08 10 2006 Rec Tech Minutes
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ORO-MEDONTE
RECREATION TECHNICAL SUPPORT GROUP
MINUTES
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Thursday, August 10, 2006 @ 7:00 p.m.
Oro-Medonte Administration Centre
Chair:
Councillor Paul Marshall called the meeting to order at 7:05 p.m.
Present:
Councillor Paul Marshall, Bob Gregory, Ian Hunter, Lynette Mader,
Councillor Dan Buttineau
Regrets:
Mayor Neil Craig
Staff Present:
Jennifer Zieleniewski, Chief Administrative Officer
1. Adoption of Agenda for August 10, 2006.
The Chair recognized an amendment to the agenda to replace Item 5c), Site Visit at
Guthrie Arena" with 5c), "Outdoor LED Arena Display Sign Policy".
RTS06081 0-01 :
Moved by I. Hunter, Seconded by L. Mader
It is recommended that the agenda for the Ora-Medonte Recreation Technical
Support Group meeting of Thursday, August 10, 2006 be adopted as amended.
Carried
2. Disclosure of Pecuniary Interest:
None.
3. Adoption of the Thursday, July 6, 2006 Minutes:
RTS06081 0-02
Moved by L. Mader, Seconded by B. Gregory
It is recommended that the minutes of the Recreation Technical Support Group
meeting of Thursday, July 6, 2006 be adopted as printed and circulated.
Carried.
4. Deputations:
None
5. Items for Consideration/Discussion:
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(a) Discussion and recommendation regarding ice cancellation policy.
RTS06081 0-03
Moved by I. Hunter, Seconded by B. Gregory
It is recommended that the draft policy "Facility Rental Regulation/Conditions,
Oro-Medonte Community Arena'; as amended, be received and that Council be
requested to give this policy favourable consideration.
Carried.
(b) Verbal Update re: Sweetwater Park
The Support Group reviewed Design Options 5 and 6, by J.D. Bell Associates
Limited, of the proposed Sweetwater Park plan. (Attached)
RTS06081 0-04
Moved by I. Hunter, Seconded by B. Gregory
It is recommended that the verbal update by Jennifer Zieleniewski, Chief
Administrative Officer, with respect to Sweetwater Park, be received.
Carried.
(c) Outdoor LED Arena Display Sign Policy
Discussion with respect to placement of the new sign and its appropriateness
took place during the group's deliberation of the proposed policy for sign usage.
Support group members spoke to the ineffectiveness of the positioning of the
present display board. The CAO was requested to communicate with the Road
Superintendent to review other possible locations.
RTS06081 0-05
Moved by L. Mader, Seconded by I. Hunter
It is recommended that the draft policy "Outdoor LED Arena Display Sign Use", as
amended, be received, and that Council be requested to give favourable
consideration to this policy.
Carried.
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6. Correspondence:
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None.
7. Other Business:
The Chair advised the Support Group of the presentation to Council on August 9,
2006 with respect to the new MURF complex in the City of Orllia.
Mr. Ian Hunter advised that Oro-Medonte Minor Soccer League held their closing
barbeque. A record 800 hot dogs were cooked and a good time was had by all.
8. Other/New Business (Information or request for future information):
None.
10. Adjournment:
RTS06081 0-06
Motion by L. Mader, Seconded by B. Gregory
It is recommended that we do now adjourn at 8:38 p.rn.
Carried.
Next Meeting: Thursday, September 14, 2006 @ 7:00pm
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DRAFT
The Township of Oro-Medonte
Policy
Subject Policy/Procedure
Section Facility Rental Page 1 of 2 # POL-PR-
Parks and Regulation/Conditions DRAFT
Recreation Oro-Medonte Community Arena Enacted By Council:
PURPOSE
To establish regulations/conditions for the rental of ice time at the Township of Oro-Medonte
Community Arena.
POLICY
General Rental Guidelines
1) Ice rentals are based on a 50 minute hour to allow time for maintenance of the ice. The
termination of the ice rental period is at the discretion of the Township's arena personnel.
2) Offices, lounge, banquet hall and other areas are to be booked separately and are not
part of the facility available to users as part of the ice time rental.
3) The facility is to be used only on the dates and times specified on the contract.
4) The Oro-Medonte Community Arena is a SMOKE FREE facility as designated by
Township of Oro-Medonte By-law and the Provincial Smoke Free Ontario Act. Persons in
contravention of the By-law or the Act are subject to penalty and/or fines.
5) No alcoholic beverages are allowed in the dressing rooms or any other unlicensed
areas. A Special Occasion Permit may be obtained to allow alcoholic beverages in the
Banquet Hall.
6) Only Township employees are allowed on the ice surtace while the ice maintenance
machinery is in operation.
7) Only trained personnel shall be allowed to operate the public address system and the
scoreboard.
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8) Dressing Rooms
. Dressing rooms will be available for each team or organization at least thirty
(30) minutes prior to the rented ice time.
. If two or more dressing rooms are required, a request must be submitted in
advance to the Parks and Recreation Department. An additional charge may
apply.
. Each user group is required to leave the dressing room in a clean and orderly
condition. It is the responsibility of the renter to secure the dressing room.
Locksets will be re-keyed within 48 hours at the renter's expense if the issued
key is not returned.
. Dressing rooms shall be vacated within forty five (45) minutes following the time
shown on the contract.
Responsibilities of Renter
1) The renter shall acknowledge and assume the risk associated with the activity to be
engaged in and as such agree to indemnify and hold harmless the Township of Oro-
Medonte and all agents or employees for any and all claims, lawsuits or judgments that
may come about as a result of the use of the facility by the renter.
2) The renter shall be responsible for the conduct and supervision of all persons attending,
and for any damages or vandalism caused by its members, officials, visiting teams and
spectators.
3) The renter shall strictly adhere to the decisions and instructions of the Township's arena
personnel.
4) The renter agrees that the exchange of ice time between individual teams or
organizations is not permitted without prior written permission from the Parks and
Recreation Department.
5) The renter agrees to be responsible to secure the dressing room after use. Locksets will
be re-keyed within 48 hours at the renter's expense if the issued key is not returned.
Payment of Rental Fees
1) Seasonal rentals shall be paid by six (6) post-dated cheques.
2) User Groups must pay for ice time before going on the ice, except if previously arranged
with the Parks and Recreation Department.
3) An additional charge may apply if two or more dressing rooms are required.
4) Dressing Room Locksets will be re-keyed within 48 hours at the renter's expense if the
issued key is not returned.
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Cancellation
1) By the Township of Oro-Medonte
In the event that it becomes necessary, through weather conditions, breakdowns of
equipment or any other cause, for the Township to cancel a scheduled event(s) in the
facility, the Parks and Recreation Department will notify the authorized representative
(Renter) of the cancellation. Every effort will be made to re-schedule booked time
which has been cancelled. If it is not possible to reschedule the ice time, a full refund
will be given.
2) By the Renter
Notice of rental time cancellations by contract holders must be given, in writing, to the
Township Office.
. Cancellation, in writing, more than 7 days in advance of rental date
$20 administration charge
full (100%) refund of rental rate
. Cancellation, in writing, within 7 days of rental date
$20 administration charge
100% refund of rental rate if rental time is used by another renter
50% refund of rental rate if rental time is not used by another renter
. Cancellation, in writing, later than 48 hours before rental date
No refund of rental rate
. No cancellation notice ("no-show")
No refund of rental rate
Note:
Failure by any renter/group to adhere to the rental regulations/conditions noted herein
may result in the cancellation of the renter's/group's ice time rental for the season.
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DRAFT
The Township of Oro-Medonte
Policy
Section Subject Page 1 of I Policy/Procedure
# POL-PR-
Parks and Outdoor LED Arena Display Sign Enacted By Council:
Recreation Policy
PURPOSE
To establish a policy for use of the Outdoor LED Display Sign at the Oro-Medonte
Community Arena.
POLICY
Use of the Arena Display Sign will be limited to non-profit/volunteer organizations. No
commercial, for-profit advertising will be considered.
Use Priority
All requests for use of the Arena Display Sign will be considered in the following priority:
. Township of Oro-Medonte information
. Requests from non-profit/volunteer, community-based arena user groups (i.e. Oro
Minor Hockey)
. Requests from non-profit/volunteer, community-based groups (i.e. Chamber of
Commerce)
. Requests from non-profit/volunteer, county/regional-based groups (i.e. Conservation
Authority)
All other non-profit/volunteer requests will be considered at the discretion of the Recreation
Department.
Display Interval
Messages to be displayed on the Arena Display Sign will be posted at the discretion of the
Recreation Department for:
. A minimum of one day
. A maximum of one week
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Message Content
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Messages to be displayed on the Arena Display Sign are to relate to the function/event being
held by the requesting organization. Content other than time, date, location and type of
evenVlunction will be posted at the discretion of the Recreation Department. Message
content deemed to be malicious, in bad taste, which states false information or is deemed to
be otherwise inappropriate will be declined.
PROCEDURE
All requests lor messages to be posted on the Arena Display Sign, or cancellation of
requests, must be:
. Directed to the Recreation Department at the Township of Oro-Medonte Offices at
least 5 business days in advance of the requested display date.
. Made by the PresidenVChair of the requesting group, in writing (or e-mail), and must
contain the message content to be posted.
Where a posting request is the result of changes to ice time (I.e. tournament results), the
Facility Operator can approve the request based on this policy.
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