North Quadra Community Association (NQCA)

NQCA MINUTES - - D R A F T

Thursday 26 April 2018 @ Saanich Commonwealth Place (“SCP”) at 19:00

Meeting of the Board of Directors (10/15 present: Quorum achieved)

Attendees (Role) Regrets (Role)

Haji Charania (President) Sharron Waite (Treasurer)

Jeff Bray (Vice President) Mary Beaumont (Director-at-Large)

Trevor Barry (Secretary, Registrar) Sean Burns (Director-at-Large)

Stan Brygadyr (Director-at-Large) Rita Haehnlein (Director-at-Large) Lauraine Derman (Director-at-Large) Evelyn Woodward (Director-at-Large)

Sharon Leonard (Director-at-Large)

Susan Marcotte (Director-at-Large) SPECIAL GUEST / Presenter

Michael Moore (Director-at-Large) Paul Thorkelsson – CAO of District of Saanich

Amy Teucher (Director-at-Large) Out of area Guest

Graeme Weir (Director-at-Large) Katherine Whitworth (Saanich Canada150 vault)

MINUTES

A. The President called the meeting to order at 19:15.

Presentation / Q&A with Paul Thorkelsson, Chief Administration Officer, District of Saanich

Transportation^

• Paul: Morris Drive sidewalk up to tender

• McKenzie signalling, working toward smoothing

o Paul: Structure of McKenzie/Quadra needs some work, getting redone soon

o Other non-NQ related road-system discussion

• Douglas/McKenzie intersection and other cycling concerns

o Southbound cyclists must get into left turn bay, but cyclists don’t trigger the signal

- Paul: these are more difficult issues to fix, but do look forward to big transitions as

implementation of active transportation initiatives begin

• Ambassador onto Quadra (left to go south) – safety concerns

• Paul: recent paving on Quadra in area (Tuxedo/Rogers water mains) quick success.

• Safety Issues on crossings, esp. Rogers toward trail to Lucas Ave & Caen to Nazarene

Public Works

• Paul: Monday council adopted Facilities Master Plan; proud of the work of staff

• 2 NQ priorities projects

• …Public Works Yard… maybe sell, redevelopment; maybe re-do as Saanich asset

o Q: If yard moved to another location, would there need to be remediation work (incl.

bowler creek)?

Paul: it is part of the study work, yes, but its not as scary of some may have thought

• …Fire H #2 Royal Oak

Amalgamation

• Paul: Re: City of Victoria, joint mayors meeting on synchronising ballot questions

• …Too preliminary at this point to consider Oak Bay & Esquimalt (low interest there)

• …but there is strong citizen support, and the Province made that clear.

Urban Containment

• Paul: Council remains staunch supporter of UCB, barring major change following election

• What is MAJOR? What is MINOR? Can Saanich provide itself CLARITY?

o Paul: perhaps the election campaign will signal direction/firmness on this issue

Non-Compliant / Legal Non-Conforming land use

• “grandfathered” – How does work? What is allowed? What enforcement? etc.

• Paul: if the use on the site existed prior to zoning bylaw introduction...

o E.g. courts ruled property owners retain rights (Saanich lost case to McNught(?) soil

mixing and compost, an operation close to a housing complex)

…however, there should be no “expansion” of the “pre-existing” usage.

▪ Suggestions that expansion has occurred at Peninsula Bulldozing site

• Q: does saanich have any metrics on baseline?

• …Paul: e.g. aerial photo methodology… bring to compliance bylaw enforcement attention

▪ Suggestions of providing photo evidence of Peninsula Bulldozing site

Bylaw Enforcement

• Paul: as is typical for municipalities, this is NOT proactively resourced, it is reactive.

• … there is also a cultural mindset of “help them get to compliance” (work with the property

owner, this may take time, no history of enforcement through courts: expensive/unsuccessful)

• …Bylaw Enforcement at Saanich has a new director, direction is holistic approach with

inspectors and permitting… Saanich is Mature Enough (implications though if we paradigm shift)

• In other words, Squeaky Wheel approach to bylaw enforcement, and admittedly inconsistent:

time-to-time, place-to-place. NOTE: residents’ complaints matter more than a Community Assn.

Cannabis

• Q: Can Saanich have any authority over home grow-ops? Paul: not really.

• Paul: Saanich jurisdiction is on business licensing (retail), commercial land-use (federal licensed

production), behaviour in Parks/public (VIHA has no smoking rules).

Community Amenity Contributions (CACs)

• Q: will Saanich develop a policy on CACs, as other peer municipalities have done, and other than

the poor suggestions put out there so far?

• PAUL: {secretary noted this was the only part of the evening where response felt like hedging}

• … doing so would limit council/district’s ability to negotiate.

• Concerns: CACs can be argued to raise the price to the end consumer, re: housing affordability;

general feeling of “we should have a policy – and tweak it iteratively as necessary/discussed”

Budget Process

• {secretary will note this was the only part of the evening where CAO exuded passion, and

earnest frustration – not with NQCA but general critics – with respect to “public engagement”}

• Paul: the feedback is clear and ample: there is desire for a more transparency and engagement

opportunity on budget process, e.g. “desire for grassroots involvement” to fix “broken process”

– yet he notes that when opportunities are provided, there is very little uptake.

• … “it should start earlier” is a red-herring: it is a deep and available process to get involved with

• Suggestion that “available” not the same as “accessible” with respect to engagement approach

• …Paul: fair enough, however, what does accessible look like? (no obvious answers, but trying!!)

Rental Only Zoning (re: Provincial empowerment)

• Paul sees the tool as a bit problematic. Re: Future Zoning is the spirit of the law. Unlikely equity

hits on rezoning.

Zoning (in general)

• Late 20th century approach: granular and prescriptive. Falling out of fashion.

• It cannot keep up with the times (e.g. “rules on how high grass grows” as lawns not in vogue)

Homelessness

• Concern that this is a regional issue that all have to help carry the load (supportive housing

infrastructure, etc)

• Paul: enforcement starts with community-based approach, but Saanich [PD] has learned this

often is not enough, so tougher love is on the way.

Civil Service Costs

• “Why does it cost so much?” – “they get job security still, AND now also high salaries/benefits”

• Paul: actually, they can lose their jobs… and do.

o Red-herring that everybody compares to best-in-class, the benchmark is actually median

o Councils could play hard ball, but then constituents must be ready for [garbage] strikes

o Fire? Police? … costs largely out of municipal control. UBCM resolutions haven’t helped.

^State of Footpaths / pedestrian interconnexions

• Concerns: labyrinth of bureaucracy to navigate; nobody’s department; passing the buck

^Speed Humps ; Narrow corners

• Concerns of speed humps being visually obscured by tree shadows

o Less impact of traffic calming, more dangerous public road safety issue

• Concerns of Douglas/Dieppe/Caen (Islands West – Fatts) corner, big trucks, bike safety

• Paul: i. speed humps out of vogue; ii. Work being done at Fatts, re: CACs [big chuckle by NQCA]!

Thank-you very much Paul!

At 20:30, the formal portion of the meeting began…

B. Motion: Adopt Minutes of the last Meeting of the Board (22-Mar)

Moved: Jeff. Seconded: Susan. Approved: Unanimous.

C. Motion: Adopt Agenda for this meeting

Moved: Jeff. Seconded: Sharon. Approved: Unanimous.

D. Old Business / Action Items

1) Haji, Mar E(1)(g) : follow up with notes and concerns to Mr. Love by email (re: Milner).

DONE.

2) Jeff, Evelyn, Mar E(3)(a) : Nomination Committee struck to put together a slate by April

meeting. DONE.

3) Trevor, Mar E(3)(a) : arrange AGM duties, connect with directors to assign

tasks/responsibilities. DONE (still awaiting some responses: RSVP ASAP) ☺

4) Trevor, Mar E(3)(b) : provide updated NQCN plan, including volunteers, by April

meeting. IN PROGRESS (updates have been sent out, full document still WIP TBD).

5) Haji, Trevor, Mar E(7)(c) : posts local events on social media, but this should be

discussed in April. DONE + ON AGENDA*.

6) Sharron, Trevor, Mar E(8)(c) : VSP Media – SW send thankyou card, TB insert website

acknowledgement bottom of every page. DONE, DONE.

OLD BUSINESS

7) Lauraine, Amy, Jeff: petting zoo, pony rides @MitP. WORK IN PROGRESS.

8) 2017/2018 “executive dinner” @ Fireside Grill…. DONE. wonderful event! Thanks Jeff ☺

E. New Business

1) Informal Motion, Carried Unanimously

a) Unanimous Thank-you to Paul for attending and answering questions

Action: HAJI to pass message on to Paul with our sincere appreciation.

2) North Quadra Community (Family Fun) Nite - event 5pm 24 May just before AGM

a) TREVOR... (on behalf of NQCN subcommittee)

b) Provided update and context for seeking a motion (see appendix)

c) Submitting a CHQ for revenues collected already: $195 (from vendors)

d) Requesting $275 additional spending authority on top of $500 last month

e) Motion: Stan Seconded: Jeff MOVED: Unanimous

“NQCA approves Trevor an additional expenditure of $275, and if the net cost

of the event exceeds $500, then STAN agrees to cover the remaining liability”

3) Spring Newsletter (Lauraine)

a) Printed! Copies at the meeting.

b) Provided to Volunteers, Ready to Deliver, 18 routes covered.

c) Routes do not include apartment complexes (locked, inaccessible)

d) THANKS LAURAINE!

n.b. Trevor (Christine’s) NQCN poster/flyer also printed, ready for delivery alongside

newsletter on the same 18 routes, plus ~600 extras for around town, rec centres, cafes,

and hopefully – via apartment resident contact volunteer – delivery to each door.

{secretary is of the opinion that if this pilot of apartment complex delivery is successful,

then keeping/building the same relationship(s) behooves us to try providing newsletters

to these/other such North Quadra residents as well, in future years}

4) Annual General Meeting

AGM @ 19:30 ; NQCN outdoor event @ 17:00. First Nazarene (4277 Quadra)

a) AGM Responsibilities (Trevor)

i. Most directors responded to Trevor’s email, he’ll follow up with others.

ii. Graeme, Jeff, regret they will not be able to attend this year.

iii. Updated Responsibilities from Trevor soon, e.g. Trevor to run election.

iv. Motion: Stan. Seconded: Jeff. Moved: Unanimous

“NQCA to provide a $75 honorarium to the Church of the Nazarene”

n.b. this is separate and distinct from the fact that Trevor/NQCA

committee are also entering into $100 rental agreement with venue

b) Nomination of Slate of Directors (Jeff)

i. Sean and Rita have indicated their regrets, won’t continue as directors

ii. Sharron Treasurer TBA! Evelyn TBA. (both absent from meeting)

Action: JEFF to follow up with these two ASAP.

5) Website / Web Presence discussion

a) Concerns about the approach to rely on social media posts to provide dynamic

content updates via the column “widgets / plugins / feeds” [easy to do, e.g on

mobile] rather than “traditional, hard-coded html content” updates [the likes

of which take much greater effort, resources and time to achieve].

b) It was resolved, however, that Trevor would work toward creating a few more

“hard-coded” resources/materials/assets/pages.

e.g. provided dedicated [updated] links for President’s Message, Music in the

Park, putting facebook widget “events” prioritised ahead of “timeline” on the

“News and Events” webpage.

6) Reports on Developments/governance since March (Haji)

a) Penn Bulldozing (Luke Mari)

i. they have sweetened the CAC pot now $3M (nearly double)

ii. incl. pathway from Valemont.

b) Milner/Leveret

i. every single home will have secondary suite,

but they WILL HAVE “no-build” covenants.

c) 4011 Rainbow

i. Bob Webb… 5-lot subdivision.

7) Saanich Time Capsule for Canada 150 (Katherine Whitworth, Guest)

a) Scrolls were handed out, take home and bring to District Hall ASAP

b) The time capsule will be installed above ground at Saanich Hall

c) Will be opened up in 2067 for bicentennial!

F. Adjourn until [AGM, and then next Board of Directors Meeting on] THURSDAY 28th JUNE 2018

[recall it being ~22:00]

Summary of non-standard Motions and Actions

MOTIONS ACTIONS E (2)(e) Moved Stan, 2nd Jeff, Passed/Carried Trevor $270 for additional NQCN spending (secured by Stan if net cost runs over $500)

E (1)(a): Haji to follow up Paul to share our “unanimous thank-you from NQCA”

E (4)(a) Moved Stan, 2nd Jeff, Passed/Carried: $75 honorarium to the Church Nazarene, AGM

E (4)(b): Jeff to follow up ASAP with Evelyn (director at large), Sharron (treasurer) for slate.

Smaller Stuff / Reminders: Trevor to update website balancing SM<>html Trevor to provide AGM Duties + NQCN updates

OLD BUSINESS: Lauraine/Amy/+Jeff: Pony…Zoo

NORTH QUADRA COMMUNITY ASSOCIATION

ATTACHMENT - #NorthQuadra Community Nite – Budget Update

(Appendix to the Minutes, was not provided as part of agenda) … motion on spending authorisation [see E 2(e) above] based on this context:

• March meeting provided Trevor with $500 in spending authority o Spent now $150 on flyers o Will spend $325 on Insurance (next required step) o This will be $475 spent at that point. Any further steps would require Barry family

risk-managing. • Note: the “we’ll all pitch in $25 to cover a shortfall” commitment in March was rendered a

moot point when Sharron confirmed that we had the room in the account balance. • Christine provided cheque made out to NQCA for $195 (mirroring revenues collected

already from committed vendors) the night of April meeting o While this may seem like “they have more money to spend, on, e.g. $100 rent” o In fact, this is not the interpretation of fiduciary duty. o i.e. all revenues collected go STRAIGHT to NQCA. To spend any of that

revenue, the NQCA needs to, as appropriate, provide Trevor [more] authority. • Recall: $475 noted above

o +$100 after that for Rental Agreement → $575 o +$200 for the Bouncy Castle brings to → $775 (required spending, total liability) o Do the math: $775 – $500 = $275

• Hence, the request and the motion to receive $275 in ADDITIONAL spending authority NQCA Risk Management • If necessary (or absolutely if it rains) we could (will) cancel Bouncy Castle, save $200. • Cancelling this would mean had we over-spent on insurance, but that’s sunken cost.

o (we can’t recover the ~$50 difference in insurance cost after-the-fact!) o Insurance industry is a big racket! {in writer’s opinion due to recent tribulations}

At the time of the NQCA April Board Meeting: Already Spent: $150 Yet to Spend: $625 ($325+$100+$200) Total Liabilities: $775 Already Received: $195 SUB-TOTAL $580 (i.e. Stan could be on the hook for up to $80, but no more) Expected additional: $280 ($205+$25+$50) Total Revenues: $425 TOTAL NET COST $350 (i.e. projected worst total cost to NQCA, conservative) Note: the following Budget Table excerpt from Trevor’s Project Document includes an additional $50 in discretionary spending (additional liability) for online advertising. This would only be followed through with if BOTH (a) ample revenue already collected, & (b) attendance concerns. Doing so would not be within currently authorised expenditures and would require approval for reimbursement after-the-fact. Budget Table from Project Document (4-May-2018)

ITEM AMOUNT

Note

Rental Agreement -$100 ‘ Payable to Victoria First Church of the Nazarene (Sheri)

Insurance (not incl. Band nor Food Trucks)

-$325 * Paid to Megson Fitzpatrick (Katherine Burgess, SCAN account manager)

Live Band n/a

Best Coast Big Band interested in donations

Bouncy Castle -$200

Payable to Backyard Bounce (Daryl)

Online Advertising -$50

Payable to Trevor Barry (facebook promotions)

Flyers (print promo) -$150 * Paid to Foto Print.

Prizes n/a

Hoping for donated prizes (*CAO, *vendors, *biz)

SUM COSTS -$825

*(spent= $475) + ‘(need= $100) = $575

(REVENUES)

Revenue So Far = $195 chq + $60 subsequent vendors (… the corollary is that Stan is now only on hook for $20)

Vendors $400

Assuming (conservative) 16 vendors @ $25 each

Food Trucks $25

~5% on sales

Donations $50

SUM REVENUE $425

TOTAL NET SUM -$400

Negative figure means a COST to the NQCA from an approved budget of $500+$275 = $775