CORPORATION OF THE CITY OF PORT COQUITLAM
PARKS

&

RECREATION COMMITTEF.

meeting of the Parks Recreation Committee was held in
the Council Chambers on Wednesday,
March 6th, 1985, at

A

&

4:00 p.m.

In attendance were Alderman Michael Wright, Alderman George
Laking.
Also in attendance were K. Janna Taylor, Parks & Recreation
Director and Bryan Kirk, City Administrator (Item No. 4 only)
CONFIRMATION OF MINUTES

That the minutes of the meeting of the Parks & Recreation
Committee held on Thursday, February 28th,
1985, be taken as

read and adopted.
Item No. 1

Wilson Centre Advisorv Board Constitution

Attached is a memorandum from Bev Irvine with
regard to the Wilson Centre Advisory
Board
Constitution.
Recommendation:

That the revised Wilson Centre Constitution
he approved.
CARRIED

Item No. 2

Port Coauit.',am BMX Association
It was reported that the BMX
expires
J'uly 13th, 1985, and that theylease
have requested
that their lease be renewed. (Please see
attached letter .) According to the lease
agreement it can be renewed for one year.
Recommendation

That the BMX lease be renewed for one year
effective July 13th, 1985, under
the same terms.
CARRIED

/2.

Item No.

Vandal Watch

3

letter was received from the Royal Canadian
Mounted Police, with regard
Watch Program, in which theyto their Vandal
request the use
of the Mabbett Room for a fund-raising
dance.
The Committee discussed this item
and agreed
that the charges
should be at a minimal rate
from the hours of 9:00 p.m.
to 12:00
A

midnight.

Recommendation.

That Vandal Watch be charged the
minimal rate
for the Mabbett Room.
Item No. 4

CARRIED

Comp Lake Connector Road

Bryan Kirk came in for this item and
the Parks
Recreation Committee
to get a decision
on the location of the wanted
Corno Lake Connector.
It
is essential
&

to determine the road location
before a conceptual
design of the Reeve
Park can be done.

Street

Recommendation:

That the Public Works Committee
finalize the
location of the Corno Lake Road Connector.

Item No. 5

First-Aid Room

CARRIED

It was

to the
of the Committee
that thebrought
referee's roomattention
is
too
small
for
referees. It was agreed that the staff
would
look into expanding the referee's
room.
Recommendation:

That staff look
the expansion
of the referee's into
room and report back to the
Parks 6 Recreation Committee.
CARRIED
MAR

r,

6 rgb

cretary

~

t/E CORPORATIOR OF TRE CITY

&PORT COIIUITUIM

1985 01 30
MEMORANDUM

TO:

MEMORANDUM FROM:

SUBJECT:

Janna Taylor, Parks
Recreation Director
Bev Irvine, Area Supervisor
Wilson Centre Advisory Board
K.

&

Constitution

The Advisory Board
rewritten their constitution as they have
outgrown the old onehave
.
They
written the new one with the intent
of it being basic enough thathave
it will
not require changes or amendments on a regular basis.
The Board sought the help of
Bert Smith, and with his assistance
have used the formal wording
they
of associations and
societies.
The language has chanced but
the intent or purpose. It was fe''t
that the new format gave them not
a clearer understanding
of their "ma..date".

11AR

1985

xk'dj
CONSTITUTION AND BY"LAWS
OF

THE

'SENlOR S ASSOCIATION OF THE WILSON CENTRE,

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1
1
1
1
1
1

1
2
3
5
6

CONSTITUTION
Name of Association

BY-LAWS

Purpose of Assaciation
City Property Control
Share of City Budget
Advisory Capacity of Association
Civic Staff—Veto but no vote

3
3
3
3
3
3
3

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BY-LAWS

1
1
1
1

1

2
3

4
5
6
7
8
9

2
2

10
11

2

12
13
14
15
16

2
2
2

NO.

Part 1-Interoretati on&-Definitions
"Board"

3

"Directors"

"Ordinary Resolutk on"
"Special" Resolution
Part 2-MemMrslrr
Age~50 years + A Fees

4'

26
27
28
29
30
31
32
33
34
35

4

38
39

3
3

"Honorary" Memberships

Part 3-Meetinss of Members
General (Quarterly)
Annual General

Special General
Part 4 Praceedlngs General Meetingsi
Quorum required
Quorum at Annual or Special= (70)
Quorum at Quarterly (50)

Chair ~ma ad)ourn/mNse& ad)ourn
Mover and Seconder required
Chair may us'e tie-breaking vote
No proxy voting

17
18
19
20
21
22
23
24
25

4

4
4
4

4

(continued)

Paint 5-Directors a Officexs

Directors 'owers

Board of Dlrectoxs--make-up

Electian of Officers

Officers--titles
Appointment of Committees
0&mud.ttee elects two Director:
Directors must be resi.dents
Filling an Officer vacancy

'et

NO.

?AGE

Cansultative Meetings
Pax't 6 Praceedinss of Director
their awn time a place
Quorum I'or Directors smetings
Responsibilities of Directors
Bank Accounts-Mlgning Offlcei
Ma]ority voting-Chair a tie v&
President presides
Vise-President replaces
Secretary—Duties
Treasurer—Duties
Secretary A Treasurer-combi.ne&
Part 7-Notices to Members
Seven days notice
Mailed 'notices
Part 8-Bv-taxis a Amendments
Members xmxst be given copy
Changes require 75)( sm)ority
6 1985

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PAGE 1.
C

ON S T I T U T I ON

1.

The name of the Association ls "THE SERI''S ASS(AVIATION

2.

year-round progra1as and
activities that meet the leisure needs of senior
citizens/retired adults
ln the community and to encourage their participation
ln such programs
and activities. Wi.thout limiting the generality of the above, to
provide lmloor activity programs and outdoor activities of a recreational,
social, cultural. informational, arts, crafts or musical nature.

OF THE WILSON CENTRE".

The purpose of the Association ls to promote

3,

it's members acknowledge that the physical premises and
equipment are the property of the City of Port Coqultlam and that the control
of the Wilson Contre shall be under the administration of The Parks and
Recrea+lon Department of the City. All expenses relating to the salaries of
civic staff, utilities, services, smlntenance, supplies and PrograsrI and
activities shall be covered by a civic budget for The Parks and
Recreation
Department, who shall have ]urisdictlon over usage or rental of the Centre
by other organizations such as G.A P O. etc.

4.

The Association also recognizes the responsibility to raise sufficient monies
to cover a* least the portion of'he budgeted expenses for The Wilson Centre
as designated by the City Council and that civic
authorize

The Association and

staff'ust

all

expenditures and approve all programs and activities and shall collect such
fees and monies for. membership snd events so as to recover the designated
portion of expenses.
5. The Association and it's Board of Dlgectors shall consider and recommend
or advise the Centre Coordinator on programs and policies

6. Civic staff of Thc Parks & Recreatl& Departsmnt may attend a]3. meetings
of the Association and it's Board of Directors, but shall not have voting
privileges per se but shall have the right to veto any decisions that are
not in accordance with the expressed policies of the City Parks anci
Recreation Department

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BYLAWS
PART 1

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-~BtPRKTATIQLS (Definitions)

~para

1.

"Board" means the Board of Directors of the Association
"Directors".,means the Directors so elected by the members
"Ordlnarv.Resolution" —means a resolution passed at any General Meeting
of the Association which requires only a simple ma)ority vote of
the members present, i.e 5Og + 1
4. "Soeclal Resolution"--means a resolution which requires a maJority of
at least 75$ of the members present at any Special or General Meeting
AND FOR WHICH at least. a 14-day advance notice has been given and which
Notice has specified the intent to propose the "Special Resolution" and
the wording and purpose of that Resolution. (E G Change of Bylaws.)

2.
3.

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PAGE TWO.
B

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PAGE 2
W

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MEMBERSHIP

Para.
5. The members of the Association are those
persons fif'ty (50) years of age
or over who have paid their annual membership
fees A reduced fee may
be considered upon application.

6.

"Honorary Memberships" may be granted to a member
if'ominated by the
Board of Directors and subsequently
mpprcnced
a
by
vote
of the members at
a General meeting.

PART 3

— MEETINGS OF MEMBERS.

7.

General Meetinss shall be held at such times and
dates as the Board of
Directors may decide but will normally
be held every three months and the
notice of'uch meetings shall be published
in the nNewsletter".

8.

An Annual General Meetln~ shall
be held each year in the
at a date and time set forth
in a smiled notice to all month of Septecnber

members

9

A Suecial General~Meet
may be called at any time as a ma
er o
ur gene& by the Board ofUEDirectors
for the sole purpose ofmatte
considering
one or more Special Resolutions but such
Special General Meetings shall
require at least a 14&ay written mailed notice
to all members and the
meeting shall then only consider anct-.vote upon the
stated in that Notice and shall conduct no other Special Resolutions
bqse,~ess

PART 4 —

PRCCEED~ AT GEkkERAL MEETINES,

A'eneral

10

Meeting shall not, commence until a quorum of nmmber
ls present
and the meeting shall be ad]cerned when suff'ieient
members have left
the nee ting no as to constitute a laock of' quorum.

11.

An an Annuag General

12.

At, Ouarterlv General Meetinss,

or Seeeial General Meeting. 70 members present
shall constitute a quorum.
a q uorum.

50 members present shall constitute

13.

The Chairman of a Meeting may ad)ourn a
if it ls considered
appropriate by him/her but MUST adJourn ameetf.ng
meeting lf a quorum is not present.
1 4.. Al'otions, including those included
in a Notice of Motion, shall
require a Mover and a Seconder before discussion
and a
The Chairman shall not have a vote
in the case of an equality of
votes when the Chair, if it wishes, except
may cast the deciding vote. A tie
vote shall constitute a defeat of the motion

vote'5.

16.

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Voting by proxy is not permitted.

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(continued

)

PART 5 — DIRECTORS AND OFFICHLS

Zgra

The Directors may exerci.se

1
L7.

all
powers and do such things as
the Association or these Bylaws such
pe:vd.t,
providing that they shall
not do such things or exercise such povers
as are restricted solely
to the Members at a General Meeting.

18.

The Board cf Directors shell consist of the OFFICERS
of the Association
plus two Directors elected by each Committee

19

The Officers shall be elected at the
General Meetin t be h ld
in t he month of September and shall beAnnual
elected
for a one-year term and
each may serve as an Officer for a maxissus of'our
(4) 1-year
-year terma.
Th ey must stand down after four consecutive
years
but
may
re-elected
after standing dewn one year. The Imsmdiate Past Presidentbeshall
Director until such time as he resigns as such or until a Presidentbe a
ceases to hold office.

shall be the President, the
Secretary and
Treasurer but the offices of Secretary andVice-President.
one office at the discretion of the Board. Treasurer may be combined as
21. The Officers of the Board, or t".: smmbers at a General
may
appoint such CommLttees as are deemed necessary for the Meeting,
conduct and
development of the Association andmIhall define the powers
of such CommLttees, who shall report all acts to the Board. and the duties
20.

The Officers

22.

The members of each Committee sha31 annually elect
a smeting of their
choice, two of heir members to serve as Directors at
on the Board. Initially,
one Director shall be elected for a tvo-year terms and one
for a one-year
term to ensure representative rotation Each Cofeslttee
may,
at any time,
elect. one of it's members to fill a Director vacancy.
23. All Directors must be residents of the City of Port Coquitlam.

L

r

24.

The Board of Directors may appoint any qualified member to
fill an Officer
vacancy for the balance of a term. but any Officer so appointed
is elegible
for el'ection at the next Annual General Meeting

25.

The Board of Directors shall be charged with the responslblllty

I

of
convening a consultative meeting cn a regular.. basis with tvo representatives appointed from the following groups;
25-1 OGA P.O. Branch No 21
25-2 Hawthorne Ledge Seniors.
25-3 Other organlsations a agencies involved with the Wilson Centre

PART 6

26.

— PRCCEEDINGS OF DIRECTORS.

The Directors may meet together at. such times and places as they think
for the dispatch of business and othervise regulate their meetings and

fit

proceedings as they see fit, if not inconsistent with these Bylaws.
27.

The quorum for a meeting of the Board of Directors shall be a ma5ority

of the Directors then holding 'office

t1AR

1985

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8 Y L A W S
PART 6

Para.

28.

4

(continued)

— FcCGCEEDINGS OF DIRECTORS.

(cont'd. )

All Directors shall act. honestly and in good faith and in the best
interest of the Association and must exercise the care. diligence and

skill of a reasonable and prudent person.

The Directors shall ensure that the Association has at least one account
with a chartered bank, crndlt union or trust company and shall determine
which Directors shall ha signing authority on behalf of the Associ,ati,on.
The Dir ctors shall ensure that proper accounting records are IImintained,
including the receipt and disbursement of any monies.
30
Questions arising at any meeting of the Directors shall be decided by a
IIm)ority of votes., The Chairman shall not have a vote except in the case
of a time and then the Chair may cast the deciding vote, otherwise a tie
vote shall defeat the question or motion
31. The President shall preside at all meetings of the Association except
CoIIIIId,ttees A shall 'oe con idered the chief executive officer of the Association.
32. The
ce-president, shall have the powers and carry out the duties of the
President during his absence
33. The Secretarv shall conduct the correspondene'e of the Association, issue
or post notices of meetings of the Association and the Board of Directors,
keep ad.nutes of all meetings of thi!- Association and the Board and shall
have custody of all records and documents of the Association, other than
those maintained by the Treasurer or by staff of the Parks A Recreation Dept
The Treasurer shall keep such financial records as are recpiired by the Board
and shall Iender financial statements to the Directors, smmbers and others
as required and shall arrange for an annual audit of the financial records

29.

~V

35.

The offices of Secretary and Treasurer may be heM by one person if so
decided by the Board and shall be then known as the Secretary-Treasurer.

PART N

— NOTICES TO MENBERS.

36.

notice may be given in writing to a member, either in person, or

37.
PART

at his last recorded address at least seven days before a meeting. by
A notice sent by mail shall be deemed to have been given on the third
business day. followlrg that on which the notice is posted.
A

mail

8 — BY-LAWS AND ANENDNENTS THERETO

Each member in good standing at the date of revision of the Bylaw.s here
set foith shall be entitled to receive a copy of of them and all new
r«embers on being adIIIitted shell receive a copy of them without charge
39. These By-laws shall not be altered or added to except by Special Resolution
requiring at least 75)( of a properly constituted General Nesting

38.

NAA

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Your Advisory Board considers that it is desirable,
for several reasons, to
totally replace the cxist1ng Constitution
and By-mrvs in a briefer and simpler
format. Your Board has drafted k recommnds a nev sst of these and
they are nov
enclosed herewith. A ~NICE OF NOTION is presented below
for
to
you
now study k
to discuss and consider same
TO ALL NBNBERS OF THE POCO SarlIORrS

at ths next General Nesting, which vill be held at:
--The Wilson Centre at
p.m. on
='9S5.
Please retain this set, and bring 1t with you to that
meeting

I

YOUR ADYISORT BOARD.

I

~NICE OF NOTION:
We give notice that ths following Notion will bs moved at
hhe next Qensral
Nesting of the Poco Senior's Centre:
"Noved that the existing Constitution and By-laws be cancelled

their
entirety and that they be replaced by the new Constitution andinBy-laws
attached hereto "
Nosed bv Bert Sm1th. secondsd r~

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The W11son Senior's Centre,
2150 Wilson Ave., Port Cavd.tlsm.

F'OCO

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FOR THE BENEFIT OF THE

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%Obli'sIF 1e~tii,~e~l..
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I Pi Coeili=P IIIMe frec~ig a% ~&seta .,~

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Quipu.tlam Detachment, 3000 (hzistmas Way, Port

Cbquitlam, B.C.

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Da~t,

parks & Recreation
City of Port Cbqultlmel,
2253 Leigh Square

Port Cbquitlam, B.C.

V30 388

Attn: Joanna TAYLOR
Director of Parks & Recreation

I am writinq to request your
in reserving the Nabett
located in the port cbquitlamassistance
Rscreatian Centre an wilson AvenueLounge,
in port
Ctequitlam, for the evening of the 27th of
April 1985 from 7100 p.m.
.m. to
midnight
'The purpose of the booking is to
provide our Vandal Watde Program volunteers with a location to mnduct
their
fund raising dance. The
Vandal Watch volunteers donate their ownfirst
tine
and cover gas
-as expenses
expens
themselves while providing a very worthwhile and
free
service
to the
cxnneunity.

Any CCnSideratiOn

~.

gieeen tO eliminating Or ZeduCing the
rental fee On the
hall would be greatly
appreciated by the program

Yours tzuly,

R~KSK~E,

sP.

Assistant Officer in (3earge
Goquit'm Detachment

APD/bc

NAP

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