CPCA Conference Call Board meeting Minutes, May 24, 2015 10a.m.
All members of the board present, Minutes taken by Carleen
Garry called meeting to order
Security; Bonnie confirmed we had budgeted $8,000 for security. Since fence is not going up it is necessary to secure beach for this summer. Paul spoke to Valley Hawk security regarding night security for beach, they quoted him $4119 for 3 days in June, six days in July, 3 days Aug. Shifts are currently scheduled for xxx – xxx., all shifts at $23/hr. The Board discussed this schedule and would like to see if they can cover all Friday and Saturday nights during summer as well as Sunday’s of the long weekends. As well, the board determined spot security for daytime weekdays and weekends was prudent, from approximately xxx – xxx. Paul and Garry agreed to oversee this with Valley Hawk to see what they can cover, and what they can’t cover, perhaps Brett or Garrett Merz can fill in here and there. Bonnie agreed to update membership list throughout summer and supply to Chris Rae, and have available for the daytime security guard.
Beach Cleanup; Beach cleanup will begin at 10a.m. on July 11. Glen will post sign on bulletin board. Jim offered to bring the refreshments paid for by the CPCA.
Co-ordination for Keys; Val retains the keys and has approximately 10 left, Carleen will look into ordering more.
Protocol; Garry suggested the board not use “reply all” in response to issues, as the amount of emails this produces becomes too cumbersome. Issues are dealt with in a timely manner and replying just to Garry simplifies the process.
Suggestion/complaint start date: Val has posted a link to the suggestion form on the home page of the website. Going forward it is important for the board members to inform anyone addressing them personally to fill out the form and the board will deal with it accordingly. Bruce will bring suggestions to future meetings, and/or inform board of urgent matters in a timely manner. Garry suggested we all start encouraging members to use the process right away.
Phase 1, beach rights legal opinion: Garry offered to get an opinion of this matter from a lawyer, all agreed this would be helpful before the AGM.
Beach Access Steering Committee: It was decided by the board that the Goals and Objectives should be set by the board for the steering committee. Goals agreed upon were to reduce non CPCA member access and crossing liability for the 2 CPR railway crossings in Columere Park as well as providing mechanisms for protection of life and the reduction of late night noise, vandalism, parties and damage to infrastructure in the designated beach area. Security cost should be reduced or eliminated. Objectives; to determine and cost out effective sustainable and practical solutions for long term reduced exposure and risk while still preserving CPR crossing privileges and beach access for our paid CPCA members. The report should be presented to the board by August 1st, 2015.
- The criteria for evaluating include; effectiveness, cost estimates, labour requirements to manage, and future maintenance requirements.
Other Items; Garry suggested Glen, and others, attempt to put word out for board candidates, as there may be 4 board members stepping down at AGM.
Next Meeting: Garry determined next meeting will be sometime in July, he will come up with some dates and send out an email soon.
Meeting adjourned at 10:56