2017 Minutes

 

HIRRA’s Guide to Meeting Etiquette

February 15, 2017

Hornby Island Residents’ & Ratepayers’ Association Minutes of Regular Meeting, At the Hornby Island Community Hall

Present: Rob McCreary, President; Andrew Mark, Vice President; Rachelle Chinnery, Secretary; Lynn Nunley, Treasurer; Reina LeBaron, Administrator; 28 other HIRRA members and one new member.

Call to order: 7:31pm

Introductions: Rob welcomed everyone and introduced the Executive and Administrator.

1) Agenda: The posted agenda was approved by general consent.

2) Minutes: Minutes of December 14, 2016 meeting were read aloud and approved as presented by general consent.

3) Executive Report: Rob presented the following Executive Report:
a) The Bookkeeper is working with Presley and Partners to finalize the year-end review.
b) There has been communications between the Hornby Island Films, the Hall Committee and the Executive regarding equipment in the Hall.
c) Farmers Market representatives have been invited to attend the February Executive meeting.
d) The Privy Council and Fire Department Committees need members. Committee elections will be at the AGM in April. Please consider volunteering or encouraging others to volunteer.
e) The CVRD has been very supportive in providing funding for seven more solar panels that will soon be added to the array on the Free Store roof, and for the solar project educational sign.

4) Recreation Budget: Committee Chair, Bill Hamilton, reported that Recreation did not receive funding from BC Gaming last year. They are appealing for the decision and are applying for funds again this year. There was a great turnout for the recent Ski Day and swimming lessons are going ahead. The Committee is planning to print tee-shirts again as the Summer Recreation give-away.
Bill presented a 2017 Recreation budget. The Administrator also handed out copies of the Recreation budget. There was some confusion as the two budgets did not match. Bill read aloud all the budget lines on his budget for a total of $60,650 in expenses.
M/S/C Bill Hamilton/Donna DuPlessis “That the Recreation Budget be passed as presented.” (1 abstention)

5) Cemetery Committee: M/S/C Tina Wai/Gemma Colin “That HIRRA strike an ad hoc committee charged with finding suitable land for a new cemetery.”
Committee member, Tina Wai, encouraged people to join the ad hoc committee. Mary Mackenzie has agreed to join it as well. For information, contact Eva Wetzel or Ellen Leslie. The Committee is still planning a Cemetery clean-up day, probably in mid-March.

6) Community Hall Committee: Chairperson Wendy Burton notified the membership that Melisa Devost had been appointed as an interim member of the Hall Committee until the AGM elections. In December, Clair Cronia informed the Committee verbally of her resignation, but no formal letter has been received.
Acoustic improvements: On the advice of many on-island and off-island experts, the Committee has developed a plan, drawn by Michael McNamara, to extend the stage by 4 feet to move performers out from under the proscenium arch. Wendy noted that Larry Smith and Dale Devost are willing to do the work for just under $3,000.
Ted Tanner has sent a proposal to the Committee for sound treatment of the interior of the stage for just under $5,000. The baffling may mean that the proposed back-stage sound curtains are not needed.
M/S/C Wendy/Janet “That the Hall Committee proceed with the extended stage thrusts and sound baffling projects.” (1 abstention)
Rob noted that there had been a consultation meeting on Saturday with people in the sound community and there was strong support for the projects.
There was a question about why a motion was needed for the projects.
In 2015 there was a budget proposal made and the Assembly asked that plans be brought to a HIRRA meeting for approval.
Judith noted that both projects are under $5,000 so they can be direct awarded. The projects are based on a study done by sound professionals.
It was noted that a large number of Hornby residents are seniors with hearing difficulty.
Wendy noted that the Committee had draft criteria for a PA system in October and are still planning to continue with a PA system in order to assist all users to hear better.
Judith noted that hearing aid wearers don’t necessarily just need more volume and that any system in the Hall needs to be adjusted appropriately.

7) Trustees report: Tony Law reported that there will be a scheduled Hydro outage to repair a cable. The Local Trust Committee is looking for volunteers for the Advisory Planning Committee. They don’t meet very often, but they help review various Trust issues, including an upcoming review of the Short Term Vacation rental policies. Two more members are needed for the six member Committee.
There will be an open house regarding ISLA’s request to amend the Land Use Bylaw to reflect a change in the ownership format. The Trust is working on improving relations with First Nations groups and setting up some meetings to discuss cultural and political relations between the Komox and Hornby and Denman.
Telus has applied to install a 48 meter communications tower on their property on Central Road. There is more information on the Trust web-site. Telus has also put out answers to frequently asked questions. Industry Canada has the over-riding authority on installation of the tower. Telus has indicated that they won’t proceed if the Local Trust committee and community don’t support it. It is not a cell tower, but a narrow-beam microwave tower that would provide emergency back-up if the underwater cable is damaged. It would be possible for them to extend the tower and/or add other services to it. The Consultation period will end on March 18. The Trustees will then consider it in terms of a land use issue. A second cable would be much more costly so if the tower is not approved by the community, Telus will probably not proceed with that option.
There was a question about whether HIRRA could add it to their agenda to discuss the tower. People have health concerns about the tower.
Rob asked that people get information from Telus before framing a question or request for HIRRA. Tony noted that the Trust does not address health issues. It was also noted that there are consultation meetings scheduled with Telus and that Industry Canada has final jurisdiction.
8) Recycling Committee Report: Depot Manager Stani Veselinovic reported on the large amount of waste and recyclables that were sent off the island in 2016. The Product Care building is now open every Friday from 9:00 to 1:00 to receive Household Hazardous Waste. The solar project array has generated 4.06 megawatts so far since July. The Depot’s annual electric consumption is 9 megawatts.
The Depot has been closed due to snow for the last few weekends. It is difficult to clear the snow from the top of the hill, but they have been working on getting the parking area cleared. There is no budget for snow removal and the CVRD does not consider the Depot an essential service. It is possible that the Depot can purchase sand and chains for the backhoe. Stani also suggested adding a snow removal contingency fund to the 2018 onward budgets that would roll over each year until needed.
9) Fire Department Report: Deputy Fire Chief Quana Parker, reported that the new Fire Hall is in the final stages with only a few interior details and the Hydro hook-up to complete. They hope to move in around the end of April. Four new people have signed up for firefighter training, five members are going for Hazardous Materials training and two are going to Evaluator training.
There have been numerous First Responder and power outage calls. The new tanker has been ordered and should arrive in July or August. Two PVC tanks of 5,600 gallons each have been installed at the end of Strachan Road.
Interviews for the new Fire Chief will be underway soon. The Fire Committee needs two new members.
There was a question about Fire Department access during snow. Quana noted that it is best if driveways and a turn-around space are cleared of snow, but the vehicles do have chains and will do their best to access anyone in need.
The Cadet Camp will be held on March 23. Twelve kids have signed up so far. They need more participants for it to proceed.

10) Community Announcements:
a) Seedy Saturday: The Heron Rocks Seed Saturday date was announced.

Adjournment: The meeting was adjourned at 8:40pm by general consent.

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