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HomeMy WebLinkAboutPLSC 2015-02-12 Minutes.pdfDistrict 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 City Hall, 11995 Haney Place, Maple Ridge, British Columbia, on Thursday, February 12, 2015 at 6:30 pm. COMMISSIONERS PRESENT Commissioner Nicole Read, Chair Commissioner John Becker, Vice-Chair Commissioner Richard Boulton Commissioner Nancy Jellett Commissioner Don Mitchell Commissioner David Murray Commissioner Dave Rempel Commissioner Shannon Roberts Commissioner Tyler Shymkiw Commissioner Christine Smith Commissioner Mike Stark Commissioner Stefany Tunshell STAFF MEMBERS PRESENT Kelly Swift David Boag Wendy McCormick Sue Wheeler Yvonne Chui Don Cramb Bruce McLeod Geoff Mallory Ingrid Kraus COMMISSIONERS ABSENT Commissioner Eleanor Palis Commissioner Mike Murray Commissioner Kiersten Duncan City of Maple Ridge, Mayor City of Pitt Meadows, Mayor Member at Large, Pitt Meadows Member at Large, Maple Ridge Member at Large, Maple Ridge City of Pitt Meadows, Councillor School District No. 42, Board of Education, Trustee Member at Large, Pitt Meadows City of Maple Ridge, Councillor Member at Large, Maple Ridge City of Pitt Meadows, Councillor Member at Large, Maple Ridge General Manager: Community Development, Parks & Recreation Services Director of Parks and Facilities Director of Recreation Director, Community Services Recreation Manager Arts & Community Connections Recreation Manager Manager, Park Planning & Development Manager, Parks & Open Space Executive Assistant School District No. 42, Board of Education, Trustee School District No. 42, Board of Education, Chair City of Maple Ridge, Councillor There being a quorum present, Chair Nicole Read called the meeting to order at 6:30 pm. 1. Welcome & Introductions Commissioner Read welcomed everyone to the meeting and waived the introductions. 2. Adoption of the Agenda R15-014 It was moved and seconded ) That the Agenda for February 12, 2015 be adopted as circulated. 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 -February 12, 2015 3. Minutes of the Commission Regular Meeting -January 8, 2015 R15-015 It was moved and seconded That the Minutes of the Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Meeting of January 8, 2015 be approved as circulated. CARRIED 4. Delegations 4.1 Artist in Residence -Ms. Rabi Smith and Ms. Rebecca Fisher Ms. Yvonne Chui made the introductions and each then provided an overview of their programs and services using a PowerPoint presentation. 4.2 Albion Football Club Update -Mr. Mike Smith, President Due to illness, the club's representatives were unable to attend. This item will be deferred to the March meeting. 5. Decision Items R15-016 5.1 Festival Support Subcommittee Formation Sue Wheeler introduced the annual process and the need to form a sub committee as per the Commission's policy. There are two funding cycles for festival applications with the first intake closing February 10. The second intake is for festivals being held between December 1, 2015 and April 30, 2016; that application deadline is May 31, 2016. For the first intake, recommendations will be brought back to Commission for approval at the March meeting. Following a discussion Commissioners Richard Boulton, Dave Rempel, Christine Smith and Stephanie Tunshell volunteered. Commissioner Rempel withdrew his name as he has served in the past. It was moved and seconded That Commissioners Stephanie Tunshell, Christine Smith, Richard Boulton and, PLS staff member Kathryn Baird, Coordinator Festivals & Volunteers, form the sub-committee to review festival support applications for 2015 and develop recommendations for consideration and approval by the Commission. CARRIED 5.2 Discovery Playhouse Children's Society Mr. Don Cramb spoke to the report indicating this was an extenuating circumstance and the tenant experienced a number of interruptions during the renovation period. Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Minutes Page 2 of6 Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Meeting Minutes -February 12, 2015 R15-017 R15-018 R15-019 It was moved and seconded That a recommendation be forwarded to Pitt Meadows Council: 1. To authorize staff to negotiate the terms of an additional three-year agreement with Discovery Playhouse Children's Society. 2. That once completed, the new agreement be forwarded to Pitt Meadows Council for authorization. CARRIED Opposed -Commissioner John Becker. 5.3 Cottonwoods Child Care Centre -Lease Wendy McCormick introduced the report and indicated that the preschool is located in the Planet Ice facility. This is last renewal period for this lease. It was moved and seconded That a recommendation be forwarded to Maple Ridge Council that the Corporate Officer be authorized to sign and seal the Cottonwoods Child Care Lease Agreement 2014-2018. CARRIED 5.4 Golden Ears Winter Club (GEWC) -Operating Agreement Wendy McCormick provided an update on discussions with the GEWC and their financial challenges and issues around operating the facility. Staff have looked at the various ways that the club could save some money and continue without incurring further debt. While Commission is not in a position to provide additional funding at this time, a staff person could be provided to determine if there is an opportunity to support the club and complete an analysis in order to bring back a recommendation. In addition, staff would like to research what other communities are doing to support their curling facilities. A discussion followed. It was moved and seconded That staff be directed to do a full need assessment and financial analysis on the curling operation and facility management and bring a recommendation back to Commission prior to the conclusion of the 2014-2015 curling season. 5.5 Invitation to Host the 55+ BC Games (BC Seniors Games Society) A request was made to move this to Discussion Items #6.3. CARRIED 6. Discussion Items Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Minutes Page 3 of6 ) .,. Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Meeting Minutes -February 12, 2015 6.1 Recording Maple Ridge-Pitt Meadows Parks & Leisure Services Commission Meetings Commissioner Read introduced the topic and suggestion to have Commission meetings recorded. She explained the purpose of the Mayor's Open Government Task Force and attempts to bring more council meetings into the public realm for citizens to be able to see and hear the discussions. Currently both Maple Ridge and Pitt Meadows Council have the ability to record and livestream their Council meetings and there is a desire to take this further to Committees and Commissions of Councils. A discussion followed. Kelly Swift indicated that the intention was to introduce the idea and thanked the Commission members for their candid discussion. Staff will obtain more information on the timelines for equipping the meeting rooms. Commissioner Read thanked everyone for their input which will be taken back to the Open Government Task Force. A resolution will be deferred pending a further review by Councils. 6.2 Concession Agreements with Sports Clubs Geoff Mallory provided an update and history on the long standing agreements that have been in place with the sports club to run the concessions. Staff are recommending that we continue to work with the founding sports groups to operate during the games. A discussion followed and staff will move forward with the contract renewal process. Commissioner Roberts mentioned that there appears to be a roofing advertisement sign on the building and staff will follow up. 6.3 Invitation to Host the 55+ BC Games (BC Seniors Games Society) Wendy McCormick referred to the letter received from the BC Senior Games Society to host the 2017, 2018 or 2019 Seniors Games. These invitations have been declined for a number of years as they require services that are not available in our communities, such as hotel rooms. In addition, the ability to host a banquet for up to 4,000 people is required. There is the option to partner with a neighbouring municipality to host the games. Following a discussion, staff was asked to bring more information back to Commission for further consideration. 7. Information Items 7.1 Sport Field User Association Minor Capital Improvement Geoff Mallory provided an update on the minor capital plan, Sport Field Associations and replacing the artificial turf field carpets. Staff will be meeting with the sports associations to receive their requests for 2015. A discussion followed with questions on field grooming and maintenance. Kelly Swift suggested that if Commission is interested in the field maintenance program, staff could come back with a presentation. Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Minutes Page 4 of6 Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Meeting Minutes -February 12, 2015 7.2 Chilcotin Park Geoff Mallory provided an update on the plans to replace the playground equipment in this park. Initially it was built as a tot lot and then replaced with equipment for ages up to 12 years. Complaints have been received regarding the higher structure and noise from the hollow plastic tubes. Staff will be conducting a public open house on February 28 to gather comments and feedback from residents in the area. Once removed, the existing play equipment will be re-used and installed at Belle Morse Park. Staff then showed drawings with the options that will be provided at the open house. Commissioner Shymkiw spoke to the issues and some of the information he received from area residents. He then showed a photo of the original play equipment. 7.3 Trail Connection under Golden Ears Bridge Bruce McLeod provided an update on the connecting trail under the bridge and showed various maps of the sections. The site is owned by Translink and when they subdivided into two lots, Maple Ridge secured a right of way from Hazelwood Street to Pitt Meadows for public access. Maple Ridge applied for and received a cycling infrastructure grant from Ministry of Highways in the amount of $50,000 towards the project. Work on the trail will include a gravel surface on certain portions of the existing dyke and completion of this project is anticipated for June. 7.4 Whonnock Lake Second Open House Update Bruce McLeod provided an update on the progress to the park planning and showed the latest drawings. A discussion followed. 7.5 Letter to Haney Farmers Market (HFM) Kelly introduced both pieces of correspondence and the response to the Haney Farmers Market letter. For many years staff has worked with a number of groups to share the park. In 2014, a resolution could not be reached and, as this matter was time sensitive for both Societies, a decision was made to provide the Caribbean Festival with exclusive use of the park. 7.6 Letter from Haney Farmers Market Kelly Swift advised that there is a Commission Appeal Policy which will be offered to the Haney Farmers Market. Per the policy, the Appeals Sub-committee is made up of both Mayors, the School Trustee Chair and a Citizen-at-large member. Following a discussion, Commissioner Richard Boulton volunteered to participate. Staff will coordinate the meeting. 8. Commission Liaison Reports Dave Rempel extended a personal invitation to Commission members. Following a discussion, it was suggested that he could coordinate the details with Kelly Swift and Ingrid Kraus. Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Minutes Page 5 of6 Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Meeting Minutes -February 12, 2015 9. Staff Liaison Reports 10. 11. R15-020 Kelly Swift announced that the BC Recreation and Parks Conference will be held May 6-8 in Victoria, BC. This is a good chance to learn more about parks and recreation and there is an opportunity to send two Commission members. Council members on Commission would use their Mayor and Council conference budget if they wished to attend. The conference program will be circulated via email and brought back as a decision item at the March meeting. Question Period-Nil Motion to Adjourn It was moved and seconded That the Parks and Leisure Services Commission move into a Closed Meeting pursuant to 242(e) the acquisition, disposition or expropriation of land or improvements, if the Council considers that disclosure might reasonably be expect to harm the interests of the municipality. CARRIED The regular meeting adjourned at 9:05 pm. Chairperson /ik Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Minutes Page 6 of6