting period is complete. A Candidates’
Meeting is to be held April 29th at 11:00 a.m. – to be advertised
In the NoticeBoard of the April Newsletter and followed up
With an E-Flash reminder
Moved by D.Stevenson/F.Leone
THAT the verbal report of the Nominations Committee Chair
Be received.
Carried
c) Update re. Membership Sign-in System
Louise Miller provided the following update:
The sign in screen has been installed at the front desk and
launch day will be on Monday March 30, 2015.
Reception Volunteers have been provided respective
Membership I.D. cards (as well as ASA Directors) and will
use the sign-in system for the week prior to launch – Mar 23-27.
This will allow a trial period and also to enable the Reception
Volunteers to become familiar with the system so that they can
assist other members once it is implemented.
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Louise also advised that the card printer is being repaired and
Is due back within the week. Stanchions are to be set up in
The lobby to provide for orderly sign-in procedure during
Launch week.
MOVED by R.church/J.Abram
That the verbal update regarding the Membership Sign-in
System be received.
Carried
d) Update re. Pens from Maple Leaf Forever Tree
Ron Coe noted that the extra wood has been purchased
And circulated a sample pen made from same. He noted
That the cost of engraving is $7.50/pen for a total of $260.
For the entire pen project.
Moved by: D.Stevenson/J.Freedman
THAT the Board approve $260. For the cost of engraving
The Maple Leaf Forever Tree pens.
Carried.
Ron noted that the sample pen will be displayed in the
ASA display case as not for sale.
D14-09-06 Seniors’Coordinator’s Report (Attached)
Information items:
 Newsletter deadline : March 23rd at 9:00 am.
 Seniors Community Grant Program – The application,
With the A.S.A. letter of support is going forward
 June 26 – Pickleball is cancelled from 12:00-2:00 p.m.
For Town use of the West=MacKenzie Room
 Volunteer Appreciation Event – 72 confirmations received
To date.
 Karie’s Secondment Youth Programs effective April 20/15.
At the completion of the 14-month secondment, Karie will
Return to her post as Seniors Co-ordinator. In the interim,
The vacancy will be filled via an internal posting.
Kudos and Congratulations to Karie on her promotion.
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Decision Item: Movie License
Karie distributed information recently received from Lisa Warth
regarding the requirement for A.S.A. to pay the license fee to one of
the licensing bodies – Audio Cine Films Inc. (ACF) – who have become
aware that movies are being shown at the Seniors Centre. The license
costs are assessed for the calendar years 2014 and 2015 only, even
though ACF claims that movies were being shown without a permit as far
back as 2012. The license cost to A.S.A. for movies being shown in the
Seniors Centre is $625. Per year plus taxes.
An invoice is being sent to A.S.A. Non-compliance will result in the
cancellation of the Tuesday Movies activity.
A lengthy discussion arose regarding this unforeseen development,
particularly as there is another licensing body – Criterion – that has not
as yet Made a similar demand. Several potential outcomes were discussed,
including the additional care that staff must take when selecting movies
to ensure which licensing body represent the producing film studios;
the possibility that a legal opinion should be pursued prior to paying
the assessed fee; the potential impact of the additional costs for A.S.A.
Jane Stangl requested permission and was invited to comment on this matter,
Noting that a family member has expertise in this area. Jane contacted
Her nephew by cell phone and the Board was given a general overview
Of the copywrite laws that impact the showing of movies at the Seniors
Centre.
It was ultimately agreed that Jane’s nephew be invited to attend the
April 20th Board Meeting. J. Abram offered to research ACF and
Criterion to determine the studios they represent, and in order to
Continue to provide the Movie Night at the Seniors Centre for the
Remainder of 2015, the ACF Invoice should be paid when received.
Motion by: J. Abram/R.Coe
That A.S.A. pay the Audio Cine Films Inc. (ACF) of $625. Per year
Plus applicable taxes for the years 2014 and 2015.
Carried
The President thanked Jane Stangl for offering to contact her
Nephew.
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D14-09-07 Treasurers Financial Report to Feb.28 2015 (attached)
Louise Miller distributed and reviewed the Report
Consisting of Balance Sheet, Statement of Operations to Feb.28 2015.
Moved by C.Hedenberg/R.Church
That the Financial Report to Feb.28, 2015 be approved
as distributed.
Carried
Committee Reports
By-Law Review Committee – nil report
Executive Committee – nil report
Finance Committee – nil report
D14-09-08 Membership & Volunteers Report - Attached
C. Hedenberg distributed a report on membership as of March 13/15,
Showing the status of renewals and new members totalling 1196
Active members, 342 or 28% of which are non-resident members.
Carol also reviewed the Volunteer hours recorded for February
Which total 1531.5
a) Moved by: C.Hedenberg/J.Freedman
That the reports from the Membership & Volunteer committee be
received.
Carried
D14-09-10 Operations & Activities – Attached
Carol reviewed the Report of the meeting held
March 10, 2015 that resulted in the following action:
a) Moved by C.Hedenberg/R.Church
That $1,400. be approved to recover the two pool tables\per
estimate received.
Carried
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b) Moved by C.Hedenberg/J.Freedman
That $650. Be approved for the purchase of kitchen equipment
And supplies as outlined in the O & A report.
Carried
c) Moved by C.Hedenberg/J.Abram
That $500. Be approved to purchase 4 Pickle Ball
paddles and 2 boxes of balls for use by new players
at the new courts at the Aurora Family Leisure Centre.
Carried
d) Moved by: R.Church/L.Miller
That the Operations & Activities Report be received. Carried
D14-09-11 Social Committee Report – Nil report
D14-09-12 Special Events Report - Attached
Jan Freedman presented and reviewed the report of the
Meeting held March 5, 2015 and provided updates on the
Sale of tickets for the upcoming Trivia and Gala Night Events.
Jan also commented on the success of the “Men Can Cook”
Event held March 14.
a) Motion byJ.Freeman/C.Hedenberg
That the Special Events Report and 2015 Schedule of
Special events be received.
Carried
D14-09-13 Sponsorship Committee – Nil Report – Next meeting
is March 27/15
D14-09-14 Vice-President Report: Volunteer Hours presented as
Part of Membership & Volunteers Report.
D14-09-15 President’s Report: Attached
Charles reviewed the report which resulted in the following:
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a) Easter Egg Hunt – Sat., April 4th – A.S.A. kitchen volunteers
To work in partnership with the Optimists Club
b) A.S.A. 10th Anniversary – Agreed by general consensus
That the event be celebrated with an Open House on a
Sunday afternoon in September – either the 20th or 27th, 2015
From 1:00 to 5:00 p.m. An ad-hoc committee is to be set
To develop plans for the event.
c) A.S.A. By-Laws that may require legal counsel review/advice –
There are no outstanding issues/concerns.
d) Status update re. review of 5-year partnership agreement
With the Town – See new Business – Item B
e) Proposal re donation to Canadian Diabetes Assoc. in memory of an
A.S.A. Volunteer
There was no support for this as Directors noted that it has
not been a practice of A.S.A.and as such would be setting a
precedent.
That the President’s Report was received by general
consensus.
Carried
D14-09-16 NEW BUSINESS
a) Board Page for April 2015 Newsletter
Carol proposed including another in the “Do You Know” series,
This one focusing on reception volunteers.
Moved by: C.Hedenberg/R.Coe
That the Board Page for the April Newsletter focus on
Reception Volunteers as modified (attached).
Carried
b) Meeting to Review Operating Agreement for 2016
Carol advised only 2 responses to the call for updating the
Draft agreement in preparation for renewal discussions with
The Town. Carol requested Directors submit their comments
No later than April 10th.
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A Special Board Meeting was agreed to by general consensus
And set for April 13, 2015 at 2:00 p.m.
c) Town’s Parks and Recreation Five-Year Master Plan
A Special Board Meeting was set for Thursday, May 7th, 2015
From 10:00 a.m. to 12:30 p.m. to develop an A.S.A. response
Relative to projected seniors’recreation needs and facilities for
The the next five years.
d) A.S.A.Memorial Service
D. Stevenson proposed that the Board consider the purchase of a
memorial Tree from the Arboretum so that the stones collected during the
annual Memorial Service can be placed around the tree base. The ensuing
Discussion covered several alternative options and Directors are to present
Suggestions/proposals at the April 20th Board meeting.
D14-09-17 Adjournment: 15:23hours
Next Regular Board Meeting: Monday, April 20, 2015 at 1:00pm
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