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AGENDA - Parks, Recreation and Cultural Services Advisory Committee - 20160421PARKS AND RECREATION ADVISORY COMMITTEE MEETING AGENDA THURSDAY,APRIL 21,2016 7 P.M. HOLLAND ROOM AURORA TOWN HALL PUBLIC RELEASE April 14,2016 TOWN OF AURORA PARKS AND RECREATION ADVISORY COMMITTEE MEETING AGENDA DATE:Thursday,April 21,2016 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 February 18,2016 Special Parks and Recreation Advisory Committee Meeting pg.5 Minutes of March 31,2016 RECOMMENDED: THAT the Parks and Recreation Advisory Committee meeting minutes of February 20,2016,and the Special Parks and Recreation Advisory Committee meeting minutes of March 31,2016,be received for information. Parks and Recreation Advisory Committee Meeting Agenda Thursday,April 21,2016 Page 2 of 2 4.DELEGATIONS 5.MATTERS FOR CONSIDERATION 6.INFORMATIONAL ITEMS 1.Memorandum from Director of Parks &Recreation Services pg.8 Re:Club Aurora Membership Pass Summary Report for February 2016 RECOMMENDED: THAT the memorandum regarding Club Aurora Membership Pass Summary Report for February 2016 be received for information. 2.Memorandum from Councillor Thompson pg.12 Re:Parks and Recreation Advisory Committee Terms of Reference RECOMMENDED: THAT the memorandum regarding Parks and Recreation Advisory Committee Terms of Reference be received for information. 3.Extract from Council Meeting of March 8,2016 pg.16 Re:Parks and Recreation Advisory Committee Meeting Minutes of February 18,2016 RECOMMENDED: THAT the Extract from Council Meeting of March 8,2016,regarding Parks and Recreation Advisory Committee meeting minutes of February 18,be received for information. 7.NEW BUSINESS 8.ADJOURNMENT TOWN OF AURORA PARKS AND RECREATION ADVISORY COMMITTEE MEETING MINUTES Date:Thursday,February 18,2016 Time and Location:7 p.m.,Holland Room,Aurora Town Hall Committee Members:Councillor Michael Thompson (Chair),Councillor Tom Mrakas (Vice Chair),Juergen Daurer,Stephen Kimmerer,and Brian Trussler Member(s)Absent:Richard Doust and Eric McCartney Other Attendees:Councillor Wendy Gaertner,Allan Downey,Director of Parks and Recreation Services,and Linda Bottos,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 Councillor Mrakas Seconded by Juergen Daurer THAT the agenda as circulated by Legal and Legislative Services,with the following addition,be approved: Item 4 –Aurora Family Leisure Complex (AFLC)Membership Summary Report (as of January 21,2016) CARRIED AS AMENDED Parks and Recreation Advisory Committee Meeting Agenda Thursday,April 21,2016 Minutes of Feb.18 Page -1 -1 - Parks and Recreation Advisory Committee Meeting Minutes Thursday,February 18,2016 Page 2 of 4 3.RECEIPT OF THE MINUTES Parks and Recreation Advisory Committee Meeting Minutes of September 17, 2015 Moved by Stephen Kimmerer Seconded by Juergen Daurer THAT the Parks and Recreation Advisory Committee meeting minutes of September 17,2015,be received for information. CARRIED 4.DELEGATIONS None 5.MATTERS FOR CONSIDERATION 1.Memorandum from Director of Parks and Recreation Services Re:Draft Procedure –North Door Access –Aurora Family Leisure Complex (AFLC) Staff provided background to the memorandum and draft procedure.The Committee and staff discussed the challenges and concerns of easing access for facility users with disability or mobility challenges,while maintaining control of access and security,and considered various options. Moved by Stephen Kimmerer Seconded by Juergen Daurer THAT the memorandum regarding Draft Procedure –North Door Access – Aurora Family Leisure Complex (AFLC)be received;and THAT the following comments of the Parks and Recreation Advisory Committee regarding the Draft Procedure –North Door Access –Aurora Family Leisure Complex (AFLC)be forwarded to Council for consideration: Concern regarding eligibility and the potential cost of obtaining a note from a medical practitioner; Concern regarding north door access not being available to members; Suggestion to include north door parking as a benefit of membership; Parks and Recreation Advisory Committee Meeting Agenda Thursday,April 21,2016 Minutes of Feb.18 Page -2 -2 - Parks and Recreation Advisory Committee Meeting Minutes Thursday,February 18,2016 Page 3 of 4 Suggestion to implement fob access to the entire facility; Suggestion to track north door access requests for a period of time to assess the demand in order to better understand how best to meet the needs of facility users;and Suggestion to implement an interim solution to avoid any further delays to opening the north door access while the issues are addressed. CARRIED AS AMENDED 6.INFORMATIONAL ITEMS 2.Memorandum from Acting Manager of Corporate Communications Re:2016 Community Recognition Awards Moved by Juergen Daurer Seconded by Stephen Kimmerer THAT the memorandum regarding 2016 Community Recognition Awards be received for information. CARRIED 3.Extract from Council Meeting of October 13,2015 Re:Parks and Recreation Advisory Committee Meeting Minutes of September 17,2015 Moved by Councillor Mrakas Seconded by Juergen Daurer 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. CARRIED 4.Aurora Family Leisure Complex (AFLC)Membership Summary Report (as of January 21,2016) (Added Item) Staff gave a brief overview of the Summary Report and background respecting membership levels during and after the reconstruction of the AFLC.The Committee inquired about membership target thresholds and retention rates,and staff agreed to include this information in future reports. Parks and Recreation Advisory Committee Meeting Agenda Thursday,April 21,2016 Minutes of Feb.18 Page -3 -3 - Parks and Recreation Advisory Committee Meeting Minutes Thursday,February 18,2016 Page 4 of 4 Moved by Councillor Mrakas Seconded by Juergen Daurer THAT the Aurora Family Leisure Complex (AFLC)Membership Summary Report (as of January 21,2016)be received for information. CARRIED 7.NEW BUSINESS Councillor Thompson advised that the proposed Parks and Recreation Master Plan and Sport Plan would be submitted for Council’s consideration through the first meeting cycle in March 2016 and,subsequently,there would be an opportunity for the Parks and Recreation Advisory Committee to review the Plans and advise Council on the best means to achieving the goals. 8.ADJOURNMENT Moved by Stephen Kimmerer Seconded by Councillor Mrakas THAT the meeting be adjourned at 8:26 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,April 21,2016 Minutes of Feb.18 Page -4 -4 - TOWN OF AURORA SPECIAL PARKS AND RECREATION ADVISORY COMMITTEE MEETING MINUTES Date:Thursday,March 31,2016 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:Councillor John Abel (arrived 7:10 p.m.),Councillor Wendy Gaertner,Allan Downey,Director of Parks and Recreation Services,and Samantha Kong,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 Eric McCartney THAT the agenda as circulated by Legal and Legislative Services be approved. CARRIED Parks and Recreation Advisory Committee Meeting Agenda Thursday,April 21,2016 Minutes of Mar.31 Page -1 -5 - Special Parks and Recreation Advisory Committee Meeting Minutes Thursday,March 31,2016 Page 2 of 3 3.MATTERS FOR CONSIDERATION 1.PRS16-015 –Implementation of the Sport Plan Staff provided a brief overview of the Sport Plan and discussed next steps to implement the Plan. Moved by Councillor Mrakas Seconded by Stephen Kimmerer THAT Report No.PRS16-020 be received;and THAT Parks and Recreation Advisory Committee recommend to Council: THAT tasks T1,T3,T15,T16,T17,T21,and T22 be referred to the Parks and Recreation Advisory Committee prior to a recommendation being presented to Council. CARRIED 2.Parks and Recreation Master Plan Implementation Schedule Staff provided an overview of the Parks and Recreation Master Plan and the corresponding Implementation Schedule. Moved by Councillor Mrakas Seconded by Juergen Daurer THAT the Parks and Recreation Master Plan Implementation Schedule be received;and THAT Parks and Recreation Advisory Committee recommend to Council: THAT tasks T1,T4,T4a,T4b,T5,T9,T16,T27,T30,T34,and T35 be referred to the Parks and Recreation Advisory Committee prior to a recommendation being presented to Council;and THAT task T41 be referred to the Trails and Active Transportation Committee prior to a recommendation being presented to Council.. CARRIED 4.ADJOURNMENT Parks and Recreation Advisory Committee Meeting Agenda Thursday,April 21,2016 Minutes of Mar.31 Page -2 -6 - Special Parks and Recreation Advisory Committee Meeting Minutes Thursday,March 31,2016 Page 3 of 3 Moved by Richard Doust Seconded by Juergen Daurer THAT the meeting be adjourned at 8:20 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,April 21,2016 Minutes of Mar.31 Page -3 -7 - DATE:April 21,2016 TO:Parks and Recreation Advisory Committee Members FROM:Allan D.Downey,Director of Parks and Recreation Services RE:Club Aurora Membership Pass Summary Report for February 2016 RECOMMENDATIONS THAT the memorandum regarding Club Aurora Membership Pass Summary Report for February 2016 be received for information. BACKGROUND The Recreation Division provided its February 2016 Club Aurora Membership Pass Summary reports for your review and information. 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 &Recreation Services Parks and Recreation Advisory Committee Meeting Agenda Thursday,April 21,2016 Item 1 Page -1 -8 - Parks and Recreation Advisory Committee Meeting Agenda Thursday,April 21,2016 Item 1 Page -2 -9 - Parks and Recreation Advisory Committee Meeting Agenda Thursday,April 21,2016 Item 1 Page -3 -10 - Parks and Recreation Advisory Committee Meeting Agenda Thursday,April 21,2016 Item 1 Page -4 -11 - MEMORANDUM Councillor Michael Thompson Date:April 21,2016 To:Parks and Recreation Advisory Committee From:Councillor Thompson,Chair Re:Parks and Recreation Advisory Committee Terms of Reference RECOMMENDATION THAT the Parks and Recreation Advisory Committee: Receive the memorandum for information Endorse the recommendations Provide direction Parks and Recreation Advisory Committee Meeting Agenda Thursday,April 21,2016 Item 2 Page -1 -12 - 2014-2018 Boards and Committees PARKS AND RECREATION ADVISORY COMMITTEE TERMS OF REFERENCE 1.PURPOSE To provide policy advice and assistance to Council through the Parks and Recreation Services Department respecting the delivery of Parks and Recreation programs and activities within the Town of Aurora;to act as a liaison with the community,providing an informal mechanism to both obtain and disseminate information relevant to the Department's mandate. 2.MEMBERSHIP The Committee shall be comprised of five (7)Members as follows: Two (2)Members of Council;one appointed as Chair for a two-year term,the other appointed as Chair for the following two-year term; Four (4)citizen Members; One (1)citizen Member from the Sports Council. 3.TERM The Committee shall be appointed for a two -year term,with the option of a further two-year term and will be concurrent with the term of Council. 4.REMUNERATION None. 5.DUTIES AND FUNCTIONS Solicit and assess community feedback with respect to service levels,costs, priorities,issues and concerns pertaining to the delivery of leisure services within the community; Provide analysis and commentary on policy initiatives,core document review/updates and similar departmental recommendations to Council on Leisure Services matters; Assist the Parks and Recreation Services Department in evaluating community needs,prioritizing and recommending changes to Council regarding the Leisure Services Master Plan; Parks and Recreation Advisory Committee Meeting Agenda Thursday,April 21,2016 Item 2 Page -2 -13 - Parks and Recreation Advisory Committee Terms of Reference Page 2 of 3 2014-2018 Boards and Committees Facilitate communication by serving as a liaison along with a citizen liaison between the Town and various community groups; Review and comment on annual Parks and Recreation Services capital objectives within the context of the Town of Aurora Strategic Plan,the Master Plan,the Departmental Pricing Policy and long-range community development objectives; Receive and comment on the merits of proposals and concepts for new Parks and Recreation Services-related projects brought forward by the Department,individuals,community groups and the public or private sector; Become fully conversant with existing Parks and Recreation Services programs and facilities in the community; Review the Strategic Plan,the Parks and Recreation Services Master Plan,the mission statement of the Department and become familiar with their contents; Review policy-related reports prepared by the Director of Parks and Recreation Services and provide input on those reports; Liaise with and provide ongoing encouragement to community groups and agencies which provide recreation-related programs and activities; Periodically seek input on matters relevant to the provision of leisure services,especially in areas where service levels could potentially be impacted by such factors as budget constraints,user fees,financial reallocations,etc.; Form sub-committees to deal with specific new initiatives,policy issues, problems areas and identify strategic solutions; Meet on an as-required basis with volunteer groups,community organizations and associations to foster partnerships,promote and encourage communication,determine problem areas and identify strategic solutions; Undertake other assignments as may be requested by Council from time to time; and Provide advice and consent to the Parks and Recreation Services Department through the Special Events Co-ordinator with respect to the delivery of Department-operated annual events. 6.MEETING TIMES AND LOCATIONS Third Thursday of every second month at 7 p.m.with the exception of July and August.Additional meetings of the Committee may be called by the Chair to address urgent matters. Parks and Recreation Advisory Committee Meeting Agenda Thursday,April 21,2016 Item 2 Page -3 -14 - Parks and Recreation Advisory Committee Terms of Reference Page 3 of 3 2014-2018 Boards and Committees 7.STAFF SUPPORT The Parks and Recreation Services Department provides technical support to the Committee. The Legal and Legislative Services Department provides administrative support services to the Committee. 8.AGENDAS Agendas are set by the Director in consultation with the Chair. Parks and Recreation Advisory Committee Meeting Agenda Thursday,April 21,2016 Item 2 Page -4 -15 - Page 1 of 1 9.CONSIDERATION OF ITEMS REQUIRING SEPARATE DISCUSSION 1.General Committee Meeting Report of March 1,2016 (17)Parks and Recreation Advisory Committee Meeting Minutes of February 18, 2016 Main motion as amended Moved by Councillor Gaertner Seconded by Councillor Mrakas THAT the Parks and Recreation Advisory Committee meeting minutes of February 18,2016,be received;and THAT staff report back on additional options to address back door fob access at the Aurora Family Leisure Complex that take into consideration the comments from the Parks and Recreation Advisory Committee;and THAT staff proceed to issue rear door access fobs,on the basis of an honour system,for users who express a need due to disability or mobility issues. CARRIED AS AMENDED EXTRACT FROM COUNCIL MEETING OF TUESDAY,MARCH 8,2016 Parks and Recreation Advisory Committee Meeting Agenda Thursday,April 21,2016 Item 3 Page -1 -16 -