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HomeMy WebLinkAboutPLSC 2007-11-08 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 Pitt Meadows Municipal Hall, 12007 Harris Road, Pitt Meadows, British Columbia, on Thursday, November 8, 2007 at 7:00 pm. COMMISSIONERS PRESENT Commissioner Cheryl Ashlie, Chair Commissioner Don Maclean Commissioner Gordy Robson Commissioner Debra Eisel Commissioner Deb Walters Commissioner Judy Dueck (Alternate) Commissioner Craig Speirs Commissioner Kathie Ward COMMISSION MEMBERS AT LARGE PRESENT Commissioner Maureen Pelton Commissioner Christine Smith Commissioner Ian Brown Commissioner Jo Anne ten Brink Commissioner Ron Wright ABSENT /REGRETS Commissioner Geordie Craig Commissioner Dave Rempel School District No. 42, Trustee Chair City of Pitt Meadows, Mayor District of Maple Ridge, Mayor City of Pitt Meadows, Councillor City of Pitt Meadows, Councillor District of Maple Ridge, Councillor District of Maple Ridge, Councillor School District No. 42, Trustee Member at Large, Pitt Meadows Member at Large, Pitt Meadows Member at Large, Maple Ridge Member at Large, Maple Ridge Member at Large, Maple Ridge Member at Large, Maple Ridge School District No. 42, Trustee STAFF MEMBERS PRESENT Mike Murray David Boag GM, Community Development, Parks & Recreation Director, Parks & Facilities Kelly Swift Director, Recreation Shelley Jorde Recreation Manager Ingrid Kraus Executive Assistant There being a quorum present, the Chair called the meeting to order at 7:05 pm. 1. Adoption of the Agenda R07-67 It was moved and seconded That the Agenda for November 8, 2007 be adopted CARRIED Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Minutes Page 1 of6 Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Meeting Minutes November 8, 2007 DRAFT -These minutes are subject to approval 2. Minutes of the Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Meeting R07-68 It was moved and seconded That the Minutes of the Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Meetings of October 11, 2007 be adopted with the following change That Commissioners Dueck and Elkerton were incorrectly listed as absent since they are the alternate members and only expected to attend if the other Council members in their respective communities are not available. CARRIED 3. Delegations Ms. Shelley Jorde, Recreation Manager welcomed all the delegations present this evening. 3.1 Pitt Meadows Museum & Archives Ms. Annette Code, President, introduced the members of the Society present. Ms. Code addressed the history and background on their Fee for Service Agreement. The concerns for the Society include lower than industry average wages, limited hours of employment and the threat of diminished summer student funding as well as staff retention and how this will impact the Museum and its Society. Ms. Leslie Norman, Museum Manager reported on the growth of the facility and amount of time the board has spent making major decisions regarding construction this past year. The Society will now focus on stabilizing the programs and services. Ms. Norman also spoke to the Fee for Service Agreement review. 3.2 Maple Ridge Museum & Historical Society Ms. Sheila Nickols, President, introduced the members of the Society present. This year the Society was involved in Phase 1 planning for the new museum, obtaining an Arts Pod Grant, completing a branding exercise, obtaining charitable status and doing an external management review for audit readiness. Volunteers contributed 1,449 hours, board and committee work 824 hours and staff time of 2,144 hours. Ms. Val Patenaude, Curator, reviewed the Municipal Fee for Service Agreement and the grant application process and issues for the past year. The implications of matching fund requirements were discussed in detail. Mr. Claus Androp, Vice-President, advised the Commission that similar to the Pitt Meadows Museum, the Society is facing the same issues with recruitment and retention, competing for higher wages and an aging workforce. Commissioner Robson spoke to the Provincial grant process and the length of time it takes Societies to qualify. He suggested that this come back to Council for further Page 2 of 5 Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Meeting Minutes November 8, 2007 DRAFT -These minutes are subject to approval 3.3 discussion. Commissioner Speirs spoke to the importance of the capital and operating issues and supports this matter coming back to Council for further discussion. Mr. Murray confirmed that the Fee for Service Agreement expires December 31, 2007 and that a representative from the Commission will be invited to participate in the review. Any funding increments must be approved by Council. Commissioner Walters thanked the staff and board of both historical societies and asked where the majority of their time was being dedicated. Additional detail was provided. Commissioners Jo Anne ten Brink and Christine Smith volunteered to participate in the FFS Agreement review for the historical societies. Councilor Craig Speirs will participate for Maple Ridge and Councillor Janis Elkerton will be contacted as the historical committee liaison for Pitt Meadows. The delegations were thanked for their informative presentations and for all the work completed by staff and volunteers. Maple Ridge Arts Centre & Theatre Mr. Roger Welsh, President provided an update on the Society. There are three new board members this year and the ACT has enjoyed a banner year. A copy of the Annual Report was circulated. He then introduced Ms. Jennifer Shavers, Marketing Manager, who provided a PowerPoint presentation which highlighted the number of tickets sold, programs, types of programs and plans for the coming year. Mr. Welsh and Ms. Shavers were thanked for their informative presentation. Commissioner ten Brink inquired into the public art policy. Maple Ridge Council has adopted a policy and the Public Art Committee is to be formed. The first public art will be out of the Spirit Square project. In Pitt Meadows, the developer of the South Bonson project is looking to include public art. Commissioner Robson asked about the financial statements and the loss for the Maple Ridge Art Gallery. Mr. Welsh confirmed that the Arts Council is assisting the gallery and they are working towards becoming as independent as possible from government in the future. In the meantime there is still a reliance on the two municipalities. Commissioner Walters suggested that the Arts Council make a presentation to Council and provide an update. 4. Decision Items 4.1 Jackson Farm R07-69 It was moved and seconded Page 3 of 5 Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Meeting Minutes November 8, 2007 DRAFT -These minutes are subject to approval R07-70 R07-71 That Council defer consideration of any development proposal for the Jackson Farm until: 1. Completion of the Cemetery Master Plan 2. Completion of the 2008 Parks, Recreation and Cultural Plan update CARRIED Mike Murray reviewed the report and background on the Jackson Farm proposal. The new information is based on information from the Friends of Jackson Farm and the cemetery master plan work being carried out by staff and the petition received. Considerable discussion occurred with several Commissioners expressing a variety of opinions. 4.2 Commission Evaluation Commission members were asked to complete the evaluation form and return it to Ingrid Kraus within the next two weeks. The results will be tabulated for discussion at the next meeting. It was moved and seconded That Commission members complete an evaluation to be reviewed at the December meeting. CARRIED 4.3 Parks & Leisure Services Logo Kelly Swift circulated a copy of the proposed logo designs that were updated based on Commission's earlier comments and requests for changes. There was considerable discussion on the proposed new logo. It was moved and seconded That the original Parks & Leisure Services Logo be retained. CARRIED 5. Discussion Items 5.1 Commissioner Workshop Mike Murray indicated that it appeared a Saturday workshop would not be possible and that perhaps the Commission would like to consider an abbreviated workshop to take place on a week day evening. It was agreed that this should be researched further and considered for some time in February or March. 5.2 Citizen At Large Committee Member Terms Mike Murray confirmed that two Citizen-at-Large terms are due December 31, 2007. There was a brief discussion and it was suggested that filling the vacancies be deferred until a review of the Commission evaluation which is to be completed in January. Page 4 of 5 j Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Meeting Minutes November 8, 2007 DRAFT -These minutes are subject to approval 6. Information Items R07-72 6.1 Ministry of Education -New Legislation Banning Tobacco and Smoking in Public Places and Schools Commissioner Ashlie suggested that a discussion is needed in the future to include recreational sites. The School District has to comply and signage will be needed at their sites. What will work at recreational sites, what kind of signage and how to enforce will be issues for the Commission. Mike Murray indicated that staff will look at developing signage and a policy. The key will be enforcing the policy and how that will be done needs further review. A report will be brought back to the next meeting. Commissioner Dueck spoke to the importance of this policy and enforcement on joint sites. Commissioner Speirs spoke to issues with park sites close to schools. Commissioner Eisel suggested that the signage and policy become part of bylaws which will give RCMP the ability to enforce. Commissioner Robson spoke to the importance of the signage to let the public know what is expected. 6.2 Letter from Strata NW2997 re London Plane Trees 6.3 Information from Valerie Hundert re Fraser Valley Heritage Park 6.4 Parks & Leisure Services Statistics Commissioner Robson stated that he is being approached by representatives of ball hockey regarding the cost of the portable boards their organization purchased for the curling rink. There was a discussion on this issue and Ms. Kelly Swift will contact the Ball Hockey Association to follow up with their concerns and bring this back to the Commission. It was moved and seconded That the above information items be received. CARRIED 7. Commission Liaison Reports -there were no reports. 8. Staff Liaison Reports Mr. David Boag reported that sports groups continued to use the fields during the recent inclement weather. Staff attended the fields to collect information and noted that football played 5 games on one field. The field damaged is now out of service for the remainder of the season which has an impact on the soccer sports groups that would normally play in the winter months. The football club will lose its damage deposit as per the policy. It was suggested that staff prepare a press release in the event that a public response is needed. Page 5 of 5 Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Meeting Minutes November 8, 2007 DRAFT -These minutes are subject to approval Ms. Kelly Swift reminded and invited the Commission to attend the Remembrance Day Ceremonies beginning at 10:30 a.m. in Pitt Meadows and 11:00 a.m. in Maple Ridge. The Winter Wonderland will take place on December 22-24. 9. Question Period There were no further questions. 10. Motion to adjourn R07-73 It was moved and seconded That the regular meeting of the Parks and Leisure Services Commission be adjourned. CARRIED 11. Motion to Move into Closed Session R07-74 It was moved and seconded That the Parks and Leisure Services Commission move into a Closed Meeting pursuant to 242 (g) litigation or possible litigation affecting the municipality. CARRIED The Regular Meeting adjourned at 9:00 p.m . Page 6 of 5