Agenda Regular Meeting Board of Trustees Salt Spring Island Fire Protection District Meeting will be held as follows: Date: September 21, 2020 Time: 6:30 pm Place: Lions Hall 1. Call to Order We would like to begin this meeting by humbly acknowledging that we live and work in the unceded and traditional territories of the Coast Salish Peoples. 2. Approval of Agenda Pg. 1 3. Town Hall Session 4. Board Minutes 4.1 Minutes of the Special meeting held August 17, 2020 Pg. 6 THAT the minutes of the Special Trustee meeting held August 17, 2020 be adopted. 4.2 Minutes of the Regular meeting held August 17, 2020 Pg. 8 THAT the minutes of the Regular Trustee meeting held August 17, 2020 be adopted. 4.3 Minutes of the Special meeting held September 10, 2020 Pg. 15 THAT the minutes of the Special Trustee meeting held September 10, 2020 be adopted. 4.4 Minutes of the Special meeting held September 16, 2020 Pg. 17 THAT the minutes of the Special Trustee meeting held September 16, 2020 be adopted. Page 1 of 93 Agenda – Regular Board Meeting September 21, 2020 Page 2 5. Standing Committee Reports 5.1 Facilities & Physical Plant 5.1.1 Minutes of September 14, 2020 meeting Pg. 20 THAT the minutes of the Facilities & Physical Plant Committee meeting held September 14, 2020 be received THAT the following recommendations from the Facilities & Physical Plant committee be approved: a. That the Board of Trustees request staff to engage in the tender process for an engineering study for any supplemental water supply solution to provide 3100 gallons per minute in downtown Ganges and that staff price out the previously discussed mobile pumping solution; b. That the District does not engage in all the repairs to Ganges Hall outlined in the FireWise assessment but to allow staff to withdraw from the transition fund line 109a to make any emergency repairs to the Ganges hall. c. That the Board permit staff to engage Fort Garry Trucks in the replacement of Engine 2 in the 2021 budget d. Increase Budget Line 109a to $300,000 from $250,000 5.2 Finance & Audit 5.2.1 Minutes of August 17, 2020 meeting Pg. 25 THAT the minutes of the Finance & Audit Committee meeting held August 17, 2020 be received. 5.3 Communications & Marketing 5.3.1 Minutes of the August 27, 2020 meeting Pg. 27 5.3.2 Minutes of the September 10, 2020 meeting Pg. 30 THAT the minutes of the Communications & Marketing Committee meetings held August 27, 2020, and September 10, 2020 be received. 5.4 Fire Rescue Advisory Committee - none Page 2 of 93 Agenda – Regular Board Meeting September 21, 2020 Page 3 5.5 Joint Occupational Health & Wellness 5.5.1 Minutes of February 26, 2020 meeting Pg. 32 5.5.2 Minutes of March 25, 2020 meeting Pg. 38 5.5.3 Minutes of April 22, 2020 meeting Pg. 44 5.5.4 Minutes of June 17, 2020 meeting Pg. 48 5.5.5 Minutes of June 19, 2020 meeting Pg. 53 5.5.6 Minutes of July 29, 2020 meeting Pg. 55 THAT the minutes of the Joint Occupational Health & Wellness Safety Committee meetings held February 26, 2020, March 25, 2020, April 22, 2020, June 17, 2020, June 19, 2020, and July 29, 2020 be received. 5.6 Strategic Planning & Policy Development - none 6. Correspondence - none 7. Reports 7.1 Salt Spring Island Fire Fighters’ Association Report 7.2 Budget Comparison to September 18, 2020 Pg. 61 THAT the Board receive the Budget Comparison to September 18, 2020 for information. 8. Old Business 8.1 Legal Opinion – Johnson Davidson Architecture Fees Pg. 63 CAO Report dated September 21, 2020 THAT the CAO’s report dated September 21, 2020 titled Legal Opinion – Johnston Davidson Architecture Fees be received for information. AND THAT the legal opinion from Sukhbir Manhas of Young Anderson dated August 19, 2020 be received. 8.2 Johnston Davidson Architecture Pg. 68 CAO Report dated August 17, 2020 Note: Report tabled at the August 17, 2020 meeting THAT the CAO’s report dated August 17, 2020 titled Johnston Davidson Architecture be received for information. Page 3 of 93 Agenda – Regular Board Meeting September 21, 2020 Page 4 8.3 Board as Essential Service Workers Pg. Pg. 73 CAO Report dated September 21, 2020 THAT the CAO’s report dated September 21, 2020 titled Trustees - Essential Service Workers be received for information. 8.4 Elections and AGM Pg. 80 CAO Report dated September 21, 2020 THAT the CAO’s report dated September 21, 2020 titled Elections & AGM be received for information. 8.5 Proposed 2021 Budget Pg. 88 CAO Report dated September 21, 2020 THAT the CAO’s report dated September 21, 2020 titled Proposed 2021 Budget be received for information. THAT the 2021 balanced budget, incorporating the changes recommended by the Facilities & Physical Plant committee, showing a tax requisition in the amount of $3,830,150 be accepted as the Proposed 2021 Budget and be submitted to the public for their input at the October 4 Open House. 8.6 Alternate Representative to GVLRA Given the resignation of Trustee MacDonald the Board needs to adopt an alternate representative to GVLRA for the District THAT Trustee ___________________ be appointed as the Salt Spring Island Fire Protection District’s alternate representative to the Greater Victoria Labour Relations Association. 9. Bylaws 9.1 Bylaw 142 – Fire Truck Purchase Pg. 92 CAO Report dated September 21, 2020 THAT Bylaw 142 - 2020 Capital Works Renewal Reserve Fund Disbursement Bylaw be read a first time. THAT Bylaw 142 - 2020 Capital Works Renewal Reserve Fund Disbursement Bylaw be adopted. Page 4 of 93 Agenda – Regular Board Meeting September 21, 2020 Page 5 10. New Business 11. Delegations - None 12. Next Meeting Monday, October 19, 2020 13. Adjournment Page 5 of 93 Item 4.1 Minutes of the Special Trustee Meeting of the Salt Spring Island Fire Protection District Date: August 17, 2020 Location: Electronic Meeting Members Present: Ron Lindstrom, Chair Rollie Cook, Trustee Andreas Gedeon, Trustee Mary Lynn Hetherington, Trustee Howard Holzapfel, Trustee Jo MacDonald, Trustee Regrets: Per Svendsen, Trustee Staff Members Laurie Taylor, Corporate Administrator and Financial Officer Present: Sarah Shugar, Recorder These minutes follow the order of the agenda although the sequence may have varied. 1. CALL TO ORDER Chair Lindstrom called the meeting to order at 11:03 a.m. 2. APPROVAL OF AGENDA By general consent, the agenda was approved. 3. IN-CAMERA MEETING 3.1 Motion to Close the Meeting 2020-069 MOVED by Trustee MacDonald, SECONDED by Trustee Hetherington, That the Board of Trustees close this meeting to discuss human resource matters and that the CAO be requested to remain. CARRIED The meeting moved to an InCamera meeting at 11:04 p.m. Page 6 of 93 3.2 Motion to Re-open the Meeting 2020-070 MOVED by Trustee MacDonald, SECONDED by Trustee Hetherington, That the Board of Trustees re-open this meeting to a public session. CARRIED The meeting reopened to the public at 1:47 p.m. 3.3 Arise and Report During the InCamera portion of the meeting, the Board of Trustees accepted a letter of resignation received from CAO Taylor dated August 17, 2020 and expressed thanks and appreciation for her service. By general consent, the meeting was adjourned at 1:47 p.m. ___________________________________ Ron Lindstrom Chair, Board of Trustees ___________________________________ Laurie Taylor Corporate Administrator Page 7 of 93 Item 4.2 Minutes of the Regular Trustee Meeting of the Salt Spring Island Fire Protection District Date: August 17, 2020 Location: Lions Hall 103 Bonnet Avenue, Salt Spring Island, BC Members Present: Ron Lindstrom, Chair Rollie Cook, Trustee Andreas Gedeon, Trustee (via Zoom web conferencing) Mary Lynn Hetherington, Trustee Howard Holzapfel, Trustee (via Zoom web conferencing) Jo MacDonald, Trustee Regrets: Per Svendsen, Trustee Staff Members Laurie Taylor, CAO Present: Jaime Holmes, Assistant Fire Chief Tony Denman, Human Resources Specialist Patrick Byrne, Salt Spring Island Fire Fighters’ Association Sarah Shugar, Recorder Others Present: Gulf Islands Driftwood Reporter Approximately 7 Members of the Public These minutes follow the order of the agenda although the sequence may have varied. 1. CALL TO ORDER Chair Lindstrom called the meeting to order at 6:32 p.m. and acknowledged that the meeting is being held in the unceded and traditional territories of the Coast Salish Peoples. Chair Lindstrom reported CAO Taylor has submitted her resignation and he expressed appreciation for her service. Page 8 of 93 2. APPROVAL OF AGENDA The following additions were presented for consideration: 5.1.1 Ganges Water Supply 5.3.1 Town Hall Meeting regarding the 2021 Draft Budget By general consent, the agenda was approved as amended. 3. TOWN HALL The Town Hall opened at 6:35 p.m. Chair Lindstrom welcomed everyone in attendance and asked if there were any comments or questions from the public. There were no comments or questions. 4. BOARD MINUTES 4.1 Receive and Accept the Minutes of the Special meeting held July 27, 2020 2020-071 MOVED by Trustee Cook, SECONDED by Trustee Hetherington, That the minutes of the Trustee Special meeting held June 8, 2020 be adopted. CARRIED . 4.2 Receive and Accept the Minutes of the Regular Meeting held July 27, 2020 2020-072 MOVED by Trustee MacDonald, SECONDED by Trustee Cook, That the minutes of the Regular Trustee meeting held July 27, 2020 be adopted. CARRIED 5. STANDING COMMITTEE REPORTS 5.1 Facilities & Physical Plant 5.1.1 Ganges Water Supply At the July 27, 2020 meeting, the Board referred the issue of the downtown water supply to the Facilities and Physical Plant (F&PP) Committee so that the Committee can prepare, in consultation with District staff, a recommendation to the Board of Trustees no later than Page 9 of 93 September 1, 2020.