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HIRRA Annual General Meeting by Zoom

Wednesday, June 10, 2020, 7:30pm
(e-mail office@hirra.ca to register and receive information on how to join the meeting)

Agenda

  1. Minutes of the May 13, 2019 HIRRA Zoom meeting
  2. Community Announcements
  3. President’s Report
  4. Treasurer’s Report (and associated MOTIONS)
    Click to review the 2019 Tax-Funded fund balances_DRAFT
    Click to review the 2019 HIRRA non-tax funded services fund balances_DRAFT
    Click to review the Grant Thornton DRAFT 2019 Year-end Review Engagement report
  5. Tax-Funded Committee Reports: In partnership with the Comox Valley Regional District, HIRRA Committees manage and oversee these services: Click to view Combined tax funded services reports AGM 2020
    1. Regional Parks, Crownland and Roadside Trails
    2. Recycling and Waste Management
    3. Recreation
    4. Fire Protection HIFR: click to view HIFR AGM Report
    5. Community Hall
    6. Comfort Stations (aka Privy Council)
    7. Invasive Plant Control
  6. Other Committee Reports: Click to view Combined HIRRA services reports AGM 2020
    1. Boat Ramp
    2. Cemetery
    3. Emergency Preparedness
    4. Fall Fair
  7. Elections (and acclamations)
  8. Appointment of representatives to HICEEC and Ferry Advisory Committee.

May Meeting Highlights and Zoom AGM

May HIRRA meeting: Forty-nine people participated in HIRRA’s first virtual meeting using Zoom teleconferencing software. Everyone waited patiently to be admitted to the meeting.

Participants used the chat feature to notify the Secretary when they had a comment or question. We found that the screen-sharing function was useful for showing agenda, minutes, power-point presentations and motions. We used Zoom’s polling to get membership feedback on the Executive’s decision to proceed with the Wage Review recommendations for HIRRA’s non-unionized employees, and to vote on the HIAC motion requesting a letter of support for their next funding application (both polls were well-supported). One member even phoned in to the meeting. It was good to practice all these technical features before the June 10 Annual General Meeting.The Fire Chief was unable to attend, but sent a written report. The Recycling Depot

Manager explained the new protocols at the Depot to maintain service while maintaining physical distancing. HICEEC and HIAC staff gave updates on their activities and plans.

We greatly appreciate that so many members attended and made the meeting so successful. We especially enjoyed being able to welcome Hornby ratepayers (property owners) who were connecting from their primary off-island residences and who had previously found it difficult to attend in-person meetings on Hornby.

Everyone who registered for the May meeting will automatically receive an invitation to the June AGM and future HIRRA virtual meetings. A reminder e-mail will also be circulated to all the HIRRA members with e-mail addresses on file.

June 10 AGM by Zoom:

The AGM is scheduled for June 10 at 7:30pm. Background documents will be posted on the HIRRA.ca website as they are approved by the Executive. To receive an invitation for the June AGM by Zoom, please e-mail the Administrator (office@hirra.ca) to register. This is a security precaution to reduce the chance of offensive “Zoom-bombing”. Everyone registered for the Zoom meetings will receive an e-mail invitation with the meeting ID and password a few days before the meeting.

Contact the Administrator if you would like to stand for election to the Executive (Vice-President and Secretary positions are up for election in 2020: two-year term) or to a Management Committee (one-year term). 

HIRRA Committees manage the following tax-funded services through contract with the Comox Valley

Regional District: Fire Protection, Waste Management/Recycling, Community Hall, Regional Parks and Trails, Recreation, Comfort Stations (Privy Council), Invasive Weed Control. These services represent nearly $600,000 in Hornby taxpayer dollars under local control. Much of this funding is returned to the community in the form of staff wages and contracts.HIRRA Committees manage the following non-tax-funded services: Cemetery, Fall Fair, Emergency Preparedness, Boat Ramp. These services are funded by user fees, donations or grants. HIRRA also appoints two HICEEC Board members and a Ferry Advisory Committee representative.

Finally, HIRRA oversees the management of the HIRRA-owned land where the Doris Savoie Centre (Credit Union building) and the RCMP offices are located and holds a Crown Land lease for the land providing a home for the HIAC gallery, Farmers’ Market, HealthCare Society offices, Clinic, Dental Bus and public well on Sollans Road.HIRRA’s Core Services administration costs (Administrator and Bookkeeper wages, insurance, publicity, office supplies, software subscriptions, etc.) are covered by charging each service a fee proportional to their total expenses. 

NOTICE:

Until public health officials say that it is once again safe, we are urging visitors to Hornby Island to
self-isolate in their primary residence.
Hornby does not have the resources to handle an outbreak of the COVID-19 virus.
Please stay safe and healthy at home.

Visitors Welcome… But Later

Hornby Island normally welcomes visitors. At peak times, our winter population of less than one thousand swells to six or seven times that number. The well-being of our working populations and their families depends on this inflow of visitors. But the spread of COVID-19 virus now means that our community welfare and the welfare of all Canadians can only be assured if visitors remain at home.

At the national and provincial level, our public health authorities are urging people, as much as possible to stay at home. The more this happens, the more likely it is that our health facilities will be able to cope with the rising numbers of COVID-19 patients. This is acutely important here on Hornby Island.  We are a small community making us vulnerable and largely unable to deal with increased population during a pandemic.   Health facilities are meagre. We have only one doctor and no hospital. Evacuation of patients is dependent on the ferry system and the 4 helicopters that service the whole province of BC and those in turn depend for their operation on favourable weather conditions. The age group most vulnerable to the worst effects of COVID-19 is our elders. Two out of five Hornby year-round residents are aged sixty-five or more with 53% of the population aged over 60. We do have excellent Fire Department first responders and healthcare workers but their excellence requires that they themselves are not stricken with the virus. Hornby residents are now practicing social distancing and we urge would-be visitors to do the same by staying home.

As a result of our social distancing, Hornby facilities that might at other times service our visitors are largely shut down. The Co-op and the Ford Cove Store remain in operation but all other commercial operations have closed their doors until the pandemic is over. Arts and entertainment events that usually give vitality to visitors’ experience will not happen in the coming weeks and possibly months. The best way visitors can help is through social distancing which means simply, as our medical experts and government leaders say over and over, please stay home.

This too shall pass! We look forward to a time when Hornby will once again unhesitatingly welcome visitors.

Collective Agreement and Revised Recycling Budget Unanimously Approved Feb 12

The draft Collective Agreement between HIRRA and the Recycling Depot employees, represented by CUPE was unanimously ratified by the Recycling employees on Feb. 11 and then by the HIRRA members at the Feb. 12 HIRRA meeting.  The HIRRA membership also approved the revised 2020 Recycling Budget with an increase in wages/benefits to reflect the Collective Agreement.

The detailed Collective Agreement can be viewed here: Collective agreement Signed Jan 2020-Dec 2022. The approved revised Recycling Budget can be reviewed here: FINAL Recycling WM 2020 5 yr Budget

 

Recreation Budget Approved

Unfortunately, due to Administrator error, the DRAFT Recreation 2020 budget that was approved at the November 13 HIRRA meeting was not the final version approved by the Committee.

The correct Recreation 2020 budget was approved by the membership at the December 11, 2019 HIRRA meeting.

The correct version is posted here: FINAL Recreation 2020 5 yr Budget

Budgets Approved at Nov. 13 Meeting

The following DRAFT 2020 budgets for HIRRA’s tax-funded Committees were approved by the membership at the November 13 HIRRA meeting:

Comfort Stations 2020 5 yr Budget, 

Community Hall 2020 5 yr Budget,

Regional Parks/Trails 2020 5 yr Budget,

Recycling Waste Management 2020 5 yr Budget,

Property Management 2020 5 yr Budget,

Invasive Weed Control 2020 5 yr Budget,

HIFR Fire Protection 2020 5 yr Budget.

Thank you to everyone who attended the November 13, 2019 HIRRA meeting to discuss and vote on the DRAFT budgets before they were sent on to the CVRD for review and approval.

Core Services 2020 Budget Approved

The HIRRA Core Services Budget covers basic administration, bookkeeping, publicity, D&O insurance, fees and office supplies.
At the September 11, 2019 meeting, the membership approved the Core 2020 5 Year Budget as presented.

Next HIRRA Meeting:

Annual General Meeting June 10, 2020 7:30pm by Zoom

Contact Administrator to register for the meeting.

~In person meetings will resume when safe to do so.~

Regular meetings are on the second Wednesday of each month except August and January.

We value our unique opportunity to self govern.

Water Sample Results

Water sample results for Hornby Island can be viewed via searching the Vancouver Island Health Authority web-site.


Comox Valley Regional District

About

The Hornby Island Residents’ & Ratepayers’ Association (HIRRA) is a non-profit society registered in the province of B.C. since 1973. Through this association we have an opportunity to be self-governing. HIRRA administers our tax dollars, and as its name implies, membership is open to residents and property owners of the island.
See the About page for complete information.

Volunteer Appreciation

We wish to acknowledge and thank more than 60 dedicated volunteers, members of our community, who toil behind the scenes of HIRRA.  New members and new volunteers are always welcome (must be a Hornby resident of at least 6 months or a rate-paying property owner on Hornby).  New members are eligible to vote 42 days after registering.

In partnership with the Comox Valley Regional District (CVRD), volunteers on HIRRA Committees manage and oversee these services:
~ Fire Protection via Hornby Island Fire Rescue
~ Recycling and Waste Management including the Free Store
~ Community Hall maintenance
~ Regional Parks and Trails maintenance (including: Mount Geoffrey Regional Nature Park and adjoining Crown Land trails, Sandpiper Beach, Grassy Point, Hidden Beach, Clamshell Place, Periwinkle Place, St. John’s Point Road and Trallee Point, and the Hornby Roadside Trails)
~ Invasive Weed Control
~ Comfort Stations at various locations around the island (a.k.a. the Privy Council)
~ Community Recreation programs offered year round
~ Boat Ramp maintenance and management

HIRRA Committees also manage and oversee these services without tax funding:
~ Fall Fair organization
~ Cemetery maintenance and management
~Emergency Preparedness planning and education

HIRRA is responsible for the public well on Sollans Road and the Crown Land lease that provides space for the Clinic; Hornby/Denman Community Health Care Society building; Farmers’ Market and Hornby Island Arts Council. The RCMP building is located on HIRRA owned land, and the Savoie Centre building houses the Union Bay Credit Union and Hornby Island Economic Enhancement Corporation office.
HIRRA is truly at the heart of the island and the hard-working volunteers keep everything running smoothly for the benefit of the whole community. Please know how much we appreciate all that you give!

HIAC Approval for new Arts Center

The Hornby Island Arts Council (HIAC) received approval for their motion at the October 10, 2018 HIRRA meeting seeking approval to build the HIAC art centre on HIRRA’s Crown Land lease in the vicinity of the current Teen Trailer adjacent to the existing Gallery in the Woods.

HIAC is now seeking additional infrastructure funding and working with the design team to finalize the Arts Center plan. Current news and a design survey are available on the HIAC web-site.

To contact HIAC, e-mail: hornbyislandartscoucil@gmail.com or call (250) 335-2070

New Cemetery Land Needed

In the spring of 2017 an ad hoc Committee was formed, charged with finding suitable land for a new Cemetery. The existing Cemetery can still accommodate cremated remains but has little room left for full body burials, so there is an urgent need for more suitable land. Contact the Administrator or Cemetery Committee members for more information.

The Cemetery Stewards are also pleased to announce that the Hornby Island Cemetery now has a space on the Portal for memorial plaques in remembrance of people who lived on Hornby but are not buried here. The plaques can be ordered through “Engrave It”, 4915 Island Hwy, N. Courtenay, (250) 338-6322. 
The cost for a high quality bronze plaque  3″ x 5″, including engraving is approximately $200.  There is a charge of $40 to have it installed on the Portal.
Please email Gemma Colin at gemmacolin1@gmail.com or Tina Wai at tina.waynewai@gmail.com if you are interested in doing this.

Rat Control

From the November 13, 2013 regular meeting:
Rats and Us: Daniel Siegel created a worksheet on rat management and circulated to all at the November 2013 meeting. There are copies at the Co-op. Doug Shaw addressed the assembly on rat control methods. The Co-op is not licensed to sell rat poisons that are toxic to other animals. Several solutions were advanced. The question was asked can we give out traps? Toxic poisons are the last resort.

Download the rat control worksheet.