MINUTES OF THE MAY 14, 2008
Lacombe and District Recreation, Parks and Culture Board Meeting
Town Office Conference Room at 4:00PM

MOTION:
THAT the minutes of the March 19, 2008 meeting of the Lacombe and District Recreation, Parks and Culture Board be adopted as circulated. 

Moved by: Dawn Parent
Seconded by:  Shelley Bolze
Carried: Unanimously

5.1   Another $3000 has been received from Council towards Facility Rental Assistance Grant for 2008

It is understood that the Recreation Board will look at a percentage when approving grant applications.  Also, the policy provides guidelines to assist with decision making.

5.2   Recreation Board Bylaw Update

Sandi advised members changes to the bylaw included a change regarding meetings as well as word changes from Chairperson to Chair and ACAO (Assistant Chief Administrative Officer) to CSD (Community Services Director), etc. throughout the document. 

6.1  Recreation Services Monthly Report

Calvin reported the Campground opened May 1st and new 30 amp electrical plugs have been installed.  Shower rooms have a combination lock which will prevent night time vandalism.  Campers will now pay the caretaker direct.  Gazebo has been cleaned and is ready for the season.  Ball Diamonds and Soccer fields are prepped and ready.  Parks staff hired a gardener, arborist, mower operators and labourer for the summer season.

The pool is running well and the Trade Show went well.  The staff are busy painting the interior for the Arena.  The pad has swollen considerably after the season with big cracks running along the boards.  Events booked include Lacrosse in May, Graduation, Rotary lobster dinner and antique show.

Sandi indicated the Arts Endowment $1200 grant has been awarded to Scott Tronnes to further his artistic development.  This group is also looking at doing an Artapalooza event in the summer of 2009.  The Arts Endowment Fund has risen to $48,000.  This summer's project will be "Art in the Park" on July 1st.

The Art Collection currently has 18 pieces and over 30 pieces have been donated from the Mabel Atsinger estate.  Call for Submissions for artwork to hang over the entrance foyer have been sent to our art show artists list and various galleries in Central Alberta.

Art Show was well attended considering the cold and a huge success.  Artists and patrons alike were impressed with the LMC both as a venue for the show and as a community centre.  The Show featured 39 booth artists and 19 Gallery artists as well as 60 volunteers and musicians. 

20,000 Lacombe Sweet Spot Visitors & Community Resource guides have arrived with approximately 400 being mailed to various Visitor Centres in Alberta.  The Action Group are looking after delivering brochures in and around Town.  Customer Service Excellence Workshops May 6 and June 12.  Funding Agreements with the Historical Society are being prepared.  

The Kiddies Carnival and summer art and drama programs are being taken over by LA Youth and we are assisting with the roll over as well as helping them with start up and running of the events. 

International Trail Day is June 7th and the department is working with  promotions, trail signage and mapping.  

A Skateboard Park meeting is tentatively scheduled for the end of May with stakeholders and other interested individuals.  Originally, the Blackfalds Optimists were trying to form a Optimist Club in Lacombe who would spearhead the fundraising for this Park.  Unfortunately, the club did not materialize.  

Work on the BMX Track is scheduled to begin early this summer.  

Cathi indicated she has noticed increased usage of the Anna Maria coffee bar.

6.2  Kinsmen Aquatic Centre Monthly Report

Charissa reported all summer life guards have been hired and she has a full compliment of staff.  Spring lessons are full and they are presently taking registrations for summer lessons and programs.  the 12th year Birthday Bash was held May 2.  The spray park opens May 17th with a grand opening July 4th.

Lacombe Memorial Centre 

Two part time custodial staff have been hired at the LMC to cover off busy and holiday times.  Coffee Bar revenues for April have increased and May will see additional items on the menu. Bookings are very steady and as we approach the wedding season, weekends will be very busy indeed.  LMC promotional packages have been sent to local organizations and the business plan for the LMC and coffee bar has been started. 


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:  Catherine Ward
Seconded by:  Shelley Bolze
Carried: Unanimously

 
6.3  Sport Fields Procedures

Email from customer re: soccer tournament

An email was received from a concerned citizen re:  customer wishing to rent our soccer pitches for an 'Ice Breaker' tournament in late April.  Our staff indicated to this person that our bookings do not begin until May in order to give our grass time to start growing again.  Tournament organizers were unhappy with this decision.

Calvin indicated this tournament was held five years ago on our fields and it took the entire summer for them to recover.  He also indicated the Town does not have a high quality turf maintenance program so the playing fields need to have a good spring start in order to maintain decent grass throughout the year.  


6.4  Ball Diamond # 6 (NE of Town Office) Not in use after 2008

Diamond 6 will be closed for public use after the 2008 season as the land is needed to provide a site for the proposed children care services centre. This diamond was mainly used for Girls Softball games and practices.

It was noted whenever the Town closes a ball diamond there is community concern as to where a replacement will appear.  To answer this concern, Calvin indicated that Essex Park and Popow's Park are being looked at as possible alternatives and a decision will be made later in the year.  

 

 7.1 Appointment of Community in Bloom Committee Member

This committee meets approximately once a month for 2 hours and usually in the AM.  Present committee members are Bob Creurer, Trish Cooper, Wayne Rempel & Colleen Robinson.  There will be minimal meetings this year as we are not in competition mode for 2008.  It is expected the 'mural project' will be the main focus in 2008.

THAT Bill Nielsen be appointed as the Recreation Board representative on the Communities in Bloom committee.

Moved by:  Catherine Ward
Seconded by:  Dawn Parent
Carried: Unanimously

7.2  Review of Recreation Board Policies 

71/112.01  
Role. Projects and Policy Initiatives Recreation and Culture Board 

Sandi reviewed the two amendments proposed for this bylaw.  There is an additional item to number 7, to read "recommend amendments to the Recreation Master Plan", and to number 8 to read "continue to implement pertinent recreation and culture policies".

71/241.01  
Smoking Restrictions Policy - Town of Lacombe

Sandi advised members that the proposed revision now includes all provisions of the Tobacco Reduction Act, R.S.A. 2007 which is the provincial regulations and how it relates to our public facilities. It should be noted that the provincial statute does not mention smokeless tobacco which is important to keep in our Bylaw.  

71/451.03  
Classification of User Groups

Sandi indicated this is a revised policy which defines various user groups as they pertain usage to any Town owned recreation facilities.  The definitions, adjusted, include Commercial and Community Good.  Along with any discretionary items/classifications being able to be  groups.  

THAT the Lacombe and District Recreation, Parks and Culture Board recommend Council approve the following Recreation Board Policies:

-       Role, Projects and Policy Initiatives for Recreation and Culture Board

-      Smoke Free Environment Recreation/Culture Facilities

Moved by:  Catherine Ward
Seconded by:  Shelley Bolze
Carried: Unanimously


7.3  Review of Lacombe Ice Centre Policy Consolidation 74/224.01

Members were advised that Calvin has reviewed this policy and made some minor wording changes and deleted items or events that are no longer relevant.  Changes to timing of other events such as opening time of the facility in the fall and scheduling were also made.    Fee change for local minor sport groups shows an increase from 50% to 70% over the years.  Overall, the policy remains the same.  


THAT the Lacombe and District Recreation, Parks and Culture Board recommend Council approve the following Arena Policy as amended:

Moved by:  Dawn Parent
Seconded by:  Shelley Bolze
Carried: Unanimously


7.4  Review of Program Policy Update - 76/766.02

A minor change in this policy involves a change in the wording to have Pitch In week in the spring of each year rather than a designated week in 1991.

THAT the Lacombe and District Recreation, Parks and Culture Board recommend Council approve the following Recreation programs policy as amended:

- Pitch In program

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


7.5  Outdated Policies to be Repealed

With the policy review completed, a number of policies presently open on the Town's books are outdated but have never been repealed.  


THAT the Lacombe and District Recreation, Parks and Culture Board recommend Council approve the 'repeal' of the following Recreation and Parks programs and policies as they no longer serve their intended purpose:

a)     Athlete of the Year Program - 71/144.01

b)    Outstanding Sports Achievement Award -71/145.01

c)     Gray Beverages Scoreboard, Signage & Franchise Agreement 71/240.01

d)    Town Facilities Rate Policy - 71/745.09

e)     Leadership Development 1989 Legacy Funds

Moved by:  B. Nielsen
Seconded by:  Dawn Parent
Carried: Unanimously

   

8.1  Lacombe Accessible Community Playground Project

This playground proposal was reviewed with some members at the March meeting.  Ms. Muir's group was looking for some kind of commitment of in-kind support from the Town's Public Works department for excavation work and possibly sidewalks.  Public Works has since submitted a quote for the dirt work in the amount of $8500 and a further $8800 for sidewalk requirement.  The WolfCreek School Division will donate the land and look after any future maintenance.  

At the present meeting members indicated they would like to know more, for example, has the group successfully approached other stakeholders and local business people involved in construction.

Calvin indicated there are no funds budgeted for this play area in 2008, however, it could possibly be considered in the 2009 budget.  He also mentioned the group should shop around as there are other 'barrier-free' component play spaces that may be considerably less expensive.  

THAT WHEREAS EveryBody's Playground Project has submitted a request of in-kind support for the development of an accessible play area on the grounds of Wolfcreek School Division, and

WHEREAS the in-kind support requested covers site preparation to include excavation, removal and fill of the proposed area, and

WHEREAS the estimate of this in-kind work will be approximately $8,500

THEREFORE BE IT RESOLVED THAT THE BOARD recommend Council support the idea in principal.

Moved by:  Bill Nielsen
Seconded by: Catherine Ward 
Carried: Unanimously

THAT WHEREAS EveryBody's Playground Project has submitted a request of in-kind support for the construction of three sidewalks (one from each school in the site), and

WHEREAS the said sidewalks would assist those children and parents using wheelchairs or other mobility aids to reach the play area safely,

Moved by:  Bill Nielsen
Seconded by:  Dawn Parent
Carried: Unanimously

June is Recreation & Parks Month.  
National Trails Day is June 7th and in Lacombe a sign unveiling is planned at a point along the north portion of the Cranna Lake trail.  Charissa is planning a run/walk event for that day with a BBQ by the Firemen to follow.

Date:   Wednesday, June 18, 2008 
Time:   4:30 p.m.
Place:  Town Office Conference Room
 

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