THETIS ISLAND RESIDENTS’ AND RATEPAYERS’ ASSOCIATION

ANNUAL GENERAL MEETING

March 17, 2005
Forbes Hall, Thetis Island

MINUTES

Meeting commenced at 7:30 p.m.

Chaired by Graeme Shelford, President

Approximately 30 members were in attendance

Graeme commenced by thanking Donna Stadt for providing the refreshments and snacks, along with Pot of Gold Coffee for supplying the coffee.

General
Graeme Shelford briefly reviewed the minutes of the October 21, 2004 General Meeting. A slight correction was required. At page 2 under Insurance, second paragraph, the third line should read “… cost of about $575 per year. …” as opposed to $725, which was previously recorded.

MOTION made by John Stadt, SECONDED by Alex Rozewicz to adopt these minutes as amended. Motion CARRIED.

With respect to the requirement that the Annual Report be posted prior to the Annual General Meeting, the report published in the Spring edition of the Quarterly will stand as official notice of the Annual Report, along with the subsequent mail-out which provided the Financial Statement.

Ferry Traffic Safety
Further to the October 21, 2004 General Meeting, Glen Andison has volunteered to act as Liaison for Ferry Traffic Safety.

Moore Hill Trees
Through communication with TIRRA representatives and adjacent property owners, BC Hydro have successfully connected power transmission lines across Moore Hill by zigzagging at the northern end (near the Shelford property) and then crossing down onto the slope of Ian Ralston’s property, then returning back to the paved road at the southern end of the summit section of the roadway. This minimized tree removal along the summit portion of the road. A letter was written to BC Hydro thanking them for involving the community prior to installing the power transmission lines, to which BC Hydro replied thanking the community for their support.

Sanitation
A large part of TIRRA’s responsibility is the management of the garbage disposal site, which includes the general upkeep of the area. General recycling has been approved by the community at the March 18, 2004 TIRRA Annual General Meeting and in so doing, separate duties are required under this task. Ron Bannister has undertaken to assume the tasks associated with recycling incentives and the general upkeep of the garbage disposal site. A possible conflict of interest was foreseen with respect to his position as Chair of the Sanitation Committee. As a result, Ron has resigned as Chair and will assume the above duties on a contractual basis, with the costs for same being borne from the mandate made at the last AGM.

Ron was gratefully thanked for his diligence and hard work while acting as Chair of the Sanitation Committee.

Executive and Committee Chairs
A major reorganization has taken place this year. Graeme Shelford has stepped down as President and the current Vice-President, Pat Mooney, has agreed to assume the President’s duties.

Ken Youds, a pillar of the community, has been the backbone of TIRRA, and has performed a multitude of activities and duties throughout the many years he was involved with TIRRA. Ken has stepped down as Corresponding Secretary and Chair of the Bylaws and Membership Committee. Ken was thanked for all of his outstanding work during the many years.

Pauline Harwood has served as Treasurer over the past 6 years and has now stepped down from that position. Pauline was thanked for her accuracy and astuteness during her tenure.

Ian Ralston has also stepped down as Chair of the Transportation Committee. Ian was absent at this meeting.

Treasurer’s Report
Pauline Harwood reviewed the year end Financial Statement. In 2004, there were a total of 470 members who paid their dues, namely 229 Full-Time and 241 Part-Time members. New invoices have been forwarded to members of the community for 2005 and the monies are starting to arrive. As at December 31, 2004, there was a healthy $23,000 surplus in TIRRA’s account, specifically $6,700 in the General Fund and $16,300 in the Garbage Fund.

Bylaws and Membership
Ken Youds was absent. There are no amendments recommended to the existing Bylaws.

Transportation
Ian Ralston was absent. Gail O’Hara in his absence indicated that the rumour that a possible bridge would be built to connect both Thetis and Kuper Islands together so that one ferry service would be required, was just that, a rumour, and is inaccurate. The BC Ferry Corp. contract is up for renewal in 2008, at which time fare increases are anticipated. Schedule changes may also occur. Gail asked that the community remain diligent for any changes which may transpire leading up to 2008.

Land Use and Environment
Bob Burgess has been monitoring well capacities and rainfall accumulation using the services of various persons in the community. Since Bob has previously resigned as Chair of this Committee, John Stadt is now gathering the required documentation for information purposes and will provide the community with the statistics in due course.

Cemetery
Lorrie Wood reminded those present that the Committee is governed by its own Board, but remains under the auspices of TIRRA. The duties and responsibilities of the Cemetery Board fall under the Cemetery Act. The Board received approximately $1,300 in sales for cremation and burial plots in 2004. The various volunteers who continue to maintain the cemetery property were thanked, along with Norm Kasting for the grass mowing and Capernwray for the maintenance of the ditches around the perimeter. Bill Dickie was thanked for creating and installing the new sign for St-Margaret’s Cemetery. Sheila Kelsey will step down this year as past Chairperson of the Board, but will continue to be involved in the revision and reprinting of “Lives Behind the Headstones”. The publication continues to be a source of revenue for the cemetery.

Community Trail
David Steen and Doreen Lilley advised that following the January 2005 snowstorm, a general cleanup was performed and the trail has now been reopened. However, there are some leaning trees which pose a potential hazard. A small area near the end of the trail, nearest to Ian Ralston’s property, has been detoured to prevent any possible injuries. These trees will be monitored to check for their safety. At this time, it is premature to arrange a work party to groom the trail, as heavy rains are still anticipated. A request was made that perhaps someone in the community could build a bench to be located near the half-way point on the trail.

Annual Dues
The dues were last increased in 2001. A discussion ensued with respect to whether the dues should be increased, decreased or maintained. David Steen indicated that to increase the dues, a specific program would be required. Pauline Harwood indicated that at present, there is no need to increase the dues for garbage collection, as the present contract appears to be adequate, however a slight increase could occur to cover any unforeseen expenses.

MOTION made by Pauline Harwood, SECONDED by Bev Vreeswijk that the 2006 TIRRA dues be increased by $2.00 for all categories. Motion CARRIED.

Graeme requested a show of hands with respect to this increase. It was unanimously approved - no abstentions.

Peter Shaver questioned the existing surplus of over $15,000 in the Garbage Fund. Pauline indicated that there were concerns that Salish may increase their fees in 2006. John Stadt indicated that the existing reserve could be maintained to cover any anticipated increase from Salish. If no increase for 2006 occurs, perhaps the reserve could be lowered.

Pat Mooney inquired whether the special pickup would be conducted on an annual basis, or every 2 years. Further information will be provided on this matter.

MOTION by Shirley Burr, SECONDED by Den Kelsey that the garbage fees for 2006 remain as per the 2005 rate. Motion CARRIED.

Graeme requested a show of hands with respect to this motion. It was unanimously approved - no abstentions.

Directors & Officers and Liability Insurance
In accordance with a motion made at the June 17, 2004 TIRRA General Meeting to increase the existing insurance policy, information has been obtained with respect to providing Directors and Officers Insurance, as well as renewing the General Liability Insurance. Volunteer Canada (AON) appear to have the best quote for Directors and Officers Insurance, but require a $100.00 annual fee to join their organization and in turn qualify to receive this coverage. The Co-operators continue to have the best coverage for General Liability Insurance. 50% of the cost of this insurance is borne by the Cemetery Board. This insurance covers TIRRA property, the Community Trail and the garbage site area. The insurance excludes garbage disposal, however, Salish are responsible for this coverage. Separate insurance policies will be carried with AON and Co-operators, with confirmation to follow.

Lorrie Wood was thanked for the tremendous amount of work done to obtain all of this information.

Emergency Response Services (ERS)
The Emergency Preparedness encompassing the ESS (Emergency Social Services) and the LERN (Local Emergency Response Neighbourhoods) is in much need of funding. Ernie Hunter advised that he attended the last EPR meeting, whereby there has been no activity in obtaining Provincial funding. Glen Andison advised that he is still formulating specific items for funding, but this is far from completion.

Notice Board Replacement
No report is available at this time. Capernwray is still willing to have the Notice Board shelter relocated onto their property. Further information will be provided in due course.

Recycling
Ron Bannister has the recycling process in place and it appears to be working well. The first Saturday of every month is allocated for this service, with the specific times posted on the board at the garbage site. Glen Andison indicated that the Chemainus recycling centre may be relocated, as the new hotel in Chemainus is applying pressure for this relocation. Further information will be provided.

Nomination of Executives and Committee Chairs for 2005
The sole nominations for the Officers were:

President: Past President: Vice President: Treasurer: Recording Secretary: Corresponding Secretary:

Patrick Mooney Graeme Shelford John Stadt Kevin and April Galbraith (Co-Treasurers) Michelle Shaver Veronica Shelford

Therefore these Officers are declared elected.

The sole nominees for Standing Committee Chairs were:

Bylaws & Membership: Transportation: Sanitation: Land Use & Environment: St. Margaret’s Cemetery: Community Trails:

Tooner Knowles (presently vacant) Barbara Williamson Ernie Hunter Lorrie Wood Doreen Lilley and David Steen (Co-Chairs)

Therefore these Committee Chairs are declared elected.

New Business
David Steen inquired whether there has been a response from Islands Trust with respect to reviewing the existing Bylaws. Gail O’Hara advised that David Essig informed her that enforcement of the existing Bylaws is actively being pursued. Currently there are 5 Bylaw infractions outstanding, with 1 infraction going to Court. A further meeting is anticipated sometime in April or May with details of any upcoming meeting being posted on the Bulletin Board. A mail-out will be carried out, outlining the issues in dispute. David Steen inquired that while the alleged Bylaw infractions were being reviewed, could the Islands Trust ask for a Court injunction to enforce the existing Bylaws, while waiting for a Court ruling. Gail indicated that steps are currently in place when infractions are committed and all steps must be completed. Currently there is a Bylaw Enforcement Officer who works only 2 days per week. Unfortunately, funding is a problem and that is all the time allocated under the Budget.

The issue of handing out tickets to violators was brought up, including issuing Business Licenses. Gail advised that these were currently not an option.

Peter Shaver advised that the road condition in front of the existing mail boxes was in dire need of repair. Dumping of gravel does not appear to be a long term solution. Perhaps the community could “blacktop” the road surface, since everyone benefits from this service. A discussion ensued with respect to Paul Deacon assuming the postal service on a contractual basis, and as such his responsibility for providing adequate access. Others indicated that the community accessed his private road and the community should be responsible for the condition of the roadway. Perhaps a fundraiser could be arranged. Den Kelsey indicated that perhaps the Highways Department could be contacted to obtain a quote on providing “blacktop”. Another option was that any existing surplus from TIRRA could be allocated for this expenditure. Yet another option was relocating the mail boxes to a public area. This matter will be revisited and will be returned to the membership for a decision.

Lucy Mooney inquired whether new homeowners were being advised of the various organizations in place and dues required on Thetis. The Hi Neighbour Committee currently provides packets of information to new residents.

Ron Bannister indicated that the bottle deposit recycling area is overflowing. Perhaps TIPA (Thetis Island Parents’ Association) could be contacted to ensure that a continuous removal of bottles is done. John Stadt advised that he has volunteered to assist TIPA in the past, but has never been contacted. TIRRA will contact TIPA with respect to this issue.

Peter Shaver advised that he will build a bench for the Lawrence Trail.

MOTION by Alex Rozewicz, SECONDED by Pat Mooney to adjourn the AGM. Motion CARRIED.

The AGM was adjourned at 9:10 p.m.

 

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