10 11 2007 Rec Tech Minutes1
. ~ ORO-MEDONTE ~ ' ~~ _
RECREATION TECHNICAL SUPPORT GROUP
'~ MINUTES
E Thursday, October 11 ~~`, 2007 ~ 7:00 p.m.
Administration Centre
Present: Councillor John Crawford, Mayor Harry Hughes, Councillor Mel
Coutanche, Reta Regelink, Mac Shiells, Carolyn Tripp, Bob Gregory
Regrets: Ted Duncan
Staff Present: Shawn Binns, Manager of Recreation & Community Services
Chair: Councillor John Crawford called the meeting to order at 7.02 p.m.
1. Adoption of Agenda
RTS101 ~ 07-01:
Moved by Carolyn Tripp, Seconded by Mac Shiells
It is recommended that the agenda for the Oro-Medonte Recreation Technical Support
Group meeting of Thursday, October 11th, 2007 be adopted as amended.
Carried
2. Disclosure of Pecuniary Interest:
None.
3. Adoption of the Minutes:
RTS101107-02:
Moved by Reta Regelink, Seconded by Mac Shiells
tt is recommended that the Minutes of the Oro-Medonte Recreation Technical Support Group
meeting of Thursday, September 6tt', 2007 be adopted as written.
Carried
4. Deputations:
None
5. Items for GonsideratioNDiscussion:
None
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6. Correspondence:
a} Operating Casts; Community Hail -Pat Shellswell
This letter was as a result of the request made by the RTSG (Recreation
Technical Support Group to each of the Community Hall Baards far a report on
their operating costs. However, it was felt that it would have been mare helpful to
see actual costs.
Shawn indicated actual operating casts would be added as an agenda item for
the next meeting.
RTS10110?-03:
Moved by Carolyn Tripp, Seconded by Rita Regelink
It is recr~mmendsd That the correspondence dated Qctober 2"d, 2007 regarding Community
Halt Qpsrating Costs from Pat Shellswell be received.
Carried
A question was raised regarding the memo sent by Shawn to all Community Hall Baards
regarding renavatian/reconstruction projects on community halls.
What is the policy on the use of tradesmen to do this type of work and how strict is it?
Shawn discussed the ramp incident at Jarratt Hall and indicated that the Township
certainly encourages use of volunteers for work, however, because the buildings are
owned by the municipality, classed far assembly occupancy, any work done needs to be
done in compliance with building regulat'rans. We need to use licensed trades people to
ensure work is done to standard and ensure due diligence. Work can still be done by
volunteers however things like plumbing and electrical need to be done by licensed
trades people. Community halls are to liaise with Township staff prior to undertaking any
work to ensure that the details of the work can be worked out.
RTS1011 Q7-04:
b) Playground Equipment -Edgar Hall -Pat Shellswell
Moved by Bab Gregory, Seconded by Mac Shiells
It is recommended fhat the correspondence dated Qctober 2"d, 2007 regarding Playground
Equipment -Edgar Community Hall from Pat Shellswell be received.
Carried
c} Proposed Subdivision: Con 5 W Pt Lt 11 Edgar -Pat Shellswell
It was suggested that the letter regarding the Playground Equipment and the Proposed
Subdivision could be considered together.
A discussion ensued and the salient points were:
o Edgar Community Half is located an Old Barrie Road. This is not an ideal location
for a playground.
o Is there a need for playground equipment?
o If the Township agreed to a playground, it should be to service the local
community and not those who may rent the community hall as stated in the letter.
o This small community would have to fundraise the 50°t° of costs which may be a
problem.
o There is a significant amount of parkland in the Edgar community which does not
receive much use.
RTS1 01 1 07-05
Moved by Reta Regelink, Seconded by Mac Shiells
It is recammended that the correspondence dated September ~~', 2007 regarding Proposed
Subdivision Can. 5 West Part of Lat 11 Village of Edgar from Pat Shellswell be received.
Carried
7. Updates:
(a) Councilor Crawford indicated that Council authorized the Recreation Technical
Support Group to begin to a draft terms of reference far a facility feasibility study for
the Qro-Medonte Community Arena.
Shawn gave a brief background on the existing arena facility. He informed that the
facility was aging and that the lifespan of the various components of the building are
unknown. He went on to outline some of the costs involved in maintaining it and some of
the major repair expenditures required in the near future i.e, the oil tank replacement
which is immediate and the roof. He further explained that a plan needs to be developed
to identify a strategy for repair /replacement, The feasibility study would provide this
information. However, we must begin planning for a new facility now as these projects
could take up to 5 or mare years to reach completion.
RTS101107-46
Motion by Carolyn Tripp, Seconded by Bab Gregory
It is recammended that the verbal update given by Shawn Binns an the Guthrie Lands
Feasibility Study be received.
Carried.
(b} Shawn stated that he had reviewed the letter from HVPOA and that the request for
the fitness trail would be referred to budget deliberations and that the possibility to
construct an ice rink exists within the Lohuaru Trai( parking !ot should the community
come together and organize volunteers. Julie has created an outdoor rink manual and
volunteer community members would be trained on how to build and maintain the rink.
Mac Shiells reported that he had spoken with Hugh Murray who indicated that he may
able to get some volunteer firefighters to assist.
Mac brought up the question of fundraising for this project and issuing tax receipts to the
donors. They need to issue a tax receipt but if the project does not go ahead, how do
you reverse the receipt?
Mac indicated that a conceptual plan should be developed. Shawn indicated that he
would be working with the Horseshoe Valley Property Owners Association and would be
reporting back to Council regarding the development of a conceptual plan far the ~cn line
lands.
RTS101107-07
Motion by Mac Shiells, Seconded by Rita Regelink
if is recammended that the verbal update given by Shawn Binns an the Line 4 Park (HVPOA}
be received. Carried.
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(c} Shawn reported that, thanks to Margaret and Julie, we received over 140
registrations far our fall programs which are the highest number on record. The last
two fall sessions averaged 60 people. The number of cancellations has greatly
reduced and we have capped out an a couple of programs and are looking to add
second classes. We have introduced programs at Warminster and have line dancing
at Edgar Hall. We are looking to change our brochure format to a new 8'lx x 11
magazine style brochure for the winter edition of the brochure which we are looking to
mail to all residents to ensure that all residents receive a copy.
RTS101107-08
Motion by Rita Regelink, Seconded by Carolyn Tripp
It is recommended that the verbal update given by Shawn Binns on Fall Recreation
Programs be received.
Carried.
8. New Business:
(a} Project Breakdown -Critical Path
The goals developed at the last meeting were reviewed, Shawn indicated the critical path
will provide a method to break dawn these goals, apply resources and ensure that the
group is moving forward to achieve these goals. The group discussed these goals and
felt that the first priority should be to begin the facility feasibility study.
Councillor Cautanche agreed to facilitate on the whitebaard while the group brainstormed
a critical path far the Guthrie Lands Feasibility Study. (See appendix (A) attached).
RTS10i 107-09
Motion by Bob Gregory, Seconded by Carolyn Tripp
!t is recommended that the verbal update given by Shawn Binns on the Project Breakdown -
Critical Path be received.
Carried.
Councillor Coutanche drew up a Project Flow Chart (See appendix (B) attached). He
explained that this is an excellent tool to aid in determining the order of the steps to be taken
in a project.
Discussion ensued about the need to revisit the mission and vision before work goes into
further development of the goals. Once the mission and vision is reviewed the goals will
become clearer.
9. Action Items
a) Facility Feasibility Study and Conceptual Plan far Guthrie
Shawn indicated that he would endeavor to have a draft Terms of Reference done
for review at the December meeting.
It was agreed that the Group would meet for a special Vision/Mission meeting on
November 22"d
4 ~
10. Evaluatian of 1Functianing ~ ~~~ ""
• Our goals are set and we are moving to next steps, we are achieving our goals.
Everyone is pitching in.
11. Next Meeting
Next Meeting wili be scheduled for November 1 at 7pm in the Robinson Room at the
Administration Centre
A special "VisianlMissian" meeting will be held on November 22nd, 2007 - 7:00 pm at
the Administration Office.
12. Adjournment
RTS1 p1107-10
Motion by Mac Shiells, Seconded by Carolyn Tripp
It is recommended that we do now adjourn at 9:07 pm
Carried.
The next meeting will beheld on Thursday, !November 1S` at 7.•00 pm in the Robinson Room of the Administration
Centre.
Appendix A
Brainstorm Considerations for Facility Feasibility Study Terms of Reference t " f:
f ~ r _ ,.,
Land Inventory
Budget
Community Input
Recreation Master Plan
Official Plan
Parkland Secondary Study
Other studies
IGAP
Growth Strategy
MTO- Highway Plans?
Planning and Zoning Issues
Demographics
Sail Analysis -Contamination?
Safety and Security
Analysis of Current Facilities
Phase I -Needs Assessment
Phase 2- Feasibility and Business Plan
Agency and Community Service Organization Input
Phasing
Partnerships
Operating Casts?
Grants and Sponsorships
Integration of facility
Lifespan of facilities
Culture
Advertising
Trends
Baseball diamonds
Paal?
Schools and Joint Use?
Trends
Community Halls
Funding
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