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04 05 2007 Rec Tech Minutes• ~~~=~'PDONTE IOWNSNIP ORO-MEDONTE ~ ~ ~~ ~ ~1=10N~ }---~ ---"-- RECREATION TECHNICAL SUPPORT GROUP ' ~Ay 2 3 2007 MINUTES ---~ Thursda A nI 5'h, 2007 @ 7:00 m. ~1~~~ INS; ~pUNCIL Adm nistration Centre p C. OF W. Present: Councillor John Crawford, Mayor Harry Hughes, Councillor MeI Coutanche, Bob Gregory, Ted Duncan, Reta Regelink, Carolyn Tripp, Mac Shiells Staff Present: Shawn Binns, Manager of Recreation & Community Services Chair: Councillor John Crawford called the meeting to order at 7:00 p.m. 1. Adoption of Agenda RTS070405-01: Moved by Mac Shiells, Seconded by Reta Regelink It is recommended that the agenda for the Oro-Medonte Recreation Technical Support Group meeting of Thursday, April 5`h, 2007 be adopted. Carried 2. Disclosure of Pecuniary Interest: None. 3. Adoption of the Minutes: RTS070405-02: Moved by Reta Regelink, Seconded by Mac Shiells !t is recommended that the Minutes of the Oro-Medonte Recreation Technical Support Group meeting of Tuesday, February 20th, 2007 be adopted. Carried 4. Deputations: None 5. Items #or Consideration/Discussion: {a) Members goals /philosophy /raison d'etre Chair John Crawford asked each member #o give their reasons for volunteering for this specific group. The salient points of each member are as follows: i Bob Gregory: Was a member of the last Group and wants to see the 7~ development of the community. Would like to see the Railtrail improved and ' marketed and wants to review community halls Ted Duncan: Has a background in Sports and is also a retired teacher. Would like to see the Township develop a strategy to support community groups involved with youth, perhaps by forming partnerships and development of facilities. Mel Coutanche: Recreation should be the highest priority. Wants to help improve overall recreation programs within Oro-Medonte and form partnerships. Reta Regelink: Concerned about the tourist who is looking for things to do within the Township. Suggested we should have a tourism map indicating places to visit and the Group should take an active role in the promotion of Township Parks, Facilities and Amenities Mac Shiells: Recreation is a big draw. Sees this group as a conduit to get the communities needs to Council and also to be selective in where funds are spent ensuring that value is added to the process. Carolyn Tripp: As a mother of two small children, she is aware of what is and isn't available regarding recreation. Would like to use her experience at Gravenhurst [15 years as a planner] (ideas that did or didn't work, funding that may be available). Would Tike to ensure that there is a recreation aspect to planned developments and that the facilities we have can be improved upon. Mayor Harry Hughes: Would like to bring about the same program as he had with the school board, reaching children who really need it. Would like to see individual Recreation Technical Support Group members head sub committees i.e. Sweetwater Park as there is lots of work to be done. Chair John Crawford: Sees this Group taking Oro-Medonte Recreation to the next level. Having been invclved in Community Halls, knows the struggle the volunteers have. Is a strong advocate of programs run by volunteers. Believes there is a need for plans for the development of the 60 acres at Guthrie. (b) Why resident representation grew from three to five Mayor Hughes indicated that as he had stated earlier, there is a lot of work to be done by the Recreation Technical Support Group during this term (c) Joint Use Agreement with Simcoe County School Board Shawn provided an overview of the draft joint use agreement with the Simcoe County District School Board and reviewed fee schedules and benefits of agreement. Mayor Hughes indicated that there were some groups using the schools now and paying a fee, however, the fee will be reduced and they would receive a rebate. He also indicated that Shanty Bay Community Centre was a separate issue 2 Severn! questions were raised and Chair Crawford suggested that to speed up the process, members should read the agreement over at home and get back to Shawn with comments by Friday, April 13'h then Shawn can take it directly to Council. r, t," =; a RTS070405-03: Moved by Carolyn Tripp, Seconded by Reta Regelink It is recommended that the Joint Agreement with Simcoe County School Board presentation made by Shawn Binns, Manager of Recreation and Community Services be received. And further, that the group forward their comments to Shawn Sinns by Friday, April 73!". And Shawn is to take a compilation of comments to Council. Carried {d) Permitting system Margaret Prewer, Recreation Assistant, gave an overview of the steps taken when a booking is made for any facility. Shawn indicated that the group must sign off for cancellation as we are currently losing revenues. Ne also asked how we define who should give us proof of their insurance indemnifying the Township, that we need a system to separate individuals from groups and the types of events. He informed the Group that we should have something in place by the end of summer so we can inform user groups prior to the ice season beginning. Questions were raised over the Group dealing with the Risk Management Policy. It was Celt that they did not have the expertise to deal with it. However, it was agreed that Council should be made aware of their concern that it had still not been finalized. Shawn indicated that Gowan Risk Management ~a~as going to be conducting a risk assessment and make recommendations to bring it in line with other municipalities. He would report back to the Group regarding the outcome of the discussion with Gowan. Questions were also raised about soccer fields and permits and fees to be applied. This will be reviewed with fees report in June. RTS070405-04: Moved by Ted Duncan; Seconded by Mac Shiells It is recommended that the Permitting system presentation made by Shawn Binns, Manager of Recreation and Community Services be received. Carried {e) Community Halls Shawn indicated that not all Community Nails were covered under the Alcohol Risk Management Policy and that in meeting with the NaII Boards it was discovered that those excluded were not aware and had/have bookings where alcohol waslwill be served. He felt that the document needed to be easier to ., , administer for the Community Halls also. "j fr Concerns were raised about circulating this policy again #or the new Group to go through. It was indicated that the document contained the best of all Risk Management Policies and it would take a lot of this Group's time. RTS070405-05 Moved by Carolyn Tripp, Seconded by Ted Duncan If is recommended that fhe Alcohol Risk Management Policy presentation made by Shawn Binns, Manager of Recreation and Community Services be received. And further chat it be referred to staff for a report. Carried {f) Community Capital RE: Parkland Development Chair Crawford gave an explanation of how the neighborhood playground 50150 works. Shawn informed that the 50!50 policy with current wording does not take into consideration "in kind" as part of the 50% of the neighborhood share. A discussion ensued wherein it was suggested that local businesses may be willing to donate materials if they get a tax receipt and a sign recognizing their efforts, The policy should also give Council the latitude to decide what part of the equipment should be instailed and at what stage. It was also indicated that a pianning policy should be developed to determine what is to be included in parkland by the developer. A lot with grass on it should no longer be accepted as a park. It should have playground equipment, trees and landscaping. RTS070405-06 Moved by Ted Duncan, Seconded by Carolyn Tripp It is recommended that the Community Capital RE: Parkland Development presentation made by Shawn Binns, Manager of Recreation and Community Services be received. And further-that it be referred to staff for a report, Carried (g) Updated Sweetwater Park plans Mayor Hughes gave a short discourse on the background of this project from the acquisition of the land to the public meetings held which brings us to where the project is now. He suggested that there should be a connection from the Line 4 trail through to the park. He further suggested that as a next step a sub committee should be created with members of the two communities the. park will serve. The Group should attend the next public meeting and form the sub committee from the attendees. The question of forming a committee from a public meeting was brought forward and the Mayor indicated it cculd be done. However, there should be forms for them to complete to question what the applicants' priorities were. The form should also be placed at several locations. -~ 6. Correspondence: None. 7. Other Business: Questions & Discussions Bob Gregory informed the Group that the latest issue of the Hawkester was now available. He invited members of the Group to join the free pancake breakfast on April 21S` and then go on their tour of the community. Shawn Binns suggested that a Saturday date be set to tour Gommunity Ha11s and meet members of the Hall Boards and to also visit key parks with which we will be dealing. The date of May 5"' at 9:OOam with the group meeting at the Administration Centre was put forth. Members would check their calendars an e- mail the recreation department. 8. Other/New Business (Information or request for future information): None. 9. Adjournment: RTS070405-07 Motion by Mac Sbiells, Seconded by Carolyn Tripp tt is recommended that we do now adjourn at 9:45 p.m. Carried. The next meeting will be held on Thursday, May 3'd ai 7:00 pm in tha Robinson Room of the Administration Genire.