| MRA MINUTES/POL...'s profileMRA MINUTES and POLICYBlogLists |  Tools  Help |
MRA MINUTES and POLICYMarch 23 POLICYMACKENZIE RECREATION ASSOCIATION
REGIONAL AND COMMUNITY SPORT DEVELOPMENT GRANT GUIDELINES FOR APPROVAL
7. After the event is held, a final report must be provided with supporting receipts and an invoice clearly stating the relevant information. This should be provided within 20 business days of the scheduled event. Upon receipt, a cheque will be issued according to the funding guidelines and pre-approval.
March 22 MRA NovemberMackenzie Recreation Association Meeting Conference Call - November 22, 2006 Present: Clifford McLeod (President - Fort Providence), Andrew Hillaby ( Treasurer - Fort Simpson), Ross DeBoer (Hay River), Lawrence Nitsiza (Wha Ti), Allan Browning (Katlodeeche), Eddy MacKay (Fort Resolution), Maureen Laboucan (Lutsel K’e), Belinda Sunspariel (Behchoko), Holly Ovayuk (for CDO South Slave), Paul and Deb Stipdonk (Executive Director), Janie Hobart (Secretary) Communities with no Rec personnel at this time: Kakisa, Wrigley, Nahanni Butte, Enterprise, Gameti, Wekwati, Dettah/N’Dilo Regrets: Jean Marie River, Fort Liard, Trout Lake, Fort Smith 1. Call to Order/Welcome and Introductions The meeting was called to order at 1:41 pm. Clifford welcomed everyone. Roll Call completed, quorum present. 2. Approval of Agenda
3. Approval of Minutes The minutes from the Semi-Annual meeting (October 18) were provided for information but must be approved at the annual meeting. Allan raised a concern that the minutes only arrived today - needs more time to review same. 4. Business Arising from the Minutes a) Questions/explanations from minutes raised by Allan: Waterfront Program - currently for communities with no access to pool (Trout Lake, Nahanni Butte, Jean Marie River and Wrigley); this is an in-out expense paid for by MACA and operated through Village of Fort Simpson; Is Katloodche eligible? Holly to look into same. Gift for Tausia has it be sent? Certificate received and will be sent ASAP. Funding of school events - are the schools aware this funding is no longer available? Yes. Need to develop a definition for school events. One suggestion: if teachers are getting their per diem, salary, etc then it is a school event - if children are excused from school could be deemed school event (this varies from community to community). Sport and Recreation Council has it been formed? Yes. There is a board of directors (13) and they have been working with the 5 partner organizations regarding business planning and budgetting. For more information, contact Chairperson Julian Tomlinson or ED Todd Schaefer. Auditors are we using the same auditors as last year? Yes. Fall Meeting/PD What was the cost of the conference? Approx. $14K approx. What was the cost of charter from Fort Simpson to Regina approx $7K (5 people) return. b) Arctic Winter Games Regional Trials Information on the ages and Mackenzie Region Selection Process was sent out. Dates for Trials: Please send your proposed dates for camps/competitions to Deb ASAP. Regional coordinators: Deb is the Mackenzie Region coordinator. The regional coordinators for the South Slave are: Crystal Coleman and an unnamed person from Hay River. Ross, Colin and Holly are working to identify a person. Trial Responsibilities Clifford asked about responsibilities for regional trials - who pays for what - Paul to investigate this (may be able to modify the Sport North Territorial host agreement to create a regional hosting agreement). Selection Camps Eddy asked about selection camps - What are the criteria for each camp? Who will be on the selection committee? How will the regional coaches be selected? Will require further discussion Coaching Training AWG requires coaches to be fully certified Level 1. Theory component is worked through Sport North and the technical component is worked through the individual TSO’s. Suggestion made that the MRA hold some theory course. To be investigated further. Snowshoeing Lutsel K’e would like to host Snowshowing - Maureen needs to talk to Ericson in Jean Marie River (current host site). c) February NWT Winter Games Planning is going well with Andrew, Shane, and Dawn working on initial planning. ED starting soon. Group has already met with TSO’s in YK. Conference calls with the TSO’s have scheduled from now until the games. Local organizing committee is being put together and sub committees will be set up. Sponsorship letters are being sent out. November 26 is the next meeting of the group. The accommodations will be at the schools and the meals are being tendered. Letters have been sent to the School boards regarding the selection process with Dec 15 as deadline. Discussion followed with regards to assisting communities to cover fees. Concern was where can the funds come from (Community Initiatives Budget$28K, have already spent $26K)
Business Arising (continued)
A request was made to have a break down of community initiatives projects funded so far this fiscal year. c) Insurance Information Item: Deb advised that Board and Director liability insurance is going to cost $3000 and they are in the process of completing the application. d) Website Andrew has spoken with the webmaster (Orville) who is working on the website. Should have the website ready by the end of the month. 5. Approval of Financial Statement Copy of the Financial Statements were provided. Deb advised we have received all of our funding and are currently in a healthy situation. Adjusted balance is $127,143.50 with approximately $10K in outstanding commitments. This must cover expenses to the end of March.
6. New Business a) Aquatics Coordinator (NWTRPA) Information Item: Kerri Svenson has been hired by the NWTRPA as the aquatics coordinator and she would like to attend one of our future conference call. With lifeguards and aquatics supervisors in short supply across the country, start thinking about your aquatics hiring process now. b) Sport Forum Clifford will be representing the MRA. Question was asked, what is the Sport Forum? No agenda has been sent out. Clifford/Deb will send a copy for everyone’s info when same is received. 7. Other Business/Community Concerns b) Katlodeeche Allan asked who he should be contacting from the government if he has questions. The MRA has access to all three RDO/RDC. If this is a specific regional MACA question, go through Colin or Holly for his region. b) Lutsel K’e Maureen advised her term will be up at the end of December; unsure what is happening then regarding filling the rec position. She also advised the Grand Opening of their new arena is January 15. Will the MRA be sending anyone to same? Clifford will come if he can get on one of the charters coming in. 8. Date of Next Meeting Teleconference Call - January 10, 2007 - 1:30 PM There may be a call in December if there are issues regarding AWG Regionals. 9. Adjournment
Community ReportsCommunity Reports
a) Jean Marie River - oral report given. Busy summer; he is wearing several hats; working on trails; getting ready for winter activities.
b) Fort Liard - oral report provided (RDC). Unable to attend, proxy provided; held swim meeting; building new skate park.
c) Trout Lake - oral report provided (RDC). Unable to attend, proxy provided; just hired a new rec person; constructing arbour in the community
d) Nahanni Butte - oral report provided (RDC). No rec person currently - having difficulty hiring; there is no rec facility but design phase next year, construction the year after - using New Deal funds
e) Wrigley - oral report provided (RDC). No rec person currently; Blue Imp installing new playground this week
f) Lutsel K’e - oral report provided. She just returned in July; assisted with Dene Games, Lutsel K’e, Fort Providence and Wha Ti participated (full report submitted); sent 6 youth to dreamcatchers; Kugluktuk grizzlies lacrosse group came and held a clinic (sponsored by Diavik); participating in youth ambassador program; is coordinating the CWG torch relay with the schools which will be held next week; cleaning up files and paperwork as no rec person for awhile.
g) Hay River - oral report provided. Busy summer; held fiddling and jigging festival; summer heat program was huge averaging 40 - 50 kids for whole summer; programming staff introduced summer heat junior program for 4 - 6 yr olds one day a week which was successful so will repeat next summer; ball has been declining with all leagues down; soccer going through the roof, hosted 3rd annual outdoor soccer tournament; won Get Active award of $5000; will use money for improving a soccer pitch; softball wishes to develop new diamond in Pine Point Park, Town to provide contribution for planning funds and they are raising money for the development of the park; hired Jennifer Donnally as new rec programmer; aquatics center opened in May - great numbers, adult lessons and aquasize very successful, all lessons have great enrollment, need more staff; ice in arena on Oct 2; don’t have enough ice time to support all the requests; women’s hockey has 60 participants, speedskating interested, figure skating might start a 2nd organization; staffing has been a real issue, tough time getting people; September is insane getting ready for winter and finishing up summer stuff.
h) Fort Resolution - not able to attend, sent proxy;
i) Fort Simpson - oral report provided - focussing on rec centre to make it look more like the community and repairing damage from vandalism; partnering with other groups for family violence week and national addictions awareness week; started a soccer tots program which daycare and preschools attend; putting in arena ice soon, sand has been levelled; provided training for volunteers and staff; hosted NWT cross country meet; will be hosting NWT Winter Games; traditional archery group on Sunday nights; getting a new score clock; moosehide mommas are fundraising for community activities; staffing is an issue; good partnership with schools; provided youth leadership training; new water fountains for arena. Appendix “A” - Community Reports (continued)
j) Wha Ti - oral report provided. Summer was busy; travelled to swim meet, dene games, baseball in Fort Providence, handgames in Tulita, Mackenzie Youth Summer Games; construction of youth centre started, should be completed in Oct; will have big dance and community feast for grand opening with lots of people coming in from other communities; community hall burned down in 2002 so this is very exciting; will include fitness centre and Lawrence’s office will be moving there; very big step for community; hosting the assembly next year; ball field fence installed and will open same next summer and will combined with soccer field; wants to host a baseball tourney; worked on golf course this summer
k) Fort Smith - opening new pool soon; just installed movie theatre in partnership with RCMP who will supervise on weekends; installed 2 new playgrounds and will install another one next spring; started a youth with potential program with 12 participants 16 to 25 yrs who have dropped out of school to help get them back in the mainstream; installing new skateboard park next year; teen room has been reopened, 35 hours a week, about 40 kids per night; working on policies and procedures development; rec programmer position has not been refilled yet nor has the pool manager been hired; minor maintenance to arena, painting, new doors; non-smoking campaign program with schools in June - 150 kids; vandalism is a problem - deep systemic issue, looking at video cameras and night watchman, it demands a lot of personnel time and other resources. l) Fort Providence - oral report provided: held co-ed slo pitch tournament and used new ball diamond; held Mackenzie Daze - parade, slo pitch tourney, crib tournament; attended swim meet, dene games, cross country meet, handgames in Tulita; gym activities have started again this fall; planned CWG torch relay using past athletes and put torch in war canoe as well as running; baseball was not successful; had youth summer worker; there are too many organizations doing activities - need more coordinated approach, perhaps a brainstorming activity.
Overall issue: this is the electronic age and youth spending a lot of time on computers, T.V., video games; we need to get youth re-engaged (good topic for next spring’s meeting); Geoff Ray is pilotting a program for “Everybody gets to play” (CPRA) and he is willing to do a workshop. Meeting MinutesMackenzie Recreation Association Fall Meeting/Semi Annual Meeting October 18, 2006 - Saskatoon
Wednesday, October 18 Present: Clifford McLeod (President - Fort Providence), Eric Sanguez (Vice-President - Jean Marie River), Ross DeBoer (Hay River), Andrew Hillaby (Fort Simpson), Lawrence Nitsiza (Wha Ti), Paul Ennis (Fort Smith), Maureen Laboucan (Lutsel K’e), Shane Thompson (RDC Deh Cho), Holly Ovayuk (for CDO South Slave), Deb Stipdonk (Executive Director), Geoff Ray (NWTRPA), Billy Othmer (Sport North), Janie Hobart (Secretary) Proxies: Trout Lake, Fort Liard, Fort Resolution Communities with no Rec personnel at this time: Kakisa, Behchoko, Wrigley, Nahanni Butte, Enterprise, Gameti, Wekwati, Dettah/N’Dilo, Regrets: Katlodeeche
Opening Prayer was offered Clifford welcomed everyone to the meeting. He advised this is an important time for us to be meeting together to develop strong regional bonds and to find ways to work together. Together we are strong. Role call was taken: 7 communities present and 3 proxies received. Quorum present. All communities were asked to provide a report of community highlights and issues (communities not present but who provided reports, reports were given by Shane). Summary of oral reports provided in Appendix “A”. Moved that the Agenda for the MRA Fall Meeting 2006 be adopted with the following additions: Joint Meeting with SRC under Partner Updates
Moved by: Eric Sanguez Seconded by: Lawrence Nitsiza CARRIED Motion 2006-045
a. Adoption of Spring Meeting/AGM Minutes Moved that the Minutes of the Spring Meeting/AGM June 15, 2006, be adopted as presented.
Moved by: Ericson Sanguez Seconded by: Lawrence Nitsiza CARRIED Motion 2006-046 b. Conference Call Moved that the Minutes of the September 12, 2006, conference call meeting be adopted as presented.
Moved by: Ross Deboer Seconded by: Andrew Hillaby CARRIED Motion 2006-047
a. Business Arising from Spring Meeting/AGM
New executive is in place; Gift for Tausia has not been purchased but a gift certificate from the Sweet Spot will be purchased and sent to her; Wes Hardisty is still the Dehcho alternate to the SRC; Vanessa Sanderson is interested in being the Akaitcho alternate - a letter of support to be sent to SRC. b. Business Arising from Conference Call
We have not be able to have monthly meetings due to quorum issues. If you can’t attend, please appoint a delegate to attend on your behalf; Vicky Swann will not be attend this meeting a. President’s Report Clifford advised he is still settling into the job and learning the tricks of the trade as he has only been in the position for three months. The MRA has finally received the funding from MACA ($150K) and should be getting the SRC funding soon. He feels it is important to do some team building for the MRA. Since last meeting, the MRA has funded the MYSG, Dene Games and the Swim Meet.
b. Executive Director’s Report Written report in binder. Deb advised this has been a much smoother year as they have gone through one full cycle of activities. The communities are becoming more aware of the role of the MRA and the funding available. Deb advised Paul is teaching in Trout Lake due to medical emergency and she will continue to work until Paul back. Finances - have been difficult as they only received MACA funding last week, Sport North assisted with emergency funding. Concern that they are not receiving bills in a timely fashion; you need to get requests in early; provide either gas receipts or mileage 26 cents/km; just a reminder that the MRA only sponsors travel for youth events (except Dene Games); Definition - there is a lot of confusion between a school event and a community event - we don’t sponsor school events, so we can do it in a consistent manner, need to create a definition of what is a school sport. School Athletics Association - we have still not heard back from the School Athletics Association regarding an MRA rep on this association (Deb to contact Richard Daitch). Insurance - we still need to get insurance. Budget item - office supplies line very small, we are already over same. Swim Meet - communities upset with community fee of $500.00 for swim meet but NWT Swimming donated $1000 for MRA and BDSRA to reduce participation fee and pay for banners and ribbons; Waterfront Program - did not do waterfront program this year, concerns regarding legalities, no actual qualifications only implied qualifications, we must ensure all aquatics people have standard first aid as well as swimming qualifications, Fort Simpson needs to write letter whether they will commit to waterfront program, the NWT Aquatics Committee is working towards running an NLS waterfront course in Hay River next year (candidates must already have bronze cross and standard first aid qualifications); Aquatic Recruitment - it is essential that you provide the NWTRPA with your requests for staffing ASAP so that early hiring can be done; Kidsport - please ensure you make people aware of this program, packages to all communities/ municipalities; to encourage people to apply for program to assist children unable to participate in sports due to financial difficulties; Standard First Aid - try to ensure all rec personnel are first aid trained. To Do: ED to purchase recognition item for MRA members.
c. Society’s Update and Policy Binder Janie continues to work on the policy binder. Will send out draft when complete for input from the members. d. Website Paul, Andrew, Colin and the webmaster continue to work on the website. Generally felt that it was important to get it up and running and then can enhance afterwards. With no rec people in some communities this is an important communication tool for those communities. Suggested items for website: past minutes, linkages, schedule of events, policies, funding, forms. a. Financial Report A copy of the Treasurer’s Report was provided in the binder. A review of the 2006/07 revenue/expenses to date. Suggestions made: all expenses/revenues on same page; for areas that are on more than one page - number pages, and put footer with the budget year; on all approval letters sent out, provide a cut off date for receipt of funding - must submit final report and receipts by a certain date or no payment will be made; discussion re: hosting and who is responsible for what - need to be specific about what is covered and what is the hosting communities responsibility (put same in policy and in letter to host community), there is no hosting grant, the registration fees are the only funds the community gets to run event; the MRA only pays for charter from YK to hosting community. The Bank Reconciliations were provided in the binder. Deb advised the commitments to date (final reports have not yet been received) are approximately $20,000. Moved that the Treasurer’s Report be accepted as presented.
Moved by: Lawrence Nitsiza Seconded by: Paul Ennis CARRIED Motion 2006-048
b. Auditor’s Report The MRA received an unqualified report from the Auditor which means no recommendations were made nor problems found. Moved that the Auditor’s Report be accepted as presented.
Moved by: Ericson Sanguez Seconded by: Maureen Laboucan CARRIED Motion 2006-049
c. Appointment of Auditor Moved that the Ashton Accountants of Hay River be appointed as Auditor for the 2006-2007 fiscal year. Moved by: Ross Deboer Seconded by: Andrew Hillaby CARRIED Motion 2006-050 d. Development of 2007-2008 Budget A committee of Ericson, Andrew and Paul Stipdonk was set up to start development of next year’s budget. a. NWT Sport and Recreation Council Janie provided a verbal update regarding the SRC. Primarily working on policy development and procedures. Will be holding a joint conference for all partner in Hay River. Janie representing MRA on the organizing committee for the conference (possible dates: April or June). b. NWT Recreation and Parks Association
Geoff provided an update on activities of the NWTRPA. Highlights: Active Living - Everyone Gets to Play - research was done last winter, found barriers to participation in rec were unhealthy lifestyles, TV/computers games, volunteer burnout, (cost was not identified as major barrier); will be pilotting in Fort Simpson and Inuvik; Ski North is in partnership with NWT Ski Division, $20K funding to buy equipment and to do trail development, Mike Brown did tour in Dehcho and Beaufort Delta last year - to do more this winter, ski coordinator has left and position will be advertised soon; sponsored rec leaders day in September; hosted active community workshops in Yellowknife, Wha Ti, Hay River and Inuvik. Aquatics - seasonal aquatics recruitment - fewer applications each year - which is also a national issue; need to encourage rec leaders to think about next summer NOW; the new aquatics coordinator is Kerri Swenson; held two workshops in Hay River and Inuvik; updated aquatic resource manuals which are available for both rec coordinators and pool managers/waterfront director; shallow water pool certification - legislation changes are being made, pilot program over the winter and starting next summer. Trails - working on Trans Canada Trail guidebook project along the Mackenzie River, had great response in the communities, book to be completed for Xmas 2007, Jamie Bastido will also do slide show; trail building fund - summer call - 15 projects received $130K of funding, just projects 10 projects for $70K approved at end of September; Wendy Leahy is trails coordinator; also worked with Mackenzie River youth trip - part of CWG relay - with kids from Fort Simpson and Katlodeechee HRR kids- took kids up to Norman Wells on river; Professional Development - provides PD at annual conference; reminder of the awards program deadline March 31; offers the ambassadors program for RLP recruitment; advocates for facilities - aging concerns, preventative maintenance, need for proper O&M, the need to reinvest in facilities which includes major and minor facilities; RPA Directory - get contact info to Deb who will forward same to RPA. Geoff advised he will be going on paternity leave in the new year. c. Sport North The NWT Winter Games, Pan North project and the AWG Regionals were on the agenda elsewhere.
d. Aboriginal Sport Circle of the Western Arctic ASCWA Update - Cec Arden is no longer with the Circle - Charlie Gaudet from Tulita will be working until end of December; next NAIG will be in 2008 - suggestion to look at archery as a possible addition to the sports; GNWT and ASCWA working to solidify the ED position. The Youth position has not been filled. Once position has been filled, the tours will start again. The Youth Conference is being worked on. Working with Principal Byatt. It will be held at the end of February or the beginning of March. Moved that the MRA act as the funding conduit for the Youth Conference. Moved by: Andrew Hillaby Seconded by: Ross Deboer CARRIED Motion 2006-051 Report provided in the binder. There weren’t as many communities as the past; hired 2 summer students; students are not there to organize, local rec dept to organize, only there to run the actual camp; again this summer, worked with Sport North (Tara Bromley and Sarah Stevens), they had great prizes; this was Gabe Byatt’s last summer, letter to be sent to thank Gabe; recommendations included in report; Do we still want to do it? General concensus: Yes. If you want a multi-sport, start planning now. At February meeting, will establish who wants what.
Report included in the binder. Wha Ti, Fort Providence, Fort Resolution participated. To Do: Send thank you letter to Fort Providence for hosting the MYSG. Team size: 4 males/4 females and a coach of each gender. Ages 10 - 14. Host Community to contact Territorial Beverages for sponsorship and to get T-shirts Meeting Minutes
Final report in binder. They had concerns regarding funding as there was confusion as their rec personnel changed. To do: Send thank you letter to Luksel K’e for hosting the Dene Games. Team size: 7 per community. Ages: 18 and over. Holly to look for minutes regarding Dene Games.
Final report in binder. To do: Send thank you letter to Fort Liard for hosting. As NAIG is fast approaching it was asked that a day be added either before or after for identification of NAIG athletes. Ian Legaree will do training of officials before meet.
The 2007 NWT Winter Games are being held in Fort Simpson this Feb 15 - 18, 2007. Andrew, Shane, Paul, Bill and Dawn have been working on same; Main sports: Broomball, basketball, badminton, dene games, speed skating, cross country skiing, boardsports; Traditional archery, darts, gym activities, during downtime; Budget will be complete by end of month; If you have more than the 8 applying - send the extra names in case there isn’t a full compliment from another community; Community Fee: $300.00/community and $50.00 per person; Registration: Meeting on Nov 9 to hash this out; Clothing already done (need to have large size for the older end of age group); Draft timelines: Eight people and 2 chaperones by Dec 15 deadline; Letters should go out ASAP; Should have a pool of chaperones in Fort Simpson in case can’t get chaperones from some communities or in case there is an issue with a chaperone; Host Community will do logistics but TSO’s will run their own sport time; working to get Susan Aglukark as guest speaker and performer; Will be hiring a person to be ED.
a. Volunteer NWT This group received a 90% cut in funding from Federal Government. As this is an important part of the sport and recreation field, everyone is encouraged to write letters to MLA/MP to have money reinstated.
b. NWTRPA Directory Get your contact info to Deb ASAP so it can be included in the directory.
c. CWG Torch Relay Report in Binder. Contact Dawn Moses for additional information. Thank you to the communities who have already had the Torch Relay. Thank you to Holly for assisting in the South Slave.
d. CWG Youth Ambassador Program Applications have been received; Will be reviewed by the selection committee; 19 participants from the Mackenzie Region - one person per community; those chosen will be going to Whitehorse for the CWG and will be volunteers for the games; they will go for one week and will be staying in private residences; don’t have access to athlete residences.
e. Volunteer Appreciation Sport North hosted the Champions for Children fundraiser for high performance athletes and Kidsport. The Minister of MACA purchased 2 tables and had volunteers from the NWT at these tables. Margaret Thom, Vanessa Sanderson, Cindy Browning, Janie Hobart were chosen from the MRA region. It was a great event and raised over $50,000 for the projects - Sport North did a great job organizing same. Just a reminder the Volunteer Awards Program will be running again this year. Encourage people to nominate volunteers from your community.
f. CWG Traditional Games Update MACA staff were asked to leave the room. Clifford declared a conflict so Ericson took chair. The MRA was asked to support the pan north project where traditional sports are showcased in Whitehorse (inuit games and dene games). It was felt the project was positive but with the fiscal cutbacks this year, the MRA could not support it financial. The MRA wholeheartedly supports the project but MRA budget does not allow this amount.
Other Business (continued)
Clifford re-assumed Chair
g. RLP Update The RLP Think Tank was held in Fort Smith last week. Shane is the chair of Advisory Committee which will take info from think tank and will provide suggestions for the program. All members of the MRA can assist with the program by: Recruiting, recruiting, recruiting. A suggestion was made that the RLP program should have a booth at the National Aboriginal Youth Career Fair - Nov 25 in Yellowknife.
h. Sport and Recreation Officer (GNWT) Info Item: Will be developing a sport person in the regions; this person will assist with coaching and officiating clinics through schools; this will meet a need that the teachers and schools are asking for as well as the communities; will be using intern position for this. With the new manner of handling regionals (in the season prior to the games), it will mean that regionals for the Mackenzie Region and the South Slave Region will occur between now and April, 2007. Funding to run regionals has been allocated in the following manner: South Slave Region $6K and the Mackenzie Region $60K.
AWG Regionals (continued)
Concern was expressed with regards to cost to athletes. Concern was recognized but it was felt that the costs are low considering what the athlete receives and there are various assistance programs available.
The Discipline Committee for the AWG Regionals for the upcoming set of games is: Ericson, Andrew, Lawrence, Paul Stipdonk
NEXT MEETING Conference Call November 15 Wed 11:00 am
It was decided that a category called Upcoming Events should be included at all meetings.
Adjournment
|
|||||||||||||||||||||||||
|
|
