Recreation Committee Meeting

CMHLG Board Room

April 22, 2013, Noon

Mission: Making Play Possible of Leads and Grenville facilitates access to recreational activities for children and youth of Leeds-Grenville, so that they will grow up physically and mentally strong.

Present: Catherine Deplaedt, Marg Fancy, Krista Gill, Beth Steele, Christine Cullum, Joanne Desmoureux, Lorena Crosbie, Kevin Kapler, Beth Kent

Regrets: Randy Hopkins, John LeVatte, Keith McPhee, Lois Dewey, Sue Dunfield, Suzanne Rivard

Correspondence

2 month Leave of Absence Requests received from:

Randy Hopkins

John LeVatte

Keith McPhee

Committee Chair/Co-Chair

  • This Meeting
  • Future Meetings
  • The perception would be a concern that there would be a negative perspective on a fledging committee
  • Consensus that while unsuccessful candidates will be valued when they return to the committee that it would be potentially seen as a conflict of interest to have unsuccessful candidates act as chair.

Co-chair self-nomination –

  • Catherine
  • looking to engage who is here and what role members of the committee can provide
  • aim to get some things completed in the next year – will let her name stand
  • Lived in Brockville for 4 years
  • Krista
  • has written grants, and has a fundraising background.
  • Dedicated to networking and moving the program forward. Corporate networking etc.
  • One-year position
  • Contribute and add something for a year and then in a year re-evaluate the situation
  • Potential situation to have co-chairs with one that graduates off and another enters

Krista and Catherine has accepted the co-chair position for a one year term to be re-evaluated in April 2014.

Trillium Grant

Grant Review, targets, reporting and requirements

  • A copy of the letter of agreement is attached along with a copy of the originally submitted work plan
  • Reporting and targets will have to be managed by the sustainability contractor with updates at each of the committee meetings
  • Tracking tools will be used to track throughout the process to ensure material is captured for final reports
  • Donor Database
  • Should capture both who gives and who doesn’t, the reasons for not giving and if there is potential to give next year. Web-based? Names, Addresses, # of Years

Supervision of Sustainability Contractor

  • There is a need to have a sustainability contractor who is self-directed
  • The committee as a whole will need to be aware of the targets and the sustainability contractor will have to respond to these targets at each of the meetings

Tracking Tools – drafts developed by Margaret Fancy and Beth Kent

  • The client database will capture most of the data for the Coordinator targets
  • The contractor will have to develop a set of tools to capture in kind donations, requests, donations and giving

Interview questions

  • Sueling for questions on fundraising
  • Marg for collaboration and contractor self-run questions
  • Interview panel, Marg Fancy, Kevin Kapler, Krista Gill and Catherine Deplaedt

Champion for Kids – on a future meeting

Guidelines Committee

Update from Beth Steele

  • Guidelines rather than P&Ps
  • Making sure we are in-line with Mission Vision Principles
  • Is the school soccer/dance program fitting
  • Sue has never really turned down people
  • The timing of the invoice and the need for having it flipped
  • Issues that Sue faces
  • Competitive levels
  • Documents attached

Next Steps

  • Might not have Sue at every meeting
  • Check to see if there is any additional information
  • Summer launch to use in September

Additions - none

Next Meeting Dates: Tuesday May 14, 2013 (Noon) June 17, 2013 (Noon)