COAL CREEK HISTORIC PARK ADVISORY COMMITTEE
APRIL 26, 2011 MINUTES

Present: Carol Snaden, May Gee, Grace Doherty, Florence Bell, Ray Iwaasa, John Leung, Marie Lowe, Imogene Lim, Josephine Peyton, Susan Grandfield, Lillian Tosoff, David Durant
Regrets: Joyce Lowe

1.Motion to approve the agenda with addition of information e-mailed prior to the meeting (below under 3c) (Carol/Imogene) Carried.

2. Motion to adopt the March 22 meeting minutes (Carol/John). Carried.

3. Unfinished Business
a. Bridge update. Ray spoke first about his further research on the torii. He visited Campbell River Museum and the C.R. Twinning (with Hokkaido, Japan) Committee to get information about Campbell River's torii. The direction that the arch faces is critical, the lettering facing south. Good luck and blessings are conferred on those passing under the arch.
April1 - Ray and Grace met with David who had contacted Norse Log Homes and obtained a rough estimate of $4,000 + materials for the bridge. He committed Public Works to providing the materials and labour for site preparation. David expressed concern about the bridge design meeting building code requirements (safety issue of children climbing horizontal railing). Discussion followed about the merits of working with Island TimberFrame and local Rotary club. Ray to arrange a meeting with Stefan Plescher.
April 6 - Ray, Mas and Grace met with Architectural Designer Ed Gavigan of Island TimberFrame (Stefan unable to attend). Ed designed the bridge. He said that the building code issue applied to residential settings. He said that Island TimberFrame would honour the 2009 estimate for materials and that with an in-house welder now might be able to reduce costs slightly. The next step before making a total cost estimate would be having test holes dug to determine the concrete foundation requirements. He volunteered to go to the site with Public Works and while there to do the necessary measurements for the rail grade build-up. He asked that this be done as soon as possible as the window for doing the construction and installation of the bridge is July-September, their busiest time. Information e-mailed to David.
David reported today that the building inspector confirmed Ed's interpretation of the code and had no other concerns. Grace and Ray clarified which plans were to be used.
ACTION: David will contact or have Public Works contact Ed to have the test holes done.

b. Tree planting. May reported that 2 hawthorns had been purchased and planted by a landscaper recommended by Art Knapp's. An additional stake was also purchased for each tree. May and Joyce picked up the 2 memorial plaques and May's husband drilled holes for braces to better secure the stakes in the ground. John and Grace installed them with concrete last week. The total cost for the trees and planting was $215.25, leaving $14.75, which will be applied to the reimbursement of Joyce, who paid for them.


c. Chinatown Pavilion opening.

(Excerpt from April 19 e-mail, with meeting updates to the right in italics):
- Flowers - Imogene, Carol to update at the meeting: Imogene to pick up roses for the reception; Carol flowers for the base of the podium
- Hawthorn trees and plaques - May to update at the meeting: See 3b above
- Dim sum, baking - Joyce and Lillian to update at the meeting. Local Pathfinders will assist in serving. Lillian will arrange additional help from OAP: Done
- Rotary will do traffic and parking; UROC mountain biking will loan their event signs and other materials
- Empire Days will loan us portable sound system, 2 10x10 tents and plastic tables
- CRI will loan 50 chairs, and the Village their podium. 3 trucks will deliver them
- Portable toilet booked for the site
- Slab cake ordered from Comox Valley Bake House: Decision made to have the cake delivered. Grace will arrange.
- Home and Garden Gate will loan paper lanterns, and the museum red cloths and tea lights
- Program draft done by Carol, Jo, may - just waiting to see if tables in soon enough to use photo of completed pavilion on front: Original photo used as draft had to be submitted last week.
- Guest list - More responses every day. Chinese Consul-General Liang has confirmed that he, his wife and his assistant will attend. Mayor Bates will receive them with a reception and possibly museum visit before the ceremony.
- Media: almost all of the releases have gone out, including Chinese-language media in Vancouver.
- Local businesses - invitations will be delivered this week: Done
- Signs: yellow directional signs to the site and parking signs for the reception are done - will be put up the morning of the event.
- Souvenir post cards - Jo to update at the meeting: At the printer, to be ready tomorrow.
- Nametags - May is agreeable to us using parts of her T-shirt image to benefit the park. Carol and Jo worked on 2 images, which I'll bring to the meeting. Marie, May and Joyce made the final decision to use the dragon for the nametags. We also have the coalscuttle portion as a logo. A few thoughts I had were to use this as a label on bags for the T-shirts, on the directional signs to the site, decorative tent cards on the tables...? Dragon image used for nametags
- Guest book - Susan and Ray have offered to sit with the book and nametags at the ceremony and reception.
-Dim sum-Grace to confirm Tania Ly's arrival time at the hall on Saturday
-Temporary signage: May will display the 3 posters at the reception - Lillian has asked other volunteers to help with set up 4-7p.m on Friday. She has also asked OAP members to be at the hall 12-3 to allow committee to attend ceremony
- Flo and May to be at the hall10am-12 noon for final set up and receiving of baking. Carol will help and has offered services of her son and daughter. Susan and Ray will be at the site by 1 pm.
- Picnic tables: Mark from Public Works will let us know when delivery is scheduled.

4.New Business
a. Table booked for Cumberland Market Day May 21st 10am-4 pm
5. Next Meeting: May 24, 2011

6. Motion to adjourn (Ray)



Grace Doherty, Acting Secretary