Salt Spring Island Local Community Commission - Minutes: 21 September 2023 (continuation; draft, taken from the 19 October 2023 agenda packet)
21 September 2023 · 1,582 words · 11 motions (9 carried, 2 defeated, 0 withdrawn, 0 failed, 0 with no outcome word)
This text is a draft the Capital Regional District printed inside a later agenda packet. No standalone minutes file was posted for this date.
The 19 October 2023 adopted minutes record that this continuation was adopted as amended at item 7.1, changing “evolution” to “devolution” of the Saturday market. The Capital Regional District did not reprint the amended text. This page is the draft as printed in the 19 October 2023 agenda.
Minutes of the CONTINUATION of the Regular Meeting of the Salt Spring Island Local Community Commission Held Thursday, September 21, 2023 at the Salt Spring Island Multi-Space (SIMS) 124 Rainbow Rd, Salt Spring Island, BC V8K 2K3 DRAFT Present: Director: Gary Holman Commission Members: Earl Rook (Chair), Gayle Baker, Ben Corno and Brian Webster Staff: Dan Ovington, Parks and Recreation Manager and Shayla Burnham, Committee Clerk These minutes follow the order of the agenda although the sequence may have varied. Chair Rook announced the recess had ended and the meeting was called to order again at 9:00am. 7. Commission Business 7.1. Memorandum: 2024 Preliminary Local Community Commission Budget Review MOVED by Director Holman, SECONDED by Commissioner Corno, That the Salt Spring Island Local Community Commission defer the evolution of the Saturday market. DEFEATED Commissioner Corno announced a potential conflict of interest due to his position on the Community Market Society and left the room at 9:16am. MOVED by Director Holman, SECONDED by Commissioner Rook, That the Salt Spring Island Local Community Commission defer the evolution of the Saturday market. DEFEATED Commissioner Corno re-entered the meeting room at 9:28am. MOVED by Director Holman, SECONDED by Commissioner Rook, That the Salt Spring Island Local Community Commission reduce the transfer to capital reserves required for the local share of the Kanaka maintenance facility from 156k to 25k with a commitment to make up the balance with a Community Works Funds contribution. CARRIED EXEC-1295039085-3974 Salt Spring Island Local Community Commission CONTINUATION of the Regular Meeting Minutes of September 21, 2023 2 MOVED by Director Holman, SECONDED by Commissioner Rook, That the Salt Spring Island Local Community Commission defer the addition of a Salt Spring Island Multi Space (SIMS) facility worker until 2025. CARRIED MOVED by Director Holman, SECONDED by Commissioner Baker, That the Salt Spring Island Local Community Commission confirms that the Rainbow Recreation Centre remain closed on Sundays removing $35,000 in auxiliary wages and $13,000 in revenue from the 2024 budget. CARRIED MOVED by Director Holman, SECONDED by Commissioner Baker, That the Salt Spring Island Local Community defer the designs and costing for the Rainbow Recreation Centre leisure pool expansion. CARRIED MOVED by Director Holman, SECONDED by Commissioner Corno, That the Salt Spring Island Local Community include the mechanical equipment and any other significant updates to the swimming pool with the municipal borrowing. CARRIED MOVED by Director Holman, SECONDED by Commissioner Corno, That the Salt Spring Island Local Community Commission request staff look to reduce annual Bylaw Enforcement labour costs and report back to the Commission. CARRIED 7.2. Project updates Harbour Walk and Road Side Pathway Conceptual Designs • Two letters received from First Nations requesting further information and staff have hired an archaeologist. Ganges Harbour Walk Steering Committee • Sonja Collombin, Jen Oestreicher, and Robin Williams were appointed to the Ganges Harbour Walk Steering Committee. Kanaka RFP • The Commission requested staff schedule a site visit to view the Kanaka Road property. Baseball Delegation Update • EXEC-1295039085-3974 Stakeholders will be presenting staff with information that staff will present to the Commission for consideration. Salt Spring Island Local Community Commission CONTINUATION of the Regular Meeting Minutes of September 21, 2023 3 Mount Maxwell Interim Plan • Interim management plan underway. Fleet Electrification • • LCC has received one of two electric trucks. LCC electric mower was returned to the manufacture for a full refund. Staff exploring options to purchase from a different manufacturer. Salt Spring Island Multi Space (SIMS) Dance Floor • New hardwood dance floor installed in SIMS. Request for Proposal (RFP) for the Salt Spring Island Market • 7.5. RFP closes October 5, 2023. Future Meeting Dates MOVED by Commission Rook, SECONDED by Commissioner Baker, That the Salt Spring Island Local Community Commission set Thursday, October 12, 2023 as the next Town Hall meeting date which will be held from 5:00pm – 7:00pm in the foyer of the Salt Spring Island Multi Space (SIMS) located at 124 Rainbow Road, Salt Spring Island, BC. CARRIED MOVED by Commission Rook, SECONDED by Commissioner Webster, That the Salt Spring Island Local Community Commission set Thursday, October 19, 2023 at 9:00am as the next Regular meeting date. CARRIED EXEC-1295039085-3974 Salt Spring Island Local Community Commission CONTINUATION of the Regular Meeting Minutes of September 21, 2023 8. 4 Notice(s) of Motion 8.1. Motion with Notice: Salt Spring Island Local Community Commission (LCC) be branded as “Salt Spring Island LCC Services” (B. Webster) That all services under the purview of the Salt Spring Island Local Community Commission (LCC) be branded as "Salt Spring Island LCC Services" and the following steps be taken to implement this new branding: 1. Conduct a community logo/wordmark design contest for Salt Spring Island LCC Services during fall 2023. 2. Open the contest to all Salt Spring residents and particularly encourage youth submissions. 3. Assemble a selection of LCC service-related prizes for the contest (such as a swim pass, a transit pass and other items) in addition to a modest cash award. 4. Invite a small group of local art teachers, commercial artists and/or graphic designers plus a staff member to serve as ad hoc contest judges/advisors, tasked with selecting from the contest entries a shortlist of three logos/wordmarks for the consideration of the commission. 5. Ask the judges/advisors to rate the entries using six criteria: • Appropriateness to our community • Graphic quality • Distinctiveness • Versatility • Memorableness • Timelessness 6. The Commission shall assess the three shortlisted logo/wordmarks at an LCC meeting using the same criteria. 7. Roll out the selected logo/wordmark over time as new signs, documents and other materials are needed. MOVED by Commission Webster, SECONDED by Commissioner Rook, That the Salt Spring Island Local Community Commission refer the Motion with Notice: Salt Spring Island Local Community Commission (LCC) be branded as “Salt Spring Island LCC Services” to staff for further information. CARRIED 8.2. Commissioner Webster proposed the following motion: That the Salt Spring Island Local Community Commission (LCC) request staff to provide commissioners, for their information, seven days advance notice of plans to post, repost or cancel public procurement relating to any LCC service. 8.3. Commissioner Corno proposed the following motion: That the Salt Spring Island Local Community Commission (LCC) request staff notify the LCC before moving infrastructure from CRD parks and consult with hem on whether this infrastructure will be repaired or replaced. EXEC-1295039085-3974 Salt Spring Island Local Community Commission CONTINUATION of the Regular Meeting Minutes of September 21, 2023 8.4. 5 Commissioner Rook proposed the following motion: That the Salt Spring Island Local Community Commission adopt the following local policy on its meetings, consistent with the CRD Procedures Bylaw 3828, Community Charter, and Local Government Act, to provide more detailed guidance for the planning, implementation, and reporting of Local Community Commission meetings. Pursuant to the LCC motion approved 22nd August 2023 that “the LCC hold one regular daytime meeting per month and one evening meeting per month,“ it shall be the policy of the LCC that those meetings be scheduled on a regular and predictable basis as follows: • • The monthly evening meeting will be scheduled for 5:00PM on the 2nd Thursday of each month. The monthly daytime meeting will be scheduled for 9:00AM on the 3rd Thursday of each month. This meeting calendar will be effective as of the January 2024 LCC meetings. Meetings prior to that date shall adhere as closely as possible to this schedule as determined by the vote of the LCC. Pursuant to the LCC motion approved 20th June, requesting “the Chair and Vice Chair to meet with staff to develop agendas and to participate in regular administrative briefings,” those meetings will be scheduled by the Chair for the first Monday of the month at 10AM (the following Tuesday in the event of a statutory holiday) so as to allow adequate time to prepare, review, and post the meeting agendas. While the Chair retains the authority to change the date and time of the meeting due to circumstances, it should be used sparingly so as to not unduly limit the time available to all parties for their agenda preparation work. Pursuant to section 12(1) of CRD Board Procedures Bylaw 3828, the agenda shall be prepared “under the direction of the Chair”. A copy of the final agenda will be provided to the Chair and Vice-Chair by the end of business the Thursday preceding the meeting date for their review and approval. (By Friday if following a statutory Monday holiday). If approval of a final agenda duly provided has not been received by 8:00am on the Monday prior to the meeting, the agenda may be posted without Chair approval. Unless the preceding exception applies, an LCC meeting agenda shall not be publicly posted without prior approval of the Chair or ViceChair. The draft minutes of each meeting shall be provided to the LCC Commissioners as soon as they are available but in no case later than one week following the second monthly meeting so that the Commissioners will have the opportunity to make corrections to the draft minutes prior to their release in the subsequent agenda package. EXEC-1295039085-3974 Salt Spring Island Local Community Commission CONTINUATION of the Regular Meeting Minutes of September 21, 2023 9. 6 Correspondence 9.1. Email dated September 5, 2023 M. Squires re: Support in Exploring ALR Land for Regulation Ball Field on SSI The Commission received this correspondence for information. 12. Adjournment MOVED by Commissioner Rook that the meeting adjourn at 1:17pm. ______________________________ CHAIR ______________________________ SENIOR MANAGER EXEC-1295039085-3974