Rockland Neighbourhood Association:  Minutes of the Board

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Meeting of Board of Directors

May 14th, 2008

Directors Present:  Doreen Mueller, Janet Simpson, Dave Clark, John Weaver, Jurgen Mitbrodt, Richard Cane, Lois Johnson, Jarren Butterworth, John Edwards

Regrets: Bob June

Absent: Carrie Greschner, Wayne Poohachoff

Guest: Councilor Bea Holland

Summary of decisions and action items:
•    Motion To review the management information document, and delete (with annotation, where suitable) personal and other sensitive information for access by those beyond the board members.
•    Motion DC review management information document and sever sensitive information.
•    Action LJ - Reply how permits and processes are working.
•    Action all directors - read the Discussion Paper
•    Action DC - report on number of members and potential volunteers
•    Action All Directors – consider developing content for next newsletter
•    Action RC – look into the tour bus situation and recommend options
•    Action update web mail links to Directors and committee chairs

Meeting called to order at 19:05

1.    Agenda
Add: management information

Motion To accept agenda as amended.  (JS/DM)        Carried

2.    Minutes of April 9th 2008
-    delete Action item re: release of management information .

Motion to approve minutes as amended.  (JW/DC)    Carried

3.    Councilor’s report
•    City extended the temporary protection period for the Janion and Soda buildings for another 60 day period.
•    In response to a question, due to established protocol, CALUC cannot see the report that is being prepared until it has been presented to the Committee of the Whole.

4.    Committee Reports
•    Land Use (zoning) –
i.    1059 Verrinder - JS will draft a letter supporting the Rockland Plan
ii.    Committee will draft an RNA-specific developer template, so that we have supplemental information over an above what is in the CALUC standard developer's template
iii.    Planning Department Business process review for development services - Mike McCliggot is asking how permits and processes are working.
ACTION - Reply by May 27th workshop.  LJ will attend. Ensure that LJ gets appropriate information packages from Mitch Hammond.
Reference the Citizen's guide to rezoning process;
Procedures for processing rezoning applications.

•    Communications
i.    Notice went out for meeting on April 29th.
ii.    Neighbourhood Planning Discussion Paper. Feb 2008 DM would have liked more feedback before crafting response.  Follow-up meeting in June.
ACTION - all directors - read the Discussion Paper

•    Membership
ACTION - DC report number of members
ACTION - develop list of potential volunteers, based on the recent membership forms

•    Newsletter
i.    Target date of June.
ACTION - All directors - start preparing content - Articles and  committee reports.

•    Traffic and Safety
i.    Email from Mike Sisko - Joan Crescent parking. Instructions have gone out to commissionaires, copied City (Richard Adams) and the stakeholders.
ii.    Areas on Rockland where tour busses cannot park, residential parking, but there are areas with no restricting signs - i.e., north side of Rockland. Since 2002 authority has been delegated down from Federal Carrier Commission to local government.
•    Issues - size, weight limits, pollution.
•    Enforcement is not a priority, fine may be cost of business.
•    Control through licence issuance? Worked in some other jurisdictions.
ACTION - RC will look into the situation and generate some creative solutions that would serve tourists.

•    Garden
i.    Work is ongoing

5.    Treasurer’ Quarterly Report
•    General account balance $11032.28
•    Garden account balance $2011.42
•    Walking Tour account balance $1501.22
•    Base grant application sent in by DM
ACTION - send committee members' names to DM.

6.    Business Arising
•    Management information for volunteer board members.
o    If it goes on the web, it must be in a secure area.
o    If we release a copy to the city we have no control over where it goes from there.
o    Privacy issue - either we strip out sensitive information or keep it as an internal document.

Motion (DC/RC) That the secretary review the document and excise the possible secure information and bring it back to the board for consideration.

7.    Correspondence
•    Henry Phillips is still receiving email through the web page
ACTION – update web mail, including blind email links to Directors and committee chairs

Close of meeting –
Motion to adjourn (JW/DC) at 20:25        carried