06 04 2009 Rec Tech AgendaTownship oV}`
Proud Heritage, Exciting Future
Page
1. ADOPTION OF AGENDA
TOWNSHIP OF ORO-MEDONTE
RECREATION TECHNICAL SUPPORT GROUP
MEETING AGENDA
COUNCIL CHAMBERS
DATE: Thursday, June 4, 2009
TIME: 7:00 p.m.
2. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE
THEREOF: - "IN ACCORDANCE WITH THE ACT"
3. ADOPTION OF MINUTES OF PREVIOUS MEETING:
3-6 a) Minutes of April 2, 2009.
4. DEPUTATIONS:
5. COMMUNICATIONS:
7-10 a) Shawn Binns, re: Draft Facility Rental Policy.
11-13 b) Shawn Binns, re: Draft Playground Policy.
c) Shawn Binns, re: Strategic Facility Plan Update (verbal update).
14-19 d) Shawn Binns, re: FD 2009-04, Richard Playfair, Acting Fire Chief and Shawn
Binns, Director of Recreation and Community Services, re: Township Facility
Fire Inspections.
20 e) Tedd Duncan, re: Correspondence dated June 3, 2009, The Royal Canadian
Legion Branch #619, Warminster, Request to Name Warminster Park "Danny
McHugh Memorial Park".
f) Shawn Binns, re: Summer Camp Policy Manual [to be distributed at the
meeting].
21-22 g) Shawn Binns, re: Correspondence from Mac Shiells, Horseshoe Valley Property
Owners Association, Line 4 Park.
[Addenda]
23-24 h) Shawn Binns, re: Correspondence dated June 3, 2009, Don Childs, Warminster
Firefighters' Association's Request to Assume Warminster Community Hall.
[Addenda]
Page 1 of 24
Page
6. SUB-COMMITTEE UPDATES:
7. ANNOUNCEMENTS
8. NEXT MEETING DATE
June 15, 2009 - 7:30 p.m.
9. ADJOURNMENT
Page 2 of 24
Agenda Item # 3a) - Minutes of April 2, 2009.
M0TI0N7#~~~~'~ -10' ~ d-C
~ ~ TOWNSHIP OF ORO-MEDONTE
RECREATION TECHNICAL SUPPORT GROUP
MEETING: COUNGILD MEETING MINUTES
i Council Chambers
C. OF W.❑,
Thursday, April 2, 2009 TIME: 7:07 p.m.
Present: Reta Regelink Ted Duncan
Kelly Meyer Linda Murray
Regrets: Carolyn Tripp
Council/Staff Mayor H.S. Hughes Councillor John Crawford
Present: Councillor Sandy Agnew
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. RTSGO90402-01
Moved by Regelink, Seconded by Duncan
It is recommended that the agenda for the Recreation Technical Support Group meeting of
Thursday, April 2, 2009 be received and adopted.
Carried.
2. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF:
- "IN ACCORDANCE WITH THE ACT"
None.
3. ADOPTION OF MINUTES OF FEBRUARY 5, 2009.
Motion No. RTSGO90402-02
Moved by Murray, Seconded by Meyer
It is recommended that the minutes of the Recreation Technical Support Group meeting held
on February 5, 2009 be adopted as printed and circulated.
Carried.
Page 3 of 24
Agenda Item # 3a) - Minutes of April 2, 2009.
4. DEPUTATIONS
None.
5. COMMUNICATIONS
a) Shawn Binns, re: Strategic Facility Plan Update.
Motion No. RTSG090402-03
Moved by Meyer, Seconded by Duncan
Q-C
It is recommended that the verbal update provided by Shawn Binns, Director of Recreation
and Community Services, re: Strategic Facility Plan Update be received.
Carried.
b) Councillor Crawford and Councillor Agnew, re: Oro-Medonte Minor Sports Association.
Motion No. RTSG090402-04
Moved by Duncan, Seconded by Regelink
It is recommended that the verbal update provided by Councillor Crawford, re: Oro-Medonte
Minor Sports Association be received.
Carried.
c) Shawn Binns, re: 2009 Budget Recreation and Community Services.
Motion No. RTSG090402-05
Moved by Duncan, Seconded by Murray
It is recommended that the information presented by Shawn Binns, Director of Recreation
and Community Services, re: 2009 Budget Recreation and Community Services be received.
Carried.
d) Shawn Binns, re: Draft Facility Policies.
Motion No. RTSGO90402-06
Moved by Regelink, Seconded by Meyer
It is recommended that the information dated April 2, 2009 presented by Shawn Binns,
Director of Recreation and Community Services, re: Draft Facility Policies be received.
Carried.
Recreation Technical Support Group
Minutes of April 2, 2009
2
Page 4 of 24
Agenda Item # 3a) - Minutes of April 2, 2009.
e) Shawn Binns, re: Trails Update.
Motion No. RTSG090402-07
Moved by Duncan, Seconded by Regelink
It is recommended that the verbal update provided by Shawn Binns, Director of Recreation
and Community Services, re: Trails Update be received.
f) Councillor Crawford, re: Spring Parks Tour.
A tentative date of Saturday, April 25, 2009 at 8:00 a.m. was set.
g) Shawn Binns, re: RC2009-04 - 2008 Recreation Program Update.
Motion No. RTSG090402-08
Moved by Meyer, Seconded by Duncan
Carried.
It is recommended that the information dated March 18, 2009 presented by Shawn Binns,
Director of Recreation and Community Services, re: RC2009-04 - 2008 Recreation Program
Update be received.
Carried.
h) Shawn Binns, re: In Camera Matter - Property Matter (Indian Park Association).
Motion No. RTSG090402-09
Moved by Duncan, Seconded by Regelink
It is recommended that do now go In-Camera at 8:39 p.m. to discuss a Property Matter.
Carried.
Motion No. RTSG090402-10
Moved by Meyer, Seconded by Murray
It is recommended that we do now Rise and Report from In-Camera at 8:52 p.m.
Carried.
Recreation Technical Support Group
Minutes of April 2, 2009
3
Page 5 of 24
Agenda Item # 3a) - Minutes of April 2, 2009.
Motion No. RTSGO90402-11
Moved by Murray, Seconded by Duncan
It is recommended that the confidential verbal update presented by Shawn Binns, Director of
Recreation and Community Services, re: Property Matter (Indian Park Association) be
received.
Carried.
6. SUB-COMMITTEE UPDATES
None.
7. ANNOUNCEMENTS
None.
8. ADJOURNMENT
Motion No. RTSGO90402-12
Moved by Regelink, Seconded by Meyer
It is recommended that we do now adjourn at 9:01 p.m.
Carried.
Councillor Crawford, Chair Marie Brissette, Committee Coordinator
Recreation Technical Support Group
Minutes of April 2, 2009
4
Page 6 of 24
Agenda Item # 5a) - Shawn Binns, re: Draft Facility Rental Policy.
The Township of Oro-Medonte
Recreation & Community Services Department (DRAFT APRIL 2, 2009)
POLICIES, REGULATIONS AND CONDITIONS FOR FACILITY AND SPORTS FIELD RENTALS
INVe (renter or representative of the renter) have made application to use the facility as described in the attached Rental
Permit and agree that the Corporation of the Township of Oro-Medonte or its Agents or Officials, shall in no way, be held
liable for any damage, injury, accident or loss resulting from the use of any Recreation Facility or Park Facility. As a
renter (or representative of the renter), I/We do hereby accept full responsibility for any actions of this group which may be
in contravention of the Policies, Regulations and Conditions governing the Recreation and Community Service Facilities of
the Township of Oro-Medonte as listed below:
All bookings are tentative until a signed copy of the permit and payment is received at the Township
office at the time of booking.
1. GENERAL
a) The issuance of a Facility Permit is entirely at the discretion of the Recreation and Community Services
Department and it reserves the right to cancel any permit temporarily or permanently:
• Should accommodation be required for special events; or in an emergency;
• Upon breach of these rules and regulations;
• Should the Department be of the opinion that the premises are not being used for the purpose(s)
contained in the application;
■ Should the organization/permit holder fall in arrears with the Township of Oro-Medonte
b) The rental contract/permit is not transferable. The facilities named on the Permit are to be used only on the
date(s) and times(s) specified and only for the purpose(s) named. The contract/permit is not valid without a
signature by the applicant. The person submitting this application to obtain a contract/permit on behalf of an
organization must be a person authorized by the organization to do so.
C) All Township of Oro-Medonte facilities are designated SMOKE FREE. Smoking is prohibited within 5 metres of
the entrance or exits of all municipal facilities.
d) All renter/permit holders must comply with Federal Provincial and Municipal By-Laws.
e) Maximum attendance at any facility will be governed by the Township of Oro-Medonte Fire and Emergency
Services regulations and/or Health Department regulations and all exits must be kept free from obstruction at all
times.
FACILITY
Carley Community Hall
Craighurst Community Hall
Eady Community Hall
Edgar Community Hall
Hawkestoga Community Hall
Jarratt Community Hall
Old Town Hall (Oro?
The Oro-Medonte Community Arena
The Oro-Medonte Community Arena
Warminste Community Hall
Lions ports Fields
Vasey Sports Fields
Warminster Park
Richlieu Park
Bayview Memorial Park
CAPACITY
I 80 persons with chairs (68 persons with tables and chairs)
120 persons with chairs (100 persons with tables and chairs)
110 persons with chairs (74 persons with tables and chairs
Main Floor 110 persons with chairs (90 persons with tables and chairs)
Downstairs 59 persons with tables and chairs
I Main Floor 120 persons with chairs (95 persons with tables and chairs)
Main Floor 130 persons with chairs (100 persons with tables and chairs)
Downstairs 100 persons with chairs (80 persons with tables and chairs)
Main Floor 110 persons with chairs (9 persons with tables and chairs)
I Floor Surface 800 persons
Banquet Hall 250 persons with chairs (160 persons with tables & chairs)
Main Floor 59 persons with tables and chairs
N/A
I N/A
N/A
I N/A
I N/A
f) The Township of Oro-Medonte will not be responsible for personal injury or for the loss or theft of clothing or
equipment of the renter/permit holder, or anyone attending on the invitation of the renter / permit holder.
Page 7 of 24
Agenda Item # 5a) - Shawn Binns, re: Draft Facility Rental Policy.
g) The renter/permit holder is responsible for the conduct and supervision of the persons admitted to the facilities
and shall see that all rules and regulation contained in the contract/permit are strictly observed and enforced. Any
damages to facilities and/or furnishings arising from the use of such facilities and/or furnishings
h) The renter/permit holder shall pay, to the Township, all costs arising from the Renter's non-compliance with this
agreement and any expenses for damages caused to the facility/equipment.
The renter/permit holder is responsible to ensure that the kitchen facilities are used for food serving and food
heating only. Cooking food is strictly prohibited and is in violation of fire regulations.
j) The renter/permit holder shall be responsible for the setup and take-down of chairs and tables. All litter and spills
shall be cleaned. Tables and counters are to be wiped down.
k) Cleanup of the facility must be done immediately following the function. Permission shall NOT be granted to
return the next morning for clean up unless authorized in writing. The Township reserves the right to add a
cleaning charge of $250.00 to the rental fee, if the facility is not cleaned when the renter/permit holder departs
from the premises and/or a late vacate charge of $50.00 per hour for every hour or any part thereof if the facility is
not vacated within one hour of the stipulated end time of the function.
The renter/permit holder must comply with Federal, Provincial and Municipal By-laws and resolutions including
those respecting the use of games of chance, lotteries, gambling and alcoholic beverages. Games of chance,
lottery, or gambling in any form, contrary to law is strictly forbidden.
m) It is the responsibility of the renter/permit holder to see that all persons admitted to the function being held have
vacated the premises and grounds promptly as stated on the permit. Facilities must be vacated a maximum of
one hour after permit expires, ensuring that all decorations and function supplies have been removed.
n) With the exception of mobility or hearing assistance animals, no pets are permitted in any Township facility.
o) The Recreation & Community Services Department reserves the right to designate staff to attend any function to
ensure that all regulations are being observed and respected.
P) All merchandise supplied and/or equipment delivered by or for the applicant to a Township owned facility shall be,
and remain solely, at the applicant's risk. The Township shall not be responsible for the care or safekeeping of, or
damages to, said equipment, by any cause whatsoever, unless provided for in writing.
q) The sale of any items including food is prohibited in all facilities unless previously approved by the Township.
The Township may provide a key for access to a facility for a refundable deposit of $25.00. It is therefore agreed
by the undersigned that should this key not be returned within (24) twenty four hours of the function, a charge of
$25.00 will be levied for re-keying and the deposit will not be returned.
S) The Recreation & Community Services Department reserves the right, at its discretion, to request additional
requirements depending on the type.
2. CANCELATION POLICIES
Notice of a booking cancellation by Lessee must be given in writing to the Township Office.
Cancellation received in writing within more than 14 days - full refund less $20.00 administration fee.
Cancellation received in writing within 7 days 50% refund less $20.00 administration fee
Cancellation received in writing less than 48 hours before event date - no refund of rental fee.
No cancellation notice (no show) - no refund of rental fee.
3. PAYMENT
a) Payment for facility rentals is due upon booking to confirm facility rental.
b) Payments for re-occurring bookings can be made by post-dated cheques and are required at the time of booking
to confirm to confirm facility rental.
Page 8 of 24
Agenda Item # 5a) - Shawn Binns, re: Draft Facility Rental Policy.
4. SPECIFIC ICE RENTAL REGULATIONS
a) Ice rentals are based on a 50 minute hour to allow time for maintenance of the ice. Ice. The termination of the ice
rental period is at the discretion of the Township's arena personnel.
b) Offices, lounge, banquet hall and other areas are to be booked separately and are not part of the facility available
to users as part of the ice time rental.
c) The facility is to be used only on the dates and times specified on the permit.
d) No alcoholic beverages are allowed in the dressing rooms or any other unlicensed areas. A Special Occasion
Permit may be obtained to allow alcoholic beverages in the Banquet Hall.
e) Only Township employees are allowed on the ice surface while the ice maintenance machinery is in operation.
f) Only trained personnel shall be allowed to operate the public address system and the scoreboard.
g) Dressing Rooms
• Dressing rooms will be available for each team or organization at least thirty (30) minutes prior to the
rented ice time.
• If two or more dressing rooms are required, a request must be submitted in advance to the Parks and
Recreation Department. An additional charge may apply.
• Each user group is required to leave the dressing room in a clean and orderly condition. It is the
responsibility of the renter to secure the dressing room. Locksets will be re-keyed within 48 hours at the
renter's expense if the issued key is not returned.
• Dressing rooms shall be vacated within forty five (45) minutes following the time shown on the contract.
5. LIQUOR AND ALCOHOLIC BEVERAGES
a) Liquor and Alcoholic Beverages are not permitted unless authorized and the appropriate special occasion permit
(SOP) has been obtained. Obtaining this permit and abiding by the permit regulations is the responsibility of the
contract/permit holder.
b) The Special Occasion Permit Holder must also obtain and sign a copy of the Township of Oro-Medonte Alcohol
Risk Management Policy 2008. The Alcohol Risk Management Policy is designed to minimize and avoid alcohol
related problems with Township Facilities and Parks that could result in claims being directed at the Township,
Community Organizations, Volunteers, and or participants. The Special Occasion Permit Holder or designate
must comply with all aspects of the Townships Alcohol Risk Management Policy.
c) Renter's/Permit Holders must submit a copy of an Insurance Certificate for Special Occasion host Liquor
Liability Insurance in the amount of coverage of $2,000,000.00 naming the Township of Oro-Medonte as
additional insured.
d) A $500.00 refundable damage deposit is required for all events requiring a Special Occasion Liquor License.
A copy of all documentation required under the Municipal Alcohol Policy is to be forwarded to the Recreation and
Community Services Department not later than 14 days prior to the event. Failure to provide all documentation
within this time frame WILL result in the cancelation of the facility rental permit.
Page 9 of 24
Agenda Item # 5a) - Shawn Binns, re: Draft Facility Rental Policy.
6. Insurance
Each individual, group, organization or group of organizations operating an event in a Township of Oro-Medonte
facility or park must provide proof of insurance (if required) to qualify for a facility permit for their event.
Please check ONE category that best describes your event:
[ ] Private/Community Not for Profit Rentals / Events
Private/invitation gatherings that are by invitation only and not open to the general public. This is noted in the
Special Occasion Permit as Reception Permit.
Example: Wedding, Anniversaries, Private Sports Groups not advertised to the public, etc
Community Not For Profit Rentals - This includes events co-coordinated by Community Associations, Community
Service Groups, Horticultural Society, History Association, and Community Hall Boards.
No insurance coverage is required by the Township of Oro-Medonte; however, it is recommended that the
Lessee consult an insurance broker or solicitor to determine whether the obtaining of insurance coverage is
advisable.
The Township reserves the right to request liability insurance depending on the nature of the event
[ ] Public Participation Rentals/Special Event
All activities on Township property which will be advertised to the general public or to which the general public will
be encouraged to attend, require the renter/permit holder to provide proof of the following form of coverage for
the period of the activity, at the time the facility permit is issued:
Carry public liability and property damage insurance, with an insurer satisfactory to the Township, in an amount
not less than two million dollars ($2,000.000.00). This insurance shall name the Corporation of the Township of
Oro-Medonte as an additional insured for the period of the activity stated on the facility permit.
Examples: Dances, Recreation Program /Course i.e karate lessons, etc
[ ] Sports Leagues
All sports activities on Township property which will be advertised to the general public or to which the general
public will be encouraged to register, require the renter/permit holder to provide proof of coverage for the period of
the activity, at the time the facility permit is issued:
Carry public liability and property damage insurance, with an insurer satisfactory to the Township, in an amount
not less than two million dollars ($2,000.000.00). This insurance shall name the Corporation of the Township of
Oro-Medonte as an additional insured for the period of the activity stated on the facility permit.
[ ] Activities involvina an LLBO Special Occasion Permit
See section 5 and refer to Municipal Alcohol Policy 2008
Documentation Reauirements
At least two weeks prior to the event date, the Recreation & Community Services Department must receive
the following documentation:
■ Signed Facility Rental Permit / and Rules and Regulations
■ Proof of Insurance coverage naming the Corporation of the Township of Oro-Medonte as a
third party.
■ Special Occasion Liquor License
■ Copy of Smart Service Licenses and one piece of photo ID for each Bartender
■ The Alcohol Risk Management Policy Appendix A, B and/or C
Renter/Permit Holder (Print)
(Sign)
Date
Page 10 of 24
Agenda Item # 5b) - Shawn Binns, re: Draft Playground Policy.
TOWNSHIP OF ORO-MEDONTE
Muncicipal Playground Policy
Original May 2009
Township of Oro-Medonte Municipal Playground Policy
Page 11 of 24
Agenda Item # 5b) - Shawn Binns, re: Draft Playground Policy.
Oro-Medonte Township
Policy
section subject Number of Policy/Procedure
Recreation and Municipal Playground Policy Paqes 3 # POL-PR- 00
Community Services Enacted By Council
1.0 PREAMBLE
Principles upon which the policy statements have been prepared involve:
• The commitment of the township to provide the highest possible level of
community service and safety within the confines of staffing and budget.
• Acknowledgement of the value of play for all children regardless of age, gender
or ability; and
• The commitment to provide interesting and stimulating play experiences to meet
community needs.
1.1 PROVISION OF PLAYGROUND
1.1a: Playgrounds will be provided and maintained throughout the township based on
a range of factors and will primarily meet identified community needs.
1.1b: Continuous asset monitoring, refurbishment and replacement will optimize
provision of safe playgrounds.
2.0 DESIGN OF PLAYGROUND
2.1: Playgrounds will be designed with a range of creative play opportunities and
adequate infrastructure to meet user needs.
2.2: All playgrounds shall be designed to meet relevant safety standards.
3.0 ACCESSIBILITY
3.1: All playgrounds will offer reasonable access to a diverse range of children and
families.
3.2: Accessibility shall be assessed on an ongoing basis as community needs
develop.
4.0 SAFETY IN PLAY
4.1: All playgrounds will comply with relevant Standards.
4.2: Playground environments will be open and secure.
4.3: Council will ensure that other activities do not compromise safety in and near
playgrounds. (Traffic speed, dogs, smoking, construction activities and the like)
4.4: Playgrounds shall be inspected and records of these inspections shall be
available on a regular basis.
Township of Oro-Medonte Municipal Playground Policy
Page 12 of 24
Agenda Item # 5b) - Shawn Binns, re: Draft Playground Policy.
5.0 MAINTENANCE
5.1: All playgrounds on Township property will be maintained and inspected by the
Township of Oro-Medonte.
5.2: The minimum standard of maintenance shall be the condition as constructed.
5.3: Maintenance shall be performed based on inspections.
5.4: Due to staffing limitations there shall be no winter maintenance of playgrounds
and they shall be considered closed at these times.
5.5: Any additions or modifications to playgrounds shall be done to current standards.
5.6: Inspections shall include a yearly detailed inspection of each playground. There
shall be regular detailed inspections of each playground during months of
operation; and weekly visual inspections.
6.0 SMOKING
6.1: It shall be prohibited to smoke within or near any Township playground. It shall
also be prohibited to dispose of any extinguished smoking material within any
Township park.
7.0 DEFINITIONS OF EVENTS
7.1: Playgrounds will be promoted to the local and broader community.
Township of Oro-Medonte Municipal Playground Policy
Page 13 of 24
Agenda Item # 5d) - Shawn Binns, re: FD 2009-04, Richard Playfair, Acting Fire C...
Township of
REPORT Proud Heritage, Exciting Future
Report No. To: Prepared By:
FD 2009-04 Committee of the Whole Richard Playfair and
Shawn Binns
Meeting Date:
May 6, 2009
Roll
RECOMENDATION(S)
Requires Action
Motion #
R.M.S. File
For Information Only
It is recommended that:
1) Report FD2009-4 be received and adopted
2) The expenses outlined in report FD2009-04 be approved and funded through
reserves
3) That Warminster Community Hall be retired as a public facility
4) That Carley Community Hall be closed for public use pending the results of the
Strategic Facility Plan
BACKGROUND:
The Fire Protection & Prevention Act (1997) is Provincial Legislation that requires that
all Public Occupancy buildings in the Province of Ontario be inspected annually and that
the Ontario Fire Code must be the guiding document for compliance. However, National
Fire Protection Association (NFPA) and the Ontario Building Code are other standards
that may be applied to the inspection process to clarify compliance.
Failure to complete this requirement can result in serious charges and fines under the
Act.
This requirement was identified as an immediate priority by the Fire and Emergency
Services Department as in the past the Township facilities had only been subjected to a
minimal inspection process and within the past three (3) years had not been inspected
at all. Fire Inspections were completed on all Township Facilities by a Co-op placement
Fire Inspector under the guidance of the Acting, Fire Chief.
The Fire Inspections identify facility deficiencies which require corrective action to be in
compliance with the Fire Code. Failure to comply immediately puts the public at risk
(safety) and the Municipality at risk (liability).
In addition to the Fire Inspections a Fire Safety Plan was prepared for each facility and
is now posted. All staff will be oriented on the Fire Safety Plan.
Fire and Emergency Services
Report No. FD2009-04
Subject:
Township Facility Fire
Inspections
May 6, 2009
Page 1 of 6
Page 14 of 24
Agenda Item # 5d) - Shawn Binns, re: FD 2009-04, Richard Playfair, Acting Fire C...
Fire Plans are requirement to ensure Occupational Health and Safety.
ANALYSIS:
Fire and Emeraencv Services
Buildings had several deficiencies which were addressed incurring un-foreseen
expenditures of $4,284. The Fire Stations are now in compliance with the act.
Transportation and Environmental Services
The Township Public Works yards had several deficiencies noted the majority of
deficiencies are housekeeping issues and are able to be dealt with without additional
resources.
Additionally the following is required:
Gas storage at the North Yard will be removed and accounts will be obtained at local
service stations to purchase gasoline for the patrol trucks. This will correct the infraction
of the existing tank being located too close to the works garage.
Fire extinguishers will be upgraded to the required size as per the inspection report for
both works yards.
The violation of flammable or combustible liquids (ie propane, acetylene &motor oils)
stored within shop must be housed in an approved cabinet. As well all spare truck and
equipment tires must be store outside of the shop area. Thus two outside storage units
must be purchased (1 for each yard) to store the above noted items. The cost for each
unit will be approximately $4500.00.
Prior to the Fire Safety Inspection Report staff realized various electrical deficiencies
within both works yards. The Electrical Safety & Utilities Authority was contacted to
provide a list of the required improvements and repairs for all the electrical issues.
Quotations have been received from local contractors for the upgrades at a quoted price
of $10,014.00.
The total cost to bring both yards into compliance with the Ontario Fire Code within
Transportation Services will be approximately $20,000.00.
Recreation and Communitv Services
The following is a summary of the deficiencies for each facility as well as anticipated
expenses. Additionally options to deal with the deficiencies are provided.
Note: All housekeeping deficiencies which do not require resources have or will soon be
resolved. Buildings also have also had battery powered smoke detectors and Carbon
Monoxide Detectors Installed.
Fire and Emergency Services May 6, 2009
Report No. FD2009-04 Page 2 of 6
Page 15 of 24
Agenda Item # 5d) - Shawn Binns, re: FD 2009-04, Richard Playfair, Acting Fire C...
Administration Offices
Item
Repair all damaged fire separations
Repair Exit
Anticipated Budget
$500
$500
Additionally all combustible items stored in the mechanical and electrical rooms must be
removed and stored elsewhere. To facilitate this, an additional outdoor storage unit
would need to be purchased at an expense of approximately $5,000.
Community Halls
Due to the age and varying levels of maintenance on the individual community halls
there were a number of deficiencies noted in the inspection reports.
Old Town Hall
Item Anticipated Budaet
Repair damaged fire separations through building $ 1,000
Clear rear exit sign of obstructive lighting $ 500
Provide fire separation for furnace/service area from assembly room $ 2,500
Fire separate stair from basement to designated exit $ 1,000
Install self closing device on all exterior exit doors $ 500
Provide updated exit sign for front entry $ 500
Total $ 6,000
Jarratt Community Hall
Item Anticipated Budaet
Door repair and self closers $1,200
Fire separate storage room and cleaning room $1,800
Total $3,000
Hawkestone Community Hall
Item
Anticipated Budaet
Repair Fire Separations
$1,000
Install Self Closers for upper and lower exit doors
$1,000
Provide emergency lighting/ replace exit sign combo packs
$1,500
Fire separate oil tank storage room
$1,500
Fire separate main floor storage room
$ 500
Total
$5,500
Eady Community Hall
Item
Anticipated Budaet
Install self closing devices on basement, upper and front doors
$1,500
Repair breaches in fire separations
$1,000
Total
$2,500
Fire and Emergency Services May 6, 2009
Report No. FD2009-04 Page 3 of 6
Page 16 of 24
Agenda Item # 5d) - Shawn Binns, re: FD 2009-04, Richard Playfair, Acting Fire C...
Craighurst Community Hall
Item Anticipated Budaet
Install self closing device front door, adjust rear door $700
Repair/replace ceiling tiles $200
Total $900
Edgar Community Hall
Item Anticipated Budget
Install self closing devices on upper and lower doors, repair front $1,500
Install exit sign above door upper hallway $ 500
Provide fire rated enclosures around furnace and oil tank room $2,500
Remove abandoned wiring in exit from lower level $ 700
Total $5,200
Carley Community Hall
Item Anticipated Budaet
Repair exit doors $ 500
Install exit light egress to classroom $ 500
Provide emergency lighting/ replace exit sign combo packs $1,500
Fire rate underside of first floor assembly $2,500
Total $5,000
Warminster Community Hall
Item Anticipated Budaet
Install self closing devices on doors / repair doors $2,000
Provide emergency lighting/ replace exit sign combo packs $1,500
Fire rate underside of first floor assembly $2,000
Total $5,500
Arena
Item
Anticipated Budaet
Repair doors (front, lobby, dressing room #6)
$3,500
Replace locks on dressing rooms doors
$2,000
Install exit/emergency light combo packs
$1,500
Repair/replace ceiling tiles in banquet hall
$ 200
Install self closing devices on doors
$1,000
Install fire rated ceiling Olympia room
$2,000
Total
$10,200
Ian Beard Complex
All deficiencies have been addressed
Fire and Emergency Services May 6, 2009
Report No. FD2009-04 Page 4 of 6
Page 17 of 24
Agenda Item # 5d) - Shawn Binns, re: FD 2009-04, Richard Playfair, Acting Fire C...
Options
Council has two options to address the deficiencies. The first option involves addressing
the deficiencies. The second option is to close either permanently or temporarily until
the deficiencies are addressed.
Due to large amount of capital investment required to keep Warminster Community Hall
viable as a public facility both from Fire Safety requirements, projected repairs,
maintenance and the limited amount of use, it is recommended that consideration be
given to retiring this facility.
Due to large amount of capital investment required to keep Carley Community Hall
viable as a public facility and the limited amount of public use, it is recommended that
consideration be given to temporarily close Carley Community pending the results of the
Strategic Facility Plan.
Additionally, moving forward monthly fire inspections are required under the act and to
ensure due diligence is being exercised, this cannot be adequately maintained by
volunteers. Additional staff time will be required to perform the monthly inspections.
FINANCIAL:
Fire & Emergency Services
$4,284
Transportation and Environmental Services
$40,000
Recreation and Community Services
Administration Office $6,000
Old Town Hall
$6,000
Jarratt Hall
$3,000
Hawkestone Hall
$5,500
Eady Hall
$2,500
Craighurst Hall
$ 900
Edgar
$5,200
Carley Hall
$5,000
Warminster Hall
$5,500
Oro-Medonte Arena
$10,200
$49,800
Total All Facilities $94,084
+Contingency 10% $ 9,000
Total $103,084
Fire and Emergency Services May 6, 2009
Report No. FD2009-04 Page 5 of 6
Page 18 of 24
Agenda Item # 5d) - Shawn Binns, re: FD 2009-04, Richard Playfair, Acting Fire C...
POLICIES/LEGISLATION:
• Fire Protection & Prevention Act
• Ontario Fire Code
• Ontario Building Code
• Occupational Health and Safety Act
CONSULTATIONS:
Director, Transportation and Environmental Services
Director, Finance
Senior Management Team
CONCLUSION:
• The required deficiencies must be addressed to comply with legislation, and
ensure public safety.
• Options have been provided for Council's consideration for Warminster Hall and
Carley Hall.
Respect 11 submitted:
C
Richard Playfair
Acting Fire Chief
Respectfully submitted:
Shawn Binns
Director, Recreation and Community Services
C.A.O. Comments:
C.A.O. Approval:
t
2_2 _4
' ' 2~9
Date:
Fire and Emergency Services
Report No. FD2009-04
May 6, 2009
Page 6of6
Page 19 of 24
Agenda Item # 5e) - Tedd Duncan, re: Correspondence dated June 3, 2009, The
Roya...
The Royal Canadian Legion
Branch #619
Warminster, Ontario LOK 1GO
Council of
Oro-Medonte Township
June 03, 2009
Dear Mayor and Council;
The Royal Canadian Legion Branch #619 Warminster requests that the Township
honour the late Danny McHugh of the village of Warminster by re-naming the
Warminster Ball Park the "Danny McHugh Memorial Park".
Danny McHugh was a life long resident of Warminster and a long time member of
our Legion Branch. He was well respected for his skill as a fastball pitcher and all-round
player in Warminster where he grew up playing the game in the Warminster Ball Park.
The Warminster diamond was a place where kids of the Village could play ball, or watch
ball played by adults like Danny McHugh who learned the game there. It was a safe place
for kids to be, even in winter. Danny was among a group of men who flooded and
maintained a skating rink there years ago.
Danny played in leagues all over the North Simcoe area from Orillia to Barrie to
Elmvale and beyond from the 50's through to the 70's. His abilities were recognized at a
young age when he first played as a teenager in the Orillia Men's league. Danny's
durability was legend, often playing on more than one team in different leagues during
the same season. Often the strength of his pitching arm and his skills carried his team
through a tournament to victory. He could hit and field as well as anyone that he played
with through the seasons as well. His peers respected him for his skills and
sportsmanship. Many have memories of the Labour Day Warminster Tournament and
Danny with his Warminster team hosting it. You could say that he was Mr. Fastball in
Warminster and the North Simcoe area.
Danny was always ready to help anyone who wanted to learn the game that he so
loved to play. He sure liked to tell stories about the game and those who played it with
and against him. The Warminster Legion and the residents of the Village would be proud
to have the Warminster Ball Park named after such a fine player and Citizen.
Alba McFadden 41
1
President,
Warminster Legion Br#619
Page 20 of 24
Agenda Item # 5g) - Shawn Binns, re: Correspondence from Mac Shiells, Horseshoe
Y
Mr Mayor and Councillors
We are here representing the Horseshoe Valley Home Owners
Association.
Our purpose today is to seek your approval to place a 60' x 120 `
concrete pad at the 4th line park suitable for possible future
refrigeration and a roof.
It may be helpful to review the development of the 4the Line park
so far.
With over a thousand residents in Horseshoe Valley alone, the
Homeowners decided that the time had come to develop a small
activity park for the community on land donated for recreational
use by the Horseshoe developer.
Council approved a jogging trail and the installation of exercise
locations along the trail. Accordingly in coordination with Parks &
Rec. a jogging trail was installed three years ago.
A twelve piece `Green Gym' (an outdoor adult exercise gym) was
installed last year. The first of its kind in the Region. The cost of
equipment was shared equally between the Township and
Horseshoe residents and the site preparation and installation was
entirely covered by local volunteers. The township is now using
the `Green Gym' to provide Oro-Medonte residents with a `Boot
Camp' experience. Our understanding is that an additional Camp
had to be added to meet demand.
Council also approved a temporary ice surface to be tried out on
the car park leading to fitness trail to determine demand.
Two years ago a small temporary ice surface was installed by
volunteers on the parking lot leading to the jogging trail. It proved
Page 21 of 24
Agenda Item # 5g) - Shawn Binns, re: Correspondence from Mac Shiells, Horseshoe
P
very popular and so last year with Parks and Rec. approval, at our
expense via donations and work in lieu (for which the township
gave charitable receipts we put in a water supply line and cleared
an area large enough to put in a temporary 120' x 60' ice surface.
behind the parking lot and adjacent to the jogging trail. The surface
attracted many residents and non-residents alike and was busy
much of the Winter.
The temporary rink requires a lot of work and many volunteers on
a roster system. The biggest jobs for the volunteers are; the initial
set up (boards and plastic underlay) the clearing and ice surfacing
during the season ( we have about 30 snowfalls per season) which
damages the plastic and of course the volunteers re-flood after
thaws.
A pad will greatly enhance the ease of maintaining the ice and
could be used for other activities during non winter months.
We would like to place the pad at the back of the existing parking
lot, close to where it has been for the last two years and near the
water supply line that was installed last winter. The pad would also
contain piping that would allow for artificial ice at some future
date. There would be minimal expense to the township as in kind
work plus funds already raised would cover most of the
construction cost. Should we need more then we will continue to
fundraise.
We want to take advantage of the momentum that has been built up
over the last couple of years and show our members that we are
progressing with the park's development.
We have had a survey done which is currently being incorporated
into a site plan by our (volunteer) landscape architect. We
anticipate that landscaping will be covered from targeted fund
raising.
Page 22 of 24
Agenda Item # 5h) - Shawn Binns, re: Correspondence dated June 3, 2009, Don Chil...
WARMINSTER FIREFIGHTERS ASSOCIATION
c/o Don Childs
13 Conder Drive
Coldwater, ON LOK lE0
(705) 329-0061
June 3`d, 2009
Mr. Shawn Binns
Director, Parks & Recreation
Township of Oro-Medonte
P.O. Box 100
Oro, Ontario
LOL l X0
Dear Shawn,
Please accept this brief outline of a proposal regarding the request by the Warminster Firefighters
Association to purchase and assume management of the operation of the Warminster Community
Hall from the Township of Oro-Medonte.
It is our understanding that Mayor and Council may be voting on the recommendation to retire
the community hall in Warminster. We would like you to consider the following proposal on
behalf of our association:
• That we purchase the Warminister Community Hall from the Township of Oro-Medonte for
the price of $1.00 (CDN), free and clear.
• That a board (or committee) made up of association members be made up to run the
community hall and be responsible for paying all expenses and raise the necessary revenues to
ensure that there is no financial deficit.
• To ensure that the hall is maintained according to Building Code, Fire Code and Health
Regulation standards.
Page 23 of 24
Agenda Item # 5h) - Shawn Binns, re: Correspondence dated June 3, 2009, Don Chil...
- Page Two -
• To complete all necessary repairs to ensure that the community centre remains in (or is
brought to) an acceptably maintained condition.
• To continue to make the community hall available for rent by existing customers (Kinsmen)
and potential customers within the community: residents, groups, associations, etc.
• That the rental of the hall will be done so in a similar fashion (or the same fashion) as is
currently done so by the Township of Oro-Medonte in renting their own facilities.
Shawn, we have spoken about the possibility of purchasing the hall from the township for a long
time now knowing that it wasn't making enough money to pay for its own expenses. Without
appearing negative in anyway, we believe, as an active association, that we can properly rent out,
maintain and pay for the Warminster Community Hall and have it used by the area groups and
residents for a nominal fee and for reasons for which the hall was initially built. Although it isn't
used as much now, we will have a complete marketing plan in place for your consideration in
hopes that this may go before our mayor and council through your office.
We would also, at this time, appreciate consideration of a similar insurance arrangement as now
in place with the Rugby Community Hall. As insurance costs continue to increase, this is a
concern for us. If we run the hall according to the policies and procedures of the Township of
Oro-Medonte, it is our hope that we can be insured under the township's policy paying our fair
share of the rate. We would also like Mayor and Council to consider exempting the hall from the
payment of municipal taxes, if the hall is currently subject to them, in consideration of the hall
being run by a volunteer organization and the fact that the retired hall will no longer be an
expense to the township.
Thank you for your time and consideration. We will work with you, the Mayor and Council in
anyway so that we can best provide for the needs of the community in a fair and beneficial way.
You s truly,
Don Childs
Page 24 of 24