Coordinators Meeting – April 12, 2013
6:30 p.m., Central United Church
In attendance:
Cathy, Gary, Pat, Eileen, Eileen, Vicki, Marissa, Rina, Carol, Sheila
Meeting Minutes
Pat’s Report
1) Shared facility update
a. Board has decided to invite the shared facility people to meet after the close of the
season
b. Pat has been asked to join a steering committee as a key stakeholder, Pat’s primary role
will be to discuss governance of the shared facility
c. Pat will have more information by the end of the season after initial meeting with the
committee
2) Highway/BFM Update
a. Hold on discussion about Highway as there is no current update (just in the initial
stages). Pat will have a discussion with them in the next couple of weeks.
b. Eileen said that we should reserve discussion with Collier about leaving until we have a
firm decision to move.
c. Pat is also scheduled for a drop-in meeting with Roger at BFM. The intent is just to meet
with them and understand where they are at.
d. Vicki mentioned that she had heard that BFM’s response to BOOTC has been positive.
3) Drinking on site
a. Pat said there is a large concern about guests drinking behind the churches. Police and
Busby brought this up. They are asking us to essentially “get this under control”.
b. Pat suggested that we need to have a plan, which may include circulating around the
churches more frequently.
c. They mentioned an issue with one guest who came in with two bottles of alcohol. Kelly
has been left to deal with a lot of the issues. These issues will be taken to Central Intake
to be discussed and a new plan formulated.
d. Rina suggested that our inference about increased drinking is only speculation and that
it is mostly anecdotal evidence that there is a problem.
e. Cathy said coordinators already regularly send people out to look for bottles. The issue
appears to be the time between Central Intake and arriving at the churches.
f. We simply need to be more alert and Pat will address with Central Intake. Pat suggested
that Central Intake be located close to the downtown police station.
4) Accessability
a. To date we’ve never had anything in writing about our policy (since we really don’t
know what churches year after year will be accessible)
b. The gentleman with the issue got housing and unfortunately, fell down the stairs. This
could have happened at BOOTC!
c. Vicki suggested that a written guideline in the procedures manual – for the volunteers would be useful – stating that we can’t guarantee accessibility, but that we welcome
those people at churches that are accessible.
d. Eileen mentioned that is was very critical that the document is checked out by a lawyer
so that we don’t get in trouble with human rights. She indicated that the issue is not just
about accessibility – it’s about the fact that some of these churches are accessible, but
BOOTC simply doesn’t have access. The option of Salvation Army or a hotel needs to be
offered.
e. Sheila suggested that the issue needs to be dealt with at Central Intake.
f. Pat also mentioned the issues of liability.
g. Eileen suggested adding it to the discussion when training volunteers (i.e. physical
expectations of no lifting, no assistance with toileting, etc.)
h. Cathy suggested that we need to contact the insurance company as well to discuss what
our policy should be (or if we should have a policy), and what our liability is as it relates
to volunteers who might take it upon themselves to help someone.
i. Cathy asked Vicki to write something up that can be taken to the board for
consideration. Board to address on April 29th at next board meeting.
j. Sheila asked Eileen to send the Volunteer Checklist to all the coordinators
5) Visibly Unseen Project
a. Pat is trying to get the display for the volunteer appreciation night
b. Visibly Unseen is a photo project by Georgian College about marginalized communities
6) Busby Gala
a. Rina says she has a full table booked
b. Rina said everyone needs to pay and send in their food selections
7) Age criteria:
a. Pat got a call from Himanchu (sp?) at the Crisis Centre and wondering what our age
requirements are. Pat said “18”.
b. Eileen asked Pat to speak to Central Intake about minimum age since Roxanne had told
the crisis team that the minimum age is 18 – but in reality, it is 16.
c. The policy is not clear.
d. Pat is going to bring it to the board to discuss. The priority for 16-18 year olds should be
Youth Haven. We need something in writing that is a little clearer than what is stated on
the policy.
e. Eileen says this is a long-standing issue. Central Intake needs to work this issue out and
reinforce sending young people to Youth Haven first.
f. Eileen asks that the policy be cleared by the coordinators first so that they have clear
direction.
g. The main issue the coordinators need board to figure out is what to do when Youth
Haven is full.
h. Cathy asked that we remind the police that we can’t take underage kids.
i. Pat suggested that a central intake meeting needs to happen with police involved.
j. We don’t take under 16, we’ll take over 16 if there is no room at Youth Haven.
8) Protocol for “at capacity” situation
a. No update from last week, we have no solid protocol from police.
b. If we get to 35 guests, call Pat. Pat will call Tara to let her know so she can find a place
for them.
9) Difficult Guests
a. Dan is gone to Sault Ste. Marie for treatment (got on the bus last Friday). BOOTC gave
him $40.
b. Lisa is banned from Busby. Police came and removed her and her belongings. (She’s
here tonight!)
c. Tanya madder-than-a-hatter because we’re “picking on her”. She’s back as of Sunday.
Tara spoke to her a few times and she seemed settled.
d. Barb says to thank the coordinators “from the bottom of her heart”. She was fine
Wednesday night.
e. Pat reported that all the people at Busby today (April 12) were saying that they were
sleeping better now that Tanya was not there.
f. Angus has been in and out some nights and staying other nights. He doesn’t have
housing as far as anyone knows. He’s sleeping under the stars. He’s not a problem. Pat
suggested that we just leave this situation as is – he’s not causing any trouble and he’s
not using the program just for dinner. He usually stays and sleeps for a little while.
g. Richard Stephania: Rina is fed up! We’ve had him for four years. Why doesn’t he have
housing? He sees OOTC as his place to live. Pat says he doesn’t want housing. He
believes he’s much further ahead (financially) if he’s on the street. Vicki said maybe he
should qualify for disability. Pat will look into it.
h. Eileen brought up Rob Archibald. She had an issue with him last weekend. He provoked
a guest (Henry) and Henry ultimately got thrown out. Eileen had a discussion with Rob
and discovered that he knows a lot of what’s going on and he’s giving Eileen instruction
on how they should be handling the guests. He’s become very opinionated. Eileen says
we need to be careful not to speak too openly near him.
i. Vicki suggested if Rob is EI eligible?
j. Apparently Rob thinks he’s been asked to play his accordion at the Volunteer
Appreciation. Rina will tell him we already have arrangements made for entertainment.
10) Volunteer Appreciation
a. Board would like to invite the coordinators to a wine and cheese after the Volunteer
Appreciation Meeting.
b. It will be at Arabesque from 9 – 10:30 p.m.
c. $15 each unless you are a “special guest”. Board will pay for the people leaving their
positions.
11)
12)
13)


d. Please get back to Pat and let her know if you can or can’t make it
First year students
a. Rina and Eileen were very pleased
b. Vicki had a good experience
c. Carol said that she had one who came late. Carol said she feels the Kijiji ad is a waste of
money (if we’re paying for it). She says the “calibre” of students is not ideal. Every single
one that comes through on Kijiji is a “waste of time”. None have really been that great.
Carol says she doesn’t think that’s the best place to get our volunteers from.
d. Vicki has had a more positive experience.
e. Ask Deb is she can adjust the ad to say that it says something about clearly identifying
themselves as students, and saying they need to go through the volunteer website.
f. Need to differentiate between a short-term placement and a longer term volunteer
g. Eileen said we don’t really need more volunteers. Eileen says its better that someone
like Jeff Long comes to us directly to organize the volunteers – as opposed to them
coming from Kijiji.
h. Vicki’s concern with the students is about confidentiality. We have nothing in the policy
about confidentiality. We need a confidentiality form for them to fill out.
i. For the three hour volunteers we need them to sign something and a general form that
says they have done the hours.
j. Vicki will pull a confidentiality agreement she has on file and bring that in.
k. Vicki will send the template for hours to the board and coordinators.
Pat said she had not a great experience with our Georgian student on the last night (time before
was good). Just didn’t follow-through. Pat to email Vicki her feedback.
Church Reports
Rina said she’d like to hold all the blankets and store them at Collier this winter.
Cathy said we need to do a blanket/mat count.
a. St. Andrews
i. Rina had no issues to report.
ii. 28 mats
b. Bethel
i. Losing 2 team leaders (1 has taken on a job at Goergian and the other’s partner
is expecting and he is debating about continuing).
ii. Mentioned that the coordinator candidate has cancer but would like to continue
c. St. Mary’s
i. Team 2 all returning for next year
ii. Team 1 almost all returning for next year
d. BFM
i. Nothing much to report
ii. Team 1 and 2 are coming back with exception of 1 or 2
iii. Bought 16 gift cards for Good Friday morning. Guests were very grateful.
e. Central
i. Everything looks good for next year
f.
Collier
i. A huge mess (literllay and figuratively) with the toilets. It’s a plumbing issue that
has been ongoing for years. Has never been as bad as this year. Eileen
speculates that it was due to high numbers. Eileen made the custodian
undertand that this is a long-term issue. Custodian claims its working again. We
have the # for the plumber and instructions to call him. Hoepfully the next two
weekends go well.
ii. Eileen said that we can use EFRY to send the women to use their washrooms
(and men use the Collier women’s toilet)
iii. She is hopeful that we can at least remove a night to Highway if that works to
relive this issue over a longer term situation.
iv. Eileen has been trying to get people interested in team leader and coordinator
roles.
v. Jill Proctor. The team leader on the Saturday shift says that if there isn’t a strong
coordinator she won’t come back. She would make a great coordinator. We
really need someone to support her.
vi. Eileen says she may be willing to train someone next year.
vii. Says that abslutley nobody wants to step up at Collier.
viii. Eileen will not be coming back as team leader
ix. Dill Monk likely won’t come back. Eileen suggested Vicki asks him/her.
x. Eileen would like 4 or 8 new leaders. Despreartely in need of Saturday
coordinators
14) Committee issue with board:
a. Cathy brought it up and said the board would like purchasing, recruitment and training
committees
b. Asked if each coordinator can get a number of volunteers to sit on these committees
c. Purchasing in particular is a problem since cheques are being distributed here there and
everywhere. A purchasing committee would be useful.
d. Carol says 12 or even 6 people is way too many people on each committee
e. Coordinators expressed that they think that 3 people is enough for each committee
f. They also said that the board doesn’t understand the purchasing process
g. Rina suggested that the proposed process is far too cumbersome
h. We need to buy fresh, since if you keep more food in fridge it’ll get used.
i. Carol said they used to have NoFrills cards for $500. Said this was a great system, since
the money wasn’t coming out of her pocket.
j. They said that all purchases always filter through the coordinator
k. Frustration over VISA issue (not available, never got it, etc.)
l. Cathy brought up the issue that everything is different at every church. Vicki mentioned
that Rina did a comparison some time ago and all the costs were about the same (i.e.
churches spending about the same on their food)
m. Eileen’s opinion is that the board’s efforts should be on more important things than
creation of committees. We need to get more solid on leadership first and then look at
making changes to committees/structures. Eileeen says that purchasing is working!
n. Rina says the idea of one or two people buying fresh food and delivering to all the
churches is ridiculous. Plus what’s going to happen with the food deliveries because the
people don’t have the keys to each church?
o. Everyone agreed that 12 people on the committees is WAY TOO MANY. They feel that
this is a make-work project. Communication might be a nightmare.
p. Recruitment committee worked very well this year with three people.
q. They think recruitment is working fine.
r. Recuritment has already created a structure.
Idea of two shift volunteers: generally accepted as an overall approach, but don’t want to discourage
any existing volunteers or those who can really only commit to 1 shift.
The coordinators will look at the purchasing issues.
Volunteer Appreciation Night
1) Vicki got an email from Debbie saying they have signed the agreement and Kelly is to invite
Mayor to event
2) Kelly will be the chair, acknowledge coordinators and board members who are leaving
3) Coordinators to send list of those stepping down by email to Kelly
4) Rina mentioned specifically wanting an award for two of her team members who have worked
for a long time.
5) Karen, Eileen and Cathy are stepping down. No board members are stepping down.
6) Fridge magnets and invitations have all gone out (or are being delivered)
7) Vicki will buy food and drinks (including water 6 x 24 bottles)
8) Eileen is unable to be there that night. Leaving town on the 8th. Willing to help in advance.
9) Vicki will check status of plates, serviettes, etc.
10) Carol booked coffee pot – will make decaf and regular coffee
11) Letter of thanks and invitation to the groups – Pat to look after
12) Coordinators to invite their own pastors/priests/etc.
13) David Wine is confirmed (doesn’t need any equipment)
14) 6 p.m. set-up, all clean-up – all coordinators and board members are “invited” to help with
15) Kelly to recognize service of long-time volutneers (Vicki to let them know)
Late entry policy and procedure:
Cathy to make ammendments (with Vicki’s contribution) as discussed and resend to coordinators
Eileen:
-
Eileen expressed that there are a lot of things that go awry with Central Intake
-
-
She suggested making a binder of guidelines of things like minimum age, late policy, etc.
Eileen suggested coordinators put it together and provide to Central Intake.
Eileen also says the Policy Binder (online) needs to be updated (last updated in 2010), one thing
in particular under organizational structure it says “also on the coordinating team is the ED of
the busby centre”. We need to remove this. They have never been on the team officially. Sarah
has been very clear that she wants on person as liason (Pat)
A policy committee needs to be created from the coordinators group
Eileen mentioned that Father Frank should be mentioned at the Volunteer meeting (Carol and
Cathy were volunteered to do the recognition) – Kelly please put them on the schedule
Items to be Brought to Board’s Attention:
1) Accessibility Policy
The issue of accessibility for disabled guests was brought up. Vicki suggested that we have a policy in
place that is included in the Procedures Manual. She emphasized the importance of this specifically as it
relates to being able to provide volunteers with a clear directive on this issue (i.e. the coordinators may
know the policy or how to deal with someone who is disabled coming through the doors, but the
volunteers may not and may just jump-in to assist someone). Cathy mad the suggestion that any written
policy first be reviewed by a lawyer and our insurance company, to ensure that we are covered from
both a liability standpoint, as well as a human rights standpoint. Cathy asked Vicki to write a first draft of
this policy for review by the board at our next meeting.
2) Age Criteria
Coordinators asked that our policy be clarified as it relates to minimum age requirements for guests. In
addition to being supplied to the coordinators, the clarified policy needs to be discussed with Central
Intake so as to avoid confusion moving forward. The coordinators asked that the board review this at
the next meeting, establish a policy and then forward back to the coordinators for their sign-off.
3) Student Volunteers
There was a lengthy and conflicting discussion about the quality of students who require placements
and/or volunteer hours. Some felt that the students were great, others not so much. What was agreed
to, however, is the need to have clear expectations for students with respect to the process of securing
a placement and/or volunteer hours. Specifically, Carol felt that the students looking for volunteer hours
often called in at the last minute and were not very flexible – despite needing to complete their hours
within a short window of time. The coordinators asked if the board could amend our volunteer
recruitment ads on Kijiji and Craig’s List to direct students to a page on our website that would outline
the process for them (specifically, that anyone who is looking for volunteer hours must sign up online).
4) Collier Update
Eileen is very concerned about the ongoing leadership situation at Collier. She mentioned specifically
team leader Jill Proctor, who indicated that she would not return if a strong coordinator was not in
place. Eileen suggested that Jill would be a great coordinator one day, and that we really should try and
find someone to support her in her existing role. She again indicated that they are in desperate need of
coordinators.
5) New Structure
Lengthy discussion ensued about the proposed change to the leadership structure. Generally, the
coordinators were adamantly against the larger committees we had envisioned (i.e. 12 people). They
felt that this was a make-work project. They did certainly understand that the organization is changing
and the need for a structure that is sustainable over the long term, but felt strongly that the large
committee format will not work. They addressed the three committees we asked them to review:
a. Recruitment: They indicated that they already had a very effective recruitment
committee in place that had created a “blueprint” for future committees
b. Purchasing: Expressed a lot of concerns about the ability to do this with respect to fresh
food requirements.
c. Training: Asked if the board can come up with a blueprint for how this committee might
function. They said that a guide for training at each church would be helpful.
6) Volunteer Appreciation Night
Eileen mentioned that Father Frank should be mentioned at the Volunteer Appreciation Night, since he
is leaving. Carol and Cathy have volunteered to do the recognition. Kelly, please put them on the
schedule for the evening.
7) Policy Binder (online)
Eileen suggested that the policy binder (online) needs to be updated. One thing in particular that needs
to be addressed sooner rather than later: under organizational structure it says “also on the
coordinating team is the ED of the Busby Centre”. We need to remove this. They have never been on the
team officially. Sarah has been very clear that she wants one person as liaison (Pat).
Next Meeting
Rina asked that all invoices and sales slips be given to her as soon as possible after last shifts!
Thursday, May 16th at St. Mary’s
Pot-luck