Meeting, Wednesday, December 16th, 2009 @ 7:00 P.M.
In the Green Room of the Hornby Island Community Hall
1. Minutes of the November meeting were approved by general consent as circulated.
2. On Going Business:
a. Board member recruitment: Tim McCarty and Peter Elkins may wish to serve.
b. Site work: Roger Vinnedge has completed a survey of the entrance to the land parcel and will be meeting with Michael McNamara to review maps and survey results. We will have contour maps of this area in preparations for road building. Walk about with Ron McMurtrie will be scheduled. Several members expressed interest in going along. Ryan, the potential environmental impact assessor may be on island at Christmas. Michael will connect with him. The water sampling results were discussed.
c. Fund raising: 'A Roof Over our Heads' next organizing meeting is in January/09. Sharon spoke of Booster (supportive people) initiative and of interested islanders. Need to look very closely at infrastructure costs soon. Drew Stotesbury may help here. A movie night with a movie about housing as a fund raiser was discussed. What about an architecture tour? There will be an exhibit of Hornby houses during the festival this year, being put on by the Archival group. Can ISLA co-sponsor? Michael to discuss with Margaret Sinclair.
d. Outreach program: people who need housing need to be encouraged to become involved with ISLA. Jenny wants to continue with the Outreach Program as is. There was discussion. ISLA needs to determine what we are going to build, who will be eligible to live on ISLA lands. One Outreach objective should be to find those people who want to pitch in to help make this happen. There are lots of models of eligibility from other housing groups. We need to pull in as many potential applicants to ISLA membership as possible, involving them in the society. Could we get a three dimensional board model of the land for display at the AGM?
e. First Edition submissions by board members. The First Edition did not publish the McNamara submission as scheduled for December 1st issue. Decided that the following schedule revisions be approved: Michael McNamara: February; Masoud Zadeh, March; Michael Berman, April; Cindy Anderson, May and Sharon Rogalsky, June.
3. Treasurer's Report: No expenditures since last report. $16,506 is the current bank balance. CMHC grant application time is now: Can we get the grant officer to give us special consideration so we can apply for the grant earlier so we have funds ready when we assume title, anticipated to be in mid 2010. Janet to start on preparing cost estimate spreadsheets Ryan biological assessment; Ron McMurtrie: water and septic; Richard Ladoucer: water and septic; Tony Quin: planner. Are we at the point where we should be hiring more people to get done what needs to be done?
4. Administrator's Report:
a. ACT grant request for $5000 submitted November 19, 2009. No response as yet.
b. Committee guidelines: Discussion paper on Terms of Reference for ISLA committees was circulated, discussed and approved by general consent, though there may be revisions proposed upon further review. See Appendix "A".
c. Covenant: It was agreed by general consent that ISLA not involve itself further, as the covenant filing is a matter of interest to the Trust and the Weiss family.
5. New Business
a. Planning priorities: Immediate action required: Need to set the date for the AGM. Need to develop the AGM agenda over the next four or five board meetings. We need to start to live the land with more visual aids; have maps present at board meetings. Idea advanced: Put map in the 1st Edition. Michael McNamara will bring a map to hang in the Green Room.
b. Administrator tasked to coordinate committee meetings schedule, membership drive and CMHC grant application preparation.
c. Meetings schedule for 2010, board 3rd Wednesday. Committee meetings: daytimes: Janet to circulate email to members to determine dates.
d. Suggested phrase to describe ISLA's focus: "We are building a new affordable neighborhood on Hornby Island".
6. Adjournment at 9 P.M. by general consent.
Discussion paper, December 16, 2009
In accordance with bylaws and policies of the Islanders' Secure Land Association the standing committees direct activities toward the achievement of specific purposes as determined by the board of directors. Ad hoc committees may be formed from time to time to undertake a defined, separate mandate as determined by the board.
Standing Committees (members per previous board discussions)
4. Residency, Eligibility and Selection: Masoud Zadeh, Cindy Anderson, Ian Thomson, Tina Wai may be interested.
5. Membership: Kevin McMahon, Janet LeBlancq.
Primary Committee Responsibilities:
1. Election of officers: a chairperson and a recording secretary. Committee members can be recruited from the general society membership as approved by the board of directors.
2. Scheduling meetings at regular intervals, not less than every two months.
3. Following the models, procedures and guidelines established by the ISLA Board of Directors, the committee is responsible for making recommendations to the board.
4. Reporting to the ISLA board of directors by submitting copies of the minutes of committee meetings or verbal reporting at the board meeting.
5. Formulation of policies to direct the specific service/function and presentation of proposed policies to the board for approval.
6. Participation in planning processes for future directions of the service/function based on the perceived needs of ISLA.
/JLeB