Directors Present:  Catherine Spencer, Brian Allen, Doris Schuh, Dave Clark,
Leida-Marie Grant, Susan Bartol-Drinker, Helmut Hissen,
Jane Lunt, Ethelyn McInnes-Rankin, Cecilia Peters, Walter Yeo.

Directors Absent: Kathryn Leseuer, Leigh Large, Frank Ryan, Pam Tobin.

Guest:  Councillor Chris Coleman
 

The meeting was called to order at 7:32 p.m.

1.  Agenda:  Motion: (LMG/JL:) approval of agenda   Carried

2. Minutes of September 10, 2003:
         Motion:  (SBD/DS:) approval of the minutes    Carried

3.  Correspondence:
- Gail Price-Douglas:  Request for average cost of operations of board over last 5 years in order to provide evidence for the request of the city for an increase in base funding. Workshop opportunity: "doing more with less".
- Base funding and matching grant requests approved.
- City - 2 sets of minutes, plus letter announcing that, after January 1, 2004,  minutes will be posted on the website only.
- Saanich workshop, November 15th - 9:30 to 3:30 (recommended).
- E-mail from B. Stoodley - (referred to Land Use committee)
- 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 September 26 to 28 Wellness Weekend at YM/YWCA camp.
- Cary bulletin.
- Victoria Heritage Foundation annual report.
- UVic has a Speakers Bureau - an option for AGM speaker?

4. Councillor's Report: Chris Coleman:
• HH asked for meeting of representatives from three Neighbourhood Association Land Use Committees with Pam Madoff and Chris Coleman. Objective is to clarify definitions of several terms.  Important but Chris has not yet been able to set up this meeting.

• September 29th, Chris was invited to a meeting at the home of Gordon McAllister. Chris' clarified that his role is liaison with the RNA board and that his meeting with any other group is a courtesy.  The issues that those present wished to address were off limits as the matters had been tabled by City Hall.  Caroline Macklem property was discussed. It never got to the political process; hung up in the administrative process. Chris will draft a letter to GM to clarify some points.  Susan Bartol-Drinker was the only RNA director present.   She may serve as a conduit between this group and the RNA board. Chris supported the RNA board's neutral position on land use issues.
 

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:

•Possible coordination of  newsletter costs;
• Gorge Community's Environmental coordinator is studying pollution of Rock Bay. A very small part of the Rockland neighbourhood drains into Rock Bay;
• Demolition of Mount St. Mary's - visioning document for better mobilization of preservation efforts.
• Visions Victoria 2020 (Mohan Jawl) November 17 and18 workshop.
Target 400 participants
• Recreation renewal project led by City.  Aging infrastructure replacement is huge capital cost. Want to ensure that the needs present and future are addressed.
• Dogs off leash - talk to your Councillor.
• Several neighbourhoods expressed concern regarding trees on City property being removed without explanation.
 

 Garden:
Motion: (DC/ JL) approve expenditure of $100 for plants and $500 for topsoil.
          Carried
Banding for winter moth poorly attended.
Those who did were alerted by the RNA e-news.

 Environment:  no report

 Land Use:  Leida-Marie Grant
 Land Use committee report circulated.

• 910 Richmond panhandle subdivision.  No further news.

• 1322 Rockland dormant (application is incomplete and no action).

• St. Charles Manor. Advisory Planning Commission meeting on this application was held on October 2nd and was well attended. APC requires that land use must fit with the Neighbourhood Plan.  APC asked if there was any representation from the RNA and was invited to speak first.  Next priority was given to immediate neighbours; later others were allowed to speak. There was a time limit on speakers. Panel discussion addressed larger issues. Commission members voted in favour of the application, which will now proceed to City Council for further action. Issue still has to go to Heritage Committee and Design Committee. The three reports are presented simultaneously to the City Council.

• Recommend a clearer definition in Neighbourhood Plan of "institution".
Principle: "aging in place" a concept to be supported?
What in the plan can enable such a principle?

• Land Use Committee Terms of Reference
Motion: (LMG/BA) Approve     Carried

• Procedure for rezoning and other land use applications.
Motion: (LMG/BA) "to approve procedure as presented". Carried

Motion: (LMG/BA) that these two documents be posted on the RNA website.
         Carried

 Social: Cecilia Peters
 
  "Cook's day off" menu discussed: Catering cost $1313.17,
  compared to last year's ($1259.00) (103 paid tickets)
 
  Motion: (CP/DC)  approve expenditure    Carried
 

Newsletter: Helmut Hissen - draft
 
Folding party at HH proposed for Tuesday, October 14th, at 3 p.m.

 Traffic and Safety:  WalterYeo

Strategic Planning: Walter Yeo
 
List of directors who have not yet been consulted.
Seeking amenable dates for two four-hour meetings.
Some discussion of possible dates. Could be daytime. CS will follow up.  Action
 

7.  New Business:
 
• Land Use Coordination Committee ­ Helmut Hissen
(forum for issues that affect all Neighbourhood Associations).
This working group to clarify the functions of Neighbourhood Associations    and their Land Use Committees.  Three task forces are:
- Roles and relationships
- Resources
- Policy.

November 4th is next meeting.

(9:40 EMR left the meeting)

•Web Site - HH proposes a document that sets policy on WEB and e-mail
         - DC look to see what we have from Don's original proposal.            Action

Motion: (DC/BA)  Technology committee to meet to draft a policy and terms of reference.      Carried             Action
 

8.  Date and Place of Next Meeting:
 December 3, 2003 at 7:30 p.m. in the Government House Volunteers’ Centre
 Bring a flashlight.
 

9.  Close of meeting - Meeting closed at 9:50.