MinutesCumberland Community Association

January 8, 2015

In Attendance

ExecutiveEuan Swan Co- PresidentChris Thomas TreasurerLyle Fair Acting Secretary

DirectorsLyle Fair Trails CommitteeAnne Hawley BeautificationBobbie Walker Social CommitteeDonna Nuttall Member-at-LargeRuss Thomas Member-at-Large

Also in AttendancePhilip Berthiaume Councillor Blais’ OfficeBob Hawley ResidentElita Krause ResidentMathieu Blanchard Farmers’ Market

RegretsAnda Bruinsma Co-PresidentBrent Chisholm Ice RinkRebecca Dufton City IssuesEva Lyons Secretary Myroslava Mykytyn Member-at-Large

Agenda Items ActionableItems

1. Call to Order

The meeting was called to order at 7:02 pm. The Chair, Euan Swan, welcomed those in attendance. Anda Bruinsma, Brent Chisholm, Rebecca Dufton, Eva Lyons and Myroslava Mykytyn sent their regrets.

2. Approval of the Agenda

A motion to approve the Agenda as amended was made by Russ Thomas, seconded by Chris Thomas. Passed.

3. Approval of the Minutes of Last Meeting

A motion to approve the Minutes of the December 4, 2014 meeting was made by Anne Hawley, seconded by Russ Thomas. Passed.

4. Report from the Councillor’s Office

Philip Berthiaume submitted a report attached at Appendix 2. In addition, Philip mentioned that Joe Mogey, Trim Road construction project manager, is available to discuss the project if there is interest. Also, a new police officer, Constable Lancellette has been assigned by the City to Cumberland and can meet with the association if it is interested. Finally, Philip requested that he be made aware of Executive

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any grant applications initiated by the CCA.

5. Updates from the Co-PresidentsCo-President Euan Swan provided an update on the following items:

a) Hockey Day in OrleansChristina Burke is looking after the Cumberland portion of this event that will take place on our outdoor rink on Feb. 7, 2015. The CCA will support through our social media and Euan Swan will request a picture to use.

b) Heritage BuildingExecutive members are concerned about the state of the property and its future use.

Euan Swan

6) Treasurer’s Report

As of January 8, 2015, the CCA has $11,133.65 in the bank. See appendix 1 for the full monthly report. A cheque from the City for trail material for the amount of $ 1797.00 has yet to be deposited. Outstanding bills and revenue for the Christmas tour are still anticipated.

A motion to accept the Treasurer’s report as presented was made by Bobby Walker, seconded by Anne Hawley. Passed.

Chris Thomas

7. Business Arising

a) CCA Banners

A clarification was made by Mathieu Blanchard regarding the previous meeting minutes that the banners were paid for, and all that was required was input by the CCA for the content. It was agreed that a request be made through social media for pictures that potentially could be used on the banners with a minimum of 300 dpi resolution.

b) Speed Limit Petition

Deferred to the February 2015 meeting.

c) CCA Constitution, Bylaws and Policies

Russ Thomas is to check previous records to see if a Donations Policy was previously approved. Regardless, it is the opinion of the CCA that any donation from the CCA needs to be approved by the association.

Chris Thomas stated that prior approval from the CCA is required before claims or payment of bills for activities can be actioned.

AndaBruinsma

Roger Lyons

Russ Thomas

8. New Business

a) Mobile Market – This is a City initiative to assist areas where access to fresh produce is difficult. The CCA agreed that it would be possible to support such an initiative but it is not interested in applying for this service in the Cumberland area. It may be possible to provide a food donation box for this service at the market.

MathieuBlanchard

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9. Committee Reports

a) Communications

The deadline for submissions to Anda for the next Lamplighter is Jan 15, 2015. The Lamplighter will include a follow-up to the Heritage Home Tour, a year-end celebration of the Farmers’ market, information on the ski trails and ice rink, as well as promotion of Winterfest and Family Fun Day.

b) Ice Rink

Preparations for the ice rink are ongoing. The ice is about 90% completed. Due to the uncooperative weather, the City has extended its deadline to have a skateable surface to the week of the 21st. Expect to start supervised skating next week as per the obligations in order to continue receiving the grant.

c) Winterfest/Mardi Gras

Bobby Walker reported that the hall and food are booked. The cost for the Silent Auction and Dinner / Dance on Feb 21, 2015 will be $20 for adults and $15 for children. Volunteers are required. For the Winterfest Family Fun Day on Feb 15, the museum will provide the venue and the CCA must organize the event. Bob Hawley offered to engage the Lions for support.

Donna Nuttall requested that the Board approve expenditures up to $1000 for food and $600 for advertising, tickets and decorations for the Silent Auction and Dance; and a $1400 limit for the Family Fun Day. A motion to approve such expenditures was made by Lyle Fair and seconded by Mathieu Blanchard. Passed.

d) MarketMathieu Blanchard stated that a meeting between the market committee and members of the CCA to discuss CCA/ Cumberland Market relations will take place on Jan 15, 2015

For the Christmas Market, $150 was paid to both the St. Andrew’s church and the Mosque as rent.

f) Trails

Lyle Fair reported that the final report for the $8,000 grant has been submitted and received with thanks by the City. Rideau Valley Conservation Authority has mapped out the revised proposed tree planting areas and will meet with Lyle Fair and Rachel Perkins at the museum to finalized locations for the trees.

Grooming will recommence this weekend after a period of inclement weather.

Board Members

Board members

Lyle Fair

10. Adjournment / Next Meeting

Russ Thomas moved that the meeting be adjourned at 9:02 pm, seconded by Chris Thomas. Passed.

The next meeting will be Thursday February 5, 2015 at 7 pm.

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Appendix 1

Cumberland Community AssociationTreasurers

Monthly Report

Jan. 8th, 2015

Bank balance as of December 4th, 2014 $12,186.21

Disbursements December 4th, 2014 - January 8th 2015

Donna Nuttall Christmas Tour $(253.40)Lyle Fair Trails $(1,797.70)Gerry Lalonde Christmas Tour $(500.00)Donna Nuttall Christmas Tour $(276.74)Debra Wyatt Christmas Tour $(150.00)Anne Hawley Christmas Tour $(28.85)Anne Hawley Christms Tour $(141.16)Cindy Mackay Christmas Tour $(95.93)Bobbie Walker Christmas Tour $(52.85)Monthly fee January $(4.00)Anda Bruinsma Christmas Tour $(294.93)

Total disbursements $(3,595.56)

Receipts since December 4th, 2014

Christmas tour Sponsors and tickets $2,543.00

Total Receipts $2,543.00

Bank balance as of January 8th, 2015 $11,133.65

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Appendix 2

COUNCILLOR’S OFFICE REPORT BY PHILIP BERTHIAUME

For the most part, our Bylaw department will enforce Bylaws on a complaint basis. There are exceptions, such as actively patrolling downtown for parking violations. Otherwise, Bylaw will only do enforcement once a complaint is registered. Vehicles must park in accordance to City Bylaws, occasionally By law officers may demonstrate leeway for a very limited time for construction, deliveries and so on. But exceptions are difficult to justify to residents who live in the area and obey the rules faithfully. Once an officer is dispatched to an area, they will ticket all vehicles that are in violation and not just an identified location. There are rules on how to park and where, parking on front lawn areas is generally not permitted. Bylaw also enforces something that is called Property standards. Property standards are standards where a minimum level of maintenance and property care is expected. Bylaw does not expect residents to ‘keep up with the Jones’ and match neighbours aesthetic standards but to meet a basic level of care and order. Most often, what is considered an eye sore will be in contravention to the property standard bylaw. If you note a violation, it is important to report it. The best way is to report a violation to 311. They can be reached by calling 311 or emailing 311@ottawa.ca. Calling is the faster of the two options. The program manager for ByLaw enforcement in the east sector of Ottawa is Troy Leeson and he can be contacted at troy.leeson@ottawa.ca if you have any questions. He can also be copied if you send in any complaints by email. Complaints should not be made directly to Troy, you should always go through 311. Often what is permitted or not is determined by zoning. For zoning questions, there are two Development information officers who are quite good at answering a wide range of questions. They are Colleen Lavallee, and Arthur Grabowski and both can be reached at 613-580-2424 ext 29242. With respect to incorporation and when to file tax records, as discussed in the December meeting, I took the liberty to speak with Judith Dupuis at the City who was able to provide some guidance. The City recommends that groups incorporate for the primary reason to better protect the executive members against any liability claims. The process to incorporate a group can be long but is not difficult. Judith has many documents and information that is helpful. To incorporate provincially is recommended in most cases. If you incorporate federally, in general, it means that you would operate in more than one province and not just in Ontario. It is recommended to get insurance for directors for liability. An audit is not necessary every year but necessary when the association/group makes $50,000 or more in revenue per year, otherwise a financial report is all you need to deliver at the AGM. The CRA does require that the association/group file an annual income tax report. At the end of each year you would have a treasure’s report at the AGM that would include: - detailed expenses and revenue information

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Appendix 2 - a summary of highlights or results for the past year - explanations provided for surplus and allocation

- explanation of deficits and plans to remedy in upcoming year.

For more information, Judith can be reached at

Judith DupuisRecreation and Community Development OfficerAgente de développement communautaire-loisirs613-580-2424 Ext/Poste-34402Judith.dupuis@ottawa.ca

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Appendix 3

Suggestions for changes to CCA Constitution 1/08/15

1. Note. Under ARTICLE III MEMBERSHIP, Membership form is mentioned. We need to find all the old forms and add any new members that have not signed. A new form or the old if workable needs to be available at all meetings. A member of the executive needs to be responsible for the list of members, checking whether they member still lives at the stated address and new forms etc. This is a good way to get names, addresses, home and cell numbers plus e-mail addresses. We could ask if they want the Lamplighter and other information sent to them via e-mail.

2. Note: ARTICLE IV SECTION 1 We may want to add appointment/election of at least 6 representatives of the community.

3. Note ARTICLE IV SECTION 3 has the annual general meeting called within 30 days of written request for meeting. Does this mean if 10 people submit a written request that an extraordinary meeting will be called or that for the annual AGM, we need to submit a written request signed by 10 members for it to be held? If it is an instruction for an extraordinary meeting to be held, then the following sentence regarding monthly meetings should be moved to Section 1

4. Note: ARTICLE IV SECTION 4 - Quorum. Requires 10% of membership but we may want to change it when we look at the total membership numbers and the number of members usually attending the AGM.

5. Note: ARTICLE IV SECTION 6 – AMENDMENTS. Do we wish to insert a procedure for amending amendments and or for amendments occurring from the business to be submitted. We could also write a list of AGM rules for each AGM. These could include how long any one can speak to an amendment. Making anyone announce their name and either pro or con before speaking to an amendment etc; This can make it easier for the secretary to write the minutes. A list of rules for an AGM is not written in the constitution but rather is voted upon at the beginning of the AGM.

ARTICLE V Executive meetings6. Note: SECTION 2 : Do we want to strike out ex officio so the immediate past president can vote at monthly meetings. Do we want to stipulate that the immediate past president must complete a full term in order to be an immediate past president? If a president continues for ensuing years is there an immediate past president past the first year of his/her term. In other words does the immediate past president refer only to the first year after the president has served? We may want to consider having all past presidents being members and being able to vote at monthly meetings as long as they are members of the community.

7. ARTICLE VI FINANCIAL PRODEDURES this section will need to be amended to conform to the requirements of incorporation.

8. ARTICLE VII COMMITTEES: This allows the executive to form sub-committees. Does this mean the executive monthly meetings is seem as a committee or should the word be committees instead of subcommittees. We do need to add to our policy and procedures document a committee guideline.

9. Sections on the duties of each office need to be written

Please let me know of any other changes you wish or your opinions. I prefer e-mail or written submissions.

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Appendix 4 (DRAFT)

Cumberland Community Association Donations Policy

NOTE: Upon approval of these guidelines, they shall be included and form a part of the Cumberland Community Association (CCA) Constitution and as such be evoked whenever a request or motion requesting a donation is presented to the Committee.

When considering donations from the Cumberland Community Association, the following guidelines shall be followed:

All requests for donations from the CCA shall be reviewed by a committed comprised of the President, Vice President, Secretary, Treasurer and Sub-Committee Leads. At minimum, there shall be at minimum, four (4) members present to consider donation requests. The decision for making donations shall not be up to the general assembly of the CCA but be limited to the committee noted above. The Committee will discuss in camera and must achieve a majority vote prior to making the donation. The decision shall be based upon the eligibility evaluation criterion in the accompanying table and general discussion by the committee on the benefits to the Community of the project/activity.

The Treasurer shall present an expenditure forecast to the committee based upon historical data and predicted activities for the upcoming year so that financial impact of the donation on future activities of the CCA budget may be properly assessed.

To be eligible for a donation, the organization or charity must score a majority of “YES” answers in the qualifying criteria table below. Each member of the board shall complete the scoring table to provide an unbiased accounting of the project and requesting group.

Records of the point evaluation, discussions and executive decision shall be retained as minutes for future reference.

Requests or proposals for donations shall be recorded in the CCA General Meeting Minutes and taken as an “Action Item” necessitating action by the committee identified above. Results of the decision must be presented at the following General Meeting. The requesting individual or group may be notified immediately of the Committee decision.

EVALUATION CRITERION FOR DONATIONSFROM THE CUMBERLAND COMMUNITTEE ASSOCIATION:

YES NODoes this organization have a history of contributing to the Community?

When considering this item, do activities and functions of this group benefit the general population of Cumberland or only the members of the organization? Many churches for example have fund raising activities but the proceeds remain primarily within that group and

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Appendix 4 (DRAFT)are not targeted to “community” projects such as setting up a park or playground.

Is this request for a specific project/activity, and not for general support of the requesting group?

It should be clearly demonstrated and traceable that the funding provided by the CCA will go towards a specific community goal and not towards the general operating expenses of the organization.

Has it been demonstrated that this project/activity will clearly benefit the community in general and not a specific focus group or sub-set of the requesting group?

As all of the CCA funds are derived from the public it must be clearly demonstrated that they are returned to the “general” population in a way that benefits as large a segment of the Cumberland population as possible. Donations to groups, organizations or clubs were the funding will primarily only benefit the membership of that group are not considered good use of public funds.

Has the individual/organization requesting the donation demonstrated that there is support for this project/activity from the general community (outside of the requesting organization)?

The general public should be aware of the project and support it.

Has the individual/organization requesting the donation demonstrated that there is support for this project/activity from other individuals/organizations in the form of funding?

Depending upon the scope of the project, the CCA should not typically be the only benefactor of a project.

Will this donation benefit the people of Cumberland?

We must consider the community impact, usability and benefits of the project. Who will use it, is it accessible to the public. Will the entire Cumberland area benefit from the project and have unrestricted access/use or only a small group? The greater the community benefit the better.

Will this donation benefit the people of Ottawa East?

In some cases, charitable donations may benefit people outside of Cumberland. The CCA should attempt to focus on the Eastern regions of the city if possible.

TOTALS

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Appendix 5

Report to City Regarding Cumberland Trails

RECIPIENTS OF A FUNDING CONTRIBUTION UNDER THE RURAL COMMUNITY-BUILDING GRANT PROGRAM

File Number D14-99 13 RCBGP

1. Application for rural grant funding to the city of Ottawa was sought in December 2013 to assist the Cumberland Community Association in the building of a bridge for the trail network at a location west and south of the Cumberland Museum. Funding was approved for $8000 but after analysis of the construction of the bridge, the Cumberland Community Association reconsidered their options and decided that the money would be better served to build boardwalks and pathways in the trail network in order to progress the usability of some of the trails. This change was approved by the Rural Grant Committee.

2. The funding was spent in four purchases of building materials that comprised of pressure treated wood, hardware, geotech material, a culvert and stone dust. Currently six boardwalks have been constructed (photos in appendix A) over wet areas and small depressions. Another five boardwalks are planned for construction in the spring of 2015. Four truck loads of stone dust will be laid on geotech material to define the trails in areas of soft ground.

3. The injection of city money into the construction of the trails has been highly successful because it has raised the visibility of the trail network to the public. Immediately after constructing the boardwalks, the local Orleans media became interested and wrote two articles regarding the recreational value of the city property. Many requests have come through our CCA social media for more info on the location of the trails and trail maps. There is now daily use of the trails by people from the Cumberland and Orleans area

4. After this grant approval, other agencies have assisted in this endeavor. The Cumberland Museum has been cooperative in changing their front entrance barricade to allow access to a small area for parking at the trailhead. The Rideau Valley Conservation Authority has been very keen to

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Appendix 5

have a tree planting occasion next spring to better define the trail and prevent erosion near creeks.

5. Currently, the rural grant has provided us with adequate material for work well into the next year. Though there will need to be further efforts downstream to meet City standards for signage, this grant has kickstarted this trail network and provided access for recreation for local community.

Lyle FairHead of TrailsCumberland Community Association

Appendix A

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Appendix 5

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Appendix 5

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Appendix 5

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