THE CORPORATION OF THE TOWNSHIP OF MADAWASKA VALLEY RECREATION, HERITAGE AND CULTURE COMMITTEE MEETING REPORT Tuesday, February 9, 2016

Transcription

1 THE CORPORATION OF THE TOWNSHIP OF MADAWASKA VALLEY RECREATION, HERITAGE AND CULTURE COMMITTEE MEETING REPORT Tuesday, PRESENT: OTHERS: Carl Bromwich, Chairperson Ernie Peplinski, Vice Chairperson Kim Love, Mayor Shelley Maika, Councillor Sharon Taylor Julie Zurakowski Craig Kelley, CAO/Clerk Paul Nopper, Recreation and Community Development Coordinator Anya Gansterer, Tourism and Culture Coordinator Karen Filipkowski, CEO, Madawaska Valley Public Library Gwen Dombroski, Executive Assistant/Communications Coordinator Christine Hudder, Valley Gazette Iwona Mooney, Marv Mooney, Diane Peplinskie, Alan Pepper, MaryLynn Kargus, Rita McLean, Eddie Francis, Don McEllistrum, Larraine McEllistrum, Paula Schreader, Murray Mayhew, Mike Kosnaski, Josephine Bolechala, Jennifer Peplinskie, Margaret Maika, Shirley Giffin, Brian Mizzen and Danielle Paul 1. Call to Order The Meeting was Called to Order at 9:00 a.m. 2. Declaration of Pecuniary Interest 3. Adoption of the Agenda - None Tuesday, 3.1 Tuesday, Moved by: Councillor Peplinski Seconded by: Sharon Taylor THAT the Recreation, Heritage and Culture Committee Meeting Agenda for Tuesday, be approved as amended. 4. Delegations and Presentations - None 5. Correspondence - None

2 6. New Business 6.1 Staff Report - Recreation and Community Development Coordinator, RE: Donation Request - Renfrew County Senior Games 2016 donation request for the Renfrew County Senior Games Mayor Love questioned if there would be a gate fee or entrance fee. The Recreation and Community Development Coordinator noted that it was his understanding that there was a small fee for participating in the events. Mayor Love noted that she had concerns with the policy and that it did not seem reasonable for all events. Moved by: Carl Bromwich Committee recommend Council accept the in-kind donation request, of $240.00, for use of the Paul J. Yakabuski Community Centre arena floor for hosting shuffleboard for the Renfrew County Senior Games on Thursday, May 26th, Mayor Love questioned the charitable rate being used for tracking purposes and not the true value of the in kind donation, adding that the actual cost should be used. 6.2 Staff Report - Recreation and Community Development Coordinator - RE: Opeongo Heritage Cup Highway Banner request for the Opeongo Heritage Cup highway banner. Seconded by: Julie Zurakowski Committee recommend Council accept the in-kind donation request, at the rate of $200.00, for installation and takedown of the Opeongo Heritage Cup Highway Banner for Staff Report - Recreation and Community Development Coordinator - RE: B.B.A. Sledge Hockey Report and Donation Request report and donation request from Barry's Bay and Area Sledge Hockey. Mayor Love questioned the donation policy wording and how this request may affect other similar users and/or organizations, and further suggested that the policy be further discussed at a Finance and Administration Committee Meeting.

3 Councillor Bromwich noted that the donation requests before them were time sensitive and requested that Committee provide a recommendation on the donations presented, and further discuss the policy at an upcoming meeting. Moved by: Councillor Bromwich Committee recommend Council accept the report of B.B.A. Sledge Hockey Report and Donation Request and the request for in-kind donation of $ for ice time on February 28th, 2016 AND THAT, the Recreation, Heritage and Culture Committee recommend Council send a number of representatives to take part in the Ottawa Senators Alumni vs Algonquin Park Canoe Heads event on February 28th, Staff Report - Recreation and Community Development Coordinator - RE: Donation Request - Miss Madawaska Valley Pageant donation request from the Miss Madawaska Valley Pageant. Committee recommend Council accept the in-kind donation request for the Miss. Madawaska Valley Pageant at the rate of $ for use of the Paul J. Yakabuski Community Centre Lounge for February 28th and March 5th, Staff Report - Recreation and Community Development Coordinator - RE: Opeongo Heritage Cup Municipal Bar Request Opeongo Heritage Cup Municipal bar request. The Recreation and Community Development Coordinator explained that prior to the event; he and members of the Heritage Cup Committee would be meeting with the police to discuss security and safety at the event. Councillor Maika questioned if the Township would have enough staff to operate the bar during the event, and questioned why the police need to be involved. The Recreation and Community Development Coordinator explained that he had a list of available bartenders that would rotate the shifts. He further explained that during past events, issues have occurred, therefore he felt that meeting with the police would ensure due diligence is being followed as this is a well-attended public event. Mayor Love added that it is the Township's responsibility to mitigate risk. Seconded by: Councillor Bromwich.

4 Committee recommend Council direct staff to work with the Opeongo Heritage Cup Committee regarding the Municipal bar during the Heritage Cup Weekend scheduled April 1-3, Staff Report - Staff Report - Recreation, Heritage and Community Development Coordinator - RE: Renfrew County Computer Equipment Donation donation from the Renfrew County Computer Equipment. Committee received as information. Committee thanked the County of Renfrew for the donation. 6.7 Staff Report - Recreation, Heritage and Community Development Coordinator - RE: Wilno Recreation Corporation Update Report Wilno Recreation Corporation update report for Committee accepted as information. Committee recommend Council accept the report of Wilno Recreation Corporation Update Report 2015 as information; AND THAT the Recreation, Heritage and Culture Committee recommend Council direct staff to budget $2, to the Wilno Recreation Corporation for the 2016 budget. 6.8 Staff Report by Tourism and Culture Coordinator and Recreation and Community Development Coordinator - February 1, 2016 RE: Live History Animation Project The Tourism and Culture Coordinator reviewed the report on the Live History Animation Project. She explained the interactive theater experience and that they have been tentatively booked for a show in December during the World War Two exhibition and again for the July1, 2017 exhibition, noting that this would be captured over two budget years (2016 and 2017). Councillor Maika questioned the capacity of the Railway Station; which it was noted to hold 80 people; and she questioned the cost per person attending. The Tourism and Culture Coordinator explained that the theater could host up to 4 performances per day and suggested an entrance fee of approximately $20/person. The Recreation and Community Development Coordinator and Tourism and Culture Coordinator noted that grant money was received for the World War Two exhibition and that the revenues from the event would be considered a profit.

5 Moved by: Sharon Taylor Committee recommend that Council approve entering into an agreement/contract with the theatre company "Live History" for the purposes of two events; December 10, 2016 at the Remember, Remember Exhibition at the Barry's Bay Railway Station and July 1, 2017 for Canada Day Celebrations at a cost of $ for both shows. 6.9 Staff Report - Recreation and Community Development Coordinator - RE: Donation Request Madawaska Valley Public Library Trivia Night Fundraiser The Madawaska Valley Public Library CEO explained to Committee that the trivia night is one of their major fundraisers and typically the largest. Seconded by: Julie Zurakowski Committee recommend Council accept the donation request for the Madawaska Valley Public Library for the Trivia Night Fundraiser at an in-kind cost of $90.00 for use of the Paul J. Yakabuski Community Centre Lounge on Wednesday, May 4, Staff Report - Recreation and Community Development Coordinator, RE: Festival of Outdoor Rinks 2016, February 19th - 21st report on the 1st Festival of Outdoor Rinks. He explained the activities being planned at all three outdoor rinks located in the Municipality. Committee accepted as information. 7. Unfinished Business 7.1 Staff Report - Culture and Tourism Coordinators - RE: Madawaska Valley Visitor Centre Update for December 2015 and January 2016 The Culture and Tourism Coordinator reviewed the update report on the Madawaska Valley Visitor Centre for December 2015 to January Mayor Love questioned if the funding for the RCCFDC for the Culture and Community Phase II event can be reapplied for. Staff was unsure but they were prepared to resubmit if the opportunity arises. Mayor Love requested clarification on the business database and whether staff is reaching out to businesses to build on it. Staff noted that they have started

6 the initial step but are working towards building the list including an list. An advertisement will be placed in the Municipal Corner and social media sites to reach out to all businesses. Councillor Maika questioned the designer change for the artisan logo and the proposed new name for the Visitor Centre. The CAO/Clerk explained that previous discussion from Council was to amalgamate the several names already referred to at the Visitor Centre into one name and rebrand the facility. He added that to provide an informed and accurate report to Council they have enlisted a designer to help coordinate their efforts. Councillor Maika sought clarification on the safety concerns at the entrance to the Visitor Centre Staff described the issue with ice forming from the roof. Councillor Peplinski thanked Staff for the informed report and the worthwhile events being planned. He further suggested that staff should consider some of these ventures and programs reflect the areas of Combermere and Wilno. Staff noted that they will reach out to the groups, organizations and businesses within those areas. Councillor Bromwich also offered to work with interest groups in both Combermere and Wilno in regards to Councillor Peplinski's suggestion. Committee questioned if there was a cost to the website for the poetry please portion, which there is not. Councillor Maika questioned if the opening of the Telling Tales exhibit was open to the public. Staff informed that invitations were sent out for the opening exhibit. 7.2 Staff Report - Recreation and Community Development Coordinator and Tourism and Culture Coordinators - RE: Wood Stacking Competition 2015 Budget Report Wood Stacking Competition Report. Mayor Love requested a definition of South of 60. The Tourism and Culture Coordinator explained that South of 60 is just a name now, but provided the history of the name which used to have an arts council. South of 60 is currently run on a separate budget but will be drawn in to the Railway Station budget in It was noted that the South of 60 budget includes all South of 60 expenditures and revenues but does not include any associated staff salary/time. Councillor Peplinski sought clarification on the operation and some other costs involved with the wood stacking competition. Staff noted that the expenses from the woodpile competition were solely paid from the South of 60 budget. Councillor Maika questioned how the operations of the Combermere Craft Gallery. The Recreation and Community Development Coordinator explained that he oversees the operation of the Combermere Craft Gallery and that it is run by a cooperative of volunteers who sell their products at the Cabin with the cooperative receiving a portion of the sales. He added that the Municipality covers all expenses at the Combermere Craft Gallery, except for hydro. Councillor Maika suggested that staff review after similar operations including

7 the Deep River Artisan Co-Op. Mayor Love pointed out the difference between the Comberemere Craft Gallery and South of 60 noting that one is a cooperative retail store and the other is an arts centre that may sell art through an exhibition and the two were not comparable. Councillor Maika requested feedback on the suggested "Friends of" reorganization (South of 60) for Staff noted that any final recommendations/actions will not be possible prior to the 2016 Budget. Councillor Maika requested a report on the expenditures of the Combermere Craft Cabin and the Visitor Centre over the past 5 years, as well as the costs to run the Visitor Centre during the winter months. 7.3 Staff Report - Fitness Coordinator - RE: Madawaska Valley Fitness Centre Progress Report - January 2016 Madawaska Valley Fitness Centre Progress Report. Committee received as information. 8. Public Question Period Jennifer Peplinskie - Congratulated the Township on the Fitness Facility and requested that the rates are reviewed as she felt there was an unfairness between the adult rate compared to the senior rate. The Recreation and Community Development coordinator noted that they would review the rates. Iwona Mooney - Questioned the responsibility of the organizers of the Opeongo Heritage Cup as alcohol could be brought into the building by attendees as well as over indulgence can occur prior to entering the event. Councillor Bromwich explained that security will be in place for the event and noted that the police do not provide security only enforcement. Josephine Bolechala - Questioned the $30,000 in reserves in the South of 60 account and what will it be used for. Mayor Love explained that the South of 60 at one point was a separate entity and through revenues exceeding expenses the money has been placed in reserves. She further explained that the reserve will be discussed and a decision from Council will determine what the reserves could be used for. Margaret Maika - Questioned what is the resistance to the arts and culture community and if Committee is considering operating the arts and culture through volunteers would they also run the sports facilities (Paul J. Yakabuski Community Centre) with volunteers. Councillor Bromwich explained that it would be a difficult position to have volunteers maintain the arena. Alan Pepper - Questioned how a member of the public can obtain an invitation to the events hosted at the Railway Station, if they community events by invitation only. The Tourism and

8 Culture Coordinator explained that the opening to exhibits is by invitation and that anyone that asks to be included will receive an invitation. - Questioned when the audio and video recording of the last Recreation, Heritage and Culture Committee would be made public. Councillor Bromwich noted that staff was working towards video recording meetings. Mr. Pepper further explained that he has a copy of the recording and is currently seeking legal advice if he could make it public but suggested the Municipality should have their lawyer provide the advice at the tax payer's expense. Mayor Love explained that the Recording Secretary records meetings for clarity in taking the minutes, and that Council currently does not have a policy on recording meetings. The CAO/Clerk added that any member of the public can fill out a Municipal Freedom of Information and Protection of Privacy Act request to obtain a copy, noting that the Township does not have a policy on recording or videotaping Council/Committee meetings. Councillor Maika questioned if the Municipality had a recording of that meeting and if Council could direct it to be released. Councillor Bromwich ended the question period as the allocated time had elapsed. 9. In Camera - None 10. Return to Open Session 11. Next Meeting Date Tuesday, March 8, Adjournment Moved By: Councillor Peplinski Seconded By: Julie Zurakowski THAT the Meeting adjourn at 11:13 a.m. RECOMMENDATIONS: 1. THAT the Recreation, Heritage and Culture Committee recommend Council accept the in-kind donation request, of $240.00, for use of the Paul J. Yakabuski Community Centre arena floor for hosting shuffleboard for the Renfrew County Senior Games on Thursday, May 26th, THAT the Recreation, Heritage and Culture Committee recommend Council accept the in-kind donation request, at the rate of $200.00, for installation and takedown of the Opeongo Heritage Cup Highway Banner for THAT the Recreation, Heritage and Culture Committee recommend Council accept the report of B.B.A. Sledge Hockey Report and Donation Request and the request for in-kind donation of $ for ice time on February 28th, 2016 AND THAT, the Recreation, Heritage and Culture Committee recommend Council send a number of representatives to take part in the Ottawa Senators Alumni vs Algonquin Park Canoe Heads event on February 28th, 2016.

9 4. THAT the Recreation, Heritage and Culture Committee recommend Council accept the in-kind donation request for the Miss. Madawaska Valley Pageant at the rate of $ for use of the Paul J. Yakabuski Community Centre Lounge for February 28th and March 5th, THAT the Recreation, Heritage and Culture Committee recommend Council direct staff to work with the Opeongo Heritage Cup Committee regarding the Municipal bar during the Heritage Cup Weekend scheduled April 1-3, THAT the Recreation, Heritage and Culture Committee recommend Council accept the report of Wilno Recreation Corporation Update Report 2015 as information; AND THAT the Recreation, Heritage and Culture Committee recommend Council direct staff to budget $2, to the Wilno Recreation Corporation for the 2016 budget. 7. THAT the Recreation, Heritage and Culture Committee recommend that Council approve entering into an agreement/contract with the theatre company "Live History" for the purposes of two events; December 10, 2016 at the Remember, Remember Exhibition at the Barry's Bay Railway Station and July 1, 2017 for Canada Day Celebrations at a cost of $ for both shows. 8. THAT the Recreation, Heritage and Culture Committee recommend Council accept the donation request for the Madawaska Valley Public Library for the Trivia Night Fundraiser at an in-kind cost of $90.00 for use of the Paul J. Yakabuski Community Centre Lounge on Wednesday, May 4, 2016.