COPXOPATION OF THE CITY OP PORT COQUITLMI
PARKS & RECREATION COlIIIITTEE
A

meeting of the Parks & Recreation Corlmittee was held in the Committee
uesday, l!arch 7th at 3:45 p.n.

Roots at City !!all on

In attendance were Alderman John Yeryluk and Al.'rsrman George Laking.
Also in attendance lras K. Janna Taylor, Parks & Recreation Director and
School Trustee Doris:lestrand and Sever. Urhd. 1, Secretary- Treasurer of
School District 943 of iterl 9 one only.
Leigh Elementary School

Item No. 1

The commi.ttee net with School Trustee Doris HJestrand
.and Secretary Treasurer Sven Urhrlal. Ilr. Urhdal

indi.ected that the parents at Leigh Eler;entary School

had not approached the school board in repard to

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possi'ble funding for the additional playground. Nr.
Urhdol indicated that duri.ng the recession the school
board was unable to pay for installation costs, however
noir that the economic situation had inproverl;
consideration would no doubt be given to coverinp suclt
costs as the installation of playground equipment.
Recommendation:

That an appropriate le; r.r be sent to lire. S»san
Decker, (president of the parents group), outlining
that the group need to officially approach the school
board for financial help. Consideration for n future
meeting with the parents group srould then be discussed
by the Pari s & Recreation Conmittee after a reply from
the school boarri.
Carried
O.A.P.O. Request for Social Events

Item No. 2

IL

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the Recreation a!ansper's report.

The committee revietred

Pecommcndationr

the recommcndat on as outlined in the report.

To support

Carried
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Iten. No. 3

queens Eall — Rental of Mabbett Room

gutter, Pre.ident of P.C.A.A.A. did not turn up for
the meeting with the Parks 5 Pecreation Cormlittee.

Bob

Item Mo. 4

Centennial Pool

J. Taylor gave an update to the conmittee on the fact
that the summer sEEim program EIould inil.ially have to
start out in llyde Creek Indoor Pool. The PoCo I'lurlins
would also hIEve to start their program in the indoor

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Recomrendation:
That a memorandum be sent to nembers of Council
updating them on Centennial pool.
ADJOURN IEtlT I

The meeting ad mourned

at 4I45 p.m.

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s

THE CORPORATION OF THE
CITY OF PORT COQUITIAH
l!E!!ORAiVDU.'!

1989 03 01

Janna Taylor, Parks 6 Recreation Dis:ector

TO

K.

PRO&!

Larry J. PHseeler, Recreation Hanager

SUBJECT

0 .A.P .0 .

Request for Social Event

Recommendations

It is recommended that the Old Age Pensioner., Or anization's

(O.A.P.O.) request to hold a social event in the Wilson Centre on
Sunday, Narch 19, 1989 be approved on this occasion only, and that

the applicable rental rate be charged.
Purpose/Problem:

The purpose of this report is to provide information and a
recommendation for consideration by the Parks and Peczeation
Committee regarding the O.A.P.O.'s request for a social event.

History/Background
The Wilson Centre

constitution allows foz the use of space in the

'Wilson Centre by the O.A.P.O. for their monthly meetings. Over the
years, this expanded into a meeting, lunch, and bingo. In addition,
O.A.P.O. hosts an annus.'hristmas Dinner for its members.
The O.A.P.O is a national organization with local branches
with the mandate to represent the interests of its members charged
on
"quality of life" issues (i.e. housing, taxation, health care,

recreat.ion, etc.)

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lJ.ternativcsr
The Parks & Recreation Comnittee can eithez
approve or refuse this
request, with srhatever qualifiers that may seem
approprir.te in this
situ'ation.

Discussion/Justification:
I'he 0 .A.P .0 . is planning a social funct:ion
flat h 19, 1989 frorr
2100-rr:00 p.m; including live entertainnent on
and refreshsrente.
commitment has apparently been made o corrtract entertainezs
frors
PfAZ & lIES for this event.
A charge will be levied by the O.A.P.O.
for attendance at this event
42.50/person). This is a new
direction for the O.A.P.O. and(approx.
is
their
services provided to their menbership. attempt to improve the

this new direction, could be
as an encroachment on
the services normally provided by the viewed
recreation
staff and the
Wilson Centre Advisory Doard. Ifith regards to tlris
in
particular, some of our regular Sunday programs wouldrequest
have
to
be
cancelled or relocated. In arfdition, the O.A.P.O. has requested
that we provide set-up and take down services and provide the
stage.
In light of the fact that this event is not
by the f)ilson
Centre Association or the Parks & Recreation sponsored
Department, it is in
essence a private event. Therefore, it is normal
a rental
charge to b levied for use of this space. It is for
estimated
rental for this event srould amount to approximately 484.00. that the
Conclusion:
However,

The O.A.P.O. has requested use of the main hall
at the Wilson Centre
on lfarch 19, 1989 for the purpose of hosting a social

event.
Although there is a perception that they may be encroaching
mandate area of the Advisory Soard, it. is recommended that into the
this
request be approved. As is normal for private member rentals,
it is
recommended that a rental charge be levied.

Report( Writer
Larry J. f)heeler

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Dire9iors Concurrg'nce

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K.g. Taylor

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Ofd Age Pensioners'rganization
PORT COQUITLAM BRANCH No.
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P. O. BOX 3D5, POAT COOUITLAM.

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Recommendation:

It is recommended that the Parks &
Committe/e deny the
request received fzon the P.C.A.A .A.Recreation
foz
"free
the
usd" of the
Wilson Centze auditorium on April 19,1989 and the Mabbe
tt Roam on
April 22, 1989 for the Queens Tea and the All Sports Queen
Ball,
respectively.

Purpase/Problem
To provide information and a recommendation for
by the
Parks & Recreation Committee zegardin a request consideration
received
from
the
Port Coquitlam Amateur Athletic Association
Wilson Centre Auditorium and Habbett Room. for free use of the
History/Background:
The P .C.A.A.A. have scheduled the Queens Tea for
April 19, 1989 in
the Wilson Centre Auditorium. The All Sports Queen
Ball is
scheduled for April 22, 1989 in the Habbe tt Roonm. The
City has
waived the fees for these events in the past.
However, pz'ior to the 1988 event the P.C.A.A.A. was notified that
this practise of waiving fees was under review and may be
discantinued
.

Alternatives
There are three or four alternatives avaialble for consideration:
I) Approve P .C .A .A.A.'s request far free use of the identified
facilities.

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2)

Refuse the P.C.A.A.A. 's request for free use of tl'.e identified

3)

Suggest some alternatives, such as a zeduced rental fee.
Approve P.C.A.A.A. 's request for free use of the identified
facilities but once again remind them that this is not an
ongoing annual committment.

4)

facilities.

Discussion/Just if ication
Waiving the rental fees for this event results in a possible loss of
revenues of approximately 6386.00. In addition, we would have to
absorb all costs related to operating and cleaning the facilities.
As well, the City of Port Coquitlam annually supports the
P.C .A.A.A. and all minor sports through subsidized rental fees.
The Parks & Recreation Committee has been working diligently to
decrease the department 's reliance on the tsx base. The first step
in successfully meeting this objective was to limit the number of
free use opportunities. The nest step inc) udes conducting a majoz
review of the fees and charges policy.
Should the Parks
Recreation Comnittee decide to zefuse P.C.A.A.'s
request; the P.C.A.A.A. will likely be frustrated with our perceived
lack of support. However, in all fairness, P.C.A.A.A. was
forewarned in eazjy 1988 that this practise was under review. In.
addition, all organizations have to realize that as the City grows
the demand on our limited resources also increases.
Co n clue i on / Summary
Dn April 19, 1989, the P.C.A.A.A. is holding the Queens Tea at the
Wilson Centre. On April 22, 1939, they are hosting the All Sports
Queen Ball in the Mabbett Room. As in the past, they would like the
facility rental charges waived. The Parks & Recreation Committee
has been workin diligently all year to limit the number of free use
opportunities in an effort to make our limited resources o farther
and to reduce ouz reliance on the tam base.

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Directors Concurrence
K.J. Taylor

Report Ilgri ter

L.J. Whaler

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MAR 7 — 198((

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