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05 01 2008 Rec Tech MinutesORO-MEDONTE .. RECREATION TECHNICAL SUPPORT GROUP MEETING MINUTES Thursday, May 1~", 2008 ~ 7:00 p,m, Administration Centre Present: Councillor Mel Coutanche, Councillor John Crawford, Carolyn Tripp, Ted Duncan, Kelly Meyers, Phillip Patchell, Mac Shiells, Reta Regelink Regrets: Mayor Harry Hughes, Staff Present: Shawn Binns, Manager of Recreation & Community Services Councillor Coutanche called the meeting to order at 7:10 p.m. Councillor Coutanche introduced the two new members to those who were absent at the last meeting. Kelly and Phillip gave brief biol. Shawn reminded the Chair that because there were 6 members present Phillip Patchell would have to abstain from voting. 1. Adoption of Agenda: RTS08i)1 fly-p1: Moved by Mac Shiells, Seconded by Ted Duncan tt is recommended that the agenda for the Oro-Medonte Recreation Technical Support Group meeting of Thursday, May i~', 2t?OS 6e adopted as amended. Carried 2. Disclosure of Pecuniary Interest: None. 3. Adoption of the Minutes: RTSO8o105-02: Motion by Carolyn Tripp, Seconded by Kelly Meyers it is recommended that fhe minutes of fhe Oro-Medonte Technicat Support Group meeting of Thursday, Aprit 3'd, 2008 be adapted as written. Carried 4, Action Items: A) IPA -Councilor Countanche met with the IPA employee for input an haw to engage sugarbush residents B) The residents of Oro Hills da not want a throughway to Line 4 Park C} Ad Public Information Sessions Shawn gave an overview of the purpose. He indicated that the three sessions would be to inform the public what the Recreation & Community Services does and hopefully get input from attendees on wha# they would like in terms of programs. 5. Updates: a. 4"' Line Park Mac informed the Graup that he was on the threshold of starting fundraising. The park has received a donation of $25,000 from BiN Lohuaru and there is another $25.000 in the offering. He felt that it was possible to raise enough funds to put in a multi-purpose pad. He also informed that the park was a huge success with what they had built on it this winter. A discussion on what this neighborhood park would contain took place. RTS480105-04 Moved by Reta Regelink, Seconded by Kelly Meyers It is recommended that the update given by Mac ShieUs be received. Carried b. Strategic Facilities Plan Shawn explained to the Graup #ha# we received 3 proposals. It was up to the consultant to give us the deliverables. Only 2 proposals would be considered by the Group. He further explained that the Group would be evaluating the proposals using the weighted system and evaluation sheets were handed out. Shawn suggested that members of the Group could join a meeting with the in house technical group (Bruce Hoppe, Jerry Bail, and Shawn Binns} and the consultants. Shawn will advise the group of the meeting dates. He asked that members of the Group forward the evaluations and questions to him by Monday. RTSO$0105-d3: Motion by Mac Shiells, Seconded by Ted Duncan tt is recommended that the confidential proposals for the Strategic Facility Plans submitted by Monteith Brown Planning Consultants and The Re-?Think Graup 6e received. Carried Subcommittees: a. Sports Groups Committee Ted in#ormed the Group that only three groups attended the meeting but they managed to create a mandate. Ted suggested that an agreement be drawn up to ensure a commitment from all sports groups. It was agreed at the meeting to apply for a Trillium Grant. The deadline for submission is July. John Pugsley (Trillium) is pleased with the idea. Ted suggested that they apply for a multi year grant. The next meeting of this committee is next week. RTS080105-t}5 Moved by Reta Regelink, Seconded by Carolyn Tripp It is recommended that the draft minutes of the Ciro-Medonfe Sports Group Committee meeting held on ~4pril 24`x', 21708 and the verbal update on the Sports Groups Committee given by Ted Duncan be received. Carried b. Trail Map Committee For the benefit of the new committee members, Reta gave a short background on why the Trail Committee was farmed. She went on to inform the Group that in her investigations she realized that there were already too many maps and that in conversations with people it was suggested that it be put on the website. Reta summed up that she felt that our website should be improved and an interactive map could be included. Shawn suggested that Reta meet with Harald Daynard {IT) and Carol of the Chamber of Commerce. Phillip agreed to join the committee. RTSOt3t?1 fly-t)6 Moved by Mac ShieNs, Seconded by Ted Duncan It is recommended that the verbal update on the Trail Map Committee given by Reta Regelink be received. Carried 6. New Business: a. Passible Future Tapirs (eg: User Pay, Subsidies, Youth, Community Halls, Etc.) Improve the Township website and keep up to date with the electronic highway. b. Other None T. Action Items Fram the Meeting: # What Is to be accomplished BY Date 1 Try to attend the Public Information sessions to be held May 13, (ALL May 15 14, 15 - as representatives of the Rec-Tech Group. Shawn handed out the schedule at the Ma 1-08 meetin 2 Bring to Council, an update on volunteer input far the Line 4 Park, MG ~ May 7 to accelerate deliberations on key policy decisions (funding, park deli nation, etc. 3 E-mail to Shawn & Mel, your "numbers" from the rating sheet, to ' ALL ~ May 9 hel with the decision on who to offer the Facilities Pro ect 4 Invite the two "finalists" in for a meeting with the Staff Technical - ! SB Soon and invite Rec-Tech Adviso Grou members to artici ate ' 5 Form a team for the "MAP GOAL", to include Carol Benedetti ~ RR i Soon (Chamber), Phillip, Shawn, Reta, Harold Daynard {~-M}. The intent is to o "electronic", usin the info we have at the Coun level, etc. 6 ,Bring Shawn up-to-date with the input from Deborah of the i MC May 7 Su arbush IPA, re volunteerism for the Sweetwater Park Adjournment RTS080105-10 Matiarred by Carolyn Tripp, Seconded by Beta Regelink It is recommended that we do now adJourn at 8:58 pm Carried. The next meeting will be held on Thursday, June i2"', 2008 at 7:00 pm in the Neufefd Room of the Administration Centre.