THE CORPORATION OF THE TOWNSHIP OF SEVERN CULTURE & RECREATION ADVISORY COMMITTEE AGENDA

Transcription

1 THE CORPORATION OF THE TOWNSHIP OF SEVERN CULTURE & RECREATION ADVISORY COMMITTEE A. CALL TO ORDER Tuesday, November 8, 2016 Council Chambers - Municipal Office 7:00 P.M. AGENDA B. DISCLOSURE OF PECUNIARY INTEREST & THE GENERAL NATURE THEREOF C. PRESENTATIONS/DELEGATIONS Page # "NIL" N/A D. REPORTS FROM OFFICIALS (for information) Page # 1 Culture & Recreation Advisory Committee Minutes - 10/11/ Canada 150 Status Report - Washago Planning Meeting Minutes - 9/26/ Washago Planning Meeting Minutes - 10/25/ E. REPORTS FROM OFFICIALS (for direction) Page # "NIL" F. CORRESPONDENCE (for information) Page # 1 Coldwater & District Horticultural Society with respect to Watering of the Gardens 2 The Rotary Club of Washago & Area with respect to Washago Centennial Park Fountain Project N/A G. CORRESPONDENCE (for direction) Page # 1 Coldwater Figure Skating Club with respect to Grant Application Form for Coldwater Shuffleboard Club with respect to Grant Application Form for

2 3 Marchmont Ratepayers Associations with respect to Grant Application Form for Community Gardens Policy Development - Community Gardens Toolkit - Food Banks Canada - City of Orillia - Community Gardens Policy Dates for Future Culture & Recreation Advisory Committee Meetings December 13, 2016 February 14, 2016

3 D-1 MINUTES OF A MEETING OF THE CULTURE & RECREATION ADVISORY COMMITTEE HELD AT ADMINISTRATION BUILDING, 1024 HURLWOOD LANE, TUESDAY OCTOBER 11, 2016 AT 7:00 P.M. PRESENT: Chair Vicki Ball Members Barb Clare-Powell Judith Cox Kerri Deir Bill Harvey Steven Zeidler ABSENT: Member Grace Smith STAFF: Manager of Recreation Patricia J. Harwood & Facilities Secretary Alyssa Salmon CALL TO ORDER Vicki Ball, Chair, called the meeting to order. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF NIL PRESENTATIONS / DELEGATIONS Frank Brazda Coldwater Minor Hockey Association MOTION CRAC : Moved by Member Clare-Powell and seconded by Member Harvey that the presentation from Frank Brazda with respect to Gender Equality Policies from the Ontario Federation of Hockey be received as information; AND FURTHER THAT staff be directed to talk about the confidentiality requirement at a staff meeting. CARRIED REPORTS FROM OFFICIALS (for information) Culture & Recreation Advisory Committee Minutes 08/09/2016 Page 3 of 90

4 Culture & Recreation Report No. R re: Activity Report from Manager of Recreation & Facilities MOTION CRAC : Moved by Member Zeidler and seconded by Member Deir that the following reports be received as information; a) Culture & Recreation Advisory Committee Minutes 08/09/2016 b) Culture & Recreation Report No. R16-054, dated September 22, 2016 with respect to an Activity Report from the Manager of Recreation & Facilities CARRIED REPORTS FROM OFFICIALS (for direction) Culture & Recreation Report No. R re: Changes to Fee Schedule By-Law MOTION CRAC : Moved by Member Harvey and seconded by Member Clare-Powell that Culture & Recreation Report No. R16-048, dated August 15, 2016, with respect to Changes to the Fee Schedule By-Law be received; AND FURTHER THAT recommendations that pertain to ice and ball diamond fees be forwarded to 2017 Budget Deliberations; AND FURTHER THAT the recommendations pertaining to advertising in the arena and on the ice resurfacer in 2016 be adopted and implemented. CARRIED Culture & Recreation Report No. R re: Dressing Room Policy MOTION CRAC : Moved by Member Deir and seconded by Member Zeidler that Recreation Report No. R16-056, dated September 27, 2016, with respect to Dressing Room Policy be received; AND FURTHER THAT the policy be incorporated into the Corporate Policy Manual; AND FURTHER THAT dressing room policy be added to each contract to be signed by the user groups. CARRIED CORRESPONDENCE (for information) Coldwater Ball Hockey League re: Donation to Coldwater Arena Page 4 of 90

5 MOTION CRAC : Moved by Member Clare-Powell and seconded by Member Harvey that the received 09/23/2016 from the Coldwater Ball Hockey League with respect to a Donation to the Coldwater Arena be received as information. CARRIED Orillia Experience II re: Cycling Event September 12-15th MOTION CRAC : Moved by Member Zeidler and seconded by Member Deir that the received dated 09/16/2016 from Orillia Experience II with respect to Cycling Event September th be received as information. CORRESPONDENCE (for direction) CARRIED Coldwater & District Agricultural Society re: 2017 Budget Considerations for the Coldwater Fairgrounds MOTION CRAC : Moved by Member Zeidler and seconded by Member Clare-Powell that the letter received dated 08/10/2016 from the Coldwater & District Agricultural Society re: 2017 Budget Considerations for the Coldwater Fairgrounds be received; AND FURTHER THAT the correspondence be forwarded to the 2017 Budget Deliberations. CARRIED Coldwater Horticulture Society re: Watering of the Gardens in 2017 MOTION CRAC : Moved by Member Deir and seconded by Member Harvey that the received dated 09/29/2016 from the Coldwater Horticulture Society re: Watering of the Gardens in 2017 be received; AND FURTHER THAT the correspondence be forwarded to the 2017 Budget Deliberations. CARRIED ADJOURNMENT 7:47 p.m. Motion to adjourn. Page 5 of 90

6 MOTION CRAC : Moved by Member Clare-Powell and seconded by Member Zeidler that this meeting be and is hereby now adjourned. CARRIED Vicki Ball Chair Alyssa Salmon Secretary Page 6 of 90

7 In Attendance: Vicki Ball, Mike Burkett, Ellen Cohen, Doug Cooper, Pat Harwood, Glen Hudgin, Lynne and Bill Lathangue, Kathy Nicholson, Jim Pearsall, Jim Rice, Doug Shakell, Ron Stevens, Don Westcott, Kim Wynott 1. Ellen Cohen, as Chair of the meeting, introduced herself, welcomed everyone, and thanked them for coming. Participants introduced themselves. 2. Ellen requested a volunteer to take the minutes of the meeting and suggested that this be a rotating responsibility. Kim Wynott agreed to perform this role for the current meeting. 3. Participants were invited to give input/brainstorm as to their vision of the celebration including location (the village, the park, or both; WCC), activities/events, and who would be involved. These are summarized in the following table: Topic Ideas Challenges Participants discussion about inviting/including additional ward in the celebrations Ron to provide feedback at later meeting make it a family event ensure that there is a physical separation/distance between beer garden and location of family activities Page 7 of 90 D-2 Canada 150/July 1, 2017 Planning Meeting Minutes September 26, 2016 Timing agreement that events would occur during the day only with option for Lions to continue their beer garden/entertainment after hours parade time 2:00 p.m. (historically)

8 Page 8 of 90 Topic Ideas Challenges Location events in the downtown core (e.g., parade, church and Rotary fundraising activities) to continue park be used for official ceremonies, and may house food vendors, special events, car show, beer garden, radio station, dog agility (in the dog park area), and entertainment, as to be determined use of WCC tent/cover over the rink was suggested to provide shade or dry area, depending on the weather ($); use area for demonstration purposes (e.g., sports; bike decoration judging prior to parade) parking close the main street to vehicular traffic and parking during the parade window (Don spoke with shop owners and they are in favour) 12:01 3:00 p.m. crossing over Highway 169 if the participants continue through to the park paid duty OPP officers suggested ($) transporting people to and from the park/along Muskoka Street when street is closed to traffic (options: rental of a school bus that is handicapped accessible (Hammond?) (popular idea based on liability issues and volume); carts from Burl s Creek; tractor pulling trailer) ($) access to park in case of emergency (if train is passing through) still able to reach the park via Bond Street water and hydro assess current state and project needs of the event so that budget requests to the Township of Severn can be made (time sensitive) port-a-potties will still be required in the park to address personal needs associated with a large crowd; include handicapped accessible option ($) Lions Club (Jim Rice, Doug Shakell) would prefer to continue with pancake breakfast from their hall would be willing to run beer garden and entertainment at the park (they would be responsible for all permits, etc.) years since the park was donated to the Township by the Lions year anniversary of Lions International logistics of running events in two locations (they are willing to deal with this) financial help would be required ($10,000) to run live musical entertainment (stage and production - break even event) as envisioned by Doug S.

9 Page 9 of 90 Car Show (Jim Pearsall) Topic Ideas Challenges expressed interest in having a car show in the park as part of the celebrations an entry fee for car participants would be collected (Use? Insurance needed?) having the cars involved in the parade parent/child mini racing car building with race (Hot Wheels track) Activity Suggestions Scales Nature Park fishing derby for children parade sand castle building showcasing of the local art community dress up as police officer (OPP) - kids dress up as fire fighter - kids invite OPP motorcycle Participants to be Contacted/Encouraged to Attend Planning Meetings Rama First Nations (Ellen to contact) Ramara Historical Society main street businesses (Don did invite) local churches Rotary (Don did invite) expressed concern about show cars travelling through the public parking lot (pot holes) lot was graded at the beginning of the season ensuring there is sufficient room for all cars that show up to enter the event making certain that cars are allowed to park on the grass (this was addressed by Pat and should not be an issue a map will be available at the next planning meeting to show the possible locations) number of cars that may want to participate in the parade may be too great for the size of the parade continue to invite/encourage participation so that it is known what they are planning and they can be included in the scheduling/events back field and around its perimeter; vendors along gravel road/path from point by the park to the ball diamonds where 4. Next meeting: October 25, 2016, 7:00 p.m. a. Pat will provide a map of the park so that logistics of events can be discussed/planned (Possibly: car show participants on there would be electricity available) b. Bring suggestions for additional kids /family activities c. Discuss vendors d. Discuss participation suggestions for the art community 5. Meeting adjourned: 8:30 p.m.

10 In Attendance: Vicki Ball, Mike Burkett, Ellen Cohen, Judith Cox, Kerri Deir, Glenys Hepinstall, Glen Hudgin, Kathy Nicholson, Barb and Boyd Smith, Ron Stevens, Don Westcott, Kim Wynott 2. Updates from the last meeting: To be added to the minutes from the last meeting, a $5000 commitment from the Township of Severn for the Ward 4 Canada 150/July 1 event Jim Pearsall sent word that he would not be participating in the event (car show) Page 10 of 90 Canada 150/July 1, 2017 Planning Meeting Minutes October 25, Ellen Cohen, as Chair of the meeting, welcomed everyone and new participants were introduced. 3. The following topics were discussed: Topic Ideas/Action Items Responsibility Participation of Ward 5 suggestion that Ward 5 might be willing to join Ron to approach Ward 5 and will report with Ward 4 for this event back at next meeting Kids /Family Activities tractor pull Judith with the assistance of Vicki sack races bocce ball dress up fashions/phot booth chalk on main street tables set up for drawing Transportation Hammond for transportation between park and Vicki to contact Hammond community centre off duty police to facilitate crossing of 169 by people walking to the park Timing confirmed that activities in the park will run from 2 5 p.m. fundraising activities) to continue

11 Page 11 of 90 Scales Nature Park contact to see if they are available and willing Ellen Tent/Shelter a few tents with open sides to be investigated; Don Mike at Special Occasions (Peter Street) to be contacted Wildlife Display Laura Gallagher (former employee of Muskoka Glen Wildlife) to be contacted regarding feasibility of display Furniture chairs picnic tables are available in the park participants will be encouraged to bring their own chairs do we need additional chairs? Train Ride does anyone know of a train ride on wheels that could be used at the park as a ride for kids? Washago Art Group approach art group to determine interest in Kathy to discuss with group and participating provide feedback at next meeting possible event: painting with kids Recycling sorting activity for children Judith to call Kiwanis Smoke House available to participate? Judith to call Cake large slab cake for participants to be available Ellen to call Ramara Historical Society at the park; source: Mariposa Market invite the R.H.S. to participate at the park they usually are present for the parade they have their own 20 x 10 tent Activities dunk tank hot air balloon OPP OPP museum to be invited to participate Button making Vintage Tractors Invite Doug and Blake Tavernor, Ernest Merkley Mnjikaning Laura Lettice, conductor ask if they would be Kendaaswin interested in participating Elementary School Choir Don Glen to investigate Don to enquire Glenys Rama First Nation Sherri (manages library and culture) Ellen to contact re participation

12 Page 12 of 90 opportunities Trains Doug Taylor has an extensive train collection Kim contacted; articles are not would anything be appropriate for use at the conducive for use at the park and they park usually have family events planned for that day Steam Engine Cliff Fitchett has an operable engine that is usually transported by Darren Bunker Vendors suggested that 4 5 vendors would be Ellen to be in charge of vendors sufficient Judith to provide a list of vendors used suggest $100 from each vendor as payment in Coldwater for space Music Kathie Mendez was suggested as a person Ellen to approach Kathie who would possible take this on Doug Shakell was suggested as someone to assist her Lions commitment needed from Lions for the beer Ellen and Mike to meet with Jim Rice tent/music Gordon Lightfoot would he be willing to participate (sing O Glenys Canada?) Funding Get money requirements ready for next anyone with anticipated budget meeting so that Council can be approached for requirements additional funds Rotary to be making a financial contribution Service Clubs no charge for participation in the park will need to confirm who is wanting space and the events so they can be located appropriately Costume Challenge Prize for the best period costume (male and female) 1 st Aid Station R & R or St. Johns Ambulance Lost Child Station Volunteers 30 volunteers will be required provide a highly visible t-shirt for each to wear provide a food voucher per volunteer need way to communicate with them (e.g., cell

13 Page 13 of 90 phone numbers) high school students can use this for Community Service hours Map of park needed Timetable of the Day needed Balance Sheet line by line items/$ - needed Washago Community have something for kids located here? Centre kids display? artwork? Insurance Is this event covered under the Township s Judith and Don policy? Is other insurance required? 4. At the next meeting: a. Hear feedback from ideas/action items b. Begin drafting schedule for the day c. Collate funding requests for the Township d. Discuss the parade (time, road closures, volunteers, advertising, budget, etc.) 5. Space has been confirmed for the next meeting. It will be held on: Tuesday, November 15, :00 p.m. in the Meeting Room Washago Community Centre Kindly encourage others to joint us.

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