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04 02 2009 Rec Tech AgendaTOWNSHIP OF ORO-MEDONTE RECREATION TECHNICAL SUPPORT GROUP AGENDA COUNCIL CHAMBERS DATE: THURSDAY, APRIL 2, 2009 TIME: 7':00 p.m. 1. ADOPTION OF THE AGENDA 2. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF: - "IN ACCORDANCE WITH THE ACT" 3. ADOPTION OF MINUTES OF FEBRUARY 5, 2009 4. DEPUTATIONS None. 5. COMMUNICATIONS a) Shawn Binns, re: Strategic Facility Plan Update. b) Councillor Crawford and Councillor Agnew, re: Oro-Medonte Minor Sports Association. c) Shawn Binns, re: 2gg9 Budget Recreation and Community Services. d) Shawn Binns, re: Draft Facility Policies. [To be distributed at the meeting] e) Shawn Binns, re: Trails update. f) Councillor Crawford, re: Spring Parks Tour. g) Shawn Binns, re: RC2gg9-q4 - 2088 Recreation Program Update. h) Shawn Binns, re: In Camera Matter -Property Matter (Indian Park Association). 6. SUB-COMMITTEE UPDATES ?. ANNOUNCEMENTS 8. ADJOURNMENT 1" '~ ~ ,. ~ ~ Thursday; February 5, 2009 Present: Reta Regelink Ted Duncan Kelly Meyer Carolyn Tripp Linda Murray TIME: ?:02 p.m. CounciUStaff Mayor H.S. Hughes Councillor John Crawford Present: Councillor Sandy Agnew Janette Teeter, Deputy Clerk Shawn Binns, Director of Recreation and Community Services Marie Brissette, Committee Coordinator Councillor Crawford assumed the chair and called the meeting to order. 1. ADOPTION OF THE AGENDA ~. Motion No. RTSG090205-81 Moved by Meyer, Seconded by Murray It is recommended that the agenda for the Recreation Technical Support Group meeting of Thursday, February 5, 2009 be received and adopted as amended to add: 5 f) In Camera Item: Shawn Binns, Director of Recreation and Community Services re: Property Matter (UCCI) 5 g) Update on Oro Medonte Minor Sports Association. Carried. 2. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL. NATURE THEREOF: - "IN ACCORDANCE WITH THE ACT" None. 3. ADOPTION OF MINUTES OF JANUARY 21, 2009. Motion No. RTSG090205-02 Moved by Duncan, Seconded by Murray It is recommended that the minutes of the Recreation Technical Support Group meeting held on January 21, 2009 be adopted as printed and circulated. TOWNSHIP OF ORO-MEDONTE RECREATION TECHNICAL SUPPORT GROUP MEETING MINUTES Council Chambers Carried. 4. ©EPUT,4TIQNS None. 5. CQMMUNICATIONS a) Councillor Coutanche, re: Review of 2007-2008. Motion No. RTSG090205-03 Moved by Tripp, Seconded by Regelink It is recommended that the correspondence dated January 29, 2009, Councillor Coutanche, re: 2008 Highlights from the Rec-Tech Advisory Group, be received. Carried. b) Shawn Binns, re: Facility Master Plan. Motion No. RTSG090205-04 Moved by Meyer, Seconded by Tripp It is recommended that the verbal information presented by Shawn Binns, re: Facility Master Plan, be received. Carried. c) Shawn Binns, re: Minutes of January 26, 2009 Community Hall Board Meeting. Motion No. RTSG090205-05 Moved by Duncan, Seconded by Regelink It is recommended that the minutes of the Community Hall Board Meeting held on January 26, 2009 be received. Carried. d) Shawn Binns, re: O.R.F.A. Press Release -Federal Infrastructure Budget. Motion No. RTSG090205-06 Moved by Regelink, Seconded by Duncan It is recommended that the correspondence dated January 28, 2009, Ontario Recreation Facilities Association, re: Federal Budget Stimulates a New Sport and Recreation Building Initiative, be received. Carried. Recreation Technical Support Group Minutes of February 5, 2009 e} Shawn Binns, re: Accessibility Customer Service Standard. Motion No. RTSG090205-07 Moved by Duncan, Seconded by Tripp It is recommended that the verbal information presented by Shawn Binns, re: Accessibility Gustomer Service Standard, be received. Carried. f} Shawn Binns, re: Property Matter (UCCI). Motion No. RTSG090205-OS Moved by Meyer, Seconded by Tripp It is recommended that we do now go In-Camera at 7:52 p.m. to discuss Property Matter {UCCI). Carded. Motion No. RTSG090205-09 Moved by Meyer, Seconded by Tripp It is recommended that we do now Rise and Report at 8:28 p.m. Carried. Motion No. RTSG090205-10 Moved by Regelink, Seconded by Meyer It is recommended that the confidential correspondence dated January 29, 2009 from Tim Canes, Jones Consulting, and verbal information.. presented by Shawn Binns, Director of Recreation and Community Services, re: Property Matter (UCCI) be received. Carried. g} Ted Duncan, re: Update on Oro Medonte Minor Sports Association. Motion No. RTSG090205-11 Moved by Regelink, Seconded by Meyer It is recommended that the verbal information presented by Ted Duncan, re: Update on C}ro- Medonte Minor Sports Association, be received. Carried. Recreation Technical Support Group Minutes of February 5, 2009 6. SUB-COMMITTEE UPDATES None. ~. ANNtJUNCEMENTS None. $. ADJOURNMENT Motion No. RTSG0942Q5-12 Moved by Murray, Seconded by Duncan It is recommended that we do now adjourn at 8:34 p.m. Carried. Councillor Crawford, Chair Marie Brissette, Committee Coordinator Recreation Technical Support Group Minutes of February 5, 2009 2009 Budget Overview RECREATION AND COMMUNITY SERVICES "Enriching Communities Through People, Place, and Programs" Shawn Binns Director, Recreation and Community Services ~~~ .,su ~ ~~~ .; ~,.< it 1.. i,zt" } .3L 3(i%l'~ ~'t~~;id~r" ., Department Overview The Township of Qro-Medonte Recreation and Community Services Department has 6 primary functions: 1. Provision and Management of Facilities 2. Community Development and Volunteer Management 3. Park and Trails Development and Management 4. Recreational and Special Event Programming 5. Culture and Heritage 6. Economic Development relating to Recreation and Tourism Human Resources Full Time Complement of 8: Community Recreation Coordinator, Recreation and Community Services Assistant, Supervisor, Parks and Facility C}perations, Parks and Facility C}perators (4), Facility Maintenance Custodian (1) Permanent Part Time - (1) Custodian Part--Time and Casual - A number of seasonal recreation program and camp staff as well as part time operators. 2~8 ~~~ ~ Gii~ Sew ArxwQpls~nts ~~un~il'~L~~i~lat~'_"-~~~ -- - -- `~_ .S'~r~~icfi ~a~~Es~l~tts~, r+~PriT~ ~t~~t#itr~ n 4trsP~r'jtabI~, ~~ea~tl~~~ ~t-tttxtrrrt~itt' tlgdl ~titYc ~t~s r~rtctlth~ ~f•~rfe ~ ,- ~_ ~. ~_,__,m.~._... 5trs-~u Ft~ity Pis ~ ~"ta~1 I S~-t~rhss~ Park ~ititi~a©tt r~'F~ti~r Fldtt afeeetst 4f Fiat ~ 1 q i~aoase i~pa~'i S~pr~r m Cher, s~ Caoo~ty S~or P1ra~r~cate 5pee~~1 E ~ sad ~ ~ervcao I1~or S~oata faro-31r 771a ~asta~er e I~daytDa and Coimcsl t Re-.A~~e~ t~ QUA So~ia~ Cavity es ln~- S~vey Rec.. and C 5'dt Pork ~ ~ 8ai to~q Ilse # Fark g I'~pvs~a P&~d ~ ~ ~a~tite~d aver $~5~ UOQ iR ~ and Fitness Tn~ ~~e Pad t~00 ~-1®ad ~matJirx~s ~~ maps C~ ~ ~' I~~icement Lx Sen-ice Ia~e Parks, Fio~znos• Facilities, People Activities History Association • Overall Decrease of 36% from 2008 • Seasonal Researcher Position- Identified as a service level not completed in 2oa8, not included in 2009 budget. 2009 • 160t" Anniversary of Oro African Church • Commence Municipal Register of Heritage Properties Economic Development • Continuation of partnership with Ontario's Lake Country Destination Marketing Organization • Chamber of Commerce Funding • Economic Development Print Media and Promotion ~- People Activities Recreation and Community Services Administration Reflects Organizational re-alignment approved by Council July 2008 -Salaries and benefits and related expenses adjusted to reflect changes Training expenses reflect staff development plans identified in Recreation and Community Services Business Plan and succession planning Studies include The completion and the Strategic Facility Plan: Phase 1-Facility Strategy Phase 2 -Feasibility Study (Upon approval} Parkland Inventory Review :Initiation of Parkland Inventory Review Portable Signs -Have been identified to enhance customer service Subsidies have increased to reflect actual subsidy amounts for facility rentals provided to minor sports groups, public skates offered at no charge Special Event Funding - Canada Day, Community Events, Volunteer Recognition ~~ People Activities Programs A variety of active living and wellness programs are offered throughout the Township. Programs offered include Summer Camp, march Break Camp, Swimming lessons, and Seasonal Evening Programs. Direct costs and recovered from user fees. Library Services library Services are provided by contract with the Township of Severn, Township of Springwater, Town of Midland, and the Cities of Barrie and orillia. Library Services are being reviewed as part of the Strategic Facility Plan. Increases are as follows: (%) Barrie Public library Coldwater library Midland Public Library Orillia Public library Springwater Library S Za 8 0 32 Increase in memberships $75 member Parks Activities Sports Fields Ball Diamonds: Slight decrease from 2008 to reflect 2008 actuals Increase in maintenance funding will allow for required screenings and repairs identified in Cowan Risk Report Sports Fields Soccer: 2009 budget reflect current service levels Developped Community Parks: 2009 budget reflect current service levels Increases account for addition of maintenance, repairs, and operation of newly developped parks {Sweetwater Park, Ravines of Medonte, Shelswell Park} Bayview Memorial Park Maintenance increases account for increase is service level for goose cleanup to 2x/week Security Services -expense increase with service provider Phase 2 of creek restoration project - {$1500} was removed from 2009 budget, however identified as a service level. Parks Activities Qocks and Wharfs: Signage -$800a removed from 2009 budget however identified as service level 2009 budget reflects extension of line 9 docking area and dredging $14,000 reserve funded Rail Trail: 2009 budget reflects current service levels History group interested in installing interpretive signage (Partnership) which could be funded through Rail Trail reserve. Places Activities Community Halls Maintaining current service levels Recommendation to defer any capital projects until the completion of the Strategic Facility Plan Administration Office 2009 budget reflects 1 fjt Facility Maintenance Custodian lan Beard Centre 2009 Budget reflects a 16% increase in rental fee rates and inclusion of distributed wages for pt custodian Old Town Hall Maintaining current service levels (Facility Plan) Arena 2009 revenues reflect 5% increase to minor sport rental rates Exterior siding paint -included in maintenance Strategic Facility Plan to outline future foreseen expenses and provide recommendations Ice Rental Subsidies reflected to reflect actuals ~~ l~cr+~ti~m~ ~ C~~it~,' S+rt~ins {lb I ~t'1' bY`ta ~ '~ ~'~:e°~P'~"~', : ~~y'~' t ~;."~2,F3,~ ~? 5:~`~.~bat?r~iri~'. tt~zl:fit'#t`~ ti't~~1."+~w'P71!'R i<#1e~f t~iP.rti ~S,s.°"g. use?.Ti` itj~ id~'~ - ~~ ~1'~ ~~ +~~ ~l~F~P~r C'F1f' ~t~~oee tip. ~~~' ~~ ~1u. atMl ~~ ~ ~' ~ Caa~e~° ~ '~ ~d ~_~~~ r_ ~e-~ ~ aw~i~c,'~.~rraot t ~ ~o~. 1ce~ pry: Iac 9 Bait Lard P! ~ Taoi -F,rz+~ Titer' ~wr Cam"+e~u P 1 ~a~truata~nr~ ~~~d ~ ~~--~^~t ` ~;~. . ~. O t~- . F~'L'PQl'T L'r~~~f Hr~r~ita~1~~, L'.t~i iri~!.~* 1-~rcture Report No. RC2009-04 To: Committee of the Whole Prepared By: Shawn Binns Meeting Date: March 18, 2009 Subject: 2008 Recreation Program Update Motion # Roll #: R.M.S. File #: RECOMMENDATION{S}: Requires Action For Information Only x It is recommended: 1. That report RG 2009-04 be received BACKGROUND: The following report provides an annual update on Recreation and Gommunity Services Programs, ANAt~YSIS: The Township of Oro-Medonte began offering recreation programming in 2004. Attachment #1 provides a historical and current review of participation rates Attachment #2 provides a financial review of seasonal Recreation Programs, Summer Gamps, and March Break programs offered by the Township of Ora-Medonte. Relation to Council's Manda#e of: Service Excellence, while building a sustainable, healthy community that enriches quality of Life Recreation and Gommunity Services are essential public services with many benefits; research conducted by the Canadian Parks and Recreation Association has concluded that: • Recreation and active living are essential to personal health • Recreation is a key to balanced human development Recreation and parks are essential to quality of life • Recreation reduces self-destructive and anti-soda! behavior • Recreation and parks build strong families and healthy communities • Recreation reduces health care, social service and police/justice costs • Recreation and parks are significant economic generators • Parks, open space and natural areas are essential to ecological survival Recreation and Community Services March 18, 2009 Report No. RC2009-04 Page 1 of 3 Given the increasing obesity rates in Canada, Parks, Trails, Facilities and Recreation Pragrarns is of utmost importance. In 2004, 11.3 million adult Canadians were overweight or obese and obesity rates amongst children has increased 200-300°la over the past 20 years. In addition to increasing obesity rates, Municipalities are experiencing an aging of the population as the baby boomer generation reaches retirement. Recent statistics illustrate the increase of the aging phenomenon, with the 55 plus age cohort doubling in size in many communities in the next 20 years (an increase of 224°lo in t7ro-Medante) Along with the growing alder adult population, this age segment is predicted to lead mare active, independent lives after retirement and expect higher quality services and facilities. Recreation programs participation rates have nearly doubled in 200$ from 2007 participation rates. In 2008 a number of new programs were offered across the Township, such as Summer Camp programming in Moonstone and Horseshoe Valley, Red Cross Swimming !-essons at Bayview Memorial Park, Youth Soccer in Warminster, Line Dancing at Edgar Hall, and Computer programming. An improved format of the Recreation and Community Services Brochure and distribution through Canada Past has created increased community awareness of Recreatian programs and services. In 2008, far the first time Recreatian Programs achieved and exceeded the budget goal of cast recovery of direct expenses and generated net revenues of approximately $13,000. The increased revenues assist in defraying the program administration and institutional casts associated with this service level. Service Excellence As a tool to ensure Customer Service Excelence and Continuous Quality Improvement a participant survey was distributed to participants in the Fall of 2008. Results of the completed surveys have been summarized {Attachment #3), and will be used far program enhancement. ATTACHMENTS: ~ ~ Kecreation Nragram Participation Rates 2) Recreation Program Financial Summary 3) Customer Feedback i) Questionnaire ii) Summary of Feedback -Fall 08 Recreation and Community Services March 18, 2009 Report No. RC2009-04 Page 2 of 3 a RespectfuNy submitted: C.A.fl. Comments: 1 C.A.D. Approval: e' Date: Recreation and Community Services March 18, 2009 Report No. RC2009-Od Page 3 of 3 TOWNSHIP Ot= ORO-MEDONTE SUMMARY OF PROGRAM REVENUE ~ EXPENDITURES 2404-244$ 2004 2005 2006 2007 2008 MARCH BREAK REVENUE 4,014 5,528 5,281 4,533 5,$81 EXPENDITURES Salaries & Benefits 1,218 1,238 1,181 1,819 1,530 Advertising 819 Transportation 1,216 1,384 1,295 1,160 970 Admission Fees 1,732 2,401 2,561 2,515 $24 Supplies 323 212 405 247 129 5,308 5,235 5,442 5,741 3,453 NET REVENUEI(EXPENDITURES} -1,294 293 -161 -1,208 2,428 DAY CAMP REVENUE 8,594 16,151 17,114 18,218 26,944 EXPENDITURES Salaries & benefits 9,527 10,564 13,125 18,25$ 16,451 EducationlTraining 100 Rent gg5 Transportation 965 1,056 Excursion Fees 1, 399 Instructor Fees 2,800 920 1,480 Supplies 3,818 998 1,684 2,084 1,836 13,345 14,362 14,809 22,227 23,207 NET REVENUE/(EXPENDITURES} -4,751 1,789 2,305 -4,009 3,737 EVENING PROGRAMS REVENUE 9,893 14,068 10,608 22,466 43,506 EXPENDITURES Salaries & benefits 221 106 1,115 16,921 Promotional costs 5,282 5,300 5,300 5,065 3,114 Rent 1, 500 559 Instructor fees 6,443 10,550 11,100 13,913 12,022 Supplies 3,093 1,121 1,437 2,172 4,063 16,539 16,971 17,943 22,265 36,679 NET REVENUE!(EXPENDITURES) -6,646 -2,903 -7,335 201 6,827 prepared by Paul Gravelle, Treasurer March 2, 2009 ~' 1,' 880 660 c O ,~ ~ U ~ 440 Q 220 0 2004-2008 Recreation Program Participation 1,01 r~ °, ~.«:, f ~ ~'~ i'.:-;') ~:~: ,.~ k ~' 3} ~.: f~`~~~ ~, ~X3~:1~I t ~{ 58 } ~ <l 51 ~~ ~'' ,~-:7 ,~ "{I ,V~, 4 I j ~Y 4 ~F. r ~, , ^~ ~ ~ ~ , ~j .i ~s% 7 ~~ `' r s, ; ~ >,~, ~~ ir~ ~ ~, ~. ~~ i{~1 ~~~, ~~f ~~~~ ~~~ ~~ ~ ,,~ 1 ~A `~~ 13~ 45 ~ 41 ~~~ ~ g"~ 47 ~' 9~4 ~~ 1~~ `` ,~: n~~ R-, A ~ ~ :~:~ '~l1ni1 nnnc ~,nnn ^ Summer Camps March Break Camps Registered Programs Children and Youth ® Rcgi~tcrcd Program Older Adults ^ Registered Programs Adults Total Per Year ~~•+~ wv.~ wuv LUU l LUUt~ sg~e ~a ~'~~ _._,Fy~, ~,~r `~'~ ~ TOWNSHIP OF ORO-MEDONTE o ~ ~~ PARKS & RECREATION PROGRAM EVALUATION FORM 'a" 148 Line 7 South, Sax 100, Ora, ON LOL 2X0 ~~` ~ ~„`~ ~- ~ sbinns~oro-medante.ca ~"'°'°°- We value your opinion 1. How did you hear about our programs? a) Friends b) Parks & Recreation Brochure c) Township Website d) Other 2. In which program(s) did you register? 3. Was the instructor knowledgeable in the program subject? 4. Did the program meet your expectations? Yes [ ] No [ ] If no, please tell us why. 5. Was the location appropriate? Yes [ ] No [ ] 6. Were the facilities clean and in good condition? Yes [ ] No [ ] 7. Are you planning to register in future programs? Yes [ ] No [ ] If no, please tell us why? 8. Is there a program you would like to see offered by the Parks & Recreation department? 9. In your opinion, what is the overall rating of the program? Please circle one. 1 2 3 4 5 (Low) (High; Please feel free to write on the other side if more space is required. ' _. Program E ~ E ' ~ ~ m ~ Session - FaQ 2008 ~ f a T roc r c ~ ~ ~ ~ ~ ~~ ~ ~ ~ S ro Q v ~ z ~ h ~° a. ~ ° $c~a ea a~0 ` "' UGG ~ ~~ I i n u t > - - ~ How did you hear about the program? t ._ _ ___ _ _... ._. -._ ~_...__._ ._ 1 a) Friends 1 2 1 2 1 1 1 1 5 4 1 2 b) Parks and Rec. Brochure 2 10 8 6 4 3 1 3 c) Township Website d) Other 1 2 1 22 10 7 6 4 2 3 2 6 4 1 2 TOTAL Was the instructor knowledgable in the Yes 3 ii 20 ? 6 4 2 3 2 6 4 1 0 2 0 program subject? No 0 0 0 0 0 0 0 0 0 0 0 Did the program meet expectations? Yes 3 ii 10 6 6 4 2 3 2 6 4 0 1 0 2 0 No 1 0 0 0 0 0 0 0 0 0 Was the location Appopriate? Yes 3 1i 10 7 6 4 2 3 2 6 4 0 1 2 0 Na 1 0 0 0 0 0 0 0 0 0 0 Were facilities clean and in good Yes 3 10 J S 3 4 2 3 2 S 4 1 0 2 0 condition? No 0 0 3 2 3 0 0 0 0 1 0 2 Are you planning to register in future Yes 3 SO 9 5 6 4 2 3 2 6 4 1 0 fl rating of the programs? No 0 0 0 0 0 0 0 0 0 0 0 in your opinion what was the overai program? 1 (Low) 2 3 1 i 4 5 (High) 2 4 7 4 6 1 6 6 1 3 2 3 2 6 3 1 2 Program Ideas ~ Yoga on the weekend; Bootcamp; Yoga at Arena; Pilates later in the evening; Calligraphy; Quitting by t.aretta Hackes; Dog Marchir~; and Comments: ; Ecotourism; making greener choices; retirement planning; ballet far S-10yrs; Creative Drama and Dance for 9-14yrs; more programs towards north (Craighurst and Moonstone); Hip Hap for 12 +; adult pole da ncing; __.__ __ .