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OOECA Executive Meeting – 2025-08-19

OOECA Executive – August 19 meeting summary

The Executive met on Tuesday, August 19, to discuss the current structure of OOECA’s board (executive and committee) and monthly meetings in advance of the Fall membership drive kick-off and 2025 AGM planning.

Current

  • Over the last few years, OOECA has faced challenges filling positions for many committees, with many Chair positions vacant/acting
  • Except for the secretary, current executive and committee chair terms have reached their limit (3 consecutive 2-year terms in same role)
  • Although OOE has grown in numbers, board participation and meeting attendance are low compared to pre-COVID years.

Proposed – OOECA board structure to revert to constitution and bylaws

  • Board will have a minimum of 9 voting members (5 executive, plus 4-5 committee chairs. Member-at-large role and voting status to be confirmed)
    • 5 executive committee – President, Past President, Vice President, Treasurer, Secretary 
    • 5 standing committee (see bylaws) – Transportation/Infrastructure, Planning, SLOE, Community engagement/Special projects, Membership
  • Current standing committees including Health and Safety, TCOM/GV, FCA would report into Community engagement committee chair.
    • Executive also proposes that Membership fall under Community engagement and Special projects.
    • Since CAG is currently heavily involved in OOE Parks initiatives and improvements, and Parks decisions made by the city impact CAG programming and revenues, executive recommends that Parks issues be under CAG oversight with OOECA representative support (pending CAG board/director approval)
  • Board will hold a minimum of 4 regular meetings and no more than 12 meetings in one calendar year
    • Longstanding Executive members shared that past Board meetings combined board business with community presentations and guest speakers of relevance to the community.
    • This structure was successful in attracting and retaining  board members, and building strong community engagement and awareness on key issues impacting our neighbourhoods.
    • Post-AGM, board will look to restructure and redesign monthly board meetings to better engage residents and drive participation, spotlighting speakers and topics of interest to our diverse community. 

Objective 

  • Streamline board composition and meeting structure
  • Focus on key issues that fall under OOECA mandate and scope
  • Entice community members to join the board, volunteer for special projects, and participate in meetings
  • Reinforce that OOE is a great community to live in by spotlighting community partners and stories on a regular basis.

Next steps

  • Present to OOECA board at September 9 meeting.
  • Propose 2026 OOECA board structure at AGM

2025 AugustExecutive Meeting