2017 Minutes

 

HIRRA’s Guide to Meeting Etiquette

Note: HIRRA did not hold a general meeting in January.

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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Minutes of HIRRA General Meeting

Wednesday, March 8, 2017 at 7:30pm

At the Hornby Island Community Hall
Present: Rob McCreary, President; Rachelle Chinnery, Secretary; Lynn Nunley, Treasurer; Reina LeBaron, Administrator; 26 other HIRRA members. Regrets: Andrew Mark, Vice President;
Call to order: 7:37pm         
Introductions: Rob welcomed everyone and introduced the Executive and Administrator.Agenda: The posted agenda was approved by general consent.

  • Minutes: Minutes of February 15, 2017 meeting were read aloud and approved as presented (with a few typos corrected) by general consent.
  • Executive Report: Rob presented the following Executive Report:
    1. There was a discussion about the Recreation budget mix-up.
    2. Six Farmers Market representatives attended the Executive meeting to discuss and agree on the terms for a formal Tenancy Agreement for the Farmers Market.
    3. The Societies Act has changed and HIRRA will need to make some changes to the Constitution and bylaws this year to comply with the new Act. It would be best to make any other changes to these documents at the same time.
    4. Committee elections will be at the AGM in April. The Privy Council and Fire Department Committees need members. Please consider volunteering or encouraging others to volunteer.
    5. There was discussion about options for addressing unpaid tipping fees at the Depot.
    6. The Executive will be exploring having a display case at the Co-op for community information.
  • Recreation Budget: Recreation Coordinator, Jade Wilson, presented the correct 2017 Recreation budget totally $48,650. Copies of the correct Recreation budget were also distributed. Jade explained that the budget that Bill presented at the last meeting was created to accompany the Committee’s application for a Gaming Grant. The Committee did not receive the grant last year. In anticipation of the possibility of not receiving that funding for 2017, they created a balanced budget that does not include Gaming funds. Lynn and Rob noted that if the Gaming Grant is received for this year, the Committee should come back to HIRRA with an updated budget. There was a question about why no money was budgeted for Sailing. Jade said the Sailing course is going ahead and expenses will be covered entirely by user fees.
    M/S/C Jade/Doug Chinnery “That the correct 2017 Recreation Budget be approved as presented.” (1 abstention)
  • Community Hall Committee: Committee member, Melisa Devost indicated that the Hall Committee wished to be a five member committee.
    M/S/Defeated Melisa/Stani “That the Hall Committee be changed from a seven member to a five member committee.” (3 in favour, 13 opposed, 6 abstentions)
    It was noted that keeping the Committee as a seven member committee would allow the option for more participation, even if not all spaces are filled this year. There was a question about quorum. Rob noted that quorum is based on the actual number of Committee members elected.
  • Regional Parks Committee report: Committee member, Brian Kittleson, reported on activities since October. Moving the Gull Road Trail (between Maclean and Fowler Roads) entirely off private property is budgeted as a Capital Project for 2018. The official road allowance will need surveying, and ALR permission will be needed if the trail is to continue as far as St. John’s Point Road.
    A steep unauthorized trail has been decommissioned. Residents are asked not to build unauthorized trails in the Parks or Crown Lands. The Land Conservancy of BC has approved mowing the Back 40 again to maintain it as a meadow habitat.
    The Parks Committee has taken on the maintenance of the Roadside Trails with agreement from HIRRA and the CVRD. The Parks Maintenance Contractor and CVRD Parks representative did an inventory of the Roadside Trails and assessed the drainage issues, sight lines and driveway crossings. The CVRD has supplied signage for the crossing of Washing Machine Trail and the Dylan’s Drop technical feature. The French Connection Trail has been roughed out to continue along the side of French Road to Central Road. This 2017 Capital Project will also include linking French Connection to Logging Railroad and Walton Trails. Regarding drainage, the Committee is considering using more dips and nicks as a lower-maintenance option to water-bars. The Maintenance Contractor has been consulting with the Invasive Plant Committee regarding removing broom in Jessie’s 18 and holly along Waterline Trail. The CVRD has been asked for suggestions of topical herbicides to prevent cut holly from regrowing.
    On Coltsfoot Trail, the large box-culvert and one of the bridges across Beulah Creek will be replaced this year. The type of mesh will also be improved. Andrew Carmichael donated his “motorized wheelbarrow” to the Committee for hauling and dumping material during trail work. The Committee is considering the policies and procedures required to set up a community “Adopt a Trail” program.
    New CVRD regulations require that the Maintenance Contractor complete a bucking and falling course to use a chainsaw in his work. They also require that signs are no longer installed on trees. The Committee will be transitioning to signage on posts.
    There was a suggestion to have more clear education about the right-of-way between horses, hikers and bikers. This information is included on all entrance signs and Park brochures. There was a question about armouring the Roadside Trails. This is not part of the maintenance plan at this point, but the Roadside Trails will be maintained 6ft wide to IMBA trail standards.
  • Boat Ramp Committee Report: Committee Chair, John Struthers, reported that the Ford Cove Harbour Authority has declined to assist the Committee with funding or expertise. There is a possibility of funding the Boat Ramp repairs via the CVRD Parks Function. Insurance would only cover recreational uses. The CVRD has recommended starting with an engineering report. Possible repairs range from removing the dangerous exposed rebar, to adding cement slabs or using asphalt. Brian noted that the Parks Committee is supportive of the Boat Ramp but do not have energy to take on the project.
    It was noted that the existing ramp is dangerously narrow and needs more than just resurfacing. The Committee would like to ideally double the width and add bollards along one side. They are also considering reducing the pitch of the ramp. Rob suggested that it may be a two phase project, starting with resurfacing and then widening the ramp.
    George Buvyer is willing participate in the Boat Ramp renovations.
  • Hornby Island Athletic Association (Ballpark) Report: Board member, George Buvyer, reported that HIAA is very busy with ongoing repairs and maintenance of the old buildings and equipment. HIAA now has over a thousand members.
    It has been a busy winter with a lot of new younger energy. The Kitchen is a great success, feeding up to sixty people three times a week. During the recent winter months, the Club-house was offered as a cold weather shelter and was utilized by up to five people. One shower has been rebuilt and the second one will be rebuilt soon. When the new Fire Hall is complete, the power feed will be hooked up to provide hot water for the showers and laundry. The laundry gets a lot of use. As does the gym.
    Sweet Thursdays have started again. The Hornby Island Mountain Bike Association is renovating the bike pump track. The Community Fund party rentals are now stored at the Ballpark, and many Recreation activities are centered there.
    The AGM is scheduled for April 2 and more Board members are needed. An 8-site summer campground is now available for displaced Hornby residents and summer workers. This raises a number of issues that will need to be addressed, including whether to provide utility hook-ups for trailers and where to have dishwashing space.
  • Community Announcements:
    1. Events: Dates were announced for the following events: Cemetery Work-party, Co-op Special General Meeting, Water Sustainability Act information session, Telus tower consultation, CHI’s Herring School event, HIRRA AGM, Spark bike workshop.
    2. Spark: Quana noted that Spark Hackerspace hosted its first successful workshop on how to program arduinos.
    3. Doug Nixon Appreciation: Lynn suggested having appreciation of a community member as a regular feature of HIRRA meetings. She appreciated Doug Nixon for his tireless work keeping the roads plowed during the snow-storms.
    4. New Fire Chief: Rob announced that Doug Chinnery has been hired as the new Fire Chief and offered congratulations from HIRRA.

Adjournment:  The meeting was adjourned at 9:02pm by general consent.

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