TOWN OF OSOYOOS COMMITTEE OF THE WHOLE NOVEMBER 18, 2013

Transcription

1 TOWN OF OSOYOOS COMMITTEE OF THE WHOLE NOVEMBER 18, 2013 PRESENT: Mayor Wells Councillors Ryan, McKortoff and Plante Staff: Barry Romanko, CAO Gerald Davis, Director of Community Services Ron Doucette, Director of Operational Services Lori Scott, Deputy Corporate Officer Mayor Wells called the meeting to order at 9:00 AM. INTRODUCTION OF LATE ITEMS 1. Report 89 th Street Paving Budget Reallocation The above item was added to the agenda and the agenda was accepted by consensus as amended. DELEGATIONS 1. Osoyoos Museum 2013 Report to Council Ken Favrholdt, Executive Director/Curator and Mat Hassen, President, Osoyoos Museum Society - A copy of the presentation is attached and forms part of these minutes. - Mayor Wells stated that Council is very supportive of the Museum Society s work - Mr. Favrholdt will be stepping down as Executive Director/Curator at the end of the year - Cllr. McKortoff expressed appreciation on behalf of the Town to Ken Favrholdt for his expertise and contribution to the Museum and its future move to the new Museum building - Cllr. Ryan wished Mr. Favrholdt well and looks forward to the presentation in the spring of The Board has asked Mat Hassen to act as Interim Managing Director and he will stay on as President to the end of the current term - Attendance was up over the past year due to open houses, however; revenues did not increase challenge facing the Museum The delegation and Society members left the meeting. 2. Desert Live Music Festival Organizing Committee - A copy of the presentation is attached to and forms part of these minutes. - Mike Campol and Brianne Hearle provided the presentation - Alberta market has decreased over past three years - Hope to target Kootenays, Fraser Valley, Okanagan and Vancouver markets - Extremely important that the municipality indicates support for the event - Significant funding would be required to host a large concert event - Will take place at Gyro Beach with concerts during the day and in the evening - Town to consider covering costs of logistics - Seeking sponsorship from local businesses, wineries, accommodators - Desert Park concert venue will not be held during the first year; need to have one 1 P age

2 TOWN OF OSOYOOS COMMITTEE OF THE WHOLE NOVEMBER 18, 2013 event and then promote it for subsequent years with a view to holding a closing concert event at Desert Park - Have looked at other festivals, i.e. Kelowna; need to develop a brand - Local Canada Day events such as Market on Main occur on four of the proposed concert dates - If the first year is successful confident that second and following years will attract - Town is being requested to provide $50,000 for first year in order to secure other funding for subsequent years. - Crossroads need the Town s support in order to attract other funding, stakeholders, sponsors - All entertainment at Gyro Beach would be free of charge - Use of shuttle includes driver? Service to bring visitors from RV resorts to venues - Expectation from Town staff? Identify as in-kind cost. Power at Gyro Beach; Parks and Rec./Public Works for garbage cans, pylons, tables and chairs - Timeline? Decision from Council by end of December. Marketing campaign to begin February 1 st through DO. ACTION: Council to consider request at Dec. 02 meeting. The delegation left the meeting at 9:51 a.m. 3. Sun Bowl Arena Concession Murielle Kingsbury, Subcontractor and Randy Bedard, Osoyoos Coyotes Team Owner - A copy of the presentation is attached and forms part of these minutes. - Large percentage of patrons at arena bring in food and beverages from outside vendors; still receive requests for condiments, napkins, etc. - Issue #1 - Request signage be installed at various locations of the arena and the front doors indicating outside food or beverages are prohibited when the concession is open - Issue #2 Request for new grill to be installed in concession. Grill in concession is 20 years old, the grill temperature dials cannot be read, and Ms. Kingsbury stated that it needs to be replaced - Safety not concerning food safety, unsafe for person operating the grill - Language on the sign is too strong and prohibitive. Could it be more positive and promote the concession? Ms. Kingsbury stated that other arenas in the Okanagan have signs stating that no outside items are permitted when the concession is open - Suggestion for Concession Open sign with hours stated ACTION: Ms. Kingsbury was requested to meet again with Director Davis to discuss signage. Consensus of Council that signage request was inappropriate for Sun Bowl Arena. BUSINESS 1. Sun Bowl Arena Concession Issue - Report from Director of Community Services ACTION: Report received for information. 2 P age

3 TOWN OF OSOYOOS COMMITTEE OF THE WHOLE NOVEMBER 18, LATE ITEM 89 TH Street Paving Budget Reallocation - Report from CAO - Forcemain project and impact on 89 th has left uneven roadwork ; no plan was developed for restoration of the pavement - Future tendering - look at the larger project rather than patchwork - Council approved a roads assessment and plan for 2013 budget - CAO noted that Administration planning was following accepted practice as defined by previous projects and council approved practice. - Future Policy discussion on whether allocation for improvements is made to sewer/water accounts, reserves; address at budget deliberations - Cllr. Ryan commented that he felt that an error was made in calculation of the project as the work crossed from one lane to the other. Could have been brought to Council s attention at the outset. ACTION: That the item be moved to the November 18 th regular Council meeting to debate the budget amendment that will see the paving of 89 th Street from Legion Beach to Cactus Crescent. CAO to follow up on definitions of use of sewer funds. ADJOURNMENT MOTION C 35/13 Moved by Councillor McKortoff and seconded by Councillor Ryan and resolved that the meeting be adjourned at 10:25 AM. CARRIED APPROVED: Original signed by Mayor Stu Wells CERTIFIED CORRECT: Original signed by Lori Scott MAYOR WELLS DEPUTY CORPORATE OFFICER 3 P age

4 Report to Osoyoos Town Council November 18, 2013 Progress of the Osoyoos Museum for 2013 by Ken Favrholdt, Executive Director/Curator and Mat Hassen, President Osoyoos Museum Society

5 Staffing The Museum employed two full-time staff Ken Favrholdt, executive director/curator and administrative assistant Kara Burton, and two summer students. Kara among other tasks, looks after the archives, photo accessioning and our donation database The summer students assisted with the Museum s 50 th anniversary exhibit, research and collections database, interviews and walking tours As well, several contractors were employed during the year for different projects including carpentry, electrical, painting, and exhibit editing

6 Volunteer Program The Museum has retained about 20 volunteers, not including the Board, with Doug Alexander, volunteer coordinator. Volunteers serve as hosts to the museum as well as undertake various work such as janitorial and database management. Sadly we lost Diane Lee who was helping with the database. We recognize our volunteers at an annual social in October

7 Exhibits War of 1812 in the West: The Oregon Country Legacy travelling exhibit now in Kamloops, Penticton in the New Year, then home again Osoyoos Museum 50 th anniversary log building exhibit Behind Barbed Wire -- travelling exhibit until November Inkameep Day School art collection temporary exhibit stored at Oliver Archives Early Osoyoos exhibit ready for early 2014 BC Creative Communities art exhibit (March 2014 opening)

8 Archives We have been catching up on the backlog of photographs and other documents. Linda Wills, archival consultant, was retained to train summer students in the basics of archival work Research has been conducted for various clients a fee for service has been discussed Several local history articles were contributed to the Osoyoos Times

9 Collections management PastPerfect program a database program is being used for documenting the artifact collections Military collection Museums Assistance Program project applied for (2014) to create an open storage system and exhibit in conjunction with the World War I and II anniversaries, later to be installed in new building when ready Lilly Sutton new database (volunteer)

10 Education programming and outreach 6 school classes have visited the Museum including a large high school group to see the War of 1812 exhibit, incl. to hear a lecture Kara Burton has visited elementary schools with pre-visit programs Curator Ken Favrholdt has made several presentations with the War of 1812 exhibit Walking tours were offered this summer and a interpretive sign program is near completion (this fall)

11 Regional programming and partnerships Through the War of 1812 exhibit we have strengthened the partnerships with other museums South Okanagan Heritage Alliance a partnership of local museums continues e.g., Curator gave talk on zucca melons at Keremeos Grist Mill Other partnerships include relationships with Destination Osoyoos, Chamber of Commerce, Royal Canadian Legion

12 Governance Continuing efforts to recruit new Board and Committee members Plan to review, revise and develop OMS policies and procedures in 2014 Plan to update 5-year Business Plan to reflect changing outlook

13 New Building Planning A major focus of activity in 2013 Worked closely with Boni Maddison, Architects, to develop the Schematic Plans Confirmed possession of new building on October 1, 2016 Continuing the planning process including work on the exhibit plans Request opportunity to provide a report to Town Council in March of 2014

14 Finance and Fundraising Operational Finance: Appreciate the ongoing support from the Town of Osoyoos and the RDOS Continue to seek solutions to the difference between core funding and core costs

15 Finance and fundraising (con t.) Capital Funding: The Legacy Committee has refined its plans and is hard at work Contracted with a Grant Writer to identify sources and start application processes

16 Transition Plans The Executive Director/Curator will be stepping down at the end of the year Decision to replace will be deferred for the time being Museum will operate with a Managing Director until a decision is made Board has developed and adopted a detailed Action Plan for 2014

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24 November 13, 2013 Murielle Kingsbury Concession Issue: Sign to be erected A huge percentage of the patrons come into the arena with food and beverages purchased from outside venues. Because the concession is a business and is run as such, it should be an exclusive venue for the arena. We do think that it is disrespectful to come into a business with a competitor s products and request (or steel) condiments, creamers, sugars, napkins, etc. The solutions to this problem would be to put up a sign at the door of the arena that states there should be NO outside food or beverages in the arena while the concession is open. If this is not implemented the concession will either have limited hours or may have to close (for certain event) due to lack of support. It is known that other businesses or arenas do not allow other venues products on their premises for consumption and signs are displayed as such. Therefore I would like to request the following sign be erected in various locations of the arena and at the front doors: Outside food or beverages are PROHIBITED inside the arena when the concession is open

25 Concession Grill Issue The grill in the concession is approximately 20 years old. The cooking surface of the grill is so old and worn that the food constantly sticks and cooks inconsistently and is impossible to clean properly to prevent dirt, rust and other yucky stuff from touching the food. This means that the quality of the food could be compromised. Also the other issue is that the dials on the grill are completely worn off and there is only Off and High written in black and white felt pen to indicate the temperature of the grill, this makes it impossible to regulate what the actual temperature is. That is why we use only a limited surface of de grill to cook. Regarding these issues I had a meeting with Gerald Davis in the concession and expressed my concerns and showed him the actual grill. Gerald told me that there was no budget for the grill but later felt there may be approximately $500 available, to replace the grill. After that he said that he would do something about the grill and send someone to look after it. A few weeks later Gerald Davis sent an to Randy Bedard that said that the grill was safe to use. This was NEVER the issue, the grill surface was the issue and a new grill top was needed, the actual equipment is safe. Therefore, I would like to request a new grill for the concession, one that cooks the food safely. This would results in better tasting food, but also makes cleaning up afterward far easier and less time consuming.