Tache Community Daycare Board of Directors Meeting Minutes DATE: Sept 13, 2012 TIME : 6:30pm LOCATION : School Age Center – 1298 Dawson Rd, Lorette: Meeting Called by:

Scott McDonald

Type of Meeting:

General Board Meeting

President:

Scott McDonald

Secretary:

Danielle Aessie

Attendees:

Scott McDonald, Annik Borsboom, , Kevin Hudson, Danielle Aessie, Gail Tereck-McDonald, Cathy Hartley, Mike Aessie, Danielle Aessie, Rachel Lamirande

Management & Staff Representative: Regrets:

Mary Ann Haddad, Theresa Grossman Heather Delaine AGENDA

1)

Review of minutes from June 25th, 2012

2)

Reports a. b. c.

Directors report: Melissa Treasurers report: Kevin • Review and approve June and July, 2012 Financial Statements Fundraising committee report: Gail/Cathy

3)

Staff update

4)

Old business a. Status of KOC purchase: (Melissa, Scott) Offer amount Use of attorneys Neufeld, Jodin Borrowing by law b. Fundraising:

5)

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Fundraising totals to be given to committee (Melissa) Set date for Peak of the Market (start/end) Bingo application (Melissa)

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Salaries re: increased operating grant/parent fees (Melissa) Salaries approved by Oct 1, 2012 Review and approve Vacation, Sick days and OT (Cash outs and Carry-forward) requests from staff (Kevin) Review first draft of 2012-2013 Budget (Kevin)

New Business: Budget:

6)

Next Meeting Date

7)

Adjourn

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AGENDA TOPICS Call to Order: 6:30 pm 1. Review of minutes from June 25th, 2012 -accepted by Gail, seconded by Cathy 2. a Director’s report

Discussion: • Ratios: Infant Rm 7/8, 8th infant starts Oct 1st. PS1 is 16/16 . PS2 16/16, PS3 18/18. School Age 43/45 , to make calls to fill the last 2 spots • Name tags will be implemented for staff to wear, colour coded to each room so it’s easy to recognize which worker is in each room, especially useful when all children playing outside and you want to report to the staff directly responsible for your child’s care • Introduction packages will be created for each room. When children transition from one room to another, the family will get a package. Package will include information on staff, daily routines and room goals • Theresa has implemented an internal new letter for staff, a different staff member will be responsible for the letter each month • Workplace Health and Safety committee has been set up. Committee includes MaryAnn and Chelsea from School Age, and Theresa, Tracy, Debbie and Laura from preschool. Committee to meet each second month immediately prior to staff meetings • New cleaning contract – Gerry Grossman has been hired. Contract includes yard maintenance • Per Public Health Nurse, no longer a no nit policy being enforced at School/Daycare (non-exlusive). TCDC will have to have it’s own lice policy drafted • Melissa will look at applying for grants for windows and playspace for School Age site • Next staff meeting is Oct 15th, 2012 Conclusions: Directors report accepted by Annik, seconded by Scott Action Item Lice policy relating to TCDC

Person Responsible Melissa

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Deadline November 2012 board meeting

2b. Treasurers report

Discussion: • Reporting on three months activity (June, July, Aug, 2012) • June, 2012 - $6900.00 deficit – payout for attendance bonus, $7000.00 • July, 2012 - $17,000.00 deficit – vacation liability • Aug, 2012 - $17,000.00 deficit • Revenue is higher because of the wage grant in July • Currently the deficit is $4900.00 with one month remaining in budget year. Bottom line may change once BDO examines and shifts items from year to year Report accepted by Gail, seconded by Mike (3 months of reports) 2c. .Fundraising committee

Discussion: • Tupperware - $377.26 profit • Next fundraiser is Peak of the Market, Oct, 2012 Conclusions: Report accepted by Scott, seconded by Mike Action Item Person Responsible

Deadline

3. Staff update:

Discussion: • No report Conclusions: Action Item

Person Responsible

3

Deadline

4.a Old Business – Status of KOC purchase (Melissa/Scott)

Discussion: • Scott sent email to KOC, KOC met on August 27th, 2012 • KOC would like an offer to purchase. Melissa requested purchase price to be lowered in lieu of one year of rent • Melissa contacted lawyer (Mona JODOIN of Smith Neufeld Jodoin), same lawyer as KOC. Will look into a 15% legal fee discount due to TCDC being non- profit organization • No need to pay land transfer tax due to TCDC being a registered charity • Possession date requested of Oct or Nov, 2012. Our contract ended July 31, 2012, renewed until Oct 31, 2012 • Mortgage amount of $350,000 minus 12 months of rent ($1200/mo X 12 = 14, 400). Total mortgage amount of $335, 600 • KOC requests the continued use of the building on the last Monday of each month. Separate contract from the offer to purchase • Funds need to be allocated from general fund to capital reserve for the purpose of purchasing the school age site • Funds available towards the purchase of the building are: $40, 000 from Community Places and $2500 from Caisse Populaire de Lorette (Caisse grant) Conclusions: Mortgage offer amount accepted by Danielle,seconded by Cathy The board unanimously accepted to allocate up to $50,000 from the General Fund to Capital Reserve for the sole purpose of purchasing the School Age site (KOC building) at 1298 Dawson Rd, Lorette,MB

Action Item Speak with Ivan of the Caisse to determine how we finance this purchase and who signs the offer to purchase and the mortgage papers

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Person Responsible Kevin

Deadline As soon as practicable

4b. Old Business – Fundraising (Gail/Cathy)

Discussion: • Peak of the Market fundraiser to commence soon, orders to be in by Oct 9, 2012 • Bingo application needs to be looked into • Future fundraisers for 2012/2013 year may include: Grey cup tickets, Cheese (Bothwell) and Perogies (Country), Chocolate (Cadbury), Elantra Foods, Bud/Spud night at DTMI in March/April (would be ideal to coordinate with the last night of local hockey) Conclusions: Peak of the Market information to be distributed (Gail/Cathy) Action Item Person Deadline Responsible Bingo application Melissa No deadline assigned As soon as practicable Peak of the Market information to be Gail/Cathy distributed 5. New Business – Budget (Melissa/Kevin) Discussion: • Salaries cannot be approved by Oct 1, 2012 • Rest of ‘Budget new business’ moved in camera at 7:50 pm Conclusions: Motion to change amount of time Melissa can approve to be carried over. Currently, can approve 5 vacation days carry over. Requesting she can approve a further 3 sick days carry over and 2 X 8hr overtime days. Motion accepted by Annik, seconded by Mike Motion to approve year end payouts for staff of $13,000. Unanimous approval by the board Motion to approve Melissa’s vacation carry over of 41.18 hrs . Unanimous approval by the board Action Item Person Responsible Deadline

Meeting went “in camera”at 7:50 pm and “out of camera”at 8:50 pm 5

6. Next Board meeting: October 25, 2012 at 6:30pm, School Age site 7. Meeting adjourned: 8:55 pm

Signed: Board Member

Date:

Board Member

Date:

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