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HomeMy WebLinkAboutCHC 2012-10-02 Minutes.pdf) MAPLE RIDGE COiYliYIUNITY HERITAGE COiYllVI:ISSION The Minutes of the Regular Meeting of the Community Heritage Commission, held in the Blaney Room, at Maple Ridge Municipal Hall, 11995 Haney Place Road, Maple Ridge, British Columbia, on Tuesday, October 2, 2012 at 7:00 p.m. COMMISSION MEMBERS PRESENT Craig Speirs, Chair Brenda Smith, Vice-Chair Councillor Bob Masse Cyndy Johnson-McCormick Councillor Mike Morden Michael Cook Wayne Beck STAFF PRESENT Lisa Zosiak Tracy Camire REGRETS Voislav Cubaleski Faye Isaac 1. Call to order 6:33 p.m. 2. Adoption of the Agenda Community at Large Maple Ridge Historical Society Council Liaison (Alternate) Community at Large Council Liaison Community at Large Community at Large Staff Liaison, Planning Depa rtment Committee Clerk Community at Large Maple Ridge Historical Society R12-021 It was moved and seconded 3. R12-022 That the Agenda for October 2, 2012 be adopted with the following additions; • Add Item 5.0 Commission member update • Add Item 5.6 Upcoming events Minutes of September 4, 2012 Regular Meeting be adopted. It was moved and seconded CARRIED That the Minutes of the Regular Meeting of September 4, 2012 be adopted with the following amendment; Community Heritage Commission Regular rvreeting Page 1 of 4 Community Heritage Commission Regular Meeting Minutes -Tuesday, October 2, 2012 -Regular • It was noted that Wayne Beck was in attendance at the September 4, 2012 meeting. CARRIED 4. Delegations -Nil 5. New & Unfinished Business R12-023 R12-024 Amendment 5.1 Staff Liaison Workplan Craig Speirs advised the due to a heavy work/project load in the Planning Department, the commission won't be able to rely on staff as much as they have in the past and anything that is added to the CHC work plan would need to be completed by the Commission members. Mr. Speirs noted that commission members will have to assist in the organization and nomination process of the 2013 Heritage Awards. 5.2 Context Study -Final Draft Craig Speirs noted that what we have in front of us is Draft #5 of the Context Study, which was received by the consultant in December 2011, and he would like to see the Commission accept this as the final draft of the study. Mr. Speirs noted that the remaining $4,500 left over in the budget will be used towards completing the Strategic Plan. It was moved by Brenda Smith and seconded by Michael Cook That the Context Study project be terminated due to the Commission's dissatisfaction and Draft 5 be accepted as the final draft. And that the remaining funds of $4,500 be set aside for the Strategic Plan. And that staff inform the consultant of this decision. It was moved by Brenda Smith to amend the motion That the resolution R12-023 be amended to read CARRIED "That the Context Study project be terminated due to the Commission's dissatisfaction and Draft 5 be received as the final draft. And that the remaining funds of $4,500 be set aside for the Strategic Plan. And that staff inform the consultant of this decision." CARRIED Community Heritage Commission Regular Meeting Page 2 of6 Community Heritage Commission Regular Meeting Minutes -Tuesday, October 2, 2012 -Regular 5.3 Heritage Strategic Plan Process 5.3.1 Hiring Consultant Craig Speirs advised that may sole source a consultant for a project of this size and recommends the group hire Don Luxton as a consultant to complete the Heritage Strategic Plan R12-025 It was moved and seconded R12-026 That Don Luxton be hired as the Consultant to complete the Heritage Strategic Plan. CARRIED 5.3.2 Project Budget Craig Speirs advised that a budget of $20,000 be set aside to complete the Strategic Plan. It was moved and seconded That a budget of $20,000 plus taxes (if applicable) be set to complete the Strategic Plan ; CARRIED R12-027 5.3.3 Project Timeline Lisa Zosiak advised that the consultant (Don Luxton) needs to be hired in 2012 to be included in this year's budget. Ms. Zosiak noted that the consultant can then work on the proposal with the public process starting in the new year and a draft being presented to Council in the fall of 2013. Lisa Zosiak advised that the Strategic Plan will map out the work of the Commission for the next 5 years. It was moved and seconded That the timeline be accepted as presented above. CARRIED Please note that Michael Morden and Cyndy Johnson-McCormick joined the meeting at 6:58 p.m. Councillor Morden expressed his concern for the resolution that was passed regarding accepting Draft #5 of the Context Study and would li ke to ensure that this document not be sent forward to Council. Councillor Morden also Community Heritage Commission Regular Meeting Page 3 of6 Community Heritage Commission Regular Meeting Minutes -Tuesday, October 2, 2012 -Regular expressed concerns on the status of the document in the future and the possibility that it could it end up on the website at a future date. R12-028 Craig Speirs advised the Commission that there will be a disclaimer throughout this document that it was left in the draft form and never completed. Councillor Morden would like to ensure that the document is clearly listed as unacceptable as it still contains incorrect information. 5.4 2013 Business Plan -Draft Craig Speirs reviewed the draft 2013-2017 Business Plan with the Commission. Staff provided more information on the Digitization Project and it was noted that the sub-committee (Brenda Smith, Craig Speirs, Val Patenaude, Val Billesberger) will meet to refresh this project. The Commission discussed making another presentation to Council in November. Staff also noted that the final 2013-2017 Business Plan is due October 17, 2012 The Commission made the following suggestions: • Review the Digitization Project on the Business Plan • Add May's Heritage Inventory Field Trip to accomplishments • Add Meetings with Historical Society • Review where "Newsletters" should go on the Business Plan It was moved and seconded That the revised 2013-2017 Business Plan be accepted. CARRIED 5.5 Museum 5.5.1 Sept 25th Workshop Wayne Beck provided a review of the September 25th Maple Ridge Historical Society meeting regarding the museum project. Mr. Beck noted that the focus was a discussion on what heritage means to everyone and what the "next steps" would be in running with the Museum project and it was determined that the next step is to "find a champion" for the museum project. Brenda Smith concurred with Mr. Beck's review and added that there wasn't a lot of talk about the archival process. Wayne Beck also noted that there is an article in the Times about the museum as well as a survey asking if a museum is needed. The Chair asked the Commission members to think about what a champion would look like to them and who that might be. Community Heritage Commission Regular Meeting Page 4 of6 Community Heritage Commission Regular Meeting Minutes -Tuesday, October 2, 2012 -Regular Michael Morden advised that whoever is the Chair of the organizing committee has to have a huge stake in the project and you 've got to have at • least ½ of the budget prior to starting. Councillor Morden noted that it was recommended to start with a P3 "Private, Public, Partnership". Craig Spei rs advised that there will be a Closed Meeting after the November 6, 2012 meeting to discuss potential names to be involved in this project. The Chair reviewed the Commission's mandate. 5.5.2 Joint CHC & Historical Society Meeting in December Staff advised that the December 4, 2012 Commission meeting will be joint meeting with the Maple Ridge Historical Society. Mr. Speirs noted that the Historical Society will be invited to come for 7:30 p.m. 5.6 Upcoming events Lisa Zosiak reviewed two upcoming conferences: Heritage BC Annual Conference on October 19th & 20th and the CHC Networking Conference on November 24th. The names of those attending each conference were confirmed and the attendees will report out on the events at a subsequent CHC meeting. _) 6. Sub-Committee Reports \ 0 12-029 6.1 Newsletter Craig Speirs provided an update on the Newsletter and noted that the deadline for submissions is Wednesday, October 3, 2012. Cyndy Johnson-McCormick noted that her article is not finished however she has received an article from Sheila Nickols. 6.2 Heritage Awards 2013-Nominations Craig Speirs provided an update on the 2013 Heritage Awards. 6.2.1 Nominations Lisa Zosiak advised that the deadline for nominations is October 17, 2012 and noted that she has received two phone calls regarding nominations but no nominations to date. 6.2.2 Coordinator Craig Speirs advised that due to staff restraints there is a need to hire a coordinator for the Heritage Awards and the name that was put forward is Leanne Koehn. It was suggested that Staff approach Ms. Koehn to coordinate the Heritage Awards events from start to finish (not including the selection of winners). It was moved and seconded Co mmunity Heritage Commission Regular Meeting Page 5 of6 Community Heritage Commission Regular Meeting Minutes -Tuesday, October 2, 2012 -Regular 7. 8. 9. /tc That Staff approach Leanne Koehn to coordinate the 2013 Heritage Awards. CARRIED 6.3 Heritage Plaque Program Lisa Zosiak provided an update on the Heritage Plaque Program noting that the sub- committee (Cyndy Johnson-McCormick, Faye Isaac, Lisa Zosiak, Michael Cook and Craig Speirs) will meet the week of October 22, 2012 Ms. Johnson-McCormick also noted that she is completing an inventory of the current plaques. 6.4 Maple Ridge Historical Society update Brenda Smith noted that this Item was covered under Item 5.5.1 Brenda Smith noted that she was given a copy of Lisa Cobb's thesis and also reviewed the latest issue of BC History with the Commission. 6.5 Council Liaison Update Councillor Morden noted that it is his personal opinion that the consultant who worked on the Context Study be terminated for failing to deliver a document satisfactory to the Community Heritage Commission. Councillor Morden also noted that her failure to accept and heed continuing advice from the Commission was disappointing and disrespectful. Councillor Morden further noted that this is an inaccurate document and should be used for nothing more than entertaining purposes. Correspondence -Nil Next Meeting: Tuesday, November 6, 2012 Agenda deadline: Monday, October 22, 2012 Meeting Room: Blaney Room Adjournment -8:11 p.m. Community Heritage Commission Regular Meeting Page 6 of6