1 TOWNSHIP OF PERTH EAST BUDGET ADVISORY COMMITTEE

TOWNSHIP OF PERTH EAST BUDGET ADVISORY COMMITTEE
REGULAR MEETING
AGENDA
Tuesday, March 26, 2013
7:00 pm
Council Chambers
25 Mill Street East
Milverton
Pages
1.
CALL TO ORDER - 7:00 P.M.
2.
MOMENT OF REFLECTION
3.
CONFIRMATION OF THE AGENDA
4.
DISCLOSURE OF PECUNIARY INTEREST and the general nature thereof
5.
CONSENT AGENDA
Consent Agenda Items
Items listed under the Consent Agenda are considered routine, and are enacteed in
one motion. However, any Council member may request one or more items to be
removed from the Consent Agenda for separate discussion and/or action.
5.1
MINUTES FROM BUDGET ADVISORY COMMITTEE
1-7
February 28, 2013
6.
DELEGATIONS
7.
REPORTS
7.1
8.
Quinlan Trust Applications
7.1.1
Sebringville Athletic Association
7.1.2
Rostock Athletic Association
8 - 20
21 - 25
7.2
Rostock Athletic Association Donation Request
26 - 31
7.3
Sebringville Athletic Association Donation Request
32 - 35
CORRESPONDENCE
8.1
Millbank Recreation Association Request
36 - 36
8.2
Shakespeare & District Optimist Hall Financial Statements
37 - 42
8.3
2013 Upper Thames Conservation Authority Operating Budget
43 - 84
1
8.4
9.
2013 Grand River Conservation Authority Budget
85 - 150
CLOSED SESSION
pursuant to Section 239 of The Municipal Act, 2001
10.
BUSINESS ARISING FROM CLOSED SESSION
11.
NOTICE OF MOTIONS
12.
NEW BUSINESS
13.
ANNOUNCEMENTS
14.
ADJOURNMENT
2
Page 6-13
TOWNSHIP OF PERTH EAST
BUDGET ADVISORY COMMITTEE
MINUTES
Date:
Location:
Thursday, February 28, 2013
Council Chambers
25 Mill Street East
Milverton
Members Present:
Mayor Ian Forrest
Deputy Mayor Bob McMillan
Councillor Don Brunk
Councillor Andrew MacAlpine
Councillor Jeremy Matheson
Councillor Hugh McDermid
Councillor Rhonda Ehgoetz
Staff Present:
Glenn Schwendinger, CAO
Theresa Campbell, Clerk
Grant Schwartzentruber, CBO
Rhonda Fischer, Treasurer
Bill Hunter, Fire Chief
Wes Kuepfer, Public Works Manager
Loretta Wicke, Recording Clerk
Wendy McMurray, Recording Clerk
Becky Westman, PERC Manager
Cindy Dunbar, CEO Library
Others Present:
Sebringville Athletic Association - Paul Marshall, Diane
Marshall, Donna Scott, Tanner Scott, Michele Kehna,
Janelle Moir, Wes Phillips and Randy Fink
Rostock Athletic Association - Scott McDougall, Cathy
Wicke, Steve Kreuter, Randy Fink, Merv Knechtel and
Barb Smith
1.
CALL TO ORDER - 7:00 P.M.
Chair Forrest called the meeting to order.
2.
MOMENT OF REFLECTION
Chair Forrest requested that Council and Staff reflect on their roles and responsibilities as
municipal officials.
PE-1
Page 7-13
3.
CONFIRMATION OF THE AGENDA
BGT13-14
Moved By: Andrew MacAlpine
Seconded By: Hugh McDermid
THAT the following item(s) be added to the Meeting Agenda:
Item #6.1 Addition - Sebringville Athletic Association presentation
Item #7.3.2 Addition – Treasurer Reserve and Unfunded Report
Item #7.3.2 Revised Reserves and Reserve Fund Budget Summary Original Package page
#PE-53 to PE-58
Item #7.4.3 Addition - Capital Project Sheet for CAO Department Admin Building Telephone
System
Item #7.4.6 Addition - Capital Project Sheets for Fire Department
MFD - Utility Truck
MFD - Aerial Ladder Truck
SFD - Utility Truck
Item #7.5.1 Revised Fire Department Motor Vehicle Forecast Report
Item #12.1 Municipal Display for the 2013 International Plowing Match
AND THAT the Agenda prepared for the February 28, 2013 meeting of The Budget Advisory
Committee, be approved as amended.
CARRIED
4.
DISCLOSURE OF PECUNIARY INTEREST and the general nature thereof
There were no declarations of pecuniary interest.
5.
CONSENT AGENDA
BGT 13-15
Moved By: Don Brunk
Seconded By: Hugh McDermid
THAT Item #5.1 as set out on the Consent Agenda for the February 28, 2013 Budget Advisory
Committee be approved.
Minutes of the Budget Advisory Committee January 15, 2013
CARRIED
DELEGATIONS
6.1. Sebringville Athletic Association - Paul Marshall
Paul Marshall from the Sebringville Athletic Association made a
presentation regarding the exterior restoration of the property and requested a
donation in the amount of $10,000.
6.
6.2.
Agriculture Society - Helen Dowd (Seelhoff Request)
Helen Dowd from the Milverton Agricultural Society did not attend.
PE-2
Page 8-13
6.3.
7.
Rostock Athletic Society - Scott McDougall
Scott McDougall from the Rostock Athletic Society made a presentation with
regards to the Rostock Athletic Society 2012 year in review and made a request for
a $12,000 grant for park improvements.
REPORTS
7.1. General and Donation Requests
7.1.1. Perth East Public Library (Seelhoff Request)
BGT 13-16
Moved By: Rhonda Ehgoetz
Seconded By: Andrew MacAlpine
THAT the Budget Advisory Committee receive the Township of Perth East Seelhoff
Community Develpoment Reserve Fund Application from the Perth East Public
Library for information;
AND THAT a $1,500 donation be made to the Perth East Public Library from the
Seelhoff Reserve Fund
CARRIED
7.1.2. Knollcrest Lodge
BGT 13-17
Moved By: Rhonda Ehgoetz
Seconded By: Hugh McDermid
THAT the Budget Advisory Committee receive the Knollcrest Lodge request to
amend the repayment schedule for information;
AND THAT staff be directed to prepare an amending loan agreement and by-law
with a schedule for $10,000 to be repaid in April of each year for a 15 year period,
commencing April 2013(April 2013 to April 2027)
CARRIED
7.1.3. United Way
BGT 13-18
Moved By: Don Brunk
Seconded By: Hugh McDermid
THAT the Budget Advisory Committee receive the United Way Perth-Huron
donation request for information;
AND THAT the request for donation to the United Way Perth-Huron be denied
CARRIED
PE-3
Page 9-13
7.2. Clerk Reports
7.2.1. Council Remuneration
BGT 13-19
Moved By: Don Brunk
Seconded By: Bob McMillan
THAT the Budget Advisory Committee receives the Council Remuneration - 2013
Elected Officials Survey Report, prepared by the Clerk, dated February 28, 2013
for information
CARRIED
7.3. Treasurer Reports
7.3.1. Tasklist Followup January 15th, 2013
BGT 13-20
Moved By: Bob McMillan
Seconded By: Rhonda Ehgoetz
THAT the Budget Advisory Committee receive the report titled "BAC Meeting
January 15, 2013 task List Follow-Up" for information;
AND THAT staff be directed to:
- Public Works Tree Planting Program - deferral of program
- Risk Management Official - move to water rates beginning 2014
- Building Betterment Annual Transfer of $40,000 - Leave in Budget
- Kissing Bridge Project $13,202 - Leave in Budget
- Road Title Project - Slow down project with annual decrease of $12,500
- Solar Project Revenue - report budget revenue for 2013 of $25,520
CARRIED
7.3.2. Reserves and Unfunded Capital
BGT 13-21
Moved By: Hugh McDermid
Seconded By: Rhonda Ehgoetz
THAT the Budget Advisory Committtee receive the Reserves and Unfunded
Capital Report prepared by the Tresurer dated February 19, 2013 for information;
AND THAT the transfer from general reserve interest of $10, 000 to the Milverton
Water and Sewer Reserve be discontinued
CARRIED
PE-4
Page 10-13
7.4.
12.
Capital Budget (Power Point)
Power Point presentation by Tresurer Fischer.
BTG 13-22
Moved By: Hugh McDermid
Seconded By: Jeremy Matheson
THAT the Budget Advisory Committee receive the following Capital Budget
Reports for Information;
- General Capital Plan
- Water Sewer Capital Plan
- CAO Capital Projects
- Finance Capital Projects
- PERC Manager Capital Projects
- Fire Chief Capital Projects
- Public Works & Park Manager Capital Projects
CARRIED
NEW BUSINESS
12.1. Municipal Display for the 2013 International Plowing Match
BGT 13-23
Moved By: Rhonda Ehgoetz
Seconded By: Don Brunk
THAT the Budget Advisory Committee receive the request from Allan Rothwell,
Chair of the Municipal Display Committee for the 2013 International Plowing Match
(IPM) for each Perth County member municipality to contribute $2,500 to create a
display that will showcase each municipality with the IPM 2013 theme “Come
Celebrate With Us”;
AND that the Budget Advisory Committee approve Perth East contributing $2500.
CARRIED
12.3. Milverton Agricultural Society
BGT 13- 24
Moved By: Jeremy Matheson
Seconded By: Bob McMillan
THAT the Budget Advisory Committee receive the Township of Perth East Seelhoff
Community Develpoment Reserve Fund Application from the Milverton Agricultural
Society for information;
AND THAT $4,372.81 donation be made to the Milverton Agricultural Society from
the Seelhoff Reserve Fund
CARRIED
PE-5
Page 11-13
12.2. Sebringville & Rostock Athletic Associations
BGT 13-25
Moved By: Andrew MacAlpine
Seconded By: Hugh McDermid
THAT the Budget Advisory Committee receive the Rostock Athletic Association
and the Sebringville Athletic Association presentations for information;
AND That the Perth East Recreation Policy (Policy # FI – 1.19.01) be forwarded
to the Rostock Athletic Association and the Sebringville Athletic Association as a
guideline of requirements for recreation funding consideration including the policy
requirement to have a project financial plan in place and acceptable history/future
projections for participant levels.;
AND That submissions for consideration of funding for the 2013 Budget be
received prior to the March 26, 2013 Budget Advisory Committee meeting
CARRIED
BGT 13-26
Moved By: Hugh McDermid
Seconded By: Jeremy Matheson
THAT this meeting continue and move the curfew to 10:30 p.m.
CARRIED
7.
REPORTS
7.5. Capital Forecast Reports
BGT 13-27
Moved By: Rhonda Ehgoetz
Seconded By: Andrew MacAlpine
THAT the Budget Advisory Committee approve a Levy Increase of of 5.499%
CARRIED
BGT 13-28
Moved By: Hugh McDermid
Seconded By: Rhonda Ehgoetz
THAT the Budget Advisory Committee receive the following Capital Forcast
Reports for Information;
- Fire Department Motor Vehicle Forcast Report
- PERC Capital Project Forecast Report
- Public Works Motor Vehicle Forecast Report
- Public Works Equipment Forecast Report
- Public Works Road Project Forecast Report
- Public Works Bridge Forecast Report
- Library Capital Forecast and Usage Statistics
CARRIED
PE-6
Page 12-13
8.
9.
CORRESPONDENCE
8.1. Grand River 2013 Budget
BGT 13-29
Moved By: Rhonda Ehgoetz
Seconded By: Hugh McDermid
THAT the Grand River 2013 Budget correspondence be received for information
CARRIED
8.2. Sebringville Athletic Association Inc - Financial Statements
BGT 13-30
Moved By: Andrew MacAlpine
Seconded By: Hugh McDermid
THAT the Sebringville Athletic Association Inc - Financial Statements
correspondence be received for information
CARRIED
CLOSED SESSION -No closed session
10.
BUSINESS ARISING FROM CLOSED SESSION - None
11.
NOTICE OF MOTIONS- None
13.
ANNOUNCEMENTS - None
14.
ADJOURNMENT
BGT 13-31
Moved By: Hugh McDermid
Seconded By: Rhonda Ehgoetz
THAT the meeting of the Budget Advisory Committee adjourned at 10:20 P.M.
CARRIED
_________________________________
Theresa Campbell, Clerk
_________________________________
Ian Forrest, Chair
PE-7
PE-8
PE-9
PE-10
PE-11
PE-12
PE-13
PE-14
PE-15
PE-16
PE-17
PE-18
PE-19
PE-20
CORPORATION OF THE TOWNSHIP OF PERTH EAST
QUINLAN PARK/ROSTOCK HALL – J. QUINLAN TRUST FUND
ALLOCATION APPLICATION
A.
Application Process
1.
Prior to considering allocating any Quinlan Park/Rostock Hall – J. Quinlan Trust
Funds to the Operator of the Quinlan Park/Rostock Hall, Council will require the
following from the organization:
a.
b.
c.
Financial statements from the previous fiscal year.
A completed application form.
A clearly outlined budget for the current fiscal year.
2.
Requests for funding shall be accepted no later than March 31st of the current
fiscal year.
B.
Consideration
1.
Applications requesting allocation will be considered during the annual budget
deliberations.
2.
Actual amounts allocated to applicants will be based on the amount of interest
earned on the Quinlan Park/Rostock Hall – J. Quinlan Trust Fund in the previous
fiscal year, and reported subsequent to the municipal audit.
3.
Previous years’ allocations will not be a factor in consideration and each
application will be reviewed on its own merits.
4.
Filing an application does not necessarily guarantee allocation of any Quinlan
Park/Rostock Hall – J. Quinlan Trust Fund monies to the applicant.
5.
Unless otherwise approved by Council, no allocations will be approved until the
annual municipal audit has been completed.
6.
Funds allocated to applicant will be used first to clear any debts outstanding to the
Township of Perth East. The balance of any allocation will be forwarded to the
applicant.
PE-21
CORPORATION OF THE TOWNSHIP OF PERTH EAST
QUINLAN PARK/ROSTOCK HALL – J. QUINLAN TRUST FUND
ALLOCATION APPLICATION
APPLICANT:
Rostock Athletic Society
C/O Scott McDougall
February 22, 2013
ADDRESS:
Mailing Address
4661 Line 46 Gadshill, Ontario
N0K1J0
[email protected]
519 271 9247
MOBILE #. 226 747 6735
FAX #:
PHONE #:
PLEASE SPECIFICALLY OUTLINE HOW THE FUNDS ALLOCATED FROM THE
QUINLAN PARK/ROSTOCK HALL – J. QUILAN TRUST FUND ARE PROPOSED
TO BE UTILIZED:
Item#1-Assitance to fund for Phase 1 park restoration project. (Capitol expense for 2013)
Item#2-Assitance to fund for 2013 municipal tax requirements and operational costs for
2013.
OTHER ADDITIONAL INFORMATION PERTINENT TO THE APPLICATION (USE
SEPARATE SHEET IF REQUIRED):
1. 2012 financial statement attached.
2. 2013 budget statement attached.
SIGNATURE OF APPLICANT
____March 17, 2013__________________
DATE
Please be sure to include the following information with your application:
a.
Financial statements from the previous fiscal year.
b.
A completed application form.
c.
A clearly outlined budget for the current fiscal year.
PE-22
Rostock Athletic Society 2012
Financial Statement.
Budget
Actual
Notes.
Administrative Expenses
Municipal Property Taxes
$700.00
Office Expenses
Misc
$100.00
$100.00
1. Lawncutting
2. Dump fees
$600.00
$100.00
Maintenance Expenses
$629.16
$22.95 Cheques
$56.50 Funeral Flowers
Donated by Community
$0.00 Members
$0.00 Provided by Perth East
Park Clean Up Restoration
Project Expenses.
Grader rental Infield estoration
$1,500.00
$1,356.00
Removal of bleachers
$2,000.00
$2,000.00
Gravel
$400.00
$400.00
Stonedust
$500.00
$500.00
$6,000.00
$4,964.61
Total Expenses
Income
Donations 2012
$1,713.46
Donations in Kind
$1,356.00
$2,000.00
$400.00
$500.00
Bank Interest
$0.16
Total Income
$5,969.62
Total Income Less Expenses
Bank Balance 2011
$1,005.01
$131.31
True Bank Balance End of 2012
$1,136.32
Rostock Athletic Society 2013
Financial Statement.
Income
Donations
Interest
True Bank Balance Feb 22 2013
Oustanding Expenses
Municipal taxes Installation#1
Outstanding Income
Donation cheques to be cashed.
Balance
$3,349.65
$0.10
$4,486.07
-$157.58
$991.00
$5,319.49
PE-23
Budget
Actual
Rostock Athletic Society 2013 Budget
Administrative
Municipal Property Taxes
$700.00
Office Expenses
$100.00
Back taxes repayment. (GW)
Equipment
****Landscaping Rakes/Shovel etc.
Ball Equipment
$8,313.41
$200.00
$500.00
$9,813.41
Maintenance
1. Lawncutting/Landscaping
2. Dump fees
$600.00
$100.00
$700.00
Restoration Phase 1 2013
Outfield restoration Top soil Trucking
$6,000.00
Outfield resoration Landscaping
$2,000.00
Ball Diamond Fence
****Paint
$1,000.00
****Plastic tile
$500.00
****Repair
$500.00
Pea Stone Gravel/Park Entrance Driveway
$500.00
Infield stonedust
$500.00
$11,000.00
Restoration Phase 2 2014
Outbuilding Repair
****Plumbing
****New Roof
****Upgrade Bathrooms
$2,500.00
Dugouts
$2,000.00
Hydro installation.
$2,000.00
Lawnmower
$2,000.00
Total
$8,500.00
PE-24
2013 Totals
Administrative
$9,813.41
Maintenance
$700.00
Resstoration Phase 1 2013
$11,000.00
Total
$21,513.41
2014 Totals
Administrative
TBD
Maintenance
TBD
Restoration Phase 2 2014
$8,500.00
Total
$8,500.00
Totals 2013/2014
$30,013.41
PE-25
Rostock Athletic Society
Mailing Address: 4661 Line 46 Gadshill, Ontario N0K1J0
Phone: 519 271 9247 Cell: 226 747 6735 E-Mail: [email protected]
Date: March 17, 2013
The Budget and Advisory Committee
Township of Perth East
P.O. Box 455, 25 Mill Street East
Milverton, Ontario
N0K 1M0
Re: Requested response to the grant request from February 28th 2013.
Perth East Budget and Advisory Committee,
This document has been prepared based on requested information from the Rostock Athletic
Society’s delegation request for a $12000 grant. All information required has been highlighted
and a response provided.
1. Request for detailed projected fundraising objectives for the Rostock Athletic
Society.
Click or go to page 4 of this document for the details of the fundraising objectives.
2. Number of Perth East registered participants, and;
The Rostock Athletic Society currently has no active registered participants due to
inactive Society for several years. Our Society is in a rebuilding phase and the purpose
of the grant request is to obtain funds to create an active ball facility in Rostock.
3. Examples of future projections for coordinating services provided by the Rostock
& Sebringville Athletic Associations.
As requested a document has been prepared with an agreement between the
Sebringville Athletic Association and the Rostock Athletic Society. Click or go to page 5
of this document to review the agreement.
PE-26
Rostock Athletic Society
Mailing Address: 4661 Line 46 Gadshill, Ontario N0K1J0
Phone: 519 271 9247 Cell: 226 747 6735 E-Mail: [email protected]
4. Response to FACILITY FUNDING POLICY as a guideline for the grant request.
The FACILITY FUNDING POLICY was provided as a guideline for recreation funding
consideration. The Executive has completed a detailed review of the policy and below
has provided feedback on the key principles of the document.
a. A consistent level of service is desirable across the municipality.
The purpose of reestablishing the RAS and ball diamond is to have the
opportunity to provide the citizens of Perth East with a consistent level of service.
b. It must be recognized that certain facilities require significant investments
and minimum participation levels to assist a facility…..
The ballpark provides the community of Rostock a recreational facility. It is a
good compliment to Quinlan park in that it can provide a larger facility for
athletics such as baseball and or soccer.
c. Funds should only be provided for new capital facilities or repairs to existing
facilities where there is a demonstrated need to meet an established standard.
The budget and restoration project outlines the repairs required to establish a
functional ball diamond.
d. Funds would not be provided if there are nearby comparable facilities which
are underutilized.
The objective is to restore the ball park in part in providing a alternative to a over
utilized ball park.
e. Funds will only be provided to formal established associations. These
associations must provide annually:
Annual financial statements-Financial statement for 2012 provided.
Duly elected executive for the association consisting of at least 5 membersCurrent active executive consist of 11 members.
Demonstrated financial viability.
The presentation provided on February 28th outlined the2012 financial results,
projected fundraising initiative and the current restoration project proving a viable
financial picture for the RAS.
f. Funds will only be provided to associations, which have a financial plan in
place for each project and acceptable history/future projections for
participant levels.
Financial plan has been provided. The RAS has a deep and rich history since 1952
of softball in Perth County.
Page 2
PE-27
Rostock Athletic Society
Mailing Address: 4661 Line 46 Gadshill, Ontario N0K1J0
Phone: 519 271 9247 Cell: 226 747 6735 E-Mail: [email protected]
g. Funds will only be provided for new construction/renovation that fully
complies with all codes, regulations, and standards.
The appropriate codes, regulations and standards will be complied with. The Park
clean project form 2012 already removed unsafe bleachers and playground as
equipment based on the recommendations from document (April 5 2012 letter to
Rostock Athletic Association) from the Township of Perth East.
h. Funds will only be given where approved maintenance plan is in place and
demonstrated that it is adhered to.
The restoration project outlined in the budget provided is a complete maintenance
plan.
i. Annual participant reports, which demonstrate extent of usage of facility.
Refer to the document attached from the Sebringville Athletic Association on the
2012 park usage. (Page 5 of this document).
Due to the condition and that the park could not be fully utilized reports were not
kept for 2012.
RE: 11. Higher priority will be given to volunteer organizations that demonstrate
partnerships between associations, thereby maximizing the effective use of combined
resources.
This policy requirement cannot be truer for our Society as we have been working with not only
the S.A.A but also the Ellice Optimist club to rebuild the ballpark. Our organizations have and
will continue to work together to provide recreation and services for the citizens of Perth East.
Budget and financial information has been provided from previous grant request from delegation
presentation from February 28th 2013.
On behalf of the Executive of the RAS we appreciate the support of the Township of Perth East
as we continue or efforts to restore the ball diamond in Rostock and provide our Perth East
community with a functional facility and athletic society.
Sincerely,
Rostock Athletic Executive.
Scott McDougall, President.
Chad Fink, Co-Vice President.
Tyler Sager, Co-Vice President
Cathy Wicke, Treasurer
Barb Smith, Secretary
Merv Knechtel, Director
Steve Kreuter, Director
Henry Groenestege, Director
Ivan Roobroeck, Director
Page 3
PE-28
Rostock Athletic Society
Fundraising Projects 2013
Estimate
Ann Eggert Memorial Golf
Tournament
Confirmed for June 15th 2013
Revenue
Number of Golfers
120
$100.00
$12,000.00
Expenses
Golf Course Rental Estimate#1
120
$69.00
$8,280.00
Total
Rostock Picnic
Partnered with the Ellice
Optimists Club and the
Canada Day Weekend
Celebration.
Revenue
Expenses
Total
$3,720.00
Expected Attendance
Musicians
Facility Expenses
Tent Rental
Liquor License/Food and Bar
125
$12.00
$1,500.00
$250.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$1,750.00
Pepperettes and Summer
Sausage Fundraiser
PE-29
Rostock Athletic Society
Mailing Address: 4661 Line 46 Gadshill, Ontario N0K1J0
Phone: 519 271 9247 Cell: 226 747 6735 E-Mail: [email protected]
Date: March 17, 2013
Sebingville Athletic Association
RE: Agreement between the Rostock Athletic Society and the Sebringville Athletic Association
For several years the Sebringville Athletic Society has used the ballpark in Rostock to provide
the over 200 registered participants in your softball organization an additional facility.
In 2012 several teams again used the Rostock Ball Park as a practice facility for several league
and tournament teams. S.A.A also provided a great deal of volunteer hours and assistance
during the 2012 ball season in helping to restore the ballpark in Rostock to game condition.
On behalf of the Executive of the Rostock Athletic Society we would like to extend the offer of
the use of the ball field in Rostock for the 2013 softball season.
Identical to the previous years no financial obligations will be required to use the Rostock ball
diamond. In lieu of compensation the S.A.A will continue to provide the volunteer hours and
necessary ball diamond supplies for scheduled events by the S.A.A.
The diamond will be available for all registered participants of the S.A.A for practices, and
games once our restoration Phase 1 process has been completed. Scheduling of the ball
diamond when required can be done by contacting the number or email address above.
With this agreement the RAS hopes to provide a functioning ball diamond for the registered
participants of the SAA and assist with the over capacity of your facility. Our Executive looks
forward for another year in working with your Association.
See you on the ball diamond.
Sincerely,
Scott McDougall
President Rostock Athletic Society
PE-30
To: Rostock Athletic Association
On behalf of the Sebringville Athletic Association, thank you
very much for your efforts to revitalize the Rostock Ballpark. As I
am sure you know, Sebringville ball has had great success over the
past few years which has led to diamond constraints. As in the past
few years, our teams used the Rostock diamond to hold much
needed practice times, since our facilities are stretched to the max.
I know our teams used your diamond at least twice per week and
sometimes more this year and with the work efforts and cleanup
that took place this year it made practicing much safer for the kids.
To all on the executive and a part of the association, your
efforts have not gone un-noticed. With continued improvements to
the facility, I am sure it is just a matter of time before games will
once again be played once again at the Rostock Park.
Yours in Fastball,
Randy Fink,
Sebringville Athletic Association
Ball Chairperson
PE-31
Answers you requested. Thanks
e. Funds will only be provided to formal established associations. These associations
must provide annually: The SAA has been around since 1945. We have been a corporation
#363657 since September 26th, 1977
i. Annual financial statements: These are sent to Rhonda Fisher every Year for
the annual Quinland grant in which we apply.
ii. Duly elected executive for the association consisting of at least 5 members:
Please find attached a slate of the 2013 Executives.
iii. Demonstrated financial viability: We have been in operation since 1945 and
have been surving on fundraising and grant/donations since.
f. Funds will only be provided to associations which have a financial plan in place for
each project and acceptable history/future projections for participant levels.:
I have supplied a revised Budget for this project as well as quotes for work to be done
we have under took many other projects without the townships help before successfully
in the past! Eg The closing in of the Hall, new fixtures, appliances, more recently, newer
newer diamond, playground equipment, park settings, Furnaces, Central Air, Pavilion,
and overall general repairs to maintain our great area.
g. Funds will only be provided to associations which collect appropriate user fees
comparable throughout the area. All of our user fees are up to date as well as rentals etc.
h. Funds will only be provided for new construction/renovation that fully complies with
all codes, regulations, and standards. This is why we are applying to get our facility
up to safety standards, and safe for all who come to enjoy our Facilities.
i. Funds will only be given where approved maintenance plan is in place and
demonstrated that it is adhered to: The maintenance plan has been to keep property
safe and accessible and up to date as best our budget can allow since 2000 we have put
clay on ball diamond, batting cage, new furnaces, new A/C, new sound system, painted the
interior of the hall, new cement work at front of hall, pavilion, up dated bathrooms built
handicap washroom, all without much if any help from townships or major donations.
j. Annual participant reports which demonstrate extent of usage of facility: Every year we host 2 bingos,
1 ladies night, 1 giggles night, 1 Shelly shuffle, bbq, 1 fish fry, monthly meetings, 2 park clean ups,
every week 2 groups of seniors use the hall for shuffle board (Mondays and Wednesdays)
Perth care for kids rents our hall on Thursdays weekly
VON rents hall on Friday for seniors exercise class
Twice a month the Optimist club of Sebringville rents our hall for their meetings plus they host their stake stage, patty
fest,new years brunch
the Ellice Scouts hold their spegitti dinner at our hall
the Perth county beef producers host annual dinner at our hall
plus last year we had 30-35 private rentals on top of what’s listed above
our diamonds are rented
Sunday for all day for slow pitch both diamonds
Monday night both diamonds
Friday night both diamonds
Tuesday nights Sebringville Sting South Perth Fastball
plus every week night our minor ball program
PE-32
k. Funds may not be available to deal with all requests. All allocations will be subject
to available funds and will be determined by the Township’s overall priorities
i.Safety : Again this is the number one reason we are applying for this grant/donation.
Please refer to the presentation. Our parking lot is used as a public parking lot, many
kids get picked up for summer programs in our parking lot as well as being a pick up and
drop off for school buses, ambulance uses it to park in as well as OPP
i.Structural integrity: we need to update our exterior to maintain the structure and area
for our following Generations to come and enjoy it.
ii.
Impact on program / service delivery : This will give us a more handicapped area
And give us a better loading and unloading area.?
iii.
Bringing facility up to standard : Again this is why we are applying please refer to the
The presentation.
iv.
Can benefit multiple groups : Groups/community programs etc ages 4-seniors, such as
every week 2 groups of seniors use the hall for shuffle board (mondays and wednesdays)
perth care for kids rents our hall on Thursdays weekly
VON rents hall on friday for seniors exercise class
twice a month the Optimist club of Sebringville rents our hall for their meetings plus they
host their stake stage, patty fest, new years brunch
the Ellice Scouts hold their spigitti dinner at our hall
the perth county beef producers host annual dinner at our hall
plus last year we had 30-35 private rentals on top of whats listed above
our diamonds are rented
sunday for allday for slow pitch both diamonds
monday night both diamonds
friday night both diamonds
tuesday nights Sebringville Sting South Perth Fastball
plus every week night our minor ball program
Just to mention a few.
iv. Number of benefitting users: We are unable to provide these specific users
because of today’s, Privacy laws, we can however, say that on average
we have approximately 15000 people who use and enjoy our community
centre, its activities, facilities and lands each year!
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SAA Budget 2013
Hall Maintenance
Hall Supplies
Park Maintenance
Hydro
Heat
Telephone
Internet
Newsletter & Postage
Baseball
Office
Legal & Accounting
Insurance
Bartender & Bar Supplies
Sundry
Fundraising
Capital Expenditures - Exterior Restoration
Paving
Exterior Building Upgrade
Painting Exterior
$
$
$
$
$
$
$
$
$
$
$
$
$
$
9,000.00
1,500.00
8,000.00
5,500.00
1,600.00
800.00
2,000.00
600.00
18,500.00
300.00
1,200.00
6,000.00
7,500.00
200.00
($22,000.00)
$
$
$
82,000.00
12,000.00
9,000.00
SAA Bowling night (72x$5.)approx
Fish Fry and Dance (300 x $10.)approx
Golf Tournament (144 golfersx$25.)approx
Sunday Music Festival (300.00x$15.)approx
Wine Tour (45x$25.)
($360.00)
($3,000.00)
($3,600.00)
($4,500.00)
($1,125.00)
Township donations to date (Perth South)
Township donations to date (Perth East)
City of Stratford
Town of Mitchell
Banks and Trust Companies
Organizations
Small Business
Private Donors
($10,000.00)
Trillium Fund
$
121,115.00
Donations and Grants will be coming from Townships,
Municipalities, Governmental, Corporate, Originations,
Small Business and Private Donors. We also plan to apply
for the Trillium Fund.
All above Fund raisers are at Maximum Participation,
amounts may very depending on Community involvement.
PE-34
SEBRINGVILLE ATHLETIC ASSOCIATION
EXECUTIVE - 2013
President
Wes Phillips
Vice-President
Tanner Scott
Treasurer
Chris Ney
Secretary
-
Rental
Marion Kelly
Building
Tanner Scott
Grounds
Ron Scott
Fundraising
Janelle Muir
Social
Paul Marshall
Membership
Joan Rohfritsch
Softball
Randy Fink
Newsletter
Eric Brubacher, Becky French
Hamlet Howdy
Nancy French
Nevada Tickets
Donna Scott
Ladies’ Shuffleboard
Marjorie Davidson
Mens’ Shuffleboard
Jack Herold
Goodwill
Marnie Hazle
Web Site
Dave Scott
Directors
Don Phillips, Michele Kehna,
Jim Kehna, Ted Blowes, Veronika Scott,
Ron Scott, Steve Herold, Kelley Jacobs,
Dan Scott, Tom Luckhart, Janet Phillips,
Cory Phillips
PE-35
Perth East Council,
As you are aware, The Millbank Recreation Association has been running the non-profit
operations out of the Lyle Yost Memorial Park for quite some time. We organize outdoor
activities such as the Millbank Minor baseball program and fast pitch and slo-pitch baseball
tournaments as well as the park and facility maintenance. Through agreement, on your
property, we have strived to make a place for the community to become involved and for
better health through exercise.
Lately, there seems to be a shift in the demographics of our community. Where we once had a
thriving minor baseball program of over 100 children, we are now looking at the possibility of
not having any minor team this year. When we had the program running well, we had the
luxury of being able to draw volunteer help from a larger pool. It seems increasingly difficult to
be able to get volunteers each passing year.
Our Minor Ball program was never a profit making operation. We looked at it as providing a
service for the community and tried to break even each year. Where we did make our operating
costs was in the adult rentals and in the concession booth sales. With rising costs, we are
struggling to maintain the park and keep it in the condition that is expected of our ball players.
Would the Council consider helping our Association with some of the maintenance of the
facility so that we can continue to keep the standards in line with other parks in the area?
Possible areas to be considered would be grounds maintenance such as lawn mowing, parking
lot and playground upkeep and fence repairs to name a few.
We have a great facility at the Lyle Yost Park and with your help, we would like to keep it that
way for years to come.
Thank you and we look forward to any assistance you can provide.
Paul Erb
President, Millbank Recreation Association
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