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HomeMy WebLinkAboutPLSC 2008-01-10 Minutes.pdf} 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 Page 2 of 7 Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Meeting Minutes 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 Page 3 of 7 Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Meeting Minutes January 10, 2008 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) Page 4 of 7 ; Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Meeting Minutes January 10, 2008 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 Page 5 of 7 Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Meeting Minutes January 10, 2008 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 Page 6 of 7 Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Meeting Minutes 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. Page 7 of 7