Minutes of the West Shore Parks and Recreation Society Board of Directors Meeting - February 8, 2024

OLD BUSINESS

7. a) JDF Performing Arts Society update

Director Guiry commented on the following:

• A committee of councillors met and discussed whether WSPRS could take on programming and provide a site for a proposed performing arts centre.
• Director Guiry is bringing the conversation back to the board to ask for further discussion.

The board discussed the proposal; land transfer agreement details; parking requirements; how the proposal aligns with the mandate of WSPRS, and how the proposal fits in with other expansion proposals.

The board agreed to continue receiving information regarding their progress .

MOVED/SECONDED BY DIRECTORS ANDERSON AND KOWALEWICH THAT DIRECTOR GUIRY BE THE BOARD’S POINT PERSON IN THIS DISCUSSION.
CARRIED

NEW BUSINESS

8. a) Maintenance staff presentation

Justin Fischer, maintenance supervisor, gave a visual presentation that highlighted the following:

• Justin’s new role as maintenance supervisor and his lifelong connection to WSPR.

• Team structure. The utility lead hand position was filled last week.

• 2023 major projects:

  • Pool shutdown:
    • Deck renovations and basement reconfiguration.
    • Removed sand filters and upgraded to perlite.
    • New poly lines to check and adjust chemicals.
    • Pumps and impeller inspections using cameras.
    • Pool deck: diving board removal and installation of climbing wall.
    • Waterslide: 500-600 bolts replaced.
    • Replaced 20 patches of cracks in leisure pool.
    • Replaced pool grates.
    • Lockers are onsite and being built.
    • Replacing tread and benches.
  • Reception area:
    • Installed a temporary reception desk in the old café.
    • New custom countertop, tile surround and flooring.
    • Built curved wall to hide wires.
    • Replaced workstations with ergonomic desks.
    • Installed coffee machine and benches for seating in reception area.

• Upcoming Projects:

  • The Q Centre Arena:
    • New smaller, more efficient chiller in the ammonia plant.
    • Installing air conditioning.
    • Project will start as soon as ice comes out in spring.
  • Converting café into human resources offices and meeting space.
  • New roof and air handling units.
  • Installing heat pumps using grant funding.

• Department Challenges:

  • Staffing: A refrigeration ticket is required to run the ammonia plant. A tuition fund has been set up to support internal staff with training and opportunities to progress.
  • Aging facility: every year the facility is harder to maintain. The team is doing a good job and will continue to do so provided funding continues.

The board thanked Justin for his presentation and all the work the maintenance team does on a day-to-day basis in addition the large projects. The board acknowledged the significant scope of duties and skillsets required to keep the facility running, WSPR’s green initiatives that support the goals of the municipalities, and the value of the facility to the community.

JUSTIN LEFT THE MEETING AT 6:00PM.

8. b) Personnel/Recruitment report

April Luchinski, manager of human resources commented on the following:

• Summary of 2023:

  • June is the busiest month for staffing due to summer camps and arena.
  • Headcount numbers don’t reflect the staff turnover.
  • 75 core staff, up 15% from last year.
  • 186 staff hired in 2023.
  • The facility maintenance IV position has been filled.
  • Regular and part-time positions have increased, due to efforts to create positions that offer more robust roles and more meaningful work.
  • Auxiliary staff numbers have increased due to a younger workforce with limited availability.
  • The staffing situation is starting to recover.
  • The number of applicants is increasing, but not in line with postings.

• Why we post:

  • 48% to fill reduced availability.
  • Seasonal postings.
  • Resignations, including internal movement creating new openings.

• Recruitment Sources:

  • Internal movement is high and continue with us.
  • WSPR’s website-seeking us out.
  • Adv. Aqu course brought 6 staff.
  • Posting in numerous places. Smaller sources are still important to reach diverse populations.

• Challenges:

  • Younger staff have other priorities.
  • 26 postings didn’t result in hires.
  • Spring break and summer camp postings, line cook, ASC, are all casual auxiliary roles.
  • Facility maintenance III – the posting remains unfilled.

• Solutions:

  • Align expectations of candidates with organization; meet them in the middle for work/life balance and mental health; communicate what we require.
  • Use processes and technology to manage staff and be less hands on.
  • Flexibility.
  • Settled union contract. We are now competitive with wages.
  • Formal orientations, onboarding, and exit interviews.
  • New HR position to focus on recruitment and support for hiring supervisors.