Board of Parks and Recreation
Regular Board Meeting
Monday, December 1, 2003 at 7:00 pm

AGENDA (REVISED)

A recording of the Agenda is available at 604-257-8507.

APPROVAL OF MINUTES
  1. Minutes of the regular meeting of the Board held on Monday, November 17, 2003 .
  2. Minutes of the special meeting of the Board held on Friday, November 21, 2003 .
CHAIR'S REPORT 2003
  1. Commissioner Deal to report on past year's operations.
ELECTION OF CHAIR
  1. The following are excerpts from the Board's Procedure By-law:
    " The General Manager shall call the first Board meeting of the year to order and conduct the meeting for election of the Chair or until an acting Chair is appointed. The General Manager shall proceed in the same manner whenever the chair is vacant until the Board fills the vacancy."

    CHAIR
    "The presiding officer of the Board shall be its Chair who shall be elected by a majority vote from among the Board members present.

    The election of Chair shall be by ballot and shall take place at the first meeting in December of each year but if the vote is indecisive, the election shall take place at the next or subsequent meetings until the matter is determined.

    If a Chair is not elected at the first meeting, the Board shall appoint an acting Chair who shall conduct the Board's meetings until a Chair is elected.

    The term of the Chair commences on the date of the election as Chair and terminates on the date of the first meeting in December next ensuing or, if in the last year of a term of office as a member of the Board, at the end of the term of office.

    If the office of Chair becomes vacant, the Board shall forthwith elect a new Chair on the basis herein described.

    The Chair shall vote on all questions submitted and shall have the same rights and be subject to the same restriction on participating in debate as other members of the Board."

ELECTION OF VICE CHAIR
  1. VICE CHAIR
    "There shall be a Vice Chair elected in the same manner and for the same term as the Chair. The Chair shall preside during the election of the Vice Chair.

    When the Chair is unable to carry out all or any of the duties of the presiding officer, the Vice Chair of the Board or in the absence of the Vice Chair, such other appointed Board members, shall act for the Chair until such time as the Board makes other arrangements.

If the office of Vice chair becomes vacant, the Board shall forthwith elect a new Vice Chair on the basis herein described."

  1. Year 2004 Board Meeting Dates
    The Board to approve the Year 2004 Board Meeting Dates.
STAFF REPORTS
  1. Special Event Policy Review
    Staff report dated November 20, 2003 recommending that the Board approve the event approval, park allocation and revenue generation policies as outlined in Appendix A (included in report above) and that the Board receive the Guide to Special Event in Parks Report (Appendix B) for information.
    Appendix B - A Guide to Special Events in Vancouver Parks
    Appendix C - Guidelines for Special Event
    Appendix D - Special Events Focus Group Consultation
    Appendix E - Public Opinion Use of City Parks for Special Events - Summary
  2. 2004 Special Events
    Staff report dated November 21, 2003 recommending that the Board approve new or major special events for the first three years of an event's operation, or significant changes to existing special events with all arrangements to the satisfaction of the General Manager and that the Board receive the 2004 Calendar of Major Events as information.
    Appendix A - Guidelines for Special Event
    Appendix B - 2004 Annual Special Events
  3. By-law Addition
    Staff report dated November 21, 2003 recommending that the Board receive the report for information prior to consideration of the Park Board By-law for administration of the Freedom of Information and Protection of Privacy Act.
    Appendix A - Park Board Freedom of Information and Protection of Privacy By-law
  4. Olympic Youth Legacy 2003 for Sport, Physical Activity and the Arts
    Staff report dated November 14, 2003 recommending that the Board endorse recommendation A in the attached City Council report dated November 18, 2003.
ENQUIRIES, OTHER MATTERS AND NEW BUSINESS
IN-CAMERA MEETING

THAT the Board later this evening go into a meeting which is closed to the public, pursuant to Section 165.2 of the Vancouver Charter, to discuss matters related to paragraph:

(i) the receiving of advice that is subject to solicitor-client privilege, including communications necessary for that purpose.

 

NEXT MEETING: Monday, December 15, 2003 at 7:00 pm. Coal Harbour Community Centre

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