CORPORATION OF TRR CITY QF PORT COQUITLAM PARKS & RRCRRATION COMMITTBE meeting of the Parks & Recreation Committee was held in the Parks & Recreation Office on March 30, 1992 at 5:00pm. A In attendance were Alderman Mike Thompson and Alderman Michael Wright. Also in attendance was K. Janna Taylor, Parks & Recreation Director. Item No. 1 Kinsmen Building The Parks & Recreation Director spoke against 41,000 a year toward the use of the bui.lding for one daypaying and one evening. The rationale is that in the agreement of the Kinsmen building, the City was to get free use. the Parks & Recreation Director pointed out that Furthermore, the Kinsmen received the land for 41 and also did not pay taxes. The Parks & Recreation Director pointed out that the departmont did receive some free use during the summer months. By agreeing to pay 81,000 for one day per week for 12 months it might jeopardize the summer use agreement. ~R commendatron To inform the FIG Committee that the Parks & Recreation Committee does not support the payment of 41,000 for the Kinsmen building for the use of one day per week for 12 months. (This was not an unanimous decision) ~Crrie Item No. 2 Meeting wi.th Tom Annandale A meeting me 1) 2) has been set for Wednesday, April 8 at 5:00pm to t with Tom. The purpose of the meeting is to: Get an update on working drawings. Discuss the effect of locating a high school on the site. ss what can be built for two million. Meeting ompson and Alderman Wright will be attending the g on the Green Zone on Thursday, April 2 at Kyle entre in Port Moody. from Lorraine Hogg was received. ion ing with the Wilson Centre Advisory Board be set up future. I')Ah 3 p 1g52 5R Item No. 5 1992 Theme — May Day Celebration The Committee reviewed the report from the Recreation Manager/Deputy Director. Recommendation That the theme for the 1992 May Day be "Spring Sensations". Carried Item No. 6 1992 May Day Festival — lentative Schedule The Committee received the report from the Recreation Manager/Deputy Director. Recommendation That the tentative schedule, as outlined in the report, be approved. Carried Item No. 7 Terry Fox "Dry" Grad Party — Request for Rental Waived The Committee reviewed the report from the Recreation Manager/Deputy Director. Recommendation That the recommendation outlined in che report be approved and that a report be taken to Committee of Council. Carried Item No. 8 May Day Family Street Dance — proposal to Sold a Beer Garden The Committee reviewed the report from the Recreation Manager/Deputy Director. The Committee members were adamant that there be no beer garden with a family event. They were also concerned in regards to control at the dance. The Committee would only support the dance until 10:30pm. Recommendation That the family street dance be from 7:30-10:30pm and that there be no beer garden. Carried C)7,L MAR g Q 1ggP Item Mo. 9 Nary Hill Art Show — Information The memorandum form the Recreation Nanager/Deputy Director was reviewed. Rnoo~mm tda takin That the Committee receive the memorandum for information. Carried Item Mo. 10 Recreation Nanager/Deputy Director Absence During May Day The Committee reviewed the memoranoum from the Recreat.ion Manager/Deputy Director. Committee members recognized that they could not require the Director to be present however, with they did voice their concern that they were uncomfortable him not being at Nay Day. It was noted that the Parks & Recreation Director would also not be there because of her the responsibilities as incoming President of BCRPA at& Recreation Parks The weekend. same the which is conference Director had notified Committee earlier that she would not be present during the 1992 May Day because of her involvement on the BCRPA Board of Directors. The Committee requested that some presence from an exempt st;.ff member of the Parks & Recreation Department be requested at Nay Day. Sano~am n~t'nn That the Parks & Recreation Superintendent be requested to atteuc various functions of the 1992 Nay Day, Carr'ied ADJOURNMENT The meeting adjourned at 7:00pm. JannpAaylor, Secfetary l. i'1AR 3 0 1992 /)+ Lorraine Hogg 48 — 2957 Oxford Street Port Coguitlam, B.C., V3B 559 March 19, 1992 Alderman Mike Thomson, Chairperson Parks & Recreation Committee Dear Alderman Thompson: Helen Milne, President of O.A.P.O. Branch 21, informed me that she and O.A.P.O. representatives are meeting with you, regarding problems the O.A.P.O. are having. President of the Wilson Centre Senior's Association, I feel is important that you are aware of'he constant feedback I receive itfrom Wilson Centre members regarding the O.A.P.O. As At O.A.P.O. general meetings misinfomnation, about the Centre, is being reported which upset the people of both memberships The O.A.P.O.'s lack of respect for proper communication channels Wilson Centre regular programs being interrupted and cancelled every month for O.A,P.O. meetings The O.A.P.O. not understanding the distinction of the two groups. If you would like to discuss these issues in further detail, please call me at 942-5464. I will be pleased to meet with you. truly Yours Lorraine Hogg c.c. — Alderman Michael Wright Janna Taylor, Parks & Recreation Director Larry J. Wheeler, Recreati.on Manager/Deputy Director Bev Irvine, Area Recreati.on Supervi.sor Alete McInnis, Program Coordinator K. ~Ae V 0 iaqZ I Nll .~ THE CORPORATION OF THE CITY OF PORT COQUITLAN MEMORANDUM March 26, 1992 Janna Taylor, Parks 8 Recreation Director TD: K. FROM: Larry J. Wheeler, Recreation Manager/Deputy Director SUBJECT: 1992 Theme — Nay Day Celebration Recoeanendation It is recommended that this report be received as infor mat1on. t 4 w w R w w w Purpose/Problem: The purpose of th1s report is to provide information to the Parks and Recreation Committee regarding the theme the May Day Committee has adopted for the 1992 May Day Fest1val. Background Information: Several years ago, we recognized how 1mportant it was that we develop a theme each year for the May Day Festival. The last two years the theme had revolved around the concept of "mag1c". This led us to focus our energy on creating fantasy and allowed us to use "glitzy" materials. This theme was well rece1ved and we had alot of fun with it. Th1s year we have adopted the theme "Spring Sensations". Ne feel this wi 11 permit a softer, more "environmental" approach to event. We will introduce alot more plant mater1als into our the decorating and promotions. Ne feel that this change in theme will be well received by the community as a whole. J. Wheeler Report Writer '&r=r Larry /sd File No. 1101.1 NAR 3 0 1QQP lm II li (g[llg iLllLIka THE CORPORATION OF THE CITY OF PORT COQUITLAM MEMORANDUM March 26, 1992 Janna Taylor, Parks 5 Recreation Director TO: K. FROM: Larry J. Wheeler, Recreation Manager/Deputy D1rector SUBJECT: Tentative Schedu'le — 1992 May Day Festival Recommendation: It is recommended that the Parks and Recreation Committee receive the attached report out11ning the tentative 1992 May Day Festival, as information. Purpose/Problem. purpose of the report is to provide information to the Parks and Recreation Committee regarding the tentative schedule of activit1es that has been established for the 1992 Nay Day Festival. The Background Information Each year, during the planning process, the staff organizing the Nay Festival provide the Parks and Recreation Committee with an outline of the tentat1ve schedule of May Day act1vities be1ng planned. This provides the Parks and Recreation Committee with the opportunity to contribute input during the planning phase. Day tentative schedule of act1vi ties for the "992 May Day Fest1val is attached to this report for this 1nformation (Schedule A). As you wi11 notice, a number of changes are being proposed for the 1992 event: * The events that we have held on the Thursday night the last few years have been cancelled (fireworks and 11ve entertainment). This frees up some resources (financial and human) to allow us to f111 the remainder of the weekend The with act1vity. * The May Day Banquet which in recent years has been held on Saturdays has been moved to Friday night after the opening ceremonies. Rather than a full banquet, we w111 host a reception. This w111 focus the formal act1vities on Friday night and Saturday morn1ng while the k1ds are still "fresh". 2/ * Our Saturday afternoon entertainment in the old arena has been changed to focus on chi'Idren. This year our "show" wil'I feature "Jenny and the Dinosaur Revival Band". * ThIs year we w111 be introducing a Family Street Dance on the Saturday night. We are proposing to use Leigh Square for the dance. Quv Larry J. Wheeler Report Writer /sd File No. 'I101.1 MAh 3 0 1992 SCHEDULE A TENTATIVE SCHEDULE OF ACTIVITIES (1992 May Day Festival) Prior to the May Day Heekend: * Queen's Selection Tea * Royal Party Pictures * Hawthorne Lodge and Mi lson Place Tours May Day Sculpture Show Friday, May 8, 1992 Opening Ceremonies * May Day Reception (by invitation only& Teen Dance Saturday. May 9,1992 * May Day Breakfast (by invitation only) * Elks Breakfast * * May Day * Family Street Dance Parade Children's Carnival Children's Entertainer (paid admission) Sunday, May 'lO, 1992 * * * * Mother's Day Breakfast Children's Parade May Day Pet Show Outdoor Entertainment "Cart" Races THE CORPORATION OF THE CITY OF PORT COQUITLAM MEMORANDUM March 26, 1992 Janna Taylor, Parks & Recreation Director TO: K. FROM: Larry J. Wheeler, Recreation Manager/Deputy Director SUBJECT: Request for Rental Haiver — "Dry" Grad Party Recommendation: It is recommended that the Terry Fox After-Grad Committee be granted free rental of the designated facilities at Hyde Creek for their "dry" grad party, and; That any extra staff costs incurred as a result of hosting these events (ie lifeguards, extra clean-up staff) in our facilities shall be paid for by the Terry Fox After-Grad Committee, and; That lost revenues from this rental be charged to the Civic Events account. 4 4 4 4 4 * Purpose/Problem: purpose of this report is to provide information and a recommendation to the Parks and Recreation Committee regarding the request received from the Terry Fox After-Grad Committee to waive rental fees for use of the Hyde Creek facility for their dry-grad The activities. Background Information) A letter (attached) was received from the Terry Fox After-Grad Committee requesting the donation of Hyde Creek facilities on June 24, 1992 for the purpose of planning activities for a "dry" after-grad. This ls thei r fi rst attempt at facilitating this sort of an event. This type of event has proven to be very popular in other communities and apparently has had a dramatic effect in reducing the problems related to "normal" after-grad parties. In addition, it provides an excellent opportunity for the City of Port Coqui'clam to reinforce the notion with these young adults that we are here for them. 2/ (WAAR g0 $92 If we support the request to waive the rental f'ees, it is estimated that we will be losing the potential for revenues estimated at $ 627.60. On the other hand, the times that have been requested are times that the facility would not normal'ly be rented out or programmed. In conversation with the organizer, he has indicated that they would make every effort to keen the facility and grounds clean. Therefore, our scheduled "grave-yard" shift should be adequate for the event. However, should we be required to call in additional staff to clean up/provide security or should we incur any damage, I would suggest these costs be passed on to the organizers. At this point we have tentatively booked the facility for this event. We have also limited access to some parts of the building where we have problems with security (upstairs lounge area) or risk damage to equipment (pottery room and art room). Larry J. Wheeler Report Writer cc. Darlene Grieve, Area Recreation Supervisor /sd File No. 1101.1 flAW 3 P (ggP CV Sahool Oletrlot No. 43 (Coqufttam) TERRY FOX SENIOR SECONDARY SCHOOL GRAOEStt &12 3999 Weslnston Street, Port Caquillanh B.C. v3a 375 Phone 941~ Fax 941-1777 February I'3, 1992 PoCo City Hall 2580 Shaughnessy Port Coquitlam, B.C. Dear Ms. Taylor/Mr. Wheeler, On behalf of the Terry Fox After-Grad Committee, I am requesting the donation of Hyde Creek facilities on June 24th. This year Terry Fox will begin a new tradition of having an all-night drug and alcohol free celebration after the graduation reception. We will be planning activities that will take piace until the morning breakfast at 5:00 a.m. We hope to make use of the pool for part of the night and are prepared to cover the costs of the lifeguards. Thts event can only succeed'if we receive the support of the entire community. Let's get together and do something for our graduates to help promote the notion that great evenings need not include alcohol and drugs. For more information and to set up times and more detail, please contact Jerry Young at Terry Fox. Thank you so much for your cooperation. Sincerely, 7'; Jerry Young, Terry Fox After-Grad Committee cc: J. Taylor L. Wheeler L. Trabouly File Pl/i'0%2 + School Oletrfct tto. 43 (Coqoltlem) TERRY FOX SENIOR SECONDARY SCHOOL GRAQES11 & 12 3550 Wealngton Street, Port Coqoloem, B.C. V38 375 Phone 941-5401 Fax 941-1777 FebruSsy 18, 1992 PoCo City Hall 2580 Shaughnessy Port Coquitlam, B.C. Dear Ms. Taylor/Mr. Wheeler, On behalf of the Terry Fox After-Grad Committee, I am requesting the donation of Hyde Creek facilities on June 24th. This year Terry Fox will begin a new tradition of having an all-night drug aud alcohol free celebration after the graduation reception. We will be planning activines that will take place until the morning breakfast at 5:00 a.m. We hope to make use of the poohfor part of the night and are prepared to cover the costs of the lifeguards. This event can only succeed if we receive the support of the entire community. Let's get together and do something for our graduates to help promote the notion that great evenings need not include alcohol and drugs. For more information and to set up times and more detail, please contact Jerry Young at Terry Fox. Thank you so much for your cooperation. Sincerely, THE CORPORATION OF THE CITY OF PORT COQUITLAN MEMORANDUM March 30, 1992 Janna Taylor, Parks 5 Recreation Director TO: K. FROM: Larry J. Wheeler, Recreation Manager/Deputy Director SUBJECT: Proposal to Hold a Heer Garden at Family Street Dance Recoeaeendations It is recommended that the May Day Committee be permitted to include beer garden as part of the Family Street Dance act1vities. a Purpose/Problem: th1s report is to provide the Parks and Recreation Committee w1th information and a recommendation regarding the program staffs proposal to introduce a "beer garden" at the Family Street Dance scheduled for Fr1day night during May Day. The purpose of Background Informations are planning to introduce a Family Street Dance 1nto the May Day schedule this year. This is an event we have talked about for several year-. but traditionally have not had the resources available to faci 11tate it. However, with the elimi nat1on of the Thursday n1ght act1vities, the required resources have been "freed up" to faci tate this event . We 1 1 the success of this event, we are proposing that a "beer garden" be available on site. We feel the availab111ty of a "beer garden" will reduce the risk of people "brown bagging" their alcohol refreshments, However, recogn1zing that the event 1s geared towards families, we are recommend1ng that the "beer garden" not be open during the early evening hours (7:30 9:30 p.m.) and instead would 11:30 p.m.). This way, only open later 1n the evening (9:30 individuals with young families would more than likely have already headed on home before the beer garden even opened up. Also, with this strategy, the short time frame would 11mit the amount of alcohol a person could consume. To ensure — — that May Day staff !those that have would operate the "beer completed the "Serving It Right" program) opportunity to ensure that garden". This would provi de us with the control over this area of the event. we maintained a high level of The final recommendation i s Larry J. Wheeler LJW/pg NN 3 0 $9t Qi THE CORPORATION OF THE CITY OF PORT COQUIIZAN Narcb 30, 1992 TO: Parks & Recreation Committee FROM: Larry J. Wheeler, Recreation Nanagez/Deputy Director SUBJECT: Nary Hill Junior Secondary Art Show The attached article was published in the Natch 11, 192 issue of Vancouver Sun. As a note of interest, Nigel Smit is a student at Nary Hill Junior Secondary School. Larry J. Wheeler LJW/pg the FKATI BEST FACE FORWARD: Mayumi Rollings (left), Ross Warwick, Amber O'eill of Mary Hiff display handiwork RALPH 8OWER PoCo pl oudly displays student art NIGEL SMIT Grade 10. Mary Hrn school uho is I noun for his Iungle scenes Port Coqur dam lures may seem simplistic at first glance, but develop into something more as one discovers the creative energy in each brush stroke. Other ivorks, like the masks made out of papier niache, show feelings. The exhibition also inrludes penand-ink drawings, line works ytnd pointillist paintmgs. No iwo people have the same opinion about one particular art work. It seems to be a personal expel ience. That is art! The exhibition ends Thursday. glance, it looks like carnival time has hit Pori Coqutttam city hall. Gaily colored masks and manyaspiringartistsanopportunily :other art works decorate the foyer. to display their creativity to a wider ''igorks . by prot'essionals, some would audience than they v;ould normally 'ask. Maybe — someday. find at school. "It's about time students'rt is It's an exhibition of more than 100 art works done by students in presented so everyore can see it," Grades 8 to IO at Mary Hill junior says studeni Kevin Plamondon. "Peopie need art to express themsecondary school. The city hall exhibition gives selves in a way they can't with words. I think this exhibii is a good thing and line a. ts teacher Mrs. Clarke should be commended." Kevin doesn't want to be an artist, but he does appreciate art, Many of the exhibits display interesting motifs. There are jungle paintings based on the work of I rench paiiiter Henri Rousseau, students'ersonal RT'S ALIYH. AT A FIRST painieri in exotic colors. These pic- l THE CORPORATION OF THE CITY OF PORT COQUITLAM MEMORANDUM March 26, 1992 TO: K. FROM: La. ry SUBJECT: Absence During May Day Festival As I had Janna Taylor, Parks & Recreat1on Director J. Wheeler, Recreation Manager/Deputy Director previously d1scussed with you, I am scheduled to attend my first class on Divers1ty at John F. Kennedy during the May Day weekend. At that time you had expressed some absence and suggested I review my alternatives.concern regarding my .he d1fficulty 1s that 1f I miss the weekend, I must make it up some other time (the whole course) with some other class. This involves three challenges as I see it: 1) This program is based largely on group process and therefore to walk into another group be very inhibiting and can limit the learning can opportunity. 2) To complete the course wi th1n my two years would mean taking two courses at once . With my exi sti ng w1th the items on the ho1zon I feel this would workload and be 3) impossible. I could take the course after the of the other courses, but this would mean that Icompletion would not be able to graduate with the rest of my classmates. This would be a major disappointmeni:, as over the two year period many new friendships are developed and graduation will be the last time I see many of them. The other option is f'r me to go and let staff "do their thi ng". I he one thing that I have preached to staff is that we have got to get to the point where "community events" are more routine and have less emotional impact on our workforce. When would feel if I was absent, I was told a coupleI asked staff how they of things. "Your loss — mfss1ng out on all the fun." "We can handle it." "Go, you'e been saying for years that an event like this 1s just a big program — we know what has to be done". I have explained the situation to most staff and all have suggested that I should go to my course and not worry about them. In light of all the above, I have considered the various implications and have concluded that my preferred option would be permitted to attend my class. This was not an easy decision, as I enjoy May Day a great deal and the opportunity to work hands on with the staff. And, I feel this is going to be the best May Day yet!! However, I trust my staff and know they will make every right move to ensure a successful event and carry on the fine tradition they have helped to build. File No. 1101.1 i'1AR 3 0 1992 +