MINUTES

22 June 2025 | MCA Annual General Meeting

Attendees: Kyara Kahakauwila, Mojdeh Baghaei, Kirsten Quealey, Heather Showers, Barb Sawatsky, Garry Lamb, Christel Kaiser, Marie Thompson, Lori Murray, Tamara Ballard, Norm Hardy, Al Murray, Sybil Kangas, Barrett Fullerton, Jillian McKay, Sarah Gray, Brian Grant, Z. Sun, Allen Jones, Don Plank, Steve Gray, Jane Hammond, Katy Nelson, Arlene Welch

Call meeting to order: 2:08 pm

Approval of Agenda - Moved: Heather Showers, Seconded: Kirsten Quealey – Carried

Approval of June 13, 2024 Minutes - Moved: Barb Sawatsky, Seconded: Sarah Gray – Carried

REPORTS

President’s Report  
Kyara Kahakauwila started the meeting by acknowledging the work of the current Board, Garage Sale volunteers, Metchosin Councillor Steve Gray and Morgan Yates from The Metchosin Foundation. (Note 1: See full text at the end of these minutes)

Motion to Accept The President’s Report

Moved: Kirsten Quealey, Seconded: Don Plank – Carried

Treasurer’s Report

Mojdeh Baghaei presented: Income Statement, Balance Sheet, and Profit & Loss for the 2024 Fiscal Year. The Garage Sale ($42,276.00), House Rentals ($14,876.25) and Metal Bin ($12,490.53) were the main sources of income. The Balance Sheet showed Total Equity of $158, 842.75. With total annual sales of $80,855.53 and expenses of $59,495.42 left the Community Association with a Net Profit of $21, 360.11. (Note 2: See full reports at the end of these minutes)

Motion to Accept Treasurer’s Reports
Moved: Christel Kaiser, Seconded: Kirsten Quealey – Carried

Reports from Community House Programs & Tenants

Heather Showers gave a verbal presentation on the Evening Knitting Café.

Iman Zandieh gave a verbal presentation on the Baha’is of Metchosin.

Since Samuel Perez de Leon was delayed on the Salt Spring Ferry, Brian Grant gave a brief presentation on the Friday Night Films. (Note 3: See Samuel’s PowerPoint presentation in the end notes.)

Tara Fenwick submitted a written report on the activities of the Metchosin Foundation, but it didn’t make it into the PowerPoint, so Morgan Yates gave a verbal update.
Arlene Welch gave a verbal presentation on the Drop-In Art Group.

Written presentations were submitted by:

Metchosin Rough Voice Singers – Dale Morrison
Metchosin Ukulele Group – Memet Burnett
Westshore Pole-R-Bears – Jan Mosley
Metchosin Rug Hookers – Anne Loxley Baker
Afternoon Knitting Café – Nance Maki

Lot’s of activity at The House! (Note 4: House Program written submissions)

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Community Disbursements
Kyara Kahakauwila announced the MCA decision to grant $1,000.00 from the proceeds of the Ken & Laura Farquharson Art Auction to the Metchosin Foundation.

The entry donations at the Mighty Metchosin Garage Sale, $5,500.00, were donated to the Goldstream Food Bank.

Kirsten Quealey discussed the formation of the Metchosin Community Association Awards that grants two awards of $1,000.00 each to Metchosinites who have demonstrated a strong connection to the Metchosin community through leadership, involvement and volunteerism.

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OTHER BUSINESS

Barb Sawatsky tabled a report on the importance and success of the Metal Bin Program: It’s a great fundraiser and a popular community service. (Note: 5) She also provided background on the successful Laura & Ken Farquharson Art Show & Sale. (Note: 6)

A Garage Sale volunteer angrily claimed that she was slandered and accused of theft. Kyara calmly rebutted her contention and offered to discuss it further, after the AGM. The complainant was not interested in calmly discussing the matter and announced that she “is done” with the Metchosin Community Association.

Don Plank expressed a concern about security with the growing popularity of the Garage Sale. He was informed of a Board discussion about hiring professional security and that he’s welcome to attend the Post-Garage Sale Meeting to discuss it further.

Sarah Gray presented a verbal report from the Board of Directors Marketing Sub-Committee. The Marketing Committee has updated rental agreements, discussed MCA “branding” and ideas to encourage wider use of The House facilities, including: Board Games Night, Youth oriented events and seasonal crafting get togethers.

Marie Thompson delivered a report from the Strategic Planning Sub-Committee. Her report highlighted:

Growth of new programs and return of programing to pre-pandemic levels.

Growth and maintenance of membership, volunteer base and community user groups. Improving accessibility to all users of house and grounds through continued maintenance and upgrades

Reviewing and updating key organization documentation and resources

(Note 7: Strategic Planning Committee report)

ELECTIONS

Past-President Brian Grant presented a list of members nominated to serve as Executive and Board Members.

MCA Executive:

Kyara Kahakauwila (President)

Kirsten Quealey (Vice President)

Mojdeh Baghaei (Treasurer)

Heather Showers (Secretary)

Brian Grant (Past President)

Other Board of Directors:

Barb Sawatsky

Marie Thompson

Christel Kaiser

Lori Murray

Sarah Gray

Garry Lamb

Jane Haigh*

Johnny Carline*

Jill McKay*

*Jane, Johnny & Jill would be new Board Members, the rest are returning.

Motion to Declare The Listed Nominees as Elected

Moved: Al Murray, Seconded: Sarah Gray – Carried (one vote opposed)

Motion to Confirm The Listed Executive Nominees

Moved: Barb Sawatsky, Seconded: Don Plank – Carried (one vote opposed)

The Next Board of Directors Meeting is on July 10th.

Meeting adjourned at 2:59 pm.

END NOTES

Note1
President’s Report - June 22nd, 2025

Good afternoon and thank you all for attending today’s AGM.

We are truly fortunate to live, work, play and volunteer alongside our friends and neighbours of Metchosin and the Sci’anew First Nation.

I would like to acknowledge the MCA Board of Directors for 2024-2025 (please stand, raise your hand).  These dedicated volunteers are tireless in their work, passionate about Metchosin and the MCA, and have been an inspiration to me.  As President of an organization, to have a dedicated team of volunteer directors is a dream come true and not one that is always achieved.  I want to express my sincere gratitude for all that they have done this past year and for their fierce dedication to the MCA.  It has been a joy to work with them, and I am grateful for their place in my life.

I would also like to acknowledge special guests this afternoon:

• Councillor Steve Gray

•  Morgan Yates – Metchosin Foundation

The MCA, over the past 3 years, has seen great success with two of our fundraising initiatives: the Mighty Metchosin Garage Sale and the Metal Bin.  These two activities have become a Metchosin staple, and if I may, could now be considered a relied upon community service.  We are grateful to be able to offer a space that allows residents to repurpose items, recycle valuable resources and gather in community spirit.  While both generate revenue for the Association, they also generate costs to manage and lot of volunteer hours. 

I would like to thank the multitude of volunteers who made this year’s Mighty Metchosin Garage Sale another huge success.  Without their dedication, and literally blood, sweat and tears, none of what we do would be a reality.

We, as the MCA Board of Directors, are aware of the significant responsibility of being stewards of the funds generated from our fundraisers.  This past year, we put our heads together to explore ways that we could purposefully give back to the community and our members.

On March 14th, known as 3.14 or Pi Day, we hosted a Pi event!  We had pies of all kinds, including round deserts and games that involved numbers or circles.  While it was a small event, it has a lot of potential, and we recognized a need for a “games night” which we will look to start up this coming fall.  Mark your calendars, 3.14 of 2026 is a Saturday… the House will once again be rocking all things Pi!

In conjunction with SIRC, we have started our Soup Events.  We make soup with the help of Pearson College students, have a soup meal with members of the community and finally freeze the leftovers in portions sizes to be bought by donation.  This is an MCA sponsored program, that sees 100% of donations go towards the Goldstream Food Bank.

I am also excited to share, that the Mighty Metchosin Garage Sale Gate Donations, of $5,500 will be donated to the Goldstream Foodbank this year!

As we are looking to expand our MCA sponsored programs and events, this past year you could join in for conversational Spanish.  Recently, we were asked by VIHA, to expand their program.  With the help of some of our regular programs being willing to adjust their times to rent the House, we were able to accommodate their request.  Please accept our gratitude for your flexibility!

You may have visited the House during the Metchosin Community Day for the Cobbler Café, or purchased a minced meat pie in November.  Thank you for being a part of our success! Last year our House Coordinator, Mike, left to become an explorer!  After a hiring search, we found Al; known for his humour, creative mind and of course, his kilts!

With the passing of Laura Farquarson, her family left us her and Ken’s art collection.  A successful auction was held earlier this year with the help of MC Johnny Carline and Auctioneer Stacy Ross.          

It is our privilege that we will be presenting $1,000.00 to the Metchosin Foundation today!

This past Board has created sub-committees to tackle different tasks and objectives.  This includes creating a strategic plan, long term budgets, programing, streamlining and updating operations, maintenance, and capital projects.

As any facility experience, sometimes upgrades are needed.  We’ve heard from our renters and House programmer’s that we need to replace our stove and modernize our audio/visual equipment, which will also include the task of darkening the space to allow for better presentations.  It is our hope to see these upgrades in place before the end of the year.

This next year we are looking to bring back programs like The Speaker Series and Art on the Walls, while continuing with our program staples.  If you have ideas, please share them!

As any community organization, we struggle like most with the need for more volunteers.  We will be looking for ways to engage the community to entice more volunteers and to provide meaningful experiences for them.  We will continue to partner with other community groups and likeminded businesses to provide value to members, volunteers and House renters.

I would like to thank Metchosin Council for their work with us and a local contractor to submit and be successful in obtaining a grant that will help us pave a portion of parking to assist with our renters who may have mobility concerns traversing over gravel to gain access to the House.

Finally, I would like to touch upon a new program that we offered this past spring.  We have set funds aside to be able to provide two $1000 bursaries to Metchosin and Sci’anew youth.  Our Vice President Kirsten will speak more to this later in the program.

In closing my comments, I would like to thank the past Board of Directors for all they have given to the MCA.  Without you, none of this would be possible.  To those of you who are staying on, thank you, we have another busy year ahead!  To those who are retiring, don’t be a stranger!  Thank you for your time spent and I hope our paths cross soon and often.

I have one more task… That is to thank and acknowledge the work and passing of Jim MacPherson.  Jim was a dedicated volunteer till the end.  Even while receiving treatment for the cancer that took him from us, he was still worried about his responsibilities to the MCA.  He and I did not start off as friends years ago, but I think I grew on him… I know he grew on me, and I was grateful for his dedication and friendship.

Kyara Kahakauwila

Metchosin Community Association, President

Note 2

Treasurer’s Report - June 22nd, 2025

Note 3

Friday Night Films

Note 4

House Program Reports

Metchosin Foundation

The Metchosin Foundation has been busy in the 2024-2025 year pursuing its mission to undertake and support initiatives to improve environmental protection, stewardship, and education. In general, we work with a range of partners to (1) facilitate conservation outcomes; (2) support research and education that develops understanding of our local species and community health; (3) work with local First Nations on environmental stewardship projects; and (4) support native ecosystem restoration in Metchosin.

In this past year we have worked on a variety of projects including:

·       Provided financial and in-kind support for Moralea’s Meadow in Metchosin, a restored Garry Oak meadow replanted with native species

·       Supported a major multi-year study in Metchosin of flying insect biomass

·       Supported the establishment of a new Westshore chapter of Naturekids BC

·       Partnered with St. Mary’s Church and Bilston Creek Farm to explore the development of a 300-metre trail connecting the Douglas-fir and Arbutus forest, which would run through church and farm property

·       Pursued conservation covenants in collaboration with Habitat Acquisition Trust

·       Facilitated purchase by the BC Parks Foundation in May 2025 of a 51-acre parcel of ecologically significant land abutting Mary Hill and the Galloping Goose Trail, that provides habitat for hundreds of thousands of migrating birds and a base for programs of the Rocky Point Bird Observatory. This land henceforth will be a conservation reserve known as “Hummingbird Hill”.

In addition, Metchosin Foundation annually provides four scholarships worth $1000 each to graduating grade 12 students who demonstrate leadership and/or academic achievement in environmental stewardship or community citizenship. This past year’s winners were Danielle Eilertsen, Ben Homer-Dixon, Katelyn Jarraanstad, and Naim Zandieh, and we are currently evaluating applications for the 2025 scholarships.

Lots of information about these and other projects is reported regularly in the Metchosin Muse and on the Metchosin Foundation website: metchosinfoundation.ca

New members and non-member donors are most welcome. Details for participating are described on our website.

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Metchosin Rough Voice Singers

Please find below a brief description of the Metchosin Rough Voice Singers that were fortunate enough to be able to have access to MCH.

We had funds to purchase the Apple TV box, which allows easy access to the TV and is being enjoyed by all.  We also made a donation of a projector and stand that was used while we were using St. Mary's.  

We met October through April with average turnouts of 30-35 people each time.  Our December turnout was closer to 50. 

I know this is a very much appreciated service to the Metchosin and other nearby community members.  We are fortunate to have local musicians, Ken Fiege, Richard Gaunt, Andrew Hewett, Lois Wiens, and Kym Hill and Charles continue to provide much musical guidance for our get togethers.  Sheri Epp had also participated over the past years as well.

We very much appreciate the opportunity to keep music alive in Metchosin by having access to MCH.  Thanks so much.

Dale Morrison 

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Metchosin Uke Group

I started and have been running the Metchosin Uke group for the past many years. We meet on the third Friday of the month for an hour and a half from September- May. We have a core group of about 10 people who usually show up, and then we have new people coming almost every time. Our numbers fluctuate between 7-20. 

We’ve changed formats so that now individuals bring a song that they want to sing from our songbooks, or they find something online and we bash through the songs together. It’s a very democratic, pleasant time with lots of singing and playing and laughter. We welcome all abilities and strive for a friendly, campfire feel. 

We all very much appreciate the clean and welcoming location provided for our fun at the Community House. 

Cheers, Memet Burnett

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Westshore Pole-R Bears

Greetings from the “Westshore Pole-R Bears” … a group of Nordic Pole Walkers.  We have an active group of 30 pole walkers and while we are open to any age, our youngest is 58 and our oldest 91! Within the large group we have 5 subgroups walking different distances ranging from 1km to 10kms 

We walk a large variety of trails and routes on Wednesday and Saturday mornings at 10:30am. Monthly we walk from Metchosin House to and around the Sea Bluff trail then back to the house for a large group social. We celebrate birthdays, holidays and the end of polewalking challenges or adventure events. The highlight of the past year’s socials at the house was celebrating the 90th birthday of one of our “Cruisers” group who continues to polewalk at least 1 km each time! 

This is a free community group that is open to everyone. We do ask that you have at least one lesson from a certified instructor to learn the skills of Nordic walking for maximum benefit, for your own safety on the trails and for the safety of others. 

If anyone is interested in giving it a try, I would be happy to schedule a free instructional class to be held on Saturday, July 5th at 1pm at the Westshore Walkway trail that circles the Juan de Fuca Golf course. Specific Nordic gloved poles are provided to use for this lesson. 

Class size is limited to 10 so Pre-registration is necessary by Sat., June 21st. 

To register or for further info, email polewalkingwithjan@gmail.com

Thank you for the wonderful venue you have where we have the privilege of learning, connecting and maintaining friendships around a common interest. 

Respectfully submitted,

Jan Mosley

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Metchosin Rug Hookers

The Metchosin Rug Hookers meet twice a month at the House on the 1st and 3rd Friday from noon to 3 pm. We meet from September to June and, though attendance varies each meeting depending on the time of year, we probably average around 8. Numbers have dropped slightly since we were asked to change the day and time (from Thursdays 10.30 to 1.30), but we are getting some inquiries, and we welcome new members. We bring our own lunch so that we don’t need to use the kitchen, and each person attending donates a toonie each meeting to the house, which I give to Al. We appreciate the use of the House very much. Thank you for supporting the Arts in this way.

Blessings 

Anne Loxley Baker

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Afternoon Knitting Café

The Tuesday Knitting Café group continues to meet regularly on the second and fourth Tuesdays of the month.

We have approximately 25 members of which about 15 are quite actively attending. As it is a drop-in format, the numbers may vary with each gathering.

I usually post online about twice a year to try and attract new members for both the afternoon and evening groups. I receive lots of responses from interested parties but unfortunately not a noticeable impact on attendance.

It is a great group – very casual and lots of laughs and talent. We serve coffee, tea and some snacks on a regular basis and a $2.00 donation is gratefully accepted to cover the cost of those refreshments. Any funds left over are awarded to “The House” on an annual basis to help towards its upkeep and in appreciation for providing us with such a lovely facility in which to meet. In 2024, the Tuesday afternoon group was happy to contribute $200.00 to the Community House from those donations.

Nance Maki

Note 5

Metal Bin Update

The one thing you need to know about the metal bin is how appreciated it is by the community. It not only is a place to drop off scrap metal or to scrounge a piece for a project, but it has kept old hot water tanks, car parts, office equipment and other miscellaneous items out of Metchosin ditches that Public Works would otherwise be obligated to deal with. We are thankful that District office staff recognizes and supports this service.

 Income from the scrap metal has served the House well both during and after COVID but my personal favourite aspect about the metal bin is what I call ‘the office water cooler effect’. Often there is a group, mostly men, at the bin leaning on their vehicles, talking politics, the weather, or sharing information about how to fix a vehicle or a piece of equipment. Most of them have never previously met except at the bin, they don’t know each other’s names, but they’re engaging and connecting and helping if it is needed without being asked to do so.

 This year the MCA installed a security camera which has been extremely helpful to those who monitor it because it has saved countless trips as the bins can now be viewed from home via computer. The difference in time and saved fuel cannot be overstated, especially because we now have two bins being swapped out approximately three times a week.

 Williams Metal Recycling is a family-run, wonderful company to do business with and their prompt service is much appreciated. As an example of their business acumen, when the postal service went on strike they sent an employee around town to hand deliver the cheques to their customers.

 Monitoring and cleaning up around the metal bin takes a lot of time and effort every week, often on a daily basis, but regularly being thanked by users reinforces how needed and appreciated it is by the community.

Barb Sawatsky

Note 6

Farquharson Art Show & Sale

Metchosin Community House benefited in many ways from the time and generosity of Ken and Laura Farquharson. Laura initiated the Knitting Cafe and the Speaker Series, both gave numerous hours to volunteer at the Mighty Metchosin Garage Sale, the Silent Auction and they attended most, if not all, of our fundraising and fun-raising events.

Ken and Laura opened their beautiful home to the community which was a place of laughter and friendship. Ken passed away in 2021 and when Laura died last year, their family generosity continued through Laura’s daughter, Ann, and son-in-law, Ritchie, who donated the Farquharson art collection to the House to auction with the idea of raising funds for House programs. Thus, on February 23, 2025, Metchosin Community House held a highly successful and memorable wine and cheese Art Show and Sale at which time both Farquharsons were feted, many tributes heard, and $3,000 was raised.

The Board of the MCA has voted to donate one third of the profit from the art sale to to the Metchosin Foundation to be used to fund a scholarship for a Metchosin student who is pursuing a career in environmental studies in the footsteps of Ken.

Morgan Yates is here today to represent the Foundation and to receive a cheque for $1,000. We are all looking forward to learning who they choose for the scholarship.

Barb Sawatsky

Note 7

Strategic Planning Committee report for June 2025 AGM

The Strategic Planning Committee was formed in October 2024 along with four other committees on request by the MCA Executive.

The Strategic Planning Committee looked at the Metchosin Community House purpose as stated in the organization’s constitution to determine how the organization is meeting our stated purpose by looking at our current programs and role in the community.

The organization’s purpose is to initiate, encourage, and organize educational, cultural, recreational and community activities in Metchosin.

Looking at our current programs and goals we determined the following priorities:

1. Grass roots growth of new programs and return of programing to pre-pandemic levels. E.g. return of Movie Night provided by Pearson College volunteers.  New initiatives: Soup Making and Soup Socials, Pi-day potluck and games evening, Food Bank donations and Legacy with new yearly application for awards to individuals pursuing continuing education.

2. Grow and maintain membership, volunteer base and community user groups. A lot of administration done on updating Volunteer and membership lists – Jan – May 2025, improving Advertising and Media reporting - Jan – June 2025, Metchosin Community House Membership Pamphlet and rental contract updated – Feb – Apr 2025

3. Improve accessibility to all users of house and grounds through continued maintenance and upgrades.  E.g. New paved parking stalls to be done to improve accessibility – to be done by municipality 2025 – 2026; Currently reviewing house technology needs and upgrades – 2025 - 2026

4. Review and update key organization documentation and resources. Review of Constitution and Bylaws within the next fiscal year (2026) to determine if any updates need to be done. Continuation of main Garage Sale Fundraiser (How to Coordinate Playbook documented) 

These initiatives were achieved by board members within the following committees beginning in Oct 2024:

1) House and grounds maintenance (capital projects) – (Christel K., Heather S., Tamara B., Garry L. and Norm H.)

2) Marketing and community house programs – (Lori M., Sarah G. and Kyara K.)

3) Awards - (Barb S., Mojdeh B., Christel K., and Kirsten Q.)

4) Technology Electronics - (Sarah G. and Norm H.)

5) Strategic planning - (Jim M., Kristen Q., Kyara K., Garry L. and Marie T.)

The Strategic planning committee recommends revisiting strategic planning each year after a new board is established and decide 1-, 3- and 5-year plans that coincide with organizational vision, mission and core values.

Plans need to take into consideration our strengths and weaknesses, community needs, skills and abilities. Each action plan needs details on how we can achieve goal with resources to support along with a clear timelines and teams assigned to implement, monitor and evaluate.