THETIS ISLAND RESIDENTS’ AND RATEPAYERS’ ASSOCIATION

SPECIAL MEETING

September 27, 2008
Forbes Hall, Thetis Island

President John Stadt called the meeting to order at 1:08 and welcomed the 50 attendees.
He explained that the purpose of the Special Meeting was two-fold, namely to pass a resolution to amend the TIRRA bylaws and to vote on the use of the Waste Removal Reserve fund to implement the new garbage system.
The amendment to the bylaws is to bring the due date for the Annual Membership fees into line with the changes to the waste removal system being proposed by TIRRA.
He farther explained that only TIRRA members could vote, and that the vote must be approved by at least 75% of those in attendance, who are eligible to vote.

MOTION made by Ann Keir, seconded by Steve Frankel, that bylaw # 6 be amended to read as follows:
The Annual membership fees and the (voluntary) community service fee for waste removal and other services, which become due on January 31 of each year, shall be determined at the General Meeting of the Association to be held in October or at a subsequent Annual or General Meeting if so directed by a vote of the membership of the Association.
Motion CARRIED with a unanimous vote.

John then called on Barbara Williamson, Chairperson of the Garbage Committee to provide an update on the Garbage situation.
She noted that the contract with WSI has been renewed and that fees and rates remain the same.
Their charges are $125 per metric tonne and $54.65 for lift fee.
They have agreed to replace the 7 bins which we currently have.

The Permit of Occupancy has been received from Highways. This is for a 5-year term, for which we pay a fee of $1 per year.
We will not require fencing and Highways will be responsible for a new gate and hinges. The gate will have a double lock system to meet their requirements.
They will also provide the materials for a culvert, as this is required to access the area, which we will be using for garbage.

TIRRA has received a 5-year contract from Ron Bannister for the new garbage system.

To set up the new system will cost approximately $23,000. There is about $16,000 currently in the reserve garbage fund. If $13,000 is used to partially fund the new system, then a small cushion can be kept in reserve.
The estimated $23,000 will cover the following:
     - Two forty yard bins for sorting/recycling ($7,000)
     - Generator ($700-$1,000)
     - Shed roof ($2,000)
     - Signage ($1,500) it is hoped that TIPA will cover some of this, as they will not need to build a separate station for returnables.
     - Miscellaneous bins ($1,500)
     - Compactor ($10,000)

Barbara stressed that this is only an estimate and that every effort will be made to look for donations, buy materials wholesale etc. She noted that in order for Ron to run the system efficiently he will require a compactor, and she asked John Stadt to discuss the compactor as he has been researching prices for this.

John stated that we could consider buying a compactor for $9,590 + tax through a line of credit or we could lease to buy. The latter would require a lease being taken over a 60-month period at $212.75 per month, with the balance of $959 being paid out in the 61st month.

MOTION made by Barbara Williamson, seconded by Lon Wood to approve the expenditure of $13,000 from the reserve garbage fund to develop the infrastructure required for the new garbage/recycle centre.
Motion CARRIED. This was approved by 84% of the members present.

TIPA president, Stephanie Cottel informed the meeting that TIPA wishes to participate in the project. She noted that they had raised $2,000 and indicated that while there would have to approval at a meeting; parents would like to partner this financially.

Discussion followed, as there were a number of issues, concerns and questions about the new system and hours of operation.

One person, Nan Beals, offered her services as a volunteer at the garbage site.

Although one individual wished to make a motion about hours of opening, this could not be done as it fell outside of the parameters of the Special Meeting. He was however assured that the garbage area would be open on two days of the week for three hours, instead of only one day, as originally planned.
This will be farther discussed at the next General Meeting, October 16, 2008.

There was also a motion put forward for approval of a line of credit to purchase a compactor, however this motion also fell outside of the parameters of the Special Meeting so it will be dealt with at the next General Meeting, October 16, 2008.

It should be noted that Veronica Shelford and Jeanine Caldbeck were the official scrutineers for votes

John Stadt adjourned the meeting at approximately 2:15 p.m.

 

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