Minutes of the West Shore Parks & Recreation Society Annual General Meeting

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)
• Mayor Doug Kobayashi (City of Colwood)

DIRECTORS AND STAFF PRESENT

• Chair, Kimberley Guiry
• Director, Shelly Donaldson
• Director, Leslie Anderson
• Director, Alison MacKenzie
• Director (alternate), Misty Olsen
• Grant Brown, chief administrative officer
• Ron Dietrich, manager of operations
• Geoff Welham, manager of recreation
• April Luchinski, manager of human resources
• Lauren Woodbridge, manager of finance and administration
• Tiffany Moore, recorder

PUBLIC PRESENT

• Sarah Burden (KPMG)
• Derek Wallensteen (The Tennis Centre)
• Sarah Jones
• Jason Johnson
• Bob Payette
• Marcie McLean

CALL TO ORDER

The chair called the annual general meeting to order and gave a territorial acknowledgement at 6:06PM.

APPROVAL OF AGENDA

MOVED/SECONDED BY MAYORS KOBAYASHI AND TOBIAS THAT THE AGENDA BE APPROVED AS CIRCULATED.

CARRIED

APPROVAL OF MINUTES

MOVED/SECONDED BY MAYORS KOBAYASHI AND TOBIAS THAT THE MINUTES OF THE 2025 ANNUAL GENERAL MEETING BE APPROVED AS CIRCULATED. NO OMMISSIONS, NO ERRORS.

CARRIED

NEW BUSINESS

a) Board Reports

Chair’s Remarks

The chair commented on another great year delivering services to the communities; highlighted the success of the youth program and outdoor pickleball courts; noted the final draft of the master plan has been received; and noted the upcoming strategic plan development to guide growth and future recreation opportunities.

Finance Committee

Director Shelly Donaldson, finance chair, highlighted the following:

• 2025 budget overview
• Revenue and expense highlights
• Grants received

Mayor Little arrived at approximately 6:10PM.

Owner representatives inquired about private pickleball courts opening soon.

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

CARRIED

Strategic Plan Update 2021-2026

Grant Brown, CAO, highlighted the following:

• The 2025 updates to the strategic plan are included in the agenda package.
• Planning for the 2027-2031 strategic plan is underway with Expedition Management Consulting and staff meetings will be held next week.

The owner representatives commented on new population projections and briefly discussed the process for proceeding with the master plan.

b) 2025 Annual Report

The CAO introduced the 2025 Annual Report Video Presentation that highlighted the following:

• 2025 program, people, and facility highlights
• Pass and membership sales
• Usage statistics
• Revenue and requisition summary

Owner representatives inquired about staffing and noted improvements since the previous year’s presentation. Discussion included implementation of the master plan and the involvement of each community. The age of WSPR’s current facilities was noted. Representatives also inquired about the role of grant writing and collaboration related to this function was discussed, including grants received in 2025.

e) 2025 Financial Statements

Sarah Burden (KPMG) presented the financial statement report and highlighted the following:

• Overview of financial position including receivables, investments, non-financial assets, accumulated surplus, revenues and expenses.
• No changes were made to notes.
• New standards will be developed in the coming years.

Derek Wallensteen arrived at approximately 6:50PM.

Representatives inquired about investments and discussed the assessment of procurement policies.

f) Appointment of an Auditor

The chair commented on the following:

• Staff are currently in the audit process with KMPG who was contracted through 2029.

It was noted that KPMG has been the auditor since before 2010.

MOVED/SECONDED BY MAYORS LITTLE AND KOBAYASHI THAT KPMG BE APPROVED AS AUDITORS FOR THE WEST SHORE PARKS & RECREATION SOCIETY FOR THE 2026 FISCAL YEAR.

CARRIED

OLD BUSINESS

5. N/A

ADJOURNMENT

6. MOVED/SECONDED BY MAYORS LITTLE AND TOBIAS THAT THE ANNUAL GENERAL MEETING BE ADJOURNED AT 6:59PM.

CARRIED