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HomeMy WebLinkAboutPLSC 2005-03-17 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 Blaney Room, Maple Ridge Municipal Hall, 11995 Haney Place, Maple Ridge, BC British Columbia, on Thursday, March 17, 2005 at 7:00 pm. COMMISSIONERS PRESENT Commissioner Don MacLean, Chair Commissioner Kathy Morse Commissioner Cheryl Ashlie Commissioner Debra Eisel Commissioner Kathie Ward Commissioner Ernie Daykin Commissioner Faye Isaac District of Pitt Meadows, Mayor District of Maple Ridge, Mayor School District No. 42, Trustee Chair District of Pitt Meadows, Councillor School District No. 42, Trustee District of Maple Ridge, Councillor District of Maple Ridge Councillor COMMISSION MEMBERS AT LARGE PRESENT Commissioner Jo Anne ten Brink Commissioner Gerry Trerise STAFF MEMBERS PRESENT Mike Murray David Boag Don Cramb Shelley Jorde Cheryl Brewster Ingrid Kraus REGRETS Commissioner Gwen O'Connell Commissioner Dave Rempel Commissioner Ian Brown Commissioner Bunny Home Commissioner Keith Nightingale Commissioner Kathy Reinheimer Member at Large, Maple Ridge Member at Large, Maple Ridge GM Community Development, Parks & Recreation Director, Parks & Facilities Recreation Manager, West Recreation Manager, East Committee Clerk Executive Assistant District of Pitt Meadows, Councillor School District No. 42, Trustee Member at Large, Maple Ridge Member at Large, Pitt Meadows Member at Large, Pitt Meadows Member at Large, Maple Ridge There being a quorum present, the Chair called the meeting to order at 7:05 pm. Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Minutes Page 1 of 9 Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Meeting Minutes March 17, 2005 J. Adoptio11 of the Agenda MOVED BY: Commissioner Morse SECONDED BY: Commissioner Eisel That the Agenda for March 17, 2005 be adopted as circulated. CARRIED 2. Minutes of the Maple Ridge a11d Pitt Meadows Parks & Leisure Services Commissio11 Regular Meeti11g MOVED BY Commissioner Morse SECONDED BY Commissioner Isaac That the Minutes of the Maple Ridge and Pitt Meadows Parks & Leisure Services Commission February 10, 2005 Regular Meeting be adopted as circulated. CARRIED Commissioner Ashlie advised that under item 4.3 BC Participation Program the recommendation was to forward this information to the School District and that this has not been done to date. Staff confirmed that they will forward the information. 3. Delegatio11s or Prese11tatio11s 3.1 Ridge Meadows Festival Society-Karin McCulloch Ms. McCulloch provided a PowerPoint presentation and update on the events and activities of the Ridge Meadows Festival Society. Following the presentation, Commissioner Morse asked whether the Society had considered a name change to Maple Ridge/Pitt Meadows Community Festival Society rather than "Ridge Meadows". Ms. McCulloch confirmed that the Society has already made an application and this process is underway. Ms. McCulloch was asked how they received their funding and it was explained that there were other sources such as membership fees and fee for service arrangements with other festival groups like the Maple Ridge Mountain Festival Society. The membership fee is $25. When asked what members receive as basic services for which there is not additional charge it was noted the Society coordinates volunteer orientations, publishes the community events calendar, provides a central resource for telephone, email and mail for groups and facilitates workshops and training for event organizers, provides an event organization manual and maintains an Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Minutes Page2 of9 Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Meeting Minutes March 17, 2005 inventory of resources available to event organizers. It was noted that the Society's involvement varies according to the needs of various groups. The Commission reviewed the Community Calendar circulated with the minutes and questioned some of the events that were included. It was suggested that criteria be developed as to what is appropriate for inclusion. Ms. McCulloch was thanked for her presentation and information. At this time, Ms. Cheryl Brewster was introduced to the Commission members and welcomed. Ms. Brewster is the new Committee Clerk and was in attendance to observe. Ms. Brewster will assist in supporting the Parks Commission beginning April. 3 .2 Volunteer Services Presentation -Ms. Kathryn Baird provided a PowerPoint presentation. Volunteer Services moved into their new office space in the Maple Ridge Leisure Centre in January 2004 and is sharing the space with the Festival Society office. This move has been very positive and provided a visible location to the community. Ms. Baird spoke on the growth in services, the office volunteers and the variety of roles for volunteers in our community. It was noted that between January 2004 and March 2005, the number of office volunteer hours was 1,499 and 89 non-profit societies and event committees have benefited from the volunteer office. Ms. Baird circulated a copy of the spring 2005 Volunteer Herald for information. Ms. Baird was thanked for her presentation. 4. Decision Items 4.1 Pitt Meadows Historical Society Fee for Service Agreement MOVED BY: Commissioner Isaac 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 Fee for Service -2005 to 2007. CARRIED Staff noted that one of the major amendments was to change the agreements to a three year term. The agreements are still dependent upon budget approvals on an annual basis and the Society must still prepare their annual reports to the Commission. Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Minutes Page 3 of 9 Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Meeting Minutes March 17, 2005 Ms. Sandra Caddo and Ms. Leslie Norman were in attendance and thanked for their reports. Commissioner Ashlie questioned why the increase in 2006-2007 was so significant? It was explained that additional funding has been identified in 2007 in the five year financial plan to cover an increase in curatorial hours. 4.2 Maple Ridge Historical Society Fee For Service Agreement MOVED BY: Commissioner Eisel SECONDED BY: Commissioner Daykin That the Chair and General Manager: Community Development, Parks and Recreation Services be authorized to execute the Maple Ridge Historical Society Fee for Service Agreement -2005 to 2007. CARRIED Staff confirmed that despite the multi-year nature of the agreement the Society will have to report annually and with annual funding still subject to the annual budget review. A question was raised related to what is in place if the new museum has to be delayed does it change anything? Staff indicated that the operation of the new museum is not identified at this time but will be introduced after five years. 4.3 Maple Ridge Art Gallery Fee For Service Agreement MOVED BY: Commissioner Ashlie SECONDED BY: Commissioner Isaac That the Chair and General Manager: Community Development, Parks and Recreation Services be authorized to execute the Maple Ridge Art Gallery Fee for Service Agreement -2005 to 2007. CARRIED Commissioner Morse raised the issue of some confusion around fund raising for the Art Gallery and the Arts Centre & Theatre. The question was also raised as to whether students can perform recitals and feature student art? Mrs. Sherry Stewart, Maple Ridge Art Gallery President, indicated that they have stopped the recitals for now as the piano needs some repair. There was some further discussion and the suggestion as to whether renting a piano had been considered in order to carry on with these student opportunities. Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Minutes Page 4 of 9 I Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Meeting Minutes March 17, 2005 The members of the Ridge Meadows Festival Society, Maple Ridge Historical Society, Pitt Meadows Museum Society and Maple Ridge Art Gallery were thanked for their time in attending the meeting and the information. 4. 4 Search & Rescue Building Expansion Proposal Mr. Boag referred to the letter received from Mr. Richard Laing outlining the need for the expansion. MOVED BY: Commissioner Isaac SECONDED BY: Commissioner Morse That the Parks and Leisure Services Commission recommend to Maple Ridge Council that the Search and Rescue Building expansion project be approved, subject to the appropriate Building permits and site plan requirements being obtained by Ridge Meadows Search and Rescue. CARRIED 4.5 Commissioner Job Description Mike Murray provided a copy of the Commissioner Job Description which was drafted at the point of recruiting new Members at Large. The Commission was asked to review and provide input. Commissioner Morse asked whether a clause should be added to cover confidentiality. Commissioner ten Brink indicated that there was a job description in the orientation manual from BCRP A and suggested staff provide that as well in the orientation kit for new Commissioners. MOVED BY: Commissioner Morse SECONDED BY: Commissioner Daykin That the Commissioner Job Description be approved and finalized with the inclusion of a confidentiality clause. CARRIED Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Minutes Page 5 of 9 Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Meeting Minutes March I 7, 2005 4. 6 Pitt Meadows -Maple Ridge Sector Recreational Greenways Plan (separate attachment) Commissioner Ashlie asked what the kilometre markers were for. It was explained that the Bicycle Advisory Committee (BAC) coordinated these bicycle route markers and they are currently working on maps that will identify locations ('you are here'). These trails have also been named and all this information will be included in a map the BAC is producing. The trail map project is also being made possible from a grant received from Kintec in Maple Ridge. Commissioner Daykin asked about land use on private lands? Mr. Murray explained that this is an update to the plan adopted in 1996 and various aspects have now been completed like the airport tunnel. There is a process for acquiring and providing legal access to put in place the routes that cross private land but there does need to be a plan for putting it together over time. At this time there are very few areas in the plan that are not already identified in the trail maps and existing plans. For the most part the information is in both communities' Official Community Plans (OCP). Commissioner Morse questioned where the operational information was provided in terms of the funding and indicated a level of discomfort putting this into the OCP if no operating funds are identified. Staff explained that it depends on where the trails are that would determine GVRD contributions, i.e. Grant Narrows is funded 100% by GVRD. Another example is the MOU with Pitt Meadows/GVRD re the Pitt River Greenway which spells out who has what responsibility. Mr. Murray further explained that other things in the OCP like park sites are not identified in operating budget for example but they are included as part of the vision. Detailed negotiations will be required among the parties with respect to any cost sharing, i.e. Pitt River Memorandum of Understanding (MOU). Commissioner Morse suggested that a notes page be included that indicates a caveat to explain the plan represents a broad vision and not the exact routing and that implementation will be subject to future budget capability. Mr. Murray explained endorsing the plan would be required in advance of any GVRD commitments as well. Commissioner Ashlie suggested adding "proposed" to the cover page. Commissioner ten Brink questioned whether the report is referenced in the OCP or appendix? Staff confirmed that the document will be referenced in the OCP and will be available to the public. The map from GVRD is for the two communities however, the OCP only deals with each community. What is included in the OCP will dovetail with the GVRD. Commissioner MacLean suggested that this be included in the OCP. Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Minutes Page 6 of 9 " 1: / Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Meeting Minutes March 17, 2005 Mr. Murray indicated that he has noted the discussion and will work with the GVRD staff on the language and changes to bring back a new draft at the next meeting. MOVED BY: Commissioner Eisel SECONDED BY: Commissioner Morse That the Pitt Meadows-Maple Ridge Sector Recreational Greenway Plan be amended per the discussion and tabled for review at the April 14, 2005 Commission meeting. CARRIED 4. 7 Parks Tour -Verbal Discussion There was no parks tour in 2004 and staff is suggesting that one be scheduled and with a different format from previous years. Rather than attempt to visit all parks, the tour will encompass new areas that have not been visited and a representative sample of others. The tour will be on a Saturday and open to as many Commissioners and staff as are able to attend. Staff will look into date options for June and report back at the April meeting. Commissioner Ashlie suggested checking with the school board office for graduation dates to avoid conflict with graduation exercises. In this regard, the end of May might be a better time. 5. Information Items 5.1 Quarterly Statistics Report, Shelley Jorde, Recreation Manager (verbal report) 5.2 Letter to Editor Maple Ridge News re Soccer Politics 5.3 BC Arts and Culture Investment announcement 5.4 Parks & Leisure Services Annual Report 2004 (to be distributed at the meeting) MOVED BY: Commissioner Morse SECONDED BY: Commissioner Daykin That the above information items be received. CARRIED 5.1 Quarterly stats -Ms. Shelley Jorde circulated a report which has been submitted to both Councils already. There were no further questions on this report. Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Minutes Page 7 of 9 Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Meeting Minutes March 17, 2005 Maple Ridge & Pitt Meadows Parks & Leisure Services Annual Report -the report was circulated at the meeting and features the highlights and accomplishments for 2004. Commission members were invited to submit comments or questions to Mr. Murray once they have had an opportunity to read it. 6. Commission Liaison Reports -Nil Commissioner ten Brink indicated that she will be attending the BC Recreation and Parks Association Symposium in May which includes a one day workshop just for Commissioners. She asked the Commission members if there were any particular issues that they wish raised at this year's conference. Commissioner MacLean asked that information be gathered and reported back to the Commission. It was suggested that she take along the Commissioner's Job Description for input and discussion and also to share the make up of our Commission and how we accomplished this model. Commissioner Ashlie suggested Commissioner ten Brink might find out as to whether there were other areas in the Province that were doing this kind of advocacy like the School District and Municipalities? Commissioner Morse asked whether this information could be brought back in the form of a PowerPoint presentation Mr. Murray indicated that staff could also report out on the sessions they will be attending. 7. Staff Liaison Reports Mr. David Boag -further to the recent newspaper article about the Mountain Bike Club, he advised that agreements have not been signed as the Club is having difficulty obtaining liability insurance which is a requirement. A survey was conducted with residents in the Cottonwood North area re Cottonwood Park. A total of 300 surveys circulated and 28 responses were received (23 support the park and 5 do not). There are still some surveys coming in and there were many great ideas submitted like a sport court, water park, swings/play park to name a few. There was a high interest in preserving the corridor that runs through the area and a pathway is supported. Ms. Shelley Jorde -the second annual Accessibility Awards will be held on May 30. An information pamphlet was circulated for information. The nomination deadline is May 9 Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Minutes Page 8 of 9 Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Meeting Minutes March 17, 2005 and this year, the category of customer service was added based on the feedback received from last year's event. The summer Recreation/Education brochure is scheduled for publication on April 10. Staff have called Community groups to get updated information to include in the directory and ensure the information is as current as we are able to obtain it. April 7 is Move for Health Day and activities have been planned for parents and pre- school children at low or no cost opportunities. Recreation Staff are researching life guarding at Whonnock Lake and a report will be coming forward to Commission in the next few months. Spring Break -All Camps are full. Thanks to some grant money, Special Services will be able to provide one to one support for 8 special needs children. 8. Question Period There were no questions. 9. Motion to Adjourn MOVED BY: Commissioner Rempel SECONDED BY: Commissioner Isaac That the Parks and Leisure Services Commission move into a Closed Meeting pursuant to Sections 242 (l)(e) of the Local Government Act as the subject matter being considered relates to the acquisition, disposition or expropriation of land or improvements. CARRIED Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Minutes Page 9 of 9