Minutes of the West Shore Parks and Recreation Society held September 11, 2025

OLD BUSINESS

9. a) BMX Lighting Request

Ron Dietrich, manager of operations, gave a verbal update that highlighted the following:

• Information provided by other facilities
• A professional assessment was conducted, and the proposed lighting solutions were considered inadequate to meet safety standards.
• The staff report outlines all details, return on costs, and recommendation to refer the user group to seek funding for the lighting proposal.

MOVED/SECONDED BY DIRECTORS JANTZEN AND ANDERSON THAT STAFF ADVISE THE BMX ASSOCIATION TO SEEK GRANT FUNDING FOR THE LIGHTING PROPOSAL, AND TO SHARE THE BOARD’S APPRECIATION FOR THE ORGANIZATION’S INVOLVEMENT AT WSPR. CARRIED

CORRESPONDENCE

10. N/A

FOR INFORMATION

11. a) Administrator’s Report

The CAO highlighted the following:

• Touchless faucets, soap, and towels have been installed in accessible washrooms.
• Registration numbers have increased with no issues with the registration system. Demand on capacity remains, and it has been a busy summer.
• Budget targets are being met and there are no financial concerns for this year.
• Attendance in camps and registered programs may decrease with an economic slowdown but isn’t a financial concern, and attendance may increase as people increasingly visit community facilities.

The board thanked the CAO for keeping them informed.

Administration/Human Resources

Program Registration for the fall went exceptionally well without any software issues. There were 1053 fall program registrations on August 7th, up from 988 for the same time in 2024. Aquatics registration was Aug 25th and 26th and there were 1611 registrations, also up from the 1551 registrations in 2024.

Initial work on the 2026 budget began over the summer with departmental meetings taking place. These meetings involve thorough discussion on current year expectations as well as what is expected moving forward. Payroll has been working with supervisors on payroll approval, providing training and process clarification, resulting in a significant reduction in errors.

The finance team has begun looking at financial software to replace the current system which will no longer be supported as of 2028. In partnership with human resources, staff are also exploring replacement software for payroll, HRIS and scheduling.

The human resources department welcomed the new Human Resources Generalist, Sydney Sharples, to the team, who has already had a positive impact on processes and relationships with the hiring teams. HR has streamlined the onboarding process to reduce involvement of supervisors when gathering new hire documentation. This process largely sits with HR sending out and gathering documentation required for new employees to start their employment. The active (295) and inactive (79) head count reached 373 staff members as of August 1st, which is an increase of over 9% over last year’s total head count. Fewer staff are departing, and departments continue to hire and retain more seasonal staff, resulting in more transactions in the HRIS systems.

There has been a large increase in applicants through the new applicant tracking system, Scout; as of August, 1,253 resumes flowed through the software for 65 postings to date. In 2024, there were a total of 1,098 resumes for the year. A questions library of screening questions has been developed to make short-listing candidates more efficient and consistent. Basic employee data is also exported to help reduce mistakes and make the process more sustainable, address continued growth and handle more volume. If trends continue, there will likely be fewer job postings due to attracting qualified candidates more consistently, with the result of having to repost less. In 2024, 123 jobs were posted, with 27 closing without a qualified candidate. This year, 65 jobs have been posted, and only 7 closed without successful hires, highlighting the ongoing challenge of attracting qualified maintenance staff.

The annual vacation accrual process has started for regular staff and an audit of hours required to be taken will be fully available as of September 15th, to assist in planning for the remainder of the year.

July 1st saw the final wage increase in the current collective agreement. Staff will be returning to the bargaining table hopefully before the end of this year with a new agreement to bring WSPR into 2026.

Operations

Maintenance

An ammonia sensor control panel was installed in the JDF Arena ice plant, a recent requirement by Technical Safety BC. The Q Centre ice plant has been switched over from the air conditioning mode to ice making in preparation for the fall ice season. The Q Centre’s main brine pump shaft seal was repaired under warranty.

New salt cells were installed on the leisure pool’s chlorkings #1 and #2 and a new acid pump was installed for the main pool. All library air handling units were serviced with new filters and belts where needed. The 55+ Activity Centre’s auditorium air handling unit failed due to a copper line wearing out, repairs and the re-charge of refrigerant was completed by the mechanical lead hand with the help of Island Temperature Controls. The JDF arena dehumidifier was repaired as a faulty gas metering device was only allowing minimal fuel to enter, resulting in foggy conditions in the arena.

Work on the human resources office space continued through the summer. Door jambs were installed, windows framed and all insulation is complete. Drywall is nearing completion and a steel beam has been welded to the ceiling to support an accordion door for the training/meeting space.

New outside emergency lighting has been installed at library. Heavy rain caused trees to sag into power lines near Kids Cottage, which resulted in buildings being evacuated and power to the site was shut down.

The filing of a facility maintenance worker (FMW) 3 position is in the final stages. The vacant FMW2 posting is on hold until September, awaiting the results of an internal candidate’s Ice Facility Operator exam. A regular cleaner position recently became vacant, and the role was posted internally. It has since closed and interviews have taken place.

Parks

Over the summer the parks crew has been remediating the fields following heavy use in the spring and winter. All three fields are now in great shape and have been lined in preparation for the upcoming soccer and rugby seasons. A few of the field lights had their lamps replaced which will improve overall lighting. Ball diamond infields were topped up with infill and ball return systems were installed in diamonds 1 and 2.

The lawn bowl season is wrapping up. Staff are repairing the Velodrome’s artificial turf in the lacrosse crease areas and the approved concrete work on the track is being scheduled with the preferred contractor.

A management plan for the Garry Oak area is being developed with Cabin Operations Ltd. and annual painting of the parking lots and roads will begin in September. September will also see the annual inspection of the site’s trees by a contracted arborist.

Programs

Community Recreation

Summer camps have been busy. From licensed to sports camps, contracted camps and more, hundreds of families came through the WSPR doors each week. The new licensed theme camps were a success, with amazing music videos from chart topper camps, light sabre battles with Padawan training camp, and adventures around the property including Wild Play with ultimate adventure camp. It was fun to see the leaders craft creations and their dedication when playing games. Licensed camps saw up to 89 children each week and were 90% full for the 9 weeks.

In August, youth camps saw a full 80 9-13-year-olds attend the Out & About camp, participating in activities like fishing, skimboarding at Witty’s Lagoon, and hiking at Mill Hill & East Sooke Park. The “specialty” camps had 69 campers participating in activities like rock climbing, paddleboarding, and tubing Cowichan River. Sports saw over 438 campers attend either internal or contracted sports camps. Offerings included golf, soccer, basketball, tennis, kayaking, archery, as well as general sport camps. Throughout the summer, the sports department offered drop-in basketball and volleyball to youth Tuesday through Friday. 202 youth dropped in to volleyball in August, while 130 youth attended drop-in basketball, bringing the summer total to 321 basketball drop-ins and 429 volleyball drop-ins!

Centennial Centre for Arts, Culture and Community had over 334 camp participants in August. Campers participated in a range of camps including, art, dance, pottery, acting and science. Roving Play Parks camp was held at the Metchosin Community Centre, Willway School, John Stubbs School, and Centennial Park Playground. Each week, this camp had 38-40 children registered. The camp leaders continue to make this program successful with a wide variety of games, activities and crafts.

The Nature Preschool Camp ran at full capacity throughout August, with 16 children attending each week. The Kinderprep Camp was also full each week, serving 10 children. Funding was secured to support one inclusion child in the Kinderprep Camp for the entire summer. Roller skating and skateboarding camps offered all summer long camps were well received with $17,796 in camp registrations this summer.

Daycare attendance was lower at times in August due to summer vacations. However, the team was fortunate to have a reliable and skilled substitute who stepped in to cover staff vacations and illnesses. Three new children joined the program in August when two families left, as one relocated to Calgary and the other took the summer off in preparation for kindergarten. A total of 12 children transitioned out of daycare to begin Kindergarten. All available spots have since been filled with new families.

The Daycare Graduation Party took place on August 28th. Parents were invited to join in the celebration, which included a performance of a “thank you” song by the children, a photo slideshow, cap-and-gown pictures, colouring activities, and cookies.

Registrations for the 10-month preschool program continue to come in ahead of the September 8th start date. Due to high demand and waitlists, two additional classes have been added. To date, 73 families are registered for the upcoming year. Staff training is scheduled for early September. An Open House will be held for all preschool families, marking the first such event since before the COVID-19 pandemic. The team is looking forward to reconnecting with families and building community ahead of the new school year.

Aquatics

August was an exceptionally busy month at the pool. Camp swims took place Monday through Friday from 2:45 to 3:45 p.m., welcoming over 600 campers throughout the month. Pool admissions remained strong, with numerous large groups from the community enjoying recreational swim time.

The Junior and Senior Aqua & Sports Camps wrapped up another successful summer season, expanding their schedule to include more weeks. Each camp ran for two weeks in July and two in August, operating near full capacity with 126 out of 128 available spots filled.

Another highlight of the summer season was the outstanding staff team. They consistently demonstrated enthusiasm and reliability, eagerly picking up shifts as needed. Their dedication was evident in the exceptional quality of swim lessons delivered, and the lifeguards upheld the highest standards of safety through their professionalism and keen attention to detail.

As part of the Greater Victoria Active Communities committee, WSPR supported the 2025 Vancouver Island Regional Lifeguard Competition, hosted at Crystal Pool. The event welcomed six teams, three from up island, one from the Lower Mainland, and two from the Greater Victoria area and was deemed a major success.

In recognition of National Drowning Prevention Week (July 21–26), the facility hosted a series of educational activities. Resources were provided to both swim instructors and camp leaders to promote water safety awareness throughout the week.

Fitness and Weights

Annual maintenance shutdowns took place July 21st and 22nd in the weightroom and July 21st-25th in the fitness studio to ensure a clean, safe, and fully functional environment for all users. During this time, staff and maintenance performed a deep cleaning of both spaces, including flooring, mirrors, and ventilation systems. Equipment was thoroughly inspected, with necessary repairs and preventative maintenance made to ensure proper operation. Worn-out upholstery on benches and machines was replaced.

Drop-in fitness classes continued to be well attended throughout the month of August with classes at 75% capacity with a full schedule offering throughout the summer. The Take Heart & Breathe Well – Cardiac and Pulmonary Rehabilitation Program works in partnership with Island Health to provide patients with supervised exercise programs based on the referral and recommendation from their health care provider. The program has been steadily growing since it’s return post-COVID with services up 46% over 2024.

The fitness team will say farewell to two fitness and weights staff as they return to school for the fall, with one heading off to Ireland to complete a Masters in Physiotherapy. Outdoor Bootcamp has enjoyed great success over the summer, with excellent weather and full classes.

Arena, Events, and Golf

The pickleball courts continue to exceed expectations and have quickly become one of the busiest areas on the site. Since opening in June, they have already generated over $15,000 in rental revenue, surpassing the annual totals seen from volleyball in previous years. While this success demonstrates the growing popularity of pickleball, it has also presented challenges. Staff have addressed situations where patrons were charging for private lessons, organizing unsanctioned tournaments for a fee, and requesting the courts for alternative activities such as “red ball tennis.” Staff continues to reinforce policies through signage, education, and direct communication with patrons to ensure fair and appropriate use of this popular new space.

The golf course has experienced a very strong summer season. In July, rounds played were up by 600 compared to July 2024, and August is projected to exceed last year’s totals with more than 5,000 rounds expected for the second month in a row. With the increase in activity, staff have faced challenges with unauthorized play, particularly youth sneaking onto the course during evening hours. To address this, Pro Shop staff extended their hours and were provided with strategies and talking points for engaging patrons. Staff have been speaking with players directly and have already seen noticeable improvements. Looking forward, staff have engaged in discussions with NBC Sports Next to explore future opportunities such as implementing an online tee sheet system, integrating with Golf Now (a worldwide tee time marketplace), and developing new promotional strategies to grow awareness and customer convenience.

The Shamrocks wrapped up their regular season in third place, and this set up a highly anticipated first-round playoff series against New Westminster. Although the Shamrocks were eliminated in four games, attendance was strong with more than 2,000 fans at each home playoff game, higher than expected for an early-round series. While the outcome was disappointing given the team’s high expectations, New Westminster has since advanced to host the Mann Cup, underscoring the competitiveness of the series. The Junior A Shamrocks also made a deep run, advancing past Nanaimo to the finals before falling to Coquitlam in game six. Meanwhile, the Junior B Tier 2 West Shore Bears delivered an impressive season, winning the Island Playoffs and advancing to Provincials, where Saanich ultimately secured the championship.

The Grizzlies organization has also been busy preparing for the upcoming season. They recently hired Victoria native and former NHL player Matt Irwin as Player Development Coach, a move that will be highlighted in a Chek News feature filmed at the Q Centre. The new Grizzlies staff have demonstrated a collaborative and proactive approach, planning further in advance than in previous years and working closely with WSPR to coordinate community initiatives. Highlights include preparations for “Skate with the Grizzlies” and a unique partnership with Hoyne Brewing to produce a co-branded Grizzlies/Shamrocks craft beer. This product will be unveiled at the October 3rd home opener and sold exclusively at the Q Centre Arena at a slightly reduced price to encourage trial and fan engagement.

Events were also a highlight of the summer, with the successful hosting of Turf Burn in July and the Layedout Field of Dreams Car Show in August. Both drew strong attendance and benefited from excellent weather. Although the car show left some minor turf damage, the parks crew, with the assistance of August rainfall, has restored the fields to near-perfect condition in preparation for fall activities.

Food and Beverage operations also exceeded expectations. Despite the Shamrocks’ early playoff exit, strong attendance combined with creative new menu offerings and specials drove higher-than-anticipated concession revenues. Erin’s Food and Beverage team, supported by program assistant Alex and cook Jon, have worked closely with both the Shamrocks and Grizzlies to deliver innovative ideas and strengthen partnerships. Looking ahead, a concession order-tracking system with monitors is being developed to reduce congestion and streamline service during peak periods.

In the JDF Arena, PowerWest Hockey Camps continued to perform well, with week one fully sold out and week two experiencing slightly lower participation in part due to the start of minor hockey programs. After review, WSPR will be transitioning PowerWest to a rental model this fall while retaining the same ice times. This adjustment will streamline operations while ensuring the program remains a strong part of the arena offerings. Arena staff are also planning a community event in September to celebrate the opening of public skating, which will include an opportunity for patrons to try para (sledge) hockey. On the programming side, new floor hockey equipment has been purchased, which will expand sport-focused birthday party options and improve the participant experience.

Facility bookings across WSPR remain exceptionally strong. Both the Q Centre and JDF Arenas are operating at near capacity, with ice rentals booked from 6 a.m. through midnight on most days in the fall. The ISC is on track to achieve record-setting revenue this year and is currently well ahead of budget. Additional fall bookings for soccer, baseball, and softball have been confirmed, which will further diversify activity and drive facility use.

Equity, Diversity, and Inclusion

A number of events were supported by the WSPR team in August which included the Langford Show and Shine and the Thrifty Foods Skatepark Bowl Competition. Movies on the Hill, StoryWalks and Neighbourhood Nights ran throughout the summer and saw great attendance.

b) Regional Parks & Recreation Facilities Master Plan Update

The CAO commented on the following:

• Staff have reviewed and provided comments on draft 1.
• The board has reviewed and provided comments on draft 2.
• The consultant is revising the plan and will return draft 3.
• Draft 3 will be sent to councils for a Q&A session.
• Draft 4 will be made available to the public, and two sessions for virtual feedback will be scheduled in early November.
• The final plan will be delivered to the board for the December meeting.
• Satisfaction with the consultant’s process, research and background information.
• Funding to proceed with the recommendations will be needed.

The board noted the board policy manual is due for an update and the board will meet to workshop updates.

ADJOURNMENT

13. MOVED/SECONDED BY DIRECTORS JANTZEN AND ANDERSON THAT THE MEETING BE ADJOURNED AT 7:28PM. CARRIED