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HomeMy WebLinkAboutPLSC 2006-09-14 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 at Pitt Meadows Municipal Hall, 11995 Haney Place, Maple Ridge, British Columbia, on Thursday, September 14, 2006 at 7:00 pm. COMMISSIONERS PRESENT Commissioner Cheryl Ashlie, Chair Commissioner Gordy Robson Commissioner Judy Dueck Commissioner Ernie Daykin Commissioner Deb Walters Commissioner Dave Rempel Commissioner Kathie Ward Commissioner Don MacLean Commissioner Debra Eisel School District No. 42, Trustee Chair District of Maple Ridge, Mayor District of Maple Ridge, Councillor District of Maple Ridge, Councillor District of Pitt Meadows, Councillor School District No. 42, Trustee School District No. 42, Trustee District of Pitt Meadows, Mayor District of Pitt Meadows, Councillor COMMISSION MEMBERS AT LARGE PRESENT Commissioner Jo Anne ten Brink Commissioner Ron Wright Commissioner Christine Smith Commissioner Ian Brown Commissioner Geordie Craig REGRETS/ABSENT Commissioner Maureen Pelton Member at Large, Maple Ridge Member at Large, Maple Ridge Member at Large, Pitt Meadows Member at Large, Maple Ridge Member at Large, Maple Ridge Member at Large, Pitt Meadows STAFF MEMBERS PRESENT Mike Murray David Boag GM, Community Development, Parks & Recreation Director, Parks and Facilities Shelley Jorde Kelly Swift Amanda Gaunt Recreation Manager, East Area Manager, Marketing and Customer Service Committee Clerk There being a quorum present, the Chair called the meeting to order at 7:05 pm. 1. Adoption of the Agenda R06-52 It was moved and seconded That the Agenda for September 14, 2006 be adopted as circulated. Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Minutes CARRIED Page 1 o/9 Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Meeting Minutes September 14, 2006 2. Minutes of the Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Meeting R06-53 It was moved and seconded That the Minutes of the Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Meetings of July 13, 2006 be adopted as circulated. CARRIED 3. Delegations 3.1 Mr. Mark Kalhani -Ridge Meadows Minor Baseball-MRIP M Outdoors Sports Association A presentation was given outlining Ridge Meadows Minor Baseball Association's preliminary proposal for the construction of a year round baseball only facility at Hammond Park which will have the capacity for 500+ people as well as all the amenities that will go with this type of showcase stadium. The proposed stadium will have cement bleachers and will be built where Hammond Park fields are currently. A stadium of the caliber of the one proposed will put Maple Ridge/Pitt Meadows on par with other communities in the baseball arena. Two options as to the construction of the baseball facility were presented as well as a budget in terms of associated costs. The Ridge Meadows Minor Baseball Association has been in discussion with the Sportsfield Association for quite some time to obtain support since the field is currently being used for both baseball and soccer and would not be available for soccer after the change. The organization (including the soccer groups) is supportive. The baseball organization has the ability to bring monies to the deal. In regard to the Parks and Leisure Services Commission, the Minor Baseball Association is looking for Commission support, the ability to present to the Pitt Meadows and the Maple Ridge Councils, support from both Councils and a commitment for partial funding. Discussion included clarification of budget figures, what type of support would be forthcoming from the private sector and the effect of this proposal on other sportsfield users. A main concern was whether or not soccer groups were aware that this proposed baseball facility would replace two soccer fields (as opposed to just one field). Staff reported that at the next meeting of the Soccer Association it would be clarified that the Baseball Association's request is for both fields to be taken over by the proposed baseball facility and that something in writing would be asked for from that group. (Note: subsequent discussions have confirmed the soccer groups agreed to one soccer field and not two being decommissioned -also cost estimates have been prepared by the Department's landscape architects with the cost being twice the Baseball Association estimate) Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Minutes Page 2 of 9 Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Meeting Minutes September 14, 2006 4. Decision Items 4.1 Plan for Hammond Park R06-54 It was moved and seconded That the proposal of the Ridge Meadows Baseball Association to establish a year round baseball stadium within the Hammond Stadium complex be received and supported in principle subject to obtaining public input on the concept and establishing an appropriate means of funding the capital and operating cost, noting that any Municipal contribution would need to be considered in the long term capital program 4.2 Trans Canada Trail re-route R06-55 It was moved and seconded CARRIED That on the recommendation of the Maple Ridge and Pitt Meadows Parks & Leisure Services Commission the proposed Trans Canada Trail rerouting as described in the report dated September 7, 2006 be endorsed and this recommendation forwarded to Maple Ridge and Pitt Meadows Councils for consideration. CARRIED Mike Murray, General Manager, Community Development, Parks & Recreation, reported that due to the construction of the new Golden Ears Bridge, the Trans Canada Trail would have to be rerouted. Two alternatives for rerouting had been proposed by the Trails Society of BC. The Trans Canada Trail would come to the Golden Ears Crossing and there would be two choices -the route would extend from Albion East and north via Kanaka Creek, the BCIT Woodlot, into the Mission Forest District and on to Abbotsford -or -the trail would run along the greenway and onto the Golden Ears Bridge following the south side of the Fraser. Staff feels there is a plus to the Trans Canada Trail running through the communities and put forward that the District of Mission has already approved the proposed rerouting. Staff recommended that the rerouting of the trail be endorsed and that details will be worked on. 4.3 BC Disability Games Date Change R06-56 It was moved and seconded That a recommendation be forwarded to both Maple Ridge and Pitt Meadows Municipal Councils to approve the change in date to host the BC Disability Games from July 22 -26th based on the change made by the organizing committee. CARRIED Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Minutes Page3 of9 Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Meeting Minutes September 14, 2006 Staff reported that the rescheduling of the BC Disability Games to be hosted in 2009 rather than in 2008 had created an overlap with the BC Theatre Festival. As it was felt that the communities couldn't host both events, a request had been put forward to the BC Disability Games to change their date. 4.4 Memorial Peace Park-Oak Trees R06-57 It was moved and seconded that the above item be received for information only CARRIED Staff reported that due to declining health of two oak trees in Memorial Peace Park, which was resulting in an increased risk of branch failure and potential to injure the public, an assessment of the trees had been done. Three staff arborists and a forth independent arborist recommended the removal of the trees. Maple Ridge Council will be made aware of this assessment prior to any action being taken. Staff reported that new trees would be planted and that they were looking for a mature tree in one location and a less mature tree in the other. Commissioner ten Brink suggested that Sudden Oak be looked for to be certain this disease is not present in either of these trees. 4.5 Haney Neptunes -Fraser Valley Regional Swim Meet 2007 R06-58 It was moved and seconded That the Haney Neptunes Aquatic club request to host the 2007 Regional Swim Meet from August 4 to August 6 be approved conditional upon reducing the number of closures for other swim meets previously hosted by the Club during 2007 to offset the closure required for the Regional Meet. CARRIED Staff reported that these requests were difficult to meet as swim clubs continue to ask to more events. Staff would not want to go much further than the number of events being held now. Although such large events are positive and bring many people into the community, they do take away from time available to the public. Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Minutes Page 4 of 9 ) Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Meeting Minutes September 14, 2006 4. 6 Community Festival Support Review R06-59 It was moved and seconded 1. That staff be directed to enter into negotiations for a new service agreement with the Society which may include the following responsibilities related to the coordination and collaboration of community festivals: a) Providing advice to the Commission with respect to funding levels and support for new and existing festivals as well as providing event evaluation feedback. b) Working with Commission and event organizers to develop and implement a long term vision for community festivals. c) Continuing with the event Leadership Development Program. d) Continuing to support the Service Canada Summer Career Placement Grant program. e) Assisting with the preparation of grant applications where funding criteria would meet the goal of providing educational opportunities designed to ensure the successful delivery of community festivals and events in general. f) Assisting with the dissemination of basic event planning information through the Society's existing website, and holding the an annual Community Festival Forum which focuses on hosting safe events as well as being an opportunity to network with emergency service providers. g) Supporting collaborative fundraising efforts and initiatives while ensuring that donor burnout is acknowledged i.e., to enhance the funding envelope available to all Special Events beyond the Parks and Leisure Services Festival Grants. h) Working in partnership with key stakeholders to develop a management and marketing plan for the community float. Resources for a new agreement would include Parks and Leisure Services staff time, funding for summer student placement to operate the GrassROOTS Program, funding for float operations, funding for leadership development program and matching funding for marketing as budgets permit. 2. That the Commission consider providing additional matching funding for event marketing and request that the Festival Society form an event marketing subcommittee involving all of the major events which would look into other funding sources, work on collaborative campaigns and generally direct the use of such funding (which may include entering into contracts for the delivery of the marketing program). 3. That the Commission direct staff to submit a capital budget request to both the Maple Ridge Council and Pitt Meadows Council for the acquisition and equipping of an Event Trailer to be used by municipal staff and event organizers to transport and store key equipment and supplies (barricades, tables, chairs, tents, water units etc.). 4. That the current Community Festival Society Fee for Service agreement conclude at the end of December 2006 and be replaced with the new agreement described above. Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Minutes Page Sof9 Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Meeting Minutes September 14, 2006 5. That a sufficient portion of the current Community Festival Society's fee be reallocated to the establishment of an internal Parks and Leisure Services position that would have the following responsibilities: a) Coordinating the involvement of all Parks and Leisure Services staff who work with event organizers to ensure a continuing and consistent emphasis on volunteer development and community capacity building. b) Managing the Festival Support grant program. c) Providing support and liaison to the Festival Society Board and any Festival Society staff (i.e., students) with respect to its mandate and vision. d) Preparing and distributing event calendars. e) Working with event organizers on volunteer recruitment. f) Ensure consistency in terms of support to festivals. g) Maintain shared volunteer/festival office space. 6. That staff be requested to complete a review and evaluation of this change in service delivery in concert with event organizers and the Festival Society by December 2008. At this time staff will be in a better position to determine what if any changes in resources are needed to support event organizers as effectively and efficiently as possible. Mike Murray reviewed the report presented. The sub-committee consisted of Councillor Walters, Councillor Daykin and Mike Murray. Councillor Daykin reported that a number of meetings had been held and questions asked included what challenges groups were having with their specific events and what things were working well. All groups had a large commitment to their events and it was found that there were varying levels of expectations depending on which group was being spoken with. Recommendations that had come out of these meetings were the provision of an events trailer and the provision of the basic resources that most of the groups require .. Mr. Daykin went on to indicate he believes the different model would also allow the Festival Society more flexibility with grant applications. The sub-committee has committed to review this model again in December 2008. Councillor Walters stated that it would be important to eliminate confusion as there seemed to be a lot of this. However, there was also a desire for change and a need for help. It was also found that there was duplication in that the Parks and Leisure staff were often doing what the Festival Society was doing (with different groups) and that , as a result, organizers don't always know where to turn for help. The new model hopes to eliminate this and while assuring that community development is continuing. The sub-committee members were thanked for all the work put into this review as was the staff involved. There was a discussion regarding the proposed position of festival coordinator. Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Minutes Page 6 of 9 ) I Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Meeting Minutes September 14, 2006 4. 7 Arena Ice Allocation -Regular Use Policy R06-60 It was moved and seconded 5. That Policy No. 4.02 "Arena Allocation -Regular Use", dated June 21, 1993, be amended as noted in the attached document. CARRIED There was a discussion as to whether the communities needed to consider building another rink. Kelly Swift, Manager, Marketing and Services reported that a bigger concern among user groups was the amount of subsidized ice time groups were receiving. Access to subsidized ice time hasn't grown by an equal amount and this will be brought back to the Commission as well as the amount of time local groups are allocated compared to groups in other communities. Concern was raised that hockey groups were getting a larger amount of ice time when compared to groups such as figure skating. Staff reported that the percentage of ice time that every user group gets is based on the number of registrations these groups have. Mike Murray reported that the report Kelly Swift had presented referred to the amount of ice time which the Municipality subsidized. The need for the Municipality to buy more ice time may have to be addressed. The planet Ice Agreement provides for the opportunity for the Municipality to buy more ice time. Discussion Items 5.1 Long Term Capital Program (outline attached) R06-6I It was moved and seconded That the proposed long term capital project list attached to the 2006-09-08 report on this subject be endorsed noting that the timeline and costing will vary from that described as a result of funding discussions with Councils in relation to other municipal budget priorities. CARRIED David Boag, Director, Parks and Facilities reviewed the long term capital project list. He explained that all projects the municipalities were aware of presently had been shown on this capital project list. Highlighted areas indicated projects which had already been confirmed. In some cases, new projects had been brought forward in order to respond to service demands, particularly from sports groups. He requested that Commissioners let him know if they felt certain items should be either added or removed. Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Minutes Page 7of9 Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Meeting Minutes September 14, 2006 6. Information Items 6.1 Letter: Maple Ridge-Pitt Meadows Agricultural Association 6.2 Letter: Maple Ridge Seniors Society 6.3 Press Release GVRD and District of Maple Ridge acquire parkland 6. 4 Letter: Emerald Pit Theatrical re: Eagles Hall Commissioner Dueck asked whether the Eagles Hall would be moved. Staff reported that time had run out and that the cost to move and bring the building up to code could go as high as $80,000. Consequently there were no takers for the opportunity. 6.5 Letter: Kerry Grazier, Chilliwack Forest District 6. 6 Letter: Heather MacKnight, Ministry of Agriculture & Lands 6. 7 Community Group Satisfaction Survey Results 6. 8 Leisure Centre Exit Survey R06-62 It was moved and seconded That the above information items be received. 7. Commission Liaison Reports CARRIED 7.1 Commissioner Walters wished to acknowledge and thank Shelley Jorde and Kelly Swift for the amount of work put into the Festival Societies review. 8. Staff Liaison Reports 8.1 David Boag, Director, Parks and Facilities reported that the Pitt Meadows Athletic Park Building would have to be re-painted due to a large amount of graffiti. There was a discussion around the cost of removing graffiti and the need to have it removed quickly. Commissioner Ashlie stated that School District No. 42 had an excellent paint group and that perhaps a partnership between the School District and the municipalities could be considered. 9. Question Period -NIL 9.1 Commissioner Eisel referred to garbage cans which had originally been at the end of the dyke. She stated that these were missing and asked who was responsible for collection. Staff reported that although Maple Ridge paid the bill for the collection, the Pitt Meadows crews did the work. Staff were working to resolve this. 9.2 Mike Murray reported that the Haney Horsemen Association was finding that the trail system was getting beyond their ability to manage and were looking for help. A meeting had 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 September 14, 2006 been convened with the District of Maple Ridge, the Haney Horsemen and the Horse Council BC and issues and solutions were discussed. It was hoped that after this preliminary meeting, a forum could be facilitated to include all horse owners. A press release will be prepared. I 0. Motion to adjourn R06-63 It was moved and seconded II. R06-64 That the regular meeting of the Parks and Leisure Services Commission be adjourned. CARRIED Motion to Move into Closed Session It was moved and seconded That the Parks and Leisure Services Commission move into a Closed Meeting pursuant to (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. CARRIED The Regular Meeting adjourned at 8:45 p.m. Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Minutes Page 9 of9