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City of Orillia a G E N CITY OF ORILLIA Council Committee Meeting Monday, September 23, 2013 6:30 p.m. - Tudhope-McIntyre Boardroom 7:00 p.m. - Council Chamber Orillia City Centre A G E N D A Infrared hearing aids are available in the Council Chamber courtesy of the Orillia Quota Club. They are located on the east wall at the back of the Chamber. Page Open Session Chair - Councillor P. Bowen Call to Order Approval of Agenda Disclosure of Interest Minutes - September 9, 2013 Closed Session Motion to move into Closed Session "THAT, pursuant to Section 239(4) of the Municipal Act, 2001, S.O. 2001, c.25, notice is hereby given that Council Committee intends to hold a closed session meeting in the Tudhope-McIntyre Boardroom to deal with a matter pursuant to Section 239(2) (c) of the said Act (Land Matter)." Chair - Councillor T. Madden Closed Session Items 1. Clerk's Department - re 50 Westmount Drive North. File: L07-GEN (Land) Motion to Rise to Open Session Open Session - 7:00 p.m. Page 1 of 59 Page Motions Arising from Closed Session Discussions Consent Agenda - Nil Board Reports - Nil Council Referrals 5 - 43 1. Deputy CAO/City Clerk - re Mariposa Folk Foundation Request - Sponsorship. File: M02-GEN a) Report - Manager of Culture. THAT this Committee recommends to Council that as recommended in the report dated September 17, 2013 from the Manager of Culture, in response to the Mariposa Folk Foundation (MFF) request dated November 6, 2012 and the festival paying full park fees as set out in the current fee schedule, staff be directed to include a value of $15,000 within the Manager of Culture's Operating Budget for consideration within the 2014 Budget deliberations as sponsorship of the event; AND THAT Council enter into a multi-year agreement with MFF that places conditions on sponsorship, as outlined in the report; AND THAT, in the event MFF is provided additional funding, Council direct staff to prepare a policy specific to funding festivals and events; AND THAT the policy provide for funding of festivals and events through a combination of the funding models provided in Option 1 and Option 3 as set out in the report; AND THAT the policy provide for funding of festivals and events through the Grants Committee, notwithstanding exceptions like Mariposa Folk Festival. Departmental 45 - 47 1. Fire Station Project Team - re Fire Station Project - Auxiliary Building. File: D22- FIRE THAT this Committee recommends to Council that as recommended in the report dated September 11, 2013 from the Fire Station Project Team, an auxiliary building be constructed at 500 Gill Street at a price of $91,557, including the City's share of HST by Greystone Project Management Inc. to Page 2 of 59 Page be funded from the approved project construction contingency; AND THAT the Mayor and Clerk be authorized to execute the contract. 49 - 56 2. Fire Chief - re Heavy Duty Walk-in Rescue/Command Purchase. File: V01-GEN THAT Council approve the purchase of a Heavy Duty Walk-in Rescue/Command apparatus from Dependable Emergency Vehicles at a cost of $390,000 plus HST, as well as a $10,000 contingency; AND THAT Council authorize the payment of $220,000 to Dependable Emergency Vehicles upon delivery of the chassis to Dependable as a means for the City to recover a $5,000 credit; AND THAT the Mayor and Clerk be authorized to execute the contract. 57 - 59 3. Environmental Services Department - re Broadview Avenue Sewage Pumping Station Retrofit, Contract No. PS-13-30. File: L04- THAT this Committee recommends to Council that as recommended in the report dated September 11, 2013 from the Environmental Services Department, Christie Mechanical Contractors Limited be awarded Contract No. PS-13-30, Broadview Avenue Sewage Pumping Station Retrofit, for the tendered sum of $196,000 plus HST, with actual payment made for work done under contract unit prices; AND THAT the 2013 budget allocation for Sewage Pumping Station Rehabilitation - Construction be reduced by $85,000, and that this amount be returned to the Water and Wastewater Reserve; AND THAT Christie Mechanical Contractors Limited be exempt from Chapter 938 of the City of Orillia Municipal Code - Noise, with respect to 24-hour per day sewer bypass pumping at the Broadview Avenue Sewage Pumping Station for the duration of the contract; AND THAT the Mayor and Clerk be authorized to execute the contract. Enquiries Announcements Adjournment Page 3 of 59 Page 4 of 59 City of Orillia Office of the City Clerk Memo To: Ray Merkley, Director of Parks, Recreation and Culture Patty Ward, Recreation Facility Supervisor Copy to: Joe Kim, Manager of Communications Budget Committee (Referrals) From: Gayle Jackson, Deputy CAO/City Clerk Date: February 26, 2013 Re: Mariposa Folk Foundation – Budget Issues Letter The following are copies of recommendations adopted by Council, at its meeting held on February 25, 2013: 1. “THAT as recommended in the report dated February 5, 2013 from the Parks, Recreation and Culture Department, no action be taken on the Mariposa Folk Foundation Request 1 and Request 2 for the returning of park fees paid from 2000-2012.” 2. “THAT as recommended in the report dated February 5, 2013 from the Parks, Recreation and Culture Department, no further action be taken on the Mariposa Folk Foundation Request 3A requesting that Policy 7.1.6.3 not be amended.” 3. “THAT as recommended in the report dated February 5, 2013 from the Parks, Recreation and Culture Department, no action be taken on the Mariposa Folk Foundation Request 3B for an annual grant to offset facility permit fees; AND THAT any departmental funding for sponsorship or marketing/advertising be addressed in the outstanding Council request for a report regarding Culture Marketing and Development budget allocation.” 4. “THAT as recommended in the report dated February 5, 2013 from the Parks, Recreation and Culture Department and as per the Mariposa Folk Foundation Request 4, Council directs staff to report to the 2014 Budget Committee.” H:\COUNSERV\TOMRMS DIRECTORY\C - Council, Boards and By-laws\C00 - Council, Boards and By-laws\C00 Council\Correspondence\2013\Feb 25\cc3-12-16 Mariposa Folk Foundation.doc File: M02-GEN Page 5 of 59 5. “THAT as recommended in the report dated February 5, 2013 from the Parks, Recreation and Culture Department and as per the Mariposa Folk Foundation Request 5, Council directs staff to prepare a report including benchmarks of other similar festivals, more specific details on the organization's financial status and the recognition the City should receive, so an appropriate sponsorship value can be determined.” Please report to Budget Committee. GJ:mw H:\COUNSERV\TOMRMS DIRECTORY\C - Council, Boards and By-laws\C00 - Council, Boards and By-laws\C00 Council\Correspondence\2013\Feb 25\cc3-12-16 Mariposa Folk Foundation.doc File: M02-GEN Page 6 of 59 CITY OF ORILLIA TO: Council Committee FROM: Jacqueline Soczka, Manager of Culture DATE: September 17,2013 SUBJECT: Mariposa Folk Foundation Request for Sponsorship Recommendation THAT, in response to the Mariposa Folk Foundation (MFF) request dated November 6, 2012 and the festival paying full park fees as set out in the current fee schedule, Council direct staff to include a value of $15,000 within the Manager of Culture's operating budget for consideration within the 2014 Budget deliberations as sponsorship of the event; AND THAT Council enter into a multi-year agreement with MFF that places conditions on sponsorship, as outlined in the report; AND THAT, in the event MFF is provided additional funding, Council direct staff to prepare a policy specific to the funding festivals and events; AND THAT the policy provide for funding of festivals and events through a combination of the funding models provided in Option 1 and Option 3 in the report; AND THAT the policy provide for funding of festivals and events through the Grants Committee, notwithstanding exceptions like Mariposa Folk Festival. Background The Mariposa Folk Foundation (MFF) has asked the City, in two separate letters dated November 6, 2012, and January 21, 2013, to consider becoming a leading sponsor of the Mariposa Folk Festival. This would involve a financial contribution of between $15,000 and $25,000. Based on the report dated February 5, 2013, from the Parks, Recreation and Culture Department dealing with these letters, Council made a recommendation February 25, 2013, directing staff to prepare a subsequent report including benchmarks of other similar festivals, more specific details on the organization's financial status and the recognition the City should receive, so an appropriate sponsorship value can be determined. Through the Department of Parks, Recreation and Culture, MFF currently receives a $2,500 cash sponsorship along with in-kind support valued at $4,500 (approximately 100 staff hrs at $45/hr based on 2012 figures), primarily in the form of marketing assistance, as per Appendix A. In return for its $7,000 contribution, the City has received recognition as a Platinum Sponsor, reserved H:\TOMRMS\C - Council, Boards and By-laws\C 11 · Reports to Councii\C11 • 20131C 11 • 2013 Referrals\Sponsorship\MARIPOSA FOLK FESTIVAL REQUEST FOR SUPPORT-REVI SED 5.docx Page 7 of 59 typically for donations over $20,000. This affords the City logo placement on volunteer t-shirts, a complimentary booth at the festival, free advertising opportunities, etc. The current request from MFF would, therefore, more than double the City's contribution. According to City records dating back to 2008, MFF has not made any financial requests to the City Grants Committee. In 2007, a request for $10,000 to assist the festival was received but not recommended by the Committee, noting that MFF charges admission and collects parking revenue (as per Report Number 2007-1 ).
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