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11 06 1997 RAC Minutes . . . MINUTES OF THE ORO-MEDONTE RECREATION ADVISORY COMMITTEE MEETING Held Thursday, November 6, 1997 at 5:00 p.m. Oro-Medonte Township Administration Centre Present: Councillor Ron Sommers, Councillor Walter Dickie, Dave Knox, Graham Nelson, Nancy Stoddart Staff Present: Deborah Broderick, Tara Mittermayer Regrets: Bill Groves 1. Minutes ofthe October 2,1997 meeting. Moved by Walter Dickie, seconded by Graham Nelson, That the minutes of the October 2, 1997 meeting of the Recreation Advisory Committee be adopted as circulated. Carried. 2. Adoption of the Agenda Moved by Graham Nelson, seconded by Walter Dickie, Carried. That the Agenda for the Recreation Advisory Committee for November 6, 1997 be approved as circulated. 3. Disclosure of Pecuniary Interest and the General Nature Thereof - In Accordance With the Act: None Stated. 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) Sample of the evaluation form to be distributed and completed by all cultural/program groups. Recreation Advisory Committee Page 2 November 6, 1997 . Graham Nelson offered some comments on some possible improvements to the survey which were noted and will be changed accordingly. There was some discussion on the importance of making the information collected available to the public, one of the methods to make the information accessible to the public is through the annual recreation open house, recommended in the Parks and Recreation Master Plan. 7. Director's Monthly Report: a) Review of 1997/1998 Ice Rates. Deborah informed the group that the bookings at the arena currently are very good, with only 10-12 hours a week not booked. It was requested by the committee to look into the addresses of players to determine where they are coming from, and a non-resident user fee could be looked into depending on the results. . Once the 1997/1998 rates are established based on adjoining municipalities rates and the facility cost analysis, we may investigate a % increase per year so the increase is not substantial every few years. Another possibility discussed was to set the minor and non-prime rates equal. These options will be reviewed. There was discussion on the bookings in those arenas with one hourly rate without a difference for prime or non-prime. b) Discussion re: Volunteer contribution to complete Community Halls structural repairs. There was discussion on how to determine what jobs volunteers would be able to do, based on their skills. One option discussed was a Contractor would oversee the project and determine based on the skills of the volunteers what they could do and reduce the price of the job accordingly. The final cost to do the job would then be divided equally between the community and the Township. If a dollar amount was placed on the volunteers, the work they do would not be volunteer work. This concept would have a major impact across the Township with numerous volunteers that are invalued in many organizations. It was suggested that a contractor from outside of the Township be hired so the cost to complete the project not be inflated. . Staff will discuss with the Township building inspector concerns that they may have with the volunteers completing some of the structural repairs and hiring a contractor to supervise the project. Recreation Advisory Committee Page 3 November6,1997 . Staff will investigate policies of other municipalities and develop a policy to guide the completion of the structural repairs. c) Discussion re: Tracking fundraising donations. Numerous factors were discussed on the difficulty of this issue, including if a receipt is issued, it can not be revoked, pledges may not come true in the time it takes to get the project off of the ground. A suggested solution is to have a clause that if the project does not proceed based on the lack of funds donated to the project, the funds will be used for a project that will benefit the community of Oro-Medonte. 8. Committee Chairperson's Report: None. 9. Questions None. 10. Adjournment . There being no further business, it was Moved by Walter Dickie, That the meeting adjourn at 6:35 p.m. Chainnan: Dave Knox Minutes taken by: Tara Mittennayer .