M-01

Building Committee Meeting

October 21, 2004

Lot 110 Judas Creek

Present: Blair Corley, Donna Larsen, Mike Larsen, John Streiker, Susan Walton, Lucy Skuba, Lea Ann Dorval, Wolf Schall, Tiffanie Tasane

1. Definition of roles

Chair (Tiffanie)

·        Leading the meeting

·        Recruiting members for each meeting

·        Scheduling meetings

·        Creating agenda and distributing before each meeting

·        Liaison with contractors

Co-chair (John)

·        John agreed to take on role of co-chair

·        Support chair

·        Act as chair in her absence

Project Manager (Michael Frasher)

·        It was noted that there is no existing contract with PM. Tiff to follow up with Michael Frasher.

·        Proposal from Michael passed around to give group an idea of roles and responsibilities of PM

·        Tiff will circulate proposal to group via email for additions and comments.

·        Concentration of roles for design phase only

·        Financial accountability i.e. keep the books

Suggestion that all documents be numbered and dated. Agreed.

President of Marsh Lake Community Society (Donna)

·        Outward connection to community

·        Committee’s decisions go through chair who directs the president when action to be taken on behalf of MLCS

Board of Marsh Lake Community Society

·        Building committee is a sub-committee of MLCS

·        Direction goes from sub-committee to board who has final decision on recommendations

·        Board is signing authority and is liable

·        The board does not have board insurance

·        Because the board meets every other month, suggestion that we are careful to ensure board is aware of decisions and movement of building committee

·        Chair to cc approved minutes to the board members

LAC

·        LAC has designated MLCS as the official recreation body in Marsh Lake. With this comes Sport and Rec funding and Lotteries funding

·        To date, Donna has been reporting building committees activities to LAC

·        Committee decided not to cc approved minutes to LAC

·        Committee agreed to continue to give verbal report to LAC at regular meetings

·        Donna explained that LAC is mandated to serve all the residents of Marsh Lake while MLCS is mandated only to serve its members

·        MLCS membership is free. Membership is determined by attendance to one general meeting annually.

·        LAC has the authority to take away MLCS status as recreational body

Minister and MLA

·        Role is similar to LAC in that we keep them informed

2. Minutes

-Susan agreed to take the minutes for future meetings

-minutes to be numbered

-quick summation at the end of the meeting  (or each agenda item)

-group would like some record of discussion but no need to document who said what

-“the art of summation”

-draft minutes to be sent out via email

-small changes to minutes at the discretion of the chair

-large changes would require re-distribution of minutes to committee

      -approval at following meeting

      -minutes sent to members reasonably soon after the meeting

      -members all agreed to read minutes before the next meeting

      -chair to draft agendas for each meeting

      -meetings to be posted to be an official meeting with a date, time and location

3. Decision-making

-discussion re: quorum

-50% of committee + 1 is a quorum

-suggestions on decision-making process: simple majority or consensus minus 1

-suggestion that motions be made and seconded with discussion and a vote to follow i.e. Robert’s Rules

-discussion on abstaining from a vote and reasons why one would abstain i.e. conflict of interest, not enough info to make an informed decision etc

-discussion re: closed group or open group

·        Include a standing agenda item every other meeting for community members to voice concerns. Refer interested people to chair.

·        Higher numbers make the decision-making process more difficult

·        Discussion on input vs decision-making

·        Open meeting vs open group.  The group agreed that they liked the transparency of having mostly open meetings with a closed group.

·        Public meetings vs committee meetings

·        Suggestion that the committee agree on a maximum number of committee seats

·        Wolf moves for 11 committee members. Consensus. Decided.

·        Therefore, if all seats were filled 6 would make quorum. With 9 seats filled presently, 5 make quorum.

·        Group discussed mathematics of possibilities with simple majority scenarios and consensus minus one scenarios. Request for calculator to be brought to future meetings.

·        concern that with consensus -1 stalemates could occur often and no decisions get made

Solutions:          creative ideas

                        board of MLCS could strike the committee

                        recourse up to the board

                        Constitution has a safeguard re: eliminating members if difficulties present

• suggestion that a consensus -2 model be used. Discussion on pros and cons of 3 suggested models.
• Group agreed that the committee needed a minimum number of seats filled to be active. Motion that 5 seats be the minimum. Consensus. Decided.
• Final vote on decision-making model: Consensus -2. Decided.
• Definition of active member: A member remains active until she has missed 3 consecutive meetings with no regrets. At this point the committee has the right to vote the committee member off the committee. No voting by proxy although absent committee members can put their argument forth in writing or via another committee member for discussion.
• New members would be voted on the committee after expressing interest. Much discussion on this topic. Suggestion that new members could not vote their first meeting. Meeting attendance could be by invite or by standing agenda item. New member criteria is an interest to build a building and support of the committee and community in doing that. Interested parties could also sit on sub-committees as they are formed.

4. Malcolm’s memo Deferred to next meeting.

5. Timeline Deferred to next meeting.

6. Subcommittee discussion Deferred to next meeting

7. Marina

-Susan asked the owner if it was for sale

-Mo to get back to committee

-brief discussion whether committee would be interested.

8. Energy Solutions Center

-architect from ESC (Michael Barton) suggests ways to design buildings to be more energy efficient to reduce O&M costs

-if a building is 30% more energy efficient in its design there may be funding

-Tiff to talk with Michael Frasher re: inviting Michael Barton to an upcoming meeting

9. Size of Gym –deferred to next meeting

Adjourned: 9:15 pm