Minutes [PDF - 3.4 MB] - Fraser Valley Regional District

recreation
Culture
& Airpark
FraserValleyRegionalDistrict
SERVICES
FRASER VALLEY REGIONAL DISTRICT
RECREATION, CULTURE & AIRPARK SERVICES
Thursday, April 9, 2015 @ 6:00 p. m.
District of Hope Council Chambers
325 Wallace St, Hope, BC
OPEN
MEETING MINUTES
Present:
Terry Raymond, Chair, Electoral Area A
Dennis Adamson, Vice Chair, Electoral Area B
Wilfried Vicktor, District of Hope Appointee
Bronwyn Punch, Member at Large, Electoral Area B
Mike Freimark, Member at Large, Electoral Area B
Johanna Coughlin, Member at Large, District of Hope
Delegates:
Ashleigh Erwin, Coordinator, Fraser Canyon Hospice Society
Staff Present:
Milly Marshall, Director, Recreation & Cultural Services
Amanda Arbuckle, Assistant Manager, Recreation, Culture and Airpark Services
Natalie Lewis, Services Clerk, Recreation, Culture and Airpark Services
Regrets:
Ed Araki, Member at Large, District of Hope
CALL TO ORDER
The Director called the meeting to order at 6:07 p. m.
2
APPROVAL OF AGENDA
2.1
PUNCH/VICKTOR
THAT the Agenda for the Recreation, Culture & Airpark Services Commission Open
Meeting of April 9, 2015 be approved;
AND THAT all delegations, reports, correspondence and other information set to the
Agenda be received for information.
[RCASC 40-2015]
3
APPROVAL OF ADDENDA
3.1
COUGHLIN/FREIMARK
CARRIED
THAT the Addendafor the Recreation, Culture & Airpark Services Commission Open
Meeting of April 9, 2015 be approved;
AND THAT all delegations, reports, correspondence and other information set to the
Addenda be received for information.
[RCASC 41-2015]
4
DELEGATIONS
4. 1
Fraser Canyon Hospice - Sharing Accomplishments & Vision
CARRIED
Ashleigh Erwin, Coordinator of Fraser Canyon Hospice Society provided a presentation of
the Hospice Society's role and involvement in the community which includes offering
volunteer support services, complimentary therapies, patient comfort supplies and
equipment to those with terminal illnesses, their family members and the bereaved.
Ms. Erwin advised the Commission that the Fraser Canyon Health Authority has donated
space for a patient care faiclity to the Hospice Society to assist in continuing support
services and programs. She further noted that community events and donations will assist
in raising funds for renovating and furnishing the space.
Ms. Erwin left the meeting at 6:30 p. m.
5
MINUTES/MATTERS ARISING
5. 1
Recreation, Culture & Airpark Services Commission Meeting 2015 03 05
ADAMSON/VICKTOR
THAT the Minutes of the Open Meeting of the Recreation, Culture & Airpark Services
Commission of March 5, 2015 be adopted.
[RCASC 42-2015]
5.2
CARRIED
Special Minute - Webb. Peters & KinaMemorial Events
COUGHLIN/PUNCH
THAT the March 23, 2015Webb, Peters & King Memorial Events Special Minute be
adopted.
[RCASC 43-2015]
5. 3
CARRIED
RCASC - Volunteer Gala Event
VICKTOR/FREIMARK
THAT the fees be waived for use of the Mezzanine and Conference Centre for the
Volunteer Gala Event.
[RCASC 44-2015]
CARRIED
FREIMARK/COUGHLIN
THAT Recreation, Culture and Airpark Services staff provide support for the setup of the
Volunteer Gala Event.
[RCASC 45-2015]
CARRIED
Vice-ChairAdamson noted that the catering for the Volunteer Gala Event, scheduled for
May 2nd, 2015 will be undertaken by students of Hope Secondary School. He requested
for assistance with the setup by Recreation, Culture and Airpark Services staff.
Vice-ChairAdamson's request for the Recreation Centre staff to assist with organization
and setup of the event was supported.
6
FINANCE
6. 1
RCAS Rates, Fees and Facility Access Bylaw Amendment
PUNCH/ADAMSON
THAT the Fraser Valley Regional District Hope and District Recreation Centre Fees and
Other Charges Amendment Bylaw No. 1307, 2015 be forwarded to the Fraser Valley
Regional District Board for three readings and adoption.
[RCASC 46-2015]
6. 2
CARRIED
RCAS - Statistics & Revenue Reports
Provided for information.
6. 3
2015 RCASC Strategic Planning Session
PUNCH/ADAMSON
THAT a strategic planning session be scheduled with the Recreation Commission and a
facilitator followed by a session with the public.
[RCASC 47-2015]
CARRIED
The Director informed the Commission that a facilitator has been contacted for a strategic
planning session. Ms. Marshall requested that the date and structure of sessions be set
prior to August 2015.
Paul Gipps, CAO, Fraser Valley Regional District arrived at 7:08 p. m.
7
NEW BUSINESS
7. 1
FVRD Regional Airpark - Land Leases
ADAMSONA/ICKTOR
THAT the Recreation, Culture & Airpark Services Commission approve renewal of the
following Airpark land lease agreements;
a. Fraser Health Authority for the provision of an annual grant to the Regional Airpark
located in Hope B. C., in support of ongoing maintenance for a sum of $7, 000 for the
period of April 1, 2015 to March 31, 2016;
b. Airpark agricultural land lease with Crystal Medlock for the period of April 30, 2015 to
April 30, 2017 in the amount of $1396. 50 per annum inclusive of taxes;
c. Lease Agreement for RV and glider storage at the Regional Airpark with the Vancouver
Soaring Association for the period of May 1 to October 31, 2015, in the amount of
$590. 95 including GST;
AND THAT the letters of agreement be forwarded to the FraserValley Regional District
Board for authorization and execution of the agreements.
[RCASC 48-2015]
7.2
CARRIED
RCAS - Fitness Instruction Certification
ADAMSON/VICKTOR
THAT select external candidates fitness instruction course fees be paid for through
Recreation, Culture & Airpark Services 2015 budget;
AND THAT management selects and approves fitness instruction courses and that the
duration of instruction by candidates be provided at the Recreation Centre for no less than
one year following the date certification attained through this process;
AND FINALLYTHAT instruction fees not exceed $2000.00.
THAT the contractor be willing to work for a period of time.
[RCASC 49-2015]
7.3
CARRIED
RCAS - Donation Sub-Committee
ADAMSON/COUGHLIN
THAT the Recreation, Culture & Airpark Services Commission endorse the request by the
Donation Sub-Committee to allocate space within the facilityfor the purposes of
recognizing those donating via a memorial fund for facility designated projects;
AND THAT the donated funds be directed to the purchase of an aquatic hydraulic lift and
pool ramp.
[RCASC 50-2015]
7.4
CARRIED
Vvoer Youth Development - Request for Meeting Space
VICKTOR/ADAMSON
THAT fees not be applied for mezzanine meeting space for Vyper (Valley Youth
Partnership for Engagement and Respect) Youth Development for the purposes of
hosting a mini-conference;
AND THAT take down/set up and cleanup requirements for the meetings be undertaken
by Vyper Youth staff and volunteers.
[RCASC51-2015]
DEFERRED
ADAMSON/FREIMARK
THAT Recreation, Culture and Airpark Services staff provide the Commission with
information regarding Vyper Program's Funding sources and ability to support fees such
as facility rentals.
[RCASC 52-2015]
7.5
FVRD - Branding Standards
Provided for information.
7.6
Facility Security Cameras
CARRIED
The Director informed the Commission that the installation of cameras in the facility will
commence upon a formal assessment of the facility to ensure we meet all Canadian
Privacy Standards.
7.7
RCAS - Customer Comments & Suggestions
Provided for information.
7. 8
Physical Literacy - Local School Aged Children
Provided for information.
7.9
District of Hope & RCASC - Service Administration Fees
VICKTOR/ADAMSON
THAT the Recreation, Culture & Airpark Se^/ices Commission formally request that the
District of Hope not apply administration fees for services between the District of Hope
and the Recreation, Culture & Airpark Services Commission.
[RCASC 53-2015]
7. 10
CARRIED
FVRD Regional Airpark - NAV Canada Weather Camera Lease
PUNCH/COUGHLIN
THAT the Recreation, Culture & Airpark Services Commission approve renewal of the
NAV Canada Airpark weather camera lease agreement from July 31 , 2015 to July 31 ,
2020;
AND THAT the letter of agreement be forwarded to the Fraser Valley Regional District
Board for authorization and execution of the agreement.
[RCASC 54-2015]
CARRIED
7. 11
RCAS - Staff Facility Use Policy
ADAMSON/FREIMARK
THAT the current staff use policy be maintained for the dependents of Recreation, Culture
and Airpark Services Commission and Staff.
[RCASC 55-2015]
8
STAFF REPORTS
8. 1
RCAS - Programming Update
CARRIED
Recreation Program Guide provided for information.
9
RESOLUTION TO CLOSE MEETING
FREIMARK/COUGHLIN
THAT the meeting be closed to the public, exceptfor Senior Staff, for the purpose of
receiving and adopting Closed Meeting Minutes convened in accordance to Section 90 of
the Community Charter and to consider matters pursuant to:
.
Section 90(1 )(k) of the Community Charter- negotiations and related discussions
respecting the proposed provision of a municipal service that are at their preliminary
stages and that, in the view of the council, could reasonably be expected to harm the
interests of the municipality if they were held in public.
[RCASC 56-2015]
10
RISE AND REPORT OUT OF CLOSED MEETING
11
REPORTS BY COMMISSION MEMBERS
12
NEXT MEETING
CARRIED
REQUEST FOR DECISION regarding the date of the next meeting of the Recreation,
Culture and Airpark Services Commission.
13
ADJOURNMENT
PUNCH/COUGHLIN
THAT the Open meeting of Recreation, Culture & Airpark Services Commission of April 9,
2015 be adjourned.
[RCASC 57-2015]
MINUTES CERTIFIED CORRECT:
Corn^
Chair
CARRIED