CITY OF LANGFORD PARKS, RECREATION, CULTURE AND BEAUTIFICATION COMMITTEE MEETING Wednesday , February 25th , 2009 at 5:00 p.m. COUNCIL CHAMBERS AGENDA Page 1. CALL TO ORDER 2. APPROVAL OF THE AGENDA 3. ADOPTION OF THE MINUTES a) Parks and Recreation Committee Meeting - November 24th, 2008 1 4. REPORTS a) 2008 Arts in the Park - Staff Report ( File No. 8100-20) 3 b) Parks Department Proposed Operating Budget 2009 18 - Staff Report (File No. 1715-01) c) Parks Department proposed Capital Budget 2009 32 - Staff Report (File No. 1705-01) d) Pesticide Reduction and Education in the Capital Region 68 - Staff Report ( File No. 6000-01) 5. ADJOURNMENT
Transcript
CITY OF LANGFORD
PARKS, RECREATION, CULTURE AND BEAUTIFICATION COMMITTEE MEETING
Wednesday , February 25th , 2009 at 5:00 p.m.
COUNCIL CHAMBERS
AGENDA
Page
1. CALL TO ORDER
2. APPROVAL OF THE AGENDA
3. ADOPTION OF THE MINUTES
a) Parks and Recreation Committee Meeting - November 24th, 2008 1
4. REPORTS
a) 2008 Arts in the Park- Staff Report (File No. 8100-20)
3
b) Parks Department Proposed Operating Budget 2009 18- Staff Report (File No. 1715-01)
c) Parks Department proposed Capital Budget 2009 32- Staff Report (File No. 1705-01)
d) Pesticide Reduction and Education in the Capital Region 68- Staff Report ( File No. 6000-01)
5. ADJOURNMENT
CITY OF LANGFORD
MINUTES OF THE PARKS AND RECREATION COMMITTEE MEETING
Monday, November 24, 2008 at 5:00 p.m.
COUNCIL CHAMBERS
PRESENT
Councillor D. Blackwell (Chair), Councillor L. Seaton (Vice Chair), Councillor W. Sifert.Members: R. Prattle, G. Terlson, G. Brownlow, M. Stearns, R. Wade, K. Reece andVCMMC Rep. M. Gibbins.
ATTENDING
Parks Manager , Jason Parks and City Planner, Matthew Baldwin.
1. CALL TO ORDER
The Chair called the meeting to order at 5:24 p.m.
2. APPROVAL OF THE AGENDA
MOVED BY: COUNCILLOR SIFERTSECONDED: R.WADE
That the Agenda be approved as amended : ADD: under item 4 (c) Jogindar BainsHistorical Monument and Plaque (File 03490-50 LEG).
CARRIED.
3. ADOPTION OF THE MINUTES
a) Parks and Recreation Committee Meeting - September 29th, 2008
MOVED BY: COUNCILLOR SIFERTSECONDED: G. BROWNLOW
That the Minutes of the September 29", 2008 Parks and Recreation Committee meetingbe adopted as circulated.
CARRIED.
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Minutes of the Parks and Recreation CommdteeNovember 24tl1, 2008
Page 2 of 2
4. REPORTS
a) Update on Open House for Artificial Turf Field, City Centre Park , and OtherProjects - Operational and CapitalVerbal Staff Report (File No. 6100-20)
Jason Parks, Parks Manager, gave a Power Point presentation to committee members on Field#1 construction, finishing and the Open House held November 8'", 2008. Mr. Parks alsoprovided to committee members concept drawings for the field house/stadium.
b) Overview of the Parks Department and its Operations.Verbal Staff Report (File No. 5800-01)
Jason Parks, Parks Manager, gave a Power Point presentation to committee membersproviding them with an overview of the Parks Department. It included the 3 significant elementsof Planning, Capital and Operations. In addition, future initiatives were also discussed.
c) Jogindar Bains Historical Monument and Plaque(File No. 0340-50 LEG)
MOVED BY : COUNCILLOR SIFERTSECONDED : G. BROWNLOW
That the Parks and Recreation Committee recommend to Council:That Council:1 Accept the historical monument and plaque, commemorating the contributions of
Jogindar Bains to this community as proposed by Naveen Bains , subject to thefollowing terms and conditions:a. That the text and photographs to be engraved on the monument or plaque
meet with Council's approval, to ensure appropriate content; andb. That the memorial plaque will be sited within Centennial Park, and that the
City will look for opportunities to move the memorial plaque to either alocation on Goldstream Avenue or Dunford Road that meets with theapproval of Mr. Gains (or his heirs and successors) at such a time as whenfrontage improvements along these streets in the locations described aboveare contemplated , and if such frontage improvements would accommodatethe sitting of the monument; and
c. That the historical monument and plaque will become the property of the Cityof Langford.
CARRIED.
7. ADJOURNMENT
The Chair adjourned the meeting at 6:05 p.m.
CHAIR CERTIFIED CORRECT(Clerk-Administrator)
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CITY OF LANGFORDPlanning and Zoning2nd Floor, 877 Goldstream AvenueLangford, BC V98 2X8
The "Arts in the Park" performance series has been a successful arts initiative within the City ofLangford since 2002. This performance series was coordinated by Councilor John Goudy upuntil 2006, when Gail Nash of the West Shore Arts Council took over the coordination. GailNash's report for 2008, including the budget, is attached for your information.
COMMENTS
SUCCESSESThe Arts in the Park 2008 season was successful in many ways and Gail Nash once again didan excellent job in coordinating the series . Total attendance was approximately 650 people, anincrease of 44% compared to last year and the program brought out many of the area 's localseniors.
Other successes to be counted for Arts in the Park 2008:• Operated fully within the given budget• Provided a diverse range of musical talent including many popular performers from the
previous season . The musicians expressed gratitude at being afforded the opportunity toperform
• New musical performers approached Langford staff and the Arts Council seeking theopportunity to play at Arts in the Park
• Veterans ' Memorial Park proved to be a wheelchair accessible location for many localseniors
• A tent to shelter performers from the sun or rain was supplied on three occasions andthe supplier proved to be reliable and competent
• The same soundman as last year was hired and he provided excellent service• Including the schedule for the Arts in the Park program with the tax notices proved to be
successful , as did the advertisements in the local paper . People from throughoutLangford , as well as from outside the community , attended the program
• The audience greatly appreciated the chairs that were set out for them• Masons ' Lodge kindly provided a key so that the coordinator of the day could open up
the parking lot for audience members• The good weather led to only one performance being cancelled
P:IPlanning18100-20 -Arts in the PadA20081Report
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Arts in the Park 2008 Page 2 of 4
CHALLENGESAn invitation was sent out to local artisans , crafts people and student artists to display theiritems during the first performance on June 22 and the last performance on August 31st,Unfortunately only a few showed up and no items were sold . It seems that more vendors areneeded to attract a larger crowd . Currently , the scale of the Arts in the Park program does notseem suitable for this purpose.
A number of concerns that Ms. Nash expressed about the venue for Arts in the Park in the 2007season were addressed in 2008 . However , a few aspects about the venue are still of concern.The primary concern is access to washroom facilities when the Visitor Information Centre isclosed. Therefore, staff would like to request additional funding for the 2009 program, in order toprovide the audience and band members with washroom facilities throughout the summer, inthe form of a port-a-potty. The approximate cost for this would be $630 for three months.
Council may also wish to provide a permanent screen for a port-a-potty at Veterans' MemorialPark, according to CPTED-principles, as was done at Glen Lake Park.
In addition, a few of the performers have indicated that they will be increasing their performancefees in 2009. Council may wish to allow for this increase in the budget for 2009.
Other concerns are the proximity of Veterans ' Park to a major traffic artery and the gazebo notbeing ideal for bands to perform in. Options for a new venue should be explored when theyarise.
Council may choose to request that staff support the Arts in the Park 2009 coordinator bymaking the following efforts to address the aforementioned concerns:
a. Retain a port-a-potty for all occasions such that the City does not rely on the availability ofthe washrooms in the Visitor Information Centre; and
b. Install a permanent screen for a port-a-potty at Veterans' Memorial Park;
Ms. Nash also raised concerns over the provision of refreshments; no service club was foundwho would be willing to provide refreshments this year. However, several members of theaudience did express interest in this and an attempt should be made to provide this service in2009. An option would be an Ice Cream Hut or similar business.
In order to reach out to members of neighbouring communities, other municipalities could becontacted to ask permission to advertise for the program on their websites. As some audiencemembers came from outside of the community , they suggested that advertisements also beplaced in other local newspapers . Although this would increase the total cost of advertising, itcould bring in a larger audience and increase the scale of the program. Council may wish toincrease the budget for 2009 further, to allow for advertisement in neighbouring municipalities.
To alleviate the program coordinator and Langford staff in the summer, a volunteer may besought to act as coordinator on the days that the program takes place. This would also limit thetime spent on coordination between various staff members and provide the audience with one,recognizable coordinator, should they have any questions.
Council may choose to request that the Arts in the Park 2008 coordinator make efforts tomitigate the aforementioned concerns in the following ways:
P:Planningl8f 00-20 - Arts in the Park120081J2eport
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Arts In the Park 2008 Page 3 of 4
a. To find a service club willing to provide refreshments for the 2009 program;b. Contact neighbouring municipalities to advertise for the Arts in the Park program on their
websites.c. To advertise the Arts in the Park program in local papers of neighbouring municipalities;
andd. To acquire the services of a volunteer who will act as coordinator for the program days;
OPTIONS
That the Parks, Recreation, Culture and Beautification Committee recommend that Council:
Option 1
1. Send thanks to the Arts in the Park 2008 coordinator and Sound Technician;
2. Invite Gail Nash to act as coordinator for the 2009 program;
3. Increase the amount of sponsorship by the City of Langford for the Arts in the Park 2009season to $9000, to cover the costs of renting a port-a-potty, advertisement in localpapers of neighbouring municipalities and increase in performance fees;
4. Direct staff involved in the 2009 program to:
a. Retain a port-a-potty for all program days; andb. Install a permanent screen for a port-a-potty at Veterans' Memorial Park;
5. Direct the Arts in the Park 2008 Coordinator to:
a. To find a service club willing to provide refreshments for the 2009 program;b. Contact neighbouring municipalities to advertise for the Arts in the Park program
on their websites;c. To advertise the Arts in the Park program in local papers of neighbouring
municipalities; andd. To acquire the services of a volunteer who will act as coordinator for the program
days;
OR
Option 2
1. Continue the Arts in the Park program with a new format;
OR
Option 3
1. Discontinue the Arts in the Park series;
P:IPlanning18100-20 - Arts in the Park120081Report
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Arts in the Parr 2008 Page4 of4
w No van der Kamp Jason Parks Bob Beckettanner Planner 1 Parks Manager Fire Chief
,,John Manson, P. Eng Steve Tement Rob BuchanCity Engineer Treasurer Clerk -Administrator
P:IPlanning%8100 -20 -Arts in the Park 2008tReport
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ARTS IN THE PARK 2008 - report
September 15, 2008
To: West Shore Arts Council,Langford City Council
From: Gail Nash, Vice President West Shore Arts Council
The following summary is my report regarding the 2008 "Arts in the Park" series of performances at Veterans'
Memorial Park.
• Entertainment - As I did last year, I aimed to provide varied styles of music throughout the series. We enjoyed
concert band, marimbas, rhythm and blues, jazz, Dixieland, New Orleans jazz, Latin and swing. All of theperformers expressed gratitude at being afforded such an opportunity for public exposure. We had hoped to attractstory tellers to a couple of the afternoons, but that fell through. Likewise, our invitation to crafts people and artistswas, although not a total failure, disappointing. Two pairs of crafters set up on the first Sunday, but the size of thedisplays was not enough to attract passersby to the park. Only the Quilters guild set up a display on the last Sunday,
but they expressed satisfaction at the interest of the audience and certainly added lots of colour to the proceedings.
• Audience - As in previous years, attendees tended to be older people, many of them from the Priory and similarretirement residences. Quite a few came in wheelchairs or motorized carts. This year's head counts were higher thanlast year's - between 620 and 700 over the 9 weekends. (The mobile nature of such audiences makes definite talliesdifficult.)
• Sound system - For the second consecutive year I hired a soundman to provide, set up and run the necessaryamplification when required. Mr. Doug Shaufele again provided sterling service; his competence, good humour andreliability were much appreciated by the performers and me.
• Pub lic i ty - No professional publicist was hired this year as I had no real proof that the services provided by such apublicist last year made any improvement to the number of attendees. Instead, 2 of the Langford planners had theexcellent idea of including with the Langford tax notices mailed to all residents a poster listing the roster ofperformers. Flyers describing the concerts were printed by Westside InstaPrint and distributed to local retirementhomes and City Hall. Rack cards were available on the 2 Trolleys. Posters were also made available at the parkduring concerts. Paid advertisements were inserted weekly in the Goldstream Gazette and one paid ad appeared inthe July Metchosin Muse. The WSAC website promoted the concerts as did Langford's website. It was suggested byinterested members of the audience that ads also be published in Saanich newspapers, and that the City of Colwoodbe asked to post the information on their website, or at least link to the W SAC one. Another suggestion was tomention that the park is on bus route 50, for those who don't drive.
• Refreshments - This year the ladies of the Langford Fire Hall auxiliary again declined to provide refreshments, asthey decided it was not worth the effort involved. Several members of the audience mentioned how much they wouldlike to be able to enjoy a cup of coffee or other light refreshment while listening to the music. Perhaps a differentservice club could be enticed to provide such a service in future.
• Weather - Overall we were very fortunate in this regard. Only one performance was mined out. The heat on oneafternoon reduced the attendance of older people.
• Funding - The budget was quite adequate this year, even factoring in the increased costs of some items. I have acheque for half the agreed fee for the band that was cancelled due to rain, but as of today I am still trying to contactthe band leader to pass on that cheque. I will be pleased, as coordinator, to accept Langford's cheque for $1000 atearliest opportunity.
Page 1 of 11
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ARTS IN THE PARK 2008 - report
• Time commitment- Time spent booking the performers was probably a bit less than last year, because I had a rosterof possible groups developed last year, and was approached by several new groups who wanted the opportunity to beheard. Planning time was largely spent negotiating the calendar of available dates. Almost as much time went intothe arrangements for publicity.
The actual performance periods were 2 hours each, but the total time spent on each Sunday averaged 4 hours, by thetime one factors in final arrangements, loading one's car with materials to be transported, meeting and greeting theperformers, moving chairs, etc., unlocking and unlocking the storage shed and power box, helping performers set up,meeting and greeting audience, answering questions from performers and audience members, paying the performers,putting everything away again at the end of the afternoon, and filling out the day's report.
I am grateful to City of Langford planning staff No van der Kamp, lain Bourhill and Dianne Plouffe for being sowilling to act as substitute park attendants for half of the Sundays, thus allowing me to have some time with myfamily and my garden.
• Venue - My comments of previous years still stand. The gazebo is attractive but not an ideal bandstand. Having thesurrounding rosebushes trimmed below the level of the top railing helped this year. The 20' x 20' tent with 2sidewalls provided for 3 of the performances was very much appreciated by the performers, although Chikoro choseto use the paved basketball court instead on August 31 since the weather was sunny but not hot and the pavementallowed the sound of their percussion instruments to carry better than the lawn would have. It also brought themcloser to where most of the audience congregated.
The lack of access to a public toilet is still a problem at the beginning and end of the season. Langford planner Novan der Kamp obtained a key for the Visitor Centre along with an access code for the alarm system. At my urging(after the problems last year), he asked the staff member there to confirm that the code did indeed work properly,although apparently he was unable to test it for himself at the time. On June 29 several of the band membersrequested access to the bathroom; and to our disgust the alarm was triggered shortly after our entry to the building.One of the performers had a cell phone and we were able to call the alarm company from outside the building toavoid being deafened by the din. Eventually Paul Arsenault of the Chamber of Commerce attended (by bicycle) toresolve the problem. His personal code turned the alarm off. When he tested the alarm using the code we had beengiven it turned out that our code was not programmed into the alarm. It has become clear to me that the staff at theVisitor Centre either don't know what they're doing in regard to the alarm system, or perhaps don't care.
• CONCLUSION - Based on audience comments (see attached) this is a moderately successful outreach project forthe West Shore Arts Council and the City of Langford. It is probably worth continuing. Based on audiencesuggestions (see attached page) there is still room for improvement, but unless a more satisfactory arrangement ismade regarding bathroom access I will not be willing to act as coordinator again - enduring the clangour of the alarmhas probably degraded my hearing and taken several years off my life)
Band Type Date Comments
Westshore Community community concert June 22 mic spe er. supp le on time, wore well orConcert Band band protecting band from road noise, wind and sunburn.
Weather: sunny with light wind.Audience: 88.2 pairs of crafters attended but didn't sell anything . They weredisappointed and felt that a critical mass of vendors wasneeded to attract buyers.Attendant: Gail Nash
Page 2 of 11
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ARTS IN THE PARK 2008 - report
Band Type Date Comments
me and Roses lames 12 piece dance June vio Rn string ass , ce llo, trumpet, piano, percussion, saxo-band: Latin, swing. phone. Sound crew provided equipment. Used gazebo.
Weather: Hot and sunny, very little breeze.Overall audience between 75 and 100.Set off alarm at Visitor Centre. I was lucky one of the bandmembers had a cell phone so that I was able to contact thealarm company from outside the building. When PaulArsenault attended to resolve problem it turned out the alarmcode I had been given was not programmed into the alarm.Attendant: Gail Nash
Bastion Jazz Band New Orleans July 6 need 7 mics, 2 monitors, amp & speakersWeather: sunny & warmAudience: about 100Attendant: lain Bourhill
Cynthia Davis Trio/ jazz, swing, R&B July 20 have own equipment; TENT requested and set up in good time.
Quartet Weather: sunny, comfortably warmAudience: 75-80Visit by Communities in Bloom judgesSet up extra chairs for audience to use -- greatly appreciatedSummer student in Visitor Centre during concert so bathroomaccessible.Attendant: Gail Nash
Chick Wagon Band country July 27 have own own equipmentWeather: overcastlsunny, windy and moderately warmAudience: around 75 max at one timeSet up all chairs for audience on basketball court, most seatsoccupied, many people brought own chairs too. Few peopledancing. Student at info centre during performance.Attendant: No van der Kamp
Ready and Willing R&B Aug 3 own equipment
Band Weather: sunny and warmAudience: around 50 people (long weekend?)Chairs all out but half occupied. Most people brought theirown. Band set up on basketball court. Few people dancing.The band told the attendant that they had a great time andwould love to play again next year.Attendant: No van der Kamp
Devan Bailey Big Band (9 piece) Basic, Aug 10 own equipment . Due to the band leader being unable to get all 9Ellington , Miller etc, musicians for the planned big band, a smaller 6 piece band wasas well as blues, latin substituted, which played well but the music was not what the& vocals audience has expected from the advertisements, so some disap-
pointment was expressed.Weather: somewhat overcast and a little windyAudience: about 40 - 50 peopleChairs all set up for audience use.Attendant: No van der Kamp
Page 3 of 11
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ARTS IN THE PARK 2008 - report
Band Type Date Comments
Bar Reds (don 't D ixieland swing Aug Need amp speakers, feedback monitors, nncs.play 12 bar blues!) Audience varied between 40 and 75 people.
Afternoon weather started warm and sunny but ended upheavily clouded and threatening rain.Comment sheets circulated amongst audience - see attachedpageAttendant: Gail Nash
Rig A Jig Celtic Aug 24 need sound equipment.Rained outAttendant was to be Dianna Plouffe
Chikoro Zimbabwe marimba Aug 31 TENT set up on lawn, but band chose to set up on paved bas-gumbooting ketball court,since Weather : sunny with light cloud but not too
hot.Audience: between 60 and 75All chairs set up for audience, and nearly all were used.Visitor Centre closed, so no bathroom was available on site.Attendant: Gail NashComment sheets circulated amongst audience - see attachedpage
Pape 4 of 11
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COMMENTS FROM AUDIENCE MEMBERS AT ARTS IN THE PARK 2008
Sunday, August 17, 2008
• I like Jazz Bands and would like to buy CDs. Enjoy all bands
• 1. Great sounds, singer, well chosen music2. We live in Royal Oak, could the ad also be placed in the Saanich newspapers?3. We love Dixieland.4. Today is our 52nd wedding anniversary. What a present!
• 1. Would love to see a children's entertainer. I am an active member of a large parenting localwebsite and know that it would be well attended by families. The senior audience would loveto see more kids dancing and enjoying the music and park.2. 1 have heard that Chikoro is a HUGE favourite. Any chance of booking them TWICE?:)*Really Like Peter Willing's Band. I have really enjoyed the concerts in Park.
• Hi, we really enjoy all the concerts as we try to come every Sunday. We do miss the yearswhere coffee and a cold drink were made available for sale. Any chance that can happenagain? Thanks.
• Great job
• Mackie Lodge residents usually come but 15 didn't today because of the heat.
• Marvelous program. We come every week. We do miss the coffee. Hope next year we havecoffee. Thanks again for the programs.
• Concert enjoyed immensely today.
Sunday, August 31, 2008
• Next year, please add information that Veterans' Park is on bus route 50
• Use sandwich boards on Goldstream an the Parkway to draw drivers' attention to the concerts
• Advertise on Shaw calendar, or Channel I I Daily, and ask City of Colwood to add the calen-dar of concerts to their website
• On a beautiful sunny afternoon, music is great. We, my wife and 1, really enjoyed the smallchildren [dancing.] Thank you from 52 years & 14 days.
• Could a small market be added?
• Advertise concerts on new Juan de Fuca Recreation sign.
• All the bands I have seen have been really Great!!
• Get Donnie Mac to perform next year [from 2 people]. He has a very good voice, sings lovelysongs. Would like to hear him out here. Great voice.
• Pipers and dancers from the Legion would be good.
• Ask lodges and care homes to bus in their residents
Page 5 of 11
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SCENES FROM ARTS IN THE PARK 2008
WESTSHORE COMMUNITY CONCERT BAND, JUNE 22, 2008
AUDIENCE AND CRAFT VENDORS, JUNE 22, 2008
Page 6 of 11
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SCENES FROM ARTS IN THE PARK 2008
COMMUNITIES IN BLOOM JUDGES AT LUNCH, JULY 20, 2008
CYNTHIA DAVIS QUARTET, JULY 20, 2008
Page 7 of 11
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SCENES FROM ARTS IN THE PARK 2008
CHIKORO, AUGUST 31, 2008
V l.c 4 ic, '+.P t 1.. .1ab _-- x1LE
.1 r --ir / 't '
)) ^`n^ I v^-ems+s. ar^-
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SCENES FROM ARTS IN THE PARK 20D8
DANCING TO CHICKORO, AUGUST 31, 2008
QUILTERS IN THE GAZEBO, AUGUST 31, 2008
Page 9 of 11
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ARTS IN THE PARK - June 20 to August 31, 2008 Budget
Exp. Rev. Be[.
Talent06/2212008 - WSCCB $300.000612912008- Wine & Roses $350.0007/06/2008 - Bastion Jazz Band $350.0007/13/2008 - LANGFORD FESTIVAL07120/2008- Cynthia Davis Quartet $400.0007/2712008 - Chick Wagon Band $300.002008-08.03 - Read & Willing Band $400.0008110/2008- Devan Bailey Big Band $650.000811712008 - 11 Bar Reds $650.000812412008 - RI -aJi $500.000813112008 - Chikoro $500.00
Sub-total 4 400.90
EquipmentSound technician & equipment $150/week for4 weeks $600.00Use of titanium tent for shelter 302.75 each time 3x $908.25
Sub-total 1,608.25
Coordinator & Park attendantCoordinator $1,000.00Asst attendants 3 hours/week $15/hr for 5 weeks $225.00
GeneralRefreshments for performers butted water ) $25.00SOCAN fees estimated 10x$3 51 $350.00
Sub-total $375.00TOTAL 9 ,143.25
Funding
Langford 7,320.00WSAC 2,000.00
Sub-total 9 ,320.00
TOTAL 9,320.09
BALANCE I $177
not paid In 2006 or 2007 as far as I know
2008-09-18 Page 10 of 11P16
ARTS in the Park 2008 Financial Statement - actual expenses
Expense Funding
Talent06/2212008 - WSCCB $300.000612912008 - Wine & Roses $350.0007/0612008 - Bastion Jazz Band $350.0007/13/2008-LANGFORD FESTIVAL07120/2008-Cynthia Davis Quartet $400.000712712008- Chick Wagon Band $300.002008-08-03-Read & Willing Band $400.0008/10/2008- Devan Bailey Big Band $650.0005/17/2008-11 Bar Reds $600.0008/24/2008-RI -aJi $250.0008/31/2008- Chikoro $500.00
Sub-tots 4,100.00
EquipmentSound tech & equip $150/week for 3 weeks + bonus $550.00Use of titanium tent for shelter 3x $840.35
Sub-tote 1,390.35
Coordinator & Park attendantCoordinator $1,000.00
ss't attendants honoraria for 5 weeks $400.00 ••
Sub-tote 1 ,400.00
Public ity
Flyers sent with Langford tax notices 948.16Gazette ads - 10 1,158.40Metchosin Muse ad 95.00
Sub-tote 2,201.66
GeneralRefreshments for performers (bottled water ) $16.11SOCAN fees [estimated 9x$35 1 $315 .00 ••••
Sub-tote $331.11TOTAL 9,423.02
Funding
Langford 7,204.00WSAC 2,219.51
Sub-tote 9,423.51TOTAL 9,423.51
rained out : original fee was $500 ; 112 fee of $250 paid as compensation'• not paid from budget ; WSAC gave honoraria to 3 individuals
not paid in 2006 or 2007 as far as I know. Amount for 2006=$300 , 2007=$270WSAC paid sound tech , programs . water, newspaper ads, ass 't park attendants
09/25/2008 Page 11 of 11
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CITY OF LANGFORDParks & Recreation2nd Floor, 877 Goldstream AvenueLangford, BC V9B 2X8
Parks, Recreation, Culture and BeautificationCommittee
Date: February 25`^, 2009
File No.: 1715-01
Subject: Parks Department Proposed Operating Budget 2009
X-Ref: 0540-20
Commentary
The proposed maintenance budgets include all Parks and Recreation maintenance andoperational functions within the City of Langford for the 2009 budget year. The table belowsummarizes the 2009 proposed budget and actual spending in 2008 per major category:
2009 Operations and Maintenance Budget Summary
Summary 2009 Budget 2008 Actual
PARKS, PLAYGROUNDS and OPEN SPACE $744,082 $559,438BOULEVARDS $1,076,568 $796,330TRAILS $197,036 $156,251
TREE MAINTENANCE $126,514 $87,378NATURAL AREAS MANAGEMENT $57,610 $21,070
ADMINISTRATION $137 , 978 $99,521
RECREATION $197,350 $106,346
TOTAL: $2,537, 138 $1,826,334
Each major category is described in detail below:
Parks , Playgrounds and Open Space:The Parks Maintenance and Operation Budget includes all relevant maintenance requiredwith the City of Langford Parks. The parks maintenance budget includes minor parkimprovements, vandalism, supplies and sundry, janitorial services and utilities such as hydro,gas and water for the City's parks and boulevards. The 2009 park maintenance budget hasincreased approximately 33% from the 2008 actual spending. The increase is a reflection of anumber of factors including:
• consumer price index increases of 2.0% for items within the VCMMC maintenancecontract;
P 1Parks10540-20 Council -Committees PRC & 9420 Paths and Rec12009VReports\09-02-2510pemting budget doe
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Subject: Parks Deppartment Proposed Operating Budget 2009Date : February 25", 2009Page 2 of 5
• projected new park inventories for 2009: and• other required maintenance items such as deep-tine aeration for the soccer fields, statue
refurbishing, water-wise irrigation improvements etc.
The following are developed parks that the City is anticipating adding to the maintenancecontract for 2009:
7 Small Parks created through subdivisionâ Crystal View Parks ( Phase 5)D Longspur Parkâ Casa Bella ParkD Guyton Way Parkâ Leggett Parkâ Strachan Park• Firehall Creek/ Isabella Drive storm water ponds &
landscapeD City Centre Park7 Bear Mountain Parks (phase 4 and 11)
D Valley View Ball Park
The estimated maintenance cost for the additional parks is $89,000. The other majorexpenditures in the Parks category are: (I) removal of the Leggett and Strachan buildings at anestimated cost of $20,000, (ii) an increase of over $8,000 for playground maintenance and (iii)$9000 for the purchase of benches, garbage cans and dog bag dispensers.
Boulevards:The City of Langford's Boulevard Maintenance includes fully developed boulevards completewith landscaping located within the downtown core, or, developed collector road such as VMP,Millstream Road and Bear Mountain Parkway. In addition to maintaining the boulevards, thebudget includes other boulevard maintenance items such as: (i) supply of hanging baskets, (ii)seasonal plantings, (iii) irrigation well maintenance and (iv) vandalism. The 2009 boulevardmaintenance budgets have increased approximately 35% from the 2008. The increase is areflection of a number of factors including:
• consumer price index increases of 2.0% for items within the VCMMC maintenancecontract;
• projected new boulevard inventories for 2009;• increased seasonal and hanging basket budgets to reflect increased inventories.
The following are developed boulevards that the City is anticipating adding to the maintenancecontract for 2009:
Misc. Boulevards created through subdivisionD Westshore Parkway7 Amy Road
Millstream Interchange
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Subject: Parks Department Proposed Operating Budget 2009Date: February 25r , 2009Page 3 of 5
It is difficult to anticipate the completion of several of these projects as they are often based ondevelopment timelines. Historically, the boulevard maintenance budgets have exceeded theactual expenditures as was the case in 2008; however, this year many of the boulevards listedare either completed or are currently under construction and will be ready for the contractor tomaintain this year.
The estimated maintenance cost for the additional boulevards is $211,000. The other majorexpenditures in the Boulevard category are: (i) seasonal plantings at an additional cost of$34,000, (ii) hanging baskets at $23,000, and, (iii) $12,000 for the purchase of benches,garbage cans and dog bag dispensers.
There is an opportunity for cost savings, City staff recommends discontinuing mowing of theBear Mountain Parkway boulevard in order to save on maintenance costs and to reduce theamount of driving and subsequent damage through these areas.
Trails:The Trails Maintenance Budget includes the City's current trails maintenance contract withVCMMC and ensures that the City's trails are maintained in a safe manner. The proposed 2009trails maintenance budgets have increased by 26%. The increase is due to consumer priceindex increase of 2% for the trails maintenance contract and the following project 2009 trailinventories:
> Misc. Trails and Pathways created through subdivision> Bear Mountain Trails> Florence Lake observation platform> Glen Lake Road Parkdale to City Centre
Park> Tumstone Park Trails
> Crystal View Trails> Monnington Trail> Valley View Trails
The estimated maintenance cost for the additional trails is $31,000.
P'Warks\0560-20 Council -Committees PRC & e\.20 Parks and Rec\2009 \Repons\09-02-25\Operating budgeldoc
P20
Subject: Parks Department Proposed Operating Budget 2009Date: February 27. 2009Page 4 of 5
Tree Maintenance:Tree maintenance includes management , assessment , tree care (pruning, watering) andremoval of all City-owned non-ornamental and ornamental trees located in parks, boulevardsand trails . The 2009 tree maintenance budget has increased approximately 45% from the 2008budget. This is largely due to an added value of $20,000 for tree management within parkland.
Natural Areas Management:The Natural Areas Management category involves the City' s Integrated Pest ManagementProgram , broom removal and working with community groups to enhance natural areas. Thebullfrog eradication partnership with CRD Water Services is also identified in this section. TheCity initiated the broom removal campaign last year and was very successful in broom removalat Bear Mountain and Irwin Park. This year, staff recommends an increase of $20,000 forcontrol of invasive species within City-owned lands. Also, the Parks Department will beadministering the weed harvester program with the Tri-Lakes Committee, which has indentifiedmajor repairs are required to the harvester equipment in the range of $16,000 (which will be splitequally for 2009 & 2010).
Administration:The administration category involves general management and operation of the ParksDepartment. In 2009, the Parks Department will have 4 full time employees plus the option ofhiring a Co-op student for a work term - at this time no further hiring is required. The 2009administration budget has increased approximately 38% from the 2008 budget. This is largelydue to support staff time which will be 100% funded from this category (whereas, in the past,this cost had been borne through different categories including capital projects) and $5000attributed to staff design wages for the upcoming parks development bylaw.
Recreation:In 2008, several facilities at City Centre Park were completed and are now added to therecreation category. These facilities include, the Playzone , Mini golf, Water park/Skatingrink, Artificial Turf Field #1, Stadium and General Facility Rental . These additional facilitieswill increase the 2009 budget by $91,000. With all these facilities, the operation andmanagement agreement requires the City to pay for the majority of the utilities including water,gas and hydro. The City is also responsible for maintaining the emergency generator, safetyinspections, mechanical inspections, repairs and insurance.
P: Walks\0560-20 Council -Committees PRC & 8420 Parks and Rec12009'Repons109 -O2-251Ope21ing buegel.doc
P21
Subject Parks Department Proposed Operating Budget 2009Date: February 25' , 2009Page 5 of 5
Options
That the Parks and Recreation Committee recommend to Council that:
1. the Boulevard , Parks and Trails Maintenance Budgets and five-year financial plansdescribed in Appendix A be set at the figures (or some other figures) shown for 2009and refer them to the Treasurer.
AND
2. the Boulevard, Parks and Trails maintenance budgets and five year financial plansdescribed in Appendix A are prioritized accordingly to the following categories:
Category PrioriParks, Playgrounds and Open SpaceBoulevardsTrailsTree MaintenanceNatural Areas ManagementAdministrationRecreation
AND/ OR
3. the mowing of Bear Mountain Parkway boulevards is discontinued for 2009, any mowingor trimming required for fire safety will be determined by the Langford Fire Chief.
OR
4. an amended Boulevard, Parks, and Trails maintenance budgets and five-year financialplans based on the one described in Appendix A be set at the figures (or some otherfigures) shown for 2009 and refer them to the Treasurer.
Respectfully submitted,
Jason ParksParks Manager
Steve Ternent Rob pi chan, MCIPTreasurer Clerk-Administrator
JP/
P: Parkst0540.20 Council -Committees PRC & 8420 Parks and Rec12009Uteponst09 -02-251Operating budget.doc
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CITY OF LANGFORDParks & Recreation2nd Floor, 877 Goidstream AvenueLangford. BC V9B 2X8
Parks, Recreation, Culture and Beautification Committee
Date:
File No.:
February 25t", 2009
1705-01 X-Ref: 0540-20
Subject: Parks Department Proposed Capital Budget 2009
Background
In June 2007 , The City of Langford created a Parks and Recreation Department to administerall functions related to parkland and boulevard operations and capital projects. Previous to this,all park-related functions had been under the Engineering Department. In August 2007, the Cityannounced plans for an ambitious recreation campaign called Langford 2010 - Recreation forFamily, Fitness and Fun . Langford 2010, one of the largest recreation improvement programssince the Commonwealth Games, includes construction of artificial turf playing fields, amultipurpose arena, bowling facility, 30km of pathways and trails, beaches and variouspartnerships with School District 62 and other community groups. In January 2008, WEDAsuccessfully secured 3 prominent sports teams , Victoria Rebels , Highlanders FC and RugbyCanada to locate to City Center Park. With this announcement came the requirement for astadium facility located in City Center Park with a seating capacity for 2000 spectators.
The 2009 budget includes several projects outlined in Langford 2010 with special attentiongiven to the playing field and stadium facility at City Center Park.
Commentary
The Parks and Recreation Department is proposing a total of 13 Capital projects in 2008, 10 ofthese projects are associated with Recreation 2010 - please refer to Appendix A for the 5 yearprojected capital projects budget. Staff will be presenting a PowerPoint presentationhighlighting these projects during this evening's meeting. In addition, copies of the PowerPointpresentation are attached to this report, please refer to Appendix B.
Staff is seeking the approval of the Parks , Recreation , Culture and Beautification Committeeto bring these projects forward for consideration, by Council for the 2009 budget year.
The capital projects in Appendix B are presented in the following order;
a) Recreation 2010 -City Centre Parkb) Recreation 2010 - City wide projects, andc) Green Initiatives
P:Warks10540 -20 Council Committees PRC & B420 Parks and Rec\2009 .ReportsW9-02-25capltal Budget Report eoc
P32
Subject: Parks Department Proposed Capital Budget 2009Date : February 25' . 2009Page 2 of 5
It is important to note that the projects are not listed in priority order; however certain projectssuch as the Artificial Turf Field #2 and City Centre Park Trails/ Landscape are tied with theapproval of the MRIF grant and will require completion by February 2010 . Also, the stadiumfacility is currently under construction and will be opening in May.
The following are descriptions of the each capital project:
1. Stadium - City Center Park:The stadium facility will be located along the southern edge of field #1. The permanentstructure will have a 1200 seat capacity, with temporary bleachers located on either sideexpanding the capacity to 2000 seats. The stadium structure will include washrooms, official'srooms, change rooms, storage, press box and club suites. Concession infrastructure will beprovided, but it is anticipated that food and beverage services will be used on an as neededbasis only and organized by the clubs.
2. Bowling Facility - City Centre Park:This project is a partnership with Excalibur, a Vancouver-based company owning and operatingseveral bowling facilities in British Columbia. The facility will have 24 10-pin lanes and 6 5-pinlanes, complete with a restaurant and other food service facilities.
3. Multi-purpose Arena - City Centre Park:The multipurpose arena has been master planned into the City Centre Park future build outplan. Parks staff will apply for grant monies to fund the construction; however, will first needplans and suitable costing to apply for'shovel ready' grants.
4. Artificial Field #2 - City Center Park:Artificial Field #2 is located in City Center Park and will be constructed jointly with School District62 and Westhills Corporation. The field is located between the storm water pond and Glen LakeSchool (potentially the new Belmont School) and Westhills. The field will have areas allocatedfor bleacher seating and is anticipated a 650-seat facility will be constructed. The field will alsobe fully lit and incorporate additional seating opportunities in the form of temporary bleachers.
5. Landscape & Pathways - City Centre Park:The City will begin installation of pathways and soft-landscape features around the Storm waterPond, Stadium/Field #1 and Field #2. In addition to pathway and landscape installation, a multi-use sport court and exercise stations will also be installed.
6. Lake Ida Anne:Following acquisition of the property in 2007, the City has completed minor improvements andadded park maintenance under contract in 2008. With the reinstatement of the youth fishery.operated by Freshwater Fisheries and the Haig Brown Fly Fishing Society, staffrecommends installation of a viewing/ fishing platform to provide a safe and accessible locationfor the public fishery. The platform is part of the Recreation 2010 plan.
P: Parks\0540-20 Council -Committees PRC & B\-20 Packs and Rec\2009\Reports\09 -02.25\Capital Budget Report.doc
P33
Subject Parks Department Proposed Capital Budget 2009Date: February 29, 2009Page 3 of 5
7. Skateboard Park Upgrade:This new project is identified in the Recreation 2010 program and will provide improvements tothe skateboard park facility on Kelly Road , south of Westshore Town Center. As this facility isowned by the West Shore Parks & Recreation Society and located on School District lands,the City will be investigating possibilities for expansion of this park with community partners.
8. Disability and Access Improvements:This new project is identified in the Recreation 2010 program and will provide upgrades toexisting facilities to improve universal accessibility. The project identified for 2009 is theupgrade of the Centennial Park tot lot to incorporate universally accessible equipment,surfacing and picnic tables. This project has been applied for grant monies through the "RickHanson - Lets Play" program.
9. Leigh Road Park Improvements:This is phase 1 for the Recreation 2010 project - boat storage for kayaks and canoes atLangford Lake . Work included for this phase is relocation of the existing trail connecting CityCentre Park with Dorothy Eng Park , addition of on street parking and installation ofcrosswalks.
10. Parkdale to City Centre Park Trail:The trail will connect City Centre Park to Parkdale Road. Once completed, the trail willprovide a defined pedestrian connection from the Westhills/Parkdale neighbourhood and infuture, the Trans Canada Trail.
11. Greening the Downtown Core:One of Council's goals is to install street trees within the downtown core. This is the first phaseof the project and will involve preparation of a "tree masterplan " to coordinate and map treelocations and suitable species. This project has been applied for grant monies through the"Trees for Tomorrow " program.
12. Street Tree Planting - Bear Mountain Parkway:This program was designed to replace the boulders placed along the parkway with trees, and isintended to act as a deterrent to driving on the boulevard, beautify the approach to BearMountain Village, and provide visual interest along the Parkway.
13. Median Wildflower Seeding - Trans Canada Highway:Mayor and Council have expressed their wishes to beautify the Trans Canada Highwayentrances into Langford. Work will be required to commence with seedbed preparation inMarch and seeding during the spring in order to save on watering costs for seed germination.
POParksW540-20 Council -Committees PRC & 8420 Parks and Rec@0091Reports\09-02 -25\Capital Budget Report doc
P34
Subject Parks Department Proposed Capital Budget 2009Date: February 26 2009Page 4 of 5
Options
That the Parks and Recreation Committee recommend to Council that:
1. staff be directed to bring forward the Parks and Trails capital projects listed in AppendixA & B to Council for their consideration,
AND
2. the Parks and Trails Capital projects budget and five-year financial plans described inAppendix A & B are prioritized accordingly for the following categories:
Category Priori tyStadium - City Centre ParkBowling Facility - City Centre ParkMulti-Pu rpose Arena - City Centre ParkArtificial Field #2 - City Centre ParkLandscape & Pathwa ys - City Centre ParkLake Ida AnneSkateboard Park UpgradeDisability and Access Im provementsLeig h Road Park ImprovementsParkdale to City Centre Park TrailGreening the Downtown CoreStreet Tree Planting - Bear Mountain ParkwayMedian Wildflower Seedin g - Trans Canada Hig hway
OR
3. Staff be directed to bring forward the capital projects listing in Appendix A & B toCouncil for their consideration, and amended as follows:
P %PaBS\0540.20 Council Committees PRC & B \-20 Parks and Rec\20091Repods109 .02-25\Capitai Budget Report.doc
P35
Subject: Parks De adment Proposed Capital Budget 2009Date: February 25, 2009Page 5 of5
Respectfully submitted,
Steve Tement Rob Buchan, MCIPTreasurer Clerk-Administrator
P:tParka10540-20 Coundl -Commi tees PRC & B\-20 Parks and Rec12009XReportst09-02-25tCapitaI Budget Report.doc
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CITY OF LANGFORD2nd Floor, 877 Goldstream AvenueLangford, BCV9B 2X8
Parks, Recreation, Culture and Beautification Committee
Date: February 25'", 2009
File No. 6000-01
Subject: Pesticide Reduction and Education in the Capital Region
Background
In December 2008, Mayor and Council received a letter from Susan Brice , Chair of theCRD 'Roundtable on the Environment' (RTE) Committee , regarding ongoinginitiatives to reduce pesticide use in the capital region.
The'Pesticide Use Reduction Education ' (PURE), working group is an offshoot of theRTE Committee. This working group has been formed to foster the reduction ofpesticides through regional partnerships with local municipalities, communityorganizations and to encourage and provide public education. The group has alsocreated a template for a pesticide use bylaw for local municipalities.
Commentary
Parks Department staff attended several of the PURE sponsored meetings in 2008.Staff continues to support the reduction of pesticides in the maintenance of our parks,trails and boulevards. The adoption of the IPM Policy in November of 2007 by Mayorand Council has provided guidance to staff and contractors working in City of Langford-owned properties.
During the summer of 2008, staff released 40,000 Lady Bird Beetles to control aphidson the ornamental plantings, parks and street trees in the downtown core. In addition, arelease of the aphid predator Aphidoletes was tried in limited areas around City Hall,and 20 'Solitary Bee' nest boxes, donated to the city, were placed in street trees.
Staff also attempted to trap and monitor Cherry Bark Tortrix Moths in and along theKwanzan Cherry trees lining the boulevards and medians of Goldstream, Veteran'sMemorial Parkway and Jacklin Road. Unfortunately, vandals and the weatherdestroyed the traps prior to collection.
P: Packs\0540.20 Council -Committees PRC 80420 Pads and Rec@009'Repmtst09-02-25'Pesticide Reduction -Education inCRD.doc
P68
Subject: Pesticide Reduction and Education in the Capital RegionDate: February 2?, 2009Page 2 of 2
Over the last several years, Victoria Contracting and Municipal Maintenance hasreduced the use of pesticides through the extensive use of well composted organicmulch in all ornamental plantings. During 2009, staff will work with Victoria Contractingand other maintenance contractors to continue to reduce need for pesticide throughproper tree and plant selection, culture, pest monitoring and best maintenance practicesfor ornamental plantings, lawns and sports fields.
Financial Implications
None
Legal Implications
None
Options
That the Committee:
1. Directs staff to continue to work to reduce pesticide use in parks, boulevards andother public lands.
and
2. Directs Staff to continue attending PURE working group meetings and provideinformation back to the PRC&B Committee on an ongoing basis.
or
3. Take no action at this time.
Respectfully submitted,
Johr( tvfansoCity Engineer
RH/sel
Jason ParksParks Manager
affhew Baldwin, MCIPCity-F7anr er
Steve Ternent 7 Rob Buchan, MCIPTreasurer Clerk-Administrator
P.\PaMS1a54D -20 Council -Committees PRC & B\-20 Parks and Rec12009'Repods\09-02-25\Peslcde Reduction-Education tnCRD.doc
P69
1. 1 i 625 Fisgard Street, P0. Box 1000
Making a difference ...together Victoria, 8C, Canada VBW 256
December 23. 2008
T: 250.360.3256
F: 250.360.3254
www.crd.bc.ca
File: 0550-85.03
His W orship Mayor Stew Young and members of CouncilCity of Langford2nd floor, 877 Goldstream AvenueVictoria , BC V96 2X8
Dear Mayor Young and members of Council:
RE: REGIONAL PESTICIDE REDUCTION AND EDUCATION
In the spring of 2008 , the Pesticide Use Reduction Education (PURE) working group of the CapitalRegional District (CRD) Roundtable on the Environment (RTE) launched a regional pesticide reductioneducation campaign . While the efforts of local government staff, elected officials , environmental advisorsand community organizations have been Integral to the success of the campaign, financial contributionshave enabled the development of Innovative educational resources . Work planning for next year'sgardening season Is underway and we would like to extend an Invitation to your municipality toparticipate.
The RTE is committed to pesticide use reduction and with the PURE working group , has forged regionalpartnerships and actively sought to educate residents to enable natural lawn and garden practices. ThePURE working group brings together a wide range of community partners. Including the majority of CRDmunicipalities and electoral areas (Victoria , Saanich , Esquimalt, Oak Bay, Sidney , Metchosin, View Royal,Central and North Saanich , Highlands, Salt Spring Island and the Southern Gulf Islands ), the CapitalRegional District , the Islands Trust, the Canadian Cancer Society and other community organizations.
Made possible by financial and In-kind contributions , the PURE campaign has accomplished a great dealand a summary has been included for your Information , as well as a project charter which will guide workplanning for 2009 (attached). While work plan details will be generated by the working group, thecapacity of the initiative will be largely determined by partner financial and staff participation.
In addition to the regional education campaign , a growing number of local municipalities have also beenworking to regulate pesticide use through bylaws . As Indicated by a recent survey, 76 percent ofresidents In the Capital Raglan support their municipality passing a bylaw restricting cosmetic pesticideuse. In 2008 , the City of Victoria and the Township of Esquimalt passed pesticide reduction bylaws andthe District of Saanich is working on a public consultation process in preparation for drafting a bylaw.
Further , with 16 municipalities in BC with pesticide bylaws and numerous others in the process, aresolution was passed at the September , 2008, UBCM convention to encourage the Province to enactlegislation that would ban the use and sale of non -essential or "cosmetic" pesticides province -wide. Thegrowing movement to regulate non-essential pesticide use is a national phenomenon, as over 140municipal bylaws have been passed nationally , while the provinces of Ontario and Quebec have bannedthe use and sale of these products.
Given the uncertainty of risk involved with low-level pesticide exposure , it is important to proactivelyprotect human health and the environment from the potential effects of pesticides in the home, gardenand waste stream . To this end, pesticide reduction efforts are most effective when educational elementsare combined with appropriate policy recommendations . While the regulatory framework to requirereductions in cosmetic pesticide use develops , the PURE working group will continue to advanceawareness and provide meaningful alternatives to traditional pesticides . It is our hope that yourmunicipality or electoral area will join in the efforts to foster a safe , pesticide -free region and contribute
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