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201105 PBC AGDThe Corporation of the Town of Tillsonburg Parks, Beautification & Cemeteries Committee Meeting November 5, 2020 2:00 p.m. Electronic Meeting & Council Chambers (200 Broadway, Suite 204) AGENDA 1.Roll Call 2.Call to Order 3.Adoption of Agenda Proposed Resolution #1 Moved by: Seconded by: THAT the Agenda as prepared for the Parks, Beautification & Cemeteries Committee meeting of November 5, 2020, be adopted. 4.Disclosures of Pecuniary Interest and the General Nature Thereof 5.Approval of Previous Minutes Propos ed Resolution #2 Moved by: Seconded by: THAT the Minutes as prepared for the Parks, Beautification & C emeteries Committee meeting of October 1, 2020, be approved, as am ended. 6.General Business & Reports 6.1 Cemetery By-Law Update Review- Chris Baird 6.2 Explore 2021 Event- Paul DeCloet 6.3 Wreath and Summer Flower Pot Program Update 7.Round Table 8.Next Meeting Thursday, December 3, 2020 at 9:00 a.m. 9.Adjournment Proposed Resolution #3 Moved by: Seconded by: THAT the November 5, 2020 Parks, Beautification & Cemeteries Committee meeting be adjourned at ______ a.m. The Corporation of the Town of Tillsonburg Parks, Beautification & Cemeteries Committee Meeting October 1, 2020 9:00 a.m. Electronic Meeting & Council Chambers (200 Broadway, Suite 204) MINUTES Present: Paul DeCloet, Chair; Councillor Esseltine, Mike Dean, Christine Nagy, Donna Scanlan, Sue Saelens, Maurice Verhoeve Staff: Chris Baird, Interim Director of Recreation, Culture & Parks; Matt Johnson, Supervisor of Parks & Cemeteries; Laura Pickersgill, Legislative Services Coordinator Guest: Mark Renaud, Executive Director, BIA Absent: Bob Marsden Regrets: Ken Butcher, Barbara Wareing, Marian Smith 1.Roll Call 2.Call to Order The meeting was called to order at 9:06 a.m. 3.Adoption of Agenda Resolution #1 Moved by: Christine Nagy Seconded by: Councillor Esseltine THAT the Agenda as prepared for the Parks, Beautification & Cemeteries Committee meeting of October 1, 2020, be adopted. Carried 4.Disclosures of Pecuniary Interest and the General Nature Thereof There were no disclosures of pecuniary interest declared. 5.Approval of Previous Minutes Resolution #2 Moved by: Christine Nagy Seconded by: Mike Dean THAT the Minutes as prepared for the Parks, Beautification & Cemeteries Committee meeting of August 13, 2020, be approved, as amended. Carried Clarification was provided on Town maintained properties versus BIA maintained properties under the new MOU. 6.General Business & Reports 6.1 BIA Proposal- Christmas Tree- Parkette- Mark Renaud Mark Renaud, Executive Director of the BIA provided an overview of the BIA’s proposal for redesigning the Broadway Parkette with the inclusion of a live Christmas tree. Mark noted that Courtland Gardens has generously offered to do this work at no cost and that the tree will be donated at no cost. There would be no financial implications to the taxpayer and any other costs incurred would be covered through fundraising and donation efforts. It was noted that the BIA would be working closely with technical experts to ensure the viability of the live tree. It was noted that the BIA is trying to provide a longer-term solution rather than cutting down a new live tree each year. Mark clarified that the BIA is proposing to remove the fountainhead and river stone but that the fountain collar and existing utilities would remain. Opportunity was provided for members to ask questions and provide comments. It was suggested that further community engagement take place on this proposal as there were many comments on social media as well as a Facebook survey with more than 500 responses indicating a strong preference for maintaining the existing fountain. There were concerns noted that the tree could block Hurley’s store sign. It was noted that this tree will have a reverse canopy and would not block any store signs. Another suggestion was to have the fountain remain and put the tree in another spot within the parkette. It was noted that the tree would be anchored down to help prevent being blown over in the wind. The existing water infrastructure would exist to allow for watering of the tree. The existing electric infrastructure would be left in place to be able to light the tree. It was suggested that the fountain could be left where it is and the live tree be placed somewhere else within the parkette as a trial run. Resolution #3 Moved by: Penny Esseltine Seconded by: Susan Saelens THAT the Parks, Beautification and Cemeteries Advisory Committee support the BIA's positioning of a felled Christmas tree to serve as the Town Christmas Tree in the Broadway Oxford Parkette in 2020. This to be followed by a public consultation to assist the Town in making a long-term decision with regard to the placement of the existing Fountain and/or a permanent Town Christmas Tree as a feature or features in the redesign of the Oxford Broadway Parkette. Carried 6.2 Cemetery Flower Campaign- Matt Johnson Matt noted that staff are unable to service the hanging baskets in the cemetery during the summertime as much as they need and the plants are dying quickly. It takes about two hours every day to water all of these plants as most of them are in full sunlight. It was also noted that 100 baskets were ordered last year and only 65 baskets were sold. Matt noted that basket sales have declined in the last three years. Matt indicated that it is important that the public does not get the impression that Town staff don’t care about the baskets or aren’t taking an effort to take care of them when they really are trying hard but just don’t have the resources to water them all every day. The owner of Garden Gate has proposed offering the Town an artificial topper as an alternative idea. The Town would be getting a deal on these toppers and would make $15 in revenue per every topper sold. It was noted that these toppers are built heavier to stay put on the memorial stones rather than getting as easily blown off in the wind. It was suggested that silk flowers in the toppers versus plastic flowers may be a nicer option. These toppers could be purchased on a pay as you go option rather than a bulk purchase. Matt and Chris will discuss whether people would permitted to purchase their own artificial toppers and place them on the stones themselves. It was suggested that if these toppers were the least expensive option around that people would be encouraged to use this option rather than providing their own topper from somewhere else. It was recommended that these toppers do not have a wire in them as there was issues in the past with employees performing yard maintenance at the cemetery and getting injured from wires sticking out. It was suggested that a public consultation take place to determine what the public would like to see at the cemetery. Concerns were noted with artificial toppers looked worn after six months of use. There were also concerns noted with environmental issues with disposing of artificial flowers year after year. Matt will bring an example of the proposed topper to a future meeting. Otherwise, the winter wreath program will remain for the winter and staff will investigate more options for a spring and summer program in 2021. 6.3 Cemetery By-Law Update Review (attached)- Chris Baird Chris noted that the Clerk has provided a revised version of the cemetery by-law. Members will review this draft and a further discussion will be held at the next meeting. It was noted that once the by-law is passed through Council it would go through the appropriate governing bodies, such as the Bereavement Authority of Ontario for final approval. 6.4 Explore 2021 Event- Paul DeCloet Paul noted that this event will be held on June 6, 2021 in Coronation Park at the Carroll Trail. Staff will be including a request for $2000 as recommended from the Committee in the 2021 budget deliberations. Members are encouraged to help with preparing for and setting up this event. 6.5 Trail Beautification- Paul DeCloet & Matt Johnson Staff noted that they would like to seek the committee’s support to continue on with trail maintenance by undertaking trail beautification. Paul Gagnon of LPRCA has met with Town staff and Chair DeCloet and has identified a variety of invasive species along the trail corridors and that work needs to be done to reclaim the forest along the trail corridors. It was noted that invasive species can deteriorate the health of the forest and its’ wildlife. It was noted that it will be important that this project is communicated to the public to make them aware that it is not just good trees being cut down and to provide the reasons for undertaking this project. The plan would be to be to work with LPRCA and some volunteers to further identify the invasive species, remove them and replant them with native trees and shrubs of the Carolinian forest. This project would begin at the Carrol Trail head in Coronation park to the edge of the Bridges golf course to start. It was suggested that mapping or a GPS system of what trees are planted and removed could be beneficial. It was noted that a cheaper alternative to completely removing the tree is to kill the trees roots while the tree remains standing and the tree could be removed later on. Resolution #4 Moved by: Christine Nagy Seconded by: Mike Dean THAT the Parks, Beautification & Cemeteries Committee endorses the Trail Beautification program; AND THAT Town staff along with Long Point Region Conservation Authority staff proceed with moving forward with this program; AND FURTHER THAT Long Point Region Conservation Authority be asked to complete a plan for the Fourth Street Trail. Carried Matt will confirm if Fourth Street Trail is Town property or not. 7.Round Table Members noted that the hybrid meeting model worked well and was a preferred model going forward. It was suggested that the Town’s legal counsel review the revised cemetery by-law before it is brought in front of Council for adoption. 8.Next Meeting Thursday, November 5, 2020 at 9:00 a.m. 9.Adjournment Resolution #5 Moved by: Christine Nagy Seconded by: Mike Dean THAT the October 1, 2020 Parks, Beautification & Cemeteries Committee meeting be adjourned at 10:41 a.m. Carried