MINUTES OF THE JUNE 18, 2008
Lacombe and District Recreation, Parks and Culture Board Meeting
Town Office Conference Room at 4:30PM

MOTION:
THAT the minutes of the May 14,  2008 meeting of the Lacombe and District Recreation, Parks and Culture Board be adopted as  circulated. 

Moved by: Catherine Ward
Seconded by:  Fran Kelly
Carried: Unanimously

No items

6.1  Recreation Services Monthly Report

Members reviewed report submitted by Calvin, Charissa & Sandi

Parks - Calvin

-  Parks, grass cutting & trimming keep crews busy
-  Gardener & helper working on Town beds
-  Campgrounds are operating, new passcode locks on shower have
    helped to curb vandalism
-  Supplies & equipment needed for the Pool shut-down are starting to
    be ordered
-  Spray Park operational now - parts for repairs came from Montreal 
    & Vancouver 

Sports Complex - Calvin

-  Painting & minor repairs
-  Lacrosse still running
-  Lobster & Grad arena events happening in June 

Pool - Charissa

-  Spray Park opened May 17, mechanical issues now cleared up. 
-  Lifeguard & First Aid course recently completed with 10 newly trained
   & soon to be lifeguards
-  The Lacombe Dolphin swim meet is scheduled for June 21
-  Summer swim lessons are filling up fast, especially the pre-school
   classes.  

Lacombe Memorial Centre - Charissa

-  LMC/Coffee Bar Business Plan is finally finished and ready to be
    implemented
-  We are currently planning a New Years Eve event with Gord
    Bamford
-  Revamping the LMC policies in regards to booking deposits, full
    payment due date, damage deposits
-  Considering options of renting out the Fireside Lounge on the
    weekends
-  LMC rates for 2009, 2010, 2011
-  Looking into a “Jazz Afternoon” at the Coffee Bar
-  Ordering some new equipment to help with lunch orders in the
   Coffee Bar.  Patio is also now open

Lacombe Arts Endowment Committee - Sandi 

-  Art in the Park event July 1st in conjunction with Lacombe Days

Art Collection
-  18 pieces of Art plus over 30 items from Mabel Atsinger’s Collection,
    which 6 are now framed and will be hung this summer
-  Wanda Whaley Donation
-  Kay Deedrick in the process of making some donations of art work
-  Call for Art Submissions for the entrance foyer of the  LMC ($4000
    Donation)

Art Exhibit & Sale
-  Wrap up Meeting and Volunteer Appreciation this month

Lacombe Regional Tourism

-  Distribution continues for Lacombe Sweet Spot Visitor & Community
   Resource Guides
-  Customer Service Excellence Workshops May 6 & June 12 were
   cancelled due to low registrations, however the tips will still be
   promoted through the Radio and flyers
-  Working on Funding Agreement meetings with Historical Society,
   Regional Tourism, Chamber of Commerce
-  Assisting in the Supervision of the new position at the Flat Iron

Youth Initiative & Summer Programs, Kiddies Carnival
-  Assisting FCSS Youth Coordinator with the take over of some of our
   programs
-  Participating in the organizing for the Youth Initiatives roles

Choose Well Program
-  Registered Lacombe as a Choose Well Community, prizes and
   posters are being sent to us to promote healthy living

BMX Park
-  Working on an agreement with the Town, Recreation Services and
    Volunteer Leslie Gary

Skateboard Park
-  Attended public meeting

Culture Brochure
-  Work has begun on the 2008-2009 Arts & Culture Brochure

Active Living Fair
-  Registration Night set for Sept. 10, 2008

Other Items
-  Participating in a Regional Recreation Master Plan for Mountain View,
   so they have comparison information and then they will share their
   results
-  File clean-up (deadwood & destruction)

6.2  Kinsmen Aquatic Centre Monthly Stats (May 2008) 

Monthly report accepted as information.  It was noted attendance figures were down somewhat from last year - Sandi indicated 2007 was an unusually high user year.
  

MOTION:
THAT the Lacombe and District Recreation, Parks and Culture Board
accept the following items as information:

1.     Recreation Services Monthly Report.
2.     Kinsmen Aquatic Centre Monthly Statistics
3.     Lacombe Memorial Centre 

Moved by:  Fran Kelly
Seconded by:  Bill Nielsen
Carried: Unanimously

6.3  Accessible Playground Project - Update

A letter from Sherry O'Muir indicates their group are going after non-profit society designation and once it is received they will start fundraising. 

They feel they are still on target for building in the summer of 2009.  She also mentioned they will be contact Calvin's playground equipment
supplier for a quote. 

6.4  Arena Rates - 3% Increase due to Utility Costs

Sandi indicated that Calvin held a ice user group meeting to advise
them of a 3% increase caused by the continuing escalation of utility costs.  Rates for the 2008-2009 season will be set as follows: 

Local Minor Sports          $  77.49 + GST  (was $  75.23 + GST)
Local Adult Groups          $118.14 + GST  (was $114.70 + GST)
Special Event Rate          $  94.51 + GST  (was $  91.76 + GST)
Non Local Youth Rate      $  94.51 + GST  (was $  91.76 + GST)

It was mentioned a goal of 70% of actual user cost has been a future target for Minor Sport groups. 

 7.1 Sidewalk and Trail Development Plan - Proposed Updates


A periodic review of various Recreation Plans is required to ensure  information contained within is relevant and up to date.   A recent review of the Sidewalk and Trail Development Plan has been completed.  

Sandi reviewed proposed changes in the Plan with members.  Changes  include the addition or deletion of wording in the Planning section, Purpose section, Objectives and Policies section and the deletion of the first sentence in Item 12 under Section 4.  These changes allow the Plan to be more relevant with our changing practices and the environment.  

Sandi also advised members she and Bill would be meeting with Carol
Lynn of the Planning Department next week to review links in the new
residential subdivisions and other trail items.

MOTION: 
THAT the Sidewalk and Trail Development Plan requires review on an ongoing basis, and 

WHEREAS the Recreation and District Recreation Parks and Culture Board have reviewed the proposed updates

THEREFORE the Board recommends to Council that the following Sidewalk and Trail Development Plan be approved as updated. 

 
Moved by:  Bill Nielsen
Seconded by:  Shelley Bolze
Carried: Unanimously

7.2  Campground Rates

Campground rates are brought to the Recreation Board each June in order to meet publishing deadlines.  It has been indicated the service level has not changed in recent years, so a fee increase is not warranted for the 2009 year.  

MOTION: 
THAT WHEREAS in order to meet printing deadlines for the 2009 Alberta Campground Guide, it is necessary for any Michener Park Campground fee increases to be approved at this meeting, and


WHEREAS the last fee increase was implemented for the 2004 season at $20.00 for the upper campground and $15.00 for the lower campground camping, and


WHEREAS the service level has remained the same over the last few years,  


THEREFORE the Board recommends to Council that campground fees at Michener Park remain unchanged from the 2004 rates.

Moved by:  Bill Nielsen
Seconded by:  Fran Kelly
Carried: Unanimously

   

8.1  Facility Rental Assistance Grant Application

The Board reviewed a request for rental assistance from the Lacombe & District Garden Club.  The Club is hosting the 59th Flower & Garden Show August 19th, 2008 at the Lacombe Memorial Centre.  This annual event requires entrants to register and submit their flowers and produce the evening prior,  necessitating an extra day's facility rent. 

It should be noted this group has been gifting their time to plant the 5-way stop flower bed for a number of years.


MOTION: 
THAT WHEREAS Town Council has appropriated further funding for individual requests for the reduction of, or elimination of, facility rental charges, and  


WHEREAS a policy and grant program has been adopted regarding the allocation of these funds, and  


WHEREAS the Lacombe & District Garden Club have submitted an application for funding against the Lacombe Memorial Centre and kitchen use, and  


WHEREAS the Board has reviewed the application  


THEREFORE BE IT RESOLVED THAT THE BOARD  approve $315.00 to the Lacombe & District Garden Club for the "59th Flower and Garden Show" to be held August 19th, 2008.

Moved by:  Shelly Bolze
Seconded by: Bill Nielsen
Carried: Unanimously

8.2  Volunteer Survey Response

This item is an information only item at this time.

Sandi advised members this agenda item came to the department as a response to a Volunteer Survey which was mailed, along with an invitation, to non-official committee members who give their time to support vital groups operating in Lacombe.   

The Volunteer Appreciation Gala is a thank you to these non-official people and is sponsored by the Town and Family Community Support Services.  Groups who receive these invitations include  the Art Show & Sale Committee, Communities in Bloom, Meals On Wheels, Big Brothers Big Sisters, and many others. It is not, at this time, an appreciation Gala for any sporting organizations who very often have their own appreciation banquets for coaches and officials.    

The completed survey conflicts some what in that the responder volunteers on a Board, however, the comments appear to be related to a sporting organization.  

The Recreation department is looking at the possibility of holding some President's forum's later in the year.   These forums could be set up   to cover things like "How to Run an Effective Meeting; How To Communicate with the Town/Other Organization & Get Results;
Fundraising Ideas; etc.

Shelley commented that getting these already very busy people to attend another meeting would be a challenge.

June is Recreation & Parks Month
Sandi reported on our Trail Day celebration which despite the cold & windy weather, did take place.  New signage was unveiled &  Charissa ran a Run/Walk program.  She advised members the  ARPA website will be posting Conference information soon.  

Date:   TO BE ANNOUNCED later, sometime in September
Time:   _____ p.m.
Place:  Town Office Conference Room
 

Moved by:  Fran Kelly
Seconded by:  Bill Neilsen
Carried: Unanimously