Minutes of the West Shore Parks and Recreation Society Board of Directors Meeting
Minutes from the board meeting of the West Shore Parks and Recreation Society.
BOARD OF DIRECTORS
Minutes of the West Shore Parks and Recreation Society Board of Directors Meeting
Thursday, May 21st, 2026, in the JDF Summit
PRESENT: Directors Kimberley Guiry, Leslie Anderson, Shelly Donaldson, Alison MacKenzie ABSENT: Director Dean Jantzen
STAFF PRESENT: Grant Brown, CAO April Luchinski, manager of human resources Geoff Welham, manager of recreation Tiffany Moore, recorder
STAFF ABSENT: Ron Dietrich, manager of operations
PUBLIC PRESENT: N/A
CALL TO ORDER
- The chair called the meeting to order at 5:30PM and gave the territorial acknowledgement. The chair indicated that Esquimalt prefers to be named Xʷsepsəm, and it was noted that WSPRS will update its territorial acknowledgements.
APPROVAL OF AGENDA
- MOVED/SECONDED BY DIRECTORS DONALDSON AND ANDERSON THAT THE AGENDA BE APPROVED. CARRIED
APPROVAL OF MINUTES
- MOVED/SECONDED BY DIRECTORS ANDERSON AND MACKENZIE THAT THE MINUTES OF THE REGULAR MEETING ON APRIL 16TH, 2026, BE APPROVED AS PRESENTED. CARRIED
PUBLIC PARTICIPATION
- N/A
CHAIR’S REMARKS
- The chair took a moment to acknowledge the passing of Langford councillor Lillian Szpak and recognize her role as alternate board member of WSPRS. The chair also commented on the opening of Evolve bike and scooter hub, and remarked on staff’s response to public comments regarding the sauna.
DELEGATIONS
- N/A
DEPARTMENTAL PRESENTATION
- Community Recreation & Inclusion Staff Presentation Nicky Brown, Community Recreation Coordinator, presented a PowerPoint presentation that highlighted the following:
- Pathways to Belonging program overview
- Trainer requirements
- Training overview of six modules
- Next steps
Bobbi Neal, Community Development Programmer, presented a PowerPoint presentation that highlighted the following:
- REACH program overview
- Objectives
- WSPR’s role
- Successes
- Future goals
The board clarified the role of other municipalities within the REACH program and inquired about Pride events through the program. The board thanked the presenters for their vulnerability and willingness to try new things.
STANDING COMMITTEES
- a) Finance Committee Director Donaldson gave a verbal update that highlighted the following:
- The board received the Q1 financial report and noted the society is in a very good position compared to last year.
NEW BUSINESS
- N/A
OLD BUSINESS
- a) West Shore Parks & Recreation Society Facilities Master Plan update The CAO provided an update that highlighted the following:
- Draft 6 was approved and released to the public. A survey is being circulated within the communities and is open for comment until June 4, 2026. The final draft will be brought to the board meeting on June 18, 2026 seeking adoption.
MOVED BY EMAIL ON MAY 14, 2026 THAT THE BOARD APPROVE DRAFT 6 OF THE WEST SHORE PARKS & RECREATION SOCIETY FACILITY MASTER PLAN AND PROCEED WITH FOCUSED PUBLIC FEEDBACK. APPROVED UNANIMOUSLY BY EMAIL BETWEEN MAY 17-19, 2026. CARRIED
CORRESPONDENCE
- N/A
FOR INFORMATION
- a) CAO’s Report The CAO highlighted the following:
- Interviews are underway for the Manager of Finance and Administration posting.
- Highlights from Move for Health Day on May 10.
- WSPRS 60th Birthday party planning is underway.
- A new sponsorship agreement for youth sports is being discussed.
The board commented on pickleball reservation system and new courts in Royal Bay, and thanked staff for managing the interim work within the finance and administration department.
Administration/Human Resources
WSPR has partnered with the City of Colwood’s Evolve E-Bike/E-Scooter 1-year trial project, with a drop-off station placed in the BC Transit bus loop. WSPR hosted Colwood’s project launch event on April 30th near the main entrance of the JDF Recreation Centre.
With the retirement of the manager of finance and administration and subsequent resignation of their replacement, the finance supervisor is overseeing the operation of the department under the direction of the CAO, taking on additional duties until a new manager is in place. Such duties include being the point of contact for internal and external contacts, bank reconciliation, month end closing and producing the monthly R&E. The systems assistant is also being utilized to backfill some duties normally done by the finance supervisor or AP/payroll clerk. The AP/payroll clerk has been working on a project with the HR facilitator to streamline the naming convention and creation of new shifts in the payroll software to decrease the errors made by employees when recording their hours worked. The accounts receivable ledger is up to date with only $3,500 aged 60 days and over. Overall, the finance team is up to date with reconciliations as very little catch up was required after the annual audit in March.
The manager of finance and administration position was reposted. The current competition closed May 13th and staff are currently shortlisting for interviews.
As off the end of April, 37 positions have been posted year to date, with a projection to hire 79 applicants. Of the 16 completed postings, 23 new staff have been hired and almost 400 resumes have been received. With summer hiring in full swing, all these numbers will grow come May and June and are on track to match statistics for 2025.
The Health and Safety committee has completed their annual review of effectiveness for 2025 and created new goals for 2026. The committee is seeing a decline in missed time at work and more engagement with supervisors and staff on reporting and using the return to work program.
Operations
Maintenance
WSPR was successful in receiving funding through the Federation of Canadian Municipalities (FCM) grant program to complete a comprehensive energy audit and evaluate opportunities for achieving carbon neutrality across WSPR facilities by 2045. This project represents an exciting opportunity to better understand long-term energy efficiencies, infrastructure needs, and sustainability planning for the organization. The project has now been released through the RFP process and staff are looking forward to reviewing submissions and advancing the work over the coming months. Special recognition should be given to Carolyn Richmond (City of Colwood staff), who was instrumental in initiating and driving the grant application process. Through her diligence, perseverance, and leadership, WSPR was able to secure this funding opportunity. Carolyn has been exceptional to work with throughout the process and deserves significant credit for the success of the application.
Staff are also currently in the process of pursuing grant opportunities related to the Garry Oak Hill project. Planning and funding discussions continue, with the project anticipated to progress further over the next year.
Parks
Staff have been preparing outdoor sport facilities and landscaped areas for the upcoming spring and summer season. Field maintenance activities throughout the month included overseeding, hollow tine aeration, core removal, and sand top dressing to improve field conditions and percolation rates.
Work continues in partnership with Triangle Athletics on fencing and netting improvements at Diamond 2. At the velodrome, the Greater Victoria Velodrome Association is planning to repaint the track lines as part of ongoing upkeep and maintenance efforts.
Pickleball and tennis court surfaces were pressure washed to remove pollen and dirt buildup, helping improve overall playing conditions heading into the busy season.
At the golf course, aeration was completed successfully and greens are currently reported to be in excellent condition.
Landscape crews are now transitioning into annual planting activities, which are expected to begin immediately. Parks staff have also finalized hiring for the remaining summer seasonal positions in preparation for increased seasonal demands.
Weather conditions continue to be unusually dry, with rainfall in May currently sitting at approximately 3% of normal levels.
Programs
Marketing
Staff worked on an expanded promotional campaign to increase awareness and registration for afterschool program registration. The Roger’s media reciprocal contra agreement which provided access to promote programs and services on Ocean and Jack FM radio channels was terminated due to corporate cuts to all Rogers contra agreements nationally. Staff are looking at other options to fill the void and how they may use the freed LED screen time in the short-term. The Bell media contra agreement was signed for another year, and this agreement will provide access to promotions on both CTV and 107.3 Virgin FM radio.
Community Recreation
Sports saw a 21% increase in one of their newer programs, Rex Sports Youth Basketball with 17 participants between 2 classes. Soccertron’s spring class set saw 36 participants between 2 classes. Archery classes are running at 76% capacity as well. There were 27 basketball drop-ins and 69 youth volleyball drop-ins during April which is a slower month due to three special events occupying the indoor sports complex (ISC) including judo, archery and home show events.
Youth programs had 8 school-agers make coconut curry in a full Cooking for Fun class, as well a full babysitters course with 14 youth participating, and a full 16 school-agers took the Home Alone course. Dungeons & Dragons continues to grow as 7 beginners and 9 advanced players each started a 10-week campaign that will run until June. Between the pool closure and ISC event schedule, youth will see the return of a full Friday Youth Night offerings for the first time since March 27th beginning May 15th.
Music Together, a music program for children aged birth to 5 years, has grown in the last few months to 4 classes, including a new Babies Only class. All 4 classes are full or near full. This program operates out of the Highlands room and is well liked by the community.
Summer camp registration began on April 9th and most visual and performing arts camp are full. Most notably the teen art and dance camps are either full or near full which is not usually the case. It is exciting to see more youth getting involved in the arts at WSPR – due in part to the successful Youth Drop-In program at Centennial Centre on Thursday evenings. On Fridays throughout the school year, a group of youth from SD62 take part in a pottery class. This includes students from all secondary and middle schools in the district and one elementary school. Many have returned multiple times and it has become part of their weekly program. The teachers with SD62 have supplied the following success stories:
- Student X was very anxious in the beginning (essentially homebound). He has now developed some confidence and has started helping all the new, incoming students to learn how to use the wheel, glaze, etc.
- Student X has selective mutism and struggles to engage in anything at school. She has, however, thrived at pottery. She has natural artistic talent and has made several bowls. To bridge the success she's having there, her school administration facilitated the opportunity for her to sell her bowls at a craft fair. She now gets orders from staff at school and through this, has developed relationships with adults and peers.
- Student X is currently not able to attend in-person learning because of severe challenges with peer conflict. He came to pottery and within that structured, supportive environment, he has made positive connections with peers from a variety of schools. He is now in the process of a supported return to school and pottery remains part of his weekly program.
10-month preschool registration continues to come in steadily for fall start-up. The program is currently at 56 registrations out of 80 available spaces, with an additional 8 children on the waitlist for full programs. This is very similar to the same time last year, when all programs were ultimately filled. A further marketing push will be implemented to help raise awareness and connect with new families.
The Kids on Wheels program ran for four weeks for both daycare and the 10-month preschool, reaching approximately 80 children. This partnership with PISE continues to be a highlight, as instructors bring push bikes and teach foundational bike skills in a fun and engaging way. The program benefited from excellent weather throughout. Six Camosun College dental students also visited and provided an engaging, interactive experience for the children focused on oral health and proper dental care.
Daycare families have confirmed end dates for children transitioning to kindergarten, and the process of filling 10 daycare spaces for the fall is currently underway. As part of the summer camp hiring committee, a group interview was conducted, and 11 new staff members have been hired to begin in June. The final stages of hiring are currently being completed.
Aquatics
April brought a change of pace at the pool as the facility entered its annual shutdown period. Maintenance staff worked diligently to complete several major projects, including regrouting the pool deck, a complete sauna renovation, repairs to the tot slide, and extensive deep cleaning throughout the facility. In collaboration with WSPR staff, contractors were also on site to retile the men’s changeroom and resurface and seal the hot tub. Aquatic and marketing staff also reviewed and revised the changeroom signage to ensure clear and concise expectations and rules are followed. Aquatics staff also contributed by assisting with smaller projects and helping clean the pool deck and changeroom areas. The pool reopened on April 20th and quickly returned to full operation, with swimming lessons, rental groups, aquafit classes, and school bookings all resuming successfully.
Fitness and Weights
The fitness department partnered with Brookes Westshore School to offer two group weightroom orientations for youth ages 13-16. The groups were well attended and eager to learn how to use the equipment.
Rehabilitation services have seen an increase with 12 individual sessions purchased in April, up 15% over last year, along with full registration in the TIME (Together in Movement and Exercise) program. Baby & Me Fitness and Yoga programs have been experiencing higher volumes in 2026, with classes added for the spring season to accommodate the demand. These programs offer accessible exercise classes for parents or caregivers of babies and young children to participate without the need of childcare. 4 classes are currently offered per week.
Arena, Events, and Golf
The weather was better than average throughout April, which was reflected in increased activity at the golf course. Golf rounds were up approximately 400 compared to April 2025. The pickleball courts also continued to see strong usage throughout the month, totalling 560 hours of use and generating approximately $4,200 in court revenue.
The Grizzlies battled hard in the first round of the playoffs against their rivals, the Cowichan Capitals. The series went the distance to Game 7, with the Capitals ultimately advancing. The Grizzlies’ goaltender, a fifth-round draft pick of the Montreal Canadiens, delivered an outstanding performance throughout the series and nearly carried the team through to the next round. The BCHL playoffs continue, with the finals beginning May 15th, between Nanaimo and Brooks. Both the Grizzlies and Wolves hosted successful spring identification camps during the month and are looking forward to preparations for next season.
April was also an exceptionally busy month for events. The month began with the Indoor BC Archery Championships held in the indoor sports complex (ISC), which was very successful. The organizing committee has expressed interest in submitting a bid to host the event again next year. The following weekend featured the annual Judo tournament, immediately followed by the Outdoor Show, which continues to grow in attendance and participation each year. The month wrapped up with the annual Slegg Pro Show, which saw its busiest year to date. Discussions are already underway regarding the potential expansion of the event to a two-day format next year.
April is traditionally a transition month for arena programming and birthday parties. With ice now removed in the JDF Arena, the facility has shifted into dry floor season operations, accommodating lacrosse and ball hockey programming. Birthday party bookings are currently on hold while staff focus on hosting spring events and completing the ISC shutdown.
Spring and summer is shaping up to be busy across all sport facilities. Fall allocation letters have been distributed and responses are now closed. JDF Soccer has requested a significant reduction in field allocation time due to budget constraints. In addition, the light fee subsidy previously provided by WSPR to minor soccer has concluded, representing approximately $8,000 in annual support that will no longer be available. This subsidy was part of the 2015 contribution agreement, where JDF Soccer contributed $100,000 towards the Royal Bay High School lights in exchange for a $8,000 annual credit from WSPR for 10 years.
Staff are currently exploring opportunities to redistribute the vacant field time. Football, rugby, and Gorge Soccer may be able to absorb much of the availability, which would also improve overall field utilization rates, as some previously allocated soccer field time was not consistently utilized.
Equity, Diversity, and Inclusion
The Regional Equitable Accessible Community Happenings Collective Impact Project (REACH) is delivered in partnership with West Shore Parks & Recreation, City of Victoria, and District of Saanich, with funding from the Government of Canada’s New Horizons for Seniors Program. The project focuses on supporting trans and non-binary seniors experiencing social isolation across the region. During April and May, work centered on strengthening partnerships to support the delivery of Trans Older Adult Lunch Social programming. West Shore Parks & Recreation and the City of Victoria supported program delivery, with 14 participants attending during this reporting period.
Pathways to Belonging – Certified Facilitator Training is a BCRPA program designed to strengthen Inclusion, Diversity, Equity, and Accessibility (IDEA) practices among recreation and parks professionals. The training includes six self-paced modules and facilitated practical sessions focused on creating welcoming, equitable, and community-aligned environments. Developed in partnership with the BC Alliance for Healthy Living and supported by the Province of British Columbia, the program provides practical tools to improve engagement with underrepresented communities. Two WSPR staff participated in the first cohort and are now certified Pathways to Belonging facilitators. Initial rollout will begin with the WSPR Inclusion Committee to support internal learning and implementation.
Current JDF Seniors Association membership stands at 1,277. Staff participated in the May 7th membership meeting to introduce the new maintenance supervisor and respond to questions regarding room temperatures. The next WSPR & JDF Seniors Association partnership meeting is scheduled for May 21st.
WSPR participated in the Easter Egg Hunt Event in Royal Bay. This year’s event welcomed a record-setting crowd. WSPR provided a team for an Easter-themed craft station.
The Emergency Preparedness Fair, held on May 2nd at West Shore Parks & Recreation, attracted a strong turnout with consistent engagement across all booths. The organizing committee extended appreciation to participating organizations for providing displays, staff, and volunteers, whose contributions were essential to the event’s success. Thanks were also extended to those supporting the scavenger hunt stations for their cooperation and participation. Special acknowledgment is given to the Highlands, East Sooke, and Metchosin Fire Departments for coordinating the Kids’ Combat Challenge and Auto Extrication demonstration, which significantly enhanced the event experience.
Grant Brown, CAO
IN CAMERA
- MOVED/SECONDED BY DIRECTORS ANDERSON AND DONALDSON THAT THE MEETING MOVE IN CAMERA AT APPROXIMATELY 6:10PM. CARRIED
THAT there is a need to have a meeting closed to the public and persons other than the West Shore Parks & Recreation board of directors and staff, and those identified under part iii, section b of the board policy manual shall be excluded on the basis of section 1.(1)(a) personal information about an identifiable individual.
ADJOURNMENT
- MOVED/SECONDED BY DIRECTORS ANDERSON AND MACKENZIE THAT THE MEETING BE ADJOURNED AT 7:00PM. CARRIED