Minutes of the West Shore Parks and Recreation Society Board of Directors Meeting - April 10th, 2025

Attendance

Present

• Kimberley Guiry
• Rose Stanton
• Shelly Donaldson
• Dean Jantzen
• Alison MacKenzie

Absent

• Leslie Anderson

Staff Present

• Grant Brown, administrator
• Geoff Welham, manager of recreation
• Wei Wu, manager of finance and administration
• April Luchinski, manager of human resources
• Ron Dietrich, manager of operations
• Tiffany Moore, recorder

Staff Absent

• N/A

Public Present

• Lenora Lee, KPMG
• Matt Powell, Greater Victoria Velodrome Association
• Peg Labiuk, Greater Victoria Velodrome Association

CALL TO ORDER

1. The chair called the meeting to order and gave the territorial acknowledgement at 5:30PM.

APPROVAL OF AGENDA

2. MOVED/SECONDED BY DIRECTORS DONALDSON AND STANTON THAT THE AGENDA BE APPROVED WITH THE ADDITION OF 8E: GVLRA ALTERNATE. CARRIED

APPROVAL OF MINUTES

4. MOVED/SECONDED BY DIRECTORS JANTZEN AND DONALDSON THAT THE MINUTES OF THE REGULAR MEETING ON MARCH 13TH, 2025, BE APPROVED WITH AN AMENDMENT UNDER CHAIR’S REMARKS THAT THE CHAIR HAS SCHEDULED A MEETING WITH MLA RAVI PARMAR TO DISCUSS ALIGNING EFFORTS BETWEEN THE BOARD AND PROVINCE. CARRIED

PUBLIC PARTICIPATION

5. N/A

CHAIR’S REMARKS

• The chair commented that she met with MLA Ravi Parmar to discuss a shared interest in recreation and sport and noted that grant opportunities may arise to support initiatives brought forward through the master plan.
• The chair also met with Harold Bloomenthal of the Langford Westshore Economic Development Committee and noted that the committee’s requests align with WSPRS’ recreation master plan and current offerings.
• Finally, the chair noted that a representative will visit the Westshore to find a building for the Foundry and the chair is exploring potential partnerships to integrate recreation and sport opportunities for youth in the Westshore.

DELEGATIONS

• Matt Powell of the Greater Victoria Velodrome Association highlighted the following:
  • A capital expenditure is requested to cover repairs and prolong the life of velodrome.
• Peg Labiuk of the Greater Victoria Velodrome Association arrived at 5:37PM and discussed the following:
  • Repairs and preventative maintenance
  • Materials, scope of work and contractor selection
  • Value of velodrome to kids and elite-level training

The board thanked the delegates for their proposal and briefly inquired about the structure of the association and its ability to obtain grant funding and the environmental impact of proposed concrete treatments.

MOVED/SECONDED BY DIRECTORS MACKENZIE AND DONALDSON THAT THE BOARD DIRECT STAFF TO PREPARE A REPORT ON FUNDING OPTIONS. CARRIED

STANDING COMMITTEES

7. N/A

NEW BUSINESS

a) Arena & Events Department Presentation

• Rob Wilson, arena & events coordinator, gave a PowerPoint presentation highlighting:
  • Major lease teams and 2024 and 2025 event highlights
  • The process of transitioning the Q Centre Arena from ice to event
  • Hockey on the Rock 2025
  • Golf course highlights
  • 2026 grand slam curling event

The board thanked Rob for the presentation and briefly discussed the impact of the curling event on user groups; preparations and staff capacity; and maintenance of ice during covered-floor events.

b) 2024 Energy Use Report

• Ron Dietrich, manager of operations commented:
  • WSPR continues its downward trend in energy consumption due to the continued work in energy management carried out by the operations team.
  • Greenhouse gas emissions per patron have decreased.
  • Further enhancements can be made to move more heat from the arena to the pool.
  • Boilers are being replaced by the end of the year through a Fortis grant.

The board discussed the outlook for future energy use reduction; an update on the BC Hydro grant; and the value to energy companies in funding energy reduction projects.

c) 2024 Financial Statements

• Wei Wu, manager of finance, commented:
  • Highlights from the 2024 financial statements.
  • Improvements over 2023.
  • Changes in reporting for 2024

d) Audit Findings Report

• Lenora Lee of KPMG commented:
  • The 2024 financial audit resulted in a clean and unqualified auditor opinion.
  • Changes to 2024 reporting.
  • Areas of risk pose no issues or concerns.
  • Good progress made on 2023 recommendations.

The board congratulated and thanked the finance team and briefly inquired about contributions to reserve.

e) GVLRA Alternate

• The chair noted that an alternate representative to the GVLRA is needed and asked for expressions of interest in the position.
• Director Donaldson expressed interest in the role.

MOVED/SECONDED BY DIRECTORS STANTON AND JANTZEN THAT DIRECTOR DONALDSON BE ELECTED AS THE GVLRA ALTERNATE. CARRIED

OLD BUSINESS

9. N/A

CORRESPONDENCE

10. N/A

FOR INFORMATION

a) Administrator’s Report

The administrator highlighted the following:

• Successful collaborations between departments, such as community recreation/fitness/aquatics.
• Lahal tournament and Hockey4Youth events were a success.
• The Building Safer Communities grant funded youth to earn bronze cross/medallion certifications.
• Annual pool maintenance closure is currently underway.
• Spring/summer registration was successful with only 3 payment challenges in 2 days.

Administration / Human Resources

• The auditors were on site in the week of March 10th; no material errors were identified. The finance team had the financial reports and working papers completed prior to their arrival and completed the financial package two weeks in advance of the deadline. A significant achievement of note is that the past due accounts (accounts receivable) was significantly reduced from 2023’s $130,000 to 2024’s $16,000. While completing yearend, finance also managed to distribute the January R&E, which is a testament to the department’s high degree of organization. Finance will now focus on catching up on 2025’s tasks that have been deferred due to yearend.
• Human resources staff have continued the rollout of the new Scout recruitment and onboarding software. All supervisors have received access to the program and underwent training. All job postings now flow through this platform which is seamlessly integrated with the Society’s website.
• The administrator will be attending the 2025 Recreation Facilities Association of BC conference at the end of the month. Highlights will be shared with the leadership team next month and highlighted in the administrators report to the Board.

Operations

Maintenance

• The mechanical team restored the pool air handling unit (AHU) to operational status; further maintenance will be completed during the upcoming shutdown.
• Ultraviolet (UV) bulbs in the swirl and leisure pools were replaced and a new UV system for the main pool has been ordered and will be installed during the annual shutdown period.
• In the weightroom, the motor in one of the AHUs was replaced under warranty.
• A power meter at the Q Centre Arena was installed and will be linked to the energy management system soon, allowing improved energy consumption monitoring.

Annual shutdowns are underway in the playroom, Kids Cove, and Kids Cottage. Playroom and Kids Cove will undergo standard shutdown procedures, including floor scrubbing, waxing, paint touch-ups, deep cleaning, and carpet cleaning. The Kids Cottage is receiving a full floor strip and refinishing. In the café/HR area, framing is nearing completion, electrical systems have been prepped for final layout, and drywalling has been approved for exterior walls. Floor levelling and flooring quotes have been accepted, doors have been ordered, and final window plans are pending to proceed with glass orders.

In the 55+ Activity Centre auditorium, remediation and removal of all remaining hardwood flooring is complete. A crack in the concrete floor requires levelling before new hardwood installation can begin; two quotes are under final review, with contractor selection imminent. The hardwood flooring has been ordered and is expected to arrive in 3–4 weeks.

Staffing

• The day shift 8-month maternity leave position has been filled by an auxiliary staff member.
• Current postings include a dedicated cleaner role (Wednesday–Sunday) to prioritize pool and arena changeroom cleanliness, bathroom upkeep, and facility-wide cleanup support.
• Additionally, a facility maintenance worker II night shift position, mechanical lead hand, and a new auxiliary cleaner position have been posted to account for the anticipated transitions of existing auxiliary staff into regular roles.

Parks

• The mechanic resolved a conditioner issue on the Zamboni, completed a recall inspection for bus services, and performed routine maintenance on lawn equipment to prepare for the upcoming season.
• Daily maintenance at the golf course has intensified with spring’s arrival, particularly addressing persistent goose droppings. Grass cutting is now a priority as growth accelerates. The lawn bowl facility remains closed currently, with no updates to report.
• Work on the ball diamonds focused on structural improvements including fencing repairs, installation of a backboard, and adding infield material to enhance playability. Field 1, heavily damaged by rugby use in wet conditions, underwent aeration, sanding, and rolling to extend usability through the season and support upcoming soccer tournaments. All three fields were deep-tined a second time to promote water penetration and prepare for spring growth.
• Horticultural work included pruning and separating garden beds to encourage healthy growth.
• Infrastructure repairs addressed septic system issues at the fieldhouse and ball diamonds, while a critical main water line feeding the lower park was restored. Final touches on curb and sidewalk repairs are nearing completion.
• Safety improvements were made at the outdoor lacrosse box, with crews tightening loose bolts on the boards to ensure structural integrity.
• The irrigation technician began inspecting and servicing backflow preventers as part of ongoing system maintenance.
• Preparations are underway for the concrete pad located outside the pool facility, which will house the new emergency generator that will power emergency lights in the pool and changerooms as well as provide power to the phones and network during power outages.
• At the skate park, graffiti was removed, and a new fountain was successfully installed to enhance the area’s services.

Programs

Community Recreation

• WSPR hosted 450 grade 5 elementary school children and staff for the first-ever elementary Lahal tournament in the district. The event brought together indigenous and non-indigenous children to learn about indigenous history, connect with peers of all cultures and play through the indigenous game of chance. The tournament was a partnership between the staff of the NA’TSA’MAHT Education program, Sooke School District 62, WSPR and the City of Colwood with support from Public Safety Canada.
• Through funding from the Building Safer Communities grant, WSPR and the City of Colwood supported the Hockey4Youth program. Hockey4Youth is a nation-wide program that supports young people in the community to experience the benefits of playing on a team. The final skate of the season took place on March 12th with partners including Canucks alumni Kirk McLean and mascot Fin! The youth all received medals and a celebration lunch.
• Sports saw 2 weeks of full-day Active Play Spring break camps. Soccertron & Richardson Sport ran camps. Two new pickleball instructors joined the team. Drop-in pickleball attendance for March was 436; pickleball court reservations were 21 in March. Basketball drop-ins were 163 in March. A “youth only” volleyball drop-in will run two days a week starting in April.
• Staff pottery night on March 3rd at Centennial Centre had 48 staff attend. Winter 2025 pottery night workshops are sold out with waitlists.
• Spring into Action & Nature Preschool Camps were full both weeks, with 10 children in each camp. An overflow camp accommodating 10 children ages 6-12 was opened to reduce waitlists.

Preschool & Child Care

• 10-month preschool programs were closed for 2 weeks. New registrations continue to come in; registration for the 2025-2026 programs continues weekly.
• Funding was received from Island Health to add an inclusion child for the remainder of the year.
• Staff secured $500 via a one-time inclusion resource funding grant from Island Health for inclusive materials.
• French music lessons remain popular; with grant funding, a second French music day each week will be added after Spring Break.
• The annual Child Care Operating Fund (CCOF) application was submitted and WSPR has temporary approval for all the licensed care programs. Funds assist with day-to-day costs, Child Care Fee Reduction (CCFRI) for families and the Early Childhood Education Wage Enhancement (ECE WE) for staff.
• Afterschool Care (ASC) registration for returning families was successful; registration for new families begins on April 14th.

Youth Programs

• Wednesday Youth Nights: 60 youth hit the ice in February; 35 visited The Shore youth room. Friday youth drop-ins: 388 youth in March.
• Home Alone courses ran twice before spring break. Cooking for Fun had 8 youth learn to make homemade bagels.

Aquatics

• Winter session of lessons concluded successfully. School groups continued up until spring break with four group bookings.
• Through the Building Safer Communities grant, five youth participated in a Bronze Cross/Bronze Medallion program; four earned both certifications, one earned Bronze Medallion.
• Spring Break Aqua Camp ran both weeks with strong attendance. Fun swims took place daily.

Fitness and Weights

• Three regional youth weightroom orientations were added during spring break.
• An engagement session titled Active Aging: Embracing Movement at Any Age was delivered to the Metchosin Seniors Association.

Arena, Events, and Golf

• The Westshore Wolves concluded their regular season in February, securing 3rd place in the South Division of the Vancouver Island Junior Hockey League and advancing to a first-round playoff series against the Peninsula Panthers (series lost 4-1).
• The Grizzlies climbed to 2nd place in the division.
• The golf course saw fewer rounds than last year due to weather impacts (snow, frost, rain); staff expect rounds to return to recent trends with spring weather.

Equity, Diversity, and Inclusion

• On March 25th and 26th, WSPR hosted 60 students from the Inter-cultural Association (ICA) for a tour of the Juan de Fuca Recreation Centre including a 30-minute sampler fitness class.
• The Dream It, Be It Conference hosted by Soroptimist International of Victoria Westshore on March 4th provided mentorship and career education for secondary school girls; WSPR participated with representation from multiple departments.

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Grant Brown, Administrator

b) Regional Parks & Recreation Facilities Master Plan

The administrator commented:

• 95% of community engagement is complete. Consultants are pleased with volume and quality of responses.
• Sessions were recently held with staff, Westhills Y, City Centre Park. Open engagement is ongoing.
• An update with the consultants is scheduled for mid-April.
• Next steps for WSPRS.

c) Pickleball Court Project Update

• Ron Dietrich, manager of operations, commented:
  • Staff visited Mill Bay pickleball courts and gathered signage ideas.
  • Small design changes to accommodate water runoff.
  • Visual rendering of court location.
  • Construction is underway with opening anticipated for end of May.

The board briefly discussed a launch event; final surfacing is weather dependent; paddle rentals; court rentals and self-service options.

IN CAMERA

12. THAT there is a need to have a meeting closed to the public and persons other than the west shore parks & recreation board of directors and staff, and those identified under part iii, section b of the board policy manual shall be excluded on the basis of section 1.(1)(k) proposed provision of a service.

MOVED/SECONDED BY DIRECTORS JANTZEN AND DONALDSON THAT THE MEETING MOVE IN CAMERA. CARRIED

WSPRS STAFF (GEOFF WELHAM, WEI WU AND APRIL LUNCHINSKI) AND THE PUBLIC LEFT THE MEETING AT 6:52PM.

ADJOURNMENT

13. MOVED/SECONDED BY DIRECTORS DONALDSON AND STANTON THAT THE MEETING BE ADJOURNED AT 8:21PM. CARRIED