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AGENDA - Parks, Recreation and Cultural Services Advisory Committee - 20160218PARKS AND RECREATION ADVISORY COMMITTEE MEETING AGENDA THURSDAY,FEBRUARY 18,2016 7 P.M. HOLLAND ROOM AURORA TOWN HALL PUBLIC RELEASE February 11,2016 TOWN OF AURORA PARKS AND RECREATION ADVISORY COMMITTEE MEETING AGENDA DATE:Thursday,February 18,2016 TIME AND LOCATION:7 p.m.,Holland Room,Aurora Town Hall 1.DECLARATION OF PECUNIARY INTEREST AND GENERAL NATURE THEREOF 2.APPROVAL OF THE AGENDA RECOMMENDED: THAT the agenda as circulated by Legal and Legislative Services be approved. 3.RECEIPT OF THE MINUTES Parks and Recreation Advisory Committee Meeting Minutes of pg.1 September 17,2015 RECOMMENDED: THAT the Parks and Recreation Advisory Committee meeting minutes of September 17,2015,be received for information. 4.DELEGATIONS 5.MATTERS FOR CONSIDERATION 1.Memorandum from Director of Parks and Recreation Services pg.5 Re:Draft Procedure –North Door Access –Aurora Family Leisure Complex (AFLC) Parks and Recreation Advisory Committee Meeting Agenda Thursday,February 18,2016 Page 2 of 2 RECOMMENDED: THAT the memorandum regarding Draft Procedure –North Door Access –Aurora Family Leisure Complex (AFLC)be received;and THAT the Draft Procedure –North Door Access –Aurora Family Leisure Complex (AFLC)be endorsed by the Parks and Recreation Advisory Committee and recommended for Council approval. 6.INFORMATIONAL ITEMS 2.Memorandum from Acting Manager of Corporate Communications pg.8 Re:2016 Community Recognition Awards RECOMMENDED: THAT the memorandum regarding 2016 Community Recognition Awards be received for information. 3.Extract from Council Meeting of October 13,2015 pg.14 Re:Parks and Recreation Advisory Committee Meeting Minutes of September 17,2015 RECOMMENDED: THAT the Extract from Council Meeting of October 13,2015,regarding Parks and Recreation Advisory Committee meeting minutes of September 17,2015,be received for information. 7.NEW BUSINESS 8.ADJOURNMENT TOWN OF AURORA PARKS AND RECREATION ADVISORY COMMITTEE MEETING MINUTES Date:Thursday,September 17,2015 Time and Location:7 p.m.,Holland Room,Aurora Town Hall Committee Members:Councillor Michael Thompson (Chair),Councillor Tom Mrakas (Vice Chair),Juergen Daurer,Richard Doust,Stephen Kimmerer,Eric McCartney,and Brian Trussler Member(s)Absent:None Other Attendees:Allan Downey,Director of Parks and Recreation Services,Linda Bottos,Council/Committee Secretary,and Samantha Yew, Council/Committee Secretary The Chair called the meeting to order at 7 p.m. 1.DECLARATION OF PECUNIARY INTEREST There were no declarations of pecuniary interest under the Municipal Conflict of Interest Act. 2.APPROVAL OF THE AGENDA Moved by Juergen Daurer Seconded by Councillor Mrakas THAT the agenda as circulated by Legal and Legislative Services be approved. CARRIED 3.RECEIPT OF THE MINUTES Parks and Recreation Advisory Committee Meeting Minutes of June 18,2015 Moved by Richard Doust Seconded by Eric McCartney THAT the Parks and Recreation Advisory Committee meeting minutes of June 18,2015, be received for information. CARRIED Parks and Recreation Advisory Committee Meeting Agenda Thursday,February 18,2016 Minutes Page -1 -1 - Parks and Recreation Advisory Committee Meeting Minutes Thursday,September 17,2015 Page 2 of 4 4.DELEGATIONS (a)Todd Brown,President/Principal Planner,Monteith Brown Planning Consultants, and Claire Tucker-Reid,President,Tucker-Reid &Associates Re:Item 1 –Memorandum from the Director of Parks &Recreation Services;Re: Sport Plan and Parks &Recreation Master Plan Mr.Brown informed the Committee that community engagement has been a large focus of the Sport Plan process,and that the launch event,held on September 8, 2015,was very successful.He advised that there is an online survey available to capture public opinions regarding Parks and Recreation,and a stakeholder survey that has gone out to sports groups asking for information about their organizations. Mr.Brown advised that there will be a number of consultations with the community once the draft Plan is completed in November,which will then be brought to the Committee,Council,and the community for feedback.He informed the Committee that the final Sport Plan will be presented for Council approval in January 2016. Ms.Tucker-Reid presented and discussed the strengths and challenges of key focus areas,specifically Leadership and the Sport Delivery system in Aurora,Sport Participants,Sport Promotion and Communications,Sport Tourism and Infrastructure Needs. The Committee agreed that there is good sport leadership in Aurora,as there are a large number of diverse sport groups and that many sport groups receive support from the Town,and from Council.However,they noted that there is no coordinated, ‘single voice’amongst sport groups.The Committee also indicated that there is a need to sustain sport leadership within the community,and that sport leadership programs are often neglected and difficult to maintain and finance. The Committee identified partnerships and sponsorships as a challenge,as many sport groups seek sponsorships from the same organizations and businesses. They also noted the challenges to recruit,train,and retain volunteers. The Committee agreed that there could be better access to sport participation through a greater online presence,promotion,and better inclusion of groups such as people with disabilities,low income families,and seniors.The Committee noted that there are also many program gaps in organized sports,specifically certain age groups and gendered sports. The Committee identified the changing demographic as something that should be explored in the Sport Plan,as many of the new families that are moving to Aurora play different sports than those that are currently offered,and adaptability to these changes should be taken into consideration.The Committee also identified an opportunity to host low-cost sports in Town-owned parks and facilities to engage the community. Parks and Recreation Advisory Committee Meeting Agenda Thursday,February 18,2016 Minutes Page -2 -2 - Parks and Recreation Advisory Committee Meeting Minutes Thursday,September 17,2015 Page 3 of 4 Sport tourism was noted as a challenge by the Committee and advised that it is difficult to attract sport tournaments as there is no hotel in Aurora.The Committee noted that there could be opportunities to promote the Town through tourist information packages that could be distributed to teams during sporting events along with website information.The Committee also indicated that there could be opportunities for partnerships with other municipalities and local businesses for larger tournaments. The Committee noted that many residents use walkways and trails year-round for walking and running,and that having year-round access and maintenance of these areas would benefit the community. The Chair encouraged members to pass the survey along to residents to complete, and the Committee suggested making paper copies of the survey available to seniors in as many ways as possible. Moved by Stephen Kimmerer Seconded by Juergen Daurer THAT the delegation by Todd Brown and Claire Tucker-Reid be received for information. CARRIED 5.MATTERS FOR CONSIDERATION 1.Memorandum from Director of Parks &Recreation Services Re:Sport Plan and Parks &Recreation Master Plan Moved by Richard Doust Seconded by Juergen Daurer THAT the memorandum regarding Sport Plan and Parks &Recreation Master Plan be received;and THAT the Parks and Recreation Advisory Committee’s roundtable discussion be considered by the consultants and staff in the development of a Sport Plan and Parks &Recreation Master Plan. CARRIED 6.INFORMATIONAL ITEMS 2.Aurora Family Leisure Complex Liaison Committee Meeting Minutes of May 27,2015,and June 23,2015 Parks and Recreation Advisory Committee Meeting Agenda Thursday,February 18,2016 Minutes Page -3 -3 - Parks and Recreation Advisory Committee Meeting Minutes Thursday,September 17,2015 Page 4 of 4 Moved by Councillor Mrakas Seconded by Eric McCartney THAT the Aurora Family Leisure Complex Liaison Committee meeting minutes of May 27,2015,and June 23,2015,be received for information. CARRIED 3.Extract from Council Meeting of July 14,2015 Re:Parks and Recreation Advisory Committee Meeting Minutes of June 18,2015 Moved by Councillor Mrakas Seconded by Juergen Daurer THAT the Extract from Council Meeting of July 14,2015,regarding Parks and Recreation Advisory Committee meeting minutes of June 18,2015,be received for information. CARRIED 7.NEW BUSINESS The Committee briefly discussed the mandate of the AFLC Liaison Committee. Staff provided the Committee with a fitness membership summary report,and reported that membership sales have increased. New Business Motion No.1 Moved by Councillor Mrakas Seconded by Juergen Daurer THAT the document titled “Membership Summary Report”be received for information. CARRIED 8.ADJOURNMENT Moved by Stephen Kimmerer Seconded by Eric McCartney THAT the meeting be adjourned at 8:56 p.m. CARRIED COMMITTEE RECOMMENDATIONS ARE NOT BINDING ON THE TOWN UNLESS ADOPTED BY COUNCIL AT A LATER MEETING. Parks and Recreation Advisory Committee Meeting Agenda Thursday,February 18,2016 Minutes Page -4 -4 - MEMORANDUM DATE:February 18,2016 TO:Parks and Recreation Advisory Committee Members FROM:Allan D.Downey,Director of Parks and Recreation Services RE:Draft Procedure –North Door Access –Aurora Family Leisure Complex (AFLC) RECOMMENDATIONS THAT the memorandum regarding Draft Procedure –North Door Access –Aurora Family Leisure Complex (AFLC)be received;and THAT the Draft Procedure –North Door Access –Aurora Family Leisure Complex (AFLC)be endorsed by the Parks and Recreation Advisory Committee and recommended for Council approval. BACKGROUND At the November 24,2015 Council meeting,Council authorized the modification of the north door entrance to the Aurora Family Leisure Complex to accommodate facility users with disabilities and mobility challenges.In order to control access and security,the attached procedure was drafted. Please review the attached draft document and provide your feedback and/or questions to me at adowney@aurora.ca or via telephone at 905-727-3123,ext.4752. ATTACHMENTS Attachment #1 –Draft Procedure –North Door Access -AFLC 100 John West Way Box 1000 Aurora,Ontario L4G 6J1 Phone:905-727-3123 ext.4752 Email:adowney@aurora.ca www.aurora.ca Town of Aurora Parks and Recreation Services Parks and Recreation Advisory Committee Meeting Agenda Thursday,February 18,2016 Item 1 Page -1 -5 - At the November 24,2015 Council meeting,Council authorized the modification of the north door entrance to the Aurora Family Leisure Complex to accommodate facility users with disabilities and mobility challenges. In order to control access and security,the following procedure will be used: Communication: The full-time Fitness Coordinator,fitness attendants/assistants,class instructors,other program staff and reception staff shall inform facility users of the option to utilize the north doors. It is incumbent upon the facility user to self-declare that they have a disability or mobility challenge. Eligibility: 1.Facility users must demonstrate eligibility for north door access.Eligibility can be demonstrated in two ways: a.A valid,accessible parking permit in the name of the person requesting north door access.The actual pass must be shown or a photocopy of both sides of the permit must be provided. OR b.A note from a physician,chiropractor,registered nurse practitioner, physiotherapist,occupational therapist,chiropodist or a podiatrist.The note must state that the facility user has a disability or mobility challenge that requires access through the AFLC north entrance.The Town of Aurora will not reimburse the cost of obtaining a note. 2.The use of the north doors is restricted to those who use the facility on a pay-as-you- go,drop-in or ticket basis.It is impossible to maintain admissions control if members enter through the north doors,as there is no way to verify a valid,current membership. 3.Eligibility must be renewed on an annual basis. 100 John West Way Aurora,Ontario L4G 6J1 Phone:905-727-1375 Web:www.aurora.ca TOWN OF AURORA Parks and Recreation Services Department PROCEDURE North Door Access -AFLC Attachment #1 Parks and Recreation Advisory Committee Meeting Agenda Thursday,February 18,2016 Item 1 Page -2 -6 - Town of Aurora Procedure:North Door Access -AFLC Parks and Recreation Services Department Page 2 of 2 Admission Procedure: After eligibility has been confirmed,users will be issued a FOB at the AFLC customer service desk that can be used on the electronic reader that will unlock the interior door to the pool corridor.Users will be required to pay a $10 deposit for the FOB.Reception staff will issue and track FOB’s. In accordance with existing admissions procedures,facility users will still need to show wristbands and/or tickets to program staff,fitness instructor etc.,in order to participate in the program.Eligible users will need to purchase their tickets/wristbands at the main reception counter at the front of the building.Where the user participates in a program that requires a wristband,wristbands will be issued at time of purchase instead of tickets.The participant is responsible for their wristbands and must wear a new one each time they come to the facility for a program.Where the user is participating in a program that doesn’t require wristbands (i.e.,gym drop-in program),tickets will be issued at time of purchase and must be turned in the program staff prior to participation.Tickets and wristbands should be treated the same as cash.The Town is not responsible for lost or stolen tickets and wristbands. Participants are responsible for informing reception staff,at the time they purchase their tickets,that they are a north door user.This will ensure they get wristbands instead of tickets. Facility reception staff will monitor expiration dates and notify the facility user approximately one month in advance of an upcoming expiration/renewal date. Parks and Recreation Advisory Committee Meeting Agenda Thursday,February 18,2016 Item 1 Page -3 -7 - MEMORANDUM DATE:February 18,2016 TO:Parks and Recreation Advisory Committee FROM:Anthony Ierullo,Acting Manager of Corporate Communications RE:2016 Community Recognition Awards RECOMMENDED THAT the memorandum regarding the 2016 Community Recognition Awards be received for information. BACKGROUND In the fall of 2015,Council appointed a Community Recognition Review Ad Hoc Committee to review the structure,format and content of the Town’s Community Recognition Awards. Based on the Committee’s recommendations,Council recently approved a revised format for the 2016 awards that includes a number of new award categories and re-naming some existing award categories such as the “Achievement in Sports Award,inspired by Bob Harman”formally the Bob Harman Memorial Award. The Achievement in Sports Award,inspired by Bob Harman,is presented to an individual who has made a distinct contribution to sports in Aurora. In support of the initiative,the Community Recognition Review Advisory Committee has requested that the Parks and Recreation Advisory Committee assist in promoting the 2016 Community Recognition Awards as well as encouraging the nomination of individuals that warrant consideration for the Achievement in Sports Award. Detailed information and nomination forms are available at www.aurora.ca/cra. ATTACHMENTS Attachment 1 –2016 Community Recognition Awards Nomination Package 100 John West Way Box 1000 Aurora,Ontario L4G 6J1 Phone:905-727-3123 ext.4742 Email:Aierullo@aurora.ca www.aurora.ca Town of Aurora Office of the Chief Administrative Officer Corporate Communications Parks and Recreation Advisory Committee Meeting Agenda Thursday,February 18,2016 Item 2 Page -1 -8 - 2016 COMMUNITY RECOGNITION AWARDS –CATEGORIES &CRITERIA • ** • • • • • • • • ATTACHMENT 1 Parks and Recreation Advisory Committee Meeting Agenda Thursday,February 18,2016 Item 2 Page -2 -9 - 2016 COMMUNITY RECOGNITION AWARDS –CATEGORIES &CRITERIA • • • • • • • • • ATTACHMENT 1 Parks and Recreation Advisory Committee Meeting Agenda Thursday,February 18,2016 Item 2 Page -3 -10 - 2016 COMMUNITY RECOGNITION AWARDS –CATEGORIES &CRITERIA • Special consi deration may be given to nominees younger than 16 years of age,if the evaluation group deems such a nomination applicable and the nominee meets all other criteria. The evaluation group will give priority to nominations that recognize a nominee’s recent or ongoing activities or contributions to the Town of Aurora.Special consideration may be given to posthumous nominations or to nominees whose activities or contributions occurred more than three (3)years ago,if the evaluation group deems such nominations applicable and the nominee meets all other criteria. ATTACHMENT 1 Parks and Recreation Advisory Committee Meeting Agenda Thursday,February 18,2016 Item 2 Page -4 -11 - 2016 COMMUNITY RECOGNITION AWARDS –CATEGORIES &CRITERIA ATTACHMENT 1 Parks and Recreation Advisory Committee Meeting Agenda Thursday,February 18,2016 Item 2 Page -5 -12 - 2016 COMMUNITY RECOGNITION AWARDS –CATEGORIES &CRITERIA Please provide as much information on the nominee as you can as it pertains to the category chosen. ATTACHMENT 1 Parks and Recreation Advisory Committee Meeting Agenda Thursday,February 18,2016 Item 2 Page -6 -13 - Page 1 of 1 7.ADOPTION OF ITEMS NOT REQUIRING SEPARATE DISCUSSION Items 1 (with the exception of sub-item 4),2,4,5,and 6 were identified as items not requiring separate discussion. Moved by Councillor Pirri Seconded by Councillor Humfryes THAT the following recommendations with respect to the matters listed as “Items Not Requiring Separate Discussion”be adopted as submitted to Council and staff be authorized to take all necessary action required to give effect to same: 1.General Committee Meeting Report of October 6,2015 THAT the General Committee meeting report of October 6,2015,be received and the recommendations carried by the Committee be approved: (8)Parks and Recreation Advisory Committee Meeting Minutes of September 17,2015 THAT the Parks and Recreation Advisory Committee meeting minutes of September 17,2015,be received for information. CARRIED EXTRACT FROM COUNCIL MEETING OF TUESDAY,OCTOBER 13,2015 Parks and Recreation Advisory Committee Meeting Agenda Thursday,February 18,2016 Item 3 Page -1 -14 -