PARKS, RECREATION AND CULTURE COMMISSION MINUTES

Wednesday, 2016 June 15

An Open meeting of the Parks, Recreation and Culture Commission was held in the Council Committee Room, Burnaby City Hall, 4949 Canada Way, Burnaby, B.C. on Wednesday 2016 June 15 at 6:45 p.m. followed immediately by a Closed meeting from which the public was excluded.  At the conclusion of the Closed meeting, the Open meeting was reconvened at 7:00 p.m. in the Council Chambers.

1.

CALL TO ORDER

Present:   Councillor Nick Volkow, Chair

                Commissioner Karin Alzner

                Commissioner James Jang

                Councillor Anne Kang

                Commissioner Barbara Larkin

                Commissioner Lee Loftus

                Commissioner Lance Matricardi

                Commissioner Wayne Peppard

                School Trustee Baljinder Narang

Absent:    Commissioner Karen Purdy

Staff:         Mr. Dave Ellenwood,  Director Parks, Recreation and Cultural Services

                 Mr. Denis Nokony, Assistant Director – Cultural Services

                 Mr. Don Hunter, Assistant Director – Parks

                 Mr. David O’Connor, Assistant Director – Golf Operations

                 Mr. Craig Collis, Assistant Director - Recreation

                 Mr. Dean Pelletier, Manager – Business Operations

                 Ms. Heather Edwards, Manager – Parks Planning, Design & Development

                 Mr. Johannes Schumann, Planner – Planning and Building

                 Ms. Kathryn Matts, Commission Secretary   

                 Ms. Theresa Cheng, Recording Secretary 

MOVED BY COMMISSIONER LARKIN

SECONDED BY cOUNCILLOR kANG

“THAT the Open Commission meeting do now reconvene.”

2.

MINUTES

a)

Open Meeting of 2016 May 18

MOVED BY commissioner peppard

SECONDED BY commissioner loftus

“THAT the minutes of the Open Commission meeting held on 2016 May 18 be now adopted.”

CARRIED UNANIMOUSLY

3.

CORRESPONDENCE

MOVED BY commissioner jang

SECONDED BY commissioner alzner

THAT the correspondence be received.

CARRIED UNANIMOUSLY

a)

The Administrative Officer advised that Council received a report re:  Grant Applications #16.31. Burnaby District Youth Soccer Association and referred the request to the Parks, Recreation and Culture Commission for consideration.

Item 3 of the Director’s Report referred to this matter.

b)

Ms. Anna Solnickova, Run Organizer, 2016 Burnaby Terry Fox Run, Burnaby Terry Fox Run Organizing Committee, requested fee waivers for the 36^th anniversary of Terry Fox Run on 2016 September 18 in Swangard Stadium and Central Park and for the use of two tents.

Item 2 of the Director’s Report referred to this matter.

4.

DIRECTOR’S REPORT

(a)

The Director Parks, Recreation and Cultural Services submitted his Report No. 06, dated 2016 June 15, covering the following items listed i-v.

MOVED BY COMMISSIONER LARKIN 

SECONDED BY cOMMISSIONER LOFTUS

 “THAT the Director’s Report be received.”

CARRIED UNANIMOUSLY

i)

Licence between City and Burnaby Lake Rugby Committee to operate clubhouse at Burnaby Lake Sports Complex-East

In 1982 the City entered into a licence agreement with the Burnaby Lake Rugby Committee, setting out operating conditions for the rugby clubhouse.  The current agreement expires 2016 June 30.  The Burnaby Lake Rugby Committee has requested a new agreement under the same terms and conditions. 

Throughout the tenure of the current agreement, the Burnaby Lake Rugby Committee has been a valued and extremely supportive community partner.  They have complied with all terms of the licence agreement and consistently paid their portion of the operating expenses.  The Club has improved/renovated the upstairs washrooms, the lounge area and the Mohawk Room.  The Committee has modest plans for continued improvements and upgrades to the clubhouse facilities.

It was recommended:

1.  THAT approval be given for a new five year licence for one dollar ($1) per year plus one option to renew for a further five years with the Burnaby Lake Rugby Committee to operate the clubhouse portion of the fieldhouse at the Burnaby Lake Sports Complex-East with terms and conditions as outlined in this report.

2.  THAT Council be requested to concur.

3. THAT a copy of this report be sent to Mr. Leigh Shelley, Chairperson of the       Burnaby Lake Rugby Committee.

MOVED BY commissioner alzner

SECONDED BY  commissioner matricardi

“THAT the three recommendations be approved.”

CARRIED UNANIMOUSLY

ii)

Burnaby Terry Fox Run fee waiver request 2016

Ms. Anna Solnickova requested a fee waiver for use of Central Park trails and two tents for the Burnaby Terry Fox fundraising event on 2016 September 18.

The rental fees for the trails in Central Park are $167.90 (plus GST).  The pop-up tents do not have a fee associated with them as staff time is not required for their set up.  It is recommended that the request to waive the fees for the use of the trails and pop-up tents be approved as there is no direct staff costs associated with these items.

It was recommended:

1.  THAT a fee waiver for the use of Central Park trails be approved and use of the tents be an in-kind donation.

2.  THAT a copy of this report be sent to Ms. Anna Solnickova, 2016 Run Organizer for the Burnaby Terry Fox Run Organizing Committee.

MOVED BY Commissioner matricardi

SECONDED BY Commissioner jang

“THAT the two recommendations be approved.”

CARRIED UNANIMOUSLY

iii)

Burnaby District Youth Soccer Association – Request for fee discount

A letter from the Local Organizing Committee for the Burnaby District Youth Soccer Association was referred from Council to the Commission for consideration.  The letter requested consideration for a concession and monetary support for their 2016 July 07-11 tournament, City of Burnaby official participation, and City of Burnaby memorabilia.

Burnaby Lake Sports Complex-West artificial turf fields have been booked for this tournament, and the preferred fee for youth tournaments will be charged.  The total cost for the tournament is $3,518.35.  As the tournament fee covers the staffing and maintenance costs that are required to support the event, it is recommended that the fee reduction request be denied.  The request for memorabilia will be considered by staff who will work with the tournament organizers.

It was recommended:

1.  THAT the request from the Burnaby District Youth Soccer Association for a  volunteer managed on-site concession and for monetary support for their tournament 2016 July 07-11 be denied.

2.  2.  THAT a copy of this report be sent to the Executive Committee of Council.

3.  3.  THAT a copy of this report be forwarded to Council for information.

4.  4.  THAT a copy of this report be sent to Ms. Suzana Prpic, Volunteer – Sponsorship Contact, and Mr. Douglas Ross, Chair, Local Organizing Committee, Burnaby District Youth Soccer Association.

MOVED BY commissioner loftus

SECONDED BY commissioner larkin

“THAT the four recommendations be approved.”

CARRIED UNANIMOUSLY

iv)

Permissive Exemptions from Taxation - 2017

At 7:02 p.m., Commissioner Alzner declared Conflict of Interest as she is a sustaining member of one of the organizations recommended for a permissive tax exemption.

Commissioner Alzner left the Council Chambers at 7:02 p.m.

The Community Charter provides municipalities with authority to exempt certain lands and/or improvements from municipal property taxation and the general authority for permissive exemptions.  The City of Burnaby has extended permissive exemptions to recreation and athletic clubs that encourage the clubs to make available their facilities to the general public and to meet other specific guidelines.

The Director Parks, Recreation and Cultural Services sought approval for permissive tax exemptions for organizations identified for the year 2017.  These organizations include B.C Volleyball, Boys’& Girls’ Clubs of Greater Vancouver, Burnaby Horseman’s Association, Burnaby Winter Club (Apportionment), Burnaby Tennis Club and the Lotus Club (Apportionment).

It was recommended:

1.  THAT approval be given for permissive tax exemptions to the organizations identified in this report, and that these are included in the Burnaby Tax Exemption Bylaw – 2017 to be presented to City Council for approval.

MOVED BY commissioner peppard 

SECONDED BYcommissioner larkin

“THAT the recommendation be approved.”

CARRIED UNANIMOUSLY

Commissioner Alzner returned to the Council Chambers and took her seat at 7:04 p.m.

(v)

2016 June – Parks, Recreation & Cultural Services Capital Funding Bylaw

The 2016 Provisional Financial Plan for Parks, Recreation and Cultural Services contains nine projects to be funded from Capital Reserves.  To enable work to go ahead on these projects, approval is requested to bring down a bylaw for funding.

It was recommended:

1.   THAT the expenditure of $395,000 from the 2016 Provisional Financial Plan for the projects outlined in this report be approved.

2.  THAT Council be requested to bring down a bylaw to appropriate $413,460 (inclusive of GST) from Capital Reserves to finance these projects.

MOVED BY commissioner larkin 

SECONDED BYcommissioner matricardi

“THAT the recommendations be approved.”

CARRIED UNANIMOUSLY

5.

NEW BUSINESS

Commissioner Jang was delighted to find recycling bins near the tee boxes in the golf courses.  Staff were commended for the marketing program for the Blues Festival.

The Chair was pleased that Colin James will perform at the Blues Festival on August 06.

6.

INQUIRIES

Councillor Kang inquired if the wading pools will remain open along with the water spray parks for children considering the recent rainfalls and the warm weather.

The Director advised that Metro Vancouver decides the stages of the Water Shortage Response Plan according to the water level in the reservoir.  Council had a discussion and decided that the wading pools be drained and not refilled at Stage 3 of the Water Shortage Response Plan.  The water spray parks with the user activated system will be shut down at Stage 4.

Commissioner Peppard inquired if the proposed covered sports box will be built before the end of the year.

The Director advised that the project will be moved forward.

Commissioner Larkin inquired if dumping in parks is an issue.

The Director advised that it is a big problem especially in areas of dense population.  There is a bylaw against dumping in parks but illegal dumping has to be caught in the act.  There is signage advising of the no dumping bylaw.

Staff advised that Parks and Engineering have co-operated in picking up dumped material in public areas.  The signage now has the telephone number for reporting dumping.

Commissioner Loftus suggested signage with warning of prosecution and the hazards of dumped building material on the environment and public health.

The Director commented that it is very irresponsible to dump waste in public areas illegally when the City has an Eco-Centre at Still Creek Works Yard where Burnaby residents can dispose of larger volumes of materials, some toxic materials and some household items

The Chair noted that some contractors dump asbestos illegally to avoid shipment fees.

School Trustee Baljinder Narang thanked the Commission and the City for the programs and services offered throughout the City in the summer.

The Chair thanked the Commission and staff for the condolence card.

7.

ADJOURNMENT

MOVED BY Commissioner Matricardi

SECONDED BY COMMISSIONER LOFTUS

THAT the 'Open' Commission meeting do now adjourn.

CARRIED UNANIMOUSLY

The Open Commission meeting adjourned at 7:25 p.m.

________________________

________________________

Kathryn Matts

COMMISSION SECRETARY                  

Councillor Nick Volkow

CHAIR