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210310 Recreation and Sports Advisory Committee MinutesThe Corporation of the Town of Tillsonburg Recreation and Sports Advisory Committee March 10, 2021 5:30pm Electronic meeting MINUTES Attending: Chris Parker, Dace Zvanitajs, Eugene Todd, Carrie Lewis, Susie Wray Absent: Jeff Vanrybroeck, Kim Sage, Don Baxter Staff: Christopher Baird, Andrea Greenway, Margaret Puhr 1. Call to Order 5:34pm 2. Adoption of Agenda Proposed Resolution #1 Moved by: Chris Parker Seconded by: Susie Wray THAT the Agenda as prepared for the Recreation and Sports Advisory committee meeting of March 10, 2021, be adopted. 3. Disclosures of Pecuniary Interest and the General Nature Thereof – There were no disclosures of pecuniary interest declared. 4. Minutes of the Previous Meeting Proposed Resolution #2 Moved by: Chris Parker Seconded by: Dace Zvanitajs THAT the Recreation and Sports Advisory Committee Minutes of November 11, 2020, be adopted. 5. Presentations/Deputations - none 6. General Business & Reports 6.1. COVID-19 update – all programs are running with reduced capacity based on restrictions, moving into orange helped with capacity, user groups are happy. Spring guide will be ready to be released on April 6, registration starting April 7, programs starting April 26. Right now the guide is being prepared with regular programming, but ready to switch to COVID reduced programs. Ice contracts have gone out for all users, as in normal season, with caveat that they might be changed, as have ball diamond contracts, also ready for reduction based on the restrictions. We are planning to open the water park and run summer camp as usual this year. Day camps are permitted to run in COVID as of now. Private ice rentals are available. The outdoor rink was closed today due to the warm weather. The indoor ice will be kept longer to allow more opportunities for physical activity. Eugene noted that it is important to keep the momentum of people enjoying the outdoor facilities. 6.2. Sports allocation policy review – this policy was approved by council last April and it was noted that staff and committee would review it on annual basis. The policy was extremely helpful this past year with the pandemic and over- subscription of interested users. It helped to get everyone included in a fair way. Kudos to Andrea and staff for applying the policy in a fair matter. The policy will be sent to the committee for review and comments shared at the next meeting, report given to council from the review. Staff will also review prior to sharing with committee and the members will be able to review and endorse these changes. Chris and Andrea will provide the document to the committee. 6.3. PerfectMind software update – full steam ahead with implementation, the official switch will be on June 1st, access to legend will stop on May 1st online. PerfectMind online account setup will be available on May 10. Configurations are being done as we speak, staff are excited for the new software. Summer programs will be the live trial of the system. The communications team is working on releasing the information to the public. 6.4. Water slide update – the water slide will be ready for this summer, this and next week the concrete work is going to be happening, PK Construction is the contractor. ProSlide will be going in to assemble the slide after that, water and electricity will be reinstated next. Confident that the slide will be ready for Father’s Day opening/start date. Lifesaving Society has given 99% certainty that slides will be allowed to operate. 6.5. Master Plan update – this has been talked about for a couple of years now. Update from the director: there are many master plans for the corporation, this one still needs to be updated, however COVID has consumed a lot of time and effort this past year. Suggest to review as a committee in near future, some money has been set aside in budget for future years, however an interim update by the committee might be a good idea. Recreation trends are changing and we want to make sure we are adapting. There is a new Community Strategic Plan in the works this year, which might help to guide the Recreation Master Plan as well. Susie suggested reviewing update reports and the Clarico review. Chris Parker would like the plan re-done in-house if possible and committee agreed. Margaret will send the document, 2018 review and the Clarico report to all members electronically for review. There is some budget for sports fields enhancements this year, will be starting with the ones that are most in need of work. 6.6. Grants – update – ICIP 5M project for aquatic centre: we still haven’t heard back. This will be a 2-year project if successful. COVID resilience grant was applied for just before Christmas, the proposal was to pave the Trans Canada Trail between Broadway and Tillson Ave. trail use has been tremendous over last year, this grant had an accessibility item, everyone will be able to use a paved trail. Hope to hear back in April. Just yesterday, Christopher applied for 150K for Community Healthy Initiatives grant. This was endorsed by senior leadership and approved by council at Monday night meeting. The grant is looking at outdoor destination workout station, open, accessible and free to everyone, likely to be located in the Memorial Park. It was a quick turnaround grant. Will keep the committee posted. Additionally, Northcrest Development is working on connecting to the Trans Canada Trail as well as the Fourth to North Trail. Eugene would like to know how the connections are working between the town and Oxford County Trail Committee in regards of Great Trail, as the paving of sections of trails should be communicated to the cycling community (Oxford County Cycling Advisory Committee) who also actively keep the trail updates. 7. Correspondence – none 8. Next Meeting April 14, at 5:30pm 9. Adjournment Proposed Resolution #2 Moved by: Carrie Lewis Seconded by: Chris Parker THAT the March 10, 2021 Recreation & Sports Advisory Committee meeting be adjourned at 6:27 p.m.