Recreation & Culture Committee MINUTES The Recreation and Culture Committee met on March 17, 1998 at 7:00 p.m. in the Committee Room, Shire Hall. The following members were in attendance: Chair Vice Chair Members Peggy Burris Ian Balsillie Robert Rutter Kevin Gale Mayor Taylor The following members were absent: Debbie Ruston Other members of Council present: Michelle Gilboord 1- Call to Order The Chair called the meeting to order at 7:00 p.m. 2. Deputations 2.1 Benson Hall Corrections Advisory Board Office Betty Lee Betty Lee provided an overview of the Board including the various tasks undertaken by volunteers at no extra cost. The Board has always had office space at Benson Hall at no charge in return for -looking after the building and lawn. She also indicated the Board could operate in a smaller area within Benson Hall and asked the Committee to uphold the recommendation of the Transition Board. THAT office space, as required, be provided to the Prince Edward Corrections Advisory Board at Benson Hall at no cost, as per the recommendation of the Transition Board, with such being reviewed annually. 1
Moved by Ian Balsillie, Seconded by Robert Rutter THAT the Committee recommend to the Finance and Administration Committee the funding of Prince Edward Corrections Advisory Board in the amount of $3,350.00. 3. Policy re Halls 3.1 Bookings and Fees / Cleaning The Chair suggested, as a result of consultation with the Treasurer, a proposal for the municipality to pay heat, hydro and cleaning expenses at each hall and provide each recreation committee with a grant based on $3.00 per person. Any monies raised by recreation committee sponsored events would be maintained by the respective recreation committee. Representatives from the Bloomfield Area Business Association were present and spoke to their proposal to maintain the Bloomfield Town Hall and grounds as a community resource. Consideration for new or upgraded public washrooms was also raised. W Moved by Ian Balsillie, Seconded by Kevin Gale THAT it be reconfirmed that the Corporation of the County of Prince Edward will cover ail the operating costs associated with the halls. THAT the Committee recommend that the Bloomfield Area Business Association s request re public washrooms be referred to the Public Works Department with a report back to the Recreation and Culture Committee with recommendations. Monica Alyea provided a submission outlining the background and events at the Mount Tabor Community Playhouse and Bredin Hall in Milford. Moved by Robert Rutter, Seconded by Ian Balsillie THAT staff be directed to prepare a proposal on hall rate schedules with a report back to the Recreation and Culture Committee with recommendations at the April 2, 1998 meeting. 5 The Committee directed the Recreation Assistant to circulate a summary of cleaning costs per hall to Committee members for consideration at the next Committee meeting. 3 3 By-Law for Sophiasburgh Hall Bar The Committee was advised that groups using the Sophiasburgh Hall have a choice in having the bar run by either the Fire Fighter s Association or the Recreation Committee, which resulted in the following action. 2
Moved by lan Balsillie, Seconded by Robert Rutter THAT the Clerk investigate further the issue of bar licensing for the Sophiasburgh Town Hall and report back to the Recreation and Culture Committee. 4. Municipal Recreation Funding Following discussion on the proposed $3.00 per person grant, it was Moved by Kevin Gale, Seconded by Ian Balsillie THAT it be recommended to the Finance and Administration Committee that the amount of $3.00 per person per ward be granted to the Recreation Committees for 1998. 5. Update on Museum Board Members Macaulay House. Rose House and Ameliasburgh Museum It was noted that one additional Board member is required for Ameliasburgh Museum and four for Rose House. Ian Balsillie indicated that he would be looking into this as well as the possibility of Rose House and Macaulay House coming under one Board. 6. Update - Douq Skinner 6.1 Lighting- Ameliasburgh Ball Diamonds THAT the Committee recommend that the immediate repair of lights to the Ameliasburgh Ball Diamond at a cost of approximately $1,500 be approved by Council for the 1998 ball season. 6.2 Repairs Wellington Town Hall Moved by Ian Balsillie, Seconded by Kevin Gale THAT the Committee recommend the repair to the ceiling in the Wellington Town Hall in the amount of $500.00. 3 t l ;
6.3 Ball Teams/Diamonds Scheduling and Convening Fees Moved by Ian Baisillie, Seconded by Robert Rutter THAT the Committee recommend a flat fee of $14.00 per game for use of all ball diamonds, with the exception of Athol. Minor softball being exempt from charge at all diamonds. The Recreation Assistant was directed to investigate with a representative from the Athol Recreation Committee a reasonable alternative to the flat fee of $14.00 and report back at the next Committee meeting. The maintenance of ball diamonds was referred to the Public Works Director for a report back to this Committee with recommendations/suggestions at the next meeting. Staff were directed to investigate in order to ensure the terms of all agreements relating to the use of recreational facilities owned by the Hastings & Prince Edward Board of Education still stand and for clarification on liability. Moved by Ian Baisillie, Seconded by Kevin Gale THAT the Human Resources Director be requested to write a new job description for the Recreation Assistant/Betty Calnan for consideration and approval of the Recreation and Culture Committee. Janice Maynard has offered to collect fees and arrange scheduling for the Roblin Lake Park ball diamond. Schedules will be handled at both Satellite offices and Wellington Satellite Office will collect the fees. 7. Correspondence 7.1 Letter from Sophiasburgh Fireman s Association and Prince Edward County Fire Department from District Fire Chief Richard Williams re smoking. Moved by Robert Rutter, Seconded by Ian Baisillie THAT it be recommended to Council that the no-smoking by-law passed by the former ward of Sophiasburgh be rescinded.! /nslijtdc 7.2 Demorestville Women s Auxiliary re smoking or no smoking and no dishes. Moved by Ian Baisillie, Seconded by Robert Rutter THAT Councillor Kevin Gale be instructed to invite the Demorestville Women s Institute to a Sophiasburgh Recreation Committee to settle the issue of dishes. 4
7.3 Ameliasburgh Historical Museum Invitation to attend Art on the Fence on Sunday, June 14, 1998 at 2:00 p.m. Received as correspondence. providing a list of fair events, Fair Board members and Treasurer's Report. Received as correspondence. f 7.4 South Marysburgh Fall Fair Richard White, President ' w 7.5 The Trillium Foundation Caring Communities Award. Received as correspondence. 7.6 Letter from Wayne Drake Invitation to attend a meeting on March 9th at 7:00 p.m. at the Ameliasburgh Hall. Received as correspondence 7.7 Prince Edward Chamber of Tourism and Commerce Invitation to attend a meeting "Explore Ontario" from 10:00 a.m. to 4:00 p.m. on Wednesday, March 18th at Tip of the Bay. Received as correspondence. 7.8 Letter from Mr. Cal Williams re storage of skateboard ramps and $500.00 for materials to restore ramps with labour provided by students. THAT the Planning Department be directed to provide proposals for land use sites for the 1998 skateboarding season with a report back to the Recreation and Culture Committee with recommendations. The $500.00 repair fee was deferred until a suitable location has been determined. 8. Budget Review Update Nil. 9. New Business Nil. 10- Adjournment Moved by Ian Balsillie, Seconded by Kevin Gale THAT the Committee adjourn at 1048 hrs and meet again on April 2, 1998 at 7:00 p.m. in Shire Hall. 5
Recreation & Culture Committee Summary of Actions for Committee from March 17, 1998 Meeting 1. THAT office space, as required, be provided to the Prince Edward Corrections Advisory Board at Benson Hall at no cost, as per the recommendation of the Transition Board, with such being reviewed annually. 2. Moved by Ian Balsillie, Seconded by Robert Rutter THAT the Committee recommend to the Finance and Administration Committee the funding of Prince Edward Corrections Advisory Board in the amount of $3,350.00. 3. Moved by Ian Balsillie, Seconded by Kevin Gale THAT it be reconfirmed that the Corporation of the County of Prince Edward will cover all the operating costs associated with the halls. 4. THAT the Committee recommend that the Bloomfield Area Business Association s request re public washrooms be referred to the Public Works Department with a report back to the Recreation and Culture Committee with recommendations. 5. Moved by Robert Rutter, Seconded by Ian Balsillie THAT staff be directed to prepare a proposal on hall rate schedules with a report back to the Recreation and Culture Committee with recommendations at the April 2, 1998 meeting. 6. The Committee directed the Recreation Assistant to circulate a summary of cleaning costs per hall to Committee members for consideration at the next Committee meeting. 7. Moved by Ian Balsillie, Seconded by Robert Rutter THAT the Clerk investigate farther the issue of bar licensing for the Sophiasburgh Town Hall and report back to the Recreation and Culture Committee. 8. Moved by Kevin Gale, Seconded by Ian Balsillie THAT it be recommended to the Finance and Administration Committee that the amount of $3.00 per person per ward be granted to the Recreation Committees for 1998. 9. THAT the Committee recommend that the immediate repair of lights to the Ameliasburgh Ball Diamond at a cost of approximately $1,500 be approved by Council for the 1998 ball season. 6
10. Moved by lan Balsillie, Seconded by Kevin Gale THAT the Committee recommend the repair to the ceiling in the Wellington Town Hall in the amount of $500.00. 11. Moved by lan Balsillie, Seconded by Robert Rutter THAT the Committee recommend a flat fee of $14.00 per game for use of all ball diamonds, with the exception of Athol. Minor softball being exempt from charge at all diamonds. 12. The Recreation Assistant was directed to investigate with a representative from the Athol Recreation Committee a reasonable alternative to the flat fee of $14.00 and report back at the next Committee meeting. 13. The maintenance of ball diamonds was referred to the Public Works Director for a report back to this Committee with recommendations/suggestions at the next meeting. 14. Staff were directed to investigate in order to ensure that the terms of all agreements relating to the use of recreational facilities owned by the Hastings & Prince Edward Board of Education still stand and for clarification of liability. 15. Moved by Ian Balsillie, Seconded by Kevin Gale THAT the Human Resources Director be requested to write a new job description for the Recreation Assistant/Betty Calnan for consideration and approval of the Recreation and Culture Committee. 16. Moved by Robert Rutter, Seconded by lan Balsillie THAT it be recommended to Council that the no-smoking by-law passed by the former ward of Sophiasburgh be rescinded. 17. Moved by Ian Balsillie, Seconded by Robert Rutter THAT Councillor Kevin Gale be instructed to invite the Demorestville Women s Institute to a Sophiasburgh Recreation Committee to settle the issue of dishes. 18. THAT the Planning Department be directed to provide proposals for land use sites for the 1998 skateboarding season with a report back to the Recreation and Culture Committee with recommendations. The $500.00 repair lee was deferred until a suitable location has been determined. 7