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191211 Recreation AGD The Corporation of the Town of Tillsonburg Recreation and Sports Advisory Committee Decmber 11, 2019 7:00 p.m. Suite 203, 200 Broadway, 2nd Floor AGENDA 1. Call to Order 2. Adoption of Agenda Proposed Resolution #1 Moved by: Seconded by: THAT the Agenda as prepared for the Sports and Recreation Advisory Committee meeting of December 11, 2019, be adopted. 3. Disclosures of Pecuniary Interest and the General Nature Thereof 4. Adoption of Minutes of Previous Meeting Proposed Resolution #2 Moved by: Seconded by: THAT the Recreation & Sports Advisory Committee Meeting Minutes of October 9, 2019, be approved. 5. Presentations/Deputations 6. General Business & Reports 6.1. Hall of Fame update 6.2. Advertising policy draft – review 6.3. Maple Leafs Alumni game fundraiser 6.4. Committee goals and objectives review 7. Correspondence 8. Other Business 9. Next Meeting 10. Adjournment Proposed Resolution #3 Moved by: Seconded by: Committee: Recreation & Sports Advisory Page - 2 - of 2 Date: December 11, 2019 THAT the December 11, 2019 Recreation and Sports Advisory Committee meeting be adjourned at _____ p.m. 1 Town of Tillsonburg STATUS REPORT January 2018 Community Parks, Recreation & Cultural Strategic Master Plan – Status Update 2018 2 Town of Tillsonburg Top Priorities W ithin the Strategic M aster Plan, almost 100 recommendations have been identified for the Town to consider over the 2011-2031 period . O f those, five were identified as top priorities . 1. Undertaking a Master Plan and Concept Design exercise for the 55 acres Memorial Park and Fairgrounds. The Strategic Master Plan states that a community vision needs to be established specifically for Memorial Park, and particularly whether the Fairgrounds would benefit from revitalization of the present site or if it should be relocated to an alternative location. STATUS: A Master Plan for Memorial Park & Lake Lisgar was approved January 2018. 2. Developing a vision for the Tillsonburg Special Events Centre (TSEC). The Strategic Master Plan recommended either investing in or divesting of the TSEC. STATUS: TSEC sold in 2012. 3. Creating a new Ball Diamond Complex that relocates the Annandale Ball Diamonds and at least one ball diamond from Memorial Park. The Strategic Master Plan suggested this to allow the Town to repurpose the area currently used for diamonds to other higher need uses. STATUS: The M aster Plan for M emorial Park & Lake Lisgar designates an improved, relocated hardball diamond. Planned upgrades at the Annandale Diamond C omplex include new lights at Diamond 3 , additional lights at Diamond 2 , and future potential for lights at Diamond 4 . Community Parks, Recreation & Cultural Strategic Master Plan – Status Update 2018 3 Town of Tillsonburg 4. Undertaking a comprehensive business plan and/or concept design process to improve the functionality and amenity level of the Tillsonburg Community Centre. STATUS: C ommunity consultations took place in 2015. Conceptual Design for an indoor pool refurbishment is planned for 2018, with work considered for implementing in2019 . 5. Continuing to build upon the local trails system to increase connectivity, comfort and safety. The 2015 update to the Trails Master Plan included recommending significant improvements to amenities (e.g. shade, benches, lighting, parking, etc.), the range of uses (e.g. pedestrian and cyclist, all season uses), and other connectivity. STATUS: The updated Trails M aster Plan is informing work on improvements to local trails and the long - term development of an enhanced trail network within Tillsonburg with regional connectivity. In 2017, the Trans-Canada Trail extension and a year-round connection to Hawkins Bridge were opened. Guiding Principle 1: Striving for Service Excellence Tillsonburg will continue to strive to provide parks, facilities and services in a manner that is sustainable, innovative, fiscally -responsible and driven by customer service. While there is continual progress on all ongoing, short term and medium term recommendations, in 2018 most of the effort continues to be focused on the Topic Areas of Maximizing Performance and Marketing & Awareness. Guiding Principle Topic Area Municipal Role 1-1 1-2 Maximizing Performance 1-3 1-4 1-5 1-6 1-9 1-7 1-8 Customer Service 1-10 1-11 1-12 Marketing & Awareness 1-15 1-17 1-18 1-13 1-14 1-16 Regular Strategic Planning 1-19 1-20 Ongoing Short Term 2011-2014 Medium Term 2015-2019 Striving For Service Excellence Community Parks, Recreation & Cultural Strategic Master Plan – Status Update 2018 4 Town of Tillsonburg Completed recommendations supporting this Guiding Principle include: 1-7: “Establish a simple set of quantifiable targets and performance measures that can gauge the efficiency and effectiveness of services, and eventually programs, which are offered by the Town….” A consistent and comparable set of performance metrics is being monitored and reported on in quarterly submissions to Council. The metrics are refined and adjusted as appropriate. 1-8: “In consultation with local user groups, establish an Ice Allocation Policy to formalize equitable access to municipal arenas….” This Policy was developed in 2012 and is used by Department staff when developing summer and seasonal ice schedules. 1-12: “…investigate the need to rename the Community Services Department to better reflect and articulate the role of municipal parks, recreation and cultural services.” In 2012, the Department was renamed ‘Parks & Recreation Services” and then in 2014, a second name change was implemented to the current ‘Recreation, Culture & Parks.’ Guiding Principle 2: An Integrated & Collaborative Approach In order to best meet the needs of our residents, the delivery of high quality spaces and programs will be viewed holistically and implemented by working hand -in -hand with a range of municipal departments, supporting volunteers, and establishing strategic partnerships that will maximize the public interest through a community -development approach. Community Parks, Recreation & Cultural Strategic Master Plan – Status Update 2018 5 Town of Tillsonburg Continual progress is being made on most ongoing and short term recommendations. In 2017 most of the effort is being directed in the Topic Areas of Supporting Town Staff and Community Development through an investment in dedicated marketing staff time. To date, no recommendations supporting this Guiding Principle have been completed. One short-term recommendation has been deferred to the medium term in order for other required elements to be put in place: 2-16: “As part of the proposed Marketing Strategy, ensure the inclusion of a specific Sport & Cultural Tourism Policy that creates a framework for assessing the ability of local facilities and services to serve a broader market, potential partnerships, funding opportunities, and the benefits that would be incurred through the promotion of sport and cultural tourism objectives.” In addition to the completion of the Marketing Strategy, the most effective approach to this recommendation will also include a broader regional discussion about sport tourism with partners throughout Oxford, Elgin and Norfolk Counties. Guiding Principle 3: Innovative & Appropriate Infrastructure Parks, recreation and cultural facilities will be provided in an inclusive and integrated manner, to create opportunities for multi-use, multi-generational, and multi-seasonal experiences that meet the diverse needs of Tillsonburg’s population. Community Parks, Recreation & Cultural Strategic Master Plan – Status Update 2018 6 Town of Tillsonburg While there is continual progress on most recommendations, in 2018 most of the effort is being directed in the Topic Areas of Tillsonburg Community Centre and Sports Fields. With the sale of the Tillsonburg Special Events Centre in 2012, recommendation 3-5 was completed and recommendation 3-6 became redundant. Completed recommendations supporting this Guiding Principle include: 3-9: “Consider reconfiguring program and meeting spaces within the Tillsonburg Community Centre as a means to accommodate certain smaller-scale gymnasium activities, thereby, freeing up time at the Glendale gym for additional uses.” After due consideration, the cost-effectiveness of reconfiguring TCC space was not apparent. Instead, more effective use of the updated and new gymnasium facilities at local public schools has been implemented. 3-10: “The Town should undertake a comprehensive examination into the reconfiguration/expansion of its Health Club and squash courts in order to provide a higher quality, higher performing level of service geared to addressing the fitness- related needs of future residents and facility users.” Significant efforts have resulted in a more accessible and more comprehensive service desk, upgraded cardio equipment, better floor space configuration, and use of the Squash Court mezzanine for training activities. In 2016 a unisex barrier free washroom was added near the Lions Auditorium. 3-24: At least one fully accessible (barrier-free) playground should be provided at the Tillsonburg Community Centre or Lake Lisgar Water Park site to ensure that children with special needs and disabilities have a venue for unstructured physical activity….” In 2012, the Lake Lisgar Water Park playground equipment was replaced with new, barrier-free elements. Community Parks, Recreation & Cultural Strategic Master Plan – Status Update 2018 7 Town of Tillsonburg Guiding Principle 4: Embracing the Arts, Culture & Heritage The Town will work with its vibrant arts, cultural and heritage sector to enhance and further develop the creative capacity of Tillsonburg and proudly showcase our roots to visitors. For 2018 most of the implementation focus is in the Topic Area of Bolstering the Arts & Cultural Sector. Recommendation 4-5 was rendered redundant when the Tillsonburg Library was absorbed into the Oxford County Library system. With the defunding of the Tillsonburg Cultural Improvement Alliance in the 2017 budget, a key component of delivering on these actions was eliminated. As a result, a different implementation strategy will need to be developed. To date, no recommendations supporting this Guiding Principle have been completed. One short-term recommendation has been deferred to the medium term: 4-2: “Draft a Public Art Policy that outlines the benefits of public art, a process through which public art is selected, and the importance of recognizing local artists.” The Cultural Advisory Committee is a potential vehicle for completing this action. Strengthening Policies 4-1 4-2 4-3 4-4 Bolstering the Arts & Cultural Sector 4-8 4-5 4-6 4-7 Embracing the Arts, Culture & Heritage Community Parks, Recreation & Cultural Strategic Master Plan – Status Update 2018 8 Town of Tillsonburg Guiding Principle 5: Focus on Wellness Through Programming A continued emphasis will be placed on facilitating inclusive activities that promote healthy living, physical activity, wellness, skill development, knowledge, and community pride through the collaborative delivery of structured and unstructured opportunities to key markets such as youth, older adults, newcomers and families. In 2018, the RCP team’s focus on implementing this Guiding Principle continues to be on the Topic Areas of Affordability & Pricing and Promoting Physical Activity. One recommendation supporting this Guiding Principle has been completed to date: 5-3: “Initiate a Pricing Strategy to review the current fee structure in relation to the Town’s ability to sustain high quality facilities and services, with a particular focus on areas such as affordability and usage by non-residents.” A Pricing Policy was approved by Council in 2016. Affordability & Pricing 5-1 5-2 5-3 Accessibility 5-4 5-5 Meeting the Needs of Children & Youth 5-8 5-9 5-6 5-7 Serving Older Adults & Seniors 5-10 Promoting Physical Activity 5-11 Focus on Wellness Through Programming Community Parks, Recreation & Cultural Strategic Master Plan – Status Update 2018 9 Town of Tillsonburg Guiding Principle 6: A Functional and Sustainable Parks System Parks, trails and open spaces will be designed and managed in an integrated manner so as to enable sustainable ecological management practices, link residential and employment areas, and provide opportunities for a wide variety of active and passive recreation and cultural experiences. In 2018, the RCP team’s focus on implementing this Guiding Principle continues on the Topic Areas of Trails System, Memorial Park Fairgrounds and Tillsonburg Cemetery. Two recommendations supporting this Guiding Principle have been completed to date: 6-15: “In consultation with the Tillsonburg Agricultural Society, local baseball and softball organizations, and other community representatives, develop a vision and concept for the Memorial Park/Tillsonburg Fairgrounds in order to provide a functional community gathering place. Any costs associated with improving the site according to the developed vision should be rationalized through business planning and partnership evaluations prior to implementation.” The Conceptual Master Plan for Memorial Park was developed in 2014. More detailed design work began in 2015 and the Parks and Recreation Advisory Committee is spearheading the Memorial Park Revitalization Project through 2016. Park Distribution 6-1 Parkland Supplies 6-2 Parkland Acquisition 6-3 Trails System 6-4 6-5 Parkland Design 6-6 6-7 6-8 6-9 Piloting Projects in Parks 6-10 Natural Heritage 6-11 6-12 6-13 Lake Lisgar 6-14 Memorial Park Fairgrounds 6-15 Tillsonburg Cemetery 6-17 6-16 A Functional & Sustainable Parks System Community Parks, Recreation & Cultural Strategic Master Plan – Status Update 2018 10 Town of Tillsonburg 6-16: “Undertake a Revitalization Plan for the Tillsonburg Cemetery in order to maximize the existing cultural heritage of the site, assess if additional passive uses should be accommodated within the Cemetery, and identify any needed improvements to lands and services which are required. Consultation with appropriate community organizations (such as the Historical Society and Cemetery Board) and the general public will be required throughout this process.” The Historical Society developed a revitalization plan for the Pioneer Graveyard. A massive amount of volunteer effort to research the names of those interred in the Graveyard has resulted in the placement of a large monument to commemorate all of those souls who may no longer have a headstone marking their resting place. For the Tillsonburg Cemetery, conceptual designs and an implementation plan for enhancing the lands and services have been completed. Implementation began in 2015 and continues in 2016. Summary Progress towards completing all appropriate recommendations of the Strategic Master Plan continues. Council removed funding to initiate the renewal of the plan during the 2017 budget deliberations, so staff is refocusing on a renewal timeline of 2020-21. The Strategic Master Plan provides direction and clarity of purpose for the Department’s tactical and strategic planning and informs the annual budget process.