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01 13 1994 RAC Agenda 8 8 8 ,'I ORO-MEDONTE RECREATION ADVISORY COMMITTEE MEETING AGENDA Thursday, January 13, 1994 @ 7:00 p.m. 1. Election of Chairperson and Vice. 2. Minutes of the December 2, 1993 Meeting 3. Disclosure of Pecuniary Interest and the General Nature Thereof - In Accordance with The Act 4. Disposition of the December 2, 1993 Recommendations to Council: None 5. Deputations: a) Guest Speaker, Glen Campbell, Speakers Bureau re: Recreation As An Essential Service; 6. Correspondence: None 7. Parks & Recreation supervisor Monthly Report: a) Copy of Mandate; b) Review of ongoing Projects; 8. other Business: 9. Adjournment. I', " 8 8 8 1l1li ACTICfi K Menzies, Planner Re: City of Barrie CEA , - 4 - \~ ~ , \ MOTION NO.9 Moved by Caldwell, seconded by Crokam Be it resolved that the Monthly Activity Report from Ron Kolbe, Chief Building Official, for November, 1993, in the amount of $1,300,084.00, be received. Carried. MOTION NO. 10 Moved by Mortson, seconded by Crawford B7 it resolv7d that the r7Port from Kris Menzies, Planner, regarding c~ty of Barr~e, Class Env~ronmental Assessment, be received and adopted. Carried. D Shoebridge MOTION NO. 11 Clerk Letter to Moved by Crokam, seconded by Caldwell Horticulture r~eguest Be it resolved that the correspondence from the Oro Township f~qrant Horticultural Society, requesting financial support for the year cc~ H Sander 1994, be received and acknowledged and referred to the 1994 Budget. Carried. D Shoebridge MOTION NO. 12 :::lerk Letter to )ro Trails re:request Be i~ resolved for grant Pres~dent, Oro :::c: H Sander the 1994 year, Budget. 8 Broderick &R Super- isor: 0 provide o'Qies of e&w to 9W ommittee Moved by Mortson, seconded by Crawford that the correspondence fro Jane Blackstock, Trails Association, requesting financial support for be received and acknowledged and referred to the 1994 Carried. MOTION NO. 13 Moved by Crawford, seconded by Mortson Be it resolved that the Council of the Township of Oro, do hereby proclaim the month of January, 1994, as "Crime stoppers Month", in the Township of Oro and request all citizens to take note of this special month, and further, we commend the Volunteer citizens of !Crime stoppers of Simcoe-Dufferin-Muskoka for their dedication and ¡efforts for the betterment of our community. Carried. !MOTION NO. 14 ¡Moved by Caldwell, seconded by Crokam Be it resolved that the minutes of the Oro community Centres Parks land Recreation Committee Meeting held Thursday, December 2, 1993, be :received as printed and circulated. Carried. !MOTION NO. lS Moved by Mortson, seconded by Crawford :Be it resolved that the amended report by Bob Gregory, with regard to the year end review and direction, be made available to the 1994 :parks and Recreation Advisory Committee. ! Carried. . , . 8 8 (8 8 (8 THE CORPORATION OF THE TOWNSHIP OF ORO-HEDONTE BY-LAW NO. 94-25 Being a By-law to Appoint Members to the Oro-Medonte Recreation Advisory Committee WHEREAS pursuant to the provisions of the Community Recreation Centres Act, the Municipal Act and Regulations made under the Ministry of Tourism and Recreation Act, Council may appoint a Recreation Advisory Committee; AND WHEREAS it is now deemed desirable to appoint Members of the Oro-Medonte Recreation Advisory Committee; BOW THEREFORE the Council for The Corporation of the Twonship of Oro-Medonte enacts as follows: 1. That the Purpose of the Oro-Medonte Recreation Advisory Committee shall be to ensure that adequate opportunities exist for all citizens of Oro-Medonte Township to engage in satisfying, constructive recreation activities appropriate to their age, capabilities, and personal interests. 8 2. That the Mandate of Committee shall be: the Oro-Medonte Recreation Advisory a) To act as an advisory body to Council. All recommendations shall be forwarded through the Parks and Recreation Committee minutes to the Council for consideration. b) To develop goals and objectives to ensure adequate provision of recreation services and facilities. c) To formulate policies to ensure the most effective and efficient delivery of recreation services and the use of Parks and Recreation facilities. 3. To determine the recreation needs and wants of the communi ty groups and citizens of Oro-Medonte Township and establish priorities for future development. That the Parks and Recreation Supervisor will work with the Oro-Medonte Recreation Advisory Committee to assist the members in the advisory function to Council. d) (8 -2- (8 4. That the following people are hereby appointed Members of the Oro-Medonte Recreation Advisory Committee for a term expiring December 31, 1994 and/or until their successors are appointed, and are otherwise eligible for appointment: Nancy stoddart Dave Knox Paul Patchell Meryl Drake Barbara Swanson Daphne Mainprize Deputy Reeve Dalziel Councillor Crawford 5. That the Mayor be appointed ex-officio. 6. That By-Law No. repealed. That this By-law shall come into full force and effect on the final passing thereof. 93-15 of the Township of Oro is hereby 7. (8 BY-LAW READ A FIRST AND SECOND TIME THIS 10th DAY OF JANUARY, 1994 BY-LAW READ A THIRD TIME AND FINALLY PASSED THIS 10th DAY OF JANUARY, 1994 THE CORPORATION OF THE TOWNSHIP OF ORO-HEDONTE MAYOR ROBERT E. DRURY CLERK DARLENE SHOEBRIDGE (8 (8 ICE ALLOCATION POLICY Passed March, 1993 Policy for new ice that becomes available after March, 1993 * A primary commitment is made to provide game and or practice time to the groups listed below, on an allocated priority basis. Priority Listinq 1. TOWNSHIP PUBLIC SKATES (Future Township Programs); 2. MINOR SPORT ASSOCIATIONS Oro Minor Hockey Association Oro Figure Skate Club Oro Ringette Association 3. ADULT ASSOCIATIONS 8 Edgar Adult Occupational Centre Girls & Women's Hockey Association Oro Adult Leagues: Monday Night Rec Wednesday Burton Adult Skate Club League Oldtimers League 4. PRIVATE INDIVIDUAL USERS * primary commitment is made to allocate PRIME TIME practice ice to the first 2 categories PRIME TIME is Monday to Friday from 5 p.m. to 9 p.m. and Saturday & Sunday from 7 a.m. to 9 p.m. When competition for available ice time exists, the Parks and Recreation supervisor may give consideration to the following when allocating time: a) b) c) d) locality; utilization; special needs and, gender. (8 BOOKING PERIODS (8 Deadline for applications is March 1st. HOCKEY SCHOOL POWER SKATE 2 week period before October 1st SEASONAL ICE October 1st to April 5th TOURNAMENTS Minor Associations: Christmas & March Monday to Friday Burton Oldtimers: February Skating Carnival: March (Saturday) Recreational Mens April 1st weekend Break General Information * Game and practice time will be allocated in 50 minute periods, flood time is 10 minutes after the hour. * User groups will determine game structure and duration (ie. stop time, straight time, 1 hour game, etc). (8 * Consideration will allocation. previous ice given to the year's be * Assignment of ice will be based on the previous year's actual registration figures for number of teams and or participants. The township may adjust initial allocations after registrations for Minor Associations in order to respond to annual growth or reduction. Ice Cancellation * Minor groups, adult leagues, adult skate club, and private users interested in CANCELLING specific days or blocks of time within the booking period MUST REQUEST SUCH CANCELLATIONS when submitting applications for ice (ie. Christmas Time). * Groups WILL NOT be permitted to request cancellation dates during MARCH BREAK. * Minor groups, adult leagues, adult skate may turn back permit time after March 1st. * Private Users may cancel permit time if 7 DAY NOTICE IS GIVEN IN WRITING. * Groups not showing up after permits have been issued will be subject to CANCELLATION. (8 (8 (8 (8 ORO TOWNSHIP PARKS AND RECREATION RULES AND REGULATIONS RENTAL RATES 1993 1994 INDEX Ball Banquet Diamonds . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 Tournament Old Arena Arena Oro Ice Room . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 Town Hall . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 Rental Ice Rates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 , 3 Floor Rates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 Memorial Park . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 User Rules Regulations . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 , 5 & Rules and Regulations . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 1 (8 RENTAL RATES BANQUET ROOM: 1. Bookings must be made a minimum of 30 days in advance and must be accompanied by a deposit of $100. 2. Cancellations: If a cancellation is received a minimum of 15 days prior to the event: 1/2 of deposit returned $50. If cancellation received a minimum of 15 days prior to the event and the banquet room or arena floor gets "re-booked" for that day: 1/2 deposit returned ($50). Banquet, Parties, Dinner, Reception, Tournaments, Special Events, Weddings: $200.00 + $14.00 (GST) $ 20.00 + $ 1.40 (GST) = = $ 214.00 (10-hour day) $ 21. 40 Ice User Tournament Rate for Banquet Hall $ 70.10 + 4.90 (GST) = $75.00jday Meeting Rates: up to 25 people (8 Meeting with food and or alcohol or drinks: $20.00 for 3 hours + 1.40 (GST) = $21.40 $20.00/hr. for each additional hour Meeting up to 25 people with no food or drinks: $15.00 for 3 hours + $1.05 (GST) = $16.05 Meetings can be "sponsored by the Parks and Recreation Department" if it is decided by the Parks and Recreation supervisor that the meeting is providing a Community Service to the residents of Oro. If a meeting is defined as "sponsored meeting" the group will be eligible for the $20.00 for 3 hr. rate. Oro Memorial Park Car entrance fee non-resident $9.35 + .65 GST = $10.00 Bus entrance fee $1.00/person pavillion #1 Rental $20.57 + 1.45 GST = $22.00 $12.00 8 pavillion #2 Rental $11.22 + .78 GST = (8 8 (8 2 Oro Residents entrance into the Park is free with admittance sticker. Oro Memorial Park...cont'd... Guests of Oro residents (accompanied by Oro resident) entrance fee is $4.68 + .32 GST = $5.00. Rental of the whole Park $500 + $35 GST = $535 for the day. including the Concession Booth). Ball Diamond Fees: (Note: Oro Minor Ball - charged $1.87 + .13 GST = $2.00jhr. Adult Ball Groups - Charged $9.35 + .65 GST = $10.00/hr. 1994 Proposed Jl~r ¡J ù ~ ,ô¡¡i2- 0 J,t~r Charge per game: Minors $3.72 + .28 = $4.00jgame Adults $18.60 + 1.40 = $20.00/game Proposed outside resident charge: Adult $23.25 + 1.75 = $25.00jgame Minor $ 8.37 + .63 = $ 9.00/game Old Town Hall Rental Fees: Rental of the Old Town Hall during the day to 5:00 p.m. is $45.00 + 3.15 GST = $48.15 Rental for a dance is $100.00 + 7.00 GST = $107.00 $200.00 damage deposit is required at the time of the booking. Arena 1. Ice Rental Rates: 1993-94 Confirmed Prime time ice rates: minute hour. $84.11 + 5.89 GST = $90.00 for 50 Times: 4:00 p.m. to 2:00 a.m. Non Prime time ice rate: $46.73 + 3.27 GST = $50.00 for 50 minute hour Times: 2:00 a.m. to 4:00 p.m. Request for visiting team change room - $14.02 + .98 GST = $15.00 3 Special Rates Oro Minor Sports Groups $56.07 + 3.93 = $60.00 for 50 minute hour at all times. Oro Brownies, Scouts, Service Clubs: $50.00 + 3.50 GST = $53.50. Oro Township Schools: Free Ice Time 1993-1994 Arena Floor Fees: Commercial: $ 400.00 per day + GST $ 300.00 2nd day + GST $ 300.00 3rd day + GST + $100.00 for staff to set up and tear down Concerts: $400.00 + $250.00 + GST - Banquet room, bar and set up. Non-Profit: $300.00 per day + GST $250.00 2nd day + GST $200.00 3rd day + GST + $100.00 for staff to set up and tear down Hourly Rate: Sports groups $25.00 + 1.75 GST = $26.75 8 (8 8 8 8 8 ICE ALLOCATION PQLICY Passed March, 1993 Policy for new ice that becomes available after March, 1993 * A primary commitment is made to provide game and or practice time to the groups listed below, on an allocated priority basis. Priority Listing 1. TOWNSHIP PUBLIC SKATES (Future Township Programs); 2. MINOR SPORT ASSOCIATIONS Oro Minor Hockey Association Oro Figure Skate Club Oro Ringette Association 3. ADULT ASSOCIATIONS Edgar Adult Occupational Centre Girls & Women's Hockey Association Oro Adult Leagues: Monday Night Rec Wednesday Burton Adult Skate Club League Oldtimers League 4. PRIVATE INDIVIDUAL USERS * Primary commitment is made to allocate PRIME TIME practice ice to the first 2 categories PRIME TIME is Monday to Friday from 5 p.m. to 9 p.m. and Saturday & Sunday from 7 a.m. to 9 p.m. When competition for available ice time exists, the Parks and Recreation Supervisor may give consideration to the following when allocating time: a) b) c) d) locality; utilization; special needs and, gender. 12. 13. 14. 15. 16. * ** 5 . The Oro Township community Sports Complex is not a licensed premises and alcoholic beverages are prohibited anywhere in the building except in the Banquet Hall when a SPECIAL OCCASION PERMIT has been obtained. Failure to comply with this Regulation will result in loss of ice time for the season for the ENTIRE TEAM and charges will be laid under the Liquor Licence Act, and the Trespass to Property Act. The Banquet Room is a separate facility requiring separate arrangements for its use. Ice facilities and banquet room facili ties may be booked by the same group. All special functions in the banquet room where food is available must have written permission from the Concession Booth operators. All cancellations or grievances and complaints must be in writinq and presented either to the Parks and Recreation Supervisor or the Oro Parks and Recreation Committee. On Sunday morning when special ice user functions are on, the Complex Manager will arrange to have reserved parking for the Church between the hours of 10:30 a.m. and 12:30 p.m. Smoking is only allowed in the Banquet Room when it is open as set out in By-law No. 90-28. A fine of up to $2,000 can be collected for violators. NQ SMOKING in the lobby area and change rooms will be enforced. . These Rules and Regulations apply to all ice users which includes Minor Hockey, Ringette and Figure skating, coaches, parents and volunteers. Minor Hockey, Ringette and Figure skating coaches are responsible for the proper behaviour of their players/skaters from the time the players/skaters enter the building. Arena personnel will BAN any players/skaters who do not demonstrate proper behaviour. The length of the ban could be for the SEASON. . 8 8 (8 6 TOURNAMENT RULES AND REGULATIONS Tournament Rules and Regulations for ice, ball diamonds, soccer pitch, horseshoe pits: a) Tournaments are to be booked by March requested season. prior to the 1, b) A deposit of 1/4 of the entire tournament cots must be paid in advance. Remaining tournament costs are due the first day of the tournament. c) Once the tournament hours have been booked, the tournament renter is responsible for all hours booked. See also cancellation policies. d) A detailed tournament schedule must be made available to the Complex 7 days in advance of the tournament. Details must include the actual tournament schedule, ice resurfacing (if required) and any extra items that may require additional assistance from the Complex staff. If the Banquet Room is to be rented, the schedule of fees for that particular part of the Complex will be followed. Special Occasion Permits are required for alcoholic beverages. e) f) The tournament policies of the Township of Oro apply to all groups wishing to hold tournaments at any of the Township facilities. g) All ice tournament bookings will volunteers to move the nets. tournament provide two Cancellations The deposit will be refunded if the entire tournament is cancelled 30 days prior to the fist day of the tournament. Any hours cancelled 30 days prior to the first day of the tournament will be accepted. (8 (8 ,J ". 8 . . (8 TO: Members Oro Parks and Recreation Advisory Committee FROM: Bob Gregory, Chairman RE: Chairman's Year End Report INTRODUCTION: As 1993 draws to a close I felt it was important to reflect back on the past year's activities of the Advisory Committee. The 1993 monthly minutes reinforced for me the pleasure I have had in chairing the activities of so many dedicated and hardworking members. It occurred to me, that in having the distinction of being the last ever Oro Parks and Recreation Advisory Committee, we could all be proud of our accomplishments. 8 In addition to the regular monthly meetings, each and every member contributed unselfishly of his/her time to promote and improve recreational services in Oro Township. I remember the long and sometimes controversial discussions regarding the committee's mandate which was undoubtedly motivated by a sense of wanting to do more than may have originally been expected. Much of the strength of the committee can be attributed to the professional and competent work of Debbie Broderick. Her responsibilities have steadily increased yet she somehow manages to accomplish each and every task. I hope in some small way we have assisted and supported her in her endeavours and she will forgive us for adding to her already busy schedule. I would also like to thank Linda Aitkin for her assistance in often making clarity out of confusion and finding just the right words to sum up a half hour discussion in one sentence. To the members of Council who regularly attended the meetings, I wish everyone could have the opportunity to see the kind of dedication and support which they have given to the Committee's work. Despite differing strategies, I feel we have worked well together towards our common goals. When elected officials take such and active role in the hands on work it is rural politics at its best. (8 Finally, I would like to express my appreciation to the appointed members who responded above and beyond the call of duty. Whether it was attending subcommittees, organizing dances or trudging through Oro's countryside you have set a high standard for future committees through your efforts. Many citizens of Oro have benefited from your dedication and interest in the well-being of your community. , , REVIEW OF 1993 ACTIVITIES: 8 1. Committee Mandates Although the Committee mandate can be expressed in a few written words the discussion regarding this matter set the tone for the vast increase in the committee's activities. In 1993 the Advisory Committee became proactive in its approach which is-, reflected in the numerous activities in which members became ~t engaged. 2. Parkland Survev Throughout the past year the Committee members have been,\. involved in a survey of all parkland in Oro. This has involved numerous volunteer hours in an effort to establish priorities~for future development and assist in meeting the recreational needs of Oro residents. This task is now nearing completion and should form a meaningful foundation for park development in the future. 3. Communitv Hall Boards Through the efforts of the Advisory Committee two meetings were held in 1993 with representatives of the many Hall Boards in Oro and Medonte. This initiative has bred new life into the Community Halls and discussions are now underway to form a Community Hall Board Association. (8 4. Communitv Park Develoement Policv The Advisory Committee has attempted to foster a partnership arrangement with smaller communi ties interested in d~vel,oping parkland. A policy of sharing costs with local community associations has been approved by Council which clarifies the method of obtaining recreational services. 5. Ice Users' policv and Formula As demands for ice time at the Arena outgrew the availability the Advisory Committee initiated the developmen~ ~f a policy to ensure children and local residents were given priority. In addition, a user-formula was established Ìnr\()rder to ensure a fair distribution and maximum use of ice t'ime.; 6. Dav Came A sub commi ttee of the Advisory Commi ttee completed:)~ureview of the Oro Day Camp in order to recommend changes which;,~i1J; continue to enhance this important recreation program. 7. OMRA Conference 8 Oro has been successful in obtaining the OMRA Conference for r . . .. 8 1994 and members of the Advisory Committee have taken a leadership role in the conference planning process including hosting a very successful hospitality suite at the 1993 OMRA Conference in collingwood. 8. Budaet :: ~- For the first time, this Advisory Committee has had an active role in reviewing the Parks and Recreation Department budget. 9. SuDDort to Local GrOUDS Through the efforts of the Advisory Committee several local groups have been supported in their endeavours to provide better services. Insurance coverage for Community Hall Boards has been clàrified, The Hawkestone Dock received necessary repairs and assIDstance has been given to such groups as Rails to Trails. lO¡é Proarams and Activities Flyer 8 Programs and services have expanded dramatically in Oro and the Advisory Committee has recommended the creation of a flyer for distribution throughout the Township. Hopefully this init~ative will come to fruition through the efforts of the 1994 Advisory Committee. 11. New Baseball Diamond Thanks to the efforts of the Oro Lions Club, a new baseball field was constructed at the Arena site during the past year. 12. Additional Activities Many members of the Advisory Committee have participated directly in planning and/or consultation on the delivery of programs and services such as community dances, a Motorcycle fun run, and the March Blues Festival to name a few. SUKKARY AND RECOKHENDATIONS: 8 Under County restructuring the new Parks and Recreation AdvisoryjOommittee for Oro-Medonte will be quite different with only two members of the joint Council being appointed. Although this may provide broader volunteer input and influence it will be important that all members of council be kept informed of the impo'rtaace of recreational services to the well-being of Oro- Medont:é 'I'i'es idents . Somet imes elected of f ic ials do not recognize recreation as an essential service when faced with all the other demands for taxpayer's money. It is incumbent upon the volunteer committee members to ensure recreation is given a strong voice in the political process. Communi ty Hall Boards amd Co.mmunity Associatiq:",s;~f~'~Fes'ent an important link in the delivery of recreational s'~~~i:ces which in the past have been somewhat under recognized .a;~,$J~tU)ìk'9 a ' partnership between elected officials, Townshipsta:ef'~f :t\â~'.these' organizations should continue to be a prior~ty fort;i~;~visory Commi ttee. Efforts to refurbish Communi. ty Halls shd~,:t:1;t~;ialso continue as these meeting places are increasingly.Þêê¥~'m'~pg the, heart and soul of communi tyspir it. Joint venture~;w:¥tt:( . . communi ty volunteer organizations is not only cost,.'e~'t16Jent but gives the Advisory Committee and Council direct triPì1:t' '.0 the, parks and recreation needs of citizens across the 'Totïip. '" Budgets and planning go hand in hand in the y~~y oÍ ~riy services and members of the Advis,ory Commi ttee s~~Ke an active role in budget preparation and lobbying fô~ ijate' fundlng. This includes providing support to the ,Pà^, , ;;~nd Recreation Department to ensure there is adequate si;'~t!f'available to deliver existing programs and promote exþanded~s'" . c~s. The amalgamation of Oro and Medonte Townships will udæ dæy create an additional workload for Parks and Recreation st . Efforts to convince Council to hire a Facilities Managerç cot1;tinue in order to allow the Parks and Recreation Superv.m~e time for program development. The Parkland survey, which h~.~ been underway ¡iQ'~~, should. be completed and utilized as a fouhdation for dev,~(l ;p,gpolic:y regarding future development. Community inputsn'ó~7 ,þe'sought in determining a strategy for parkland useá~d c9#S. . 'iiftiól'1 should be given to disposing of parcels of;J"find\ttÙ.þtl,are unsuitable for Parks in order to channel mUCin need¡-d.åióney into recreational services. Þ, Above all, the Advisory Committee shouldco~t.irtûe ,to be proactive in its work and take full advantage õ,# the opportunity it has to convene meetings which solicit community input and support the efforts of volunteer groups. New ide,a:;>. ëi,nd t,he ability to implement them are the bac~bone ofpr~c¡r:r;~~~.As an Advisory Commi ttee it is important to ae;;t a~, :~,l1e eý:~fiS. aQ;~t ears of Council and obtain maximum input from the citr~enswnøm the Commi ttee represents. --' CONCLUSION: This report is not intended to document1t~h-¿:F Y"~~_'t: accomplishments of the Parks and Recreatjon:-DeØ~ .tbut rather to reflect on the active role taken by th~, ÄdYA~4ty:::C~,mi1ilttee in support of these activities. It has been a plegÛf'tt:tt) have acted as Chairman of this committee during 1993andl.~wish the new committee continued success. +'-f "'\ 8 8 8