THE CORPORATION OF THE TOWNSHIP OF ALNWICK/HALDIMAND PARKS AND RECREATION ADVISORY COMMITTEE WEDNESDAY, SEPTEMBER 16, 2015-6:30 P.M. PARKS AND RECREATION ADVISORY COMMITTEE MEETING AGENDA of Wednesday, September 16th, 2015, 6:30 p.m., Grafton Municipal Office upstairs Council Chambers. Page 1. CALL TO ORDER Chair, Councillor Sherry Gibson to call the meeting to order at 6:30 p.m. 2. APPOINTMENT OF SECRETARY Chair, Councillor Gibson to request nominations or volunteer to be appointed as Secretary of the Committee for the purposes of recording the minutes. "Be it resolved that (Motion/resolution) 3. APPROVAL OF AGENDA AS CIRCULATED Agenda of Wednesday, September 16th, 2015: "Be it resolved that the Agenda of Wednesday, September 16th, 2015 Parks and Recreation Committee meeting, be approved as circulated. 4. APPROVAL OF MINUTES 4-6 Parks and Recreation Committee Minutes of March 25, 2015 "Be it resolved that the Parks and Recreation Committee Minutes of March 25, 2015, be adopted. 5. REVIEW OF TERMS OF REFERENCE 7 Proposed Draft of the Term of Reference for the Parks and Recreation Committee. "Be it resolved that the Draft Terms of Reference for the Parks and Recreation Advisory Committee, be (approved/deferred). Additional representation or User Groups to be included on the Committee. 6. BUSINESS ARISING FROM PREVIOUS MINUTES 7. FINANCIAL REPORTS/UPDATES Page 1 of 7
Page PARKS AND RECREATION COMMITTEESEPTEMBER 16, 2015-6:30 A.M. 8. MONTHLY ACTIVITY REPORTS/SCHEDULE OF EVENTS Each Group Representative to present: Roseneath Revitalization Committee: Roseneath Recreation Committee: Haldimand Memorial Arena Committee: Community Sports and Events Committee: Minor Hockey Committee: Minor Baseball Committee: Centreton Community Centre/Playground Committee: Public Works Superintendent/Acting Parks and Recreation Manager: 9. POLICY REVIEW ITEMS New Policy for Users- Review and Discuss 10. PROJECTS - CURRENT UPDATES Fall work on Baseball Diamonds - Discussion Current Projects on the Arena Facility: Page 2 of 7
Page PARKS AND RECREATION COMMITTEESEPTEMBER 16, 2015-6:30 A.M. 11. PROJECTIONS/POTENTIAL NEW PROJECTS Grant Funding Opportunities/applications for discussion. 12. CAPITAL ITEMS/PROJECTS Arena/Equipment for discussion. 13. PUBLIC INQUIRIES None received at this time. 14. NEW BUSINESS FOR FUTURE DISCUSSION 15. NEXT MEETING Set day, time, location for the remainder of the meetings for this year. 16. ADJOURNMENT Motion to adjourn Page 3 of 7
THE CORPORATION OF THE TOWNSHIP OF ALNWICK/HALDIMAND PARKS AND RECREATION COMMITTEE MINUTES OF WEDNESDAY, MARCH 25, 2015-3:00 P.M. Members Present: Chair, Councillor Gibson Barry Surerus Dick Raymond Mike Sheehy Troy Gilmour, Public Works Superintendent/Acting Arena Manager Robin van de Moosdyk, Municipal Clerk I. CALL TO ORDER Chair, Councillor Gibson to call the meeting to order at 3:00 p.m. II. APPROVAL OF AGENDA AS CIRCULATED Parks and Recreation Agenda of Wednesday, March 25th, 2015. Moved by Dick Raymond, seconded by Troy Gilmour, Public Works Superintendent/Acting Arena Manager; "Be it resolved that the Parks and Recreation Agenda of Wednesday, March 25th, 2015, be approved as circulated. CARRIED. III. APPROVAL OF MINUTES Parks and Recreation meeting Minutes of February 20 th, 2015. Moved by Barry Surerus, seconded by Mike Sheehy; "Be it resolved that the Parks and Recreation meeting Minutes of February 20th, 2015, be approved. CARRIED." IV. BUSINESS ARISING FROM PREVIOUS MINUTES Chair, Councillor Gibson noted that she had received an email from Mike Sheehy pertaining to the Appointing By-Law, and advised that the Clerk had responded to the questions by return email, of which were verbally reviewed for all members. The clarification was provided between the Chair and the Municipal Clerk - put in questions Draft Terms of Reference. Chair, Councillor Gibson suggested the Members make a wish list with a draft Terms of Reference with respect to the mandate, composition of the Committee and hold until such time as the Council has completed the Strategic Plan process in order to provide a clearer picture of the municipal matters and future structure. Mr. Sheehy noted that from the previous meeting and this meeting it is obvious and a definite need to have the Public Works representative in attendance. Page 4 of 7
PARKS AND RECREATION COMMITTEE OF WEDNESDAY, MARCH 25, 2015-3:00 AM It was suggested that a financial component be included in the Terms of Reference to structure the Budget as one all-encompassing Budget for Parks and Recreation which may encourage stakeholders, group representatives to attend the meetings. V. MONTHLY ACTIVITY REPORTS/SCHEDULE OF EVENTS Roseneath Revitalization Committee Mr. Surerus provided the following updates: -Solar lighting will be completed tomorrow to meet the grant requirements. The bulbs will be changed as they are green at the moment for the Irish. -Soap Box Derby is a Canadian National Event - working in collaboration with the Agricultural Society to sponsor each other for parking etc.; - working with the Minister of the Church - hoping to have the Firefighters and 4H work together - April and May groups will need to meet to get organized - Great group of people and volunteers Haldimand Arena - Acting Manager's Verbal Update Mr. Daryl Fluery has agreed to a Contract for the summer months. However, Mr. Gilmour expressed the need of an administrative assistant to complete the tasks for correspondence and bookings. Mr. Gilmour advised that the ice will be taken out on April 6th and Mr. Fluery will be taking some time off prior to the summer activities beginning. Roseneath Recreation Committee Chair, Councillor Gibson noted that minor ball is not likely happen this year due to reduced registration numbers. Centreton Community Centre Centreton will be holding a "Pub Night" on Saturday, April 11th, 2015. Haldimand Memorial Arena Committee It was noted by Mr. Gilmour that the Arena Staff will be in possession of a snow blower for the coming winter season. Mr. Raymond commended Mr. Gilmour on the great job he has done since the middle November. VI. PROJECTS - CURRENT UPDATES Mr. Gilmour noted that the Sports and Event Committee have approval of monies to be expended on the In-field material for red clay which should be completed in the fall of the year to allow for compaction over the winter months. The material required to correct the existing in-field of diamonds could make some good improvements to ensure there is a proper crown. Page 5 of 7
PARKS AND RECREATION COMMITTEE OF WEDNESDAY, MARCH 25, 2015-3:00 AM Update with respect to the sidewalk repairs was discussed. Mr. Gilmour will investigate further and advise. VII. PROJECTIONS/POTENTIAL NEW PROJECTS No projections at this time. VIII. CAPITAL ITEMS/PROJECTS Netting at Diamond One Mr. Gilmour stated that he was advised there was additional netting which was there to complete Diamond One. IX. PUBLIC INQUIRIES None. X. NEW BUSINESS FOR FUTURE DISCUSSION No new items at this time. XI. NEXT MEETING The next meeting was scheduled for April 15th, 2015 at 3:00 p.m. XII. ADJOURNMENT Moved by Mr. Gilmour, Public Works Superintendent/Acting Arena Manager, seconded by Mike Sheehy; Be it resolved that the Parks and Recreation Committee meeting of Wednesday, March 25, 2015, be adjourned at 4:02 p.m. Chair, Councillor Sherry Gibson Municipal Clerk, Robin van de Moosdyk Page 6 of 7
SCHEDULE B - 7 ADVISORY COMMITTEES COMMITTEE NAME: COMPOSITION REPORTING TO: TERM OF APPOINTMENT: PARKS AND RECREATION ADVISORY COMMITTEE 9 Members: 1 Council/Coordinator, 6 Citizens and 2 Youth Representatives appointed by Council Council Term of Council MANDATE/TERMS OF REFERENCE: Authority Township of Alnwick/Haldimand Procedural By-Law No. -2015. Purpose The role of the Alnwick/Haldimand Parks and Recreation Advisory Committee is to advise the Council on such parks and recreation matters as the Council may from time to time refer to the Alnwick/Haldimand Parks and Recreation Advisory Committee. Mandate The Alnwick/Haldimand Parks and Recreation Advisory Committee shall: review and advise Council on the operation, maintenance, management and development of all recreation centers, parks playgrounds and other real property of a like nature vested in or leased by the Township and used or designed for recreational purposes, (i.e. all rates, operation contracts, acquisition of parkland, development of self-sustaining recreation groups, urban/rural beautification, methods to improve delivery of services) as Council may refer from time to time to the Committee; review and make recommendations to Council on the operation, maintenance and management of the Township s designated community centre, arena, boat launch(s), waterfronts, and municipal parkland; review and make recommendations to Council concerning parks and recreation matters as Council may refer to the Committee from time to time; may review and make recommendations to Council on any parks and recreation matter concerning the municipality not specifically referred by Council. Administration All meetings shall be conducted in accordance with the Township of Alnwick/Haldimand Advisory Committee and Local Board Policy and Procedures and the Township of Alnwick/Haldimand By-law No. -2015 being a by-law to Establish Rules of Order and Procedures to Govern the Proceedings of the Municipal Council of the Township of Alnwick/Haldimand. Budget Staff Resources Director of Public Works/Manager of Parks, Chief Building Official or designate and other as may be required. Secretary: Secretarial Services provided as appointed by the Chair and Committee Members. Page 7 of 7