Corporation of the Town of Huntsville COMMUNITY SERVICES COMMITTEE MEETING MINUTES Meeting held on Thursday, April 25, 2019 at 10:00 a.m. in the Huntsville Civic Centre, Municipal Council Chambers ________________________________________________________________ Attendance: Chair: Councillor Jonathan Wiebe Members: Karen Cassian Arrived at 10:30 a.m. Brian Crozier Councillor Dione Schumacher Deputy Mayor Karin Terziano Councillor Brian Thompson David Woodall Regrets: Councillor Tim Withey Staff: Simone Babineau Manager of Recreation & Leisure Services Crystal Best-Sararas Deputy Clerk (Recording Secretary) Denise Corry Chief Administrative Officer Ron Gostlin Manager, Muskoka Heritage Place Amanda Hill Coordinator of Customer Service Kari Lambe Director of Community Services Greg Pilling Manager of Sales and Customer Service Teri Souter Manager of Arts, Culture and Heritage Sara White Collections Coordinator 1. CONVENE Moved by Karin Terziano COMM13-19 IT IS RECOMMENDED THAT: We do now convene as a meeting of the Community Services Committee at 10:00 a.m. Carried. 2. ADOPTION OF AGENDA Moved by Karin Terziano COMM14-19 IT IS RECOMMENDED THAT: The Community Services Committee Meeting Agenda dated March 28, 2019 be adopted as printed and circulated. Carried. 3. DISCLOSURE OF PECUNIARY INTEREST Nil Community Services Committee Meeting Minutes – April 25, 2019 - 2 - 4. INVITED AND CEREMONIAL PRESENTATIONS 4.1 Ontario 55+ Winter Games Committee - Final Report Sheri Renaud and Fran Coleman provided highlights from the 2019 Ontario 55+ Winter Games. (Schedule “A”) 4.2 Director of Community Services Chair Wiebe noted the upcoming departure of Director Kari Lambe and expressed his best wishes and thanks to for her years of service to the Town of Huntsville. Karen Cassian arrived at this time. 5. REPORTS FROM MUNICIPAL OFFICERS 5.1 Report CS-2019-17 Cancellation Policy Moved by Brian Crozier COMM15-19 IT IS RECOMMENDED THAT: Staff be directed to change the cancellation clause in the Community Services Facility Allocation Policy #Facilities-01 for ice, floor and field to match the cancellation policy for facility rental being: If needed, the Town of Huntsville and its management reserve the right and authority to cancel, reorganize, and reschedule any individual and or group’s rental time. In the event you cancel your booking, the following cancellation fee will apply: o More than 90 days’ notice of cancellation = 50% of the contracted revenue o 30-89 days’ notice of cancellation = 75% of the contracted revenue o 0-29 days’ notice of cancellation = 100% of the contracted revenue A penalty free cancellation period for minor youth organizations to release booking times with no penalty up to 7 days after the organizations scheduling meeting prior to the start of their regular season. AND FURTHER THAT: Staff be directed to change the Facility Allocation Policy section 4a Process to: The Town will use last year's facility usage and previous year's registration numbers to form the basis for the upcoming year. Carried. Community Services Committee Meeting Minutes – April 25, 2019 - 3 - 5.2 Report CS-2019-11 Muskoka Heritage Place Status Quo Operation – Background Teri Souter and Ron Gostlin highlighted the report that was received for information only. (Schedule “B”) 5.3 Report CS-2019-13 Sports Memorabilia Display Working Group Moved by Brian Crozier COMM16-19 IT IS RECOMMENDED THAT: the Sports Memorabilia Display Working Group be struck consisting of the following individuals: 1. Councillor, Community Services Committee Chair 2. Director of Community Services 3. Customer Service Co-ordinator Canada Summit Centre 4. Manager of Arts, Culture and Heritage 5. Collections Co-ordinator AND FURTHER THAT: The mandate of the Sports Memorabilia Display Working Group be to administer Sports Memorabilia Display and Collection under the Sport Memorabilia Collection Standard Policy; AND FURTHER THAT: The Sports Memorabilia Display Working Group term run concurrent with the term of Council. Carried. 5.4 Report CS-2019-15 Sport Memorabilia Collection Standard Update Moved by Brian Crozier COMM17-19 IT IS RECOMMENDED THAT: Council Resolution 78-12 "Sports Memorabilia Collection Standard Policy, 2012" be rescinded; AND FURTHER THAT: The "Sports Memorabilia Collection Standard Policy, 2019", as attached to report CS-2019-15, be adopted. Carried. 5.5 Report CS-2019-14 Art Placement Working Group Moved by Karin Terziano COMM18-19 IT IS RECOMMENDED THAT: The Arts Placement Working Group be struck consisting of the following individuals: 1. Councillor Jonathan Wiebe 2. Councillor Dione Schumacher 3. Karen Cassian – Community Services Committee Lay Member 4. Mary- Ruth Newell, Professional Artist 5. Marni Martin, Professional Artist 6. Kelly Holinshead, Professional Artist Community Services Committee Meeting Minutes – April 25, 2019 - 4 - AND FURTHER THAT: The mandate of the Arts Placement Working Group is to advise Community Services Committee on matters of Public Art in the Town of Huntsville, under the authority of the Public Art Policy, 2010; AND FURTHER THAT: The Arts Placement Working Group term run concurrent with the term of Council. Carried. 5.6 Report CS-2019-10 Public Art Gallery Feasibility - Background This item was received for information only. 5.7 Report CS-2019-12 Aspdin Hall Adhoc Committee 2018-2022 Moved by Karin Terziano COMM19-19 IT IS RECOMMENDED THAT: The following individuals be named as the Aspdin Community Hall Ad Hoc Committee for the 2018-2022 Term of Council: • Cherryll Demaine, President • Ross Earl, Vice-President • Thelma Beaudry, Secretary • Irene Turner, Treasurer • Ted Turner • Dave Beaudry • Sylvia Leeder • Jim Demaine • Debbie Anderson • Lori Lamb • Council Representative (as per Appointing By-law 2018-148) AND FURTHER THAT: Committee approves the terms of reference as attached to report CS-2019-12. Carried. 5.9 Report CS-2019-19 Municipal Seat Dedication Programs - Update This item was received for information only. 6. GENERAL INFORMATION Nil Community Services Committee Meeting Minutes – April 25, 2019 - 5 - 7. ADJOURNMENT Moved by Karin Terziano COMM20-19 IT IS RECOMMENDED THAT: We do now adjourn at 11:51 a.m. Carried. _____________________________ Chair (Councillor Jonathan Wiebe) Schedule "A" Community Services Committee GOC Final Update About the Games The Huntsville 2019 Ontario 55+ Games were held Tuesday March 5th to Thursday March 7th 2019 The Games were operated and funded under the Games Ontario program via the Ministry of Tourism, Culture and Sport, Municipal partner contributions and Private sponsorship sales. 883 Adults aged 55+ visited Muskoka to compete in 10 different activities. Venues At a Glance The Games invested $17,000 in funding to the various Muskoka venues who hosted competitions during the shoulder season. Sports At a Glance Volunteers This event would not be possible without the efforts of amazing volunteers! 202 Volunteers registered for Huntsville 2019 The GOC held multiple orientation sessions and partnered with Volunteer Muskoka to provide complimentary First Aid and CPR certification courses. (2) Special Events The Huntsville 2019 Games Opening Ceremony was held on Tuesday March 5th at the Don Lough Arena to welcome all participants. A Muskoka Maple reception featured local fare from Three Guys & A Stove, Whimsical Bakery, Sugarbush Hills Maple Farm, Best Ever, Good Food Co-Op, Sawdust City, Canvas Brewery, Lake of Bays Brewing and Copperhead Distillery & Spirits. The Ceremony program Emceed by Grant Nickalls included entertainment from the Huntsville Skating Club, Huntsville Sting, The Fire Guy and Huntsville’s own Dara Howell accompanied by Ken & Sandy Raven. Special Events The GOC did not stop at just one night of fun! On Wednesday March 6th the Middle Night Music + Dine Around was held in Downtown Huntsville and Around Town. Civic Square was transformed into a Shuttle Stop & Sugar Shack thanks to Hammond Transportation and Sugarbush Hills Maple farm. Maple Taffy on Snow and PACHI 15 Local restaurants participated in the Middle Night Dine Around $15,500 was reinvested into community businesses Sponsorship Summary 36 Total sponsors of the Huntsville2019 Games • $17,500 Cash sponsorship • $17,500 Municipal Partner sponsorship • $30,000 Value in kind sponsorship Economic Impact EVENT EXECUTION SPECIFIC IMPACT: Local accommodation providers reaped the benefits of shoulder season revenue. $115,000 was invested into area hotel & motels Muskoka food and beverage businesses, community service groups and schools were contracted to provide food services for the program participants. $38,000 was invested in breakfast & lunch meals during the Games Transportation services were provided by Muskoka based Hammond Transportation and Campbell’s Bus Lines. $21,000 was invested back into local transportation companies Sports Equipment was procured from Canadian Tire, Sportscheck and Source for sports $2,000 *2019 final budget to be posted. Economic Impact MTCS TREIM MODEL An economic impact study was conducted by the Economic Development office of the Town of Huntsville with the following highlights: Budget & Legacy The Huntsville 2019 Ontario 55+ Games was successful in its application to the New Horizons Federal grant program, in addition to funds raised through local sponsorship sales. As of April 15th, the event execution budget is in a surplus position of approximately $15,000 The 2019 Games are projected to receive an additional $25,000 in legacy funding from the Ministry of Tourism, Culture