COAL CREEK HISTORIC PARK ADVISORY COMMITTEE
APRIL 27/09 MINUTES DRAFT

PRESENT: Grace Doherty, Dwayne Rourke, Imogene Lim, Ray Iwaasa, Tats Aoki, Joyce Lowe, May Gee, Josephine Peyton, Bernice Takahashi, Florence Bell, Carol Snaden, Susan Grandfield.

Chair Grace Doherty called the meeting to order at 10:00 a.m.

AGENDA Approval of the agenda.
MINUTES OF THE MARCH 23/09 MEETING
MOTION TO ADOPT: Ray, Bernice. Carried.

UNFINISHED BUSINESS
A. STATUS OF GREENWAYS AND PARKS PLAN AND PARKS BYLAW

Will discuss at a later date when Judy Walker can attend.
B. UPDATE ON CHERRY TREE PROJECT

Tats: Letter not received yet from council. Grace: On the agenda for the April 27/09 council meeting.

Discussion of where to plant the trees. Tats: Mr. Doi thought the trees could go along the rail line so that they could be seen from the road. Ray and Tats checked and the trees wouldn’t be seen from the road due to other vegetation etc. One option may be the Souther Rd. which runs parallel to the road running to the house. Bernice: Too many trees are on the rail bed to plant there. Grace and Bernice looked at the area on the Sunday before the meeting. Bernice: How many feet apart should the trees be, clearing brush in the open area could be possible (in the orchard area closer to the Saito house). Flo: Last year during brush clearing a ribbon was laid out where the old road was. Grace: An amazing job has been done by Tats, June, Ray and Susan clearing the historic road. Tako Kiyono remembers a tree that was in her yard and the tree is still there. Flo: The cherry tree that was planted near the school is still there. Grace: Manabu Doi gave photos of the trees to show how they looked and we could stake the home site spot. Grace: A decision can be made where to place the trees and Tats can get back to Mr. Doi.

Tat: Asked when tax Exemption would be obtained. An un-named corporation has offered $2000 for the trees and graveyard. Mr. Suyama is spearheading this (multicultural group of Canada). Linda Pritchard (landscaper) suggests the trees could be planted before the Fall but must have a source of water. Art Knapps recommends planting before the Fall before freezing if water is not available, the summer is ok with water. Ray: The Mt. Fuji tree is traditional and requires less water. Landscaper research – soil between dry and moist (not overly dry or moist). After the tree location is decided we need a group to decide where to plant and consult with the Landscaper. Jan and David will allow us to use their water if we bring the hoses.

Tats: Response from the group? Grace: A letter could be drafted to council on the care of the trees and volunteer contacts (with a copy to Manabu). The Lavenders Blue landscapers have the best capacity to plant the trees (staff and equipment) as the trees are fairly large. Flo: We want to commemorate the history, inform the landscaper. Ray: Two landscapers were recommended by Art Knapps and the other landscaper didn’t call back. Tats would like a cherry tree coordinator to work with the landscaper and inform Manabu. Grace offered to co-ordinate, along with Judy Walker and the landscaper, plus on-going consultation.

Types of trees: Jo asked if all of the trees should be the same variety (Mt. Fuji). Susan: Manabu (leads the Toronto group paying for the trees) wants all of the same variety of tree. Jo described the Mt. Fuji as a long blooming, white flowered variety. Fairly flat topped. A wide spread (10 – 12 m. wide) and approx. 5 m. high. Must pay attention to pruning for snow load strength.
Ray: Possibly leave the description of the planting time to the coordinator, landscaper and group as Manabu was waiting to pay (cost of trees, landscaper etc.). Carol: What site prep do we need as far as leveling etc.? Susan: An old shed needs to be torn down. Tats: Ray has done a lot of work including contacting Art Knapps etc. Imogene: Should we split the project in two (part next year) to allow for the site cleanup? Jo: Trees should be planted on the high side. Imogene: Filling in protects the layer of cultural material. Ray: Site visit will give us an idea of what is doable. Some of the Committee will be doing a site visit after this meeting.
MOTION: Following Council’s favorable consideration and passing the request for tree planting, that a letter be sent to Manabu and Council addressing the issues of the tree planting and the correction of any inaccuracies. Motion by Susan, seconded by Jo. Carried

C. BRIDGE AND TORII GATE

Tats: Next step is to look at firm pricing. Ray, Stefan and Tats are working on the sub-committee. Island Timberframe - $4,204 plus taxes for the gate, $5,352 plus tax for the bridge, $3,000 for concrete. The engineering costs of $300 may come from the Village capital projects fund (donations held by the Village).
MOTION: That the Committee ratifies the engineering fee of $300 to be taken from the #1 Town Fund at the Village. Motion by Tats, seconded by Imogene. Carried
Tats: Rotary need to go back to their membership. Ray and Tats will go to one of the next Rotary meetings as recommended by Keith Tatton and Stefan. Jill Cornwell has moved so Grace will phone Linda Oprica. The Japanese Consul has donated money for the Japanese cemetery and will be in Cumberland April 28/09. Contractors for the cemetery upgrades have cut their estimates in half. Bronco has been successful at fundraising for the project. The extra money could go to the #1 Town projects.

D. UPDATE ON THE SAITO HOUSE

Ray listed a chronology of the Saito house. The No. 1 Japanese Town Sub-Committee gave unanimous support at their meeting on April 9/09) to the letter dated March 8/09 by Jan Hellerud and David Kydd (item 2). This letter was sent to A. Nurvo, Village of Cumberland regarding acquisition of the Saito House. Jan and David have not had a response to their letter.

MOTION: As per the resolution agreed upon at the April 9/09 No. 1 Japanese Town Sub-Committee Meeting, I move the Coal Creek Historic Park Committee strongly support the proposals laid out by the J. Hellerud, D. Kydd letter dated March 8/09, addressed to A. Nurvo – Administrator, Village of Cumberland. The intent of this motion is to highlight the opportune elements present in the proposals, which also correlates with the Saito House recommendation re: Page 26 of the Park Projection Study April 2006. Motion by Ray Iwaasa , seconded by Dwayne. Carried.

Jo: The committee needs to keep separate our desire to acquire the historic Saito house from the issue of the frustration of the current owners to resolve the ownership. Carol will submit the No. 1 Japanese Town Sub-committee report to Council by May 4/09 as a report from our group.

E. PICNIC SHELTER FUNDRAISING UPDATE

Report on the T-shirt sales by May Gee. Feb. 24/09 150 shirts were ordered. March 9/09 second order. Last bill $996.10. Total shirts printed 355 and 155 are left. Total cost so far $3560.20. The bills are paid off including the amount to Grace (loan). Sales are slowing down a bit but events to sell them are coming up such as the May street sale and the reunion picnic. The Cumberland Credit Union sold over $500 worth and Seeds has been selling them. All of the help is appreciated, thanks to everyone.

Grace: May’s daughter works for the hospital laundry and she spoke to her boss. The Cumberland Regional Hospital Laundry has donated $500 for the picnic shelter. May: John will send a thank you letter. The Cumberland Credit Union bought 8 for their staff. Imogene: is going to a conference and could sell some shirts there. Also Wild Zone films is doing a showing.

Grace: Insurance Centers has been sent a letter asking for a $ donation.
Grace: John would like May 3/09 work parties.

NEW BUSINESS

A. SIGNS FOR CHINATOWN

Dwayne: Digital copies and a map could be put on the website. Imogene: A power point is also available from her website, pdf version.

NEXT MEETING MAY 25, 2009 AT 10:00 A.M.

ADJOURNMENT: Motion made by Imogene. 11:50 a.m. Carol Snaden, Acting Secretary