Rockland
Neighbourhood Association: Minutes of the Board
Meeting of Board of Directors
Meeting of Board of Directors
January 9th, 2008
Directors Present: Doreen Mueller, Janet Simpson, Dave Clark, John
Weaver, Wayne Poohachoff, Steve Peace, John Edwards, Mitch Hammond
Guest: Bea Holland
Regrets: Henry Phillips
Summary of decisions and action items:
ACTION: Change the regular order of Board meeting agenda, to move
Committee Reports forward, following the Councillor’s report
ACTION: BH will ask planning staff for the rationale for increasing the
maximum number of units allowed within the redeveloped Mansion at 1322
Rockland, and report back to the Board
ACTION: LU(z) committee will draft a letter to City staff recommending
that the CALUC process be followed for 801 Langham Court variance
request.
ACTION: LU(z) committee will draft a response that reiterates RNA
concern over the magnitude of the proposed development at 1322 Rockland.
ACTION: MH will send the previously drafted letter re: Shell Station
ACTION: Request that the Webmaster establish a link on the RNA site to
the City web page copy of the Rockland Plan.
ACTION: Reports for each Committee, and biographies for those who plan
to stand for office or director, submitted to the secretary by February
1, 2008
ACTION: Review the requirement that all RNA members uphold the
Constitution - remove the items in the constitution that are not
amenable or enforceable.
ACTION: Notice of AGM to all members by January 30th
ACTION: Nominating Committee recommendations to Secretary by January
30th
ACTION: Invitations to attend AGM extended to Mayor and Council,
President of Craigdarroch Castle Society, Representative of Government
House
Meeting called to order at 19:10
1. Agenda: Motion
to accept as amended (DC/WP)
Carried
New Business
o Treasurer’s quarterly report
o Annual General Meeting
o CALUC
o 1322 Rockland update
o Appointments for City’s Advisory Committees
Business Arising
o Conflict of Interest
Motion to change order, so that Committee reports, led by Land Use
(zoning) follow the Councillor’s Report
(JS/DC) Carried
2. Minutes of December 10th 2007
Motion to approve, as amended (MH/SP)
Carried
Amend “ACTION: Garden Committee draft a letter to City Staff,
requesting a covenant for the Woodland Garden”
3. Councillor’s Report
• Appointments to advisory committees
• Move forward on Jubilee Hospital building permit.
• Budget deliberations - e.g., Police staffing
• New Director of Parks and Recreation
• New Director of Finance
• Planning Department - hiring process initiated for
2 replacement planners for staff vacancies - Allison Myers is the new
Manager, Development Services
DISCUSSION: on recommended changes to the CALUC process (1 year
review). Council is committed to the CALUC process, including the
review process.
CALUC would like the ability of Neighbourhood and Community
Associations to review the planning committee report to council if the
developer has significantly revised a plan subsequent to the
Neighbourhood or Community Association’s public meeting.
4. Committee Reports
Land Use (zoning)
• Ongoing CALUC meetings to generate recommendations
on the CALUC process.
• Rezoning - 801 Langham Court - balconies enclosed
15 years ago. Last year renovation showed that building is now
non-conforming, due to Floor Space Ratio. No additional changes
contemplated, but want a spot rezoning to legitimize existing
structure.
DISCUSSION: Should NA have the responsibility to decide whether or not
to waive the requirement for a public meeting? If that is the case,
LU(z) has made some conditions for waiving the standard process.
Consensus of the Board is that a community meeting should take place.
Motion (MH/DM) that the LU(z) committee draft a letter to B.
Sikstrom indicating that the RNA is not in a position to waive the
process, and recommending that the CALUC process, including a community
meeting with direct notification to neighbours within 100m, be
followed. Carried
• 1322 Rockland - updated ground plans and the
heritage and arborist plans have been received. Costs of main house
renovation is estimated at $7m. Adjustments to the plan include:
o 1 additional unit within the main house,
o 4 additional units in northern condo building
(total units change from 29 to 34).
o Changes to visitor parking
o Reduction to the height of southern condo building,
and it has been moved south by a few metres to save a tree.
Arbourist's report indicates that the critical root zone of the large
Garry oak south of the Coach House falls within the townhouse
footprint. Committee has concern that the subsequent location of
services will further compromise the mature trees.
At some point, City planning staff have allowed 15 units in the main
house vs. the 11 that were previously determined. RNA requests the
rationale for this uplift.
ACTION - BH will ask planning staff for the rationale for increasing
the maximum number of units allowed within the redeveloped Mansion at
1322 Rockland, and report back to the Board
.
LU(z) reiterates its concern that the number of units that are allowed
in the main house conversion (11 or 15) NOT be transferred as
additional units in new development.
ACTION LU(z) will draft a response that reiterates RNA concern over the
magnitude of the proposed development at 1322 Rockland.
• Shell Station
ACTION MH will send the previously drafted letter re: Shell Station
Garden
• JS sent the letter to City requesting a covenant to
perpetuate the Woodland Garden.
CAN –
• November meeting asked to review Mayor's report on
homelessness.
Membership
• Hard copy newsletters sent to 25 households not on
the e-mail distribution list.
Communications
ACTION – Request that the Webmaster establish a link on the RNA site to
the City web page copy of the Rockland Plan.
5. Correspondence, Telephone and E-mail
• Beatrice Miller - non-member wanting to attend
Government House reception.
• Frank Hess - upset that polled votes no longer
required. - (as liability insurance is not extended to committee
members, just board members, it is not appropriate for the committees
to use polled votes.)
• Joly de Lotbiniere Society appreciates the work
done to close the street to motorized traffic.
6. Business Arising:
• Conflict of Interest information received from the
City. DM will bring to the attention of the new RNA Board at the March
12th, 2008 meeting.
(BH left at 20:50)
7. New Business
o AGM
o Reports for each Committee, and biographies for
those who plan to stand for office or director, to be submitted to the
secretary by February 1, 2008
o Nominations – Current Board members declared their
intentions to run for the coming year.
o Successful nominees must be willing to chair a
committee, or hold an office.
DISCUSSION - propose that we should have position specifications
written for board members, officers, committee chairs.
Lay out all the functions of the board and determine appropriate
resources that are required for each (e.g., one person or a committee).
Suggest a Facilitated session with the new board to brainstorm and
develop these specifications, along with guidelines for succession
planning for transfer of duties to incoming board.
DISCUSSION: RNA Members are bound to uphold the constitution. New and
existing directors should get a refresher on constitution and bylaws,
and their impact on the structure and function of the Board.
ACTION: Note for next overhaul of the constitution and bylaw to review
the requirement that all RNA members uphold the Constitution - remove
the items in the constitution that are not amenable or enforceable.
o Notice of AGM has to go out to all members 15 days
before the AGM, that is, by January 30th. - include membership
application and deliver by surface mail as well as through the e-mail
list and post to website.
o Nominating committee has to have list of their
recommendations to the Secretary by January 30th.
o JW has sent Invites to Police Board, and Maureen
Miekle; Corey Bond is the Police Officer who will attend. (Therefore
Agenda will have to include him)
o Other invitees - Mayor and Council, President of
Craigdarroch Castle Society, Representative of Government House (Herb
Leroy?)
8. Financial Report
Balances as of December 31, 2007
o General account – $6891.81
o Base funding – $4122.84
o Garden –
$2011.42
o Walking Tour - $1501.22
9. Close of meeting -
Motion: To adjourn (DC/JS)
Carried