Kiwanis Club of Orleans - Minutes of Meeting of January 9, 2018
Attendees: Amanda Hebert, Bill Cowperthwaite, Cyan Shields, Darlene Hebert, Harley Bloom, Jacques Bedard, Jason Richards, Jo-Anne Tufts, Julien Duguay, Laurie Bloom, Loretta Chow, Seeba Ally, Stephen Sheel, Ted O'Connor, Zybina Richards, Special Guest: Mr. Walter Noble (Executive Director, Children's Aid Foundation)
Regrets: Adam Polka, Carrie Snider, Claude Nobert, Jean-Marc Vinette, Jeff Champagne, Joanne Villeneuve, Laurie Poulin, Matthew Vincent, Nadine Vinette, Natalie Fournier, Robert Paiement, Samantha Sheel
Welcome - Darlene welcomed all members to the first meeting of 2018 and introduced Mr. Walter Noble of the Children's Aid Foundation as our special guest to the meeting.
Approval of the Proposed Meeting Agenda - A motion to approve the agenda was moved by Zybina and seconded by Bill. The agenda was approved.
Approval of the Minutes of the November 14, 2017 Meeting - A motion to approve the November 2017 meeting minutes was moved by Jacques and seconded by Laurie. The minutes were approved, with a minor revision to the date for the Parade of Lights (December 2, 2017).
Mr. Walter Noble, Executive Director, Children's Aid Foundation (CAF) of Ottawa
Walter Noble has been a regular guest at club meetings, as Kiwanis Orleans has been a long-time supporter of the Foundation and the important work that it conducts with children, youth and their families in our community. The CAF believes that all children and youth deserve an equal chance of growing into healthy and successful adults. The Foundation is a funding arm of the Children's Aid Society of Ottawa and funds programs with this goal in mind. The programs offered provide children, youth and their families with opportunities to empower themselves and to reach their full potential.
Mr. Noble thanked the club for inviting him to the meeting and he took this opportunity to discuss the World Trivia Night recently held (November 2017), in which a club team participated. He also wanted to to reflect on how the CAF utilized the funding provided by our club in 2017 to enrich the the lives of several kids and youth in our community. World Trivia Night is a major fundraiser for the CAF and this event was originally conceived and operated by our club, which has continued its support to this event as a partner with the CAF, for the goals of the Foundation align perfectly with the mission of Kiwanis to support the development of children and youth in our community.
The CAF focuses on two areas to try to prevent kids from coming into care of the Children's Aid Society: i) by stemming crisis situations in families and offering relief for kids in disadvantaged environments by offering them enrichment opportunities (e.g participation in sports, social and cultural activities and programs like summer camps) that may be commonplace to you or I, but which would otherwise not be within the limited means of families under duress; and ii) by offering educational opportunities to youth to enable them to realize their full potential and open doors to a better future.
Mr. Noble noted that funding provided by the club in 2017 allowed 20 kids to enjoy the experience of participating in a summer camp program. He described how the kids who were afforded this opportunity thoroughly enjoyed the experience, as it did wonders in building their self-esteem and confidence and imparted important life skills. He thanked the club for its continuing support and appreciated that our team participated in the World Trivia event in November which raised $50,000 for the Foundation.
Mr. Noble then presented Harley with a cheque for $5,000 in appreciation of the club's support for Trivia Night and the Foundation. In turn, for the excellent work done by the Foundation in supporting kids and youth, Darlene reciprocated and presented a cheque from the club to Mr. Noble and the CAF in the amount of $5,000.
This portion of the agenda discusses the recent activities of club committees and the outcome of programs recently conducted.
Ways and Means Committee - Report deferred to next meeting.
Public Relations Committee - Update to be provided at the next club meeting.
Finance Committee - Jacques reported on a recent meeting of the Finance Committee held on December 9, 2017, which was attended by Darlene, Stephen and himself. Seeba was unable to make the meeting, but Harley was a guest to assist the committee in reviewing the club's financial statements.
The committee had a number of discussion items to consider. These were:
establishing a coming year budget for the Ways and Means Committee;
identifying coming year reserves for the Tent Program;
establishing coming year reserves for the Skreamers; and
developing updated terms of reference to define the mandate of the committee.
The committee discussed the budgets and reserves noted above and reached agreements on the allocations for the coming year. These budgetary amounts will be shared with the lead club members for the respective committees or leads for these programs.
The terms of reference for the committee shape its mission and include:
overseeing the establishment of annual financial plans;
assisting the Club, through the Executive Committee, to implement the financial plans;
reporting to club members on the activities of the committee;
soliciting support from club members regarding fundraising activities, and
providing the club with direction on financial policy and procedures.
There was a discussion regarding the proposal for Canada Day 2018. The Finance Committee will give the Ways and Means Committee its budgetary amount. It will be up to Ways and Means Committee to present the proposed Canada Day budget and how much financial support they request from the club, and get the club approval/ vote to spend the requested monies.
World Trivia Night - Further to Walter Noble's presentation, Loretta spoke of how the club entered a 9-person team in the November 2017 World Trivia Night at the EY Centre. There were some 1500 participants and everyone had a very enjoyable evening (even if there were a few damns, we should have got that one!!!). We look forward to going back for the 2018 event.
Aktion Club - Joanne offered a quick report in absentia, on the December meeting held in centretown. This meeting was organized by the Ottawa Kiwanis club and although our club did not participate, it did offer up a few prizes for special needs adults attending this Christmas meeting. The next meeting is to be held at the end of January and Joanne will send out a notice to elicit the support of club members.
Santa Claus Parade of Lights - Although Matthew was unable to attend the meeting he prepared a report on how the Parade festivities went. Proulx Farm lent the club a wagon to serve as the club float in the parade. Matthew coordinated a team of volunteers to decorate the float at Dymon Storage, complete with party lights and a sound system. Jeff Champagne pulled the wagon with his truck and 5,000 pieces of candy and treats were distributed to kids along the parade route. Many thanks to Jeff for the use of his vehicle and to Caleb and Cyan for their help with cleanup after the parade. Thank you to all who assisted for a job well done.
Firefighters Food Drive - Amanda gave a brief report on the Firefighters Food Drive for the Orleans Cumberland Resource Centre Foodbank. A team of club members and family joined with other volunteers to sort a record volume of foodstuffs to stock the Foodbank shelves for many months ahead. The food products also helped to make the holiday season a little brighter for those in need. Kudos to the club team who rifled through a storm of black bins every time another Fire Department vehicle arrived with another load. This event was a big success. The firefighters do a tremendous job putting in a long but very special day to collect food donations from a very generous community so that the Foodbank can offer food and sustenance to the needy. A feel good event for all who helped out and thank you to Amanda for coordinating our team.
Pyjama Project - Zybina noted how appreciative the young mothers at the Youville Centre were of the pyjama gifts sets provided to them and their babies by the club. This event is a great cause and serves as a highlight to the holiday season at the Youville Centre. This year's event also featured an afternoon movie with cookies and hot chocolate. Gifts were supplied to nearly 60 families and there may be some photos provided later of the festivities from this special day.
Skreamers Update - Harley and Darlene recently met with the Proulx family to discuss the 2017 Skreamers season and they signed a contract for the continuance of the program at this site in 2018. The Proulxs did have some concerns regarding safety violations and safety issues and it is proposed to reduce any potential liability issues by developing a crisis management plan and guidelines for the 2018 version of Skreamers. It is proposed to establish a team to develop such a plan and Stephen, Harley and Cyan expressed interest in being part of this team.
Membership Committee - Stephen advised that Kiwanis name badges have been ordered for new and prospective members who do not yet have one.
Stephen also raised the issue of police checks for club members, as such checks should be conducted to safeguard the interests of both individuals and our club in respect to the interactions that we have with youth in the conduct of our club activities. There are two issues involved in how the club addresses the issue of these checks: i) how to ensure members secure such checks and how the club maintains records related to the checks; and ii) the period of validity for the checks that should be reasonable to safeguard interests and avoid any liabilities. Although there was discussion on this matter, there is a need to fine tune the club's approach to police checks and Stephen volunteered to lead a group to recommend options.
Tent Program - No Report
Christmas Social Evening - Everyone who attended the holiday social dinner for the club held at the Revera Portabello seniors residence thoroughly enjoyed a great meal and desserts prepared by Dana, Laurie and Harley's daughter. Zybina and Loretta did a great job organizing this event and a thank you to Harley and Jo-Anne for assisting with the setup.
Officials at the Revera residence waived the room rental costs in lieu of the club holding a singalong of Christmas songs for residents. A team of club members hosted this night on December 19, 2017, serenading the seniors with Christmas carol favourites, accompanied by Jeff on guitar. The residents who attended joined in a very warm and happy event and enjoyed cookies and hot chocolate. Thank you to Zybina's family and Jessica, Jason's wife, for the baked goods. Thank you to Bill for reciting the classic, A Night Before Christmas.
Club members agreed that the residence room and facilities were very good and could be a possible site for other club sponsored events (e.g. A Trivia Night).
Eastern Canada and the Caribbean (ECC) Convention 2018
The ECC sector of Kiwanis will hold its annual convention in Montego Bay, Jamaica on May 17-19, 2018. It is proposed that the club President and Vice President represent our group at this event. There was a discussion and a number of motions made supporting the attendance of our reps to the convention. Given the airfare, accommodation and convention registration fees, the final vote was to support our attendees with funding of up to $3,000 per person or a total expenditure of up to $6,000 to have our club President and Vic President attend the convention.
Canada Day 2018 - Zybina advised that an application has been made to authorities at Heritage Canada for a grant of $18,000 to support the continuance of Canada Day celebrations at Petrie Island in 2018. Zybina provided additional information on the legacy of Canada Day celebrations in Orleans to support the funding application and address questions in support of our submission. The club organizing committee will await a decision on their funding application.
She discussed the challenges that this event faced in 2017 before the successful event was staged at Petrie Island and noted the event could not have been staged without the financial support from the club and the dedicated efforts of club volunteers. Once again, the organizing committee will seek out sponsorships from elected officials and local businesses to offset expenses to stage this event but club support will again be key for a 2018 venture.
As noted above, funding for Canada Day is to be found within the budget of the Ways and Means Committee as per a decision by the Finance Committee. There are a number of concerns regarding the 2018 proposal in terms of the viability of financially sustaining this event on a year-to-year basis within the budgetary allocations of the club, and still having the flexibility to address other needs within the community. Bill will try and canvass other local Kiwanis clubs to see how they fund and plan for the continuance of events that they stage on an annual basis. There will be more dialogue to come on this project.
Happy Dollars and 50/50 Draw - Members shared happy events in their lives and the meeting was adjourned.
TOC - 17/1/18