03 29 2012 RTSG AgendaTOWNSHIP OF ORO
RECREATION TECHNICAL SUPPORT GROUP
COUNCIL CHAMBERS
Thursday, March 29, 2012
7:00 p.m.
Page
1.ADOPTION OF AGENDA
a)Motion to Adopt the Agenda
2.DISCLOSURE OF PECUNIARY INTEREST
3.ADOPTION OF MINUTES OF PREVIOUS MEETING:
2-6
a)
4.DEPUTATIONS:
7
a)
5.COMMUNICATIONS:
a)
8-24
b)Correspondence received December 6, 2012 from Donna Austin, Assi
Manager of Community Use, Simcoe County District School Board, r
Community Use of Facilities.
25-28
Report No. RC2012
29
d)Shawn Binns, Director of Recreation and Community Services, re: 2012
30-32
e)
Recreation Programs [To be distributed at the meeting].
33
Special Events.
34
g)
Accessibility Fund Bayview Memorial Park.
6.NEXT MEETING DATE
7.ADJOURNMENT
a)
Page 1 of 34
3a)
THE TWNSHIPOF ORO-EDONTE
OOMM
REECREATIOON TECHNICAL
SUPPORRT GROUPP
MEETINGG MINUTESS
CouncilChamberss
Thursdaay, Januarry 26, 20127:03p..m.
Presentt:
Mayor H.S. ughesCuncillor Klly Meyer, Chai
HHooeer
Cuncillor Marty Lancate Rta Regelik
oossreenn
Tim CrawforddNaancy Stodddart
Staff:
Shhawn Binnss, Director oof Recreatioon and Commmunity Seervices
Marie Brissette, Committee Coordinator
Regret:
ss Rck MaddeTacey Rynrd
iinnrraa
Also Present:
Cuncillor Cawford,n Budge
oorrAnn
1.ADOOPTION OFF AGENDA:
a) Moton to Adot the Agenda.
ipp
MotionNo. RTSG20126-1
1
Movedbby Stoddartt, Secondedd by Crawfoord
It is recoommendedthat the aggenda for thhe Recreatioon Techniccal Support Group meeeting
of the Thhursday, Jaanuary 26, 22012 be recceived and adopted as amendedd to add:
g) Reort No. R2012-01,hawn Bins, Director of Recreaion and Cmmunityervices,
ppCCSSnttooSS
re:ecreationand Comunity Services Fees nd Chargs Review.
RRmmaaee
Carrried.
2.DISCCLOSURE OF PECUNNIARY INTEREST:
None dclared.
ee
115
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Page 2 of 34
3a)
Recreation Technical Support Group Minutes Thursday, January 2
3.ADOPTION OF MINUTES OF PREVIOUS MEETING:
a) Minutes of the Recreation Technical Support Group meeting held on Thursday,
November 24, 2011.
Motion No. RTSG120126-2
Moved by Regelink, Seconded by Crawford
It is recommended that the minutes of the Recreation Technical Support Group meeting
of Thursday, November 24, 2011 be adopted as printed and circulated.
Carried.
4.DEPUTATIONS:
None.
5.COMMUNICATIONS:
a) Shawn Binns, Director of Recreation and Community Services, re: 2012 Recreational
Tourism.
Motion No. RTSG120126-3
Moved by Crawford, Seconded by Stoddart
It is recommended by the Recreation Technical Support Group that the information
presented by Shawn Binns, Director of Recreation and Community Services, re: 2012
Recreational Tourism be received.
Carried.
b) Shawn Binns, Director of Recreation and Community Services, re: Oro-Medonte History
Association.
Motion No. RTSG120126-4
Moved by Regelink, Seconded by Stoddart
It is recommended by the Recreation Technical Support Group that the verbal
information presented by Shawn Binns, Director of Recreation and Community
Services, re: Oro-Medonte History Association be received.
Carried.
25
Page of
Page 3 of 34
3a)
Recreation Technical Support Group Minutes Thursday, January 2
c) Shawn Binns, Director of Recreation and Community Services, re: Cycling.
Motion No. RTSG120126-5
Moved by Regelink, Seconded by Crawford
It is recommended by the Recreation Technical Support Group that the verbal
information presented by Shawn Binns, Director of Recreation and Community
Services, re: Cycling be received.
Carried.
d) Shawn Binns, Director of Recreation and Community Services, re: Oro-Medonte Tennis
Club.
Motion No. RTSG120126-6
Moved by Regelink, Seconded by Stoddart
It is recommended by the Recreation Technical Support Group that the information
presented by Shawn Binns, Director of Recreation and Community Services, re: Oro-
Medonte's Tennis Club be received.
Carried.
e)Tim Crawford, re: Update on War of 1812 Bi-Centennial Event.
Motion No. RTSG120126-7
Moved by Regelink, Seconded by Stoddart
It is recommended by the Recreation Technical Support Group that the verbal
information presented by Tim Crawford, re: Update on War of 1812 Bi-Centennial Event
be received.
Carried.
f) Marie Brissette, re: Accessible Customer Service Training.
Due to the absence of two members, the item was deferred to the February 23, 2012
meeting.
35
Page of
Page 4 of 34
3a)
Recreation Technical Support Group Minutes Thursday, January 2
g) Report No. RC2012-01, Shawn Binns, Director of Recreation and Community Services,
re: Recreation and Community Services Fees and Charges Review.
Motion No. RTSG120126-8
Moved by Crawford, Seconded by Regelink.
It is recommended by the Recreation Technical Support Group that
1. Report No. RC2012-01, Shawn Binns, Director of Recreation and Community
Services, re: Recreation and Community Services Fees and Charges
received.
2. That the Recreation Technical Support Group supports the proposed fees outlined in
Tables 4 and 6 of Report No. RC2012-01 for implementation effective April 15, 2012.
3. And That Report No. RC2012-01 be forwarded to Council with the recommendation
from the Recreation Technical Support Group.
Carried.
6.ROUNDTABLE DISCUSSION:
The Committee noted the following items as items of interest:
Mapping and website component for trails and tourist attractions;
Fluent communication of recreation events;
Expansion and advertisement of Keenagers recreation programs;
Bus tours of historical sites;
Expansion of the use of community halls to host recreation programs;
Active transportation;
Identifying cycling routes;
Capitalizing on available grants;
Review of the Strategic Facilities Plan.
45
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Page 5 of 34
3a)
Recreation Technical Support Group Minutes Thursday, January 2
7.NEXT MEETING DATE:
Thursday, February 23, 2012 at 7:00 p.m.
8.ADJOURNMENT:
a) Motion to Adjourn.
Motion No. RTSG120126-9
Moved by Stoddart, Seconded by Crawford
It is recommended that we do now adjourn at 8:59 p.m.
Carried.
Councillor Meyer, Chair Marie Brissette, Committee Coordinator
55
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Page 6 of 34
4a)
Page 7 of 34
VVerbalMMatters
(Setion 12.3 f Townshi’s
ccoopp
Procedural By-La No. 2011-011)
ww
Name:Councillor Lancate
ssr
Item Number/Nam: 5a) ctive Transortation Pilot Project in Shanty ay
eeAppliBB
Meeting Date:March29, 2012
Type of Meeting: Council Spcial Counil
eecc
Committee of AdjustmenntAcccessibilityAAdvisory Coommittee
X Rereationalechnical upport Grup
cTTSSoo
g Notes:
Speakinn
I spoke abot active trnsportatio, I referre to a webitehttp://ativetransprtation-
uuaannddssccoo
canada.bloggspot.ca/ annd a confereence that I attended
I proposed pilot projct in Shany Bay
aaeett
I intend (Sepptember 299th) to hold an activity to increasee awareness about thee active
tansportatin movemnt
rrooee
he goal wuld be to gather input from residents about potential iprovemets to mak
TTooemmnne
too the villagee.
his informtion would be put togther into n active trnsportatio plan.
TTaaeeaaaann
TThe plan woould prioritizze efforts annd those effforts could be workedd on one at a time or if
any funding came along it could e applied fr.
bboo
his might e a pilot poject for other village to follow.
TTbbrrss
9/10/122
5b) Correspondence received December 6, 2012 from Donna Au...
Subject:RE: APM A1220 Revised - Township of Oro-Medonte
From: Austin, Donna [mailto:Daustin@scdsb.on.ca]
Sent: Tuesday, December 06, 2011 2:24 PM
To: Binns, Shawn
Subject: FW: APM A1220 Revised - Township of Oro-Medonte
Hi Shawn
We recently revised our Board Procedure A1220 on Community Use of Facilities and I have attached it for your
records. You will see that a few of the costs have decreased as we are now able to use the Community Use of Schools
program funding to cover 50% of the cost of custodial overtime for Group B Adult Groups (previously there was a 25%
subsidy). There are also a few equipment costs that have gone down, for example scoreboards.
If you have any questions please do not hesitate to call me.
Thanks.
Donna Austin
Assistant Manager of Community Use
Simcoe County District School Board
1
Page 8 of 34
5b) Correspondence received December 6, 2012 from Donna Au...
Page 1 of 16
Date of Issue
October 2011
Original Date of
June 25, 2002
Issue
SubjectCOMMUNITY USE OF FACILITIES
References Board Policy 2340
Board Minutes, June 23, 2002
Links
Contact Facility Services; School Services
1. Purpose
1.1 The Simcoe County District School Board (SCDSB) endorses and
the communitys participation in the use of its facilities and r
1.2 The priority of the board is to ensure its students have the
educational programs in adequate facilities.
1.3 Schools are public buildings and should be made readily avai
possible for public use in after-school hours through the issuan
contracts.
1.4 The board will allow community use of its facilities and will i
based on the user group classification in accordance with the cu
rate schedule, attached as Schedule A, in order to be fiscally r
safety, cleanliness, maintenance, and security of any board faci
2. Definitions
2.1 User groups are defined as the following:
2.1.1 School/Board Associated Groups and Activities
2.1.1.1 School Council and sub committee activities
2.1.1.2 Student Council activities
2.1.1.3 School/board activities and programs
2.1.1.4 School co-instructional and extra curricular activities
2.1.1.5 School related functions such as retirements/reunions
2.1.1.6 Trustee forums and meetings
2.1.1.7 College and university groups supporting SCDSB activitie
2.1.1.8 Home and School Associations
Page 9 of 34
5b) Correspondence received December 6, 2012 from Donna Au...
Page 2 of 16
2.1.2 Group A
2.1.2.1 Community youth groups such as Scouts Canada and Girl
Guides Canada
2.1.2.2 Community House League youth groups such as House
League soccer and baseball
2.1.2.3 Representative youth athletic and sports groups
2.1.2.4 Youth programs/groups provided by community church and
religious groups
2.1.2.5 Municipal youth classes and youth recreation uses (where a
joint use agreement with the SCDSB exists)*
(*Where a joint use agreement does not exist the indoor facility rates are
25% of the Group C rates.)
Classified under Group A due to the Community Use of Schools (CU
Program September 1, 2008
2.1.3 Group B
2.1.3.1 Adult recreational, athletic and pick up sports
2.1.3.2 Municipal adult classes and recreation uses (where a joi
agreement with the SCDSB exists)*
2.1.3.3 Ratepayers Associations
2.1.3.4 Health Services such as St. John Ambulance/Canadian Bloo
Services
(*Where a joint use agreement does not exist the indoor facility rates are
50% of the Group C rates.)
2.1.4 Group C
2.1.4.1 Church and religious groups
2.1.4.2 Political parties
2.1.4.3 Federations and unions
2.1.4.4 Theatrical, entertainment, concert, performance groups*
2.1.4.5 Commercial groups
2.1.4.6 College and university groups
(*Indoor facilities charges permitted by registered not for profit charitable
organizations conducting fundraising for charitable organizations are
eliminated as part of the CUS Program September 1, 2008)
2.2 First priority for indoor use of facilities will be for scho
Second priority will be given to Group A. Third priority will b
and fourth priority will be given to Group C.
2.3 Priority for outdoor use of facilities will be for school/bo
followed by recreation programs operated by municipalities that enter into
reciprocal agreements that cover joint facility planning and mai
Page 10 of 34
5b) Correspondence received December 6, 2012 from Donna Au...
Page 3 of 16
3. Responsibilities
3.1 Facility Services will be responsible for the overall superv
of processing of rental contracts.
3.2 The Custodial Services Department (Permit Office) will be resp
approving and processing of all rental contracts through a cent
booking system.
3.3Custodial staff shall be responsible for:
3.3.1 Preparing and receiving for the user group, including mana
equipment set up and tear down as specified and clean up;
3.3.2 Allowing the user group access to the facilities;
3.3.3 Securing the facilities;
3.3.4 Clean up after the user group has finished;
3.3.5 Reporting all damages arising out of the use of schools by any
to the principal and permit officein writing;
3.3.6 Completing and forwarding monthly custodial billing reports to
clerks at the permit office including the need for additional cu
for extenuating circumstances due to the event;
3.3.7 Retaining a copy of the user rental contracts sent to the facil
permit office;
3.3.8 Arranging for custodial staff coverage as required for abs
overtime situations.
3.4Principalsor designates shall be responsible for:
3.4.1 Providing opportunities for the community use of schools in acc
with Policy 2340;
3.4.2 Completing and forwarding a Board Property Damage Loss Report o
damages rising out of the use of schools by any user group to th
Maintenance Department, Facility Services;
3.4.3 Advising the permit office of school equipment available for us
noting donated equipment;
3.4.4 Approval of use of non-specified areas including classrooms, li
specialty rooms;
3.4.5 School/board associated groups and activities;
3.4.6 Submitting applications to the permit office for school ev
upcoming school year by June 15 of the current school year;
3.4.7 Informing the permit office of school functions that may interf
hours use by a contract holder;
3.4.8 Obtaining rental contracts for all school use activities on wee
holidays and on weekdays;
3.4.9 Deeming school fields/diamonds unplayable due to wet field cond
during the school day and informing the permit office of same;
Page 11 of 34
5b) Correspondence received December 6, 2012 from Donna Au...
Page 4 of 16
3.4.10 Obtaining the necessary approvals (i.e. superintendent of educa
the chief fire official of the local fire department) where scho
used for sleeping accommodation for school events.
3.5 School use requests that result in the cancellation of a dat
rental contract must be made a minimum of one calendar month pri
date(s) required. Every effort should be made to minimize the nu
frequency of cancellations by as much advance planning as possib
.
Cancellation of a multiple event or repetitive permit will not b
3.6 Applicants shall be responsible for determining that the fac
suitable for their permitted activity.
4.Regulations
4.1Administration of Rental Contract
4.1.1 Rental contracts will not be issued for use of facilities durin
school hours when the use interferes with regular school use as
determined by the principal, in consultation with the permit off
4.1.2 The contract holder is responsible for ensuring the school
vacated promptly at the time specified on their rental contract
be charged for additional custodial time.
4.1.3 The custodian is not authorized to permit the use of any f
equipment other than that indicated on the rental contract.
4.1.4 No school will be used where a custodian is not available unles
principal in consultation with the superintendent of facility se
assumes responsibility. The principal must sign the appropriate
with a copy forwarded to the permit office. Waivers are not ava
weekend functions.
4.1.5 Additional custodial service may be required, subject to a
custodial staff. This service will be charged to the user in ac
with the rates for overtime as set out in the current facilities
4.1.6 The board maintains the right to cancel or alter any renta
will provide seven days notification, if possible.
4.1.7 The rental contract holder has no claim to compensation fr
for any loss, damages or expense resulting from such cancellatio
4.1.8 The rental contract holder will confine their activity to
facilities as indicated on the contract, and associated
corridors/washrooms.
4.1.9 Community use groups may use the Education Centre through
issuance of rental contracts provided normal operations and the
requirements of various system groups are not interrupted.
Page 12 of 34
5b) Correspondence received December 6, 2012 from Donna Au...
Page 5 of 16
4.1.10 Priority for use of school facilities by user group is as
4.1.10.1 School/board associated groups and activities
4.1.10.2 Group A
4.1.10.3 Group B
4.1.10.4 Group C
4.1.11 Long term user groups in good standing shall have priorit
groups applying on an occasional basis.
4.1.12 The board will encourage Joint Use agreements for the out
facilities with municipalities.
4.1.13 School days will be established in the Simcoe County Dist
Boards school year calendar and school hours are defined as bei
7:00 a.m. to 6:00 p.m. inclusive, for elementary schools and 7:0
7:00 p.m.inclusive, for secondary schools. School facilities, exclusive
.
fields, are normally available for community use after 6:00 p.mfor
elementary schools and after 7:00 p.m. for secondary schools. T
permit office has the authority to administer flexible times whe
appropriate.
4.1.14 School facilities will be available for community use su
following:
4.1.14.1 No rental contracts are available during Professional A
Days, Winter Break, March Break, Easter Monday, statutory
holidays and the summer period (except as described in
4.1.14.2), except for rental contracts to carry out religious
services.(Municipal use may be allowed with fees as
determined).
4.1.14.2Limited summer permits will be available from the first week of
July up until the last two weeks prior to the school year
commencing, Monday to Thursday, daytime period only.
Confirmation of summer permit requests will not be available
until after June 15. Approvals will be dependent upon school
availability which is limited in the summer period.
4.1.14.3 Rental contracts will not be granted for the use of sch
facilities during the two weeks prior to the end of the school
year, regularly scheduled maintenance projects, two weeks
prior to the school year commencing and during the first week
of school.
4.1.15 The board must comply with the terms as set out in the El
use by Federal, Provincial and Municipal governments that override all
other uses.
4.1.16 The board maintains the right to insist on appropriate se
for any event, costs to be borne by the applicant. Proof of sam
provided to the permit office prior to the approval of the event
4.1.17 At the boards discretion separate permits may be required for
bookings that involve more than one week night.
Page 13 of 34
5b) Correspondence received December 6, 2012 from Donna Au...
Page 6 of 16
4.2 Restrictions on Contract Holder
4.2.1 No contract will be granted unless signed by an individual
age or older and an individual of 18 years of age or older will
attendance for the duration of the rental contract.
4.2.2 The contract holder must inform the permit office when they hav
more groups attending on the same evening, at the same location,
different time periods.
4.2.3 The board will not be responsible for any personal injury,
theft of clothing/equipment of the user group.
4.2.4 The contract holder shall be responsible for the conduct a
of all persons admitted into the school from the user group, and
ensure all requirements of the rental contract are met.
4.2.5 Subletting of space by the contract holder is not permitte
4.2.6 Transferring of space by contract holders is not permitted
4.2.7 Contract holders must familiarize themselves with all emergency exits.
User groups are not to obstruct aisles, hallways or exits.
4.2.8 Smoking in school buildings or on school property is stric
4.2.9 The consumption and/or sale of alcoholic beverages on scho
are strictly prohibited.
4.2.10The contract holder will ensure that all activities adhere to pr
laws and that all necessary licenses, permits etc. are obtained
4.2.11 No changes will be allowed to electrical services without
the superintendent of facility services or his/her designate.
4.2.12 Parking is only permitted in designated areas. Fire rout
shall not be blocked. Failure to comply may result in ticketing
towing.
4.2.13 The contract holder will be responsible for all charges incurre
board as a result of improper use of fire or security alarms.
4.2.14 The contract holder requires approval from the permit office fo
permission to allow specified animals on board property.
4.2.15 The contract holder must obtain approval from the permit office
beverages will be brought into and/or consumed in the facilities
4.2.16 Only non-marking rubber soled shoes shall be worn in gymnasiums
sport activities.
4.2.17 Failure or refusal by the contract holder/user group to adhere
contract regulations may result in cancellation and refusal to g
further rental contracts for the use of board facilities.
4.2.18 The contract holder shall be responsible to the board for
the buildings, equipment and/or grounds and shall indemnify and
harmless the board from any claim whatsoever by or in respect of
.
person or persons
Page 14 of 34
5b) Correspondence received December 6, 2012 from Donna Au...
Page 7 of 16
5. Operating Procedures
5.1 All applicants are required to obtain and complete the Appli
School Facilities attached with supplementary documentation as r
including proof of insuranceas set out in section 5.9 and 5.10.
5.2 Application forms may be obtained at all Simcoe County Distr
facilities and on the board website at www.scdsb.on.ca under schools,
community use of facilities.
5.3 All applications must be received by the permit office a min
days prior to the event and be accompanied with the appropriate
fee. Administration fees are non-refundable unless the facility
5.4 All questions regarding rental contracts or use of schools s
the permit office at the Education Centre, 1170 Hwy 26, Midhurst
(705) 728-7570 or (705) 729-2265, or, by facsimile (705) 728-60
5.5 All school facility bookings are processed through the educa
office, not through the individual schools.
5.6 The application forms will include a first and second choice of
An alteration fee may be applied, if times are changed.
5.7 Rental contracts will not be granted for the use of school f
weeks prior to the end of the school year, regularly scheduled m
projects, construction and major renovation projects,two weeks prior to the
school year commencing and during the first week of school. Spe
consideration may be given for school use events such as grade n
orientations, board in-services etc. Approval must be obtained
superintendent of facility services through the permit office.
5.8 An applicant must be 18 years of age or older to obtain a pe
5.9 All rental contract holders shall carry liability insurance
name the Simcoe County District School Board as Additional Insur
insurance certificate, proving compliance with this requirement
before the application is approved.
5.10 If an applicant is unable to provide liability insurance, t
School Board will arrange the required insurance, provided the a
with the rental contract fee pays the full cost of the insurance
Page 15 of 34
5b) Correspondence received December 6, 2012 from Donna Au...
Page 8 of 16
5.11 When the application has been approved, the applicant will
(including the insurance fee if applicable) must be paid in full
days prior to the event.
5.12 A fee of $25.00 dollars shall be charged for NSF cheques, amay result in the
cancellation and/ or denial of further use of board facilities.
5.13 Payments made by Visa will incur service charges.
5.14 Collection agency fees may be added to overdue accounts wh
5.15 Where the cost of rental exceeds $500.00, alternative payme
considered.
5.16 Copies of the approved rental contract will be distributed
principal, the custodian, and the permit office will retain one
5.17 Rental contracts for the next school year will not be proce
and every effort shall be made to accommodate rental contracts r
before August 15. Processing of applications received after Augu
repetitive events cannot be guaranteed.Exceptions may be made for long
standing user groups in consultation with the principal and perm
5.18 The permit office must be notified of cancellations and/or
possible. Three alterations or cancellations per rental contract
accommodated. An additional administration fee will be applied
alterations or cancellations are necessary and for every three
alterations/cancellations after that. Cancellation and alterati
applied as per the rate schedule.
5.19 Rental contracts for repetitive events will be cancelled if
not informed the permit office of scheduled non-use, and the per
the last usage exceeds one month.
5.20 Rental contracts will be invalid during the days when the schoo
to inclement weather or for temporary purposes as per Policy 447
A3020. Refunds or rescheduling of cancelled events must be appl
the school year.
5.21 Where the contract holder cancels a permit due to inclement wea
notify the permit office by the next business day in order to be
or rescheduling of the event. Same day notification is preferre
messages to the permit office are acceptable. The cancellation
waived where the proper notification has been given. Rescheduli
applied for within the school year. Failure to notify the permi
.
guidelines will result in the charge of a non-use of a booked fa
Page 16 of 34
5b) Correspondence received December 6, 2012 from Donna Au...
Page 9 of 16
5.22 If the board cancels a rental contract due to performance or da
refund will be calculated on a prorated basis less any damage co
5.23 Applicants are required to pay the applicable fees for any
information stated on the rental contract. Additional custodial
additional cleaning is required after the event.
6. Use of Grounds
6.1 School grounds shall be made available for organized use by per
the following hours:
6.1.1 Weekdays 6:30 p.m. to dusk.
6.1.2 Weekends/Holidays 8:00 a.m. to dusk.
6.2 The school principals approval is required for the use of scho
6:30 p.m. on weekdays, during the school year.
6.3 Limitations on the use of school grounds shall be at the discre
areas where facilities are limited or where problems could arise
extensive wear and tear on playing fields.
6.4 Fields/Diamonds will be considered unplayable if the following
6.4.1 Ponding of water on the surface of the field/diamond;
6.4.2 Water sponging up around ones feet when walking on the f
6.4.3 Weather conditions lightning, thunderstorms.
6.5 If the conditions in section 6.4 occur, the field/diamond wi
unplayable and the practice/game/activity cancelled or reschedul
shall have the exclusive right to cancel any practice/game/activity booked due to
wet field conditions.
6.6 If a user group arrives at a field/diamond and these conditi
conditions develop during the course of a practice/game/activity
permitted to play on the field/diamond.
Page 17 of 34
5b) Correspondence received December 6, 2012 from Donna Au...
Page 10 of 16
6.7 If a user group ignores the unplayable conditions:
6.7.1 The user group will be required to pay for all damages to the
field/diamond arising from abuse to the field/diamond where deem
responsible;
6.7.2 The user group could be held liable and responsible for acciden
injuries incurred because of unsafe conditions;
6.7.3 The user group may have their permit suspended, or revoked for
future use of a field/diamond.
6.8 If a user group is unable to play due to wet field condition
permit office by the next business day in order to receive a cre
6.9 The board will attempt to prepare fields for play by May 1, we
conditions permitting. Field bookings will not be permitted af
6.10 All school grounds are booked for their intended use only
rental contract.
6.11 Motorized vehicles shall not be permitted on school property ex
parking in designated parking areas only.
6.12 Any damage to the grounds as a result of the permitted use is t
promptly to the permit office.
6.13 It is the responsibility of the user group to properly dispose
of the event. Clean up fees will be charged to groups where li
6.14 There will be no access to the interior of the school building
been obtained allowing for same.
6.15 The facilities rate schedule for use of facilties and user grou
definitions are attached as APPENDIX A.
Approved
June 25, 2002
Revised August, 2002; September, 2005, February 2006, March 26, 2009,
June 2010, October 2011
Issued under the authority of the Director of Education
Page 18 of 34
5b) Correspondence received December 6, 2012 from Donna Au...
Page 11 of 16
APPENDIX A
SCHEDULE A
RATE SCHEDULES FOR USE OF FACILITIES
1. Definition of User Groups
1.1School/Board Associated Groups and Activities
School Council and sub committee activities
Student Council activities
School board activities and programs
School co-instructional and extra curricular activities
School related functions such as retirements/reunions
Trustee forums and meetings
College and university groups supporting SCDSB activities
Home and School Associations
1.2 Group A
Community youth groups such as Scouts Canada and Girl Guides Ca
Community house league youth groups such as house league socc
baseball
Representative youth athletic and sports groups
Youth programs/groups provided by community church and religious groups
Municipal youth classes and youth recreation uses (where a joint use agreement
with the SCDSB exists)*
(*Where a joint use agreement does not exist the indoor facility usage rates are 25% of the Group C
the
rates.)Classified under Group A due toCUS Program September 1, 2008
1.3Group B
Adult recreational, athletic and pick up sports
Municipal adult classes and recreation uses (where a joint use
SCDSB exists)*
Ratepayer Associations
Health Services such as St. Johns Ambulance/Canadian Blood Ser
(*Where a joint use agreement does not exist the indoor facility usage rates are 50% of the Group C
rates.)
1.4 Group C
Church and religious groups
Political parties
Federations and unions
*
Theatrical, entertainment, concert, performance groups
Commercial groups
College and university groups
*Indoor facilities charges permitted by registered not for profit charitable organizations conducting
fundraising for charitable organizations are eliminated as part of the CUS Program September 1, 2008
Page 19 of 34
5b) Correspondence received December 6, 2012 from Donna Au...
Page 12 of 16
APPENDIX A-2
SCHEDULE A
RATE SCHEDULES FOR USE OF FACILITIES
2. User Groups
IndoorOutdoorAdmin EquipmentStaff
Category FeeFeeFeeFeeAssistance Charge
School/board
Associated Groups No No No No **
No
ANoYesOvertime
No
BNoYesOvertime
CYes Yes Yes Yes Yes
Gym equipment fee, volleyball nets and standards, table and chair fee waived for Group A and B.
Other equipment fees as per schedule. CUS Program September 1, 2008
**Overtime fees for staff assistance is applicable to school/board associated groups as required. Staff
assistance charges, if any, for trustee forums and meetings, wil.
3. Indoor Facilities Charges per Hour
(a)Elementary Schools
WEEKDAYSSAT/SUN/SUMMER HOLIDAYS**
Facility ACUSP-ABCUSP-BCACUSP-ABCUSP-BC
Classroom$2.00$0 $4.00 $0 $ 8.00 $2.25$0 $ 4.50 $0 $ 9.00
/staff room*
Single gym $5.00$0$10.00$0$20.00$6.00$0$12.00$0$24.00
Library*$2.50$0$5.00$0$10.00$3.00$0$ 6.00 $0$12.00
* Require prior approval of school principal.
** Minimum of 3 hours plus cost of staff assistance
CUS Program September 1, 2008
Page 20 of 34
5b) Correspondence received December 6, 2012 from Donna Au...
Page 13 of 16
APPENDIX A-3
SCHEDULE A
RATE SCHEDULES FOR USE OF FACILITIES
(b)Secondary Schools
WEEKDAYSSAT/SUN/SUMMER HOLIDAYS**
Facility ACUSP-ABCUSP-BCACUSP-ABCUSP-BC
Classroom$2.00$0$4.00 $0$ 8.00 $2.25 $0$4.50 $0$ 9.00
staff room*
Library*$3.00$0$6.00$0$12.00$3.50$0$7.00$0$ 14.00
Lecture hall* $3.00$0$6.00$0$12.00$3.50$0$7.00$0$ 14.00
Cafeteria$5.00$0 $10.00$0$20.00 $6.00 $0 $12.00$0$ 24.00
(no kitchen)
Single gym $5.00$0$10.00$0$20.00$6.00$0$12.00$0$ 24.00
Double gym $8.00$0$16.00$0$32.00$11.00$0$22.00$0$ 44.00
Triple gym $12.00$0$24.00$0$48.00$16.00$0$32.00$0$ 64.00
Auditorium**$27.50$0$55.00$0$190.00 $36.50 $0$73.00$0$255.00
*
LittleTheatre$4.00$0$8.00 $0$16.00 $5.50 $0$11.00 $0 $ 22.00
(no chair set
up)
Little$19.00$0$38.00$0$133.00$23.00$0 $46.00$0$161.00
Theatre
(
performance
chair set
)
up
* Require prior approval of school principal
** Minimum of 3 hours plus cost of staff assistance
***
Fisher Auditorium, Barrie Central Group C Set Up and Take Down
and $73.00 per hour for weekends. CUS Program September 1, 2008
(c)Education Centre
WEEKDAYSSAT/SUN/SUMMER HOLIDAYS**
Facility ACUSP-ABCUSP-BCACUSP-ABCUSP-BC
Meeting$10.00$0$10.00$0$20.00$11.00 $0 $11.00 $0$22.00
Room
Roy
$24.00$0$24.00$0$48.00$25.50 $0 $25.50 $0$51.00
Edwards
Meeting
Room
** Minimum of 3 hours plus cost of staff assistance
CUS Program September 1, 2008
Page 21 of 34
5b) Correspondence received December 6, 2012 from Donna Au...
Page 14 of 16
APPENDIX A-4
SCHEDULE A
RATE SCHEDULES FOR USE OF FACILITIES
4. Outdoor Facilities Charges
Recreational leagues using outdoor facilities (where reciprocal
recreation authorities are not in effect) will be charged $10 pe
per season to support maintenance of facilities. This cost will
and Group B users as part of the Community Use of Schools progra
CUS Program September 1, 2008
5. Staff Assistance per hour
Monday to Monday to
FridayFridaySundays &
RegularOvertimeSaturdays**Holidays**
N/A
Custodial Group A$16.50$16.50$22.00
N/A
Custodial Group B$16.50$16.50$22.00
Custodial $22.00$33.00$33.00$44.00
Student technician
Group A$4.00 $5.00$5.00$5.00
Student technician $9.60$10.25$10.25$10.25
Technician
Group A$10.00 $15.00$15.00$15.00
Technician
$20.00$30.00$30.00$30.00
Electrician$52.00$78.00**$78.00$78.00
** Minimum of 3 hours
CUS Program September 1, 2008
6. Administration and Processing Fees
(a) Group A, B, & C
ACUSP-A BCUSP-BC
Single event permit $25.00$5.00$25.00$10.00$50.00
Multiple event (repetitive $25.00$7.50$55.00$30.00 $100.00
permit)
Cancellation$10.00$0$10.00$0$15.00
Alterations$10.00$5.00$10.00$10.00$15.00
Non-use of a booked facility* $10.00$5.00$10.00$10.00$15.00
* Applicable rate for use of facility and equipment will be charged in addition to Non-use charge of a
booked facility fee. Non-use is a penalty charge for not attending.
CUS Program September 1, 2008
Page 22 of 34
5b) Correspondence received December 6, 2012 from Donna Au...
Page 15 of 16
APPENDIX A-5
SCHEDULE A
RATE SCHEDULES FOR USE OF FACILITIES
(GST is extra)
(b)
Air conditioning requests will be accommodated on a full cost re
7. Equipment Charges
(a) General
Equipment$ per Use Note
Regular piano $40Tuning extra
Grand piano $75Tuning extra
Slide/overhead projector $15Group A and B $0
Computer supported projector $125
Screen$5.00Group A and B $0
VCR/television$25
Scoreboard$10Group A and B $0
Sound system $100
)
(includes microphones
Lighting system $50Technician may be required
Sale tables$10Maximum of $40 per day
Group A and B $0
$10Group A and B $0
Gym equipment
(excluding volleyball nets and
)
standards
$20
Volleyball nets and standardsGroup A and B $0
Chairs$25 Per 100 Maximum of $100 per day
Group A and B $0
Music Stands $10Group A and B $0
Floor Protective Coverings $10Where available
CUS Program September 1, 2008
Other instructional equipment (e.g. computer labs, technology classroom equipment) may
be used with prior approval of the principal. Equipment availability varies with facility, with
the approval of the principal. All equipment charges will be determined in each case by the
permit office in consultation with the principal. Innisdale Little Theatre sound and lighting
.
charges are as listed above
Page 23 of 34
5b) Correspondence received December 6, 2012 from Donna Au...
Page 16 of 16
APPENDIX A-5
(b) Fisher Auditorium Equipment Charges, Sound System Equipment
Rental of Auditorium includes podium set-up with podium micropho
Sound System Equipment Rate/day
SET UP DAY ONLY for $50.00
Sound System (If Applicable)
Use of in-house sound system includes: $250.00
4 ceiling mounted speaker with 2800 Watts of power
24 channel Allen Heath mixing board
2 equalizers
Microphones$10.00 each
Vocal microphones Sienheisres with cables
Additional cables (XLR) $5.00 each
Monitor$20.00 each
Intercom headsets $30.00 each
CD Player (2 disc) $25.00
(c) Fisher Auditorium Equipment Charges, Lighting System Equipme
Rental of Auditorium includes:
House lights operating with master on/off control or dimming fo
Fluorescent lighting for stage area, controlled with switches o
Lighting on podium (2 lights)
Lighting System Equipment Rate/day
SET UP DAY ONLY for $50.00
Lighting System (If Applicable)
Control$250.00
72 channel Strand LBX board
4 Strand CD80 dimmer packs
Up to 30 Parcans
Up to 4 Source Four Ellipsoidal
Up to 6 scoops
White lighting only (gels to be supplied by permit
group)
Follow spot: 1 Midget (requires a third student $30.00
technician at an additional hourly rate)
(d) Fisher Auditorium Miscellaneous Equipment Charges
Miscellaneous Equipment Rate/day
Extra-large powered projection screen (12 x 20) $50.00
Projector$150.00
Risers (4 lengths) $10.00 each
Additional power: 100 AMPS available (requires Rate may vary
SCDSB certified Electrician for connection)
Page 24 of 34
5c) Report No. RC2012
Page 25 of 34
5c) Report No. RC2012
Page 26 of 34
5c) Report No. RC2012
Page 27 of 34
5c) Report No. RC2012
Page 28 of 34
5d)
(Setion 12.3 f Townshis
ccoopp
Procedural By-La No. 2011-011)
ww
Name:Shawnn Binns, Dirrector of Reecreation annd Community Servicees
Item Number/Namee: 5d) 2011-2012 Icee Season
Meeting Date:March29, 2012
Type of Meeting: Council Speecial Counccil
Committee of AdjustmenntAcccessibilityAAdvisory Coommittee
X Rereationalechnical upport Grup
cTTSSoo
Speakinng Notes:
- Concerns over Orro-Minor Hoockey accoount deficit. The board has underggone a turnnover and
was left without prioor organizaational knowwledge.
- Requesting ice turn backs t balance te books
oohh
- Township does nt have th time to re rent the ic
ooeeee
- Discusssion on ammending canncelation poolicy
7/6/122
Page 29 of 34
5e)
5e)
RegisteredProgramsSummary
FallPrograms
Participation
Participationnumbersforregisteredprogramswentverywell.
Onlytwoadultprogramswerecancelledduetolowregistration
50%oftheclassesranatmaximumcapacity
Approximately150participantsregisteredin25programsmanytakingmultipleclasses
ProgramExpansion
Inthefallwelaunchedseveralnewprogramsinavarietyoflocations
BootcampandKickboxingwereintroducedinMoonstoneattheschoolandranwith
goodnumbers
ProgramswerealsoaddedatJarrattHall:Bootcamp,MomandMeclasses,TotalBody
SculptandZumba
CustomerServiceProgramEvaluations
Programevaluationsaregivenoutattheendofeachsession
Hadapproximately50returnedforthefall
Oftheevaluationsreceived,scoresaveraged4.5orbetter(5exceeded)intheprogram
andinstructorcategoriesaswellastheoverallprogramratings
MarchBreakCamp
Format
Newprogramformatandlocationthisyear
ProgramranoutoftheTrinityCommunityChurchGymnasium,whichservedasan
excellentlocation.
Changedformatofprogramfromdaytripstoamodelclosertooursummerprogram
withspecialguestandeventsbeingbroughtinanddoneinhousewithasingletripon
Friday
Guestsincluded:artistsfromtheMacLarenArtCentreandstafffromSCALESNature
ParkaswellasthetriptoOrilliaLaserTagonFriday
Page 30 of 34
5e)
Participation
Overallhadgoodparticipationnumbersandkeptinlinewiththenumberswe
experiencedlastMarchBreak.
Wehad24campersthatparticipatedinthefullweekaswellas9individualday
participantsthatwerespreadoutthroughouttheweek.
Achievedandexceededthenecessaryparticipantminimumstomeetourmandated
policyofdirectcostrecovery
Stillawaitingresponsestoonlineprogramevaluationsurveybutfromconversations
withparents,overallsatisfactionwiththeprogramandnewlocationwashigh.
Wewereabletosponsor2childrenfromafamilyinneedbeprovidingtwospotsinthe
programforfree.
Twoofthecampersthatattendedtheprogramhadsomespecialneedsandthough
supportfromCatulpaCommunitySupportServicesweprovidedspecialtrainingfora
campstaffaswellastoolsandsupportfromCatulpastaff.
Winterprograms
Programenrollmentforthelowerthanthefallsession,whichseemstobethetrend,
butisstillinlinewiththelastcoupleofyears
ContinueddevelopmentofprogramsthroughoutthetownshipwithaBootcamprunning
atMoonstoneSchoolandtwoprogramsrunningatJarrattHall
Programsarestillongoingandstartingtowrapupforthesession
Programevaluationswillbeforthcomingoncetheprogramsfinish
SpecialEvents
FamilyDay
InpartnershipwiththeFriendsofSugarbushCommunityGroupweranacommunity
th
eventatSweetwaterParkonFamilyDay,February20.
Activitiesincludedahomemadetoboggancompetition,aBBQlunchandsnacksaswell
asskatingontheoutdoorrink.
250peopleattendedtheeventand23groupsenteredintothecardboardtoboggan
competition.
TheMayorandmembersorCouncilaswellastownshipstaffandmanyvolunteerswere
inattendanceandthedaywasaresoundingsuccess.
Page 31 of 34
5e)
MayorandCouncilSkate
HeldafreepublicskateforthecommunityhostedbytheMayorandmembersof
th
Councilatthearena,December16.
Over100participantsattendedandeventhemayorandsomecouncilmembers
strappedontheirskatestoskatewithSanta
Hotchocolatewasdonatedbytheconcessionstand,operatedbyOroMinorHockey
Spring/SummerSession
AnotherprogramwasaddedattheMoonstonelocationinanefforttocontinueto
expandprogrammingthroughoutthetownship
Registrationisstillunderwaywithmanyprogramsalreadyfillingup
Severalshorter(4week)programsarebeingmadeavailableforthesummersessionin
anefforttocatertotheholidayschedulesofparticipants
Page 32 of 34
Page 33 of 34
5g)
(Setion 12.3 f Townshis
ccoopp
Procedural By-La No. 2011-011)
ww
Name:Shawnn Binns, Dirrector of Reecreation annd Community Servicees
Item Number/Namee: 5g) Enabling Acceessibility Fuund - Bayviiew Memorrial Park
Meeting Date:March29, 2012
Type of Meeting: Council Speecial Counccil
Committee of AdjustmenntAcccessibilityAAdvisory Coommittee
X Rereationalechnical upport Grup
cTTSSoo
Speakinng Notes:
- Township was successful in grant application for $$50,000 to replace thee playground
equipmeent at Bayview Memorrial Park witth accessibble play equuipment.
7/6/122
Page 34 of 34