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10 20 2009 Rec Tech AgendaTOWNSHIP OF ORO-MEDONTE RECREATION TECHNICAL SUPPORT GROUP MEETING AGENDA COUNCIL CHAMBERS Township of Tuesday, October 20, 2009 Proud Heritage, Excitbkq Future 7:00 p.m. Page 1. ADOPTION OF AGENDA a) Motion to adopt agenda. 2. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF: - "IN ACCORDANCE WITH THE ACT" 3. ADOPTION OF MINUTES OF PREVIOUS MEETING: 2-5 a) Motion to adopt minutes of Thursday, September 10, 2009. 4. DEPUTATIONS: 5. COMMUNICATIONS: 6-8 a) Oro Medonte Minor Sports Association, minutes of meeting held on August 25, 2009. 9 b) Oro Medonte History Association, minutes of meetings held on August 26, 2009 and September 23, 2009. 10 c) Community Hall Board Meeting, minutes of meeting held on September 23, 2009. d) Shawn Binns, Director of Recreation and Community Services and Robert Lockhart, RETHINK GROUP, re: Facility Master Plan Update. 6. SUB-COMMITTEE UPDATES: 7. ANNOUNCEMENTS 8. NEXT MEETING DATE 9. ADJOURNMENT Page 1 of 10 Agenda Item # 3a) - Motion to adopt minutes of Thursday, September 10, 2009. Township o f Proud Hrritage, Exciting Feature Thursday, September 10, 2009 Present: Regrets: Staff Present: ADOPTION OF AGENDA THE TOWNSHIP OF ORO-MEDONTE RECREATION TECHNICAL SUPPORT GROUP MEETING MINUTES Council Chambers 7:06 p.m. 2006 - 2010 COUNCIL Mayor H.S. Hughes, arrived at 7:15 p.m. Councillor Sandy Agnew, left at 7:55 p.m. Councillor John Crawford Ted Duncan Kelly Skinner-Meyer Linda Murray Reta Regelink Carolyn Tripp John Thornton Shawn Binns, Director of Recreation and Community Services; Marie Brissette, Committee Coordinator a) Motion to adopt the agenda. Motion No. RTSG090910-01 Moved by Tripp, Seconded by Skinner-Meyer It is recommended that the agenda for the Recreation Technical Support Group meeting of Thursday, September 10, 2009 be received and adopted as amended. Carried. 2. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF: - "IN ACCORDANCE WITH THE ACT" None declared. Page 1 of 4 Page 2 of 10 Agenda Item # 3a) - Motion to adopt minutes of Thursday, September 10, 2009. Minutes of the September 10, 2009 meeting of Recreation Technical Support Group. 3. ADOPTION OF MINUTES OF PREVIOUS MEETING: a) Minutes of the Recreation Technical Support Group meeting of June 17, 2009. Motion No. RTSG090910-02 Moved by Duncan, Seconded by Regelink It is recommended that the Recreation Technical Support Group meeting held on June 17, 2009 be adopted as printed and circulated. Carried. 4. DEPUTATIONS: None. 5. COMMUNICATIONS: a) Shawn Binns, Director of Recreation and Community Services, re: Draft Strategic Facility Plan. Motion No. RTSG090910-03 Moved by Sinner-Meyer, Seconded by Tripp It is recommended that the verbal update provided by Shawn Binns, Director of Recreation and Community Services, re: Draft Strategic Facility Plan be received. Carried. b) Shawn Binns, Director of Recreation and Community Services, re: Line 4 Park update. Motion No. RTSG090910-04 Moved by Tripp, Seconded by Regelink It is recommended that the verbal update provided by Shawn Binns, Director of Recreation and Community Services, re: Line 4 Park be received. Carried. Page 2 of 4 Page 3 of 10 Agenda Item # 3a) - Motion to adopt minutes of Thursday, September 10, 2009. Minutes of the September 10, 2009 meeting of Recreation Technical Support Group. c) Shawn Binns, Director of Recreation and Community Services, re: Fall 2009 Recreation Guide. Motion No. RTSG090910-05 Moved by Skinner-Meyer, Seconded by Duncan It is recommended that the verbal update provided by Shawn Binns, Director of Recreation and Community Services, re: Fall 2009 Recreation Guide be received. Carried. d) Shawn Binns, Director of Recreation and Community Services, re: Warminster Park "Danny McHugh Memorial Park" Opening Celebration - September 27, 2009. Motion No. RTSG090910-06 Moved by Skinner-Meyer, Seconded by Tripp It is recommended that the verbal update provided by Shawn Binns, Director of Recreation and Community Services and Ted Duncan, re: Warminster Park "Danny McHugh Memorial Park" Opening Celebration - September 27, 2009 be received. Carried. e) Shawn Binns, Director of Recreation and Community Services, re: Bayview Memorial Park Creek Opening Celebration - September 24, 2009. Motion No. RTSG090910-07 Moved by Tripp, Seconded by Regelink It is recommended that the verbal update provided by Shawn Binns, Director of Recreation and Community Services, re: Bayview Memorial Park Creek Opening Celebration - September 24, 2009 be received. Carried. Page 3 of 4 Page 4 of 10 Agenda Item # 3a) - Motion to adopt minutes of Thursday, September 10, 2009. Minutes of the September 10, 2009 meeting of Recreation Technical Support Group. f) Shawn Binns, Director of Recreation and Community Services, re: Draft Agreement with the Oro-Medonte Chamber of Commerce for Production and Printing of Three (3) Seasonal Issues of the Recreation and Community Services Brochure. Motion No. RTSG090910-08 Moved by Regelink, Seconded by Duncan It is recommended that the Draft Agreement with the Oro-Medonte Chamber of Commerce for Production and Printing of Three (3) Seasonal Issues of the Recreation and Community Services Brochure presented by Shawn Binns, Director of Recreation and Community Services be received and forwarded to Council for their consideration. Carried. 6. SUB-COMMITTEE UPDATES: None. 7. ANNOUNCEMENTS None. 8. NEXT MEETING DATE To be determined. 9. ADJOURNMENT a) Motion to adjourn. Motion No. RTSG090910-09 Moved by Skinner-Meyer, Seconded by Regelink It is recommended that we do now adjourn at 9:04 p.m. Councillor John Crawford, Shawn Binns, Director of Chair Recreation and Community Services Carried. Page 4 of 4 Page 5 of 10 Agenda Item # 5a) - Oro Medonte Minor Sports Association, minutes of meeting hel... Oro Medonte Minor Sports Association Minutes August 25, 2009 Attendees: Jim Fockens, Steve Fors, Sandie Spattz, Paul Partridge, Liz Snoei, Justin Hodgkinson, Councillor Agnew, Kelly Key, Christine Richards Regrets: Ed Moriarity, Peter Robinson, Cindy Pain, Ted Duncan, Shawn Binns 1. Adoption of agenda - motioned by Liz, second by Kelly, all in favour 2. Approval of minutes - motioned by Sandie, second by Kelly, all in favour 3. Business -A) Presentation by Andrew Palm - Group Sales for the Toronto Marlies • Christine met with Andrew to discuss the possibilities of a fundraising event in conjunction with the Toronto Marlies. • OMMSA Day @ Ricoh Coliseum • If we meet our target ticket sales, we will receive: *one hour of pre-game ice time * fan tunnel - some of our fans can high-five the Marlies as they come out on the ice * bench kids - 4 kids can watch the Marlies warm-up from their team bench * TICKET DRIVE GOAL - $1500 to OMMSA * Marlies Future Start Program - one minor sports team will be permitted to line up on the blue line with the Marlies as they are introduced • Tickets will be $25/person • Game date - Wednesday December 30, 2009 - put to a vote Motioned by Kelly, second by Sandie, all in favour, Motion carried • Will promote with OMMSA at upcoming community events such as the Oro Fair, Marlies to provide their mascot "Duke the Dog", • $1500 deposit required to book Dec. 30 as OMMSA day at Ricoh • Hope to sell 500 tickets between all minor sports organizations • Silent auction - will supply some equipment with autographs to increase fundraising at this event Page 6 of 10 Agenda Item # 5a) - Oro Medonte Minor Sports Association, minutes of meeting hel... • possible meet and greet with the players after the game B) Community Awareness Information Booths - Christine asked for approval from the board to reallocate funds from the registration software to a marketing fund to cover the costs of a banner and booths at the Oro Fair. Oro Fair - September 18-19 $ 60 for outdoor booth plus $10-15 for hydro This is an important time to promote our organization as many school-aged Children will be at the fair on Friday pm. Christine will be available on Friday, but will be unavailable Saturday. Paul to provide a covered tent as well as photocopied pamphlets made by Christine promoting the OMMSA and the Marlies fundraising event in Dec. Duke the Dog and Andrew will also be at the fair on Friday to help. Sandie to check with RBC about VISA/MC acceptance for payment of Marlies tickets. Christine asked to have business cards and pamphlets promoting OMMSA. Motion to make cards and pamphlets - Motioned by Kelly, second by Paul, all in favour, motion carried. Newsletters will be made in the spring and fall detailing upcoming events, articles of interest. If any minor sport would like to include something for the pamphlet, please contact Christine. Shanty Bay Festival - September 12, 10-12 am - Christine will set up here to promote OMMSA. Booth fee of $20. Coldwater Fair - September 25-27 OMMSA will not be at this event. C) Website - executive members have read email correspondence with Sean Scott of SAS Creative. To date, he has failed to get our website project completed as outlined by Christine. Christine has had great difficulty getting him to respond. We have set September 7th for the entire job to be completed. It has been requested that at that time, he give all information and work he has completed to OMMSA. Sean has requested the contact information for each of the groups. She has given him your name and email address and he is to copy her on all correspondence. Please also copy Christine on all correspondence you send to him. Page 7 of 10 Agenda Item # 5a) - Oro Medonte Minor Sports Association, minutes of meeting hel... D) OTF Report due November 15th Report will approach OTF for reallocation of funds from registration software to marketing and advertising. Motion to reallocate some funds by Sandie, second by Jim, all in favour, Motion Carried. E) Endorsement Letter - Harmonized sales tax Christine drafted a letter to send to MPPs, Premier Each minor sport please sign and bring for Christine to mail. Christine will be educating families at the Oro Fair to sign the letter as well OMMSA is now set up for banking at the RBC at the Westridge Plaza in Orillia. Motion to adjourn - Paul, second by Steve, all in favour. TO DO LIST BEFORE NEXT MEETING: Christine will book Marlies Day - December 30, 2009 Christine will book Marlies Mascott for the Oro Fair Christine to make pamphlet for Oro Fair Each minor sport to sign 3 Letters of Endorsement from Christine regarding harmonized sales tax Christine and Jim to create a new letter of employment/contract transferring f from Oro Hockey to OMMSA Next Meeting - mid October - date still to be determined. Page 8 of 10 Agenda Item # 5b) - Oro Medonte History Association, minutes of meetings held on... Oro-Medonte History Association Minutes September 23, 2009 Attendance: Allan Howard, Chair; Geoffrey Booth, Vice-chair; Margaret Prewer; Bruce Wiggins; Sheila Kirkland, secretary Absent: Jadeen Henderson Minutes of August 26 meeting. Moved by Margaret and seconded by Bruce they are accepted as circulated. Correspondence • NHSAO email re: pre-conference tour to Almonte. Discussion about attendance and none to attend this year as too close to the 160`h Anniversary celebration for the African church. • Email re: chair set up at Trinity. Thursday at loam in auditorium and Friday at 9pm in the gym. Also included email about the sound system and updated action plan. Allan and Geoff will take care of the sound system at the African church. • Email re: Booth family tree. Looking for Geoffrey for information. He will follow-up with suggestions of the Medonte book, Fairvalley cemetery records, and the Simcoe County Archives. • Hand written history of the graves from settlers located on the corner of the 13 Concession and Bass Lake Side road on property currently owned by George Anderson was received. Allan will make copies and forward to members with a copy to be kept in the errata file for Kith'n Kin/Medonte books. • Email from Shawn Binns re: setting up file for errata sheets, minute storage, portable banners, and enlarged print of the ground radar-see Old Business. Old Business • Jadeen did not send email address of Black family genealogy that was for sale on the internet to Geoffrey so no action taken at this time. • Portable banners not being pursed right now as too close to the NHS event-Will discuss artwork, etc at a future meeting. • Rail Trail report from Geoffrey. The group is meeting in early October with a group to fundraise. Each plaque is $2000.00 and they are targeting Oro Station for the spring. It will combine rail history, local history, and pictures. They plan a total of 5 along the trail. • We are waiting for Samah to laminate the large copy of the ground radar that was enlarged earlier this year so we can use it on October 3. New Business None at this time. Next meeting October 29, 2009 at 7pm at the Northway Restaurant Adjourned at 8:40pm Sheila Kirkland : recording secretary Page 9 of 10 Agenda Item # 5c) - Community Hall Board Meeting, minutes of meeting held on Sep... Townshin of Oro-Medonte (Community Hall Board Meeting) Minutes Date: Monday September 23, 2009 Location: Jarratt Hall Members Present: Sue Britten-Jarratt Hall, Susan Grant-Jarratt, Evelyn Reid - Eady Hall, Dave MacMillan - Eady Hall, Sandy Agnew- Council, Paul Harris - Hawkestone Hall, Jennifer Alton - Hawkestone Hall, Kelly Skinner Meyer- Carley Hall 1. Adoption of the Agenda a. Moved by Susan Grant b. Seconded by Dave MacMillan *The agenda to be approved as written 2. Adoption of the minutes of May 25th, 2009 a. Deferred to the next meeting 3. No Guest speaker present at this meeting 4. No business arising from the minutes at this meeting 5. Special Events coming up: a. Jarratt Hall - Christmas Craft Show Flyer b. Hawkestone Farmers c. Carley Hall -Thanksgiving Tea from 11am to 3pm on Saturday Oct 11th, 2009 d. Hawkestone Hall - Information is all in the Recreation Guide e. Eady Hall - December 5th, 2009 Eady Talent Show 7:00 pm (Evelyn is the contact) 6. The financial reports and budget information was distributed. 7. A. Update on the 2010 Budget b. Discussed Asbestos Testing and the U.V. Lights - required for 2010 ($3000 UV, asbestos $4,000)Legislatively required c. Reviewed the facility plan update d. The deadline for the Winter Recreation and Community Services Brochure is November 1, 2009 8. Discussed the Fire and Safety Plan and Accessible Customer Service Training on November 1, 2009 from 10 am to 1:30 pm 9. Adjourned at 8:20 pm a. Moved by Dave MacMillan b. Seconded by Sue Britten The next Hall Board Meeting will be held on November 30th at 7:00 pm in the Hawkestone Hall. Page 10 of 10