BCTRA Board of Directors Monthly Meeting – November 15, 2015
Date:
November 15, 2015
Time: 1:30 pm
to 4:30 pm
Location: Douglas College,
New Westminster
Attendees: Melanie Carlyle, Katie Chapman, Brenda Kinch, Alison Koci, Amanda Murphy,
John Varley, Hayley Wishlow, Chera Yellan. Staff: Kathy Flood
Regrets: Meghan Brooks
Chair: Brenda Kinch
Minutes: Kathy Flood
1.
Ground Rules for BCTRA Board of Directors
The following “ground rules” for the BCTRA Directors were discussed:
BCTRA email: to be checked at least once a week, ideally two to three times a week.
Directors were asked to forward any general enquires to the appropriate director or the
President for reply if it is not directly related to their portfolio.
Confidentiality – it is important to remember that discussions at Board meetings and
between Directors are confidential.
Board meetings -- are usually held each month, meeting location to be confirmed for next
meeting. Please advise President and Admin Assistant if unable to attend the meeting.
2.
The September 2, 2015 Board of Directors meeting minutes were approved as
circulated.
Action: Admin Assistant to post on website.
3.
Business arising from the minutes:
a) Regional Ambassadors – Membership Status
It was agreed that the Regional Ambassador position can be held by either a
Professional or Supporting member who is in good standing with the Association;
students are not eligible to hold the position.
Action: Regional Ambassador Job Description to be updated.
b) 2015-2016 Budget review
The budget and accompanying pie chart were reviewed. It was agreed that a Finance
Committee, comprised of the Secretary/Treasurer and at least one other Director,
would meet twice a year (in January and June) to review the financial reports. The
Committee would report to the Board and prepare the AGM financial report.
Action: second director to be identified.
c) Evaluation of student event
Amanda reported that the student event in September at Douglas College had included
some great presentations but unfortunately it was not well attended. It was suggested
that BCTRA partner with Douglas College to host a reception in conjunction with the
TR presentations organized by the College next year.
Action: Amanda to follow up with Douglas College.
BCTRA Board of Directors Monthly Meeting – November 15, 2015
d) Promotional items and Promotion Committee
It was noted that the new Directors-at-Large responsible for Promotions will need to
work with the Regional Ambassadors to distribute some of the new BCTRA
promotional items (Frisbees, pens, lanyards). Brenda advised that these items are in
storage at her home.
Action: Hayley and Chera to follow up on distribution.
The out-going Director-at-Large responsible for Promotions reported that the
Promotions Committee had been working on redrafting text for the TR posters.
Action: Hayley to follow up.
e) Website, electronic communications, etc.
Katie advised that a “website review group” will be formed to review the website once
the Promotions Committee have completed their work to identify new wording for the
planned posters (this new wording will also be used on the website).
4.
AGM 2015
a) Review of the AGM minutes – deferred to next meeting.
b) AGM debrief
It was agreed that the AGM and strategic planning session had gone well overall. One
director commented that although attendance was low it created a positive, intimate
atmosphere for the strategic planning sessions. Another director reported that
members had commented that they were excited about BCTRA’s future after
participating in the strategic planning session.
There was discussion about the timing for future AGM’s, for example, an evening
meeting so that members don’t need to take time off work. There was also discussion
that an education component, where members can earn a CEU, should be included in
the program for future meetings.
It was noted that how to connect in a meaningful way with the members participating at
the remote sites needs to be considered for future meetings, and although there had
been good participation at the AGM (with 6 remote sites) but it was difficult for those
members to participate actively in all components of the meeting, especially the
Strategic Planning session.
c) Committee volunteer sign-ups
A number of members had signed up for the Education, Strategic Planning,
Regulations, Promotions and 2017 CTRA Conference Planning Committees.
Action: Directors responsible for these portfolios to follow up.
d) New directors:
- Katie reported that bios for all of the new directors have been posted on the website.
- Directors were asked to be sure to submit any meeting-related expenses to the
Administrative Assistant by the end of the month that they were incurred. Eligible
expenses are outlined in the Board Manual.
BCTRA Board of Directors Monthly Meeting – November 15, 2015
- Bank signing authorities will be updated. The new signatories on BCTRA’s Vancity
bank account for 2015/2016 will be:
President: Brenda Kinch
Secretary/Treasurer: Meghan Brooks (new)
Director of Education: Alison Koci
Action: Meghan to connect with Vancity.
e) Strategic Planning
Brenda reported that she had met informally with two strategic planning consultants
following the AGM. The consultants’ proposals and fees were discussed and it was
agreed to not proceed with a consultant at this time.
Brenda also reported that the AGM strategic planning sessions had produced 26-30
pages of notes compiled from each of the planning teams as well as the remote
locations. These notes will need to be summarized with the themes and priorities
identified.
Action: Brenda to circulate the notes from AGM to all directors.
Amanda will enquire if the summary could be her research course project next
term.
The Board discussed next steps and the resources available. It was agreed that next
steps will include: identifying priorities, identifying issues raised that can be addressed
in the short term, how to involve membership with the goal of presenting a summary
update to the 2016 AGM. It was suggested that an in-depth discussion of Strategic
Plan could take place at the Board’s annual retreat in the spring.
Action: Process and next steps to be discussed at the December BOD meeting.
5.
TR Month 2016 and 25th Anniversary
The following TR month and 25th Anniversary activities were discussed:
o Alison advised that the Education Committee have discussed presenting a number of
Webinars during TR month in February. It was suggested that a special presentation
be offered at the end of the month.
o Amanda reported that the TR students at Douglas College have planned a “Walk
Across Canada” that will take place in February, the purpose of the walk is to increase
the profile of the TR program and to encourage recreation across the campus.
Action: Amanda to follow up with Douglas College faculty.
o The Education Committee have discussed the idea of organizing a travelling
presentation to be offered to BCTRA members throughout BC to be held either during
TR month or at later in the year depending on their ability to organize this and the
availability of the presenters.
o June 2016 is the 25th Anniversary of BCTRA. Brenda suggested a seminar/education
session followed by a BCTRA-hosted wine and cheese social to celebrate the
anniversary.
Action: Board to confirm TR month and 25th Anniversary strategies at the December
meeting.
BCTRA Board of Directors Monthly Meeting – November 15, 2015
o Alison reported that the Education Committee have proposed asking Douglas College
to pilot a program for two or three 3rd year students to present webinars on their work
during the Jan-April term (it had been hoped that this could occur during 2016 TR
month but due to timing it seems unlikely at this time). Ideally this program would
continue for future years.
6.
Forsyth Park Learning proposal
Alison reviewed a proposal sent to the Education Committee by Matt Jackson of Forsyth
Park Learning (FPL) – the company provides NCRTC-approved on-line continuing
education courses on an annual fee basis. The proposal offered different options to
partner with BCTRA. The proposal and different approaches were discussed. Alison
added that Matt Jackson will host a webinar in the coming weeks for BCTRA members
outlining the courses offered.
7.
2017 CTRA Conference (in Kelowna)
It was agreed that planning for the 2017 CTRA Conference (to be held in Kelowna) should
get started as soon as possible. Potential committee members from the Okanagan and a
Committee Chair for were discussed. It was agreed that a notice should be posted to
make all members aware of this volunteer committee opportunity.
Action:
Melanie and Katie to follow up with potential Kelowna members.
Brenda to follow up with possible Chair.
Katie to post notice asking for volunteers.
8.
Webinar Technical Issues
The issues with consistent and reliable connection for committee meetings and webinars
using Go-to-Webinar were reviewed. It was suggested that it may be more reliable to use
teleconference. Brenda offered to ask other CTRA organizations about their
communications with members.
9.
Out of Province Student Enquires
It was agreed that out-of-province students who enquire about arranging positions in BC
should be directed to the BCTRA Facebook page where they can leave a message. It was
noted that although CTRA keeps a list of opportunities it was not up-to-date. Brenda
suggested that in the future there may be an opportunity to use the BCTRA membership
database to identify members who were open to having a student.
10.
Director reports
Director of Education – Alison Koci reported that:
o Education Grants – were awarded to three professional members and one student
member following the October 2015 grant deadline.
o CEU verification tracking/processing – the new CEU verification procedures will be
presented at a webinar on November 16. Members will be responsible for printing their
webinar attendance verification after the webinar (if a member listens to the webinar
after the original presentation they will be able to contact the Director of Education to
arrange a verification).
BCTRA Board of Directors Monthly Meeting – November 15, 2015
o The Committee has a potential five other webinars to follow up on in addition to the
ones noted above re TR month.
o Three members signed up at the AGM to join the Education Committee.
Director of Communication – Katie Chapman reported that:
o She is developing an annual communications strategy that she will bring to the Board’s
December meeting, she will identify what communications are the best way to support
the organization and can realistically be managed.
o She is exploring a BCTRA Linked In account and other social media options.
o She continues to post BCTRA news, for example, the recent grant recipients as well as
job postings.
Director of Membership - Melanie Carlyle, reported that:
o There have been requests for a pro-rated membership fee for members who join late in
the membership year; she will look into this for the future.
o She continues to work with the Website Manager and Administrative Assistant to
identify ways to streamline membership processing as well as the application process
and forms.
Director of Regulations – John Varley, reported that:
o He and Jennifer Bromley, the out-going Director of Regulations, had reviewed the
Regulations Task Force history, documents, passwords, etc. He had also started
contacting the current Committee members to check to see if they were still interested
in serving on the Committee and he will also contact potential new members.
o He will also contact the CTRA Regulations Group to find out the date of their next
teleconference.
Student Liaison – Amanda Murphy reported that:
o She has been working on setting up a Douglas Students Union group for TR students
(there is a $200 budget/semester for this).
o She has set up a students’ Facebook page and is planning a Christmas drive to
promote the TR program at Douglas and as a way to connect students in the program.
Directors at Large:
o It was agreed that Hayley Wishlow will take on the Promotions portfolio (including the
Promotions Committee) and that Chera Yellan will take on the Regional Ambassador
portfolio.
Administrative Assistant – Kathy Flood reported that:
o She has been sorting through the boxes of old files and scanning important documents,
minutes, etc. along with her usual administrative, financial and membership tasks.
President – Brenda Kinch reported that:
o She attended a meeting in October at SFU with researchers who have received
funding for a research project related to developing a customized recreational therapy
program for residential care homes. The researchers are working with BC Care
Providers. Brenda told the researchers that BCTRA would get back to them about
future involvement in this project.
o She also attended a meeting with the Douglas College Advisory Committee.
o She met by phone after the AGM with each of the Directors and on a regular basis with
the Administrative Assistant.
BCTRA Board of Directors Monthly Meeting – November 15, 2015
o She is preparing for a November 19 teleconference with the Presidents of CTRA
member organizations.
o She has a meeting scheduled with the provincial Seniors Advocate who has asked for
information about BCTRA – what does the organization do and what are its issues?
Brenda will confer with a few members who work in residential care to get their input in
advance of this meeting. In addition, she will suggest that a focus group could be held
in January to address the Seniors Advocate Report and the issues they are facing.
o She will attend a meeting of representatives from HSA associations and practices. She
noted that at the last meeting of this group it was mentioned that funds could be
available for education opportunities.
Action: Brenda to follow up re possible HSA funds.
o The CTRA Western Representative position will need to be filled next June and the
Board should start to consider appropriate candidates from BC; this person attends
monthly teleconference meetings along with assigned tasks.
Action: Brenda to circulate the Western Rep report to the Directors.
o Brenda noted that BCTRA members were also connected to CTRA via the Regulations
Committee (Director of Regulations, John Varley, sits on this Committee) and the
National Standards of Practice Committee (Past President Jasmine Jagpal Balson sits
on this Committee). There is also an Education Committee but it appears that this
Committee is not currently active, a request was made for terms of reference for this
group.
Action: Alison to contact the CTRA to identify the status of the Education Committee.
Next Meeting: Wednesday, December 2, 2015 – 6:00 to 7:30 pm. Location to be confirmed.
Meeting Adjourned: 4:30 pm
Documents circulated in advance of the meeting/at the meeting:
1. Agenda – November 15, 2015
2. Draft minutes and Action Items - September 2, 2015
3. Draft 2015-2016 Budget