RECREATION & CULTURAL SERVICES SECTION COMMITTEE AGENDA. TOWNHALL, 10 ROBERT STREET WEST, TUESDAY, OCTOBER 7, 2008 AT 8:30 a.m.

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1 RECREATION & CULTURAL SERVICES SECTION COMMITTEE AGENDA TOWNHALL, 10 ROBERT STREET WEST, TUESDAY, OCTOBER 7, 2008 AT 8:30 a.m. Page 1. CALL TO ORDER 2. MINUTES 4-7 i) Minutes from the September 16, 2008, Recreation & Cultural Services Section Meeting Recommended Action: THAT the minutes of the Meeting of September 16, 2008, be adopted as printed. 3. MINUTES FOR INFORMATION 8-13 i) Penetanguishene Centennial Museum and Archives Minutes - August 28, 2008 Recommended Action: Receive for information. 4. NEW BUSINESS i) September 30, 2008, Financial Statement Recommended Action: Receive for information. 5. ARENA MATTERS i) Arena Bleacher Update - Verbal Update ii) Correspondence from Hans W. Vetter re: Enhancement of the Seating Area at the Arena Recommended Action: Receive for information. 6. PARK MATTERS Page 1 of 46

2 Page 6. PARK MATTERS i) Correspondence from Simcoe Muskoka District Health Unit re: 2008 Beach Reporting History Recommended Action: Receive for information. 35 ii) Report from Ernest J. Latanville, Building Construction Assistant re: Rotary Park Pedestrian Bridge Review Recommended Action: Receive for information. 7. TOWN DOCK MATTERS i) Certificate of Congratulations re: Historic Port of Penetanguishene Marina as a Official Member of the Clean Marine Eco-Rating Program has Attained a Four Anchor Rating Recommended Action: Receive for information. ii) Report from the Harbour Master re: Annual Report - Penetanguishene Wharf 2008 Recommended Action: Receive for information iii) iv) Letter from Rotary Club of Penetanguishene re: To Participate in the Community Fundraising Event by Providing a Boat Launch Pass for the 2009 Season. Recommended Action: For discussion. Correspondence from Jackie McLauchlin-Welch, Communication Officer from the North Simcoe Hospital Alliance re: Request for a Boat Slip Pass for the 2009 Season to be Auction for their 3rd Annual Moonlight on the Bay, Saturday October 25, 2008, at the Best Western Highland Inn Recommended Action: For discussion. 8. SENIORS COUNCIL MATTERS 9. TRAIL MATTERS Page 2 of 46

3 Page 9. TRAIL MATTERS i) Minutes from the September 30, 2008, Trails Committee Meeting Recommended Action: THAT the minutes of the meeting of September 30, 2008, be adopted as printed. 44 ii) Trails and Sidewalks Map Recommended Action: Receive and refer to Management Growth Project. 10. CURLING CLUB MATTERS i) Report from the Manager of Recreation Services re: Curling Club Condenser Tower #016b Recommended Action: THAT the Recreation & Cultural Services Section Committee approve the quote from CC Tatham Engineering for $1, plus GST and $ per site visit plus GST as presented. 11. QUESTION PERIOD FROM MEDIA AND PUBLIC 12. NEXT MEETING 13. ADJOURNMENT Page 3 of 46

4 RECREATION & CULTURAL SERVICES SECTION TOWNHALL, 10 ROBERT STREET WEST, SEPTEMBER 16TH, :30 a.m. MINUTES Present: Councillor Dan LaRose (Chair) Councillor Jim Martin(Co-chair) Mayor Anita Dubeau Absent: Also Present: Eleanor J. Rath, C.A.O. Rene Laurin, Parks & Facilities Manager Brian Gass, Chief Building Official Pat Harwood, Manager of Recreation Services 1. CALL TO ORDER The meeting was called to order at 8:30 a.m. 2. MINUTES i) Minutes from the September 2, 2008, Recreation & Cultural Services Section Meeting Moved by Councillor J. Martin and Seconded by Mayor A. Dubeau THAT the minutes of the Meeting of September 2, 2008, be adopted as printed. CARRIED 3. ARENA MATTERS i) User Group Meeting Minutes of September 3, 2008 Moved by Mayor A. Dubeau and Seconded by Councillor J. Martin Page 1 of 4 Minutes from the September 16, 2008, Recreation & Cultural S... Page 4 of 46

5 THAT the minutes of the User Group Meeting be approve as presented. CARRIED ii) Arena Bleacher Project Construction Meeting Notes from Tuesday, July 8, 2008 Received for information. iii) Arena Bleacher Project Construction Meeting Notes from September 4, 2008 Received for information. iv) Arena Bleacher Verbal Update The members were updated on the project. v) Report from Brian Gass re: Bleacher Project - Required Guards 4. PARK MATTERS Mr. Gass reviewed his memo which members received. Members also received and reviewed a report from George Wilson, Senior Consulting Advisor for Travellers. The arena bleacher drawings were also reviewed. The cost of the rubber flooring is $10, plus GST was an option of the contract. An operational decision will be made about utilizing dressing rooms for skate changing. The Rubber floor matters will be addressed at the next meeting. Recommended Action: THAT the Parks and Recreational works with the bleacher contractor and project engineer to bring forward the proposal of an acceptable guard system for the new bleachers to the Building Department. i) Correspondence from Dee Vassair-Ouellet re: Hold a Scout All Section Campfire at Bayfield Park Moved by Councillor J. Martin and Seconded by Mayor A. Dubeau THAT Recreation & Cultural Services Section Committee approve to hold a Scout all Section Campfire at Bayfield Park on Friday, October 3rd, 2008, from 6:30-8:00 p.m. CARRIED Page 2 of 4 Minutes from the September 16, 2008, Recreation & Cultural S... Page 5 of 46

6 ii) Report from the Manager of Recreation Services re: Demolition of Waterfront Washrooms Moved by Mayor A. Dubeau and Seconded by Councillor J. Martin THAT the Recreation & Cultural Services Section award the demolition of the Waterfront Washrooms to Mailloux E. Construction at a cost of $5, plus taxes and that this work be completed by October 31st, CARRIED iii) Report from the Manager of Recreation Services re: Drain Water Onto Public Parkland It was noted that the owner contact the Severn Sound Environmental Association for their input, and that an easement and legal survey be conducted at the owner's expense should the Severn Sound Environmental Association agree on a Plan to disperse the water into Penetanguishene Bay across Town Property. Moved by Councillor J. Martin and Seconded by M. A. Dubeau THAT the request of Scott Watson to drain his excess water onto public parkland be denied; and that staff be directed to work with Mr. Watson and Severn Sound Environmental Association on a drainage easement agreement. CARRIED iv) Signage of Parks - Verbal Update It was noted that the cost of the signs are $54.92 each. Recommended Action: Cost update and approval. 5. TRAIL MATTERS i) Mapping of Trails and Sidewalks Creating Future Links Section discussed Trails that connect throughout the Town; Lucy Street Trail, Paths at Bellisle, Dunlop Street area trails. The Snowmobile Club Agreement is to be checked for areas of links and Champlain Road area Trails. Recommended Action: For discussion. 6. RECREATION MATTERS Page 3 of 4 Minutes from the September 16, 2008, Recreation & Cultural S... Page 6 of 46

7 i) Correspondence from Midland-Penetang District CERT re: Request of Usage of Facilities at Canadian Martyrs School Moved by Mayor A. Dubeau and Seconded by Councillor J. Martin THAT Recreation & Cultural Services Section Committee approve the fee waiver usage of facilities at Canadian Martyrs School for their weekly training meetings commencing at 6:40 p.m. until 8:40 p.m. on the following dates: October 6/20/ February 2/9/16/23/ 2009 November 3/10/17/ March 2/9/16/23/ 2009 December 1/8/15/ 2008 April 6/13/20/ January 5/12/19/ May 4/11/25/ 2009 June 1/8/15/ CARRIED ii) Request from Pat Harwood, to attend the Municipal Tool Kit Workshop Sponsored by Parks and Recreation Ontario held in Orillia on Wednesday, October 22, 2008 Moved by M. A. Dubeau and Seconded by Councillor J. Martin For approval. CARRIED 7. QUESTION PERIOD FROM MEDIA AND PUBLIC None. 8. NEXT MEETING October 7, 2008 at 8:30 a.m. 9. ADJOURNMENT The meeting adjourned at 9:45 a.m. CHAIR RECORDING SECRETARY Page 4 of 4 Minutes from the September 16, 2008, Recreation & Cultural S... Page 7 of 46

8 Page 8 of 46 Penetanguishene Centennial Museum and Archives Minutes - Au...

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14 The Corporation of The Town of Penetanguishene Finance & Corporate Services Section Report COMMITTEE: Recreation & Cultural Services Section COMMITTEE CHAIR: Councillor Dan La Rose SUBJECT: September 30 Financial Statements RECOMMENDATION Receive for information INTRODUCTION This report restarts the process of monthly financial reporting to Sections. ANALYSIS The attached financial statements reflect activity of town operations that are under the supervision of Section. For reference, but not attached, is a report of all transactions making up the balances on the report. It will be at the meeting, and maintained near the Councillors room, near the mail slots. OBSERVATIONS Recreation Administration is showing approximately $6,000 surplus as there was a staff vacancy for part of the year. Salaries and Benefits for Arena and Parks are within budget, with a slight imbalance to Parks relative to budget Arena revenues are lagging budget to September 30, by $16,000 and should be monitored over the last three months, when heavier usage is expected. Both Arena building maintenance and Park maintenance accounts have spent the full year s budget with three months to go. Building maintenance was driven by a high number of large electrician bills. Parks Maintenance included $12,000 for goose control. Contract maintenance revenue was not realized at the contracts for lawn maintenance for school boards was not renewed. As no related costs were incurred, the budget impact is nil. Recreation programs are showing revenue ahead of expenditures for the year to date. The Wharf is showing slight profit with minor adjustments and expenses expected for the balance of the year. With the Provincial operating grant yet to arrive, the Museum has still exceeded its budgeted revenue for the year. Net expenditure for the Museum is $10,000 less that budget to the end of September, Individual variations from budget for the Library are quite minor. Taking the operating grant into consideration (budgeted for September, but not received yet), the Library is $5,804 below budget. September 30, 2008, Financial Statement Page 14 of 46

15 The Corporation of The Town of Penetanguishene Finance & Corporate Services Section Report BUDGETARY IMPLICATIONS The report identifies issues where budget may be overspent or underspent. Actions to address the underlying issues are not considered here. RISK MANAGEMENT Regular financial reporting reduces risk of loss through unaddressed financial issues. STRATEGIC GOALS & OBJECTIVES This report is part of the strategic objective of providing financial information to Council through its Sections. Prepared by: Jim Schaefer Approved by: [CAO must review and approval all reports] Meeting Date: October 7, 2008 Electronic File Location: S:\Administration\F10 Interim Financial Statements\Report RCS Sept doc September 30, 2008, Financial Statement Page 15 of 46

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28 Correspondence from Hans W. Vetter re: Enhancement of the S... Page 28 of 46

29 Draft Response to Arena Bleacher Letter October 8, 2008 Hans W. Vetter 74 Broad Street PENETANGUISHENE ON L9M 1G2 Dear Mr. Vetter: RE: Arena Bleacher Replacement Project Thank you for your letter dated September 15, 2008 addressed to the Mayor and Council. In response to your questions: 1) A representative of the Penetang Kings was invited to participate in the RFP selection process for the Arena Bleacher Replacement Project in November of Arena user groups including the Kings were invited to review the final design drawings approved for construction in April of Further changes to the design were required during construction, including a reduction in the total seating. The Manager of Recreation Services met with the Arena User groups including the Kings to make them aware of these changes. 2) The purpose of the Arena Bleacher process is the replacement of the wooden bleacher system with a non combustible bleacher system. The goal of the project was to meet all of the current Building and Fire Codes, while maximizing the seating within the confines of the existing arena structure/layout. The only comfort issue identified by the Town at the time of the RFP was the requirement to provide seat backs. Plastic molded seats were not recommended to the Town due to the high frequency of repairs experienced in other facilities. 3) The contract for this design-build project included the provision of engineering services. The project engineer is required to review and approve the plans, inspect the works and sign off on all structural aspects under the Building Code. 4) The Chief Building Official and Deputy Fire Chief have participated throughout the process from the RFP review right through to construction to ensure that the Building Code and Fire Code issues were being addressed. 5) There were no site visits to other arenas conducted although an invitation was extended by the contractor to view other facilities and photographs were provided of recent projects. 6) The former Director of Parks, Recreation & Culture researched the companies Correspondence from Hans W. Vetter re: Enhancement of the S... Page 29 of 46

30 with experience in arena seating through the Ontario Recreation & Facilities Association (ORFA). Seven companies in central Ontario were approached to visit the Arena in 2006 in order to view the facility. Several companies were not interested in the project as they deal exclusively with new builds. A formal Request for Proposal was prepared by the Town in An Invitational Tender was sent to four vendors. Two vendors bid on the project. Both vendors had worked for the Town and other projects and were familiar with the facility. As a result, no reference checks were conducted. 7) A performance bond was not required under the terms of the contract. The contract was prepared in consultation with the Town Solicitor. 8) To meet all of the Building Code and Fire Code requirements, the Town anticipated that a certain number of seats would be lost. The layout approved for construction actually increased the occupancy of the bleacher seating from 437 to 466. However, when the first section of the north side bleachers were installed concerns were raised by the Town and members of the user groups that this seating designed to meet the minimum code requirement, was not adequate for our needs. The Town directed the Contractor to revise the design to increase the seat spacing. This resulted in the loss seating to a total of 384 seats. This takes into account a new barrier free ramp and two barrier free seating areas on the south side. 9) The Town did consider an option for plastic vs. metal seating. This option was not pursued due to the additional cost and advice by the vendor that the extruded plastic seats would be largely cosmetic and would not necessarily improve the heat conductivity of the benches when compared to aluminium. 10)The contract is signed by the Mayor and the Clerk. The C.A.O. as the Acting Director of Parks, Recreation & Culture has been responsible for the contract administration for this project. The new Manager of Recreation Services has been monitoring the progress of this project in consultation with the Chief Building Official. I trust that this letter has answered your questions. Yours truly, Eleanor J. Rath, CMO Chief Administrative Officer cc. Manager of Recreation Services Chief Building Official Correspondence from Hans W. Vetter re: Enhancement of the S... Page 30 of 46

31 Correspondence from Simcoe Muskoka District Health Unit re:... Page 31 of 46

32 Correspondence from Simcoe Muskoka District Health Unit re:... Page 32 of 46

33 Correspondence from Simcoe Muskoka District Health Unit re:... Page 33 of 46

34 Correspondence from Simcoe Muskoka District Health Unit re:... Page 34 of 46

35 Report from Ernest J. Latanville, Building Construction Assi... Page 35 of 46

36 Certificate of Congratulations re: Historic Port of Penetan... Page 36 of 46

37 Report from the Harbour Master re: Annual Report - Penetang... Page 37 of 46

38 Report from the Harbour Master re: Annual Report - Penetang... Page 38 of 46

39 Letter from Rotary Club of Penetanguishene re: To Participa... Page 39 of 46

40 Page 40 of 46 Correspondence from Jackie McLauchlin-Welch, Communication O...

41 Trail Notes from September 30 th, 2008 meeting Present: Jos Gagne, Chair Kent Darby Monique Kingsma Ron St. Amant Bryan Murray, Manager of Capital Projects Pat Harwood, Manager of Recreation Services Regrets: Jim Martin, Councillor 1. Call to Order 2. Minutes from the August 26 th, 2008 Trail Committee Meeting Moved by Monique Kingsma and Seconded by Ron St. Amant Recommended Action: That the Trails Committee approve the minutes of August 26 th, 2008 as printed. CARRIED 3. Trails Promotion and Partnerships i) Trail Counter Statistics Members received a copy of the trail counter data from Rick Allen that was placed on the Waterfront Trail in August. ii) Trans Canada Trail Signage at 67 James Street The Committee members did a site investigation and agreed that only one square pole should be used for both signs rather than the two existing ones. Action: Miss Harwood is to request that the pole supports be changed through Public Works, that the sign will remain in the Town boulevard and that the owner be notified. iii) Trail Signs at the Waterfront The Committee discussed the trail along the Town Dock and agreed that no signage be erected at this time. iv) Trails Ambassador Program Action: Jos Gagne to report back to the Committee. v) Trail Mapping The map was reviewed with the Committee. It was agreed that a new map be Minutes from the September 30, 2008, Trails Committee Meetin... Page 41 of 46

42 generated with the routes suggested and that all informal trails not be shown on the new map. 4. Trail Maintenance i) The report from Ernest Latanville was reviewed regarding the condition of the wooden pedestrian bridges in the Penetanguishene Rotary Park. Action: Bridges to be put into long term forecast for replacement. 5. Trails Expansion/Enhancement i) Letter to County of Simcoe from C.A.O. Rath Discussion took place on the importance of Highway 93 as a transportation link between the two towns. Discussion also took place on the dangers for cyclists from the Angel Gates to the Poyntz Street lights. The lack of room on the road and the closeness of parked vehicles to the road at the Angel Gate Bingo hall is a concern. ii) Bike Rack Locations The Committee agreed to three locations for three bike racks to be purchased; Arena, Town Hall and the Trail Head of the Penetanguishene Rotary Park by the fountain. Any inground installations will require locates. Action: Committee will meet at the arena at 5:00 p.m. on Tuesday, October 7 th to determine the exact locations of the bike racks. iii) Trail Connection to Discovery Harbour Waterfront Discussion on designing a Penetanguishene trail logo or utilize the Town s new logo took place. It was agreed that signage for this trail be budgeted for in iv) Overhead Bridge Update Bryan Murray presented information from road plans from 2003 from Burnside. There will be two foot deep ditch lined with stone, fabric and gabian baskets for approximately 300 metres. The south side trail bed will be raised. A 36 barrier was suggested at the Township of Tiny s end of the tunnel to assist in stopping ATV traffic. The trail will be corrected to the far crossing at Therrien Park. Mr. Murray will drop off copies of the plans for the files. Action: Kent Darby and Bryan Murray to meet during construction to determine the correct turning path for the groomer as it enters onto the trail. v) Speed on Trails Discussion took place on the speed of snowmobilers and the safety of others traveling in the Town of Penetanguishene. The speed on the trails is posted at 20 kmh. Moved by Jos Gagne and Seconded by Monique Kingsma THAT the speed of snowmobilers within Town limits be 20 kmh, and that the Transportation and Emergency Services Committee also be informed. CARRIED Minutes from the September 30, 2008, Trails Committee Meetin... Page 42 of 46

43 6. Next Meeting The next meeting is Tuesday, October 28 th at 7:00 p.m. in the Committee Rooms at the Town Hall. 7. Adjournment Moved by Kent Darby That we do now adjourn at 8:42 p.m. CARRIED Minutes from the September 30, 2008, Trails Committee Meetin... Page 43 of 46

44 MARIA MAIN FULLER TINNEY BROAD Legend LEPAGE H a r b o u r FOX Existing Sidewalks Existing Trails Proposed System Type Separated Path/Bike Trail Sidewalk Trail LAFONTAINE CHAMPLAIN P e n e t a n g PEEL BECK YEO BURKE ALVIN WILLIA Settlement Area Boundary Sidewalk/Trail System to be developed ROBERT WATER BROCK TAY POINT POYNTZ EDWARD THOMPSONS ³ MURRAY BRUNELLE ,200 1,600 2,000 Meters 1:30,000 This map, either in whole or in part, may not be reproduced without the written authority from the County of Simcoe. Copyright County of Simcoe Land Information Network Cooperative LINC Produced (in part) under license from: the Cities of of Barrie & Orillia, the Ontario Ministry of Natural Resources ( Queens Printer 2007), Terranet Enterprises Inc. and its suppliers all rights reserved, and Members of the Ontario Geospatial Data Exchange. THIS IS NOT A PLAN OF SURVEY. For more information call (705) or visit Town of Penetanguishene Growth Management Strategy Map 4: Sidewalks and Trails Trails and Sidewalks Map Page 44 of 46

45 The Corporation of The Town of Penetanguishene Recreation & Cultural Services Section Report COMMITTEE: COMMITTEE CHAIR: Recreation & Cultural Services Section Councillor Dan La Rose SUBJECT: Curling Club Condenser Tower #016b RECOMMENDATION That the Recreation & Cultural Services Section Committee approve the quote from CC Tatham Engineering for $1, plus GST and $ per site visit plus GST as presented. INTRODUCTION An earlier report #016 was reviewed at the September 16 th, 2008 Recreation & Cultural Services with the recommendation to out source more quotes for the work. A report from Building Services Assistant Ernest Latanville is attached. ANALYSIS The quote submitted by CC Tatham Engineering is the most complete quote for the engineering and design to be completed. Site visits should they be necessary are an additional cost followed with a report. Sealed engineered drawings at the end of the process will allow the work to be tendered. BUDGETARY IMPLICATIONS Funds for the project will be posted to: Account: Cooling Tower Repairs of which $6, was budgeted. Actual repairs to follow quote process. RISK MANAGEMENT All contractors to carry WSIB coverage or equivalent. No risk to the Town of Penetanguishene. STRATEGIC GOALS & OBJECTIVES Project assists in reducing risk as a Town owned facility and follows through with recommendations from structural reviews of the facility. Meets 2008 Goals and Objectives. Prepared by: Pat Harwood, Manager of Recreation Services Approved by: E.J. Rath, C.A.O. Meeting Date: October 07 th, 2008 Electronic File Location: S:\Administration\A19 Facilities Report from the Manager of Recreation Services re: Curling... Page 45 of 46

46 Report from the Manager of Recreation Services re: Curling... Page 46 of 46