Minutes of the West Shore Parks and Recreation Society Board of Directors Meeting Thursday, September 11th, 2025

BOARD OF DIRECTORS

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

Thursday, September 11th, 2025, in the Westshore Room

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

ABSENT: N/A

STAFF PRESENT:

• Grant Brown, administrator
• Geoff Welham, manager of recreation
• April Luchinski, manager of human resources
• Ron Dietrich, manager of operations
• Wei Wu, manager of finance and administration
• Rob Wilson, arena and events coordinator
• Tiffany Moore, recorder

STAFF ABSENT: N/A

PUBLIC PRESENT:

• Adam Geric, Victoria Hockey Academy
• Genai Loudoun, Victoria Hockey Academy
• Andy McKinnon

CALL TO ORDER

1. The chair called the meeting to order and gave the territorial acknowledgement at 5:33PM.

APPROVAL OF AGENDA

2. MOVED/SECONDED BY DIRECTORS JANTZEN AND MACKENZIE THAT THE AGENDA BE APPROVED, WITH THE AMENDMENT OF SHIFTING REWIRED RECOVERY TO 4C. CARRIED

APPROVAL OF MINUTES

3. MOVED/SECONDED BY DIRECTORS JANTZEN AND MACKENZIE THAT THE MINUTES OF THE REGULAR MEETING ON JUNE 12TH, 2025, BE APPROVED AS PRESENTED. CARRIED

PUBLIC PARTICIPATION

4. N/A

CHAIR’S REMARKS

5. The chair remarked on the return to meetings after the summer, WSPR’s summer activities and camps, fall/winter programs and registration, Colwood and Langford’s participation in puck drop for the Wolves, and the master plan progress.

DELEGATIONS

6. a) Andy Mackinnon Andy Mackinnon gave a visual presentation that highlighted the following:

   • Introduction to his work and experience in habitat protection.
   • Endangered status of Garry Oak ecosystems and the significance of WSPR’s Garry Oak ecosystem, including the endangered and red and blue-listed characteristic species within it.
   • Celebration of staff and management for valuing and taking such good care of the property.
   • Urging formal protection of property and incorporating designated trails, educational signs, and partnerships with municipalities and land trusts, and offered to volunteer his assistance.

   The board thanked Andy for his presentation and shared a personal connection with the trail. The board noted a stewarded property is an asset. The CAO commented that a plan is being developed with a consultant and will be brought to the board for direction and to seek grant funding. The board concurred with the significance of the area and discussed opportunities for its protection as a historic space.

   b) Victoria Hockey Academy (VHA) Adam Geric and Genai Loudoun gave a verbal presentation that highlighted the following:

   • VHA requests an onsite sea can, designated room, or other storage option for their students’ equipment.

   The board thanked VHA for their presentation and briefly commented on the historical background and considerations of the previous board’s direction to minimize the number of sea cans on site. The board inquired about the specifics of the type of storage requested. The board discussed logistics of a storage solution including equitable allocation, location, power supply, removal of units, parking needs, and management of requests.

   MOVED/SECONDED BY DIRECTORS JANTZEN AND DONALDSON THAT STAFF BE DIRECTED TO PROVIDE COSTING FOR A STORAGE AREA IN THE 2026 CAPITAL PROJECT BUDGET, AS WELL AS POTENTIAL LOCATIONS CLOSE TO A POWER SUPPLY, ALLOCATION CRITERIA, AND AMALGAMATION OF CURRENT STORAGE UNITS. CARRIED

   c) Rewired Recovery – Westshore Pickleball Charity Fundraiser

   • A representative was not in attendance.

   The board noted that Langford has supported the organization in the past, would still like to hear from them and would like them to be invited to the October board meeting.

STANDING COMMITTEES

7. a) Q2 Financial Update Wei Wu, manager of finance and administration, gave a visual presentation that highlighted the following:

   • Financial highlights
   • Financial position
   • Financial performance vs. prior year and annual budget
   • Membership statistics
   • Finances are aligned with the budget and on track to meet Q3 targets

   The board thanked Wei for the presentation and information.

   b) 2025 Capital Project Update Wei Wu, manager of finance and administration, gave a verbal update the highlighted the following:

   • Emergency repairs that were funded by the contingency fund and operating fund
   • Deferred capital items

   The board inquired about the cost of a hot water tank, water storage and emergency use, and ammonia sensors.

   c) 2026 Preliminary Budget Update Grant Brown, CAO, gave a verbal update highlighting the following:

   • The requisition target will be met
   • Youth program funding
   • Fee increases
   • Insurance premiums
   • Collective agreement negotiations
   • Strategic planning
   • Cleaning staff

   The board commented on the success of the youth program, sponsorship funding, and other opportunities for support and the renewal of funding.

NEW BUSINESS

8. a) Fitness Departmental Presentation Krista Enderud, fitness coordinator, and Kaitlyn Waring, program assistant, gave a visual presentation that highlighted the following:

   • Increased social media presence and promotions
   • Increased programming and growth in fitness, weights, personal training and rehabilitation
   • Enhanced offerings at offsite locations including Metchosin School
   • Patron surveys
   • Use of Ecofit equipment asset management program
   • Ongoing challenges and initiatives to support staff and patrons

   The board thanked Krista and Kaitlyn for their presentation and overview of department happenings, expressed understanding for the challenges, and inquired about the ongoing process for managing equipment.