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2019 Minutes

 

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

HIRRA’s Guide to Meeting Etiquette

 Minutes of HIRRA Committee meetings are available for viewing by HIRRA members by contacting the Administrator at (250) 335-1842 or office@hirra.ca.

HIRRA General Meeting Minutes

of February 20, 2019, at the Hornby Island Community Hall

Present: Rob McCreary, President; Linda Manzer, Vice President; Anita Lewis, Secretary; Reina LeBaron, Administrator; 16 other HIRRA members; Regrets: Lynn Nunley, Treasurer;

Call to order: 7:35pm         

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

  1. Agenda: The posted agenda was approved by general agreement.
  2. Minutes: Minutes of December 12, 2018 HIRRA meeting were read aloud and accepted as presented by general agreement.
  3. Executive report: Presented by Rob McCreary. In summary: reviewed budget reports. Draft year-end financials reviewed. Proof of insurance required from HIRRA tenants. 2% COLA approved for HIRRA employees. Letter of support for CVRD’s grant application for Boat Ramp rebuild. Approved proposed revisions to Employment and Contracting Policy. Submitting grant application to BC Hydro for Emergency Preparedness Committee.
  4. Recycling Waste Management report: Presented by Depot Manager Stani Veselinovic. In summary: 2018 waste and recycling shipment amounts reported. Amounts increasing over-all, with recyclables increasing the most. Solar panel power generation reported. Staff completed Occupational First Aid course at Fire Hall. Eye wash station purchased. Other staff safety training in progress. Appreciation to staff for snow clearing and salting. Fortieth Anniversary Celebrations went very well. Free Store volunteers seeking ten more volunteers at the Free Store and request only actual usable stuff be donated.
  5. Community Hall report: Written report by Committee member Melisa Devost read aloud. In summary: P/A sound system has been purchased and is planned for installation in March.
  6. Seawright Road Trail petition: Presented by Cristl Hansen. In summary: Seawright residents request HIRRA to create a walking/cycling trail beside Seawright Road to Sandpiper Beach for the safety of pedestrians, cyclists, wildlife and vehicle drivers. Petition will be sent to Regional Parks and Trails Committee for consideration. Rob is willing to bring residents’ concerns to next meeting with Ministry of Transportation.
  7. Community Announcements:
    1. Ferry Advisory Committee: Karen Ross joining the FAC (representing HICEEC). Daniel Arbour joining the FAC (representing CVRD). FAC discussing options to address over-loaded summer ferries (e.g. extra morning sailing, double ferries) BC Ferries not taking action on overnight line-ups. Suggestion for all medical appointments to get priority loading.
    2. HICEEC staff and bus: Presented by Karen Ross. In summary: James Emerson has been hired as Administrative Support. Not applying for funding for electric bus this year as Boat Ramp was applying for same grant. $20,000 allocated by CVRD for summer bus. Trying to address issues from last year. Seeking volunteers for Bus Steering Committee. Bus across Denman part of long-term transit plan.
    3. Spark Society: Presented by Quana Parker. In summary: Crown Land lease transfer has been approved. Waiting for official documents from CVRD to transfer building ownership.
    4. Dates announced: Earthquake Simulation Training event. Sustainability Forum and Town Hall discussion. Heron Rocks Pruning Workshop and Seedy Saturday. Island Trust election.

Adjournment: Meeting adjourned at 8:30pm by general agreement.
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HIRRA General Meeting Minutes

Of March 13, 2019 at the Hornby Island Community Hall

Present: Rob McCreary, President; Lynn Nunley, Treasurer; Anita Lewis, Secretary; Reina LeBaron, Administrator; 24 other HIRRA members; Regrets: Linda Manzer, Vice President;

Call to order: 7:34pm         

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

  1. Agenda: The posted agenda was approved by general agreement with policy revisions moved to the end of the agenda.
  2. Minutes: Minutes of February 20, 2019 HIRRA meeting were read aloud and accepted as presented by general agreement.
  3. Executive report: Presented by Rob McCreary. In summary: ordered public well and slow signs; approved funding for Sustainability Forum publicity; submitted grant application to Co-op Community Spaces for Boat Ramp rebuild. Discussed: letter from School Trustee re: school rebuild need for larger gym based on student needs; Emergency Prep funding options; Parks invoicing; staff evaluations.
  4. Bus Sponsorship: HICEEC President, John Heinegg, requested continued HIRRA sponsorship of Community Bus for 2019.
    M/S/C John Heinegg/Doug Chinnery “That HIRRA spend $2,000 from the Community Contingency Fund to sponsor the Community Bus Project for 2019.”
    Points from discussion: Contingency Fund not intended for ongoing annual costs. Bus will be free (donations accepted) as insurance increases if charging rider fee. Bus Feasibility Study report is available on-line. Most businesses are continuing sponsorships for 2019.
  5. Emergency Preparedness:
    M/S/C David Wiseman/John Heinegg     “That the Emergency Preparedness Committee be increased to seven members.”
    Suggestion to make Emerg. Prep. a standing Committee and seek tax funding. Forty people attended the seven hour Earthquake Simulation event. Emerg. Prep. is testing handheld radios, setting up communications protocols with HIFR, meeting with school and clinic re: their role in an emergency, starting to develop neighbourhood teams.
  6. HIFR report: Presented by Fire Chief, Doug Chinnery. In summary: Budget on track; CVRD funding further landscaping; 20 students signed up for Cadet Camp including three in the “young officers” pilot program; second-hand 4X4 truck needs some upgrade work but still much cheaper than buying a new 64 truck; fire hall booked for Blues Fest class and federal voting place.
  7. Regional Parks/Trails report: Presented by Committee Chair, Betty Kennedy. In summary: plan to work with CVRD on Gull Rd. Trail project to upgrade link between Mclean and Fowler Roads; Seawright Rd. petition received and will be discussed with CVRD; permanent outhouse planned for Sandpiper in 2020 Capital Program; Devil’s Kitchen upgrade completed and enjoyed; gravel being spread on low spots of Roadside Trails; HIMBA applied for a permit for a Bike-Fest in June; CVRD applied for provincial grant for Boat Ramp replacement.
    Thanks from Privy Council for funding for permanent Sandpiper outhouse.
    re: School Trail. Parks planning to put gravel in low spots but not putting any entrance signs.
  8. HIES updates: Presented by Child Youth and Community School Programs Coordinator, Petra Chambers-Sinclair. In summary: HIES is key to retaining Community School status; funding has been declining; restructuring with part-time Finance Administrator and Child Youth and Community School Programs Coordinator rather than Executive Director; SD#71 upgraded Room to Grow electrical; available to rent again; programs up and running; Access Center and Greydawn Printing moving to Ringside Market; no more public washroom access; hoping to increase fundraising for larger gym rebuild and to start adult education programs.
  9. Area A Regional Director’s report: Presented by Regional Director, Daniel Arbour. In summary: appreciation for HIRRA’s local discussion and decision-making; met with Hornby and Denman housing groups re: possible tax-funding; septic workshop planned for Hornby; advocating for fibre-optic internet improvements for islands; plan to offer information on property tax notices. Daniel also sits on Regional Library Committee, Vancouver Island Train Committee, Federal Shellfish Advisory Panel.
    re: Train. Will take major funding and possibly increased freight shipping from Port Alberni.
    Q. re: Union Bay development. Approved for 3,000 homes over-all but starting with 80. Last available node of development around Courtenay/Comox.
  10. Community Announcements:
    1. Power outage: BC Hydro planned power outage date.
    2. HIRRA AGM: Date and call for volunteers for Committees and Exec. terms that have expired (Treasurer and President).
  11. Policy Revisions: Committee Terms of Reference proposed revisions displayed and reviewed.
    M/S/C Rob McCreary/Gary Burtinsky “That the Revised Committee Terms of Reference be approved as presented.”
    The remaining three policy revision documents were deferred to a future meeting.
  12. Adjournment: Meeting adjourned at 9:12pm by general agreement.

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Minutes of HIRRA Annual General Meeting

Wednesday, April 10, 2019

At the Community Hall

Present: Rob McCreary, President; Linda Manzer, Vice President; Lynn Nunley, Treasurer; Anita Lewis, Secretary; Reina LeBaron, Administrator; Joanne Ovitsland, Bookkeeper, 41 other HIRRA members

Call to order: 7:38pm         

Introductions: Rob welcomed everyone, introduced the executive and Administrator and acknowledged Pentlatch First Nations territory.  

  1. Agenda: The posted agenda was approved by general consent.
  2. Minutes: Minutes of March 13, 2019 meeting were read aloud and approved as presented by general consent.
  3. President’s Report: Presented by Rob McCreary. (Attached)
  4. Treasurer’s Report: Lynn Nunley and Joanne Ovitsland presented and reviewed the year-end Review Engagement from Presley and Partners Accountants, and a spreadsheet with summaries for each HIRRA Fund. (Attached) [See financial reports here: P&P year end report April 9-19 and 2019 AGM Fund Summaries]
    M/S/C Lynn Nunley/Doug Chinnery “That the 2018 Year-end Review Engagement prepared by Presley and Partners be accepted as presented.”
    M/S/C     Lynn Nunley/Jan Kennedy “That Presley and Partners Accountants be retained to produce a Year-end Review Engagement for 2019.”
    Suggestion to request that the Accountants send a representative to the AGM to present the Year-end Review Engagement.
  5. Tax-funded Committee Annual Reports:
     [See Committee reports here: Committee Reports to AGM April 10-19]

    1. Regional Parks and Trails: Presented by Committee Chair, Betty Kennedy. (Attached)
    2. Recycling and Waste Management: Presented by Recycling Manager, Stani Veselinovic. (Attached) Stani acknowledged the recent passing of former Depot employee Richard White.
    3. Recreation: Presented by Recreation Coordinator, Jade Wilson. (Attached)
    4. Fire Protection/First Responders: Presented by Fire Chief, Doug Chinnery. (Attached) [See HIFR report here: HIFR AGM Report April 2019]
    5. Community Hall: Presented by Committee Chair, Vicki Bale. (Attached)
    6. Comfort Stations: (Privy Council) Presented by Committee Chair, Nym Hughes. (Attached)
    7. Invasive Weed Control: Presented by Anna Zielinski and Eva Wetzel. (Attached) Photos were circulated of area with extreme Daphne coverage and area where Daphne has been systematically and regularly removed to return it to a native plant ecosystem. A simple handout for landowners regarding Daphne and other invasive weed issues was requested by a member. The Committee requested younger volunteers and/or help to organize volunteer work.
    8. Boat Ramp Committee: Presented by Committee Chair, John Struthers. (Attached)
  6. HIRRA non-tax funded Committee Annual Reports:
    1. Cemetery Stewards: Presented by Tina Wai. (Attached)
    2. New Cemetery Search: (By Ellen Leslie) Presented by Tina Wai. (Attached)
    3. Housing: Presented by Committee Chair, Daniel Siegel. (Attached) Disbanding as of 2019.
    4. Emergency Preparedness: Presented by Committee Chair, David Wiseman. (Attached)
    5. Fall Fair: Presented by Anita Lewis. (Attached)
  7. Community Announcements:
    1. Hornby Way: Daniel Siegel reported that the “Hornby Way” document has been revised and updated this year and will be posted to the HIRRA web-site as a PDF with embedded links.
    2. Sustainability Forum: Mary Mackenzie reported that the forum on April 6 focussing on water issues had a great turn-out of 87 participants. Input was requested on topics for future forums on Hornby sustainability.
  8. Elections:
    1. Executive: Vice-President (Linda Manzer) and Secretary (Anita Lewis) are half-way through their two-year terms. The President (Rob McCreary) and Treasurer (Lynn Nunley) terms are complete.
      Lynn Nunley is willing to stand for President. Rob called three times for further nominations for President. Sasha LeBaron nominated Daniel Arbour. Daniel declined. Lynn was declared elected by acclamation.
      Rudy Rogalsky is willing to stand for Treasurer. Rob called three times for further nominations for Treasurer. Daniel Arbour nominated Sasha LeBaron. Sasha declined. Rudy was declared elected by acclamation. Executive members serve two year staggered terms.
  9. Committees: For each of the following Committees, Rob called three times for further nominations. In cases where there were no further nominations, members were declared elected by acclamation. Committee members serve one year terms.
    1. Recycling: Jan Kennedy, Kathi Sauve, Ilze Raudzins, Barbara Baird, Alsoon Brine were willing to stand for re-election. Alpen Kelly nominated Judith Walmsley. Judith accepted. The ballot vote resulted in the following people being elected to the Committee: Jan Kennedy, Ilze Raudzins, Barbara Baird, Alsoon Brine, Judith Walmsley.
    2. Regional Parks and Trails: Betty Kennedy, Brian Kittleson, Sasha LeBaron, Rusty Harrison and Tom Rutherford were elected by acclamation.
    3. Community Hall: Melisa Devost, Judith Lawrence, Vicki Bale, Gabriel Jeroschewitz and Cathy Bonner were elected by acclamation.
    4. Recreation: Bill Hamilton, Eban Walmsley, Alexandra Lamont, Karen Young and Cindy Ackland were elected by acclamation.
    5. Fire Protection: Brian Amos, Tor Nawrot, Jim Garton, Don Peterson and Phoebe Long were elected by acclamation.
    6. Boat Ramp: John Struthers, Peter Walford, Colleen Work, Larry Wasserman, Mike Pedneault, Rich Ward and Sally Englund were elected by acclamation.
    7. Invasive Weed Control: Anna Zielinski, Ilze Raudzins, and Eva Wetzel were elected by acclamation.
    8. Comfort Stations: Nym Hughes, Chris Aikman and Tony Law were elected by acclamation.
    9. Cemetery Stewards: Gemma Colin, Iain Palmer, Larry Smith, Tina Wai, Margaret Pethick, Sylvia Elysiana and Gloria Herbert were elected by acclamation.
    10. Emergency Preparedness: David Wiseman, Russel Roy, Gary Burtinsky, Amy LeBaron, Helen Grond, and Albini Lapierre were elected by acclamation. It was noted that there is still one vacancy on the Committee. Volunteers can contact the Administrator to express interest in joining the Emergency Preparedness Committee.
    11. Fall Fair: Alsoon Brine, Gary Manzer, Anita Lewis, Alison Stevenson and Cori Roy were elected by acclamation.
  10. Appointments:
    1. HICEEC Board: Cath Gray and John Heinegg were confirmed by acclamation to be appointed to the HICEEC Board.
    2. Ferry Advisory: Rob McCreary was confirmed by acclamation to be appointed to the Ferry Advisory Committee. It was noted that there are other vacancies on the Hornby FAC and any volunteers may contact the Administrator to express interest in joining.
  11. Executive appreciation: Lynn appreciated retiring President, Rob McCreary, and presented him with a gift certificate to Seabreeze on behalf of the Executive.

Adjournment:  The meeting was adjourned at 10:07pm by general consent.

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Minutes of HIRRA General Meeting

Wednesday, May 15, 2019

At the Community Hall

Present: Lynn Nunley, President; Linda Manzer, Vice President;
Rudy Rogalsky, Treasurer; Anita Lewis, Secretary; Reina LeBaron, Administrator; 29 other HIRRA members and two new members;

Call to order: 7:34pm         

Introductions: Lynn welcomed everyone and introduced the Executive. Linda acknowledged Pentlatch First Nations territory and Rudy highlighted a point from the Etiquette of Meetings.

  1. Agenda: The posted agenda was approved by general agreement.
  2. Minutes: Minutes of April 10, 2019 HIRRA AGM were read aloud and accepted by general agreement with one correction.
  3. Executive report: Presented by Lynn Nunley. In summary: CVRD has applied for Provincial grant for Boat Ramp; CVRD sent funding approval letters for all services; Crown Lands approved modifications to HIRRA lease for siting of Arts Centre; 2 Executive attended the RCMP meeting.
  4. HIAC report: HIAC Executive Director, Andrew Mark reported on progress since October 2018: HIAC Crown Lease approved; HIRRA sub-lease approved; ICET funding approved; applied for Heritage Canada funding. Next steps: finalize design plans and permits; hire building contractor; ideally start building in Fall of 2019.
    M/S/C Andrew Mark/John McLachlan “That HIRRA support the Hornby Island Arts Council’s grant application for Community Works Funding.”
    Points from discussion: Hornby and Denman share the same fund with gas tax contributions topped up each year. Current funds: HIAC fundraising: $170,000; HICEEC grant: $25,000; In kind design work: $100,000; Island Coastal Economic Trust: $175,000. Seeking $175,000 from Community Works as matching funding.
    If funding was not approved HIAC would scale down plans (or build in stages) and/or apply for grants with later deadlines.
  5. School update: Update from Geoff Manning sent by Vice-principal Alissa Pratt was read aloud (attached). Administrator gave a brief verbal report on Andrea Kaback’s PAC update on the gym situation from the CAST meeting. School Trustee Sheila McDonnell’s e-mail re: a meeting about the school rebuild was read aloud.
  6. School Gym: Judith Walmsley started a petition for having a full-size gym as part of the school rebuild. (Petition was presented.) The gym has multiple community uses. There are various ideas for fundraising (including Community Works Funding) and for advocacy.
    M/S/C Joanne Ovitsland/Bonita Wexler     “That an ad hoc HIRRA Committee be established to further pursue advocating for a full-size school gym.”
    Donna Tuele, Bonita Wexler and Judith Walmsley volunteered to be on the Committee.
    Some points from the discussion: unlike many communities, Hornby does not have access to gym space outside of the school. Ministry needs to be informed of Hornby’s unique situation. Suggestion to lobby Health and Recreation Ministries to help fund a full-size gym.
  7. Policy revisions deferred from March HIRRA meeting: Revisions shown on screen and read aloud by the Administrator. Most of the proposed changes were updates to reflect existing protocol and wording.
    1. Employment and Contracting Policy: It was noted that ongoing contracts should be advertised as well as employee positions.
      M/S/C Daniel Siegel/Fred Hunt “That the revised Employment and Contracting Policy be adopted as presented.”
    2. Financial Policy:
      M/S/C Daniel Siegel/Andrew Mark “That the revised Financial Policy be adopted as presented.”
    3. Conflict Resolution Policy: There was general agreement that under point #6 the word “assure” be changed to “foster.”
      M/S/C Daniel Siegel/Rachelle Chinnery “That the revised Conflict Resolution Policy be adopted as amended.”
  8. Community Announcements:
    1. Insurance rates: It was noted that insurance rates continue to be positively impacted by the Superior Tanker Shuttle Accreditation.
    2. Humanure processing: Ed Hoeppner reported that the CVRD has approved funding for a feasibility study for a proposed composting toilet residuals processing/finishing facility to determine the number of likely users and the viability of the project.
    3. Regional Director report: Director Daniel Arbour reported that the CVRD is hosting a Septic Maintenance workshop. They met with Islands Trust about septic regulations in rural areas and confirmed that the islands should be included. Daniel will be speaking on climate change at the CHI AGM. A member noted that “Climate Crisis” would be a more correct term.
    4. Sustainability Focus Group: Mary Mackenzie and Joanne Ovitsland announced that the Focus Group will make a presentation at the next Is. Trust meeting regarding regulations of Short Term Vacation Rentals.
    5. Fall Fair: Anita Lewis reported a Committee member has resigned. New volunteer needed.
    6. Spark: Quana Parker reported that the Transfer Agreement has been drafted and May 31 is the closing date for Spark to take over the old Fire Hall.
    7. Plant Sale and HIAC Group Art Show dates announced.
  9. Adjournment: Meeting adjourned at 9:08pm.

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Minutes of HIRRA General Meeting

Wednesday, June 12, 2019

At the Hornby Island Community Hall

Present: Lynn Nunley, President; Linda Manzer, Vice President; Rudy Rogalsky, Treasurer; Reina LeBaron, Administrator; 17 other HIRRA members and one guest

Regrets: Anita Lewis, Secretary

Call to order: 7:33pm         

Introductions: Lynn welcomed everyone, introduced the Executive and acknowledged Pentlatch First Nations territory. Linda highlighted a point from the Etiquette of Meetings.

  1. Agenda: The posted agenda was approved by general agreement.
  2. Minutes: Minutes of May 15, 2019 HIRRA meeting were read aloud and accepted by general agreement with one correction.
  3. Executive report: Presented by Lynn Nunley. In summary: signed sub-lease with HIAC for siting of Arts Centre; Emergency Preparedness received a $500 HICEEC grant; Administrator attended Grant-writing workshop; Co-op Community Spaces grant was not received; VIHA has mandated a chemical analysis of the Sollans Rd. public well; HIES Teen Trailer has been demolished and removed.
    There was a question about the HIAC sub-lease. It is similar to their previous Tenancy Agreement and similar to the HDCHCS sub-lease.
  4. Recycling report: Presented by Depot Manager, Stani Veselinovic. In summary: CVRD is finishing the new backhoe shed and has done maintenance on the Depot buildings; planning a brochure on dealing with estate materials; Commercial Day has changed from Wed. to Mon. this year; Diabetes Society no longer accepting rags; staff training is on-going; Free Store volunteers needed; appreciation for volunteers, staff and Committee members.
  5. Hall Committee Announcement: Committee Chair, Vicki Bale read the draft informal notes of a meeting between the Hall Committee and HITS (attached). In summary: HITS is proposing summer theatre in the HITS storage building. The building would need some minor renovations (to be paid for by the Hall). HITS is researching fire regulations regarding exits and safety of the stage/deck. It was noted that the storage buildings were built with volunteer labour.
  6. Community Announcements:
    • Gym update: Judith Walmsley and Donna Tuele met with concerned people and school rep’s. Letter templates have been circulated. The School Renewal survey is on-line and at the Post Office. Community invited to the meeting with the School Board on June 20.
    • Islands Trust update: Trustee Grant Scott reported that the LTC has authorized the Bylaw Enforcement Officer to ticket people who are in violation of the Bylaws with final approval at the July 5 LTC meeting. The system will be phased in with community consultation. The Union of BC Municipalities supported resolutions on a Herring Moratorium and addressing the Climate Crisis. There was a suggestion to have an “Introduction to the Islands Trust” meeting open to the Community and to make LTC meetings more accessible.
    • Hornby Way: Daniel Siegel announced that the updated “Hornby Way” document has been posted to the hirra.ca website and requested that it be shared widely.
    • Septic Workshop report: Daniel Siegel reported that he CVRD septic presentation was clear and useful information with further information on-line at the CVRD web-site. About 70 people attended including local septic experts who contributed to the discussion.
  7. Adjournment: Meeting adjourned at 8:36pm.

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Minutes of HIRRA General Meeting

Wednesday, July 10, 2019

At the Hornby Island Community Hall

Present: Lynn Nunley, President; Rudy Rogalsky, Treasurer; Anita Lewis, Secretary; Reina LeBaron, Administrator; 32 other HIRRA members and 4 new members

Regrets: Linda Manzer, Vice President;

Call to order: 7:32pm         

Introductions: Lynn welcomed everyone and introduced the Executive. Anita acknowledged Pentlatch First Nations territory and Rudy highlighted a point from the Etiquette of Meetings.

  1. Agenda: The posted agenda was approved by general agreement.
  2. Minutes: Minutes of June 12, 2019 HIRRA meeting were read aloud and accepted as presented by general agreement.
  3. Executive report: Presented by Lynn Nunley. In summary: planning a HIRRA-wide wage review by an outside consultant; changing business credit card companies; Cemetery license renewed; two slow signs posted on the HIRRA sign kiosk.
  4. Regional Parks/Trails report: Presented by Committee Chair, Betty Kennedy (attached). In summary: trails are very busy already; meeting between CVRD, Parks and School District decided to share cost of making the Roadside Trail beside the portable school accessible again; small boats burnt in the Grassy Point fire were removed; contact RCMP non-emergency number to report concerns re: camping, etc.; privies installed; work on Gull Rd. Trail is waiting for final government approvals.
  5. Privy Committee: Presented by Committee Chair, Nym Hughes (attached). In summary: portable privies installed at Sandpiper, Grassy Point and two at Farmers’ Market; all permanent privies pumped out despite clogging from garbage in the tanks; signs posted re: no garbage; CVRD approved creating a Future Expenditures Reserve Fund in next budget year; community discussion re: future of outhouses and pump-outs planned for Fall.
    By general agreement, HIRRA will send a letter of thanks to the Privy Cleaner.
  6. Hornby Island Fire Rescue report: Presented by Fire Chief, Doug Chinnery. In summary: busy year so far; budget on track; Comox Fire Chief taught a class on Hornby about forest fire interface structural protection; new fire-hall sign will be up soon; 64 rescue truck now in service; two new recruits joining in Sept; appreciation for Eben, Liz, Darren and other landscaping volunteers.
  7. Emergency Preparedness Committee report: Presented by Committee Chair, David Wiseman. In summary: received $1,000 grant from BC Hydro; planning to buy hand-held radios for emergency communications in neighbourhoods; appreciation for Gary Burtinsky’s work; need more neighbourhood organizers; researching evacuation plans including supporting upgrades to the boat ramp; Comox Valley Emerg. Prep. will be helping finalize Hornby’s emergency plan.
  8. Ferry Advisory Committee report: Report sent by FAC member, Karen Ross and read aloud by Reina (attached). In summary: terminal development plans posted on-line; most options for addressing over-loads considered “too expensive” by BC Ferries; discussed Islands Trust signage and possibility of public WiFi at terminals; BC Ferries might consider priority loading for people with medical appointments if supported by communities.
  9. Islands Trust report: No Trustee in attendance to report.
  10. Donny Farris Community Farm and Garden update: Presented by Hornby Island Farmland Trust Society Board member, Gary Manzer. In summary: the Farmland Trust holds a 99 year lease on ten acres (formerly owned by Donny Farris), of which 1.3 acres is fenced and under cultivation as a community garden with 29 members. They have a pond; 23,000 gallons of water in five cisterns that gravity feed to the garden via 2” water pipe; the old Co-op Hydro shed as a garden shed; a loo with a view; fencing installed by volunteers and a gate built by Dean S. Donations of surplus produce are given to the Food Bank. There was appreciation for funders, sponsors, Farmland Trust Board and gardeners.
  11. Community Announcements:
    1. Hornby Way update: Daniel Siegel announced that the updated “Hornby Way” document (posted to the hirra.ca website) is also available from him as a hard-copy document.
    2. Hall lights: Hall Committee Chair, Vicki Bale, noted that the new lights have been installed and are working very well.
  12. Adjournment: Meeting adjourned at 8:40pm.

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Minutes of HIRRA General Meeting

Wednesday, September 11, 2019

At the Hornby Island Community Hall

Present: Lynn Nunley, President; Linda Manzer, Vice President; Rudy Rogalsky, Treasurer; Anita Lewis, Secretary; Reina LeBaron, Administrator; 36 other HIRRA members, 8 new members and 2 guests

Call to order: 7:35pm         

Introductions: Lynn welcomed everyone and introduced the Executive. Reina acknowledged Pentlatch First Nations territory.

  1. Agenda: The posted agenda was approved by general agreement.
  2. Minutes: Minutes of July 10, 2019 HIRRA meeting were read aloud and accepted as presented by general agreement.
  3. Executive report: Presented by Lynn Nunley. In summary: Recycling staff unionized with CUPE. Executive consulting with lawyer and negotiator. Background info presented. Executive still committed to a HIRRA-wide wage review for other employees after the Collective Agreement has been approved by Executive and membership. Recycling budget may need to be revised after Collective Agreement.
  4. Core Services Budget: Presented by Rudy Rogalsky, Treasurer. Contingency Fund increased to allow for potential increases in administration wages and/or hours resulting from unionization.
    M/S/C Rudy Rogalsky/Janet LeBlancq “That the 2020 Core Services budget be approved as presented.” 
  5. Recycling Committee report: Presented by Stani Veselinovic, Manager. In summary: Busy summer; two 40ft bins of waste shipped weekly; fifty streams of recycling (30 more than in 2007); visitors impressed with waste-diversion all at one stop; new backhoe shed completed; pocket ashtray initiative started; thanks to summer and year-round volunteers, staff, Committee and HIRRA.
  6. Hall Committee report: Presented by Vicki Bale, Committee Chair. In summary: summer Hall uses listed; considering further light upgrades in 2020; signed summer tenancy agreement with HITS for summer theatre performances; dead alders will be removed soon; reviewing rental rates to reflect new equipment; pre-booking meeting soon.
    Suggestion for Committee to address safety issue of sandwich board signs on Hall corner. Suggestion to install a handrail for the stair between the entry and the main hall.
  7. Recreation Committee report: Presented by Sara Schouten, Recreation Coordinator. (Attached) In summary: busy summer; Recreation summer programs listed; upcoming fall programs announced; challenging to run programs without the school gym; appreciation for community support and availability of alternate locations.
    Suggestion to ask local tennis players to mentor youth tennis players.
  8. Fall Fair Committee report: Presented by Alsoon Brine, Committee Chair. In summary: about 1,200 visitors; Medieval SCA group; educational booths; vendors; non-profits; parade; donkey-rides; quilt raffle won by an off-islander; zucchini races had a bigger race track by Spark; lots of competition entries; $385 given in prizes; $1,372 received from auctioning harvest baskets. Thanks to sponsors, volunteers, Denman judges, BC Ferries, Rosemuir Farm offered for future Fairs.
  9. Islands Trust update: Presented by Grant Scott, Trustee. In summary: plan to give fourth reading to Bylaw Enforcement Notification bylaw in spring after deciding implementation and prioritization; plan to reappoint the Advisory Planning Commission and set up a citizens’ committee to review the OCP and LUB; upcoming meeting announced.
    Beulah Creek culvert being replaced in two sections with a fish-friendly culvert, wider road and guard rails. Also replacing lower Beulah Creek culvert. Next year plan to do further stream restoration. School will be involved with educational element and salmon reintroduction.
  10. School update: Presented by Alissa Prattt, Vice-Principal. In summary: 36 students in school; new Superintendent and Assistant Superintendent; Ministry has accepted the school rebuild project report; Ministry staff preparing a presentation to the Treasury Board for funding.
  11. Clinic expansion proposal: Presented by Chris Weix, member of Clinic Building Committee. Drawings posted for information. Proposing a 1,400 sq ft expansion to the emergency room and storage room and including a second storey with a suite for use by locum doctors. HIRRA as lease-holder will need to approve the design and get Crown Land approval. 
  12. Summer Reflections Discussion:
    Successes:     Hornby Way hard-copies well received; “Hornby Story” sustainability suggestions distributed; no parking signs in front of Festival office appreciated.
    Concerns:     Cyclists without helmets; speeding in playground zone; ferry line-ups; impacts of increased tourism; expense of alternate water and sewage systems.
    Suggestions: Request RCMP enforcement of helmet laws; ask MoTI to install speed bumps in the road to reduce speeding in playground zone; use Hall sign kiosk for event signs instead of sandwich boards; ask BC Ferries to always shuttle in summer; lobby BC Ferries superiors; continue community discussions around sustainability and tourism; establish grants for rain-water collection and alternate sewage systems.
  13. Community Announcements:
    1. Emergency Preparedness: Talking to Co-op about bulk ordering emergency supplies. Meeting with Comox Valley Emergency Program rep to start updating Hornby’s evacuation plan. Hands on emergency practice scenario planned for Oct. 19.
    2. HICEEC Internet consultation: HICEEC is partnering with Denman and surveying community groups about current and future internet needs in order to document support for installing fibre-optic cable on Hornby. Noted that Telus has an obligation to follow CRTC rules and provide service.
    3. Dates: Upcoming dates were announced for CHI events, Community Fund workshop, Fuel Good day, HIAC First Nations feast.
  14. Adjournment: Meeting adjourned at 9:19pm.
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Minutes of HIRRA General Meeting

Wednesday, October 9, 2019

At the Hornby Island Community Hall

Present: Lynn Nunley, President; Linda Manzer, Vice President; Rudy Rogalsky, Treasurer; Anita Lewis, Secretary; Reina LeBaron, Administrator; 35 other HIRRA members and 1 new member

Call to order: 7:35pm         

Introductions: Lynn welcomed everyone and introduced the Executive. Linda acknowledged First Nations territory.

  1. Agenda: The posted agenda was approved by general agreement.
  2. Minutes: Minutes of September 11, 2019 HIRRA meeting were read aloud and accepted as presented by general agreement.
  3. Executive report: Presented by Lynn Nunley. In summary: Budget reports reviewed; budget format standardized for ease of use; public well sign posted; Committee Process document drafted; started consultation with Crown Lands re: Clinic expansion; Emergency Preparedness application submitted for Community Fund grant; approved youth group use of the Copse in off-season; CVRD setting up a reserve fund for Privies; HIRRA governance visioning workshop proposed for 2020.
    Union update: Presented by Rudy Rogalsky (attached): Professional negotiator has been hired; negotiation meetings will happen on Hornby starting late November.
  4. Hornby Island Fire Rescue report: Presented by Doug Chinnery, Fire Chief. In summary: Lots of call-outs (mostly medical); budget is on track; sent fire-fighters and truck as mutual aid to Denman fire; 80kw generator received from Denman; 40kw generator will be available for HIRRA emergency use; new diesel fuel tank installed; after a nine-hour helicopter call-out, HIFR planning to discuss with BC Ambulance about alternate transport options for seriously ill patients; applied for a $25,000 CEPF grant for structural protection equipment for forest fires; planning to purchase carbon monoxide detectors for public distribution.
  5. Emergency Preparedness Committee report: Presented by Gary Burtinsky, Committee member. In summary: met with George Doerksen of CVEP to start working on Hornby’s Evacuation Plan; coordinating with paramedics and HIFR to offer First Aid training; encouraged volunteers to get involved with neighbourhood planning; purchased portable radios with BC Hydro grant; next goal is to purchase search and rescue equipment for neighbourhood zones, and eventually place shipping containers for storing supplies in each zone.
    M/S/C Gary Burtinsky/Rob Lewis “That the Emergency Preparedness Ad Hoc Committee become a Standing Committee of HIRRA.”
  6. Clinic Expansion update: Presented by Butch Leslie, HDCHCS Board member. In summary: Board is still considering all the elements of the plan and funding; will bring completed plans and a motion for approval to a future meeting.
  7. Hornby Island Arts Council (HIAC) update: Presented by Andrew Mark, HIAC Administrator. In summary: upcoming activities announced; artwork planned for HIAA retired water tank; programming activities and events expanding; financials reviewed.
    Arts Centre: fundraising reviewed; $910,000 raised so far; seeking to raise $175,000 more; received approval from HIRRA and Crown Land for siting on HIRRA Crown Lands; received approval for lease on HIAC Crown Land; finalizing plans for Islands Trust applications; need to hire a Project Manager and Contractor; planning for decentralized partnerships in 2020 during building phase; appreciation for professional design team, Board and staff. There were questions about some design details and activities in the new Arts Centre. 
  8. Hornby Island Community Economic Enhancement Corporation (HICEEC) updates: Presented by Karen Ross, Economic Enhancement Officer. In summary: Digital Roadmap: surveys available regarding internet challenges and future needs; background info on HICEEC.org. MRDT (Municipal and Regional District Tax Program a.k.a. Pillow Tax): tax on short term vacation rentals to mitigate tourism impacts; funds returned to the community; six “primary stakeholders” are in favour of proceeding; will need CVRD approval; eleven person steering committee will develop strategic plan for use of funds with community consultation.
    Bus: Ridership up 60% in 2019; Preschool letter of thanks read aloud; working with Denman islander to link with a cross-Denman bus; still hoping for an electric bus eventually.
    Staff: James Emerson stepping down. Seeking to hire a new Administrative Assistant.
  9. Community Announcements:
    1. Gym updates: Presented by Judith Walmsley. Gym group is still working on ideas and solutions for a community gym space. May be two to three years.
    2. Spark Society: Presented by Quana Parker. Lots of new members and programs in the Spark community workshop.
    3. Dates: Upcoming dates were announced for November HIRRA budget approval meeting; Emergency Preparedness workshop; Federal elections; Water Stewardship report meeting.
  10. Adjournment: Meeting adjourned at 9:20pm.

Minutes of HIRRA General Meeting

Wednesday, November 13, 2019

At the Hornby Island Community Hall

Present: Lynn Nunley, President; Linda Manzer, Vice President; Rudy Rogalsky, Treasurer; Anita Lewis, Secretary; Reina LeBaron, Administrator; Joanne Ovitsland, Bookkeeper and 26 other HIRRA members

Call to order: 7:35pm  

Introductions: Lynn welcomed everyone and acknowledged First Nations territory. The Executive and staff introduced themselves.

  1. Agenda: The posted agenda was approved by general agreement.
  2. Minutes: Minutes of October 9, 2019 HIRRA meeting were read aloud and accepted by general agreement with one correction.
  3. Executive report: Presented by Lynn Nunley. In summary: Budgets reviewed and posted to web-site; Union negotiation meetings scheduled on Hornby starting November 26; proposal to include “Climate Change Strategies” as a regular agenda item; HIRRA governance visioning process will start in 2020, unlikely to bring changes to the April 2020 AGM.
  4. 2020 Budget Approvals:
    1. Fire Protection: Presented by Albini Lapierre, Deputy Fire Chief.
      M/S/C Albini Lapierre/Cathy Mukai “That the Fire Protection 2020 budget and five-year plan be approved as presented.”
    2. Community Hall: Presented by Vicki Bale, Committee Chair.
      M/S/C Vicki Bale/Daniel Siegel       “That the Community Hall 2020 budget and five-year plan be approved as presented.”
    3. Regional Parks and Trails: Presented by Betty Kennedy, Committee Chair.
      Suggestion to post caution signs at each driveway crossing on the Roadside Trails.
      M/S/C Betty Kennedy/Albini Lapierre “That the Regional Parks and Trails 2020 budget and five-year plan be approved as presented.”
    4. Recreation: Presented by Jade Wilson, Recreation Coordinator (and baby Iris). Joanne noted that there was a more recent revision of the budget.
      M/S/C Jade Wilson/Rob McCreary “That the Recreation 2020 budget and five-year plan be approved as presented.”
    5. Recycling and Waste Management: Presented by Stani Veselinovic, Depot Manager.
      Noted that the budget may need to be revised after the Union Negotiations are completed.
      Suggestion to consider paving the road up to the Depot.
      M/S/C Stani Veselinovic/Gary Burtinsky “That the Recycling Waste Management 2020 budget and five-year plan be approved as presented.”
    6. Comfort Stations (Privy Council): Presented by Tony Law, Acting Committee Chair.
      Question about having a permanent outhouse at Grassy Point or a longer season with the portable outhouse. Not currently planned by the Parks Committee.
      Question about garbage accumulating at the outhouses. Recycling manages the Beach Clean-up contract and is planning to increase the pick-up schedule for the shoulder season months for Shields and Little Trib.
      M/S/C Tony Law/Vicki Bale “That the Comfort Stations 2020 budget and five-year plan be approved as presented.”
    7. Invasive Weed Control: Eva Wetzel, Committee member, presented a report by Anna Zielinski: 144 hours of work resulted in approximately 21,500 daphne cut or pulled. Budget presented by Reina LeBaron, Administrator.
      M/S/C Eva Wetzel/Bill Hamilton “That the Invasive Weed Control 2020 budget and five-year plan be approved as presented.”
    8. Property Management: Presented by Reina LeBaron, Administrator.
      M/S/C Reina LeBaron/Butch Leslie “That the Property Management 2020 budget and five-year plan be approved as presented.”
  5. Recycling Committee opening: Jan Kennedy announced that a Committee member has resigned and there is an opening for a new volunteer. 
  6. Community Announcements:
    1. Local Trust Committee: Grant Scott, Trustee, reported that the LTC has set up a seven-person Advisory Planning Commission tasked with looking at Short Term Vacation Rentals and other Land Use policies.
    2. Dates: Dates were announced for HITS Treasure Island Play, CHI Herring Festival.
  7. Climate Change Strategies: CHI is working on planting lots of Douglas Fir trees to sequester carbon; Sustainability Group planning “Climate Crisis Forum” in spring; support for Climate Change Strategies as a regular agenda item; idea to have a fund to off-set costs of climate mitigation infrastructure; recommendation to read “Deep Adaptation” white paper; need to make significant changes; consider how life may improve with Climate Change mitigation changes.
  8. Adjournment: Meeting adjourned at 9:00pm.
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Minutes of HIRRA General Meeting

Wednesday, December 11, 2019

At the Hornby Island Community Hall

Present: Lynn Nunley, President; Linda Manzer, Vice President; Rudy Rogalsky, Treasurer; Anita Lewis, Secretary; Reina LeBaron, Administrator; 18 other HIRRA members, and Guests: Gary Moser, Negotiator, and Noba Anderson, Strathcona Regional Director for Cortes Island.

Call to order: 7:33pm         

Introductions: Lynn welcomed everyone and acknowledged First Nations territory. The Executive and staff introduced themselves.

  1. Agenda: The posted agenda was approved by general agreement.
  2. Minutes: Minutes of November 13, 2019 HIRRA meeting were read aloud and accepted by general agreement.
  3. Executive report: Presented by Lynn Nunley. In summary: Union negotiation meetings are underway and may require a regular HIRRA general meeting in January; Executive following up on HIRRA governance visioning planning; WiFi is available to Hall renters.
  4. 2020 Recreation Budget Approval: Presented by Bill Hamilton, Recreation Committee Chair.
    M/S/C Bill Hamilton/Rob McCreary “That the revised Recreation 2020 budget and five-year plan be approved as presented.”
  5. Islands Trust updates: Presented by Alex Allen, Trustee. In summary: Trust Council met last week. Hornby Trustees will ask to include Hornby/Denman waters in the National Marine Conservation Area. Next Local Trust Committee meeting: Jan 24. June Trust Council on Hornby. APC appointments announced. B.E.N. implementation waiting for more community consultation and the APC report on Short Term Vacation Rentals.
  6. CVRD Regional Director update: Presented by Daniel Arbour, Director. In summary: CVRD supported setting up a Municipal Regional District Tax on accommodations and consultation on high-speed internet. Grant in Aid and Community works funding is now available for non-profits to apply for. CVRD received a federal grant to map sea-level rise and estimate climate change impacts. The Shellfish Advisory Committee (gov’t and industry) is requesting better enforcement from DFO regarding plastic waste.
  7. Cortes Director: Presented by Noba Anderson, Strathcona Regional District Director for Cortes Island. Noba presented on Cortes demographics and infrastructure, highlighting similarities to Hornby. She is exploring local governance options for Cortes (e.g. a Community Council) and wants to create an “inter-island council” to share information and build resilience between similar communities.
  8. Ferry Advisory Committee report: Presented by Rob McCreary. BC Ferries plans to replace the plastic-coated cable with bare wire. A Denman islander has plans for a shuttle bus service across Denman. Hornby members requested: WiFi at ferry terminals; access to BC ferries web-cam for a live-stream; solutions to long summer ferry waits (e.g. continuous shuttling, larger vessel sooner, extending summer schedule to match Denman). Shuttling begins if nine or more cars are left behind. BC Ferries is researching a reservation system pilot project for smaller runs.
    It was noted that three large building projects on Hornby are planned for 2020 and contractors should consider barging options.
  9. Climate Change Strategies: Recommendation to read “Deep Adaptation” white paper https://www.lifeworth.com/deepadaptation.pdf; CHI is working on a “10,000 trees” planting project; biggest emissions on Hornby are from transportation and wood-stoves. Five changes suggested: stop flying, eat mostly plants, buy second hand, divest of fossil fuel investments, vote.
  10. Community Announcements:
    1. School: Ministry of Education has approved funding for rebuilding school.
    2. Conflict Resolution course: CVRD sponsored a second conflict resolution course attended by 17 people and may sponsor another in 2020.
    3. Air compressor: Gas bar has a new air-compressor. Old one went to Spark.
    4. Dates: Dates were announced for HITS Play, Wassail, Spark AGM.
  11. Adjournment: Meeting adjourned at 9:02pm.

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