The Corporation of the City of Stratford Community Services Committee Open Session AGENDA

Transcription

1 1 The Corporation of the City of Stratford Community Services Committee Open Session AGENDA Date: Monday, April 25, 2016 Time: Location: Committee Present: 7:45 P.M. Council Chamber, City Hall Councillor Beatty - Chair Presiding, Councillor Bunting - Vice Chair, Mayor Mathieson, Councillor Brown, Councillor Clifford, Councillor Henderson, Councillor Ingram, Councillor Mark, Councillor McManus, Councillor Ritsma, Councillor Vassilakos Staff Present: Andre Morin - Acting CAO / Director of Corporate Services, Joan Thomson - City Clerk, David St. Louis - Director of Community Services, Ed Dujlovic - Director of Infrastructure and Development Services, Carole Desmeules - Director of Social Services, John Paradis - Fire Chief, Charlene Lavigne - Deputy Clerk, Quin Malott - Manager of Parks, Forestry and Cemetery, Michael Mousley - Manager of Transit 1. Call to Order The Chair to call the Meeting to Order. 2. Disclosure of Pecuniary Interest and the General Nature Thereof The Municipal Conflict of Interest Act requires any member of Council declaring a pecuniary interest and the general nature thereof, where the interest of a member of Council has not been disclosed by reason of the member s absence from the meeting, to disclose the interest at the first open meeting attended by the member of Council and otherwise comply with the Act. Name, Item and General Nature of Pecuniary Interest Pages

2 2 3. Sub-committee Minutes 1-4 Sub-committee minutes are attached for background regarding the discussion held at the April 14, 2016 Sub-committee meeting. 4. Delegations None scheduled for the April 25, 2016 Committee meeting. 5. Report of the Director of Community Services 5.1 Golf Course 2016 Budget & Fee Structure (COM16-005) 5-8 Staff Recommendation: That the 2016 Municipal Golf Course Budget and Fee Schedule be approved as presented. Motion by Sub-Committee Recommendation: That the 2016 Municipal Golf Course Budget and Fee Schedule be approved as presented. 6. Report of the Manager of Transit 6.1 Sunday Transit Service (COM16-006) 9-12 Staff Recommendation: That Option #3 (Operate all routes at a reduced service level of 60 minutes. This would require three buses and three bus operators and one operator to cover breaks (9:30am 6:00pm)) be implemented starting in the fall of 2016; and That the 2016 Transit budget be adjusted to reflect the recommended change in the amount of $30,000 to be funded through Provincial Gas Tax Funds. Motion by Sub-committee Recommendation: That Option #3 (Operate all routes at a reduced service level of 60 minutes), be implemented starting in September This Option would require three buses and three bus operators and one operator to cover breaks (9:30am 6:00pm); and That the 2016 Transit budget be adjusted to reflect the recommended change in the amount of $30,000 to be funded through Provincial Gas Tax Funds; and

3 That staff track ridership counts and revenue/expense and report back to Sub-committee in December to determine whether to continue with Sunday service in Report of the Manager of Parks, Forestry and Cemetery 7.1 Stratford Culture Cube Partnership Agreement (COM16-007) Motion by Staff Recommendation: That the Mayor and Clerk be authorized to sign the Stratford Culture Cube Partnership Agreement Memorandum of Understanding on behalf of The Corporation of the City of Stratford. *Item 7.1 to also be considered at the April 25, 2016 reconvene Council meeting. 8. Advisory Committee/Outside Board Minutes The following Advisory Committee/Outside Board Minutes distributed to Committee for their information: Board of Park Management Minutes of January 18, 2016; Board of Park Management Minutes of February 8, Adjournment Meeting Start Time: Meeting End Time : Motion by That the Community Services Committee meeting adjourn. 3

4 1 1 The Corporation of the City of Stratford Community Services Sub-committee MINUTES Date: Time: Location: Sub-committee Present: Regrets: Staff Present: Also present: April 14, :45 P.M. Council Chamber, City Hall Councillor Beatty - Chair Presiding, Councillor Bunting - Vice Chair, Councillor Mark Councillor Ingram, Councillor Ritsma David St. Louis - Director of Community Services, Michael Mousley - Manager of Transit, Joan Thomson - City Clerk, Nancy Bridges - Recording Secretary Bob Hughes Stratford Municipal Golf Course Association, Dan Martin Stratford Municipal Golf Course Association, Media 1. Call to Order The Chair called the Meeting to Order. Regrets were provided from Councillor Ritsma and Councillor Ingram 2. Disclosure of Pecuniary Interest and the General Nature Thereof The Municipal Conflict of Interest Act requires any member of Council declaring a pecuniary interest and the general nature thereof, where the interest of a member of Council has not been disclosed by reason of the member s absence from the meeting, to disclose the interest at the first open meeting attended by the member of Council and otherwise comply with the Act.

5 2 2 Name, Item and General Nature of Pecuniary Interest None declared at the April 14, 2016 Sub-committee meeting. 3. Delegations None scheduled for the April 14, 2016 Community Services Sub-committee meeting. 4. Report of the Director of Community Services 4.1 Golf Course 2016 Budget & Fee Structure (COM16-005) Staff Recommendation: That the 2016 Municipal Golf Course Budget and Fee Schedule be approved as presented. Sub-committee discussion: The Director of Community Services noted that as per the agreement with the Golf Course, the budget needs to be approved by the City. There were no questions or concerns raised by Subcommittee at the meeting. Motion by Councillor Mark Sub-Committee Recommendation: That the 2016 Municipal Golf Course Budget and Fee Schedule be approved as presented. Carried 5. Report of the Manager of Transit 5.1 Sunday Transit Service (COM16-006) Staff Recommendation: That Option #3 (Operate all routes at a reduced service level of 60 minutes. This would require three buses and three bus operators and one operator to cover breaks (9:30am 6:00pm) ) be implemented starting in the fall of 2016; and That the 2016 Transit budget be adjusted to reflect the recommended change in the amount of $30,000 to be funded through Provincial Gas Tax Funds.

6 3 3 Sub-committee discussion: The Director of Community Services reviewed the management report and noted that the information came from the Transit Service Review Study. Parallel transit currently operates on Sundays and that many other areas operate a successful Sunday service, usually from 10:00am-6:00pm. He discussed the two options, Fixed Route vs. Demand Response, and noted that Fixed Routes of 60 minutes is preferred. Staff responded to questions, indicating that currently they have a 32% cost recovery and that drivers could manually count ridership to monitor the success of Sunday service. Starting with 60 minute routes offers the option of increasing service based on demand. Motion by Councillor Mark Sub-committee Recommendation: That Option #3 (Operate all routes at a reduced service level of 60 minutes), be implemented starting in September This Option would require three buses and three bus operators and one operator to cover breaks (9:30am 6:00pm); and That the 2016 Transit budget be adjusted to reflect the recommended change in the amount of $30,000 to be funded through Provincial Gas Tax Funds; and That staff track ridership counts and revenue/expense and report back to Sub-committee in December to determine whether to continue with Sunday service in Carried 6. Advisory Committee/Outside Board Minutes The following Advisory Committee/Outside Board Minutes distributed to Subcommittee for their information: Board of Park Management Minutes of January 18, 2016; Board of Park Management Minutes of February 8, Next Sub-committee Meeting

7 4 4 The next Community Services Sub-committee meeting is Thursday, May 12, 2016 at 4:45 p.m. in the Avon Room, City Hall Annex Building, 1st Floor. 8. Adjournment Motion by Councillor Bunting That the Community Services Sub-committee meeting adjourn. Carried Meeting Start Time: 4:45 pm Meeting End Time: 4:56 pm

8 5 Community Services Department MANAGEMENT REPORT Date: March 29, 2016 To: Community Services Sub-committee From: David St. Louis, Director of Community Services Report#: COM Attachments: 2016 Budget & Fee Structure Title: Golf Course 2016 Budget & Fee Structure Objective: To review and approve the proposed 2016 budget and fee structure for the Municipal Golf Course. Background: Attached is a proposed budget and fee schedule for A representative from the Golf Course Board of Directors will be present at the meeting to answer any questions. Analysis: Financial Impact: n/a Staff Recommendation: That the 2016 Municipal Golf Course Budget and Fee Schedule be approved as presented. Director of Community Services Acting Chief Administrative Officer Page 1

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12 9 Community Services Department MANAGEMENT REPORT Date: April 5, 2016 To: Community Services Sub-committee From: Michael Mousley, Transit Manager Report#: COM Attachments: None Title: Sunday Transit Service Objective: To consider options to implementing Sunday Transit Service. Background: One of the items looked at in the Transit Service Review Study that was recently done by IBI Group was the matter of Sunday Service. Council has since referred this study to Community Services Sub-committee to review the various options. Transit currently provides conventional transit service from 6:00am to 10:00pm Monday to Friday and 6:00am to 8:00pm on Saturday. There is no conventional transit service on Sunday. Our specialized transit service (Parallel Transit) operates during the same hours although, also operates on Sunday from 8:30am to 4:30pm. In other similar communities that offer Transit where Sunday service is provided, the service hours are generally shorter, from approximately 10:00am to 6:00pm. Although Sundays are becoming more active with many businesses now with opening hours similar to Saturdays, Sundays still continue to be a lower activity day in comparison to Saturdays. Analysis: There are several options for Sunday service that can be considered. The annual operating cost of each option is based on Stratford s 2014 cost per hour of $80.84: Option A - Fixed Route, operate the existing conventional transit routes: 1. Operate the existing Monday to Saturday routes every 30 minutes. This would require six buses and bus operators and one operator to cover breaks (9:30am 6:00pm). 2. Operate all routes but with a reduced service of 60 minutes on some of the routes. For example, four of the routes would operate every 60 minutes with the remaining Page 1

13 10 two highest ridership routes (1 and 2) continuing to operate every 30 minutes. This would require four buses and four bus operators and one operator to cover breaks (9:30am 6:00pm). 3. Operate all routes at a reduced service level of 60 minutes. This would require three buses and three bus operators and one operator to cover breaks (9:30am 6:00pm). Note: Option #3 is the Stratford Transit preferred option, operating from 9:30am 6:00pm. Costing Chart Fixed BUSES/DRIVERS Route REQUIRED REVENUE HOURS PER DAY NUMBER OF OPERATING DAYS ANNUAL REVENUE HOURS ANNUAL OPERATING COST 30 minutes ,656 $214,711 30/60 min ,768 $142, minutes ,326 $107,194 Option B Demand response: Service would be provided on a demand-response basis similar to the Parallel Transit service. There would be no fixed routes. The city would be divided into zones with one bus operating in each zone and connecting at the downtown transfer terminal point. Costing Chart Demand BUSES/DRIVERS Response REQUIRED REVENUE HOURS PER DAY NUMBER OF OPERATING DAYS ANNUAL REVENUE HOURS ANNUAL OPERATING COST As needed $71,463 Although Option B is the less expensive option for service, we would not recommend the demand-response option as it requires a dispatcher to monitor service requests, a position that Transit does not currently have in the Collective Agreement, and this option would be a confusing one-day service change. Ridership & Fare Revenue Potential In general, Sunday transit use (ridership) potential is lower than Saturdays for an equivalent level of service, notwithstanding the trend towards an increased level of activity on Sundays. Ridership is also directly related to the level of service provided (frequency of service, hours of service) less service, less ridership potential. For Sundays, the potential may be less than half that of Saturdays due to the lower Sunday activity levels. Below is the estimated ridership revenue chart to operate Sunday Service. Page 2

14 11 Ridership Revenue Chart Service Option Operating Days Ridership Per Day Fixed Route: 30 min. Est. Annual Ridership Est. Annual Revenue Est. Operating Cost Est. Net Cost ,200 $44,304 $214,711 $170,407 30/60 min ,600 $22,152 $142,925 $120, min ,400 $14,768 $107,194 $92,426 Demand Response ,200 $7,384 $71,463 $64,079 Operational Considerations: There are several issues to be considered if Sunday service is to be implemented: 1. Sunday service not in 2016 Operating Budget 2. Sunday is currently a day of work for drivers and maintenance staff only and not for mechanic staff. 3. Bus operator lunch break relief. An additional bus operator will need to be available to provide a 30-minute lunch break for the bus operators on duty as currently occurs Monday to Saturday. 4. Vehicle maintenance and cleaning, farebox emptying. Arrangements will need to be made to provide support in the event of a mechanical issue with a bus and for staff to fuel, clean and wash the buses and empty the fareboxes at the end of the day. 5. Additional vehicle hours would increase maintenance costs and may require additional maintenance staff. 6. Parallel Transit hours of service. Under the AODA, the hours of service for a specialized transit service need to be, at a minimum, the same as for those of the conventional transit service. If the conventional service operates until 6:00pm then the Parallel service hours would need to be extended from the current 4:00pm to 6:00pm. This could be offset by changing the morning start time to coincide with the conventional service start time of 10:00am. 7. Revision of the current FT schedule to include Sunday. If Sundays are scheduled within the current full-time staff schedule the entire rotating schedule would need to be reworked to incorporate Sunday. This has the potential advantage of creating an improved days off rotation for employees (two days off in a row). Page 3

15 12 However, adding Sunday into the PT rotation is an option and would eliminate re-working of the full-time schedule. 8. Maintenance/Garage Staff weekend schedules would need to be modified in order to have buses serviced for Sunday. Financial Impact: The financial impact for the chosen option (#3) for a full-year service would be $92,426, and if the option is to begin in the fall of 2016, we estimate the cost to be approximately $30,000. Cost recovery options could be an increase in contribution through Gas Tax or a reduction in our current services. A note of caution, in the past Provincial Gas Tax funds have been used to offset the capital purchase of transit buses, continued use of Provincial Gas Tax funds for operational purposes will create future property tax burdens when capital expenditures are required. Staff Recommendation: That Option #3 (Operate all routes at a reduced service level of 60 minutes. This would require three buses and three bus operators and one operator to cover breaks (9:30am 6:00pm) be implemented starting in the fall of 2016; and That the 2016 Transit budget be adjusted to reflect the recommended change in the amount of $30,000 to be funded through Provincial Gas Tax Funds. Transit Manager Director of Community Services Acting Chief Administrative Officer Page 4

16 13 Community Services Department MANAGEMENT REPORT Date: April 18, 2016 To: Community Services Committee & Council From: Quin Malott, Parks, Forestry & Cemetery Manager Report#: COM Attachments: Memorandum of Understanding and Photo Title: Stratford Culture Cube Partnership Agreement Objective: To consider signing the Memorandum of Understanding for the Stratford Culture Cube Partnership Agreement. Background: At the April 4, 2016 Board of Park Management meeting, the Board approved the Stratford Culture Cube Partnership Agreement between RTO4, The City of Stratford, Stratford Public Library, Gallery Stratford, Stratford Festival Archives, Stratford Summer Music, Stratford Perth Museum, Festival Hydro, Stratford City Centre Business Improvement Area and Stratford Tourism Alliance for the use of funds received through the Stratford Destination Animation Partnership Fund for the Stratford Culture Cube project. The purpose of this partnership is to enable the creation, installation and management of a public 8 x8 x10 architectural structure, containing curated cultural content related to Stratford, to be seasonally placed at a highly visible area within the city and made accessible for the enjoyment of both residents and visitors with a focus on increased destination marketing via social media and word of mouth. Analysis: The spirit of the Stratford Culture Cube initiative is to promote Stratford as a Cultural Resort Destination using high caliber content and programming. Under this Agreement, the City of Stratford is responsible for: Selection and oversight of general contractor for development; Provide standard liability insurance for the structure (as per other public installations on City property); Install completed structure at an approved City location, either downtown or along river park system; Relocate and store structure during winter months; Open and close structure at mutually agreed upon hours of operation; and Page 1

17 14 Daily, routine and ongoing maintenance Location within the park system is yet to be determined and the agreement covers April 1, 2016 through October 31, 2017 for the project. Financial Impact: Not known at this time. Staff Recommendation: That the Mayor and Clerk be authorized to sign the Stratford Culture Cube Partnership Agreement Memorandum of Understanding on behalf of The Corporation of the City of Stratford. Parks, Forestry & Cemetery Manager Director of Community Services André Morin, Director of Corporate Services and Acting C.A.O. Page 2

18 15 Stratford Culture Cube Partnership Agreement Memorandum of Understanding REGIONAL TOURISM ORGANIZATION 4 (RTO4) AND PARTICIPATING ORGANIZATIONS This Memorandum of Understanding (MOU) describes the responsibilities and expectations between RTO4 - Lead Organization, and The Corporation of the City of Stratford, Stratford Public Library, Gallery Stratford, Stratford Festival Archives, Stratford Summer Music, Stratford Perth Museum, Festival Hydro, Stratford City Centre Business Improvement Area, and Stratford Tourism Alliance for the use of funds received through the STRATFORD DESTINATION ANIMATION PARTNERSHIP FUND for the Stratford Culture Cube project. The purpose of this partnership is to enable the creation, installation and management of a public ~8 x8 x10 architectural structure, containing curated cultural content related to Stratford, to be seasonally placed at a highly visible area within the city, and made accessible for the enjoyment of both residents and visitors, with a focus on increased destination marketing via social media and word-of-mouth. RTO4 is partnering with the aforementioned participating organizations to carry-out the Stratford Culture Cube project. The Partnership contains three components: (1) creation and installation; (2) content and programming; and (3) insurance, maintenance and storage. RESPONSIBILITIES AND EXPECTATIONS For the Stratford Culture Cube project, RTO4 serves as the Lead Organization and is responsible for the following: Funding the design and creation of the structure; Liaising with AKB Architects re. design; and Reporting the results of the Partnership activities and accomplishments to all participating organizations. Under this Agreement, THE CORPORATION OF THE CITY OF STRATFORD agrees to: Selection and oversight of general contractor for development; Provide standard liability insurance for the structure (as per other public installations on City property); Install completed structure to an approved City location, either downtown or along river park system; Relocate and store structure during winter months; 1

19 16 Open and close structure at mutually agreed upon hours of operation; and Daily, routine and ongoing maintenance. Under this Agreement, STRATFORD PUBLIC LIBRARY agrees to: Ongoing coordination, curation and oversight of the content and programming of the Stratford Culture Cube; and Supply and maintain approved high calibre book/media content. Under this Agreement, GALLERY STRATFORD agrees to: Ongoing supply and maintenance of approved art and/or art kits. Under this Agreement, STRATFORD FESTIVAL ARCHIVES agrees to: Ongoing supply and maintenance of content as approved by the Stratford Festival Archives. Under this Agreement, STRATFORD SUMMER MUSIC agrees to: Ongoing supply and maintenance of approved audio assets (i.e. for Stratford music listening station). Under this Agreement, STRATFORD PERTH MUSEUM agrees to: Ongoing supply and maintenance of approved historical assets. Under this Agreement, FESTIVAL HYDRO agrees to: Ongoing supply and maintenance of WiFi security camera to mitigate risk of vandalism or theft. Under this Agreement, STRATFORD CITY CENTRE agrees to: Ongoing assistance in amplifying the story of the Stratford Culture Cube, through conventional and digital channels, and membership outreach. Under this Agreement, STRATFORD TOURISM ALLIANCE agrees to: Ongoing assistance in amplifying the story of the Stratford Culture Cube, through conventional and digital channels, and membership outreach. 2

20 17 OWNERSHIP The completed structure will be the property of The Corporation of the City of Stratford. TIME PERIOD This Agreement covers 2016 and 2017 for the Stratford Culture Cube project, corresponding to the period from April 1, 2016 through October 31, If the Stratford Culture Cube project is extended, as currently anticipated, the time period of the Agreement will be modified subject to amendments signed by the participating parties. SPIRIT AND INTENT The spirit of the Stratford Culture Cube initiative is to promote Stratford as a Cultural Resort Destination using high caliber content and programming. The intended ongoing role of Stratford Public Library is to impartially lead in organizing and curating content on behalf of, and in consultation with participating organizations, with the objective of creating sharable visitor experiences. TERMINATION This MOU is at-will and may be modified by mutual consent of authorized officials from RTO4 and participating organizations. This MOU shall become effective upon signature by the authorized officials from RTO4 and participating organizations and will remain in effect until modified or terminated by any one of the partners by mutual consent. In the absence of mutual agreement by the authorized officials from RTO4 and participating organizations, this MOU shall end on completion of the project, no later than October 31, Signatures of Authorized Representatives David Peacock CEO Regional Tourism Organization 4 Date Mayor Daniel B. Mathieson and Clerk Joan Thomson The Corporation of the City of Stratford Date Julia Merritt CEO Stratford Public Library Date Angela Brayham Director/Curator Gallery Stratford Date 3

21 18 Liza Giffen Archives Director Stratford Festival Archives Judy Matheson General Manager Stratford Summer Music Date Date John Kastner General Manager Stratford Perth Museum Ysni Semsedini CEO Festival Hydro Date Date Kristin Sainsbury Executive Director Stratford Tourism Alliance Rob Russell Chair Stratford City Centre Date Date 4

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23 20 BOARD OF PARK MANAGEMENT A meeting of the Board of Park Management will be held on MONDAY, JANUARY 18, 2016 at 3:30 p.m. in the Mansbridge Room at the Rotary Complex. PRESENT: Chairman Rick Orr, Vice Chair Dave Gaffney, R. Brown, S. Creek, Councillor Graham Bunting, Councillor Bonnie Henderson. ABSENT WITH REGRETS: R. McKay, B. Jesson. STAFF PRESENT: Quin Malott Parks, Cemetery & Forestry Manager, David St. Louis Director Community Services MINUTES: MINUTES Issue: The minutes of the November 9, 2015 meeting provided for Board s approval. Resolution: That the minutes be approved. Mover: S. Creek Seconded: D. Gaffney Carried COLDEST NIGHT OF THE YEAR WALKATHON: Issue: To review and approve the fundraiser coordinated through Stratford/Perth Shelterlink with a proposed date of Saturday, February 20, pm. Background and Analysis: This event is following the same format as in previous years. Request is to use roadways through the park system. No concerns have arisen from past events. Staff Recommendation: That the Board approve the event as detailed and add to the recurring annual events in the park list. Resolution: To approve the event and add to the recurring events list. Councillor Bunting advised that event related items are given away, such as hats bur that there are no sales during the event. Mover: D. Gaffney Seconded: B. Henderson Carried PAWS IN THE PARK WALKATHON: January 18, 2016 Page 1 of 5

24 21 BOARD OF PARK MANAGEMENT Issue: To review and approve the fundraiser coordinated by Stratford-Perth Humane Society Sunday, September 25, am 2pm. Background and Analysis: This event is following a similar format to years previous. While it is listed on the recurring annual events in the park list, merchandise was offered on a donation basis in the past has the organizers requesting the opportunity to sell Stratford-Perth Humane Society Merchandise during the event in the park system. The Board has approved the microchip initiative for this event in previous years. Staff Recommendation: The Board approve the event as detailed. Resolution: To approve the event as in keeping with 2015 [#2382] To approve the event including a microchip clinic and sale of Humane Society Merchandise including T-shirts, Water bottles and license plate covers. Vendors selling pet related merchandise inside the Pavilion denied. R. Brown reiterated that he feels the Board should consider create guidelines that frame and inform the consideration of fundraising events in the park system. These same guidelines could still offer room for judgment/discretion on an event by event basis. Chairmain Orr replied that for the time being such requests will be considered on a case-by-case basis. Should the need arise to take steps towards a policy the Board will address as required. Mover: R. Brown Seconded: Councillor Bunting Carried SWAN PARADE: Issue: Details of planned activities for the 2016 event provided as an FYI for the Board in the letter provided dated December 4, Discussion surrounding the presence of vendors versus community booths. Vendors are only found inside the KCC. In 2015 there were approximately 5-6 food trucks including the chip wagon, hot dog cart and fritter vendor. CBEAC was selling swan suckers, CJCS was on site with giveaways OTHER BUSINESS: January 18, 2016 Page 2 of 5

25 22 BOARD OF PARK MANAGEMENT Board members reviewed concerns regarding corporate sponsorship advertising during Winterfest. The Chair acknowledged that any installations of signage or tents should be respectful. There needs to be some flexibility, black and white policies are bureaucratic. Councillor Henderson suggested that good corporate partners that are community minded should have the opportunity to have their donations noted such as through free skates/swims, etc. Vice Chair Gaffney remains concerned that the Board of Park Management bylaws are adhered to. Goose Management Plan Update: D. St. Louis provided an update advising that plan has gone to Committee and from there will be forwarded to Council for review and approval. The bylaw language and enforcement specific to geese will be added to the existing feeding of wild animals bylaw that is currently in place for the City of Stratford and is being coordinated through the City Clerk s office. Police acknowledged that this will be theirs to enforce. Parks Patrol will provide information. This part of the process will be in place before the summer. Components of the plan include development of education and application for the goose egg addling permit. The plan will not include ducks as the federal regulations around fines and permit applications is specifically for goose populations. Including ducks will put the application at risk of not being approved. Signage will include the ducks on the local level. Councillor Henderson indicated that she has provided information links and information on social media, highlighting that the overpopulation is a safety issue. Chairman Orr will contact Ron Shaw s office and use their consultant to prepare a Q & A educational format. As soon as the plan is passed by Council next steps will be taken. AREA contacted the Chair and provided the information gleaned so far at their annual meeting there was a concentration of nests in the Meadowrue, Tom Patterson Island and Golf Course areas. S. Creek suggested that Gateman Malloy be approached for permission to oil eggs. D. St. Louis will follow up. The plan will be evaluated for effectiveness on an ongoing basis. Geese have a 20 year life span. Greatest impact will be on new arrivals, returning geese will be more of a challenge. Q. Malott indicated that there are no natural predators in manicured parkland such as foxes/coyotes to keep the population in check. Mink and turtles will get some of the goslings. January 18, 2016 Page 3 of 5

26 23 BOARD OF PARK MANAGEMENT Northshore Update: Attempts to resolve the issues with homeowners have stalled out. There was a meeting with a few of the homeowners. A short list of items that may resolve the issues was requested, but nothing received since that meeting. D. St. Louis has reached out and there have been no responses to calls or s. A final will be sent requesting the short list. Other than this the situation is in a holding pattern. In order to get the conversation going it may be necessary to request the Mayor initiate contact with the homeowners to get the trail open by May 1 st. From the meeting the greatest concern voiced were bicycles trespassing onto their gardens when walkers are encountered. Other issues raised centered on the City s jurisdiction. The land reclamation while being of benefit to the City will present issues for homeowners as their property will directly abut City land, specifically docks. A priority is to provide safe walking path. Q. Malott indicated that we have not been able to maintain the path because homeowners would not permit it. D. Gaffney questioned why the area from William Hutt bridge to James Street is not an issue as it is part of the park. Chairman Orr recalled this is where the beach was located. The deeds in this area are different; the park property is behind their property line. West side has the property line to the water line, East side there is a designated number of feed to the waterline. Erosion has played a role. The agreement in place with the homeowners was always temporary and reviewed every 3 5 years. R. Brown suggested that legal council should be sought on what can be done. D. St. Louis said it would be best to have a plan in place first. UTRCA worked with us on the environmental assessment. This assessment states we are on legal ground. This will not be without its challenges. Reclamation must occur past the private property line stakes in the water. D. St. Louis indicated that he will get a cursory legal opinion. PUC Land Update: Q. Malott advised that Festival Hydro has contacted lawyers to investigate how to address this with common sense. Should know by the end of the week. D. Gaffney discussed the purchase of a new snowflake light fixture for a light pole by CIB/CBEAC at a cost of $ The initial installation was at Tom Patterson Island with the goal being that all the poles on the river drive would eventually have winter seasonal decorations. The fixture and all the related wiring costing $15, was stolen in/around December 31st. Other spot lights on the Island were stolen earlier in It was acknowledged that whoever stole the lighting and opened up the transformer knew what they were January 18, 2016 Page 4 of 5

27 24 BOARD OF PARK MANAGEMENT doing and the value of what they were taking. If this were a case of vandalism everything would be in the river. Installation of lighting is scheduled for spring of 2016 at the Pergola at an estimated cost of $ The question of security camera installation for the areas realizing the greatest theft and vandalism was posed, specifically Tom Patterson Island and the Pergola. Budgetary availability is the greatest barrier. Motion to adjourn by S. Creek, seconded by G. Bunting at 4:20pm. The next regularly scheduled meeting of the Board is Monday, February 8, 2016 at 3:30 pm in the Mansbridge Room. January 18, 2016 Page 5 of 5

28 25 BOARD OF PARK MANAGEMENT A meeting of the Board of Park Management was held on MONDAY, FEBRUARY 8, 2016 at 3:30 p.m. in the Mansbridge Room at the Rotary Complex. PRESENT: Chairman Rick Orr, Vice Chair Dave Gaffney, B. Jesson, Ron McKay, Councilor Graham Bunting, Councilor Bonnie Henderson, Sid Creek ABSENT WITH REGRETS: R. Brown STAFF PRESENT: Quin Malott Parks, Cemetery & Forestry Manager; David St. Louis, Director Community Services; Lesley Spencer-Cooper (in for Teresa Munro), Clerk Secretary MINUTES: MINUTES Issue: The minutes of the January 18, 2016 meeting provided for Board s approval. Suggested Resolution: That the minutes be approved. Mover: D. Gaffney Seconded: R. McKay Carried DISTINCTLY UNIQUE ADVENTURES: Issue: Proposal for use of Tom Patterson Island May 15, 22, 29 [rain date] Background and Analysis: Owner Morrigana Pehlke indicates the themed events/shows would occur approximately between the hours of 10am 4pm. Open to the public no entry/ticket charge. Costumed representatives present to provide information. Requesting ability to decorate using tables & chairs, freestanding poles with banners, flags, blankets/mats for people to sit on. Staff Recommendation: Defer to Board for discussion/consideration. Resolution: No further discussion required and to accept the proposal as indicated above. They just need to ensure they have the proper insurance. No other permits are needed (i.e. Busker permit, etc.). February 8, 2016 Page 1 of 4

29 26 BOARD OF PARK MANAGEMENT Mover: B. Henderson Seconded: G. Bunting Carried HIKE FOR HOSPICE: Issue: To review and approve the fundraiser coordinated by Stratford Perth Residential Hospice Committee Sunday, May 1, :30am 12pm. Background and Analysis: This event is following a similar format to the first event hosted in Request includes washrooms opened in coordination with Facilities Manager s start-up schedule which is weather dependent. Staff Recommendation: The Board approves the event as detailed and add to the recurring park system events list. No concerns from 2015 event. Suggested Resolution: To approve the event as requested. Resolution: This is the second year for this event and was approved last year, once accepted for this year; it will go on the perpetual list. Mover: D. Gaffney Seconded: S. Creek Carried STRATFORD SUMMER MUSIC 2016: Issue: Details of planned activities for the 2016 event provided as an FYI for the Board in the letter provided dated February 1, FESTIVAL CITY 10KM RUN: Issue: Details of 2016 event provided as an FYI for the Board in the letter provided dated February 3, On the recurring events in park system list. Discussion: Councilor Henderson requested clarification on the by-laws on using tent stakes. Q. Malott said that big tent stakes cannot be used on city property but can be on grass but they have to go through a professional tent company so locates are established. Councilor Henderson suggested that the Accessibility By-Law information be inserted into the Event application to make it clearer for those filling out it out as currently it does not indicate where to find this document. It was indicated that February 8, 2016 Page 2 of 4

30 27 BOARD OF PARK MANAGEMENT Joan Thomson manages this applications and we would pass this suggestion to her (was brought up at council on Feb 8, 2016) Joan has been notified PUC LAND UPDATE: Festival Hydro lawyer has advised the Festival Hydro CEO that their position is a fence is not required to surround the land in question. A meeting February 8, 2016 will be attended by City of Stratford CAO Ron Shaw, City of Stratford Director of Infrastructure and Development Services Ed Dujlovic and Festival Hydro Chief Executive Officer Ysni Semsedini to discuss the City s position on fencing the area. Discussion: D. Gaffney questioned why a member of the Parks Board was not included in the above mentioned meeting. Q. Malott explained that this was not a meeting specific to this property but was going to be brought up to see where city wants to stand on this issue after being informed that Festival Hydro s lawyer felt that a fence was not necessary. D. Gaffney indicated that whatever the solution is, that it needs to be approved by the committee. He also asked why there hasn t been a report on the contamination on this land and if there has been, why we haven t see it. Councillor Henderson mentioned that City Council requested this as well. D. Gaffney and Councillor Henderson both mentioned that Festival Hydro should donate the indicated property back to the city. This will be kept in mind for future discussion DRAGON BOAT: Chairman Orr shared that the date for Dragon Boat will be on Saturday, September 17 th, Letter submitted by committee member Jerry McEwin dated March 23, 2016 indicates they are changing their food court area to include food trucks. Positioning will be on south curb of Lakeside Drive east of Front Street intersection and west of the rear exit to the Festival parking lot. Anticipated number of food trucks is 5 6. Any additional updates will follow from the committee ANNUAL TROUT DERBY: It was suggested that a letter be sent to Optimist Club reminding fishers that there will be no fishing on the North Shore Side. Staff will ensure there is caution tape blocking off both entrances. As this is the second year for this, there was no worry that it would be followed. D. Gaffney suggested that the derby be moved to the other side of the William Hutt Bridge to Snake Hill. It was explained that the area was too large for the number of fish that are deposited. February 8, 2016 Page 3 of 4

31 28 BOARD OF PARK MANAGEMENT D. St Louis provided an update on the North Shore issue. He indicated the City will eventually do update work on this side of the river. Currently they are still working on getting a short list of requirements from the homeowners and will see what can be accomplished. For now it remains closed OTHER BUSINESS: Chairman Orr pointed out that Goose Management Plan should include ducks so perhaps it should be called the Wild Water Fowl Management Plan. Q. Malott shared that he is getting quotes on cameras for the Tom Patterson Island and the Pergola at the Dam. It was noted that the next regularly scheduled meeting of the Board is Monday, March 14, 2016 at 3:30 pm however there are a number of people who will be absent: S. Creek, B. Jesson, R. McKay and Q. Malott. It was suggested that the next meeting be rescheduled for March 21 st. Further consideration will occur closer to the date. Motion to adjourn the meeting by S. Creek, seconded by D. Gaffney at 4:10 pm. February 8, 2016 Page 4 of 4