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SGI Harbours Commission 2014-02-18

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SGI Harbours Commission 2014-02-18 SOUTHERN GULF ISLANDS HARBOURS COMMISSION Notice of a meeting on Tuesday, February 18, 2014 at 1:15 pm Saanich Peninsula Health Unit, Mt. Newton X Road S. Cropper - Chair, Mayne Island L. Peck, Saturna Island J. Heaney, N. Pender Island M. Callendar, S Pender Island B. Young, Piers Island D. Howe, SGI EA Director S. Midgley, Galiano Island AGENDA 1. Approval of Agenda 2. Adoption of Minutes of January 21, 2014 3. Report of the Chair 4. Presentations/Delegations 5. Correspondence 6. Report of the CRD Director 7. Report of the Ports Manager 8. Report of the Treasurer 9. 2014 Ports Management Services Contract – Contract No. 2013-845 (Staff Report #SGIHC 2014-01) 10. Wharfinger Contractor’s Agreement for Services – Southern Gulf Islands Harbours Service Dock Facilities (Staff Report #SGIHC 2014-02) 11. Southern Gulf Islands Harbours Commission Strategic Planning Session – Facilitated by Darrel Harker of Strategy One Consulting (2 attachments) 12. New Business 13. Adjournment Next Meeting Date - March 18, 2014 at 1:15 pm Distribution: B. Lapham, Chief Administrative Officer, Capital Regional District T. Robbins, General Manager, Integrated Water Services S. Olsen, Alternate SGI EA Director P. Williams, Ports Manager M. Brown, Recording Secretary To ensure a quorum, please advise Margaret Montague at 250.474.9606 if you or your alternate cannot attend. 1483875 DRAFT Minutes of a Meeting of the SOUTHERN GULF ISLANDS HARBOURS COMMISSION held on Tuesday, January 21, 2014 at the Saanich Peninsula Health Unit, Mt. Newton X Rd., Saanichton, BC PRESENT: Stephen Cropper - Chair, Mayne Island Jon Heaney, N. Pender Island Bryce Young, Piers Island Sheila Midgley, Galiano Island Larry Peck, Saturna Island Sylvia Olsen, Alternate Regional Director Ted Robbins, General Manager CRD Integrated Water Services Pete Williams, Ports Manager Marian Brown, Recording Secretary ABSENT: Mike Callendar, S. Pender Island; David Howe, Regional Director The meeting was called to order at 1:16 pm. 1. Welcome and Introductions – Chair welcomed those present. 2. Approval of Agenda Moved by Jon Heaney, seconded by Bryce Young, that the agenda be approved with the following changes: a) move Director’s Report to #4; and b) include an in camera item. Carried 3. Approval of Minutes – November 19, 2013 . Moved by Sheila Midgley, seconded by Jon Heaney that the minutes of the SGIHC meeting held November 19, 2013 be adopted as circulated. Carried 4. CRD Director Report Alternate Director Sylvia Olsen reported that Ian Dow had requested that he be allowed to make a presentation to the commission. It was suggested that a regular item on the agenda be “Presentations and Delegations”. Discussion ensued on past practices and also on the need to know prior to the meeting of any forthcoming presentation. 5. Chair Report The Chair and Ports Manager noted the need to collect thoughts and ideas for the framework of the commission’s forthcoming five-year strategic plan. Input suggestions were received from the members in attendance on the strengths, weaknesses, opportunities and threats (SWOT) of or to the commission. These suggestions were read to those present and will be compiled by the Ports Manager for distribution to the commission members. Larry Peck reported that some people on Saturna Island want to have the dock function removed from the authority of the CRD and have it revert to the Department of Fisheries and Oceans. He is attempting to bring the dock function into the community and have the community participate in the dock process. Commission members noted the need for a commission handbook and a better understanding of the role of commissioners in serving and communicating with the public in the island communities. Southern Gulf Islands Harbours Commission Minutes – January 21, 2014 6. Ports Manager’s Report The Ports Manager reported that December and January are slow months and that he has been on the docks during the absence of the regular wharfingers. Horton Bay Repairs were undertaken. There appears to be a design flaw or weakness, hence the Ports Manager has contacted marine resource people to help diagnose the problem. Mayne Island The fire extinguisher is missing from the dock and the life ring at Miner’s Bay went missing and was temporarily replaced and a new one ordered. The thefts have been reported to the police. Port Washington Work and lighting have been completed. Vehicle traffic has been removed from the dock thus making it safer for the transport of school children. Montague Harbour Sheila Midgley stated her concerns re an electrical cord which has been placed across the dock to a moored boat. Ports Manager’s Contract The Ports Manager reported that his contract for the forthcoming year has been completed and renewed. Ted Robbins, General Manager CRD Integrated Water Services, stated that the wharfingers’ agreements have been reviewed and clarified. The Ports Manager agreed to distribute the documents to the wharfingers for execution. 7. Treasurer’s Report Jon Heaney provided an information package to SGIHC members which included the Treasurer’s Report for January 2014 indicating a shortfall in the parcel tax due to assessments on property values. Also included for information purposes was an email from Val Leigh-Dorin, dated January 13, 2014, which explained the accounting practices of the CRD (Public Sector Accounting Board) standards as it applies to the docks. Moved by Jon Heaney, seconded by Sheila Midgley, that the Southern Gulf Islands Harbour Commission reduce the planned transfer to Capital from $84,520 to $61,520 to reflect the decrease in the parcel tax requisition. Carried Jon further noted that in the future, for public information, he would endeavour to have expenditures posted at the respective docks. 8. In Camera Items Moved by Jon Heaney, seconded by Sheila Midgley, that the SGIHC close the meeting in accordance with CRD Procedures Bylaw No. 4980 and the Community Charter, Part 4, Division 3.90(1), (g) litigation or potential litigation if the Regional District considers that disclosure could reasonably be expected to harm the interests of the Regional District. Carried The Committee closed the meeting at 2:57 pm. The regular meeting of the SGIHC reconvened at 3:05 pm. 2 Southern Gulf Islands Harbours Commission Minutes – January 21, 2014 9. Correspondence – None 10. New Business – None Larry Peck stated that a not for profit event would take place on February 11th with University of Victoria students involved in a research and education program and requested that the moorage fee be waived for that night to allow the students safe and easy access to the vessel. The Ports Manager agreed to contact the wharfinger (Gloria) in this regard. 11. Next Meeting Date – February 18, 2014 – 1:00 pm 12. Adjournment Moved by Sheila Midgley, seconded by Jon Heaney that the meeting adjourn, 3:15 pm. Carried 3 Agenda Item 9 REPORT #SGIHC 2014 - 01 REPORT TO SOUTHERN GULF ISLANDS HARBOURS COMMISSION MEETING OF TUESDAY, FEBRUARY 18, 2014 SUBJECT 2014 PORTS MANAGEMENT SERVICES CONTRACT – CONTRACT NO. 2013-845 ISSUE The 2014 Ports Management Services Contract has been executed. BACKGROUND The Southern Gulf Islands Harbours Commission (SGIHC) has utilized contract services to provide day-to-day management of the docks under its service authority, at the following locations: Mayne Island: Miners Bay Horton Bay Galiano Island: Montague Harbour Sturdies Bay Retreat Cove North Pender Island: Port Washington Browning Harbour Hope Bay Piers Island: Piers Island Vancouver Island: Swartz Bay Between January 1, 2011 and December 31, 2013, the Ports Management Services Contract was with Mr. Peter Williams. At the September 24, 2013 meeting, the SGIHC agreed to extend Mr. Williams’ contract for one year, effective January 1, 2014. The contract document was updated to reflect the recent change in departmental oversight and the contractor’s 2014 fees. A copy of the executed contract is attached. CONCLUSION The 2014 Ports Management Services Contract has been executed and has been provided to the SGIHC for information. RECOMMENDATION That the Southern Gulf Island Harbours Commission receive the staff report for information. T. Robbins, BSc, CTech General Manager, Integrated Water Services Attachment: 1 1485851 Agenda Item 10 REPORT #SGIHC 2014 - 02 REPORT TO SOUTHERN GULF ISLANDS HARBOURS COMMISSION MEETING OF TUESDAY, FEBRUARY 18, 2014 SUBJECT WHARFINGER CONTRACTOR’S AGREEMENT FOR SERVICES – SOUTHERN GULF ISLAND HARBOURS SERVICE DOCK FACILITIES ISSUE The Wharfinger Contractor’s Agreement for Services have expired. It is necessary to undertake a public process to engage Wharfingers under new agreements. BACKGROUND It is proposed to issue a public Request for Proposals (RFP), inviting interested parties to submit proposal(s) to provide Wharfinger services for the following dock facilities under the service authority of the Southern Gulf Island Harbours Commission (SGIHC): Mayne Island: Miners Bay Horton Bay Galiano Island: Sturdies Bay Montague Harbour Retreat Cove North Pender Island: Port Washington Port Browning Hope Bay Piers Island: Piers Island Vancouver Island: Swartz Bay The proposals would be evaluated for the selection of contractors with the intent to enter into agreements for each of the dock facilities. The Contractor’s Agreement for Services is attached for reference, which outlines Contractor’s compensation, in accordance with Capital Regional District (CRD) Bylaw No. 2844 (attached), and the Contractor’s service provision expectations. The RFP would be advertised in local newspapers, on the CRD website and posted locally where practical. The term of each agreement will be one year, with extension clauses that can be exercised for three additional one year terms if agreed to by all parties. CONCLUSION The Wharfinger Contractor’s Agreement for Services have expired. It is proposed to issue a public request for proposals, inviting interested parties to submit proposal(s) to provide Wharfinger services for the dock facilities under the service authority of the Southern Gulf Island Harbours Commission, with the intent to enter into agreements for each of the dock facilities.
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