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 ~L Ii 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 ~ + [ f,'1I I ~ I ~ i Ii)P I 'll I IN@I ~ ~ i I ~ ss 'l IV IW M Wile ~ ~ S 11 ~ I I Q I II I ~ I/, II! I I! I ! gI QIIIQRI ~+ ~ la I Ii 'kew!, s I- 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 Imr tPII —:-~m! I» I iffy " L p t. ~ II Elks — Kinsmen Baron of Beef I, its Ill "tie. i u I t I Advertisina'olumn ¹( I — 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 — B self. ff Iff¹ I I IieitIiSrNIII 'I/ilffi IIIIIII tl J g Concessions Saturday, May 11th ~I — I t' 1 JAN 23 1985 r I l::: l 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 ~ I .'I III ' I mandate. "a I I ~ I 1 I I nv Office Clerk It is my hope that someone will be made available to this office as an office assistant from April 1st to May . -l 12th. lit JAN 2 3 1985 I Nfl sll",,"-. II) iiii 'iTI I I'4 IIc ~rm cma m mcmmmxssgiu M I "'UII,' U 4 ilL.i icshih'~ Um MI4% '1 ~ U Jr ce Ila M- e .mmsx~ 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