Thetis Island, BC, Canada - Community Website

Thetis Island Residents' and Ratepayers' Association
Annual General Meeting
March 26, 2009
Forbes Community Hall, Thetis Island

Meeting Called to order at 7:34 pm.
Chaired by John Stadt, President.
32 members were in attendance.
Welcome to members and thanks to Donna Stadt for preparing coffee, tea, and goodies.
Approval of Minutes
John Stadt asked if there were any changes or corrections to the minutes of the General Meeting of October 16, 2008, which were posted on the bulletin board and the website.
MOTION made by Ken Youds, seconded by Steve Frankel, to adopt the minutes of October 16, 2008 as presented. Motion CARRIED.
Treasurer's Report
Kevin Galbraith presented the Treasurer's Report. Copies were provided for the members in attendance. A copy is attached and made part of these minutes.
Kevin made note that the most obvious change was the earlier due date of TIRRA membership fees.
President John Stadt made the statement that the General Fund is growing and posed the question whether this accumulation was necessary or beneficial. Should we be considering what spending may be needed? Could there be some worthy community projects to turn some financial attention to? Some suggestions (from President Stadt and past membership ideas):

community trail clean up
greening of the garbage site
water front accesses (must be neighbourhood initiated)
honorarium for executive (ie an appreciation dinner)
cenotaph in St. Margaret's Cemetery
exercise of gym equipment
painting the new recycling/ returnables bins
TIPA is planning to head this project
At this point there was a question from the floor; what is TIRRA's association status? Are we allowed to accumulate monies? Answer from President Stadt: TIRRA is not a charitable organization, but a membership based association that exists to serve this community.
STANDING COMMITTEE REPORTS:
Sanitation Committee
Chair Barbara Williamson presented a report of progress of the new recycling and garbage system. Copies were provided for the members in attendance. A copy is attached and made part of these minutes. A one page hand-out has been developed by TIPA to educate members about the new system. This will be posted on the web and put in each member mail box. Chair Williamson also addressed some on-going questions:

should attendants be voluntary or paid?
Up to membership to decide on a line of credit for a compactor and generator. We must consider the cost ratio.
Ron's current trip costs of $350/trip : purchasing equipment to reduce volume.
Wayne and Maureen Loiselle have offered to do some fundraising on their boat, but a committee is needed to help organize and publicize.
Additional comments by Ron Bannister were that from his observation the volume of garbage has been going down and the volume of recycling has been increasing. Estimate that by summer the new system should be fully operational.
Membership Discussion:

could there be a private pick-up service for part-timers to address their concern about limited service?
Is there a list of paid members entitled to use the garbage site?
How can we effectively limit the site to paid users?
If there is limited access it may lead to more dumping.
Could there be a per bag fee for non-members?
What is the liability at the site, and can the TIVFD obtain a key for the area in case of an emergency?
( from Pres. Stadt: TIRRA's insurance covers the site, and Ron will provide TIVFD with a key asap)
could there be a Sunday afternoon drop off for the convenience of part-timers?
Idea: perhaps a part-timer can volunteer to man the site on Sunday pm.
the site is not complete yet, once it's fully operational, with recycling and returnables open 24/7 it should be much more convenient.
We can make on-going 'fine-tunning' changes as we go.
MOTION made by Ken Youds, seconded by Steve Frankel, to accept the working hours of the new garbage site as Wednesday and Saturday, 9 a.m. to noon. Motion CARRIED.
Transportation Committee:
Chair Graeme Shelford presented his report. Copies were provided for the members in attendance. A copy is attached and made part of these minutes. He also expressed that, though the Ferry Advisory Board is not a part of TIRRA, they are currently seeking residents to sit on the board. Please contact Graeme if you are interested.
Land Use and Environment
Chair Ken Youds made his report. Copies were provided for the members in attendance. A copy is attached and made part of these minutes.
MOTION was made by Ken Youds, seconded by Grant Babin, to use monies from the general fund to remove garbage from the head of the community trail. A caveat was made to the motion by Dave Steen to put a financial limit of $500 on the project. Motion CARRIED.
Jeaninne Calbeck, TIVFD Chief, informed the community that nuisance smoke complaints should be made to the Ministry of Environment, not the TIVFD. She also reminded islanders that they must check the venting index before having open burns. It was suggested that this reminder go out on e-spokes for the broader community.
Cemetery Committee:
Chair Lorrie Wood presented her report. Copies were provided for the members in attendance. A copy is attached and made part of these minutes. Chair Wood also gave a brief history of the Cemetery Committee for the benefit of new members.

St. Mary's Cemetery trust was transferred from the Anglican Synod of Vancouver to TIRRA’s auspices in the 1970s.
Currently an 8 person board.
Legislated under the Memorials and Funerals Act
sub-committee of TIRRA, but has it's own Charitable status.
Produced book 'Lives Behind the Headstones' ( by Sheila Kelsey)
runs bi-annual clean -up parties; please join when possible!
By-law committee:
Chair Tooner Knowles was not present at the meeting but provided a report to be presented by President Stadt. Copies were provided for the members in attendance. A copy is attached and made part of these minutes. There was a minor change in the bylaws due to the earlier date for service fee collections.
Community Trail:
Chair David Steen presented his report. Copies were provided for the members in attendance. A copy is attached and made part of these minutes.
Doreen Lily is no longer co-chairing this committee. Thanks and appreciations were extended on behalf of the membership by President Stadt for Doreen Lily's service.
ELECTION OF OFFICERS 2009
President Stadt requested nominations form the floor.
The sole nominations for office were:
President: Ernie Hunter
Past President: John Stadt
Vice President: Steve Frankel
Treasurer: Kevin Galbraith
Recording Secretary: David Steen
Corresponding Secretary Barbara Williamson
These officers are declared elected by acclamation.
Standing Committee Chairs:
Sanitation: Kathleen McIsaac
Transportation: Graeme Shelford
Land use/Environment: Ann Keir
Bylaws: Tooner Knowles
Cemetery: Lorrie Wood
Community Trail: David Steen
New Business:
1. Governance
President Stadt made a statement regarding the challenges of running TIRRA and relying on the participation of volunteer to fill executive and standing committee positions. He introduced the concept of having the Provincial government provide a pre-incorporation study to inform the community of alternative governance models that may be available to us. This study would have no direct costs to the community and is non-binding, with no obligation to adopt any recommendations that may arise from the study.
Further information was provided by Ken Youds. He stated that though there was no obligation, there is an expectation on the part of government that the community take the study seriously.
Motion made by Claire Hess, and seconded by Graeme Shelford, to go about the necessary steps to begin this research process.
Discussion:

What is the focus of this study? Has the community been given enough information to make the decision to initiate this study?
Our current system relies on the same volunteers to step forward over and over.
Is having so many different boards the most efficient approach for local governance?
We must provide clear parameters for the researching body that define our community needs.
The community of Wells was used as a comparative example of a small population that had incorporated and was functioning successfully.
What would be the time-frame of this study?
Do we need more time to make this decision?
Is there information we may be over-looking without the need to go to the province?
The best idea may be to frame a more informative proposition to bring forward to the next TIRRA meeting, after TIRRA has conferred with other community boards and associations.
There is a degree of skepticism that there is no cost and no obligation; what does the provincial government have to gain? What is their motivation?
Do we as community want to be analyzed from an outside body?
AMENDED MOTION was made by Ken Youds, and seconded by Graeme Shelford, that TIRRA will take the leadership role, with other Thetis Island Boards, to explore some new options with regards to governance models on Thetis Island. Motion CARRIED
2. Water Well Report; Vice President Steve Frankel
Vice President Steve Frankel stated that there was active community interest in participating in an information meeting with the Ministry of Environment to here about the progress of recent the well water study. Over 25 islanders have responded that would like to attend. A tentative date for the meeting is Wednesday, April 29th, 6-9:30pm.
Discussion:

what other islands were involved in the study?
Steve wasn't sure; possibly Maine, Salt Spring, and/or Gabriola.
Fire Hall is on Wednesday nights, limiting a % of possible participants.
Steve expressed that the available days are limited, but we will see what others are available.
3. Thanks to the out-going President
Ken Youds vocalized warm community thanks and appreciation to John Stadt for his outstanding service as President of TIRRA. Thanks John, for a job well done!
MOTION made by President Stadt to adjourn the meeting at 9:06 pm.
Respectfully Submitted by:
Stephanie Cottell, (stand-in) Recording Secretary