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That the minutes of the meeting of the Parks & Recreation
Committee held on Wednesday, September 26th, 1986, be taken as
read and adopted.
Item N~o
Eoutlev Park
Conareaatina in Park

~ths

The Committee met with representatives from the
Eastern Drive ana Routley Park area. John went

over the attached proposals. The following
estimates had been received for the lamp post and
the moving of the hedge:
A.

Street Lama
Steel street light
a)
with cement base {installed)
b)

Vnderground wiring

c)

Light fixture including cage

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$ 750
$ 5,225

The reason for a steel lang is to conform to
the others in the park, which are also
steel. I would recommend that we include

this in the 1987 provisional budget.

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Removal
$ 2,800

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Equipment for trenching,

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and relocate to another part
of town

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etc., and clean-up

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CONFIRMATION OP MINVTES
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meeting of the Parks & Recreation Committee was held in the
Council Chambers on Wednesday, October 1st, 1986, at 3:45 p.m.
In attendance were Alderman George Laking and Alderman Mike
Farnworth.
Also in attendance was K. Janna Taylor, Parks Recreation

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RECREATION COMMITTEE

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agreed that monies would be put
It was generally
1987 provisional budget for the lamp

in the
hedge. Also we
post(s) and the removal ofof the
cutting down the
would look into the cost
stumpr the branches around the lamp post would be
trimmed. Myrna indicated that her particular
the
problem was in the Eastern Drive area with
was
She
bus
stop.
the
congregating
by
youths
be a problem at Hallofearful that there wouldindicated
that he would
Laking
Alderman
ween.
speak with the R.C.M.P. about patrolling the area
at Halloween.
Recommend~I)H.

That monies be included in the 1987 provisional
budget for the lamp post(s) and the removal of the
hedge.
B-C. Festj.val of the Arts
The Committee discussed the letter from Hugh

Curtis.

Comments

to
The organization of this festival is similar
host
The
Games.
Summer
and
Winter
the
that of
up to
community will be provided assistancetheof host
$ 300,000

for the festival; however,

for the General
community must provide the budgetwhich
do not
expenditures
Manager, and other
wide
province
i.e.
policies,
festival
with
conform
70,000
of
legacy
$
a
advertising. They will leave
which is to be used solely for cultural endeavours
in the community.
the ability to host
Unfortunately we do not havehave
theatre space
such a festival) we do not
some of the
plus,
two)r
of
minimum
(they want a
not have.
do
we
other kinds of spaces required
the specifics
outlines
guidelines
Page four of the
of space requirements.

/3.

Recommendation:

That we do Rgj. put in a submission for the hosting
of the B.C. Festival of the Arts.
CARRIED

Item No. 3

Genstar Parksite
Janna indicated that she and Brae have met on two
occasions with Kevin Smith and David Mitchell,
Landscape Consultant. They have agreed to correct
the grade on the park by cutting away some of the
area and by increasing the bedding area. A
meeting is being held with the solicitor on Friday
to discuss whether we should take over the rest of
the park. There is some concern in regard to
liability if we take over the park.
~R

commendation:

That the solution presented by Genstar for
fixing up the problem of grades be accepted.
That a letter be drawn up accepting the rest

of the park except for the area that is
being regraded and that the City assume no
liability in this area.
Item No.

prooosed sub-Division
see attached proposed sub-division. It has
been suggested by Fred Peters that we may wish to
piece of property for
utilize the outlined does
not conform to a building
parkland. (The lot
the
is city owned land adjacent ofto land
lot.) There and
parcel
particular
this
sub-division
would give good access to a possible larger park
in this area. However, the Committee would prefer
the D.C.C. funds rather than the lot.

fl'lease

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Recommendation:

That we not take the lot and that we take the
D.C.C. funds instead.
A'3 JOURNYiENT

The meeting adjourned at 4:30 p.m.

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Province of
British Columbia

Ministry ol Provincial

Parttam nl Butlhtngs
Victrhta
British Columbia
VBV IX4

Secretary and
Gover'ninent Services

OFFICE OF THE MIHISTEA

September 23, 1986

His Worship Mayor Len Traboulay
City of Port Coguitlam
2272 McAllister Avenue
Port Coguitlam, British Columbia

V3C 2A8

Dear Mayor Traboulayt
I am delighted to be abl.e to advise you that Cabinet has
approved an annual B. C. Festival of the Arts comI mencing
in September 1987.

The opportunity to host this showcase of dance, theatre,
film, music, drama and the visual arts, is open to all
communities. I urge you to consider making an application
based upon the attached guidelines. Unsuccessful
applications for the 1987 festival will be considered for
1988 or 1989.
The 1986 festival was held in Prince George. They showed
community spirit and had the prerequisite fOr. staging an
arts festival — a strong reserve of volunt:eers, an
appreciation of the arts and good facilities.

planning time is short for the 1987 festival, I would
ask that submissions be fortrarded to my office by

As

November 15, 1986.

Every effort will be made to advise you of the decision,
by late November.
I look forward to receiving your proposals.

Yours sincerely,

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Hugh A.

Minister

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MIRISTRY OF PROVINCIAL SECRETARY
AND GOVERBMEHT

SERVICES

BRITISH COLUMBIA FESTIVAL OF THE ARTS
GUIDELIRES

September 1986

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A.

FE TIVAL

8 ANIZATI

I. Policies governing the British Columbia
of the Arts will be established by the Festival
Provincial Seczetary and Minist:er of Government
Services.

II.

The General Manager will be
responsible for the
implementation and administzation
of Festival

policies.

with the Government
of British Columbia liaise
and coordinate the

III.

IV.

He will

pazticipatior. of the Host Community Festival
Society, arts organizatians and all others
involved in Festival develapment, administration
and financial operations
to ensure the
fulfillment of Festival policies.
Thee Gen
enera
ral
M anager will have overall
st..aging of the Festival. responsibility for the
The office of the General Manager will
liaise
with government support
services
to
coordinate
related activit:ies such as the publication and
distribution of Festival
publicity and
promotional materials. The
office of the
General Manager will also liaise
with arts
organizations and the Hast Community
Festival
Society to provide technical assistance
and/or
information and to assist with the coordination
of all Festival participants.

Festival Society will be established by the
residents of the Host
to act as the
organizing body in the Community
Hast
Community.
Festival Society will be a registered nonTheprofit
society and as such will elect a President and a
Board of Directors. The President
Community Festival Society will be of the Host
responsible
for the local operations of the Festival.
The Board of Directors, consisting of
between
six and twelve people, will provide specific
assistance to the
President
the Host
Community Festival Society. and
The
accompanying
list (Appendix I) can be considered
as suggested
committees.
A

—

The Host Community Festival Society
will
a Fes
stival
on a full-time termemp I oY
basis. The Coordinator
Festival
will coordinate
the activities of the Coordinator
Board
of
Directors
and
nrovide to the Directors

all information
necessary to arrange the performance
and related
social functions.
B.

~BGE

I.

.t of British Columbia, through the
Provincial SecretarY,
will provide assistance of
up to 4300,000 to the Host Community
for its
participation in the administration and
operation of the 19B7 British Columbia Festival
of the Arts. These monies
be disbursed, on
an as-needed basis, to the will
Host
Community to
cover administration, local transportation,
accommodation and subsistence of performers,
adjudicators and officials while in the Host
Communi ty.
The Governme

Any portion of

the

Provincial contribution not
used in the operation
of the Festival will
remain with the Province.
ZI.

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The Host Community Festival

Society will provide
the General Manager with interim
financial
statements of revenues and expenditures
30-day intervals. An audited financial at
statement will be prepared and forwarded to the
General Manager within
days of the conclusion
of the British Columbia 90Festival
of the Arts.
The President of the Host Community
Festival
Society will be responsible, under the
authority
of the General Manager,
for
the
financial
operations of the Festival in
Host
Community. Expenditures by thetheHost
Community
that do not conform with Festival policies
example province-wide advertising) must have(foz
th
a pproval of the Provincial
Secretary and the e
General Manager.

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IV.

The Host Community Festival Society
must be
prepared to employ a Festival Coordinator
and
secretary for a term of
one year.
The salaries may be part approximatelY
of the Host Community's
contribution or a contribution
some other
source but should be reflected from
in the overall

budget of the Host CommunitY Festival Society.
If temporary staff are required during the
course of the Festival,
application may be made
to federal and/oz provincial
job creation
programs to cover their salaries,
C.

LEGACY

I.

legacy of $ 70,000 will be
to the Host
Community by the Provincial provided
Secretary,
behalf
of the Government of British Columbia, on
in
appreciation of the
hours of volunteer
work. This legacy ismany
to
used solely for
cultural endeavours in thebe community.
Society members may make recommendationsFestival
to
A

their municipality on how the funds should be
The
Community Legacy
expend the
full amount Host
of the legacy within must
12 months of

used.

receipt of the funds.
D.

SIIBMI~I~N
The closing date for submissions
November 15, 1986.

III.

is

The submission must be typewritten in
a
document of not more than
15 pages.
It
must
clearly state the extent of the Host Community's
proposed direct and indirect contributions, both
fiscal and otherwise, to the Festival.

The Festival may be attended by up to
1,000
performers in the areas of dance,
music,
theatre, drama, visual arts and film.

086

IV.

In addition performers, worksho

mpanyrng reiatrves ea d ers,
must be considered
in terms of accommodation,
subsistence, transportation
and leisure
activities.

officials

s oP

1

As the Festival will run
or 5 daays
Se p tern ber, the community for

V.

in
include preferred dates. submission should

In

submissions, the community should
abilit
i y t o host a major festival ouand expan d upon its
details should be
provided in the following
areas:

I.

a

ili i s for P rf

m

nc

Theatre space; a minimum of 2 th
ea t res or
thee equivalent, each with a
seating
ca
of at least
s 500 p 1 us equipment
and personnel.
b) Recital hall(s) or school
auditoriums(s); a
minimum of 5 halls
the equivalent,
two of
which have a seatingor capacity
of at
least 150.
c) Gallery equipment, personnel
and facility
which can accommodate an
exhibition
approximately 500 pieces of art work.of
This
includes adjustable
and display
panels. The setting lighting
should be able to
accommodate large volume
traffic flows over
the course of the Festival.
a)

'1'hat

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d)

Film equipment, personnel a
n d f aci ities
a can
n
film and accommodate both 16mm and super 6

seat 150 people.

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e)

Arena or convention/banquet
hall for both
opening and closing ceremonies.
Workshops and a number of
rehearsal and/or
practice spaces should be available
continuous basis. They may include on a
the
halls, basements
schools and clubs.or rooms of churches,

OCT

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a)

Accommodation sufficient to house up tc

1,000 performers.

Cafeteria and/or catering capabilities
convenient to housing, competition sites
and other events.
c) Accommodation available, as per type and
numbers and cost. for adjudicators,
officials,
b)

visitors. accompanying relatives and
III. Facilities for Administration
a)

Office space central to competition/housin
sites. This office should be of a size rng
adequate to handle a large
of people
as it may be called upon to flow
act
as an
administrative office, information
centre,
registration site and/'or common zoom.
The
office should be the pivotal point of the

Festival.
b)

Communications and information flows,
pertaining to schedules, changes in
schedules, ticket
sites,
maps, etc., betweensales/availability,
administrative
staff,
competitors, competition sites and the
public aze important. Proposed
dispersement
methods should be outlined.

c)

Staff requirement projections and proposed
assigned duties for
part-time and
volunteer personnel. full-time,
A core of 500-600
volunteers should be available.

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IV.

The submission should include a budget
that
outlines community and other contributions
as
well as a breakdown of proj ected expenditures
and revenues. A suggested budget format

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Financial Inform~a i n

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been attached (Appendix II) for your
consideration.

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Modes and capabilities

VI.

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As a

carriers.

The Host

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intra-and
inter-community transit for
should be listed.
guideline, the Host Community
sh
by both municipal and
provincial ld b

Vll.

Community should have a local
station, print
radio
shop, facsimile a d
In addition, both
an
television
station with a studio affiliated
and an integrated
telephone network
would be beneficial.

submxssaon may anclude
addataonal
information regarding:
a) recent Provincial,
or International
events in which the National
community has been
involved;
b) extent of support from
local
ca ar t s groups and
business and/or educational
sectors;
c) maps or scale diagrams of
the commun't
de picting location of
uni
facilities
to be yused
proposals for related events such
as street
entertainers, etc.
ENCLOSED FOR YOUR
INFORMATION

Appendix I
Appendix II

September 1986

Suggested

format of Host Community.
Festival Society
Host Community

Operating BudgetFestival Society

APPEHDIX I

SUGGESTED COMMZTTEES

Facilities
Administration
Performance
Promotion and Public Relations

Transportation and Communication
Accommodation and Food Service

Security and Medical
Financial Support
Ceremonies and Protocol

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Sept ember 19 8 6

APPENDIX

II

BRITISH COLUMBIA FESTIVAL OF THE ARTS

Host Community Festival Society Operating Budget
(Suggested Format)
EXPENDITURES

Admrnxstratzon

Salaries
Office Rental

Employee Benefits

Equipment

Supplies
Telephone
Postage
Travel 8 Meetings

Insurance
Miscellaneous
Ceremonies
Awards

Protocol

Opening Cer.emony

Award Ceremony

Flags, Banners, etc.

Festival

Facilities

Equipment
Maintenance
Mail out — ie registration forms

Miscellaneous

Particioates
Transportation

—

Meals
Accommodation

Internal

External

Security

Medical

Publicitv
Programs and schedules

Posters and signs
Miscellaneous

TOTAL EXPESDITURES:
REVENUE

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Sales

Provincial Secretary $ 300,000

Advertising
Ticket Sales
Program Sales

Job Creation Programs
Provincial
Federal

Concession Sales

Contributions
Host Community

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