MINUTES OF THE SEPTEMBER 24, 2008
Lacombe and District Recreation, Parks and Culture Board Meeting
Town Office Conference Room at 4:30PM

Neighbourhood pathway systems are in place to allow for movement  of people and bike traffic.  The trail connection will be continued from the existing C & E trail providing an east-west link to the proposed airpark site.  A pedestrian (Trans Canada) trail adjacent to C & E Trail will continue north into the Municipal Reserve area.  Three park areas have been identified, the central area being designated as a playground while the remaining park spaces will include trees, shrubs and park benches. 

MOTION:  
THAT the Trinity Crossing Outline Plan be accepted as information.

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


2.2  REHDI - East Outline Plan

Meghan Jenkins, Town Planner reviewed the East Outline Plan as it pertains to Parks and Recreation areas within the Legacy Pointe subdivision. 

These Town developed lands have been to established to provide a long term housing strategy with diverse land classifications that will see single and multi housing units.   The proposed development will follow 
a traditional style with double sidewalks and treed boulevards.  Trails are indicated on the perimeter and developed throughout the residential and park areas.  Commercial pods to service the area are proposed along the collector roadway.

Board member feedback regarding the placement of the trail links should to be submitted quickly as the East  Outline Plan will be going back to Council on October 27.

Play areas and a proposed school site have been identified for Legacy Pointe.  

Sandi advised members the Blue Bird trail (Trans Canada Trail) will have the opportunity to go through the future outline plan of Legacy Pointe.   In the future, Recreation Board input will be requested again when the West Outline Plan is ready for review.  

MOTION:

THAT WHEREAS the East Outline Plan has been circulated to the Board for information and includes the opportunity for the review of the plan by the Board, and

WHEREAS the Board has reviewed the East Outline Plan

THEREFORE THE BOARD recommends to Council that the East Outline Plan be accepted pending more detailed information on the slough (how far development is to encroach on wooded area).

Moved by: Dawn Parent
Seconded by: Mike Samaroden
Carried: Unanimously

3.  Additions to Agenda

Mike questioned what was happening with the Skateboard park.  Dawn advised Mike the Town has offered the group a piece of town owned land and now its up to the skateboard group to start fundraising. 

MOTION:
THAT the agenda for September 24, 2008 be adopted as  circulated.   

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

MOTION:
THAT the minutes of the June 18, 2008 meeting of the Lacombe and District Recreation, Parks and Culture Board be adopted as circulated. 

Moved by: Fran Kelly
Seconded by:  Shelley Bolze
Carried: Unanimously

5.1  Celebrate Lacombe Days

A letter from Peter Bouwsema, present contact person for the 2009 the Celebrate Lacombe Days committee, is requesting representation from the Town and/or Recreation Board.

Dawn Parent indicated Councillor Wayne Rempel will be the Town's        representative on this committee.

Sandi advised members the Recreation Department role in this festival could include an expanded Art in the Park program; a Spray Park event; assistance with Kid's Carnival and promote the  Choosewell Community program.

Bill suggested asking the association in charge of Lacombe's Triathlon or the Timothy Trek to consider the dates of Lacombe Days for their event in 2009. 

MOTION:
THAT Recreation Services partner with the Celebrate Lacombe Days committee by organizing activities on this weekend as the staff see fit.

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

6.1  Recreation Services Monthly Report

Members reviewed reports submitted by Recreation staff 


Sandi mentioned budget time was fast approaching and if members heard of any specific 'wants', now would be the time to bring them forward. 

Sandi reported on the proposed meeting with facility user groups coming   up in November.  The purpose of the meeting will be to identify what the groups long term needs are and how to  priorize them.

Dawn asked Calvin about the arena pad.  He advised the surface is becoming more difficult to flood and get level due to heaving over time.  When summer ice was used the permafrost under the concrete did not have time to thaw from winter usage prior to ice being made again in mid summer.  Summer heat also causes issues for arena's venting systems as they were not set up for condensation that occurs.  

Bearden Engineering advise pad replacement cost would be between $800 thousand and one million and the building is 40 years old.   The building itself is structural sound, however, with renovations, current building code requirements may become issues.  

The Spray Park was a busy place this summer, however, it has been noted there is a lack of shade and green area surrounding it.  Calvin advised this facility will receive some shading in the form of a gazebo or awnings in 2009.  As well, a green area is being investigated on the south and east sides.

Bill asked why the Trail Plan has been placed on hold.  It was explained  staff time has not been available to complete the mapping required due to the ReDHI program.  Once the staff have the documentation ready, the Plan will be sent to Council.


6.2  Kinsmen Aquatic Centre Monthly Stats

Monthly report accepted as information.  It was noted attendance summer figures were down from last year - perhaps the Spray Park contributed to this. 

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


Moved by:  Catherine Neale Ward
Seconded by:  Mike Samaroden 
Carried: Unanimously

6.3  Complaints received


Sandi addressed information received in a letter from a concerned citizen regarding rental costs of the Les Walker Rotary Park area and gazebo.  Members were advised exclusive use of the area carries a fee
and was increased due to maintenance costs.  Exclusive use of this area allows for a camping area and the park is posted with 'private function' signage.   A letter of acknowledgement will be sent to the citizen.

A letter was also received from a citizen regarding the early removal 
of skateboard equipment from the arena parking lot.  Calvin advised the removal was earlier this year due to the Town being asked to provide student parking for the high school as their lot is involved in the necessary repairs.   A letter of acknowledgement will be sent to the citizen.

MOTION:
THAT the complaints be accepted as information.   

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

 

7.1  Facility Rental Assistance Grant Application

The Board reviewed a request for a rental assistance grant from the Lacombe & District  FCSS for their Backyard Friends Community Supper program.  The group hosts monthly suppers, featuring hearty food and friendly conversation, eleven months of the year.  Regular attendance ranges from 90 to 120 and includes all demographic sectors of the community from seniors to families with children as well as adults on their own and volunteer teams from various churches.

Backyard Friends have contacted DOW Chemical and ME Global for assistance to cover the LMC kitchen rental and a 4 hour hall rental.  No response has been received to date.  DOW's funding cycle starts in the spring of each year.

It was noted that Council has allocated an additional $3000 to assist with facility rental costs for user groups this year.

Current rental costs for the usage of  LMC kitchen is $100 while hall rental is $125.

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 Lacombe & District  FCSS - Backyard Friends Community Supper program have submitted an application for funding against 
the  LMC hall and kitchen use, and  

WHEREAS the Board has reviewed the application 

THEREFORE BE IT RESOLVED THAT THE BOARD  give half ($275 of the requested $550) and if funds available, give the remaining portion of $275 to Lacombe & District  FCSS Backyard Friends program to assist in offsetting LMC rental costs from September, 2008 to August, 2009).

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

7.2  Board Recruitment for 2009

Both Bill Nielsen and Dale Guest's term appointments expire December 31, 2008.  

Bill has been re-appointed for multiple terms and indicated he would step down if there were others interested in the 'Town' position on the Board.  

Fred Knip had expressed an interest during a 'Coffee With Council' session.  Members advised to let Sandi know if they know of others who may be interested.

8.1  Community Recreation Meeting

Sandi advised this meeting will be held November 13 at the  LMC. The purpose of the meeting is to find out what long term plans user groups have, with a focus on use of Town facilities.  

An outcome from this meeting could be the identification of future facility requirements in order to meet the group's long term goals. 

Outside facilitators maybe on hand to assist in creating opportunities for all groups to respond in positive ways as well as assist in collecting the data the evening of.

Staff will evaluate the information received and bring it back to the Board for review and comments. 

It is hoped Recreation Board members will be in attendance.


8.2  ARPA Conference,  October 23 to 25 - Jasper Park Lodge

Members will check their calendar's to see if any are able to attend this conference.
 

Date:   December 10
Time:   4:30 p.m.
Place:  Town Office Conference Room