Directors Present:  Catherine Spencer, Susan Bartol-Drinker; Helmut Hissen;; Jane Lunt; Frank Ryan; Ethelyn McInnes-Rankin; Kathryn Leseuer; Cecilia Peters; Dave Clark; Leda-Marie Grant

Directors Absent: Walter Yeo; Leigh Large; Brian Allen, Doris Schuh; Pam Tobin

Regrets:  Councillor Chris Coleman

The meeting was called to order at 7:30 p.m.

1.  Agenda: Motion:  approval of agenda as amended.   Carried

2. Minutes of July 9, 2003:
Motion:  (EMR-KL) approval of the minutes    Carried

3.  Financial report
membership account  $5377.73 base funds grant $1670
matching funds acct  $1597.72
monument acct  $814.39
Garden acct   $2207.99. Matching funds grant $1220

Motion:  (JL - SBD) to accept the treasurer's report  Carried

Special Project Grants process alert: Deadline for proposals is September 30. Maximum $5000 to create or demonstrate new initiatives or special events. CS will coordinate responses - get ideas in to her by Sept 23.

4.  Correspondence:
- Honya Androsoff resigned from the board, effective immediately.
- 40 "slow down, please" signs obtained from ICBC and deployed.
- Integrated Pest Management meeting tonight chaired by CC.  Notification sent out to membership through web master, and received considerable feedback
- Dog-off-leash areas drew no feedback. SBD attended public meeting, initial feedback was pro option 1 - City determines location and is responsible for cleanup
- Notification of Sept 26 to 28 wellness weekend at YM/YWCA camp.
- Base funding and matching grant requests came through.
- Minutes of city hall meetings.
- Cary bulletin.
- Victoria heritage foundation annual report.
- UVic has speakers bureau - an option for AGM speaker?
 
 

5.  Telephone Calls:
Judy Richardson, David Richardson, Dennis Anholt, Margaret Mann re: St. Charles Manor (to be dealt with under land use)

6. Committee Reports:

 Community Association Network:
 Susan Bartol-Drinker reported that there were no meetings over the summer..

 Garden:
Garden weeding and some watering over the summer. The Fransicans have done additional cultivation adjacent to the path; and seek recommendations for new material, especially summer colour
Native plant Salvage program information circulated. Interested individuals can apply to be registered (for insurance purposes) and then will be notified in advance of impending developments. A good opportunity to get additional material for the garden.
The matching funds grant will allow us to proceed with installation of a railing beside the steps. There was discussion about potential negative impacts of placing a bench within the garden (as opposed to along the sidewalk). HH suggests that the bench be deferred - plenty to keep us busy in the meantime.
 The next neighbourhood gardening "bee" (all volunteers welcomed!) will be on   September 27th, 2003 beginning at 1:00 p.m.
 Check the website for the wish list for further garden plant contributions.

 Environment:  no report

 Land Use:
 Land use committee report circulated.

910 Richmond panhandle subdivision is confusing - engineer musst approve the subdivision first, then building variances are considered in a separate process. Public meeting was held July 24th and additional staff reports are required to deal with neighbours' concerns.

St Charles Manor.  Letter from CS to City contained the statement "The
Beswicks assure the committee that they have met with their neighbours to
discuss the proposed changes"

Subsequent communications from neighbours suggest that this may not have been the case.
Motion:  (LMG - CS) to change land use committee policy to ensure that proponents obtain written confirmation from neighbours to document assertions that a meeting
has taken place.  Carried

October 2nd Advisory Planning Committee is an opportunity for public input. The developer will hold an open house Sept 20th for neighbours.

HH proposed that 3 things be done:
1. Chronicle what has happened to date in the next newsletter, in time for the Council meeting at which the final decision is made. (That would not be in time for the APC meeting)

2. Draw up a one page flyer alerting nearby residents of APC meeting as a
source of information about the proposed development.

3. clarify the letter of August 27th.

Motion:  (KL - SBD) to hold a community meeting as soon as possible regarding the proposed development at 910 St Charles. 5 votes for, 5 against Motion failed

Motion:   (DC - SBD) that a letter of clarification be drafted and sent to the
committee of the whole prior to their meeting Sept 11th, with a copy to
those neighbours who have recently contacted the board on this matter. Carried

(LMG left)
 (FR left)
 (EMR left)
 

 Social:
 Notice of the Autumn social will be in the newsletter
 

Newsletter:
Newsletter costs:
$187.44 for Canada Post delivery
$391.59 printing for newsletter
Next newsletter, scheduled for October, could incur less printing costs, bringing the total down below $500.  Content will be solicited from Herb Leroy, City Arborist, City Police, committee chairs.
 

 Traffic and Safety:
Forty ICBC "slow-down" signs were obtained and deployed (report attached)
 

7.  New Business:

 Strategic Planning:
Walter Yeo will meet with Board members one-on-one, with two proposed workshops to generate the content.

 Welcome letter for new neighbours:
 New neighbour welcome messages are coordinated by HH.

Letter from Brian Studley.  Concerns re: spot zoning, openness
and transparency of meetings,   Referred to Land Use Committee
 

Cross-association land use committees (report from HH)
 

8.  Date and Place of Next Meeting:
 October 8, 2003 at 7:30 p.m. in the Government House Volunteers’ Centre
 

9.  Close of meeting - Meeting adjourned at 10:40.