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HomeMy WebLinkAboutPLSC 2005-12-08 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, Maple Ridge Municipal Hall, 11995 Haney Place, Maple Ridge, British Columbia, on Thursday, December 8, 2005 at 7:00 pm. COMMISSIONERS PRESENT Commissioner Judy Dueck, Chair Commissioner Gordon Robson Commissioner Ernie Daykin Commissioner Debra Eisel Commissioner Deb Walters Commissioner Janis Elkerton District of Maple Ridge, Councillor District of Maple Ridge, Mayor District of Maple Ridge, Councillor District of Pitt Meadows, Councillor District of Pitt Meadows, Councillor District of Pitt Meadows, Alternate Councillor COMMISSION MEMBERS AT LARGE PRESENT Commissioner Gerry Trerise Commissioner Jo Anne ten Brink Commissioner Ian Brown Commissioner Bunny Horne STAFF MEMBERS PRESENT Mike Murray David Boag Don Cramb Kelly Swift Darlene Slevin Cheryl Brewster DELEGATIONS Sharon Bertsch 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 West Area Manager Manager of Marketing and Customer Service Booking Supervisor, Leisure Centre Committee Clerk President, Ridge Meadows Arts Council Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Minutes Page 1 of Maple Ridge and Pitt Meadows Parks & Lei sure Services Commission Regular Meeting Minutes December 8, 2005 REGRETS Commissioner Don MacLean Commissioner Cheryl Ashlie Commissioner Dave Rempel Commissioner Kathie Ward Commissioner Gwen O'Connell Commissioner Keith Nightingale Commissioner Kathy Reinheimer District of Pitt Meadows, Mayor School District No. 42, Trustee Chair School District No. 42, Trustee School District No. 42, Trustee District of Pitt Meadows, Councillor Member at Large, Pitt Meadows Member at Large, Maple Ridge There being a quorum present, the Chair called the meeting to order at 7:04 pm. 1. Adoption of the Agenda MOVED BY: Commissioner Janis Elkerton SECONDED BY: Commissioner Ernie Daykin That the Agenda for December 8, 2005 be adopted as circulated. CARRJED 2. Minutes of the Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Meeting MOVED BY Commissioner Debra Eisel SECONDED BY Commissioner Gordon Robson That the Minutes of the Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Meetings of September 8, 2005 be adopted as circulated. MOVED BY Commissioner Debra Eisel SECONDED BY Commissioner Gordon Robson CARRJED That the Minutes of the Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Meetings of October 13, 2005 be adopted as circulated. CARRJED 3. Delegations or Presentations 3.1 Ridge Meadows Arts Council, Sharon Bertsch, President Ms. Bertsch overviewed the past, present and future, outlining the Ridge Meadows Arts Council plans to make The ACT the hub of the community, a vibrant centre to meet, with Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Minutes Page 2 of Maple Ridge and Pitt Meadows Parks & Leisure Services Commiss ion Regular Meeting Minutes December 8, 2005 a new cafe in the foyer, more great artists coming in, and increased participation from community groups. Commissioner Jo Anne ten Brink asked about school participation -how can activities at The ACT be made a part of the curriculum within the School District? Sharon Bertsch - depends on the individual schools and their funding for field trips. Mike Murray advised the Arts Council approached the School District when the facility opened about establishing an ongoing contract which would permit individual school use of the facilities. At this point the School Board have not been able to provide the required funding. (It was suggested that $40,000 to $50,000 per year would be appropriate). A public arts policy is under construction and should be coming forward in March 2006. Commissioner Gordon Robson -are public art policies in Maple Ridge and Pitt Meadows the same? Mike Murray -the two communities have dealt with them separately. One of the issues is separate funding. Commissioner Gordon Robson -the cafe mentioned in your presentation -are you running it yourself'? Sharon Bertsch -yes, it will be manned by staff and volunteers as well. It is intended to provide service for visitors to the building and others. For example, dance programs need to have accessibility for food on site but prepared food will be brought in for purchase, not made by staff. Commissioner Judy Dueck -what about parking being closed during events -was a real problem in the beginning. Sharon Bertsch: we now make arrangements in advance with security firm -haven't heard of any incidents within the last year. The Chair thanked Ms. Bertsch for her presentation. 4. Decision Items 4.1 Christmas Haven MOVED BY: Commissioner Debra Eisel SECONDED BY: Commissioner Jo Anne ten Brink That the General Manager: Community Development, Parks and Recreation be authorized to provide free access and use of the Greg Moore Youth Centre for the purposes of the Christmas Haven event to the Christmas Haven and Ridge Meadows Community Festival Societies. And that this be done at his discretion noting that such approval would be subject to the sponsoring Society assuming full responsibility for security and liability. CARRIED This is an annual, no cost event. Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Minutes Page 3 of Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regul ar Meeting Minutes December 8, 2005 4.2 Leisure Centre Rates Mike Murray: Rates were adjusted 2 years ago and will be reviewed again next year. Rates are mid point among the facilities surveyed. The Leisure Centre brochure is now one annual magazine currently in production. Kelly Swift advised a change could be made to the magazine if the Commission made an adjustment. Commissioner Jo Anne ten Brink -what is the economic impact of the loonie/twonie swim. Mike Murray -a very busy day that offers cheaper access to families on a Sunday. It has had some financial impact although the specific amount is difficult to tell. Obviously attendance is higher than it would otherwise be. Commissioner Debra Eisel -smaller more frequent increases are easier, .05 across the board -just a small amount would make a difference. Commissioner Ernie Daykin -agree with same idea Mike Murray -could look at an increase in each of the rates that is in proportion, roughly 5% in each area; that would make easy resolution and would apply only to admission rates, with the loonie/townie swim being exempt. We wouldn't see that full mcrease during 2006 because of current memberships and timing for implementation. MOVED BY: Commissioner Debra Eisel SECONDED BY: Commissioner Gordon Robson That there be no increase in the Leisure Centre Admission Fees for 2006. MOVED BY: Commissioner Debra Eisel SECONDED BY: Commissioner Gordon Robson DEFEATED That there be a 5% increase in all Pitt Meadows Family Recreation Centre and Leisure Centre Admission Fees for 2006, except for low-cost opportunities. CARRIED Commissioners Bunny Horne and Jo Anne ten Brink were opposed. 4.3 Fees and Charges Rates for September I, 2006 Staff confirmed that increases included all facility rental rates but not fields or pools; just meeting rooms, gyms, multi-purpose rooms, etc. Compared to market rates and surveys, our rates were low. Arena rates have increased by 2% and average of 5% for room rentals to bring us back in line. A letter will be sent to all current facility users letting them know and will also be forwarded to council. The increase is minimal and won't kick in until September 1, 2005, bringing approximately $2,000 in 2006 and $4,500 in Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Minutes Page 4 of Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Meeting Minutes December 8, 2005 2007. The policy itself is strong but the wording may need some updating in the next review. Commissioner Jo Anne ten Brink -on those rentals less than $5 on page 26 ... is that a one-time fee applied and billed for one hour? Mike Murray -not really available for rental very often -$5 low, costs more to invoice for that amount -staff can be directed to bill a minimum. MOVED BY: Commissioner Ernie Daykin SECONDED BY: Commissioner Jo Anne ten Brink That a recommendation be forwarded to Maple Ridge and Pitt Meadows Councils that their Fees and Charges By-Laws be amended to reflect rates in the 2005-10-25 Report on this subject. MOVED BY: Commissioner Jo Anne ten Brink SECONDED BY: Commissioner Gordon Robson CARRIED That staff be directed to apply a minimum billing amount of $20 for "one-off'' facility room rentals. CARRIED 4.4 Facility Rental Fee Waiver-Pitt Meadows Heritage Hall and Hammond Community Centre Commissioner Gordon Robson -this is a slippery slope. He would rather they found a sponsor for the hall, otherwise how do you say no to the next one? Mike Murray -there was a debate on this subject previously, the Cops for Cancer event was granted free use and in considering the subject staff advised the Commission a policy would be required to ensure consistency. Once the fee waiver was granted staff were instructed to come back with a policy. Commissioner Jo Anne ten Brink -She is not sure if this is part of the Commission's mandate; it seems like an outside sponsor of an event is more suitable. Every dance or sport group is worthwhile but she doesn't believe this is part of the Commission's mandate. Commissioner Janis Elkerton -Suggested the Commission should keep m mind that these groups also come to council for grants on individual merit. MOVED BY: Commissioner Gordon Robson SECONDED BY: Commissioner Janis Elkerton Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Minutes Page 5 of Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Meeting Minutes December 8, 2005 That the policy on Rental Fee Waivers for use of the Pitt Meadows Heritage Hall and the Hammond Community Centre by local non profit groups using the facilities to raise money for youth oriented facilities and/or programs be adopted. DEFEATED 4.5 Brickwood Park Play Equipment Staff reported that while there had been some resistance to the two earlier locations, complaints had not been received in regards to the third option now being proposed. MOVED BY: Commissioner Ernie Daykin SECONDED BY: Commissioner Debra Eisel That the Commission directs Staff to install replacement play equipment within the area containing the existing horseshoe pitch. CARRIED 4. 6 Maple Ridge Secondary School Lacrosse Box An open house has been held and a report shows contributions by the Lacrosse Club of $35,000 and $50,000 by Meadowridge Rotary. Commissioner Jo Anne ten Brink -Asked if lights on motion detectors can be installed so that people are made aware there are people in the area. Mike Murray -we can look at it as an add-on project at a later date -there is a caretaker on site and they can lock the box off at night. This recommendation goes to both council and the school district. We really need to get on with this to get ready for next year. The lacrosse box can also be used for other sports such as ball hockey. Commissioner Gordon Robson-Suggested conduit can be installed now for future use. MOVED BY: Commissioner Janis Elkerton SECONDED BY: Commissioner Gordon Robson That the Commission recommend to School District No. 42 and Maple Ridge Council, that the design and preparation of tender documents for the construction of a lacrosse box at Maple Ridge Secondary School, proceed as described in this report. CARRIED 4. 7 Ridge Meadows Senior's Society Fee for Service Agreement Staff reported that the incorporation of a more detailed Schedule B in the Fee for service agreement allows use of both Pitt Meadows and Maple Ridge facilities to be renewed at the same time. This group is doing great work to ensure lots of services for seniors are available at a reasonable cost. Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Minutes Page 6 of Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Meeting Minutes December 8, 2005 MOVED BY: Commissioner Janis Elkerton SECONDED BY: Commissioner Gordon Robson a) That the Chair and General Manager: Community Development, Parks and Recreation Services be authorized to execute the Ridge Meadows Seniors Society Fee for Service Agreement attached to the 2005 11 30 report on this subject. And further; b) That a recommendation be forwarded to Maple Ridge Council that the Mayor and Municipal Clerk be authorized to execute the Ridge Meadows Seniors Society Lease Agreement attached to the 2005 11 30 report on this subject. 4. 8 2006 Meeting Schedule] 02 MOVED BY: Commissioner Debra Eisel SECONDED BY: Commissioner Janis Elkerton That the 2006 Meeting Schedule be adopted subject to further amendments. 5. Information Items CARRIED CARRIED 5.1 Letter from Mr. and Mrs. Vancek re Pitt Meadows Athletic Park Development (and District of Pitt Meadows response) 5.2 Real Estate Board of Greater Vancouver 5. 3 Third Quarter Statistical Reports MOVED BY: Commissioner Janis Elkerton SECONDED BY: Commissioner Jo Anne ten Brink That the above information items be received. 6. Commission Liaison Reports CARRIED The commission thanked Bunny Horne for her contribution to the commission and noted her years of dedication to the commission were significant, bringing lots of excitement, humour and points of view. 7. Staff Liaison Reports 7.1 David Boag met earlier this week with club presidents from the field user groups to discuss the Baseball Association's proposal to develop the old Hammond Stadium field back into a stadium. A project like that would take a soccer field out of service. The association was Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Minutes Page 7 of Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Meeting Minutes December 8, 2005 asked to go to the other field user groups before coming to the commission; initial response is that everyone is trying to help make it work and will now go back to their individual executives. Minor Baseball will be asked to report on their meetings with these other users at the Commission's February meeting. Commissioner Gordon Robson -Maple Ridge may be inputting money into sports, but we have to await council decision. Commissioner Deb Walters -the idea of forming a group for field sport use is a good one; everyone feels their sport is the most important. David Boag -will get copies of terms ofreference from other communities. Commissioner Debra Eisel -how do you not get one sport taking over the organization; there needs to equal representation from each sport. 7.2 Mike Murray -we have started with the North Cottonwood Park Development. The final open house is scheduled for Dec. 14, 2005. Once the committee reaches consensus, it will bring forward a final plan for approval. Boundary Park construction is also is underway with site grading in progress. Involvement from an archaeologist and the Katzie First Nation is a requirement since it is a registered archaeological site. 7.3 Shelly Jorde -we've let everyone know that the festival grant applications are being received -ads in the paper have been placed and previous applicants have been emailed. People like using the template that has been designed. The Recreation department has gone to an annual magazine supplemented by four seasonal supplements. The winter brochure is being delivered today. 8. Question Period -nil 9. Motion to Move into Closed Session MOVED BY: Commissioner Janis Elkerton SECONDED BY: Commissioner Debra Eisel That the meeting be closed to the public pursuant to Sections 242.2(1)(e) of the Local Government Act as the subject matter being considered relates to 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. CARRIED The Regular Meeting adjourned at * pm. ~/aOw.J: uirsonl le Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Minutes Page 8 of