FUNDY CIVIC CENTRE INC.
BOARD OF DIRECTORS MEETING
The regular meeting of Board of Directors of the FUNDY CIVIC CENTRE INC. was held at Wesley Hall on Wednesday, October 25th, 2017, beginning at 7:00pm.
Brenda Leask Town of Sussex
Doug O’Leary Parish of Studholm
Nelson Ball Parish of Waterford
Raya Khedheri, Secretary Parish of Studholm
Shelly Vail Kingswood University
Alex Coffin Manager of Potash Corp Civic Centre
Patsy Shay Village of Sussex Corner
Bridget Ryan, Chair Town of Sussex
Kevin Maillet, Treasurer Town of Sussex
Sherwood DeLong Facilities, Potash Corp Civic Centre
Jodi Totton Cummings Parish of Sussex
Barb Daley Parish of Cardwell
Kirk Sabine, Vice-President Kingswood University
Nicole Clement Village of Norton
1. Minutes - Nelson moved that we approved the minutes from September 27th, 2017 and Doug seconded the motion.
Motion 10-25-17-305-17-70 Carried
2. Correspondence – Bridget read a letter from Walter Freeze that was passed on to Bruce Northrup. She had answered the letter in regards to the amount of deficit and why we were asking for 1.5% increase in taxes.
Letter also read from Glen McEwen from the LSD of Studholm. Bridget is going to respond to the letter and she has invited these people to the AGM and also will thank him for his idea.
Thank you could be sent out to our funding partners.
Nice letter from Kirk that he had sent out to Kingswood.
Letter from Serge Rouselle that also laid out the conditions (contingencies) was also read by Bridget.
Bridget asked Brian Donaghy when the funding would come through. He suggested January 2nd, which would be good news.
Fiscal year end change – Changes to the calendar to align with the municipalities and Local Service Districts.
Doug O’Leary motioned that we instruct Alex and Kevin that they can go ahead to work on this application to the fiscal year end change. Shelly seconded that motion.
Motion 10-25-17-306-17-70 Carried
Board broadens its membership – do we want to increase the number of members or look among ourselves.
Nelson suggested “expert” committees from within the board and that we then draw from the public to be part of these committees. He has asked that Bridget ask if this is a possibility. He then decided that perhaps we would just put out request on an as needed basis with various issues that arise (e.g. our business committee outside of the board).
Bridget feels we need to make a statement to the public looking to recruit new board members.
Discussion on board members and representation was held.
We would like the minister to be aware of our backgrounds to show that we have expertise on this board that are being represented.
Nelson suggested that we could also put the request out for help with various issues that may require specialties.
We will put together bios that we are to have ready for the end of January (paragraph), that we will be able to submit with our quarterly report to the minister.
Raya will email out to the board the date of the Annual General Meeting:
*Annual General Meeting – November 22nd at Potash Corporation Civic Centre at 7pm.
Alex will send out notice to the Herald, King’s County Record, Newsletter, and on Facebook. Posted at the Civic Centre as well of this notice.
Nominating committee – Shelly, Barb and Patsy.
Also, if you would be interested in sitting on the board, this would be time to offer your name for consideration. This would be giving your name, and your LSD or district represented.
Open Seats – Brenda was asked to sit on the board again as her term is up. Bridget went around the table asking everyone if they are interested in still sitting on the board.
Bridget is stepping down as of November 22nd from her role as chairperson. She has already informed the Town of Sussex.
The vacancy will be advertised, the town will look at the people that put their names forward. The council will not restrict it to the town limits. The names will go to the council for consideration. Then it will come back to the board for a vote at the AGM.
Various questions/comments on the AGM meeting:
Invite the auditors to come forward to do the report.
What roles would like to have on this board?
David Hartley workshop on Sunday – Doug will attend and Brenda will be attending half a day.
Alex’s financial report
August to September overall we would have lost more money last year with a minimized schedule than with a full schedule.
Financials were presented – donations all went through the LEAP account.
Wages were discussed and compared from last year.
Questions as to whether the centre needs a bookkeeper. The question is how much
would be a fair wage. While Alex was apprehensive about hiring this position, Bridget and others feels that Alex needs to be the “face” of the center. This person could be a half time person doing the bookkeeping and Alex could be out networking.
The board will have to make a decision and think about whether we have a budget to hire someone else to cover these responsibilities. (No money will be available until January regardless).
Bank Balance – So far in October we are approximately $15 000 in membership revenues.
Many questions about hours and when they will be increasing.
Hours of Operation – we still need breaks in there, but perhaps beginning after school and also possibly more on Saturdays. But just not full hours, as we need the public to be aware that the centre was in real jeopardy of closing.
Extending hours during the week – we will begin to open from 3pm now and on Saturdays until 3pm as well.
We can let the public know these extension of hours, is due to the overwhelming public support and our goal is to be open full hours again in January.
Fundraising committee - discussion of Christmas event having Sussex Choral society perform would be very beneficial.
“Splash cash” – funding ideas
$50 000 donation from Sharp’s – using this money to possibly pay bills.
Untabled Motion 303 – Nelson Ball motioned that the cheque in the amount of $50 000 donated by the Sharp Foundation be deposited in the capital account, seconded by Doug.
Motion 10-25-17-303-17-70 Failed
Nelson motioned that we moved the $50 000 from Sharps foundation be moved into the operating account. Doug seconded this motion.
Motion 10-25-17-307-17-70 Carried
We should try and look at getting someone to come and do some cleaning at the centre and the costs of paying this person.
Bridget asked if we all have memberships as board members and while not everyone answered there was a brief discussion and a note that if not for some reason, it would probably be good to all have them.
Shelly motioned that the meeting be adjourned. Barb Daley seconded the motion.
Motion 10-25-17-308-17-70 Carried