Minutes of the District Council Meeting
September 22nd, 2002
Mary Winspear Community Cultural Centre, Beacon Ave, Sidney, B.C.

1. E.O. D/Lt/C Don Lassey called the meeting to order at 1218, with 17 members in attendance.  Roll Call on file.  A moment of silence was observed in memory of Saanich Peninsula member Gordon Hunter, Past Commander of White Rock Sqn, PMD, and previous member of Oak Bay Sqn.
   
   
2. Minutes of the May 11, 2002 meeting were moved for adoption by P/D/C Ken Clarke, seconded by D/Lt Jim Andrews.                        CARRIED.
   
   
3. Business Arising:
1. VISD AGM hosting by Squadrons on alternate years – following discussion it was moved by D/Lt Len Fallan, seconded by Cdr Tom Thompson (OB), that “VISD adopt the plan to have the squadrons, on a rotation basis, host a full AGM event on uneven years, (Sooke 2003), and District host the AGM on even years (2004) with a modified Saturday business meeting, lunch, AGM and dinner.”     CARRIED.
   

4. Old Business:
1. Gathering 2002 – Admin Bev Gerry Thanked all who helped make the Gathering another success.  70 adults and 2 children attended.  Total receipts were $1128.00; total expenses were $988.06 with a profit of $96.68 for the event.  Bev proposed that the 2003 budget include money for decorations, and that the individual VISD squadrons each submit and take full responsibility for one game.  This includes, equipment, directions of play, refereeing etc.  The Gathering 2003 is confirmed to August 8.9.10.  Bev moved the acceptance of her report, seconded by Pat Moar.    CARRIED. Report attached.
2. GB motion GB2-NM4; Upcoming vote at the national AGM on reducing the membership qualifying exam to PCOC.  Squadron Commanders who are unable to attend the National AGM should ensure their ballot forms are given to a delegate for proxy voting.  Fax, email or surface mail to National before the meeting is also encouraged.
3. VISD AGM 2003 – Sooke Sqn at its regular Bridge meeting held on September 11, 2003, with Admin Bev Gerry in attendance has made good progress on their plans to use the facilities of the Legion and the Sooke Community Hall, taking advantage of the Legions Friday Night steak dinners; Mom’s Café for catering Saturdays lunch; and the Saturday evening in the Community Hall with a logging show, salmon barbecue, and band for the dance.  A tentative budget was presented by Cdr Marg Traver, who moved that “The preliminary report and budget, subject to change, be adopted”.  Seconded by Bev Gerry. CARRIED.
4. Donation to the CPS Foundation in memory of Kay Spence, Pender Island Sqn member deceased, has been forwarded to the District Treasurer, Lloyd Guenther for submission and payment.
5. Safe Boating week May 2003 – Involving the students from schools that participated in the Boat Pro Program would be a good way to advertise CPS in our District.  The poster could be displayed in local grocery stores such as Thrifty’s who appear to allow Department of Fisheries to do this during Safe Boating week.  Len Fallan was asked to approach PRO Lyle Sauter to see if this was feasible.
6. February Boat Show – from a report submitted by PRO Lyle Sauter which outlined the cost of one 10’x10’ booth at 663.65, and another of 5’x15’ with unconfirmed costs, it was moved by Pat Moar, seconded by Barrie Gilbertson that “VISD approve the 10’x10’ space for $663.65, with the provision that if  Lyle felt the 5’x15’ space was appropriate and the cost was less he could choose between the two”.     CARRIED.
7. Public Relations Trailer - acquisition of a trailer for District use at the Gathering and AGM’s and squadrons on a loaning basis for their functions.  Don Lassey showed pictures of an enclosed 7’x10’ trailer that was in use by VIND.  It held all of the equipment needed for picnics etc.  Don proposed that our trailer should be 7’x12’ in order to house the marquee that he donated to District.  Funding for the trailer was discussed and Don will contact the national Treasurer regarding the Boat Pro Fund of $34,000.  He has also approached the District Commanders regarding a portion of their 50/50 funds.  Don Lassey moved, seconded by Bev Gerry that “He be approved in principle to investigate the costs of the trailer and funding possibilities and report back to the Nov DCM”.  CARRIED.
8. CPS Handbook (old Op’s Manual) was made available for pickup by Pat Moar.
   

6. Officer Reports:

D/C Peter was absent due to a Tollycraft Rendezvous.

E.O. Don Lassey gave a verbal report on his attendance at the Vancouver Island North Districts Rendezvous, the Gathering and the Sooke Sqn AGM meeting.

Peter Browning MAREP Hydrographic – Three Marep Reports were submitted from out District.  A cartographic Tour of the facilities at I.O.S. has been arranged for Thursday October 10^th at 1900.Chart amendments in our cruising area include: Deep Cove Red Spar U24 has been removed and the Bifurcation Day Beacon has been replaced by a Starboard hand Day Beacon.  Patricia Bay – a submarine cable area has been established NM#7/02 refers.  See NM #8/02 for the changes to the Traffic Separation Schemes in Juan de Fuca Strait to Georgia Straits

Jim Andrews MAREP Weather – nothing further on the intention to re-develop the program mentioned in the Operating Committee’s report of April 7/02.  Squadron Weather Officer should let me have logs from participating members by September 30/02.  If Squadron Commanders could nudge their Weather Officers it would be appreciated. Report attached.

George Winn Environmental Officer – absent - Report attached – not read.

Sara Steil Safe Boating Coord – has not received any reports and would appreciate some.

Treasurer –  with Lloyd Guenther’s absence  Don Lassey reported that Lloyd had presented a synopsis of expenditures to date at the Sep 19^th Bridge meeting.  One time expenditures have been made in the past and probably will occur again this year.  The District is moving to identify all actual expenses for the health of the future budgets and to show a realistic financial picture to National.  The budget will be finalized at the November DCM.

Secretary – Linda Larsson was away on holiday and Shirley Hamilton was recording in her place.

Admin Bev Gerry reported on the Gathering and AGM 2003. AGM Report attached.

Pat Moar Supply Officer  - this operating year I have supplied a total of $22,864.00 in Training Materials to th 8 squadrons.  Plotters are on back-order for all squadrons except Sooke (received all 10) and Victoria received 8.  Distribution list on file.

Shirley Hamilton, Historian – Thanks to Lyle Sauter pictures of the Gathering 2003 have been received.  Sqn Cdrs are again reminded to send some from their functions.

Shirley Hamilton, Roster Editor – full report on file – profit for 2002 was $113.06.  The Roster Committee will be looking into a Publishing Program for the Roster to alleviate problems encountered in transferring the finished product to the printer.  The budget for 2002-03 has been proposed for $3800.00.

Helen Louwerse Telephone Answering Service – absent – no report.

Ken Weller CCG Liaison – absent due to illness – no report

John Bishop USPS Liaison – absent – no report

Marg Griffin Training Officer - full report on file.  Westover memorial trophy was refurbished by Show Case Engraving, and shown to the members present.  Discussion followed on participation in the 2003 Victoria May Day Parade.  It was moved by Marg Traver, seconded by Len Fallan that “Marg Griffin obtain the necessary information regarding application and requirements to enter the parade”.   CARRIED.

Barrie Gilbertson, ATO & VHF Officer – The summer CFAX Safety Tips advertisements were hear and well received.  The Pool Session at Commonwealth Pool has been set for Sunday, October 6, 2002 from 1000 to 1200.  VHF Seminar and Exam Session dates have been set: Victoria, Wed, Oct 16 and Wed, Oct 23; Oak Bay Thu, Nov 7 and Wed, Nov 14; and Saanich Peninsula Tue, Dec 10. Report attached.

Len Fallan Youth Education - Full written report on file.  Len has been busy over the summer months giving class instructions to students.

P/D/C Ken Clarke will be contacting the Bridge Members in December/January in order to find a slate of officers for 2003.

7. Squadron commanders Reports:

Cdr tom Thompson chair of the Commanders Meeting  verbal report on subjects of sharing 50/50 funds with District for advertising; Membership dues: PCOC Membership vote at National; games for Gathering 2003.

Pender Island Cdr Sara Steil – Report attached

Brentwood Bay Cdr Lloyd Guenther – not present – verbal report from Len Fallan reporting that boating registrations were down, that a VHF course was set for January 2003. Brentwood Bay won the “Pig War” with USPS Friday Harbor Sqn.

Juan de Fuca Cdr Bo Jensen – not present – no report.

Oak Bay Cdr Tom Thompson  – Report attached

Saanich Peninsula Cdr Ken Reeves – Report on file

Saltspring Is Cdr Brian Tolman – not present – Report attached

Sooke Cdr Marg Traver – Report on file

Victoria Cdr Pat Moar – Report on file

It was moved by Bev Gerry, seconded by Len Fallan to accept the District Bridge Reports.   CARRIED.

It was moved by Bev Gerry, Seconded by Len Fallan to accept the Squadron Commanders reports.  CARRIED.

8. Comments from the floor:

Roster 2003 – it was suggested by Len Fallan that the next issue have a “disclaimer’ regarding the use of membership lists.  Also that the District address be added, and that the telephone number for Helen Louwerse be removed and replaced with the District telephone number.

9. Move for adjournment by Ken Reeves, seconded by Pat Moar at 1440

Recorded by Shirley Hamilton