Board Meeting Minutes
Date:
April 23, 2012 – 5:30 p.m.
Attending:
Alan Albert, Viviana Elsztein-Angus, Jeff Conatser, Sandra Glass, Lesley McLean, Jay
Nunns, Al Vigoda
Regrets:
Brita Fransvaag, Jeannette Hlavach
1.
Arrivals, Networking and Announcements:

Blue Sky Circus will be promoted at the Planetarium and CircusWest will be performing there, as
the first steps towards a partnership between us.

CircusWest won ‘Best School’ at CANstruction AND the Sun’s People’s Choice Award (thanks to
all who voted). We have also been asked to recreate the Library at the PNE - one of the five
CANstruction projects to be asked. This is an excellent visibility and exposure opportunity.
Congrats to Jay for his excellent design and leadership.
2.
Approval of the Agenda : Approved
3.
Minutes of March 26, 2012 meeting : Approved
4.
Strategic Initiatives
A draft dashboard was used to guide discussion. A number of suggestions for making the
dashboard more useful were made as the meeting proceeded. The key suggestions are to
tighten up the target values and dates so that the narrative can be as concise as possible
(replacing the Directors’ Report) and to ensure that there are Target Values and Dates for every
initiative on the Dashboard by the next Board Meeting (May 28, 2012). It was also suggested
that having a projector available to project the dashboard for all to see would be useful. Finally,
having the dashboard available by the middle of the month will give Board members time to
review the data and request clarifications - and staff time to cogently respond to those
questions either before or at the meeting itself.
4.1
Sustainable Growth

Expand Programs : Targets are being met. Enrolment is stable for CirKids but Adult & Teen is
higher than expected, as Session 5 competes with the onset of good weather and enrolment has
been historically low. Acroclown was a big success and Parent & Child Circus has the enrolment
necessary to run. Surrey workshops will continue.
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
Partnerships : Targets are being met. CANstruction has enabled some potentially beneficial
relationships. Local credibility has been strengthened through our participation in the Light
Water Drums Festival. Surrey School Board and SFU Contemporary Arts partnerships are
beginning to bear fruit.

Accessibility : Targets are not yet established but current relationships need to be strengthened.
Light Water Drums helped connect us with potential participants facing challenges. A grant
application to support low income summer camp students has been submitted.

Professional Troupe : We have submitted a grant application to support CircusFest, which would
feature shows developed by two CircusWest coaches. Final decision expected in early May.
Grant applications by two former CirKids for another original show could result in further
developments later in 2012 or in 2013.
4.2
Financial Stability:

No Unplanned Deficits : We continue to track well above projections. There will almost certainly
be a (planned) deficit at the end of the year but it appears that even If we perform exactly as
projected from April 1 to the end of the fiscal year, there will be a significantly smaller deficit
than expected. Using a coarse indicator for months of operating costs at hand (average monthly
expenditure), we have 2.5 months available. This is below our target. The indicator will be
refined over time to more accurately reflect real costs and real needs but the need for a larger
financial buffer is clear.

Establish New Funding : The case for support for Blue Sky Circus is well developed but that is the
only funding initiative in place. The Fundraising Committee will work on developing both
general and initiative-specific cases, as well as annual and triannual targets. Deadlines will be
identified at the next Committee Meeting. Funding from BC Gaming, BC Sports Agency, Hastings
Racecourse (for next September) has been granted and received.
4.3
Infrastructure

Facility : With the feasibility study complete and the Board approving Option One (renovating
and annexing the Garden Auditorium), the next step is to plan a capital campaign. A grant
application is in process to meet the City of Vancouver Cultural Infrastructure May 4 deadline.
To complete this application, the Board must pass a motion approving matching funds.
MOTION: Moved by Sandra Glass, Seconded by Lesley McLean
The Board will consider a motion electronically to approve expenditure for up to 50% of the cost
of a capital campaign assessment, once the estimated amount is known.
Passed.

4.4
Management Process : As noted above in the discussion of the strategic initiative dashboard,
clear targets and metrics need to be developed to support development of our management
processes.
People Development:
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
5.
Ongoing Business

6.
PNE Lease Negotiations : A letter of intent from the PNE should be received in time for inclusion
with our City grant application. This letter is the first step towards meeting our goal of obtaining
a long term lease.
New Business

7.
Process and Practice : Most job descriptions now complete. The rest will be completed before
the next HR Committee Meeting. Assessment processes to be in place by August for September
rollout.
No new business
Next Meetings :
Fundraising – Tuesday May 1
Finance – Friday May 18 (delayed due to Blue Sky Circus)
Human Resources – Thursday May 17
Board – Monday May 28
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