Tuesday, January 15, 2013, in the Matsqui Centennial Auditorium Commission Present: Chair - F. Latham (Community at Large); Councillors - L. Barkman, D. Loewen, B. MacGregor; Trustees - R. Pauls, S. Petersen, C. Schafer; Community - M. Walker (Seniors), M. Duyns (Sports Council), S. Greening (Arts & Heritage); City Staff Present: General Manager, Parks, Recreation & Culture - M. Taylor; Director, Recreation Services - H. Enns; Business Analyst - C. Vugteveen (part); Manager, Park Projects - K. Senft; Healthy Abbotsford/SCOPE Coordinator - B. Adams (part); Park Planner/Designer - S. Watson (part) Manager, PRC Administration - C. Soltis School District No. 34 Staff Present: Director, Facilities & Transportation - T. Louie Public - 3 1. CALL TO ORDER Chair Latham called the meeting to order at 4:35 pm. Addition to the agenda: Item 6.2 - Commission meeting location and start time change 2. ADOPTION OF MINUTES.1 Minutes of the Regular Parks, Recreation & Culture Commission meeting held Tuesday, December 18, 2012 Corrections noted: Commissioner Greening was in attendance, Commissioner Walker was not. Page 4 - Item 6.2, paragraph 1, line 2 - should read "horseshoe" pitches as opposed to cricket pitches. Moved by Commissioner Duyns, seconded by Commissioner Barkman, that the minutes of the Regular Parks, Recreation & Culture Commission meeting held December 18, 2012 be adopted with the above noted corrections. Commissioner Duyns clarified his comments, on page 6, Item 7.1.2 regarding the Abbotsford Pilots advertising at MSA Arena. The intent was not to oppose the advertising by the Abbotsford Pilots, but more for staff to look into the possibility of accommodating advertising by the Lacrosse Association. The General Manager, Parks, Recreation & Culture advised that staff would look into the matter and report back. The motion was then CARRIED. 3. BUSINESS OUT OF MINUTES.1 Verbal update from the Business Analyst regarding the RFP for the MSA Centennial Library The Business Analyst reported that the RFP closed on December 15, 2012. Two proposals were submitted and the proponents will be interviewed in the next
Tuesday, January 15, 2013 in the Matsqui Centennial Auditorium Page 2 of 6 week. Following the interviews, a report will go to a Closed Council meeting with the results. Moved by Commissioner Walker, seconded by Commissioner Greening, that the verbal update from the Business Analyst, regarding the RFP for the MSA Centennial Library, be received.. 2 March 19, 2013 Regular meeting - confirmation that there will be a quorum and the date does not need to be changed due to Spring Break It was agreed that the School District No. 34 representatives would discuss the issue and advise staff if an alternate is available to ensure a quorum, with confirmation provided at the February 19 th meeting.. 3 Verbal update from the General Manager, Parks, Recreation & Culture regarding the Mill Lake Sub-Committee meeting The General Manager, Parks, Recreation & Culture reported that the Sub Committee (Commission Chair Latham, Commissioners Duyns, Petersen and Greening, and PRC staff) met earlier today and discussed the options of whether or not to recommend the expansion of the horseshoe pitches, or move from the Mill Lake site. It was felt by the SUb-Committee that the horseshoe pitches are a positive amenity in the park and the close proximity to the Seniors' equipment, and washroom access was also valuable. Staff reported that the cost to move the horseshoe pitches and clubhouse would be a minimum of $250,000, with the possibility of it being as high as $350,000. The Sub-Committee was conflicted with the current site and felt that, in hindsight, possibly the horseshoe pitches and clubhouse may have been better at a different site; however, at the time the Mill Lake Park site was chosen, there was no other site available. It was noted that the MSA Museum Society is not ready to proceed with its development plans, and after review of the entire site, staff advised there is still room to accommodate the South Poplar School, if the MSA Museum is able to proceed with that project. Moved by Commissioner Petersen, seconded by Commissioner Pauls, that 1) the verbal report from the General Manager, Parks, Recreation Culture, regarding the Mill Lake Sub-Committee discussion regarding the expansion of the MSA Horseshoe Club pitches and MSA Museum development at Mill Lake Park be received; 2) it be recommended to approve the expansion requested by the MSA Horseshoe Club of eight additional horseshoe pitches at Mill Lake Park; 3) the PRC Master Plan and Mill Lake Action Plan include reference that, if the MSA Museum expands in the future, the logistics will be put forth for the horseshoe clubhouse and pitches to be moved to an alternate location; 4) the recommendations of the Mill Lake
Tuesday, January 15, 2013 in the Matsqui Centennial Auditorium Page 3 of 6 Sub-Committee to be discussed with both the MSA Horseshoe Club and MSA Museum Society, and if the groups are in agreement, the issue will proceed to Council for approval; and, if not, the issue will be brought back to Commission..4 Verbal update from the General Manager, Parks, Recreation & Culture regarding the request for changes to the Sign Bylaw and PRC Fence Advertising Policy The General Manager, Parks, Recreation & Culture advised that the issue has been stalled, as issues have been raised by the Planning Department regarding the overall impact of changing the Sign Bylaw and specific challenges related to the signs facing the No. 11 Provincial Highway. Staff is currently working on the issues and expect for the matter to be referred to Council in February. Moved by Commissioner Walker, seconded by Commissioner MacGregor, that the verbal update from the General Manager, Parks, Recreation & Culture, regarding the request for changes to the Sign Bylaw and PRC Fence Advertising Policy, be received. CARRIED.5 Date & time for 2013 Commission Goals & Objectives Planning Session Commission agreed to schedule the 2013 Commission Goals & Objectives Planning Session for Saturday, February 2, 2013 from 9:00 am to 12:00 pm, and an invitation will be sent to Commissioners by staff. 4. DELEGATIONS - Nil 5. REPORTS.1 PARKS.1 Verbal report from the Manager, Park Projects on the outcome of the Public Consultation Meeting regarding the proposed cricket pitch at Bakerview Centre for Learning The Manager, Park Projects reported that 34 people attended the open house held at the Bakerview Centre for Learning on Wednesday, January 9, 2013. Everyone in attendance was in agreement with the proposed site. Commissioner Pauls remarked that all of the attendees were cricket players. The Manager, Park Projects noted that, in addition to being cricket players, two attendees were also residents of the area. He advised that there was a flyer drop of 200 flyers done prior to the meeting.
Tuesday, January 15, 2013 in the Matsqui Centennial Auditorium Page 4 of 6 Commissioners expressed concern and disappointment with the format and process at the meeting. The General Manager, Parks, Recreation & Culture apologized and noted that he would look into the situation. A discussion was held regarding clear and strict contract conditions for use of the cricket pitch and the requirement for the users to pay a substantial damage deposit for the use. Commissioner MacGregor commented that the City took a very strong stance with the issues raised at Clearbrook Park. He advised that he is reluctant to be any harder on the group than we have already been, and very clear and firm direction needs to be given to the groups. This needs to be viewed as an opportunity, not a crisis. Commissioner Walker stated that, although he has concerns about what happened in the past, he felt that the groups were aware of the severity of the situation and deserve another chance. It needs to be clear to the groups that if a repeat of the unacceptable behaviour occurs, their use of the playing fields/cricket pitches will be immediately cancelled. The General Manager, Parks, Recreation & Culture advised that staff will meet with the users, provide written and clear documentation of the expectations and that the use of the facilities can be revoked immediately, if a repeat of past issues occurs. He noted that he would contact the City Solicitor regarding deposits and the amount and logistics of what can be charged. Moved by Commissioner Loewen, seconded by Commissioner Barkman that 1) the verbal report from the Manager, Park Projects, regarding the proposed cricket pitch at Bakerview Centre for Learning playing fields, be received; 2) it be recommended to Council to approve the location of the cricket pitches at the Bakerview Centre for Learning playing fields; 3) if approved by Council, staff will work with the groups and provide clear written documentation to the groups regarding the expectations for use of the facilities and the immediate consequences of unacceptable behaviour.. 2 Verbal report from the Manager, Park Projects regarding the installation of baffles on Discovery Trail The Manager, Park Projects explained that the baffles were installed as a result of complaints received regarding skateboarders using Discovery Trail and causing difficulties for other trail users. He noted that baffles are used on many trails to slow "traffic" and maintain a safe environment.
Tuesday, January 15, 2013 in the Matsqui Centennial Auditorium Page 5 of 6 Commissioner Duyns suggested that possibly the baffles could be made more attractive through some sort of public art. Staff advised that they would look into the possibility.. 2 RECREATION Moved by Commissioner Duyns, seconded by Commissioner Schafer, that the verbal update from the Manager, Park Projects, regarding the installation of baffles on Discovery Trail, be received. 1. Presentation with handouts from the Healthy Abbotsford/SCOPE Coordinator regarding "Is Active Play Extinct The Healthy Abbotsford/SCOPE Coordinator provided a PowerPoint presentation and video regarding the importance of play and healthy "movement", especially for children. Moved by Commissioner MacGregor, seconded by Commissioner Pauls, that the presentation from the Healthy Abbotsford/SCOPE Coordinator, regarding "Is Active Play Extinct", be received.. 3 CULTURE - Nil.4 ADMINISTRATION.1 Verbal report from the General Manager, Parks, Recreation & Culture, regarding Council updates The General Manager, Parks, Recreation & Culture, reported that the new City Manager, George Murray, starts at the City on February 4, 2013. 6. NEW BUSINESS Moved by Commissioner Walker, seconded by Commissioner Barkman, that verbal report from the General Manager, Parks, Recreation & Culture, regarding Council updates, be received. 1. Upcoming Events - for information CARRIED. BC Yukon Section Mountain Regional Synchro Event at MSA Arena - January 25-27,2013 Special Community Announcement at Abbotsford Recreation Centre - 10:00 am - January 25, 2013
Tuesday, January 15, 2013 in the Matsqui Centennial Auditorium Page 6 of 6 FVRL Literacy Events 11 :00 am - 2:00 pm, Saturday, January 26, 2013 at Clearbrook Library and The Reach Abbotsford HEAT School Day Game -10:30 am, Tuesday, February 5, 2013 at the Abbotsford Entertaininment & Sport Centre.2 New Commission meeting location & time change Commissioners requested that staff look into the possibility of securing a different meeting location for the Commission meetings, along with a 4:00 pm start time. They also requested that a facility tour be scheduled at some point in the future, possibly to see the maintenance closure work done at the Matsqui Recreation Centre. Staff advised that they would pursue the issue and communicate to Commissioners. 7. ADJOURNMENT/MOTION TO CLOSE Moved by Commissioner Pauls, seconded by Commissioner Walker, that the January 15, 2013 Regular meeting be adjourned. ( 4:45 pm) CARRIED. Certified Correct: S:\MINUTES\2013\Regular January 15, 2013 Manager, Administration (PRC)