THE CORPORATION OF THE DISTRICT OF CENTRAL SAANICH. CENOTAPH COMMITTEE - 4:00 PM Wednesday, October 12, 2016 Council Chambers AGENDA

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1 THE CORPORATION OF THE DISTRICT OF CENTRAL SAANICH CENOTAPH COMMITTEE - 4:00 PM Wednesday, October 12, 2016 Council Chambers AGENDA 1. CALL TO ORDER 2. APPROVAL OF AGENDA 3. ADOPTION OF MINUTES 3.1. Draft Minutes of the Cenotaph Committee - 14 September 2016 Pg UNFINISHED BUSINESS 5. NEW BUSINESS 5.1. Referral from Council Meeting October 3, 2016: Recommendation: [Council referral]: That (Resolution ) Council thanks the donor for the generous donation towards the design and construction of a cenotaph in Central Saanich, as well as their recommendation of Pioneer Park for consideration as a preferred location for the cenotaph; and further that Council forward the Letter of Undertaking and recommendation for the location of Pioneer Park to the Cenotaph Committee for comment. 6. ADJOURNMENT Background Materials: Report dated September 23, 2016 from Manager of Community Services Pg. 5-9

2 THE CORPORATION OF THE DISTRICT OF CENTRAL SAANICH Minutes of the CENOTAPH COMMITTEE Meeting Wednesday, September 14, 2016, at 4:00 PM Council Chambers PRESENT: ABSENT: Members: Councillor Jensen Ed Widenmaier David Spence Norma Sealey Malcolm Green John Hannam Staff: Patrick Robins, Chief Administrative Officer Bonnie McKenzie, Manager of Community Services Andrea Giese, Administrative Assistant Councillor Graham Les Fernstrom 1. CALL TO ORDER Councillor Jensen called the meeting to order. 2. ADOPTION OF MINUTES 2.1. Draft Minutes of the Cenotaph Committee - 30 May 2016 CEN1.16 That the minutes of the May 30, 2016 be approved. 3. APPROVAL OF AGENDA 3.1. September 14, 2016 Cenotaph Committee Agenda CEN2.16 That the agenda for the September 14, 2016 Cenotaph Committee meeting be approved. Page 2 of 9

3 4. UNFINISHED BUSINESS 4.1. Donations received to date Bonnie McKenzie provided an update on the donations received to date, totaling $16,907 which includes $10,000 from the United Peninsula Masonic Lodge #24 and $6,907 from the general public. 5. NEW BUSINESS 5.1. Cenotaph Proposal - Phased Approach Background Materials: Excerpt from Regular Council Meeting - June 6, 2016 Minutes Excerpt from Regular Council Meeting - August 15, 2016 Minutes Members were informed that an anonymous donation had been accepted by Council for funding of Phase 1 construction of a cenotaph in the form of an obelisk. General discussion ensued. Councillor Jensen noted that the representative from the Masonic Lodge was unable to attend but the United Peninsula Masonic Lodge had submitted a statement which he read aloud. CEN3.16 In the absence of a representative from United Peninsula Lodge and our not being able to attend the meeting I provide you with the following comments and discussion points of a recent meeting of members of the Lodge. 1. Many of our members [past & present] have been or are members of the services typically represented at a Cenotaph memorial. 2. The roots of Freemasonry in Central Saanich go back to the early days of the last century and we continue have a presence in the community. 3. Our preference would be to have a structure which reflects the traditional presentation of such memorials and expresses the sacrifices made. 4. The location should have easy access and be a focal point within the Central Saanich community rather than hidden away amongst the forest. Correspondence received from the United Peninsula Masonic Lodge be received and included in the minutes of this meeting. Cenotaph Committee Minutes September 14, 2016 Page 2 of 3 Page 3 of 9

4 Further general discussion ensued, which resulted in creation of the following list of criteria that members believed were important to consider when selecting a good location for the cenotaph: Parking Visibility Accessibility Security Utilities (electricity) Civic connectivity Youth Exposure Facilities (washrooms) Assembly area (parade) Area to expand 2nd phase Reverence (quiet reflection) Weather exposure of site Location conflicts (ie.noise/traffiic) Site suitability for structure (ie. engineering) Protocols followed CEN4.16 CEN5.16 That the criteria identified at the September 14, 2016 meeting of the Cenotaph Committee be considered during the selection of a location for the cenotaph. That an invitation be extended to the Donor to attend the next meeting of the Cenotaph Committee, to be scheduled at the call of the Chair. 6. ADJOURNMENT On motion, the meeting was adjourned at 5:12 p.m. Chair Cenotaph Committee Minutes September 14, 2016 Page 3 of 3 Page 4 of 9

5 The Corporation of the District of Central Saanich REGULAR COUNCIL REPORT For the Regular Council meeting on October 03, 2016 To: Patrick Robins Chief Administrative Officer File: From: Bonnie McKenzie Manager of Community Services Priority: Strategic Operational Date: September 23, 2016 Re: Cenotaph Project - Phase 1 RECOMMENDATIONS: That Council endorse the use of Pioneer Park for construction of the memorial cenotaph and authorize the execution of the Letter of Understanding accompanying the staff memorandum entitled "Cenotaph Project - Phase 1" dated Sept 23, BACKGROUND: In recent weeks, the District received an offer, from an anonymous donor, to fully-fund Phase-1 construction of a cenotaph, in the form of a traditional obelisk, on District-owned property. This matter was considered at the Regular Council Meeting on August 15, 2016, at which time Council endorsed acceptance of the offer and directed staff to work with the Donor to establish a suitable site and design for the obelisk and precinct. Discussions with the Donor have led to development of a draft Letter of Understanding (LOU), which sets out the terms and conditions of the arrangement between the District and the Donor. A copy of the document has been attached as Appendix A. As noted in Item 3 of the LOU, the Donor is to be afforded an opportunity to identify one or more preferred sites for locating the cenotaph for consideration by Council. The Donor has been advised of four sites which have previously been considered by the District, including Centennial Park, Saanichton Green, Pioneer Park and the grounds of the Municipal Hall Mount Newton Cross Road, Saanichton, B.C. V8M 2A9 Phone: Fax: Page 5 of 9

6 To: Patrick Robins, Chief Administrative Officer September 23, 2016 For: October 03, 2016 Regular Council Re: Cenotaph Project - Phase 1 The Cenotaph Committee met on September 14th, at which time members were informed of the latest development regarding the cenotaph project and Council's acceptance of the offer which allows Phase 1-construction of the cenotaph to proceed in a timely manner. Discussion at the meeting led to development of a list of site attributes which members believed, if present, would contribute positively to the cenotaph design and function. These are as follows: Parking Visibility Accessibility Security Utilities (electricity) Civic connectivity Youth Exposure Facilities (washrooms) Assembly area (parade) Area to expand 2nd Reverence (quiet reflection) Weather exposure of site phase Location conflicts (ie.noise/traffiic) Site suitability for structure (ie. engineering) Protocols followed In mid-sept, correspondence (Appendix B) was received from the Donor confirming acceptance of the terms and conditions of the draft LOU and identifying his preferred location for the cenotaph to be Pioneer Park. The Donor provided an explanation of why he believes the location is most suitable, listing a number of the same criteria identified by the Cenotaph Committee (noted above). Of note, in 2005, a public ceremony was held in Pioneer Park to unveil a bronze plaque commemorating the "Year of the Veteran". This plaque is located along a pathway in the northwest quadrant of the park. DISCUSSION: Staff's initial review of the proposed site, revealed that this venue has a number of desirable attributes, including nearby community facilities (eg. Cultural Centre, West Saanich School, The Centre For Active Living); existing parking areas and utility services; available civic open space and area for assembly; good visibility and oversight; and accessible pathways. Connection with the "Year of the Veteran" plaque is an added benefit. OPTIONS Council can: 1. Endorse the draft LOU but indicate a preference for an alternate location. a) Staff be requested to explore the receptiveness of the Donor to accepting the alternate site; or 2. Endorse both the draft LOU and selection of Pioneer Park as the location for construction of the cenotaph. a) The Donor to be informed of this decision and in keeping with the LOU, the Donor would provide an initial financial contribution to begin design. For the past two years, the Cenotaph Project has been identified as a high priority within the District's Strategic Plan. The offer before Council has secured full funding for the construction of a traditional cenotaph in one of the district's most well-used parks, located in the Brentwood Bay village center, in advance of the 2017 Remembrance Day ceremony. Page 6 of 9

7 To: Patrick Robins, Chief Administrative Officer September 23, 2016 For: October 03, 2016 Regular Council Re: Cenotaph Project - Phase 1 CONCLUSION: Given the direction of Council to accept the offer of a phased-approach of establishing a community cenotaph, the willingness of the Donor to accept the terms and conditions outlined in the attached LOU, and the many favourable attributes associated with Pioneer Park and vicinity, endorsement of Pioneer Park as the location for a memorial cenotaph is recommended, along with authorization to execute the Letter of Understanding. ATTACHMENTS: Appendix A - Draft Letter of Understanding - Donation of Monies for Construction of a Memorial Cenotaph Appendix B - Redacted copy of correspondence dated September 13, 2016, from an anonymous Donor. Endorsed by: Paul Murray Director of Financial Services Endorsed by: Bruce Greig, mcip. bcsla Director of Planning & Building Service Administrator s Recommendation: I concur with the recommendation contained in this report. Patrick Robins Chief Administrative Officer Page 7 of 9

8 THE CORPORATION OF THE DISTRICT OF CENTRAL SAANICH LETTER OF UNDERSTANDING Donation of Monies for Construction of a Memorial Cenotaph Whereas: (the Donator ) wishes to contribute funds, up to $85,000, to the District to offset the full costs of design and construction of a memorial cenotaph to be built on District-owned lands; The District of Central Saanich (the District ) has agreed to accept the financial gift; The District and the Donator wish to enter into this Letter of Understanding (LOU) in order to document and confirm the associated terms and conditions of this arrangement. Terms and Conditions: 1. The form of the cenotaph shall be a simple obelisk on a plinth, with a small plaque acknowledging the donation; 2. The primary material used for construction will be concrete or stone, or other as mutually agreed; 3. The Donator agrees to identify one or more preferred sites for locating the cenotaph and forward the selection to the District for consideration, afterwhich the District will confirm a location; 4. Prior to the District incurring any costs, the Donator agrees to provide an initial payment of $10,000 to cover the costs of a topographic survey and soils analysis to facilitate preparation of detailed design drawings; 5. The District staff will manage the cenotaph project; 6. The District and the Donator agree to work together with a professional design/engineering consulting team to develop a detailed design which is acceptable to both parties; 7. Upon completion of construction drawings, the District will prepare an Invitation to Tender for construction of the cenotaph; 8. Based on the recommended award of the tenders received, the Donator will provide remaining funding required for construction of up to $75,000; 9. In the event there are surplus funds, first consideration will be given to inclusion of landscape lighting and park furnishings (eg. seating); and 10. A receipt for the donation will be provided to the Donator. SIGNED on behalf of the District of Central Saanich SIGNED on behalf of Patrick Robins Chief Administrative Officer Date Date Ryan Windsor, Mayor Date Page 8 of 9

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