QUALICUM BAY – HORNE LAKE WATERWORKS DISTRICT
Minutes of the Regular Meeting of the
Qualicum Bay – Horne Lake Waterworks held at the
Water Board Office, Wednesday
February 24, 2016 @ 1:00pm
Trustees Present:
Jeff Cain, Keith Nickerson, Ken Traynor, Suzy Parkin, Irene Doyle,
Beverley Allen
Maintenance:
Don Buchner
Officer:
Leigh Campbell
Call to Order
The Chair called the Regular Meeting to order 1:00 p.m.
Motion; by Keith Nickerson to accept the agenda as presented. Seconded; Beverley Allen
CARRIED
Maintenance Report
Sensor in well #3 is still not working. Fourstar Waterworks is looking into this.
GARP – Don gave an overview of the Groundwater at risk of Pathogens seminar put out by the
Ministry of Environment
Leon Road Project – The topographic study has been completed. McElhanney will have a 50%
design/construction cost for the next board meeting. At this point the fire department will be
contacted for their input. Scantech will be onsite Monday to try to locate lines.
Meter Replacement - 9 meters on Island Highway that need to be updated Don to give a quote
Flushing –February 25th and 26th, February 29 and March 1, 2016
Ross connection – Don explained about a car accident that may have caused this connection to leak.
This is a very wet area and needs to be done in dryer conditions.
Action items – Administrator updated the trustees.
Wellhead Protection: Beverley and Jeff will work on this
Reservoir Cleaning – Don will check into for March, 2016. He is looking for gaskets to replace
when he removes the door. He will be researching the top fill in reservoir #3
Don will send Keith the EOPC link to put on the website.
Motion; by Keith Nickerson to accept the maintenance report as presented. Seconded Jeff Cain
CARRIED
Motion by Jeff Cain to accept the Admin Report. Seconded Suzy Parkin.
CARRIED
Approval of Minutes
Motion: by Ken Traynor to amend the January minutes striking the statements made by trustees
Irene Doyle and Suzy Parkin. Seconded Jeff Cain. In Favour: Beverley Allen, Jeff Cain, Ken
Traynor and Keith Nickerson. Opposed Irene Doyle and Suzy Parkin.
CARRIED
Motion by Keith Nickerson to accept the amended minutes of January 20, 2016. Seconded Jeff
Cain.
CARRIED
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Motion by Keith to institute motion and information items only in the meeting minutes going
forward. Seconded Jeff Cain.
CARRIED
Motion: by Irene Doyle to accept the Incamera minutes of the regular Meeting of January 20, 2016.
Seconded: Jeff Cain.
CARRIED
Approval of the attached Treasurer’s Reports of February 24, 2016
Motion: by Irene Doyle to receive and file the Treasurer’s Reports and to approve the accounts
payable as listed for payment. Seconded; Beverley Allen.
CARRIED
Correspondence
Motion; by Irene Doyle to change 2700 Van Isle Road to a PT1 status and take the water account to
a residential connection. Seconded; Jeff Cain.
CARRIED
Motion by Beverley Allen to accept the correspondence as presented. Seconded Keith Nickerson.
CARRIED
New Business
Coastal Water Suppliers Association; Motion by Suzy Parkin to renew the membership for 2016.
Seconded; Jeff Cain. Administrator, Suzy Parkin and Irene Doyle to attend the annual conference
April 8, 2016.
CARRIED
Motion; by Jeff Cain to have administrator prepare a 2015 yearend report for QBHL Water District
in a format which can be easily updated each year for the AGM and website distribution.
Seconded; Beverley Allen.
CARRIED
Qualicum Water Day - Tabled for next meeting
Court of Revision: Motion; by Suzy Parkin to set the court of revision date March 16, 2016.
Seconded; Irene Doyle.
CARRIED
BCWWA Seminar – Administrator gave a review of the seminar
Annual Drinking water test – Administrator advised the trustees that the water had not been tested
since well #3 had been brought on line. It may be prudent to run a “Drinking Water Guideline” test
on each of the wells yearly to have a good knowledge of the water. This would be good
information for the district and for Island Health.
Motion by Irene Doyle to go ahead and have the wells tested. Seconded Jeff Cain. CARRIED
Administrator to look into Island Health requirements.
T4 Administrator advised the trustees that a T4 should be made up for each of them for their
honorariums. Some other districts and fire department have chosen not to do this. Motion; by Jeff
Cain to not create T4 slips for the trustees this year. Seconded; Keith Nickerson.
CARRIED
Unfinished Business
Agreement with QFN – In progress
CEC Bylaw – Waiting for registration
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Regionwide water restrictions – The RDN is looking for all participants to adopt the staged water
restriction so the format and stages is conformed in all regions. Once this is done the RDN will put
out a press release and a map will be on their website. Motion by Keith Nickerson to adopt the RDN
staged water restriction. Seconded; Jeff Cain.
Motion; by Keith Nickerson to accept bylaw #153 amending bylaw #134 The Water Distribution
bylaw. Seconded; Jeff Cain.
CARRIED
Motion; by Ken Traynor: To develop a QBHL Water District long term Infrastructural Renewal
Program to:
1. Bring yearly revenue generation up to full, annual cost recovery over the next
four years as per Island Health requirement;
2. Rebalance revenue generation to improve equitability between different user
segments Residential no overage, Residential with overage, Commercial no overage,
Commercial with overage, Institutional;
3. Develop options to reduce the impact of rate and parcel tax increase on low and fixed
income ratepayers; and,
4. Facilitate the borrowing of long term capital funds beginning in 2025 or as needed to
complete the Infrastructure Renewal Program.
See Tax and Tolls Briefing Note Update for material re this agenda item on items 1
and 2..
Seconded; Beverley Allen.
CARRIED
Motion by Jeff Cain; To adopt a 10 point District Workplan for 2016 consisting of:
1. Water Meter Replacement Incorporate the replacement of all 40+ water meters on
Leon/Kenmuir Road Watermain to radio reads during the upgrade Postpone any further
installation of Radio read capacity at this time. (Timing: First quarter)
2. Longterm Revenue Strategy Develop a QBHL Water District long term Infrastructural
Renewal Program to:
a. Bring yearly revenue generation up to full, annual cost recovery over the next four
years as per Island Health requirement;
b. Rebalance revenue generation to improve equitability between different user segments
Residential, no overage, Residential with overage, Commercial no overage,
Commercial with overage, Institutional;
c. Develop options to reduce the impact of rate and parcel tax increase on low and fixed
income ratepayers; and,
d. Facilitate the borrowing of long term capital funds beginning in 2025 or as needed to
complete the Infrastructure Renewal Program.
(Timing: First quarter)
3. Leon/Kenmuir Road Watermain Upgrade Design input from Board and project oversight
(Timing: Ongoing)
4. Reservoir 3 Cleaning and Upgrades Clean - reservoir 3, upgrade with inlet tower to
promote mixing, install temperature monitoring to both Aquastore reservoirs.
(Timing: 2nd quarter)
5. Cochrane Rd coliform counts Investigate the causes for ongoing poor water quality and
coliform counts in 2015 in the IHW/ Cochrane Road section of the water system and
develop a mitigation strategy to address the problem in conjunction with the QFN.
(Timing: 3rd quarter?)
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6. WaterShed Protection Plan & Groundwater at Risk of Containing Pathogens (GARP)
Analysis - - Develop a QBHL Watershed Protection Plan and carry out a formal GARP
Analysis and Declaration.
(Timing 2nd quarter)
7. Emergency Communication Plan Document and further refine Emergency Communication
Plan (Timing 2nd quarter)
8. Rewrite and Update Procedures Manual and Succession Planning – Formalize and update
Waterboard procedures manual (Timing: 3rd quarter)
9. Office/Admin/Governance review Undertake an appraisal of our office/admin and
governance operations given the significant changes which have occurred in the number of
our accounts, billing frequency, and development activity over the last few years.
(Timing: 3rd & 4th quarters)
10. Performance Appraisal for Board & Financial Administrator Position Design and carry
out performance appraisal in conjunction with Administrator.
Seconded; Keith Nickerson.
CARRIED
See Feb 24th Background document for material in support of this Agenda Item
Chairmans report
Motion; by Ken Traynor to take the meeting InCamera. Seconded; Irene Doyle.
CARRIED
Motion by Irene Doyle to accept Dons contract. Seconded Suzy Parkin.
CARRIED
Adjournment
The meeting adjourned at 4:27pm. The next Regular Meeting will take place on Wednesday
March 16, 2016 at 1:00 p.m. at the Water Board office.
_____________________________
_____________________________
Ken Traynor, Chair
Leigh Campbell, Officer
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