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HomeMy WebLinkAboutPLSC 2011-04-14 Minutes.pdf Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Minutes Page 1 of 6 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 Municipal Hall, 12007 Harris Road, Pitt Meadows, British Columbia, on Thursday, April 14, 2011 at 7:00 p.m. COMMISSIONERS PRESENT Commissioner Ian Brown, Chair Member at Large, Maple Ridge Commissioner Ernie Daykin District of Maple Ridge, Mayor Commissioner Michael Morden District of Maple Ridge, Councillor Commissioner Don MacLean City of Pitt Meadows, Mayor Commissioner Doug Bing City of Pitt Meadows, Councillor Commissioner Gwen O’Connell City of Pitt Meadows, Councillor Commissioner Dave Rempel School District No. 42, Trustee (Alternate) Commissioner Christine Smith Member at Large, Pitt Meadows Commissioner Bonny Klovance Member at Large, Maple Ridge Commissioner Tyler Shymkiw Member at large, Maple Ridge Commissioner Terri Smith Member at Large, Pitt Meadows GUESTS Mr. Clayton Maitland School District No. 42 Ms. Kjaer Pedersen Artist-in-Residence Mr. Christian Cowley Executive Director, CEED Centre STAFF MEMBERS PRESENT Kelly Swift General Manager, Community Development, Parks & Recreation David Boag Director of Parks & Facilities Wendy McCormick Director of Recreation Shelley Jorde Recreation Manager, Community Connections Diane Chamberlain Recreation Administrative Coordinator Ingrid Kraus Executive Assistant COMMISSIONERS ABSENT Commissioner Craig Speirs District of Maple Ridge, Councillor Commissioner Ken Clarkson School District No. 42, Chair Commissioner Mike Huber School District No. 42, Trustee Commissioner Eleanor Palis School District No. 42, Trustee Commissioner Mandeep Bhuller Member at Large, Maple Ridge There being a quorum present, the Chair called the meeting to order at 7:06 p.m. 1. Adoption of the Agenda The following changes were made: Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Meeting Minutes - Thursday, April 14, 2011 DRAFT Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Minutes Page 2 of 6 • 5(a) Discussion Item - Corporate Request for Park Rentals • 5(b) Information Items - renumber • Information Item 5.3 - Delete R11-027 It was moved and seconded That the Agenda for April 14, 2011 be adopted as amended. CARRIED 2. Minutes of the Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Meeting R11-028 It was moved and seconded That the Minutes of the Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Meeting of March 10, 2011 be adopted as circulated. CARRIED 3. Delegations 3.1 Mr. Clayton Maitland, Vice-Principal, Maple Ridge Environmental School Project Mr. Maitland was introduced by Ms. Swift and provided an informative overview of the Environmental School Project. This program is learning hands-on, in place and ecologically with the support of several partners and collaborators in the community; all learning takes place outside of classrooms and in some cases will be located in parks. There are currently 60 students in the class and additional information is available on their website https://schools.sd42.ca/es. Mr. Maitland addressed questions and was thanked for his presentation. Please note that Mr. Maitland left the meeting at 7:15 pm 3.2 Ms. Kjaer Pederson, Artist in Residence, Accomplishments & Plans Ms. Jorde introduced Ms. Kjaer Pederson, who is a Clay Artist and also owns her own studio, KO Designs. Ms. Pederson provided an overview of her current projects which include work with the MRPM Arts Council programs, Haney Farmers Market and various festivals. The Leisure Centre Clay Mural project is being completed with the participation of Samuel Robertson students and will be installed in the next few months. Future projects will include the Empty Bowl Fundraising Event with Community Kitchens and a Swap-O-rama-rama, both to hopefully become annual events. Ms. Pederson was thanked for her presentation. Please note that Mayor Ernie Daykin arrived at 7:24 pm and Ms. Pederson left the meeting at 7:25 pm 3.3 Mr. Christian Cowley, Executive Director, CEED Centre – Community Gardens Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Meeting Minutes - Thursday, April 14, 2011 DRAFT Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Minutes Page 3 of 6 Mr. Cowley was introduced by Ms. Swift and a copy of his proposal for Management of Urban Agriculture Assets in Maple Ridge and Pitt Meadows was distributed. The CEED Centre Society proposes a fee for service agreement to fulfill the goal of increasing access to urban agriculture as set out the in the Parks, Recreation and Culture Master Plan for Maple Ridge and Pitt Meadows. Mr. Cowley then used a PowerPoint presentation to highlight the contents of the proposal and answered questions. Mr. Cowley was thanked for his presentation. Please note that Mr. Cowley left the meeting at 7:40 pm 4. Decision Items 4.1 Facility Allocation Policy Ms. Diane Chamberlain reviewed the staff report dated 2011-04-14 titled “Facility Allocation Policy” with the Commission. Facility use is approaching the saturation point for the space available; therefore it is important to develop a policy that will allow for the fair allocation to regular users. There are booking policies for specific service provision areas which include ice and fields but there is not an overriding policy which states the intention of the booking practices for all facilities. R11-029 It was moved and seconded That Commission Adopt the Facility Allocation Policy – Regular Use, P105. CARRIED 4.2 Field Allocation Rate Review Mr. David Boag reviewed the staff report dated 2011-04-14 titled “Field Allocation Rate Review” with the Commission. He noted that Recommendation Item (A) may be inconsistent with the amount quoted in the Pitt Meadows Report to Council. The Sport Field User Association has provided considerable assistance to staff in determining what would be considered by the sport community, to be a fair method of applying fees and charges at a level that recognizes the costs involved to maintain fields, and also to help ensure affordable access to sport for everyone in our community. A discussion followed. That the following fees and charges for the 2011-2012 season, as recommended by the Sport Field User Association, be adopted and forwarded to Maple Ridge and Pitt Meadows Councils for final consideration and approval. A. That adult regular fees be increased from $11.55 to $12.70 per hour, for all games played on regular or Synthetic turf fields. B. That adult regular fees for games on “B” class fields be increased from $6.05 to $6.65 per hour. R11-030 It was moved and seconded Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Meeting Minutes - Thursday, April 14, 2011 DRAFT Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Minutes Page 4 of 6 C. That all spring /summer outdoor sport users shall pay $15.00 per person, per year into the Synthetic carpet replacement/minor capital fund. D. That all fall/winter sport users shall pay $30.00 per person, per year into the Synthetic carpet replacement/minor capital fund. E. That a minor capital fund be established for sport field improvements, utilizing the annual per player fees that are in excess of $142,000 required for the synthetic carpet replacement (x3). F. That projects funded by the minor capital fund be prioritized by the Maple Ridge/Pitt Meadows Sport Field User Association (estimated at $40,000 per year) to fund minor projects identified by their member clubs and associations. CARRIED Please note that Ms. Chamberlain left the meeting at 8:10 pm 4.3 Proposed Addendum to Pitt Meadows Senior Secondary (PMSS) Operating Agreement Mr. David Boag reviewed the staff report dated 2011-04-14 titled “Proposed Addendum to Pitt Meadows Senior Secondary (PMSS) Operating Agreement” with the Commission. R11-031 It was moved and seconded That the addendum to the PMSS Operating Agreement attached to this report be adopted and forwarded to Pitt Meadows Council, recommending that the Corporate Officer be authorized to sign this addendum to permit Friday Night Football at the Pitt Meadows Community Sport Field. CARRIED 5(a) Discussion Item: 5 (a) 1 - Corporate Request – Mr. David Boag brought forward a request from a local business to hold a customer appreciation event which would include a movie night with a concession in Memorial Park. Following a review of the bylaws, staff felt that it was a commercial event and the request was declined. A discussion followed. 5(b) Information Items 5(b) - 1 Cultural Mapping – Ms. Shelley Jorde provided the background to the report circulated for information. 5(b) - 2 Parks & Leisure Services Satisfaction Survey 2011 – Ms. Wendy McCormick spoke to the report providing the background for this survey which is conducted every three years. 5(b) - 4 Youth Week Poster – May 1-7, 2011 – A copy of the poster outlining the events taking place was distributed to the Commission for information. Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Meeting Minutes - Thursday, April 14, 2011 DRAFT Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Minutes Page 5 of 6 5(b) - 5 Youth Centre Sport Court Opening – will be held on Tuesday, May 3 from 6:00-8:00 pm (adjacent to PM Youth Lounge) and is listed in the Youth Week poster. They will also be running a naming contest at the event. 5(b) - 6 Free Family Swim Flyer – Free family swims are being offered the last Saturday of each month between 2:00-3:30 pm effective March-December 2011. Activities include pool games and on-deck (face painting) activities. The free swims are being sponsored by Westminster Savings and Credit Union. R11-032 It was moved and seconded That the above items be received. CARRIED 5. Commission Liaison Reports Councillor O’Connell – has received a telephone inquiry about the signage missing on the field at Edith McDermott. Following a discussion Trustee Dave Rempel will follow up with the School District as the party responsible for signage at this site. Trustee Dave Rempel – reported that the School Board has approved the extension of Spring Break to two weeks from one week. The question was raised as to how this impacts the Recreation department and programs. Ms. Kelly Swift said that staff have reviewed and confirmed we could accommodate this change in their budget. There was a discussion on the members of Council benefiting from more information during the process when decisions impact municipal/recreation services and budgets. Trustee Dave Rempel - confirmed that all Professional Days will be on the same day for all schools which should also help with the planning for recreation programs. 6. Staff Liaison Reports - None 7. Question Period Commissioner Christine Smith asked about the parking situation on the road by South Bonson as it is very congested and could be a hazard for pedestrians/children playing? Mr. Boag indicated that overflow expansion to the parking is in the five year capital plan and likely two years away. Some of the parking problems are due to the arena renovations and equipment taking up part of that parking space at the moment. Mayor MacLean – has received several emails regarding requests to build an outdoor lacrosse box in Pitt Meadows. Staff confirmed that there is a two week window when there are overlaps at the start of the season and until the ice comes out of the arenas. An analysis will be needed before a third box is constructed but is not warranted at this time. Councillor O’Connell – Council received several complaints as a result of the roof leaking in the Pitt Meadows Arena (PMA) Gold Rink. Staff have made arrangements to move the games to Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Meeting Minutes - Thursday, April 14, 2011 DRAFT Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Minutes Page 6 of 6 Mission until the roof is repaired. A number of concerns were raised around the communication delays, arrangements that were made and how additional costs incurred would be handled. It was also identified that some of the incorrect information came from the construction firm and staff will follow up with them in terms of the protocol around communicating with the public. Councillor O’Connell will forward all communication she has received on this subject to Ms. Swift. Commissioner Terri Smith – asked whether any more consideration had been given to having signage posted and volunteers/champions at each Off-Leash Park. Mr. Boag confirmed that rules have now been posted at the off leash parks. Staff are also planning and coordinating tree planting opportunities at three different events. The Arbor Day event at Volker Park will encourage and include use of the dog off leash area. Please note that Mayor Don MacLean and Mr. Tyler Shymkiw left the meeting at 8:45 p.m. 8. Adjourned R11-033 It was moved and seconded That the regular meeting of the Parks and Leisure Services Commission be adjourned. CARRIED The regular meeting adjourned at 8:50 pm _________________________________ Chairperson /ik