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Home My WebLink AboutCHC 2019-02-14 agenda.pdf City of Maple Ridge COMMUNITY HERITAGE COMMISSION AGENDA Thursday, February 14, 2019, 7:00 pm Blaney Room, Maple Ridge City Hall 1. CALL TO ORDER 2. APPROVAL OF THE AGENDA 3. ADOPTION OF MINUTES – December 13, 2018 4. DELEGATIONS 5. QUESTION PERIOD 6. NEW AND UNFINISHED BUSINESS 6.1. 2019 Chair and Vice Chair Elections 6.2. Heritage Resources Program 6.3. Heritage BC membership renewal 6.4. Business Plan Task Allocation 7. FINANCE 7.1. Financial Update 8. CORRESPONDENCE 9. SUBCOMMITTEE REPORTS 9.1. Recognitions 9.1.1. Heritage Week 2019 10. LIAISON UPDATES 10.1. Maple Ridge Historical Society 11. ROUNDTABLE 12. ADJOURNMENT QUESTION PERIOD Question Period provides the public with the opportunity to ask questions or make comments. Each person will be given 2 minutes to speak. Up to ten minutes in total is allotted for Question Period. /aa The Minutes of the Regular Meeting of the Community Heritage Commission, held in the Blaney Room, Maple Ridge City Hall, 11995 Haney Place, Maple Ridge, British Columbia, on December 13, 2018 at 7:08 pm. ______________________________________________________________________________ COMMISSION MEMBERS PRESENT Councillor Ryan Svendsen City of Maple Ridge Brenda Smith, Chair Maple Ridge Historical Society Julie Koehn Maple Ridge Historical Society Russell Irvine Member at Large STAFF PRESENT Amelia Bowden Staff Liaison, Planner 1 Amanda Allen Committee Clerk GUEST Yvonne Chui Recreation Manager, Arts and Community Connection, Parks Recreation and Culture Department ABSENT Lindsay Foreman, Vice Chair Member at Large Eric Phillips Member at Large Len Pettit Member at Large 1. CALL TO ORDER 2. APPROVAL OF THE AGENDA R/2018-057 It was moved and seconded That the agenda for the December 13, 2018 Community Heritage Commission meeting be approved as circulated. CARRIED 3. ADOPTION OF MINUTES R/2018-058 It was moved and seconded That the minutes of the November 8, 2018 Maple Ridge Community Heritage Commission meeting be amended to reflect the correct date; and that the minutes as amended be adopted. CARRIED GMAPiLE IRIDGE ' munity Heritage ,commission Community Heritage Commission Minutes December 13, 2018 Page 2 of 5 4. DELEGATIONS 4.1. Cultural Plan Update  Yvonne Chui, Recreation Manager, Arts and Community Connection, Parks Recreation and Culture Department Yvonne Chui gave a presentation on the Maple Ridge Cultural Plan and shared appreciation to Commission members for their engagement in developing the plan. Ms. Chui summarized key highlights of the Cultural Plan, guiding principles of cultural planning and six strategic priorities. Ms. Chui reported the implementation framework is targeted for Council presentation in the first quarter of 2019. Ms. Chui answered questions from the Commission. 5. FINANCE 5.1. Financial Update Russell Irvine and the staff liaison provided an overview of the financial report as attached to the December 13, 2018 agenda. Mr. Irvine circulated year-end financial notes with an update on the projects and the funds not yet spend as well as funds committed but not yet billed. The staff liaison advised that a request for funding carryover has been submitted. Mr. Irvine circulated a letter drafted by the Financial subcommittee relating to the 2019 budget and clarification around financial planning procedures and policy matters. R/2018-059 It was moved and seconded That the Community Heritage Commission Financial Report as attached to the December 13, 2018 agenda be received for information. CARRIED 6. CORRESPONDENCE - Nil 7. NEW AND UNFINISHED BUSINESS 7.1. Heritage Resources Program The amended Statements of Significance were circulated to Commissioners in November. The staff liaison aims to present the Statements of Significance to Council in February 2019 to coincide with Heritage Week. Mr. Irvine provided a high level overview of a statement of significance. R/2018-060 It was moved and seconded That the 11 Statements of Significance be forwarded to Council for inclusion on the Maple Ridge Heritage Register. CARRIED Community Heritage Commission Minutes December 13, 2018 Page 3 of 5 7.2. BC History Digitization Program Grant Application – update The staff liaison reported that the grant application will be submitted by the December 17, 2018 deadline. As there are two streams of funding available under the grant opportunity, the City of Maple Ridge will be submitting an application to digitize approximately 6,500 bylaws from 1945 to 2018 and another application to digitize approximately 18,500 collector rolls from 1875 to 1981. There was discussion on cataloguing and indexing of the documents. R/2018-061 It was moved and seconded That $6,000.00 in the Digitization budget be allocated to the City’s Bylaws and Tax Collector Rolls digitization project should the City be successful in one or more of the BC History Digitization Program Grant applications; and That the Community Heritage Commission submit an incremental package to Council in 2019 for a minimum of $6000.00 to be used for the inventory of these Maple Ridge Historic Municipal records. CARRIED 7.3. 2019 Meeting Schedule Revision There was discussion on the 2019 meeting schedule and the need for an amendment due to the 2019 Council meeting calendar. R/2018-062 It was moved and seconded That the 2019 Community Heritage Commission meeting schedule be updated to remove the January 10, 2019 meeting date and add a July 11, 2019 meeting and that the schedule as amended be adopted. CARRIED 8. SUBCOMMITTEE REPORTS 8.1. Communications 8.1.1. Fall Calendar The Chair reviewed the calendar of events highlighting the January 26, 2019 Family Literacy Day at the Maple Ridge Public Library and the BC Heritage Roundtable scheduled January 28, 2019. 8.2. Recognitions 8.2.1. Heritage Week 2019 The Chair reported on events unfolding for Heritage Week including a discussion with Brian Murdoch, and walking tours of the cemetery and downtown. Community Heritage Commission Minutes December 13, 2018 Page 4 of 5 8.3. Education 8.3.1. Local Voices The Chair advised that the February 4, 2019 session will have a heritage theme to launch into heritage week. 8.3.2. BC Heritage Fairs The Chair recently spoke about heritage fairs with Elaine Yamamoto, School District No. 42 Trustee. 8.4. Master Conservation Plan Russell Irvine advised of a meeting scheduled December 13, 2018 for further discussion on the Master Conservation Plan. 8.5. Robertson Cemetery The staff liaison reported on the surveyor’s research. Unless an outstanding transfer can explain the change in the property’s legal description it is unlikely that the Land Titles Office will be able to reconcile the land. There was discussion on possible methods in which the City of Maple Ridge could move forward with acquiring the land. 9. LIAISON UPDATES 9.1. BC Historical Federation The Chair shared the quarterly publication of British Columbia History and advised it is also available for purchase online at www.bchistory.ca . 9.2. Heritage BC The Chair reported that Heritage BC will be sending out invitations to the Roundtable scheduled January 28, 2019 and that further details from organizer Nathan MacDonald, are forthcoming. 9.3. BC Museums Association – 2018 Conference Report The Chair reviewed the report submitted by Lindsay Foreman. R/2018-063 It was moved and seconded That the Community Heritage Commission 1) Continue to observe/document how other BC communities are engaging the public with culture and heritage through different events and initiatives; 2) Continue their membership with/support of the BCMA and their initiatives; and 3) Continue to send a delegate to the annual BCMA conference, as this is the best approach to "keep our fingers on the pulse" in the museum sector. CARRIED Community Heritage Commission Minutes December 13, 2018 Page 5 of 5 9.4. Maple Ridge Historical Society Julie Koehn reported on items addressed at the November 22, 2018, Board meeting of the Maple Ridge Historical Society. 10. QUESTION PERIOD - Nil 11. ROUNDTABLE Councillor Svendsen reported on the recent Strategic Planning sessions in which Council participated. 12. ADJOURNMENT – 9:11 pm. B. Smith, Chair /aa Interoffice Memorandum _______________________________________________________________________________________________________________________ To: Community Heritage Commission From: Amelia Bowden, Planner 1 Date: February 14, 2019 Subject: Business Planning Task Implementation The Community Heritage Commission has identified a number of ongoing and new projects for 2019 in its Business Plan. With membership changes over the course of 2018, it is timely to review the workplan and subcommittee assignments. The table below outlines Business Plan action items, which need to be prioritized for the upcoming year. Further, this is an opportunity to identify which subcommittees and members will spearhead each initiative, determine next steps for each project and set a project timeline. Action Item Status Subcommittee and Lead Next Steps Timeline Encourage the production of Statements of Significance to support the maintenance of the Heritage Inventory and facilitate promotion of tangible and intangible heritage features to the Heritage Register Pending Council decision Feb.12 Geocaches Restocking to occur throughout 2019 Heritage Marker Inventory Update Decision on maintenance and next steps Open Access Digitization Project Pending grant application. Funds re-directed if grant successful Host CHC Networking Conference On hold pending Heritage BC intentions Communications Strategic Task Force BC 160 On hold pending provincial plans Maple Ridge 150 On hold pending civic plans Heritage Incentives Review Consultant hired, preparing report Heritage Conservation Master Plan Pending RFP Review Heritage Plan MAPLE RIDGE Briti sh Columbia Subcommittee Protocol Mandate: o The purpose of the subcommittee will be determined by the Advisory Committee and formed by resolution. o The composition of the subcommittee membership will be determined by the Advisory Committee and may include members of the public with specific skills. o A timeframe for the expiration of the subcommittee will be established. o Term lengths of subcommittee membership will be determined (if required). o A schedule for written progress reports to be submitted to the Advisory Committee will be established (if required). Schedule: o The meeting schedule will be established and communicated by the subcommittee Chair. Chair Election: o A subcommittee Chair will be elected by the members of the subcommittee. Meeting Notes: o The subcommittee Chair will assign the task of recording meeting notes to one or more subcommittee members. Reporting: o The subcommittee will provide a verbal update at specified meetings of the Advisory Committee. o The subcommittee will provide written reports to be circulated with the agenda when direction or resolution by the Advisory Committee is required. Community Heritage Commission - 2019 Financial Accounting Program/Project Vol. Hrs 2018 Committed Funds Not Yet Billed 2019 Budget Amount Opening Balance Jan-19 2019 Committed Funds 2019 Running Total Notes Yearly Allocation $ 2,000.00 Fundraising Income $ - $ 138.00 Meeting Refreshments $ - EDUCATION Delegate Fees 30 500.00$ 500.00$ MEMBERSHIP SUPPORT PROGRAM Membership Annual Fees 690.00$ 690.00$ Membership Conference Fees 350 -$ -$ COMMUNICATIONS AND OUTREACH COMMUNICATIONS STRATEGY 5,000.00$ 5,000.00$ Newsletter 40 1,600.00$ 1,600.00$ Marketing Package 5 500.00$ 500.00$ HERITAGE RECOGNITIONS PROGRAMS Heritage Awards 60 498.22$ 498.22$ KARINA LEBLANC UTILITY BOX WRAP 1,500.00$ 1,500.00$ 1,500.00$ Heritage Conversation 15 500.00$ 500.00$ Partnered Event 15 200.00$ 200.00$ Plaque Program 5 400.00$ 400.00$ Heritage Marker Replacement 10 400.00$ 400.00$ Canada 150 - Reminisce Kits 30 2,285.55$ 2,285.55$ OPEN ACCESS DIGITIZATION PROJECT Phase III 50 6,000.00$ 6,000.00$ 6,000.00$ HERITAGE PLAN UPDATE Heritage Inventory Update -$ (3,908.00)$ Heritage Master Conservation Plan 30,000.00$ 30,000.00$ HERITAGE PLAN REVIEW 3,500.00$ 3,500.00$ HERITAGE INCENTIVE REVIEW Heritage Incentives Review 50 10,000.00$ 20,000.00$ 20,000.00$ ROBERTSON CEMETERY RESEARCH -$ (1,000.00)$ 1,000.00$ Yearly Total 17,500.00$ 73,573.77$ 70,803.77$ Monthly Total 1,000.00$ Expenses February 14, 2019