Minutes of the West Shore Parks and Recreation Society Board of Directors Meeting - April 16, 2026 (DRAFT)

PRESENT

• Directors Kimberley Guiry, Leslie Anderson, Shelly Donaldson, Dean Jantzen, Alison MacKenzie

STAFF PRESENT

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

PUBLIC PRESENT

• Lenora Lee, KPMG

CALL TO ORDER

1. The chair called the meeting to order at 5:30PM and noted the territorial acknowledgement was delivered at the immediately preceding meeting.

APPROVAL OF AGENDA

2. MOVED/SECONDED BY DIRECTORS MACKENZIE AND ANDERSON THAT THE AGENDA BE APPROVED.
   CARRIED

APPROVAL OF MINUTES

3. MOVED/SECONDED BY DIRECTORS DONALDSON AND JANTZEN THAT THE MINUTES OF THE REGULAR MEETING ON MARCH 19TH, 2026, BE APPROVED AS PRESENTED.
   CARRIED

• The chair provided follow-up information to the question at the March board of directors meeting regarding the youth who was invited to the Olympic games.

PUBLIC PARTICIPATION

4. N/A

CHAIR’S REMARKS

5. The chair remarked on speaking as Acting Mayor and Chair of WSPRS board of directors at the groundbreaking for the new daycare and arts centre, noting the history of Centennial Centre and synergies with the new development. The chair also noted that the Westshore RCMP’s superintendent will be attending an upcoming youth night and offered an invitation for the board to attend.

DELEGATIONS

6. N/A

DEPARTMENTAL PRESENTATION

Arena & Events Staff Presentation

• Presenter: Rob Wilson, Arena & Events Coordinator

• Presentation format: PowerPoint

• Highlights:

  • Major lease teams
  • 2025 and 2026 events
  • Pickleball project
  • Golf course statistics and winter pass update
  • Program highlights

• The board inquired about the Turf Burn event.

STANDING COMMITTEES

a) Finance Committee

• Director Donaldson gave a verbal update that highlighted the following:
  • Thank you to the manager of finance and administration for the financial reports and connection to projects and auditors during their term.

NEW BUSINESS

a) WSPR 60th Birthday Party

• Presenter: Geoff Welham (verbal update)

• Highlights:

  • Overview of the community event to commemorate the 60th anniversary of WSPR.
  • Proposed date and time: September 12, 2026 from 9AM-4PM.
  • Organizing committee
  • Event description
  • Invitations
  • Activities, displays, and additional ideas

• The board briefly discussed opportunities for live performances and food vendors.

OLD BUSINESS

10. N/A

CORRESPONDENCE

11. N/A

FOR INFORMATION

a) CAO’s Report

The CAO highlighted the following:

• Registration day statistics and noted the payment system upgrades are successful.
• Federal infrastructure grants.
• Feedback from SD62’s youth engagement contact on success of youth program.
• Strategic plan update.
• Evolve e-bike collaboration with BC Transit.
• Water leak at the clubhouse update.
• Parks staffing update.

The board inquired about changes to an upcoming youth night due to an event and the annual pool closure, as well as a community collaboration with SC’IȺNEW Nation (Beecher Bay). The board also discussed municipal experiences with e-bike share programs and potential locations for a bike station.

Administration/Human Resources

• WSPR will be hosting ReWired Recovery’s Sober Slam 2026 pickleball tournament on July 18th and 19th on the outdoor pickleball and tennis courts. The event will raise funds to support ReWired’s SoberFest. Registration opens May 16th online at Sober Slam 2026.
• WSPR staff are investigating the installation of an E-Bike/E-Scooter station on WSPR property as part of the City of Colwood’s 1-year trial with the Evolve E-Bike Share program. Staff would use the trial to assess the impact of the program and determine if there are any negative impacts on the site, such as utilization of the West Shore Walkway or bikes being left elsewhere on WSPR property.
• The finance team completed all working papers and financial reports ahead of the auditors’ arrival on March 9th. The year-end audit proceeded smoothly, with no changes or recommendations to the draft financial statements, and all prior-year audit findings have been fully addressed. The auditors finalized their financial package on March 20th, and it was signed off by the CAO and submitted to Langford for consolidation for the Society members on March 23rd. The January database corruption incident was reviewed with the auditors while they were onsite and they were happy with the result. Staff provided all related communications, reports, reconciliations, and corrective actions to support a smooth audit process for 2026. January’s Revenue & Expense (R&E) report was delayed due to the database corruption; February’s R&E was distributed as per planned timelines.
• As of March, human resources posted 26 job postings, with the expectation to hire 71 staff to fill those roles. This has kicked off summer hiring for most departments and HR continues to support operational departments in filling key regular roles. HR attended a job fair in Sooke, and along with other departments represented the Dream it. Be it. Conference at the Esquimalt Naval base to further support WSPR recruitment efforts and the Westshore community.
• Staff are excited to welcome Karen Jawanda as the new manager of finance and administration. Karen starts on April 13th and joins us from BC’s Ministry of Public Safety and Solicitor General – Policing and Security Branch where she was the Director of Finance, Business Support and Protective Services.

Operations

Maintenance

• Staff have been preparing for the upcoming pool shutdown, which will include several major capital and preventative maintenance projects. Planned work includes full retiling of the men’s changeroom, replacement of the hot tub basin to address ongoing leakage concerns, and a complete sauna renewal. Repairs to the children’s slide in the leisure pool are also scheduled. In addition, mechanical systems in the pool basement will be addressed, including maintenance on pumps showing signs of wear and servicing of the UV treatment systems for both the hot tub and leisure pool to ensure optimal water quality.
• A significant water main failure occurred at the Lower Clubhouse, where a leak was located beneath the building slab on the main feed line. Given this is the fourth failure on the same line, a full replacement is being undertaken. This work will require excavation, plumbing replacement, concrete restoration, and subsequent flooring replacement. The scope of the repair is substantial and has resulted in temporary disruption to programming, particularly during the high-demand spring break period.
• Staff have completed a series of scheduled shutdowns in the Kids Cove, Cottage, Youth Room, and Playroom for repainting, floor maintenance, and general refresh work.
• Seasonal transition work is underway, including the removal of ice in the JDF arena to prepare for spring operations.
• The departure of the mechanical lead hand has created a temporary gap in capacity and recruitment is underway.

Parks

• March precipitation levels reached approximately 125% of normal, while temperatures remained consistent with seasonal averages. Field closures were implemented to reduce wear and protect turf conditions during the wetter periods.
• Staff are working with Triangle Athletics on improvements to fencing and netting at Diamond 2, creating pitching mounds, and investigating improvements for WIFI and water fountain installation.
• Aeration of the lawn bowl greens has been completed, with topdressing scheduled as the next step in seasonal turf maintenance.
• Recruitment for the parks technician position is nearing completion, with staffing expected to be in place by the end of April.

Programs

Marketing

• The marketing team purchased a GoPro to capture time-lapse footage documenting progress during the pool shutdown. The contra media agreement with Bell Media was renewed for 2026, providing promotional access to the popular 107.3 Kool FM/Virgin radio station.
• The summer activity guide is currently in production and will be published online on April 2, with registration opening on April 9. The theme for the Spring/Summer guide is the 1990s. With support from Chek Media, staff coordinated the filming of a commercial featuring a 1990s-themed youth outdoor focus, which will air from April through June.

Community Recreation

• Afterschool care wrapped up on March 14th before spring break, and are excited to welcome the kids back on March 31st.
• Licensed spring break camps started on March 16th. Staff welcomed 20 kindergarten/grade 1 children and 19 grades 2-5 children for week 1 and week 2. The children completed science experiments, group games, crafts, swimming, and more.
• The sports department saw the return of golf lessons in March. 4 adults and 6 children took part in beginner golf lessons.
• Between Sport camp, Soccertron, Richardson Sport, and Archery camps, 160 children participated in camp offerings.
• There were 214 basketball and 187 youth volleyball drop-ins, with 70% of these occurring during added spring break drop-in sessions.
• Youth programming highlights: 8 school-agers in Cooking for Fun; 14 Colwood Elementary students in a private Home Alone class.
• There were 581 Friday youth night drop-ins, with March 13th alone having 195 youth participating in swimming, sport, and/or social offerings.
• The pottery studio currently has 81 studio members—the most WSPR has ever had. These members use the studio in three-hour blocks during volunteer run sessions, offered 7 days per week.
• Centennial Centre hosted dance and art spring break camps for two weeks. All four camps were sold out.
• On March 11, 60 kindergarten students from a local elementary school came to Centennial Centre for a field trip. They created pinch pot snails out of clay—this is the largest field trip the art studio has hosted.
• 16 daycare children completed their 6-week set of swimming lessons, with parents receiving a progress report at the end of the session. The last 8 children will start their lessons after spring break.

Aquatics

• Significant activity in March: concluded winter lesson set and received 90 feedback forms; overall rating 4.39 out of 5. Instructors were the most frequently listed answer when participants were asked what they liked most about the swim lessons.
• Busy spring break period: approximately 80 WSPR camp participants attended fun swims each day; approximately 220 campers from external camps and organizations attended fun swims over the 2-week period.
• Pool staff provided a week-long Aqua Camp and offered week-long private lessons during spring break.
• Registration for the spring lesson set concluded with 283 lessons programmed and more to be added following registration. Registration saw 1,135 participants registered.

Fitness and Weights

• The fitness department hired three new weightroom staff, including two internal applicants and one external applicant.
• 5 Regional Youth Group Weightroom Orientations were offered throughout March, with additional sessions throughout spring break.
• Weightroom peak attendance time: 7:30-9pm; attendant coverage adjusted accordingly.
• Essentrics Fitness Programs increased in popularity with four programs running: three at Juan de Fuca Recreation Centre and one at the Metchosin School.

Arena, Events, and Golf

• March presented challenging weather for golfers: precipitation approximately 125% of monthly average; long frost delays limited course availability. Total rounds played approximately 1,000 fewer than same period last year.
• Overall revenue nearly the same as last March due to removal of the Winter Pass program. Resulted in less damage to the course, increased revenue despite fewer rounds, and a rise in purchases of 10-round and 25-round punch passes.
• Pickleball participation remained steady.
• BCHL season concluded March 28th: Grizzlies finished fourth in the Island Division and will face the Cowichan Capitals in the Malahat Series beginning Friday, April 3rd in Cowichan. Games three and four at the Q Centre on April 7th and 8th, with a potential game six on April 11th if necessary. Attendance higher this season, increasing concession revenues. Grizzlies will host their identification camp in late April.
• Wolves’ season ended in early March with a first-round playoff exit to the Victoria Cougars; identification camp over the Easter weekend.
• Staff working with Champ Productions and Key Corp Sports and Entertainment to host a professional boxing event at the Q Centre on June 20th.
• April events: two soccer tournaments (outdoor fields), BC Indoor Archery Championships (ISC), Outdoor and Adventure Show (Juan de Fuca Arena and ISC), a judo event (ISC), and preparations for the Slegg Pro Show (May 1st).
• Spring and summer facility contracts distributed to user groups; majority signed and returned.
• Spring break skating camps full except Level 5/6. End of March marked conclusion of ice season at Juan de Fuca Arena. Staff Duffer hockey game held March 23rd and was well attended; event organized by skate shop team lead Dylan Parsons.
• Staff preparing for transition to dry floor season for lacrosse and other activities.

Equity, Diversity, and Inclusion

• LIFE Program (Leisure Involvement for Everyone): financial support initiative across Greater Victoria. 1,702 participants held a membership in 2025 (14.8% increase over 2024's 1,483). The percentage of the Westshore population accessing this program is 2.03%.
• Staff connected with Miranda Metge, Community Wellness Navigator, Band Designate with the SC’IȺNEW Nation (Beecher Bay) to discuss program and partnership opportunities. Conversations ongoing.

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Grant Brown, CAO

b) Regional Parks & Recreation Facilities Master Plan Update

• The CAO noted the following:
  • The board will review draft 5, which was provided to senior staff, at the April 22 meeting.
  • Draft 6 will be provided and presented virtually at the May Board meeting, for approval to proceed to public engagement.

c) Energy Consumption Review

• Presenter: Ron Dietrich, Manager of Operations (verbal presentation)

• Highlights:

  • Overview of energy consumption and reduction efforts
  • Comparisons of patron attendance, energy usage and emissions over time
  • Ongoing heat recovery efforts

• The board inquired about accessible communication of sustainability efforts and it was noted that a video and metrics have been created by the engineering contractor. Several ideas for sharing statistics were mentioned.

RECESS

• MOVED/SECONDED BY DIRECTORS MACKENZIE AND ANDERSON TO RECESS AT 6:29PM.
  CARRIED

IN CAMERA

13. MOVED/SECONDED BY DIRECTORS DONALDSON AND JANTZEN THAT THE MEETING MOVE IN CAMERA AT 6:46PM.
    CARRIED

• 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) negotiations and related discussions respecting the proposed provision of a service.

ADJOURNMENT

14. MOVED/SECONDED BY DIRECTORS DONALDSON AND JANTZEN THAT THE MEETING BE ADJOURNED AT 7:05PM.
    CARRIED