2018 Minutes

 

HIRRA’s Guide to Meeting Etiquette

Minutes of HIRRA General Meeting

February 7, 2018

At the Hornby Island Community Hall

Present: Rob McCreary, President; Andrew Mark, Vice President; Lynn Nunley, Secretary; Reina LeBaron, Administrator; 16 other HIRRA members and 2 new members
Regrets: Treasurer; Rachelle Chinnery,

Call to order: 7:36pm

Introductions: Rob welcomed everyone, introduced the Executive and acknowledged Pentlatch First Nations territory.
Quorum: Rob noted the lack of quorum and the meeting proceeded for information only.

1. Agenda: The agenda was approved by general agreement.
2. Minutes: Minutes of the December 13, 2017 HIRRA meeting were read aloud and accepted by general agreement.
3. Executive Report: Presented by Rob. In summary:
MOTI update: due to budget constraints, MOTI are now planning to fix the edge of Central Road where it crosses Beulah Creek and replace the culvert in a future year.
2017 Financial year-end data seems fine. The transition to a new company is underway.
The application for well licenses is in process.
BC Ferries Community Investment voucher program was announced.
Community Emergency Preparedness Workshop was announced.
New Fire Hall Grand Opening was announced.
HIAC representatives attended the Executive meeting to discuss possible plans.
4. Recreation Budget: Deferred to March meeting due to lack of quorum. Chair Bill Hamilton reported that the recent Ski Day had about 30 participants. Recreation is hoping to partner with HIAA to access gaming grant funds.
5. Recycling Committee: Presented by Manager Stani Veselinovic. In summary: 2017 was busy. Two shipping containers arrived for storing surplus materials. Two cisterns installed. Solar panels steadily generating electricity. Depot now accepts most credit/debit cards for payment. 40th anniversary of Recycling Depot this Sept. Celebration ideas and T-shirt artwork welcome. Appreciation for Depot staff, Free Store volunteers, committee and HIRRA.
6. Hall Committee: Presented by Chair Wendy Burton. In summary: Listed all events held in Hall in 2017. Lynn welcomed as Booking Agent and Maintenance Coordinator employee (changed from contractor). Staff evaluation of janitor went well. Appreciation for staff and Hall handyman.
Acoustics: Stage sound baffles close to completion. Sound system sub-committee of local experts (open to others) has met. Plans to purchase and install components in stages, renovate secure tech room for sound board, have simple user accessible sound plates with on/off volume and plug ins. Plans to purchase speakers soon and test in March with rented sound boards, hopefully including people with hearing aids.
Lights: Close to ordering lights for main Hall. Hopefully to be installed at same time as speakers. Also planning to have fixed stage work lights.
Round Room heat pump has been broken for some time.
Noted that the Hall continues to have mouse problems and is not rodent-proof. Users need to follow proper Food Safe protocols.
Several reasons that Hall is not appropriate as an emergency shelter, although it could be a muster point.
7. Community Announcements:
a) Quorum discussion: There was a question about improving attendance to achieve quorum. There was discussion. Some ideas: reduce number needed for quorum; talk to people in person; add an “attending” button on FaceBook or web-page; include an engaging “town hall” community discussion topic or expert presentation for each meeting; increase publicity and information regarding spending tax monies.
b) Dates were announced: HIFR new fire hall opening, HIAC social.
c) HIRRA Bylaw changes: Widespread notice has been given of proposed changes to HIRRA bylaws for discussion and decision at the March meeting.
Adjournment: Meeting adjourned at 8:24pm by general agreement.

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Minutes of HIRRA general meeting
March 14, 2018

At the Hornby Island Community Hall
Present: Rob McCreary, President; Andrew Mark, Vice President; Lynn Nunley, Treasurer; Rachelle Chinnery, Secretary; Reina LeBaron, Administrator; 29 other HIRRA members and 3 new membersCall to order: 7:36pmIntroductions: Rob welcomed everyone, introduced the Executive and acknowledged Pentlatch First Nations territory.1. Agenda: The agenda was approved by general agreement.
2. Minutes: Minutes of the February 7, 2018 HIRRA meeting were read aloud. It was noted that approval of minutes and adjournment could not officially occur without quorum. The minutes were accepted by general agreement pending a change in wording regarding quorum.
3. Executive Report: Presented by Rob. In summary:
2017 Financial year-end data seems fine. Still waiting for clarification from CVRD regarding showing year-end surplus/deficits.
New Hand pump ordered for Sollans Road public well.
Community Emergency Preparedness meeting with CVRD representatives was well attended. Executive proposing striking an Emergency Preparedness Committee at the AGM to update the Hornby Emergency Preparedness plan.
MOTI: Lane closure on Ford Cove hill was a precautionary measure (not collapsing). Waiting for an engineer’s assessment later this month.
Boat Ramp Committee has been offered a reused float from the Ford Cove Harbour rebuild. Administrator applied for FCL grant to renovate the float ($20,000 to $30,000).
4. Recreation Budget: Presented and reviewed by Coordinator Jade Wilson:
M/S/C Jade/Karen Ross “That the Hornby Island Recreation budget be approved as presented.”
5. Hall Committee size:
M/S/C Wendy Burton/Judith Lawrence “That the Hall Committee size be reduced to five members.”
Rationale: same as other Management Committees, easier to schedule meeting times, easier to achieve quorum, flexible and efficient.
6. Proposed Bylaw Changes:
BC Societies Act changes require non-profit societies to transition bylaws to meet new regulations. At the same time societies have the opportunity to review and change bylaws without additional charges.
Each Bylaw change proposed by the Executive will be read as a motion, seconded, discussed and voted on.
Vicki Bale made a point of order involving BC Societies Act instructions regarding notice of meeting being sent to all members by mail or e-mail.
Rob appreciated the information. The Executive will look more closely at the Act.
i) Moving clauses from Constitution to Bylaws: This change is required by the act and does not require a vote.
ii) 2a) Addresses:
M/S/DEFEATED Rob/Janet LeBlancq “That bylaw 2.a) be changed to remove requirement to record member addresses on the membership roll.”
Discussion: addresses needed to prove residence, to notify seasonal residents of meetings, to confirm unique identities. Suggestion to collect and record email addresses as well.
iii) 3b) Call To Order:
M/S/C Rob/Doug Chinnery “That bylaw 3.b) be changed to replace ‘…Robert’s Rules of Order…’ with ‘…Call to Order…’.”
Discussion: clarifies and follows existing HIRRA practice, Call To Order is silent or misleading on some issues (e.g. quorum, standing committees, business arising), Call to Order intended as a simpler reference with Robert’s Rules as back-up on more complex issues, next proposed bylaw change includes having Robert’s Rules as a back-up reference.
iv) 3d) Robert’s Rules of Order as back-up:
M/S/C Rob/ Daniel Siegel “That bylaw 3.d) be changed to replace ‘Robert’s Rules of Order’ with ‘Call to Order’ and to add: ‘On any issues where Call to Order is silent, Robert’s Rules of Order shall be the reference.’.”
v) 3e) Publicizing motions spending over $1,000:
M/S/C Rob/Doug Chinnery “That bylaw 3.e) be changed to add: ‘Motions considered by the Chair to have significant importance for the community, and all motions involving the expenditure of tax funds in excess of $1,000 must be publicized on the posted agenda in advance of the meeting.’.”
vi) 3k) Reducing quorum requirement:
M/S/ Rob/Rachelle Chinnery “That bylaw 3.k) be changed from: ‘At all general meetings twenty-five (25) members, or twenty per cent (20%) of members, whichever is less, shall constitute a quorum.’ to: ‘At all general meetings twenty (20) members, or twenty per cent (20%) of members, whichever is less, shall constitute a quorum.”
Discussion: Often difficult to achieve quorum of 25 people in last two years, quorum should be number of people who will reliably attend meetings, proposed wording is confusing.
Amendment:
M/S/C Margaret Pethick/Daniel Siegel “That the motion be amended to change ‘20% of members’ to ‘20% of membership’.”
M/S/C Rob/Janet LeBlancq “That bylaw 3.k) be changed from: ‘At all general meetings twenty-five (25) members, or twenty per cent (20%) of members, whichever is less, shall constitute a quorum.’ to: ‘At all general meetings twenty (20) members, or twenty per cent (20%) of membership, whichever is less, shall constitute a quorum.”
vii) 3k) Proceeding in the absence of quorum:
M/S/C Rob/Joanne Ovitsland “That bylaw 3.k) be changed to add: ‘In the absence of quorum, HIRRA meetings may proceed for informational purposes only.’.”
Discussion: clarifies and follows existing HIRRA practice.
viii) 3n) Publicity in other media:
M/S/C Rob/Donna DuPlessis “That bylaw 3.n) be changed to change ‘…as many islanders as possible will be notified by telephone and e-mail.’ to: ‘…as many islanders as possible will be notified by telephone, e-mail and other media’.”
ix) 4c) Removing starting dates of Executive terms:
M/S/ Rob/Janet LeBlancq “That bylaw 4.c) be changed to remove: ‘The first two-year term of Vice President will commence in 2006. The first two-year term of President will commence in 2007. The first two-year term of Secretary will commence in 2006. The first two-year term of Treasurer will commence in 2007.’.”
Discussion: starting dates no longer needed as staggered terms are already established, if someone resigns mid-term, the election for their replacement is for only one year, confusing as to which offices are elected each year.
Amendment:
M/S/C Vicki Bale/Tom Knott “That the motion be amended to specify that the President and Treasurer are elected in odd-numbered years and Vice-President and Secretary are elected in even-numbered years.”
M/S/C Rob/Donna DuPlessis “That bylaw 4.c) be changed to replace: ‘The first two-year term of Vice President will commence in 2006. The first two-year term of President will commence in 2007. The first two-year term of Secretary will commence in 2006. The first two-year term of Treasurer will commence in 2007.’ with: ‘The President and the Treasurer will be elected in odd-numbered years and the Vice-President and the Secretary will be elected in even-numbered years.’.”
x) 4d) Comox Strathcona to Comox Valley:
M/S/C Rob/Doug Chinnery “That bylaw 4.d) be changed to replace ‘Regional District of Comox Strathcona’ with: ‘Comox Valley Regional District’.”
xi) 5d) Audit:
M/S/C Rob/Daniel Siegel “That bylaw 5.d) be changed to replace ‘…arrange for a year-end audit by an auditor…’ with: ‘assure that a year-end review engagement is undertaken by an auditor…’.”
It was suggested that HIRRA research having a “notice to reader” instead of a “year-end review engagement.”
xii) 6 Borrowing:
M/S/ Rob/Donna DuPlessis “That bylaw 6 be changed from ‘Borrowing on behalf of the association shall be exercised by the executive only after the approval by a two-thirds (2/3) majority vote of the members voting at a general meeting.’ to ‘Borrowing on behalf of the association shall be exercised by the executive only after the approval by a majority vote of the members voting at a general meeting.’.” Discussion: Any vote is a decision. With a two-thirds majority requirement, a minority of members could veto a vote. It was noted that HIRRA has historically never borrowed money. Wording of the bylaw seemed confusing regarding “members voting at a meeting.”
M/S/C Rudy Rogalsky/Andrew Mark “That the motion be amended to change ‘…a majority vote of the members voting at a general meeting.’ to: ‘…a majority vote of the members attending a general meeting.”
M/S/C Rob/Andrew Mark “That bylaw 6 be changed from ‘Borrowing on behalf of the association shall be exercised by the executive only after the approval by a two-thirds (2/3) majority vote of the members voting at a general meeting.’ to ‘Borrowing on behalf of the association shall be exercised by the executive only after the approval by a majority vote of the members attending a general meeting.’.”
xiii) 7. Altering bylaws:
M/S/DEFEATED Rob/Daniel Siegel “That bylaw 7 ‘Requirements’ be changed from ‘A seventy-five (75) percent majority of members in good standing…’ to ‘A majority of members in good standing…’.”
Discussion: as above, with a 75 percent majority, a minority of members can veto a change. Altering bylaws should require a higher degree of agreement than a simple majority.
xiv) 10b) Discontinuance of membership:
M/S/DEFEATED Rob/Andrew Mark “That bylaw 10.b) be changed to replace ‘…by proper process of Robert’s Rules of Order…’ with ‘…by unanimous decision of the Executive and a majority ruling of the assembly…’.”
xv) 11a) Policies:
M/S/C Rob/Janet LeBlancq “That bylaw 11.a) be changed to replace ‘Those directives, of a sufficiently important nature as to be deemed not discretionary, shall be established by the Executive as Policy…’ to: ‘Those directives, of a sufficiently important nature as to be deemed compulsory, shall be established by the Executive as Policy…’.”
There was a suggestion to add a definition of the word compulsory.
xvi) 11b) Grievance Procedures:
M/S/C Rob/Donna DuPlessis “That bylaw 11.b) be changed to replace ‘The Executive shall establish grievance procedures for HIRRA employees and contractors, shall establish procedures for the resolution of conflicts with and within HIRRA, and shall encourage general peace and good relations within the community.’ with: ‘The Executive shall establish grievance procedures for HIRRA employees, contractors and volunteers, establish procedures for the resolution of conflicts with and within HIRRA, and shall encourage general peace and good relations within the community.’.”
7. Regional Parks and Trails Committee report: Committee member, Brian Kittleson reported. In summary: most recent work has been on the Roadside Trails, installing new signage and drainage to CVRD specifications. The CVRD brought suggested changes to the Parks bylaws regarding implementing fire bans and restricting smoking during fire bans, and allowing e-bikes that are electric assist mountain bikes (not scooters). A one day enduro race is proposed in the park in July, starting and ending in Strachan Valley. The three timed downhill segments would be off limits during the race. CVRD and Committee approved the race. Gull Road and Fowler Road trails are being assessed for potential trail improvements.
8. Hornby Spark Society report: Board member Quana Parker reported. In summary: two new board members joined at their AGM. HIFR has moved out of the old fire hall. CVRD has legal counsel researching process for Spark to take over the building. The business plan is complete. Spark is seeking grants for renovations. Visioning/design meeting coming up. Members welcome.
9. Hornby Island Fire Rescue report: Fire Chief Doug Chinnery reported. In summary: 2017 new chief, new Hall, five new rookies and three returning fire-fighters. Biggest callout volume ever: 131 calls, 74% medical. Agreement that BC Ambulance will do routine transfers during ferry hours and provide medical supplies and clean bedding. Working on Superior Tanker Shuttle Accreditation this year. Cadet camp coming up. When Crown Land Tenure is finalized, plans to build a training facility using five shipping containers. Moisture report on the wall shows moisture levels decreasing. Cisterns can be hooked up for washing water.
10. Community Announcements:
a) Dates were announced: HIAC: Film Festival, digital art and music classes; Heron Rocks: Seedy Saturday and Pruning workshop.
b) HIRRA AGM date and call for volunteers.
c) HICEEC: advocating for two years for better high-speed internet. Telus is installing high-speed this month for Sandpiper and South-east side of Hornby.
d) Housing Committee: many people are seeking housing this spring. Contact HIRRA Housing Committee with any possible housing options. Offers will remain anonymous until a potential match is found.
Adjournment: Meeting adjourned at 10:01pm by general agreement.
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Minutes of HIRRA Annual General Meeting

Wednesday, April 11, 2018 at 7:30pm

At the Community Hall

Present: Rob McCreary, President, Andrew Mark, Vice President; Rachelle Chinnery, Secretary; Lynn Nunley, Treasurer; Reina LeBaron, Administrator; Joanne Ovitsland, Bookkeeper, 43 members and 5 new members

Call to order: 7:36pm         

Introductions: Rob welcomed everyone, introduced the executive and Administrator and acknowledged Pentlatch First Nations territory.  
Executive appreciation: Lynn appreciated the two retiring Executive members, Andrew and Rachelle, with succulent plant and gift certificate to Beulah Creek Nursery.                     

  • Agenda: The posted agenda was approved by general consent.
  • Minutes: Minutes of March 14, 2018 meeting were approved as presented by general consent.
  • President’s Report: Rob presented a President’s Report, highlighting the rich community contribution of HIRRA services in 2017, overseen by over 60 volunteers. (Attached)
  • Treasurer’s Report: Lynn presented and reviewed the year-end Review Engagement from Presley and Partners Accountants [Draft year-end review engagement document], and a spreadsheet with summaries for each HIRRA Fund (available as a handout) [HIRRA AGM fund summary]. (Attached) Lynn noted that HIRRA authorized a complete renovation of the Chart of Accounts General Ledger for 2018. What was previously 9.5 pages is now 4.5.
    M/S/C Lynn Nunley/Doug Chinnery “That the 2017 Review Engagement prepared by Presley and Partners be accepted as presented.”
    M/S/C
    Lynn Nunley/Daniel Siegel “That Presley and Partners Accountants be engaged to produce a year-end Review Engagement for 2018.”
  • Committee Annual Reports: [See full reports here: HIRRA AGM reports compiled ]

    1. Boat Ramp Committee: Presented by John Struthers. (Attached)
    2. Cemetery Stewards: (By Tina Wai) Presented by Margaret Pethick. (Attached)
    3. Comfort Stations: (Privy Council) Presented by Chris Aikman. (Attached)
    4. Community Hall: Presented by Wendy Burton. (Attached)
    5. Fall Fair: Presented by Alsoon Brine. (Attached) Albini appreciated the Fall Fair for financial support of the free Barn Dance in Strachan Valley barn attended by 50 to 70 people.
    6. Fire Protection/First Responders: Presented by Fire Chief, Doug Chinnery. (Attached is the annual report presented at the March meeting.) Doug presented information on the case for a full time position for the Fire Chief based on increasing call volume, work load, remote location and comparison with similar Fire Departments in the Comox Valley. CVRD has confirmed full time position. Also working on: replacing support vehicle with one from Oyster River department; superior tanker shuttle accreditation; training facility; First Responder course. Cadet Camp was a big success.
    7. Housing: Presented by Daniel Seigal. Housing has been supporting ISLA.
    8. Invasive Weed Control: (By Anna Zielinski and Eva Wetzel) Presented by Anna. (Attached)
    9. Recreation: Presented by Bill Hamilton. (Attached)
    10. Recycling and Waste Management: Presented by Stani Veselinovic, Manager. (Attached) There was a suggestion to connect with the Spark Society to provide them with fixable appliances for their repair café workshops.
    11. Regional Parks and Trails: Presented by Betty Kennedy. (Attached)
      Betty noted that some of the new Roadside Trails signs have been removed and the Parks Committee is unsure how to respond. It was suggested that an article go in the local papers and that new signs be installed with security screws.
  • Community Announcements:
    1. HICEEC: Karen Ross reported that 180 new internet ports are now available from Telus and announced the HICEEC AGM date.
    2. Tanker opposition: John Phipps reported that the letter writing campaign opposing tankers in the Salish Sea has sent over 200 letters already.
    3. Meeting with Ministry of Transportation: Rob reported that he and Trustee Tony Law will be meeting with MOTI to discuss island issues. Residents can contact them with issues. Issues raised immediately: center line painting; crosswalk for the roadside trail crossings at Carmichael and Mia Wood’s; crosswalk from Hall parking to Preschool.
    4. Event announcement: CHI Beach Clean-up event on Earth Day.
  • Elections:
    1. Executive: The President (Rob McCreary) and Treasurer (Lynn Nunley) are half-way through their two-year terms.
      Vice-President and Secretary terms are complete. Andrew Mark and Rachelle Chinnery are stepping down. Linda Manzer is willing to stand for Vice-President. Rob called three times for further nominations for Vice-President. Hearing none, Linda was declared elected by acclamation. Anita Lewis is willing to stand for Secretary. Rob called three times for further nominations for Secretary. Hearing none, Anita was declared elected by acclamation. Executive members serve two year staggered terms.

Committees: For each of the Committees, Rob called three times for further nominations. Hearing none, members were declared elected by acclamation. Committee members serve one year terms.

  1. Recycling: Jan Kennedy, Kathi Sauve, Ilze Raudzins, Barbara Baird, Alsoon Brine were elected by acclamation.
  2. Regional Parks and Trails: Betty Kennedy, Brian Kittleson, Sasha LeBaron, Rusty Harrison and Tom Rutherford were elected by acclamation.
  3. Community Hall: Melisa Devost, Judith Lawrence, Vicki Bale, Gabriel Jeroschewitz and Daniel Arbour were elected by acclamation.
  4. Recreation: Bill Hamilton, Eban Walmsley, Margot Bushnell, Alexandra Lamont, and Karen Young were elected by acclamation.
  5. Fire Protection: Brian Amos, Tor Nawrot, Jim Garton, Don Peterson and Phoebe Long were elected by acclamation.
  6. Boat Ramp: John Struthers, Peter Walford, Colleen Work, Larry Wasserman, Mike Pedneault, Rich Ward and Sally Englund were elected by acclamation.
  7. Invasive Weed Control: Ilze Raudzins, Eva Wetzel and Anna Zielinski were elected by acclamation.
  8. Comfort Stations: Nym Hughes, Chris Aikman and Tony Law were elected by acclamation.
  9. Cemetery Stewards: Gemma Colin, Eva Wetzel, Iain Palmer, Larry Smith, Tina Wai, Margaret Pethick and Sylvia Elysiana were elected by acclamation.
  10. Housing: Daniel Siegel, Shannon Warwick, Jan Kennedy, Joanne Ovitsland, Karen Brown, Phil Bailey and Barbara Baird were elected by acclamation.
  11. Fall Fair: Alsoon Brine, Gary Manzer, Anita Lewis and Alison Stevenson were elected by acclamation. (One more member needed for this five member Committee.)

Appointments:

  1. HICEEC Board: Cath Gray and John Heinegg were confirmed by acclamation to be appointed to the HICEEC Board.
  2. Ferry Advisory: Rob McCreary was confirmed by acclamation to be appointed to the Ferry Advisory Committee.

Proposed Emergency Preparedness Committee: Rob called three times for 3 to 7 people to stand for a new Emergency Preparedness Ad Hoc Committee. There were no volunteers. There was a request to consider joining the Committee and spread the word to friends and neighbours.

  • Refreshments: Donna is unable to provide refreshments for the meetings for the foreseeable future. There was a request for a volunteer to manage refreshments.
  • Vote of Thanks:
    M/S/C Judith Lawrence/Karen Ross
    “That Rob McCreary receive a vote of thanks for chairing HIRRA meetings.”

Adjournment:  The meeting was adjourned at 9:24pm by general consent.

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Minutes of HIRRA meeting May 16, 2018

At the Hornby Island Community Hall

Present: Rob McCreary, President; Linda Manzer, Vice President; Lynn Nunley, Treasurer; Anita Lewis, Secretary; Reina LeBaron, Administrator; 27 other HIRRA members; 1 new memberCall to order: 7:33pmIntroductions: Rob welcomed everyone, introduced the Executive and appreciated new volunteers. Pentlatch First Nations territory was acknowledged.1. Agenda: The posted agenda was approved by general agreement.
2. Minutes: Minutes of April 11, 2018 HIRRA AGM meeting were read aloud and accepted by general agreement with one correction: Wendy Burton presented the Hall report.
3. Executive Report: Presented by Rob. In summary:
Executive meeting with CVRD re: finances; Travel Policy proposed revisions announced to be discussed/decided in June; Recycling Committee hired Manager to coordinate the 40th Anniversary celebration; Little Tribune Bike rack fixed; suggestion received to change HIRRA start time to 7:00pm to be discussed in June
Emergency Preparedness Ad Hoc Committee: one volunteer. Call for at least two more.
RCMP Community meeting. Similar staffing and focus as last year. Reminder to report even minor concerns in order to record the incident.
4. Proposed Changes to HIRRA Travel Policy: Rob reviewed the history of the travel policy. Important to be fair to both HIRRA and travellers. Executive researched and proposed some revisions. Draft posted on HIRRA website and at the Library for discussion and vote at the June meeting.
5. Bus funding:
M/S/C Rob/Doug Chinnery “That HIRRA contribute $2,000 from the Community Contingency fund toward the Community Summer Bus project for 2018”
HICEEC is continuing to seek access to some Hornby transit taxes for ongoing local bus service. CVRD is assessing need/community use of summer bus this year. HIRRA funding for 2018 only.
6. Waste to Energy opposition: Stani gave background: CVRD has been researching feasibility of Waste to Energy (burning or heating garbage to generate electricity) for Comox Valley. Recycling Committee sent a letter of opposition as it would increase demand for feedstock garbage and still produce waste.
M/S/ Deferred Stani/Rudy Rogalsky “That the HIRRA Executive write a letter to the CVRD Board opposing a Waste to Energy project.”
Discussion. Some points in favour: reduces landfill needs, reduces methane, replaces burning gas or oil for heat, could help other regions deal with waste.
Some points of concern: increases tipping fees, lowers incentive to divert recyclables, increases air pollution, impacts rainwater collection.
Other points: landfills already capture methane and burn it, more information needed, CVRD web-site has information on Waste to Energy research. Suggestion to draft a letter outlining Hornby’s concerns about Waste to Energy (rather than blanket opposition) and bring to the next meeting. Motion was deferred to the June meeting.
ACTION: Executive will research CVRD Waste to Energy information.
7. HIAC gallery site: Hornby Island Arts Council Administrator, Andrew Mark, presented background information. Dedicated art gallery space is important to Hornby artists and community. HIAC’s Crown Land application is in process. HIAC wanted to ensure other alternatives were fully explored.
M/S/C Andrew/John McLachlan “That HIRRA and HIAC explore the possibility of locating an art gallery on HIRRA-owned land.”
Discussion. Some points: Hall is available for art shows; Hall is a multi-use building not primarily a gallery; some logistic hurdles to building near Hall complex; important to retain similar building aesthetics if gallery is near Hall; Crown Land lease restricts economic activity; HIRRA site plan needs updating for well licensing application and as a basis for discussion/planning; Assembly would get final approval of any plans; Executive would like a report after research regardless of the final decision.
8. MOTI issues: Ministry of Transportation and Infrastructure finished paving on Ford Cove hill. MOTI are currently planning to fix the edge of Central Road crossing Beulah Creek but may decide to replace the culvert later this year after further consultation. Rob and Tony Law will be meeting with MOTI this week. Contact them with any road issues.
Peter Wardle raised issues related to Beulah Creek. He met with MOTI engineers to look at the creek and culverts. He noted that his driveway bridge also restricts salmon access to the upper creek (MOTI not willing to replace it). Creek was formerly protected when it exited near Spray Point, but it is now exposed to South East gales that rearrange the outflow. Peter does not support cost of installing a salmon-friendly culvert ($500,000).
9. Community Radio: (No one attended to report.)
10. Spark Society: Rob White presented a report. In summary: CVRD has approved transferring old Fire Hall to Spark. Spark applying to Crown Lands for a lease, then will raise funds for required renovations. Visioning meeting created a “vision plan.” Upcoming workshops and events posted on “hornbyspark.org.”
11. ISLA: Michael McNamara presented a report. In summary: Islanders’ Secure Land Association changed strategy last year from a strata-title subdivision plan to a rental development plan to retain affordability. ISLA has worked with M’akola Development Services to create an application to BC Housing. ISLA working closely with Elder Housing and considering joining forces to become a single Hornby housing entity. This needs more research, consultation and approval of both memberships.
Discussion: Islands Trust needs assessment shows increased need for rental housing. HIRRA Housing Committee is participating in discussions and supporting ISLA.
12. Community Announcements:
a) Humanure project: Ed Hoeppner reported support from HIRRA and other agencies for exploring setting up a humanure compost finishing facility to produce safe worm compost. Ed met with CVRD staff and engineers. Staff are requesting CVRD funding for a feasibility study. Director Joliffe is supportive, but bureaucracy will take time.
b) Islands Trust: Local Trust Committee in meetings with K’omox First Nations. Islands Trust and World Wildlife Federation organizing and ecosystem forum for Baynes Sound/Lambert Channel including all levels of government and stakeholders.
c) Dates announced: HIAC exhibitions, New Horizons and Co-op AGM, Heron Rocks Plant Sale and AGM, Archives opening, Festival super-early tickets, HIFR burn permits required.Adjournment: Meeting adjourned at 9:31pm by general agreement.
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Minutes of HIRRA Meeting Wednesday, June 13, 2018

At the Hornby Island Community Hall

Present: Rob McCreary, President; Linda Manzer, Vice President; Lynn Nunley, Treasurer; Anita Lewis, Secretary; Reina LeBaron, Administrator; 23 other HIRRA members; 1 new member

Call to order: 7:34pm

Introductions: Rob welcomed everyone, introduced the Executive and appreciated new volunteers. Pentlatch First Nations territory was acknowledged.

1. Agenda: The posted agenda was approved by general agreement.
2. Minutes: Minutes of May 16, 2018 HIRRA AGM meeting were read aloud and accepted by general agreement with one correction to the wording of the Trust Committee report
3. Executive Report: Presented by Rob. In summary:
Executive met with CVRD staff re: year-end finances; met with CVRD CAO; 2017 year-end accounting reconciled; conditional approval to HIAC for short-term parking for an artist’s mobile workshop; Housing Committee discussions; 3 people volunteered for Emergency Prep. Committee. Request received to change start time from 7:30 to 7:00. Discussion. Show of hands mostly favoured staying at 7:30. Suggestion to start at 4:00.
Motion re: starting time will be publicized for July meeting.
4. Proposed Changes to HIRRA Travel Policy:
M/S/ Rob McCreary/Doug Chinnery “That the revised HIRRA Travel Policy be adopted as presented.” Discussion. Biggest change from previous policy is requirement for approval both before and after travel. Some points: mileage to Courtenay seems inadequate; requiring receipts for meals seems cumbersome; policy would apply to all Committees (Fire Department has a different policy for reimbursing traveling for mandatory training).
M/S/C Rob McCreary/Doug Chinnery “That the motion be amended with the following updated maximum distance rates for reimbursement: 1. Courtenay: 86km, 2. Campbell River: 180km, 3. Nanaimo: 208km; 4. Victoria: 432km.
M/S/C Rob McCreary/Rachelle Chinnery “That the revised HIRRA Travel Policy be adopted as amended.”
5. Waste to Energy deferred motion:
From May 16, 2018 minutes: ‘M/S/ Stani Veselinovic/Rudy Rogalsky “That the HIRRA Executive write a letter to the CVRD Board opposing a Waste to Energy project.”’
Discussion. Some points: several types of Waste to Energy systems; more information needed; premature to oppose a project before details have been finalized (one or two years).
M/S/C Tony Law/Doug Chinnery “That the motion be amended to change ‘…opposing…’ to ‘…identifying issues that HIRRA membership would like to be addressed in considering…’”
M/S/C Rob McCreary/Rachelle Chinnery “That the HIRRA Executive write a letter to the CVRD Board identifying issues that HIRRA membership would like to be addressed in considering a Waste to Energy project.”
6. Project Manager motion:
M/S/C Rachelle Chinnery/Daniel Seigel “That HIRRA Committees be encouraged to retain a paid Project Manger for all major capital projects unless a paid staff member or contracted employee can fulfill that role.”
Discussion. Some points: burden on volunteers to oversee projects; some large capital projects have been overseen by hired Project Managers; suggestion to have an on-going Project Manager position for all HIRRA Committees; Project Manager does research and organizing at direction of Committee; Committee makes final decision; important that capital projects are completed in a timely manner without burning out volunteers; final wording of motion adjusted by mover and seconder as a friendly amendment.
M/S/Withdrawn “That the motion be deferred to a future meeting.”
7. HIFR Report: Fire Chief Doug Chinnery presented a report. In summary: showed example of light-weight roof sprinkler to help protect houses in forest fire situation; brochures on improving fire safety of homes and property are available as hard-copy and PDF; four fire fighters newly certified as First Responders; possible donation of an antique fire-cart with water tank as part of Fire Hall landscaping; working on sign for Fire Hall; Superior Tanker Shuttle practice went very well test will be in the fall after rains; three shipping containers arrived for training facility; Depot water tank being upgraded for larger fitting; lots of activity at the new Fire Hall; forest fire training is focussing on fire-smart education for homeowners rather than hands-on training.
8. Slow Down sign motion:
M/S/C Rob McCreary/Rachelle Chinnery “That HIRRA purchase a set of four large ‘Please Slow Down’ signs, at a cost of $70 each, for strategic placement on both sides of the existing playground/school zone signs on Central Road.”
Rob and Trustees have talked with MOTI about the issue. MOTI may remove the school zone sign, which could be confusing, and enlarge the “30km/hr” lettering. There was a suggestion to make the signs reflective (similar to MOTI signs) and remove “Please.”
9. MOTI update: After an engineering assessment, Ministry of Transportation and Infrastructure is planning to replace the culvert on Central Road crossing of Beulah Creek in late summer using a fish-friendly culvert. One-lane crossing will be maintained during construction. Should last 50 to 80 years.
10. Ferry Advisory Committee report: FAC met with BC Ferries on May 22. Some decisions: unisex waiting room washrooms; assured loading for Hornby teachers coming to Hornby; continuing Buckley Bay lane one priority loading for Hornby traffic; continuing assured loading system for first 15 cars from Hornby on 8:00am ferry from Denman West with improved communications between captains and increased shuttling.
BCF suggested that instead of the reserve tickets, they use continuous shuttling in the morning on the Baynes Sound connector. Informal show of hands strongly supported continuing assured loading ticket system.
Hornby FAC has space for two more members. BC Ferries noted that ferries are not required to provide emergency medical transportation but do so as an added service.
11. Community Announcements:
a) Islands Trust: Islands Trust and World Wildlife Federation organized a 2-day ecosystem forum for Baynes Sound/Lambert Channel including all levels of government and stakeholders. Islands Trust also met with Herring fishing managers of DFO and conservancies to discuss sustainability issues.
Water Stewardship, HICEEC and Trustees met to discuss water issues and review existing research on Hornby.
Housing needs assessment in the works.
Local Trust Committee had a positive meeting with K’omox First Nations and local governments, including developing a vision for K’omox Valley (read aloud).

Adjournment: Meeting adjourned at 9:50pm by general agreement.
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Minutes of HIRRA General Meeting Wednesday, July 11, 2018

At the Hornby Island Community Hall

Present: Rob McCreary, President; Linda Manzer, Vice President; Anita Lewis, Secretary; Reina LeBaron, Administrator; 24 other HIRRA members; 2 new members
Regrets:  Lynn Nunley, Treasurer;
Call to order: 7:35pm         

Introductions: Rob welcomed everyone, introduced the Executive and appreciated new volunteers. Pentlatch First Nations territory was acknowledged.

 Agenda: The posted agenda was approved by general agreement.

  1. Minutes: Minutes of June 13, 2018 HIRRA meeting were read aloud and accepted by general agreement with one correction to the wording of the Trust Committee report and the addition of last names for all movers/seconders.
  2. Executive Report: Presented by Rob. In summary:
    Improved Bookkeeping data back-up; letter sent to CVRD re: Waste to Energy proposals; applied for gaming license for Boat Ramp Committee Community Quilt raffle; discussion with chair of Emergency Preparedness Committee re: tasks. Recreation is planning to request an increase in tax funding to offset the loss of Gaming Grant funds.
  3. Recycling Waste Management Report: Depot Manager Stani Veselinovic presented a report. In summary: Summer hours Thursday to Sunday 9:00 to 1:00. Two new summer staff. More plastics being accepted as a pilot by RecycleBC. Recycling brochure sent to all island households. New 40th Anniversary T-shirts for sale at Depot. Celebration at the Depot on Saturday, September 8. Appreciation to Committee, volunteers and staff.
  4. Community Hall Report: Committee Chair Vicki Bale presented a report. In summary: Moveable sound diffusion panels and sound baffling completed and much appreciated by users. Pacific Audio Works is finalizing a quote for P/A equipment. In process of hiring a Project Manager for lighting improvements. Working on an on-line calendar for Hall bookings. In contact with HIAC about their explorations of new gallery. Appreciation for staff.
  5. Recreation Report: Committee Chair Bill Hamilton presented a report prepared by Coordinator Jade Wilson. In summary: Eleven summer recreation camps planned over the ten weeks of summer including sailing. Sandor Rae has been hired as a summer staff. Disc golf course improved with painted propane tank goals. Thanks to Donna and Ron Tuele for many years of storing and maintaining Hornby’s sailing program boats & equipment. Requests received from Sandpiper families to add a play structure in Sandpiper Park.
  6. Comfort Stations (Privy Council) Report: Committee Chair Nym Hughes presented a report. In summary: Challenges include regular maintenance and trying handicap accessible privies. Accessible privies cost more, are bigger, require improved approach and hold about half the amount as regular privies. Reduced capacity is too small for once a week pump out so returning to regular privies for 2018. Exploring with CVRD and Parks Committee installing permanent accessible privies in Sandpiper and Grassy Point Parks. Would have much larger tanks and reduced pump-out trips. Cost about $10,000 each plus site prep. Committee will consult with neighbours and bring budget proposal in the Fall. Appreciation to staff and volunteers.
  7. Animal Control bylaw discussion: Executive received an e-mail from the Island Trustees suggesting requesting a feasibility study by the CVRD to establish an Animal Control bylaw for Hornby. Cost of up to $3,000 would come from tax funds already in a CVRD-managed “feasibility study reserve.” Islanders would have input into a Hornby specific bylaw and final approval of any proposed bylaw by alternate approval process or referendum.
    Motion will be proposed at September meeting. Discussion. Some points: currently no animal control bylaw on Hornby; RCMP have limited powers if no bylaw; bylaw could empower RCMP to ticket owners of problem dogs.
  8. Meeting time motion: Following up on the June meeting discussion.
    M/S/DEFEATED Rob McCreary/Eva Wetzel
    “That HIRRA consider changing the start time of HIRRA’s regular monthly meetings.”
  9. Community Announcements:
    1. MOTI issues: Tony Law reported that the new culvert has arrived for installation at Beulah Creek in the late summer or early fall. MOTI is working on improving safety for Central Road in front of Hall and playground. Tony asked that they prioritize painting road center lines.
    2. Ferry Advisory Committee: Tony Law reported that the FAC has been asking BC Ferries to put the Quinitsa on the Hornby run to reduce congestion. Next year the Quinista is scheduled to be full-time on another run.
    3. Municipal Trade Tokens: Jim Bulmer reported that Hornby Municipal Trade Tokens are available for sale with the profit to benefit the Hornby Community Fund.
    4. Upcoming dates: Book Sale in July. No HIRRA meeting in August.

Adjournment: Meeting adjourned at 8:25pm by general agreement.

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Minutes of HIRRA General Meeting Wednesday, September 12, 2018

At the Hornby Island New Horizons Centre

Present: Rob McCreary, President; Linda Manzer, Vice President; Lynn Nunley, Treasurer; Anita Lewis, Secretary; Reina LeBaron, Administrator; 68 other HIRRA members; 14 new members

Call to order: 7:43pm         
Introductions: Rob welcomed everyone, introduced the Executive and acknowledged Pentlatch First Nations territory.

  1. Agenda: The posted agenda was approved by general agreement.
  2. Minutes: Minutes of July 11, 2018 HIRRA meeting were read aloud and accepted as presented by general agreement.
  3. Executive Report: Presented by Rob. In summary: Financial reports reviewed; Budget protocol drafted and sent to CVRD for approval; 2019 Core Services budget reviewed; discussions with HIES retiring Executive Director re: future of the Teen Trailer; discussions with HIAC re: options for siting art gallery.
  4. Core Services 2019 Draft budget: The Core Services 2019 Draft budget was presented and reviewed.
    M/S/C Rob McCreary/Doug Chinnery “That the Core Services 2019 budget be approved as presented.”
  5. Animal Control bylaw feasibility study: Rob reviewed the background regarding the motion for a feasibility study by the CVRD to establish an Animal Control bylaw for Hornby. Currently there is no animal control bylaw on Hornby and RCMP have limited powers if no bylaw. The process will take some time and will have opportunities for community input. A letter from Alex Allen regarding problem dogs was read aloud.
    M/S/C Rob McCreary/Tony Law “That HIRRA request that the CVRD undertake an animal control bylaw feasibility study for Hornby Island.”
  6. Hornby Island Arts Council art gallery: At the May 16, 2018 HIRRA meeting, HIAC received support to explore siting an art gallery on HIRRA-owned land.
    M/S/C Louise McMurray/Rachelle Chinnery “That Hornby Island Arts Council be granted permission to build an art gallery on HIRRA-owned property.”
    Louise McMurray, HIAC President, and Andrew Mark, HIAC Administrator, presented information on HIAC, the history of planning for an art gallery or arts centre on Hornby, research that had been done over the summer, and the benefits and concerns HIAC has identified.
    Tony Law, Islands Trustee, presented information on the Islands Trust land use policies and regulations.
    There was discussion. Most speakers expressed support for an island art gallery/centre in principle.
    M/S/Disallowed Ron Emerson/David Cloud “That the motion be tabled until the next meeting.”
    The motion was not accepted by the Chair. HIAC had been clear for some time that the steps required to meet the Island Coastal Economic Trust grant deadline extension for funding to build the art centre made it necessary to get a yes or no answer on their motion at the September HIRRA meeting. Therefore, tabling the motion would amount to killing it, an inappropriate use of tabling which would deny the Assembly its right to fully discuss and vote on the issue. This would be in direct contravention of HIRRA’s bylaws (3. e).
    Some points against siting on HIRRA land: Hall is not built to code and may need room to move and/or expand. Art gallery/centre may also need room to expand. Too crowded (next to Hall). Limits events happening at the same time (noise, parking, etc.). HIAC Crown Land lease has more autonomy and space. Concerns about fire protection, parking, traffic. Not enough community consultation.
    Some points in favour: Sharing septic and water would mean lower infrastructure costs than on Crown Land lease. Less ecological disturbance. Fewer restrictions (especially regarding commercial activities). Building investment would remain on community owned property. Potential for an integrated “cultural hub” utilizing both Hall and new gallery spaces.
    Louise and Andrew responded to clarify that HIAC’s Crown Land Lease renewal (30 years) is in its final stages and would also be used for arts activities if the gallery were on HIRRA land. HIAC considers the exploration of alternate sites to be due diligence in finding the best location for the gallery. The past plans for an Art Centre on HIAC land would be prohibitively expensive. HIAC will need fundraising options (such as gift shop sales) to cover basic maintenance costs as they don’t plan to be funded by artists or art commissions.
    Further community consultation is planned, with a specific site and preliminary design being brought to Oct. 10 HIRRA meeting for assembly approval. HIAC would cover all costs related to building and maintaining gallery. HIAC would still need to follow legal requirements for all Islands Trust, MOTI, and VIHA permits and to develop a tenancy agreement with HIRRA.
    Voting was by paper ballot. The initial vote count was a tie: 33 in favour, 33 against and 6 abstentions. As per HIRRA’s bylaws, Rob McCreary as Chairperson broke the tie. [On recounting the ballots, however, it was discovered that there were 34 in favour, 32 against and 6 abstentions.]
  7. Emergency Preparedness Report: Committee Chair David Wiseman presented a report. In summary: developing an Emergency Preparedness Plan for Hornby Island; consulted with island groups about emergency resources; plan to continue public education about Emergency Prep; requested volunteers to be neighbourhood emergency coordinators. CVRD Emergency Preparedness coordinator will come to Hornby to help with the plan. In a large emergency, Hornby might need to be self-sufficient for one week to one month.
  8. Regional Parks and Trails Report: Committee Chair Betty Kennedy presented a report. In summary: increased use in the Regional parks this summer; meeting with CVRD Parks rep and Boat Ramp Committee to look at the engineer’s report on the boat ramp; Enduro and Downhill races were successful; portable privies in Sandpiper and Grassy Point Parks were not sited where intended.
  9. HIFR Report: Fire Chief Doug Chinnery presented a report. In summary: 118 callouts so far including cliff rescue, school fire and air lifts; local fire chiefs held a conference on Hornby; Superior Tanker Shuttle Accreditation scheduled for October; landscaping at new Fire Hall to be done with help from Garden club and CVRD compost; permits in process for training facility.
  10. Summer review discussion: Beach Patrol went well with no significant issues. No big rowdy parties in the Provincial Parks. More day-trippers and more park use overall. Minimal garbage seen in parks and at beaches, but more along roadsides.
  11. Community Announcements:
    1. Elections: Daniel Arbour (running for Area A Regional Director) encouraged HIRRA to host an all-candidates meeting. Voting will be on October 20.
    2. School update: School is using the Community Hall and Room to Grow as classrooms Monday-Thursday. Hall is still available to rent on weekends. The Co-op will be matching donations made to the school at the Co-op tills.
    3. Appreciation: There was appreciation for Rob’s chairing of the meeting.

Adjournment: Meeting adjourned at 10:10pm by general agreement.

 

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