Present:Daniel Siegel, Vice President, Chair; Rob McCreary, Secretary; Carol Quin, Treasurer; Basil duPlessis, Bookkeeper; Janet LeBlancq, Administrator and
32 members. Absent: Lynn Nunley, President. New member registering, Craig Heath.

Janet read an excerpt from the archived minutes of HIRRA, also reproduced in this month’s issue of the First Edition:

45 years ago tonight, February 11, 1970 the HIRRA membership approved the following motion: ‘Moved by L. Cross, seconded H. Brown, “That the association ask the Comox Strathcona Regional board to proceed with drafting a bylaw for submission to the owner electors of Hornby Island, to give us authority to borrow up to $15,000 for provision of a Fire Department on the island.”

Daniel Siegel called attention to HIRRA’s etiquette of meetings, and introduced the executive and administrator.

Minutes: of December 10/14 meeting were read and approved by general consent. The December motions were brought forward for approval:

Motion: Donna Tuele/Tony Quin: “That Rob McCreary be appointed as HIRRA representative to the Ferry Advisory Committee” Carried.

Budget plans: (Copies of all budget plans were available as handouts).

1. 2015 Mount Geoffrey and Regional Parks maintenance and improvements. The 2015 budget plan details operating expenditures of $42,692 and $8000 capital expense to build a boardwalk at Logging Railroad loop trail.
Motion: Betty Kennedy/Tony Law, “That the 2015 budget be approved as presented.” Carried

2. Motion: Donna duPlessis/Jan Kennedy, That the 2015 Recreation program budget detailing expenditures of $45,778 for 2015 be approved as presented.” Carried.

Executive Report:
a) Community Hall Management
The hall committee membership has fallen below a quorum, and the executive is studying the best management options and will report at the AGM.

Due to major leaking of hall roof, Nelson Roofing has been requested to assess and quote…this will happen in the next two weeks. The CVRD has been alerted to this necessary capital expenditure…there are sufficient funds in CVRD reserves for this capital improvement project. We will be consulting community members who are skilled in roofing and will be soliciting quotes once the scope of the project has been ascertained. Regular information updates will be published as we are aware of the significance of our community hall and its unique and beautiful roofing.

b) Property Management budget: Janet LeBlancq gave background to the details of HIRRA’s property management five year budget plan.
Motion: Carol Quin/Basil duPlessis, “That the five year property management plan be approved as presented.” Carried.

Lu Ackerson, was thanked for her encouragement and input into the development of our property management budget plans.

c) Policy Revision: (available as handout)

Current policy:

Rental revenues from the RCMP are allocated to the general fund; Clinic rental revenues are allocated to the Clinic reserve fund. HIRRA shall seek to maintain as a general fund, an amount equal to 10% of the association’s total annual revenues for the latest year. To the extent that the general fund exceeds this, the balance shall be allocated to a capital reserve fund.

Revised policy:

HIRRA General Revenue/Reserve Fund

Rental revenues realized from tenants on HIRRA owned lands at 2115 Sollans Road are allocated to HIRRA’s General fund. The General Fund’s primary purpose is to serve as a capital reserve fund for the future rebuilding of the Community Hall, which is also owned by HIRRA. Each year the assembly shall be presented, for approval, a budget plan for property management of 2115 Sollans Road and the adjacent 10 acres leased by HIRRA. In the unlikely event that HIRRA’s major tax based source funding from CVRD is interrupted, HIRRA may request assembly approval to access general funds to meet mandatory financial obligations including, but not limited to payroll and routine service operating costs.

There was discussion.

Motion: Tony Law/Fred Hunt: That the policy wording be revised to “Rental revenues realized from tenants on HIRRA owned lands at 2115 Sollans Road are allocated to HIRRA’s General fund. The General Fund’s primary purposes are to serve as a capital reserve fund for the future rebuilding of the Community Hall and the Savoie Centre both of which are owned by HIRRA”.

There was discussion re broadening the scope to include all HIRRA owned major asset replacement.

There was also a suggestion that use of the terms “general fund” and “reserve fund” need to be clarified.

It was agreed by general consent and with the consent of the motion authors that the motion be postponed.

Policy will be reworked by the executive with input from the membership and may be presented at the AGM.

Free Store Rebuild: Jan Kennedy, chair of the Recycling committee gave an update. The committee has hosted weekly construction meetings with the builders over these past months. The Target date for completion of the building is February 20th. Flooring will be laid by volunteers. The Free Store volunteers are meeting with the Recycling committee to design the interior layout of the store. The project is currently under budget. So the inside walls may be painted as well. That may delay opening somewhat. The committee was aiming for a Mid- March opening. The new Free Store will be open by March end for certain!

Fire Hall Renewal: Tor Nawrot reported the Alternate Approval Process results wherein there were 212 submissions or 25% of the Hornby electorate responding. The Select Committee recommended a referendum and the CVRD board approved this. The date for this referendum will be April 18, 2015. The select committee chair is Jim Garton. The Fire Hall Renewal project information on the CVRD web site has been revised and updated. The cost of construction is being reviewed and there may be a meeting to present the findings. There was a question about non-resident land owner’s access to voting in the April referendum. This information is being developed by the CVRD and will be posted on the Hornby Island Fire Hall Project website. There was applause in appreciation for the work of the Fire Hall Renewal Project Select Committee.

Next month is HIRRA’s AGM. We are looking for people to assist in recruiting volunteers. Janet LeBlancq, Betty Kennedy and Daniel Arbour offered to work together in the search for willing volunteers.

Adjournment: The meeting adjourned at 8:50 P.M. by general consent.
____________________________________
Daniel Siegel, Vice President
Janet LeBlancq, Recording Secretary

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Present: Lynn Nunley, President; Daniel Siegel, Vice President; Carol Quin, Treasurer; Rob McCreary, Secretary; Basil du Plessis, Bookkeeper; Janet LeBlancq, Administrator and 42 members.

Introduction: There was applause for Donna du Plessis, volunteer coffee and cookie maker these many years. Lynn welcomed all and introduced the executive and staff and HIRRA’s meeting etiquette posted prominently on the center stage.

Minutes: The February, 11th, 2015 regular meeting minutes were read.
Motion: Daniel/Tony Quin, “That the minutes be approved as read.” Carried.

Ongoing Business

Financial Policy:

Carol Quin addressed the revisions to the financial policy made in response to members’ input at the February, 2015 general meeting. (Copies were available as handout).

Current policy:

Rental revenues from the RCMP are allocated to the general fund; Clinic rental revenues are allocated to the Clinic reserve fund. HIRRA shall seek to maintain as a general fund, an amount equal to 10% of the association’s total annual revenues for the latest year. To the extent that the general fund exceeds this, the balance shall be allocated to a capital reserve fund.

HIRRA General Fund & HIRRA Capital Reserve Fund Policy Draft Policy Amendment for 2015 HIRRA AGM

Rental revenues from tenants on HIRRA-owned lands at 2115 Sollans Road will be deposited into the HIRRA General Fund.

Each year, at an advertised meeting of HIRRA members, the assembly shall be presented, for review and approval, a budget plan containing the estimated costs of rental property management at 2115 Sollans Road and the adjacent 10 acres leased by HIRRA. These expenses shall be paid from the HIRRA General Fund. Any excess of income over expenditures shall annually be allocated to the HIRRA Capital Reserve Fund, for the future rebuilding of the Community Hall and/or the Savoie Centre.

Motion: Carol Quin/Jan Kennedy, “That the financial policy be approved as presented.” Carried.

Hall Committee: Daniel Siegel informed the assembly that the first priority for the Hall Committee will be a review and update of the terms of reference.

President’s Report to the AGM: Lynn Nunley noted that she has served on the executive for eleven years, the past four years as president. There followed sustained applause. Lynn thanked Carol Quin for her years of service to HIRRA. Carol will retire from the executive. A bouquet of flowers was given to Carol with applause of the assembly. Daniel Siegel spoke of the dedicated leadership of Lynn Nunley, again with applause.

Financial Report: Janet presented and briefly reviewed Presley and Partners report and introduced the HIRRA financial summary, both of which were available as handouts.

Motion: Carol Quin/John McLaughlin, “That the Presley and Partner’s review engagement report be approved as presented and that Presley and Partners be engaged to conduct a review engagement for fiscal year 2015.” Carried.

Committee Reports:

Fire Services: Giff LaRose, Fire Chief, introduced a comprehensive report which is appended to these minutes. There was applause.

Recycling: Jan Kennedy reviewed final stages of the free store rebuild. The committee is hopeful of an opening party on the Easter long weekend. No free store materials will be accepted that day, as we all want to just celebrate!

Regional Parks: Betty Kennedy reporting:

In April 2014 the Regional Parks Committee and the CVRD held an Open House to gather input and comments from the community regarding Mt Geoffrey Nature Park, the Crown Lands, and all of the beach access parks. It was well attended and we received very useful comments. We now have responsibility for Tralee Point Park and St Johns Road Park. A covenant restricts activity in St Johns Rd Park so we have only removed some rusted fencing from around the pond. We will plan an onsite meeting with the neighbors at Tralee Point and have budgeted for safety repairs to the existing trail to the beach.

We had an onsite meeting with the parks committee, Karin Albert from CVRD, and 15 neighbors at Clamshell Beach Park. There were good discussions and the comments seemed to indicate that nothing was pressing to be done so that will be left for now.

The CVRD, Provincial Parks, and both the Regional and Provincial Parks committees met to discuss the review and updating of the master plans for all the parks. There will be a follow up meeting. Karin Albert will be attending our March meeting for further discussion.

The CVRD and Provincial Parks sent out a questionnaire regarding the use of the parks and asking for general comments. They also had a table at the Farmer’s market and spent a Saturday afternoon at the coop steps talking to people and offering the questionnaire. Comments can still be sent in by email or hard copies which I have with me. Usage of the parks trails is heavy in the summer but is used all year round and is so appreciated by locals and visitors who hike or bike.

HIMBA has proposed that they would like to repair and add to a section of the Your Mom trail and dedicate it to Dylan Holliday and his family. The parks committee has approved this and work should begin on it March 12.

HIMBA is also proposing a volunteer work day at the Back 40 section of the Park off Strachan Road.

Tyler Manson has stepped down from the committee. We all thank Tyler for his years of participation and enthusiasm on the committee.

We welcome Tom Rutherford an avid cyclist to the committee.

Motion: Betty/Giff, “That we dedicate the new trail to the memory of Dylan Holliday.” Carried.

Community Hall: Judith Lawrence reporting:

This past year has been very difficult owing to a set of circumstances that I would like to comment on. The committee was comprised of five people, elected at last year’s annual meeting. A quorum is three. One member resigned in August, and another member was absent for most of the year. A third member was also absent for some of the year and a fourth has been absent since before Christmas. A one member committee cannot constitute a quorum. There are some major projects coming up, the biggest of which is the replacement of the roof. I have been concerned for some time about the structure of the hall management, as the building is HIRRA’s major capital asset, and needs to have a stable policy around maintenance and fiscal control. I have recommended to the Executive that the hall be managed by the executive, reporting to the main body of HIRRA, and assisted by an advisory committee representing users. I believe this would provide more stability and continuity.

If we were to change to this model, I recommend that the committee elected at this AGM be asked to come to the body with suggestions for how to make these changes. Until such time as management changes are made the committee would continue to see to the running of the hall and supervision of maintenance and management.

Recreation: Bonita Wexler recreation coordinator, led a group stretching exercise by way of introduction. She then presented a comprehensive report which is appended to these minutes.

She requested that the hall lighting be improved for the indoor recreation activities such as table tennis.

Cemetery: Eva Wetzel reporting.

The Cemetery Committee’s responsibilities include looking after the affairs and care of the Hornby Island cemeteries and administering burial sites at the current cemetery. The committee sets policies and works to maintain and improve the cemetery grounds.

We had 1 internment of ashes and 1 full body burial this past year. More families have marked their loved ones graves with a permanent markers. We are very pleased about this as all the graves need to be marked. The portal structure, designed by Bill Cannon and built by Dean Samuels, is complete. It is a work of art.

Projects in progress:

• We will affix a map of the cemetery to the portal, as well as a place where we can put write-ups about loved ones buried there. We intend the latter to be exchanged for new write ups after a few months of posting. Details to be developed.
• We are also planning on having a place to affix plaques for people to be remembered – who are not buried in the cemetery. Details to be developed.
• We have installed most of the small cement markers for the grave sites so we can readily show who is buried where. It is a big project, almost done.
• Site care including cleanup of leaves, broom control and planning for lawn mowing. This last year we did a thorough branch clearing and cleanup as well.

We need to update the cemetery brochure with information regarding pricing: $300 for full body, $100 ashes, and $75 for adding ashes to an existing grave or cremation site. A marker needs to be installed for any ashes added to an existing site. In memory of our dear former member Bill Cannon.

Invasive Plants: Eva Wetzel thanked Ilze and Anna. More volunteer workers are needed as the budget is small.

Privy Council: Allan Beattie thanked Colleen Work. Discussion re placement of the Sandpiper Beach privy… where can it be positioned to have the least impact on the neighbors. Will consult with parks committee and neighbors. (After the AGM, Chris Aikman volunteered to assist Allan with Privy Council affairs.)

Roadside Trails: Andrew and Dan have agreed to serve as consultants. An excerpt from Andrew’s written report: “For those who follow on with the care of the roadside trails, consideration might be given to whether or not we collaborate with the regional district; they could probably provide access to infrastructure grants that are not available to us at present. Other issues that could be reviewed: degree of maintenance ongoing, restoration of the trail width to the “as-built” measurement (about 7 feet).”

Elections: Daniel Siegel assumed the chair and thanked Carol Quin for her service to HIRRA. He also thanked and praised Lynn Nunley’s contributions as president.

Volunteer search group representative, Betty Kennedy announced the revisions to the candidate list: Gord Campbell is stepping down from the Recreation Committee and Bill Hamilton has offered to serve. Margaret Pethick is standing for the Cemetery Committee and Janey Bennett is standing for election to the Hall Committee.

Executive members elected by acclamation: Rob McCreary: President (2 year term); Lynn Nunley: Treasurer (two year term); Barbara Baird: Secretary: (1 year term).

Recycling Committee: Jan Kennedy, Kathi Sauve, Barbara Baird, Alsoon Brine & Ilze Raudzins. Elected by acclamation:

Recreation Committee: Donna Tuele, Bill Hamilton, Margot Bushnell, Tim Chapman, Eban Walmsley. Elected by acclamation.

Regional Parks Committee: Betty Kennedy, Brian Kittleson, Sasha LeBaron, Rusty Harrison, and Tom Rutherford. Elected by acclamation

Appointed to HICEEC: Darren Bond and Cath Gray.

Community Hall: Seven people have volunteered for the five positions: Judith Lawrence, Clair Cronia, Derek Ward, Ben Berkeveld, Wendy Burton, Vikki Bale and Janey Bennett. Candidates Judith, Wendy, Vikki and Ben addressed the assembly. Clair’s email message was read by Betty Kennedy. Ballots were distributed. Barbara Baird and Mary McKenzie were appointed as scruitineers. Voting ensued. The meeting continued.

Fire protection/1st Responders Committee: Jim Garton, Tony Quin, Brian Amos, Kevin Woods and Garth Millan. Elected by acclamation.

Cemetery Stewards: Gemma Colin, Margaret Pethick, Margaret Sinclair, Larry Smith, Tina Wai, Eva Wetzel and Lyle Chambers.

Fall Fair Committee: Gary Manzer, Alsoon Brine, Pat Mullan, Ben Berkeveld, Margot Bushnell and Holly Morgan. Elected by acclamation. It was noted that a seventh member is needed. Volunteers to be recruited.

Reminder: The next AGM will be scheduled for April 13, 2016 in order that there is more time for the financial audit reports to be received and reviewed prior to the AGM.

Hall Committee Vote Tally: Daniel reported that there was a tie vote for the fifth position.

Motion: John McLaughlin/Chris Aikman, “That the Hall Committee be increased to seven members.” Carried.

Adjournment: The meeting adjourned at 9:50 P.M.

____________________________________
Lynn Nunley, President
Janet LeBlancq, Recording Secretary

—— ATTACHMENTS ——

Fire Services/1st Responders Annual Report 2014

Operations

Callouts and activities

The Department recorded the following summary of volunteer time for regular training and incidents for 2014. This summary doesn’t account for informal time in unrecorded training and home study:

Our incident breakdown for 2014:

• 86 medical – 3 MVI
• 11 Duty Officer – 1 electrical – 2 hydro lines down
• 5 structure fires – 3 chimney fires – 4 false alarms
• 6 brush/beach fire – 3 RCMP assist – 6 Public Service

Medical calls represented 66% of the total, which is typical for our department but higher than most other departments providing First Responder services. The Fire Department volunteers respond to all categories of medical emergencies (unlike most Departments) due to our isolation and need for rapid medical response. The closest BC Ambulance station is on Denman Island and it would take between 45 minutes to 1 ½ hours for them to respond to a call. The time to hospital is significantly reduced by HIFR transporting patients to the ferry or to Denman Island, particularly after normal sailing hours. We also transport to meet the helicopter for advanced life support and rapid transport to a hospital.

Recruiting new members is a challenge in a dwindling, ageing population and remains one of our priorities. Our roster at the end of 2014 included 13 fire fighters and 6 recruits undergoing training. We are working toward building the Auxiliary volunteers and ended the year with 4 on the roster. We welcomed back a returning fire fighter after a fourteen year absence.

Our department is fortunate to have volunteers who have served for so many years.

Length of Service

• Over 20 years – 4
• 15-19 years – 3
• 5-9 years – 6
• 0-4 years – 6

Training

Our department, again this year, acquired a large house as a training focus for several months and allowed everyone an opportunity to refresh old skills and maintain live fire proficiency rather than having to go to the training centre in Comox.

We continue to make slow progress in having all our members complete Fire Fighter 1 certification.

Weekly training is just enough to maintain skills already learned. Extra training nights, days and weekends are necessary to learn new skills and re-certify in challenging technical skills.

The regular practice nights included training in:

• pump operations – hose stream and maneuvers – foam application
• interior search and rescue – exterior attack – ladder operations
• ventilation techniques – water tender shuttle – portable pump use
• positive pressure attack – high angle rescue – patient transport
• hydraulic tool use – motor vehicle accident scene – medical response
• for auto-extrication stabilization – defibrillator use
• wildfire fighting – ground search and rescue – traffic control
• electrical safety

The Department Training Program uses in-house trainers to teach new skills to the other members as well as sending members off Island for advanced training, instructor training and live fire re-certification training.

This year, members attended the following off Island courses:

• Training Officers’ conference – 1 member Emergency Vehicle Technician course – 1 member
• Fire Chiefs’ conference – 1 member Incident Safety Officer – 1 member
• Draeger Service Technician – 1 member Accident investigation course – 1 member
• Fireworks safety – 3 members Thermal Imaging Camera – 2 members
• Fire Ground Sizeup – 1 member Mental Health First Aid – 2 members
• Emergency Scene Management – 1 member Marina Firefighting – 1 member

Fire Prevention

Fire Prevention includes not only issues surrounding home fire safety but wildfires and campfires. The Summer Fire Patrol is our most effective program; raising public awareness of open burning and outdoor fire issues. Individual home Fire Smart measures are encouraged and the department maintains a roster of trained community members willing to help in the event of a wildfire.

Community building fire safety inspections, which form part of the overall fire prevention program, are scheduled to recommence in early 2015. Inspections have been carried out by volunteers in the past and have been of great benefit in helping community groups and businesses ensure fire-safe premises.

The Department annual Fire Cadet Camp was well attended during Spring Break, with 20 children attending. This has proven to be a popular program which raises fire safety awareness for the children as well as their parents.

The Department continues to provide several successful initiatives such as the free smoke alarm program and school visits. This year, a student from our school won an iPad as part of the annual Fire Prevention Week activities in the Province.

Our web site is proving to be a useful tool in reaching more people with information on the latest activities in the Department. (www.hifd.org)

Finance

The Operations budget for 2014 was $166,808 with a Protective Gear and Equipment budget of $8,500. The Department ended the year with a deficit of approximately $1,300

The salary for the Fire Chief was shifted from Operations to be included in the Regional District side of the budget.

The total budget amount for the Regional District was $450,000 and represented a tax requisition of $0.9507 per $1,000 assessed value.

Strategic Planning

Fire Hall Planning

The architectural firm of Simcic+Uhrich Architects was retained by the Regional District and commenced preliminary design in March of 2014. Neighbourhood meetings and general community information sessions provided input on the overall proposal and detailed design as the architects worked with the HIFR design team and Cost Consultant (AFC) to adjust the building components to reflect the cost ceiling of $1.9 million.

The Select Committee agreed with the recommendation from the architect to include enhanced building insulation and design features to provide for energy savings throughout the life of the structure.

Community approval for the borrowing of the funds to construct the fire hall was delayed until 2015 and design of the building completed to the 60% stage at the end of 2014.

Community Water Tank Program

All of the planned tank installations had been completed in previous years and the department received approval from Fire Underwriters Survey for fire hydrant certification of the tank installation at the top of Euston Road. All houses within 300 meters of this tank now benefit from lower insurance premiums as they are hydrant protected.

The department modified the tanker truck to more efficiently discharge the water and carried out shuttle practices in preparation for future Tanker Shuttle testing and accreditation by Underwriters. The goal of this program is to provide all of Hornby Island with fire hydrant protected status.

The ‘Get Tanked’ project of the Arts Council completed the painting of the water tank at Periwinkle Place by a local artist. This now brings the total number of tanks with a mural to seven.

Fire Services Administration Review

The Fire Chief, as selected by the fire department members and hired by the Regional District, completed the first year of a three year contract.

The HIRRA Executive completed their review of the new Service Agreement with the Comox Valley Regional District in July. This Agreement reflects the changes recommended in the Fire Services Review for the delivery of the Fire Services on Hornby Island.

Giff La Rose
Fire Chief

Hornby Recreation

Hornby Recreation had a great year, I would like to say a special thank you to the committee, Gord Campbell, Margot Bushnell, Tim Chapman, Eben Walmsley and our most valuable chair, Donna Tuele. Bonita Wexler has served the community amazingly as the recreation coordinator. We value her hard work, enthusiasm and her ability to take an idea and run with it.

Here is a list of events that were held during the year

• Full Moon Walks every month ranging from 5-22 at times.
• Amazing Races – had a great turn out 20 combined kids & adults
• Bike Treasure Hunt – had 22 participants & bike trials & stunts had many youngsters learning about how to do tricks safely! Many thanks to Tig & Yana.
• Skate & swims – were increased this year to allow the kids more access to the town facilities and were well attended. 30 -35 combined adults & kids.
• Ski & board trip up Mt. Washington was a little challenging with the lack of snow but still had a good turn- out of 15 people!
• Ongoing Pickle Ball & Fitness 55+ in the gym, Table Tennis at the Hall & a new disc golf course set up at Joe King!

Summer consisted of:

• Hula Hooping for adults & kids.
• Swimming – 43 kids using Bertie Stonehouse’s pool, a very special thank you to Bertie & George Stonehouse for so generously donating the use of the pool. Keith always said even if it helps save one kid it is worth donating the pool.
• Soccer- 22 kids, more kids this year due to all the grand kids visiting & an extra coach was needed.
• Nature camp- 12 kids and went well.
• Artistic movement/gymnastics- 18 kids
• Circus- Another fab summer of circus with 26 kids & a great circus show at the end.
• Dance Camp- 14 kids learning ballet & jazz starting at age 3.
• Sailing, Sailing program this summer was extended to have smaller classes over an extended period. We hired an instructor, Thea Warren, to prep and ready the boats as well as instruct. As well we had Nigel Fletcher as the assistant coach. There was an overall 5, 1 week programs and one 3 day adult program.

In addition, we had Beach Day with sand competitions 23 different teams, Zombie Walk, The Terry Fox Run, Games at the Fall Fair, Bike rides & Checkups, Treasure hunts, Walk/kayak Around the Island, Tennis lessons for the kids and Move for Health Day & a recreation video, water sports day & dance workshops including everything from the swim to the twist!

Recreation grants given out to organizations supporting physical activity!

Hornby Recreation 2014 Summer Summary of Programs by Registrants

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Present:Rob McCreary, President; Daniel Siegel, Vice President; Lynn Nunley, Treasurer; Barbara Baird, Secretary; Basil du Plessis, Bookkeeper; Janet LeBlancq, Administrator and 27 members. Rob welcomed all and introduced the executive and staff and HIRRA’s meeting etiquette posted prominently on the center stage. The agenda, posted, was approved by general consent.

Minutes: The March 11, 2015 Annual General meeting minutes were read. It was noted that Carol Quin’s name was incorrectly reported as Carol Martin.
Motion: Tim Biggins/Doug Chinnery, “That the minutes be approved as corrected” Carried.

Executive Report: Rob McCreary welcomed Barbara Baird, newly elected to the executive; the hall roofing replacement project is underway; the executive will be working with CVRD and the hall committee on this major capital improvement. Insulated Skylights will be added to the project specifications. An executive work plan being developed. Recycling committee was thanked for the tremendous amount of volunteer contribution to the free store rebuild. The executive liaisons to the major service committees were decided: Lynn Nunley will be the fire, services liaison; Daniel Siegel will liaise with the hall committee and Barbara Baird, will be the executive liaison to the recycling committee. (Barbara is an elected member of the recycling committee).

HICEEC report:

Darren Bond, HIRRA appointee to HICEEC reported on the past year’s Projects:

• Nine students completed the carpentry training program jointly sponsored by North Island College, Hornby Island Education Society and Islanders’ Secure Land Association.
• HICEEC was awarded a $5000 grant to do an economic action plan.
• The HICEEC board is always looking for the project that will have maximum community benefits.
• Public consultations are planned.
• Real Hornby.com will be moving over to HornbyIsland.com.
• The Energy and Transportation group is looking at a solar energy project…may install a solar panel at the recycling depot on the roof of the Free Store. The plan is to apply to access gas taxes to finance.
• Business mixers have proved beneficial. Sea Breeze lodge was given the business of the year award.
• HICEEC is creating the 2015 Hornby/Denman visitors guide.
• Tax funded grants will be advertised for non-profits and business organizations and will be open to Hornby Island groups.
• Daniel Arbour will be a member of the Hornby & Denman Ferry Advisory Committee.

There followed a Question & Answer period. There was encouragement for continued public consultations. Darren added that HICEEC is investigating methodology to determine the GDP of Hornby Island.

General Discussion:

Motion: Tony Law/ Tony Quin “That HIRRA write a letter to transportation minister Todd Stone to encourage B. C. Ferries to extend the peak season for ferry service on Routes 21 and 22 to be from mid-May to mid-October each year and to increase provincial contributions to enable a roll back in fares.” Tony Law, Island Trustee and member of the Hornby/Denman Ferry Advisory Committee noted that there has been a significant decrease in ferry traffic over the past several years. Motion carried by unanimous vote.

Fire Hall Renewal: Jim Garton’s presentation commenced at 8:15 pm in respect of the advanced poll. The Fire Hall project is probably one of the most major decisions the island has put together. Jim noted that the Select Committee has tried to do their best to get the information out. On Saturday the volunteer fire fighters will be on the Co-op porch providing information and on Sunday there will be a public presentation by the project’s architect.

The community conversation on the topic of the fire hall rebuild has taken a toll on the volunteer fire fighters.

Tor Nawrot addressed the assembly. He summarized the special locations and times for polling stations in Courtenay next week for the convenience of all. The main voting will be April 18th at the Hornby Elementary School. The Sunday presentations at 2 PM at the Community Hall will include details of costs.

Questions and comments: There was a request for explanation on the tax increases. Tor provided some detail and advised people to attend the Sunday information session.

Carol Quin gave a history of the evolution of regional district administration of fire services in island communities. She noted that HIRRA became the most effective voice to speak to the regional government about local services.

Motion: Carol Quin/Stan Combs: “That HIRRA supports the approval of the question to borrow sufficient funds to build a new fire hall on the land acquired for this purpose.” There followed discussion. There was opposition to this motion as the referendum voting is imminent. Carol offered to withdraw the motion in the face of reluctance of members to participate in this show of hands vote. Protocol was reviewed by Daniel Siegel who consulted at the request of the chair. Rob McCreary, Chair, called the motion unacceptable given the present circumstances and the motion was abandoned.

There were questions on the tendering for architect services; was this public information?

Yes, there was a public tender. The process of architect selection was briefly reviewed.

One member voiced the opinion that the Alternate Approval Process voting result should not be interpreted as a vote against the fire hall rebuild, rather it was a vote by islanders in protest of not having the opportunity to vote in a referendum.

Adjournment: The meeting adjourned at 9 P.M.

____________________________________
Rob McCreary, President
Janet LeBlancq, Recording Secretary

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Present:Rob McCreary, President; Daniel Siegel, Vice President; Barbara Baird, Secretary; Lynn Nunley, Treasurer; Janet LeBlancq, Administrator and 25 members.

Rob McCreary welcomed all and introduced the Executive & staff; HIRRA’s Guide to the Etiquette of meetings was on display.

Approval of Agenda: The agenda was posted on the Blackboard.
Motion: Donna duPlessis/Donna Tuele, “That the posted agenda be approved.” Carried

Minutes of April meeting were read. There was one correction. Daniel Arbour is the HICEEC Representative to the ferry advisory committee. The minutes were revised.
Motion: Jim Garton/Doug Chinnery: “That the minutes be approved as corrected.” Carried with one abstention.

Tony Law, Island Trustee announced that there will be a meeting to discuss housing needs at New Horizons on Monday, May 25/15 at 7:30 p.m.

Executive Report: Rob McCreary summarized executive deliberations:

• There was continued discussion of the hall roofing. Michael McNamara reviewed and advised that only the cedar shake roofing be replaced.
• Efforts are underway toward the renewing of the land lease for the Sollans Road well. A meeting with the K’omoks First Nation is scheduled.
• In respect of public safety, dogs will henceforth not be allowed in the Copse. A letter has been written informing the market vendors of this decision. There will be signage displayed at the Farmers Market indicating “no dogs”.
• Lynn and Rob attended the summer policing meeting.
• The executive approved a 2% Cost Of Living increase for employees and regular contractors of our association.

Summer Policing: Lynn Nunley reporting. There will be the same levels of service as last year. The long weekends will see more officers on island. There will be two RCMP vehicles on island with the police using boat transportation to and from Vancouver Island.

Community Hall Committee Update: Judith reported that the request for quotes has been advertised as of today. Several islanders, Chris Weixelbaummer, Lloyd House and Michael McNamara have consulted and agree that the sod roofing may require modifications but not replacement. The question was asked “Is there a plan to do a water catchment system now or in the future?” There is not a plan to do water catchment at this time.

Ferry Advisory Committee report: Rob reported on the May 7th FAC meeting. He named approximately 8 other Hornby Islanders who serve on the committee. He honoured Tony Law for his service. There was applause. Representatives of the two islands will serve alternate terms as chair of this group. The role of the FAC is often misunderstood. BC Ferries will work on clarifying this through public media. Peak service season extension is an issue with islanders wanting mid-May to mid-October to be defined as peak season. There was discussion on the afternoon service gap in ferry service. A sub-committee will study this with BC Ferries. Cable ferry will arrive at Buckley Bay at the end of May and will be operational by the end of July. The issue of Hornby priority loading was a prime topic. It has been decided that this discussion will be resumed after the cable ferry is operating.

Town hall session: Old Fire Hall: possible community uses:

1. Did we have a commitment from the CVRD that they would not tear down the old fire hall?
2. Could be used as a hostel. Summer housing for workers, elder hostel, emergency housing are also possible use for this building.
3. There would be upgrades necessary that may be very expensive.
4. Would it need to be earthquake proof?
5. Could it be used for office space?
6. Could we have a report on particulars so we could make informed decisions?
7. This is the beginning of a community discussion.
8. If we don’t come up with a defined use, it will be torn down.
9. It will take a business plan and a study to determine how much it would cost to bring the building up to code.
10. Who would be prepared to do this and fund it?
11. Could provide a facility for mechanical repairs.
12. Should not limit ourselves. Let’s think about the range of things the building could accommodate.
13. The HIAC/HARG wants an art centre…could they use the firehall?
14. Losing potential visitors thru lack of accommodation. In support of a hostel…both for workers and visitors. Mountain biking could benefit from hostel accommodation …could benefit the shoulder season.
15. Car repair garage is interesting and desirable.
16. The idea of converting it to an art center is appealing.
17. Affordable housing is the greatest need on the island. The firehall converted to housing could relieve this. Elder hostel is worth pursuing.
18. Finding the funding is a challenge. Crown lands will require that an established society be the responsible proponent to take over the firehall.
19. Money and experienced people are vital.
20. Fire Hall has no septic and no well; 1st Nations will have first dibs on the Crownland.
21. We should ask the K’omoks people to build affordable housing on that land.
22. How will we move forward from here? Will it be HIRRA? HICEEC? Who will do it?
23. There is a meeting tomorrow at the firehall with the Select Committee, HIRRA executive and HICEEC to discuss the uses of the old firehall.

Adjournment: The meeting adjourned at 8:45 P.M. by the chair.

____________________________________
Rob McCreary, President
Janet LeBlancq, Recording Secretary

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Present:Rob McCreary, President; Daniel Siegel, Vice President; Barbara Baird, Secretary; Lynn Nunley, Treasurer; Janet LeBlancq, Administrator and 30 members.

Rob McCreary welcomed all and introduced the Executive & staff; HIRRA’s Guide to the Etiquette of meetings was on display. New members registering: Shuma Vostrcil; Shannon Cupper and Tamara Lamont. Brea Walmsley registered at the May meeting.

Approval of Agenda: The agenda was posted on the Blackboard.
Motion: Donna duPlessis/Donna Tuele, “That the posted agenda be approved.” Carried

Minutes of May meeting were read.
Motion: Tony Law/Fred Hunt, “That the minutes be approved as read. Carried.

Community Announcements: The CVRD/BC Parks open house on Saturday June 13th to Receive public input on protection, development, and maintenance of the Mt. Geoffrey Parklands. There were several announcements of upcoming AGM’s: Elder Housing, Heron Rocks Friendship Society and Islanders’ Secure Land Association. A new program model for our School: “Place Based Learning” was briefly explained by Vikki Bale. There will be a community meeting to provide more details.

Executive Report: Rob McCreary summarized executive deliberations:

• Roofing project plans to replace part of the hall roof and skylights are progressing.
• Rob, Lynn and Janet met with K’omoks 1st Nation: They indicated there was no objection to the renewal of the lease HIRRA has held for the Sollans Road public well. Rob noted the importance of this relationship with K’omoks peoples, whose ancestors were among the first visitors to our island.
• No dogs policy for the Farmers Market: The signage is in place requesting that dogs not be brought into the market main area for reasons of public safety and liability.
• HIRRA’s Conflict resolution policy development is underway.
• HI Arts Council have asked HIRRA to consider a different siting for the art centre; this will be on the agenda of the next executive meeting.
• Carling Road public beach access at Whaling Station Bay: A land survey indicates a larger public area than previously thought. This is on the June executive agenda.

Recreation Committee Recommendations for community grants: Donna Tuele reported that the committee’s recommendations are as follows: HI Education Society: $6950; HI Tennis Association: $650; PreSchool Society: $500; Walkers Group: $35.
Motion: Donna Tuele/Donna DuPlessis: “That the grants be approved as recommended.” Carried.

Fire protection Services update: Doug Chinnery reporting. The fire patrol began in May; patrols are every weekend; in summer the patrols go out every night. Fire rings are at Big Tribune and nearly every beach. The department personnel are preparing for dry summer conditions. There is a ban on open burning. There is good Information at www.hifd.org about how to protect your property.

Options for the old fire hall: Rob introduced Karen Ross, HI Community Economic Enhancement Corporation staff and she presented the HICEEC report “Compilation of Information for Re-Purposing the Hornby Island Fire Hall on Fire Hall: the full report is appended to these minutes.

Initial information:

• Crown land grant is specifically for fire hall use.
• Regional District is only allowed 1 fire hall, so by Sept./16 the old fire hall land tenure will have to be changed
• Integrated Land Management Bureau handles Crown Land
• CVRD allocated $100,000 for demolition of the Old Fire Hall in their Fire Dept. budget for the new fire hall
• CVRD claims they are forbidden switching money from one service area to another in their budgets
• Some of the money will be used to rehabilitate an oil spill on the land
• Physical state of the building
• No actual water supply, currently it is attained from a line from the Highways yard
• No actual septic field, currently the field at Joe King is used
• Operating costs are approx. $10,000./year based on info. provided by Giff and Daniel
• Building code provisions are dependent on the use of the building

Discussion:

• Possible community use could be community storage of public assets (i.e., all the non-profits on the island have files, etc. stored around the island in barns, etc.)
• Could get the tenure now, listing the use in a very general manner (e.g. multi purpose building)
• What does “public assembly” mean?
• Bruce Joliffe, Area A Regional Director, might be able to authorize a “grant in aid” to fund money for a study into the future of the hall
• 2008 Dunnet report was updated informally in 2012 (retired engineer). To renovate, a building under 6000 sq. ft., in order of costs of upgrading:
• C – residential use
• D – business and personal services
• E – Mercantile
• F – Low hazard industrial

Report states the square footage of the building is 4600 sq. ft.

All uses will require some money to renovate the existing structure.

Concern was expressed that CVRD won’t turn the building over unless they’re satisfied that the standards are met (question as to whether it must be to Building Code standards, as Hornby doesn’t have inspection).

General discussion summary:

• It was stated that we need a clearly defined project that is self-sufficient, economically independent and led by a champion with a passion.
• Federal money is available through the “150 years of Confederation”. The deadline is June 17th and the HI Arts Council is applying for this funding.
• The fire hall complex is an industrial building and should be used for industrial use.
• Could we use the space to build small modular buildings at the fire hall?
• Fire hall could be burned by fire department if we didn’t want to use it.
• Gas taxes could be applied for to assist funding.
• Don’t let the fear of demolition costs be a deterrent to us using this community resource.
• What is the way forward? In order to determine how much renovations will cost we need to know what we will use it for?
• John Heinegg indicated that HICEEC is available to gather further information. We need the decision “What will we use this building for?”
• The lodge at Tribune Bay Outdoor Education and the way that evolved would be a model for us to emulate.
• Can we bring this up again at HIRRA? Rob asked CVRD if it was possible for having this as a tax funded service. Depends on what the use would be.
• What is the next step? John Heinegg stated that a feasibility study if a “champion” is found would be an appropriate undertaking by HICEEC.

Karen Ross was thanked with applause.

Download the Compilation of Information for Re-purposing the Hornby Island Fire Hall.

Housing: Reports, updates & possible solutions to housing shortages, summer 2015.

Tony Law reported on the May public meeting about housing shortages.

• Rental housing shortages are primarily the result of full time island renters being required to move out for the summer months.
• Accommodation is also needed for summer workers who are not island residents.
• Where could summer housing happen? Joe King? HIRRA land? Campground?
• There is lobbying of governments for tax funding for housing.
• This topic is high on the agenda of the Local Trust Committee.
• The tithing of those offering summer vacation rentals has been suggested.
• Encouraging the support of the Islanders’ Secure Land Association, though the focus is on permanent owned affordable housing.
• Need a coordinating entity on the topic of housing.
• A young professional couple cannot find a home and may have to leave the island.
• Two properties are currently for sale, listed at under $200,000.
• The stress of unavailable housing was outlined.
• We need money; the gap between workers’ wages and housing costs is too great.
• The people who have a second house on Hornby should contribute to housing; this is part of the solution that should be a community conversation.
• If we build tiny homes, where would we locate them? ½ acre lots are still not able to accommodate second dwellings legally.
• What are next steps on the issue of rental housing shortages?
• The executive will discuss the role of HIRRA; should a committee be formed? What would be its purpose?

The repurposing of the fire hall and housing shortages will be on HIRRA’s July agenda.

Adjournment: The meeting adjourned at 9:15 P.M. by general consent.

____________________________________
Rob McCreary, President
Janet LeBlancq, Recording Secretary

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Present:Rob McCreary, President; Daniel Siegel, Vice President; Lynn Nunley, Treasurer;
Barbara Baird, Secretary; Janet LeBlancq, Administrator and 40 members.

Rob McCreary welcomed everyone and introduced the executive. New members were asked to register with the administrator.

Approval of the agenda was by general consent.

Reference to the posted Guide to the Etiquette of Meetings was made.

Minutes of June meeting were read and approved by general consent.

Executive Report: Rob gave an overview. The Hall roofing project is progressing. This is being stewarded by Daniel as executive representative and the hall committee; Nelson’s roofing will be the contractor. The executive responded to the HI Arts Council asking for a site plan and the identification of programs planned for the proposed new arts centre which HIAC has requested be sited on HIRRA’s leased land. Also on the executive agenda was the renewal of HIRRA’s property and liability insurance and an Emergency Social Services report from the administrator. Housing and the fate of the old firehall, also discussed at the executive meeting, are on tonight’s agenda.

Inspector Tim Walton RCMP addressed the membership: he served in five provinces and two Territories. He was born on Vancouver Island and is happy to return. Chris McMillan is the officer in charge here. RCMP officers are on duty here 4 days per week. Goal is to keep a consistent presence on the island. Inspector Walton noted that he regularly meets with community groups in the Comox Valley. He further noted that “Run aways” are a priority for police. He received questions and comments from the assembly. These are summarized:

• RCMP presence appreciated.
• Some teens have stated they are not treated with respect by officers on patrol.
• When a police car is at the detachment, please take comments/complaints directly to the staff there.
• Road blocks at 6 PM and so regularly are a concern.
• Checkpoints are part of the battle against drinking and driving and an effective way of telling people the RCMP are here.
• Looking down the nude beach with binoculars was mentioned as bothersome.
• RCMP do not profile.
• Road blocks on Friday nights were welcomed by islanders in the past.
• There was an inquiry regarding the regulations about shooting firearms on private properties. Inspector Walton was thanked by the chair.

CVRD Director Jolliffe and Parks Manager Doug DeMarzo led a discussion on benefits of Hornby Island and Denman Island shared Park Service becoming individual island specific services. Doug provided details using a slide show.

Parks Service: discussion points summarized:

• Taxation levy is at 44% of the maximum, .22 per $1000 of assessed value.
• HIRRA and CVRD have a Parks operational agreement and the parks works are planned and overseen by a committed volunteer committee.
• CVRD web site has a survey requesting public input about regional parks.
• Denman has focused on capital projects; Hornby has worked on maintenance and upgrades of trails and beach access parks.
• With a separation of services we would have better access to reserve fund.
• We spend about $50,000 per annum; reserve funds stand at $300,000.
• We would have about $180,000 in reserve after the separation (ie) we would be solo.
• If we decide to proceed: a new bylaw would be crafted for Denman; Hornby bylaw would likely stay the same.
• Could the roadside trail maintenance be added to our service?
• Given the dryness of everything, are there plans to take steps for fire protection?
• No smoking in the parks is being enforced and patrols will be increased.
• Does CVRD want a decision from HIRRA on this separation of services?
• There may be decision through the Alternate Approval Process.

Motion: Carol Quin/Judith Lawrence: “That HIRRA encourage the CVRD to continue exploring the separation of Hornby and Denman regional parks services.” Carried Unanimously.

The CVRD was requested to provide public information on this important initiative, using print media, namely Hornby’s First Edition. Doug and Bruce were offered thanks for consulting.

Fire Chief’s presentation and discussion re wild fire prevention and control:

• Conditions are very dry.
• Fire department is making sure equipment is ready.
• Fire fighter training course tomorrow night will focus on wildfire fighting.
• Public training course is scheduled for next week; there is an ad in the Tribune. Everyone is encouraged to attend. In past years there has been very low attendance at these sessions which the fire department offers every summer.
• It was suggested that we have a community evacuation plan. Is there a plan for evacuation of the island? Provincial emergency program has evacuation plans that would be enacted if needed.
• Concern was voiced over the fuel load on the mountain.
• Concerned with the boulevards not being mowed.
• Regional Parks signage was on display: one side banning smoking in the parks and, if the drought continues, the reverse of the sign closes the park to all.
• Emcon’s policy was that in very dry conditions mowing is dangerous. Emcon will mow with watering after the mower passes. This was requested by the chief.
• Important that visitors know what to do…
• It was suggested that HIRRA send a strong letter to Emcon. Grass cutting along the roads should be done twice a year. Also the lines on the road are faded out.
• A lot of people around, calls come in fast. Now, with cell phones, a kayaker with a cell phone could call in a smoke sighting.
• Is there a hazard to firing a gun during dry season? Fire Chief does not have authority to tell people not to mow, chain saw, weed eat, or fire a gun to scare off the birds. Public pressure is at times effective.
• The roadsides have not been mowed at all this year. In addition to fire danger, the long roadside grasses are dangerous vision obstructions to both deer and vehicle traffic.

Motion: Tony Quin/Dan Johnson “That HIRRA send a letter to Emcon with a copy to the Ministry of Transportation and Highways expressing concern regarding the lack of mowing; and informing them that the painting of road lines needs to be done.” Carried Unanimously.

Further discussion on the Housing shortage: HIRRA’s role: Daniel reported that we should start a “think tank” on housing. Tony Law will assist in developing this group. Rachelle Chinnery and Tim Biggins volunteered to assist. Will report back to HIRRA.

Potential repurposing the old fire hall: Karen Ross summarized points of an addendum to the information for repurposing the Fire Hall (Fire Hall Re-purposing – Part 1, Fire Hall Re-purposing – Part 2, Fire Hall Re-purposing – Part 3):

• Any community use of the firehall needs to meet the Island Trust zoning bylaws.
• Rob McCreary’s discussions with CVRD included building inspector services and what would need to be in place in order for the CVRD to turn the building over to the community and for the province to lease the land to a community entity.
• On Friday, July 10th from 11 am – 1PM the public is invited to tour the fire hall complex so we know what is and what could be? Trucks will be out of the bays.

Fall Fair Committee: Gary Manzer reported that September 13th is the Fair Date! Gratitude was expressed to the Geeke family for again offering the Farm to host the fair. The Fall Fair theme is “Sea Stars”; committee members are Holly Morgan, Margot Bushnell, Alsoon Brine, Pat Mullan and Gary Manzer.

Recycling Manager’s Report: Stani Veselinovic presenting:

• Summer in full swing with opening on Thurs – Sun from 9 to 1 PM; free store open 24/7
• People continue to dump non reusable items in the free store. This is a costly problem.
• Product care building being tendered by CVRD for receipt and storage of hazardous materials. Funding from CVRD capital budget will not increase the tax requisition.
• We have lost the ability to ship refundables as the Co-op truck is retired. An alternate transportation arrangement is being explored.
• Thanks to Ruth Fortune for her years as volunteer. A party is being planned.
• Staffing the product care building will be decided as it will impact operating expenses.
• Daniel requested that we patrons of the depot show support to the staff.
• HIRRA was asked to write a letter of thank you to Ruth Fortune, a volunteer, cheer leader and free store organizer for over twenty years.

Adjournment: The meeting was adjourned at 9:30 P.M. by general consent.

____________________________________
Rob McCreary, President
Janet LeBlancq, Recording Secretary

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Present:Rob McCreary, President; Lynn Nunley, Treasurer; Barbara Baird, Secretary; Janet LeBlancq, Administrator and 30 members. Regrets: Daniel Siegel, Vice Pres.

Rob welcomed everyone and introduced the executive and HIRRA’s Guide to the Etiquette of Meetings, posted. New members registering: Ron Tuele, Jean Miserendino, Glen Hadden and Quana Parker.

The posted agenda was adopted by general consent.

Minutes of July meeting were read and approved by general consent.

Executive Report: was presented by Rob McCreary

• The Community Hall reroofing will be done by Nelson’s Roofing of Cumberland: work is scheduled to begin next week.
• Roadside trails maintenance: The trail segments between the Hall and the Co-op and the Co-op to Big Tribune Park entrance were cleared of over growth. This project resulted in a shortfall in Roadside Trail funds of less than $500. This shortfall will be funded from HIRRA’s property management revenues.
• Sollans Road 30 year well lease renewal process is underway.
• Housing think tank: will be activated by Daniel Siegel this fall.
• Emergency supplies have been inventoried and the island’s emergency preparedness plan is under review.
• 5 year lease for the RCMP detachment has been renegotiated and signed.
• Hope Kitchen trailer is slowly being deconstructed.
• Parking challenges on Farmer’s Market days were discussed.

Committee Reports:

Recreation: Janet read a report detailing a very busy summer: Programs included swimming lessons in the Stonehouse pool, sailing lessons for young and old at Ford Cove, gymnastics, nature camp, Kid’s golf, hula hooping, soccer, circus, dance, kayaking and paddle boarding, and a very successful sand castle building day at Big Tribune Beach.

Regional parks: Betty Kennedy noted that there was lots of biking on the Mount Geoffrey trail network. Map containers at the trail heads were chronically in need of replenishing, evidence of the high usage. Capital project rebuilding 750 meters of the Logging RailRoad trail has been completed. This included the construction of approximately 160 feet of boardwalk and raised tread. Ditching was done for water run off control with several water infiltration ponds to promote groundwater recharge and swales to slow down the runoff. Thanks was expressed to the volunteers of Hornby’s Water Stewardship Committee for their donation to help with water management recharge. The HI Mountain Bike Association organized a volunteer work day to assist with maintenance work on the Four Dead Aliens trail. The 2016 capital project will be dealing with water erosion on Washing Machine Trail. The details of this are being developed by the committee and contractor.

Roadside Trails: Janet read submission from Andrew Carmichael. Andrew recommends that the Roadside Trails continue to be developed by a volunteer committee and that partnership with the CVRD would provide us with access to grants for trail development. The Denman roadside trail project was funded 90% through grants and 10 % tax funding through the CVRD regional parks service.

Repurposing the old fire hall; HICEEC report. Karen Ross presented the third HICEEC report and provided a summary.

• Public viewing of the fire hall complex was hosted in July.
• A Site plan is part of the 3rd report which will be posted to www.hirra.ca.
• Road accesses and untenured Crownland border the fire hall property.
• The fire department would take the generator to the new site.
• Interest in the fire hall was expressed by the HI Arts Council. Uncertain if HIAC plans to pursue further.
• Quana Parker spoke of developing a community work space comparable to the popular Hacker Space movement…www.hackerspace.org This, according to Quana, is a well-defined movement involving shared community work spaces, cross discipline problem solving and sharing equipment.
• Karen reiterated that the project needs a champion. Again, the creation of the Tribune Bay Outdoor Education Society by Gordon and Allison Campbell was held as an example.
• It was noted that there are issues with the building; these are identified in the engineering reports presented in June and July.
• Reinforcements could improve building integrity. In response to Quana’s remarks it was noted that the Betty Smith Centre is a community space used by many.
• Quana has recruited some supporters and will continue to develop this proposed reuse of the fire hall complex.

Fords Cove Harbor Authority Presentation: Glen Hadden provided a summary of plans to upgrade and expand wharf facilities; an aerial photograph was viewed by the assembly. FCHA is requesting public support for grant funding. The question was asked is there a plan for more parking? The causeway parking will be reviewed by the board. There is a road allowance behind the Dalziel’s property; there was a proposal for a parking lot that was opposed by the neighbors who feared that the parking lot would become a camping ground. The added attractions put on by the Ford Cove Store mean more parking areas are needed. Ford Cove Harbour Authority board members and staff were commended for their work with a round of applause.
Motion: Glen Hadden/ Kathi Mukai: “That HIRRA gives FCHA a letter of support for the planned facility expansion.”
Carried by unanimous vote.

Public Forum: Summer wrap up: What worked for you? What didn’t?

• Parking at Little Tribune is very congested. Private access road at times is blocked because of public access road being used by partiers.
• Safety is an issue; emergency vehicles would not be able to access the main parking lot;
• There is much drinking at Little Tribune evidenced by the number of beer cans.
• The partiers who are asked to leave the provincial park at Big Tribune relocate to Little Tribune.
• Should HIRRA pursue managing Little Tribune as a beach access park? Parks committee would need input from the public in consideration of recommending management under the regional parks function.
• The fire chief reported that the ambulance has been able to get through, but he is concerned with parking congestion.
• It was noted that the RCMP seem reluctant to issue parking tickets.
• A bicycle rack at Little Tribune would be good. A bike rack at the end of Shields Road would also be welcome.
• Community emergency response planning in the event of a fire during the high summer season should be a priority.

Rob introduction HIRRA’s draft Conflict Resolution Policy and noted that we will present this policy for approval in October. Copies of the proposed policy were circulated and is posted to www.hirra.ca.

Adjournment: The meeting was adjourned at 9:30 P.M. by general consent.

____________________________________
Rob McCreary, President
Janet LeBlancq, Recording Secretary

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Present:Rob McCreary, President; Daniel Siegel, Vice President; Barbara Baird, Secretary; Lynn Nunley, Treasurer; Janet LeBlancq, Administrator and Basil duPlessis, Bookkeeper and 33 members. New members: Helen and Mike Pedenault, Leanna Killoran and Meredith McEvoy.

Rob McCreary welcomed all and introduced the executive; HIRRA’s guide to the etiquette of meetings was on display. The agenda as posted was approved by general consent.

Minutes of September 9/15 meeting, read by Barbara Baird were approved by general consent with a unanimous vote.

Boat Ramps: Tony Law spoke of the deteriorating condition of the only public boat ramp located just south of the ferry terminal. Ministry of Highways has been asked to consult on this. Islands Trustees will attend a meeting tomorrow with the RCMP and CVRD representatives.

Executive Report: Rob McCreary reported:

• Hall roof is being installed.
• Roadside trails funding from Regional parks service has not yet been approved.
• Sollans Road Community well lease renewal is moving forward.
• Hackerspace organizing meeting was attended by the administrator.
• Budget plans need to be submitted in November to CVRD.
• Emergency planning: Janet reported that the director of Comox Valley Emergency Preparedness will visit Hornby Island to assist us in identifying appropriate evacuation sites in the event of a major disaster. The Fire Chief and interested people in the community will be invited to participate. Our emergency Reception Centre and Red Cross supplies have been reviewed and updated to meet the current requirements.
• Insurance: Janet reported that HIRRA Insurance managers visited and toured all HIRRA owned and leased lands and buildings as part of a routine protocol.
• Little tribune access road and beach front: a land surveyor has been commissioned to identify the boundaries of this public space.

Community Announcements:

Recreation Committee request: Donna Tuele requested approval for the recreation committee to apply for a direct access grant. The administrator will email all to determine if any other HIRRA committee is planning on applying for this funding. It was agreed that $2500 – $3000 for roadside trails maintenance funds be included in the recreation Direct Access Grant application.
Motion: Donna Tuele/Vicky Bale, “That the recreation committee be approved to apply for a direct access grant pending no interest from other HIRRA committees who will be contacted by the administrator”
Carried by unanimous vote.

Islanders Secure Land Association update: Peter Wardle stated ISLA is moving forward with land clearing and engineering studies. There have been changes in the ISLA board. The importance of informing the ISLA membership and the community at large of these changes was stressed in the informal discussion that followed.

The Ferry Advisory Committee will meet soon. Any issues to be raised should be addressed to any of the ferry advisory representatives. The public is welcome to attend meetings. There is an established agenda at these meetings.

Co-op Membership Outreach In November the Co-op is hosting a special meeting for Co-op members to meet with the Co-op board at the Community Hall.

Conflict Resolution Policy: Daniel Siegel reported. There has been input from HIRRA’s committees and there will be revisions to the document. The revisions will be posted to the web site. Use of the terms “conflict resolution” procedure and “problem resolution” procedure need to be clarified. The policy deals only with staff difficulties and not with community members who may be at odds with the association. The responsibility of volunteer boards and legal responsibilities vis a vis staff conflicts is an area of concern. This input has been written and submitted to Daniel. In response to a question, it was noted that HIRRA has Director’s and Officer’s liability insurance.

Committee Reports:

Community Hall Update: Judith Lawrence reporting: Roofing structural problems have caused some delay in the new roof install. Special thanks to Glenn Ford the hall maintenance person for his creative effort. The exhaust fan is being installed in the kitchen. The committee is continuing to review the acoustic improvements that could be undertaken. There will be a ductless heat pump installed in the Round Rom. There was applause.

Invasive Plant Control: Eva Wetzel noted that efforts continue to control invasive plants. The committee offered three hours of free labor to private property owners to fight invasive plants, a partial list includes: Daphne, Bull Thistle Ivy, Holly, Japanese, Broom and Gorse. More volunteers are needed; there will be an “Invasive Plant Information table on the Co-op porch to educate and recruit helpers. There was applause.

Repurposing the old fire hall: Quana Parker reported on his idea to develop a “Hackerspace” initiative, turning the fire hall into a communal work space. This is a world-wide movement well explained on the internet. Innovative creations are part of Hornby’s history. The Round Room roof center is a car wheel rim. Quana organized a first meeting for the Hackerspace initiative. They explored some of the things that would be done in the communal space. Organizing efforts are continuing. The philosophy of “Hackerspaces” is being explained to people; there was some “push back” to this term because the word “hacker” is perceived by some as negative. There is a Facebook group Happy Hornby Hackerspace and an article will be published in the November First Edition. The next organizing meeting is October 19th at the fire hall: bring your supper at 5:30 PM with work projects starting at 7:30. Rob will be meeting with CVRD to determine if there could be tax funding assistance for projects in repurposing the fire hall.

HICEEC Update: Karen Ross reporting. The purpose of the September “Home Grown Home” conference was to encourage young families to move to Hornby.

October 6 – 8: Chris LeFevre donated 8 rooms at Middle Beach Lodge to hold a Hornby business retreat. Representatives invited were from:

• 6 of the larger tax paying businesses, 2 non-profits (with projects on the go)
• HICEEC delegation

The primary objectives were met:

• To get the pulse of the local business climate by identifying successes and obstacles that Hornby businesses may be facing
• Engaging local Leaders, and decision makers, in looking for cooperative actions that will create jobs and enhance the Hornby year round economy
• Inform the delegates about initiatives that have been undertaken which could move the economic dial on Hornby
• Action plan to respond to those needs identified such as technical assistance, workforce development, financing, and building new markets
• Demonstrating to those that have already invested in our community that they are valued, appreciated and supported on October 13th a business mixer social occasion was hosted at Sea Breeze. There was a contest where people voted for “business of the year”. The short list was Bill Macleod Construction, Elderfield Farm, Ford Cove Store, (celebrating 75 years), Hornby Island Co-op (celebrating 60 years); Islands distillery; and LIX coffee/ice cream bar. LIX, owned by Dale Armstrong and Alex Lamont was awarded the business of the year. The farmland trust is searching for islanders interested in farming. The farmland trust is ready to begin working on eight acres which are available for cultivation.

Miscellaneous: Rob noted that the regular meeting date in November falls on the 11th; the agenda will include the presentation of budgets for approval for Recycling, Fire Protection, Community Hall, Comfort Stations, Regional Parks and Core Services. There was no opposition to scheduling the meeting on the evening of November 11th.

Public Forum: Open discussion: There was reminiscing about broom eradication on another gulf island. In a unique initiative, local community dance organizers charged 30 bushes of broom as the entrance fee to the dance. At the end of the evening they burned the broom. On this final note, we adjourned. The time was 9:00 P.M.

Adjournment: The meeting was adjourned at 9:30 P.M. by general consent.

____________________________________
Rob McCreary, President
Janet LeBlancq, Recording Secretary

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Present:Rob McCreary, President; Daniel Siegel, Vice President; Barbara Baird, Secretary; Lynn Nunley, Treasurer; Janet LeBlancq, Administrator and Basil duPlessis, Bookkeeper and 20 members. CVRD staff Doug DeMarzo, Manager of Hornby and Denman Community Parks and Greenspace Service.

Rob McCreary welcomed all and introduced the executive; HIRRA’s guide to the etiquette of meetings was on display. The agenda as posted was approved by a unanimous show of hands.

Minutes of October 14th meeting, read by Barbara Baird were approved by general consent with a unanimous vote. Corrected invasive plant name: Japanese Knotweed.

Executive Report: Rob McCreary summarized:

• Hall roofing project continues; Sollans Road well lease application in process.
• Recreation application for a direct access grant was submitted.
• Core services budget was approved; core service calculation methodology will be reviewed in 2016.
• Hornby Housing think tank was discussed.
• Fate of the old fire hall was discussed.
• Assessment of the septic system adjacent to the Savoie building and servicing the RCMP detachment as well as the Savoie Centre is underway.
• Studying HIRRA’s methods of archival record keeping and the role of the internet.
• COLA was approved at 2% for 2016 wages and contractor rates.

Doug DeMarzo, Comox Valley Regional District Manager of Denman and Hornby Islands Community Parks and Greenways Service summarized the CVRD plans to separate parks function; Denman will have an alternate approval process to effect this change. The two islands have differing funding needs, Hornby having Mt. Geoffrey trails to maintain, and Denman having other needs such as roadside trails.

Fire Rescue budget plan for 2016 – 2020: detailing 2016 operating expenses of $190,765 was presented by Fire Chief Giff LaRose. Emergency responder training sessions will be increased next year. Some supply costs such as the CPR doll Annie needs replacement. Insurance costs increased this year. A misprint in the budget’s note section was identified and will be remedied prior to submission to CVRD.
Motion: Ted Goodden/Betty Kennedy: That the Fire Rescue budget plan be approved as presented with revision to correct the note section.
Carried by unanimous vote.

Recycling and Waste Management budget plan for 2016 – 2020 detailing 2016 operating expenditures of $227,235 was presented by Manager Stani Veselinovic. Stani noted that the product stewardship program removes the financial burden of hazardous waste recycling.
Motion: Anne Newdigate/Donna duPlessis, “That the recycling budget plan be approved as presented’.
Carried by unanimous vote.

Community Hall budget plan for 2016 – 2020 detailing 2016 operating expenditures of $45,000 and capital expenditures of $35,000 for acoustic improvements was presented by Wendy Burton. The committee is looking closely at the cost of utilities and wages.

There was a request for improved lighting in the hall; the table tennis group and the island trust council meetings attendees have requested better lighting. Could the hall have its own DVD player and sound board? Will the sound equipment be usable for all?

This will be reviewed by the committee. In response to a question, the details of acoustic Improvements were summarized. The scope of work is still being assessed. The Membership will have the opportunity to participate in the assessment and approval of the purchase installation of any sound system; the capital revenue request is $35,000 for 2016. Correction to the spreadsheet: the capital revenue for 2016 is $35,000.
Motion: Judith Lawrence/Tim Biggins, “That the Community Hall budget plan be approved as presented.
Carried with one abstention.

Comfort Station Budget: presented by Janet LeBlancq, detailed expenses of $14,076 including the installation of three bike racks at Shields Road access, Little Tribune Bay access and Carling Road access. These areas all have heavy parking demands and there has been public requests for bike racks at these sites.
Motion: Giff LaRose/ Basil duPlessis, “That the Comfort station budget be approved as presented.”
Carried by unanimous vote.

Regional Parks 2016 Budget plan detailing operating expenditures of $49,646 and capital expenses of $11,000 was presented by Betty Kennedy. Details of the planned work were summarized. The capital planning for the next five years has been done by the committee and submitted to CVRD for consideration. The operating budget is forecast to be $49,000 – $50,000 through 2020.
Motion: Darren Bond/Tim Biggins: “That the regional parks budget be approved as presented.”
Carried by unanimous vote.

Core Services 2016 budget detailing expenses of $55,003 was presented by Janet LeBlancq. It was noted that the retirement of the administrator in March of 2016 and the Bookkeeper in June 2016 mean that the wage costs will be less in 2016. The audit fees are being reviewed with the auditor and a 10% reduction is being requested as they award this to the HDCHCS, also a non profit society.
Motion: Andrew Carmichael/Eva Wetzel: That the 2016 budget be approved as presented.
Carried by unanimous vote.

Invasive Plant Control: Eva Wetzel highlighted some of the work of the committee. A formal report with photos will be submitted to the CVRD. There was discussion about invasive plants and the community action plan.
Motion: Tim Biggins/Basil DuPlessis, “That the CVRD be requested to fund $3000 for the invasive plant control program in 2016.”

Community Announcements:

• There was interest expressed in assisting with the Syrian refugee rehoming.
• There is need for community funding support for HI Educational Society.
• There is an upcoming meeting of the ad hoc committee on the topic of housing.
• The hackerspace group continues to meet and work on how to proceed toward making a work space in the old fire hall.
• The HICEEC survey results will soon be published and the board will be making recommendations for future initiatives based upon these results.
• The Co-op member engagement meeting is November 21, 2015.

Adjournment: The meeting was adjourned at 9:10 P.M. by general consent.

____________________________________
Rob McCreary, President
Janet LeBlancq, Recording Secretary

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Present:Rob McCreary, President; Daniel Siegel, Vice President; Barbara Baird, Secretary; Lynn Nunley, Treasurer; Janet LeBlancq, Administrator and Basil duPlessis, Bookkeeper and 21 members. New member registering: Jonathan Blanchard.

Rob McCreary welcomed all and introduced the executive; HIRRA’s guide to the etiquette of meetings was highlighted. The posted agenda was approved by a unanimous show of hands. Reminder that there is no HIRRA meeting in January. Next meeting is February 10, 2016.

The posted agenda was approved.

Minutes of November 11th meeting, read by Janet LeBlancq were approved by general consent with a unanimous vote.

Executive Report: Rob McCreary summarized recent executive deliberations:

• Hall roof: persistent leaks are being assessed.
• Sollans Road well lease renewal process has been completed and submitted to the provincial government.
• Hackerspace initiative was discussed.
• Housing Think Tank group will meet again; there was enthusiastic sharing of ideas at the initial meeting.
• Little tribune bay public beach access survey has been done and the parking areas will be assessed.
• Solar panel project was discussed; details to follow in tonight’s agenda.

Solar panel project: John Heinegg, President of HICEEC, introduced the project that CVRD has offered with funding from gas taxes. Daniel Arbour, Administrator of HICEEC added details of the project inception. Jan Kennedy, recycling committee chair, envisions having a steering committee working with the recycling committee to steward this project and report to HIRRA on progress. Other solar projects on adjacent islands will be sources of information. This will have an educational component. Hope is that this will be a major move toward alternate energy installations on the island. It is deemed appropriate that this commences at the recycling depot, both due to its location and due to its mandate of environmental protection. Stan Combs offered remarks; he has been working with Daniel Arbour on project details. He has studied solar energy through his career. He commented on financial returns being spread over several years. Incentives and/or assistance for home owners to install solar panels would be desirable. There is someone on Denman Island who is bulk purchasing solar panels. There was general discussion. It was noted that the CVRD will not forward the entire $32,000; but will reimburse HIRRA for expenditures upon receipt of invoices for work done. Could the Free Store heating system be improved with the solar panel installation? Power bill savings are estimated to be $800/year. HIRRA will enter a formal agreement with CVRD for this project, the details of which are being discussed.

HIRRA’s Conflict Resolution Procedure: Daniel Siegel reported that the executive have developed the procedure over several months through consultation with committee members. The friendly amendments and the procedure were available as handouts.
Motion: Rudy Rogalsky/Donna DuPlessis: “That the HIRRA conflict resolution procedure be approved as presented.”
Carried by unanimous vote.
Motion: Jan Kennedy/Barbara Baird “That we approve the friendly amendments as presented.”
Carried by unanimous vote.
Motion: At the request of the chair, the amended Conflict Resolution Procedure was approved as presented by a unanimous vote.
Carried by unanimous vote.

The amended Conflict Resolution Procedure is appended to these minutes.

Recreation Budget 2016 was presented by Donna Tuele.
Motion: Donna Tuele/Jan Kennedy: That the 2016 budget detailing expenses of $55,800 be approved as presented.”
Carried by unanimous vote

Fall Fair Report was given by Holly Morgan: 198 competition entries; 40 vendors and 8 not for profit booths including a display and education booth on Sea Stars by Deep Bay Marine Field Station. A financial report was summarized. Five tables were purchased for a seated dining area. Currently there is $6500 + in fall fair account.

Ferry advisory committee: Rob McCreary reporting: “On Wednesday, October 21st, the Hornby-Denman Ferry Advisory Committee met with BC Ferries representatives for our semi annual, Fall, face-to-face meeting.

Major items discussed included the following:

• Minutes – The FAC arranged to have one of our FAC reps. with high-speed typing skills type a written record of our meeting proceedings due to the extreme delays we’ve experienced in getting minutes from the BC Ferries minute taker.
• Next up was an update on the Denman West shuttling sign. It was agreed long ago that this would be part of the new terminal facilities at Denman West to inform travelers when the ferry is in shuttling mode. It is complete and will come into service soon.
• This led to discussion of the inconsistencies travelers sometime experience around decisions to shuttle, and a couple of examples were given. We asked for guidelines to be developed as none seem to now exist (completely at the discretion of the Captains). BC Ferries committed to doing that, but also claimed that we already receive significantly higher service than other communities in this regard. This led to a larger discussion on the quality of ferry service that we now receive, with much agreeing to disagree.
• We received confirmation that BC Ferries will pilot using lanes 5 & 6 as reserve lanes for Hornby traffic on the 8:00AM sailing from Denman West after the cable ferry is up and running.
• Mark Collins of BC Ferries gave an update on the cable ferry. To summarize, he denied all of the criticisms that we see so often on Word-Of-Mouth and stated that the ferry is meeting or exceeding all requirements and will be in service in February of 2016.
• Discussion then turned to problems with roadside ferry line-ups for the Gravelly Bay terminal in the summer. BC Ferries committed to meeting with a nearby land-owner to see if mutually beneficial arrangements could be made for ferry traffic parking at peak times.
• A great deal of discussion took place around the FAC’s desire to increase ferry service to close the present afternoon gap. A lot of points were made, including a number of points presented by Daniel Arbour representing the Hornby business community. Unfortunately, BC Ferries’ position on this was extremely unhelpful. For example, we were told by Mark Collins (BC Ferries point person for Community Engagement) that the only possibility lay in our convincing the provincial government to increase the ferry operating grant (which is questionable because Ferries made significant profit last year.

Then, when we asked for the “cost per sailing” information that we’d need to make a case to the government, he refused to provide it, citing a vague need to keep that information confidential. All in all, it was a very frustrating meeting for your FAC reps, and has become the source of much discussion among us on our next steps, as we are not letting this slide.

On a lighter note, a re-fit is planned for the Kahloke from April 4th to June 10th/ 2016, with the Quinitsa serving as our relief ferry.

Finally, BC Ferries is offering a 50% discount on vehicle fares from Nov. 16 to Dec. 19, Mondays through Thursdays and Saturdays on select sailings.

There was discussion.

Motion: Janet LeBlancq/Quana Parker, “That HIRRA write a letter to Denman Island Trust Committee requesting that they revise the Island Trust signage at Buckley Bay, to read “Denman and Hornby Islands are part of the Islands Trust.”
Carried by unanimous vote.
Motion: Janet LeBlancq/Daniel Siegel, “That HIRRA write to DIRA asking that Denman islanders support Hornby traffic having priority loading from lanes 5 and 6 on all sailings from Denman West.” There was discussion. The question was called.
The motion was defeated.

Miscellaneous: The shutdown of Gulf Island Cable service January 1, 2016 will prove difficult for many islanders. There was general discussion about alternative services.
Motion: Donna Tuele/Vikki Bale, “That HIRRA executive contact Gulf Island Cable requesting more information and a delay in their cessation of services while we search for alternatives.”
Carried by unanimous vote.

Adjournment: The meeting was adjourned at 9:10 P.M. by general consent.

____________________________________
Rob McCreary, President
Janet LeBlancq, Recording Secretary

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Appendages for December 2015 Regular HIRRA Meeting:

#1 Friendly amendments

#2 Approved Conflict Resolution Procedure as amended.

Appendage #1

Jan Kennedy, on behalf of the Recycling Committee, moves the following friendly amendments:

1. In the opening section, it is moved to add the paragraph in red:

All requests for conflict resolution, complaints and appeals shall be fully investigated and responded to as quickly as possible.

Strict confidentiality of all employee records and dispute resolution documents will be respected and maintained. In particular, individual written accounts of a conflict situation or complaint will not be shared without that person’s express permission.

Penalty or retaliation against an employee who initiates conflict resolution, makes a complaint, or participates in a problem resolution investigation will not be tolerated and will be subject to disciplinary action as determined by the policies and procedures of the committee and/or HIRRA.

2. Add the words in red to the section titled: “Formal Conflict Resolution and Complaint Process Involving the Supervisor”

Any complaint regarding a supervisor will follow a formal conflict resolution process.

1. Employees who have a complaint or require the intervention of the relevant HIRRA committee in relation to a work-related conflict with their supervisor must prepare written documentation, with supporting details, of the conflict situation or complaint and give it to the chair or delegate of the relevant HIRRA committee with a copy going to the HIRRA Executive as well.

3. In the final section, add “HIRRA” (in red):

Some conflicts may be resolved by placing them on the agenda of a regularly scheduled public HIRRA meeting, putting a motion forward, and having it discussed and voted. Others may be resolved by standing for election at the Annual General Meeting.

Appendage #2

HIRRA Conflict Resolution Procedure Approved with amendments, December 9, 2015
Amendments are in Red

HIRRA’s by-laws call for the establishment of “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.” (Approved 16 January 2006)

This conflict resolution process has been established as a foundation for ensuring that the work environment remains positive and to fulfill the mandate given the executive by the membership.

The conflict resolution procedure is intended to:

1. Provide the opportunity to resolve a conflict or complaint quickly, fairly and without reprisal;
2. Improve communication and understanding between employees; and between employees and their supervisor;
3. Ensure confidence in management decisions by providing a mechanism whereby management decisions can be objectively reviewed;
4. Support a positive work environment by allocating supervisors the primary responsibility for preventing and resolving conflicts and complaints; and
5. Identify organization policies and procedures which need to be clarified or modified.

Employees who experience a work-related conflict or have a complaint are encouraged to resolve it through discussions with their immediate supervisor whenever possible. A more formal approach can be initiated if the informal discussions fail to achieve resolution or the employee(s) have reason to believe that an informal venue would be difficult or inappropriate.

Conflicts involving a supervisor and his/her management committee shall be referred to the HIRRA executive for resolution following the procedures below as appropriate.

All requests for conflict resolution, complaints and appeals shall be fully investigated and responded to as quickly as possible. Strict confidentiality of all employee records and dispute resolution documents will be respected and maintained. In particular, individual written accounts of a conflict situation or complaint will not be shared without that person’s express permission.

Penalty or retaliation against an employee who initiates conflict resolution, makes a complaint, or participates in a problem resolution investigation will not be tolerated and will be subject to disciplinary action as determined by the policies and procedures of the committee and/or HIRRA.

Procedures

Informal Conflict Resolution and Complaint Process

1. Employees who experience a work-related conflict with another staff person or have a complaint about another staff person should first attempt to discuss the matter with their supervisor.

2. In a situation where it may be difficult or inappropriate to discuss this only with the supervisor, then the employee may request that the chair or a delegate of the appropriate HIRRA committee participate in a meeting with the supervisor so that the employee can freely express him/herself. Such a meeting regarding a staff member’s complaint will always include at least two people other than the person with the concern. Accurate minutes of that meeting will be taken and kept at least until the issue is resolved. These minutes will be available to the members of the relevant HIRRA Committee, to the HIRRA executive, and to the person towards whom the complaint was directed.

3. Following this meeting, the committee chair or delegate will analyze the merits of the conflict resolution request or complaint, and within a set period agreeable to the participants will meet with the employee to discuss a proposed plan of action. This proposal may include asking the HIRRA executive to assume responsibility for the resolution of the conflict.

4. If the employee is not satisfied with the informal resolution of the problem, he or she may proceed with the formal problem resolution process.

Formal Conflict Resolution/Complaint Process Regarding Staff Other Than the Supervisor

1. Employees who have a complaint or require management intervention in relation to a work-related conflict and wish to initiate the formal problem resolution process must prepare written documentation, with supporting details, of the conflict situation or complaint and submit it to their supervisor and to the committee chair or delegate. (Any complaint regarding a Supervisor will follow this formal conflict resolution process.)

2. If the complaint is about a fellow staff person, the committee chair or delegate and the supervisor will investigate the merits of the conflict resolution request or complaint. The supervisor will consult with other relevant individuals, if necessary.

3. Within a set period agreeable to the participants after receiving the conflict resolution request or complaint, the committee chair or delegate and the supervisor will complete the investigation and prepare a written response. The committee chair or delegate and the supervisor will forward a copy of the response along with a request that the employee sign and date the copy to confirm he or she has received the reply and agrees or disagrees with the committee chair’s and the supervisor’s plan of action.

4. If the employee agrees with the recommended plan of action, the supervisor will place a copy of the signed reply in the employee’s personnel file.

5. If the complaint is still not resolved, the committee chair or delegate and the supervisor will forward the complete file, including the conflict resolution request or complaint, documentation of relevant factual information, analysis of the information, the conclusion, and the recommended resolution, to the HIRRA Executive. The HIRRA Executive will delegate responsibility for the next steps to the executive member who has responsibility for the oversight of the conflict resolution procedure.

The HIRRA executive member, together with a committee of people familiar with conflict resolution procedures, will investigate any relevant issues in the file and any newly discovered evidence or information that may arise during the problem resolution process. They will forward a written response to the employee, either concurring with the previous resolution or proposing an alternative resolution.

6. The decision and recommendations made by this committee will be final.

Formal Conflict Resolution and Complaint Process Involving the Supervisor

Any complaint regarding a supervisor will follow a formal conflict resolution process.

1. Employees who have a complaint or require the intervention of the relevant HIRRA committee in relation to a work-related conflict with their supervisor must prepare written documentation, with supporting details, of the conflict situation or complaint and give it to the chair or delegate of the relevant HIRRA committee with a copy going to the HIRRA Executive as well.

2. The committee chair or delegate and a member of the HIRRA Executive (if desired) will analyze the merits of the conflict resolution request or complaint, and within a set period agreeable to the participants will meet with the employee to discuss a proposed plan of action, which may include asking a trained mediator to facilitate a conflict resolution process.

3. Within a set period agreeable to the participants after receiving the conflict resolution request or complaint, the committee will investigate any relevant issues in the file and any newly discovered evidence or information that may arise during the problem resolution process. They will forward a written response to the employee, either concurring with the previous plan or proposing an alternative resolution plan.

The relevant HIRRA committee will forward a copy of the response along with a request that the employee sign and date the copy to confirm he or she has received the reply and agrees or disagrees with the committee’s plan of action. A copy of this document will be given to the committee chair at the same time.

4. If the employee agrees with the recommended plan of action, the committee will place a copy of the signed reply in the employee’s personnel file and monitor any plan that has been created to address the concern.

5. If the conflict or complaint has still not been resolved to the employee’s satisfaction, the complete file, including the conflict resolution request or complaint, documentation of relevant factual information, analysis of the information, the conclusion, and the recommended resolution, will be forwarded to the HIRRA Executive for resolution. The executive, in turn, may delegate responsibility for this step to the member with oversight of the conflict resolution procedure and the committee mentioned above. The decision and recommendations made by the executive will be final.

6. The committee chair will put a copy of the signed reply in the employee’s personnel file.

Conflict Resolution and Complaint Process Involving Members of the Community and HIRRA Committees or Executive

Persons who experience conflict between themselves and a HIRRA committee or its executive are encouraged to resolve it through direct discussions with the committee or the executive. A more formal approach can be initiated if the informal discussions fail to achieve resolution and will follow the general outline of the procedures detailed above such as providing written documentation.

Some conflicts may be resolved by placing them on the agenda of a regularly scheduled public HIRRA meeting, putting a motion forward, and having it discussed and voted. Others may be resolved by standing for election at the Annual General Meeting.

Where the appointment of a mediator is in order, both parties can agree on an individual or each can select a mediator and the two mediators can select a third.