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, March 13th, 2025, in the Westshore Room

PRESENT: Kimberley Guiry, Leslie Anderson, Shelly Donaldson, Dean Jantzen, Alison MacKenzie

ABSENT: N/A

STAFF PRESENT: Grant Brown, administrator Geoff Welham, manager of recreation Wei Wu, manager of finance and administration April Luchinski, manager of human resources 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.

APPROVAL OF AGENDA

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

APPROVAL OF MINUTES

MOVED/SECONDED BY DIRECTORS ANDERSON AND MACKENZIE THAT THE MINUTES OF THE REGULAR MEETING ON FEBRUARY 13TH, 2025, BE APPROVED AS PRESENTED. NO ERRORS, NO OMMISIONS. CARRIED

PUBLIC PARTICIPATION

CHAIR’S REMARKS

The chair commented that as things are going on that cause instability, it is important to talk about recreation as an outlet for maintaining mental health and stability in our community. The chair has scheduled a meeting with MLA Ravi Parmar to discuss aligning efforts between the board and province.

DELEGATIONS

STANDING COMMITTEES

NEW BUSINESS

8. a) Parks Staff Presentation

Bryan Wood, Parks Supervisor, gave a PowerPoint presentation highlighting the following:

The Garry oak ecosystem on WSPR property, including the geographic range, key plant and animal species, causes for decline, invasive species, and conservation of the habitat, as well as frost delay and root shear on fields and the golf course.

The board briefly enquired if this year was different from previous years, and it was noted this is a typical year. A brief discussion entailed historical designations on tree systems, tree bylaws and trees of interest, urban forest strategies, and tree mapping within the municipalities. WSPRS is considering plans to enhance trails and sensitive habitat protection.

b) JDF Performing Arts Society Liaison

The administrator commented on the following:

WSPRS is seeking a new liaison to the JDF Performing Arts Society.

The board briefly discussed the role of the liaison and involvement in the JDF Performing Arts Society’s upcoming workshop.

MOVED/SECONDED BY DIRECTORS JANTZEN AND DONALDSON THAT DIRECTOR MACKENZIE FILL THE ROLE OF LIAISON TO JDF PERFORMING ARTS SOCIETY. CARRIED

c) Strategic Plan 1-Year Extension (verbal update)

The administrator commented on the following:

The strategic priorities are due for renewal in the fall. However, the results of the master plan will affect the strategic priorities and the administrator recommends a one-year extension to the current strategic priorities plan.

MOVED/SECONDED BY DIRECTORS JANTZEN AND ANDERSON THAT THE 2021-2025 WSPRS BOARD STRATEGIC PRIORITIES BE EXTENDED BY ONE YEAR; AND THAT THE 2025 BUDGET FOR THE STRATEGIC PRIORITITES UPDATE BE ALLOCATED TO THE GARRY OAK PROJECT ASSESSMENT IN 2025; AND THAT THE 2026 GARRY OAK PROJECT ASSESSMENT BUDGET BE ALLOCATED TO THE STRATEGIC PRIORITY UPDATE IN 2026. CARRIED

OLD BUSINESS

CORRESPONDENCE

10.a) Email from Greater Victoria BMX Association

The chair asked for feedback on the request from Greater Victoria BMX Association.

The board discussed the association’s ask; budget allocation for capital projects; details of lease agreement; scope of work; WSPR staff and contractors needed; previous agreement of support; association’s participation in master plan; and municipal grant opportunities.

MOVED/SECONDED BY DIRECTORS JANTZEN AND DONALDSON THAT STAFF PREPARE A REPORT AND RESPOND TO THE EMAIL WITH AN INVITIATION FOR THE ASSOCIATION TO ATTEND A BOARD MEETING AND PARTICIPATE IN THE MASTER PLAN. CARRIED

FOR INFORMATION

11.a) Administrator’s Report

The administrator highlighted the following:

WSPR hosted the SD63 Lahal tournament; Hockey4Youth wrap-up ceremony; and the British Columbia Intercollegiate Hockey League championships.

The board discussed a potential collaboration with Island Health during programs such as Stay and Play; the guns and gangs seminar attended by staff; age of youth night participants; and progress on the air handling units.

b) Regional Parks & Recreation Facilities Master Plan:

The administrator commented on the following:

The public engagement phase is seeing high levels of participation, and direct engagement with user groups will continue.

The board inquired as to ownership of the survey data and noted the data is owned by WSPRS and can be used for further analysis prior to a plan being finalized.

c) Pickleball Court Project Update:

The administrator commented on the following:

The final design review is under way and courts are expected to be completed in May.

The board briefly inquired about the condition of tennis courts and it was noted that improvements have been made to standing water and that crack repair will take place in spring. A tennis practice wall is being considered, and it was noted that a gaga ball pit is also being considered for the lower park.

d) Annual User Group Analysis:

The administrator commented on the following:

The public remains the largest user group. Several swim clubs have increased their usage.

The board briefly inquired about overlap between user requests as well as swim lessons.

IN CAMERA

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) proposed provision of a service.

MOVED/SECONDED BY DIRECTORS ANDERSON AND DONALDSON THAT THE MEETING MOVE IN CAMERA. CARRIED

WSPRS STAFF (GEOFF WELHAM, WEI WU AND APRIL LUNCHINSKI) LEFT THE MEETING AT 6:21PM.

ADJOURNMENT

The chair affirmed the territorial acknowledgement.

MOVED/SECONDED BY DIRECTORS JANTZEN AND DONALDSON THAT THE MEETING BE ADJOURNED AT 6:39PM. CARRIED