BC TRA
Board of Directors Monthly Meeting – December 3, 2014
Date: December 3, 2014 Time: 5:30-8:00 pm Location: YWCA Vancouver
DRAFT
Attendees : Meghan Archibald, Kylah Blair, Jennifer Bromley, Melanie Carlyle, Katie Chapman,
Brenda Kinch, Alison Koci, Amanda Murphy and Donna Zwickel. Staff: Kathy Flood
Regrets: None
Chair: Brenda Kinch
Minutes: Kathy Flood
REVIEW OF MINUTES: November 2, 2014 Minutes
APPROVAL OF MINUTES: Minutes and agenda approved
1. Additions/Changes to the agenda:
Add to agenda: Promotions Committee Report
2. Approval of minutes of November 2, 2014 Board of Directors meeting
The minutes of the November 2, 2014 Board of Directors meeting were approved.
3. Action items - follow-up
The action items from the November 2014 meeting were reviewed.
4. “Board Workplan 2014-2015”
It was agreed that the Directors would hold a meeting in Vancouver on March 7/8 to develop a workplan for the coming year. Agenda items to include: 1. AGM 2015 - date/venue 2.
Discussion of Lou Gillette Scheffler Mentorship Award.
Action: Donna to make a tentative booking for the venue.
5. Steering Committee Report
The President provided a review of the actions taken and the current status of the recommendations of the “September 24 th , 2008 Steering Committee Report” per the
“Conclusion and Summary” section that was circulated in advance of this meeting. After her review she noted that it was necessary to continue to work to achieve the recommendations outlined in the Report.
Current Status Recommendations: Conclusion and
Summary, Sept 2008 Steering Committee
Report
 The best way to endorse Therapeutic
Recreation competencies as a form of self-governance is through certification.
Certification is a gradual process and is a movement that is underway nationally by the Canadian Therapeutic Recreation
Association (CTRA).
The Regulations Task Force has been examining the process in a meaningful way.

BC TRA
Board of Directors Monthly Meeting – December 3, 2014
 Make BCTRA a provincial association that has a stronger reciprocal relationship with CTRA, enabling us to better provide and receive support from one another.
1. BCTRA renewed its joint partnership agreement with CTRA in 2013. 2. BCTRA continues to work to strengthen its presence nationally via National Conferences and
Presidents meetings, etc. 3. CTRA plans to strike a committee to update/redo its
Standards of Practice to get more of the provinces to “buy-in”. It was agreed to accept Past President Jasmine Jagpal-
Balson offer to serve on this Committee to represent BCTRA; she will report to the
Board.


The formation of a Continuing Education
Committee (CEC) in order to ensure ongoing educational opportunities for the membership to maintain competency.
The criteria for membership in BCTRA be updated effective March 2010.
The Education Committee has developed into a strong working committee that has significant regional representation. The
Committee is currently working to identify a new process to issue CEU’s.
The criteria was updated as of March 2010 per the 2008 recommendations but there are still some issues to be resolved.
 A committee will be formed to design and implement the communication strategy regarding Membership Criteria changes to members and non-members of
BCTRA.
 The formation of a college and licensure are the ultimate goals we are striving towards.
6. AGM 2014 and AGM 2015
A committee was formed in 2010 to provide advice re the March 2010 deadlines.
This is still a reality and part of the long-term planning for the Association. a. Next steps related to resolutions considered at 2014 AGM
There was general discussion related to the issues raised by the membership criteria special resolutions that had been voted upon (and defeated) at the 2014 AGM. A number of suggestions were made regarding the process to be undertaken to work toward resolving these issues.
Since no consensus was reached regarding how to proceed it was agreed that a special board of directors meeting focussed only on this topic would be held in January. In preparation for the meeting the directors were asked to:
- review the membership document circulated by Brenda in advance of the December board meeting
- review the membership criteria of TR associations across the country
- prepare for their participation at the meeting following the discussion framework that the President will circulate in advance of the meeting.
Action: Special Board of Directors meeting to be held January 7, 2015.

BC TRA
Board of Directors Monthly Meeting – December 3, 2014 b. AGM 2015
Action: identify date/venue for AGM at March Board Workplan meeting.
Action: Add to Board Workplan meeting agenda – discussion of Lou Gillette Scheffler
Mentorship Award
7. Director reports
Past President – Jasmine Jagpal-Balson
The President reported on behalf of the Past President, Jasmine Jagpal-Balson, to provide follow up on points raised at the September Board of Directors meeting: o The Board had originally discussed hiring an Administrative Assistant as a contractor.
Following that discussion Jasmine reviewed this issue with the Association’s lawyer who provided a Revenue Canada document that clearly outlines the differences between contractors and employees. Upon review it was evident that BCTRA was in fact hiring an employee not a contractor. Jasmine revised the contract and made the appropriate changes including staying in the budget set out by the Board. Kathy Flood, the new hire, was also agreeable to the changes.
Action: President to submit required paperwork to get a Revenue Canada Business
Number re payroll taxes. o The Association ’s lawyer has confirmed with that the 2013 By-law changes were filed appropriately.
Director of Membership - Melanie Carlyle reported that: o The student membership promotion had been successful; the offer will end in a few days. o An application for membership had been received from a Stenberg College student who will be advised of the current membership guidelines: they are eligible for the Student
Membership while they are a student but will only be eligible for a Supporting
Membership once they have completed their studies. o It was noted that the membership criteria on the website does not accurately reflect the criteria outlined in the Association’s By-Laws o The Membership list (that can be accessed by all members) has been cleaned up and now only shows active members (inactive members and applicants who are still being considered have been removed from the public list but still exist on the permanent list).
Director of Regulations – Jennifer Bromley reported that: o The Board’s feedback to the “Glossary of Terms” will be incorporated into the document and it will be posted on the website.
Action: Jennifer will update the “Glossary of Terms” and send to Katie to post on the website. o The Regulations Task Group continues their work on the visual diagram of the history and accomplishments of the BCTRA and what needs to happen for licensure, but some members have expressed that they are “stuck”’ and have suggested it might be beneficial to hire someone to provide expertise/advice re licensure. There was general discussion about this request and it was agreed to defer the topic for further discussion at the January board meeting.
Action: Defer discussion related to licensure advice to the January Board meeting.

BC TRA
Board of Directors Monthly Meeting – December 3, 2014
Secretary – Meghan Archibald reported that: o Meghan advised that since she was no longer responsible for board meeting minutes she would have time available to take on other tasks. o Regional Ambassador Program
– Meghan agreed to work with Kylah to identify the process and roles of the Ambassador Program.
Action : Meghan and Kylah to follow up. o “Why be a Member” document - Meghan will collect the existing documents and work to produce a new document that will be available for circulation and posting on the website.
Action: Meghan to follow up.
Director at Large/Promotions Committee – Kylah Blair reported that: o Posters Project – the Promotions Committee are not sure that the photos received from members for this project will be appropriate for the posters and therefore photos may need to be purchased. Other costs to be incurred for the posters include: design, printing and mailing. It was agreed that the project should proceed with total costs not to exceed
$3000. o TR Month promotional items – the Committee will investigate costs related to BCTRA logo’d water bottles, coffee mugs and chocolate, etc. for distribution during TR month. A
BCTRA team participating in a fund raising run was also suggested. It was agreed that costs associated with promoting BCTRA during TR month should not exceed $5000.
Director of Communication – Katie Chapman reported that: o Regional Ambassadors – one of the Ambassadors had asked to start a facebook group for their area only. The board members agreed that it was preferable to keep the activities of the Ambassadors provincial, not regional. o Job Postings on the BCTRA website – have resulted in three successful hires. o Website postings – advance notice is required. o Bios on the website – re-elected directors need to review their bios and provide edits as necessary.
Action: re-elected Directors to review bios, advise Katie of edits.
Student Liaison – Amanda Murphy reported that: o She has visited all of the TR classes at Douglas College to give a BCTRA presentation that reviewed the benefits of membership, grants available, etc.
Director of Education
– Alison Koci
reported that: o Education Events - Norma Stumbo has cancelled her presentation due to poor health.
Alternative topics and presenters are being considered by the Education Committee. o Education Grant – a member’s application for grant funding was refused as she had received a grant in May 2012 and the terms are that members are only eligible every three years.
Treasurer – Donna Zwickel reported that: o An insurance refund had been received related to the cancelled storage. o BC Society registration will be filed/ paid this week. o TR Journal
– back copies will be downloaded and posted to the website by the
Administrative Assistant. o Bookkeeping
– will meet with Administrative Assistant in January to transfer responsibility for QuickBooks. The President, Treasurer and Administrative Assistant will all have on-line access to QuickBooks. o Vancity signing authority – will follow up to arrange with the appropriate individuals.

BC TRA
Board of Directors Monthly Meeting – December 3, 2014
8. Other business a. Upcoming events
TR Month
– February - Need ideas for event(s) or activities or ? to promote TR month.
Action: Directors to brainstorm ideas via email b. Directors manual/documents
The Directors Manual is being updated. Directors were asked to send any documents they think should be included to the Administrative Assistant. c. Moving the P.O. Box
The P.O. Box will be moved closer to the Administrative Assistant’s home; the
Association’s address will need to be changed on the letterhead, website, etc.
Action: Treasurer and Administrative Assistant to follow up. d. Technology requirements
It was agreed that the BCTRA should purchase the following IT-related equipment to be used by the Administrative Assistant: laptop (with external microphone, speaker, camera for meetings), printer/scanner/fax, carrying case and required software (Microsoft office, adobe). Total cost not to exceed $2500.
Action: Administrative Assistant to research and purchase.
9. Next meeting :
1. Special Meeting: Wednesday, January 7, 2015 - 5:30 to 7:30 pm. Location to be confirmed.
2. Regular Board Meeting: week of January 13 - 5:30 to 7:30 pm. Location to be confirmed.
Meeting Adjourned : 8:00 pm
Documents circulated in advance of the meeting:
1. Minutes of November 4, 2014
2. Action Items re November 4, 2014 meeting
3. Agenda – December 3, 2014
4. Membership Report re 2014-2015 – updated Sept 30, 2014
5. Membership Criteria Concerns from Brenda Kinch, Membership Director, 2013/2014
6. Excerpt from BCTRA Steering Committee Report September 24th, 2008