COMMITTEE OF THE WHOLE AGENDA

TOWN OF COLLINGWOOD COMMITTEE OF THE WHOLE AGENDA July 6, 2009 "Inspire confidence, wonder and a sense of possibility – deliver today’s services and realize tomorrow’s promise." A meeting of the Committee of the Whole will be held Monday, July 6, 2009 at the Leisure Time Club, 100 Minnesota Street, Collingwood, commencing immediately following the Special Meeting of Council. ORDER OF BUSINESS 1. 2. CALL OF COUNCIL TO ORDER ADOPTION OF AGENDA RECOMMENDING THAT the content of the Committee of the Whole Agenda for July 6th, 2009 be adopted as presented. 3. 4. 5. 6. DECLARATIONS OF PECUNIARY INTEREST AND/OR RECEIPT OF GIFT (over $200) COMMUNITY ANNOUNCEMENTS DEPUTATIONS - NIL REPORTS/MINUTES OF COMMITTEES/BOARDS THAT the following Minutes be hereby received: Development Committee Minutes (CW-T-0704, 7120 Poplar Side Road, Eden Oak Industrial Plan of Subdivision, East DC-2007-16) held May 13, 2009 (p.3) Development Committee Minutes (DC-2008-07, St. Paul Street Apartments, 3rd Submission) held June 3, 2009 (p.15) Development Committee Minutes (DC-2009-06, COLLUS Sub Station, Sixth Street and Stewart Road) held June 10, 2009 (p.20) Development Committee Minutes (DC-2009-01(2), 192 Erie Street) held June 3, 2009 (p.23) Development Committee Minutes (DC-2009-01(2), 192 Erie Street, 2nd Submission) held June 24, 2009 (p.30) Economic Stability and Development Services Board Minutes, May 26, 2009 (p.35) Elvis Festival Services Board Minutes, June 3, 2009 (p.39) Elvis Festival Services Board Minutes, June 17, 2009 (p.44) Elvis Festival Services Board Minutes, June 24, 2009 (p.49) 7. STAFF REPORTS LS2009-06 Collingwood Grain Terminal Hopper Removal (p.52) RECOMMENDING THAT Council approve the recommendation to award Tender No. LS2009-15, to Greenspoon Specialty Contracting to complete the removal of the hopper and grain shaker, along with associated enclosure and ducting from the top of the grain terminals, for a total bid price of $26,050.00 plus GST. 8. 9. 10. COUNTY REPORT IN-CAMERA MOTION NOTICE OF MOTION 1 of 56 July 6, 2009 Committee of the Whole Agenda - Page 1 of 2 11. OLD or DEFERRED BUSINESS Feedback for delegation request at AMO Conference OTHER BUSINESS ADJOURNMENT 12. 13. 2 of 56 July 6, 2009 Committee of the Whole Agenda - Page 2 of 2 3 of 56 4 of 56 5 of 56 6 of 56 7 of 56 8 of 56 9 of 56 10 of 56 11 of 56 12 of 56 13 of 56 14 of 56 15 of 56 16 of 56 17 of 56 18 of 56 19 of 56 20 of 56 21 of 56 22 of 56 23 of 56 24 of 56 25 of 56 26 of 56 27 of 56 28 of 56 29 of 56 30 of 56 31 of 56 32 of 56 33 of 56 34 of 56 Town of Collingwood Economic Stability & Development Services Board Minutes May 26, 2009 BOARD: Douglas Garbutt - Chair Mayor Chris Carrier Deputy Mayor Sandra Cooper Councillor Mike Edwards Patrick Coulter Chris Crozier - Regrets Greg Parker Colin Travis RESOURCE: Catherine Durrant, Economic Development Officer Laurie Mitchell, Research Assistant/Admin Monica Gal, Recording Secretary - Regrets A meeting of the Economic Stability & Development Services Board was held on Tuesday, May 26, 2009 in the Braniff Room, Town Hall at the hour of 4:00 p.m. CALL TO ORDER The Chair established that a quorum was present and called the meeting to order at 4pm and welcomed all in attendance. ADOPTION OF THE AGENDA Moved by Colin Travis Seconded by Greg Parker THAT the May 26, 2009 Agenda be adopted as presented. CARRIED DECLARATION OF CONFLICT OR PECUNIARY INTEREST - NIL ADOPTION OF THE Mach 31st, 2009 MINUTES Moved by Councillor Mike Edwards Seconded by Deputy Mayor Sandra Cooper THE March 31, 2009 Minutes were adopted as presented electronically. CARRIED 35 of 56 DECLARATION OF CONFLICT OR PECUNIARY INTEREST DEPUTATION Municipal Branding - Theresa Kane, President, Piper and Company joined the Board via teleconference to update regarding developments with respect to the Town’s Municipal Branding and new logo program. The Board reviewed the presentation and suggested that some changes be made to the proposed logos which Ms. Kane noted. The Board agreed to have the amended short listed logos readied for Council’s consideration and decision. BUSINESS ARISING FROM THE MINUTES Post Secondary Task Force – the Board discussed Collingwood’s requirements with respect to post secondary education and nominated Mr. Patrick Coulter to Chair the yet to be developed subcommittee. The Board discussed potential task force members. Mr. Coulter will be provided with the Post Secondary presentation document. Bike Rack research – Laurie Mitchell explained that she has been contacted by the owner of a business which is located outside the downtown core inquiring about assisting in defraying the costs of supplying bicycle racks. Laurie Mitchell confirmed that within the Downtown Core, the BIA and the Town of Collingwood have partnered to supply the bicycle racks and suggested that in order to promote Active Transportation it would be advisable to assist businesses located outside of the downtown core in subsidizing the cost to supply such bicycle racks. Laurie Mitchell further noted that Catherine Durrant had spoken with Ms. Tillie Macdonald, General Manager for the Centre for Business and that Ms. Macdonald had agreed to share in the Town’s portion of the cost sharing venture. Moved by Colin Travis Seconded by Deputy Mayor Cooper THAT the Economic Services Board authorizes staff to partner with the Centre for Business to assist in the purchase of bicycle racks for businesses located outside of the downtown core as it supports Active Transportation. CARRIED Business Case for Foreign Direct Investment – The Board discussed the final report, which was funded through a grant from Industry Canada and noted that in view of the current economic conditions the recommendations contained in the report do not seem viable at this time. The Board briefly discussed and expressed concern with respect to recent developments on how potential protectionist sentiments in the United States could negatively impact the Canadian economy. ECONOMIC DEVELOPMENT UPDATE Lead Update – Catherine Durrant explained that in view of the current economic conditions Economic Development is concentrating its efforts to assure that shovel ready land is available and that if Council moves forward with considering a Community Improvement Plan that she is able to actively resume leads. Economic Development Services Board Minutes - May 26, 2009 Page 2 of 4 36 of 56 Action List / Report to the Board – Catherine Durrant provided her monthly detailed report to the Board. Regional Efforts: • Simcoe County “Beyond the City Lights Tourism Conference” – April 28th – Roger Brooks was the Guest Speaker – synopsis of his speech will be included in the June newsletter. • Greater Collingwood Small Business Enterprise Centre (GCSBEC) – Secondary School Business Plan Competition – June 4th – Ceremonies will take place at Georgian Manor Resorts. • Georgian Triangle Tourism Association (GTTA) – Regional Tourism Strategy for Collingwood and Blue Mountains – spending more time researching attracting tourists to the region during the Green (summer) Season. • Meeting with Province representatives in Owen Sound to glean the findings of former Provincial Minister of Finance, Mr. Greg Sorbara’s report, regarding the proposal for funding a public and private 10-year tourism destination marketing plan. Municipal Efforts: • Economic Development Strategy, Cultural Mapping, Communications Strategy – “Communities in Transition” - 100% provincial funding being sought. • First Street Communications – working closely with Public Works to ensure that communication with the business owners along First Street are kept apprised of developments with the reconstruction phasing. • Community Adjustment Fund – (Industry Canada) – applying for Infrastructure funding for employment development and public works. • Complete Communities – working with property owners along Mountain Road to taking specific sites to have them designated as “Basic Employment” lands. • South Georgian Bay Community Health Centre – LHIN has not made formal announcements as to the location of the pilot office. • Lunch & Learns – June 18th – Team Building • Colltrans Guide and Map – very well received throughout the community. • Physician & Attraction Committee – will be working closer with ROMP students and residents and at the direction of CAO Norris, the establishing by-law will be amended and new community based committee members sought. • Development Charges – working on developing Development Charges based on Basic and Non-Basic employment. NEW BUSINESS June Newsletter – Laurie Mitchell presented the mock-up of the June Newsletter which is in the process of being finalized. 56th Annual Ontario Small Urban Municipalities (OSUM) Conference - May 6-8, 2009 Cornwall, Ontario - Mayor Carrier advised that he attended the Conference and found the presentation by Ms. Jody Johnson M.P.A., LL.B to be enlightening. Mayor Carrier suggested to the Board invites Ms. Johnson to speak to the Board and Council and Planning Services on how Collingwood could implement a Community Improvement Plan which would benefit Collingwood, in view of the current economic Economic Development Services Board Minutes - May 26, 2009 Page 3 of 4 37 of 56 conditions. The Board concurred with Mayor Carrier’s recommendation and requested that Catherine Durrant expedites the meeting. Meeting with the Honourable Helena Guergis, PC, MP and the Hon. Tony Clement Minister of Infrastructure and Communities – May 28th, Blue Mountain Resorts – the Board strategized on how to bring to the Federal Ministers attention the issues facing the community and to ensure that Collingwood continues to be a diverse employment community. NEXT MEETING The next meeting will take place on Tuesday June 23rd, 2009 at 4:00 pm in the Braniff Room, Town Hall. ADJOURNMENT On a Motion by Colin Travis, the meeting adjourned at 6:20 p.m. ______________________________ CHAIR DG: mg Economic Development Services Board Minutes - May 26, 2009 Page 4 of 4 38 of 56 Town of Collingwood 2009 Elvis Festival Services Board Minutes June 3, 2009 BOARD / STAFF Peter Dunbar –Director, Leisure Services - Regrets Rosemarie O’Brien, Elvis Festival Manager Michael Christie - Regrets Melissa Foley Len Walker Chris Stoutenburg Sue Nicholson - Regrets Peter de Vries - Regrets Michelle Federer - Chair Mandy Keast - Regrets Monica Gal, Recording Secretary A meeting of the Board of Directors of the 2009 Elvis Festival was held on Wednesday, June 3, 2009 at the hour of 11:10 a.m. in the McIntosh Room, Town Hall. CALL TO ORDER The Chair established that a quorum was present and called the meeting to order at 11:07 a.m. and welcomed all in attendance. ADOPTION OF THE AGENDA Moved by Chris Stoutenburg Seconded by Len Walker THAT the June 3, 2009 Agenda be adopted as amended. CARRIED DECLARATIONS OF CONFLICT OF INTEREST - Nil 39 of 56 ADOPTION OF THE MINUTES Moved by Len Walker Seconded by Melissa Foley THAT the May 27, 2009 Minutes be adopted as presented. CARRIED DEPUTATIONS WEBSITE – Chris Gough addressed the Board, provided an updated traffic report as to visits to the website which have increased by 40%. Len Walker noted that demonstrating such increase in traffic to potential sponsors is essential to market the Festival and the Website. Chris Gough explained that the newly formatted Virtual Festival will be launched shortly. The Board commended Mr. Gough on the Virtual Festival format. The Associate Venues will be featured on the Virtual Festival banner. The Board discussed issues pertaining to ticket sales from the website. The Board agreed that the issues are ongoing and that Mr. Jason Lavigne from Ticketbreak.com needs to speak with the Board. FINANCE BUDGET UPDATE - the Board expressed some concern that the Sponsorship revenue is coming in very slowly, although verbal commitments are in place. Michelle Federer agreed to have the Town’s Sponsorship funding transferred into the Sponsorship account. The Board is pleased that vendor registrations have exceeded expectations. TICKET SALES: (R. O’Brien)-See attached report for Festival Venues. Peter Dunbar requested that graphic ticket sales revenue need to be shown to Council by the end of June so that they can be somewhat assured that ticket sales are only marginally down as compared to the 2008 Festival. Associate Venues: Olde Town Terrace Legion Millennium Park Total for week ending Friday: Total To Date: $ 135.00 $ 0.00 $ 12.00 $ 147.00 $ 282.00 Complimentary Tickets and Passes - NIL Ticket Requests - NIL VIP Pass Requests - NIL Wristband Requests - NIL June 3, 2009 Elvis Festival Services Board Minutes Page 2 of 5 40 of 56 INVOICE PROCESSING Total for week ending: REPORTS SPONSORSHIP (J. Chomski) CHAIR’S REPORT Peter Dunbar explained that Ed Houghton, Director of Public Works is considering the Festival’s proposal to have the Festival secure the use of the Town’s buses for the Festival weekend. DIRECTOR’S REPORTS Beer Token idea – Len Walker elaborated on beer token proposal. Merchandising – Len Walker elaborated on discussions with South Paw Promotional Wear on a potential partnership proposal. Rosemarie O’Brien will speak with Ms. Sherry Kerr from Sirius Satellite Radio and request consideration for placing the Sirius Logo only on promotional or hang tag material. Survey Card – the Board discussed the amended Survey Card and its distribution method. Letter to hotels and B &B have been sent out. The Survey Card will be available at all events (shows); ticket office; all downtown venues and online. Melissa Foley has approached Georgian College to see if the Tourism students were interested in participating. Michelle Federer offered to advertise for Tourism Students to volunteer for the Elvis Festival. FESTIVAL MANAGER’S REPORT Rosemarie O’Brien Dwight Icenhower – Rosemarie O’Brien explained that Mr. Dwight Icenhower has contacted her to advise that he does not want to be a headliner and that he wishes to compete. Rosemarie O’Brien recommended releasing him from the commitment and allowing Mr. Jaime Aaron Kelly to take his place. The Board recommended that Rosemarie O’Brien contacts all ticket holders by email to advise in the change of the performance lineup. Moved by Peter Dunbar Seconded by Chris Stoutenburg THAT the Elvis Festival Board agrees to release Mr. Dwight Icenhower from his contract to appear in the Gayety Theatre Star Shine Series Saturday night show and replace with Mr. Jaime Aaron Kelly. CARRIED $ NIL June 3, 2009 Elvis Festival Services Board Minutes Page 3 of 5 41 of 56 Charles Stone – Elvis Presley’s tour manager – the Board agreed to have Mr. Stone attend as a VIP of the Festival. Tim Hendry show – GNE Show – Michelle Federer explained that Mr. Hendry’s Business Manager has contacted her staff, and that his attitude and demeanor towards her staff was inappropriate. The Festival maintains its position that the proposed shows contravenes the policy and that the deadline expired on May 6th. Ticketbreak.com – Ticketing Issues - the Board discussed the ongoing issues with the ticketing system and agreed that a meeting with the company’s head of Information Technology – Mr. Jason Lavigne should be scheduled ASAP. The Chair agreed to draft an email and include Michelle Federer in the teleconference with Mr. John Derlis and Mr. Jason Lavigne. Tribute Artists registered to date – 112 as compared to 120 for same time in 2008 Festival. Dinner Host program – Good Eatin’ Tonight Coupons – the Board reviewed and amended the Dinner Coupons. James Begley’s concert to support MS – the Board approved having Rosemarie O’Brien attend the event at a total expense of less than $250 dollars. Mrs. O’Brien will be promoting the Starshine Series shows during that concert. Moved by Len Walker Seconded by Chris Stoutenburg THAT Rosemarie O’Brien attends the James Begley MS Concert in June.. CARRIED ASSOCIATE VENUE REPORT (R. O’Brien) Georgian Manor Resort – confirmed Progress Club – the Board discussed the Progress Club’s request for the Festival’s consideration to discount the cost of their venue license as their venue size has been significantly reduced. The Board discussed the request and determined that Progress Club members will be offered a 10% discount on tickets to other Festival events. MEDIA/MARKETING COMMITTEE Susan Nicholson, Michelle Federer Final Agreement has been received from Celebrate Ontario. SITE CONTROL Michelle Federer Staffing – KAS Chart will be completed by later in the week. Volunteers – 2nd volunteer information session was held the week of May 29th June 3, 2009 Elvis Festival Services Board Minutes Page 4 of 5 42 of 56 Security – no issues at this time VIP Events – Melissa Foley is waiting for VIP room contract to be signed. VENDOR REPORT – Chris Stoutenburg advised that vendor booths have exceeded expectations. OPERATIONS (C. Stoutenburg) Catering Contract – being worked out. Rentals – some of the rentals not available through Happenings Party Rentals will be supplied from the Stayner Lions’ Club. Parking & R.V. – Courthouse Parking lot has been retained for the Clambake event. Midway – Rosemarie O’Brien explained that GTA Midway has expressed an in interest in returning as the 2009 Midway Operator. Sobey’s controls the lot; Site diagram is required - Chris Stoutenburg noted the requirements NEW BUSINESS Production meeting – the Board will schedule the 1st production meeting for mid June. NEXT MEETING The next meeting of the 2009 Elvis Festival Board will take place on Wednesday, June 10, 2009 at 11:00 a.m. in the Braniff Room, Town Hall. ADJOURNMENT There being no further business to discuss, on a Motion by Len Walker, the meeting adjourned at 1:30 p.m. ____________________________ CHAIR PD: mg June 3, 2009 Elvis Festival Services Board Minutes Page 5 of 5 43 of 56 Town of Collingwood 2009 Elvis Festival Services Board Minutes June 17, 2009 BOARD / STAFF Peter Dunbar –Chair, Director, Leisure Services Rosemarie O’Brien, Elvis Festival Manager Michael Christie - Regrets Melissa Foley Len Walker Chris Stoutenburg Sue Nicholson Peter de Vries - Regrets Michelle Federer Mandy Keast Monica Gal, Recording Secretary CONTRACTOR: Chris Gough – Website A meeting of the Board of Directors of the 2009 Elvis Festival was held on Wednesday, June 17, 2009 at the hour of 11:10 a.m. in the McIntosh Room, Town Hall. CALL TO ORDER The Chair established that a quorum was present and called the meeting to order at 11:07 a.m. and welcomed all in attendance. ADOPTION OF THE AGENDA Moved by Michelle Federer Seconded by Sue Nicholson THAT the June17, 2009 Agenda be adopted as amended. CARRIED 44 of 56 DECLARATIONS OF CONFLICT OF INTEREST - Nil ADOPTION OF THE MINUTES Moved by Chris Stoutenburg Seconded by Melissa Foley THAT the June 3, 2009 Minutes be adopted as presented. CARRIED FINANCE The Board discussed the Starshine Series shows at the Gayety Theatre and agreed to conduct a profitability Analysis on that venue. The Board noted that the Gayety Theatre is also reserved as a contingency venue if the weather requires moving some of the outdoor events indoors. The Chair explained that the Kids Fest and Clambake venues need to demonstrate to the Town of Collingwood that they have secured a Rider for those events as part of their Proof of Insurance. BUDGET UPDATE – next update June 24th TICKET SALES - A comprehensive ticket sales comparison will be presented to Council at their June 29th meeting. Associate Venues • Olde Town Terrace • Legion • Millennium Park Total for week ending Friday: Total To Date: $ 51.00 $ 0.00 $ 0.00 $ 51.00 $ 333.00 Complimentary Tickets and Passes VIP Ticket Requests – Mandy Keast explained that she has sent out an email to Council requesting that they submit their requests for VIP Passes and tickets and that she will follow up with a second email. The Board also recommended that in future, ticket and passes requests from Staff, etc. should be channeled through Department Heads. Mandy Keast will draft a protocol for review. Ticket Requests – Rosemarie O’Brien explained that she had received a special request as well as a request from staff for Complimentary Tickets to specific shows. Michelle Federer explained that she had received a request for Complimentary Tickets from an organization representing a Special Needs organization. The Board agreed to the following: June 17, 2009 Elvis Festival Services Board Minutes Page 2 of 5 45 of 56 Staff Request - two tickets to Trivia Concert – the Board declined the request. Special request - one ticket to Saturday night show – to be discussed at the June 24th meeting. Special needs – 5 tickets to the Starshine Series agreed by the Board. INVOICE PROCESSING (R. O’Brien) • • • • • • • Saunders (Inv#784671) - $9.03MK/PD Holiday Inn Express - $7,437.10 MK/PD Lodges at Blue Mountain – re Security - $5,832.00 PD Ontario Place Performers - $5,200.00 (8 performers & band)SN/MF Karla Begley Foundation - $60.00 (2 tickets @ $30) TD Visa – (Inv. June 5/09) - $58.13MK/PD Bell Canada (Watts Line) - $169.67 MK/PD $ 18,765.93 Total for week ending: The above identified Invoices were initialed and signed by the Chair. REPORTS SPONSORSHIP - Susan Nicholson advised that the Programme is in publication mode. Justine Chomski has confirmed that she continues to pursue securing a Wine sponsor that will supply wine for the VIP Room. CHAIR’S REPORT - NIL DIRECTORS’ REPORTS VIP Event Summary – Melissa Foley and Susan Nicholson will be meeting with representatives from Metro on Wednesday, June 24th to finalize the plans for the VIP Room. Photo shoot of the pre/post event to be coordinated with Chris Stoutenburg Canadian Mist for the VIP – connection with Canadian Mist has been established. Survey Card – The Board reviewed Melissa Foley’s Survey Card Summary and requested that she speaks with the lowest bidder to see if they were interested in sponsoring the Survey Card. Festival Merchandize – the Board discussed how to ensure that the projected $3500 revenue from Merchandize sales is achieved in view of the fact that a merchandiser has yet to be found. FESTIVAL MANAGER’S REPORT (R. O’Brien) Gayety Saturday night show – change to line-up – calls have been made June 17, 2009 Elvis Festival Services Board Minutes Page 3 of 5 46 of 56 Ontario Place – finalized BIA Red Carpet Program – June 26-28 – Rosemarie O’Brien agreed to participate on behalf of the Festival on Saturday. Dean Vegas – the Board approved to pay $3000.00 Cdn for Dean Vegas’ airfare. Trophies / Plaques– $1752.85 Moved by Chris Stoutenburg Seconded by Len Walker to accept South Paw. THAT the Elvis Festival Board awards the contract to supply Trophies and Plaques in the amount of $1752.85. CARRIED Elvis Tribute Artists registered – 116 including Headliners Production Meeting & Schedule - June 23rd @ 10 a.m. Chris Stoutenburg reviewed the program schedule for the production meeting. The Chair noted that in future, a Project Management program will allow even more detailed schedule. Souvenir Program –Donation Cheque for Youth Lounge – received Cell Phones – The Chair will secure 6 Cell Phones for the Festival weekend. ASSOCIATE VENUE REPORT (R. O’Brien) Moguls paid in full Tim Horton’s – returns as Lounge Rusty’s at Blue – Café – invoiced WEBSITE- Chris Gough advised that he continues to update and upload information onto the website. MEDIA/MARKETING COMMITTEE (S. Nicholson, M. Federer) - agreement has been forwarded to the Clerks’ Services. The Board finalized the location of the Media booths. Susan Nicholson will send out an email notifying that all Media needs to be accredited. SITE CONTROL (M. Federer) Staffing – Job fair week of June 22nd Volunteers Security VENDOR REPORT (C. Stoutenburg) – full. OPERATIONS (C. Stoutenburg) Shuttle Services – Chris Stoutenburg explained that he has been speaking with Kristofer Wiszniak, and arranging the Public Transportation. Paid officers required to assist as crossing guards to Millenium Park / as Ride for Site. June 17, 2009 Elvis Festival Services Board Minutes Page 4 of 5 47 of 56 Site Plans Parking & R.V. Parking - Robinson’s Parking Lot - Susan Nicholson will speak with Mark Robinson. The Board discussed parking requirements for VIP’s, etc. Pancake Breakfast – Rosemarie O’Brien explained that United Way of South Georgian Bay has declined to participate at the Festival. Len Walker will speak with potential provider. Midway- Rosemarie O’Brien explained that GT Midway is returning, and that she is still awaiting confirmation from Sobey’s for permission to use the former Price Chopper Parking Lot. NEXT MEETING The next meeting of the 2009 Elvis Festival Board will take place at the Call of the Chair. ADJOURNMENT There being no further business to discuss, on a Motion by Susan Nicholson, the meeting adjourned at 1:30 p.m. ____________________________ CHAIR PD: mg June 17, 2009 Elvis Festival Services Board Minutes Page 5 of 5 48 of 56 Town of Collingwood 2009 Elvis Festival Services Board Minutes June 24, 2009 BOARD / STAFF Peter Dunbar –Chair, Director, Leisure Services Rosemarie O’Brien, Elvis Festival Manager Michael Christie - Regrets Melissa Foley - Regrets Len Walker Chris Stoutenburg Sue Nicholson Peter de Vries - Regrets Michelle Federer Mandy Keast Monica Gal, Recording Secretary CONTRACTOR: Chris Gough – Website A meeting of the Board of Directors of the 2009 Elvis Festival was held on Wednesday, June 24, 2009 at the hour of 11:10 a.m. in the Leisure Services Conference Room, Town Hall. CALL TO ORDER The Chair established that a quorum was present and called the meeting to order at 11:07 a.m. and welcomed all in attendance. ADOPTION OF THE AGENDA Moved by Seconded by THAT the June 24, 2009 Agenda be adopted as amended. CARRIED 49 of 56 DECLARATIONS OF CONFLICT OF INTEREST - Nil ADOPTION OF THE MINUTES Moved by Seconded by THAT the June 17, 2009 Minutes be adopted as presented. CARRIED DISCUSSION Tokens – the Board agreed to Len Walker’s recommendation to proceed with the purchase of tokens for the Festival as any further delay would jeopardize timely receipt of said Tokens. Chris Stoutenburg explained that printed ‘beer tickets’ cost the Festival 3,000 dollars for the 2008 Festival. The Board believes that using reusable tokens is deemed to be a positive impact on the economic and environmental sustainability pillars. Moved by Susan Nicholson Seconded by Michelle Federer THAT the Collingwood Elvis Festival Board approves the purchase of tokens for the 2009 Elvis Festival. CARRIED Merchandising – Len Walker explained that the owner of Balloon Expressions have agreed to come on Board as the merchandising partner for the 2009 Elvis Festival. Millennium Park - The Board discussed the Special Event Application is an extension of the Collingwood Elvis Festival for the Clambake at Millennium Park. Fencing – Chris Stoutenburg recommended that the fencing panels be fitted with special (u-fittings) at the top of the fence panels as they will assist in the install and taken down of the fencing. FINANCE - BUDGET UPDATE – TICKET SALES Complimentary Tickets and Passes – the Board agreed that ticket requests from Staff should be channeled through Department Heads and that for the 2010 Festival, that a formal policy be implemented. Special request ticket - the Board agreed to provide the requested ticket to the Saturday Night Show at the Arena. Ray Michaels – the Board declined the request Ticket Sales Training - Susan Nicholson, Michelle Federer and Rosemarie O’Brien June 24, 2009 Elvis Festival Services Board Minutes Page 2 of 3 50 of 56 will participate at the Ticket Sales training session which is scheduled for Monday, June 29th at Ticketbreak.com in Barrie. Trailer for selling tickets – Chris Stoutenburg explained that the trailer used to sell tickets during the Festival weekend needs some repairs, the Chair recommended that Chris Stoutenburg schedules the work. Production meeting – went well. REPORTS SPONSORSHIP - Susan Nicholson recommended that the Festival reduces its Media Buy, thus reducing its expenses by $4,000 dollars. Moved by Susan Nicholson Seconded by Chris Stoutenburg THAT the Elvis Festival Board agrees to cut the media budget by $4,000 dollars. CARRIED The Chair explained that he approved some overtime for the production of the Elvis Festival Program produced by the Collingwood Connection. CHAIR’S REPORT Sirius Satellite Radio – Festival Manager O’Brien advised that they would be meeting with Ms. Sherry Kerr from Sirius Satellite Radio on Thursday, July 2nd. Cell Phones – The Chair secured Cell Phones from Bell. Michelle Federer will organize recognition for the donation by Bell to the Festival. WEBSITE- Chris Gough advised that he continues to update and upload information onto the website. Videotaping of Launch at Ontario Place – Rosemarie O’Brien explained that Mr. Eric Rudd had offered to videotape in HD the launch of the Festival at Ontario Place, the Board declined the request. NEXT MEETING The next meeting of the 2009 Elvis Festival Board will take place on Thursday, July 2nd at 9:00 a.m. in the Braniff Room, Town Hall. ADJOURNMENT There being no further business to discuss, on a Motion by, the meeting adjourned at 12:15 p.m. ____________________________ CHAIR PD: mg June 24, 2009 Elvis Festival Services Board Minutes Page 3 of 3 51 of 56 REPORT #: DATE: SUBMITTED TO: SUBMITTED BY: SUBJECT: LS2009-06 July 6, 2009 Mayor & Members of Council Peter Dunbar Collingwood Grain Terminal Hopper Removal 1. RECOMMENDATION: THAT Council receive Staff Report LS2009-06 and accept the recommendation for Greenspoon Specialty Contracting as the successful proponent of Tender No. LS2009-15 and award the contract to complete the removal of the hopper and grain shaker along with associated enclosure and ducting from the top of the grain terminals. The total bid price is $26,050.00 before GST. Under the direction of Leisure Services, Stragis Environmental Services will provide ongoing contract administration and project supervision to ensure a successful and timely execution of the project. 2. SUMMARY AND BACKGROUND: Tender No. LS2009-15 was called by Leisure Services for removal of a hopper and grain shaker from the roof of the grain terminals. The removal of this equipment and the associated enclosure and ductwork is necessary to ensure the continued safety of the area surrounding the Terminals. Some of the structural support work for this equipment shows significant deterioration and there has been some concern over its integrity. Stragis Environmental Services was contracted to provide engineering support for the project and were primarily responsible for the development of the Tender documents. Six qualified contractors were invited to bid on the project and all six attended the pre-bid meeting. The Tender closed at 1:00 p.m. on June 11, 2009 with three bid submissions. Each of the bids were reviewed for adherence to the submission requirements by staff, and then evaluated against the technical requirements of the contract by Stragis Environmental Services (report attached). 52 of 56 The lowest bid was provided by Greenspoon Specialty Contracting with a bid price of $26,050.00 before GST. This contractor has illustrated an understanding of the project and has been deemed capable of performing the work through the consultant’s evaluation. 3. SUSTAINABILITY CONSIDERATIONS: Sustainability Check List: 1. Is this item currently identified in the SCP or Strategic Plan? Yes No Yes No 2. Does it fulfill the sustainability mission/vision of the Town of Collingwood? 3. Is regulatory compliance mandatory? Yes No If yes, proceed to #1 next section. 4. Negative impacts on any of the four (4) sustainability pillars (economic, social, environmental, cultural)? Social Yes No Explain: The condition of the public area around the Terminals will be improved to maintain a safe meeting place and focal point for residents and visitors. Cultural Yes No Explain: The grain terminals have become a backdrop for many cultural events and are identified by visitors. Environmental Yes No Explain: The material and equipment to be removed from the terminals will as much as possible be recycled and the historic grain shaker preserved for future display purposes. Economic Yes No Explain: Visitors and potential business developers identify with the grain terminals and their integrity must be maintained. 5. Is funding available from external source(s)? Or is funding committed from internal source(s)? Yes No If yes, proceed to next section # 1. 6. Does it advance other initiatives? Total Score: 1. Regulatory compliance is mandatory or funding is available (If so, action will automatically receive 6 points): 6 2. Positive impacts on sustainability pillars (up to 4 points): 4 3. Action advances other initiatives (1 point): Total Score: 10 Yes No 53 of 56 4. CONCLUSIONS: For actions that score 4 points, or higher it is recommended that they proceed. Action to proceed Action not to proceed at this time Action to be bundled with: Water and Storm Sewer improvements (to accomplish a moderate payback period, actions with short and medium or long paybacks should be bundled for implementation) 5. DISCUSSION: Due to the potential for a serious incident should the structural components supporting this equipment fail, it is recommended that this project proceeds immediately. 6. DEPARTMENT HEAD REVIEW: • The draft report was discussed at Department Heads on June 30th and recommended to proceed to Council on July 6th. 7. EFFECT ON TOWN FINANCES: Greenspoon Specialty Contracting bid price of $26,050.00 plus GST 8. DISPOSITION: To be implemented upon approval of the awarding of the tender bid to Greenspoon Specialty Contracting. 9. APPENDICES: None Attached - Stragis Environmental Services Report Respectfully submitted, Peter Dunbar, B.S. Ed., H.R.T., CMMIII Director of Leisure Services 54 of 56 24 June 2009 Town of Collingwood 97 Hurontario St. P.O. Box 157 Collingwood ON L9Y 3Z5 Attention: Mr. Peter Dunbar File No. 09-1014 RE: Collingwood Grain Terminal Hopper Removal Project Contract No. LS2009-15 Dear Mr. Dunbar: Stragis Environmental Services Inc. (Stragis) is pleased to provide the following tender evaluation for the above referenced project. The Town of Collingwood retained Stragis to prepare and distribute tender documents for the Collingwood Grain Terminal Hopper Removal Project. Six (6) qualified contractors were invited to bid. A mandatory meeting was held on 1 June 2009. Six (6) contractors attended the mandatory meeting. Original tenders were received to 13:00:00 on 11 June 2009 at the Town of Collingwood offices. Three (3) tenders were received. Tenders were reviewed as received with respect to Tender Form Price (not including GST) and submission of a bid deposit. All tenders were signed and dated. All tenders were checked for mathematical errors and omissions in the supporting information schedules. Any errors found were corrected prior to the final assessment of all Tender Prices. The lowest bid submitted on 11 June 2009 was by Greenspoon Specialty Contracting. Analysis of differing cost elements of the Tenders was considered. The final tender costs for the low bid were as follows: Bid Price1 Total Bid Price2 1. Costs do not include GST. 2. Total Bid Price, not including GST. In the opinion of Stragis, Greenspoon Speciality Contracting and their subcontractors are qualified to complete the scope of work detailed in the Tender. In conclusion, Greenspoon Specialty Contracting has provided the lowest price to complete the work, and has demonstrated through their unit prices in this Tender a clear understanding of site specific conditions associated with this project. $26,050.00 $26,050.00 55 of 56 1 It is therefore our recommendation that Greenspoon Speciality Contracting be awarded this work by the Town, subject to Council approval. Yours truly, STRAGIS ENVIRONMENTAL SERVICES INC. Craig T. Fisher, B.E.S. (Hon), CEPIT President 2 56 of 56