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Corporation of the 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 Blaney Room at Maple Ridge Municipal Hall, 11925 Haney Place, Maple
Ridge, British Columbia, on Thursday, January 10, 2008 at 7:00 pm.
COMMISSIONERS PRESENT
Commissioner Don Maclean, Chair
Commissioner Kathie Ward
Commissioner Deb Walters
Commissioner Ernie Daykin
Commissioner Debra Eisel
Commissioner Dave Rempel
Commissioner Craig Speirs
Commissioner Cheryl Ashlie
COMMISSION MEMBERS AT LARGE PRESENT
Commissioner Geordie Craig
Commissioner Christine Smith
Commissioner Jo Anne ten Brink
Commissioner Ron Wright
ABSENT /REGRETS
Commissioner Gordy Robson
Commissioner Ian Brown
City of Pitt Meadows, Mayor
School District No. 42, Trustee
City of Pitt Meadows, Councillor
District of Maple Ridge, Councillor
City of Pitt Meadows, Councillor
School District No. 42, Trustee
District of Maple Ridge, Councillor
School District No. 42, Trustee Chair
Member at Large, Maple Ridge
Member at Large, Pitt Meadows
Member at Large, Maple Ridge
Member at Large, Maple Ridge
District of Maple Ridge, Mayor
Member at Large, Maple Ridge
STAFF MEMBERS PRESENT
Mike Murray
Tracy Camire
GM, Community Development, Parks & Recreation
Committee Clerk
David Boag
Kelly Swift
Director of Parks & Facilities
Director of Recreation
There being a quorum present, the Chair called the meeting to order at 7:03 pm.
1. Adoption of the Agenda
ROS-01 It was moved and seconded
That the Agenda for January 10, 2008 be adopted
CARRIED
2. Minutes of the Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular
Meeting
Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Minutes Page 1 of 7
Maple Ridge and Pitt Meadows Parks & Leisure Services Commission
Regular Meeting Minutes
January 10, 2008
R08-02 It was moved and seconded
That the Minutes of the Maple Ridge and Pitt Meadows Parks & Leisure Services Commission
Regular Meetings of November 8, 2007 be adopted.
CARRIED
3. Delegations
3.1 Golden Ears United Soccer Club (re: damage deposit draw down)
Kevin Fletcher, president Golden Ears Soccer Club advised the Commission that he is
not here to save their deposit but would like for the damage deposit stay at the same
cost for 2008 and advised the Commission that on November 3rd their team used the
field and played until ½ time and then referee called the game. Mr. Fletcher also
advised the Commission that the individual that came out to inspect the use of the
field seemed to witness that the game shouldn't take place but he didn't let anyone
know that he was there. He advised the Commission that based on the game being
called the Golden Ears United Soccer Club was showing respect for the field.
Councillor Eisel asked if there was standing water on the field prior to the start of the
game.
Tom Reekes, the referee was called to address the Commission. Mr. Reekes advised
the Commission that there was no standing water on the field prior to the game but
there was water on the perimeter of the field where there is no drainage. It started to
rain and he warned both coaches that he would call the game if the weather
worsened. The game was called at ½ time along with the following game for that
day.
Mr. Fletcher also asked that the Commission consider allowing the lights at Samuel
Robertson Technical School to remain on until 10:00 pm now that the immediate
neighbourhood has been rezoned.
3.2 Meadowridge Football Association (re: damage deposit draw down)
George Clark, Meadowridge Football Association advised the Commission that we
would like to save the deposit as they did everything they could to save the fields that
day; made some calls to try to find another field but found there was a
communications problem that day. Mr. Clark advised the Commission that on the
day in question he went down to the field at 6:30 am and there was no saturation
and no puddling so his team went ahead and played the game. Mr. Clark also
advised that he saw someone come in at 12:30 pm and no pictures were taken and
nothing was said about not playing.
Mr. Clark advised the Commission that he checked out the field today and it's come
back quite good.
David Boag, Parks and Facilities Director, advised the Commission that this policy
has been around for 8-10 years and it clearly states under standing water, snow on
the field, the game should be called off. Mr. Boag also advised that what used to
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January 10, 2008
happen was someone would check the field on the Friday before the weekend and if
\ there was bad weather then all fields were closed for the weekend.
I
Mr. Boag advised the Commission that there has been a collaborative effort with the
club presidents to change this rule, so we do rely on the club presidents to check on
the conditions of the field and make the call to cancel games if needed. That way an
inspection on Friday doesn't impact the use of facilities all weekend if the weather
improves.
4. Decision Items
R08-03
4.1 Follow up on GEUSC and Meadowridge Football requests
The Commission discussed the current agreements between Samuel Robertson
Technical School and the Golden Ears Soccer Club along with the issues of not
cancelling a game in poor weather conditions and the ramifications this has on the
field for future users.
Ms. Jeanie Laidlaw, Meadowridge Football Association advised the Commission that
the Meadowridge Football Association does not have the ability to cancel a playoff
game due to the time constraints within the football organization.
The Commission discussed whose responsibility is it to call a game in bad weather
conditions and discussed the possibility of having an Environmental Checker to
check the conditions on these fields.
David Boag outlined different options to rectify this issue; follow the policy and take
the damage deposit or consider taking the damage deposit but not to double it up for
2008 or issue a warning to the clubs. Mr. Boag also advised the Commission that
the policy is a strong policy and has worked for many years but now that we 've got to
address this issue it does seem excessive.
The Commission discussed how Parks and Leisure Services and the two groups could
work together to come up with a solution to this issue.
It was moved and seconded
That the Commission fine the GEUSC and Meadowridge Football organizations
$500.00 and not double the damage deposit for 2008
AND that staff be directed to meet with both organizations to review the policy and
come back to the Commission with a recommendation for future incidents.
CARRIED (Commissioners Ashley and TenBrink opposed)
The Commission would like to see a sub-committee formed to redefine the policy and
better understand the policy.
David Boag advised the Commission that the larger impact is the loss of time slots to
other sports not being able to play but the cost of current damages is up in the
$1000 range.
4.2 Maple Ridge Art Ga llery Fee For Service Agreement Extension
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R08-04
R08-05
It was moved and seconded
That the Chair and General Manager: Community Development, Parks and
Recreation Services be authorized to extend the Maple Ridge Art Gallery Fee for
Service Agreement until June 30, 2008
CARRIED
4.3 Festival Support Sub-Committee
David Rempel , Ernie Daykin, Kathie Ward, Ian Brown and Deb Walters volunteered to
be on the sub-committee and will meet one day for 3 hours.
It was moved and seconded
That a sub-committee comprised of three Citizens at Large members, Council
representatives and one staff be formed to review Festival Funding applications and
bring forward recommendations for consideration by the Commission.
CARRIED
4.4 Maple Ridge Historical Society Building Leases
R08-06 It was moved and seconded
That a recommendation be forwarded to Maple Ridge Council to approve the
attached lease renewals for the Maple Ridge Museum, St. Andrews Heritage Church
and 22375 Callaghan (land only).
CARRIED
4.5 Policy / Guidelines on Fundraising Partnerships with Community Organizations
R0B-07 It was moved and seconded
That the Policy Guideline on Fundraising Partnerships with Community Organizations
attached to the 2007 12 14 report on this subject be adopted as amended.
CARRIED
Mike Murray advised the Commission that this is not a current requirement if things
are identified in the master plan and needed in the community but that the
Commission should give consideration to opportunities to achieve some fundraising.
Mr. Murray also advised that the policy would say that if there are opportunities for
fundraising then the Commission would consider projects that are needed with a
possible shift in priority if there is a significant amount of fundraising done and a
project might move up in the Commission's time frame if there has been a significant
amount of fund raising done.
Mike Murray advised the Commission that the wording of paragraph one of the report
will be revised and circulated in accordance with the discussion.
5. Discussion Items
5.1 Blue Mountain Sustainability Plan Workbook (objectives/measures of success)
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Maple Ridge and Pitt Meadows Parks & Leisure Services Commission
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Mike Murray advised the Commission that the Parks Recreation and Cultural Master Plan
recommendation is that we work with Katzie on the development of a plan on the
management of Blue Mountain along with a sustainability plan to provide a tool that the
community can use to establish goals and determine whether they have been successful.
The working group would like input from the general public, Katzie, and the Commission;
Mr. Murray asked for a couple of Commissioners to form a sub-committee for input on this
issue. The following commission members volunteered; Joanne ten Brink, Craig Speirs,
and Cheryl Ashlie and will meet on Monday night to work through the workbook ..
R0S-08 It was moved and seconded
That the Blue Mountain Sustainability Plan input sub-committee will consist of Joanne ten
Brink, Craig Speirs and Cheryl Ashlie
CARRIED
5.2 Smoking in Public Parks (verbal report)
5.3
Mike Murray advised the Commission that the ban for smoking on school grounds has
been implemented in accordance with direction from the Province and would like to look
at other similar facilities and how we deal with smoking at these facilities.
David Boag advised the Commission he has ordered no smoking signs to be placed on
Westview Field, Samuel Robertson Technical School and any other sites where we have a
joint parks; school relationship. Mr. Boag also advised that staff have researched other
municipalities' regulations and circulated information on what other communities are
doing in regards to the smoking ban. The Commission would like to see the same signs
used throughout both communities and it will take a collaborative effort of both the
District of Maple Ridge and the City of Pitt Meadows. Councillor Speirs asked that staff
bring this forward and come back to the Commission with a recommendation.
Mike Murray advised that staff will come back with a recommendation and next steps at
the next Parks and Leisure Commission meeting.
February 23rd Concert (verbal report)
Mike Murray extended an invitation to Commission members to attend The Three Tenors
concert on February 23rd at The Act. Mr. Murray confirmed those attending this event.
6. Information Items
6.1 Email from Rob Palis re: Pitt Meadows Synthetic Field Grant
6.2 Metro Vancouver Parks -Transfer of Parkland to Musqueam First Nation
6.3 Letter from BC Games re: 2012 and 2014 Games
6.4 'The Way Forward" -BCRPA Symposium 2008, Victoria, BC
R0S-09 It was moved and seconded
that the above information items be received.
CARRIED
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7. Commission Liaison Reports
Mike Murray would like confirmation of who will be attending the BCRPA.
Joanne ten Brink advised the Commission that she received an email in regards to the lack
of coaches within the school district and would like to know who to follow this up with. Ms.
Ten Brink would like to see a program to match up volunteers and more information for
volunteers for a mentorship program.
David Boag advised the Commission he received a phone call from a neighbour to Fletcher
Park who received some vandalism in terms of his fence being damaged but advised the
Commission's practice has not been to fence neighbourhood parks and that if we did it would
be with chain link fencing which often leads to a neighbours privacy fencing placed
immediately adjacent to a chain link fence. The Commission confirmed the practice of not
doing repairs to fencing other than the removal of graffiti from the park side of fencing.
Councillor Eisel advised the Commission there is graffiti on the Harris Road Pool on the
highway side and David Boag advised that a work order has been completed to have this
repainted.
8. Staff Liaison Reports
9. Question Period
R08-10
A question was raised concerning public art. Mike Murray advised the Commission there is a
public art policy with a timeline for implementation in 2009 but the long term budget does
not currently include these dollars. Mr. Murray also advised that Parks are receiving some
proposals and opportunities; which is causing staff to think about the establishment of the
committee anyways. Further discussion will be held on this later in the year.
Cheryl Ashlie would like to see a sub-committee that starts looking at Community Art so that
when the funding becomes available we already have a plan in place.
Mike Murray advised the Commission that a policy has already been adopted by both
Councils but has been delayed in its implementation; the Commission would like to see this
move forward.
It was moved and seconded
That the Parks and Leisure Commission explore moving the public art policy as identified by
the City of Pitt Meadows and the District of Maple Ridge forward .
CARRIED
10. Motion to adjourn
R0S-11 It was moved and seconded
That the regular meeting of the Parks and Leisure Services Commission be adjourned.
CARRIED
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January 10, 2008
11. Motion to Move into Closed Session
R08-12 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 8:51 p.m.
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