2017 Minutes

Minutes of HIRRA General Meeting

Wednesday, May 17, 2017 at 7:30pm

At the Hornby Island Community Hall

Present: Rob McCreary, President; Andrew Mark, Vice President; Rachelle Chinnery, Secretary; Lynn Nunley, Treasurer; 18 other HIRRA members.

Regrets: Reina LeBaron, Administrator (on holiday)
Call to order: 7:37pm         
Introductions: Rob welcomed everyone and introduced the Executive and noted the lack of quorum.
1)    Agenda: The posted agenda was approved by general consent.

2)    Minutes: Minutes of April 12, 2017 AGM were read aloud and accepted by general consent with the following correction: change “Cath Grey” to “Cath Gray”

3)    Executive Report: Presented by Rob McCreary. *A motion regarding limiting reading of minutes was presented but not passed due to lack of quorum.

4)    HICEEC report: Presented by Daniel Arbour. In summary:

• HIRRA/HICEEC are collaborating on an electric charging station to be located at the site of the old dental bus. Ian Emberton confirmed the site would be inexpensive and doable. The project (a Level II charging station) is about $1,000 to build. HICEEC will pay for this. A question arose regarding how customers could contribute toward the infrastructure costs. Daniel responded that the Credit Union, who are footing the electrical bill for the site, is willing to fund the charging station as each charge per car is roughly $2. However, arrangements may be made for customers to contribute voluntarily. Rob McCreary noted that HIRRA insurers had been contacted and assured that a Level II is low risk and as such presents no liability issues.
• HICEEC’s grant cycle is complete for this spring: Preschool, HIAC, Natural History, Blues Society and the Radio Station received funds.

5) HIAC report: Presented by Ted Gooden. In summary:

• Details of the new HIAC Arts Centre with plans for assembly were on view in the Round Room. Ted thanked HICEEC and Daniel Arbour for his work in grant writing and research into matching grants. Acknowledgement was made of the many patient contributions from Tom Knott, John Grunewald, John Cooper, Louise Walters specifically as major contributors. HIAC anticipates the start of the project by the end of 2017.
• HIAC is hiring a new person to help with shoulder season development with Destination BC grants to help with this project. Wendy Burton asked about joint parking with the Community Hall and HIAC and what the physical plans for that would be. Ted noted parking for HIAC arts centre would be built. Oakley Rankin asked about multi-use studio space and whether plans were intended to include the Hacker Space or Spark Society. Ted said future plans were open for discussion.

6) New Horizons Archives Update: Presented by Oakley Rankin. In summary:

• Oakley reported this 30-year-old project came to fruition with donations and grants from New Horizons. The building was built, Hannah Wiseman, a professional archivist was hired, and community members were trained to catalogue accumulated collections. Hannah’s services were paid for with gaming grants. Most of the material collected to date has been archived. Trained volunteers will be able to staff the archives to allow public access to archived materials. This summer a public schedule will be established where new materials can be accepted in stages so the volunteers aren’t overwhelmed. It was noted that an archive is not a library. Archives require specific descriptive terms to cover the wide variety of materials inherent to archive collections. Decisions will be made about how to receive new materials. Mention was made of the many volunteers who brought the project to fruition. Committee members were listed. Oakley is encouraging groups to set up their own archives rather than storing all minutes and group documents at the official Archives building, which might overwhelm storage.

7) Hornby Denman Community Health Care Society report: presented by Lori Nawrot. In summary:

• Board member Joy Jeffries is updating the HDCHCS website.
• Karen Ethridge, homecare supervisor has retired and is currently being replaced by a number of homecare co-ordinators.
• Clients are increasing. Child, Youth, Families Counsellors are busy. Group meeting have been well attended.
• The Better At Home program has a new co-ordinator in place with programs focusing on most frail seniors: those over 85 living alone.
• Lost gaming funding is presenting challenges for community education projects.
• The Clinic received a 5-year lease agreement from VIHA.
• A working group will analyse models of care in other communities to determine how to best attract a new physician.
• Island Health Wellness Grant was secured. A series on anti-inflammatory cooking will be presented on both Denman and Hornby Islands.
• HDHCS is looking to train more care aides but needs funding streams to do so. Home support staff are at capacity and aging out of the field. 50 staff working on both islands were granted 2% COLA increase as well as a benefit plan for all staff.
• Lori noted that one obstacle to attracting new physicians to Hornby is being on-call. Hornby is a remote community rather than rural, which is Denman’s designation and the reason why Denman has ambulance services rather than First Responders.
• It was noted that demographics are changing, which will affect health care in significant ways. Complex care clients are increasing.
• Kathy Mukai gave credit to Lori for holding reigns of this organization. Lori thanked the staff for overall success.

8) ISLA Report: Presented by Daniel Arbour. In summary:

• Daniel noted work is continuing. ISLA is looking at potentially receiving $100K from CVRD. ISLA is asking for support for the project from HIRRA. Islands Trust will speak for project funding from CVRD. No questions or comments from assembly.

9) Community Announcements:

1. Islands Trust: Tony Law mentioned having community-to- community contact with K’omox to explore relationship building and awareness. On June 4^th a member of the K’omox First Nation will come to Hornby to speak with assembly on this matter. Islands Trust decided not to support the Tower proposal for Telus despite concerns cited by HIFR, the Hornby School, and the Co-op. Two thirds of the public respondents commented negatively on the project over one third who were in favour.
2. Housing Committee: Daniel Siegel spoke on behalf of the housing committee: hiceec.org has a Housing button and page dedicated to changing housing narratives on Hornby. This is meant to connect renters with housing providers.
3. Spark Hackerspace: Leanna Killoran reported that Hornby Spark Society is starting a membership drive. $20 per person includes one free workshop: a repair café and wearable leds (jewellery) are in the works.
4. Other announcements: Two other announcements of meetings were made.

Adjournment: Meeting adjourned at 9:07pm by general agreement.

Minutes of HIRRA General Meeting

Wednesday, June 14, 2017 at 7:30pm

At the Hornby Island Community Hall

Present: Rob McCreary, President; Andrew Mark, Vice President; Rachelle Chinnery, Secretary; Reina LeBaron, Administrator; 21 other HIRRA members. Regrets: Lynn Nunley, Treasurer

Call to order: 7:32pm         

Introductions: Rob welcomed everyone, introduced the Executive.

• Agenda: The posted agenda was approved by general agreement.
• Minutes: Minutes of May 17 HIRRA meeting were read aloud and accepted as presented by general agreement.
• Executive Report: Presented by Rob McCreary. In summary:
  1. Financial matters were discussed, including budget reporting and approving a 2% COLA raise for employees.
  2. A letter was received questioning the legality of the Farmers Market on HIRRA’s Crown Land Lease. Research in the files and communications with the Ministry indicated that the Farmers Market is a permitted use.
  3. The Executive sent a letter in support of the Fire Department’s application to the Community Fund to buy gravel to improve the access for the emergency airfield.
  4. HIRRA is required to make some changes to the Constitution to comply with changes to the BC Societies Act. The Executive reviewed the bylaws and discussed possible changes. All proposed changes to the Constitution and bylaws will be publicly posted well in advance of the meeting when the vote will be held.
  5. The Parks Committee attended part of the meeting to discuss the Parks Maintenance Contract and related issues.
  6. The Executive approved HICEEC’s proposal to install an Electric Vehicle Charging Station on HIRRA land next to the Savoie Center pump-house (where the Dental bus used to park).
  7. Two guests attended from HICEEC and the Heron Rocks Water Stewardship Project to discuss the Hornby Water Plan and the idea of forming a HIRRA Water Committee. The pros and cons would need more research and discussion before deciding on the best home for a Water Committee.
• Hornby Fire Rescue report: Presented by Fire Chief, Doug Chinnery. In summary:
  1. One member is on long term maternity leave. Five people are keen on joining this fall. Two rookies completed the biggest module and rookie training has shut down for summer.
  2. Nighttime operations on the emergency airstrip have been reinstated. Co-op donated landing lights. An application was submitted to the Community Fund for gravel work.
  3. Firehall update: Commissioning of all mechanical and electrical systems will happen soon. An Open House Grand Opening will hopefully happen in July.
  4. The Department is working on getting access to communication link to BCAS supervising doctor, to hopefully give locums and regular doctors a night or two off. Could also provide quicker access to treatment suggestions.
  5. Fire Rings are now in place on Big Tribune.
• Minutes: Thanks to a few late arrivals, quorum was achieved.
  M/S/ Rob/Kathy Mukai “That future readings of HIRRA’s past meeting minutes be limited to the reading of any actions, motions and decisions from the last meeting, with the proviso that the Draft minutes be posted on the HIRRA web-site and any interested members can read them and give feedback regarding corrections.”  
• Recycling report: Prepared by the Depot Manager and read by Jan Kennedy, Committee Chair. In summary:
  1. Tipping fees have been increased for the summer season to offset increased staffing costs. In summer the Depot ships twice as many bins of waste and recycling.
  2. Removing the Bin Guide position has led to an increase of recyclables dumped in the garbage bins.
  3. The Product Care Building is functioning well with more Household Hazardous Waste now being accepted. They are working with the CVRD on improving dry-wall diversion. There are now over fifty diversion (recycling) streams functioning at the Depot.
  4. The Free Store is experiencing high volumes of donations. The Diabetes Foundation will come quarterly to pick up surplus goods. A shipping container will be installed soon to store surplus goods until they are picked-up.

8) Ford Cove Harbour Authority update: Presented by Glen Hadden and Jean. About $1.2 million has been spent on the wharf to increase the space on the docks and floating breakwater. The project is about 90% complete. In the Fall, the final electrical installation for the wharfs and a new approach will be completed.
In response to questions:

1. The funding comes mostly from the Department of Fisheries and Oceans with some additional funding from Island Coastal Economic Trust and matching funds from Ford Cove Harbour Authority.
2. 1,400 linear feet of dock space has been added to the existing dock to better accommodate local boaters and visitors.
3. At present Ford Cove is not appropriate for float planes.
4. Two abandoned boats need to be removed but are not currently an environmental risk.

9) Community Announcements:

1. Bike Racks: There was appreciation for the new bike rack at Little Tribune. It is already used to capacity. A bike rack was also installed at Shields Road and a third one is ready for installation at Whaling Station Bay. The Privy Council is working with Highways to expand the parking by filling in a ditch in the middle of the existing beach access road allowance. There was a suggestion to build permanent privies at Grassy Point and Sandpiper Beach parks.
2. Naloxone Training: HDCHS is offering Naloxone training and the Clinic is offering free Naloxone kits. The kits are very easy to use and could save someone’s life if they have overdosed on opioids.
3. Housing: It was noted that a number of Hornby residents, including at least ten children, are camping because they could not find summer rental housing.
4. July HIRRA meeting: Reminder to attend and bring a friend to ensure quorum.

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

Minutes of HIRRA General Meeting

Wednesday, July 12, 2017 at 7:30pm

At the Hornby Island Community Hall

Present: Rob McCreary, President; Andrew Mark, Vice President; Rachelle Chinnery, Secretary; Lynn Nunley, Treasurer; Reina LeBaron, Administrator; 20 other HIRRA members.
Call to order: 7:35pm         
Introductions: Rob welcomed everyone, introduced the Executive.

• Agenda: The posted agenda was approved by general agreement.
• Minutes: Minutes of the June 14 HIRRA meeting were read aloud and accepted as presented by general agreement.
• Executive Report: Presented by Rob McCreary. In summary:
  1. Financial matters were discussed, particularly regarding Recreation funding and Capital projects.
  2. Farmers Market complaint issues were discussed with Farmers Market representatives.
  3. The Executive agreed to draft wording, for Assembly approval, for an acknowledgement of First Nations territory at HIRRA meetings.
  4. Proposed changes to HIRRA bylaws were discussed.
  5. A letter was sent to the Community Fund in support of Water Stewardship’s application for funding for preparing an Ecologically Based Conservation Plan for Hornby.
  6. Thanks to the Administrator’s efforts, a $6,000 CVRD Grant In Aid was approved for replacing the hand-pump on the Sollans Road public well.
• Parks and Trails report: Presented by Betty Kennedy, Committee Chair. In summary:
  1. Heli-sites and roadside trails have been brushed out.
  2. Coltsfoot bridge will be repaired this summer.
  3. The French Connection Trail Capital Project is complete.
  4. The access to Sandpiper beach will be cleaned up and rebuilt soon.
  5. There will be a public consultation in August regarding the proposed Gull Road Trail Capital Project.
  6. The Parks Master Plan should be finalized in August.

There was a question about parking at Little Tribune. This is not part of Parks jurisdiction.

• Community Bus Pilot Project: Daniel Arbour presented information on the Community Bus Pilot Project, a partnership between HICEEC and Outdoor Education Center. Based on a solid business plan by Gordon Campbell, HICEEC loaned Outdoor Ed $8,000 to buy a second-hand 25-person bus with wheelchair lift. The plan is: 1. To run a summer trial to assess community interest and support, 2. To bid on the School District contract as a “white bus” that could carry commuters as well as students, 3. To approach the CVRD about accessing some of the tax funding already collected from Hornby for public transit.
  Several Hornby businesses have agreed to “buy stops” for the Pilot Project. For $2,000 HIRRA could “buy” a stop at Sollans Road.
  M/S/C Daniel Arbour/Tony Law “That HIRRA contribute $2,000 from the Community Contingency budget toward the Hornby Community Bus Pilot Project.” CARRIED unanimously.
  There was discussion. Some key points: During the Pilot Project, riding will be by donation to assess interest and gather concrete data. The bus will use professional drivers. The operating costs are estimated to be $350-$400 per eight-hour day, running 8 times each way between Ford Cove and the Ferry in the morning and afternoon/evening with scheduled stops. The HICEEC loan is a “forgivable loan” to be paid back if the pilot project is unsuccessful, or forgiven (as a grant) if the project continues.
  Further questions still to be worked out: offering charters, connecting across Denman, picking up passengers at unscheduled stops, adjusting the route and schedule.
• Recreation report: Prepared by the Recreation Coordinator and read by Bill Hamilton, Committee Chair. In summary:
  1. The May long-weekend Family Ball Game was a big success.
  2. Kids’ Tennis also went well.
  3. Full Moon walks will continue through summer.
  4. Summer Recreation Programs are underway, sponsored by 34 businesses.
  5. The Sailing Program was cancelled due to unavailability of instructors.
• New Firehall update: Presented by Doug Chinnery, Fire Chief. The Fire Hall truck bay walls were built on-site during wet weather so a lot of moisture was trapped inside and is now causing condensation problems. All the upper storey walls were pre-built off-site and do not have moisture problems. An expert consultant suggested two options: taking down and totally rebuilding the walls, or remediation including partial rebuilding and installing a blue-tooth moisture meter (all costs to be covered by the contractor). Additionally, the water purification system is not yet functional. Information will be coming out from the CVRD soon.
  The Fire Committee Chair expressed frustration with the slow process, but was satisfied with the consultant’s report and contractor’s plan of action.
  M/S/C Jim Garton/Janet LeBlancq “That HIRRA write to the CVRD expressing great concern about the significant delays in finishing the new Firehall.” CARRIED unanimously.
  In response to questions:
  A letter from HIRRA will help the CVRD put pressure on contractors to complete the project. The contractor will cover the cost of remediation and will probably extend the warranty period on the building.
• Invasive Weed Control update: Sent by Ilze Raudzins, Committee Chair and read by Reina LeBaron. In summary: there may be subsidies available to help control knotweed and giant hogweed. Further information was made available.
• Community Announcements:
  1. Fall Fair date: The Fall Fair is scheduled for Sunday, September 10 with a theme of “Pollinators.”
  2. Natural History: The Natural History Centre is now open with some major changes. With a Canada 150 grant, they replaced old shelves with new durable locally-made cabinets. With a Community Fund grant, they created a small bird diorama. Donations and membership income cover the cost of hiring the summer student staff person. Summer talks were announced.
  3. First Nations territory acknowledgement:
     M/S/C Andrew Mark/Janet LeBlancq “That HIRRA agree to adopt a First Nations territory acknowledgement as part of regular HIRRA meetings.”
     The following draft acknowledgement was read aloud: “We acknowledge that Hornby Island and its surrounding waters are considered part of the core territory of the K’omoks First Nation and part of the general traditional territory of other First Nations.”
     M/S/C Daniel Arbour/Tony Law “That the wording of the First Nations territory acknowledgement be adopted as presented.”
     It was noted that the specific wording can be revised if need be, in response to feedback from the K’omoks.
     ACTION: Tony Law will ask the K’omoks representatives about specific wording when the Trustees meet with the K’omoks this week.
     It was noted that the K’omoks are exploring sites for installing poles on Hornby and Denman.
  4. Ferry Advisory Committee: Rob McCreary reported that the FAC met with BC Ferries and are trying to improve the off-season schedule to close the afternoon gap.
  5. Community events: Three other Community events were announced.

Adjournment: Meeting adjourned at 9:30pm by general agreement.

Minutes of HIRRA General Meeting

Wednesday, September 13, 2017 at 7:30pm

At the Hornby Island Community Hall

Present: Rob McCreary, President; Lynn Nunley, Treasurer; Reina LeBaron, Administrator; 25 other HIRRA members. Regrets: Andrew Mark, Vice President; Rachelle Chinnery, Secretary; New members: 2 new HIRRA members were registered.
Call to order: 7:35pm         
Introductions: Rob welcomed everyone, introduced the Executive and acknowledged Pentlach First Nations territory.

1. Agenda: The posted agenda was approved by general agreement.
2. Minutes: Minutes of the July 12 HIRRA meeting were read aloud and accepted as presented by general agreement.
3. Executive Report: Presented by Rob McCreary. In summary:

Financial matters: The Bookkeeper is working to improve the consistency between the five year budgets, monthly budget reports and General Ledger accounting lines. All tax-funded Committees need to send their final draft budgets to the Executive before October 26.The Executive approved the draft Core Services budget.

HIRRA wells will be registered with the province before the end of the year.

A Conflict Resolution workshop is in the planning stages.

Correspondence about Little Tribune Bay Road was discussed.

4. Core Services Budget: The draft 2018 Core Services Budget was distributed.
   M/S/C Reina/Donna DuPlessis “That the 2018 Core Services Budget be approved a presented.”
   The Executive will consider a request to post draft budgets on the HIRRA web-site so the membership can review them before meetings.
5. Recreation Grants: Recreation Coordinator, Jade Wilson presented the Recreation Committee’s request for CVRD grant funding.
   M/S/C Jade/Daniel Siegal “That HIRRA request $3,000 for Hornby Island Educational Society for after school recreation programs; $2,000 for Hornby Island Athletic Association for recreational facility improvements; $500 for Hornby Island Tennis Association for youth tennis lessons; and the remainder of the $26,000 CVRD Recreation Grant for the Recreation Committee for on-going recreation programs.”
6. Hall Committee Report: Committee Chair, Wendy Burton, presented the report. In summary:

The Booking Agent/Hall Maintenance Coordinator position will change from a contractor to employee position and be posted this fall.

Ted Tanner is working on the sound baffling for the stage to be installed by the end of September.

An ad hoc sub-committee will meet to revise and finalize the criteria for a Hall P/A sound system with fixed speakers and a sub-woofer.

Consultation has begun to improve the Hall lighting with multi-use LED track lights and stage working lights.

The pre-booking meeting was announced.

As Committee Chair, Wendy finds that a seven member committee, rather than five, is more difficult to work with regarding scheduling meetings and achieving quorum.

7. Recycling Committee Report: Recycling Depot Manager, Stani Veselinovic presented the report. In summary:

Summer staff worked well. Plan to have a card-reader to accept other forms of payment.

Out of 46 bins of waste shipped off island, only 20 went to the landfill. The total volume of waste was up, but the recycling percentage was also much greater.

A lot of positive feedback received on the Depot. Over fifty separate recycling streams available at the Depot. Two more shipping containers are expected soon to store excess recyclable material.

The solar panels generate sufficient power to cover all Hydro use in summer.

The Committee may extend the Beach Clean-up program into the off-season.
More recyclables are going into the trash since the Bin Guide position was changed to Site Attendant.

Next year is the 40^th anniversary of the Depot. Thanks to the staff, Committee and volunteers for their time and dedication to the Depot.

8. ISLA report: Board members Katherine Ronan and Michael McNamara presented the report. In summary:

When the Weiss’ donated land to ISLA eight years ago there was a covenant restricting the percentage of rental units. ISLA tried to establish a mixed ownership/ rental model for many years. The main challenge was the cost of initial service infrastructure. In November 2016 ISLA applied to MOTI to do a bare-land strata and found that subdivision would require a Certificate of Public Convenience and Necessity to set up a private water utility corporation. Instead the covenant has been revised to allow for an initial development of rental units. ISLA is planning to partner with BC Housing to receive funding for the infrastructure and construction. The first step will be proving community need for affordable rental housing. A survey will be coming out soon.

9. Town Hall discussion of Summer Issues:
   1. Bus Project: Karen Ross reported that the pilot project went well with over 2,000 riders in a 31 day period, especially families. Still working on data analysis. The Hall stop was very popular on Market days. The next step is writing to the School Trustee to support a “white bus” designated contract and to the CVRD Director to support receiving tax funding. The bus is available to charter over the winter for about $50/hr while running. The Community Fund granted $3,000 toward the project.
      There was a suggestion to circulate a digital form letter or a petition in addition to personalized letters.
   2. Little Tribune Bay Road: HIRRA received e-mails from Peter Wardle and Stan Combs regarding safety and congestion issues. The traffic and parking congestion have increased as the beach popularity has increased, sometimes limiting emergency access. Garbage and illegal camping were also issues. Bus stops at the beaches could reduce congestion. CVRD and HIRRA declined to take on Little Tribune or Shields Road beach accesses as parks. Ministry of Highways has been asked to put up no parking signs along the road but refused. RCMP would not ticket cars because of the lack of no parking signs.
   3. Other road issues: Carling Road (Whaling Station) also needs work from MOTI. Suggestion to have a coordinated meeting with MOTI. A lot of families on bikes along the roads. Suggestion to lower the speed limit, especially on side roads.
   4. Short Term Vacation Rentals (STVRs): Suggestion to collect data on numbers of visitors from ferries, campgrounds, STVRs, resorts. The Local Trust Committee is currently doing a major review of Hornby’s policy of permitting STVRs. Many other islands have banned STVRs.
   5. Community Impacts: Increased tourism has significant negative impacts on emergency services, water, waste disposal and the natural environment. Suggestion to limit the number of visitors by permit or reservation similar to National Parks. Residents could have a special designation on their ferry cards. HICEEC should be included in tourism impacts discussion as they are promoting tourism. Tourists should be held to the same standards as community members. The community’s needs should have priority.
   6. Appreciations: Several business had their busiest days ever. (Perhaps more visitors because of forest fires in the interior?) Visitors were generally well-behaved and brought significant income to the island. There was appreciation for the Fire Department, Fire Patrol and RCMP for their work over the summer.
10. Community Announcements:
    1. New Cemetery land search: Ad hoc Committee member, Ellen Leslie presented the report. In summary: They researched relevant regulations and consulted with the Denman Memorial Society. There are many challenges. Suggestion to seek a two-acre or larger private land donation, via confidential letters to land-owners.
       M/S/C Ellen/Eva Wetzel “That HIRRA work with the ad hoc Cemetery Search Committee to contact by letter a small number of owners of larger pieces of land, requesting that they consider donating a small portion of their land for a community cemetery.”
    2. Fall Fair: It was a great event. Thanks to the community and volunteers.
    3. Community events: Two community events were announced.

Adjournment: Meeting adjourned at 9:30pm by general agreement.

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