Minutes of the West Shore Parks and Recreation Society Board of Directors Meeting - November 12, 2015

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

Thursday, November 12, 2015 in the Fieldhouse

PRESENT: Directors Rob Martin (Chair), Leslie Anderson, Les Bjola, Arnie Hamilton, Al Hood, Jennifer Jakobsen, Ron Mattson, Ed Watson and Andy MacKinnon (for Moralea Milne)

ABSENT: Directors Lilja Chong, Moralea Milne, Matt Sahlstrom, Lanny Seaton, Winnie Sifert, Darren Wright and Terry Young

STAFF PRESENT: Linda Barnes, Administrator Wade Davies, Manager of Operations Sandy Clarke, Manager of Recreation Sue Dickson, Manager of Finance Annie Mulcahy, Recorder Ron Dietrich, Supervisor of Maintenance Bobbi Neal, Community Development Coordinator Nicola Stokes, Finance Supervisor

PUBLIC PRESENT: Members from the Westshore Skatepark Coalition Mayor Carol Hamilton, City of Colwood

CALL TO ORDER

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

APPROVAL OF AGENDA

2. MOVED/SECONDED BY DIRECTORS MATTSON AND WATSON THAT THE AGENDA BE APPROVED. CARRIED

APPROVAL OF MINUTES

3. MOVED/SECONDED BY DIRECTORS JAKOBSEN AND ANDERSON THAT THE MINUTES OF THE REGULAR MEETING HELD JUNE 11, 2015 BE ADOPTED AS CIRCULATED. NO OMMISSIONS, NO ERRORS. CARRIED

PUBLIC PARTICIPATION

4. N/A

CHAIRS REMARKS

5. The Chair gave the following remarks:
   • No comments.

STANDING COMMITTEES

6. a) Finance Committee Chair Les Bjola provided an overview of materials which included:
   • Staff Report from Manager of Finance, Sue Dickson summarizing the 2016 Draft Budget;
   • Budget Overview; 5 Year Major Repairs & Maintenance; Reserve Summary and Requisitions/Converted Assessments.
   • 2015 has been a busy and successful year with a projected modest $1,110 surplus.
   • Despite unavoidable cost increases in CUPE wage increases and benefits, and hydro and water costs, WSPRS is in a good position financially.
   • The draft budget has been discussed with the Member CFOs and the WSPRS Finance Committee is recommending bringing it forward with their recommendation for Board approval.
   • Staff have done an excellent job managing operational expenses and revenues and we have a very solid draft budget for the coming year.

Question raised whether the projected 10.6% increase in revenues in the Budget Overview was a realistic expectation; in light of the Y opening. The Administrator responded saying numbers are actually on the conservative side — the population growth in the Western Communities is clearly great enough for both entities to thrive. The Y opening will only help even things out and enable us to be better able to accommodate the needs of the community. The projected increase in revenues and the budget in general is a very realistic one. Director of Operations added that $200,000 of the projected increase in revenues is due to the money received from the CRD for the pool rebuild.

MOVED/SECONDED BY DIRECTORS BJOLA AND MATTSON THAT THE BOARD APPROVE THE 2016 DRAFT BUDGET, TO BE FORWARDED FOR APPROVAL BY THE COUNCILS OF THE WSPRS MEMBER MUNICIPALITIES.

b) Strategic Planning N/A The Administrator reported that an internal committee has been put together and have met with selected staff (not including managers) from all departments to gain feedback. Will be meeting with that committee and bringing the information together this month to move forward.

c) Policy N/A Director Anderson spoke in Director Milne’s absence. The Environment Committee has met and discussed policies to consider developing and implementing to protect and maintain environmental aspects of WSPRS. Suggestions will be brought forward to the Board in due course, upon Director Milne’s return.

NEW BUSINESS

7. a) Skatepark Update The Administrator introduced Jimmy Miller, guest member of the newly formed Westshore Skatepark Coalition (WSC):
   • Jimmy Miller, President of WSC gave a brief overview of what the situation is in relation to the skatepark and what their group is all about.
   • WSC is dedicated to the creation of a new skatepark in the community.
   • Their goal is to remain positive and work for the good of all parties through strong partnerships and leadership.
   • The next step is to make more formal presentations to Councils; the purpose of tonight is a more informal introduction.
   • Members of the WSC have extensive, collective experience in skateboarding and developing skateparks; Jimmy has been involved in 3 previous builds (City of Victoria, Vic West, Gordon Head).

Q: Is there any money in the WSPRS budget for the skatepark? A: (Administrator) No, the Board has approved interest in developing the new skatepark – Community Development Coordinator, Bobbi Neal has been working with the group to give them direction. The Board will need to decide about providing any financial backing as the park evolves.

Q: Ideally, what would you like the new skatepark to look like – how big, location, situation? A: (Jimmy) We like to dream big, but also need to be realistic. The most important thing right now is finding a location.

Q: What challenges are you facing with this park in comparison to the three previous builds? A: (Jimmy) Funding was different on all three – Municipal (City of Victoria), Provincial (Vic West) and fundraising based (Gordon Head). Getting this park going has been a bit more of a sell; part of pop culture; having to approach Councils – having had a situation where a skatepark was in place and then removed, a contingency plan would have been good.

Q: What is the most important thing we can do to support the skatepark? A: (Jimmy) Taking the information back to your Councils.

Q: What is the timeline? A: (Jimmy) Sooner than later would be my ideal answer – hard to predict, but a year to two years?

The Administrator expressed appreciation to the WSB Coalition for their level heads to work with us to find a solution. WSPRS does not own any land, but the member municipalities do. Please bring the idea back to your Councils and express that the Board advocates for the idea.

Posters were handed out for upcoming events: - “Signature Moves” official launch event – December 3 at 5:00-10:00PM, Victoria Event Centre, 1415 Broad Street. - “Come One Come All” consultation meeting – January 10, 2016 at 3:00-5:00PM, location to be announced.

Both events are opportunities to raise funds and get people talking. Westshore Skatepark Coalition can also be found at http://westshoreskateboarding.com/

FOR INFORMATION ONLY

b) Operations Update Operations Manager, Wade Davies introduced Maintenance Supervisor, Ron Dietrich who is integral to many capital projects and the daily supervision of the Maintenance Department. - PowerPoint presentation provided that covered staffing efficiencies at WSPRS (vs stand-alone facilities; ongoing efforts to increase cost effectiveness and deal with increased costs; and staying on the edge with changing technology.

General discussion about the payback of some of the recent and current projects and initiatives (e.g., heat reclaim system) – significant projects but sensational savings over the long term.

FOR INFORMATION ONLY

OLD BUSINESS

8. a) Board Policy Implementation Date The Administrator provided overview of Report.
   • General discussion and acknowledgement that the effective date of the 2 clauses affected in the approved Board Policy (up to three consecutive years as Board Chair and up to eight consecutive years on the Board) is September 2014.

FOR INFORMATION ONLY

FOR INFORMATION

9. a) Human Resources Report Report provided by Brian Merryweather.

MOVED/SECONDED BY DIRECTORS WATSON AND MATTSON TO RECEIVE THE REPORT FOR INFORMATION.