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HomeMy WebLinkAboutPLSC 2004-02-12 minutes.pdfCorporation of the District of Maple Ridge and the Corporation of the District of Pitt Meadows MAPLE RIDGE and PITT MEADOWS PARKS & LEISURE SERVICES COMMISSION REGULAR MEETING The Minutes of the Regular Meeting of the Maple Ridge and Pitt Meadows Parks & Leisure Services Commission, held at the Maple Ridge Municipal Hall, Blaney Meeting Room, Maple Ridge, British Columbia, on Thursday, February 12, 2004 at 7:00 pm. COMMITTEE MEMBERS PRESENT Commissioner Don MacLean Commissioner Debra Eisel Commissioner Craig Speirs Commissioner Candace Gordon Commissioner Dave Rempel Commissioner Kathie Ward Commissioner Bunny Home Commissioner Keith Nightingale Commissioner Dave Roemer Commissioner Gerry Trerise Commissioner Kathy Reinheimer Commissioner JoAnne ten Brink REGRETS Commissioner Kathy Morse Commissioner Cheryl Ashlie Commissioner Judy Dueck Commissioner Gwen O'Connell STAFF MEMBERS PRESENT District of Pitt Meadows, Mayor, Chair District of Pitt Meadows, Councillor District of Maple Ridge, Councillor District of Maple Ridge, Councillor School District No. 42, Trustee School District No. 42, Trustee Pitt Meadows Pitt Meadows Maple Ridge Maple Ridge Maple Ridge Maple Ridge District of Maple Ridge, Mayor School District No. 42, Trustee District of Maple Ridge, Councillor District of Pitt Meadows, Councillor Mike Murray David Boag Don Cramb Shelley Jorde fugrid Kraus GM Community Development, Parks & Recreation Director, Parks & Facilities Recreation Manager -West Area Recreation Manager -East Area Executive Assistant DELEGATIONS: Ms. Bonnie Telep Olympic Spirit 2010 Maple Ridge/Pitt Meadows Committee, Chair Ms. Val Patenaude Curator, Maple Ridge Museum Ms. Lisa Codd, Maple Ridge Historical Society Ms. Amber Kostuchenko, Maple Ridge Historical Society Mrs. Sheila Nickols, Maple Ridge Historical Society Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Minutes Page 1 of 10 ) Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Meeting Minutes February 12, 2004 Ms. Linda King, Maple Ridge Historical Society Mr. Dick Sutcliffe, Dewdney-Alouette Railway Society/Museum Planning Committee Mrs. Annette Code, Pitt Meadows Historical Society Ms. Sandra Caddo, Pitt Meadows Historical Society Mr. Bill Hartley, Ridge Meadows Festival Society The Chair called the meeting to order at 7:00 p.m. 1. Adoption of the Agenda The following additions were requested. 4.11 Park Curfew Variance in Pitt Meadows 5.11 GVRD Parks re Blue Mountain Moved By Commissioner Rempel Seconded By Commissioner Eisel That the Agenda for February 12, 2004 be adopted as amended. CARRIED 2. Minutes of the Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Meeting Moved By Commissioner Rempel Seconded By Commissioner Eisel That the Minutes of the Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Meeting of January 8, 2004 be adopted as circulated CARRIED 3. Delegations 3 .1 Ms. Bonnie Telep, Chair, Spirit 2010 Maple Ridge & Pitt Meadows Olympic Committee was welcomed to the meeting. Mrs. Telep provided the Commission with an update on what the committee has accomplished over the past year. This date marks the start of the Games as only six years away and there is much work to be done. Mrs. Telep has attended initial meetings at the Provincial level and participated in the first intranet chat on February 10, with the chairs from other communities. The Committee is now a registered Society. In February, all eighty-seven communities were asked to attach 'Spirit of 2010' to their name and the committee will now be called Maple Ridge Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Minutes Page 2 of 10 Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Meeting Minutes February 12, 2004 Pitt Meadows Spirit of 2010. Mrs. Telep referred to the draft business plan attached to the meeting package and introduced the members of the sub-committees. The sub-committees are all in the process of finalizing their work plans and developing their budgets. Mrs. Telep outlined the timeline and countdown to the Olympics. She indicated the Olympic Organizing Committee is in the initial construction stage and is developing marketing plans and the Playground to Podium initiative. There will be a substantial cultural component to the Games to start in 2006. In 2008 test events will be held in every sport with athletes coming into communities. The call for volunteers' is expected to start in 2008, tickets go on sale in 2009 and the Games begin Feb. 12, 2010 followed by the Paralympic Games. The next step will be to approach residents and businesses through forums to talk about the Olympics and the role for communities. The Organizing Committees of the Olympic Games (OCOG) is presently developing templates to help communities host forums. Finally, presentations will be made to both Councils for support. Commission members raised questions on funding expectations and whether it is known how much will be required. Mrs. Telep indicated that financial support is going to be required and that the sub-committees are in the process of identifying their budget requirements. Mrs. Telep was acknowledged for her hard work, dedication and enthusiasm for this initiative and thanked for the informative update. 3.2 Maple Ridge Historical Society Ms. Val Patenaude, Curator, referred to the Historical Society Annual Report circulated with the meeting package. Volunteerism at the museum is up 66% and actually at capacity for volunteers in terms of supervision and available workspace. The Society also wanted to acknowledge the work and efforts of Ms. Kathryn Baird, Volunteer Coordinator, who has assisted with the screening and placement of the volunteers. The museum has added an assistant for two days a week (a former summer student) which will free the Curator to focus on the planning and development of the new museum. A copy of the museum expansion plan was distributed. Considerable work has been done with the assistance of UBC Architecture staff. Their assistance has been invaluable in keeping the plans for the heritage walk, planting and designs to fit the area. Ms. Amber Kostuchenko, President, Maple Ridge Historical Society thanked the Commission for their support of heritage initiatives in Pitt Meadows and Maple Ridge. The Society also acknowledged the support and assistance of Mr. Don Cramb. The highlights this past year included: Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Minutes Page3 o/10 Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Meeting Minutes February 12, 2004 receiving a grant for organizational development gaining three new board members completing a grant application to develop business plans contract staff became employees increase in volunteers. Attending teachers workshops to institute heritage fairs & interaction with schools Three presentations were made at the library and heritage displays organized in the library showcase over five months. Brian Burns donation -an extensive collection of archeological materials including such items as carvings, baskets and a selection of clocks. In all over 3,000 items with a value that moves the museum collection to a Provincial level . The Commission thanked Ms. Patenaude and Ms. Kostuchenko for their hard work and informative presentation. The members of the historical societies were thanked for their support and attendance. 4. Decision Items 4.1 Maple Ridge Historical Society Museum & Curatorial Fee For Service Agreement: Moved By Commissioner Rempel Seconded By Commissioner Speirs That the Chair and General Manager: Community Development, Parks and Recreation Services be authorized to execute the Maple Ridge Historical Society Museum and Curatorial Fee for Service Agreement. CARRIED Upon question regarding the repairs to the museums, staff advised major repairs, such as roof replacement, is taken care through the life cycle program in each municipality. One change was made to the insurance requirement reducing it from $SM to $3M liability required as it was deemed a low risk activity. 4.2 Pitt Meadows Historical and Museum Society Fee for Service Agreement: Moved By Commissioner Rempel Seconded By Commissioner Eisel That the Chair and General Manager: Community Development, Parks and Recreation Services be authorized to execute the Pitt Meadows Historical and Museum Society Museum Fee for Service Agreement. CARRIED Maple Ridge a11d Pitt Meadows Parks & Leisure Services Commission Millutes Page4 of 10 Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Meeting Minutes February 12, 2004 4.3 Ridge Meadows Community Festival Society Fee for Service Agreement: Moved By Commissioner Ward Seconded By Commissioner Rempel That the Chair and General Manager of Community Development, Parks & Recreation be authorized to execute the Ridge Meadows Community Festival Society's Fee for Service agreement. CARRIED Upon question regarding workshops for board members, staff advised that Volunteer Vancouver has courses available and our Volunteer Coordinator will be contacting them for more information. Upon question as to whether the Airport Open House will receive assistance, staff confirmed that this event is listed on Schedule A and will receive some financial assistance and support from the Festival Society. 4.4 Festival Support Recommendations: Moved By Commissioner Rempel Seconded By Commissioner Gordon That festival support allocations for 2004 be approved as noted in the summary developed by the Parks and Leisure Services Commission Festival Support Sub-Committee, attached to the February 12, report on this subject. The Commission members reviewed the allocations in depth and raised a number of questions regarding the rationale and difference in funding levels compared to 2003. Ms. Reinheimer explained the process followed and that the sub-committee thoroughly reviewed the submissions against the criteria. The sub-committee indicated there was a need for community groups to realize there is a cost to those services covered under the category of in-kind. The in-kind items would still be made available, however, community groups will be invoiced. The events considered protocol events, i.e. Remembrance Day and Canada Day would receive the same support as in previous years, in both municipalities. The Commission members requested that, in future, a copy of the criteria and definitions be provided in the package, as this information would be helpful towards making a final decision. Upon further discussion, the Commission agreed that it is important for community groups to understand that the in- kind contributions have a cost associated with them. However, there is also a concern that if in-kind contributions are lost, some groups may not be able to proceed with their event. Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Minutes Page5 o/10 Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Meeting Minutes February 12, 2004 Moved by Commissioner Eisel Seconded by Commissioner Ward That the allocations for the Pitt Meadows Day event include the in-kind costs in addition to the $4,000 funding. The amendment was defeated. Further discussion on the amendment followed as to how additional assistance and support could be provided to the groups. Staff indicated that this would be the first year that the new format is implemented and both staff and the Festival Society would be working closely with all groups to ensure that they understand the new funding structure. Moved by Commissioner Gordon Seconded by Commissioner Rempel That the main motion be amended: That festival support allocations for 2004 be approved as noted in the summary developed by the Parks and Leisure Services Commission Festival Support Sub-Committee, attached to the February 12, report on this subject and further, that staff be directed to monitor and respond to in- k.ind needs as required. 4.5 Harris Road Dyke Equestrian Trail Access: Moved By Commissioner Rempel Seconded By Commissioner Ward AMENDMENT CARRIED That the Parks and Leisure Services Commission recommend to Pitt Meadows Council that continued equestrian access be permitted on the dyke trail, situated on the North side of the South Alouette River, East of Harris Road, with an increased emphasis on etiquette signage for equestrians using the trail. And further, that new signage be posted at the trail entrances with the Parks office telephone number to report individuals who do not follow the rules of use on the dyke, which will be considered periodically to determine if continuing access by equestrians should be suspended or ceased. CARRIED Following a discussion, the Commission members agreed that the onus is on the equestrian community to observe signs and ensure appropriate trail etiquette is followed. Staff will work with the Haney Horsemen Association to approach stable owners in the area and solicit assistance in patrolling and maintaining the areas. Maple Ridge a11d Pitt Meadows Parks & Leisure Services Commissio11 Mi11utes Page 6 of 10 Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Meeting Minutes February 12, 2004 4.6 Art Gallery Fee For Service Agreement: Moved By Commissioner Rempel Seconded By Commissioner Ward That the Commission Chair and General Manager be authorized to execute the Fee for Service agreement with the Art Gallery Society for the operation of the Gallery attached to the February 3, 2004 report on this subject Mike Murray reviewed the agreement and noted the following change: -Paragraph 3(I) is incorrect and should read: "To provide a minimum of one opportunity per year to local arts group for a four week long exhibit." Discussion followed on the importance of providing opportunities for elementary and secondary schools to showcase student artwork. An amendment to the main motion was proposed Moved by Commissioner Speirs and Seconded by Commissioner Rempel That the main motion be amended to read as follows: That the Commission Chair and General Manager be authorized to execute the Fee for Service Agreement with the Art Gallery Society for the operation of the Art Gallery attached to the February 3, 2004 report on this subject with an amendment to paragraph 3(1) of the agreement to read "to provide a minimum of one opportunity per year to School District 42 to host a four week long exhibition of student art and provide ongoing gallery educational programs in cooperation with the School District" 4. 7 Park Gift Program -Benches on Dyke Trails: Moved By Commissioner Rempel Seconded By Commissioner Ward That the main motion be amended to read: AMENDMENT CARRIED That a recommendation be forwarded to Pitt Meadows Council that requests for the installation of benches on the dyke trail system be accepted at an interval of no less than 200 metres between bench groups to minimize interference with the routine maintenance operation of the dyke surface and impact on the visual qualities and experience of walking on the trail; and further, that landowners who own property adjacent to dykes who wish to participate in this program be considered an exception to the distance rule in order to accommodate the placement of a bench next to their property in recognition of their family's involvement in the history of the community. CARRIED Maple Ridge a11d Pitt Meadows Parks & Leisure Services Commission Mi11utes Page7ofl0 Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Meeting Minutes February 12, 2004 The Commission members agreed that this was a great benefit and thanked the staff for their work on this project. There was some discussion on options and benefits of placing more than one bench in the same location. 4.8 Joint Grounds Maintenance Agreements Review: Moved By Commissioner Speirs Seconded By Commissioner Ward That the Chair and General Manager be authorized to execute the amended Grounds Maintenance Agreements for a first three-year term beginning in 2004 for the: -Alouette Park and School -Alexander Robinson Park and School -Edith McDermott Park and School sites -Garibaldi Secondary School Site and tennis Courts CARRIED 4.9 BCRPA Annual Symposium Attendance) Mike Murray referred to the program brochure circulated. This year the conference runs from April 29-May 2 in Penticton, BC. Each year six members attend -3 Commissioners and 3 staff. Anyone wishing to attend should let Ingrid Kraus know by February 27, 2004. 4.10 March Commission Meeting -to be rescheduled (verbal update) The March meeting conflicts with the Volunteer Appreciation Dinner that was scheduled for March 11 . Following a brief discussion, Commission members were asked to hold the following: March 4 for a full meeting beginning at 7:00 p.m. in Pitt Meadows (Library) and March 11 beginning at 5:30 p.m. at the Senior Centre. The date will depend on the length of the agenda and staff will confirm by end of February. 4.11 Park Curfew Variance A request has been received from BC Adventure Inc. to hold a fitness work out at 5:45 a.m. The park does not open until 6:00 a.m. under the current park bylaw, which would prohibit this activity and the group, is seeking a variance to accommodate their request. Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Minutes Page 8 of 10 Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Meeting Minutes February 12, 2004 Moved By Commissioner Eisel Seconded By Commissioner Ward That a recommendation be sent to Pitt Meadows Council to approve a variance to the park hours bylaw, to allow BC Adventure Boot Camp Inc. to run their proposed fitness program commencing at 5:45 a.m. at Harris Park. 5.0 Information Items Moved By Commissioner Speirs Seconded By Commissioner Eisel To receive the information items as circulated. 5 .1 Maple Ridge Historical Society Annual Report 5.2 Maple Ridge Museum Expansion Project Status Report 5 .3 Maple Ridge and Pitt Meadows Team 2010 Business Plan CARRIED CARRIED 5 .4 Letter: Ridge Meadows Arts Council re Constitution & Bylaw Amendment 5.5 GVRD: Parks Sustainable Region fuitiative Workshop Comments 5.6 Letter: email Craig Millin re Patron Letter 5. 7 Letter: Ms. Helen Homer re Allco Park and response 5.8 Copy: Articles in The Times January 27 & 30, 2004 5.9 Festival Events Calendar -February 5 .10 Personal fuformation Form 5 .11 GVRD Parks re Blue Mountain -GVRD will be dealing with this item at their meeting on February 13. Recently Blue Mountain representatives made a recommendation to GVRD parks committee and is outlined in the attachment. 6.0 Commission Liaison Reports Bunny Home -Has attended a number of different meetings to deal with: Transportation 2010, Airport Open House, Codd Island Wetlands and the Land Conservancy. 7.0 Staff Liaison Reports Mike Murray-Advised the Commission that Mr. David Boag has been appointed to the position of Director, Parks & Facilities replacing Mr. Mike Davies who has retired. Mr. Boag's position will be posted within the next few weeks and staff will be looking for new skills that will include a focus on in-house design capacity to meet future needs. BC Seniors Games -staff learned that we were not the successful applicant for reasons which include inadequate accommodation in our two communities and that our track has only six lanes and not eight lanes. Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Minutes Page 9 of 10 \ ) Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Meeting Minutes February 12, 2004 David Boag announced that a new Parks Foreman has been hired and will begin working March. I, 2004. The successful candidate comes to us from West Vancouver and has a very strong horticulture background which will help to round out the skills of the parks staff. 8. 0 Question Period 9.0 Commission raised the issue ofletters to the editor in the local newspapers re the Leisure Centre concerns. Staff indicated that in one case, the individual had not contacted staff to provide an opportunity to address the concerns and staff are following up on the complaints. Upon question regarding the games bid, staff confirmed that the Maple Ridge Secondary School Track has only six lanes and eight on the straightaway. Motion to move into closed session. Moved by Commissioner Gordon Seconded by Commissioner Speirs That the Parks and Leisure Services Commission move into a closed meeting pursuant to Sections 242 (J)(e) of the Local Government Act as the subject matter being considered relates to the acquisition, disposition or expropriation of land or improvements. CARRIED The meeting adjourned at 9:05 p.m. Maple Ridge a11d Pitt Meadows Parks & Leisure Services Commissio11 Mi11utes Page JO of 10