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Home My WebLink AboutPLSC 2004-12-09 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 in the Council Chambers, Pitt Meadows Municipal Hall, 12007 Harris Road, Pitt Meadows, British Columbia on Thursday, December 9, 2004 at 7:00 pm. COMMISSIONERS PRESENT Commissioner Cheryl Ashlie, Chair Commissioner Judy Dueck Commissioner Debra Eisel Commissioner Craig Speirs Commissioner Dave Rempel Commissioner Kathie Ward Commissioner Randy Cooke . School District No . 42, Trustee Chair District of Maple Ridge, Councillor District of Pitt Meadows, Councillor District of Maple Ridge, Councillor School District No. 42, Trustee School District No. 42, Trustee District of Pitt Meadows, Alt. Councillor COMMISSION MEMBERS AT LARGE PRESENT Commissioner Gerry Trerise Commissioner Jo Anne ten Brink Commissioner Kathy Reinheimer Commissioner Bunny Home STAFF MEMBERS PRESENT Mike Murray David Boag Shelley Jorde J aynne Aster DELEGATIONS REGRETS Commissioner Kathy Morse Commissioner Don MacLean • Commissioner Keith Nightingale Commissioner Dave Roemer Commissioner Gwen O'Connell Member at Large, Maple Ridge Member at Large, Maple Ridge Member at Large, Maple Ridge Member at Large, Pitt Meadows GM Community Development, Parks & Recreation Director, Parks & Facilities East Area Recreation Manager Recording Secretary District of Maple Ridge, Mayor District of Pitt Meadows, Mayor Member at Large, Pitt Meadows Member at Large, Maple Ridge District of Pitt Meadows, Councillor Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Minutes Page 1 of 8 . Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Meeting Minutes December 9, 2004 There being a quorum present, the Chair called the meeting to order at 7:07 pm. 1. Adoption of the Agenda MOVED BY: Commissioner Rempel SECONDED BY: Commissioner Ten Brink That the Agenda for December 9, 2004 be adopted as circulated. CARRIED 2. Minutes of the Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Meeting Correction: Change to show Katherine Wagner as not in attendance. MOVED BY Commissioner Rempel SECONDED BY Commissioner Speirs That the Minutes of the Maple Ridge and Pitt Meadows Parks & Leisure Services Commission November 4, 2004 Regular Meeting be adopted as amended. CARRIED 3. Delegations or Presentations -Nil 4. Decision Items 4.1 Invitation to Bid for 2008 or 2010 BC Summer Games MOVED BY: Commissioner Rempel . SECONDED BY: Commissioner Eisel That the opportunity to bid for the 2008 or 2010 BC Summer Games be respectfully declined. CARRIED 4.2 Survey Results -SD #42 Parks & Leisure Services Cooperation Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Jvlinutes Page 2 of 8 Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Meeting Minutes December 9., 2004 MOVED BY: Commissioner Rempel SECONDED BY: Commissioner Dueck That the results of the Survey on School District No. 42 and Parks and Leisure Service collaboration be forwarded to the Master Agreement Steering Committee for follow up with priorities for further investigation as identified by the Commission. CARRIED Mike Murray invited the Commission to discuss the highest priority recommendations. Commissioner Ward: Anti vandalism priority. Work in conjunction to address park vandalism, etc. Commissioner ten Brink: See formalized programs but not seeing kid use of our Theatre. SD42 classes are travelling outside. At least some attendance at performances should be in our own community. Facilities are underutilized during the day. Chairperson Ashlie: Fieldtrips booked for symphony have tailor-made productions for those kids -ACT can specifically target kids. Mike Murray: The Remembrance Day event was well attended (3000 kids), and performances by Garibaldi High School were well received. Commissioner Remple: If you do it they will come. The ACT needs to work more closely with School District to plan appropriate programs This will also reduce travel costs. Commissioner Cooke: Any programs to get kids to that level for mentoring? Chairperson Ashlie: Field trips for the symphony start at grade 5. Commissioner Remple is going to work on getting this on track with the ACT. Mike Murray: Sounds like Anti-vandalism and the ACT are priorities. 4.3 Community Group Surveys MOVED BY: Commissioner Remple SECONDED BY: Commissioner Dueck That a special meeting be held in January to discuss the Commission evaluation survey and provide direction on any required adjustments to the Commission structure or operation. CARRIED Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular.Minutes Page3 of8 Maple Ridge and Pi tt Meadows Parks & Leisure Services Commission Regular Meeting Minutes December 9, 2004 Commissioner ten Brink: Usually get an excellent response through email instead of letter. Also consider putting contacts on web. 4.4 Community Groups Liaisons -Web Listings MOVED BY: Commissioner Rempel SECONDED BY: Commissioner Ward That Citizens at Large be listed as liaison contacts on the web site with a Commission mail box. CARRIED Mike Murray asked the Commissioners if they wanted their personal email listed or just a mailbox and have it forwarded. Commissioner Home: Concerned about viruses. Mike Murray: We can utilize a municipal mail box and automatically forward it to members. 4.5 Sports Field Damage Deposit Policy David Boag distributed a report at the meeting regarding damage that some fields have suffered. Up to now we have used an informal practice of 'user discretion' which has worked fairly well over the years. However some users aren't following the rules so we need to formalize a change in the policy. For example one field at the Albion Sports Complex will have to stay closed now indefinitely because of its condition. David also reported we are very close to having the field conditions posted on the web, just working out consistent policies for Maple Ridge and Pitt Meadows. David suggests the damage deposit should be increased and an escalating penalty be imposed for misuse. Commissioner Rempel: Will staff be subject to pressure from users? David Boag: One person inspects the field and the booking clerk puts it on the web. Our grounds person inspects the grounds. All Club Presidents call David directly if they want more information. • Commissioner Cooke: Can they look for other openings at other fields? David Boag: Darlene Slevin (booking clerk) can be called. The Department allocates fields in blocks to the clubs. Commissioner Home: Will groups be shown the results of the damage to the field and will youth groups be treated differently than adult groups? Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Minutes Page 4 of 8 Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Meeting Minutes December 9, 2004 David Boag: Yes groups have been shown the results. As for treating groups differentially the youth involved don't make the decisions, it is the adults involved in the organization. The Department needs something in place such as doubling of deposits and having it paid before they are allowed to use the field. To provide an increasing incentive in response to abuse. Commissioner Dueck: This is good policy that it could double. Poor choices ruin it for the rest of the community. First time offence is so much, then double, then continue to double. Mike Murray: Last fall (2004) was very good weather and we didn't have these issues. Weather this fall has been bad. Commissioner ten Brink: Add 'severe damage will result in suspension of use'. Need to raise awareness of everyone. David Boag: I'd rather do anything than have the kids go without soccer. Commissioner Ward: The longer they play the worse it gets. While it is in use and getting bad, if a kid was hurt because of this, who is liable? David Boag: The club first, but if the Department doesn't have a written policy and implement that policy it will expose the Department to liability. Commissioner Cooke: More willing to support the offending team be suspended, parents and coaches to top up extra damages, offending team will have to pay the charges, but to suspend the entire league is too much . . David Boag: Agree with concept of that. We go to the executive and they can go to the team. We want them to work with us. If they don't support that then it gives us extra ways of dealing with them. Mike Murray: Could say any team that repeatedly violates the policy and from whom we have drawn a damage deposit, may have their privileges suspended by David. Give David the ultimate authority. Commissioner Speirs: Change to 'may result in the suspension of the entire league'. Chairperson Ashlie: Different approaches for different sports clubs. How do we educate and work with these groups? Sport field user groups should reach out and connect with the sports club executive. David Boag: We have excellent rapport with executive. MOVED BY: Commissioner Rempel Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Minutes Page 5 of 8 Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Meeting Minutes December 9, 2004 SECONDED BY: Commissioner Speirs That the attached Field Closure /Damage Deposit policy be adopted and included in the Maple Ridge / Pitt Meadows Parks and Leisure Services policies and procedure manual with an addition to provide the Director of Parks and Facilities or his designate with the authority to suspend booking privileges for an indefinite period from any team or group whose damage deposit has had to be drawn upon repeatedly for inappropriate use of a playing field. 4. 6 Commission Meeting Schedule 2005 MOVED BY: Commissioner Rempel SECONDED BY: Commissioner Eisel That the Parks & Leisure Services 2005 meeting schedule be adopted as circulated. CARRIED 4. 7 Strategic Planning Workshop -March 2005 MOVED BY: Commissioner Rempel SECONDED BY: Commissioner Eisel That the Park & Leisure Services Commission have a strategic planning meeting on April 21, 2005. CARRIED Mike Murray: This is a special meeting for strategic planning session. In 2005 business plan we identified we should do this. 4. 8 Special Event Grants Committee Shelley Jorde reported on getting the group together and responding to those requesting funding. Commissioner Reinheimer would . like to see an elected official on the board. Commissioner Home is interested as is Commissioner Speirs. 5. Information Items 5.1 Haney Horseman Association -Trail Report 5.2 Letter -Ridge Meadows Arts Council -Theatre Donation Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Minutes Page 6 of 8 Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Meeting Minutes December 9, 2004 5. 3 Media Release -Donation from Epic Homes 5.4 Citizen At Large Job Description 5. 5 Letter -Meadowridge Indep endent School re: Artificial Turf Sports Field MOVED BY: Commissioner Ashlie SECONDED BY: Commissioner Remple That the above information items be received. 6. Commission Liaison Reports 7. Staff Liaison Reports Boundary Park CARRIED David Boag reported 20-22 people showed up to the Boundary Park open house and there was lots of enthusiasm. David reported on the paving of 245th Street and negotiating to get a secure route to the parking spot at the new artificial turf field . The Department and users don't want to cause damage to the new field so we are willing to wait to begin use until January 11 th . A portable generator is on site in advance of the final electrical service being available. Mike Murray: There will be no official ceremony until school is further along in its construction. Budget · Mike Murray reported the 2005 business plans and budgets have gone through to both Councils. 8. Question Period 9. Motion to Move into Closed Session MOVED BY: Commissioner Rempel SECONDED BY: Commissioner Speirs Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Minutes Page 7 of 8 Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Meeting Minutes December 9, 2004 That the meeting be closed to the public pursuant to Sections 242.2(1)( c) of the Local Government Act as the subject matter being considered relates to labour relations or employee negotiations. CARRIED The Regular Meeting adjourned at 8:29 p.m. Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Minutes Page 8 of 8