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11 08 2007 Rec Tech MinutesORO-MEDONTE ~ ~ - RECREATION TECHNICAL. SUPPORT GROUP MINUTES Thursday, November 8t", 200? ~ 7:00 p.m. __ -.-.-_- ~._.-__-- - - Administratlon Centre Present: Councillor John Crawford, Mayor Harry Hughes, Councillor Mel Coutanche, Reta Regelink, Mac 5hieiis, Carolyn Tripp, Bab Gregory, Ted Duncan Staff Present: Shawn Binns, Manager of Recreation $~ Community Services Julie Deering Recreation and Special Events Programmer Guests Graeme Davis, Ear! Dertinger -County of Simcoe Chair: Councillor Jahn Crawford called the meeting to order at 7:02 p.m. 1. Adoption of Agenda RTS110807-01: Moved by Carolyn Tripp, Seconded by Ted Duncan 1t is recommended that the agenda for the Oro-Medonte Recreation Technical Support Group meeting of Thursday, November &"', 2007 be adopted as amended. Carried 2. Disclosure of Pecuniary Interest: None. 3. Adoption of the Minutes: RT5110$07-02: Moved by Carolyn Tripp, Seconded by Rita Regelink It is recommended that the Minutes of the Oro-Medonte Recreation Technical Support Group meeting of Thursday, October 1 ith, 2007 be adopted as written. Carried 4. Guest Speakers: Chair Crawford introduced Graeme Davis -County Forester and Earl Detringer -Simcoe County Forest By-Law officer Graeme and Earl discussed the Simcoe County Forest Recreation Forest Use Policy as well as motorized use and designation of trails RTS110807-t}3: Moved by Bob Gregory, Seconded by Carolyn Tripp i T It is recommended that the presentation given by Graeme Davis -County Forester and Ear! Detringer - Simcae County Forest By-Law Officer Re: ATV usage be received. Carried RTS110807-04: Moved by Bob Gregory, Seconded by Ted Duncan if is recommended that the verbal presentation given by Shawn Binns on the request from the North Simcae ATV Club be received. Carried 5. Items for ConsiderationlDiscussion: None 6, Correspondence: None 7. Updates: a} Installed Playground Equipment Shawn indicated that this year three sets playground equipment had been installed, the latest being at Shelswell Park. The Recreation department received a huge card from the children in the area thanking the Township for the park and indicating that they are getting lots of use out of it. Some of thane who ini#ially apposed the development of the park came out to help erect the playground equipment. RTS110$07-05: Moved by Ted Duncan, Seconded by Rita Regelink It is recommended that the verbal update given by Shawn 8inns on the Installed Playground Equipment be received. Carried b} Recrea#ion Program and Brochure Update Shawn introduced July who has been with the department for two months as the Recreation & Special Events Programmer. Shawn indicated that in this fall session we had received over 140 program registrations which is almost double that of the past. Participants in fall sessions of 2005 and 2006 totaled 119. We are now meeting our direct costs, and are breaking even. In the past, 20,004 copies of each issue of the brochure were distributed in the Packet & Times and the Barrie Examiner. However, we know that they did not reach all the households as not all residents subscribe (only 18°f° of residents are getting the ' -~ ,. .i newspaper} to the papers or they were just missed. Shawn then passed the floor to Julie. Julie indicated that this issue of the brochure will be in a new 8'12 x 11 format consisting of 24 pages. Nine thousand copies would be printed and 7,000 would be mailed to C}ra- Medonte households. Next year we are looking at going with a glossy cover and by combining SpringlSummer and FaIIlWinter there will be a greater savings. We have also rented two sandwich board signs at $150.00 each per month on which we are advertising the brochure and the Christmas Skate. The wording can be changed every two weeks. The benefits will be that all residents will receive the brochure and find out valuable Township information. RTS11080~-A6 Motion by Carolyn Tripp, Seconded by Ted Duncan it is recommended that the verbal update given by Shawn Binns an the Recreation Program and Brochure Update be received. Carried. c) RailTrail Signs - HTG Shawn informed that Huronia Trails received a Trillium Foundation grant and donated 32 2ft x aft signs for all the road crossings of the RailTrail. These would be going up in the near future, weather permitting. The signs would make drivers aware of who could be crossing the road at any given time and also inform everyone who can use the trail. This organization also did the trail usage count statistics earlier this year. The Mayor sent a letter of thanks on behalf of Council. RTS110$07-Q? Motion by Bob Gregory, Seconded by Rita Rege(ink It is recommended that the update given by Shawn Binns an the RailTrail Signs - NTG be received. 8. Business Arising From the Minutes: Carried. a) Critical Path -Guthrie Lands Feasibility Study Shawn indicated that the first step was to draft the terms of reference for the meeting at the beginning of December. The second step would be to include something in the budget far Council's consideration. Qnce the terms of reference are completed, recommendations from this group will be forwarded to Council requesting authorization to seek proposals. There should be a four week turnaround far the Request for a Proposal and we should receive submissions by the end of April. The Feasibility Study should start by the beginning of May. Fees are standard and there are about five top consultants. We want to ensure we get one of the five so pre-qualification will likely occur b) Financial Report -Hall Boards Shawn explained to the Group that the financial sheets were a five year synopsis of Community Hall expenses. Revenues were separated from the expenses. The Township had contributed the other 50°!0 of the capital costs. A discussion ensued wherein it was indicated that there was definitely something wrong with the numbers. It was indicated that Hawkestone's deficit was cleared at the end of each year by their Association. It was expressed that the Warminster Hal( received very little use and there are a number of facilities within the area. It was also stated that community halls should also be reviewed for reflection of those activities that were for the community good and offered for free and not concentrate only on private enterprises for booking revenue. RTS110807-08 Motion by Bob Gregory, Seconded by Rita Regelink It is recommended that the written report given by Shawn Binns an the Financial Reports - Hall Boards be received. Carried. c} Eady Hall Success and Challenge RTS110$07-09 Motion by Ted Duncan, Seconded by Rita Regelink /t is recommended that the written report given by Shawn Binns an the Eady Nalt Success and Challenge be recer`ved. Carried. d} Carley Hall Success and Challenge RTS11 t)807-10 Motion by Carolyn Tripp, Seconded by Ted Duncan It is recommended that the written report given by Shawn Binns an the Carley HaII Success and Challenges be received. Carried. 9. New Business a} Alcohol Risk Management Policy Due to the length of the meeting, it was agreed that the Alcohol Risk Management Policy would be deferred until the next meeting. 10. Action Items None 11. Next Meeting Next Meeting which will include the Public Information Session on ATV use on Municipal Roads will be scheduled for December 6`" at 7pm in Chambers at the Administration Centre. It was agreed that the special VisionlMission meeting would be postponed until November 29t", 2007 - 7:OOpm at the Administration Office. 4 12. Adjournment RTS 114847-11 Mo#ion by Bob Gregory, Seconded by Rita Regelink if is recommended That we da now adjourn of 9:40 pm Carried.