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AGENDA - Parks, Recreation and Cultural Services Advisory Committee - 20180621Parks, Recreation and Cultural Services Advisory Committee Meeting Agenda Thursday, June 21, 2018 7 p.m. Holland Room Aurora Town Hall Public Release June 14, 2018 Town of Aurora Parks, Recreation and Cultural Services Advisory Committee Meeting Agenda Date: Thursday, June 21, 2018 Time and Location: 7 p.m., Holland Room, Aurora Town Hall 1. Approval of the Agenda Recommended: That the agenda as circulated by Legislative Services be approved. 2. Declarations of Pecuniary Interest and General Nature Thereof 3. Receipt of the Minutes Parks, Recreation and Cultural Services Advisory Committee Meeting Minutes of April 19, 2018 Recommended: That the Parks, Recreation and Cultural Services Advisory Committee meeting minutes of April 19, 2018, be received for information. Parks, Recreation and Cultural Services Advisory Committee Meeting Agenda Thursday, June 21, 2018 Page 2 of 3 Parks, Recreation and Cultural Services Advisory Committee Special Meeting Minutes of May 7, 2018 Recommended: That the Parks, Recreation and Cultural Services Advisory Committee Special Meeting minutes of May 7, 2018, be received for information. 4. Delegations 5. Matters for Consideration 1. PRCSAC18-001 – Subdivision Entry Signage at Batson Drive and Yonge Street Recommended: 1. That Report No. PRCSAC18-001 be received; and 2. That the proposed concept design for the re-installation of a new entry feature for Valhalla Subdivision be approved; and 3. That staff be directed to include the project in the 2019 Capital Budget for deliberation. 2. Memorandum from Director, Community Services Re: Stronach Aurora Recreation Complex – Gymnasium Feasibility Recommended: 1. That the memorandum regarding the Stronach Aurora Recreation Complex – Gymnasium Feasibility be received; and 2. That the comments from the Parks, Recreation and Cultural Services Advisory Committee be received and referred to staff for consideration and action as appropriate. Parks, Recreation and Cultural Services Advisory Committee Meeting Agenda Thursday, June 21, 2018 Page 3 of 3 6.Informational Items 3.Extract from Council Meeting of May 22, 2018 Re: Parks, Recreation and Cultural Services Advisory Committee Meeting Minutes of April 19, 2018 Recommended: 1.That the Extract from Council Meeting of May 22, 2018, regarding the Parks, Recreation and Cultural Services Advisory Committee meeting minutes of April 19, 2018, be received for information. 4.Extract from Council Meeting of May 22, 2018 Re: Parks, Recreation and Cultural Services Advisory Committee Special Meeting Minutes of May 7, 2018 Recommended: 1.That the Extract from Council Meeting of May 22, 2018, regarding the Parks, Recreation and Cultural Services Advisory Committee Special Meeting minutes of May 7, 2018, be received for information. 7.New Business 8.Adjournment Town of Aurora Parks, Recreation and Cultural Services Advisory Committee Meeting Minutes Date: Thursday, April 19, 2018 Time and Location: 7 p.m., Holland Room, Aurora Town Hall Committee Members: Councillor Tom Mrakas (Chair), Councillor Michael Thompson (Vice Chair), Reg Chappell, Juergen Daurer, Richard Doust, Stephen Kimmerer, Eric McCartney, and Brian Trussler Member(s) Absent: None Other Attendees: Robin McDougall, Director, Community Services, Lisa Warth, Manager, Recreation, and Linda Bottos, Council/ Committee Secretary The Chair called the meeting to order at 7 p.m. 1. Approval of the Agenda Moved by Juergen Daurer Seconded by Reg Chappell That the agenda as circulated by Legislative Services be approved. Carried 2. Declarations of Pecuniary Interest and General Nature Thereof There were no declarations of pecuniary interest under the Municipal Conflict of Interest Act, R.S.O. 1990, c. M.50. 3. Receipt of the Minutes Parks, Recreation and Cultural Services Advisory Committee Meeting Agenda Thursday, June 21, 2018 Minutes Page 1 of 3 Parks, Recreation and Cultural Services Advisory Committee Meeting Minutes Thursday, April 19, 2018 Page 2 of 3 Parks, Recreation and Cultural Services Advisory Committee Meeting Minutes of February 15, 2018 Moved by Reg Chappell Seconded by Stephen Kimmerer That the Parks, Recreation and Cultural Services Advisory Committee meeting minutes of February 15, 2018, be received for information. Carried 4. Delegations None 5. Matters for Consideration 1. Memorandum from Director, Community Services Re: Pricing Policy for Recreation Services Staff provided a brief overview of the memorandum and attachments, and distributed a revised table on Recreation Program cost recovery along with the current (2009) Pricing Policy for Recreation Services. The Committee and staff discussed various factors and methods for determining costs, cost recovery, pricing, allocation, and subsidy levels. The Committee consented to vote on the third clause separately. Moved by Reg Chappell Seconded by Juergen Daurer 1. That the memorandum regarding Pricing Policy for Recreation Services be received; and 2. That the comments of the Committee be received and referred to staff for consideration and action as appropriate. Carried 3. That the Parks, Recreation and Cultural Services Advisory Committee recommend to Council: Parks, Recreation and Cultural Services Advisory Committee Meeting Agenda Thursday, June 21, 2018 Minutes Page 2 of 3 Parks, Recreation and Cultural Services Advisory Committee Meeting Minutes Thursday, April 19, 2018 Page 3 of 3 (a) That a consultant be retained to complete a Pricing Policy. Carried 6. Informational Items 2. Extract from Council Meeting of March 27, 2018 Re: Parks and Recreation and Cultural Services Advisory Committee Meeting Minutes of February 15, 2018 Moved by Richard Doust Seconded by Juergen Daurer 1. That the Extract from Council Meeting of March 27, 2018, regarding the Parks, Recreation and Cultural Services Advisory Committee meeting minutes of February 15, 2018, be received for information. Carried 7. New Business The Chair inquired about the possibility of holding a special meeting of the Parks, Recreation and Cultural Services Advisory Committee to discuss the recent General Committee staff report regarding 100 Vandorf Sideroad – Hallmark Lands Community Park Design. It was agreed to hold a special meeting in May, and that staff would extend an invitation to representatives of the various local sports organizations. 8. Adjournment Moved by Richard Doust Seconded by Councillor Thompson That the meeting be adjourned at 8:33 p.m. Carried Committee recommendations are not binding on the Town unless adopted by Council. Parks, Recreation and Cultural Services Advisory Committee Meeting Agenda Thursday, June 21, 2018 Minutes Page 3 of 3 Town of Aurora Parks, Recreation and Cultural Services Advisory Committee Special Meeting Minutes Date: Monday, May 7, 2018 Time and Location: 7 p.m., Holland Room, Aurora Town Hall Committee Members: Councillor Tom Mrakas (Chair), Councillor Michael Thompson (Vice Chair), Mayor Geoffrey Dawe (ex-officio member), Reg Chappell, Juergen Daurer, Richard Doust, Stephen Kimmerer, and Brian Trussler Member(s) Absent: Eric McCartney Other Attendees: Robin McDougall, Director, Community Services, Allan Downey, Director, Operational Services, John Firman, Manager, Business Support, Michael de Rond, Town Clerk The Chair called the meeting to order at 7 p.m. The Committee waived the provisions of the Procedure By-law to allow comments from members of the public. 1. Approval of the Agenda Moved by Richard Doust Seconded by Reg Chappell That the agenda as circulated by Legislative Services be approved. Carried 2. Declarations of Pecuniary Interest and General Nature Thereof There were no declarations of pecuniary interest under the Municipal Conflict of Interest Act. Parks, Recreation and Cultural Services Advisory Committee Meeting Agenda Thursday, June 21, 2018 Minutes - Special Page 1 of 3 Parks, Recreation and Cultural Services Advisory Committee Special Meeting Minutes Monday, May 7, 2018 Page 2 of 3 3. Receipt of the Minutes None 4. Delegations None 5. Matters for Consideration 1. Memorandum from Director, Community Services Re: 100 Vandorf Sideroad – Hallmark Lands Community Park Design Staff provided the Committee a brief overview of the report and distributed statistics regarding the usage of baseball diamonds and rectangular fields (generally used for soccer). Members of the various local sports organizations addressed the Committee regarding the memo. Moved by Juergen Daurer Seconded by Reg Chappell 1. That the memorandum regarding 100 Vandorf Sideroad - Hallmark Lands Community Park Design be received; and 2. That the comments from the Parks, Recreation and Cultural Services Advisory Committee be received and referred to staff for consideration and action as appropriate; and 3. That the Parks, Recreation and Cultural Services Advisory Committee support the staff recommendation for the construction of two (2) baseball diamonds on the Hallmark Lands; and 4. That staff continue to investigate repurposing facilities and fields where possible. Carried as amended 6. Informational Items None Parks, Recreation and Cultural Services Advisory Committee Meeting Agenda Thursday, June 21, 2018 Minutes - Special Page 2 of 3 Parks, Recreation and Cultural Services Advisory Committee Special Meeting Minutes Monday, May 7, 2018 Page 3 of 3 7. New Business None 8. Adjournment Moved by Stephen Kimmerer Seconded by Richard Doust That the meeting be adjourned at 8:16 p.m. Carried Committee recommendations are not binding on the Town unless adopted by Council. Parks, Recreation and Cultural Services Advisory Committee Meeting Agenda Thursday, June 21, 2018 Minutes - Special Page 3 of 3 Town of Aurora Parks, Recreation and Cultural Services Advisory Committee Report No. PRCSAC18-001 Subject: Subdivision Entry Signage at Batson Drive and Yonge Street Prepared by: Sara Tienkamp, Manager of Parks & Fleet Department: Operational Services Date: June 21, 2018 Recommendations 1. That Report No. PRCSAC18-001 be received; and 2. That the proposed concept design for the re-installation of a new entry feature for Valhalla Subdivision be approved; and 3. That staff be directed to include the project in the 2019 Capital Budget for deliberation. Executive Summary This report is to provide PRCSAC with information and recommendations associated with the re-installation of the Valhalla subdivision entry feature: • Parks, Recreation and Cultural Services Advisory Committee (PRCSAC) requested information on re-installation of subdivision entry signage for Valhalla Subdivision • Cost estimates for proposed entry signage feature is $27,075 • Staff will prepare a project for deliberation in the 2019 Capital Budget for Council Background The subdivision located to the east of Yonge Street at Batson Drive was developed in many phases, starting in the early 1980’s by Wimpy Homes and Lebovic Homes. The majority of the construction was completed by 1990, with a few infill developments occurring since. A formal entrance into the subdivision was installed around mid-1980 at the corner of Batson Drive and Yonge Street. It consisted of entry walls constructed of pressure Parks, Recreation and Cultural Services Advisory Committee Meeting Agenda Thursday, June 21, 2018 Item 1 Page 1 of 6 June 21, 2018 Page 2 of 4 Report No. PRCSAC18-001 treated wood timbers and landscaping on both sides of Batson Drive. The walls also included the name of Valhalla on them for which the subdivision was named. Over the years, the wood walls deteriorated and, approximately 10 years ago, were removed by Parks staff as they were hazardous and unsightly. Additionally, some of the Austrian Pines that were a part of the landscaping died due to disease and were removed as well. Analysis Parks, Recreation and Cultural Services Advisory Committee requested information on re-installation of subdivision entry signage for Valhalla Subdivision At the November 30, 2017 PRCSAC meeting, it was requested that staff investigate and report back regarding the re-installation of the subdivision entry feature signage for the Valhalla development. Cost estimates for proposed entry signage feature is $27,075 The following chart summarizes the estimated costs to facilitate the proposed entry feature design and construction: Description Total Excavation, removal and disposal of existing materials $1,000 Grading, earthworks, fine grading $1,750 Stone entry walls south and north side $12,825 Stainless steel lettering $7,500 Landscape Planting (trees/shrubs) $4,000 TOTAL $27,075 Staff will prepare a project for deliberation in the 2019 Capital Budget for Council In preparation for the 2019 Capital Budget deliberations staff will create a project for the proposed Valhalla entry feature with construction and installation of a new entry feature in 2019 at the corner of Batson Drive and Yonge Street. Parks, Recreation and Cultural Services Advisory Committee Meeting Agenda Thursday, June 21, 2018 Item 1 Page 2 of 6 June 21, 2018 Page 3 of 4 Report No. PRCSAC18-001 Advisory Committee Review Not applicable. Legal Considerations As there is no provision in the Subdivision Agreement regarding maintenance of the entry feature, the Town, as the owner of the entry feature and the land that it sits on, is responsible for its maintenance. Financial Implications Following Council approval of the proposed entry feature improvement, staff will complete a more detailed design and final cost estimate for construction to be included in the 2019 Capital Budget with funding from the Landscape Fees Reserve account. Communications Considerations Communications to update Town’s website with new information as necessary. Link to Strategic Plan The re-installation of the entry feature supports the Strategic Plan Goal of Supporting an Exceptional Quality of Life for All, by encouraging an active and healthy lifestyle. Develop a long-term needs assessment for recreation programs, services and operations to match the evolving needs of the growing and changing population. Alternative(s) to the Recommendation 1. The Committee could recommend that the staff not submit a 2019 Capital Budget request for the Valhalla entry feature improvements. Conclusions Staff recommend that the Committee approve the proposed Valhalla Entry Signage project for inclusion in the 2019 Capital Budget. Attachments Attachment #1 – Valhalla Entry Signage Proposal Photos Parks, Recreation and Cultural Services Advisory Committee Meeting Agenda Thursday, June 21, 2018 Item 1 Page 3 of 6 June 21, 2018 Page 4 of 4 Attachment #2 -Valhalla Entry Signage Concept Sketch Previous Reports None. Pre-submission Review Agenda Management Meeting review on May 17, 2018 Departmental Approval Allan D. Downey � Director of Operations Operational Services Report No. PRCSAC18-001 Parks, Recreation and Cultural Services Advisory Committee Meeting Agenda Thursday, June 21, 2018 Item 1 Page 4 of 6 ATTACHMENT #1 Parks, Recreation and Cultural Services Advisory Committee Meeting Agenda Thursday, June 21, 2018Item 1 Page 5 of 6 ATTACHMENT #2 Parks, Recreation and Cultural Services Advisory Committee Meeting Agenda Thursday, June 21, 2018Item 1 Page 6 of 6 Memorandum Date: June 21, 2018 To: Parks, Recreation, and Cultural Services Advisory Committee From: Robin McDougall, Director, Community Services Re: Stronach Aurora Recreation Complex – Gymnasium Feasibility Recommendation 1. That the memorandum regarding the Stronach Aurora Recreation Complex Gymnasium Feasibility be received; and 2. That the comments from the Parks, Recreation, and Cultural Services Advisory Committee be received and referred to staff for consideration and action as appropriate. Background During the Parks Recreation and Cultural Services Advisory Committee (PRCSAC) meeting on November 30, 2017, staff were directed to bring back a report to outline the feasibility of adding a gymnasium onto the Stronach Aurora Recreation Complex (SARC). Site Plan With the facility of 12+ years old, staff revisited the original site plan for the SARC, which included space for a future addition of a gymnasium. This proposed space is located on the south/west corner of the facility adjacent to the pool. The original design considered this future possibility and included large windows in the location where the gym entrance would be located off the hallway. The space would permit approximately 6,000 ft2, which would provide space for a single gymnasium. 100 John West Way Box 1000 Aurora, Ontario L4G 6J1 Phone: 905-727-3123 ext. 4747 Email: rmcdougall@aurora.ca www.aurora.ca Town of Aurora Community Services Parks, Recreation and Cultural Services Advisory Committee Meeting Agenda Thursday, June 21, 2018 Item 2 Page 1 of 6 Stronach Aurora Recreation Complex – Gymnasium Feasibility June 21, 2018 Page 2 of 3 Change Rooms The main hallway would continue to serve as the pool entrance but would now become the gymnasium entrance as well. With the space available, staff recommend sharing the existing change rooms with the gymnasium patrons. When evaluating the type of gymnasium use, staff consider the use of the change rooms by gymnasium patrons to be very low. As offered in other municipalities and at the Aurora Family Leisure Complex (AFLC), staff would recommend lockers be added to the hallway where gymnasium users could secure their belongings. Programs Staff anticipate that an additional gymnasium would be well utilized. Potential uses for the space would be as follows: • Gross motor preschool programs • Summer camps • Group fitness classes • Walking club • Sports leagues such as volleyball, badminton or basketball • Day time drop-ins for adults such as basketball, badminton or pickleball • Lessons for all ages such as indoor golf, archery etc. • Community rental of the gymnasium for private classes, dryland sports, conditioning for athletes, etc. The gymnasium at the AFLC is well utilized, particularly during prime time (early morning, late afternoon/evenings and weekends). Additionally, registered programs currently taking place in school gymnasiums at a rental cost to the Town, could be relocated and programming could be expanded to a new gymnasium at the SARC. Construction Cost In consultation with the Director of Operations, staff anticipate the construction cost to be approximately $300/ft2 or $2,160,000 (including design fees and contingency). This is a high-level estimate and does not account for any additional HVAC or electrical upgrades that may be necessary, nor does it include the costs of relocating the hydro and gas lines as these costs are unknown at this time. Parks, Recreation and Cultural Services Advisory Committee Meeting Agenda Thursday, June 21, 2018 Item 2 Page 2 of 6 Stronach Aurora Recreation Complex – Gymnasium Feasibility June 21, 2018 Page 3 of 3 At the time of the original construction, the facility was built with the HVAC and electrical necessary for an addition however this was approximately 12 years ago. Therefore, prior to proceeding, further evaluation is needed to confirm if the existing HVAC and electrical still meet the needs of an addition. If they do, then no additional costs will be incurred but if not, the cost of upgrading the systems would need to be accounted for. It is also important to note that hydro and gas lines would need to be relocated. As shown in the image attached, the hydro and gas lines are located along the outer wall where the gymnasium is proposed to be constructed. A consultant would need to be retained to confirm anticipated cost for relocation. Conclusion Based on staff analysis, it is feasible to build an addition of a gymnasium onto the existing SARC facility. From a program perspective, staff are confident the addition of a gymnasium would be very well received and utilized by the community. From a cost perspective, it is anticipated that the construction would be in the range of $2.2 to $2.7 million. Attachments Attachment #1 - Images of SARC site plan and proposed site for gymnasium addition Parks, Recreation and Cultural Services Advisory Committee Meeting Agenda Thursday, June 21, 2018 Item 2 Page 3 of 6 Attachment #1Parks, Recreation and Cultural Services Advisory Committee Meeting Agenda Thursday, June 21, 2018Item 2 Page 4 of 6 Parks, Recreation and Cultural Services Advisory Committee Meeting Agenda Thursday, June 21, 2018 Item 2 Page 5 of 6 Parks, Recreation and Cultural Services Advisory Committee Meeting Agenda Thursday, June 21, 2018 Item 2 Page 6 of 6 Page 1 of 1 6.Standing Committee Reports Moved by Councillor Thompson Seconded by Councillor Humfryes 1.That the General Committee meeting report of May 15, 2018, be received and the following recommendations carried by the Committee approved, with the exception of sub-items R1, R2, and R7, which were discussed and voted on separately as recorded below: (A2) Parks, Recreation and Cultural Services Advisory Committee Meeting Minutes of April 19, 2018 1.That the Parks, Recreation and Cultural Services Advisory Committee Meeting minutes of April 19, 2018, be received; and 2.That the Parks, Recreation and Cultural Services Advisory Committee recommend to Council: 1.Memorandum from Director Community Services Re: Pricing Policy for Recreation Services (a)That a consultant be retained to complete a Pricing Policy. Carried Extract from Council Meeting of Tuesday, May 22, 2018 Parks, Recreation and Cultural Services Advisory Committee Meeting Agenda Thursday, June 21, 2018 Item 3 Page 1 of 1 Page 1 of 1 6.Standing Committee Reports Moved by Councillor Thompson Seconded by Councillor Humfryes 1.That the General Committee meeting report of May 15, 2018, be received and the following recommendations carried by the Committee approved, with the exception of sub-items R1, R2, and R7, which were discussed and voted on separately as recorded below: (A3) Parks, Recreation and Cultural Services Advisory Committee Special Meeting Minutes of May 7, 2018 1. That the Parks, Recreation and Cultural Services Advisory Committee Special Meeting minutes of May 7, 2018, be received for information. Carried Extract from Council Meeting of Tuesday, May 22, 2018 Parks, Recreation and Cultural Services Advisory Committee Meeting Agenda Thursday, June 21, 2018 Item 4 Page 1 of 1