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AGENDA - Parks, Recreation and Cultural Services Advisory Committee - 20150618PARKS AND RECREATION ADVISORY COMMITTEE MEETING AGENDA THURSDAY,JUNE 18,2015 7 P.M. HOLLAND ROOM AURORA TOWN HALL PUBLIC RELEASE June 11,2015 TOWN OF AURORA PARKS AND RECREATION ADVISORY COMMITTEE MEETING AGENDA DATE:Thursday,June 18,2015 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 April 16,2015 RECOMMENDED: THAT the Parks and Recreation Advisory Committee meeting minutes of April 16,2015 be received for information. 4.DELEGATIONS 5.MATTERS FOR CONSIDERATION 1.Appointment of a Parks and Recreation Advisory Committee Member to the Trails and Active Transportation Committee RECOMMENDED: THAT a Parks and Recreation Advisory Committee Member be appointed as a representative on the Trails and Active Transportation Committee. Parks and Recreation Advisory Committee Meeting Agenda Thursday,June 18,2015 Page 2 of 3 2.Extract from Council Meeting of April 28,2015 pg.5 Re:New Business Motion No.1 re Community Gardens RECOMMENDED: THAT the Extract from Council Meeting of April 28,2015,regarding New Business Motion No.1 re Community Gardens,be received;and THAT the Parks and Recreation Advisory Committee provide comments. 6.INFORMATIONAL ITEMS 3.Aurora Family Leisure Complex (AFLC)Membership Summary Report (Information to be provided at meeting) RECOMMENDED: THAT the Aurora Family Leisure Complex (AFLC)Membership Summary Report be received for information. 4.Trails and Active Transportation Committee Meeting Minutes of pg.11 April 17,2015 RECOMMENDED: THAT the Trails and Active Transportation Committee meeting minutes of April 17,2015,be received for information. 5.Aurora Family Leisure Complex Liaison Committee Meeting Minutes pg.14 of April 24,2015 and May 7,2015 RECOMMENDED: THAT the Aurora Family Leisure Complex Liaison Committee meeting minutes of April 24,2015,and May 7,2015,be received for information. Parks and Recreation Advisory Committee Meeting Agenda Thursday,June 18,2015 Page 3 of 3 6.Extract from Council Meeting of May 11,2015 pg.22 Re:Parks and Recreation Advisory Committee Meeting Minutes of April 16,2015 RECOMMENDED: THAT the Extract from Council Meeting of May 11,2015,regarding the Parks and Recreation Advisory Committee meeting minutes of April 16, 2015,be received for information. 7.NEW BUSINESS 8.ADJOURNMENT TOWN OF AURORA PARKS AND RECREATION ADVISORY COMMITTEE MEETING MINUTES Date:Thursday,April 16,2015 Time and Location:7 p.m.,Holland Room,Aurora Town Hall Committee Members:Councillor Michael Thompson (Chair),Councillor Tom Mrakas (Vice Chair),Juergen Daurer,Eric McCartney,Brian Trussler,and Stephen Kimmerer Member(s)Absent:Richard Doust Other Attendees:Al Downey,Director of Parks and Recreation Services,Jennifer Norton,Web Services and Special Events Coordinator,Stephen Huycke,Town Clerk,and Samantha Kong,Council/Committee Secretary The Chair called the meeting to order at 7:02 p.m. 1.DECLARATION OF PECUNIARY INTEREST Stephen Kimmerer,Sport Aurora representative,declared an interest in the Outstanding Achievement Award –Non-Profit,Bob Harman Memorial Award,and the Volunteer Service Awards –5 year,and did not participate in the consideration of these awards.Brian Trussler declared an interest in Community Organization of the Year and did not participate in consideration of this item. 2.APPROVAL OF THE AGENDA Moved by Councillor Mrakas Seconded by Eric McCartney THAT the agenda as circulated by Legal and Legislative Services be approved. CARRIED 3.RECEIPT OF THE MINUTES None Parks and Recreation Advisory Committee Meeting Agenda Thursday,June 18,2015 Minutes Page -1 -1 - Parks and Recreation Advisory Committee Meeting Minutes Thursday,April 16,2015 Page 2 of 4 4.DELEGATIONS (a)Stephen M.A.Huycke,Town Clerk Re:Advisory Committee Member Education and Training Mr.Huycke provided a PowerPoint presentation and handout entitled “Advisory Committee Orientation 2014-2018”,dated April 2015,and highlighted the roles and responsibilities of advisory committees,committee members,and staff.He also reviewed the political decision-making process and relationships,including procedural matters within the framework of civic engagement between the public and Council.Members received a copy of the “Corporate Policies,Programs and Procedures Policy for Ad Hoc/Advisory Committees and Local Boards”,dated December 16,2014,the Town’s Procedural By-law Number 5330-11,and the Terms of Reference for the Parks and Recreation Advisory Committee 2014-2018 term. Moved by Juergen Daurer Seconded by Brian Trussler THAT the delegation by Stephen Huycke be received for information. CARRIED (b)Al Downey,Director of Parks and Recreation Services Re:Parks and Recreation Advisory Committee Update Mr.Downey provided a brief overview of the current initiatives of Parks and Recreation Services and highlighted the relevant plans and studies including the Parks and Recreation Master Plan,Sports Plan,and Facility Utilization Study,with which the Committee may be interested in being involved.He further noted the goal to have these items completed by October 2015,and encouraged the Members to discuss any comments that they may receive from the public. Moved by Councillor Mrakas Seconded by Juergen Dauer THAT the delegation by Al Downey be received for information. CARRIED 5.MATTERS FOR CONSIDERATION 3.Memorandum from Town Clerk Re:Appointment of a Parks and Recreation Advisory Committee Member to the Trails and Active Transportation Committee Parks and Recreation Advisory Committee Meeting Agenda Thursday,June 18,2015 Minutes Page -2 -2 - Parks and Recreation Advisory Committee Meeting Minutes Thursday,April 16,2015 Page 3 of 4 Staff advised that the membership of the Trails and Active Transportation Committee (TATC)includes one member of the Parks and Recreation Advisory Committee (PRAC). The Committee discussed the possibility of rotating the appointment to the TATC among the members of the PRAC.Staff indicated that Town policy would permit this.The Chair noted that the Vice Chair is a member of both Committees and may provide updates to each Committee.Committee members indicated that they were not able to commit to serving on the TATC at this time and agreed to consider the required appointment at the June meeting. Moved by Councillor Mrakas Seconded by Stephen Kimmerer THAT the memorandum regarding Appointment of a Parks and Recreation Advisory Committee Member to the Trails and Active Transportation Committee be received for information. CARRIED 6.INFORMATIONAL ITEMS None 7.CLOSED SESSION Moved by Councillor Mrakas Seconded by Stephen Kimmerer THAT the Parks and Recreation Advisory Committee resolve into a Closed Session meeting to consider: 1.Personal matters about an identifiable individual,including a Town or Local Board employee;Re:2015 Community Recognition &Citizen of the Year Awards Nominations CARRIED The Committee recessed into a Closed Session meeting at 8:15 p.m.following New Business and reconvened into open session at 8:45 p.m. 8.NEW BUSINESS The Committee inquired about designating a Member to attend the Aurora Family Leisure Complex (AFLC)Liaison Committee meetings for the purposes of reporting back to the Committee.The Chair stated that the AFLC Liaison Committee would be meeting frequently and that the meeting minutes may be placed on the Committee’s agenda for information purposes. Parks and Recreation Advisory Committee Meeting Agenda Thursday,June 18,2015 Minutes Page -3 -3 - Parks and Recreation Advisory Committee Meeting Minutes Thursday,April 16,2015 Page 4 of 4 The Committee inquired about an outstanding item on the pending list of the previous term regarding the AFLC membership data.Staff indicated that a pending list would be placed on the agenda for the next Committee meeting. The Committee requested that a report about the criteria and communication of the Community Recognition Awards be brought to the Committee for information. Moved by Eric McCartney Seconded by Juergen Daurer THAT a report about the criteria and communication of the Community Recognition Awards be brought to the Committee for information. CARRIED The Committee inquired about signage at parks and trails.Staff stated that Council has approved a trails study as well as a budget for signage for trails and parks. The Committee inquired about receiving an update on the demographics detailed within the Parks and Recreation Master Plan.Staff stated that a request for proposal (RFP)is currently being prepared for the Parks and Recreation Master Plan study and that the consultant would provide information on demographics and impacts. Staff inquired about the level of participation desired by the Committee.The Committee expressed interest in participating in the review of all plans and studies including the Parks and Recreation Master Plan,Sports Plan,and Facilities Utilization Study,as well as receiving presentations regarding development charges and the facility development process.Staff also noted that the Committee may discuss the pricing policy. The Committee inquired about receiving a report regarding the number of residents and non-residents within all registered programs in the Town.Staff indicated that they are unable to provide such statistics for external sport organizations,but they are able to provide the statistics within all Town-registered programs. 9.ADJOURNMENT Moved by Juergen Dauer Seconded by Stephen Kimmerer THAT the meeting be adjourned at 8:46 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,June 18,2015 Minutes Page -4 -4 - 12.NEW BUSINESS/GENERAL INFORMATION Councillor Abel requested that staff report back through the Environmental Advisory Committee and Parks and Recreation Advisory Committee on the opportunity to develop community gardens. Moved by Councillor Abel Seconded by Councillor Humfryes THAT staff report back through the Environmental Advisory Committee and Parks and Recreation Advisory Committee on the opportunity to develop community gardens. CARRIED ATTACHMENTS Attachment 1 –Neighbourhood Garden Proposal for McMahon Park Attachment 2 –Community Gardens Concept Plan Attachment 3 –Community Gardens Location Map Attachment 4 –Resident Survey for Neighbourhood Garden Proposal for McMahon Park EXTRACT FROM COUNCIL MEETING OF TUESDAY,APRIL 28,2015 Parks and Recreation Advisory Committee Meeting Agenda Thursday,June 18,2015 Item 2 Page -1 -5 - March 2015 Re:Neighbourhood Garden Proposal for (McMahon Park) Background Since (Spring 2014),the Town of Aurora has been working with local residents and community groups to explore the possibility of establishing a new neighbourhood garden on public land. This neighbourhood garden initiative falls within Aurora’s Official plan of action of “Continue to support and enhance community planting programs in appropriate locations”.This action supports both the Community Goal and Natural Environment Goal through the following objectives:Encouraging an Active and Healthy Lifestyle,Promoting and Advancing Green Initiatives. The proposed site for a pilot neighbourhood community garden is McMahon Park.This site has been identified through discussions with local resident groups.Community gardens can offer residents a place to meet neighbours;a place to get fresh air and exercise;a place to feel accomplishment;and most importantly,a place to grow their own food.Community gardens are important tools towards reducing our carbon footprint by allowing those who choose to live in urban areas,the opportunity to spend time working with nature by growing food,and being able to walk or cycle to the garden. A ‘community garden’is defined as a site operated by volunteers where: A parcel of land is used for the production of produce for the personal use of its members,through allotted or shared plots Demonstration gardening or other instructional programming may be offered Plots and services such as water,tilling and shared tools are usually provided to members,in exchange for a fee. Project Details Existing community gardens in Aurora have waiting lists,and the proposed neighbourhood garden at McMahon Park will be designed to meet the increasing need for garden space and offer the neighbourhood,a place for community members to gather,a sustainable food source, gardening space,mentoring and educational opportunities,prospect of community partnerships, joint stewardship of public spaces,while contributing to active and healthy lifestyles.McMahon Park is a large public space,with areas of high sun exposure and acceptable soil.The project also intends to maintain the integrity of this public space,by respecting the current layout of the land and developing the community garden in an underutilized portion of the park,where it will not disrupt current park uses. Attachment 1 Parks and Recreation Advisory Committee Meeting Agenda Thursday,June 18,2015 Item 2 Page -2 -6 - As a site for a community garden,the park provides both adequate space and conditions ideal for growing food.The proposed community garden may contain: Up to 668 m2 of garden space,less during the initial phase (first couple of years) Fence Shed Fruit tree orchard Community seating area for educational seminars/demonstrations Proposed Community Garden Development Timeline and Resources To determine interest in developing a community garden at McMahon Park,in 2014/2015 the Town of Aurora will be conducting … A Community interest survey Public meeting (Date to be determined) Design of garden space by town staff Public outreach to follow garden design Subject to community support for the proposed community garden at McMahon Park and Council approval,the Town of Aurora will: Provide in-kind support to the pilot neighbourhood garden site through provision of compost,mulch,raised beds,access to Parks irrigation Provide shed and fence Provide soil testing Provide horticultural support Provide insurance Participate in annual review of garden There will be a public open house to discuss the Neighbourhood Garden Proposal for McMahon Park date?.....at McMahon Park from 6-7pm.Come out to ask questions,give your feedback, and meet some neighbors who garden. For more information about the proposed community garden at McMahon Park,please contact 905-727-3123 Sara Tienkamp @ ext.3223. Parks and Recreation Advisory Committee Meeting Agenda Thursday,June 18,2015 Item 2 Page -3 -7 - Attachment 2 Parks and Recreation Advisory Committee Meeting Agenda Thursday,June 18,2015 Item 2 Page -4 -8 - Attachment 3 Parks and Recreation Advisory Committee Meeting Agenda Thursday,June 18,2015 Item 2 Page -5 -9 - Resident Survey for Neighbourhood Garden Proposal for (McMahon Park) ***The following Survey is available on line @ https://www.surveymonkey.com/s/McMahonPark Resident Contact Information (optional) 1)Name: 2)Email address: 3)Phone Number: 4)Do you 5) 6)a)Would yo yes raised 7 yes 8)Are you yes 9 o 668 m2 o o o o 10)Please add any you may have: There will be a public open house to discuss the Neighbourhood Garden Proposal for McMahon Park on date?Tbd…..at McMahon Park from 7 –8 pm. Attachment 4 Parks and Recreation Advisory Committee Meeting Agenda Thursday,June 18,2015 Item 2 Page -6 -10 - TOWN OF AURORA TRAILS AND ACTIVE TRANSPORTATION COMMITTEE MEETING MINUTES Date:Friday,April 17,2015 Time and Location:10:00 a.m.,Leksand Room,Aurora Town Hall Committee Members:Councillor Sandra Humfryes (Chair)(arrived 10:20 a.m.), Councillor Tom Mrakas (Vice Chair),Alison Collins-Mrakas, Bill Fraser,Laura Lueloff Member(s)Absent:Nancee Webb (EAC Representative),and (PRAC Representative) Other Attendees:Stephen M.A.Huycke,Town Clerk,Lawrence Kuk,Planner, Jamal Massadeh,Traffic/Transportation Analyst,Jim Tree, Manager of Parks,and Gloria Hardychuk,Council/Committee Secretary Members provided brief introductions. The Vice Chair called the meeting to order at 10:03 a.m. 1.DECLARATION OF PECUNIARY INTEREST AND GENERAL NATURE THEREOF There were no declarations of pecuniary interest and general nature thereof under the Municipal Conflict of Interest Act. 2.APPROVAL OF THE AGENDA Moved by Laura Lueloff Seconded by Alison Collins-Mrakas THAT the agenda as circulated by Legal and Legislative Services be approved. CARRIED Parks and Recreation Advisory Committee Meeting Agenda Thursday,June 18,2015 Item 4 Page -1 -11 - Trails and Active Transportation Committee Meeting Minutes Friday,April 17,2015 Page 2 of 3 3.ADOPTION OF MINUTES None 4.DELEGATIONS (a)Stephen M.A.Huycke,Town Clerk Re:Advisory Committee Member Education and Training Stephen M.A.Huycke provided a handout and a PowerPoint presentation entitled “Advisory Committee Orientation 2014-2018”,dated April 2015. Members also had before them the “Corporate Policies,Programs and Procedures Policy for Ad Hoc/Advisory Committees and Local Boards”,dated December 16,2014 and the Town’s Procedural By-law.The presentation touched upon the roles and responsibilities of Advisory Committees in best practices,the role of Advisory Committees in civic engagement,and the relationship between Advisory Committees and members of the public,Town Staff and Council. Moved by Alison Collins-Mrakas Seconded by Councillor Tom Mrakas THAT the comments of the delegation and material provided be received for information. CARRIED Councillor Sandra Humfryes (Chair),assumed the Chair. (b)Jim Tree,Manager of Parks Re:Trails and Active Transportation Committee Update Jim Tree,Manager of Parks,presented a Committee update and provided background on the Trails Master Plan.He noted that the Plan was adopted during the previous Term of Council,and reported that the Plan consists of the best comprehensive alignment of trails Town-wide envisioned for the next 50 years.He advised that the Plan is a result of the previous Committee’s in- put.He noted that the Committee has played an integral role and will continue to be provided with opportunities to comment on trail design,construction, maintenance and critical pieces in order to guide the development of the trails systems. Parks and Recreation Advisory Committee Meeting Agenda Thursday,June 18,2015 Item 4 Page -2 -12 - Trails and Active Transportation Committee Meeting Minutes Friday,April 17,2015 Page 3 of 3 Moved by Alison Collins-Mrakas Seconded by Councillor Tom Mrakas THAT the comments of the delegation be received for information. CARRIED 5.MATTERS FOR CONSIDERATION None 6.INFORMATIONAL ITEMS 1.Memorandum from Manager of Parks Re:Town of Aurora Trails Master Plan Moved by Bill Fraser Seconded by Laura Lueloff THAT the memorandum from the Manager of Parks regarding the Town of Aurora Trails Master Plan,dated April 17,2015 be received for information. CARRIED 7.NEW BUSINESS None 8.ADJOURNMENT Moved by Councillor Tom Mrakas Seconded by Alison Collins-Mrakas THAT the meeting be adjourned at 11:08 a.m. CARRIED COMMITTEE RECOMMENDATIONS ARE NOT BINDING ON THE TOWN UNLESS OTHERWISE ADOPTED BY COUNCIL AT A LATER MEETING. Parks and Recreation Advisory Committee Meeting Agenda Thursday,June 18,2015 Item 4 Page -3 -13 - TOWN OF AURORA AURORA FAMILY LEISURE COMPLEX (AFLC) LIAISON COMMITTEE MEETING MINUTES Date:Thursday,April 24,2015 Time and Location:2 p.m.,Program Room B,Aurora Family Leisure Complex Committee Members:Councillor Sandra Humfryes (Chair),Councillor John Abel, Councillor Michael Thompson,Deni Crescenzi,Juergen Daurer,Wendy Frappier,Janet Matthews,Gene Scherrer,and Jo-anne Spitzer Member(s)Absent:Frans LeRoij Other Attendees:Councillor Tom Mrakas,Neil Garbe,Chief Administrative Officer,Al Downey,Director of Parks &Recreation Services, Ilmar Simanovskis,Director of Infrastructure &Environmental Services,and Linda Bottos,Council/Committee Secretary The Chair called the meeting to order at 2 p.m. 1.INTRODUCTIONS The Chair asked the Committee Members and other attendees to briefly introduce themselves and express their interest in,or connection with,the Aurora Family Leisure Complex (AFLC).Introductions were made around the table. 2.PURPOSE OF COMMITTEE The Chair reviewed the purpose of the Committee in assisting with the tracking and implementation of improvements related to the AFLC.Suggestions were offered for the approach to be taken in reviewing the AFLC Outstanding Deficiency List, determining priorities,and identifying the items that staff may address quickly. Parks and Recreation Advisory Committee Meeting Agenda Thursday,June 18,2015 Item 5 Page -1 -14 - AFLC Liaison Committee Meeting Minutes Thursday,April 24,2015 Page 2 of 5 3.REVIEW OF AFLC OUTSTANDING DEFICIENCY LIST The Committee discussed various elements of the AFLC deficiencies with reference to “Attachment 1 –Memorandum from Director of Infrastructure &Environmental Services (dated April 14,2015);Re:Aurora Family Leisure Complex (AFLC) Outstanding Deficiency List”,as well as the “AFLC List of Concerns –Space by Space”(dated April 23,2015)and photographs of various areas of the AFLC,which were provided by citizen members at the meeting.The following items were highlighted (staff comments in brackets): Deficiencies Comments/Suggestions Approach Prioritize deficiencies;identify action items;determine feasibility,accountability,dates;use holistic approach based on user needs;find ways to make it work Accountability Too many layers,e.g.,contractors,subcontractors, supervisors;need accountability at all layers;need single point of contact;identify name and responsibility;need continued accountability afterwards (Phillip Galin oversees changes) Communication to users Need communication to users on regular basis; weekly or bi-weekly;display lists on easels;should indicate if temporary fix;add column on chart for interim solution;need orientation or meet and greet Communication from users Need to determine process for users to communicate issues to staff;need more user engagement;task someone to survey members;hold open houses and meet with groups to get feedback (already have suggestion box and message board) Communication within staff Staff are overwhelmed;need to be informed of their “go to”staff person Design Seems done by novices;if wish to attract new members,need to focus on accommodating more members Quality control Determine responsibility;some deficiencies not resolved professionally Back door locked – inaccessible Four programs for seniors;too far to walk to front door;mobility issue for seniors;use of back door worked well before;need fob system or monitoring; need staff to investigate options (discussed during design phase;more efficient with one control desk; challenge is control and safety;staff to park in back lot with key entry at back door) Parks and Recreation Advisory Committee Meeting Agenda Thursday,June 18,2015 Item 5 Page -2 -15 - AFLC Liaison Committee Meeting Minutes Thursday,April 24,2015 Page 3 of 5 Deficiencies Comments/Suggestions Change room –benches Two benches insufficient;need two more;(previously no lockers in fitness change room;design added lockers;need to remove lockers to add benches to maintain wheelchair accessibility;staff to place warning stickers on lockers to be removed to accommodate added benches) Change room –floor mats Previously had perforated floor mats;need mats returned to help prevent slippery floors Change room –hair dryers Too high;one dryer dropped down (quick fix);need all hair dryers lowered Change room –handicapped Need more hooks Change room –men’s shower Hot water tap releases cold water and cold water tap releases hot water;potential liability issue (staff will test each shower head) Change room –women’s cubicles Two cubicles insufficient and too large;need minimum of four cubicles Change room –women’s shower Low water pressure;replace eco shower heads with regular heads;use same heads as new ones at SARC which work well;test pressure vs.SARC Change room –women’s shower Soap dishes missing;plastic soap dish was affixed to wall (quick fix) Construction garbage General construction garbage present on site Fitness centre – aerobics/yoga room Privacy issue;use kraft paper temporarily;(blinds have been ordered;staff will check delivery date and report back) Fitness centre –equipment Orientation of equipment (staff responsible;could meet with members to discuss changes needed) Fitness centre -program room size Too small to accommodate number of users;users asking if gymnasium space could be used when not in use for youth Fitness centre -program room and track temperature Users complaining rooms are too hot;no windows open;wires draped;not enough outlets;no water available;suggested using fan to take heat out;wall control not working;liability issue (staff will investigate and report back) Fitness centre –windows Sun and dimpled glass causing visual discomfort; users suggested that classes and equipment face the other direction,away from sun Garden atrium Uneven;need to check for proper base Lockers Too small;unable to fit bag,coat (same lockers,no issues previously;new lockers only in Family change room) Parks and Recreation Advisory Committee Meeting Agenda Thursday,June 18,2015 Item 5 Page -3 -16 - AFLC Liaison Committee Meeting Minutes Thursday,April 24,2015 Page 4 of 5 Deficiencies Comments/Suggestions Parking –accessibility Need more than four handicapped parking spaces (sufficient per rules;can designate four more) Parking –Sports Dome users Saturday morning issues when Sports Dome users park at AFLC (overflow is Legion parking lot but space is limited;part of agreement with Sports Dome is to use AFLC parking lot;Town is receiving benefit) Skateboard park Cracks already in concrete (contractor responsible); sharp stones around edges should be moved back to sidewalk;need grass buffer;area lacking supervision;need more signage respecting indemnity and responsibility Squash area Need to reach out to key users for feedback Suit water extractor Located in change room with no drain;bucket was placed underneath;needs monitoring (quick fix) Wristbands Staff to provide costs 4.DETERMINATION OF TOP PRIORITIES The Committee agreed on the following priorities: Top Priorities Actions Communication Staff to post current list of deficiencies/status in AFLC lobby Staff to report back with updated,consolidated list Staff to post updated list in AFLC lobby,make paper copies available for pickup,and e-mail updates to AFLC members Communications staff to assist in communicating with AFLC members Staff to be kept informed of developments Back door locked – inaccessible Staff to investigate and report back on options, costs,and feasibility of opening back door Parking –accessibility Staff to designate four additional handicapped parking spaces at front of facility and post signage Skateboard park Staff to remove sharp stones from proximity to skateboarders Parks and Recreation Advisory Committee Meeting Agenda Thursday,June 18,2015 Item 5 Page -4 -17 - AFLC Liaison Committee Meeting Minutes Thursday,April 24,2015 Page 5 of 5 5.NEXT MEETING The Committee agreed to meet next on Thursday,May 7,2015,at 2 p.m.in Program Room B of the Aurora Family Leisure Complex.It was also agreed that the meeting would include a tour of the AFLC facility. 6.ADJOURNMENT The meeting was adjourned at 3:53 p.m. COMMITTEE RECOMMENDATIONS ARE NOT BINDING ON THE TOWN UNLESS ADOPTED BY COUNCIL AT A LATER MEETING. Parks and Recreation Advisory Committee Meeting Agenda Thursday,June 18,2015 Item 5 Page -5 -18 - TOWN OF AURORA AURORA FAMILY LEISURE COMPLEX (AFLC) LIAISON COMMITTEE MEETING MINUTES Date:Thursday,May 7,2015 Time and Location:2 p.m.,Program Room B,Aurora Family Leisure Complex Committee Members:Councillor Sandra Humfryes (Chair)(arrived 2:04 p.m.), Councillor John Abel,Councillor Michael Thompson,Wendy Frappier (departed 3:05 p.m.),Frans LeRoij,Janet Matthews, Gene Scherrer,and Jo-anne Spitzer Member(s)Absent:Deni Crescenzi and Juergen Daurer Other Attendees:Neil Garbe,Chief Administrative Officer,Phillip Galin,Manager, Facilities,Property and Fleet Services,Chris Catania, Accessibility Advisor,and Linda Bottos,Council/Committee Secretary Councillor Thompson,in the absence of the Chair,called the meeting to order at 2:02 p.m. Councillor Humfryes assumed the Chair at 2:08 p.m. 1.OPENING REMARKS Mr.Garbe suggested that the Committee refer to the updated AFLC Outstanding Deficiency List,included in the meeting agenda as Item 3,to continue with the prioritization of issues.Copies of the blueprints,marked with the proposed changes, were distributed to the members.The Committee members were invited to each identify their top three priorities and to add any items that may have been missing from the List.Councillor Humfryes reiterated the intent of the List and purpose of the Committee in helping to interpret the issues and represent the AFLC users.She noted that staff have committed to expediting the Committee’s top three priorities, including communication and progress updates of the priorities. Parks and Recreation Advisory Committee Meeting Agenda Thursday,June 18,2015 Item 5 Page -6 -19 - AFLC Liaison Committee Meeting Minutes Thursday,May 7,2015 Page 2 of 3 2.PREVIOUS MEETING MINUTES OF APRIL 24,2015 The Aurora Family Leisure Complex Liaison Committee meeting minutes of April 24, 2015,were provided for information. 3.REVIEW OF UPDATED AFLC OUTSTANDING DEFICIENCY LIST The Committee was provided with an updated AFLC Outstanding Deficiency List for review,which included additional columns for Estimated Cost,Recommendation, Target Completion,and Status. 4.DETERMINATION OF TOP PRIORITIES The Committee identified the following top priorities (staff comments in brackets): Top Priorities Comments/Suggestions Back door access,security Estimated 50-60 users would need back door access; proposed double-layer fob system for parking and door access;option to install camera and buzzer at back door;front door not secure as not everyone checks in at front desk (primary driver is security and public safety; fob systems,etc.still provide opportunities for risk; additional accessible parking at front and side;if individuals need help,staff could accommodate) Change room issues Need more benches,etc.per Outstanding Deficiency List Gym space allocation Gym often empty;could be used for overflow;should be open/utilized when not being used by youth;Why can’t kids show up and shoot hoops outside of scheduled program times?(staff will discuss with programmers; space is meant to generate revenue) Program space allocation, including fitness studio Need to look at how building is utilized in relation to programs;building should serve users;fitness studio and other spaces now too small;need to reconsider space allocation;re-evaluate use of space Slippery floors Floors should be resurfaced to provide a non-slip surface in wet areas (mats will not be returned as they are considered a health hazard) Parks and Recreation Advisory Committee Meeting Agenda Thursday,June 18,2015 Item 5 Page -7 -20 - AFLC Liaison Committee Meeting Minutes Thursday,May 7,2015 Page 3 of 3 Top Priorities Comments/Suggestions Storage for coats,boots, bags Need more hooks,larger and more cubbies and lockers;SARC has good size (staff have ideas on how to reorganize the fitness studio for storage;need advice on sizes needed) Ventilation,heating and cooling air management Yoga class and other program areas too hot;consider options,e.g.,large fans,ceiling fans,heat retractors; install large scale thermometers on walls and window area (each room has thermostat;will advise staff to monitor;new HVAC system will take time to balance and calibrate in each space through the seasons;blinds to be installed in gym today;portable air units should alleviate issues in mean time) Water fountain Need water available (water fountain bottle fill to be installed) Water pressure Water pressure too low;investigate alternate shower heads that would meet OBC standards (mandated to use low flow restrictors;unable to guarantee completion within 16 weeks) 5.REVIEW OF FEEDBACK PROCESS The Committee was provided with a “Facility Service Request Workflow”chart for information. 6.NEXT MEETING The Committee agreed to meet next during the week of May 25,2015,(at a time later than 2 p.m.)in Program Room B of the Aurora Family Leisure Complex. 7.ADJOURNMENT The meeting was adjourned at 3:30 p.m. COMMITTEE RECOMMENDATIONS ARE NOT BINDING ON THE TOWN UNLESS ADOPTED BY COUNCIL AT A LATER MEETING. Parks and Recreation Advisory Committee Meeting Agenda Thursday,June 18,2015 Item 5 Page -8 -21 - Page 1 of 1 7.ADOPTION OF ITEMS NOT REQUIRING SEPARATE DISCUSSION Items 1 (with the exception of sub-items 3,8,11,and 16),and 3 were identified as items not requiring separate discussion. Moved by Councillor Pirri Seconded by Councillor Kim 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 May 5,2015 THAT the General Committee meeting report of May 5,2015 be received and the following recommendations carried by the Committee be approved: (14)Parks and Recreation Advisory Committee Meeting Minutes of April 16,2015 THAT the Parks and Recreation Advisory Committee meeting minutes of April 16,2015 be received for information. CARRIED EXTRACT FROM COUNCIL MEETING OF MONDAY,MAY 11,2015 Parks and Recreation Advisory Committee Meeting Agenda Thursday,June 18,2015 Item 7 Page -1 -22 - TOWN OF AURORA ADDITIONAL ITEMS FOR PARKS AND RECREATION ADVISORY COMMITTEE MEETING Thursday,June 18,2015 7 p.m. Holland Room Delegation (a)Klaus Wehrenberg,Resident Pg.1 Re:Item 2 –Extract from Council Meeting of April 28,2015 Re:New Business Motion No.1 re Community Gardens DELEGATION REQUEST This Delegation Request form and any written submissions or background information for consideration by either Council or Committees of Council must be submitted to the Clerk’s office by the following deadline: 4:30 P.M.ON THE BUSINESS DAY PRIOR TO THE REQUESTED MEETING DATE COUNCIL/COMMITTEE/ADVISORY COMMITTEE DATE:June 18,2015 SUBJECT:Neighbourhood Community Garden NAME OF SPOKESPERSON:Klaus Wehrenberg NAME OF GROUP OR PERSON(S)BEING REPRESENTED (if applicable): Group not yet formally formed BRIEF SUMMARY OF ISSUE OR PURPOSE OF DELEGATION: Talk about intent/origin/context of project;and be available to respond to questions PLEASE COMPLETE THE FOLLOWING: Have you been in contact with a Town staff or Council member regarding your matter of interest?YES ☒NO ☐ IF YES,WITH WHOM?Christina Nagy-Oh and Sara Tienkamp DATE:Over last year, since March 2014 ☒I acknowledge that the Procedural By-law permits five (5)minutes for Delegations. Legal and Legislative Services 905-727-3123 CSecretariat@aurora.ca Town of Aurora 100 John West Way,Box 1000 Aurora,ON L4G 6J1 Additional Items for Parks and Recreation Advisory Committee Meeting Thursday,June 18,2015 Delegation (a)Page -1 -1 -