Minutes of the West Shore Parks & Recreation Society Annual General Meeting - June 12, 2025 (DRAFT)

Present

Representatives from the member municipalities noted as follows:

• Mayor Ken Williams (District of Highlands)
• Mayor Sid Tobias (Town of View Royal)
• Mayor Marie-Térèse Little (District of Metchosin)
• Mayor Scott Goodmanson (City of Langford)
• Acting Mayor Dean Jantzen (City of Colwood)

Directors and Staff Present

• Chair, Kimberley Guiry
• Director, Shelly Donaldson
• Director, Leslie Anderson
• Director, Dean Jantzen
• Director, Allison MacKenzie
• Grant Brown, administrator
• Ron Dietrich, manager of operations
• Geoff Welham, manager of recreation
• April Luchinski, manager of human resources
• Tiffany Moore, recorder

Directors and Staff Absent

• Wei Wu, manager of finance and administration

Public Present

• Lenora Lee (KPMG)
• Marcie McLean (public)

Call to Order

• The chair called the annual general meeting to order and gave a territorial acknowledgement at 6:01PM.

Approval of Agenda

• MOVED/SECONDED BY MAYORS LITTLE AND GOODMANSON THAT THE AGENDA BE APPROVED AS CIRCULATED.
  CARRIED

Approval of Minutes

• MOVED/SECONDED BY MAYOR TOBIAS AND ACTING MAYOR JANTZEN THAT THE MINUTES OF THE 2024 ANNUAL GENERAL MEETING BE APPROVED AS CIRCULATED. NO OMMISSIONS, NO ERRORS.
  CARRIED

New Business

a) Board Reports

Chair’s Remarks

The chair highlighted the following:

• The chair thanked the board, ownership, staff, and the community for another successful year and expressed deep gratitude to the board members for their collaboration and commitment to recreation.
• Progress on the master plan.
• Success of youth programming initiatives through the Building Safer Communities grant, as well as a video that highlights the impact on youth.
• Gratitude for the team's efforts in managing the budget during a challenging year, while providing services at an accessible price point.
• An understanding that recreation is vital to supporting community well-being and stress management, especially during difficult times.

Finance Committee

Director Shelly Donaldson, finance chair, highlighted the following:

• 2024 budget overview, based on 2023 operating costs with adjustments for increased insurance premiums and a 5% labour cost increase.
• Operational surplus transferred to the capital fund.
• Capital investments, including refrigeration system upgrades and new lockers.
• Increased engagement at the 55+ Activity Centre.
• Increased revenue due to membership growth and retention.
• Popularity of fitness programs such as 50+ strength and Zumba Gold.
• Expansion of youth programming supported by the Building Safer Communities Fund, including Hockey4Youth and Washington Kids Foundation programs.
• Implementation of new payment systems Windcave and Queue-it.
• Year-end summary: 2024 was a year of growth, investment, and continued community impact.

Owner representatives inquired about food and beverage services and the status of the café, and it was noted that the café is not reopening but food and beverage services continue in the fieldhouse and Q Centre concessions.

Owner representatives inquired about the use of municipal population statistics based on the previous census versus more recent provincial data. It was noted that the census is what has been used historically, but the administrator can have a conversation with municipal CAOs for more information. It was noted that the municipalities are growing at different rates.

Strategic Plan Update 2021-2026

Grant Brown, administrator, highlighted the following:

• The strategic plan was extended by one year to allow for the creation of the master plan, which will become one of the guiding documents for the next strategic plan.
• Only information that has changed since 2023 is included in the current report.
• A consultant will be engaged to develop a new reporting process of the strategic plan to be more streamlined, minimize duplication and maintain good detail of yearly activities.

b) 2024 Personnel Report

April Luchinski, manager of human resources, gave a PowerPoint presentation that highlighted the following:

• Staffing levels and growth.
• Challenges remain in recruiting fulltime maintenance staff.
• Staffing has increased in reception due to software complexity, and in aquatics due to limited availability of younger staff.
• Staffing levels are expected to stabilize as programming capacity is reached.
• WSPR’s attrition rate is lower than industry standard.
• Onboarding orientations have been improved based on feedback from exit interviews.
• Scout recruitment and onboarding system has resulted in a more professional and seamless experience for new staff and supervisors.
• Youth unemployment rate is increasing and is seen in the volume of youth and post-secondary applications received.
• Internal movement and the WSPR website are the greatest source of staff.
• The long service recognition program has been updated.
• A digital system for tracking certification expiry dates and sending automatic reminders was implemented.
• Progress continues on strategic HR goals and workplace culture development.

Owner representatives inquired about youth-specific summer employment opportunities, grants, and co-op placements. It was noted that supervisors support staff with opportunities to meet co-op requirements, and the aquatics department does a fantastic job of offering jobs to youth.

Owner representatives inquired about the tracking process to manage leave liabilities. It was noted that HR maintains good statistics and ensure leaves are used within the year they are earned, including those of senior management.

It was noted that some departments have a very small supervisory team for the number of staff in the department due to the seasonal nature of programs.

It was clarified that the parks department is responsible for green areas and spaces outside of buildings, while maintenance is responsible for buildings and the interiors of buildings.

c) 2024 Asset Management Report

Ron Dietrich, manager of operations, gave a video presentation that highlighted the following:

• Explanation and importance of asset management planning.
• Lifecycle management and tracking of equipment and buildings.
• Major facility upgrades include the new plate and frame Q Centre chiller and heat exchanger.
• Facility and infrastructure improvements include carpet in the Q Centre suites; door locks/hardware; HR office for training and interviews; water tanks, hot water system and UV systems; generator to maintain communication systems during power outages; and underground water vault replacement.
• Outdoor improvements include roadway enhancements around drainage areas; JDF lacrosse box board replacements; picnic shelter addition to Thrifty Foods Skatepark; and six outdoor pickleball courts.
• Vehicle and equipment acquisitions include a Toro, pickup truck, and refurbished golf carts.
• Surveillance and data management improvements.
• Continuous reviews and reassessment of asset replacement plans based on technology and sustainability evaluations.
• Compliance with safety regulations.
• FortisBC grant for upgrade costs.
• Use of RETScreen to catalogue equipment, energy consumption and proposed equipment to assess and justify investments.

Owner representatives appreciated the video presentation and inquired about the economies of scale from the new heat exchanger. It was noted that WSPR is realizing the benefits that engineers predicted. Representatives also inquired about the consideration and potential for solar panel installation, and it was noted that WSPR’s research is underway and ongoing, with recommendations for other adaptations along the way.

The board briefly discussed grant funding opportunities.

d) 2024 Annual Report

Geoff Welham, manager of recreation, gave a video presentation that highlighted the following:

• Staffing levels and new positions.
• New onboarding system and staff recognition program.
• Mental health first aid and training.
• Youth programming highlights.
• New programming through Pacific Archery Academy and fitness programs at the former Metchosin schoolhouse.
• The Thrifty Foods Skatepark received the RFABC Outstanding Facilities Award, and Nicki Brown, community recreation coordinator, received the BCRPA Community Leadership Award.
• New payment processing systems Windcave and Queue-it.
• Q Centre chiller and heat exchanger.
• Locker upgrades and token machine.

The chair opened the floor to questions. Owner representatives commented that videos are a good medium for sharing information.

Grant Brown, administrator, added the following highlights:

• Increase in year-over-year usage.
• Consistent regional attendance.
• Increase in drop-in admissions, transactions, and client accounts.
• Near-capacity facility utilization.
• Popularity of youth and sports drop-in programs.
• Increase in LIFE program usage overall.
• User group engagement and outreach to determine residency of participants.
• Increase in memberships over visit passes.
• Requisition and ownership breakdown.
• Swim lesson offerings were adapted to the high demand; swim programs, hockey academies, and ISC programs continue to exceed capacity.
• Top user groups and facility scheduling pressures.
• New offerings where capacity allows.

Owner representatives briefly inquired about pricing of drop-in admissions and memberships at private centres and it was noted most private centres charge around $15+ per admission and WSPR is at $7.50; annual memberships are about half the rate of private centres as well. It was also noted that one admission allows access to the entire facility during one visit, but not for repeat visits on the same day.

There was further brief discussion about obtaining residency data from user groups.

e) 2024 Financial Statements

Lenora Lee (KPMG) presented the financial statement report and highlighted the following:

• The 2024 audit resulted in a clean and unqualified opinion, indicating that the financial statements are free from material errors and are presented fairly in accordance with applicable public accounting standards.
• The organization reported a strong financial position, with $4.1 million accumulated surplus being invested in capital assets and held in reserves.
• An overview of financial liabilities and non-financial assets was provided.
• Statement of operations: The organization reported an annual surplus of $250,000, outperforming the budgeted deficit.
• Total revenues reached $15.6 million, with variances from prior-year contributions.
• The Building Safer Communities grant and provincial childcare funding contributed to the positive net financial position.
• Payroll increases due to collective agreement rate adjustments and additional staffing were noted.
• The financial statements show a stable and positive financial outlook to meet operational expenses and maintain contingency reserves.

The chair opened the floor to questions. There were none.

• MOVED/SECONDED BY MAYORS TOBIAS AND GOODMANSON THAT THE FINANCE REPORT BE APPROVED AS PRESENTED.
  CARRIED

f) Appointment of an Auditor

The chair commented on the following:

• A request for proposals was issued and KPMG was the selected proponent.

• MOVED/SECONDED BY MAYORS TOBIAS AND GOODMANSON THAT KPMG BE APPROVED AS AUDITORS FOR THE WEST SHORE PARKS & RECREATION SOCIETY FOR FISCAL 2025.
  CARRIED

Owner representatives asked the board to share any concerns or risks that may not be captured in the annual report, such as those that could impact operations in the coming year, such as staffing challenges, workload pressures, or potential changes that may be forced by emerging circumstances. Managers and the administrator recognized that these topics may be addressed by the master plan, and specifically noted the need for sufficient staff and leadership to support growth; providing adequate training; recruiting certified candidates; maintaining service levels within budget and capacity constraints; expansion and growth that is affordable for the taxpayer, and increasing requests for social services outside the scope of recreation.

Owner representatives commented on the value of monthly board reports to council and encouraged each member municipality to make space for directors to report during meetings, particularly as recreation continues to be a major budgetary consideration.

Owner representatives inquired about bringing the café back to JDF, and it was noted that requests have been rare, and due to low past usage of the service there are no plans to reopen it.

Owner representatives inquired about the sand onsite and if there are plans to reopen the beach volleyball courts. It was noted that the master plan will outline options, including potential expansion of the pickleball courts at that location. If beach volleyball courts were reopened, they would likely require a different type of sand.

Owner representatives inquired if the requisition is calculated by population or usage and it was noted that requisition is based purely on converted assessment.

Old Business

5. N/A

Adjournment

• 6. MOVED/SECONDED BY MAYOR TOBIAS AND ACTING MAYOR JANTZEN THAT THE ANNUAL GENERAL MEETING BE ADJOURNED AT 7:38PM.
     CARRIED