SKEENA-QUEEN CHARLOTTE REGIONAL DISTRICT REGULAR BOARD MEETING AGENDA To be held in Prince Rupert at the Regional District Office Friday, May 25, 2012

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1 SKEENA-QUEEN CHARLOTTE REGIONAL DISTRICT REGULAR BOARD MEETING AGENDA To be held in Prince Rupert at the Regional District Office Friday, May 25, CALL TO ORDER 7:00 p.m. 2. CONSIDERATION OF AGENDA (additions/deletions) 3. BOARD MINUTES & BUSINESS ARISING FROM MINUTES 3.1 Minutes of the Regular Meeting of the Skeena-Queen Charlotte Regional District (SQCRD) Board held April 20, 2012 Pg Rise & Report (to be read by Chair - no motion required) MOVED by Director Nobels, SECONDED by Director Ashley, that the staff report Community Recreation Program Contribution be received; AND THAT the Corporate Officer be authorized to sign the Community Recreation Program Contribution Agreement with the Province of British Columbia for the TowHill Blowhole Boardwalk Naikoon Provincial Park Haida Gwaii Project 16149; AND FURTHER THAT the Corporate Officer be authorized to sign a third party agreement with the Old Massett Village Council to undertake the TowHill Blowhole Boardwalk Project as required under the Agreement with the Province. IC CARRIED 4. STANDING COMMITTEE/COMMISSION MINUTES BUSINESS ARISING 4.1 Moresby Island Management Committee April 12, 2012 Minutes 4.2 Haida Gwaii Regional Recreation Commission April 19, 2012 Minutes 4.3 Tlell Advisory Committee May 5, 2012 Minutes Pg Pg Pg DELEGATIONS 5.1 Steve Kietzmann, Carlyle Shepherd & Co. Presentation of Audited Financial Statements for the period ending December 31, 2011: Appendix I - Skeena-Queen Charlotte Regional District, and Appendix II - Skeena-Queen Charlotte Regional Hospital District 5.2 Keith Isherwood Employment Insurance Pilot Projects Being Cancelled Pg Pg P a g e

2 Skeena-Queen Charlotte Regional District Board Meeting Agenda May 25, FINANCE 6.1 Cheques Payable over $5,000 April 2012 Pg CORRESPONDENCE 7.1 Royal Canadian Legion, Branch 244 Request for Funding from Area Directors Federal Gas Tax Refund 7.2 Vancouver Island Regional Library From The Board Table 7.3 Ministry of Finance Expert Panel Review of Business Taxation and the Municipal Revenue Sources Review 7.4 UBCM In The House 7.5 Corporation of the City of New Westminster Formation of a UBCM Railway Committee 7.6 Emergency Management BC Emergency Management and Regional Operations 7.7 Ministry of Forests, Lands and Natural Resource Operations Heritage Lighthouses May 29 Deadline Approaching 7.8 Ministry of Justice New Metal Dealers and Recyclers Act 7.9 City of Vancouver Bylaw for Liability Insurance Requirements for Oil Tankers and Pipelines that could Spill into Burrard Inlet or the Fraser River Pg Pg Pg Pg Pg 45 Pg Pg Pg 52 Pg REPORTS / RESOLUTIONS 8.1 Recycling Operations Manager Recycling Drop-off Bins 8.2 Recycling Operations Manager Extension of Operational Hours 8.3 Chief Administrative Officer and Islands Solid Waste Operations Manager Queen Charlotte Village Recycling Depot 8.4 Chief Administrative Officer Tsunami Debris 8.5 Haida Gwaii Recreation Co-ordinator Haida Gwaii Recreation April 2012 Report 8.6 Treasurer General Strategic Priorities Fund (Gas Tax) 8.7 Chief Administrative Officer - Appointment of Officer Positions 8.8 Chief Administrative Officer Draft Board Policy Use of Skeena-Queen Charlotte Regional District Branding Pg Pg Pg 59 Pg Pg Pg Pg Pg P a g e

3 Skeena-Queen Charlotte Regional District Board Meeting Agenda May 25, Deputy Corporate Officer - UBCM Resolution Emergency Services Funding 8.10 Administrative Assistant - Support for Participation of the ShakeOut BC Drill Pg Pg BYLAWS 9.1 Planning Memo - Bylaws 538 and Public Hearing 9.2 Bylaw No , 2012 Being a Bylaw to amend the Rural Graham Island Official Community Plan Bylaw No. 532 Pg Pg Requiring third reading and adoption 9.3 Bylaw No. 538, 2012 Being a Bylaw to amend the Graham Island Interim Zoning Bylaw No. 192 Pg Requiring third reading and adoption 9.4 Bylaw No. 543, 2012 Being a Bylaw to amend the Moresby Island Official Community Plan Bylaw No (re: Sandspit Hatchery) 9.5 Bylaw No. 544, 2012 Being a Bylaw to amend the Moresby Island Interim Zoning Bylaw No. 186 (re: Sandspit Hatchery) 9.6 Bylaw No. 545, 2012 Being a Bylaw to amend the Moresby Island Official Community Plan Bylaw No. 236 (re: Sandspit Golf Course) 9.7 Bylaw No. 546, 2012 Being a Bylaw to amend the Moresby Island Interim Zoning Bylaw No. 186 (re: Sandspit Golf Course) Late Item Late Item Late Item Late Item 10. LAND REFERRALS / PLANNING 10.1 Province of BC Referral Request # , Location: Porcher Island/Egeria Mountain 10.2 Forests, Lands and Natural Resource Operations Request # , Location: Area A, Russell Arm, Part of Lot 1, Sub Lot A, DL 1991, Range 5, Coast District, Plan 1350 Pg Pg NEW/OLD BUSINESS 11.1 Presentation of Recycling Award Pg Arrange for Meeting at UBCM Director Nobels Request for staff to arrange a meeting at the UBCM Convention with the Ministry of Transportation and Infrastructure regarding gravel upgrading. 3 P a g e

4 Skeena-Queen Charlotte Regional District Board Meeting Agenda May 25, PUBLIC INPUT 13. IN-CAMERA That the public be excluded from the meeting according to section 90 (1) (c) and (k) of the Community Charter labour relations and other employee relations and negotiations and related discussions respecting the proposed provision of a municipal service that are at their preliminary stages 14. ADJOURNMENT NEXT MEETING: June 22, 2012 Village of Queen Charlotte 4 P a g e

5 ITEM 3.1 SKEENA-QUEEN CHARLOTTE REGIONAL DISTRICT MINUTES (draft) of the Regular Meeting of the Board of Directors of the Skeena- Queen Charlotte Regional District (SQCRD) held at the Sandspit Community Hall, Sandspit, BC on Friday, April 20, 2012 PRESENT Chair Vice Chair Directors Regrets Staff: B. Pages, Village of Masset D. Nobels, Electoral Area A A. Ashley, City of Prince Rupert N. Kinney, City of Prince Rupert C. Kulesha, Village of Queen Charlotte I. Gould, Village of Port Clements K. Bergman, Electoral Area C D. Robertson, Electoral Area D (Alternate) E. Putterill, Electoral Area E K. Bjorndal, District of Port Edward Michael Racz, Electoral Area D Joan Merrick, Chief Administrative Officer Public: 7 1. CALL TO ORDER 6:10 p.m. 2. AGENDA 2.1 MOVED by Director Nobels, SECONDED by Director Kinney, that the agenda be adopted as amended, with the addition of the following items: 4.1 Moresby Island Management Committee March 8, 2012 Meeting Minutes (Adopted) 5.1 Delegation Gordon Usher Moresby Island Advisory Planning Committee Bylaw 7.14 Council of the Haida Nation Participation in the All-Island Energy Committee 7.15 Passenger Transfer Board of BC Municipal Notice of Taxi Application 8.8 Joan Merrick, Chief Administrative Officer Sandspit Street Lighting Update 8.9 Director Des Nobels (Verbal) - Pacific North Coast Integrated Management Area / Integrated Ocean Advisory Committee 1 1 P a g e

6 Draft SQCRD Regular Board Meeting Minutes April 20, Director Des Nobels (Verbal) Alberta Enterprise Group 10.3 Ministry of Environment Referral for application for an approval of short-term non-recurrent use of water AND THAT the following item be deleted from the agenda: 8.4 Gas Tax General Strategic Priorities Fund and Innovations Fund Update CARRIED 3. MINUTES & BUSINESS ARISING FROM MINUTES 3.1 SQCRD Regular Board Meeting March 23, 2012 MOVED by Director Putterill, SECONDED by Director Nobels, that the minutes of the March 23, 2012 SQCRD Regular Board meeting be adopted as presented CARRIED 3.2 Rise and Report MOVED by Director Kulesha, SECONDED by Director Racz, that the Board announce the ratification of a 3-year agreement with CUPE Local CARRIED 4. STANDING COMMITTEE/COMMISSION MINUTES BUSINESS ARISING 4.1 Moresby Island Management Committee March 8, 2012 Minutes 5. DELEGATIONS MOVED by Director Putterill, SECONDED by Director Nobels, that the Minutes of the Moresby Island Management Committee meeting held March 8, 2012 be received as presented CARRIED 5.1 Mr. Gordon Usher addressed the Board with concerns regarding the recently renovated Sandspit Community Hall. Mr. Usher also spoke about the recent Alternate Approval Processes (AAP) that were conducted in Area E and suggested there was a lack of information to the residents prior to the process which may have affected the outcomes. He suggested that clearly-defined budgets for these services be provided. Mr. Usher asked the Board to review the process for appointments to the Moresby Island Advisory Planning Committee. Finally, he spoke of the past discussions on the issue of the incorporation of Sandspit and asked the Board to consider a request to the Ministry of Community, Sport and Cultural Development to start the incorporation study process. Mr. Usher also provided a written submission of his concerns. 2 2 P a g e

7 Draft SQCRD Regular Board Meeting Minutes April 20, FINANCE 6.1 Cheques Payable over $5,000 March, 2012 MOVED by Director Kinney, SECONDED by Director Ashley, that the report of cheques payable for over $5,000 for the month of March 2012 be received as presented CARRIED 7. CORRESPONDENCE 7.1 BC Ferry Authority Appointments to the BC Ferry Authority Board of Directors MOVED by Director Kulesha, SECONDED by Director Nobels, that the correspondence from the BC Ferry Authority regarding the appointments to their Board of Directors be received and filed CARRIED 7.2 North Coast-Skeena First Nations Stewardship Society Marine Planning Partnership for the North Pacific Coast (MaPP) MOVED by Director Ashley, SECONDED by Director Kinney, that the correspondence from the North Coast-Skeena First Nations Stewardship Society regarding the request for nominations to represent local government on the North Coast Marine Planning Advisory Committee be received CARRIED THAT staff send a letter to the North Coast-Skeena First Nations Stewardship Society stating the Skeena-Queen Charlotte Regional District is not willing to participate in the North Coast Marine Planning Advisory Committee unless the Regional District is part of the decision-making process and funding is provided to support the appointees CARRIED 7.3 Union of BC Municipalities 2012 Resolutions Process MOVED by Director Ashley, SECONDED by Director Nobels, that the correspondence from the Union of BC Municipalities regarding the 2012 Resolutions process for consideration at the annual UBCM Convention be received and filed CARRIED 7.4 Union of BC Municipalities Strategic Wildfire Prevention Initiative MOVED by Director Ashley, SECONDED by Director Nobels, that the correspondence from UBCM regarding the application deadlines for the Strategic Wildfire Prevention Initiatives be received and filed CARRIED 3 3 P a g e

8 Draft SQCRD Regular Board Meeting Minutes April 20, Union of BC Municipalities Legislative Updated MOVED by Director Nobels, SECONDED by Director Putterill, that the correspondence from UBCM regarding an update on various legislation before the provincial legislation be received and filed CARRIED 7.6 Ministry of Community, Sport and Cultural Development TowHill Blowhole Boardwalk project MOVED by Director Kulesha, SECONDED by Director Ashley, that the correspondence from the Ministry of Community, Sport and Cultural Development regarding the approval of a $100,000 grant for the TowHill Blowhole Boardwalk project in Haida Gwaii be received and filed CARRIED 7.7 Ministry of Community, Sport and Cultural Development North Pacific Cannery Working Dock Project MOVED by Director Putterill, SECONDED by Director Nobels, that the correspondence from the Ministry of Community, Sport and Cultural Development regarding notification of the unsuccessful grant application for the North Pacific Cannery Working Dock Project be received and filed CARRIED 7.8 Ministry of Community, Sport and Cultural Development Gray Bay Recreation Site Renovation Project MOVED by Director Gould, SECONDED by Director Nobels, that the correspondence from the Ministry of Community, Sport and Cultural Development regarding notification of the unsuccessful grant application for the Gray Bay Recreation Site Renovation Project be received and filed CARRIED 7.9 British Columbia Achievement Foundation 2012 Achievement Award Nomination MOVED by Director Kulesha, SECONDED by Director Putterill, that the correspondence from the British Columbia Achievement Foundation regarding the SQCRD s nomination for the 2012 BC Community Achievement Award be received and filed CARRIED 7.10 Regional District North Okanagan Annexation Impact Study Funding Request MOVED by Director Putterill, SECONDED by Director Ashley, that the correspondence from the Regional District of North Okanagan regarding a funding request for an annexation impact study be received and filed CARRIED 4 4 P a g e

9 Draft SQCRD Regular Board Meeting Minutes April 20, Heart and Stroke Foundation Smoke-free Outdoor Public Places Bylaw MOVED by Director Ashley, SECONDED by Director Kinney, that the correspondence from the Heart and Stroke Foundation regarding an update to the smoke-free outdoor public places bylaw in BC be received and filed CARRIED 7.12 Public Works Association of BC National Public Works Week MOVED by Director Ashley, SECONDED by Director Kinney, that the correspondence from the Public Works Association of BC requesting support to recognize and promote National Public Works Week from May 20 th to 26 th, 2012 be received and filed CARRIED 7.13 Clinton Shane Ekdahl Day of the Honeybee MOVED by Director Nobels, SECONDED by Director Ashley, that the correspondence from Clinton Shane Ekdahl regarding a request for the SQCRD Board to make a proclamation to make May 29 th, 2012 as the third annual Day of the Honeybee be received and filed CARRIED 7.14 Council of the Haida Nation All-Island Energy Committee MOVED by Director Kulesha, SECONDED by Director Putterill, that the correspondence from the Haida Gwaii regarding participation in the All-Island Energy Committee be received; AND THAT the Electoral-area Directors and their alternates be appointed to the All-Island Energy Committee; AND FURTHER THAT travel expenses to the Committee meetings be covered from Electoral Area Administration CARRIED 7.15 Passenger Transfer Board of BC Municipal Notice of Taxi Application MOVED by Director Kulesha, SECONDED by Director Ashley, that the correspondence from the Passenger Transfer Board regarding notice of a taxi application for Haida Gwaii be received and filed CARRIED 8. REPORTS RESOLUTIONS 8.1 Haida Gwaii Regional Recreation Commission Coordinator March 2012 Report MOVED by Director Putterill, SECONDED by Director Nobels, that Haida Gwaii Regional Recreation Coordinator's March 2012 report be received and filed CARRIED 5 5 P a g e

10 Draft SQCRD Regular Board Meeting Minutes April 20, Misty Isles Economic Development Society Economic Development Officer s March 2012 Report MOVED by Director Kulesha, SECONDED by Director Nobels, that the Misty Isles Economic Development Officer s March 2012 report be received and filed CARRIED 8.3 Joan Merrick, CAO Alternate Approval Process, Bylaw 540 Electoral Area E (Moresby Island) Parks and Recreation Facilities Services MOVED by Director Putterill, SECONDED by Director Kulesha, that the staff report Alternate Approval Process, Bylaw 540 Electoral Area E (Moresby Island) Parks and Recreation Facilities Services be received; AND THAT the potential establishment of Electoral Area E (Moresby Island) Parks and Recreation service in Sandspit be referred to the Moresby Island Management Commission CARRIED 8.4 Coastal Community Network 2012 Business Plan MOVED by Director Nobels, SECONDED by Director Putterill, that the correspondence from the Coastal Community Network regarding their 2012 Business Plan be received; AND THAT the Regional District s $250 contribution to the Coastal Community Network be maintained for CARRIED MOVED by Director Kulesha, SECONDED by Director Ashley, that Director Des Nobels be appointed to serve on the Interim Board of Directors of the Coastal Community Network CARRIED 8.5 Coastal Community Network Local Government Participation in Land and Marine Area Planning Processes MOVED by Director Nobels, SECONDED by Director Putterill, that the correspondence from the Coastal Community Network regarding Local Government Participation in Land and Marine Area Planning Processes be received and filed CARRIED 8.6 Joanne Fraser, Deputy Corporate Officer Directors Reading File New Process MOVED by Director Putterill, SECONDED by Director Kinney, that the staff report Directors Reading File New Process be received and filed CARRIED 6 P a g e 6

11 Draft SQCRD Regular Board Meeting Minutes April 20, Joan Merrick, CAO Sandspit Street Lighting Update MOVED by Director Putterill, SECONDED by Director Ashley, that the Sandspit Street Lighting Update report be received; AND THAT the potential establishment of a street lighting function in Sandspit be referred to the Moresby Island Management Commission CARRIED 8.8 Director Des Nobels Verbal Report regarding PNCIMA / IAOC MOVED by Director Kinney, SECONDED by Director Ashley, that the verbal report from Director Nobels regarding an update on the Pacific North Coast Integrated Management Area / Integrated Ocean Advisory Committee be received for information; AND THAT a letter be sent to the Department of Fisheries and Oceans that the Regional District does not support planning activities that it does not participate in CARRIED 8.9 Director Des Nobels Verbal Report regarding Alberta Tar Sands 9. BYLAWS None. MOVED by Director Kinney, SECONDED by Director Putterill, that the verbal report from Director Nobels regarding an update on his trip to Fort McMurray, sponsored by Alberta Enterprise Group, to view the tar sands be received for information. 10. LAND REFERRALS CARRIED 10.1 Joan Merrick, Chief Administrative Officer (CAO) Land Referral Masset Inlet MOVED by Director Kulesha, SECONDED by Director Gould, that the Board support the application for investigative licenses for tidal energy (Land Referral No Masset Inlet) with the following conditions: The application is consistent with the zoning proposed in the Haida Gwaii Strategic Land Use Agreement, and There is no impact on navigation CARRIED 7 7 P a g e

12 Draft SQCRD Regular Board Meeting Minutes April 20, Joan Merrick, CAO Land Referral Six Investigative Licenses MOVED by Director Putterill, SECONDED by Director Gould, that the Board support the following land referrals for investigative licenses in Masset Sound, with certain conditions: No No No No No No AND THAT the support be conditional on the following: Application is consistent with the zoning proposed in the Haida Gwaii Strategic Land Use Agreement, and There is no impact on navigation CARRIED 10.3 Ministry of Environment Referral for Approval of Short-term Non-recurrent Use of Water MOVED by Director Gould, SECONDED by Director Kulesha, that the referral for approval for short-term non-recurrent use of water application be received and filed CARRIED 11. NEW/OLD BUSINESS 11.1 Joint Emergency Preparedness Program MOVED by Director Putterill, SECONDED by Director Ashley, that the Chair write to the Federal Government regarding concern over the funding cuts to the Joint Emergency Preparedness Program; AND THAT staff draft a resolution regarding these cuts for submission to the Union of BC Municipalities CARRIED 12. PUBLIC QUESTION PERIOD There were no questions from the public. 13. IN-CAMERA 13.1 The Board moved to an In-Camera meeting under Section 90(1)(d) and (k) of the Community Charter the security of the property of the municipality and negotiations and related discussions respecting the proposed provision of a municipal service that are at their preliminary stages and 8 8 P a g e

13 Draft SQCRD Regular Board Meeting Minutes April 20, ADJOURNMENT 14.1 MOVED by Director Kinney, SECONDED by Director Ashley, that the Regular Board meeting of the Skeena-Queen Charlotte Regional District be adjourned at 7:52 p.m CARRIED Certified correct: Approved & adopted: Joan Merrick, CAO Chair 9 9 P a g e

14 ITEM 4.1 Minutes from the Regular MIMC Meeting held Thursday April 12th, 2012 at 7:30 pm at the Sandspit Community Office RESENT Members: Evan Putterill (In the Chair) Gordon Usher Heron Wier Emmy O Gorman Kristi Schmitz Stanley Hovde Carole Bowler (departed at 8:45 pm) Staff: Deena Wilson, Administrative Clerk Bob Prudhomme, Water System Operator Public: Alex Rinfret (The Observer) Bob Ells CALL TO ORDER 7:32 pm 1. APPROVAL OF AGENDA MOVED by Gord Usher, SECONDED by Emmy O Gorman to adopt the agenda with the following addition 7.2 BC Ambulance and to remove 2.1 Delegation. CARRIED DELEGATES (None) 3. RISE & REPORT (None) 4. PUBLIC INPUT There were no comments or questions from the public at this time. 5. DIALOGUE/STRATEGY SESSION NOTES (None) 6. OLD BUSINESS 10

15 6.1 Metered Fee Structure Report MOVED by Heron Wier, SECONDED by Kristi Schmitz to move forward with the recommendation that staff digitize 2011 and 2012 metered data and work with the Chair and Water System Operator to apply the following to the updated data: 1. MIMC s current preferred metered fee that was determined in At least 5 additional rate structures with variations of the metered rate, base rate, and parcel tax rate. AND THAT these options are provided to MIMC at the June MIMC meeting complete with analysis and implications so that MIMC can discuss the options and forward at least three on to the SQCRD for implementation at the beginning of the 2013 calendar year. CARRIED Route 26 Service Levels Update Chair Putterill provided a verbal update. 6.3 Sandspit website staff update & a discussion on the amount of resources we should dedicate to the site moving forward. It was decided that Staff will spend approximately 1 hour per week if needed on website updates. 7. NEW BUSINESS 7.1 Office closure and relocation discussion Chair Putterill provided a verbal update. 8. FOLLOW UP ACTION LIST (FUAL) 8.1 FUAL April 2012 MOVED by Heron Wier, SECONDED by Carole Bowler to receive and file the Action Item tracking List. CARRIED REPORTS 9.1 Water System Operator s Report MOVED by Gord Usher, SECONDED by Carole Bowler to receive and file Water Operators Report. CARRIED

16 9.2 Gwaii Trust Director s Report Kristi Scmitz presented a verbal report. 9.3 Electoral Area Director s Report SQCRD Regular Meeting Minutes February 2012 Adopted MIEDS March 2012 EDO Report Electoral Area Director s Quarterly Report Chair Putterill presented a verbal report. MOVED by Emmy O Gorman, SECONDED by Kristi Schmitz to receive and file and Electoral Area Director s Reports. CARRIED Recreation Committee Report Emmy O Gorman provided a verbal report. 9.5 Community Hall Committee Report No Report 9.6 QCI Recreation Report QCI Recreation Report February 2012 (on basecamp) 9.7 Sandspit Emergency Preparedness Program Report -Chair Putterill provided a verbal report. 9.8 Community Futures Report Heron Wier provided a verbal report 9.9 Sandspit Community Society Report Chair Putterill presented a verbal report 10. CORRESPONDENCE 10.1 Incoming Correspondence Letter re: Voters List from SQCRD re: Shingle Bay from Ministry of Transportation dated February 12, re: Shingle Bay from Ministry of Transportation dated April 27, 2011 MOVED by Gord Usher, SECONDED by Heron Wier to receive and file Letter re Voter List. CARRIED MOVED by Emmy O Gorman, SECONDED by Heron Wier to receive and file and s from the Ministry of Transportation. Action Item : Chair Putterill will further look into the shoreline protection issues. CARRIED APPROVAL OF PREVIOUS MINUTES 11.1 MIMC March 8, 2012 Regular Meeting Minutes 12

17 MOVED by Stan Hovde, SECONDED by Heron Wier to adopt the March Regular Meeting Minutes. CARRIED UPCOMING DATES 12.1 MIAPC Meeting Friday April 20, 5:00 pm, Sandspit Community Hall 12.2 SQCRD Meeting Friday April 20, 7:00 pm, Sandspit Community Hall 12.3 Regular MIMC Meeting Thursday May 10th, 7:30 pm, Location TBA 13. PUBLIC INPUT There were several comments and questions from the member of the public. 14. Adjournment MOVED by Heron Wier to adjourn meeting at 9:50 pm and move to an in camera meeting. Certified Correct Approved & Adopted Deena Wilson, Administrative Clerk Evan Putterill, Chair 13

18 Haida Gwaii Regional Recreation Commission Quarterly Meeting Minutes April 19, 2012 Present: Haida Gwaii Regional Recreation Commission Quarterly Commission Meeting: April 19, 2012 Village of Port Clements Council Chambers; 36 Cedar Ave West ITEM Kris Olsen Marg Youngson Lucy Neville Shawna McLeod Darcy Pollard Pamela Richardson Joan Merrick Member at Large Commissioner Masset Commissioner HG Rec Coordinator meeting Chair Queen Charlotte Commissioner Skidegate Commissioner ASSI Coordinator taking minutes SQCRD CAO Sends Regrets: Laura Williams Laurie Chisholm Amber Bellis Old Massett Commissioner Sandspit Commissioner Port Clements Commissioner 1. Meeting called to order at 5:26 by Lucy Neville, a quorum has been declared. 2. Amendments to the Agenda: None 3. Motion to adopt the minutes from previous Commission Meeting, held December 08, 2011 a. Motion to adopt the minutes as circulated: 1 st Kris O., 2 nd by Marg Y. 4. Business arising from previous minutes a. Kris Olsen appreciates the action taken by the HG Rec Coordinator following the last Commission meeting, by setting up a conference to meet regarding the reiteration of relationships with School District 50, and connecting with the Principals and Vice Principals of all schools on Haida Gwaii, as well as the Superintendent and Joanne Yvanovitch, Principal of Aboriginal Education. b. The Superintendent has confirmed the offer of office and equipment rental space of the formerly-music building at George M. Dawson. Advantages (listed in Advertising and Office Move Report Jan 2012) are: storage for the equipment owned by HG Rec, a reduction in the rental to $ per month, available space for the combined office of HG Rec Coordinator, Book Keeper, and ASSI Coordinator, and the increased involvement of SD50 with HG Rec. Pending return of the previous HG Rec Coordinator, the HG Rec office move is planned for June 1, c. Move to adopt Business Arising from minutes from December 08, st Darcy P., 2 nd by Kris O. 5. Introductions a. Round-table introduction of Commissioners: Kris O., Marg Y., Darcy P. b. Introduction of ASSI Coordinator Pamela Richardson and SQCRD CAO Joan Merrick 14

19 Haida Gwaii Regional Recreation Commission Quarterly Meeting Minutes April 19, c. Motion to accept item #5 Introductions by Darcy P., 2 nd by Kris O. 6. Regional District Updates and Highlights - Joan Merrick, SQCRD CAO a. Brief personal / professional history, coming to northwest BC from the Sunshine Coast after 10+ years with their Regional District. b. The SQCRD has recently hired a Treasurer and Deputy Corporate Officer and is committed to rebuilding the Regional District following the closure of the mill and changes in the area s economy. The existence of various committees and commissions under the umbrella of the RD has created several insurance issues. In early 2012, the RD insurance provider, MIA, informed the RD that commissions/committees would not be insured as they are separate programs. This culminated in the letter sent to all HGRRC Commissioners in February The RD has since had legal assistance in examining the issue, and has further discussed the specifics of insurance provision with MIA. As HG Rec is established under a bylaw, and the Commissioners are appointed by the RD, with slight amendments the insurance can be resolved, and RD bylaw amendments in May will emphasize the RD s relationship with HGRRC further to ensure insurance coverage is clear. c. Arrival of Queen Charlotte Commissioner Shawna McLeod at 5:37 pm. d. Joan clarified the issue of service equity as more of an RD issue than specifically the HGRRC. The RD allocates taxation, which is charged to cover the cost based on five communities of assessed values. Residual issues exist in Sandspit as a result of not feeling equitable services received in relation to taxation. This was addressed by both Joan and Lucy in reports earlier in 2012; Joan commented that Lucy s report was very well received by the RD board. Sandspit is still not satisfied, and this perception is worth noting. Joan reiterated that based on several reports (including the January 2012 reports brought to the RD), Sandspit receives more than equitable services and value for their taxation. e. Kris O. emphasized the additional services Sandspit receives that may not have been overtly accounted for, such as the amount of equipment the HGRRC owns, but that is used by schools all over Haida Gwaii, most notably at QCSS and ALM. Kris O. suggested reminding Sandspit and the RD of this permanent loan/use of equipment, as well as other subtle benefits. f. Joan furthered Kris O. s comment by clarifying that valuation is not accurately measured by the number of programs run alone. Benefits also include advertising, the cost of book-keeping, the insurance and liability coverage, sponsorship, training, coordination. As concerns have not been completely alleviated, discussion will continue. The taxation equals $25.20 per $100,000 of assessed value each year for recreation, which Joan believes to equal tremendous value. g. Lucy N. noted that discussion has continued with Sandspit Area E Director Evan Putterill regarding the maintenance and continuance of the Sandspit / Moresby Island Travel Fund to include it in the 2013 HGRRC Budget as a necessary core fund. h. The RD has approved $47, for the HGRRC 2012 Budget, and highlighted that the grant includes the request for advertising. The relocation / office move request has been allocated though not included; this grant of $ will be released to use once a date has been set. A new accounting program has been implemented at the RD, and includes direct deposit for employees. i. Joan noted that the RD board responds favourably to the HG Rec Coordinator s Monthly Reports, and they are received very well. j. Motion to increase HGRRC 2013 Requested Budget to include Sandspit / Moresby Island Travel Fund as mentioned by HG Rec Coordinator 1 st by Kris O., 2 nd by Marg Y. 15

20 Haida Gwaii Regional Recreation Commission Quarterly Meeting Minutes April 19, k. No further discussion; motion to accept item #6 a-j by Darcy P., 2 nd by Kris O. 7. ASSI Program Updates and Highlights Pamela Richardson, ASSI Coordinator a. Pamela detailed a plethora of new programs and instructors, from submission wrestling to school of rock. This program was recognized by the organization Leave Out ViolencE (LOVE) for its social innovation in bringing girls from three different communities (Masset, Old Massett and Port Clements) together for Girls Club. Amidst an expansion of the 2011 program, including more training and community capacity building projects, the Pilot Year for the ASSI program received a BC Premier s Award nomination. b. March 12 th saw the Infinity Film crew and representatives of the Ministry of Sport, Cultural and Community Development travel to Haida Gwaii to capture the program for a Social Innovation and Excellence Video. This video was shown on April 5 th for the Awards Ceremony, with the 2011 Haida Gwaii ASSI Program making it to finals, before losing to BC Timber Sales in their category of Jobs Innovation. c. Lucy Neville, wearing both hats of ASSI Pilot Year Coordinator and HG Rec Coordinator, met with Minister of Community, Sport and Cultural Development Ida Chong on March 30 th to discuss the success of the program. Both Pamela and Lucy attended the March Community Forum, the feedback from which will serve as the template by which future ASSI programs are developed. Following the Community Forum, the HG ASSI Program received confirmation of funding for September 2012 through to June d. Kris O. said he would emphasize Lucy s meeting with Minister Ida Chong to Mayor Carol Kulesha for further recommendation at their next meeting, as a means of reinforcing the success of Haida Gwaii ASSI in light of our Premier s Award nomination. This will potentially help springboard future funding applications, in which the ASSI Social Innovation and Excellence video will be key. e. Motion to accept item 7 a-d by Darcy P., 2 nd by Shawna M. 8. Upcoming Training and Community Capacity-Building a. BCRPA Principles of Healthy Child Development (PHCD) i. May 11 th, 8:30 am 4:30 pm, Port Clements Multiplex Seniors Rm ii. This course is a pre-requisite to Train-the-Trainer b. BCRPA Train-the-Trainer Program i. June 8/9 travel, training and accommodations provided ii. Two PHCD sessions per year required per trainer c. Wilderness First Responder (First Aid) i. June travel and accommodation provided, ii. Mount Moresby Adventure Camp d. Officiating and Refereeing Course i. September 2012, Tlell or Port Clements (TBA) ii. Kris O. provided contact information for Pamela to assist in booking / coordination 16

21 Haida Gwaii Regional Recreation Commission Quarterly Meeting Minutes April 19, e. Offer is extended for all commissioners to attend the above training, as involved and invested community members. Darcy P. and Kris O. are on the maybe list for PHCD and Wilderness First Responder. f. Pre-requisites for completion of the refereeing clinic include tournament hosting for practicum of clinic training. Kris O. and Pamela R. will be in contact regarding the creation of this event; coordination will also include Desi Collinson and Duane and Jason Alsop as committed members of the basketball team. g. Motion to accept item 8 a-f by Kris O., 2 nd by Darcy P. 9. New Business a. Sandspit Commissioner Request i. Joan Merrick and Pamela Richardson exit ii. IN CAMERA 6:12 pm iii. EXIT CAMERA 6:41 pm iv. Joan Merrick and Pamela Richardson return b. Sandspit / Moresby Island Travel Fund i. The 2011 Moresby Island Travel Fund was depleted by resident reimbursals through the HG Rec office as of June HG Rec continued to reimburse travel receipts until October 2011; funding for continued reimbursement was withdrawn from island-wide programming allocation. ii. Area E Director Evan Putterill contacted the HG Rec Coordinator regarding the reinstatement of this fund, with the suggestion of including it in the 2013 HGRRC Requested Budget. Director Putterill emphasized that isolation from the rest of Haida Gwaii makes travel subsidisation a core necessity for the Area E population. The HG Rec Coordinator agrees, and brought the suggestion to the Board of Commissioners to consider. iii. Kris O. motions to approve the inclusion of the Moresby Island Travel Fund request for the 2013 HGRRC Budget; 2 nd by Darcy P. iv. Motion to accept item 9 a-c by Kris O.; 2 nd by Marg Y. 10. Open Discussion a. This years Summer Program begins in July; as the previous 3 years have been held at Sk aadgaa Naay Elementary in Skidegate, Kris O. requested that the HG Rec Coordinator inquire about transfer of location back to QCSS. HG Rec Coordinator will contact SD50 to arrange this. b. Discussion around inclusion of youth who have completed various job-skill training opportunities, such as PHCD / FoodSafe, was mentioned; Kris O. suggested a teacher at QCSS be contacted regarding the inclusion of students into the Summer Program at QCSS. c. The HG Rec Coordinator detailed the inclusion of more traditional ecological knowledge, handson learning and place-based activities as part of this years Summer Program, and asked the Commissioners for input regarding potential teachers and/or mentors. An extensive list was brainstormed by the group, including knowledge-holders in both Massett and Skidegate. d. More than sixty percent (60%) of the Summer Program participants live on-reserve and are members of the Skidegate and Old Massett bands. The HG Rec Coordinator will approach both bands regarding mutual support for, and investment in, the development and implementation of the Summer Program. e. Motion to accept item 10 a-d by Kris O., 2 nd by Shawna M. 17

22 Haida Gwaii Regional Recreation Commission Quarterly Meeting Minutes April 19, Kris O. motions to adjourn the meeting at 7:14 pm. The 2012 HGRRC AGM will take place on Thursday, May 24 th at 5 pm, at Cacilia s B&B in Tlell. 18

23 TLELL ADVISORY COMMITTEE MEETING ITEM CALL TO ORDER Tlell Fire 7:30 pm Minutes Elizabeth Condrotte called meeting to order at 7:35. Meeting attended by Elizabeth Condrotte, Cacilia Honish, and Marie Suchla ONSIDERATION OF THE AGENDA Moved by Cacilia Honish and seconded by Marie Suchla. 4. COMMITTEE MINUTES Motion to adopt by Cacilia and seconded by Marie. 5. CORRESPONDENCE None at this time. 6. FINANCE Treasurers Report. There is $ in our bank account. Marie submitted a invoice for millage to Masset for Emergency Training Workshop for the amount of $ Cadilia moved finance report to be accepted. Seconded by Marie. 7. OLD BUSINESS Report submitted by Marie and Cacilia on Emergency Training.Both women strongly suggested that a information symposium be held for Tlell residents May 12, 2012, from 2 to 4 pm. The presentation will be presented by Terry Mitchell, Cacilia Honish and Marie Suchla. A question and answer period will take place afterwards. Refreshments will be offered. 8. NEW BUSINESS Cacilia suggested that the beach in Tlell be tested for radiation levels. There has been a greater amount of styrofoam on the beach lately and residents have been reluctant to pick it up and dispose of it due to possible contamination. Elizabeth will contact John Disney concerning this situation. 19

24 Elizabeth proposed that that a Community Marketing Program be tabled. This would involve ride and share ads, promoting Tlell businesses. 9. NEXT MEETING May ADJOURNMENT Meeting adjourned at 8:05pm by Elizabeth. 20

25 Appendix I ITEM 5.1 SKEENA-QUEEN CHARLOTTE REGIONAL DISTRICT STATEMENT OF FINANCIAL POSITION DECEMBER 31 STATEMENT A Financial Assets $ $ Cash and investments (note 1) 1,186,487 1,221,741 Trade and other receivables 383, ,856 MFA Deposit 257, ,092 Due from Municipalities 13,217,538 13,960,507 Liabilities 15,044,982 15,693,196 Accounts payable and accruals 204, ,534 Landfill closure costs 54,884 24,793 Deferred revenue (note 2) 612, ,005 MFA debt reserve 257, ,092 MFA debentures/leases for Regional District (note 3) 418, ,977 Debentures issued for Municipalities (note 4) 13,217,538 13,960,507 14,765,243 15,817,908 Net Financial Assets (Liabilities) 279,739 (124,712) Physical Assets (Schedule 4 and note 1) 3,350,141 2,715,376 Prepaid Expenses 28,449 9,256 Net Position 3,658,329 2,599,920 Regional District Position Operating Surplus (Deficit) (Schedule 1) 542, ,867 Reserve Funds (Schedule 2) 172, ,463 Equity in Capital (Schedule 3) 2,943,346 2,233,590 Fund balances 3,658,329 2,599,920 APPROVED BY THE BOARD CHAIR TREASURER DRAFT FOR DISCUSSION PURPOSES ONLY 21

26 SKEENA-QUEEN CHARLOTTE REGIONAL DISTRICT STATEMENT OF FINANCIAL ACTIVITIES YEAR ENDED DECEMBER 31 STATEMENT B Unaudited Actual Actual Budget $ $ $ REVENUES Taxation 1,230,235 1,230,235 1,208,222 Grants in Lieu 54, ,527 58,079 Sales, fees and other 1,268,749 1,592,135 1,369,692 Provincial and federal grants 1,574, , ,929 Municipal Debt Payments 1,461,892 1,405,723 1,442,098 5,590,025 ~303,040 4,342,020 EXPENDITURES Administration 551, , ,447 Electoral Areas 210, , ,883 Municipal Debt Service 1,461,892 1,405,723 1,442,098 Planning 77,926 23,885 48,344 Economic Development 36,750 35,000 36,193 Regional Waste Management 12,282-2,543 Mainland Recreation 4,900 4,500 4,000 Prince Rupert Regional Archives 68,004 64,504 64,504 North Pacific Cannery 88,200 88,200 84,000 Regional Recycling 555, , ,076 Islands Solid Waste 875, , ,546 QCI Recreation 101, ,284 95,691 Haida Gwaii Museum 59,550 59,550 51,469 Vancouver Island Regional Library 37,655 37,655 32,352 Oona River Telephone 4,295 4,965 4,341 Sandspit Fire Protection 30,725 30,570 25,170 Sandspit Water Utility 88,159 75,490 59,828 Dodge Cover Water Utility - 46,400 Feasibility study 10,250 Grant in Aid 4,000 Emergency Program 28,500 Amortization ,509 97,207 4,306,970 4,244,631 3,610,692 Revenue over expenditure 1,283,055 1,058, ,328 Opening Regional District Position 2,599,920 2,599,920 1,868,592 Closing Regional District Position 3,882,975 3,658,329 2,599,920 DRAFT FOR DISCUSSION PURPOSES ONLY 22

27 Operating Activities SKEENA-QUEEN CHARLOTTE REGIONAL DISTRICT STATEMENT OF CASH FLOWS YEAR ENDED DECEMBER 31 STATEMENT C $ $ Revenue over expenditure 1,058, ,328 Amortization 136,509 97,207 Trade and other receivables (121,518) 325,206 Accounts payables and accruals 62,128 (57,756) Landfill closure costs 30,091 (763,142) Deferred revenue (331,865) (1,315) Prepaid expenses (19,193) 11, , ,297 Financing Activities Debt repayment (78,541) (76,913) Investing Activities Physical asset purchases (771,274) (67,299) Change in Cash (35,254) 199,085 Opening Cash and Investments 1,221,741 1,022,656 Closing Cash and Investments 1,186,487 1,221,741 DRAFT FOR DISCUSSION PURPOSES ONLY 23

28 SKEENA-QUEEN CHARLOTTE REGIONAL DISTRICT CONSOLIDATED STATEMENT OF CHANGES IN NET FINANCIAL LIABILITIES YEAR ENDED DECEMBER 31 STATEMENT D $ $ Revenue over expenditures 1,058, ,328 Purchase of physical assets (771,274) (67,299) Amortization of physical assets 136,509 97,207 Prepaid expenses (19,193) 11,769 Increase (decrease) in net financial liabilities 404, ,005 Opening net financial liabilities (124,712) (897,717) Closing net financial assets/liabilities 279,739 (124,712) DRAFT FOR DISCUSSION PURPOSES ONLY 24

29 SKEENA-QUEEN CHARLOTTE REGIONAL DISTRICT STATEMENT OF SURPLUS YEAR ENDED DECEMBER 31 SCHEDULE $ $ Administration Electoral Areas Planning Economic Development Regional Waste Management Mainland Recreation Prince Rupert Regional Archives North Pacific Cannery Regional Recycling Islands Solid Waste QCI Recreation Haida Gwaii Museum Helipad Construction Vancouver Island Regional Library Dodge Cove Water Utility Oona River Telephone Sandspit Fire Protection Sandspit Water Utility 137,091 44,753 52,040 17,613 55,575 23, ,782 12, ,325 4,530 80,314 23, ,408 46,450 2, , ,000 5, (3) (4,128) 296 (1,648) 21 5,288 2, , ,867 L DRAFT FOR DISCUSSION PURPOSES ONLY 25

30 SKEENA-QUEEN CHARLOTTE REGIONAL DISTRICT STATEMENT OF RESERVE FUNDS YEAR ENDED DECEMBER 31 SCHEDULE $ $ Opening balance 193, ,320 Interest 3,863 5,525 Transfer to operating fund (33,382) (23,382) Transfer from operating fund 8,632 6, Closing balance 172, ,463 Represented by the following reserve funds Waste Management 139, ,210 Dodge Cover Water Utility 33,382 Sandspit Water Utility 33,219 30, , ,463 DRAFT FOR DISCUSSION PURPOSES ONLY 26

31 SKEENA-QUEEN CHARLOTTE REGIONAL DISTRICT STATEMENT OF CHANGES IN CAPITAL FUND EQUITY YEAR ENDED DECEMBER 31 SCHEDULE $ $ Opening Balance 2,233,590 2,189,981 Increase (decrease) in equity Asset additions 771,275 67,299 Debt repayment 55,224 55,616 Actuarial additions 19,766 17,900 Amortization (136,509) (97,206) 709,756 43,609 Closing Balance 2,943,346 2,233,590 DRAFT FOR DISCUSSION PURPOSES ONLY 27

32 DRAFT FOR DISCUSSION PURPOSES ONLY SKEENA-QUEEN CHARLOTTE REGIONAL DISTRICT CONSOLIDATED SCHEDULE OF TANGIBLE CAPITAL ASSETS YEAR ENDED DECEMBER 31 SCHEDULE 4 CAPITAL ASSETS ACCUMULATED AMORTIZATION NET BOOK VALUE Opening Closing Opening Annual Closing Balance Additions Balance Balance Amortization Balance $ $ $ $ $ $ 2011 $ 2010 $ Land 295,400 6, , , ,400 Buildings 651, ,074 1,383, ,762 14, ,968 1,190, , Automotive 366, , , , , ,893 Equipment 151,447 32, ,899 83,185 48, ,150 51,749 68,262 Infrastructure 1,857,170-1,857, ,697 73, ,035 1,555,135 1,628,473 3,321, ,274 4,093, , , ,056 3,350,141 2,715,376

33 Appendix II 29

34 30

35 31 ITEM 5.2

36 32

37 ITEM 6.1 Skeena-Queen Charlotte Regional District Cheques payable over $5,000 - APRIL, 2012 Payable To Cheque # Date Amount Purpose Big Red Enterprises Ltd Apr $16, Canada Customs and Revenue Agency Apr $11, UNI Construction Ltd Apr $23, Mar/12 Garbage Collection Contract Apr 6/12 Payroll Remittance Sandspit Hall, Change Order #12, Progress Draw #7, Project #917 Misty Isles Economic Development Society Apr $35, Economic Development Funding 2011 TOTAL CHEQUES OVER $5,000: $86, N:\Cheques Over $5000\2012\APR 33

38 ITEM 7.1 Royal Canadian Legion, Branch 244 Box 228, 2082 Collison Avenue Masset B.C. V0T 1M0 17 April 2012 Skeena Queen Charlotte Regional District Board of Directors Request for Funding from Area Directors Federal Gas Tax Refund. The Executive of the Legion is attempting to get financial assistance, to make our building energy efficient. Presently we have single pain windows that should be replaced. The roof also needs replacing and the attic needs insulating. These repairs would cost approximately thirty five thousand. We are asking for grant of $5, to replace the windows. The heating costs to the Legion over the past year was Hydro $5, and Oil $12, for a total of $17,684.17, just under $1,500 a month. The Legion owed the Credit Union, March 2008, $19,950.71, which has been reduced by over eight thousand dollars. With the requested funding the cost for oil and hydro would be substantially decreased. This saving would allow us to reduce our debt and to put some money into our maintenance account. We have a local contractor, who will be hiring local workers and procuring building material locally. We will shortly be repairing our entrance and making our washrooms wheel chair accessible. This will be done with volunteer labour and donated material. We have attempted other avenues for funding, the Gwaii Trust, which did not support our application. Service B.C. advised they only support activities for bursaries or similar fund raising, but not building repairs. I have attached a list of activities our Branch has supported for our communities and letters of support that were given for our Gwaii Trust application. If you have any questions please call me at Ian Hetman President RCL Branch

39 RCL Branch 244 Supports Local Communities The Legion continues to offer support to our communities at no cost for: Hosted Island Seniors functions; a letter of appreciation is attached. Hosted fund raising activities for community members in need. Hosted Celebration of Life for past member of our communities Hosted Remembrance Day Services followed by a gathering at the Legion. In the afternoon representatives of the Legion, RCMP, Military Serving Members from Canadian Forces Detachment Masset and the Minister from Old Massett and the Village of Massett visit the three local graveyards. A small service is conducted at gravesite of passed Veterans. Frequently family members are also in attendance; many have offered their thanks and appreciate. Bursaries are given to High School Students from our Poppy Fund. Tai Chi Classes Children Christmas Party Our Legion has started a youth program for Grade seven and eight students. This program offers these students a night at the Legion to play pool, dart, card or an opportunity to speak with their classmates without interference from their juniors. A healthy snack is provided. This program is receiving positive feedback from the students, teachers and the RCMP. Letters of appreciation are attached from the High School and the RCMP. Our Past President has given the schools presentation on where Canadians have served their country and in some cases given their lives for our freedom. Current military mission were also discussed. These presentations give our youth a better understanding and appreciation of the sacrifice military veterans has given. The last activity was an auction to raise money for Mental Health. This initiative was organized by local citizens, hosted at no cost by the Legion. The auctioneer was Massets Mayor. There was a good turn out and six thousand and four hundred dollars was raised for this worthy cause. As we continue to pay our debt to the Credit Union, we have not paid to send a Branch Representative to Zone Conferences. Last year the Past President paid his expenses to attend this meeting on our behalf. 35