[0:04] Services committee for Thursday, September 24th, 2026. We'll call this
[0:11] meeting to order. Respectfully acknowledge that the Coast Salish nations
[0:15] on whose traditional territory this meeting takes place. Recording in
[0:19] progress. I'd also like to welcome Mr. Brettslav, who's our
[0:23] new general manager of RECs and PERK Services. Welcome. To
[0:33] Get an approval for the agenda as presented in today's
[0:37] package. If I get a mover, thank you Director Wallace.
[0:42] And seconded by Director Salter, any discussion. Seeing none. Motion
[0:49] to approve. And that's a unanimous. Moving on to item
[0:57] four, adoption of the minutes, the following minutes be adopted.
[1:01] Oceanside Services Committee for June 25. 2026. Can I get
[1:06] a mover? Director Salter, second invite director Wallace. Any discussion.
[1:11] All those in favor. Seeing none opposed, that's carried. Item
[1:18] number five correspondence that the following correspondence be received for
[1:21] information. Item 5. 1 from the administrator. Oceanside Minor Hockey
[1:28] Association, regarding the Oceanside Minor Hockey Association to host the
[1:33] U13A Female Provincial Championships March 2027. And I believe the
[1:40] letter for support is now moot because they have been
[1:46] granted this, if I'm not mistaken. And so we'll just
[1:51] have a motion to receive, please. Someone make that. Director
[1:56] McClain and seconded by director Salter. Any discussion on motion
[2:00] to receive. Seeing none, all those in favor. And that's
[2:05] proved, seeing none opposed. Item 5. 2, Lighthouse Recreation. Regarding
[2:10] services report September 2026. And can I get a motion
[2:15] to receive for information. And Director O'Brien, seconded by Director
[2:22] Sultan, any discussion on the Lighthouse Recreation Services Report for
[2:26] September 2026. And seeing none, all those in favor. Seeing
[2:33] none opposed, that is carried. That's the chair. Yes, go
[2:37] ahead. Sorry, we skipped over the 5. 1 so quickly.
[2:40] I just had one question. Sure, yes, please go ahead.
[2:43] They are formerly requesting access to the pond in those
[2:46] four days. Is that something we would need to motion
[2:49] for? Or is that something? Sure, question through to staff,
[2:52] I guess. I'm not sure who B isn't Jenifer, I
[2:56] believe. Is it? Go ahead. Yes, they have put in
[2:59] the request for the facilities they need, and we're able
[3:01] to meet that request. Thank you. Okay, next on the
[3:09] agenda is item 6. 1, which is Oceanside Recreation Services
[3:13] Quarterly Update. And that's for Q2, April to June, 2026,
[3:18] and I'll hand it over to staff for verbal update
[3:20] to a company, What's in the Agenda. Thank
[3:30] you. The data in the second quarter continues with the
[3:32] same trend of demonstrating strong community demand for recreation services.
[3:37] Adult and senior participation remained a key driver in all
[3:39] areas, which is not surprising giving our local demographic. While
[3:44] some of the program participation shifted to outdoor and drop
[3:47] - in opportunities, the data highlights the success of ongoing
[3:50] adaptation of the delivery model and collaborative planning with our
[3:54] community partners to offer diverse opportunities throughout the district. Aquatics
[3:59] has experienced an increased demand for swim lessons, particularly in
[4:02] this preschool programs leading to additional classes and higher pool
[4:06] admissions. IRINA Operations saw growth in the drop - in
[4:09] hockey program, public skating and facility rentals with revenue continuing
[4:13] to benefit from the strong year - round ISOMAD. In
[4:17] addition to the delivery of programs coordinating equitable access to
[4:21] the facilities as AIA component of the recreation service to
[4:25] improve access and transparency staff have launched real - time
[4:28] online booking calendars for local fields, courts and braven song
[4:33] aquatic center, receiving very positive feedback from users. With schedules
[4:37] and booking now available to view online, residents and users
[4:40] can see when facilities are available and how they can
[4:42] use these public assets. Overall, the quarter to demonstrate a
[4:48] strong participation, responsive service delivery, and continued investment in accessible
[4:52] and sustainable recreation across the district. And if you have
[4:55] any questions about this report, I'm happy to provide some
[4:57] clarification. Thank you so much, opening the floor to any
[5:02] questions for staff regarding the report. Oh, director Wallace, please
[5:10] go ahead. Thank you. I know I rarely ask questions.
[5:13] It's confusing. Uh, thank you for the report. I have
[5:16] a comment and then I question. So under financial implications,
[5:20] I believe this report and all of the attachments they're
[5:24] in are referencing the three northern recreation services. So that's
[5:27] Oceanside Place, Raven Song Pool, and then District. Or Northern
[5:31] Recreation is the name of the service. The financial implications
[5:35] include the information that it's within the financial plan, but
[5:40] moving forward, and I don't know if we need a
[5:42] motion or not, but I think a breakdown of the
[5:44] financial implications by contributing areas. So areas EF, GH, Parksville,
[5:51] and Qualicon Beach, um, showing what the actual implications are.
[5:55] And so I'm envisioning a table from left to right
[5:57] across the top or the areas down the left -
[6:02] hand side or the three services. And what the projected
[6:05] financial implications are, because it's very difficult for people to
[6:08] navigate the financial plan process. And although this suggests that
[6:12] whatever was adopted as part of the five - year
[6:15] financial plan for 26 to 2030, it does not indicate
[6:19] what the proposed increases may be for 2027. And I
[6:23] think that these reports provide an opportunity, especially this particular
[6:27] report, because it's setting up for just prior to the
[6:33] financial plan process. Um, this is an opportunity for us
[6:36] to get some more transparency out to people so they
[6:40] have further understanding of the services that are shared upon
[6:43] District 69. And so, um, whether I need a motion
[6:47] to change a report format or not, I'm not sure.
[6:52] Um, we also, you know, hear this at the board
[6:54] from time to time, about from financial implication report information
[6:57] being a little more comprehensive. Um, but insofar as the
[7:02] reports that we've received, I was curious about the facility
[7:09] usage hours for Oceanside Place Arena. So that's attachment one.
[7:15] And I probably asked this last time. So what it
[7:17] shows is the usage hours are down five percent. It
[7:20] shows the capacity line in the dark green and then
[7:24] the hours used. So we're close to the capacity line
[7:27] of those three segments of service hours. But what I'm
[7:31] not clear about is the overall combination of facility usage
[7:37] hours and the capacity that we're using to that. So
[7:40] are we 80 percent? Is it an iterative process whereby
[7:45] when we hit 85 percent usage, we need to look
[7:47] at more staff in order to open up other hours.
[7:50] So it's not explicit at what capacity the facility is
[7:54] running at. So I'm wondering if you could clarify the
[8:00] actual chart for facility usage hours. It's showing down five
[8:04] percent, but what could be the factors to contribute to
[8:08] that reduction in usage hours, please. Thank you.
[8:19] Thank you for the question through the chair. The specific
[8:23] reduction for five percent actually is primarily almost entirely due
[8:28] to the loss of the afterschool program on the pond,
[8:32] um, with the increase of afterschool services being offered in
[8:35] the schools after school at primarily at Oceanside Elementary School,
[8:39] which was the primary driver of the participants of the
[8:42] afterschool program on the pond. Um, there's now service at
[8:45] the school. So that program was no longer needed. So
[8:48] the five percent specifically is exactly that program. It's no
[8:52] longer being offered. That's also the direct result in the
[8:55] loss of all the children's programming during that time period,
[8:59] if you notice on the other graph there, there's a
[9:02] shows zero programming for children during this quarter, which was
[9:06] that specific program. In regards to capacity, we have discussed
[9:12] this before and I totally, I appreciate the question again
[9:15] today to make sure we're clear right now, the capacity
[9:19] for the arena is measured in a 24 hour period.
[9:23] But it's not used overnight. So it is very heavily
[9:28] used and we're seeing capacity over the 90 percent range
[9:33] in those three to seven or nine PM times during
[9:35] the week. And then also heavily on the weekend. But
[9:39] of course over after 10 p. m. at night, it's
[9:41] not very frequently used. And during the day, we see
[9:45] moderate use, um, of the facility. So looking at 2027,
[9:49] we're hoping to bring, uh, more detailed reports with new
[9:56] timelines for prime and non prime. And so then you'll
[9:59] see quite clearly over 70 percent usage during prime times
[10:04] and under 70 percent usage during non - prime times.
[10:08] Your question. Thank you. Yeah. That was very thorough. And
[10:12] just my only follow - up question then is, is
[10:14] the already in recreation program funding the, uh, the afterschool
[10:18] program at, at the school, or is that through the
[10:21] school district. No, the RDN is not funding that program.
[10:25] It is through the ministry of education. Thank you very
[10:29] much. Thank you, Director Wallace. Any other questions for staff.
[10:36] McLean. Uh, well, I think director Wallace had two questions
[10:40] there. Oh, okay. But, uh, sometimes she asked them together.
[10:44] The first one was the reporting format for the financial
[10:48] implications section. And if we need a motion to change
[10:52] that or if that's something that staff will take away,
[10:55] come back. With what she did. Oh, I apologize. Uh,
[11:00] well, I do have a motion arising on the report.
[11:04] Uh, well, let's wait until number seven. I thought, uh,
[11:08] any other questions for staff before we move on. And
[11:11] seeing none, can I get a motion to receive her
[11:15] report. Move my director, salter, seconded by director Wallace, any
[11:20] discussion. Seeing none, kind of get, uh, all those in
[11:24] favor. And seeing none opposed that motion carries now. Director
[11:31] McLean was very excited to get to number seven. Business
[11:34] and rising from delegations and correspondence. And since I have
[11:36] two motions, I believe from directors on today's agenda, uh,
[11:40] we'll start with director McLean's. Please go ahead. Thank you,
[11:44] Chair. Uh, this is a rising out of the Q2
[11:47] report. So I might reference back to that, but, uh,
[11:51] my motion is that the next review of RADIAN Recreation
[11:54] Facility Admission rates include a report on the options and
[11:58] financial implications of implementing a small admission fee for the
[12:02] golden age category. And if the second arrow, I'll speak
[12:05] to. Him by Director O'Brien. Go ahead. Thank you, Chair.
[12:11] Uh, so this is rising out of specifically the Raven
[12:15] song facility and the fact that revenues are down, even
[12:20] though usage is up and stuffed it identify part of
[12:24] that is, uh, the golden age category continues to grow
[12:28] as we look at the demographics of our region that
[12:31] probably will continue to grow. And currently there's no fee
[12:34] at all. Which is fine. Um, but when we do
[12:38] the review, I would like to see what would be
[12:41] the implications of adding a small fees. Like a dollar,
[12:45] two dollars, whatever, a nominal fee and what that would
[12:48] do to the revenue, uh, for that facility. And all
[12:53] of a facility is. So that's why I'm making the
[12:55] motion. Sure. Thank you, Director McClain. And any discussion, please
[13:00] director Wallace. Go ahead. Yeah. Thank you. I, um, happy
[13:03] to support the motion. I think, uh, certainly this comes
[13:06] up. I think it comes up for the arena as
[13:09] well, but when would be the next review, um, that's
[13:13] the first question I have about the motion thing. Thank
[13:19] you for the question. Uh, the review is currently underway
[13:23] at this time. Um, with the anticipation to be bringing
[13:27] it to the committee in 2027, the bylaw for the
[13:30] fees and charges does expire in 2027. So this is
[13:33] very timely. Follow up. Excellent. Uh, any other questions or
[13:41] discussion on the motion. Uh, my current feelings are, you
[13:48] know, of course it's nice to give a break to
[13:50] a certain age category, but you might have single moms
[13:52] with kids, et cetera. I want to revenue is down.
[13:54] Um, ideally we could have, you know, some sort of,
[13:57] uh, means tested for admission, but I don't think we're
[14:00] going to get there. And so, uh, I would welcome
[14:02] a report on the Golden Age category. Seeing the motion
[14:07] is on the floor and we don't have any other
[14:11] directors who want to speak to it. Can I see
[14:13] a hands for all those in favor. And seeing none
[14:17] opposed that motion passes. Oh, did I see a question?
[14:20] Okay. Uh, and then I believe director Wallace, did you
[14:24] have a motion rising from delegations and correspondence as well?
[14:29] Thank you. So I've provided as much notice as possible
[14:32] and emailed the committee prior to the meeting just prior.
[14:35] I will admit. And, um, my motion is that staff
[14:39] provide a report to the board regarding noise concerns. Let
[14:43] me get the right one here. My apologies. I'll start
[14:48] again that staff provide a report to the board regarding
[14:51] noise concerns from residents located adjacent to Oceanside Place Arena
[14:55] and potential mitigation options. And if the seconder I can
[14:58] speak to that. Yes. Thank you. You're, uh, Director Brian
[15:03] Seconds. Please go ahead and speak. Yeah. Thank you. So
[15:04] I do, um, I have received a number of complaints
[15:07] from, um, the area, uh, surrounding Oceanside Place Arena. And
[15:13] I know that staff is engaged with those residents to
[15:15] this point. But I think sooner or later there will
[15:18] be information coming to the board. And I just wanted
[15:20] to represent those residents concerns by bringing that motion today
[15:24] so that it is, I'll say, uh, on the list
[15:28] of things that are, um, the priorities. Thank you. Any
[15:32] other discussion, the motion on the table. Director, Brian, please
[15:36] go ahead. Thank you, Chair. And, uh, through to, uh,
[15:40] director Wallace, could you beat a little more specific if
[15:44] you would, uh, director Wallace anyways and what those, uh,
[15:48] noise complaints, aren't they? Noise complaints that could be, uh,
[15:52] mediated or remediated by, um, uh, parksville bylaw team, because
[15:57] we do have noise bylaws in place. If you could
[15:59] be a little more specific on what the complaints are,
[16:04] I'd be happy to hear that. I'm guessing it's an
[16:07] HVAC machinery that's been recently added, but, uh, I'll pass
[16:11] over to direct Wallace. Yes. There were some changes made
[16:13] to equipment at the facility. And that's when the complaints
[16:17] started to arrive. So it's a mechanical. And it's interesting
[16:22] that you bring up the, it's literally on the boundary
[16:25] of Parksville in area G. And so there may be
[16:28] a lot, maybe a bylaw in the city of Parksville
[16:30] that I'm unaware of. And, um, uh, but it's a,
[16:34] I don't think that's relevant. I it's my understanding that
[16:37] some of the noise concerns are being explored for mitigation
[16:41] and that, um, it is possible. And so it is,
[16:44] it is happening, but this motion is to represent those
[16:47] residents who have brought those complaints forward. Thank you. Sure.
[16:53] Follow up director Byron. Please go ahead. Thank you, Chair.
[16:55] So as I understand it, um, mitigation could be solved
[16:59] by, um, construction related and not by law enforcement to
[17:04] tell those machines to be less noisy. So okay. So,
[17:08] uh, we are looking at ways of doing that. I
[17:10] understand staff is looking at that as well. Okay. That's
[17:14] okay. I just want to make sure if I have
[17:16] to take any direction from my position here to help,
[17:19] uh, ease the situation. It sounds like it's under control.
[17:21] Thank you. I'm not an engineer, but I'm guessing it'd
[17:24] be some sort of soundproof, uh, kind of wall that
[17:27] goes around 360, but still lets it vent out the
[17:29] top, but they have much smarter people than me that'll
[17:32] be handling that, uh, any other discussion on the motion
[17:36] for the noisy machinery on the roof. And seeing none,
[17:42] all those in favor. And seeing none opposed that motion
[17:46] passes. Uh, and, uh, I believe this is, uh. This
[17:54] is going to be, uh, director Rogers last Oceanside Services
[17:58] Committee meeting. So we're not going to have a big
[17:59] roast. I ask you if you did want a roast
[18:01] and you said, yes, you enjoy roasts. And that's not
[18:04] exactly, didn't sound like what I was going to mean.
[18:07] Uh, but I think, uh, you know, I'm relatively new
[18:10] here, of course, but I think we all appreciate, uh,
[18:13] your service to the Oceanside, uh, services committee over the
[18:16] years, Bob, uh, thank you very much. And if any
[18:19] other directors want to speak to it, definitely please go
[18:22] ahead. I'm sure we'll have a bigger one at the
[18:24] board because I think we still have one more meeting,
[18:26] but director Wall, let's go ahead. I will take this
[18:28] opportunity. Thank you. So I do want to commend director
[18:31] Rogers for the work that you've done in the news.
[18:33] And I think that I recall the day when we
[18:35] had a boardroom full of people with a very large
[18:38] petition for pickleball courts at Jack Bagley Park and to
[18:43] see that facility come to fruition and all of the
[18:46] work over many, many years that you put in to
[18:49] see that facility in partnership with this society that manages
[18:52] the hall in collaboration with the school district. I think
[18:56] it's a prime example of how electoral area directors can
[18:59] make a significant recreational difference in their areas. And I
[19:02] think you should be absolutely commended for that work. So
[19:05] thank you. Thank you, Director Wallace and director McLean. Did
[19:11] I see your hand go up? No. Okay. Uh, well,
[19:14] thank you that, uh, leaves nothing, but, uh, any new
[19:17] business besides those motions that we dealt with. I'm not
[19:20] aware of any director Wall. Let's go ahead. Um, just
[19:22] a question through the staff at this point whether there
[19:24] is opportunity to work together on financial implication reports, uh,
[19:31] in particular, regarding the three services that all the different
[19:33] areas and district 69 share. I'm not sure does staff
[19:37] require motion for that for a different, um, presentation of
[19:41] the financial information. And if so, I'd be happy to
[19:44] make one. Thank you. Well, I think that the, um,
[19:50] I guess I would like to hear a little bit
[19:51] more about, um, I'm sorry I had to pop out
[19:54] for a rather urgent personal call. And so I didn't
[19:59] hear the entirety of what was said. I guess I
[20:04] want to, uh, we, we will create whatever reports the
[20:07] board asks for without, without a doubt. Um, the, uh,
[20:13] we, we want to make sure that the reports have
[20:18] enough information to serve the purpose of the report at
[20:23] the same time. We've heard many, many times over and
[20:25] over again about the length of agendas. And we're trying
[20:28] to keep as succinct as possible so that the report
[20:32] serves as particular purpose was enough information to put the
[20:35] board into decision making position and nothing additional to that
[20:39] so that we have that, uh, as much succinctness as
[20:42] we can attain. So, um, I think the, the answer
[20:46] is standing offer to engage in whatever the board thinks
[20:52] it's useful. At the board meeting, at its committee meetings,
[20:56] um, happy to, happy to work on whatever would be,
[20:59] uh, make those reports better and more useful for the
[21:01] decision makers. Yep. Thank you. And just to clarify what
[21:06] I had suggested comes from certainly me hearing from residents
[21:10] about the difficulty they have and navigating the complexity of
[21:13] the service delivery models and Oceanside. And so for example
[21:16] this report actually touches on, you know, pages 210, 212,
[21:21] 213, 215, 216 and 217 in the financial plan. And
[21:25] unless you know where those actual pages are, what the
[21:27] services are called and then who pays what into what
[21:30] services. The statement that we are currently receiving in the
[21:34] report where it states the 2026 to 2030 financial plan
[21:37] includes the budget for the work outlined. Although that is
[21:41] an entirely true statement, it is also subject to change.
[21:45] And furthermore, it's divided between electoral areas and municipalities. And
[21:49] so I think what I had talked about was, um,
[21:52] a chart. So a standard process in financial implications for
[21:57] services where municipalities and electoral areas are jointly funding areas
[22:02] EFGH parksville and the town of call can beach and
[22:06] what the contributions are, um, captured in a chart. And
[22:10] so that chart doesn't have to change with every report
[22:13] requires a lot of business analysis. It's literally helping residents
[22:17] navigate. What are the services called? How does this fit
[22:21] into the financial plan? Where can they find the information?
[22:24] And then they are able to determine what are the
[22:27] increases or not, uh, for the financial plan over that
[22:31] period. And I think that that just, it saves certainly
[22:35] saves directors a ton of time because that is literally
[22:37] the process I walk through with people when they have
[22:40] questions about it. Well, if they don't know the name
[22:42] of the service and what we're talking about on a
[22:44] report that's page 52 of the financial plan, that's not
[22:48] helpful. And so I'm suggesting that the financial implications, um,
[22:53] be standardized and that they be referenced to the financial
[22:56] plan so that when we receive a report that it
[23:00] can help residents clearly navigate that larger and more complex
[23:05] financial plan systems. So they, they know that in 2026
[23:10] to 2030 that we have a bylaw that's funding these
[23:14] services and these would be the projected costs. And here's
[23:18] how it relates to each of the partners who participate
[23:21] in the service. And I, I think that's not like
[23:24] that's a good summary of information. It's not entirely overly
[23:26] detailed, but it certainly helps people understand if they live
[23:29] in the city of Parksville, what they're contributing to and
[23:33] attaches it to that transparency that we're all struggling with
[23:36] because of the breadth of services that are delivered. So
[23:39] that was a lengthy description of the conversation we'd had
[23:43] earlier, but I'm hearing it's too, it's too difficult actually
[23:47] for me to word emotion that captures that, but certainly
[23:50] the objectives I think have been stated. So if that's
[23:53] enough information for stock, we could leave it there. It
[23:56] is what I would say is two things. So that's
[23:59] totally achievable, of course. Absolutely. Um, and so I'll take
[24:02] that back with our CFO and, uh, leadership team and
[24:05] talk about, uh, talk about, uh, inserting that into, into
[24:11] various memos. There's certainly we have that table go in
[24:15] from time to time when we're contemplating a change of
[24:19] some sort. Um, uh, I just wanted to remind the
[24:24] committee as well that we will be changing the way
[24:27] we present the financial plan to concentrate more on the
[24:31] individual services as opposed to the amalgamation just because the
[24:34] amalgation is of, of, of all of the services together
[24:37] really isn't a helpful or useful number. It's not managed
[24:40] and governed at that level. And, um, so, um, so
[24:44] no, thank you very much. I think that's, that's totally
[24:46] adequate. That's all the information we need. Uh, thank you.
[24:51] I'm guessing that the page numbers to the financial plan,
[24:54] it's easier to reference kind of a living, changing document
[24:57] than to grab, grab a chart, uh, and put it
[25:00] in static when those numbers could change. But, uh, it
[25:03] sounds like stuff are going to be on top of
[25:05] it. Okay. With all of that said, can I get
[25:07] a motion to adjourn. Director O'Brien and seconded by director
[25:12] Wallace, all those in favor. Seeing none opposed or adjourned.
[25:16] Thank you, everybody.