Community Association Board Meeting Agenda – February 28

Agenda

Champlain Park Community Association (CPCA) Board Meeting

Wednesday February 28, 2024
7:00 PM via Google Meet
Everybody Welcome

Preamble: This meeting is an orientation session to start off the new year, to welcome, and introduce everyone to each other and to the community members who may be in attendance.

We will cover a number of items related to how CPCA conducts business, protects the public and volunteers through insurance, incorporation and risk management, and our duties as a corporate non-profit. Members of the community are welcome.

You will learn more about these essential business topics that support our other activities like our Social activities (Rink, Halloween, Winter Carnival, Holiday Sleigh Ride etc.), Beautifying our community through Planting, Community Clean-Up and Participation in many Municipal Issues. These business elements are essential to CPCA retaining its corporate status and to remaining in good standing with the City and other external organizations.

Board meetings will have an open session for community residents to observe business discussions. Non board community members will also be invited to participate at certain times by the chair and there will be “in camera” topics for the board members only. Please contact the secretary via champlainpark@gmail.com to request a link to join the meeting.

(Agenda Items are 5 Minutes unless otherwise specified)

  1. Approval of minutes from AGM, and January 9th board meeting – Liz
  2. Report of interim motions – all
  3. Secretary role: (10 minutes Sarah. Decisions)
    1. Doodle poll – Should we continue to use Doodle polls to find meeting dates?
    2. Meeting minutes – Do we want to make the minutes less detailed? Should members use suggested edits to contribute details and corrections ?
    3. Role based email addresses – CPCA has google accounts that are assigned to each board member, with an email address and google drive they can use. Should new members continue to be assigned these (as they have only been used by a few members eg. finance/membership that requires a dedicated email address for e-transfer)?
  4. Introduction to the CPCA Board: (20-25 minutes depending on questions/discussion Lynne. Information, 1 vote)
    1. Round table introductions: roles (continuing members), roles/tasks of interest (new members)
    2. Motion to appoint a new board member (vote)
    3. CPCA board process:
      • facilitating good decision-making practices (Nick)
      • CPP (Community Project Proposal) process (Lynne): includes sending event/project description to insurance company in advance for approval; safety measures where applicable, permits required; requested funds; evaluate adherence to contracts where applicable; google forms motion vote by board for final approval
    4. Finances:
      • Activity/Event budgets are requested in advance via CPP process;
      • two bank signatories required to pay invoices/requests for reimbursement;
      • routine/required expenses in the Open/Accountable category such as insurance, Speaker/website, incorporation updates are paid without board vote;
      • categories are determined by Community plan; any new expenditure category to be approved by board;
      • Finance committee can consider payment of small routine items (suggest under $100 eg brooms for fieldhouse) without full board vote; any questionable requests to be referred back to board
      • Routine Rink Expenses (eg gas) paid without motion from Rink Grant
    5. CPCA Community Plan: defines areas of operation https://champlainpark.org/champlain-park-community-association-cpca-community-plan/
    6. Good Governance Practices We will discuss in more detail as we revise our By-Laws (formerly called Constitution) to comply with revised legislation Ontario Not for Profit Corporations Act (ONCA)
    7. How CPCA protects volunteers and community members: “Risk Management”
      • Incorporation
      • Insurance: Commercial General Liability, Directors and Officers, Rink Liability and Accident Insurance
      • Fieldhouse has risk management process in place; covered by our CGL insurance
      • CPP process includes risk management variables
    8. CPCA Correspondence and Advertising:
      • We have letterhead with header, and another one with header and logo (see google drive)
      • Some members have “delegated authority” to write letters on “specialty topics” they are following with a lot of detail eg Planning and Zoning, Committee of Adjustment/Planning Committee, FCA Insurance working group etc.; will inform board of issues in advance/distribute the correspondence for information
      • For letters on special topics or K9 letters or advertising (eg garage sale), board approval should be sought before signing on
      • FCA takes votes at General Meetings, often on topics that have been studied by their sub-committees; person attending should check in with the board or members who have been attending the sub-committee meetings when motions are to be tabled and voted on
    9. Suggested Email protocols: ongoing issue has been “too much email”
      • suggest use email for 1) Information items 2) some types of VOTE (eg CPP project)
      • anything that requires longer discussion should go on the next meeting agenda (except for time sensitive items between meetings).
      • email “tone” should be business/professional; controversial items should be discussed at a meeting
    10. Email Addresses and Names on the Website: What information do people want displayed publicly.
  5. Meeting Platform (Alex 10 minutes Decision): Professional version of Google Meet has been used for Board Meetings for several years; When to use Hybrid
  6. Reinvestment of GIC’s
  7. Other Business
  8. Next Meeting

Agenda last updated at 12:57 on Febuary 17. Contact the secretary to add topics.