2024 Minutes

HIRRA’s Guide to Meeting Etiquette

Minutes of HIRRA Committee meetings are available for viewing by HIRRA members by contacting the Administrator at (250) 335-131 or office@hirra.ca.

 

Minutes of HIRRA General Meeting

Wednesday, February 14, 2024 Hybrid by Zoom and at Room to Grow

Present: by Zoom: Ashley Stotts, President; Patrick Lui, First Vice President; Jeff Rabena, Second Vice President; Joanne Ovitsland, Financial Administrator, Angeleah Hoeppner, Financial Administration Assistant, 29 other HIRRA members, 1 guest (35 online)

In person: Reina LeBaron, Executive Administrator; 4 other HIRRA members and 1 guest
(41 total participants)

Regrets: Allie Quelch, Secretary;

Call to order: 7:35pm   

Introductions: First Nations territory was acknowledged and appreciated, Executive and staff introduced.

1. Agenda: Agenda was approved by general agreement.
2. Minutes: 13, 2023 HIRRA meeting minutes were approved by general agreement with one typo correction.
3. Community appreciation: Jeff Rabena appreciated plumber Rick Morritt, Hornby resident since 1967, for his many years of cheerful community service and support.
4. Executive report: Ashley Stotts, President: Trail accident claim settled out of court. Fibre optics being installed. Vacancy for Treasurer as Angeleah stepped down to become Financial Administration Assistant. Water Stewardship now a HIRRA Committee. New signs and trail upgrades in Mt. Geoffrey Regional Park.
5. Community Announcements:
   1. Dates for: HIRRA Anniversary event at Hall. Karaoke night. HIAC Trail plan walk
   2. Connected Coast: subsea cable notification for boaters
   3. BC Parks sub-committee updates: BC Parks Advisory sub-committee requesting BC Parks reconsider plans for major development in Big Tribune in light of Outdoor Education Centre changes.
6. Community Hall Committee updates: Margaret Birch, Committee member: Heritage Register project statements of significance completed for three public buildings. Register on Local Trust Committee 2024 work plan. Living roof replacement not yet complete. Call for Committee volunteers.
7. Recycling Waste Management report: Stani Veselinovic, Depot Manager. Garbage price increase to match CVRD. New covered area being built for e-waste. Highlights of 2023: covered breezeway, tobacco butts recycling, cooking oil recycling. Comparative statistics of waste shipped. Suggestion to publicize cooking oil recycling more. We-store construction waiting for CVRD budget approval and purchase of posts. Free Store shorter hours are working really well for volunteers. Need more volunteers to be open more hours.
8. Composting Toilet Residuals Pilot Project: Jan Kennedy, Recycling Committee Chair. Recycling Depot delivered finished composting toilet residuals to Comox Valley Sewerage facility. Letter of understanding is the next step in a pilot project to assess demand on Hornby. Once the letter of understanding is signed, the next step would be to solicit a contractor to deliver the residuals. Residuals must be fully composted before shipping. How costs will be covered has yet to be decided, but no tax funding at this time. Recycling Committee is willing to oversee the pilot project. Residuals cannot be processed on Hornby at this time because there is no facility to do so.
   M/S/C Jan Kennedy/Ed Hoeppner “That HIRRA proceed with the Composting Toilet Residuals pilot project under the Recycling Waste Management Committee and sign the letter of understanding between with Comox Valley Regional District as presented.”
9. Appreciation: Ashley appreciated HIRRA staff, volunteers, Committee members and all the HIRRA members who attend meetings. Reminder that there are vacancies for positions on Executive and Committees.

Adjourned:  8:47pm         

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Minutes of HIRRA General Meeting

Wednesday, March 13, 2024 Hybrid by Zoom and at Room to Grow

Present: by Zoom: Ashley Stotts, President; Patrick Lui, First Vice President; Joanne Ovitsland, Financial Administrator, Angeleah Hoeppner, Financial Administration Assistant, 36 other HIRRA members, and 1 guest (37 online)

In person: Jeff Rabena, Second Vice President; Reina LeBaron, Executive Administrator; and 1 guest (40 total participants)

Regrets: Allie Quelch, Secretary;

Call to order: 7:35pm   

Introductions: First Nations territory was acknowledged and appreciated, Executive and staff introduced.

1. Agenda: Agenda was approved by general agreement.
2. Minutes: 14, 2024 HIRRA meeting minutes were approved by general agreement.
3. Community appreciation: Ashley appreciated Craig Heath, for picking up roadside trash.
4. Executive report: Ashley Stotts, President: Hall applying for grants. Trail accident claim settled out of court. Call for volunteers.
5. Community Announcements:
   1. Dates for: AGM, Fire Cadet Camp, HICEEC Business mixer, Heron Rocks Seedy Saturday, pruning workshop, Is. Trust meeting.
   2. Natural History: open two days a week.
6. Comox Valley Regional District Director updates: CVRD Director did not attend.
7. Hornby Is. Arts Council updates: Judith Fletcher, Board member. Seeking a new Exec. Director. Five contract staff. Regular programming in collaboration with other groups. Arts Island video series. CVRD funding approved for core costs. Co-op Community Spaces grant for accessible trails and native plant walk between HIAC, Hall and Ballpark. Arts Centre is smaller than planned because of inflationary costs, but is now nearing completion. Short video.

    

8. Hornby Is. Community Economic Enhancement Corporation (HICEEC) updates: Marilyn Kopansky, HIRRA appointee to the HICEEC Board. HICEEC wrote to School Districts to keep Tribune Bay Outdoor Education Centre. Renewed 5-year contract with CVRD. Supporting a CVRD feasibility study on Short Term Vacation Rentals. Wellesley Consulting is working on feasibility study for Affordable Workforce Housing. Wellesley Consulting finishing Economic Action Plan. Supporting Farmland Trust on their “food hub” building currently under construction. Seeking summer bus drivers, office cleaner, HICEEC summer ambassador.
   Request to update public information regarding financial plans for larger amount of tax funding received, whether the budget is significantly larger than it was previously, and how much of that funding is returned to the community, request for information on specific figures for MRDT tax funding. Karen will follow up. Check hiceec.org website for MRDT information.
   Question about short-term vacation rental licensing through CVRD. Province is limiting STVR’s and excluding them from “grandfathering in.” Hornby is excluded from that legislation. Is. Trust is planning to change bylaws to only allow “grandfathered” STVRs. CVRD is licensing ability. CVRD are undertaking a feasibility study (at Is. Trust request) with public consultation to see how existing STVRs could be licensed. HICEEC is supporting the study.

    

9. Community Vision Statement: Jeff, Reina and Karen: Planning to bring 2040 Community Vision to the HIRRA May 8 meeting for ratification. Notable changes to 2020 Vision: inclusion of indigenous reconciliation and climate change mitigation in over-arching goals. Contact HIRRA or HICEEC with any feedback before ratification.

    

10. Hornby/Denman Ferry Advisory Committee: Karen Ross, Chair. BC Ferries stopped engagement with local communities since their difficulties with Sunshine Coast consultation last Fall. FAC still working to improve service on the Hornby and Denman routes. Likely to have similar service as last summer. MLA Osborne continuing to advocate for islands. Island FACs are frustrated by BC Ferries process and lack of engagement (e.g. Gravelly Bay terminal improvements, BS Connector availability for emergencies in off-hours). Contact Karen with any concerns.Hornby Is. Provincial Parks sub-committee updates: Jan Kennedy, Hornby Is. Provincial Parks Committee ad-hoc sub-committee. Presentation. Conceptual plan from BC Parks shared at Dec. HIRRA meeting. BC Parks Advisory Committee has terms of reference for communications with BC Parks. Sub-committee of about 8 residents with strong concerns about the plan communicating with BC Parks and requesting further community consultation. BC Parks already working on significant trail work in the Park. Concerns about damage to wet-lands, intact forest area, natural Katimavik trail. Changes at Outdoor Ed Centre may provide a better location for walk-in campsites. Plans for current campground are to reduce density by moving walk-in campsites to another area. BC Parks proposed a new one-way road from Big Tribune access as a way to reduce congestion on Sheilds Rd. Concern about damage to the wetlands that are extremely important for water retention on Hornby. Sub-committee hoping to work collaboratively with BC Parks for the best outcomes.

Adjourned: 9:31pm

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Minutes of HIRRA Annual General Meeting

Wednesday, April 10, 2024 Hybrid by Zoom and at Room to Grow

Present: by Zoom: Ashley Stotts, President; Joanne Ovitsland, Financial Administrator, Angeleah Hoeppner, Financial Administration Assistant, 37 other HIRRA members, John Moors, Accountant, and one guest. (41 total online)

In person: Patrick Lui, First Vice President; Jeff Rabena, Second Vice President; Reina LeBaron, Executive Administrator; and 5 other HIRRA members (49 total participants)

Regrets: Allie Quelch, Secretary;

Call to order: 7:36pm   

Introductions: First Nations territory was acknowledged and appreciated, Executive and staff introduced.

1. Agenda: Agenda was approved by general agreement.
   
   
2. Minutes: 13, 2024 HIRRA meeting minutes were approved by general agreement.
   
   
3. Executive report: Presented by Ashley Stotts, President. Attached. HIRRA Exec. Report AGM Apr 12-23
   
   
4. Community appreciations: Ashley appreciated all the volunteers who serve on Committees every year. Members appreciated retiring Executive members.
   
   
5. Community Announcements:
   1. Dates for: Emergency Preparedness drop-in event. City-West information event. BC Parks Tribune Bay information session. Islands Trust meeting.
   2. We Store: Seeking more volunteers to run the We Store building supply re-use area.
      
      
6. Year-end Financial report: Presented by Joanne Ovitsland, Financial Administrator. Power Point presentation summarized the Robbins and Co. Year-end Review Engagement and the “fund balance report” prepared by the Financial Administrator. Attached. 2023 Year End Financial Statements – HIRRA Power point presentation: HIRRA 2023 year end financials presentation
   Question about fluctuating fund balances (especially Recycling) and suggestion to set up better systems for forecasting budgets. HIRRA Admin staff are hoping to meet with CVRD Financial staff to improve the processes for carrying forward surplus/deficits.
   M/S/C Ashley Stotts/Angeleah Hoeppner “That the Robbins and Co. Accountants’ 2023 year-end review engagement report be accepted as presented.”
   M/S/C Ashley Stotts/Angeleah Hoeppner “That Robbins and Co. appointed as HIRRA’s Accountant for the 2024 fiscal year.”
   
   
7. Tax-funded Committee reports: Written reports were circulated with the AGM email notice and posted to the hirra.ca website [most reports are combined here: HIRRA AGM Reports Apr 2024].
   1. Comfort Stations: Presented by Reina on behalf of Tony Law, Committee Chair.
   2. Community Hall: Presented by Margaret Birch, Committee member. Hall AGM Report Apr 2024
   3. Emergency Preparedness: Presented by Bernie Kowey, Committee Chair.
   4. Fire Protection (HIFR): Presented by Doug Chinnery, Fire Chief. HIFR AGM Report to HIRRA Apr 2024
   5. Invasive Plant Control: Presented by Liz Earle, Committee Chair.
   6. Recreation: Presented by Jade Wilson, Recreation Coordinator.
   7. Recycling Waste Management report: Presented by Phil Bailey, Acting Manager. Attached. Request to move the smelly cigarette butt recycling bin.

2. Other Committee Reports: Written reports were circulated with the AGM email notice and posted to the hirra.ca website. Highlights were shared verbally.
   1. Boat Ramp: Presented by Reina on behalf of Mike Pedneaut, Committee member
   2. Cemetery Stewards: Presented by Reina on behalf of Tina Wai, Committee member.
   3. Fall Fair: Presented by Sheila McDonnell, Committee Chair. Attached.
   4. Regional Parks and Trails Advisory: Presented by Leslee Richards, Committee Chair. Attached.
   5. Water Stewardship: Presented by Darren Bond, Committee Chair. Attached. Appreciation for Water Stewardhsip FaceBook posts. Water Stewardship AGM Report Apr 2024
      
      
3. Elections and acclamations: In general positions are for two-year terms.
   1. Executive elected by acclamation: Ashley is stepping down part-way through his term. Jeff Rabena is willing to stand for President to complete the term. Chair called for further nominations. Receiving none, Jeff was declared elected by acclamation.
      Ted Goodden is willing to stand for First Vice-President for a two-year term. Chair called for further nominations. Receiving none, Ted was declared elected by acclamation.
      There is no nominee to complete the Second Vice-President term. Chair called for nominations. Receiving none, the position was declared vacant.
      Angeleah stepped down part-way through her term. Patrick Lui is willing to stand for Treasurer to complete the term. Chair called for further nominations. Receiving none, Patrick was declared elected by acclamation.
      Heather Dawn (Caton) is willing to stand for Secretary for a two-year term. Chair called for further nominations. Receiving none, Heather was declared elected by acclamation.
   2. Recycling Waste Management: Chair called for further nominations. Receiving none, the following candidates were declared elected by acclamation: Kathi Sauve, Alsoon Brine. The Committee still has one vacancy.
   3. Community Hall: Chair called for further nominations. Receiving none, the following candidate was declared elected by acclamation: Vicki Bale. The Committee still has two vacancies.
   4. Fire Protection: Chair called for further nominations. Receiving none, the following candidates were declared elected by acclamation: Jim Garton, Brian Amos, Jason McRae-King.
   5. Recreation: Chair called for further nominations. Receiving none, the following candidates were declared elected by acclamation: Christina Lenic, Jack Thomas, Byron Corner.
   6. Emergency Preparedness: Chair called for further nominations. Receiving none, the following candidates were declared elected by acclamation: Amy LeBaron, Albini LaPierre. The Committee still has two vacancies.
   7. Invasive Plant Control: Chair called for further nominations. Receiving none, the following candidates were declared elected by acclamation: Liz Earle, Anna Zielinski.
   8. Comfort Stations: Chair called for nominations. Receiving none, the Committee still has two vacancies.
   9. Cemetery Stewards: Chair called for further nominations. Receiving none, the following candidates were declared elected by acclamation: Gloria Herbert, Larry Smith, Tina Wai, Kathleen O’Brien.
   10. Regional Parks/Trails Advisory: Chair called for further nominations. Receiving none, the following candidates were declared elected by acclamation: Tom Rutherford, Braea Walmsley, Nadeane Trowse.
   11. Water Stewardship: Chair called for further nominations. Receiving none, the following candidates were declared elected by acclamation: Melanda Schmid-Ochieng, John Cox.
   12. Fall Fair: Chair called for further nominations. Receiving none, the following candidates were declared elected by acclamation: Sheila McDonnell, Landys Klyne. The Committee still has one vacancy.
   13. Boat Ramp: Chair called for further nominations. Receiving none, the following candidates was declared elected by acclamation: Mike Pedneault, John Ross, Peter Walford.
4. Appointments to the Hornby Island Economic Enhancement Corporation (HICEEC):
   The following candidates were elected to the HICEEC Board (one year term) by acclamation: Sheila McDonnell, Marilyn Kopansky.
   
   

Adjourned: 9:40pm

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Minutes of HIRRA General Meeting

Wednesday, May 8, 2024 Hybrid by Zoom and at Room to Grow

Present: In person: Jeff Rabena, President; Heather Caton, Secretary, Reina LeBaron, Executive Administrator; and 4 other members

By Zoom: Ted Goodden, First Vice President; Patrick Lui, Treasurer; Joanne Ovitsland, Financial Administrator, 28 other HIRRA members (38 total participants)

Call to order: 7:34pm   

Introductions: First Nations territory was acknowledged and appreciated, Executive and staff introduced.

1. Community appreciation: Jeff read Hilary Wood-McDonnell’s appreciation of Margaret Birch for her work on the Hall Committee.
   
   
2. Agenda: Agenda was approved by general agreement.
   
   
3. Minutes: April 12, 2024 HIRRA annual general meeting minutes were approved by general agreement.
   
   
4. Executive report: Still one vacancy on the Executive.
   
   
5. Community Announcements:
   1. Privies: Suggestion to have a year-round outhouse at Grassy Point.
   2. Dates for: Heron Rocks Plant Sale, Co-op presentation of plans for new building, memorials for Rosie Nixon and Remi Savoie
      
      
6. Community Hall washroom addition plans: Margaret Birch, Co-Chair of Community Hall Committee presented history, preferred design, and funding plans for accessible washroom addition.
   M/S/C Margaret Birch/Judith Walmsley “That the Community Hall design idea A for a handicap accessible washroom addition be approved as presented and that the Hall Committee proceed with seeking funding to complete the proposed accessibility upgrades to the Community Hall.”
   
   
7. Community Vision Statement: John Heinegg, HICEEC President: The draft Hornby Community Vision 2040 was circulated to HIRRA members in March and again prior to this meeting. Suggestion to have a mechanism for reviewing progress toward visions. The Community Vision is an aspirational document that all Hornby groups can use to assess proposed projects.
   M/S/C John Heinegg/Reina LeBaron “That the Hornby Community Vision 2040 be adopted as presented.”
   
   
8. Hornby Village Centre Planning group: Michael McNamara, Village Centre Planning group. Small working group interested in community planning for the four corners/Co-op corner area. With significant development plans in process by Co-op and BC Parks this is a key time for community input into proactive planning for a Village Centre as a social and economic centre with amenities such as washrooms, seating, pedestrian paths, adequate parking, bus stop.
   Most significant issues are with the road spaces. Planning group is exploring BC Active Transportation grant opportunity for how to improve pedestrian and bike, and bus transportation at the corner. Planning group has connected with stakeholder businesses and groups in the area.
   Request for public presentation of potential plans for changes to the area. Suggestion to create opportunities for community input into planning for the general area.

Adjourned: 8:50pm

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Minutes of HIRRA General Meeting

Wednesday, June 12, 2024 Hybrid by Zoom and at Room to Grow

Present: In person: Jeff Rabena, President; Heather Caton, Secretary, Reina LeBaron, Executive Administrator; and 6 other members, 1 new member and 1 guest (11 total in person)

By Zoom: Patrick Lui, Treasurer; Joanne Ovitsland, Financial Administrator, 26 other HIRRA members, 1 guest (29 total online) (40 total participants)
Regrets: Ted Goodden, First Vice President;

Call to order: 7:34pm   

     

Introductions: First Nations territory was acknowledged and appreciated, Executive and staff introduced.

1. Agenda: Agenda was approved by general agreement.
2. Minutes: May 15, 2024 HIRRA meeting minutes were approved by general agreement.
3. Community appreciation: Jeff appreciated Remi Savoie for his contributions to the community, especially providing temporary housing and helping at the Ballpark.
4. Executive report: President Jeff Rabena Still one vacancy on the Executive makes it challenging to get quorum. Applied for a grant for Strategic Planning, starting this Fall. Met with HIAC to review sub-lease terms. Ratified the Community Vision Statement. HIRRA will likely continue to be a venue for BC Parks discussions. Hoping to move to primarily in-person HIRRA meetings at the Hall in September if the technical issues can be resolved.
5. Community Announcements:
   1. We Store: Project still in progress.
6. RCMP check in: Constable Paul Jones Planning to have similar level of presence on Hornby as other years. Have arranged with towing company for towing illegally parked vehicles if need be. RCMP building has been modified for staff accommodation. Report any concerning incidents to ensure they are recorded on file. At least two-hour response time by boat for high priority incidents. Planning to do extra traffic enforcement a few times over the summer using automatic license plate readers.
7. Hornby Is. Fire Rescue: Deputy Chief Rob Lewis Summer Fire Patrols start soon. All of Big Tribune Bay is now under BC Parks jurisdiction. Initial site visit for fuel load reduction project for Crown Lands in Central Use area around Hall. Exploring installing several BC Hydro EV fast-charging stations at the Fire Hall. BC Ambulance has agreed to provide a power-cot.
   Free Fire Smart assessments are ongoing. Keep flammable materials at least 1.5 meters away from house. Most wildfire structure fires start from flying embers. Received grants for wildfire structure protection unit equipment (sprinklers, hoses, pumps, etc.). Four firefighters signed up for deployment to fight wildfires elsewhere in BC.

 

8. Water Stewardship Committee Chair Darren Bond Shared a power point presentation. Drought is a long-term event. This year has had an average amount of precipitation, but groundwater is still low after multiple years of drought. Water storage is very important. Strategies to slow water down: swales, rain gardens, beaver dam analogues, wetlands. Measuring a few test wells. Starting to offer on-island water tests for e-coli (approx.. $45 per test). Contact via: testing@hornbywater.org. Appreciation for HIRRA administrative support. Noted that BC Parks plan for development includes large raingardens.
9. Hornby Is. Community Economic Enhancement Corp.: HIRRA appointee Marilyn Kopansky New regular water taxi service on weekends through summer between Shingle Spit and Comox. Fibre optic project progressing. Some people already activated. Bus starting soon, including a new bus-finder app. HICEEC budget has increased because of higher office and staff costs. Visitor brochure has been printed. Appreciation for visitors providing MRDT “pillow tax” funding to support workforce housing and other initiatives. HICEEC Board members working with Farmland Trust on the new Community Food Hub. Board approved a grant for HIAC. HICEEC’s mandate is to provide seed funding that will increase overall community prosperity.
   Response to question about difference between HICEEC funding request and CVRD requisition amount: CVRD requisition includes their expenses. HICEEC budget is approved by the Board and presented as part of annual financials to HICEEC members at the AGM. No updates from Wellsley Consulting on the HICEEC strategic planning process. Request for HICEEC budget approval to be a more public process before it is sent to the CVRD.

 

10. Hornby Denman Ferry Advisory Committee: HIRRA appointee Rob McCreary FAC meeting was not attended by any BC Ferries decision makers, just two “community engagement” representatives. Concerns about lack of capacity on Denman West to Buckley Bay sailings year-round. Ferry capacity has not increased despite increased population on both islands. FAC suggested a larger capacity conventional ferry on the Denman West route. BC Ferries may still host a public open house on Hornby. Everyone encouraged to share concerns with BC Ferries.
    Suggestion for FAC to ask to attend meetings between Islands Trustees and Ministers.

Adjourned: 8:52pm 

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NOTE:

Minutes of HIRRA meetings are posted after approval by the HIRRA assembly (usually at the following month’s meeting). Generally there are no HIRRA meetings in January or August.

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