marpole-- oakridge community association 990 west 59th...

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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.

mailto:[email protected]

http://www.marpoleoakridge.org/

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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

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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.

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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. Christine’s seat was supposed to be held for two years, but it may be possible that Katelyn may fill in the spot. Discussions are still ongoing. At the next AGM, we must be elected to be appointed, and be able to take on the position. Henry wished to resign, due to being busy with his family and job, but Mike has offered to take the role of treasurer away as long as he stayed in the board. Henry’s input and perspective are valuable and it would be great to keep him. Henry has agreed to stay on, but he may not meet every need. Andy will be stepping up to the treasurer role, which is befitting considering his background in CMA and accounting. Albert will help him transition. Mike got a couple of people who are community partners, and would like to ask them to join the board due to their young age and fresh ideas.It would benefit them as they would be able to keep up to date with every aspect in Vancouver, and prove that they are involved in the community. It would be interesting to recruit from the BIAs as well. There are currently five people up for election. We have nine now, and would ideally like to reach 14 members. We are also considering a youth member to be part of the board. Annty can bring it up to the Youth Leaders Committee, and then have a student be appointed. The role can be divided between two people if needed. We have had students on board before, such as Henry, and it not only helps their development and allow them to be somewhat mentored, but helps the board gain access to input from someone younger. We could appoint them on an yearly basis.

5. Seniors: New Sink in kitchen, what’s next – Lorna Lorna ran the water today, and it is running smoothly. We still currently need a towel and a hand soap dispenser. There are still kitchen procedures to follow, and permits as well, such as a permit application for kitchens which is 50 pages, food which is 32 pages, and sanitation which is 20 pages. The fitness centre got new tiles put in, and the renovation will take two years. The women’s bathroom fixed now. Things take a while, but they are happening. The next steps are to put in requests and to start reading 102 pages as part of an application.There will also be training seminars teaching others how to use the sinks.

6. Seniors: Update Seniors Out Reach – Lorna Cathy has become very interested in meals from Drew’s Catering, despite not being initially too excited. She sat down with Angie regarding money, and gained approval. The seniors are currently planning for the next brochure, and Sheila will be back soon from Israel. We are considering putting up a wall or posters with community partners, including Telus, VanCity, and Drew’s Catering, due to their friendliness in providing a discount, and put

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As of now, the seniors are not interested in serving on the board, due to all 5 of the involved seniors already committing to the centre five times a week. It is enough for now to have Lorna serve.

7. Staffing: Resigned staff request reinstatement – Mike There was an instructor named Rita for children’s French courses and a substitute for aerobics, but she was not very consistent and reliable. Tony either got rid of or reduced her hours, but she became agitated. A year ago, she wanted a meeting with Albert and Mike to voice her complaints, but she did now show up, and sent an email with excuses. Fast forward to now, she resurfaced, and went to Tony and programmers to ask for her classes back, even though she had resigned almost 2 years ago due to her move to Kelowna. The board got a 4-page email from her, but we replied thanking her for her interest, but ultimately staff recommendations were the most important to us, and we responded as so. She may have been likeable and good at teaching, but she was not reliable.

8. Programs: Brief Report – Mike We are concentrating on renewal, and using programs committee as the consultation body. The committee has a spreadsheet on what is working or not, and the document has helped them communicate and improve the members’ work ethic. The members are more diligent and focussed.

9. Equipment Movement: Karaoke equipment movement from storage to upstairs – Albert

A group has been complaining that they have to move the TV and karaoke set-up from the 1st floor to the 2nd. It has been established before that anyone who runs a program is responsible for moving their own equipment. This group, or the representative of the group, has been very persistent with Tony, Mike and Albert. We had a similar situation with Ron’s Walking Club, of which members did not want to be liable for the program. The group has been told beforehand they are responsible for the cart, and even the equipment has changed from a projector screen to a TV to make things easier. In addition, staff schedules would not be able to accommodate them for set-up, therefore limiting options to the group. We concluded then that the group wants more power, than just simply discussing moving things, and they have even gone to the programs committee to ask for help. If we tell them we cannot move the equipment, then the worst case is that there is no program for them. They would not be able to find a comparable fee anywhere else, and it is not that the centre is unwilling to help, it is that there is a staffing restriction. The other option for them is to designate a specific staff person for their session, but that means the group has to pay double or triple the current amount. To solve the problem, Tony will be going to their meeting because he is in charge of staffing, not any of the board members.

10. Parks Board: Liaison report – Mike Mike received a report from Sarah, and will forward it to everyone. There is a motion at Parks Board, and we may choose to comment on it, disagree with it, or send an email. There will be a meeting on Oct. 8. People cannot raise a motion in the meeting, they would have to raise the issue beforehand.

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Vancouver Parks Board used to have their own REFM, but the city took it away and amalgamated it with the city’s REFM, leading toa number of complaints from the public. Staff will present analysis and report to the Board of Findings of Review no later than the end of November. The question is whether MOCA would like to send an email of support or disagreement with this motion, and if the email would affect our renewal. There has been a safety issue about lights, and the repairman was quite slow on his responses. However, once Tony made it clear that not having it fixed would be his fault, the service was here the day after. Meanwhile, carpenters have been pretty responsive, it is just that there is a manpower issue of management or model due to having to take care of multiple buildings. The planning department is now in REFM. If their service is not very good, we would need to fix it by making a report with hard data, anecdotes, and motions. It may be better for us to not be involved as we do not know enough about the issue and it current developments, and whether to agree or disagree.

11. Updates - Tony The youth would like to hold a fundraiser with $2000 already budgeted in their account. Last year, they sold Cineplex tickets at $10 and they sold out. Youth workers all over the city are participating again due to previous successes, and Annty would like to join, purchasing 170 tickets this time, and the cost being$1700. It is not in the budget, but the youth would like to do this and let MOCA know if it is all right. Last Sunday, there has been a phone call, regarding one fitness centre user. He had a big heart attack, but thankfully Bonnie and Nicholas, PA and Fitness Attendant, and one nurse did everything right and got a defibrillator. He is currently in a medical induced coma, but alive. Bonnie is currently on rest, as she has known the man for 27 years, and feels guilty and upset about the situation. She will be receiving counselling fully paid and confidential. A note of appreciation would also be helpful. A similar situation has happened before when a 16-year-old boy passed away while playing racquetball, as well as accidents happening to seniors often in soccer. The family has been doing better than expected, and it was good that there was a defibrillator on site. Norm motioned to adjourn the meeting, second by Steve. All in favour. Meeting adjourned at 8:51pm. Recording Person: _________________ President: ___________________ Next Board Meeting: Oct. 17, 2017, 7:00pm

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Marpol Oakrdge Community Association 995 W59th Ave

Vancouver BC V6P 1X9

MOCA Board of Directors Meeting – Minutes

Tuesday, October 17, 2017 – MOCC Social Room – 7:00pm Members Present: Lorna Brown; Mike Burdick; Albert Leung; Henry Liao; Katelyn Ling; Corinne Kempen; Steve Tan; Andy Yuen; Norm Zottenberg Members Regrets: N/A Members Absent: N/A Park Board Representative: Tony Syskakis (CRS) Call to Order: Mike called the meeting to order at 7:07pm. Albert moved to approve the agenda, second by Norm. All in favor and the motion carried. Lorna moved to approve the minutes, second by Katelyn. All in favor and the motion carried.

1. JOA: JOA Update– Mike Some CCA have yet signed the JOA, and an email has been sent out by one of the community associations stated that they were glad they have held out because they held out. Mike found this unfair and discussed with Donnie. However, it is likely that the language has been changed on the appendices, and that is what the association was referring to. Rachel Jackson, who works on behalf of Donnie, is processing the JOA this week, and will work with Tony to ensure that items are appropriate on the appendices, that our appendices would be the same as the others, and that we can modify parts if we choose to do so. We have reserved for a new building set-up in our financial statement, and as part of audit, we made an adjustment to allocate and restrict $600 000. Tony has clarified that money not part of program delivery under regular operations, such as rebuilding water parts and technical expenses for graphics, will go on a pre-approved list.

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What associations are concerned with is spending $100 000 on legal consultants, which is a non-program-based expense. What we need is a simple guideline and help that lets us gain a broader sense of how and how not to use the money. We do not necessarily need people to approve what we do, especially since Marpole has not had much problems due to not having funds to begin with. It would be best to keep our appendices, and changes things as new situations arise. Programmable space has been defined to include the outdoors as well on the appendices. Negotiations for renewal prior to contract termination has also been added. We will be sent a sample of the changes soon.

2. Renewal: Renewal Update – Mike Albert, Mike, and Tony had a meeting with architect Carskadan, sub-contract consultants from Lee’s Associates and various members of Parks Board to introduce who the players are and what the next steps are. The meeting started off with an explanation of the usual timeline and the participants, and an agenda of how everything will start. We reached out and wanted the working group, such as the South Vancouver Neighbourhood House (SVNH), Business Improvement Association (BIA), Tracy from Marpole Place, non-profit Marpole Oakridge Area Council Society, a representative from YMCA, and another representative from Marpole – Norm, as part of the Advisor group. There would be multiple groups, but two of them would be involving us, which are the steering committee, and a working group which has Lee’s Associates, planners from the city, Tony, and Donnie Rosa. There is a tight timeline as of now, with a complete report due January 19, a community and stakeholder engagement strategy by November 2, a complete engagement by November 30, and Needs Assessment Report by and Location by December 14, and Feasibility Study Report by January 19. Depending on the size of building, it would be difficult to fit and gain permission to build on certain places. Research and design for the project will be paid for, what is not yet is the building construction. Money allocated will to go in the 2018 capital plan, and we have been assured this will happen, but we must keep a close watch on getting the plan approve. The deadline for the capital plan submission is not confirmed, but looks to be April. Corinne will add information regarding renewal on a renewal news page for the website for the mid-November launch in alignment with winter registration. As things are finalized, please send information to Corinne. It will be a good idea to get feedback on social media via closed questions, then we could present our findings to the City. It would be tricky to set up on the website, but it could be part of a newsletter sign-up so that we could ask questions and get their email

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addresses. It would be a good idea to start a new Gmail account, and use it as our destination for Facebook as well. Corinne will see what she can come up with. We received a phone call from consultant Virginia Berg, working with Coromandel, about the approval of their development. She is confident they will get their permit for development, and has identified 1.2 million dollars in CAC for the centre’s renewal. She is not sure if we will receive the funding. There have been some push-back from developers saying that CACs are not going into the community, but used for political purpose. We estimate over 400 million dollars attributed to Marpole are not spend in Marpole.. There will be a public meeting expected in November, and it is confirmed that there is a contract established. The seniors centre at Sunset had a similar process and had a quick turnaround. Corinne suggested we could communicate a new building for Marpole, with the proper words, such as “A new community centre for a new Marpole!”

3. 17-18 Budget: Capital/Spending Needs List for Oct. 24 – Mike There is still money left over from last year’s Capital Spending Needs list for this year. Albert got the status, and we currently have $10 000 left over, and $20 000 from this past year. Our income is lower than last year by $20,000. This was due to a grant not realized. For Group 1, in prior months YTD was $30 000, last month was $50 000. Last year, we would have earned $50 000, but we broke even this year. There will be more information by Tuesday, Oct. 24, and Liz will be coming on the Thursday for the budget meeting. We will look at what we need and they need, and combine the two to make a sensible budget, so that the budget will be done by Tuesday, Oct. 24.

4. Rental: Ron’s Walking Club Rental – Lorna The seniors have been involved in the community centre for years, since last year, no

one is unwilling to take legal responsibility, and this was due to trouble with seniors

getting to a meet-up place. The club need space for everyone to mingle. Lorna

proposed renting space to the club with coffee-making facilities for an hour starting from

11am-12pm.

12 to 15 seniors would be dropping in make coffee. Someone must sign off the rental

contract. Tony mentioned that as long as there is space, it would be free, as long as it is

not on the brochure. Someone must take legal responsibility but rental is allowed. The

possible candidates are Sam and Lorna.

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Normal rental is $25 to $35 per hour, and members can pay the normal fee of $1.

However, the seniors group would be 4thin priority, as programming is number 1, and

the staff at the centre would look for another space for the seniors. The possible

locations are the lower lounge, upper lounge, and social room.

Tony will send an email regarding who he should contact.

5. Membership: We need at least two more new board members – Albert

We currently need more board members, so Albert would like to ask and recruit. Lina

will join the board.

The youth member seemed interesting in joining, but he wanted to know the

expectations for him. Tony will sit down in a meeting with him and Annty.

Mike mentioned recruitment at BIA, but no one responded.

We need more input and interest in the community centre planning. For now, Albert has

emaileda proposal for solicitation/recruitment. We need MOCA members first so that we

can get board members.

The option of automatically being a member has been implemented, with 600 initial

members and 300 more registering in the new fiscal year. They can opt out if they

would like. Albert would like to notify that they are members and that they can

participate, and if they do not like it, they can opt out. Tony will also create the option of

registering in a person in a board member course to ease being a member even if they

may or may not be taking a course.

We must also fill the 14 spots in the board, and we will have to appoint instead of elect

because there are notmany people.

Katelyn was originally appointed to replace the position left by Christine, but she joined

before Christine left, so her term is 2 years. There are still 5 board members available.

Anyone appointed thru the year must go througha process/election at the next AGM to

determine if their term is 1 year or 2 years.

6. 17-18 Budget: Price and Rate Increase – Albert

The price and rate of programs must increase to reflect cost of living. Every year, in

September of January, prices have gone up by 2%, the increase of cost of living.

However, ongoing programs tend not to increase unless there is an impetus.

So far, we have increased fees for the preschool program to catch up to regular

programs.

If we raise rates, the end result would be a $1200 increase in earnings from a $60 000

program.

People will have to condition people to get used to the fact that fees will go up.

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For programs like yoga, it is not difficult, since there are various sessions with prices

going up and down often. However, if the aerobics drop-in goes up, people may noticed.

However, the raise needs to be done, and will be discussed on Oct. 24th to put it on the

budget and change fees for January.

For now, changing for every program is difficult, but changing for key ones like aerobics

is easy. The room rental rates will have the same effect.

Henry will get hold of auditor Gary and ask for dates so that we can accommodate.

Potential dates are the 15th, then the 16th, and then the 14th as priorities. We would

prefer him to come before the AGM on Nov. 21 so that he can sign off on things during

the week.

7. Updates – Tony

There was no heat in the building for a while, and it turns out that with the work on the

showers, something happened to the pumps, like rust jamming the pumps, and the

centre is now working to replace 3 pumps, and do maintenance. For now there hasn’t

been enough heat.

The audit is starting on Thursday, and Tony was in the process of putting together a list

of items to address, but the board did not have any particular issue at hand.

A long-time fitness centre user, Henry, had a heart attack while playing racquetball.

Bonnie was the first responder with CPR, and there was a fellow participant, a nurse,

assisting. The PA came down with adefibrillator, and Henry is now destabilized in a

coma in the hospital for 2.5 weeks.

Bonnie was upset, but she is doing much better now, and we wish the best to his family.

Ashley is contacting other kitchens for 3 required plans, including sanitation, food prep,

etc. She will tweak and adopt the plans.

We are looking to get thermometers, and we are asking a health inspector to come in

and ask him what else we need. Everything should be done and we should expect a

permit by January so that we can start planning for September.

There are a few other things that are pending, such as painting and updating the

auditorium, and fixing a hole in the upper lounge kitchen and rooms.

We are trying to get a hazard review on the poolhouse. It is all clean, but there is paint

flaking and lead, meaning that we should conducta structural test. We will be checking

for asbestos and others, and getting people to spray so everything is safe to turn it into

good storage space.

If that is possible, then we can clean out the seasonal items in storage to put in a

karaoke cart.

Norm has been contacted by CIBC about the GIC, and Henry found it unsure why Norm

was contacted as the GIC should be set up as an automatic renewal.

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Norm will call and confirm.

Tony stated that the Golf and Fraser credit union will be coming to the centre and shop

around.

Lorna motioned to adjourn the meeting, second by Corinne. All in favour. Meeting adjourned at 8:20pm. Recording Person: _________________ President: ___________________ Next Board Meeting: Nov. 21, 2017, 7:00pm

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Marpol Oakrdge Community Association

995 W59th Ave Vancouver BC V6P 1X9

MOCA Annual General Meeting – Minutes

Tuesday, November 21, 2017 – Upper Lounge – 6:00pm Members Present: Lorna Brown; Mike Burdick; Aimee Clare; Corinne Kempen;Albert Leung; Henry Liao; Steve Tan; Andy Yuen; Norm Zottenberg Members Regrets:Katelyn Ling Members Absent: N/A Park Board Representative: Tony Syskakis (CRS)

1. Meeting call to order Mike called the meeting to order at 6:10pm. Albert moved to approve the agenda, second by Norm. All in favor and the motion carried. Albert moved to approve the minutes, second by Norm. All in favor and the motion carried.

2. Introduction of current Board members, Staffs and Special Guests

Current Board Members: Lorna Brown, Mike Burdick, Aimee Clare (new member) Corinne

Kempen; Albert Leung, Henry Liao,Katelyn Ling, Steve Tan, Andy Yuen, Norm Zottenberg

Staff: Tony Syskakis, Centre Recreation Supervisor

Special Guests: Gary Wozny, auditor from Tompkins Wozny, Deb Bryant, CEO of

Association of Neighbourhood Houses of BC, Javier Ojer Project Manager, ANHBC working at

the old firehall in Marpole starting Spring 2019

3. Treasurer’s Report and Auditor’s Financial Statement (2014-2015) In the Statement of Financial Position, Gary has summarized Marpole-Oakridge Community Centre’s (MOCC) budget. He mentioned that the capital assets include furniture, equipment, and the website. $5000 was added to capital assets for tables, carts, etc. and the total assets are just under a million dollars. The deferred revenue refers to pre-registration for fall, for preschool, and grants received from non-profit organizations. The remains are rolled over into equity and assets. There has been approximately $42,000 increase in the total net assets, which is a financial improvement overall. The revenue may be lower than last year, but the association is good with expenses, which mostly go toward staffing and programs.

4. Appointment of Auditor

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Corinne moved to appoint Tompkins Wozny as auditor for 2017-2018, second by Henry. All in favor and the motion carried.

5. Introduce director candidates A new member, Aimee Clare, has joined the board. She is a resident of Marpole for ten years, and she has been involved in charity and schools. Aimee, Mike, Corinne, Albert and Norm are candidates, while the others are serving two years starting as of November 2016.

6. Election of Directors (casting ballots) - omitted 7. Ballot Count (if required) or else announce new board

There are 14 board seats, but there does not have to be an election because 10 of the seats are by acclamation. Candidates are now acclaimed as members of the board

8. President Report There has recently been a consultation regarding the renewal of the centre, and Mike will be meeting with staff for three hours the day after to discuss more. Park Board has engaged Carskadan Lees and Associates to conduct public consultation and reaffirm location of the new community Centre. There will soon be announcements reaching out to the public about the consultation event. In March the public consultation project will be completed and recommendations such as where the best location is, what the facility will look like in size, and amenities will be delivered to the Park Board and share with the board.. .As for revenue, rental was down due to losing a tenant. However, popular programs shift many times in the leisure business, so there should not be much to worry about. The board was able to allocate $16 000 for the Leisure Access subsidy. The Marpole festival was a success, with satisfying weather. MOCA encourages to thank the sponsors as the event would not be possible without them. The staff and volunteers also worked very hard. Music in the Park has been great, and the directors are looking forward to future events. Similarly, Breakfast with Santa and Halloween events have been selling out, as usual, and the centre is blessed with staff who work hard to make results occur.

9. Park Board Commissioner’s Comments No Commissioner attend this meeting due to schedule conflict. Tony announced that the beginning of this year was slow, with travel getting to the centre being difficult with the snow, so the drop-in programming has not been as successful as years prior. The centre has also one major grant for student workers in the summer, resulting in approximately $27000 miss in program revenue. Festival revenue was down, and the centre has increased subsidization.

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Yet even with those increased expenditures and losses in revenue, which totaled to a $50,000 decreasein revenue, expenditures in programs were $10,000 below last year’s, resulting in an increase in program revenue overall. Other updates are that Ashley Lam was on maternity leave, and the part-time cashier which has been vacant for 7 years has been recently filled. MOCA was the first community centre to sign the JOA with Park Board. Tony mentioned that the leisure access subsidy has gone up, making Marpole the second-most provider after Strathcona. This is due to MOCA opening up the program for more than one person per season, meaning that those who need the help can get it easily, such as if they need music lessons now, but are not able to get any elsewhere. As for youth programming, numbers are going up continuously, and there has been increasing interest in new special events, such as Music in the Park, and Family Day (which has been started up again after few years of inactivity). Last year, a couple dozen has attended Music in the Park, but now there are 300 people partaking in the event outdoors. This year was also a first for children flee market which happened in November, and it was a sold out. The centre hopes to bring it back for next year as well. The staff has always been working hard to make things better, and the board has been successful in supporting the centre to create a collaborative effort.

10. If a ballot count is required: Announce new Board of Directors – omitted 11. Other business (Old and new)

Regarding constitution bylaws, there has been a change in the Society Act, resulting in a slight modification in our bylaws. The new Society Act requires the constitution and bylaws filed separately. There will be several minor changes in the by-law.

12. Adjournment of AGM (retired to swearing in-directors and selection of executives)

Albert motioned to adjourn the meeting, second by Norm. All in favour. Meeting adjourned at 6:36pm. Recording Person: _________________ President: ___________________ MOCA Board minutes, Nov. 21, 2017

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MOCA Board of Directors Meeting – Minutes Tuesday, December 12, 2017 – MOCC Upper Lounge – 6:00pm

Members Present: Lorna Brown; Mike Burdick; Aimee Clare; Corinne Kempen; Albert Leung; Katelyn Ling; Andy Yuen; Norm Zottenberg Members Regrets:Henry Liao;Steve Tan Members Absent: N/A Park Board Representative: N/A Call to Order: Mike called the meeting to order at 6:06pm. Lorna moved to approve the agenda, second by Andy. All in favour and the motion carried. Norm moved to approve the minutes, second by Corinne. All in favour and the motion carried.

1. Public Consultation: Poster for Marpole Public Open House – Mike The board has gotten an email from the Parks Board asking for the number of posters we would like to put up for the consultation on Jan. 17th. The tentative locations are banks, libraries, schools, Starbucks, poster poles, and churches in the neighbourhood, as well as the fitness centre, daycare, and preschool at the centre, leading to preferably a total of 15-20 posters per person. The posters should be both 11x17 and 8x17, and provided with a Chinese translation and PDFs so they can be available to many. Mike will send an email back with this feedback, and we should hope to get the posters as soon as possible.

2. Signing Authority: Motion to Cheque signing authority for 2017-2018 – Albert Mike Burdick moved to have the following members – Andy Yuan, Lorna Brown, Albert Leung, Mike Burdick and Norm Zottenberg – as authorized signatory of cheques on behalf of the Marpole-Oakridge Community Association, second by Lorna. All in favour and the motion carried.

3. Close Account: Motion to close a gaming account in Vancity – Albert

There is currently an unused gaming account in Vancity Branch 14. The account was opened

previously for the board to gain permission for a gaming license.,It was never used and it is

costing money to maintain that account.

Albert moved to close the Gaming Account, one of the two banking accounts the association

has with Vancity Branch 14, second by Corinne. All in favour and the motion carried.

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4. Daycare Rent: Decide to increase, Rate and motion to follow – Albert

Albert moved to increase the rent rate of Marpole-Oakridge Daycare Society from $700 to $728

effective Jan. 1, 2018, second by Mike. All in favour and the motion carried.

5. CIBC GIC: New Authorized Signature for GIC in CIBC – Albert

Currently, Norm is the only authorized signatory for CIBC, and the members list at the bank has

not been updated.

Mike Burdick moved to have the following board members – Andy Yuan, Lorna Brown, Albert

Leung, Mike Burdick, and Norm Zottenberg – as the authorized signatory of the GIC in CIBC

01010 branch, second by Lorna Brown. All in favour and the motion carried.

6. Exec Meeting: Do we still need an Executive Committee? – Albert

There is an executive committee as part of the association, but it seems to be redundant as

members of the executive committee and the board overlap. Previously, the committee was

useful for further discussion since the board was larger, but we do not have the problem

anymore due to a small focussed number of members. Once the board reaches the capacity of

14, then we may consider an executive committee.

7. Staffing: Adding some rental administration staff hours – Tony

The rental operation has been becoming more time consuming, with more paperwork. Mel is

the only person working on facility rental. Tony requested dedicated staff to work on rentals.

However, this is a positive sign of change, since it means that more people are using the centre

for big and small events.

Norm moved to approve 10 additional rental administration hours per month, effective Jan. 1,

2018, second by Lorna. The estimated additional hours will cost $300 per month, and will be

continuing it for 10 months.the motion was second by Albert, all in favour and the motion carried.

8. Society Act: Plan for compliance to Society Act – Albert

The new BC Society Act must be in compliance by November 2018. The society is not yet in

compliance, but to do so, we must move everything from the constitution to the bylaws, leaving

only our name, what we intend to do in the constitution..

Revising the bylaw will provide more flexibility to things like such as having youth members on

the board and having the control over who will be able to access our finances.

We must hold a Special General Meeting in order for the writing to be moved, and we need a

committee to go through the points we are revising. Until then, the board will dedicate an hour to

discuss and revise the bylaws.

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9. Updates: Update on the CommunityCentre – Mike

The community must ensure that money is being allocated in the 2018 capital plan for the City.

Without it, we would not be able to build the new community centre. We are hoping to receive

20-30 million dollars, and we will be getting a class D estimate soon.

10. Board of Directors: Swearing-in for directors – Mike

The board went through the proceedings of swearing-in of directors who have recently been re-

elected. Aimee Clare, Mike Burdick, Corinne Kempen, Albert Leung and Norm Zottenberg have

signed to be part of the board.

Katelyn motioned to adjourn the meeting, second by Lorna. All in favour. Meeting adjourned at 6:56pm. Recording Person: _________________ President: ___________________ Next Board Meeting: Jan. 16, 2018, 7:00pm

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MOCA Board of Directors Meeting – Minutes Tuesday, January 16, 2018 – MOCC Social Room – 7:00pm

Members Present: Aimee Clare; Corinne Kempen; Albert Leung; Henry Liao; Katelyn Ling; Steve Tan; Norm Zottenberg Members Regrets: Lorna Brown; Mike Burdick; Andy Yuen Members Absent: N/A Park Board Representative: N/A Call to Order: Albert called the meeting to order at 7:07pm. Steve moved to approve the agenda, second by Albert. All in favour and the motion carried. Henry moved to approve the minutes, second by Corinne. All in favour and the motion carried.

1. Consultation: St. Augustine Church open house update and what is next – Albert One of the centre’s program staff will go down to St. Augustine’s Church to facilitate a new workshop – Cooking for One. During the workshop, participants will learn how to cook, and the food will be left behind to eat. The implementation will take 2-3 meetings to make it start.

2. JOA: One final document, delegation of HR items to Parks Board – Albert Albert has made amendments in a few areas of the CCAs’ (Community Centre Association) specific addendum in the JOA (Joint Operation Agreement). Some of the amendments are to turn over program management, instructor recruitment and supervision, contract preparation and negotiation, and payment and cheque requests for contractors to Parks Board. In return, Parks Board will indemnify and respect the association. In addition, the board will be able to make changes whenever.

The CCA will continue to be responsible for the centre’s programming budget and have final say

over decisions.

3. Program: Provide job opportunity for students with challenge – Albert

Vancouver School Board has created a work experience program for grade 11 and 12 students

with learning disabilities. The organization has and will place the children in various workplaces

in the city and they asked for the board’s approval to let the students work in the community

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centre. The school board will provide training, and support staff, and the staff at the centre will

only need to provide the environment.

The centre is currently identifying gaps on where the staff need help, such as maintenance and

supervision in the fitness centre. Other centres have been able to receive help for their cafés or

snack bars.

A feedback mechanism is essential to allow the staff to discuss concerns with the program

supervisor.

MOCC staff supported this program and the board voted to support it.

4. Winter Program: Early enrollment status – Albert

Albert reported that the current enrollment numbers for the programs are good. Financially they

are not having a revenue which is proportionate to the registration numbers due to the centre’s

Leisure Access Program (LAP) and having subsidized program fees.

There is a high proportion of LAP in martial arts and music lessons because they are more

expensive. As preventative measures, the board could limit the use of LAP to once per year or

season, or one per person.

Debra and Ashley have currently been told of the registration, and there may be a reduction in

the program in the future. Albert will look more into the program so that the board is aware of

what is happening.

5. Marpole Day: Schedule responsibilities to board members – Albert

Last year, there was a decrease in profit, due to decisions such as holding the silent auction,

and not being able to get enough money from sponsors.

Albert would like everyone on the board to participate in talking to potential and previous

sponsors. Coromandel will be returning as a sponsor. If each member talks to one or more

sponsors on the already-made sponsor list then we would be able to run smoothly on June 2nd,

this year’s Marpole Day.

As for funds, the centre has a bit of money from previous festivals, and the funds are all

intermingled with programs, so the centre has enough money to start off with, as long as we are

able to earn the money back.

Other ways to earn could be to sell food. Last year, there were long lines for the food stands, so

we could expand the capacity for the stand and add more variety.

6. Consultation: Open house for community centre renewal – Albert

There will be an open house to discuss the new community centre on Jan. 17, 2018. A

journalism student from Langara College wished to report on this topic and will be visiting the

open house.

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There will be another open house in February, and the consultant will be writing a report based

on feedback from the open houses in January and February. There is also a new questionnaire

on Talk Vancouver for Marpole’s renewal.

7. Facebook: Negative Facebook review on the centre’s page – Corinne

On MOCC’s Facebook page, a woman gave a detailed 2-star review on her experience at the

fitness centre. She does not like the vibe when she works out at the centre, due to many young

men – not wearing wristbands as well – throwing weight around and leaving disrespectful

comments. Corinne has responded to her comments and told her that she will be letting the staff

know about this issue. She then passed on the times and dates of this occurrence to Debra to

resolve the issue.

A possible solution to this program was to have more supervision at the desk, and we can run

this issue by the Parks Board and receive their feedback.

8. Website: Transition into new website – Corinne

For the moment, any board or staff member can log in to the website and access web traffic

statistics. The staff can now make edits on the website. Traffic has gone down throughout 2017,

and has not increased even with the new website. This may be due to not many people knowing

about the new website and we would likely need to discuss how to get people on the site and

look at its various pages. Some methods of promotion suggested were a scavenger hunt and

getting people to look at new programs.

9. Other

People against the temporary modular housing will be suing the City after having gathered

$70000 to $80000, and the verdict will come out on Jan. 17, 2018. The board will allow this

group to use the community centre for meeting space as long as it is for a community purpose.

Another restriction is that they are not allowed to book more than 3 days in advance.

Katelyn motioned to adjourn the meeting, second by Lorna. All in favour. Meeting adjourned at 8:46pm. Recording Person: _________________ President: ___________________ Next Board Meeting: Feb. 13, 2018, 7:00pm

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MOCA Board of Directors Meeting – Minutes Tuesday, February 20, 2018 – MOCC Social Room – 7:00pm

Members Present: Aimee Clare; Corinne Kempen; Albert Leung; Norm Zottenberg; Lorna Brown; Mike Burdick; Andy Yuen Members Regrets: Henry Liao; Katelyn Ling Members Absent: Steve Tan Park Board Representative: N/A Call to Order: Mike called the meeting to order at 7:07pm. Lorna moved to approve the agenda, second by Norm. All in favour and the motion carried. Corinne moved to approve the minutes, second by Norm. All in favour and the motion carried. Update on Public Consultation

Mike gave an overview of status of consultation of Community Centre. Consultant moving along

well. They were pleased with the consultation, couple of hundred people to St. Augustine, 500+

responses to the survey. Were in different MOCC events, talk with people in Family Day.

Consultant seems to know what they are doing. They have assured us that we are on high

priority, however we still want to make sure the renewal project is in this CoV capital plan. Albert

fills in with a bit more details. Our schedule meeting with the City CFO just got cancelled and we

are trying to reschedule another meeting. Generally things are going well except we cannot

report the final piece.

Park Board: Van Play Deep Dive.

This is a program setup by Park Board to seek input on a list of items from CCA and the public

to help Park Board to develop strategy for the future. Mike had committed to Park Board to run

through the Program by March 8 and deliver the results on the same week.

There is a workbook and detailed instructions to run this program and we will run it together as a

team on March 8 Thursday from 7:00 to 8:00pm.

Proposed Outdoor pool in Marpole

So far we do not have any input from Park Board, staffs or commissioners. We will be waiting

patiently for more input.

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Delegation and Assumption Agreement, appendix to JOA

Albert moved to approve signing the Delegation and Assumption Agreement, appendix to JOA

in order to complete the JOA, second by Mike. Amy, Lorna, Corinne, Katelyn, Mike and Albert

had voted yes to signing by means of email. Norm and Andy had voted yes in person. More

than 75% of the board agree with the signing of the above appendix. The motion carried and

two of the official signatory will sign the appendix and return it to Park Board.

Positive Ticket partnership

Discuss the scope of this item; all agree it is a good gesture and a positive reinforcement to the

youth. Looks like very little impact on MOCC, however, we agree in principle and will contribute

when the time comes.

Mike move to support the Positive Ticket partnership with Park Board, second by Albert. All in

favour, the motion carried.

JOA Meeting at Kits

Norm will represent Marpole attending the first JOA meeting at Kitsilano CC.

Festival Tent

Mike moved to purchase 10 pop-up tents with MOCA logo at a cost no more than $1,500.

Second by Lorna and Andy. All in favor, the motion carried. Andy and Albert will allocate the

fund and also notify staff to start sourcing for the pop up tent.

All Candidates meeting

Mike suggests another all candidate meeting like that four years ago. Invite all civic political

parties to discuss issues important to local citizen. The role of the CCA is non partisan and it is

a committee service. All in agreement and basically it should be turn over to the program

committee as a committee service program. Albert and Mike will work on details and report back

in next meeting.

Reiderman Residence status

Mike and Albert are on the CAC Community Advisory Committee of the above. Sitting on the

committee are Marpole Residents, PAC, School Principles, BC Housing, Community Builders

Vancouver Costal Health and Community Police. The building was nearly completed and Albert

with the committee was given a tour of the building. 25 people had moved in February there will

be more moving in Feb and March. We talk about Tony will go down to the building and offer

residents LAC program.

BCRPA Symposium

It is being held in Vancouver this year, take advantage of no hotel required. Mike had pass

along a brochure and suggest those who want to enroll better take advantage of the early bird

special which is Mar 8. The board will pay for the enrollment fee, which is not inexpensive. The

meeting is held on April 30 to May 2.

2017-2018 Operating Budget

Andy presents the budget; basically it is a conservative budget. Mike question about status of

the Summer Camp grant we missed last year. Currently we have not put the grant into our

budget since it was not granted yet. We also confirmed with Service Canada that our grant

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application was received on time this year, not like last year’s error from Service Canada’s

computer system. Andy mentioned a new expense is budgeted for Active Net charges in this

new budget. There is a $10K ear mark for capital items, would the board consider it since it is

outside of the prepared budget?

Albert move to request the board to approve the budget presented as it is, the motion was

second by Mike. All in favour, the motion carried.

The $10k capital will be considered after further information on our 40% reserved is clarified and

identify.

Albert motioned to adjourn the meeting, second by Lorna. All in favour. Meeting adjourned at 9:00pm. Recording Person: _________________ President: ___________________ Next Board Meeting: March 08, 2018, 7:00pm

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MOCA Board of Directors Meeting – Minutes Tuesday, March 8, 2018 – MOCC Social Room – 7:00pm

Members Present: Lorna Brown; Mike Burdick; Aimee Clare; Corinne Kempen; Albert Leung; Katelyn Ling; Steve Tan; Andy Yuen; Norm Zottenberg Members Regrets: Henry Liao Members Absent: N/A Park Board Representative: Tony Syskakis (CRS) Call to Order: Mike called the meeting to order at 7:01pm. Lorna moved to approve the agenda, second by Steve. All in favour and the motion carried. Albert moved to approve the minutes, second by Aimee. All in favour and the motion carried.

1. New Program: 2019 Artist in Community – Albert In 2019 there will be a new program in Vancouver called Artist in Community. The premise is to match up an artist with a community centre, after conducting interviews, and doing a project together in the community. The cost will be $5000 for the centre, and $7000 for the Parks Board, bringing together $12000 for the implementation. Parks Board is currently inviting community centres to apply but will only approve three. MOCC is busy with the renewal, so it might not have time to manage this program. The deadline is April 14 for applications, and the board has decided to wait until the design of the new community centre is done first.

2. Consultation: MOCA Building siting workshop on March 14 – Albert There will be a building siting workshop at 12:30pm on March 14, and it will be going on for 3 and a half hours. The first half hour will be to walk through the process of where to place the new community centre, and then once decided by the councillors and community organizations, the decision will be taken to council to be voted on.

In related news, the lease of the current Marpole curling club will end at the end of the year, and

therefore the land will be returned to the city. Donnie has given Mike a phone call and

suggested that the location could be turned into a co-location of the new community centre and

be used as an indoor pool and a curling rink. Her idea has been presented to the

commissioners and has gotten approval.

3. BCRPA: Update BCRPA Symposium – Mike

MOCA will be subsidizing whoever is willing to go to the BCRPA.

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4. Community Service: All Parties Candidates debate to be in September – Mike

Previously, there was an “All Candidates Debate” held on a Sunday in the gym, and there was a

stage established for Parks Board commissioners and councillors to answer a list of questions

and have a few minutes to make their own statements. The event went on for a few hours and

had many attendees from the Marpole community.

The board will be holding the debate again this year, and it would be a good opportunity for the

community to be informed and interested in voting. MOCA will pay for the stage and panels,

which will be 30ft by 4ft, but will not exceed $2000 in expenditure.

Mike moved to allow a maximum of $2000 for the all candidates meeting on September 9, with

an alternative of September 16, second by Andy. All in favour and the motion carried.

5. Community Centre: Updates from the CRS – Tony

Tony will be giving a tour to Doug, the City’s planner on Friday, Mar. 9, at 9am. The purpose for

the tour is for the city to consider having a cleaner for the building during the evenings, so that

the building will be already clean for programs which may begin to be offered on Sunday

mornings.

Debra will be retiring sometime in September, and when she leaves, staff will have to work

together to fill her spot temporarily until the position is posted. Anntuaneth will also be away for

maternal leave for one year. Her date of leave as for now is unsure. Tony will be on vacation

next week and once back, he will be a manager at a different community centre for two and a

half weeks. The supervisor’s position at Kitsilano will be filled most likely by the end of next

week, and Tony will be back to focussing mostly on MOCC.

The Parks Board will hold a meeting on the night of Monday, Mar. 12. This meeting will provide

information to the public about the influences and decisions that they will undertake for the new

building.

6. Marpole Festival – Mike

The festival committee needs assistance in fundraising for the festival on June 2nd. The festival

will also switch back to the silent auction. The committee also needs more volunteers during the

event.

7. JOA: Meeting on Sun., March 4th – Norm

Norm has attended the JOA communication meeting held by Parks Board on Sunday, March 4th.

There were many representatives from the various community centres, as well as Daisy, Derek,

and Donnie. The attendees discussed the five-year process of the JOA and what will happen in

the future. There will be two meetings per year for the JOA so that cooperation between the

Parks Board and community centre can be facilitated. One key step is to improve relations

between the presidents of each association, so there will be a meeting in the future with all the

presidents, or selected representatives on their behalf. The minutes for this meeting has been

sent out to all the associations.

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Norm has stated that it was a good meeting, and he sensed goodwill among the attendees who

are willing to put in the effort for the JOA. So far 12 associations have signed while others are

discussing; 3-4 associations are asking for things to be negotiated and will look further at the

appendices.

8. VanPlay: Discussion – Tony

Tony has summarized a 20-page workshop facilitators handbook into two pages and explained

VanPlay and VanSplash as two strategic planning processes with a 25-year outlook, and a 10-

year implementation period. VanPlay looks at the overall picture, accounting for parks,

community centres, gardens, curling rinks, etc., while VanSplash, a sub-set of VanPlay,

focusses on aquatic activities.

The 25-year plan will dictate the direction and the future wishes of Vancouver, while the 10-year

implementation will look at the kinds of items to put in the next two capital plans. The City is

currently in the consultation phase and at the end, it will bring results and mandate back to

stakeholders. VanPlay looks into what is most important for the association and community

members, and the associations will have a larger influence in the planning process.

One strategic outcome that is already implemented in the planning for staff is reconciliation –

staff must keep in mind for example gender identity. The centre now has a queer-based

program for youth on Fridays and Saturdays.

Some community centres are aiming to focus on 4 topics, but MOCC will focus on two important

outcomes first, then do more depending on time.

During the meeting, each board member picked 2-3 aspects that they found important to the

community, and the results showed that it was in everyone’s interests to focus on accessibility

and affordability of our social services and programs, and the natural physical structure of the

space we have, including amenities provided. The types of programs offered at the centre were

also mentioned, but not made a part of the top two priorities.

Input from all board members were recorded and Albert will summarise the results, forward to

Tony and submit to Park Board Office.

Mike motioned to adjourn the meeting, second by Lorna. All in favour. Meeting adjourned at 8:38pm. Recording Person: _________________ President: ___________________ Next Board Meeting: Apr. 17, 2018, 7:00pm

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MOCA Board of Directors Meeting – Minutes Tuesday, April 17, 2018 – MOCC Social Room – 7:00pm

Members Present: Lorna Brown; Mike Burdick; Aimee Clare; Corinne Kempen; Albert Leung; Katelyn Ling; Andy Yuen; Norm Zottenberg Members Regrets: Henry Liao; Steve Tan Members Absent: N/A Park Board Representative: Tony Syskakis (CRS) Call to Order: Mike called the meeting to order at 7:00pm. Lorna moved to approve the agenda, second by Albert. All in favour and the motion carried. Albert moved to approve the minutes, second by Katelyn. All in favour and the motion carried.

1. Invitation: Invitation to Everything Marpole – Mike Andrea from Marpole Family Place recently invited us to participate to Everything Marpole happening in July. Last year, MOCA was not involved because the board saw no reason to participate. This year, Albert suggested to participate to represent the centre. The table this year will be near the park on Marine Drive, which may not gather much foot traffic, instead of in front of Safeway. This would be a good opportunity for people to know about the centre, but July would be an awkward time to promote programs because it is the middle of the summer. Mike will forward emails to every board member, and each member will give their feedback. Once the decision is made, Mike will email back Andrea.

2. Marpole Day: Status of Marpole Day – Mike Fundraising has gone very well – we have secured $5000 from ONI and $7500 from

Coromandel, making us closer to our goal of $24000. Coromandel will be the Master Sponsor.

Silent auction items – Ashley sent a list of possible silent auction items from various donators.

Albert, Norm and Mike have reached and will reach out to various businesses, but they will also

need help from the board members.

Tony was approached by a member of the Canadian Armed Forces Field Artillery Regiment

Recruitment and they asked for a community table at the festival, bringing a Howitzer and a

48000-pound armoured vehicle. Tony was unsure about them, since they are a federal service

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rather than a community service. He will be sending an email back to the organization saying

that it is all right to have a community table but they will not be allowed to bring extra machinery.

3. Diabetes Society: Clothing bin from Diabetes Society – Everyone

The Diabetes Society has approached the City and will have a pilot project where they will clean

up frequently and do community education on diabetes in community centres. The four sites for

the pilot are Kitsilano, Marpole-Oakridge, Douglas, and Kerrisdale Community Centre. The first

90 days will focus on pick-up and evaluation on how often to pick up the bins depending on

traffic and use. So far, there are no details, but the society and the board will have a meeting

once lawyers have formed a contract. A good spot would be further away from the parking lot,

so people would be less likely to dump their furniture and clothes.

The board will see how it goes, and if the idea turns out to cause problems, then we can do

another motion.

4. Workshop: Reconciliation workshop – Everyone

Tony stated that all the full-time staff have gone through a training workshop regarding

reconciliation with the three local Native groups in Vancouver. The workshop has gone through

some of the issues directly from the people who live in those circumstances. The 3-hour

workshops held at Moberly have also saved 3 or 4 spots for the centre, meaning that board

members could attend if wanted.

5. Community Garden: Cambie community garden (cancelled 3 boxes) – Everyone

The three gardening boxes near Langara Gardens were not in use, and so the board told the

garden managers that we will be cancelling them.

6. Summers student: Hiring summer student – Albert

A female student sent an email looking for a position over the summer at the centre, showing

her skills in electronic media. Tony finds that this is good timing, but he would have to start

composing specific expectations, deliverables, and hours per week. She would work part-time

and in June and July. She seems like an energetic, self-motivated individual, and her

experiences in social media marketing would be able to bring benefits to the centre.

Money could be found from grants or from surplus in our finances, and it would be good to use

the money already allocated to photography to the student since she already has the

experience. The board members will talk to the student and make it clear of the expectations

and wages so that both parties feel content.

7. Policy: Policy on usage of programmable space – Albert

The centre needs a policy on renting out space. Tony has been getting more requests on space

to run meetings for the mobile housing, and they approached someone on the board to get free

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space, but the auditors have been concerned about the motions and parameters of free space,

since free space is not in the policy, and there needs to be written agreement. Uncertainties

have also risen due to lack of policy. Norm stated that this issue has been discussed in the past,

including not being able to rent during closing and getting approval from the board. We could

also designate one person in the board to approve the rentals. Tony will come up with

recommended guidelines for now.

8. Finance: Status of 40% contribution – Andy/Albert

There is unspent money for three years since the end of 2014, which totals to roughly $32 000.

What is left of 40% of the net income is approximately $69 000. The money could go internally

reserved assets, so that the money could be saved up for future years. We could observe the

budget again in the next two years and see how it will be spent.

9. EGM: EGM on June 19 board meeting – compliance to New Society Act – Albert

We are still not in compliance with the New Society Act, and we would have to therefore run a

Extraordinary General Meeting. However, we would not have to hold an EGM because the filing

for a new document for the New Society Act is due November 28, and our AGM is November 20.

10. Debate: Status of All Parties Debate on Sept 9 – Albert

N/A

11. Neighbourhood House: Participate in MNHPC – Albert

We’ve received an invitation from the Marpole Neighbourhood House Prosperity Committee,

which has a goal of raising $200 000 before their opening in April 2019. They have already

recruited members and they are planning to hold a professional fundraiser and gather more

representatives. The term would be for one year from May 1, 2018 to April 30, 2019. Albert and

Mike suggested that we represent the centre and become their partner so that we can provide

feedback on their development.

12. Report Renewal – Capital plan – Mike

Norm has gone to a meeting with people from Parks Board, the City, and other organizations,

with a report gathered by Albert with input from board members. In the meeting, it was

suggested that two gyms may have to be reduced to one and a half gyms to allow for more

programmable space. There is a possible map of the site, but there will still be more discussion

and evidence to support reasons for needing certain items and amenities, such as an

underground parking lot, a café, an indoor pool, and a stage. There will be a separate

consultation regarding the pool.

13. TMH: MCM Meeting report – Mike

Mike went to the Community Advisory meeting for the Temporary Modular Housing, with

attendees from the community, Churchill Secondary, BC Housing, Vancouver Affordable

Housing, Vancouver Police Department, Vancouver Coastal Health, and other government

associations. Each group reported that things have been going well, but there have been 32

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needles. However, there is a suspicion that the needles are planted by community members,

since they are unused. So far, community members have held potluck meals and Easter dinners,

and residents of the temporary housing have gotten together to cook together in the community

kitchen.

Mike is looking towards finding out what the residents may need, and how the staff and the

board can support them.

Corinne motioned to adjourn the meeting, second by Albert`. All in favour. Meeting adjourned at 9:12pm. Recording Person: _________________ President: ___________________ Next Board Meeting: May 15, 2018, 7:00pm

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MOCA Board of Directors Meeting – Minutes Tuesday, May 15, 2018 – MOCC Social Room – 7:00pm

Members Present: Lorna Brown; Mike Burdick; Aimee Clare; Corinne Kempen; Albert Leung; Henry Liao; Andy Yuen Members Regrets: Katelyn Ling; Steve Tan; Norm Zottenberg Members Absent: N/A Park Board Representative: Tony Syskakis (CRS), Sarah Kirby-Young (Parks Board Liaison and Chair) Call to Order: Mike called the meeting to order at 7:03pm. Lorna moved to approve the agenda, second by Andy. All in favour and the motion carried. Lorna moved to approve the minutes, second by Aimee. All in favour and the motion carried.

1. APG: Update on Association President Group latest meeting – Mike Community Centre Associations have established an APG for a while, but once the JOA was established, the APG was left on hold. With the JOA discussions coming soon to an end, the associations have been more or less on the same page and started to continue APG meetings. Norm has been a representative of MOCA, but he is absent from the meeting and therefore will provide his update next meeting. Tony discussed the advantages and disadvantages of opting in and opting out of membership.

2. Civic Election: Civic Election Office would like to place a free ad in our fall brochure – Albert

The Civic Election Office has been asking all the community centres if they could place a free

ad in their brochures. MOCA is for the initiative as it will encourage people to vote. Tony stated

that they would know if there is available ad space by the second draft. Debra will be informed

of the decision and she will be sending a response back to the office.

3. Marpole Day: Final update – Mike

The centre has fundraised $27000 for Marpole Day and will be putting some of the money into a

reserve to use in the future.

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Changes noted by Tony: a band will be on the main stage for a couple of sets, there will be

balloon-making near the stage to make things more interactive, and food would be moved to the

middle of the field to make it more accessible and enticing.

4. Program brochure: Fall brochure update – Corinne

The staff are going through changes in the next few months:

- Tony will be moving halfway between Kitsilano and MOCC until June

- Debra will be retiring in September and be going on a break after the festival

- Anntuaneth will be gone at the end of June for her maternity leave

- Ashley is also pregnant and will be gone in November.

To produce the brochures, Debra and Anntuaneth will submit their data entry for fall and winter

before they leave, the brochure process is moved earlier, and the registration period will start a

week later than previous years.

Corinne and Lena will be having meetings to discuss the brochure and test the website.

5. Financial: 6 Month Financial Review – Andy/Albert

Andy suggested we look at preschool, because there has been a decrease in income from

preschool participants. The staff are finding it difficult to count the number of children because

they come in and out of the programs due to vacations in May and June and having to register

in waitlists in multiple preschools at once. Mike states that breaking even is all right, but the

programs must be full so that the centre does not lose money. This matter will be sent to the

Program Committee to study it and form a robust policy.

Martial arts is also down. Andy guessed that there is less interest in them.

The bottom line for the past six months is that we are $2721.15 over last year’s income. Last

year, there was no federal funding, while the centre received a funding of $27000 this year.

6. Summer Intern: Introduce Marie Donnici – Albert

Marie Donnici attended the meeting as well. She is a recent graduate from Richmond University

in Virginia in Marketing. She will be tentatively working from May 15 to August 10, and she is

excited to work with the community She will be working with Albert and Tony, her projects

involving social media and community outreach.

7. All Candidates Debate – Mike

A community association sent an email wanting to know if there will be an association interested

in co-hosting an All Candidates debate Meeting. MOCA planned to have theirs on Sept. 9, with

Parks Board and councillors. Marpole-Oakridge is a large area with unique issues, and

therefore it would be ideal for MOCA to hold an event particularly for Marpole-Oakridge

residents so that they could ask questions specific to their way of living.

8. Preschool Compensation – Tony

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Around this time, there is a review of the wages for the preschool teachers, as part of licensed

child care. This review is done across the city and range from $17 to $24 per hour plus $300 in

benefits. An increase in fees of 5% will be implemented for next February to keep up with

inflation and living costs.

9. BCRPA – Andy

Andy found the sessions at BCRPA simple, such as the marketing workshops, but found that it

was valuable meeting other members and discussing marketing strategies. There was another

session on community outreach and keeping track of the number of people attending the

community centre.

10. Free Room Rental – Tony

Tony has an idea on how to form the framework (not yet the policy). There are four groups

which ask for free room rentals, including the City departments, which already has a structure

established to deal with their free room rentals, registered non-profits, local strata and ad hoc

groups.

Tony recommands that if they are a local registered non-profit based in Marpole-Oakridge, they

would have one rental for free, but 40% off regular rental rates after. The centre must ensure

the organization is Marpole-based, has insurance, and its rental must take place during

operating hours. Tony will draft up a policy and send it to MOCA for review so that it could be

adopted.

11. Clothing Bin – Tony

On Monday, May 28, representatives from Canadian Diabetes Society will be visiting the four

sites. City of Vancouver had agreed to run a pilot with CDS to put clothing bins in CoV parking

lots. MOCA directors have reservation on this project.

12. Report from the Parks Board Liaison and Chair – Sarah

Sarah discussed the current situation with the renewal. The current item is a potential relocation

and co-operation for and with the Curling Club with the outcome of offering both an indoor pool

and a curling rink at one site. There will therefore be a facilitation study, including a parking

analysis and a kitchen study.

A needs assessment is currently in process to expand and plan matters in the city. Doug has

stated that there is a separate process for the centre that will not delay the renewal. The most

important issue now is to get the building project in the CoV capital plan.

Mike is also thinking of an email campaign for councillors about the issue so that more people

are informed of the discussions and actions done in the past few years.

13. Updates from the Community Centre – Tony

Debra found plastic sign holders to use for the sponsors on Marpole Day. The board agreed to

get the thicker walled signs so that they are more reliable.

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Albert motioned to adjourn the meeting, second by Aimee. All in favour. Meeting adjourned at 8:54pm. Recording Person: _________________ President: ___________________ Next Board Meeting: June 19, 2018, 7:00pm

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MOCA Board of Directors Meeting – Minutes Tuesday, June 19, 2018 – MOCC Social Room – 7:00pm

Members Present: Lorna Brown; Mike Burdick; Aimee Clare; Albert Leung; Katelyn Ling; Andy Yuen; Norm Zottenberg Members Regrets: Corinne Kempen; Henry Liao; Steve Tan Members Absent: N/A Park Board Representative: Tony Syskakis (CRS) Call to Order: Mike called the meeting to order at 7:00pm. Mike moved to approve the agenda, second by Albert. All in favour and the motion carried. Katelyn moved to approve the minutes, second by Albert. All in favour and the motion carried.

1. Social Media: Update on Social Media & Marketing Campaign – Marie Marie is currently working on photo storage and how to organize them. She will be creating photographer instructions to share with photographers, so they can be familiar with policies and photo releases. Her goal is to organize the photos and be accessible internally and externally, so she will be using Google Drive and back the photos up on a computer drive. Another project is social media response policy – her goal is to create a guide that would get positive and negative feedback in private messages and a public forum. She expresses the importance of responding quickly, within a 6-hour time frame, and contacting a supervisor before drafting up a comment or post because the PR person does not have control over which actions the board will take. So far, there has been an increase in following and views of the centre’s Facebook page, Instagram, and Twitter. Marie and Albert are also looking forward to developing giveaways (an incentive/prize for people sharing a post). She discussed who exactly is accessing the page, when there is an increase in views and where the viewers have been directed from. Tony was concerned about how social media management will continue in September after Marie leaves. He suggested that a staff member could take an hour responding social media, but the response time would not be as quick, and the responses would come off more as a push rather than an engagement. For now, it would be good to focus on improving the centre’s social media but figuring out what to do next must be an action item.

2. TMH: TMH Update – Mike

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Mike attended the Community Advisory Meeting for temporary modular housing, with attendees

from BC Housing, schools, etc. VPD was not attending, and there has not been a huge issue

that has happened, other than a few needles, which have been cleaned up quickly and issues

with getting food. Many of the residents have mobility issues and there are barely any grocery

stores nearby. Lorna has mentioned that Safeway can do deliveries for $5 so that may be an

option.

Community centre staff have gone down to the site to let the residents know that the Leisure

Access Pass is available to them and posters about it will be put around the facility. Residents

have been appreciative of the centre’s help.

3. Marpole Day: Report Marpole Day Results – Albert

The centre has gained $32,000 from Marpole Day, including sponsorships from the BIA,

Concord and Coromandel. After costs, there will be about $15000 left to be put into a reserve.

Coromandel was quite pleased with the event.

Moving food down and switching back to the silent auction went well. The weather also was not

too hot or cold, leading to more attendees and longer stays. The estimated attendance is over

4,000.

4. Program Committee: Program Committee Update – Mike

Over the last two program committee meetings, they looked at which programs had lower

registration numbers, such as martial arts which decreased due to low demand. The

programming will be done by the professionals, but the staff is open to any feedback.

5. MITP: Music in the Park planning and Marketing Campaign, poster to TMH – Mike

July 18 will have a returning artist, who was a big hit for the Festival and was a huge success in

Music in the Park last year. The youth will be selling food again, to fundraise a bit of money for

them.

6. Policy Manual: MOCA Policy Manual for Board members – Albert

In 2014, a policy manual was revised by Albert because it was not clear what the terms of

references were for a member. This year, we are looking into simplifying it and making it shorter

and relevant to the present. This manual is very important as it would also track all the motions

and how long they would last for.

Our timeline is to finish the project by the end of the year, but we would need collaboration and

feedback from the current board members. Albert will first split up the work to the rest of the

board members. In July, the board will talk about what is expected, then in September, the

members will report back with what they have so that they can look over it and vote (at least

75% is needed) to implement it.

7. Insurance: MOCA Board Insurance Renewal – Albert

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At the end of June, insurance will expire, and so Albert has renewed it. The money will come

from the current budget.

8. APG: APG May Minutes and Delegation Forms – Albert

Parks Board has not quite stated their relationship with the JOA and the community centres.

9. Senior Centre: Killarney Senior Centre Opening June 28 11:30-1:30 – Albert

All board members are invited to the event.

10. Workshop: Jim Diers Workshop – Albert

Albert attended the workshop and found it positive. Jim talked about how to engage the

community and Albert learned about “Bumping Places,” which is when people bump into each

other by coincidence in a community space and engage in conversation.

11. Pre School: Pre School registration issues, change of procedure? – Mike

Mike would like to send this to the program committee and discuss better ways of facilitating

applications and admissions. A reasonable policy is already in place for those who cancel, but

Mike would like to look over it again.

12. Program Committee: Terms of reference for committee participants – Mike

This item was discussed earlier. See #6.

13. Space Policy: Status? – Mike

Tony talked with the staff about the space policy. The staff determined that there should be a

42% discount for the churches and that the churches get grandfathered in since they are year-

round and non-profit.

Mike suggested that discounts could be for registered non-profits. Ad hoc groups would not

count as non-profit. Free space should never be given, except on the day of, which is already

currently in place.

14. Recruitment: New Board members? – Mike

Tony has an email list of 2000 people to update and he could send them an email if they would

like to participate more in the centre. Albert and Mike will draft up an email for Tony. Parents of

preschoolers would be a good target for new board members as well because they are already

committed to the centre and they stay around while the children are being taken care of.

15. Updates – Tony

There have been a few staff changes, such as Anntuaneth going on maternity leave. Right now,

Tony has interviewed a few candidates and has chosen one who will be filling in Anntuaneth’s

role, starting July if all goes well. Debra will also be retiring in September. Ashley is also leaving

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for maternity leave in November and will be filling Debra’s role until then. Tony will be

completing his work at Kitsilano this coming week.

Tony received an email asking to borrow the centre’s parking lot on a Thursday morning to do a

film shoot at the basketball court. After a few discussions, the film crew will be using half the

parking lot from 11am-4pm. A cheque has been received from them and will go into general

revenue.

Tony and Mike had a meeting with the Diabetes Society and a representative for the Society.

The Society said that they will observe the centre and clean up if there is any mess. If there are

any unresolved issues, the project of the clothing bins could be cancelled.

The hot tub will not be used during the summer. A consultation will be held in September to

discuss the spaces and facilities in the centre and discuss who could benefit from them.

Churchill Secondary will be going through a major seismic update starting 2020.

Real Estate Financial Modelling (REFM) has said that the new centre could be downsized. The

pool is a separate item with $15 million allocated. After details are set, the City will do a

consultation with the public regarding whether they would like an indoor or outdoor pool.

Lorna motioned to adjourn the meeting, second by Aimee. All in favour. Meeting adjourned at 8:50pm. Recording Person: _________________ President: ___________________ Next Board Meeting: July 17, 2018, 7:00pm

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MOCA Board of Directors Meeting – Minutes Tuesday, July 17, 2018 – MOCC Social Room – 7:00pm

Members Present: Mike Burdick; Aimee Clare; Albert Leung; Henry Liao; Andy Yuen; Norm Zottenberg Members Regrets: Corinne Kempen; Lorna Brown; Steve Tan; Katelyn Ling Members Absent: N/A Park Board Representative: Sarah Kirby-Yung (Parks Board Liaison and Chair); Tony Syskakis (CRS) Call to Order: Mike called the meeting to order at 7:02pm. Albert moved to approve the agenda, second by Aimee. All in favour and the motion carried. Aimee moved to approve the minutes, second by Albert. All in favour and the motion carried.

1. Program Committee: Report on last meeting – Mike Marie has recently started a giveaway on social media for free hot dogs for Music In Oak Park nights. Mike would like to establish volunteer appreciation night to thank them for their work, and it will be discussed in the future. The fall brochure is in development despite staff changes. There have been last-minute cancellations and therefore refunds which have affected programs and preschool. Mike will soon discuss with Melanie.

2. ANHBC: Case for Support Draft – Albert The Association of Neighbourhood Houses (ANH) is currently going through reconstruction of the old fire hall on 70th Ave. The fire hall, owned and maintained by the City, is scheduled to open in April 2019. MOCA has been interested in forming a partnership with the organization, so that it could reach out to those living south of 70th Ave. A fundraiser or donation for ANH could benefit more people in the community. Tony suggested the board could donate old equipment. It was concluded that ANH could present in the fall about what MOCA could do for their association.

3. MOCA Policy: Policy Update – Albert

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Albert has sent a policy with 7 items out to the board members. Aimee will revise Membership, Mike: Board Organization, Corinne: Committees of the Directors, Andy: Professional Development, Henry: Benefits (Use of Facilities), Norm: Personal Conduct and Lorna: Board Orientation. On September 18, the board members will submit their revisions to Albert and he will integrate all the items. The board will also have to look over motions passed in the last five years.

4. APG Report: Share with Board on last APG meeting at Trout Lake with PB & CCA – Norm

Albert and Norm attended a meeting for the Association of Presidents Group. Parks Board staff attended and encouraged that everyone could work together. The strongest thing that came out was how do we come out as a Parks Board and an association together and creating an advertising system, because there is a disconnect between the public and associations and the public does not know that the board exists for the people. The minutes have not come out yet. Donny interested in co-branding, which is a unique model in North America, but it would be a great opportunity for the community. At the meeting, an issue was brought up regarding principals and turnovers with the Association of School Board. MOCC runs after-school programs in school, but at times there is a conflict over space regarding where programs should be held.

5. Jim Diers: Setup Jim Diers workshop discussion – Albert Albert sent an 80-page PowerPoint and he asked if the board would like to go over those slides to gain a different perspective on community and how we get hold of the community starting from the grassroots level. The discussion will be held in October, to address the needs of the community and what the board can do to assist. This will hopefully encourage the public to provide more input for the community.

6. Renewal: Status of Capital Plan – Mike Recently, Doug has emailed Mike that funds have increased and there will be a board meeting on Thursday to review the budget for 2019-2023 and that $38.6 million has been budgeted for the design and construction of a community centre of 40 000 ft2, excluding a childcare facility which will be 8500 ft2. $50 million has been budgeted as well for the design and construction of the outdoor pool and there will be consultations in the future for the pool. After, the renewal will be handed over to REFM (Real Estate Financial Modeling) for the design.

7. PB Changes: Parks Board Recreation Leadership Team announce changes – Tony There have been changes to new managers and acting supervisors. Recently, the City-Wide Manager Susie was replaced by Erica McDonald. Meanwhile, the Sports and Wellness Supervisor position is vacant. Some people in certain positions, like Arenas and Outdoor Sports Fields, are currently employed temporarily for a year, and may stay if successful. A new position – Community Engagement Manager – has been developed, but Britannia will also be running independently as it is not part of Parks Board. Full details of the changes is in the attached PDF.

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8. PB Update: Regular PB updates Sarah gave a summary of the final summer meetings, with two more in Sept. and Oct. that will be held before the election. A concert was held at Sunset Beach and Sarah is happy it turned out well. There will also be a meeting about Van Play the next Sunday.

9. All-Candidates: Where we are – Albert The plan is currently in limbo. The all-candidates meeting is set to be Sept 9, but the board must abort the plan if there is no response from the candidate by Aug. 9. Kerrisdale and Dunbar had a similar idea, but there has not been anything concrete, meaning that the all-candidates meeting could possibly be held at MOCC.

10. MOCA Changes: Announce two changes in personnel – Albert Tony has a new programming team, including Samia, a youth worker who will work for one year. She is an external hire from Boys and Girls Club and comes from the justice and social work side of youth work, but she wants to become more involved in recreation and empowerment. Tony talked to day camps about litter but did not talk about dangers, such as broken glass and needles. Tuesday prior, Tony picked up needles and drug paraphernalia. Discussions about changes in behaviour and restricting spaces outdoors in the park will be held in the fall. If anyone notices people under trees for a long period of time, please let Tony know. There is an issue with the building right now which is the initial burst of water from the shower being too hot. To avoid possible cases of burn, plumbers came in a few times to change the pumps into lukewarm water. The bill for the kitchen and handwashing sink was higher than the quote and Tony will be negotiating to stick to the original quoted price. Tony has transitioned out of Kitsilano CC, and will be helping Silvia Laforges, the new Supervisor, but will focus primarily on MOCC.

11. Social Media: Status update – Albert There have been minor changes, such as using “association” instead of “CCA.” Here are the statistics before and after Marie worked on social media: Facebook: 106 to 164 likes Instagram: 0 to 457 followers Twitter: 67 to 378 followers A Facebook event has also managed to reach 2816 people and interest 99 people. Her idea is to post as many things first to get interest and she has gotten popular social media presences, such as Marpole Village, Global News, Vancouver is Awesome, Kids Out and About, City of Vancouver, etc., to follow MOCC.

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The board is looking to expand the Minutes taker position to do social media as well. Tony will be collecting information from other CCAs to see who has these positions, whether they range from 10 hours to full time, what kind of job descriptions they have, etc., and pass on the information to the board. For now, the regular PAs could update every one or two weeks part-time in September. Marie could possibly work long distance, but she will be leaving Aug. 9. There were additional work being done by Marie, the significant part is the promotion of Music in Oak Park, which is also a test case for demonstrating the use of social media. The additional time spent comes to about $500. Albert moved to allocate 500 dollars to pay for Marie’s work, second by Mike. All in favour and the motion carried.

12. Aug MIOP: Program & commitments on Aug Music in Oak Park The artist will be confirmed next week – a band was found at Dublin Crossing at Marine Gateway and performs covers and focuses on old and new rock and Celtic music. Ashley will contact them for their availability and their payment.

13. Recruitment: New Board members? – Mike On Aug. 15, there will be a volunteer appreciation specifically for the adult volunteers, including the board. Katelyn decided to go back to school – she will still be part of the board but will not continue as the secretary. Recruitment for new board members is still continuing. Albert motioned to adjourn the meeting, second by Andy. All in favour. Meeting adjourned at 8:55pm. Recording Person: _________________ President: ___________________ Next Board Meeting: September 11, 2018, 7:00pm

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