2. APPROVAL OF THE MINUTES THAT the Select Committee on Beach Day Celebration approves the December 16, 2014 Regular meeting minutes as presented.

Transcription

1 Agenda for the Regular Meeting of the Select Committee on Beach Day Celebration to be held January 2, 214 at 9:3 a.m. in the Town of Qualicum Beach Committee Room, Municipal ffice, 66 Primrose Street, Qualicum Beach, BC 1. ADPTIN F THE AGENDA THAT the Select Committee on Beach Day Celebration adopts the January 2, 214 meeting agenda. 2. APPRVAL F THE MINUTES THAT the Select Committee on Beach Day Celebration approves the December 16, 214 Regular meeting minutes as presented. 3. BUSINESS ARISING FRM THE MINUTES Nil 4. CUNCIL (1) Status of Remmendations to Council Deborah Joyce MVED and David James SECNDED, THAT the Select Committee on Beach Day Celebration remmends to Council THAT Tina Rasmussen be appointed as the alternate member for Deborah Joyce. (To be nsidered at January 27, 214 Regular Council Meeting) (2) Referrals from Council Nil (3) Motions of Council for Information 5. BUSINESS (1) Volunteer Coordination David James will be giving a py of the Beach Day 213 volunteer list to John Howarth. (2) Music At the December 16, 213 meeting the mmittee discussed inrporating more children s music and inviting some of the local high school and middle school jazz bands to perform. (3) Beach Activities Peter Drummond will be ntacting the museum to see if they will be interested in participating in Beach Day 214. Peter Drummond will also be ntacting David Clough to inquire if it would be possible to have four beach seining sessions in 214. David James will be ntacting the Shriners Club to see if they would be able to sell some tickets before the event so that breakfast tickets uld be handed out to volunteers on the day of the event. David James will also be ntacting the Regional District of Nanaimo to inquire if the Regional District of Nanaimo will be able to provide volunteers and the Water Smart display for the event in 214. Deborah Joyce will be asking her -worker if she knows of any businesses that would be willing to supply a pennant or banner that uld be used to mark out the location of the skim-boarding show. Jimmy Foulds will be discussing with the Town of Qualicum Beach s Communications fficer if it will be possible to have a display board about the Town of Qualicum Beach s Waterfront Master Plan at the 214 event.

2 Town of Qualicum Beach January 14, 214 Regular Meeting Agenda Select Committee on Beach Day Celebration Page 2 of 2 Craig Young will be ntacting Sandra Gray to inquire if an information booth about local birds would be possible for the 214 event. Tom Russell will be ntacting Matt Breedlove to inquire if he would be interested in being the emcee again for the 214 event. (4) Publicity Tom Russell will be ntacting the Times Colonist to inquire if Beach Day 214 can be included in their calendar of events. (5) Food Vendors The mmittee discussed the need for healthy food options for attendees and Deborah Joyce expressed interest in the Family Resource Association hosting a healthy meal option in -operation with the Beach Hut and the Shriners Salmon BBQ. (6) Budget David James will be drafting the 214 Beach Day budget for the RDN Recreation Grant application and will be providing a py to the mmittee at the next meeting. 6. NEW BUSINESS (1) Volunteer Coordination (2) Music (3) Beach Activities a. Potential Activities for Beach Day 214 (From Peter Drummond) For Information (4) Promenade Activities (5) Electric Vehicles a. from Ron Chiovetti (Isle Golf Cars) For Information (6) Publicity a. 213 Calendar of Communication Releases For Information (7) Food Vendors (8) Budget a. 213 Beach Day Financial Report For Information 7. ADJURNMENT THAT the Select Committee on Beach Day Celebration adjourns the meeting. Next Regular Meeting: Monday, February 17, 214 at 9:3 a.m. in the Committee Room N:\1-699 ADMINISTRATIN\36 CMMITTEES AND CMMISSINS\36-2 CMMITTEES\36-2-BEACH DAY\Agenda\ Agenda.Docx

3 Potential Activities for Beach Day Shriners breakfast (Shriners, Brian Ball) 2. Sand Castles (Rotary, Mike Haas) 3. Volleyball (FRA) 4. Museum/Paleontolgy (Netanja Waddell/Graham Beard) 5. Beach Golf (Tom Whitfield) 6. Face Painters (Pharmasave and FRA) 7. Bubbles (Jerry Reed) 8. Skim Boarders (John Mountain) 9. Shellfish Research Centre (Brian Kingzett) 1. Fish Dissection (Peter Drummond) 11. Down Town Merchants (Faye McKnight) 12. Rainbow Stew Cloggers (Sharon Lafferty) 13. Music (John Mountain) 14. Ceremony 15. Vintage Clothes (Merlin Patten) 16. Beach Critters (MVIHES, Faye Smith, Dave Clough) 17. Tug--War (Tom Russell) 18. Story Telling (Marva Blackmore) 19. Driftwood Contest (Peter Drummond) 2. Kite Flyers 21. Parachute Game (RDN) 22. Salmon BBQ (Kiwanis, Fred Lucht) 23. Beach Plan 214 (Town/SNC Lavalin)

4 Jimmy Foulds To: Subject: Fiona McDonald RE: EV Shuttles for Events From: Ron Chiovetti Sent: December :55 PM To: Fiona McDonald Cc: Mark Brown Subject: RE: EV Shuttles for Events Hi Fiona, I hope this finds you keeping well and preparing for the New Year. As of December 4, 212, ICBC has changed the licensing regulations on our existing Low Speed GEM cars. Unfortunately, we will no longer be able to license these vehicles for use as a shuttle service for Qualicum Beach. The new 214 GEM cars will meet the new ICBC regulations and licensing will resume for anyone purchasing the cars moving forward. I wanted to reach out to you as soon as possible so that you can begin planning for some alternative transportation solutions. Thanks Ron Ron Chiovetti, President Isle Golf Cars Inc. Tel Cel Fax Toll

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7 Beach Day 213 Budget REVENUE EXPENSES Entertainment Donations 3,82 Musical Entertainment 3,828 RDN D69 Recreation Program 1,5 Educational Displays 5 QB Chamber of Commerce 5 Sound Equipment 75 QF Donation (T-shirts) 8 First Aid (Donated by QBFD ) - Town Contribution 27 T-shirts 81 Electric Shuttles (2) 5 Misc Supplies / Materials 25 Publicity 25 TTAL REVENUE 6,89 TTAL EXPENSES 6,888

8 Minutes for the Meeting of the Select Committee on Beach Day held December 16, 213 9:3 a.m. in the Town of Qualicum Beach Committee Room, Municipal ffice, 66 Primrose Street, Qualicum Beach, BC Present: Members: Tom Russell, Chairperson Peter Drummond, Member at Large John Howarth, Member at Large David James, Member at Large Deborah Joyce, Member at Large Craig Young, Member at Large Absent: Staff: Councillor Mary Brouilette Howie Hambleton, Member at Large Faye McKnight, Member at Large John Mountain, Member at Large Tom Whitfield, Member at Large Jimmy Foulds, Financial Assistant The inaugural meeting was called to order at 9:3 a.m. ADPTIN F THE AGENDA Deborah Joyce MVED and Peter Drummond SECNDED, THAT the Select Committee on Beach Day Celebration approve the December 16, 213 meeting agenda as presented. CARRIED APPRVAL F THE MINUTES - Nil BUSINESS ARISING FRM THE MINUTES - Nil CUNCIL (1) Status of Remmendations to Council Nil (2) Referrals from Council Nil (3) Motions of Council for Information Deborah Joyce MVED and David James SECNDED, THAT the Select Committee on Beach Day Celebration remmends to Council THAT Tina Rasmussen be appointed as the alternate member for Deborah Joyce. BUSINESS ARISING FRM THE MINUTES - Nil BUSINESS (1) Review Agenda Preparation, Meeting Processes, Roles & Resource Materials (2) Freedom of Information and Protection of Privacy Requirements John Howarth MVED and Deborah Joyce SECNDED, WHEREAS, under section 77 of the Freedom of Information and Protection of Privacy Act a local public body must: (a) designate a person or group of persons as the Head of the local public body for the purposes of the Freedom of Information and Protection of Privacy Act; N:\1-699 ADMINISTRATIN\36 CMMITTEES AND CMMISSINS\36-2 CMMITTEES\36-2-BEACH DAY\Minutes\ Minutes (DRAFT).Docx

9 Town of Qualicum Beach December 16, 213 Select Committee on Beach Day Celebration Page 2 of 4 DRAFT (b) (c) may authorize any person to perform any duty or exercise any function under the Freedom of Information and Protection of Privacy Act of the person or group of persons designated as the Head of the local public body; may set any fees the local public body requires to be paid under section 75 of the Freedom of Information and Protection of Privacy Act; AND WHEREAS, Schedule 1 of the Freedom of Information and Protection of Privacy Act defines a local public body as meaning a local government body and defines a local government body as meaning any Board, Committee, or Commission or other body that is created or owned by a municipality and all members or officers of which are appointed or chosen by or under the authority of that body; NW THEREFRE BE IT RESLVED THAT: 1. The Select Committee on Beach Day Celebration designates the Town of Qualicum Beach Freedom of Information Committee as the Head for the purposes of the Freedom of Information and Protection of Privacy Act; 2. The Select Committee on Beach Day Celebration authorizes the Town of Qualicum Beach Deputy Corporate Administrator, and in the absence of the Deputy Corporate Administrator, the Corporate Administrator to act as Coordinator and to perform the duties or exercise the functions of the Head under the Freedom of Information and Protection of Privacy Act as set out in the Town of Qualicum Beach Freedom of Information Bylaw No. 548, CARRIED (3) Terms of Reference a. Deborah Joyce MVED and Peter Drummond SECNDED, THAT the Select Committee on Beach Day Celebration designate Tom Russell as Chair of the Select Committee on Beach Day Celebration. CARRIED (4) Volunteer Coordination a. John Howarth volunteered to be responsible for the -ordination of volunteers. b. David James will be giving a py of the Beach Day 213 volunteer list to John Howarth. (5) Music a. David James reported that John Mountain has expressed interest in being responsible for organizing the music for Beach Day 214. David James also reported that the budget amount for music activities in Beach Day 214 will be similar to Beach Day 213. b. The mmittee discussed inrporating more children s music into the music of Beach Day 214. c. The mmittee also discussed inviting some of the local high school and middle school jazz bands to perform at Beach Day 214.

10 Town of Qualicum Beach December 16, 213 Select Committee on Beach Day Celebration Page 3 of 4 DRAFT (6) Beach Activities a. Peter Drummond volunteered to be the lead organizer for beach activities. b. The mmittee discussed the inclusion of kite building into the schedule of beach activities for Beach Day 214. (7) Promenade Activities a. Peter Drummond volunteered to be the lead organizer for promenade activities. b. Peter Drummond reported that a number of groups have expressed interest in returning for Beach Day 214 and a list of Beach Day 214 activities will be provided at the next meeting. c. Peter Drummond will be ntacting the museum to see if they will be interested in participating in Beach Day 214. Peter Drummond will also be ntacting David Clough to inquire if it would be possible to have four beach seining sessions in 214. d. David James will be ntacting the Shriners Club to see if they would be able to sell some tickets before the event so that breakfast tickets uld be handed out to volunteers on the day of the event. David James will also be ntacting the Regional District of Nanaimo to inquire if the Regional District of Nanaimo will be able to provide volunteers and the Water Smart display for the event in 214. e. Deborah Joyce will be asking her -worker if she knows of any businesses that would be willing to supply a pennant or banner that uld be used to mark out the location of the skim-boarding show. f. Jimmy Foulds will be discussing with the Town of Qualicum Beach s Communications fficer if it will be possible to have a display board about the Town of Qualicum Beach s Waterfront Master Plan at the 214 event. g. Craig Young will be ntacting Sandra Gray to inquire if an information booth about local birds would be possible for the 214 event. h. Tom Russell will be ntacting Matt Breedlove to inquire if he would be interested in being the emcee again for the 214 event. i. The mmittee discussed the need for significant improvements to the sound system for the 214 event. j. The mmittee discussed the need for healthy food options for attendees and Deborah Joyce expressed interest in the Family Resource Association hosting a healthy meal option in -operation with the Beach Hut and the Shriners Salmon BBQ. (8) Electric Vehicles a. Jimmy Foulds will be ntacting Councillor Mary Brouilette to determine if there was a rerd taken of the number of electric shuttle users during the 212 and 213 events. (9) Publicity a. David James reported that Tom Whitfield has expressed interest in being responsible for the publicity of Beach Day 214. b. Tom Russell will be ntacting the Times Colonist to inquire if Beach Day 214 can be included in their calendar of events.

11 Town of Qualicum Beach December 16, 213 Select Committee on Beach Day Celebration Page 4 of 4 DRAFT (1) Budget a. Discussion of 214 Budget David James will be drafting the 214 Beach Day budget for the RDN Recreation Grant application and will be providing a py to the mmittee at the next meeting. ADJURNMENT David James MVED and Peter Drummond SECNDED, THAT the Select Committee on Beach Day Celebration adjourns the meeting. CARRIED Meeting adjourned: 11: a.m. Tom Russell, Chairperson NEXT REGULAR MEETING: Monday, January 2, 214 at 9:3 a.m. in the Committee Room