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01 10 2008 Rec Tech Minutes~ ~_ f - ORO-MEDONTE _ ~ ~~~~+`~ ~ RECREATION TECHNICAL SUPPORT GROUP SPECIAL MEETING MINUTES ~'~ Thursday, January 10t", 2008 @ 7:00 p.m. - ~ Administration Centre Present: Councillor John Crawford, Mayor Harry Hughes, Councillor Mel Coutanche, Reta Regelink, Mac Shiells, Carolyn Tripp, Ted Duncan Staff Present: Shawn Binns, Manager of Recreation & Community Services Chair: Councillor Mel Coutanche called the meeting to order at 7:04 p.m. Chair Coutanche thanked passed Ghair Crawford read through 2007 achievements 1. Adoption of Agenda RTS080110-01: Moved by Carolyn Tripp, Seconded by Reta Regelink It is recommended that the agenda far the Ora-Medonte Recreation Technica/ Support Group meeting of Thursday, January 1 Q`", 2008 be adopted as written. Carried 2. Disclosure of Pecuniary Interest: None. 3. Adoption of the Minutes: RTS080110-02: Motion by Ted Duncan, Seconded by Mac Shiells it is recommended that the minutes of the Oro-Medonte Technica! Support Group meeting of Thursday, December 6t", 2007 be adopted as written. Carried RTS080110-03: Motion by Carolyn Tripp, Seconded by Ted Duncan it is recommended that the minutes of the Oro-Medonte Technical Support Group meeting of Thursday, December 13r", 2007 be adopted as written. Carried 1 4. Deputations: z ~ ~ Kane 5. Items for Consideration: a} Feedback from Dec 13 (ATV} meeting Shawn informed the Group that Gauneil reviewed and adopted the report and recommendations regarding the ATV clubs request. Shawn will continue to work with the group, other municipalities, and local trail organizations regarding ATV use. b} Modify "deputation" process? Shawn asked the group for feedback on haw they felt their "first public meeting" went. Some of the salient points were: • Overall the process was effective • The 2 minute time allotment could have been larger, but it worked • An explanation a# the 2 minute time limit (because of the number of deputations). and if necessary, they could return to the podium. • A short questionnaire could be handed out at the end of the meeting to get a true reading of the audience: Are you for ar against Did what you hear change your mind Chair Coutanche informed the Group that he and Councillor Agnew were lacking into modifying the deputation process while keeping within the parameters of By-Laws to improve the public's overall feeling and input. 6. Correspondence: Chair Coutanche informed the Group that Council had received the letter from Bob Gregory resigning from the Recreation Technical Support Group. He further informed that the procedure would be to advertise for a new member. It was stated that Bob was very experienced with community halls and this committee. And when recruiting his replacement these qualities should be kept in mind. Councillor Crawford informed the Group that he had attended the Christmas Social at the Hawkestane Community Hali and spoke to Bob and Marilyn on behalf of the Group. RTS080110-04 Maned by Mac Shiells, Seconded by Carolyn Tripp It is recommended that the correspondence dated December 15"', 2Q07 from Bab Gregory be received. Carried z a} Finalize "MISSIC}N/VIS1©N" wording: 1~w ~~ From the results of their last brainstorming session, the Group narrowed the choice down to one statement and fine tuned its wording. RT5080110-05 Moved by Mac Shiells, Seconded by Reta Regelink It is recommended that the "M1SSlf.3NNISlQN" wording as follows be adopted. "Ta strengthen Community through programs, services and facilities that promote healthy lifestyles, connect families and neighbours, recognize culture and heritage; thereby enriching the quality of life in Qro-Medonte." Also the tag: "Enriching Community thr©ugh people, places and programs" b) Re-visit Qutput from 200? Carry"ed Chair Coutanche briefly reviewed the six long term goals the Group had set in 2007 {Appendix A). He stated that we would be looking at these in more detail during near future meetings. He asked the Group if these were still the goals they wanted to work toward. It was stated that the goals were something that are tangible and achievable. Chair Coutanche complemented the Group for the work they had accomplished in 2007. c) Sweetwater Park: Shawn informed the Group that Council had approved a conceptual design for the park, and that staff is in the process of finalizing tender documents, estimated prices are taming back higher than originally estimated therefore we will need to revise amenities and look at phasing. He further informed that a notice was sent out and he was working on getting a committee of volunteers. Currently waiting for the cost of bringing in Hydro. Will give a further update at the next meeting. Want to get this project moving in the spring. Councillor Crawford indicated that although the community is big, it is also a commuter community. Peoples lives are full with getting home from work, picking up children, getting them to sports, etc. Councillor Coutanche discussed getting the community involved in the project RTSU80110~p6 r , Moved by Ted Duncan, Seconded by Reta Regelink It is recommended that the verbal update an the Sweetwater Park Volunteer meeting given by Shawn Binns be received. d} Ravines of Medonte: Shawn updated the Group reported to Council regarding the multipurpose pad. Sorne of the volunteers have donated supplies. One is a contractor and will be donating materials. Landscape architect has created a design to allay neighbor concerns. The design offers a better use of the land with a garden and space for a gazebo. He invited members of the Group to attend the next meeting on Thursday, January 19`". He would inform them of the location. RTS080110-07" Moved by Mac ShieNs, Seconded by Carolyn Tripp It is recommended that the verbal update on the Ravines of Medante Park given by Shawn Binns be received. 8. Business Arising From the Minutes: a) Alcohol risk Management Policy It was agreed that this policy should be deferred to a future meeting. RTS080110-08 Moved by Reta Regelink, Seconded by Ted Duncan It is recommended that the Alcohol Risk Managemenf Po/icy be deferred. Carried. 9. New Business: a) Draft Strategic Facility Pian Terms ofi Reference Shawn gave a brief explanation of the different sections of the Strategic Facility Plan and indicated that we would be concentrating on the Terms of Reference at this time. Shawn read through the draft terms of reference giving explanations why some points were included. In general, it was to ensure that the liability to the Township was minimal and that the document would leave little doubt regarding the responsibility of the Consultant. RTS080110-09 Motion by Carolyn Tripp, Seconded by Mac ShieNs It is recommended that Strategic Facility Ptan "Terms of Reference" be received. Carried. ~~ 10. Action Items i t n a 1 At the next Rec-Tech meeting (Feb ?-0$), MC Feb The Group agreed that this bring forward the next Gaal (Goa(2 = 7-08 would be the best Gaal to Develop a comprehensive Trail & Parkland work on next. Map as well as an an-line application} far consideration of the Grau 2 Resolve the shortage of volunteers for the MC ASAP Shawn & Mel to work on Sweetwater Park Pra~ect SB this -with Anne Bud e 3 Re-read the lengthy Terms ©f Reference ALL Feb Need to finalize and document again 7-Q$ submit recommendations far Council Consideration 11. Adjournment RTS080110-10 Motioned by Ted Duncan, Seconded by Carolyn Tripp It is recommended that we do now adjourn at 9:17 pm Carried. The next meeting wilt be held an Thursday, February 7'h, 2008 at 7.00 pm in the Neufe/d Roam of the Administration Centre.