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HomeMy WebLinkAboutPLSC 2009-02-12 Minutes.pdf) District of Maple Ridge and the City 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 Meadows Room at the Pitt Meadows City Hall, 12007 Harris Road, Pitt Meadows, British Columbia, on Thursday, February 12, 2009 at 7:00 pm. COMMISSIONERS PRESENT Commissioner Doug Bing Commissioner Ernie Daykin Commissioner Judy Dueck Commissioner Mike Huber Commissioner Don Maclean Commissioner Dave Rempel Commissioner Craig Speirs Commissioner Kathie Ward COMMISSION MEMBERS AT LARGE PRESENT Commissioner Christine Smith, Chair Commissioner Ian Brown, Vice-Chair Commissioner Geordie Craig Commissioner Mandeep Bhuller Commissioner Neil Pukesh STAFF MEMBERS PRESENT David Boag Diane Chamberlain Shelley Jorde Lynn Marchand Mike Murray Kelly Swift GUESTS Roger Welsh Lindy Sisson COMMISSIONERS ABSENT Commissioner Gwen O'Connell City of Pitt Meadows, Councillor District of Maple Ridge, Mayor District of Maple Ridge, Councillor School District No. 42, Trustee City of Pitt Meadows, Mayor School District No. 42, Trustee District of Maple Ridge, Councillor School District No . 42, Trustee Member at Large, Pitt Meadows Member at Large, Maple Ridge Member at Large, Maple Ridge Member at Large, Maple Ridge Member at Large, Pitt Meadows Director of Parks and Facilities Administrative Coordinator, Support Services Recreation Manager, Community Connections Committee Clerk GM, Community Development, Parks & Recreation Director of Recreation President, Art's Council Executive Director, The Act Theatre City of Pitt Meadows, Councillor There being a quorum present, the Chair called the meeting to order at 7:00 p.m. Mr. Welsh addressed the Commission and advised that the Celebration of Arts Week is scheduled for April 21 through April 26, 2009. Mr. Welsh provided an overview of the selection process for the Executive Director position and introduced the successful applicant, Ms. Lindy Sisson. Ms. Sisson addressed the Commission and introductions took place. Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Minutes Page 1 of 7 Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Meeting Minutes -Thursday, February 12, 2009 1. Adoption of the Agenda R09-005 It was moved and seconded That the Agenda for January 8, 2009 be adopted as presented CARRIED 2. Minutes of the Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Meeting R09-006 It was moved and seconded That the Minutes of the Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Meeting of January 8, 2009 be adopted as presented CARRIED 3. Delegations/Presentations 3.1 Year End Statistics Don Cramb Diane Chamberlain, Administrative Coordinator, gave a PowerPoint presentation of the 2008 statistics and circulated a document titled "A Recreation Year End 2008" for review. Ms. Chamberlain provided the statistics for the following: • Admissions • Registered Programs • Drop-In Programs • YOI -Lounge Hours • YOI -Programs and Events • Special Services • Special Events • Volunteer Participation • Grants Diane Chamberlain left the meeting at 7:15 p.m. 4. Decision Items 4.1 MRSS Running Track Maintenance Agreement David Boag advised that two minor revisions are requested to the Running Track Maintenance Agreement, Maple Ridge Senior Secondary Site. Discussion took place regarding Section 1.04 and amending the hours to 5:00 p.m. from 3:30 p.m. and Section 3.01, removing the word "pressure". Page 2 of 7 ) Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Meeting Minutes -Thursday, February 12, 2009 R09-007 It was moved and seconded To amend the Running Track Maintenance Agreement, Maple Ridge Secondary School Site to the following: Section 1.04; change 3:30 p.m. to 5:00 p.m. Section 3.0; delete the word "pressure" CARRIED Discussion took place concerning the signage that is in place regarding joggers using the outside lane and the importance of individuals staying on the outside because of possible injury. Warranty of the outside lane was also discussed amongst the Commission. R09-008 It was moved and seconded That the Maple Ridge and Pitt Meadows Parks and Leisure Services Chair and General Manager be authorized to sign and execute the MRSS Track maintenance agreement as amended , and further; That this agreement be sent to the School District Board of Trustees for their consideration, requesting that they also authorize the signing of this agreement CARRIED 4.2 Public Art Agreement Input Mike Murray provided an overview and discussed to what degree of independence of judgment should be given to a Public Art Committee, to recognize their expertise in making such decisions. Mr. Murray advised that Council should not be put in an awkward position of being the selector of public art. Mr. Murray further advised that the matter will come bac k to Maple Ridge Coun cil sometime in the future. Commissioner Craig Speirs indicated that it should be a discussion item at that time. Discussion took place regarding the process of forming a Council appointed sub-committee and the selection process of the art. Further discussion took place regarding the ultimate decision making and whether that would come from the sub-committee. R09-009 It was moved and seconded That the draft letter agreement with the Maple Ridge and Pitt Meadows Arts Council which is attached to the 2009 02 03 memorandum on this subject be endorsed and forwarded to the Arts Council for consideration, noting that final approval of the agreement and adoption of the appropriate bylaw establishing the Maple Ridge Public Art Committee will be required of Maple Ridge Council before the agreement can be finalized. CARRIED Page 3 of 7 Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Meeting Minutes -Thursday, February 12, 2009 4.3 Hosting the 2015 Canada Winter Games Kelly Swift advised that the District has received an invitation to bid on the 2015 Canada Winter Games and provided an overview of the event. Ms. Swift advised that it would be a significant event and provided information regarding some concerns within the community which included hotel accommodations and venues. R09-010 It was moved and seconded That Maple Ridge and Pitt Meadows Parks and Leisure Services respectfully decline the opportunity to bid to host the 2015 Canada Winter Games CARRIED 4.4 Outdoor Pools Condition and Soil Assessment Michael Millward advised that facilities staff had previously presented a report which identified that there had been significant amounts of water egress from the Harris Road Park Pool and the Hammond Stadium Park Pool. In April 2008, staff was instructed by the Commission to investigate the impact of this water loss for any potential adverse impacts to the surrounding environment and to ensure the integrity of the pool tanks were structurally sound. Mr. Millward reported that he has conducted the soil assessments and there is no evidence of environmental effects to the soil and the structure is sound. He further advised that there are cracks in the pipes around the entire perimeter of the pool and some leaking through the tanks, however, the pools are safe to operate and the environment is safe. Mr. Millward suggested that the operation continue as usual, that the area be monitored and, if there is an increase in water loss, further options be provided. It was determined that the Harris Road Pool was built in 1949 and discussion took place regarding the cost of replacing outdoor pools. R09-011 It was moved and seconded That both outdoor pools continue to be used for the foreseeable future on the understanding that staff will continue to monitor water consumption at these sites, and make further recommendations at a later date if there is a significant increase in water loss. CARRIED 4.5 Festival Support Recommendations Shelly Jorde advised that many applications were received and reviewed by the Festival sub- committee on January 19, 2009. Commissioner Ian Brown advised that $62,000 for festival support was requested and gave an overview of the 2009 Festival Support Review. It was noted that the overall level and detail in the applications is better than the previous year. Discussion took place regarding funding the events based on numbers and whether that has been considered. Further discussion took place regarding the events growing in size and having the Page 4 of 7 ) Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Meeting Minutes -Thursday, February 12, 2009 excess funds allocated to other events so that successful events can be self-sustainable. The importance of offering new events was discussed. Ms. Jorde provided information on the Building Community Solutions program which funds neighbourhood events with grants of $100.00. R09-012 It was moved and seconded That staff are to examine the policy and investigate the need to increase the amount of the available funding to address inflation and ability to increase the number of festivals funded R09-013 It was moved and seconded That the festival support allocations for 2009 be approved as noted in the summary developed by the Parks and Leisure Services Commission Festival Support sub- committee, attached to the 2009-02-03 report on this subject. 5. Discussion Items 5.1 Master Plan -Strategic Directions Workshop CARRIED CARRIED Mike Murray suggested holding a workshop to provide direction to the consultant to commence putting the Plan together. It was agreed, by consensus, that the regular meeting would not take place but that the meeting would be dedicated entirely to the discussions. The workshop will be held on Thursday, March 12th, 2009 from 6:00 p.m. until 9:00 p.m. and invitations will be extended to the other Councillors and staff. Mr. Murray advised that the steering committee would be meeting in the coming week whereupon they would discuss the format of the workshop. 5.2 Email from Mr. David Levers, Re: Joint Commission Meeting Mr. Murray advised of a discussion with Mr. David Leavers, Director of Recreation, Culture and Parks of the Township of Langley, of having a joint meeting given the opportunities that will be given when the Golden Ears Bridge opens. Councillor Doug Bing advised that a street party is being planned for the opening of the bridge. Mr. Murray advised that Gary Manson has been engaged with Pitt Meadows and Langley to organize such events, and is attempting to organize a 10 km run. Translink will be contacted to ensure that any events planned are best for the communities. Page 5 of 7 Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Meeting Minutes -Thursday, February 12, 2009 5.3 BCRPA Symposium, Whistler, BC 2009 Mr. Murray gave an overview of the BCRPA Symposium Conference being held in Whistler on May 27 through May 29, 2009, and advised that in the past the conference has been very informative. He sought the names of any Commission member who was interested in attending. ACTION ITEM: Any Commission member wishing to attend the BCRPA Symposium Conference in Whistler on May 27 -29, 2009 to advise Mike Murray by Friday, February 2Qth, 6. Information Items 6.1 Letter from Ministry of Healthy Living and Sport; Re 2015 Canada Winter Games 6.2 Port Coquitlam Report to Council Briefing; Re 2009 Bear Season 6.3 Recreation Excellence Rambler Newsletter R09-014 It was moved and seconded That the information items be received 7. Commission Liaison Reports CARRIED Councillor Speirs advised of the Friendly Outdoor Recreation Open House which took place in the Economic Development Department on Monday, February 9th. Councillor Speirs advised of an on line survey which is available at www.mapleridge.ca, under Economic Development, "What's New" and is also available in the Economic Development Office. 8. Staff Liaison Reports Kelly Swift Kelly Swift advised that the Spring Arts & Recreation Guide was recently distributed and advised of some limited misprints. Ms. Swift advised of the Sports Council Workshop coordinated by Donna Bernard and Pauline Vandermoor and indicated that there are strong ties in some areas but that it is not broad enough. She further advised that almost 50 people attended the workshop. David Boag David Boag advised of Glen Minaker, the new parks superintendant who recently commenced the position. Page 6 of 7 Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Meeting Minutes -Thursday, February 12, 2009 Mr. Boag advised that he attended a sport's field application meeting where discussions took place on how to finish off the soccer season. Mr. Boag advised that there is a lot of flexibility being sought due to the weather experienced this winter. Mr. Boag further advised that he attended the BC Soccer meeting where discussion took place regarding moving U-6 to U-10 from winter soccer to summer soccer. Mr. Boag advised that there is no such maintenance on the fields at that time and the stakeholders who take care of the fields have not been contacted. There would be an overlap of numerous sport activities if soccer was to be moved to the summer. Mr. Boag reported that there has not been, as of yet, a time change on the lights at Samuel Robertson Technical School (SRT). Mike Murray Mr. Murray reminded the Commission of the Canadian Tenors show at The Act on Saturday, February 14th and that presentations to the retiring Commission members will take place in the boardroom. Mr. Murray advised that Ms. Angie Rowell has been appointed to the Commission however, due to prior commitments, was unable to attend the meeting this evening. Mr. Murray indicated that there has been concern regarding the distribution of sports between Pitt Meadows and Maple Ridge for the Disability Games. Mr. Murray advised that the sports are connected to certain venues and provided examples of such: golf, Pitt Meadows; lawn bowling and bowling, Maple Ridge. Mr. Murray reiterated the challenge of moving individuals in wheelchairs and ) they are attempting to achieve a reasonable balance between the two communities. Discussion took place regarding the Torch Run starting in Pitt Meadows on April 17th which is 100 days prior to the Disability Games. The Disability Games are being hosted by both communities. 9. Question Period 10. Motion to Move into Closed Session R09-015 It was moved and seconded That the Parks and Leisure Services Commission move into a Closed Meeting pursuant to s. 242 (e) the acquisition. disposition or expropriation of land or improvements, if the Council considers that disclosure might reasonably be expected to harm the interests of the municipality; (h) litigation or potential litigation affecting the municipality; CARRIED Adjourned -8:22 p.m. 3::? c:= Chairperson /Im Page 7 of 7