ANNUAL GENERAL MEETING REPORT 2017-18President’s Report
by Julian Ayers
This past year has seen several important capital projects reach completion at Mansons Hall.
The Emergency Power Project involved extensive re-wiring of the Hall and installation of a 35kw propane-fired generator to provide complete operations of the Hall during power outages.
The Access Project saw the removal of old crumbling sidewalks and replacement of gravel at the main entry with an at-grade brick patio, and a new roof constructed to provide a dry zone around the entry.
The main kitchen’s renovation project, completed the previous year, has finally re-opened and is now serving the community on Thursdays and Fridays. After leaking for many years, we were able to replace the main hall and playschool roofs with durable metal.
All of these projects were funded through donations, gifts and grants, at no cost to the taxpayers of Cortes. The Board is grateful for the outstanding support from the community and agencies for the continued upgrading of this essential island resource.
Last fall the SCCA released extensive documentation on-line, including our financial statements and detailed explanations of how the Community Center funds and manages the services and facilities, so that islanders would be better informed as we debated the issue of funding community halls through a Service Tax. Our Community Center now exceeds a million dollars in assets, and the Board and Members remain firm in our commitment to an open democratic vote to determine if Islanders wish to provide and secure long-term stable funding of basic operations.
This past year the Board reduced hours and service levels to a minimum, and has carefully managed our limited financial resources to “break-even”. The resolution of the Service Tax issue will determine if the Community Center continues at current levels of reduced services, or is in a position to expand operations to meet the needs of a growing community.
If basic operations are funded we will be able to expand Playschool, and we are currently investigating the potential for Daycare. Office hours will increase back to 3 days per week, and programs will be expanded. Many small maintenance issues that currently go un-repaired or receive temporary fixes will be permanently repaired.
Capital improvements that we have been unable to afford, or find financing for can be slowly improved, for example replacing old single-glazed windows with energy-efficient double-glazed windows that open, to help cool the building in hot weather. The hallway floors need to be replaced, as does the wooden dance-floor in the main hall.
The building is heavily used and required continuous upkeep, and it all costs money we don’t have.
This year’s Board is: President Julian Ayers, Vice President Myrna Kerr, Treasurer Calli Waddell , Playschool Coordinator Christina MacWilliam, and member-at-large Andy Vine. The Board welcomes new Member Zoe Wimbush.
Finally, the Board would like to appeal to the younger generations to step forward and help our Hall by volunteering to join the Board. The current Board members are all “Seniors” and retired, some of us have been sitting on the Board for decades. In the next few years the Oldsters will be stepping down, and the time has come to pass the torch to the next generation! SCCA Treasurers Report
by Calli Waddell
Full copies of the SCCA Financials are posted on Tideline. Here’s a summary of the most important information:
For the first time the value of the Community Association’s assets now exceeds a million dollars, thanks to the Boards efforts over many years to find grants from foundations, businesses and government agencies, and the generous donations of islanders. Mansons Hall Community Center has been gradually renovated and improved, and is in great shape, although much is left to be done as the building continues to age.
This remarkable facility, and the services offered has been funded without taxpayer dollars, but as everyone knows the SCCA struggles to pay its basic operating costs and keep the doors open.
The Profit and Loss Statement shows the SCCA breaking even this past year, with a small operating surplus. Each program and the building have a small contingency fund. This meant we haven’t had to make an urgent appeal to cover costs, thanks to careful financial management and reduced hours of operation. That’s the good news.
The bad news is that there is no capital contingency fund and services have been scaled back. The building requires constant upkeep, and fortunately this year there were no major expenditures for maintenance.
The Board thanks the community for your ongoing support as we continue to do our best to keep the Community Center functioning.Full Time Employee Equivalent Report
by Myrna Kerr
The Southern Cortes Community Association was faced with serious financial limitations over the past two years for administration responsibilities. The SCCA Board was faced with the necessity of closing the Mansons Hall office and reducing both the hours worked and the number of staff in order to prioritize provincial and federal regulatory requirements for a nonprofit and charitable society.
The SCCA Society is meeting all their legal requirements but not with enough funding for staff to offer the level of community support that was available in the past!
Some members of the community have asked why we have “so many employees” when we have no funds?
The SCCA staff now number six part time employees, two for the Playschool/Parents and Tots program, three carrying the Mansons Hall Administration and Program responsibilities and one in Janitorial.
Using the standard of a 35 hour week, the total SCCA staffing is at 1.44 FTE's for these six employees.
Administration has three part time employees and carry out all the responsibilities of keeping the Mansons Community Hall operating. These duties are now equivalent to just one employee working slightly over half time or at .61 of a full time employee.
The Playschool/Parents and Tots program, two employees, operates with .64, just over a one half of a position, and Janitorial duties are at .19 of a full time position.
In summary, it may look like we have a lot of employees, but to run everything including playschool, we only have the equivalent of 1.5 full time employees per week.Cortes Playschool Report
by Christina MacWilliam
Every Tuesday and Thursday mornings from 9-1 we have 12 children in our Play School, ranging from 2.5 - 5 years of age. Seven of these children will be moving on to kindergarten in the coming school year.
Our lead teacher is Jen Stevens, and her assistant is Hayley Newell. Jen left on medical leave in March, and Hayley took over as lead teacher with Catriona Vega coming on as her assistant to finish out the school year. I am available to Hayley for consultation and support.
Mary Lavelle is manager of care, and does the administration for the play school. Our play school is Waldorf inspired. The children spend a lot of time outside, in both free play and structured active play. (continued on page 3) Playschool Report
The Parents and Tots program falls under the play school funding umbrella, and gaming money is used to fund this vital community service. Hayley Newell was the coordinator of Parents and Tots until March, this role is now shared by Mark and Mary.
This spring, with the passing of former playschool teacher Paola Filippin, a playschool legacy fund was established, as one of Paola’s last wishes. To date the donations to the fund total $1295.00. We are still receiving donations, and hope to continue this legacy fund. There is an intention to use this money for Playschool supplies and improvements to the garden. We are adding some netting and a small irrigation system so that the children can have a vegetable and flower garden each year.
Even with the staffing changes this year, the Playschool program remains vibrant and healthy. The financial statements for the past three years are attached to the Tideline posting of this report. What does the Hall Manager do?
By Mary Lavelle
The manager’s job includes maintaining the building and grounds, as well as managing rentals, tenants, events and programs.
The manager is the contact person for VIHA for the water system, the licensed preschool and both certified kitchens.
The manager oversees all staff and contractors, and manages the emergency power system, the water system, the septic system, the fire system, and the kitchens.
Other duties include board support, preparing the AGM, taking minutes, filing annual reports, and working closely with the bookkeeper to ensure the accounting is up to date and correct.
The manager helps organize yearly events like Cortes Day and the Christmas market.
All year round, the manager insures water testing and reporting are done, orders supplies and answers email and phone queries and connects people with services,
The Hall Manager is also the manager of the Cortes Island Playschool, the Summer Youth Recreation Program and Parents and Tots. We also maintain the playground and manage the Skatepark.
The manager’s administrative duties include booking the hall, invoicing, running programs, and looking after tenants needs. The manager does the basic accounting, payroll and banking. The manager writes grants and final reports.
Basically, the manager takes care of anything and everything that needs to be done in and around the hall.Tax Support for Community Halls Referendum Update
On Wednesday June 20th, the SRD Board passed “Option 1” of the Staff Report:
Hold a non-binding referendum in conjunction with the October 20, 2018 local government elections to gauge the level of support or opposition to a community hall service. If a large majority supports a community hall service: introduce a service establishing bylaw to the Regional Board for first, second and third reading; obtain approval from the Inspector of Municipalities; and proceed with holding a binding referendum in 2019. Prior to the non-binding referendum, host a public information meeting to answer any questions regarding the proposed community hail service.
The full text of the Staff Report, and SRD Minutes of the Board meeting, is attached to this posting on Tideline. https://agenda.strathconard.ca/public/minutes.asp?id=81&AgendaType=1&MeetingDate=6/20/2018&MeetingType=52https://agenda.strathconard.ca/SRDAttachments/SRDBoard/Open/BRD/20-Jun-18/20180615-Cortes-Island-Community-Hall-Service-Initiative.PDF What actually goes on at the hall?
Manson’s Hall is home to year round tenants as well as on going classes, programs and both one time and annual events.
Our tenants are Canada Post, Reel Youth, Lakehouse Learning Society, Cortes Community Radio, Friends of Cortes Island, and the Cortes Pottery Guild,
On-going rentals include Pilates, Body Rolling, Yoga, Dream Caravan Dance, Hip Hop Dance, Cirque du Cortes, Cortes Island Seniors Society, Laughing Mussels Improv Theatre, Isle Sing Choir, Piano lessons, Awake in Me Dance, Seniors Carpet Bowling and Jazzercize.
Our programs are Cortes Island Playschool, Parents and Tots, Summer Youth Recreation Program, Community Resource Program (help with forms and accessing services). We are also home to the Cortes Island Food Bank and the Community Volunteer Income Tax Program. We offer free internet (20 minutes per day), and low cost internet by the day, week or month, thanks to Twincomm.
We also manage the Cemetery, the Friday Market, Thrift store (with volunteers) and the Skatepark.
The Community Association also organizes yearly events like Cortes Day, The Christmas Market and community dinners. Thank you to all the volunteers who help to make these events happen.
Rentals are diverse, from the Wellness Fair to Toki Bap Cafe. Many AGMs and public meetings are held in the hall. The BC Emergency Services hold training sessions for our paramedics throughout the year. We are home to the CKTZ Lip Sync, the CKTZ Cabaret as well as dances and music events.
Rental rooms are the Main hall, the Pioneer room, Om studio and occasionally the Playschool room.WHY IS IT IMPORTANT TO BE A MEMBER OF THE SCCA?
First of all, this is YOUR community center. The Board and staff manages and stewards this resource for the benefit of everyone on Cortes, and it belongs to ALL of us.
Second, your membership fee helps support the Society and pay for the overhead at the Hall, so we can keep the lights on and the doors open.
Third, the number of members is a critical factor in receiving Grants and funding from government agencies and foundations.
Fourth, in belonging you help us build a stronger community by connecting with the hundreds of Islanders who use the Hall every week, and become a part of this place we call home.
Please drop by the office, or mail in your 2018-19 Application, and THANK YOU Cortes for your amazing support and generous contributions since 1956!