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03 06 1997 RAC Minutes . . . MINUTES OF THE ORO-MEDONTE RECREATION ADVISORY COMMITTEE MEETING HELD THURSDAY, MARCH 6, 1997 AT 7: 00 P.M., ORO-MEDONTE TOWNSHIP ADMINISTRATION CENTRE Present: Mayor Ian Beard, Councillor Walter Dickie, Councillor Ron Sommers, Graham Nelson, Dave Knox, Bill Groves, Nancy Stoddart, Barb Swanson Councillor Sommers left the meeting at 7:45 p.m. Staff Present: Deborah Broderick Also Present: June Beard 1. Minutes of the February 6, 1997 Meeting Moved by Walter Dickie, seconded by Ron Sommers That the minutes of the February 6, 1997 meeting of the Recreation Advisory Committee be adopted as circulated. Carried. 2. Disclosure of Pecuniary Interest and the General Nature Thereof - In Accordance With The Act: None stated. 3. Adoption of the Agenda. Moved by Graham Nelson, seconded by Nancy Stoddart, That the Agenda for the Recreation Advisory Committee for March 6, 1997 be approved as printed and circulated. Carried. 4. Disposition of the February 6, 1997 Recommendations to Council: There were no recommendations emanating from the February 6, 1997 meeting. . Recreation Advisory Committee Page 2. March 6,1997 5. 6. Deputations: None. Correspondence: None. 7. Director's MOnthly Report a) Draft Master Plan: All members will make written comments on their draft and give to staff the week of March 10, 1997. 8. Committee Chairman's Report: No report. 9. Questions: a) Abandonment of the CN Line: Following a discussion on the possible recreational usage of the proposed CN Line property, it was, . Moved by Graham Nelson, seconded by Barb Swanson, That the Recreation Advisory Committee agrees in principle if Council considers the purchase of the CN Rail Line property within the township of Oro-Medonte, and if the said lands are purchased it is felt these said lands have future potential for recreational development. Carried. 10. Adjournment. It was Moved by Graham Nelson, That the meeting adjourn at 8:00 p.m. ~;bo~'~ Deborah Broderick, Director Recreation & Community Economic Development (Recording Secretary) . . . . Memo Date: To: 04/01/97 Parks & Recreation Advisory Committee Deborah Broderick From: HE: Community Halls Phase II of the Master Parks & Recreation Plan involves an analysis phase. This background report has been prepared to generate discussion and feedback from you as advisory committee members. Council is looking for a "direction" on the halls, Attached is the Thom Win structural report as well as the financial schedule on Community Hall expenses and revenues for 1996. Should the halls continue to operate as they have in the past? Should taxpayers' money be invested in aging buildings? Are there options to look at conceming the management of the halls? These are a few of the questions we have tried to address. Please be prepared to discuss these ideas on Thursday. Thank you. 11-L Deborah Broderick Attach. . THE CORPORATION OF THE TOWNSHIP OF ORO-MEDONTE . DRAFT REPORT ON TOWNSHIP COMMUNITY HALLS April, 1997 . . DRAFT REPORT ON COMMUNITY HALLS BACKGROUND In a rural community, the recreational and the social life of the residents is enriched by the availability of a "meeting place". Historically, the halls have provided a meeting place for the community; a "neighbourhood network" location. Halls are tied together by a common premise that, "halls serve to promote the many connections among residents that are necessary to provide the pool of volunteers". Planning for the provision of rural recreational services has attempted to use the resources within these communities (volunteer resources). . Volunteers willing to manage the operation of a hall, and organize activities that contribute to the well being of the community are a valued resource to the Township. Accessible volunteers are a major variable that must be considered when planning recreational services. Halls act as catalyst for the provision of other social and recreational activities which happen outside the hall. In 1994 with restructuring, the management of the halls was the responsibility of the Recreation Department. In order to meet Legislative requirements, all outside bank accounts were closed and all financial transactions were done through the Township. A goal of 100% cost recovery was initiated with all the halls. This was a difficult goal to reach given the aging halls, and the limitations of a volunteer structure. The operation of the halls become more efficient and manageable with the formation of the Halls/park Association. This association became a vehicle for communicating between the staff, hall volunteers and Council. Areas of concern that surfaced were the need for clear policy on capital funding and a clear understanding of the policies governing the partnership between the Township and the hall volunteers. During the process of the Master Parks & Recreation Plan, all Township facilities, parkland and services were reviewed and analysed. . Staff have reviewed the following options for the management of the halls with the two members of the Recreation Advisory Committee who have worked with staff on the master Plan. The purpose of this report is to present options to Council, and generate discussion to determine which option Council wishes to have in the Master Plan's Recommendation Report. The Recommendation Report will be presented for public comment this spring. Draft Report on Oro-Medonte Township Community Halls 2 . OPTION NO.1: PARTNERSHIP "100% COST RECOVERY" The model for the management of the halls has to reflect an accountable cost effective operation. The decentralized volunteer management of the halls generates a greater sense of ownership and community pride. A "partnership" between the township and the volunteer hall committees is a model fQ)" the provision of cost effective services. By cost effective operation it is meant that the cost to operate the hall is 100% recovered by generating revenue to balance the operating budgets. The financial review of the operating costs and the generated revenues for 1994,1995, and 1996 indicates how difficult the achievement of a cost-effective operation is. Financial weaknesses is shown in the township's allocating of capital money. Aging buildings that had not been maintained to building and fire codes over the years have been playing a slow catch-up game. This inequitable allocation of capital money to various halls has created a feeling of competition and unfairness (see appendix for the financial review). . Policies outlining this partnership must be developed to clearly define mutual commitments, obligations, management responsibilities and capital and operating funding. Usage of the hall by the community has been reviewed during the inventory phase of the Master Plan. Different levels of activity were reported for the halls. Common to all halls was the premise that activity levels sl),Quld not be a major factor in determining the viability of individual halls. Cost effectiveness in 100% cost recovery should be the major viability factor. Operating Budget 1. 100% cost recovery by the volunteers means that all operating costs are recovered through generating revenues. 2. Insurance of the halls is paid by the Township. 3. If the operating budget runs in the "red", money is released from the hall reserve account to pay for the over expenditures. If the hall has no reserve account, the volunteer committee must generate the additional funds or face closure of the hall until the costs can be recovered. The community hall committee has a 30-day period to go to the community to generate ideas to fundraise the over expenditure and a 60-day period to fundraise the money. Failure to raise the money in the 90- day period will result in closure of the hall and sale of the property. Revenue . ()41mlo7 Draft Report on Oro-Medonte Township Community Halls . Option No. I . . Continued... from such a sale would be placed in a general recreation reserve account for future recreation development for the Township. Capital Budget I. Structural reports will be paid by the Township ($642.00). 2. The structural repairs will be paid on a 50/50 shared cost between the volunteer committees and the Township. Council's share will be $49,511 for all three halls (Warminster total cost $3,852 ($1,926 Council's share); Hawkestone total cost $42,313 ($21,156 Council share); Carley total cost $52,852 ($26,429 Council share). (See Thom Win Report). OPTION NO.2 "LEASE AGREEMENTS" . Halls that are active with community groups, and rentals and are supported by a community hall committee and executive will be asked to enter into a three-year lease agreement (with the option for renewal) \vith the Township. Halls that are not supported by a full volunteer committee and executive will be asked to hold a public "General Meeting" to elect a new hall committee. The public's involvement in this process is crucial. The public will be informed as to the status of the hall committee by calling a general meeting. If the "general meeting" does not generate a new committee, the hall will be closed. Closure of the halls will result in the selling of the property. The revenue generated from the sale will be placed in a reserve account for future recreation facilities for the Township. It is recommended that structural reports be conducted at the Township's cost (approximately $642) and estimated repairs be reviewed to determine the financial feasibility to proceed with repairs, given the lease agreement. Any costs for structural repairs will be shared in a 50/50 cost arrangement between the volunteer hall committee and the township. Estimated total costs for the structural repairs is $99,023. Council's share will be $49,511. See Wm. N. Thompson, P. Eng., attached report. Halls that will continue to operate under lease agreements will proceed with completing their fire deficiencies. The fire deficiency costs will be an operating expense that the hall committee will be responsible for in the 1997 operating budget. This will bring all halls up to building and fire code( s). . The lease agreement would be for a nominal fee. The agreement will be passed by a by- law. The Township will sell the halls at the end of the agreement, and the money from the sale would be put into a reserve for future recreation development in the Township. The Lease Agreement would cover: 041O?/97 . . . 4. 5. 6. 7. 8. Draft Report on Oro-Medonte Township Community Halls 4 Option No. 2 ... Continued.... 1. time period of three (3) years, with the option for renewal; 2. would name the Township as third party for liability insurance; 3. would outline operating conditions, and policies to follow; identify the Recreation Director as the staff managing the agreement; clearly state the Township's intention to sell the hall property on the real estate market if the lease is not renewed, and the money from the sale would be put into a reserve account to be spent on future recreation development for the Township. insurance will be paid by the Township each year of the agreement; no capital will be proposed for the length of the agreement; annual general meeting will be held for the community to elect a community hall committee. The mandate of the committee is to manage the hall as outlined in the lease agreement. Operating Budgets 1. The Township will pay the insurance costs of the halls during the length of the agreement. Capital Budget 1. 041O?/o7 If, during the term of the agreement, a structural repair was necessary a 50/50 cost share between Council and the hall committee would be considered, provided that funds were available at the time of the request. (Council's share for all three halls will be $49,511. - See Thorn Win Report). The Township would have the option to tender the approved works. All structural repairs, additions, and/or renovations to the hall must have Township approval. The approval process will involve a submission for the proposed works, in December, to the Director of Recreation and Community Economic Development. The proposed work will be discussed at this level with the hall committee and staff. Staff will decide to proceed with the project with Council at budget deliberations. Draft Report on Oro-Medonte Township Community Halls . OPTION NO.3 - TOWNSHIP ASSUMES OPERATING AND CAPITAL COSTS It is recommended that structural reports, structural repairs and fire deficiencies will be paid by the Township in the 1997 capital. This will bring all halls up to building and fire code(s). Estimated costs to complete the structural repairs is $99,023 and the fire deficiencies is $3,500. The Township pays for all the operating costs for the public halls (estimated operating costs for all the public halls is between $25,000 to $35,000 per year). The community hall committees manage the halls in a cost-recovery basis. Any operating deficit the halls incur during the year will be paid by the hall committee through their community fundraising. Failure to raise the funds will result in closure of the hall, and a public meeting will be held to inform the community of the financial deficit. A 90-day period for the community to raise the funds will commence on the date of the public meeting. Closure of the hall will result in the selling of the property. Revenue from the sale will be placed I n a recreation reserve account for future recreation development in the Township. Operating Budgets . I. Operating budgets will be set by the Township and managed by the volunteer hall committees. Over expenditures will be paid by the hall committees through their community fundraising. Failure to raise the funds as outlined above will result in closure of the hall, and sale of the property. OPTION NO.4 - SELL HALLS AND INVEST IN NEW RECREATION CENTRES Sell all public halls on the real estate market by the end of 1998. Invest the revenue in a new multi-use recreation centre concept. New recreation centres will be built at the time of new development in partnership with the developer (there will be less new multi-use recreation centres than there was community halls). Location of new recreation centres will require a secondary plan and involve public input. This option would include the formation of a new community centre committee to act as an "advisory centre committee" on the design and proposed use of the new community centre. Once the building was completed, the operation of the centre would be designed on the volunteer model that the halls manage at a 100% cost recovery basis by meeting all operating expenses by generating revenue through rentals, fundraising activities, and corporate sponsorships. Operating Budgets . I. The operating budgets for ¡ 997 will be managed by the volunteer hall committees with the mandate to manage at a cost recovery basis. The recreation staff will oversee the operation and be accountable to Council. 041O?/O7 Draft Report on Oro-Medonte Township Community Halls 6 . Option No.4... Continued... Capital Budg;ets 1. No capital will be spent in 1997. 2. Structural reports and repairs that have been identified for Warminster, Carley, and Hawkestone Halls will not proceed, and the Carley Hall will not reopen in 1997. OPTION NO.5 - SELL THE HALLS TO THE COMMUNITY Sell the halls back to the community as is, at a nominal fee. The halls become "private halls" and no longer public facilities. The Township has no authority over the halls' operation and no commitment to capital improvements. The Township will collect taxes on the property. RECOMMENDATIONS . That Council consider Option No.2 "LEASE AGREEMENT" for the direction the Community Halls and this option for the direction of the Community Halls and this option be presented in the Master Parks and Recreation Plan for public comment, That Option No.2 "LEASE AGREEMENT" be presented to the Community Hall Committees prior to the Public Meeting of the Master Parks & Recreation Plan. . 041mlo7 . ~ .~ t ~ œ 0 tI ~ ¡ 8 .: ill " ~ ~ 0 '" 0 " '" ill 0 " ~ ~ 0 œ ~ " ::: ~ ~ ': ~ ." " : j f , 0 . 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" ~ Q, '" " ~ g 0 U> g 0 0 ~ U> '" 0 ~ '" " 0 "" ~ u ~ ';: '" . u ~ 0 0 . ~ :J . œ 0 0 ~ u '" '" ~ '" " " U> " oo 0 '" " U> 0 0 ~ '" '" M 0 " ~ ~ ~ U> '" ~ '" oo M ;;; '" ~ " M ;;; ~ M ~ ';;: "" " ,'] . u " . " " ~ <ñ >. ;; ., " .~ ~ ~ õ 0 8 ~ ~ ~. '5. . '" ;¡ ~ ~ " ~ " u.. +- LU . ~ ¡ 8 ~ '" '" L1J " ~ " ., " a + U t \Û -¡. c:t ';: '" '" " '" ~ õ 0 8 ~ '" '" " .~ ~ 'õ ~ '" õ 0 " 0 U '" '" '" M r--. V . THOM WIN CONSTRUCTION L T Ð . Friday, March 28, 1997 Oro Medonte Township RR #1, Oro Station. Ontario LOL 2ED Attention: Mrs. Debra Broderick, Parks & Recreation Dear Mrs. Broderick . Thom Win Construction Ltd., as directed, visited and reviewed the Community Halls at Hawkestone, Warminister and Carley. The buildings were reviewed for their structural adequacy and overall condition, and we have made recommendations for repair and submit our budgetary pricing for the cost of these repairs. Please find, appended to this report, photographs taken to illustrate the various situations described. Hawkestone: The building is of wood frame construction with stucco exterior and metal roofing. The interior of the hall is in very good condition .There are however several areas of concern: Floor: The building was originally designed to be a school for which the Ontario Building Code recommends a floor load of 50 pounds per square foot and now, when used as a hall the code recommends a loading of 100 pound per square foot. Consequently, the floor joists are underdesigned, by today's standards by approximately 25%. The main support beams are also overstressed and are checked and cracked as evidence of some overloading. Although all the beams are a concern the joist spans vary and only three bays are of concern. We, therefore recommend replacement of the floor support beams and provision of at least two additional beams to reduce the spans and hence relieve the overstress condition in the floor joist. Roof: . The roof structure is sagging and the fasteners attaching the roof sheathing appear to be working loose. Both are indicative of the fact that the rafters, by todays standards are significantly underdesigned. It is our recommendation to totally remove the roof structure down to the top plate of the walls and install a new roof structure of pre-engineered wood roof Friday. March 28,1997 . trusses, 2x4 purlins, typar air barrier, and prepainted steel roof sheathing. We would also recommend vented aluminum soffits, aluminum fascia and continuously vented ridge. In the interior, R-32 insulation ,6 mil vapour barrier and drywall ceiling, painted or texture sprayed. Accessibility for the Disabled: There is a ramp in place to the front entrance but the washrooms, even though they are large enough, have not as yet been brought up to standard. There is no access, at present, to the basement area Costs: To replace existing beams and supply and install additional beams, all of steel our budget price is $7,560.00 plus GST. To replace roof structure as described above, our budget price is $31,135.00 plus GST. To upgrade washrooms for accessibility $ 850.00 plus GST. Warminister: This former church of brick veneer with metal roofing is in extremely good condition and has been exceptionally well maintained by the local volunteers. There are however two minor areas of concern: Leak in Rear Wall: . At one time there was a chimney at the rear of the building which was removed when the new gas furnace was installed. The masonry was neither parged or damproofed and consequently the foundation wall leaks. Rear Exit: The door swings in and should for emergency exit purposes swing out and the stair structure does not meet code It is recommended that a new outswinging door with exit device be installed and that a new stair and landing be constructed. Costs: To repair leak in rear wall our budget price is $650.00 plus GST. To replace door and construct stair etc. our budget price is $2,950.00 plus GST. Carney: This former school may well be historically significant if for no other reason than its unusual architecture. The building does however have some serious problems which require attention. Basement: . The basement ( due to economic constraints) has not been heated for many years and the basement floor has heaved and the foundation walls are cracking and deteriorating due to heaving. The deterioration of lhe basement walls is causing problems with the block facing as 2 Friday, March 28,1997 . the mortar joints are cracking and water is now penetrating the skin. It would be our recommendation to totally reconstruct the basement including relacement of the footings walls and floor and to remove the blocks from the exterior and reinstall them on the new foundation given that they at the bare minimum will require repointing. The hardwood floor has several buckles in it but it is our considered opinion that these would disappear if a dry basement were achieved. The stair to the basement is also unsafe and requires replacement Doors: Both exit door and the stairs leading to them are badly weathered and should be replaced Accessibility for the Disabled: There is no provision for the disabled Costs: To demolish and replace the basement our budget price is $41,200.00 plus GST. To supply and install a new furnace our budget price would be $ 3,500.00 plus GST To supply and install new doors and stairs incorporating a ramp into one our budget price would be $ 4,70000 plus GST. . Should you have any questions or wish to discuss the contents of this report please do not hesitate to contact me Thom Win Construction Ltd. wish to thank you for your valued business. Wm. ( Bill ) N. Thompson PEng. . RR#1 Barrie, Ontario L4M 4Y8 Phone: 705 728-8636, Fax: 705 728-0260