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160725 Memorial Park Revitalization MINATTENDANCE Members Present: Donna Scanlan: Co-Chair, Mike Cerna: Co-Chair, Rosemary Dean, Ken Patterson, Dace Zvanitajs, Vern Fleming (Lions Club), Joan Weston (Lake Lisgar Revitalization Committee), Margaret Puhr: Secretary Guest: Councillor Chris Rosehart Staff: Rick Cox MEMBERS ABSENT/REGRETS Trevor Lamb, Shane Curtis, Cedric Tomico, Chris Parker, Scott Vitias, Lance McKenzie, Derek Partlo, Mel Getty, Jane Ann McLean, Scott McKenzie, John Glass, Terry Smith 1. Call to Order The meeting was called to order at 5:35pm 2. Adoption of Agenda Moved By: Ken Patterson Seconded By: Dace Zvanitajs Resolution #1_ THAT the Agenda as prepared for the Memorial Park Revitalization Committee meeting of July 25, 2016, be adopted. Carried. 3. Disclosures of Pecuniary Interest and the General Nature Thereof There were no disclosures of pecuniary interest declared. 4. Adoption of Minutes of Previous Meeting 4.1. Minutes of the Meeting of July 11, 2016 Moved By: Dace Zvanitajs Seconded By: Rosemary Dean Resolution #2_ The Corporation of the Town of Tillsonburg Memorial Park Revitalization Committee July 25, 2016 5:30pm Marwood Lounge 45 Hardy Ave MINUTES Memorial Park Revitalization Committee Meeting Minutes, July 25, 2016 - 2 - THAT the Minutes of the Memorial Park Revitalization Committee Meeting of July 11, 2016 be approved as amended. Carried. 5. Presentation – Rick Cox 1. The Committee’s resolution that the Town approach the province to amend rules on lottery-funded projects: advocacy is not part of the mandate of this Committee; however, the Parks & Rec Advisory Committee representatives can add this to their Committees agenda for discussion. Creating a case for Council and province will require a significant amount of time and work. 2. Plan A: suggested that the organizations do not use lottery funded money for the revitalization project, but find other ways to generate the revenue. 3. Plan B: per conversation with AGCO, organizations ineligible for lottery licensing are also ineligible to receive money from same. In this case, the Town is the issuer of lottery licenses, therefore receiving funds generated from issued licenses is a conflict of interest. However, AGCO indicated that there is a process under which in certain circumstances eligible organizations may be able to donate money from gaming. Attached is a summary of the notes. 6. General Business & Reports 6.1. Rotary Club: Presented examples of the equipment the club’s funding will be applied to. Once pieces of equipment are chosen, the club and the town will develop a plan for locations of each piece. 6.2. Tillsonburg Fair Board’s list of necessities to be included in the revitalization plan: 1. Derby pad – hard packed surface that can withhold requirements of this event 2. Replacement buildings for Crystal Palace and the cattle barn. 3. Fair Board office – in a determined new location. 4. Poultry barn needs to stay until replacement is aviailable. 5. Appropriate access for all fair event equipment/transportation vehicles. 6. Food booth moved to a determined new location. 7. Portable stage is preferred by the Fair Board above fixed band shell. 6.3. Ball Association: Representatives absent. 6.4. Lions Club: the Lions Club will be meeting on August 25 and September 5, 2016. The decision on the clubs contribution to the project may be made at the September 5 Memorial Park Revitalization Committee Meeting Minutes, July 25, 2016 - 3 - meeting. The Lions Club also contacted the AGCO and received similar information to the earlier presentation. 6.5. Kinsmen Club: Members absent, through email it was confirmed that he Kinsmen would support a band shell, not a portable stage project. Photos of submitted examples were presented. 6.6. Skate Park/Pump Track – representative absent. 6.7. Event organizing in Tillsonburg overview: the objective is that the Revitalization Project would help expand and enhance the current events as well as attract more events of all sizes to Tillsonburg. Organizers of events look for spaces that can accommodate their needs and allow them to grow larger in the future. Current organizers have been polled and their response is that they would welcome a dedicated space for holding music events (i.e. a band shell), as well as allow for various activities and setups with adequate parking, electricity and water access. From organizational perspective, the town needs to ensure success of current and prospective events through ability to supply washroom facilities, electricity supply, garbage containers, equipment such as tables/chairs, water, grey water disposal, shelter facilities and storage space for equipment. 6.8. Memorial Park ball diamond removal update: the groundwork is planned for the midpoint of the current diamonds moving in the Southern direction, taking the raised track and diamond to near ground level. Procurement for the work has not started; depending on the progress of the Pump Track, the work might begin as early as mid- September, but certainly after the ball season is finished. The gravel will be given to the pump track and other projects. Sketch attached 7. Round Table 7.1. Rotary Club cautioned to ensure the process of trying to divert allocation of lottery funds for the project be thoroughly reviewed and the process presented by AGCO followed carefully as not to jeopardize any organizations or the Town’s lottery licensing agreements. 7.2. Lion’s Club has in the past donated to the water park project, however, the rules have changed since. 7.3. The new/proposed band shell should be placed facing the proposed grandstand or at least within viewing distance. Memorial Park Revitalization Committee Meeting Minutes, July 25, 2016 - 4 - 7.4. Demolition of the pigeon barn is also scheduled, with no plans of replacement. This demolition was requested by the Fair Board several years ago. The Town staff did not notify the pigeon club of the planned demolition, as they are tenants of the Fair Board. In the original community consultation, the Fair was given a low importance by the respondents. The current Fair Board was not aware of the above and will bring the issue up at their board meeting. 7.5. The current concept plan does not propose replacement of all the buildings/structures slated for demolition in order to reduce maintenance workload and costs, but rather to create areas/surfaces for tents or temporary structures to be erected based on the needs of events. Multi-use building is also included in the concept plan. 8. Next Meeting The next meeting of the Memorial Park Revitalization Committee will be on Monday August 8, 2016 at 7:30am. 9. Adjournment Moved By: Joan Weston Seconded By: Rosemary Dean Resolution # THAT the Memorial Park Revitalization Committee Meeting of July 25, 2016 be adjourned at 6:50pm. Carried.