Minutes of the West Shore Parks and Recreation Society Board of Directors Meeting

BOARD OF DIRECTORS

Minutes of the West Shore Parks and Recreation Society Board of Directors Meeting

Thursday, November 13th, 2025, in the Westshore Room

PRESENT: Directors Kimberley Guiry, Leslie Anderson, Shelly Donaldson, Dean Jantzen, Alison MacKenzie (via Teams)

ABSENT: N/A

STAFF PRESENT:

Grant Brown, CAO
Geoff Welham, manager of recreation
April Luchinski, manager of human resources
Ron Dietrich, manager of operations
Wei Wu, manager of finance and administration
Tiffany Moore, recorder

STAFF ABSENT: N/A

PUBLIC PRESENT:

CALL TO ORDER

The chair called the meeting to order and gave the territorial acknowledgement at 5:30PM.

APPROVAL OF AGENDA

MOVED/SECONDED BY DIRECTORS DONALDSON AND ANDERSON THAT THE AGENDA BE APPROVED. CARRIED

APPROVAL OF MINUTES

MOVED/SECONDED BY DIRECTORS DONALDSON AND JANTZEN THAT THE MINUTES OF THE REGULAR MEETING ON OCTOBER 9TH, 2025, BE APPROVED AS PRESENTED. CARRIED

PUBLIC PARTICIPATION

CHAIR’S REMARKS

The chair noted that the board policy manual was revised and updates with be shared with the board in December, and thanked the directors and CAO who participated. The chair also attended the Remembrance Day ceremony at the JDF Cenotaph and it was a nice youth-focused event that bridges generations.

DELEGATIONS

DEPARTMENTAL PRESENTATION

Marketing Department Simon Miles, Communications Programmer, and Tiffany Moore, Administrative Assistant & Marketing, gave a visual presentation that highlighted the following:

Current staff recruitment T.V. commercial.
Overview of 2025 social media statistics, website and registration.
Introduction to the 2026 branding campaign: Rewind. Refresh. Recreate.
Snapshots of the three themed phases of the campaign: 80s, 90s, 2000s.
A look into the future through the master plan.

The board noted that new members of the community might also be interested in WSPR’s history, further engaging them. The board also commented on the storytelling nature of the campaign and that youth may be drawn in when they see the potential to engage over the long term, as well as the nature of social media posts.

SIMON MILES LEFT THE MEETING AT 5:52PM.

STANDING COMMITTEES

a) Q3 Report Wei Wu, manager of finance and administration, gave a visual presentation that highlighted the following:

Financial highlights including surplus
Financial position
YTD revenue and expenditures
Membership sales
Future budget implications

The board did not have questions.

b) 2026 Budget Wei Wu, manager of finance and administration, gave a verbal update that highlighted the following:

The addition of sea can storage pods to the 2026 capital plan.

The board continued the discussion of the youth engagement fund from the October meeting, including the impact on the reserve fund; use of reserve fund for operations; impact on FTE positions and wage costs; the level of support from mayors; impact of requisition on constituents; downstream financial benefits of the youth program.

MOVED/SECONDED BY DIRECTORS ANDERSON AND JANTZEN THAT THE WEST SHORE PARKS & RECREATION BOARD MEMBERS RECEIVE THE INFORMATION, REVIEW AND APPROVE THE WEST SHORE PARKS & RECREATION SOCIETY 2026 – 2030 FINANCIAL PLAN AND THE REQUISITION REQUEST AS PRESENTED, INCLUDING FULL FUNDING FOR THE YOUTH ENGAGEMENT PROGRAM, AND FORWARD TO SOCIETY MEMBERS FOR APPROVAL. CARRIED

NEW BUSINESS

a) Board meeting day The chair noted a request to change the board meeting day which conflicts with another board meeting. The board supported the request and discussed alternate meeting day options.

MOVED/SECONDED BY DIRECTORS DONALDSON AND ANDERSON THAT THE 2026 BOARD OF DIRECTOR MEETINGS BE CHANGED TO THE THIRD THURSDAY OF EACH MONTH. CARRIED

OLD BUSINESS

a) Lower naming rights update The CAO gave a verbal update that highlighted the following:

RFEI closed on November 12, 2025, with three submissions received.
An RFP process will be held.
The goal is to finalize the contract by February 2026 at the latest.

The board did not have questions.

b) Canvas Church report The CAO provided an opportunity for questions and discussion. The board noted that the staff reports are helpful for informed decision making, and did not have questions.

MOVED/SECONDED BY DIRECTORS ANDERSON AND DONALDSON THAT STAFF APPROVE THE USE OF WSPR FACILITIES FOR THE CANVAS CHURCH FAMILY FEST ON MAY 9TH, 2026 AND APPLY APPLICABLE 2025/26 FEES AND CHARGES. CARRIED

c) Sea can storage rental report Ron Dietrich, manager of operations, provided an opportunity for questions and discussion. The board inquired about the risk of theft and safety measures; an explanation of prevention measures was outlined; and a definition of high demand users in the policy was recommended.

MOVED/SECONDED BY DIRECTORS ANDERSON AND DONALDSON THAT THE ONSITE STORAGE ALLOCATION POLICY BE APPROVED WITH A FINAL STAFF REVIEW TO ADDRESS THE HIGH DEMAND USER DISCUSSION. CARRIED

d) Garry Oak Trail Project report The CAO gave a verbal update that highlighted the following: noted that a consultant has prepared a draft trail plan and staff are seeking the board’s endorsement of the project and to seek grant funding.

A consultant has prepared a draft trail plan
Staff are seeking the board’s endorsement of the project and approval to seek grant funding.

The board briefly commented on the appeal of the plan and the diagrams; noted fencing preferences; and voiced support for the protection of the space. The board inquired about the project name varying between documents and it was noted that the name will evolve through consultation with local groups.

MOVED/SECONDED BY DIRECTORS JANTZEN AND DONALDSON THAT THE BOARD OF DIRECTORS FORMALLY RECOGNIZE THE ECOLOGICAL SIGNIFICANCE OF THE GARRY OAK ECOSYSTEM AND COMMIT TO ITS PROTECTION, INCLUDING THE CONSERVATION OF ENDANGERED, RED-LISTED, AND BLUE-LISTED CHARACTERISTIC SPECIES, AND THAT THE BOARD DIRECT STAFF TO PURSUE GRANT FUNDING FOR THE DEVELOPMENT OF A USER-FRIENDLY AND EDUCATIONAL/INTERPRETIVE TRAIL TO PROMOTE PUBLIC AWARENESS AND STEWARDSHIP OF THE ECOSYSTEM. CARRIED

CORRESPONDENCE

a) South Island Ravens Hockey The board briefly discussed a recent incident and subsequent positive resolution.

FOR INFORMATION

a) CAO’s Report The CAO highlighted the following:

3rd annual U-18 Island Classic Tournament is underway at the Q Centre and JDF Arena with hockey teams from across Canada and the US, featuring many NHL prospects.
A recent meeting with society mayors and CAOs covered highlights of the year and the youth engagement program and it was indicated that mayors are comfortable with the budget.
WSPR was awarded the best place for fitness in the Westshore.

The board offered congratulations and did not have questions.

b) Regional Parks & Recreation Facilities Master Plan Update The CAO noted the following:

The master plan is being revised by the consultant with feedback and updates.

The board did not have questions.

IN CAMERA

MOVED/SECONDED BY DIRECTORS JANTZEN AND DONALDSON THAT THE MEETING MOVE IN CAMERA. 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)(k) negotiations and related discussions respecting the proposed provision of a service that are at their preliminary stages and that, in the view of the Board, could reasonably be expected to harm the interests of the West Shore Parks & Recreation Society if they were held in public.

WSPR STAFF (GEOFF WELHAM, RON DIETRICH, AND WEI WU) LEFT THE MEETING AT 6:42PM.

Minutes of the West Shore Parks and Recreation Society Board of Directors Meeting

BOARD OF DIRECTORS