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10 02 1997 RAC Minutes . . . MINUTES OF THE ORO-MEDONTE RECREATION ADVISORY COMMITTEE MEETING Held Thursday, October 2,1997 at 7:00 p.m. Oro-Medonte Township Administration Centre Present: Mayor Ian Beard, Councillor Ron Sommers, Councillor Walter Dickie, Dave Knox, Graham Nelson, Nancy Stoddart Staff Present: Deborah Broderick, Tara Mittermayer Regrets: Bill Groves 1. Minutes ofthe September 4, 1997 meeting. Moved by Walter Dickie, seconded by Nancy Stoddart, That the minutes of the September 4, 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, Carried. That the Agenda for the Recreation Advisory Committee for October 2, 1997 be approved as circulated. 4. Disposition of the October 2,1997 recommendations to Council: There were no recommendations emanating from the October 2, 1997 meeting of the Committee. 5. Deputations: None. 6. Correspondence: a) Parks and Recreation Master Plan Update, and distribution of the Parks and Recreation Master Plan as adopted on September 24, 1997 and assuming ratification on October 1,1997. (to be distributed at meeting) Recreation Advisory Committee Page 2 October 2,1997 . b) c) . . Graham Nelson suggested that copies of the Parks and Recreation Master Plan should be available at the Public Libraries, and it was determined that copies of the Parks and Recreation Master Plan would be made available at the Public Libraries that the Township of Oro-Medonte currently has contracts with. Priority list of projects emanating from the Parks and Recreation Master Plan, with estimated completion dates. There was a brief discussion on some of the projects emanating from the Parks and Recreation Master Plan, and Deborah informed the committee that a trail meeting was held just prior to the Parks and Recreation Advisory Committee meeting to begin the process of developing a trail map. There was some discussion on the signage program and clarification that it would be completed in 3 phases, over three years and that it would include all public parkland. Sample of the evaluation form to be distributed and completed by all sports groups and a discussion of how the completed information will be compiled. Graham Nelson suggested that we specify that this evaluation form is for sports groups, and wanted to know when the evaluation form for cultural programs would be prepared. Deborah responded that an evaluation form for cultural programs could be prepared and presented for comment at the November Recreation Advisory Committee meeting. It was indicated that the groups receiving the evaluation form are included in the Appendix of the Parks and Recreation Master Plan. It was suggested that we specify a date by which the evaluation form should be completed and include a self-addressed postage paid stamp envelope. There was some discussion about the importance of keeping contact names up to date and Deborah explained that Tara has all of the contacts in a database and it is just a matter of informing her of any changes. 7. Director's Monthly Report: a) The Seasonal Revenue Report was distributed at the meeting. There was a discussion on the ice rental rates, and Deborah explained that at the time the ice rental rates are reviewed, the rates of neighboring municipalities would be examined to ensure Oro-Medonte is being competitive. This information would be brought back to the Recreation Advisory Committee to be prepared for the 1998 budget process. . Recreation Advisory Committee Page 3 October 2, 1997 There was some discussion on the reduction in revenue at the arena from 1996 and 1997 and the reasons for the reduction being the need to be aggressive early in the ice season and the dates that Christmas falls on. The potential teacher's strike was discussed and the possibility of enhancing revenues by advertising available ice time to the children if they are not in school. The usage rates of the picnic pavillions were examined and the need to better market the pavillions in 1998 was discussed. Ron Sommers asked Deborah Broderick the process a community would take if they were interested in an outdoor community ice rink. Deborah indicated that the community should organize and develop a plan and bring that plan forward to the Recreation Department. If the plan is acceptable, there is a manual that the community must follow for an outdoor rink. 8. Committee Chairperson's Report: . Dave Knox did a summary of the Community Hall Meeting held September 29, 1997. The discussion focused on the possibility ofthe halls that need structural repairs to get a second opinion and who would pay the fee for the second opinion. The committee felt it would be fair that because both the Township and the Hall Committee could benefit from a second opinion, that the cost for the second opinion be shared between the Hall Committee and the Township. The issue of how to account for volunteer labour to complete structural repairs was brought forward. The committee agreed that there were community members that could complete the structural repairs, and that would reduce the cost for the structural repairs. Deborah is going to look into the hourly rate of contractors and bring back to Council a recommendation on how to deal with the volunteer labour in sharing the cost to complete structural repairs. For example 50% split for materials and 25% Township, 75% Community for volunteer labour. Any work done by volunteers must still be overseen to ensure that repairs are being done to the standards set in the building code. The need for Community Halls to track every donation during their fundraising efforts was discussed in the event that the project does not proceed and money must be returned. 9. Questions . Graham Nelson brought up the question of signs indicating where to find various departments in the Administration Centre. The response was the . . . Recreation Advisory Committee Page 4 October 2, 1997 need for a sign outside the Administration Centre indicating which entrance of the building to use for each department. 10. Adjournment There being no further business, it was Moved by Ian Beard, That the meeting adjourn at 8: 15 p.m. 1 1 igl HI h~ î~~ I" ~ 3 '\:) íiì E ~ O! e 0. .. c c 0.2 +:=1;; '" CÞ I!:! ... ug &1~ 0!'tI C C .- '" :5!1I) ð~ ... '" 0.0. ñið ::1- 'tic 'S; 0 .- II) 'tI... cCÞ -0. ðõ Q...B ::I c 00 (50 õ~ CÞ ... EO! ",e ZQ. 1;; :::¡ ~ ~ E ~ ~ ()w?ltedode 7~ - '[)~ þt ~~ AeWi4øu¡ ~/Wie(Q ad ~ p~ ad ~~ Sea4ð«d ~/Wie(Q {!attøtatIP~ ~~ 1~ Did you face any Problems associated with your program this year? Information Sheet Completed By: Name: Phone #: Thank you for completing this form. We are asking all program providers to participate in completing this form. The purpose is to gather and begin to build a database of program and participants information. This information will assist the Township and the groups in the provision of future program services. This information will be available in data form at our "Parks and Recreation Open House in May 1998. Any questions or suggestions, please call: Deborah Broderick Director of Recreation and Community Economic Development 487-2171 Please return the completed form within 2 weeks of the date received in the envelope provided. . . . . . . . MEMORANDUM TO: FROM: SUBJECT: DATE: RECREATION ADVISORY COMMITTEE DEBORAH BRODERICK 1997/1998 ICE RENTAL RATES 11/04/97 The following is a comparison of ice rental rates from municipalities surrounding Oro-Medonte as requested at the October 2, 1997 Recreation Advisory Committee meeting. 1997/1998 Ice Rate Comparison Municipality Prime Non-Prime Minors Barrie $ 140.00 $ 140.00 $110.00 Orillia $ 108.00 $ 54.25 $ 70.00 Midland $ 104.00 $ 104.00 $ 89.00 Innisfil $ 108.00 $ 80.00 $ 98.00 Elmvale $ 102.00 $ 102.00 $ 75.00 Goldwater $ 109.57 $ 93.09 $ 85.33 Oro-Medonte $ 99.00 $ 55.00 $ 70.00 Note: All of the above rates include GST. The following rates are just for discussion. It was recommended in the Parks and Recreation Master Plan that Oro-Medonte must complete a detailed facility cost analysis for the arena to determine the actual operating costs prior to recommending the ice rental rates for September 1998. The facility cost analysis of the arena will commence in early Winter 1997 and a recommendation will be brought forward late in the Winter of 1997 to reflect the findings of the facility cost analysis. . . . MEMORANDUM TO: FROM: SUBJECT: RECREATION ADVISORY COMMITTEE DEBORAH BRODERICK CONTRACTOR RATES AND VOLUNTEER EFFORTS FOR COMMUNITY HALL STRUCTURAL REPAIRS 11/04/97 DATE: Following are the results of a request made at the Recreation Advisory Meeting held October 2, 1997 to investigate the cost of contractors and examine further how staff will deal with volunteer labor for the structural repairs at the Community Halls. The following information is provided for discussion, in order to proceed in drafting policy. CONTRACTOR COSTS After contacting two local contractors, and asking them their hourly rate to supervise a job being completed by volunteers, the cost per hour would range from $20.00 to $30.00. There were two different situations examined: 1. If the volunteers were unskilled at the tasks they were performing, then the contractor would have to remain on site for the duration of the project. If the volunteers were skilled at the tasks they were performing, the contractor would visit the site a few times daily to oversee the work being completed. 2. VOLUNTEER EFFORTS It was discussed among staff that the donation of volunteer time and labor to complete structural repairs will reduce the overall cost to complete the project, and therefore reduce both the Community's and Township's contribution. In order to prepare a draft policy, staff are favoring the above, as opposed to establishing a dollar value for the hours contributed by volunteers.