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

1. CALL TO ORDER

The Chair called the meeting to order at 7:00PM.

2. APPROVAL OF AGENDA

Two new agenda items added under Finance, Langford Budget Issues; and under New Business, Notice by the Capital Regional District of the Juan de Fuca Electoral Area’s withdrawal from WSPRS.

MOVED/SECONDED BY DIRECTORS MILNE AND MATTSON THAT THE AMENDED AGENDA BE APPROVED. CARRIED

3. APPROVAL OF MINUTES

MOVED/SECONDED BY DIRECTORS HOOD AND MATTSON THAT THE MINUTES OF THE REGULAR MEETING HELD NOVEMBER 12, 2015 BE ADOPTED AS CIRCULATED.

NO OMMISSIONS, NO ERRORS. CARRIED

4. PUBLIC PARTICIPATION

N/A

5. CHAIRS REMARKS

The Chair expressed his thanks to Board Members for all their hard work in 2015 – a very productive and positive year at the Board table. Merry Christmas to all.

6. STANDING COMMITTEES

a) Finance

The Chair introduced the topic that Langford has stated they are not approving the WSPRS Budget. This was something WSPRS was not aware of and it was drawn to his attention when the Goldstream Gazette phoned and asked for comment.

Question: What would the impact be of Langford not approving the budget? Answer: The WSPRS budget goes to the owners each year for approval – if any member municipality does not approve, we revert to the previous year’s budget (that had been approved by all).

FURTHER DISCUSSION included:

• The budget was reviewed and recommended by the Finance Committee; was discussed with the municipal CFO’s; and all Directors present at the November Board Meeting approved it for forwarding to the owners.
• The issue is several years old and connected with the governance agreements. Langford’s concern is that they are looking for recognition that they provide a further 1.5 million in recreation that is offered to all communities.
• Langford’s requisition is 3.7% – the newspaper article states that Langford will not accept a requisition anything more than 2%.

FOR INFORMATION ONLY

b) Strategic Planning

N/A

c) Policy

N/A

7. NEW BUSINESS

a) Notice by the Capital Regional District of the Juan de Fuca Electoral Area’s withdrawal from WSPRS

The Chair opened discussion for informational purposes, handing out copies of a “Report to the Electoral Area Services Committee Meeting” dated November 18, 2015.

• Next step will be for the CRD to formally reach out to WSPRS.
• Carol Hamilton provided some clarity:
  • The motion (back page at the bottom of the report) is to approve the notice of withdrawal.
  • Mayors Hamilton, Screech, Williams all tried to plead that this item should be discussed at the owners table. There is a process that has to be undertaken. Colwood is taking a proactive look at the situation.
  • As far as timeline, a full calendar notice is required, i.e., if notice is given in 2015, the withdrawal process would take place through 2016 and to come into effect on January 1, 2017. There is little room now before the end of the year to have meetings, etc. – i.e., perhaps not the best thought out timing.

FURTHER DISCUSSION:

• When asked about the financial impact, Manager of Finance, Sue Dickson confirmed that the JDF Electoral Area represents about $23,000 to WSPRS.
• Mayor Hamilton added that it was not about the money—the problem has arisen because of the legal decision made that when we sit on Boards with financial implications, the owner (member municipality) can become between a hard rock and a hard place. That is the root of the problem.

FOR INFORMATION ONLY

8. OLD BUSINESS

N/A

9. FOR INFORMATION

a) Human Resources Report

Report provided by Brian Merryweather.

b) Administrators Report

A/Administrator, Sandy Clark added to the report that staff are busy with fund raising activities and seasonal events. It is a feel good time for all of us with a true sense of community and spirit of Christmas shining through.

• Staff Day also highlighted a feeling of positivity – this year’s theme was to “Celebrate our Successes”. Staff put together a video to say why they were proud to be part of WSPR. And we were all very happy to have Director Ed Watson join us that day.
• Follow up to the introduction to the Westshore Skatepark Coalition at the November Meeting:
  • WSC’s kick-off event took place downtown earlier in the month and raised about $3,000.
  • The next consultation meeting is set for January 10^TH^ at the JDF Public Library.
  • WSC is creating quite a buzz in the community.
  • All Councils are being asked for their buy in and support.

FOR INFORMATION ONLY

10. IN CAMERA

N/A

11. ADJOURNMENT

MOVED/SECONDED BY DIRECTORS HAMILTON AND ANDERSON THAT THE MEETING BE ADJOURNED AT 7:18 PM. CARRIED