Bare Oaks Bare Oaks Social Committee
Minutes
April 18, 2009
Members
Present:
Don
Dorothy
Heather
Kim
Paul
Rainy
Stony
Suzy
Regrets:
Greg
Stephane (Ex-Officio)

Call to Order and Welcome
Meeting Called to Order at 11:00 am.

Chair's Remarks
Heather was Chair for this meeting as Greg sent his regrets.

Conflict of Interest
This item was held over until later in the meeting.


Secretary's Report
Rainy presented the minutes of March 14th 2009 meeting.
Motion: "The Minutes of the Marth 14th 2009 be accepted as presented."
Made By Rainy, Seconded by Dorothy. Carried

Treasurer's Report
Treasurer's Report is tabled.  Kim will send email the report to BOSC April 20th 2009.
Action Item: Kim to email Treasurer's report Monday April 20th 2009.

Reports of Other Committee Members

Suzy (Youth Activity Coordinator) reported that there were no demographics of Youth at the Park.  There doesn't seem to be a lot of youth visiting the Park.  This is causing the kick start of youth program very difficult.  Posters will be distributed asking for input from the members.  Perhaps getting them involved in ongoing activities.

There are a lot of dogs in the Park. Suzy would like to expand her responsibilities to include activities for "four legged friends".  Suzy will submit a proposal to BOSC at the next meeting.  Suzy is also communicating with Karen Grant of the FCN about youth activities.
Action Item: Suzy to submit dog activity proposal at next meeting.

Don (Outside Entertainment Coordinator) is hoping to put together a comedy night.  More information to follow.
Action Item: Don to coordinate a comedy night.

Stony (Volunteer Coordinator) has concerns about getting volunteers.  Suzy will make posters/flyers asking for people to volunteer for BOSC events.  Everyone on BOSC should approach people asking them to volunteer and refer to Stony to be added to a Master List of Volunteers.
Action Item: BOSC is to canvass Park members for Volunteer List.

Recent Events
St. Patrick's Dinner/Dance was attended by 44 people.  Everyone had a good time.  Thank you 4M's great job as always.

Old Business
None


New Business
Bylaws - Heather thought having Bylaws is too formal and suggested using Guidelines and Procedures.  This would be a "living document".
Motion: "Introduce a set of BOSC guidelines as a living document to be amended by BOSC as required."
Made By Paul, Seconded by Dorothy. Carried

Action Item: Kim volunteered to draft BOSC guidelines. Heather will send her a template.  Paul will work with Kim.

BOSC Members Attendance - Suggested that if a BOSC member misses three meetings in a row without a valid reason will lose BOSC position.  This will give BOSC the ability to remove a member who is no longer interested or not involved.

Motion: "To include in the BOSC guidelines the requirement that if a committee member is absent for three consecutive meetings the committee must review on the 3rd meeting the absences.  The committee member will lose seat or be excused for the absences."
Made By Paul, Seconded by Kim. Carried

How Motions Are Handled By BOSC - Items that require a vote will follow the procedure outlined below:
Chair introduces topic (motion)
The topic receives a First and Seconder.
Controlled discussion with no doubts about what the motion is.  This allows flexibility in the discussions.

Motion: "The BOSC guidelines will include the above procedure."
Made By Paul, Seconded by Kim. Carried
 

General Discussion:
Heather would like the Chair to put out a call for Agenda Items.  Procedures for Chairing a meeting should be added to BOSC guidelines.  Also Orientation guidelines should be included.
Action Item: Chair to call for agenda items at least two weeks before meeting.  Responses are to be back to Chair within one week.

Agenda Suggestions Discussions
Propose that Approval of Agenda and Declaration of Conflict be added to Agenda.  Thereby they will be in the minutes.
Adoption of Minutes instead of Secretary's Report.
Add Action Items to Agenda.
To make the agenda more standard a template should be used with the same items always on it and add motions to bottom of Agenda.
Number the items on the Agenda to allow the motions at bottom of Agenda to be referenced.

Motion: "Amend Agenda to include Approval of Agenda and declaration of Conflict of Interest."
Made By Paul, Seconded by Rainy. Carried

Motion: "Change Secretary's Report to Adoption of Minutes to include Business Arising which is the Action Items from previous meetings."
Made By Paul, Seconded by Suzy. Carried

Motion: "Craft a template for the Agenda that includes numbering items which allows for the motions at the bottom of the Agenda to be referenced."
Made By Paul, Seconded by Kim. Carried

Action Item: Heather will craft the template and send it to Rainy.
 

Don would like to see a value put on DJ's who are providing a service.  Don will submit guidelines for the next meeting.

Action Item: Don to provide entertainment guidelines to BOSC at next meeting.

Kim wants to do aquatic fitness classes every morning.  This is not considered an event.  Approval from Park Management is required.  No BOSC approval is required.

Heather stated we have no provision of overlapping so that the term is actually 16 months rather than 12.  Also succession of Executive Positions needs to be addressed.  Everyone is to consider this.  BOSC will revisit this at the next meeting.

Action Item: Heather will draft a meeting manual for orientation.

 

Next Meeting
Saturday May 16th, 2009 at 11 am - Teleconference is available.

Future Meetings
June 20th, 2009 11:00 am
July 18th, 2009 11:00 am
August 15th, 2009 11:00 am
September 5th 2009 11:00 am

Adjourn Meeting
Motion: "To close meeting"
Made by Suzy.  Seconded by Don. Carried
 
Summary of Action Items
  1. Action Item: Kim to email Treasurer's report Monday April 20th 2009.
  2. Action Item: Suzy to submit dog activity proposal at next meeting.
  3. Action Item: Don to coordinate a comedy night.
  4. Action Item: BOSC is to canvass Park members for Volunteer List.
  5. Action Item: Kim volunteered to draft BOSC guidelines.  Heather will send her a template.  Paul will work with Kim.
  6. Action Item: Chair to call for agenda items at least two weeks before meeting.  Responses are to be back to Chair within one week.
  7. Action Item: Heather will craft the template and send it to Rainy.
  8. Action Item: Don to provide entertainment guidelines to BOSC at next meeting.
  9. Action Item: Heather will draft a meeting manual for orientation.

 


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