Denman Island Residents Association

Denman Island Residents Association General Meeting Minutes - 2009

December 14 2009 Regular General Meeting December 14, 2009

Executive Present: Andrew Scruton, Liz Johnston, Patti Willis, Moira Webster, Doug Wright, Derek Hood,
Regrets: Perri Gorrara, Max Campill-Wedges
Members Present: 16

Despite rapidly accumulating snow, sixteen hardy members attended the December 14th DIRA meeting. They were rewarded with hot apple cider steeping on the woodstove, cookies, and a festive Christmas tree brought in just for a one-time appearance. With no quorum present, those assembled settled in for a short informational meeting at which no official business was conducted, to be brought forward to January 11, 2010.

On December 7th, DIRA Executive members met with Debra Oakman (Chief Administrative Officer) and Ian Smith (General Manager,, Community Services Branch) of the Comox Valley Regional District (CVRD). The purpose of the meeting was to gain clarity on DIRA’s relationship to Denman’s tax-supported services/functions (Fire Department, Waste Management, Economic Enhancement, Bill Mee Park), all of which submit budgets and report regularly to DIRA. Though CVRD considers DIRA’s current role to be informal in nature, Ms. Oakman suggested that the time has probably come to formalize CVRD’s relationship to DIRA in order to clarify roles and responsibilities regarding management and oversite of the tax-supported functions. The meeting also included discussion of property taxes and whether Denman Islanders are receiving good value for taxes paid. The CVRD will prepare a detailed accounting for DIRA and will hold a public meeting to explain 2010 budgets. A full report on the CVRD/DIRA meeting will be available at the January DIRA meeting.

Fire Department Chief, Don Luckett, reported that he expects to receive a letter of intent from Emergency Health Services regarding the new ambulance station by the end of February 2010. He noted that Denman is among three priority communities for a facility. Should the current lease need to be extended, it will be brought to the DIRA Executive and membership for approval. He also addressed the issue of emergency access in the event of trees down on electrical lines during high volume events, a BC-wide problem. The Fire Chiefs’ Association and BC Hydro met to address this problem following the particularly nasty 2006/07 winter storm season. The DIVFD will inform the community about the report that resulted from this meeting. Don confirmed that if there is a down live power line and Hydro cannot attend immediately, the DIVFD will not leave the site. Should emergency access be required, the DIVFD will do everything in its ability to ensure this, including calling out a helicopter if necessary.

Andrew Scruton reported on the proposed Raven Coal Mine to be located 4 miles west of Buckley Bay. He discussed the serious human health risks of living near (within 30 miles) of a coal mine as reported in the American Journal of Public Health. Look for his article – coming soon, as well as more information on the mine project in the January Flagstone.

Parks Committee chairperson, Peter Karsten, reported that the committee submitted referral comments and observations to the Islands Trust on just the park component of “The Point” application, noting that the committee did not approve/disapprove the application as a whole. The Adopt-A-Park project is in the CVRD budget, though approval of the budget is not expected until the end of December, with word to the committee in January.

Island Trustee, David Graham, reported on a recent meeting between the Islands Trust and the CVRD. Among topics discussed: The Natural Area Protection Taxation Exemption Program (NAPTEP) is coming to Denman. The CVRD was asked of their interest in accepting the donation of the proposed park that is part of “The Point” application. Islands Trust was advised that a formal request should be made to the CVRD Board for consideration. In response to complaints about shell-fish aquaculture activities in Baynes Sound, the Islands Trust has volunteered to coordinate a public meeting for local, provincial and federal agencies, aquaculture companies and the CVRD. Islands Trustees shared their concern on the lack of consultation with the Trust of the Raven Coal project. CVRD staff suggested that the Islands Trust contact the Ministry of Energy and Mines and/or the Compliance Coal Corporation to advise them that the Islands Trust requests to be included on referral matters. CVRD staff confirmed that the Denman Island Parks and Greenway Plan project has been on hold. There was an update on a water service for Denman Island, noting that a water license was approved by the province in mid-November. The service, once fully implemented, will service 23 properties with a capacity for additional 14. A public meeting will be coordinated in early 2010 for future users. Trust Council met on Salt Spring in early December and discussed the 1010/11 budget; a preliminary budget increase in the 5-6% range is being considered.

The DIRA Executive would like to thank all the volunteers who support the work of DIRA and extend our warm wish for a peaceful and restful winter holiday season to all.

November 9, 2009 DIRA Regular General Meeting Denman Island Community Hall

Attendance: 31

Executive Present: Andrew Scruton, Liz Johnston, Moira Webster, Doug Wright, Derek Hood, Max Campill-Wedges; Perri Gorrara, Patti Willis

Executive Regrets:

Call to Order: 7:30 p.m.

Motion to Approval Agenda of November 9, 2009: with additions under New Business: Health Networking Announcement and John Johnston added Dock Funding. M/S/ Carried

Approval of Minutes: October 19, 2009 Regular General Meeting Read by Perri Gorrara

Motion: M/S/carried

Approval of Minutes: September 14, 2009 & October 19, 2009 Special Election Meeting Read by Andrew Scruton

Motion: M/S/carried

Executive Report: Liz Johnston welcomed Perri Gorrara and Doug Wright to the Executive Board and announced the Executive Board election results: Liz Johnston – Chair; Andrew Scruton – Vice-Chair; Moira Webster – Secretary; and Derek Hood – Treasurer. She thanked all Executive Board Members for all their hard work over the past few months. It was also announced that the Executive would present a Monthly Executive Report in order to provide the membership with information as to what discussions take place during Executive Meetings.

DIRA Budget Report (Treasurer)

Mid-year budget to bring you up to date details are available. As of 2nd November of Chequing account balance $9,438. The following is set aside for committees as follows: Community Dock - $1,900; Website $1,000; DICEEC $2,946; Trails $1,500; Bugs R Us $350; for a total of $7,775. Available budget $1,663. On balance pretty close to last year. In addition term deposits totalling $2,260 and shares at $2,898 for a total worth of $6,823. Recurring expenses as follows: Grapevine $338; Flagstone $100; hall rentals $180; Abraxas $21; for a total of $639. Broom pullers have brought in $140 for funds from the rental of broom pullers. (The Denman Island Hardware store generously returns $4 for each $5 rental of a broom puller)

Derek clarified for Dock Committee and Membership that the $1,900 is excluding the $500 holdback for Telus and that the balance is actually $2,400 .

Follow-up of Special Meeting October 26, 2009 (Liz Johnston)

Summary by Tony Law ( Liz noted the summary is on the board, was in the Grapevine

Communication Workshop – organizing a workshop (communication) Ron Setter – looking at some dates in early Spring. Also looking at writing a mission statement and other recommendations outlined in Tony Law’s summary

Proposed creation of a “tax working group”- Doug Wright –

§ New executive is trying very hard to address some of the concerns – interest in moving forward in getting proposed budgets to membership. Meeting planned with Regional District in December to discuss fiduciary responsibilities for tax funded committees. What does the membership want to know – we could have a tax committee if the membership wishes. Goal to meet with Regional District and get real clarity where our responsibility begins and ends with each committee. We would like to have an accounting of how much tax dollars is collected and how much comes back to us. There may be other questions we can take to that meeting. This will be a precursor to developing a committee policy for DIRA. The Membership was asked if there is an interest to create a tax working group to bring recommendations (information gathering). Suggest it’s a finance committee looking at the monies DIRA has responsibility for in one way or another. A committee should also consider off-island tax payers and some effort should be made to include them perhaps by proxy voting. Should discuss with Regional District about this issue as well. It was decided that following the meeting of the Executive with the Regional District it will be brought back to the membership at a future meeting.

Website Launch: website address is www.denmanresidents.com Contact Executive e-mail address is dira@denmanresidence.com Thanks for all the excellent photos (so many photos submitted that we added a photo page to the site) that everyone sent in. You can go to the site later this week. It is a “work in progress” but is officially launched.

Incoming Correspondence:

Letter and Document from First Insurance Services to be provided to ILMB Re: Proof of Liability Re: Lot 257 until October 27, 2009
First Insurance Services Re: Concerns Policy Renewal October 21, 2009
Letter from First Insurance confirming Renewal of Insurance Policy to October 27, 2010, with invoice and updated document for ILMB from Representative Diane Larson, October 27, 2009.
Tenure lease for Lot 257 from ILMB with receipt of $2,000. October 31, 2009
Letter from DIRA member Edi Johnston Re: Concerns regarding Ambulance Lease. November 5, 2009
Letter from Tony Law re: RCMP Crime Stats/Denman. October 6, 2009

Outgoing Correspondence:

Letter to B. Rees CVRD from Parks Committee Re: Adopt-a-Park. October 24, 2009
Acceptance of Tenure Offer and required documents with security cheque of $2,000. Re: Lot 257 ILMB contact Ms. B. Biss. October 23, 2009
Updated proof of liability insurance to ILMB. B. Biss. October 27, 2009
Follow-up re: Recreation Grants to CVRD. October 30, 2009
Response to Edi Johnston November 6, 2009
To CVRD informing of changes to DIRA Executive Board and request for meeting to discuss fiduciary responsibilities of DIRA. November 4, 2009

Business Arising from Minutes of October 19, 2009:

Motion by Harlene Holm

I move that the Denman Island Residents Association create an ample block of time which is entirely separate from the business of DIRA

For the year-end financial reports (usually in April) of tax supported groups such as Denman Is. Volunteer Fire Department, Waste Management, Bill Mee Park and the Denman Works Committee and
For the September presentation and ratification of the budgets for the upcoming year; and that these blocks of time be scheduled prior to a regular DIRA meeting or at a separate time.

Whereas DIRA hopes both year- end financial reports and the presentation of the coming years’ budgets of tax based committees and the Denman Island Volunteer Fire Department which presently count for roughly half a million dollars collected from property taxes and managed by the CVRD and where the opportunity to hear, discuss and accept or ratify these budgets is open to all residents of Denman Island regardless of membership in DIRA and

Whereas all members of Denman Island should have an opportunity to solely attend budget meetings, and that the budgets should have a distinct forum in order to receive the necessary attention warranted by the cost of the services and the work represented by Islanders whose efforts make these services possible.

M/S

Discussion: There was ample discussion with thoughtful remarks both in favour of the motion and others who saw little difference in the way things are being done currently. One member suggested that in fairness to all tax payers that off island tax payers should then be notified of the meeting and perhaps amend the Constitution to allow for proxy voting. An amendment to the motion would include tax payers as well as residents. Concern that there would be accountability issues if this meeting were not a DIRA meeting but sponsored by DIRA. Other suggestions included using the website as a tool to allow the membership to view the budgets prior to the budget meeting and the idea of a tax working group was raised with a function of reporting to the community – not just DIRA. Sharon Clarke asked for an amendment to the motion to read all tax payers not just residents.

Motion: John Johnston moved to table the motion until the Executive has the meeting with the Regional District and reports back with information. M/S/carried

Committee Reports:

Denman Island Volunteer Fire Department (DIVFD) (John Ralston) report attached

John Ralston read his report which included the following: No major incidents thoughout a very dry summer but asks everyone to continue to keep an eye on any recent burn piles. Chimney fires are the current main concern – fortunately none to date. Reminders to all residents to have routine chimney cleaning, use well seasoned firewood and not burn household garbage. Please call the fire department if you experience a chimney fire as the heat sensing cameras can detect any potential problems. Ambulance station status – the temporary arrangement to house the ambulance and crew continues. Fire Chief Luckett continues to have dialogue with the Province’s various agencies and that communication is still active. The DIVFD has agreed to extend the lease on the current ambulance facilities, if that becomes necessary. The $25,000 for servicing the land is still available (in the 2010 budget) until the end of February. It was suggested that DIRA could send a letter of support to the Minister of Health and the DIVFD regarded that as a positive step but cautioned against a letter writing campaign.

Denman Island Community Economic Enhancement Committee (DICEEC) Karl Goodwin

Event coordinator Mary Hicks has been hired.
Update on the Upcoming workshops scheduled on the Island (Arts, Culture and Recreation, November 10th, 2 on the 16th Agriculture, and, Small Business, and one on the 17th Low impact tourism)
Focus group come together to discuss where they’d like to go in terms of their interests.
Handouts regarding the various focus groups

Bill Mee Park (Glen Snook)

Breakwater - deadline is December 22, 2009 and the Committee reported that a contractor has been secured and construction will begin shortly.

Waste Management Committee: Bob French

No report

Bugs R Us Committee: Harlene Holm – no report
Dock Committee: John Johnston

Insurance is shared with Old School Committee, Bill Mee Park, and Waste Management. Share on equal basis for liability portion of insurance (3 years)
The DC met on November 4th and made a motion: to have 3 signs created to secure the site from an insurance perspective and to fulfill one portion of DIRA’s obligation to protect the Telus cable where it crosses over water lot 257 constructed for that site. A sub-committee was formed to continue researching additional funding sources for the project and preliminary talks took place in regards to beginning construction of phase I next June. Sizing of signs is quite small 13”x16” metal signs one on the N boundary and one on the S boundary and one in red – Telus – rest in sensitive green 40/30 inches access at your risk DIRA. Created today and will be on site as soon as possible.
June date for phase one – retaining wall and infill
Initiating talks for construction in June
Expect an update in the paper in about 2 weeks from now
A member asked about the traditional use of that site by the people who camp there – and whether thought had been given regarding a possible conflict with those that camp there. First step is to put signage up that it is a tenure site as opposed to most of the beach tenures. Another question arose with regard to the recent difficulty with the insurance policy and whether that difficulty arose as a result of the Dock being added to the policy. It was explained that the problem had actually been due to the Waste Management recycling portion and that this is a situation with insurance throughout Canada with regard to Waste Management.

Old School Committee: no report
Parks Committee: Peter Karsten

A letter of interest was submitted to the Regional District to get the Stanehill Park underway. It will be discussed to go into budget lineup.
No funding requested by us for capital work but staff time has to be allocated as well as an insurance component for liability.
CVRD requested information regarding beach access at Gladstone and Rundle way was clearly to get an awareness of what beach accesses are at the north end of the Island in preparation of their assessment of the “Point” park.
Courtenay Campbell on behalf of the Island Trustees asked the Parks Committee to comment on the “Point” rezoning application and the Parks Committee will clarify this request with Denman Trustees.

Trails Committee: no report
Wild Life Advisory Committee: Peter Karsten

Mike Nestor is the Chair
Reported on activities of injured deer
Reported that they are searching for a female black lab “boots” in Komas Ranch area. Should you see a 14 yr old lab black with silver specks, white tip on tail and crest on front - the dog has deficient hearing. Call Chris Danks if you see this animal.
Trespassing complaint on the property on Lacon Road
Attempting to get signage done of otters and beavers crossing the road at Morrison Marsh and also Central Park. Need proof of dead otter or dead beaver before signs will be erected.
Cougar – Dennis Forsyth – we should assume 365 days a year that there is a cougar on the island. Reports that are not confirmed but are compelling from reliable sources. It is shy and avoids people and so far not a problem.

Liaison Reports:

Island Trustee Report: (David Graham)

Notice: November 16 there will be an Open house at 7:00 on Greenhouse Gas At 7:30 – 9:30 will break into small groups for discussion of proposed regulations and policies for the official community plan. May of 2010 will have in place to ensure we meet Provincial Government mandate.
November 17th – meeting of regular Trust committee at the Old School
November 23rd – at the Old School 3:00 open house sensitive eco system mapping and terrestrial system mapping. Hosted by Trust Fund Board mapping specialists
Islands Trust looking for volunteers for farm plan steering committee and the direction of this plan will be steered by this group. (Agricultural group)
It was noted that DICEEC is having a focus group on agriculture and wondered about duplication and could be opportunity to work together. ($15,000 in Island Trust budget)

Ferry Advisory Report: (Dennis Forsyth)

Attended Fall Ferry Advisory Committee Mtg. On Hornby
BC Ferries has created a new operations and security centre (a state of the art command centre) at Fleet House in Victoria that is designed to deal with emergencies and situational issues. It’s a 24 hours a day 7 days a week operation.
Ridership information for up to Sept. Of this year and rider ship has gone up from June to Sept. Considerably down though over 2007.
BC Ferries is opening a new travel centre in Vancouver at Pacific Rim Centre
Work currently going on at Buckley Bay and Denman West is routine maintenance. Buying 3 or 4 more years by continuing to maintain docks
Fare rationalization is still on-going – some things will affect us. New bicycle fare $2 fee on all minor route ferries. However, if you are a holder of experience card you get a $2 refund. Residents get to take your bikes for free but visitors don’t.
Overheight rates will disappear on minor routes completely
Experience card buy-in rates will be going up; currently $40 and $75 going up to $45 and $85 in April ; Three possibilities: keep as is, get rid of altogether or grandfather in at that rate (you may wish to purchase one if you want to use that rate in future)
Likely will get rid of Circle pack and sail pass
BCF commissioned a study of demographics on the Island comparing DI to HI
Most of our properties are owned by residents – exact reverse on Hornby
Trips per residence on both Islands are declining except for working age residents.
Cable ferry open house much the same as the first meeting designed to accommodate working people. Question put to BCF regarding accompanying a child off the Island (or a disabled person) would BCF waive the fair to return. Answer is no.
Last sailing off the Island is cancelled Nov 10th and first sailing on Wednesday Nov. 11th .

Vancouver Island Regional Library Report: (Bill Engleson) no report

New Business:

Land Title Alert regarding Mineral Rights (Carol and David Freeman) – David Freeman reported that Islander’s should check their land titles to ensure that the mineral rights have not been purchased. Check with Surveyor General.

Announcement: Executive attends Health Network Meetings by Denman Hornby Health Society. H1N1 vaccinations will be on Denman November 12th .

Adjourned: 9:42

DIRA Regular General Meeting October 19, 2009

Denman Island Community Hall (Following the Special Meeting to elect 2 new Executive members)

Call to Order: 8:15 p.m.

Executive In Attendance: Derek Hood, Andrew Scruton; Liz Johnston; Moira Webster; Max Campill-Wedges

Regrets: Patti Willis

Members: 108

Approval of Agenda: one addition: Harlene Holm requested a Notice of Motion be added under the heading of New Business

Motion: Moved by Bill Engleson the agenda be approved as amended. M/S/carried

Approval of Minutes: September 14, 2009

Motion: To approve the minutes as read. M/S/carried

Committee Presentations:

Dock Committee Presentation: (John Johnston, Chair) (documents in library)

        Noted that the documents have been in the library for some time

        Memorandum of Understanding with the Old School Committee that the Dock Committee will fund half of the liability insurance costs which includes Bill Mee Park and Waste Management. Includes putting aside funding for that agreement for 3 years after this year. Work in progress.

        Agreement with DFO for one-time funding only for $75,000 for work on that site.

        Preliminary cost estimate for the complete emergency dock is approximately $350,000

        Commits DIRA to follow all of the procedures that are in place with DFO for permission to construct.

Motion: That the DIRA membership accept the tenure offer from the Ministry of Agriculture and Lands as proposed for Waterlot 257 and authorize the Dock Committee to proceed with the tenure offer on the membership’s behalf. M/S/Carried

Parks Committee Presentation: (Peter Karsten, Chair)

        Power point presentation: (attachments in Library)

        Asking DIRA to support the process in which DIRA would approve small parks to be worked by volunteers

        Asking that the Stanehill Park be the first model to work through that process

Motion: That the Parks Committee be given approval in principle by the Denman Island Residents Association to develop an Adopt-a-Park Program (AaP) in collaboration with the Comox Valley Regional District (CVRD) as presented and that the Stanehill Park be adopted as a project. M/S/carried

Waste Management Committee (Bob French, Chair) (see attachments in Library)

        The present garbage collection contract currently held by David Fairbairn expires at the end of this year. The bidding process held between July 27^th and August 21^st and at the October 5, Executive Meeting the recommendation was presented to the Executive and the recommendation was accepted.

        New 3 year contract goes to Sun Coast Waste Services and begins on the 1^st of January 2010.

        DIRA Members voiced their appreciation and thanks to David Fairbairn for his service to our community

        Bev Hollingsworth stated that she has noticed a trend of tax dollars going off the Island and that it be noted in the minutes

Denman Island Volunteer Fire Department – no report

DICEEC – Karl Goodwin

        Reported that the Open House held by DICEEC was quite successful

        Presently, as a result of Survey, have developed categories of interest for the focus groups

        Interviewed and hired a Denman Resident to work with DICEEC until December 31, 2009

Bill Mee Park – Pat Vaness

Announced that they have received 3 bids on the breakwater extension but they were completely outrageous and have not heard anything more from the Regional District

Old School Committee – Gloria Michin (Chair)

No report but clarified the insurance situation. Since 1993 there has always been an insurance policy in place.

Bill Engleson asked if the Islands Trust hold title to the property and wondered if as DIRA builds capacity whether the title should revert back to DIRA?

Wildlife Committee: Cindy Critchley (Chair)

No report

Bugs R Us Committee: Harlene Holm (Chair)

Reported that on Friday 13^th November having a broom pulling party that will work from the crest of Denman Hill eastward along Denman Road. Bring picks, axes etc. along with the 2 broom pullers at the Denman Hardware. Time: 12:30 – 3:30 p.m.

Trails Committee: no report

Membership Committee: no report

Islands Trustee Report: Louise Bell – see document in library

        Reminded membership of public hearing October 20, 2009 re: North Denman Lands proposal

        October 21^st will be receiving preliminary report for the development further north above the North Denman Lands called “the Point” (material on website)

        October 21^st LTC meeting to plan a series of meeting to amend the OCP to set targets for, and policies regarding, greenhouse gas emissions.

        Announced that on Monday, 23^rd of November in the Conservancy Room will be showing and explaining maps of the new sensitive ecosystem mapping of Denman Island

Ferry Advisory Committee: Dennis Forsyth – no report

Denman Island Regional Library: Bill Engleson – no report

New Business:

Resignation letters – neither Bob French nor Roxanna Mandryk, or a designee, were available to read the resignation letters.

Chair reminded members that the Special Meeting to consider and discuss the resignations of Bob French and Roxanna Mandryk has been arranged to take place on October 26, 2009 at 7:30 p.m. in the back hall of the Community Hall. Facilitator will be Tony Law. Volunteer for minute taker: Veronica Timmins volunteered to take the minutes of that meeting.

Motion: Sara French moved that we cancel the meeting because the people who wrote the letters will not be there: M/S/ruled out of order

Chair: Motion by Sara French to cancel the October 26 Special Meeting is ruled out of order.

Motion: Bev Hollingsworth: That we meet October 26^th and honour Bob and Roxanne for over 60 years of public service in our community. I’ll bring the food. M/S/carried

Point of Order: Bill Engleson: I don’t believe this is a motion that has anything to do with the special meeting it’s just to arrange a gathering.

Website Update: no report

Notice of Motion: Harlene Holm: Given that participation in the discussion of tax based committee’s and the DIVFD’s budgets and voting to accept these budgets is open to all residents of Denman Island, And, Given an open forum and distinct time frame are desirable in so far as the residents of Denman Island should have the choice to solely attend the budget meetings and the budgets can receive the attention which these deserve.

I move that the Denman Island Resident’s Association create an ample block of time which is entirely separate from the business of DIRA for the April preliminary consideration of the budgets of tax-supported groups such as the Denman Island Volunteer Fire Department, Waste Management and the Denman Works Committee and for the September ratification of these budgets, and that theses blocks of time be scheduled prior to a regular DIRA meeting or at a separate time.

Motion to adjourn: M/S/ 9:42 p.m.