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HomeMy WebLinkAboutPLSC 2015-11-12 Minutes.pdfCity 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, Pitt Meadows City Hall, 12007 Harris Road, Pitt Meadows, British Columbia, on Thursday, November 12, 2015 at 5:30 pm. COMMISSIONERS PRESENT Commissioner Nicole Read, Chair Commissioner John Becker, Vice-Chair Commissioner Richard Boulton Commissioner Kiersten Duncan Commissioner Janice Elkerton Commissioner Nancy Jellett Commissioner Don Mitchell Commissioner Mike Murray Commissioner Eleanor Palis Commissioner Dave Rempel Commissioner Shannon Roberts Commissioner Tyler Shymkiw Commissioner Christine Smith Commissioner Mike Stark STAFF MEMBERS PRESENT Kelly Swift Wendy McCormick Petra Frederick Ingrid Kraus COMMISSIONERS ABSENT Commissioner David Murray City of Maple Ridge, Mayor City of Pitt Meadows, Mayor Member at Large, Pitt Meadows City of Maple Ridge, Councillor City of Pitt Meadows, Councillor Member at Large, Maple Ridge Member at Large, Maple Ridge School District No. 42, Board of Education, Chair School District No. 42, Board of Education, Trustee 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 General Manager: Community Development, Parks & Recreation Services Director Recreation Coordinator Recreation Access Executive Assistant City of Pitt Meadows, Councillor There being a quorum present, Chair Nicole Read called the meeting to order at 5:30 pm . 1. Welcome & Introductions Commissioner Read welcomed everyone to the meeting and introductions were made. 2. Adoption of the Agenda The followingJtem was added to the agenda: 3.a Minutes of the Commission appeals subcommittee meeting of November 5, 2015 Page 1 of 4 Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Meeting Minutes -November 12, 2015 It was moved and seconded That the Agenda for November 12, 2015 be adopted as amended. 3. Minutes of the Commission Regular Meeting -October 8, 2015 R15-070 It was moved and seconded CARRIED That the Minutes of the Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Meeting of October 8, 2015 be approved as circulated. CARRIED R15-071 It was moved and seconded That the minutes of the Commission Appeals Sub-committee meeting minutes of November 5, 2015 be approved as circulated. CARRIED 4. Delegations -Nil 5. Staff Presentations: Nil 6. Decision Items 6.1 Age Friendly Communities Initiative Report Ms. Heather Treleaven used a PowerPoint to provide an update on the Age Friendly Communities initiative and spoke to the eight recommendations highlighted. Ms. Treleaven and the seniors' delegation were thanked for their time and work on this initiative. R15-072 It was moved and seconded That the Age Friendly Communities Initiative Report be forwarded to Maple Ridge and Pitt Meadows Councils for their consideration. CARRIED Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Minutes Page 2 of4 • r ) Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Meeting Minutes -November 12, 2015 R15-073 6.2 Westcoast Auto Group Football Club (WCAGFCJ -Field Allocation Appeal Recommendation Commissioner Nicole Read declared a conflict of interest and left the meeting at 5:50 pm. Ms. Kelly Swift provided an overview of the appeals sub-committee meeting held on November 5, 2015 and the process that was undertaken to hear from the WCAGFC. It was determined that the policy was not clear. A discussion followed and the following comments were noted: This is an opportunity to review the policy and how field time is assigned. The way numbers are tracked by the Provi!7cial Sport Organization is different. This could be a function to consider maintaining in both communities. Need to ensure all clubs are included and invited to participate in the review. It was moved and seconded That staff be directed to consult with the sport user clubs to determine which parts of the sport field allocation policy require further clarification to ensure that the policy cannot be interpreted in different ways by staff, clubs or other stakeholders; AND That staff be directed to amend the sport field allocation policy to provide greater clarity to the areas identified by all club representatives as being problematic; AND That the sport clubs be required to provide staff with verifiable registration information when requesting field allocations, which may include contact information, age or division level as well as game and practice schedules, for the purposes of determining fair and equitable field allocation. Following a discussion, an amendment was put forward: The reference to the Provincial Sport governing bodies be removed from the policy. AMENDMENT CARRIED Commissioner Nicole Read returned to the meeting at 6:05 pm. 7. Discussion Items 7.1 Joint Leisure Services Agreement (JLSAJ Transition Plan Ms. Kelly Swift spoke to the exiting of the JLSA agreement. A notice of the change was sent to user groups and partners. Over the coming months, staff will be working through all the areas which need to be addressed such as, contracts, bylaw changes, website reviews, policies, data migration and the agreement with the School District. Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Minutes Page 3 of4 _j Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Meeting Minutes -November 12, 2015 Both communities will also have to begin reviewing their needs to develop their own structure but existing services will continue as is to October 31, 2016. As for the Commission meetings, there is flexibility on when to hold Commission meetings as needed. For now, Commissioners are asked to continue to hold the second Thursday of the month. As the original discussions were in closed, there was nothing further that could be added at this time. The following comments were noted: • SD 42 appreciated the letter asking for their input on what the cost implications would be to them. • The agreement had been a good one and whatever replaces the agreement needs to capture all of the benefits that SD42 has with the existing agreement. • It will be imperative to work with the user groups through the transition. • City of Pitt Meadows will need a designated staff person who can assist with the many decisions that will have to be made over the coming year. • Concerns were expressed around communication and a request was made that moving forward through the transition that all parties are consulted and kept informed on a regular basis. 8. Information Items 8.1 Subsidized Ice Allocation to Minor Sports Ms. Wendy McCormick spoke to the report and provided an update on the demand for more subsidized ice time. 9. Commission Liaison Reports -Nil 10. Staff Liaison Reports -Nil 11. Question Period -Nil 12. Motion to adjourn The regular meeting adjourned at 7:45 pm. /ik Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Minutes Page 4 of4