THE CORPORATION OF THE CITY OF PORT COQUITLAM

PARKS

&

RECREATION COMMITTEE

meeting of the Parks & Recreation Committee
held in the
Coffee Room on Wednesday, January 23rd, 1985, was
at 4:00 p.m.
A

In attendance were Alderman Michael Wright and Alderman George

Laking.

Also in attendance were K. Janna Taylor, Parks & Recreation Director; Jim Maitland, City Treasurer and Helen Fitch, May Day

Coodinator.

CONFIRMATION OF MINUTES

That the minutes of the meeting of the Parks & Recreation Committee
held on Wednesday, January 16th, 1985, be taken
as read and adopted.
Item No.

1

Hvde Creek 0~aration

Jim Maitland came to the Committee to discuss the

attached report. Jim indicated that we were getting
a letter from the lawyers identifying
City's
position. Mr. Maitland indicated that the
it
would ba
in the best interests of the City to negotiate a fair
settlement with S.D.¹43. The Committee
the
aspect of having an appraisal done on thediscussed
pool
portion
at Hyd'e Creek Centre in order to determine the 1985
replacement recommendations as outlined in the report.
One other recommendation that will be included in the
report is that if the School Board agrees to recommendations (1) and (2), an appraisal should
be done in
1985.
.

Recommendation:

That the report from Jim Maitland be
in
principal and that it be forwarded to approved
Committee in
Council for discussion.
CARRIED

//'2 .

JAN 23 19

Item No.

2

Mav Dav

Helen Fitch was in attendance to discuss the May
Day budget and given an update as to progress
the 1985 May Day. Attached are budget figures on
for the 1985 May Day, as well
a report as to
what is happening with the fea asibility
study on
the question of a May Day Society.
Recommendation:

That the report from the May Day Coordinator be

received.

CARRIED

Recommendation:

That 15Z of the revenue received by the Elks
concession, Kinsmen Baron of Beef, Craft Fair and
Stage 43 Casino Night be turned
to the City
Of Port Coquitlam. Furthermore, over
that
detailed
statement of costs be provided by the asponsoring
organizations.
CARP.1 ED

Item Not

3

Item No. 4

Wilson Centre Feasibilitv S~tud

Janna Taylor indicated that on Monday, January
28th, the core committee will be meeting with
Cornerstone Consultants to discuss
report regarding the Wilson Centre. theTheinterim
is on line and should be available in mid study
February.
Wilson Centre Constitution & Bv — Laws
Recommendation

That this particular item be deferred until the
next Parks & Recreation Committee
meeting.
CARRIED
ADZOURNMENT:

The meetin

ourned at 6:00 p.m.

M.R. Wrig4~hairman

Janna Taylor/'ecretary
JAN'99 1985

-'ss

I

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TIIE CORPORRTIOII OF TIIE CITV

OF PORT COOUITIRIU

MEMO

Parks & Recreation Committee

TO:

DATE:

J. Maitland,

FROM:

January 23, 1985.

City Treasurer.
SVBJECT:

Hyde Creek Operation.

RECOMMENDATIONS:

(1)
That we change the cost
from the present 50/50 contract to sharing formula with School District P43
a cost sharing corresponding to
use with a minizssu 35X School District
hours of
between the contracted 50X cost share 43 share and that the difference
accummulated and applied to the City's and the revised cost share be
buy out at the end of the contract.

That the City's aquatic staff si.srt
doing the pool maintenance
effective April 1985.
BACKGROUND

&

COMMENTS:

See attached January 8th memo.
The

(1)

first recommendation is based upon the fact that:
School District 43's present usage of the

pool is approximately 30X.
School .District 43 is in financial difficulty
and we as partners
s agreement are going to be in the position c y now an
at
the
end
of the contract of
having to come up with a large amount of
money to buy out Scbool District 43.
(assumming the pool holds its
(2)

value).

This recommendation recognizes School District 43's
pzesent financial pxoblem
and also our future buyout problem.
The second recommendation will result
employed at Hyde Creek. The timing of inthethree less pool maintenance staff being
normal increase in outside Parks department reduction will correspond to our
snd
is ~ho ed chat layoffs
will not result but rather that the employeescrews
will
be shifted to the Parks dept.
and then through attrition, prior to
ar s area, be able
to find another postion with the City.seasonal reductions inn thee Parks

it

JAN 23 I985

~

COST IMPACT

Assumming we implement the staff reduction at Byds Creek, a change in the cost

sharing formula will have the following impact:

School District 943's Share
X

50 X
40
35
30
25

Increased City Share
(8 towards buyback)

8
$ 147 1402

117,922
103, 182
88,441
731701

S

8

29,480
4-',220
58,961
73,701

JAN 2 3 1985

1985 Tentative Bud et Ex ectations

1.

Fashion Show Fxpenditures:

2.

Sound/Lighting
Tickets
Bar (Andres sponsoring bar)
Model Gifts
Miscellaneous
Dance Expenditures

$

300.00
50.00
200.00
50.00
100.00

Gillian Campbell Show

3.

$ 950.00
Lighting
50.00
Refreshments
1,200.00
Tickets
50.00
Bands: (Gratuity increased to $ 100.00)

10 Bands 8 $ 100.00

$ 1,000.00

4.

Refreshments for Royal Party:
Saturday, May 11th
$ 200.00
5. Refreshments for Parade Participants:,
(Children)
Saturday, May 10th
,$ 200.00
6. Honorarium Float Designer:
$ 200.00

Float Costs:
8. Floral Costs for Royal Party:
9. Advertising/Posters et al:
10. Silver Chord Tea:
7.

Cost of VIP's attending tea
11. V.I.P. Breakfast:
75 x $ 3.00

12. Queen's Banguet:
13. Official Photographs:

$ 1,000.00
$ 200.00

$ 1,400.00

$ 80.00

$ 225.00
$ 1,500.00

$ 300.00

/2.

JAN 23 1985

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14.

Ribbons:
15. Labour Costs:
16. Office Helper
17
Coordinator Salary=
18. Miscellaneous:

$ 6,000.00

TOTAL'150.00
61,500.00
$ 8,500.00
$ 95.00
$ 25,500.00

Anticinated Revenues
1.

Dance:

2.

Fashion Show

3.
4.
5.

15K

Craft Fair

6.

Stage 43 Casino Night

Revenue from Elks Concession

62,250.00
?

Kinsmen Baron of Beef

January 25th, 1985

JAN 2 3 198

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Elks

—

Kinsmen Baron of Beef

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Advertisina'olumn

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bimonthly

Posters
Schedule of Events (Carded)
Cable 10
Press Releases
Schedule

9th Thursday:
Fashion Sltow, B:00 p.m. to 11:00 p.m.
Hyde Creek
Tickets $ 4.50 $ 5.00
May 10th Friday:
Casino Night
Hyde Creek
May 11th VIP Breakfast 9"00 a.m. Legion
Parade 12l00 noon
Silver Chord Choir Tea ll00 p.m. to 3l00 p.m.
Penny Carnival/Bazaar Arena ¹2 12=00 noon to 4l00
p.m
Craft Fair, Mabbett Room lll00
a.m. to 4l00 p.m.
Crowning Ceremonies 2:00 p.m.
Banquet 6 =00 p.m. Wilson CentreArena ¹1
Dance B:00 p.m. to ll00 a.m. Hyde Creek Auditorium
r
Query
Timing of P.C.A.A.A. Tug-0-War
May

—

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Concessions
Saturday, May 11th

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JAN 23 1985
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re: Societv

betters have been sent to all community organizations
requesting time for a presentation. At this point in
time I have appointments to see five groups and will
continue to press for more hearings. I have a complete
kit outlining the necessary steps for the formation of
a society and will provide said data to interested
clubs. It is my intent to speak to all who will listen
and solicit, their points of view in an unbiased manner.
It may be that one membership may wish to take nn the
stewardship of forming a society as a transition team.
I will continue to press forward in keeping with my

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mandate.

"a I

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Office Clerk

It is my hope that someone will be made available to
this office as an office assistant from April 1st to

May
.

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12th.

lit

JAN 2 3 1985

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CONSTITUTION AND BY"LANS
OF THE

'SENIOR 8 ASSOCIATION OF THE NILSON CENTRE,

?AGE

NO

No.

PAGE

f

1

CCNSTXTLcTXGN

2
3

4

1

6

5

1

1
1

1
1

'

3

4

2
2

5
6

2

7
8
9

2
2
2
2
2

2
2

y2

10
11

.12
13
14
15
16

3
3
3
3

"Ordinary Resolution"
"Special" Resolution

~t 2-Membsrshlo
years
Fees
+ &

Agem50

3
3
3
3
3

3
3

"Honorary" Memberships

etina's of Members

General (Quartex ly)
Annual General
Speci.al General
Part'-Proceedings General Meetlngsi

Quorum required
Quorum at Annual or Special= (70)
Quorum
Quarterly (50)

at

4

4
4

Chaix'ay use ti.e-breaking vote

4

No proxy voting

17
18
19
20
21
22
23
24
25
26

27
28
29
30
31
32
33
35

i

Chai.r ~ma ad Journ/BLsSI adJourn

Mcvex'nd Seconder requi.red

5-Directors & Officers
Directors 'cncsrs
Board of Directoxs — make-up
Election of Officers
Officers — ti,ties
Appointment of Committees
Cossd.ttse elects tcco Director:
actors must bs residents
Filling an Officer vacancy
Consultative Meetings
Part 6-Proceedlnss of DirectIN
Set their caen time & place
Quorum fox'irectors meetings
Responsibilities of Directors
Bank Accounts — Signing Offlcel
voting-Chair & tie vl:
President presides
Vice-Pxssident replaces
Secretary—Duties
Treasure. —Duties
Secretary & Treasurer-comblnec
Part '7-Notices to Members
Seven days notice
Mailed notices
~pa

4

36
37
38
39

'aJorlty

1
1
1
1

ID'-~MS (continued )

of Associ.ation
Purpose of Association
City Property & Control
Share of City Budget
Advisory Capacity of Association
Civic Staff=Veto but no vote
BY-LANS
~ar c 1-Ynteroretatlon-Definitions
"Directors"
Name

.'Board"

1

'lx

1

I

Part 8 Bv laces & Amendments
Members must be given copy
Changes require 75)I
J ority

JAt& 2 3 1985

PAGE

l.

PAGE I

CONSTITUTION
1,

2.

3~

The name

oi'he Association ls "THE SENIOR'S ASSCCIATION OF THE WILSON CENTRE".

The purpose of the Association is to prorxota year-round programs and

activities that neet the leisure needs of senior citizens/retired adults
in the cmxmunlty and to encourage their participation in such programs
and activities Without llwlting the ganarali,ty of the above, to
provide indoor activity programs and outdoor activities of a recreational,
social, c IlturalI informational, arts, crafts or musical nature

it's

xmmbers acknoxxledge that the physical premises and
equipment are tha oroperty of the City of Port. Coquitlam and that the control
of the Wilson Centre shall be under the adsinlstration of The Parks and
Recreati.on Department of the City. All expenses relating to the salaries of
civic staff, utilities, services, maintenance, supp3Les and programs and
activities shall be covered by a civic budget for The Parks and Recreation
Depax'twant, who shall have Jurisdiction over usage or rental of the Centre
by other organizations such as O.A.P O. etc

The Association and

4. The Association also recognizes the responsibility to raise sufficient monies
ccvex at least the portion of the budgeted expanses for The Wilson Centre
as designated by ths City Council and that civic staff mast authorise all
expenditures and approve all programs and activities and shall collect such
fees and monies for.membership ahd events so as to recover the designated
porti.on of expenses.

'o

5. The Association and it's Board of D1gectors shall consider and recommend
or advise the Centre Coordinator cn programs and poli.ales,

6. Civic staff of The Parks A Recreatilh Department way attend all meetings
of the Association and it's Board of Directors, bixt shall not have voting
privileges per se bct shall have the right to veto any decisions that are
not in accordance with the axpressadl policies of the City Parks and
Recreation Departxmnt
1I ~, ~ 1 ~ 1 ~ ~ ~ 1x1 1 1x1 ~ ~ ~, ~ ~ 1 1 ~ 1 1 1 1 ~ ~ ~ ~ ~ 1 1 1 1 ~ 1 1 ~
B YLAWS
PART 1

~para

-- INTERPRETATIQIS (Definitions'l

1Board" swans the Board of Directors of'he Association
"Directors "1,'means the Directors so elected by the members,
"Ordinarv. Risolution" — means a resolution passed at any General Meeting
3
of the Association shish requires only a simple ma)ority vote of
the members present, 1 e 55 + l.
4. "Soecial Resolution" —means a resolution which requires a wa]ority of
at least 75$ of the members present at any Special or General Meeting
AND FOR WHICH at least a 14&ay advance notice has been given and vhich
Notice has specified the intent to propose the "Special Resolution" and
the wording and purpose of that Pasolution. (E O Change of Bylaxxs.)

1.
P.

PAGE TWO.

8

ILA

AGE 2
W

S

/continued)

PART 2 — MEMBERSHI)i.

Pars.
5. The members of the Association are those persons
fifty (50) yea]a of age
or over who have paid their annual membership
fees.
A reduced fee may
be considered upon application.
6. "Honorary Memberships" may be granted to a member
if nondnated by the
Board oi'irectors and subsequently
mppnoved
a General meeting.

PART 3

by a vote of'he members at

MEETINGS OF NEMBERS

7. General Meetinss shall be held at such tlnms and dates
as the Board of
Directors nmy decide but will normally be held every three
months and the
notice of such meetings shall be published in the nNewslettern.
8. An Annual General Meetins shall be held each
year in the month of September
at a date and time set forth in a smiled notice
to all members.
9. A Scecial General Meetins mny be called at any tine
as a matter of
urgency by the Board of Directors for the sole purpose
of considering
one or more Special Resoluticns
such Special General Meetings shall
require at least a 14&ay writtenbutmailed
to all nmmbers and the
meeting shall then only consider a+vote notice
upon
the
Special Resolutions
stated in that Notice and shall conduct no other business.
PART 4

10

11

12.

PROCEEDINGS AT GEM SEAL MERTINRS.

A'eneral Neeting shall not commence until a quorum of member

is present
sufficient
members
have
left
the nmeeting so as to constitute a laock of s quorum
and the meeting shall be adJourned when

Annual General or Soecial General Meetins, 70 members
present
shall constitute a quorum.
An an

At Onarterlv General Meetinss ~ 50 members present

a q uorum.

shall constitute

13.

The Chairman of a Meeting may adJourn a
lf it is considered
approorlate by him/her but MGST +)ourn ameeting
nesting lf a quorum ls not present.
14.. All Motioni, including those included in a
No ice of Motion, shall
require a Mover and a Seconder before discussion
and a
The Chairman shall not have a vote
in the case of an equality of
votes when the Chair, lf it wishes, except
nmy cast the deciding vote. A ti,e
vote shall constitute a defeat of the motion.

vote'5.

16.

Voting by proxy is not permitted

JAN 2 3 1985

PAGE 3.

PAGE
B

PART 5

~ra

IL

A W

S (continued

)

-- DIRECTORS AND OFFICERS

17

all such povers and do such things as
the Association or these Bylavs perndt,
providing that they shall
not do such things or exercise such powers
as are restricted solely
to the Members at a General Meeting

18.

The Board of Directors shall consist of the OFFICERS of

The Directors may exercise

plus two Directors elected by each CommLttee.

the Association

19

The Officers shall be elected at the Annual General
to be held
in the month of September and shall be elected for a Meeting
one-year
each may serve as an Officer for a maximus of four (4) 1-year term and
They must stand dawn after four consecutive years but may be terms.
re-elected
after standing dawn ons year. The Immediate Past President shall
Director until such time as hs resigns as such or until a Presidentbe a
ceases to hold office.

20

The Officers shall be the President, the
Secretary and
Treasurer but the offices of Secretary andVice-President,
Treasurer may be combined as

one office at the discretion of the Board.

21.

The Officers of the Board, or the numbers at a General
may
appoint such Coned ttees as are deelned necessary far the Meeting,
conduct
and
development of the Association and nnhall define the powers and the
duties
of such Committees. who shall report all acts to the Board.

22.

The members of each Cannnlttee shaC annually elect at
of their
choice, tvo of their members to serve as Directors on athsnesting
Board
one Director shall be elected for a two-year terms and one for a Ird.tlally,
one-year
term to ensure representative rotation
Each Conmd.ttee nmy, at any time.
elect one of lt's members to fill a Director vacancy.
All Directors must be residents of the City of Part Caquitlam

23.
24.

The Board of Directars may appoint any qualified member to fill
an Officer
vacancy for the balance of a term, bct any Officer so appointed
ls eleglble
for sl'ection at the next Annual General Meeting.

25.

The Board of Directors shall be charged vith the responsibility of
convening s consultative nmeting an a regular:. basis with tvo represent-

atives appointed from the following groups;

25-1 0~')L.P.O. Branch No. 21.
25-2 Hawthorne Lodge Sen1 ors.
25-3 Other organinatlons a agencies involved with the Wilson Centre.

-- PR(KEEDINGS OF DIRECTQtS.

PART

6

26.

The Directors may meet together at such tinms and places as they think
for the dispatch of business and others se regulate their meetings and

fit

proceedings as they see fit. if not inconsistent with these Ihtlaws.
27.

The quorum for a meeting of the Board of Directors shall be c majority

of the Directors then hold1ng'office

JAN 23 1985

4.

PAGE

PAGE 4

8 I L A W S (continued)

- PROCEEDINGS OF 'DIRECT(R~S (cont'd.
)
28. All Directors shall act honestly and
in good faith and in the best
interest of the Association and must exercise
the care, diligence and
skill of a reasonable and prudent
PART 6

Para.

person.

29.

30

The Directors shall ensure that the Association

has at least one account
with a chartered bank, cred1t union or trust company
and shall determine
which Directors shall have signing authori.ty on
behalf
of the Association.
The Dir ctors shall ensure that proper accounting
records
are maintained,
including the receipt and disbursement of any monies.
Questions ar1sing at any meeting of the Directors
shall be decided by a
maJority of votes. The Chairman shall not
have
a
vote
of a time and then the Cha1r may cast the deciding vote,except in the case
otherwise a tie
vote shall defeat the question or motion
The President shall preside at all meetings
of the Association except
Committees & shall be considered the chief executive

31.

officer of the Associat1on.

The ~Vce-President shall have the powers and

32.

carry out the duties of the
President during his absence.
33. The Secretarv shall conduct the correspondenc'e
of the Association, issue
or post notices of meetings of the Association and
Board of Directors,
keep minutes of all meetings of t4. Association and the
the
Board and shall
have custody of all records and documents of the
Assoc1ation,
other than
those maintained by the Treasurer or by staff of the Parks
A Recreation Dept
The Treasurer shall keep such financial records as are
required by the Board
and shall render financial statements to the Directors,
as required and shall arrange for an annual audit of the smmbers and others
financial records
35. The offices of Secretary and Treasurer may be held
decided by the Board and shall be then known as the by one person if so
Secretary-Treasurer.
PART P.

— NOTICES TO MEMBERS.

36.

in writ1ng to a member, either in person, or by mail
at hik last recorded address
at least seven days bef'ore a meeting

notice may be given

37.

A notice sent by mail shall be deemed
to have
given on the third
business day. following that. on which the noticebeen
is posted.

PART

8

38.

the date of revision of the Bylaw.m here
set forth shall be ent1tled to receive
a copy of of them and all new

A

BY-LAWS AND AMENDMENTS THERETO.

Each smmber in good standing at

members on being admitted shall receive a

39.

These By-laws shall not be altered

copy of them without charge

or added to except by Special Resolutf.on
requiring at least 75)( of a properly constituted
General Meeting

:earn
e:sa adam

(
TO ALL MEMBERS OF THE POCO SsSIOReS
CENTREe
Your Advisory Board considers that
is deslrabls, for several reasons, to
totally replace the existing Constitutionitand
By-laws
briefer and simpler
format Your Board has drafted 4 rscoesmends a new setinofathese
are noee
enclosed herewith. A NOTICE OF MOPIgg ls presented below for youandto they
study 4
to discuss and consider same at ths next General Meeting, which will now
be held at:
--The Wilson Centre at
p.m on
Please retain this set aod bring lt with you to that1985.
meeting
Y(XIR ADVISORY BOARD.

NOI'ICE OF MOI'ION e
We

give notice that ths following Motion will be waved at the next General

Meeting of the Poco Senior's Centre:

"Moved that the existing Constitution and By-laws be cancelled

their
entirety and that they be replaced by the nsw Constitution and inBy-laws

attached hereto."
FR(Me

Moved bv Bert Ssd.th.

ascended bv Ed Bsnnett.

Ths Wilson Senior's Centre,
2150 Wilson Ave., Port Coqultlam.

JAN 2