N CORPORATION OF THE CITY OF PORT COQUITLAM PARES RECREATION COMM1TTEE I meeting of the Parks & Recreation Committee was held in & Recretition s ay,, Apri ril 10th, 1985, at 4:15 P.m.Department Office on Wednesda A the Parks attendance were Alderman Michael Wright and Aide rman m G eorge ing. Also in attendance were K. Janna Taylor, Parks & Recreation Director and Jim Maitland, City Treasurer (Item No. 1 only) . La 'I N k'n NN & CONFIRMATIONI OF MINUTES That the m!inutes of the meeting of the Parks & Recreation Committee, held on read and adopted. Wednesday, March 20th, 1985, be taken as Item No,',~1 H de Creek 0 enation Jim Maitland presented several options Committee in regard to our negotiations to the S.D.))43. Please see a tached memorandum.with The Committee discussed these options at length but did not come to anY decision. Recommendation: That the report from Jim Maitland be taken to Committee of Council for discussion . Item No. CARRIED 2 Mav Dav Parade Route Recommendation: That Council make a decision on whether to retain the existing parade route or change it. Zt N . 3 N ~ll* D The Committee d-'cussed the attached CARRIED memorandum. Recommendation: That a resolution declaring May 3rd to 5th PoCo Pride Days be taken to Council . CARRIED AP0 10 f985 /2. I '8 Minor Soccer has purchased five sets of goal post:s. Bob Mullen has spoken to Janna Taylor in regard to the purchase of portable goal posts by the possible department. indicated that no official written requestJanna has come from Minor Soccer in regard to the department purchasing goal posts. Janna will contact Bob Mullen in regard to getting on official request. Recommendation= That three sets of portable goal posts be purchased by the department over the next two years. CARRIED Item No. 5 Nature Area Hazardous Trees It was brought the attention of the Committe that there are to still hazardous trees locat:ed in the "study some area" of the nature still — reserve. The attached memorandum from Bram Hoogendoorn and letter from the consultant outlines the problem and recommendations. Recommendat,i.on 8 I ii! Ihil Il " 'IRI I '0 I 88 That the trees be cut down as outlined in the recommendation from the consultant. CARRIED Item No. 6 Fertilizer~S 8'eader It is necessary to a fertilizer spreader immediatelypurchase in order for the parks to carry on with their maintenance. therefore need to get early budget approval We purchase this capital item. 83,000 has beentoallocated in the capital budget. The tender was sent to thirteen companies and two companies put in a bid. Recommendation: That we purchase a 1.ertilizer spreader from Avenue Turf at a cost of 82,846.20. CARRIED ADJOURNMENT The me ! l,'.1g adjourlled M.R. Wright, Chairman Taylor, Secretary F 'F ~ I Il I THE CORPORATION OF THE CITY OF PORT COQUITIARI MEMO . n'sl TO I FROM: SUBJECT: Parks & Recreation Committee. J. Maitland, City Treasurer. School District 43 (SD 43) Hyde Creek Operation DATE I April 10, 1985. — RECOMMENDATIONI That the City agree to amend the cost sharing formula with SD 43 from the present 50/50 contract to a cost sharing corresponding to hours of use with a minimum 30X SD 43 share. BACKQROUNDI See attached March 27th correspondence from SD 43 and my January 23rd memo. School District 43 Pronosal I SD 43 has proposed reducing their share to an amount corresponding to their usage, versus total usage of the pool. SD 43's proposal is unacceptable in that they could cut their entire swim program one year and pay nothing and add it back in the next year and expect us to accomodate them. This is compounded by the fact the SD 43's budget year no longer corresponds with ours. Their proposal would not give any g ve an stabi.lity to our operation at all. Our alternatives: (1) (2) Do nothirg and advise SD 43 that they are in a 50/50 partnership. If we do this we will undoubtedly face going to arbitration on Hyde Creek. If we go to arbitration I would expect SD 43 to request reduced hours of operation, thereby reducing their cost. An arbitrator accept an argument from SD 43 that due to current fiscal restraintmight policies the operating hours of the facility should be severly curtailed. Push our last proposal 65% City 35% SD 43 with savings made by SD 43 applied to future buyout by the City. has already said this proposal is not acceptable. (3) Modify SD 43's proposal to cost shared on basis 'of usage with a minimum 30X contribution from SD 43 with r: he provision that the buyout at the end of the contract be reduced to $ 1. This proposal addresses SD 43'.s concerns as veil as ours. Cost impact is shown on January 23rd memo. SD 43 JM/ms Attachment APR I 0 I985 V School Disrricr No. 43 (Coquitlam) 50 Poiri(.r 5(reer-Coc)uirlam, QC.-Y3J 6A7 1985-D3-27 - 909-9201 P-129(c) Mr. B. Kirk City Adm nistrator Mty of Port Gxyu.tlam 2272 McAllister Avenue Port Coquitlam, B.C. V3C 2AB Dear Mr. Kirk: Re: Hyde Creek Pool Operation Tlm Board has spent a considerable amount of time and concern with its over-all financial operation in light Provincial Government's Restraint Program, part ofof the the financial burden which it is faced with by its which is partnership i,n the Hyde Creek Pool. e Board still believes that the decision to enter into a joint partnership in the construction of the pool was one, for Council, the Board and the communities which a good they serve. However, with the government absorbing the industrial tax base, and placing severe limitations on the Board's operating budget, the Board has now had to re-think its position. In this regard, the Board would propose that ment for the operating costs ot the poof re the sharing agreetne school district inyroportion to the actual use for school activities, which presently amounts to 30)( of the pool's total operating hours. 'Ihe Board further suggests that as the pool is a partnership, and in light former arbit'tion, that a committee be establishedofto the jointly administer the pool facility in an attempt to ensure economies benefjcial to both parties of the agreement. snar~ it if Council would cohsider this request in light of the severe financial restraint that the Board is presently faced with. h The Board would appreciate Yours 't~y, SCHOOD DISTRICT NO. 43 (COQUITLAM) - S.W. Urdahl Secretary-Treasurer SWU:jr I cr. 4.'pi~ 3.W~',4 APA 10 l985 ,. 9 gama I I IH I I lasso ~a— 'ear Nr . Urdahl R~ ~e ~Cr e k ~pa tners hie have revisited your recent proposal to amend partnership agreement regarding Hyde Creek and our frankly we are We a little sur pr sed that the Board has seen fit to address only their present financial difficulties. We view two parties in this partnership both with Financial problems the Boards which are immediate and ours which will occur at the end of the agreement when wa must buy out your share of the partnership. We Feel any change to the agreement must address our concerns as well as your own. Our Council is prepared to amend ths cost sharing fr om the present 58/58 contract to a cost sharing corresponding to hours of use with a minimum "88 Board share with the provision that clause 11 of our agreement be by reducing the buyout provision from 58K of the amended pool value to a one dollar buyout. This amendment will save the Board some $ 58,961 (or 48"& in 1995 alone and does address beth parties concerns. Finally in response to the Board s request fo a joint committee to administer the pool I'acility. Our staff has in the past and will continue to meet with your staff to address any and all concerns that the Boar d may have. Ws are hesitant to establish a formal committee when all concerns are pr esently being quickly addressed. Time is now a major concern For us as our budget must be passed by Council. by flay 15th and failing any new signed agreement on the Hyde Creek operation our budget will be set on the basis of the existirg 58/58 agreement. APR 10 1985 IBem B I I I I "iggg6 lg II B: ill I -d I » ~lies -., m.ll IB mij ~ IIEORIR=M Ig TKE CORPOIUITION OF TKE CITY OF PORT COI!UITUUII MEMO B. Kirk) City Administrator. FROM: J. Maitland, City Treasurer. SUBJECT: Hyde Creek Ope:ation. DATE: January 23, 1985. IIB G O&INN ND A 1' ON 1: I 1& Jh (2) That the City I s aquatic staff h h sharing formula with School District rom t e present 50/50 8 contract 843 s sshat ra corresponding arrng o use with a minim um 3 5X School to a cost to hours of District 43 share and that School District 843 be converted to 1s85 dollars and a aa savia s d bt to b cr ated ' e oon tth e Citty s records reflecting one hal. the appraised effective April 1985. BAONGNOIIND & start doin o ng the pool maintenance OONNNNNB: N«h&J~&h The first recommendation is based upon the fact that: (I) School District 43's . usa ge of the pool is approximately us een airly constant siap resent 302. e the pool opened. (2) School 43 fiaancial difficult cu ty aow and we as partners ia this a g recement District are going to be in the position at a thee ea e d o f the contract o f having to come upp wwith a lar argee amount (assumming the pool holds its value) . of money to buy out School District '43. ) Thiss recommendation recognizes School Th str ct s preseat financial problem and also our future buyout problem. What we intend on doing is to: s is'a (1) 8I43 Q I I a „'„ I&a a&tliax im-'31-.=':==, TO: essiiI II — A PP raise the c 0 Di str i c't half of that value. pool now and establish that we 'owe School (2) Each year calculate what School District 843 would save from the present 50/50 arrangement (converted to 1985 d o 11 ars)) and reduce the we owe them by the amount amount of their saving. APR 3 0 1985 . ='=.i I iiiW aii8 ,4 ~ 4 It T a ke 100X control of the pool when the booked debt is reduced bein'e (3) to I!I. The second recommendation will result in three less pool mai n t a y e Creek. The timing of the reduction will ccorr enance staff s rrespon d to our normal increase se n ou outside department crews and is ~ho ed th at 1 ayo ff will not result but rather Parks fs tl'at the and then th rough attrition, prior to employees will be shifted to th P k d to find another postion with the City.seasonal reductions in the Parks area, be i it ~e COST IMPACT Assumming we implement the staff reduction at Hyde Creek. a change in the cost sharing formula will have the following impact (for 1985) I School District I743's Share X $ 50 X 40 35 30 25 $ 147,402 117,922 103,182 88,441 73,701 Increase in City Share $ $ fI Book Debt Decre- 8 29,480 44,220 58,961 73,701 29,480 44,220 58,961 73,701 While the impact of the proposed change to 35X up from tax revenue, Council must keep in mind: for School District 843 must be mn:I (1) We sho uld now be setting up a reserve fund for our eventual buybeck. (2) While the recommendation to address their re q uest es foor a re 8.uce cost o ssharin r ng, it doesn t, it merely appears changes the method of payment. Also attached is a copy of ouc'ontract with School District 843. The Parks and Recreation Committee met on January 23, 1985 and is in agreement with both recomaendations. J. Maitland. JM/ms Attachment APR 10 1985 I s I ~ wc ~, w ~ fcca CONPQIQTIQN OF IRK CTTT OF PORT GOOOIIMR MEMO B. Kirk, Cf ty Administrator. J. Mai tlaad, FROM: City Treasurer. SUBJECT: Hyde Creek Operation. DATE: January g, 1983 J. Taylor R. Freeman McKeazfe Lfdstoae Mayor & Council JJaana and Z met w1ch officials frcns r School c o District D s 'F43 and heard e Czeek. The1r maia their concern is to reduce costs which chey are paying. ce the share of Th e 1 r suggestfoas are: (1) Ac Reduca maintenance costs other pools the aquatics staff serves a dual uzoose f hfn d lif eguar din I g and seccm" for maincenan ce in t he pool cmdlly they are also cespoasib/ area. Our aquatics scaff respons ibl e for aay of nave noc been tbfs maintenance. ( Zf we transferred poolr area maincanaace too our resale in eiche r the a aquatics t staff this weald Ci ty reducia g staff at Hyde Czeek er of the maintenance pfcking up aa enaa o cost performed by labouzers at Hyde have advised School District //43 fhat au, cbaa e take place until the fall sessio session, due to possible scheduling which c may c' ma c'esult, aad as our spring brochure vent ro confuse the public with fs alread o st ve changes schedule changes (2) Change cost shaziag formula At the preseat time School District /j/43 iss us usin g the pool approximately 30'. of the time aad wo would like i revi the cost sharing e z'sage. They az'e aov to revise formula to reflect paying SOI of the costs. While this appeazs to be quite reasoaable we cmcst keep ia mfndc - The pool vas originally built as ase upon usage but on the a joint pro]ect and h SOl availability of time for School Disc-'c:: - Zf we agree co amend the sharing formal a to re f1lect usage we musconsider vhat we vould do ifcost School District //43 cuc c Iceir pool program completely. f.e. would ve pick up ZOOT of the cost2 We the1z'a APR 10 1985 Continued Page 2 %e- 1 'harhIg/ School Distr'ict F43 also implied stron g t ey break the contract. t Ourr re $ 43 vas that ve ep I y to School District ov our Co uncf1 vould uot unless there verskuov a ee gr at a sfnfmura a correspond~~~ c o any cost sbarfng char cchange in sectfon 11 o t e contract of t! requires us too pay School District aar t value o the Pool (ball-Park $ 600,000 ~ $ 700,0h Out'a et's ar e reviewing the contract and will a dvi se us saon. also discussed what portf.ons of costs s s at E dee Creek to the pool for exsmp C examplee we have b been charging y 7SX of theCentre we are allc pool and they feel H dro only 4SX should be shareable. rhTS vf11 be meeting thea again on Jan anuary 24th allocations at the vith th mafnly Centre snd ve vill discuss cost also g ive them a timeto table can expect sosrscthfng on on mafntenance costs and the sharing fortruia. vhen FoIIovfng our next meeting ve vill be makin senna We g recommendations to Couch APR 10 19 IL Lcd 1w I m lee c mhlgm 'I The Superintendent 8~ of Schoals or bis delegate shall work with the City Acc~~&&rator or his delegate iu developing progresses far schoal use af the facility and to ascctst in co-ardinat~ schoal and commuzd.ty use of the facility.. use half of the total hours the The facility sbsLL be made available for schoal pool is in operation in any calendar yeaz' Subject to tbe accounting l a~~4stzative pracectures of the City and the Board., all revenue receded abaLL be credited to the faint operations and shalL b used to offset the cost of operation Ka charge abalL be made to pupils participating in school spansored pragrammes LO Any dispute ari.sing out of the mdzdnistratian of this Agreement shall ba referred to a Committee made up an ane member of City Cauncil named by the City a" ane Trustee named by the Board along with the City Administrator and tbe of tbe Board Should the Camzittee be unable ta settle the dispute 't shaLL be referred to arbitration pursuant to the "Arbitration Act" H S.B.C., LAC Secre"m.'reasurer as amended -C1~ This agreement shall remain in effect faz a periad of thirty (30) years from the date hereof unless it be saaner terminated by agreement of the parties. Upon termination of the agreement the value af the faciLity, excl,usive af the value, shsLL be detezmined by an appraiser whose appointment shall be agreed upcu by the parties aod whose fc~~~" of value abatl be b&~~c~g upon the parties - FaiL agreement by the parzies on the appointment of sn appraise= the said value abaLL b,determined by Arbitratian pursuant to the eArbitraticn Act". The City shall foz ". wi~ upon deternzLzuztion of such value, pay 5(5 thereaf to the Board. IF( WHEHEQP the parties hereto have affixed their corporate seals, attested by the hands af tbair duly authorized officers on. the date fiz'st abave ~. ~ written ( ( The Carporate Seal of The Carporatic of the City of Port Caquuitlam was ( here ( f o affixed in the presence az: APR io ASS ( The Corporate Seal of e oard of 1.» 8 MEMO TD: MEMO FRUM: Janna I'ayl or, Parks tk Reer eat i on Dx rector Bev ITvine» Ar ea Supervi sar Poco Pre de Days K. Rl='CLII'll'1tNDA I 1011: 14her eas: Paco Pride Days provides an escel lent opportunity f or residents. students, businesses and the City to work together tawards a common a "vi sible pride" in the community goal; in v»hich we i vs» work» 1 and gl ow xh i t Resol;ed: E»e That the Ci ty encourages i t.s ci tx "ens to take part, by decl sring I'Iay -5» 1985 as Poco Pride Days. . BA(-IcGRQUND Al'ID COMMENTS= 1he concept. of Poco Pride Days is to encourage resi dents» community groups and businesses to make a to clean and tidy their yards, boule;ards» aoncentrated'ffort lanes, sidewalks surrounding and areas. Cecal businesses have already been contacted and some are '.»»poor ting the i dea by having Poco Pride Day Sales» whi le al I»»..rs wt 1 I publ x e the event on read-a-grams, etc. crhaal s are b» r»q approached and enca»ir wnea ta tal e pwr» a»» Fr. i day Ieay '."'n cl a»» up ar» as surround!»»g their chaol . =. x » Ih»»:ubs/scouts»»» I be t ak! n»I par't by loni» r»o af t er as the dykes Para 1 rai I . roadways and di tches. areas i tv' (» r»l» nr» w» 11 t! e «va! '(I»I to I»») !b I i c or» lll: Jtt » r r»aan c»f F» 1»J» . limy; ta a&laws» Ituest 1 swell ( I»1»l I i 1 . I ] a»ur1 t a»»" . I 0» . r r qar»teal na lr«r»seer stat!ans far»esi»tents ta dt.pr sil il» m nat talen by i s st » I t t lrs pl w!»'» ng ag» s. I »» I ' APR f 0 1985 ,SIII1' - III 'I aur Sani tat 4 oll Depa» t ment. ~ li I aR '" I '», »ll 1 sr . lf ~ m. e Lm I J.S. PEEPPE 8L ASSOCIATES Environmental planning. Design and Management ~ Landscape A.cnltecfure March 25, 1985 Mr. Bram Hoogendoorn Parks Superintendent City of Port Coquitlam 2272 McCallister Port Coquitlam, B.C. V3C 2A8 Ret Hazardous Trees A acent to the Port Co uitlam Dear Mr. Hoogendoorn, Nature Reserve Eurther to our site on March 25, 1985 adjacent to the Port meeting regarding hazardous trees Coquitlam Nature Reserve, the following submitted. report is The consultant was asked to review the safety coniferous trees in the back-Iot of a number large Street in Port Coquitlam. The area of Lots 1089 and 1085 off of trees were within the area assessedLombardy of 1983, and since that in May concerns have arisen due to the trees and the direction oftime size of the lean. All of the trees are in their size, proximity to good health as assessed by visual inspection, but residences, location along the the forest, and direction of lean render five of the trees leading edge of large White Pine was not leaning hazardous. The at the time of the May 1983 but has now shifted toward inspection, Lot 1089. The following recorrmendaiions are made: 1. Remove the large White as well as two larger trees which are located behind Pine next to it, Lot 1085. The adjacent trees are Cedar and Douglas-fir. Western Red 2. 3. large Western 'located itmttediately behind substantial portion ofRedtheCedar Lot 1089. crown Top one A should be removed. Top two additional 10 to 15'. trees that are leaning at an angle of greater than APR I 0 198It 2110 West 12th Avenue. Vancouver, 8 C, Vox 2N2 lel. (604) 731 7r718 Tree removal and topping should be done with care to avoid damaging Trees should be f lied into adjacent trees and the residential gardens. the forest area. This treatment of the prob'lem area should help to alleviate the wfndthrow hazard, while avoiding wholesale removal of several more trees. Further comp'iete removals could result in a wind tunnel effect, with additional forest edge windthrow occurring. The wfndfirmness of those trees recossnended to remain is not assured by the consultant. Those trees identified for removal or topping are those which, in the opinion of the consultant, pose the most insnediate threat. I trust this information will be useful. should you have any further questions. Please do not hesitate to call Yours very truly, J.S. PEEPRE a ASSOCIATES Peepre JP: sm APR 10 1985 ':coc'nch;r n ccrc'lv 'uclll .ocr end(lo, tree" i.. catuc e icren Rc Tho trccc is v r„" ta' ' swal inc dac cr "',: tee t foa. in wir,torsnnthe an! .. ccl! i; ncd c I Cr. 1 n- Loaoan iv whi c!, nrv !''oth oec ohio? is ."i.-! t nroucul ".:. ion.lief tow c'ds th s !.Cu e acid ':ti ore 'were nc t rer! io::d sic']y oarc lo ~ c.- '.leaG ' in t!cc. I .. ccv, sly, n:.eoial i r. hich winds;The„. tc )u*vo i t !c"!! "1 '-"r! "onrer t: c hr: c c . c 'c ', nc. nnc ';,c t ." twc c en' ".I hnc ', "o..".." i:nv "'-'"' "-"a, -oc t '''....cc i .-: ': cin . Ic!: J t live ir. i!a i ine tc ee» ~ hu t a''1 !h4e e" rtic vd 1! ! APR 10 1985 y ai -0 ~ ' I~ l l(100000 tx ga'TUDY AREA ~ l aa '" a a aa-"0 I e I / I I NATURE .RESERVE I I'k 0 1 0 ~ I0g05 0 4'0 HS HI 0 1 0a 00 0 Jl0l I I' I~ STUDY ' ~ APR I ~ l