District of LantzvilleIncorporated June 2003

Agenda for the Parks and Recreation Commission Meeting to be held on Thursday, October 23,2014 at 4:30 pm, at the District Office, 2"'̂ Floor - 7192Lantzville Road, Lantzville, BC

PageNo. (Thismeetingmay berecorded)

INTRODUCTION AND WELCOME OF NEW MEMBER: Caitlin Bickford

1. AGENDA ADDITIONS AND/OR DELETIONS

1-2 2. ADOPTION OF THE AGENDA

3-9 3. APPROVAL OF THE MINUTES September 25,2014

4. PRESENTATIONS, DELEGATIONS, PETITIONS - Nil

5. CORRESPONDENCE - Nil

6. UNFINISHED BUSINESS

(1) Projects Update and Discussiona) Royal Canadian Legion Branch 257 (22Aug 2014) Request that the

District of Lantzville Relocate Two Trees in Huddlestone Park and Fill

Holes Before November 11*^

September 25,2014StaffRecommendation: These are memorial trees and,as such are not recommended for relocation.

Action:Update required on member efforts to contact and obtain donorpermission.

b) Royal Canadian Legion Branch 257 Request for permission to installFlagpoles in Huddlestone Park Before November 11*^^Update - for information only - Council Motion Passed October 20,2014:

THAT Council authorizes the Lantzville Royal Canadian LegionSeaview Centennial Branch 257 to proceed with the installation of twoflagpoles inside the fence and located directly on either side of theexisting walkway near the Cenotaph in Huddlestone Park; ANDFURTHER THAT these works are completed under the supervision ofthe District's Director of Public Works; AND FURTHER THAT all costsassociated with the installation of the two flagpoles are paid for by theRoyal Canadian Legion Seaview Centennial Branch No. 257.

c) Knarston Creel^orth Road Right of Way - Fish Habitat EnhancementVolunteer ProjectVerbal Report on October 18,2014 Work Party

d) North Road Trail Planning - Picnic Table Installation UpdateStaff Update: Picnic Table Ordered - Delivery Expected in 7 Weeks

e) Rotary Park Playground Structure Replacement PlanningAction Required: Commission to review catalogs, consider memberrecommendations and select a type/design of playground structure forstaff to obtain pricing for consideration by CoimcU in next year'sbudgeting process.

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District of Lantzville

October 23, 2014 Parks and Recreation Commission Meeting AgendaPage 2 of 2

f) Costin Hall Liaison

10-11 g) Project Priorities for the Coming Year- DRAFT September 25, 2014 Version -for editing - referred September

25,2014 to October meeting

12-14 h) Updating Parks & Recreation Commission 2014 Summary datedSeptember 24,2014 - referred for editing into 2014Annual Report formatfor January 2015

7. NEW BUSINESS-Nil

8. PUBLIC PARTICIPATION

9. SPECIAL BUSINESS (IN-CAMERA) MOTION TO CLOSE - Nil

10. ADJOURNMENT

NextMeetingi Thursday, November 27,2014at 4:30pm

P2

DRAFT

Minutes of the District of Lantzville Parks and Recreation Commission Meeting held onThursday, September 25,2014 at 4:30pm at the District Office, 2^^ Floor - 7192LantzvilleRoad, Lantzville, BC

PRESENT: Members: Denise Haime, Councillor, ChairpersonJohn English, MemberTed Gullison, MemberHarriet Rueggeberg, MemberBrenda Savage, Member

Absent: John Halliwell, Member

Staff: Trudy Coates, Director of Corporate Administration

The Chair called the meeting to order at 4:30pm.

AGENDA ADDITIONS AND/OR DELETIONSADOPTION OF THE AGENDA

H. Rueggeberg MOVED and T.GullisonSECONDED, THATthe Commissionadopts theSeptember 25,2014Parks and Recreation Commission meeting agenda, as amended with theaddition of the September24,2014 Parksand Recreation Commission Summaryfor 2014, copyofJohn Englishemail (20 Sep 2014) to Cherie Al5rward on her resignation; and John Dunn,President Lantzville &Nanoose StreamKeepersSociety, email (25 Sep 2014) to staff regardingthe Knarston Creek Planting.CARRIED

APPROVAL OF THE MINUTES

T. Gullison MOVED and J. Halliwell SECONDED, THAT the Commission approves the July 24,2014Parks and Recreation Commission meeting minutes, as presented.CARRIED

PRESENTATIONS, DELEGATIONS, PETITIONS - Nil

CORRESPONDENCE

(1) Cherie Alyward (24 Jul &14Sept2014) re: Resignation from Parks and RecreationCommission

(2) Copy ofDistrict'sLetterof Appreciation to CherieAlyward (11 Aug 2014)(3) John Halliwell (20 Sep 2014) Copy ofJ.HaUiwell's response to C. Alyward's Resignation

John English(20 Sep2014) CopyofJ. English' responseto C. Alyward's Resignation

The Commission noted that C. Alyward was unable to attend this meeting but reportedthat she appreciated the lettersreceived on her resignation. TheCommission discussednew member orientation, recommended advertising vacancies earlier (e.g.well in advanceof December term ends) and to encouragepeople interested to attend meetings first, beforeapplying. Staffnoted orientation informationavailable, and J. English volunteeredtoprepare some draft orientation informationto be emailedto stafffor inclusion with theagenda for Commission review.

H. Rueggeberg MOVED and B. Savage SECONDED, THAT the Commission receives theletters from C. Alyward regarding her resignation from the Parks &RecreationCommission.

CARRIED

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District of Lantzville

September 25.2014 Pari<s and Recreation Commission Meeting Minutes - DRAFTPage 2 of 7

H. Rueggeberg MOVEDand B. Savage SECONDED, THAT the Commission receives thecopiesof the lettersfromJohnHalliwell and JohnEnglish to C. Alywardregardingherresignation from the Parks & Recreation Commission.CARRIED

(4) John Halliwell, Royal Canadian Legion Branch 257(22 Aug 2014) requesting that theDistrict of Lantzville relocate two shrubs/trees Near the Cenotaph in Huddlestone Parkand fill holes, before November 11*^The Commission considered the Legion's request to relocate two trees located near thecenotaph and the staff recommendation to not relocate the memorial trees,noting:

• One other tree was cut down to enable construction of the cenotaph• Plans to limit planting new trees in Huddlestone Park• Appreciation for the sloping grassy area• Open space required in the Park for events, e.g. Minetown Day• Limits to the expansion of the footprint of the cenotaph/memorial• Consideration of whether the memorial trees could survive relocation, the cost of

relocation of the trees, and the opinion/feelings of the memorial tree donors, whostaff have been unable to contact to obtain their approval

• Chairperson Haime knows family members of the donors and could contact thedonors to seek their approval

Barry Ostrand was in attendance from the Legion, confirmed the request and that theLegionwould pay for the relocationand replacement costs. In reply to a question aboutexpansionof the memorial, he noted that the Legion has no definite plan, and has onlyhadinformal discussions about benches and flag poles.

J. English MOVED and H. Rueggeberg SECONDED, THAT the families of the twomemorialtrees proposed for relocation in Huddlestone Park be contacted and, if they agreein writing that the trees can be relocated to a mutually agreeable location in the Park, THATthe Parks and Recreation Commissionsupports staff relocatingthe two memorial trees,with the cost of relocation and the cost of replacement, if the trees do not survive the move,to be funded by the Royal Canadian Legion Branch #257.CARRIED

(5) John Halliwell, Royal Canadian Legion Branch 257(22 Aug 2014) requesting permissionfor the Legion to install flagpoles for Canadian and Provincial flags in HuddlestonePark, one on each side of the handgate approaching the cenotaph, before November 11*^TheCommission considered the requestfrom the Legion for permission to install flagpolesin Huddlestone Park, discussed installation options to minimize the impact on the parkgreen space, and the need for staff review for operational considerations.

J. English MOVEDand H. Rueggeberg SECONDED,THAT the Parks and RecreationCommission recommends to Council THAT Council authorize the Legion to installtelescoping flagpoles for Canadian and Provincial Flags in Huddlestone Park, with theflag poles being installed near the fence line to not impede the green space ofHuddlestone Park, and if possible, after staff and the Legion research requirements, havethe flag poles replace the fence gate posts.CARRIED

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District of Lantzville

September 25, 2014 Parks and Recreation Commission Meeting Minutes - DRAFTPage 3 of 7

(6) Sara Short (17 Sep 2014) expressing concern regarding the Proposed Mountain BikeSkills Park at the Rotary ParkThe Commission noted the supportive comments about the proposed mountain bike skillspark received from the public that visited the Parks & Recreation Commission booth atMinetown Day. The Commissionrequested staff send S.Short a letter thanking her for herinput, confirming green space would be maintained, sending her a copy of the draft plan,and advising of the public process as we move forward.

H. Rueggeberg MOVED and T. Gullison SECONDED,THAT the Parks & RecreationCommission receive, for information, the correspondence from Sara Short (17Sep 2014)expressing concern regarding the proposed mountain bike skills park at Rotary Park.CARRIED

Barry Ostrand left the meeting at 5:33 pm.

(7) Parks & Recreation Commission Summary - 2014(24Sep 2014) by Ted Gullison andJohn EnglishThe Commission:

• expressed appreciation to the two members who prepared the report• confirmed who may be attending the Council meeting at which it would be received• noted corrections required, e.g. Lantzville's Parks, Trails and Recreation Plan adopted

2008and Trails & Joumeyway Strategy adopted 2010• suggested itemizing other types of projects to be added to the Summary, to show the

broader range of projects and so that the Summary could evolve into an annual reportto be presented in its final form in January 2015.

H. Rueggeberg MOVEDand J. English SECONDED, THAT the Parks & RecreationCommission receives the Parks & Recreation Commission Summary - 2014 by TedGullison and John English.CARRIED

Action: Add to next meeting agenda for updating for January 2015 Annual Report

(8) John Dunn, President, Lantzville & Nanoose Stream Keepers Society (25 Sep 2014) re:Knarston Creek PlantingThe Commission suspended the order of the agenda and considered J. Dimn's email (25Sep 2014) and the item listed later in the agenda, Knarston CreeVNorth Road Right ofWay - Fish Habitat Enhancement Volunteer Project.J. Dunn's email noted the availability of Stream Keepers to participate in the KnarstonCreek Planting and staff confirmed J. Dunn was on the list of volunteers who signed up atthe Minetown Day booth and would be sent information when the work party isscheduled. The Commission considered the staff update on the agenda noting the numberof volunteers registered; event promotion at Minetown Day, in the Community Updatenewsletter and on the District website; and that Director of Public Works and D R CloughConsulting were ordering the plants required, in time for a mid-October to end of Octoberplanting schedule. The Commission discussed the planting schedxile.

Action:Staff to confirm Dave Clough's availability in October, preferably October 24and25,and the following Saturday if required for volunteer planting, and confirm DFOapproval received. T. Gullison may contact J. Dunn when dates confirmed. Staff to adviseall volunteers when the date has been finalized with D. Clough.

P5

District of LantzvilleSeptember 25, 2014 Parks and Recreation Commission Meeting Minutes - DRAFTPage 4 of 7

UNFINISHED BUSINESS

(1) June 26,2014 Parks and Recreation Commission Meeting Minutes References forClarification

a) Waterfront pier - in what District of Lantzville source document(s) is thisreferenced?

The Commission reviewed the excerpts provided from the following documentsand confirmed that there is no reference to a pier in District master plans:• Tourism Development and Marketing Plan - October 2008 by Synergy

Management Group Ltd. - pages 11,13 & 16• March 2008 A Parks, Trails and RecreationPlan - pages 18 &19,5.4 Strategies

for the Waterfront, point 3

b) F. Spears' review/conclusion re: J. Dunn email re: Jack's Road Project WilesCreek culvert installation

The Commissionconsidered the copy of the J. Dunn email (28 Jul 2014) expressingconcern about work plans for WilesCreek at Jack's Road and the District's reply(5Sep 2014). The Commission suspended the order of the agenda to also consider arelated item listed later in the agenda, the L. Reeve, Lantzville Historical Society,email (10Sep 2014) withdrawing the Society's offer to landscape the MineMemorial. Staff confirmed that the Societyhad not submitted a landscape plan.

The Commission noted:

• the staff update: cost estimate for the culvert is $3,000, and if no landscapedesign or plan proceeding, culvert project put on hold

• regular maintenance that has occurred and landscaping options• members to visit site and review landscaping options• culvert project to remain on holdAction:Staff to send L.Reeve a letter of appreciation acknowledging that theSocietywill not be doing the landscaping, and that the District can now proceedconsidering options for Jack's Road and Wiles Creek.

c) F. Spears' clarification regarding reference to the removal of playgroundequipment at Copley ParkThe Commission considered the staff update and clarification confirming that thereference in June to replacement of non-standard/worn playground equipmentwas about Rotary Park (not Copley Park), and the recommendation to replace theRotary Park playground structure with a new up-to-code playground structure.

H. Rueggeberg MOVED and B.Savage SECONDED, THAT staff add to the nextCommission meeting agenda, review of playground equipment catalogs andmember recommendations, to finalize at the next meeting, a recommendation of areplacement type/design of playground structure for Rotary Park, for staff toobtain pricing for consideration by Council in next year's budgeting processCARRIED

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District of Lantzville

September 25, 2014 Parl<s and Recreation Commission Meeting IVIinutes - DRAFTPage 6 of 7

(2) Totirism Vancouver Island Request for Contribution re: Vancouver Island and theSunshine Coast, Hiking Trails Strategy - Phase 1The Commission considered the July 15,2014 letter/funding request from Dave Petryk,Presented and CEO, Tourism Vancouver Island to the Parks & Recreation Commission;the July 24,2014 presentation by Jody Young, TVI; and receipt from L. Kingston, TVI, ofthe additional information requested by the Commission following the presentation:budget information and a copy of the proposal to Island Coastal EconomicTrust (ICET).

H. Rueggeberg MOVED and B, Savage SECONDED,THAT the District of Lantzville notcontribute $2,500 to the Vancouver Island and the SunshineCoast,HikingTrails Strategy -Phase 1.

CARRIED

(3) Projects Update and Discussiona) Woodlot Trail System

The Commission discussed the status of the development of the woodlot trail systempartnership agreement, noting the Province's consultation with the woodlot licenseeconfirmed his support is subject to a linear establishment of the main circle trailinstead of the trail map being defined as area, as proposed in the April 24,2014Commission motion. The Commission noted that the linear option will require GPSmapping, and confirmation of the standard of GPSis required.

H. Rueggeberg MOVED and T. GtiUison SECONDED, THAT the Commissionrecommends THAT District of Lantzville staff continue negotiating with the Provinceof BritishColumbia for a Recreation Sitesand Trails BCPartnership Agreementfortrail use for the woodlot trail system with a linear establishment of the main circletrail, on the basis of a five-year agreement, identifying non-motorized use due tosafety, cost, and environmental sensitivity; AND FURTHER authorizes Ted Gullisonto request the GPSfilefrom the woodlot licensee to facilitate the linear mapping.CARRIED

b) Minetown Day - September 6,2014The Commission discussed the success of the 2014 Minetown Day event inHuddlestone Park; strong positive feedback from participants about the location;appreciation to the Commission members who volunteered at the Commission'sbooth; appreciation to the Minetown Day voltmteers; success of the new event - therace; and organizing volunteer's debriefing recommendations, including: rununderground wires for power (would also assist the Legion for Remembrance Day);need for a gate into the Church property to provide access and the potential for a teagarden (may be subject to Church lessee requirements); and installation of awashroom for Huddlestone Park, previously estimated to cost $35,000. for PublicWorks and Council budgets.

c) Costin Hall Liaison - Nil (Next meeting at 7:00pm)

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District of Lantzville

September 25, 2014 Parks and Recreation Commission Meeting Minutes - DRAFTPage 6 of 7

d) North Road Trail PlanningThe Commission considered the staffupdate reporting that the project is scheduledfor completion bySeptember 26^, including installation ofa picnic table donated byKoers Engineering. J. English and D. Haime asked to meet with the Directorof PublicWorks on site to review the locationand angle of placement for the picnic table.

e) CenotaphJuly24,2014 Recommendation to Council: THAT Council authorize staff to completethe pathwayfromthecenotaph monument to HuddlestoneRoad withfunding forthetrail works to be taken from the District'sgas tax (communityworks) fund.Status: No further Commission action required.Council passed the following motion September 8,2014:THAT Council refersthe Parks and Recreation Commission July24,2014recommendation regarding the cenotaph monument pathway to the September29,2014Council meeting for staff to provide cost estimates.

f) Bike Trails - No activity at this time.

g) Village Core and Trails - Nil

h) Signage and maps including Costin HallFunds raised from the InauguralMinetownDay5Kand IK races, willbe used byLantzville Business Improvement Association, with the donationby the Craig Gentryfamily, to apply to the District and to proceed with plansfor installation ofsignage atCostin Hall.

i) E & N Trail - No activity at this time.

j) Project Priorities for the Coming YearDRAFT September 25,2014 Version - referredto next meeting, for prioritizing andediting, including relabelingthe document as Priority Projects.

NEW BUSINESS

(1) Draft 2015 Parks & Recreation Commission Meeting ScheduleThe Commission, by unanimous consent, confirmed staff may publish the 2015 Parks &Recreation Commission meeting schedule, as presented.

PUBLIC PARTICIPATION - Nil

SPECIAL BUSINESS (IN-CAMERA)MOTION TO CLOSE

B. Savage MOVED and J. English SECONDED,THAT the Parks and Recreation Commissioncloses the meeting to the public, pursuant to sections 90(1)(a) of the Community Charter, for thepurpose of considering:• personal information about an identifiable individual who holds or is being considered

for a position as an officer, employee or agent of the municipality or another positionappointed by the municipality.

CARRIED

P8

District of Lantzville

September 25, 2014 Parks and Recreation Commission Meeting Minutes - DRAFTPage 7 of 7

MEETING CLOSED TO THE PUBLIC: 6:35 pmMEETING REOPENED TO THE PUBLIC: 6:48 pm with all of the Commission inattendance, except J. Halliwell, and staff, T. Coates, also in attendance.

ADJOURNMENTJ.EnglishMOVED and B. SavageSECONDED, THATthe Commission adjourns the meeting.CARRIED

Meeting Adjourned: 6:48pm

Certified Correct:

Trudy CoatesDirector of Corporate Administration

Confirmed this day of , 2014.

Denise Haime, CouncillorChairperson

P9

DRAFT - forediting Sept2S/2014

Location Encroachments

1 Owen Rd.{eMt end) to Dickinson Rd. None(trail In right of way]

2 Wilson Road-Phase 1 - Pr^ratory Fence on both sMes,Public access - viewpoint wWi picnic lalile gardens, asphalt. Possible

House

3 Mountain Bike Skills Park withinRotaryPark

4 Wilson Read - Phase 1 - Work Public Fence on both skies,

access - viewpoint with picnic table gardens, asphalt, PossiMei-louse

5 Sywash Ridge x 2Normarel Near Hydro Tewor

ROW Between 7SS6and7S78

Lantzvllle Road

'RossiterAve. to Lynn Dr (lines up with Shed. Fence, RetainingJoy) and runs down to Lynn Wall. Encroachments are

signiflcant &location notlikely to be used as a

"iraiisurraca/

Length

22S>n X 2.Sm =

562.SM2

14Smx3m = 435M2

Area of park « TBO

145mx3m = 435M2

141 *3 =423M2

154mx3 = 4S2U2

e Harwood Road to Philip Road- RoW located btwn 6872 & 6866

Shed, Srr\all Retaining Waif 95mx3m»285M2

9 Femmar Road (mid) to Andrea Cres via NoneCopley Park

10 Femmar (west end) south to powerllne None& east to Aulds Rd (Wincheslsea ViewGoir Course Hole #11]

228 X 3 » 684M2

26.8 X 23.5 s 629.8M2

460mx3s1380M2

District ofLantzvIlle -PR Cammlsalon

2015PrlorityPro]eots

Signage Required

3 TraHDlrecOonsI Signs

1 TraB Directional Sign

1 Trail Directional Sign

1 Trail Directtonal Sign

1 Trail Dlrectkinai Sign

4 Trail Directional Signs

2 Trail Directk>nal Signs

2 Trail Directionai Signs

2 Paridng limitation Signs and 2TraH Directkinal Signs

Construction Works

Bmsh Clearing and Grubbing, CulvertPlscernent, Fabric Plscemenl, Crush

PlBcemenl, Signage install X3. sndBench Irtslall

2015: Start public process for Phase 1.including notification and worltwtthtnmeowners; and site survey.2016: Phase 1 v«rk: open up publicaccess, train, ^cnlc table, and bench,TBD: Phase 2 - stairs to beach

TBD

2016: Phase 1 work to open up publicaccess, ^11, picnic table and bench:Clearing. Removal of Encroachments,Placement of Fabric, Placement ofCrush. Install sign. Fencing. Bench,Acquire DPTBD: Phase 2 - stairs to beach

Qearing and Grubbing, Place Fabric,Place Crush, Install sign

Survey, Clear and Grubbing, PlaceFabric, Race Crush, Install sign. InstallFence, Install Bench. Acquire OP

Survey. RemovalofEncroachments,Clearing and Grubbing, Placement ofFabric, Placement of Crush, Purcltaseand Install signage x 4.

Survey. Remove Encroachments,Clearing and Grubbing. Placement ofFabric. Placement of Crush. InstallStairs and Landings, Install signage x 2

Race Fabric, Place crush. ReplaceCulverts, Install Signage x 2

Clearing and Grubbing, Install Fabric.Place Cnjslt, install Signage x 4

ROW Size

1450M2

1.410M2

1S4mxS.72m = B80M2

15.600M2

7,760M2

Development

AmenitleB Costs

Bench $33,044

Bench S1.200

Bench $24,361

$3,945

$20,640

$22,265

$28,350

16.250

$50,705

Q:\DISTRICTOF LANTZVILLBCommittees 8 Commlsslons\Pari(s 4 Recreatton Commlssion\2014\DRAFT2015 Project PriorityListas at September 25.2014

2o

Priority/Ranking

201S-Pi1orltytt1

2015-Prlortty*2

2015.Prlortty«3

Comments

(Project No. from Nov 2010 Trails &Joumeyways Strategy Map A)

NOTE: Requires 2015 budget increase from$27,537 to $33,044

(Proj.No: 8)

NOTE: Requires 2015 budget slfotment.Currently Identified as road dedicationhowever DPW notes road likely not needed,therefore members may wish to consider trail(Prol. No: 11) (1 of 2 RoWs)

NOTE: Requires re-allocatlon of 2015 budgetfor Femmar Road ($39,000) to Mountain BikeSkills Park

(Pro], No: n/a)

NOTE: Currently klenttfied as road dedkslkmhowever DPW notes road likely not needed,therefore members may wish to consider trail(Prej.No: 11) (1 ofZRoWs)

NOTE: Was Priority #5 for 2013 (investigatepossible parking area) Trail portion prevtouslycompleted. Parking area added and isoutstanding. O^sts unknown until staffreceive input from BO Hydro and Fort's BC(Proj. No: n/a) Trail to Woodiot

(ProJ. No: 11) (1 of 2 RoWs)

(ProJ. No; 10)

NOTE: Stairs vauld be installed In right ofwayvitien Phase 3 sewer proceeds

(ProJ. No: 12)

(Proj. No: 15)

NOTE: Was 2014 Priority 04 (vs4thoulparkinglot for conskieratton in future years). May15/14 report ntay not be appropriate locaitonfor publte trail due to proximity to golf course:recommend postpone until golf course owner(Slndalr) moves forward with a possibleexpansion of golf course.(Pro]. No: 14]

September 25, 2014

DIatrlet ofLanttvltto • P R Commission

2019PrlomyPnifoets

Location Encroachments

"T^raii surface/

Lenflth Stnnane Required Construction Works ROW Size Amenities

Development

Costs Prforltv/RankinnComments

11 Wilson Road-Phase 2 Fence on both sMes.Stairs to Beach gardens, asphalt. Possible

House

14Smx3m°435M2 1 Trail Directional Sign Sunrey. Clearing. StairB constnictton,Install sign. Acquire OP

1450M2 Bench $25,561 NOTE; Cost of stairs TBD

(Pro].No:11)(1of2RoWs)

**all trail surfaces to be crush/gravel • keeping a natural state nxsf Coats $226,321

COMPLETED PROJECTS;

- I'.V ' V 4-'I •' ii'' SadsTGOItklltSf^i.* - -Si":"- .i- •: ;:j-v.11 Suiyey^ Remoyq Enaoadwwntt, : 938M2

v'<3eaflnfland'Gtub6lng.=Pte<wnenlof • •

v,;;u^.ljanef;.:;{Vra.L^.vv'', ^ ,136nix5.5cns:748M2'

wf^^^Swt5h53r"^Awrar^)r

rsr

-t", 1,1.^j"- - MoCenjshlfeM^tnstal)":

fPlacAFabrK^ s, 3,62^

- q%ftUl^p«1»®e'an<l'ln8toa^Be . -31SM2

OTHER TYPES OF PROJECTSBudget

Waterfront Protection Education, $17,500 in 2014 andCoastal EngineeringAnalysis, Public $19,500in2015hiInformation 2014 - 2016 Rnandat Plan

Playground equipment replacement- TBDRotary Park

Parks interpretive SIgnage $2,000 in 2014 and$2,000 In 2016 In2014 - 2018 Financial Plan

Public infonnatlon re: parks and trails $3,118 in 2014 In2014 - 2018 Financial Plan

Woodlot Trail Construction KOOO of $16,000 far traSconstruction in 2014 In

2014 - 2016 Financial Pian

e32M2BuWdn .

DP.-'V.

Project Description StatusFoliowing conclusionofworkinQuaHcum Beach, byJohn CommissionerRueggeberg oonsMerfng howto sliucture publicReadshaw,CoastalEngineerwithSNCLavalin, staffand Parks engagetnemin Lantzvllle. ProiectinQBstininprogress&Recreation Commlsskmwindatarmlne howfindingsmay beappllod in LantzvDIeand how to educate Ow public on theimportance of protecting LantzvSle's twaterfrent

Replace non-standardAwm playgroundequipment in Rotary Commissk>n to reviewcatalogs to select a type/design of playgroundPark structure forataff to obtain pricingfor oonsMerationbyCouncSin

2015 budgeting process

Repair brkjges and mikways io ndnlnrize trail hazards On h(ridunto agreement finalized

Bench $19,738

None $6,560

None $22,640

$13,645

None $3,465

None >500^

$13;2QS

Q:\OISTRIGT OF i-ANTZVIiXBCommlttaes &CommlssIomVPaiks S Recreatkin CommiS3k>n\2014\ORAFT 2015 Project PriorityUst as at September 25,2014

COMPLETED 2012

COIIIP>LETE02011suntyonly

COMPLETED 2013

COMPtETC02013

(ProJ.No:nfa)

(ProJ.No: 6)

(Pro}. No: 25) aka South end of PeteisenRd to comer Hwy 18 and Ware

(Proj. No: 16) (Listed as betweenlArenzen Lane & Noithwlnd)

CONDn£TS)2D13 (ProJ. No; n/a)

CQMPLETra2pi3 (ProJ.No;9)

C0MT9XTEDSeptember 2014

$12,000 of the $16,000 Ibr trail constnicOonIn 2014 m 2014 - 2018 Rnsndal Plan

(Pro]. No: 17)

September 25,2014

PRC SUMMARY- 2014

Dear Lantzville Councilors,

As election time approaches we felt it beneficial to provide a brief summary of the efforts of the

Lantzville Parks & Recreation Commission (PRC). We hope that a commissioner's view might help newlyelected and re-elected Council members better understand the role and functioning of the PRC.

Overview

PRC meetings are open to the public, and meeting minutes are made available to the public and to

council so that all can be aware of the Commission's activities.

The PRC uses a number of inputs to plan its activities each year, including:

• Lantzville's Trail and Journeyways Plan, commissioned by the municipality in 2007, as well as

other official planning documents such as the OCP.

• Previous annual and long-term budgets and work plans for the PRC.

• Direction from Lantzville Council.

• Input from the community at large concerning their interests and priorities, gathered bymethods such as straw polls in the street, on-line polls and surveys. These are time consumingto implement and the responses are often small, but they do provide some degree ofconfidence to proceed or to alter plans in a manner that is consistent with the wishes of

Lantzville residents.

Commission members also conduct site visits to the District's parks, trails, and other sites relevant to

PRCactivities. For example, to prioritize activities each year for the implementation of the Trails and

Journeyways Plan, the PRC tours the potential sites with the Director of Public Works.

The PRC considers all of the preceding inputs as well as available resources (budget. District staff,

volunteer time) to determine what It will work on each year.

The Commission

PRC members are diverse and bring a broad range of relevant skills and experience to the Commission.

All members are volunteers pleased to have the opportunity to invest their time and energy for the

benefit of the community. Councilor Denise Haime chairs the Commission, and does an excellent job in

encouraging a balanced discussion on all the issues, helping the group to take decisions, and proceed

through the agenda in a timely manner (the latter is a considerable challenge given that most members

are quite loquacious). One or more District staff also attend each PRC meeting, supporting the PRC bytaking minutes, providing recommendations, advising on procedure, and reality-checks on specific

issues.

Recently completed activities

Some of the top priority projects completed include the Ware Rd connector Trail, Romac connector

trail. North Rd bridges and trails on Knarston Creek, and district signage on fish bearing streams and trail

access points.

P12

PRC SUMMARY- 2014

Activities in 2014

This year, at the request of Council, the commission considered options to re-vitalize the city's parks. A

number of options were researched, discussed with other municipalities, and rudimentary costing

developed. These options included:

Frisbee golf course

Off-leash dog parks

Children's water park

Adult outdoor fitness machines

Additional park benches

Clearing of connecting trails between existing facilities

Additional signage for trails

Suitability of rights-of-ways for public use

Evaluate best uses for small green spaces

The PRC also:

• Surveyed all parks and green spaces for improvement potential

• Continued to advance the proposal for a partnership with Province of BC for the woodlot area

trail system

• Supported the development of trail and bridges on Knarston Creek and in the fail, will establishriparian plantings for Knarston creek to enhance fish habitat

• Began waterfront protection planning, and;

• Evaluated a bike skills training circuit (i.e., a small mountain bike park) at Rotary Park.

The PRC continues to organize the annual Mine Town Days celebration and has been actively seeking

and supporting additional uses for facilities in Costin Hall.

A major and ongoing focus of the PRC is the implementation of the LantzvilleTrail &Journeyways Plan.

This plan includes forty-two suggested projects to improve the municipality's recreational infrastructure.

The PRC has no authority to dispense funds, only to recommend to council the order in which these

projects are implemented. The PRC annually reviews these and prioritizes them for accomplishmentwithin the budget set by council. Typically the work is carried out by municipal staff as fill-in work when

convenient in their work schedule. Compared to hiring contractors, this usually results in cost savings,

but in some cases does not allow for completion within an anticipated timeframe, resulting in the

necessity to carry-overprojects to following years.

To provide council with better information, the PRC often solicits informal costing from vendors andcontractors to assist In council's evaluation for preliminary concept review and approval. Often the

improvement concepts considered are not within current budgets and require rethinking and re-scopingfor re-presentation to council. Of course this extends the time required to complete these projects. Thisis all an essential element of the PRC's duties and responsibilities to council.

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PRC SUMMARY- 2014

Work currently underway

The two major projects In progress now are:

• Mountain bike paric. proposals for the addition of a mountain bike skillstraining circuit and newplayground equipment at Rotary Park are pending review by staff

• Woodlot trails system: the woodlot trails partnership agreement with BC Gov. has been windingits way through the bureaucratic provincial machinery for several years but an agreementappears to be imminent.

Other ongoing PRC activities include: research on waterfront protection requirements; support forincreasing the usage of Costin Hall facilities and continual planning of Minetown Days activities.

Asa new session begins we look forward to providingour Input to council to continue to improverecreational opportunities for Lantzville residents.

Sincerely,

John English

Ted Gullison

Members Lantzville Parks and Recreation Commission

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