SCA General Meeting – June 2014 Minutes

General Meeting Minutes

Thursday June 12th, 2014 7:00 – 9:00 PM

Central Memorial Recreation Centre

Present: Lee McIlmoyle, Dawn McIlmoyle, Ben B., Christina B., Kathy Potter, Brenda Millions, Melanie Pothier, Rebecca Doll, Suzanne Brown, Adam Bentley, Matt Grande, Farhina Syed, Diane A., Bill Mehlenbacher, Mike Montreuil, TJ Leach, Mia Robidoux, Mike Case, Fivel Flavour, Joanna Millions, Ralph Meiers, Katherine Dymkowski, Erika Morton

1. 1.      Welcome and Introductions

• Ralph welcomed all to the meeting, began introductions

1. 2.      Agenda review and additions; Minutes review and accept

• Agenda changes/additions included:
  • o Request to move Conflict and Clarify discussion – will be moved after Executive updates
  • o Songs From the Bishop Updates – will be moved after Executive updates
  • o Neighbourhood Action Evaluation Updates
  • ACTION: Mike motioned to approve minutes, Matt seconded

1. 3.      SCA Executive Committee Updates

• Katherine provided an update on financials – spreadsheet was handed out. A few questions were raised for clarification.
• Recouped expenses for this year so we can hold the event for next year
• Creative services question – have a question who receives the funds for the services. Answer was that the person who creates the zine art, will receive the zine creative funds. We are brokering the services. Need to change the wording in the zine to clarify.
• Suggested to put the ad card on the website
• ACTION: Ralph to place the Zine ad card on the website
• Question about Jay Farr Zine funds – are these one time? Clarified that they were for start up
• How often do we see these updates. Suggested to see them monthly. Katherine offered to share update at each meeting.
• ACTION: Katherine will bring one hard copy to each meeting. Members who were interested can request  a copy.

1. 4.      Clarity and Conflict Discussion – Suzanne Brown Updates

• Inter group conflict happening with CPR committee
• City is offering conflict resolution services for free
• Suzanne can facilitate access to services
• Don’t have to commit, will come out for a consultation
• Licensing dept will over costs
• Completely confidential
• Interested to know if they can help groups come up with process for conflict and how to work together/behave within groups
• ACTION: Those interested in the process for conflict resolution to send an email to [email protected]; or Rebecca Doll [email protected]
• Update from Jay Farr re: tiered garden
• Met with the head of engineering  – he can bundle the tender for the bridge and the garden together; will likely go to 2 contractors, or sub contracted out
• Can’t enter into a process for tendering the tiered garden, will not move ahead with the tender due to internal conflict. Requires conflict resolution to move ahead with the garden.

1. 5.      Small Grant Review

• Joanna recapped that we are participating as small grants recipient
• Need to develop a small grant review team
• Members can submit a grant, reviewed by the small grants team who can make recommendations Members will approve grants.
• Joanna reviewed a sample grant; followed by an assessment tool for members to practice
• Communication was sent out via email and website regarding the information

1. 6.      Songs From The Bishop

• A popular community music event that has happened past 3 years at Bishop’s Park
• Will be doing 4 performances this year, during July – Dave Rave, The Tallest Tree, Kyle Pacey, 4^th performer is to be determined
• Set up of events include Adam will bring his own P. Adam and Chris set up every week
• Budget: Will require a budget of $250 for the artists, due to lacking in advertising would like to include printing costs
• SEAT Application confirmation – Neighbourhood Action Strategy covers the Insurance costs
• Adam is looking for support regarding advertising, putting up posters, post cards to the cafes
• ACTION: Future discussion is required regarding whether we can we find other ways to fund the event instead of using SCA funds
• ACTION: Members to contact Adam if they want to help out
• ACTION: Lee moved motion to fund SFTB for up to $400, which would include $300 for singers honorariums, plus $100 for printing 16 voted in favour

1. 7.      Values Completion

• Reviewed list of values that were created by

i.     Collaboration

ii.     Engagement

iii.     Respect

iv.     Trust

v.     transparency

vi.     inclusiveness

• were all agreed upon to be the SCA values
• ACTION: new SCA values will be posted and shared

1. 8.      Executive Discussion – Roles and Leadership

• Discussion deferred due to timing

1. 9.      Constitution Update

• Would like to propose to have SCA meetings in the summer months
• Question raised by the group, do we have a separate meeting to go through the constitution?
• All agreed Constitution is important enough to warrant another whole meeting
• Sunday August the 24th afternoon from 12 – 1  1 – 5 PM with Renee Wetselaar (SPRC) to facilitate
• ACTION: Lee moved motion to hold summer meeting on constitution, Ralph seconded; 15 voted in favour
• ACTION: Erika to follow up with the rec centre for space for the meeting, in the bigger room

1. 10.   Action Plan & Committee Updates  – Committee Chairs/Spokesperson

• CPR (Civic Square, Carter Park, Recreation Centre) No updates
• 467 Charlton Ave No updates
• SCA Events – Songs from the Bishop, Yard Sale, Picnic No updates
• Adopt A Park/Team Up to Clean UP No updates
• StinZine No updates
• Rail Trail No updates
• Safe Streets No updates
• PBW2 (Participatory Budgeting Ward 2) No updates

 

1. 11.   Neighbourhood Action Evaluation Update – Melanie Poithier

• Would like to have a focus group discussion
• Doing one with all the neighbourhoods
• Can we tag onto the front of a meeting; or can do on a separate date
• Can arrange child minding
• Will host the focus group the August meeting at 6:30, Thursday the 14^th
• Will meet until 9 PM
• ACTION: Focus Group for Neighbourhood Action Evaluation with SCA to be on Thursday August 14^th 6:30 PM. Erika to follow up with Central Rec centre to confirm room booking

 

1. 12.   Next Meeting, Wrap Up

• All were thanked for attending the meeting!