City of Port Moody Minutes

City of Port Moody Minutes Parks and Recreation Commission Brovold Room February 10, 2010 Present: Absent: In Attendance: Councillor Karen Rockwell, Chair Sharon Dixon Massimo Cerantola Nicki Forster John Callaghan Shane Virani (Youth Focus Committee representative) Denis Heinrichs Regrets Ann Hulbert - Regrets David Hilderly - Regrets Ron Higo - Director of Community Services (Staff Liaison) 1. Call to Order 1.1 Councillor Rockwell, Chair, called the meeting to order at 7:08 p.m. 2. Adoption of Agenda 2.1 THAT the agenda of the February 10, 2010 Parks and Recreation Commission meeting be adopted. Parks and Recreation Commission - 1 - February 10, 2010 Parks_and_Recreation_Commission_-_Minutes_-_2010_02_10

3. New Business Work Plan Ideas for 2010 3.1 Verbal Report: Councillor Rockwell, Chair The Commission identified the following items for the 2010 work plan: Investigate opportunities to increase parking for the Recreation Complex Develop educational information to support cooperative Trail system use Investigate opportunities for an additional Dog off leash area Investigate security improvements for Rocky Point Park and other parks Annual Parks & Recreation tour Fees & Charges Bylaw review Investigate feasibility of use of City Kiosk at Ioco and Barnet for Community group use. THAT the Parks & Recreation Commission work plan for 2010 be approved and forwarded to Council for consideration. 4. Information Items Westhill Trail Connection Town Centre Artificial Field Turf Replacement Parking Ambassador Program Opportunity 4.1 Verbal Report: Director of Community Services Information was presented on the completion of the Westhill trail and the approval for a formal trail connection which would increase safety for trail users. 4.2 Verbal Report: Director of Community Services Information was presented on the town centre artificial turf field replacement project, which was expected to start in April and last for approximately 3 months. 4.3 Verbal Report: Director of Community Services Information was presented on the parking ambassador program and the opportunity to volunteer for shifts that had recently become vacant. -2-

5. Adjournment The February 10, 2010 Parks and Recreation Commission was adjourned at 7:55 pm. The next meeting is scheduled for March 10, 2010 at 7:00 p.m. in the Brovold Room. Councillor Rockwell Chair Ron Higo Staff Liaison -3-

City of Port Moody Minutes Parks and Recreation Commission Minutes of the regular meeting of the Parks and Recreation Commission on March 10, 2010 in the Brovold Room. PRESENT: ABSENT: IN ATTENDANCE: Councillor Karen Rockwell, Chair John Callaghan Nicki Forster Denis Heinrichs David Hilderly Ann Hulbert Shane Virani (Youth Focus Committee representative) Massimo Cerantola (regrets) Sharon Dixon (regrets) Ron Higo - Director of Community Services (Staff Liaison) 1. Call to Order 2. Approval of Agenda Agenda 2.1 THAT the agenda of the Parks and Recreation Commission meeting held Wednesday, March 10, 2010 be adopted. 3. Approval of Previous Minutes Minutes 3.1 THAT the minutes of the Parks and Recreation Commission meeting held November 12, 2009 be adopted. Parks & Recreation Commission - 1 - March 10, 2010 Meeting #63043v1

3.2 THAT the minutes of the Parks and Recreation Commission meeting held February 10, 2010 be adopted. 4. Unfinished Business 5. New Business 2010 Workplan Next Steps 5.1 Discussion Item: Ron Higo 5.1.1 Investigate opportunities to increase parking for the Recreation Complex 5.1.2 Develop educational information to support cooperative Trail system use 5.1.3 Investigate opportunities for an additional Dog off leash area 5.1.4 Investigate security improvements for Rocky Point Park and other parks 5.1.5 Annual Parks & Recreation tour 5.1.6 Fees & Charges Bylaw review 5.1.7 Investigate feasibility of use of City Kiosk at Ioco and Barnet for Community group use 6. Information Items 7. Adjournment The March 10, 2010 Parks and Recreation Commission was adjourned at 7:55 pm. The next meeting is scheduled for April 14, 2010 at 7:00 p.m. in the Brovold Room. Councillor Rockwell Chair Ron Higo Staff Liaison Parks & Recreation Commission - 2 - March 10, 2010 Meeting

City of Port Moody Minutes Parks and Recreation Commission The minutes of the regular meeting of the Parks and Recreation Commission held April 14, 2010 in the Brovold Room. PRESENT: REGRETS: IN ATTENDANCE: Councillor Karen Rockwell, Chair Ann Hulbert David Hilderley (7:05) John Callaghan Massimo Cerantola Nicki Forster Shane Virani Sharon Dixon Councillor Meghan Lahti (Regrets) Denis Heinrichs (Regrets) Ron Higo, Director of Community Services, Staff Liaison Julie Pavey, Manager of Parks and Environmental Services Linda Tylla, Committee Clerk 1. Call to Order Call to Order 1.1 Councillor Karen Rockwell called the meeting to order at 7:03 pm. 2. Approval of Agenda Agenda 2.1 THAT the agenda of the Parks and Recreation Commission meeting held Wednesday, April 14, 2010 be adopted. 3. Approval of Previous Minutes Minutes 3.1 Moved and seconded THAT the minutes of the Parks and Recreation Commission meeting held March 10, 2010 be adopted. Parks & Recreation Commission - 1 - April 14, 2010 Meeting #65156v1

THAT the minutes be corrected to read Sharon Dixon as absent with regrets. The question on the motion, as amended was put and CARRIED. 4. Unfinished Business Dog Off Leash Information and Draft Survey 4.1 The Manager of Parks and Environmental Services highlighted information from the reports dated March 18, 2010 which were previously circulated. THAT Nicki Forster and Shane Virani form a subcommittee to refine the Dog Off Leash survey questions attached to the report of the Manager of Parks and Recreation dated March 18, 2010 and bring them back to the Commission and the Commission to set a schedule for survey at the May meeting. ACTION Sub-committee: to reduce the number of survey questions to 5 or 6 and free comment section. Mr. Virani noted that the Youth Focus Committee would be interested in helping to conduct the survey. Park Signage Inventory 4.2 The Manager of Parks and Environment reviewed several examples existing park signage and the new signage standards. ACTION Manager of Parks and Environment: to provide a flash presentation on current dog related signage along shoreline park to show if there are gaps in signage that may be encouraging non-compliance. Fees & Charges Subcommittee Appointment 4.3 A subcommittee was formed to work with the Manager of Recreation Services & Facilities to review and make recommendations to the Commission on the fees and charges associated with Parks and Recreation for the Fees Bylaw. THAT David Hilderley, Shane Virani and Sharon Dixon form a Fees and Charges Sub-committee with the Manager of Recreation Services & Facilities. Parks & Recreation Commission - 2 - April 14, 2010 Meeting

5. New Business Event Request for Use of Rocky Point Park 5.1 The MADD event request was reviewed and it was determined that there were already a number of large events in the park, and that additional large events would impact the balance of the passive and active park experience for park users. The Commission concluded that Rocky Point Park experiences heavy use and that in the interest of all park users, the MADD event request be declined at this time. THAT Council decline the request from MADD - Metro Vancouver Chapter for the use of Rocky Point Park for a Safety Fair on June 26, 2010 as the park is expected to see heavy usage during that time period, and that the group be advised of the decision. The Commission continued discussion on rules and guidelines that could be established to assist in dealing with future requests for park use. 6. Information Items 6.1 Update on replacement of artificial turf field behind Recreation Complex 6.2 Update on expansion of Recreation Complex parking area 7. Adjournment Councillor Rockwell, Chair Linda Tylla, Committee Clerk Parks & Recreation Commission - 3 - April 14, 2010 Meeting

City of Port Moody Minutes Parks and Recreation Commission Minutes of the regular meeting of the Parks and Recreation Commission meeting held Wednesday, May 12, 2010 in the Brovold Room. PRESENT: IN ATTENDANCE: ABSENT: Councillor Karen Rockwell John Callaghan Sharon Dixon Denis Heinrichs Ann Hulbert Ron Higo, Director of Community Services Julie Pavey, Manager of Parks and Environment Constable Bill Kim, Port Moody Police Department Linda Tylla, Committee Clerk Massimo Cerantola (Regrets) Nicki Forster (Regrets) Shane Virani (Regrets) David Hilderley 1. Call to Order 1.1 Councillor Karen Rockwell called the meeting to order at 7:00pm. 2. Approval of Agenda Agenda 2.1 THAT the agenda of the Parks and Recreation Commission meeting held Wednesday, May 12, 2010 be adopted as amended: Item 4.3 will become 4.2 Item 4.5 becomes 4.3 Item 4.2 becomes 4.4 Item 4.4 becomes 4.5 Added item 6.2 Artificial Turf Update Parks & Recreation Commission - 1 - May 12, 2010 Meeting

3. Approval of Previous Minutes Minutes 3.1 THAT the minutes of the Parks and Recreation Commission meeting held April 14, 2010 be adopted. 4. Unfinished Business Crime Prevention Through Environmental Design 4.1 Constable Bill Kim, Port Moody Police provided a brief overview of the concept of Crime Prevention Through Environmental Design (CPTED). Constable Kim provided examples of CPTED concerns in other municipalities and how they were solved. He noted that many of the recommendations will soon be on the City s website. Dog off-leash Draft Survey review 4.2 Deferred until the next meeting. Annual Parks Tour Planning 4.3 The Director of Community Services gave a history of the event and asked for suggestions from the group. Suggestions for this year s tour included the tennis courts at Heritage Woods, Bert Flinn Park, the future public art at the tennis court and the lacrosse box at Westhill Park. The tour will take place during the June 9 th Parks and Recreation meeting. Park Signage Location Map 4.4 The Manager of Parks and Environment used mapping software to show locations of various dog-related signs in parks as well as photo examples. The Commission suggests that until the lifecylce replacement of current dog-related signage is required, the sign kiosks located along the Shoreline Park could be utilized to place temporary dog on leash signage. It was suggested that language should remain simple and the international symbols should be used to begin orienting the public to the new signage to be used in City parks. Sign Kiosk for City 4.5 The Director of Community Services provided an update and Community on the Sign Kiosk at the corner of Ioco Road and Barnet Group Signs Hwy. The retrofits required to make the kiosk more user friendly for community groups to hang their banners are Parks & Recreation Commission - 2 - May 12, 2010 Meeting

significantly less costly that first anticipated and can be covered under the existing budget. 5. New Business Fees & Charges Process & Guidelines 5.1 The Director of Community Services gave a presentation on the history and variety of options used to calculate how fees and charges are calculated. The benefits and drawbacks of the various methods were reviewed. It was noted the standard practice of using the Current Market based system was conducive to equity across the region for sports leagues and residents. THAT in review of fees and charges, the Parks and Recreation Commission recommends that the Fees and Charges Subcommittee continue the current method of fees and charges calculation. 6. Information Items MADD Event request update 6.1 The Director of Community Services reported that Council has approved the MADD Event Request for Rocky Point Park. Artificial Turf Update 6.2 The Manager of Parks and Environment reported that the tender for the turf replacement will close after the Victoria Day long weekend. The tender package includes an additional warm up area which will be included if budget permits. Existing turf materials will be recycled where possible. 7. Adjournment The meeting was adjourned at 8:38pm. The next meeting of the Parks and Recreation Commission will be held on June 9, 2010. Councillor Rockwell, Chair Linda Tylla, Committee Clerk Parks & Recreation Commission - 3 - May 12, 2010 Meeting

City of Port Moody Minutes Parks and Recreation Commission Minutes of the regular meeting of the Parks and Recreation Commission held Wednesday, June 9, 2010 in the Parkview Room. PRESENT: IN ATTENDANCE: ABSENT: Councillor Karen Rockwell John Callaghan Sharon Dixon Denis Heinrichs Ann Hulbert (arrived 6:13 p.m.) Massimo Cerantola Nicki Forster Shane Virani Ron Higo, Director of Community Services, Staff Liaison Julie Pavey, Manager of Parks and Environment Linda Tylla, Committee Clerk David Hilderley (regrets) 1. Call to Order Councillor Karen Rockwell called the meeting to order at 6:05 p.m. 2. Approval of Agenda Agenda 2.1 THAT the agenda of the Parks and Recreation Commission meeting held Wednesday, June 9, 2010 be adopted as amended: Add Item 4.2 Annual Work Plan Amendment 3. Approval of Previous Minutes Minutes 3.1 THAT the minutes of the Parks and Recreation Commission meeting held May 12, 2010 be adopted. Parks & Recreation Commission - 1 - June 9, 2010 Meeting #90050 File: 01.0360.20.10.01.2010

4. Unfinished Business Dog Off Leash Draft Survey 4.1 The Commission discussed the suggested questions for the draft survey. THAT the draft Dog Off-leash Survey be endorsed. Annual Work Plan Amendment 4.2 THAT the Parks and Recreation Commission 2010 Annual Work Plan be amended to replace Investigate opportunities for an additional dog off-leash area with Implement a dog off-leash survey ; and THAT the dog off-leash survey as attached be endorsed for implementation by the Parks and Recreation Commission. 5. New Business Appointment to Port Moody Centennial Task Force 5.1 THAT Nicki Forster be appointed to represent the Parks and Recreation Commission on the Port Moody Centennial Task Force. 7. Adjournment The meeting was adjourned at 6:15 p.m. and the Commission departed for the annual Parks Tour. Councillor Rockwell, Chair Linda Tylla, Committee Clerk Parks & Recreation Commission - 2 - June 9, 2010 Meeting

City of Port Moody Minutes Parks and Recreation Commission Minutes of the regular meeting of the Parks and Recreation Commission held Wednesday, July 14, 2010 in the Brovold Room. PRESENT: ABSENT: IN ATTENDANCE: Councillor Karen Rockwell John Callaghan Sharon Dixon Denis Heinrichs David Hilderley Ann Hulbert Shane Virani Massimo Cerantola Nicki Forster (regrets) Ron Higo, Director of Community Services Julie Pavey, Manager of Parks and Environment Linda Tylla, Committee Clerk 1. Call to Order Call to Order 1.1 Councillor Karen Rockwell called the meeting to order at 7:00 p.m. 2. Approval of Agenda Agenda 2.1 THAT the agenda of the Parks and Recreation Commission meeting held Wednesday, July 14, 2010 be adopted. 3. Approval of Previous Minutes Minutes 3.1 THAT the minutes of the Parks and Recreation Commission meeting held June 9, 2010 be adopted. Parks & Recreation Commission - 1 - July 14, 2010 Meeting #108151v1 File: 01.0360.20.10.01.2010

4. Unfinished Business Dog Off Leash Survey- Implementation 4.1 The Director of Community Services circulated hard copies of the survey to the Commission. The Chair advised the Commission of the plan for the survey including: Staff will prepare a media release for the newspaper to provide information to the public on the survey next week. Staff will make the survey available on Survey Monkey for those residents that miss the opportunity at the Park. Once all surveys are completed, staff will summarize and present the results to the Commission in September. The Commission provided feedback on the draft on-line survey text and organized themselves into volunteer teams. THAT the Dog Off Leash Survey will be conducted in park areas from July 24 to August 15, 2010 and online from July 24 to August 22, 2010; and that the park survey locations be Rocky Point Park Dog Off Leash Area, Shoreline Trail, and Bert Flinn Park; and that staff will compile and bring back the results to the Commission in September. 5. Adjournment The meeting was adjourned until 7:20 p.m. The next meeting of the Parks and Recreation Commission will be held on Wednesday, September 8, 2010. Councillor Karen Rockwell Chair Linda Tylla, Committee Clerk Parks & Recreation Commission - 2 - July 14, 2010 Meeting

City of Port Moody Minutes Parks and Recreation Commission Minutes of the regular meeting of the Parks and Recreation Commission held Wednesday, September 8, 2010 in the Brovold Room. PRESENT ABSENT IN ATTENDANCE Councillor Karen Rockwell John Callaghan Nicki Forster Denis Heinrichs Ann Hulbert Massimo Cerantola (regrets) Sharon Dixon (regrets) David Hilderley Shane Virani (regrets) Ron Higo, Director Community Services, Staff Liaison Kevin Near, Manager of Recreation Services and Facilities Linda Tylla, Committee Clerk 1. Call to Order Councillor Karen Rockwell called the meeting to order at 7:00 p.m. 2. Approval of Agenda Agenda 2.1 THAT the agenda of the Parks and Recreation Commission meeting held Wednesday, September 08, 2010 be adopted. 3. Approval of Previous Minutes Minutes 3.1 THAT the minutes of the Parks and Recreation Commission meeting held July 14, 2010 be adopted. Parks & Recreation Commission - 1 - September 8, 2010 #116172v1 File: 01.0360.20.10.01.2010

4. Unfinished Business Fees & Charges 2011 4.1 Memo: Fees Sub-committee dated August 23, 2010, and related fees schedule The Manager of Recreation Services and Facilities reported as to the process the sub-committee used to set the proposed fee schedule including a survey of neighboring municipalities. It was noted that in general, the rental rates have increased by approximately 3% for groups. Admission rates were increased strategically from a 0% to a 4% increase, depending on the user s demographics. The subcommittee was sensitive to any admission rate increase for children, students and seniors as to not introduce any new barriers to their participation. It was also important to the sub-committee that market rates were not exceeded as it would negatively impact revenues. It was also noted that the annual period will be moving from the school year to the calendar year in 2011. Discussion ensued regarding the rates and increases for various facilities. Staff were directed to report back to the Commission on why the rental rate for the Inlet Theater and Galleria for Commercial and Private groups (10 or more hours) will remain at $125.00 when Commercial and Private group rates (per hour) is seeing an increase. THAT the endorsement of the fees for Community Services for 2011-2012, be deferred to the next meeting. Dog Off Leash Survey- Results 4.2 The Director of Community Services reported the results of the Dog Off Leash Survey noting that Port Moody residents were the highest percentage of users in the dog parks. Discussion ensued regarding the definition of an aggressive dog, the types of signage available to educate park users, and the related bylaw. Staff advised that a report will be brought back to the next meeting identifying common themes and possible solutions and signage options. The complimentary dog bag program was discussed. Staff Parks & Recreation Commission - 2 - September 8, 2010

were directed to bring back information on the number used at dog parks, the annual cost of providing the bags, and how much of the cost comes from annual dog licensing fees. THAT the results of the Dog Off Leash Survey be received for information. 5. New Business None. 6. Information Items Town Centre Artificial Field Project Update 6.1 The Director of Community Services reported that the project was nearly complete with the exception of some fencing and the practice pitch. It was noted that the project came in on budget but took slightly longer than expected due to poor weather. A date for the official unveiling of the field will be communicated once set and that the Port Moody Soccer Club will be recognized for their contribution to the project. It was also noted that the turf which had been removed will be recycled. As it was at the end of its life cycle, it was in too poor of condition to re-sell to the public as initially considered. Inlet Park Feasibility Study update 6.2 The Director of Community Services provided a brief background on the study noting that the Port Moody Soccer Club approached the City regarding their wish to cost share a feasibility study for field improvements as the field is at the end of its life cycle. A tree inventory is being taken and traffic study conducted to inform the feasibility study. Parks & Recreation Commission - 3 - September 8, 2010

7. Adjournment The meeting was adjourned 8:00 p.m. Councillor Karen Rockwell Chair Linda Tylla, Committee Clerk Parks & Recreation Commission - 4 - September 8, 2010

City of Port Moody Minutes Parks and Recreation Commission unadopted PRESENT ABSENT IN ATTENDNACE Minutes of the Regular meeting of the Parks and Recreation Commission held Wednesday, October 27, 2010 in the Parklane Room. Councillor Karen Rockwell, Chair John Callaghan Nicki Forster Denis Heinrichs Ann Hulbert Massimo Cerantola (regrets) Sharon Dixon (regrets) David Hilderley Shane Virani (regrets) Ron Higo, Director of Community Services, Staff Liaison Linda Tylla, Committee Clerk 1. Call to Order Councillor Karen Rockwell called the meeting to order at 7:30 p.m. 2. Approval of Agenda Agenda 2.1 THAT the agenda of the Parks and Recreation Commission meeting held Wednesday, October 27, 2010 be adopted as amended: Added item 5.1 Port Moody Centennial Task Force Recommendations For Events. 3. Approval of Previous Minutes Minutes 3.1 THAT the minutes of the Parks and Recreation Commission meeting held September 08, 2010 be adopted. Parks & Recreation Commission - 1 - October 27, 2010 #120003v1 File: 01.0360.20.10.01.2010

4. Unfinished Business Dog Off- Leash Survey 4.1 The Dog Off-Leash Survey Comments were reviewed by the Commission. THAT the Dog Off-Leash Survey Comments be received for information. Dog Off-Leash Parks 4.2 Doggie Bag Program The Director of Community Services noted that a doggie bag program using on-bag advertising sales to generate income to cover the costs of the program is being investigated. THAT the information be received. Fees & Charges 4.3 Figure Skating and Theatre/Galleria Rate Information Attachment: Commission Follow Up Items THAT the Commission Follow Up Items information sheet be received for information. Moved and seconded and CARRIED That the Community Services fees for 2011-2012 for the Fees and Charges Bylaw be approved for submission to Council. 5. New Business Port Moody Centennial Task Force Recommendations For Events 5.1 N. Forster provided background on the Centennial Task Force s mandate and recent activities and asked the Commission for suggestions on a celebratory event in 2013. Discussion ensued with suggestions provided for Ms. Forster to take back to the Task Force. 6. Information Parks & Recreation Commission - 2 - October 27, 2010

7. Adjournment The meeting was adjourned at 8:00 p.m. The next meeting of the Commission will be held on Wednesday, December 8 th. The Commission s Annual Report will be presented for comment and adoption. Councillor Karen Rockwell Chair Linda Tylla, Committee Clerk Parks & Recreation Commission - 3 - October 27, 2010