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02 12 2007 Rec Tech MinutesORO-MEDONTE RECREATION TECHNICAL. SUPPORT GROUP SPECIAL. MEETING MINUTES Tuesday, February 12tH, 240? ~ 7:00 p.m. Administration Centre Present: Councillor Mel Coutanche, Mayor Harry Hughes, Councillor John Crawford, Reta Regelink, Carolyn Tripp, Ted Duncan Regrets: Mac Shiells Staff Present: Shawn Binns, Manager of Recreation & Community Services Chair: Councillor Mel Coutanche called the meeting to order at 7:14 p.m. 1. Adoption of Agenda RTSO$0212-01: Moved by Carolyn Tripp, Seconded by Reta Regelink It is recammended that the agenda for the Oro-Medonte Recreatian Technical Support Group meeting of Tuesday, February 12th, 2008 be adopted as amended. Carried 2. Disclosure of Pecuniary Interest: None. 3. Adoption of the Minutes: RTS080212-02: Motion by Reta Regelink, Seconded by Carolyn Tripp It is recommended that the minutes of the Oro-Medonte Technical Support Group meeting of Thursday, January 10th, 2008 be adopted as written. Carried 4. Deputations: None 5. Items for Consideration: None 1 6. Correspondence: Simcoe County Recreationists Association Training Forum & AGM Shawn informed the Group that SCRA is involved with summer camp training, and at it's yearly conferences those in Parks & Recreation gather to hear keynote speakers. This years conference topics are Sponsorship {Revenue Generation and cost recovery}, Recreation Trends {preparing for the future}, Respect + (eliminating unacceptable behaviour in our facilities} and Managing Liability (embracing the "L" word}. He suggested that it would be a great venue where Group members could gain insight regarding the issues faced by Parks & Recreation. RTS080212-03 Moved by Carolyn Tripp, Seconded by Reta Regelink It is recommended that the correspondence from Simcoe County Recreationists Association be received. Carried 7. Updates: a) Sweetwater Park Chair Coutanche informed the Group that we now have ten residents interested in volunteering on the Sweetwater Park Residents Committee. They have been invited to attend the next meeting on February 20"' at the Fire Hall. Shawn informed the Group that he will be meeting with the consultant this week to get final costing. The project is still on schedule to go to tender in spring. As the cost of the whole project would be greater than the budget, Shawn recommends that the park be done in phases. RTS080212-04 Moved by Reta Regelink, Seconded by Carolyn Tripp It is recommended that the verbal update on Sweetwater Park give by Shawn Binns and Councillor Coutanche be received. Carried b) Line 4 Park Chair Coutanche informed the Group that the ice rink has been a success. There are approximately five to thirty people using the rink on a good day. The Lohuaru Trail has given the Resident Committee focus. Shawn informed that the feedback has been excellent. There is a proposed plan to create a fitness trail which opens it up to government grants and Communities In Action funding. The equipment is reasonable and the residents are eager to fundraise. RTS080212-05 Moved by Carolyn Tripp, Seconded by Reta Regelink It is recommended that the verbal update on the Line 4 Park given by CouncNlor Met Coutanche be received. Carried RTS080212-07 Moved by Mac Shiells, Seconded by Carolyn Tripp It is recommended that the verbal update on the Ravines of Medonte Park given by Shawn Binns be received. 8. Business Arising From the Minutes: a) Strategic Facility Plan Terms of Reference A discussion ensued and concerns were raised regarding the scope of the plan. It was explained that the scope was necessary to ensure all residents' needs were addressed. When completed, the plan would also give direction to the Group and Council regarding capital fund expenditures. RTS080212-05 Moved by Carolyn Tripp, Seconded by Reta Regelink It is recommended that the Strategic Facility Plan "Terms of Reference" as amended be received and adopted. And Further That it is recommended to Council that favorable consideration be given for approval of the draft Strategic Facility Plan Terms of Reference as amended. Carried b) Alcohol risk Management Policy It was agreed that this policy should be deferred to the next meeting. RTS080212-08 Moved by Ted Duncan, Seconded by Carolyn Tripp It is recommended that the Alcohol Risk Management Policy be deferred anti! the next meeting where it may be reviewed.. Carried. 9. New Business: a) Sports Groups -Sub Committee Meeting Shawn reminded the Group that this topic came up at an earlier meeting during a discussion of Rental Fee Increases. He indicated that Oro-Medonte Minor Sports Groups were operating due to the efforts of volunteers. We could help these individual organizations by meeting with them and suggesting ways they could better serve their communities by getting the necessary training, one website for all groups, reducing duplication of work and reducing costs. Ted Duncan agreed to take a leadership role and meeting with the sports groups. b} Parkland Map Reta Regelink volunteers to take the leadership role and Carolyn Tripp offered her assistance. Shawn passed around the Tay Township Parks booklet which was well received by the Group. A discussion followed wherein it was agreed that it would not include advertising, it would be comprised of individual maps of our parks and trails with information about the parkltrail, a committee consisting of 5 or 6 people would be farmed. 10. Action Items # What is to be done B Date Comments 1 Trail Map Project to RR Mar 6- Reta is to brainstorm ideas. be in. 08 2 Sports Group TD ASAP Shawn will arrange a meeting between Ted and Meetin SB the S orts Grou s 3 Government Grants MC Mar 6- Mel to give source information to Line 4 O8 Committee 11. Adjournment RTSO$0212-$ Motioned by Ted Duncan, Seconded by Carolyn Tripp It is recommended that we do now adjourn at 9:01 pm Carried. The next meeting will be held on Thursday, March 6'h, 2008 at 7.'00 pm in the Neufeld Room of the Administration Centre.