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

Wednesday, December 14th, 2023, in the Westshore Room

PRESENT: Directors Damian Kowalewich, Leslie Anderson, Kimberley Guiry, and Dean Jantzen

ABSENT: Shelly Donaldson

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

STAFF ABSENT: N/A

PUBLIC PRESENT: John Buchanan, WSPR patron Matt Towle, JDF Lacrosse, vice president Judith Cullington, Juan de Fuca Performing Arts Centre Society, president Dorothy York, Juan de Fuca Performing Arts Centre Society, director Al Lehman, Juan de Fuca Performing Arts Centre Society, director Chris Fraser, Juan de Fuca Performing Arts Centre Society, director

CALL TO ORDER

1. The chair called the meeting to order at 5:32PM.

APPROVAL OF AGENDA

2. MOVED/SECONDED BY DIRECTORS GUIRY AND ANDERSON THAT THE AGENDA BE APPROVED AS PRESENTED. CARRIED

APPROVAL OF MINUTES

3. MOVED/SECONDED BY DIRECTORS ANDERSON AND GUIRY THAT THE MINUTES OF THE REGULAR MEETING NOVEMBER 9TH, 2023, BE APPROVED AS PRESENTED. NO ERRORS, NO OMMISIONS. CARRIED

PUBLIC PARTICIPATION

4. a) John Buchanan shared his experience as an unhoused person using the WSPR facilities and questioned why the public is not permitted to use the JDF Arena dressing rooms. The chair requested time to confer with the board and staff for more information, and promised to follow up with John tonight. John agreed that is fair.

JOHN BUCHANAN LEFT THE MEETING AT APPROXIMATELY 5:45PM

b) Matt Towle introduced himself and his role as vice president with the JDF Lacrosse Association. The association is interested in building stronger relationships with WSPRS and will attend meetings in the future.

CHAIR’S REMARKS

5. The chair wished all staff and directors a happy holiday season, acknowledged the success of the past year and hope for the best in the coming year.

STANDING COMMITTEES

6. N/A

OLD BUSINESS

7. N/A

NEW BUSINESS

8. a) Juan de Fuca Performing Arts Centre Society (“the Society”) Presentation Judith Cullington showed a PowerPoint presentation which highlighted the following:

• The purpose of the proposed Juan de Fuca Performing Arts Centre is simple: create an arts and culture hub in the Westshore.
• The goal of the proposed centre is to provide accessible and inclusive opportunities for the Westshore community to participate in arts and culture, not to bring headliners.
• The board of directors is a diverse group with a variety of skills, and they continue to grow as a board.
• A feasibility study has been conducted, noting the following:
  • Thank you to the municipalities for their participation.
  • Judith will share the results of the study.
  • The Rick Hansen Foundation accessibility guidelines provide a good a foundation of considerations, and the Society is seeking ways to go above and beyond.
  • WSPR was not included as a potential location.
  • Estimated costs are from the previous year and do not account for changes since the study.
  • The society is seeking support for operational costs in the amount of $7 per person if all municipalities are on board.
  • Capital costs will be covered by governments and grants.
  • Capital costs do not include land or parking.
• The organization would operate a municipally-owned NGO model.
• An intermunicipal committee is now in place, with Langford confirming their representative shortly.
  • The committee is advisory, with municipalities providing direction.
• The Society is in the stage of working toward a grant-ready project.
• Today’s presentation is to determine the possibilities for collaboration between the Society and WSPR. Options range from WSPR renting space in the proposed centre to absorbing their operations or providing a location for the proposed centre.
• The CAO and Director Guiry will attend the intermunicipal committee meeting in January.

The chair thanked Judith for the presentation and for the Society’s efforts to bring arts and culture to the Westshore. The board shared personal anecdotes and appreciation for the Society’s accessibility considerations. The Society is also open to considering multi-use space such as child care or affordable housing.

MOVED/SECONDED BY DIRECTORS JANTZEN AND ANDERSON THAT THE PRESENTATION BE RECEIVED. CARRIED

JUDITH CULLINGTON, DOROTHY YORK, AL LEHMAN, AND CHRIS FRASER LEFT THE MEETING AT APPROX. 6:05PM

b) Budget Process Update

Grant Brown, administrator, highlighted the following:

• The proposed 2024 budget has been accepted by Metchosin, Langford, and Colwood.
• A presentation is scheduled with View Royal on January 16th.
• Highlands has been contacted to determine if their council would like to schedule a presentation.
• Director Jantzen expressed appreciation for the CAO’s concise presentation to Colwood council.

MOVED/SECONDED BY DIRECTORS ANDERSON AND JANZTEN THAT THE UPDATE BE RECEIVED AS PRESENTED. CARRIED

c) Annual Housekeeping

Grant Brown, administrator, highlighted the following:

• “Consent to Act as a Director” for 2024 forms were signed.
• “Declaration of Related Party Transactions Involving Key Management Personnel” in 2023 forms were signed.
• The 2024 board of directors meeting schedule was distributed.
• The CAO confirmed that the WSPRS bylaws indicated directors are to hold a 2-year term, and pre-filled term appointment requests will be distributed to deputy clerks in 2024.
• The chair requested that the WSPRS bylaw indicating 2-year term appointments be distributed to deputy clerks as there is high demand from councillors wishing to participate on the board.

MOVED/SECONDED BY DIRECTORS GUIRY AND ANDERSON THAT THE FORMS BE RECEIVED AS PRESENTED. CARRIED

FOR INFORMATION

9. a) Administrator’s report Grant Brown, administrator, commented on the following:

STAFF REPORT