Tache Community Daycare Board of Directors Meeting Minutes

Tache Community Daycare
Board of Directors Meeting Minutes
DATE: Sept 13, 2012
TIME : 6:30pm
LOCATION: School Age Center – 1298 Dawson Rd, Lorette:
Meeting Called by:
Type of Meeting:
President:
Secretary:
Attendees:
Management & Staff
Representative:
Regrets:
Scott McDonald
General Board Meeting
Scott McDonald
Danielle Aessie
Scott McDonald, Annik Borsboom, , Kevin
Hudson, Danielle Aessie, Gail Tereck-McDonald,
Cathy Hartley, Mike Aessie, Danielle Aessie, Rachel
Lamirande
Mary Ann Haddad, Theresa Grossman
Heather Delaine
AGENDA
1) Review of minutes from June 25th, 2012
2) Reports
a. Directors report: Melissa
b. Treasurers report: Kevin
• Review and approve June and July, 2012 Financial Statements
c. Fundraising committee report: Gail/Cathy
3) Staff update
4) Old business
a. Status of KOC purchase: (Melissa, Scott)
- Offer amount
- Use of attorneys Neufeld, Jodin
- Borrowing by law
b. Fundraising:
- Fundraising totals to be given to committee (Melissa)
- Set date for Peak of the Market (start/end)
- Bingo application (Melissa)
5) New Business:
Budget:
- Salaries re: increased operating grant/parent fees (Melissa)
- Salaries approved by Oct 1, 2012
- Review and approve Vacation, Sick days and OT (Cash outs and Carry-forward)
requests from staff (Kevin)
- Review first draft of 2012-2013 Budget (Kevin)
6) Next Meeting Date
7) Adjourn
1

AGENDA TOPICS
Call to Order: 6:30 pm
1. Review of minutes from June 25 th , 2012
-accepted by Gail, seconded by Cathy
2. a Director’s report
Discussion:
• Ratios: Infant Rm 7/8, 8 th infant starts Oct 1 st . PS1 is 16/16 . PS2 16/16, PS3
18/18. School Age 43/45 , to make calls to fill the last 2 spots
• Name tags will be implemented for staff to wear, colour coded to each room so
it’s easy to recognize which worker is in each room, especially useful when all
children playing outside and you want to report to the staff directly
responsible for your child’s care
• Introduction packages will be created for each room. When children
transition from one room to another, the family will get a package. Package
will include information on staff, daily routines and room goals
• Theresa has implemented an internal new letter for staff, a different staff
member will be responsible for the letter each month
• Workplace Health and Safety committee has been set up. Committee includes
MaryAnn and Chelsea from School Age, and Theresa, Tracy, Debbie and Laura
from preschool. Committee to meet each second month immediately prior to
staff meetings
• New cleaning contract – Gerry Grossman has been hired. Contract includes
yard maintenance
• Per Public Health Nurse, no longer a no nit policy being enforced at
School/Daycare (non-exlusive). TCDC will have to have it’s own lice policy
drafted
• Melissa will look at applying for grants for windows and playspace for School
Age site
• Next staff meeting is Oct 15 th , 2012
Conclusions:
Directors report accepted by Annik, seconded by Scott
Action Item Person Responsible Deadline
Lice policy relating to TCDC Melissa November
2012 board
meeting
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2b. Treasurers report
Discussion:
• Reporting on three months activity (June, July, Aug, 2012)
• June, 2012 - $6900.00 deficit – payout for attendance bonus, $7000.00
• July, 2012 - $17,000.00 deficit – vacation liability
• Aug, 2012 - $17,000.00 deficit
• Revenue is higher because of the wage grant in July
• Currently the deficit is $4900.00 with one month remaining in budget year.
Bottom line may change once BDO examines and shifts items from year to year
Report accepted by Gail, seconded by Mike (3 months of reports)
2c. .Fundraising committee
Discussion:
• Tupperware - $377.26 profit
• Next fundraiser is Peak of the Market, Oct, 2012
Conclusions:
Report accepted by Scott, seconded by Mike
Action Item
Person
Responsible
Deadline
3. Staff update:
Discussion:
• No report
Conclusions:
Action Item
Person
Responsible
Deadline
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4.a Old Business – Status of KOC purchase (Melissa/Scott)
Discussion:
• Scott sent email to KOC, KOC met on August 27 th , 2012
• KOC would like an offer to purchase. Melissa requested purchase price to be
lowered in lieu of one year of rent
• Melissa contacted lawyer (Mona JODOIN of Smith Neufeld Jodoin), same
lawyer as KOC. Will look into a 15% legal fee discount due to TCDC being
non- profit organization
• No need to pay land transfer tax due to TCDC being a registered charity
• Possession date requested of Oct or Nov, 2012. Our contract ended July 31,
2012, renewed until Oct 31, 2012
• Mortgage amount of $350,000 minus 12 months of rent ($1200/mo X 12 =
14, 400). Total mortgage amount of $335, 600
• KOC requests the continued use of the building on the last Monday of each
month. Separate contract from the offer to purchase
• Funds need to be allocated from general fund to capital reserve for the
purpose of purchasing the school age site
• Funds available towards the purchase of the building are: $40, 000 from
Community Places and $2500 from Caisse Populaire de Lorette (Caisse grant)
Conclusions:
Mortgage offer amount accepted by Danielle, seconded by Cathy
The board unanimously accepted to allocate up to $50,000 from the General Fund to
Capital Reserve for the sole purpose of purchasing the School Age site (KOC building)
at 1298 Dawson Rd, Lorette, MB
Action Item
Speak with Ivan of the Caisse to determine
how we finance this purchase and who signs
the offer to purchase and the mortgage
papers
Person
Responsible
Kevin
Deadline
As soon as practicable
4

4b. Old Business – Fundraising (Gail/Cathy)
Discussion:
• Peak of the Market fundraiser to commence soon, orders to be in by Oct 9,
2012
• Bingo application needs to be looked into
• Future fundraisers for 2012/2013 year may include: Grey cup tickets, Cheese
(Bothwell) and Perogies (Country), Chocolate (Cadbury), Elantra Foods,
Bud/Spud night at DTMI in March/April (would be ideal to coordinate with
the last night of local hockey)
Conclusions:
Peak of the Market information to be distributed (Gail/Cathy)
Action Item
Person
Deadline
Bingo application
Peak of the Market information to be
distributed
Responsible
Melissa
Gail/Cathy
No deadline assigned
As soon as practicable
5. New Business – Budget (Melissa/Kevin)
Discussion:
• Salaries cannot be approved by Oct 1, 2012
• Rest of ‘Budget new business’ moved in camera at 7:50 pm
Conclusions:
Motion to change amount of time Melissa can approve to be carried over. Currently,
can approve 5 vacation days carry over. Requesting she can approve a further 3 sick
days carry over and 2 X 8hr overtime days. Motion accepted by Annik, seconded by
Mike
Motion to approve year end payouts for staff of $13,000. Unanimous approval by the
board
Motion to approve Melissa’s vacation carry over of 41.18 hrs . Unanimous approval
by the board
Action Item Person Responsible Deadline
Meeting went “in camera” at 7:50 pm and “out of camera” at 8:50 pm
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6. Next Board meeting: October 25, 2012 at 6:30pm, School Age site
7. Meeting adjourned: 8:55 pm
Signed:
Board Member
Date:
Board Member
Date:
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