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05 04 2006 Rec Tech Minutes fOROTTEDONTE TOWNSHIP O~::l.,d:' ,d'l i 1,1(( 1("~U2NOOC6IL j Il~ uu' ~I L--~I C, OF W. D I lall. ORO-MEDONTE RECREATION TECHNICAL SUPPORT GROUP MINUTES ,jb l. j Thursday, May 4th, 2006 @ 7:00 p.m. Oro-Medonte Administration Centre Councillor Paul Marshall called the meeting to order at 7:10 p.m. Present: Councillor Paul Marshall, Bob Gregory, Ian Hunter, Lynette Mader, Mayor Neil Craig, Councillor Dan Buttineau Regrets: none Staff Present: Jennifer Zieleniewski (CAO) 1. Adoption of Agenda for Thursday, April 6th, 2006: Staff gave a brief explanation regarding the entry of 5 (a) and (b) on the agenda. RTS060504-01 Moved by Mr. Gregory, Seconded by Mr. Hunter It is recommended that the agenda for the Oro-Medonte Recreation Technical Support Group meeting of Thursday, May 4th, 2006 be adopted as printed and circulated. Carried 2. Disclosure of Pecuniary Interest: None. 3. Adoption of the Thursday, April 6th, 2006 Minutes: RTS060504-02 Moved by Mr. Gregory, Seconded by Ms. Mader It is recommended that the minutes ofthe Recreation Technical Support Group meeting of Thursday, April 6th, 2006 be adopted as printed and circulated. Carried. 4. Deputations: None 5. Unfinished Business: (a) Funding of Capital Park Improvements Policy and (b) Funding of Capital Park Improvements Policy Amended \ t:,- Staff recommended that policy (a) be clarified and advised that (b), the amended draft provided more clarity. A discussion ensued regarding the amended policy and it was agreed that the line "Projects for capital park improvementsldevelopments initiated by Council are funded 100 percent from the Recreation Capital Projects Budget" should be changed to "Projects for capital park improvementsldevelopments initiated by Council may be funded from the Recreation Capital Projects Budget". RTS060504-03 Moved by Ms. Mader, Seconded by Mr. Gregory It is recommended to Council that Council give favourable consideration to Policy/Procedure # POL-PR-Dated May 4th, 2006, re: Funding of Capital Park Improvements/Developments as amended. Carried. 6. Correspondence: None 7. Co-ordinator's Monthly Report: None 8. OtherlNew Business (Information or request for future information): Considerable discussion occurred regarding the Recreational Technical Support Group's mandate. It was agreed that the mandate encompassed providing advice to Council regarding formulating policies, goals and objectives (the Big Picture). Many examples were discussed in terms of what constituted the day to day management of the department versus the "Big Picture" projects. It was determined that policies where required in some areas such as to measure the self-sustainability and practicality of Municipally owned facilities. Current policies, goals and objectives that would require the Recreational Technical Support Group's attention were identified. Discussion included the Recreational Technical Support Group's role in making recommendations to Council with respect to project management for the identified goals. Outlined are the identified objectives; . Sweetwater Park . Guthrie (development of newly acquired lands) . Line 4 ( Park Development) . General! Development of Parks! Municipally Owned Land 2 i b- (b) Sweetwater Park The Group received a working folder containing an aerial map, a Sweetwater Park Proposal Recap, a copy of the Statement of Intent and a Critical Path for this project. Staff gave a brief history of work completed to date and made a recommendation for future involvement of the Support Group. Staff would provide, where possible, further information regarding the capital project. It was agreed that the project would be enriched by the inclusion of the Group in the process. (c) Guthrie (development of newly acquired lands) The Group received a working folder each containing an aerial map of the project. Staff indicated that $10,000 had been approved by Council during the 2006 budget deliberations to develop a strategy or approach for the future development of the lands. (d) Line 4 (park development) The Group received a working folder each containing an aerial map of the proposed project. Staff indicated that $10,000 had been approved by Council during the 2006 budget deliberations to commence development of a passive park on the subject lands. It was agreed that subsequent background information would be provided for inclusion to the file; such as survey material, background of public meetings regarding the development of the subject property. (e) General I Development of Parks I Municipally Owned Land Staff suggested that the Group should be meeting more than once a month to make recommendations to Council regarding developing a project management approach for these capital projects. There was discussion regarding the Support Group's role and the Township's expectations, and it was suggested that if the Group felt the workload was too great that they would have the ability not to get involved in the project or components of the project. It was made clear that these capital projects would be managed by staff. RTS060504-04 Moved by Mr. Hunter, seconded by Mr. Gregory It is recommended to Council that Council give favourable consideration to amending the Recreation Technical Support Group's mandate to include project management of requests for Development of Recreational Facilities on Municipally owned properties. Carried Note: Staff will bring forward wording to the Recreation Technical Support Group for consideration at their next meeting to review and make recommendations to Council regarding the Support Group's mandate and the repealing of By-law 2001-29. 9. Questions: 3 \ \, .~ \ -'1 Is there a process to make us aware of decisions of Council on recommendations put forth by the Support Group? The Support Group was made aware that all decisions of Council are published on the Township's Web site. The suggestion was that a spreadsheet could be created to keep track of Recreation Technical Support Group's recommendations to Council and Council's decision regarding the recommendations, the intent would be to provide this spreadsheet to the Support Group monthly. 10. Adjournment: RTS060504-05 Motion by Mr. Gregory, Seconded by Ms. Mader It is recommended that we do now adjourn at 9:10 p.m. Carried. Next Meeting: Thursday, June 15" 2006 @ 7:00pm 4 \Sb-5 The Township of Oro-Medonte Policy Section Subject Page 1 of T Policy/Procedure Parks and Funding of Capital Park # POL-PR- Recreation Improvements/Developments Enacted By Council: Purpose To establish guidelines for funding capital park improvements/developments on Township owned Public Parkland. Policy Township Owned Parkland All capital park improvements/developments on Township owned Public Parkland are to be approved by Council a) Request Initiated by Public Requests for capital park improvements/developments initiated by the public and that have been approved by Council are subject to funding in a ratio of: . 50 percent funding commitment from residents requesting the improvements; and . 50 percent from the Recreation Capital Projects Budget; This funding ratio may be varied at the discretion of Council. b) Projects Initiated by Council Projects for capital park improvements/developments initiated by Council may be funded 100 percent from the Recreation Capital Projects Budget. Lands not owned bv the Township of Oro-Medonte Park improvements/developments on lands not owned by the Township of Oro-Medonte will not be funded as part of the Recreation Reserves. All such requests for funding are to be directed to Council as a separate request.