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HomeMy WebLinkAboutJanuary 21, 2016 - Council - Addendum THE CORPORATION OF THE MUNICIPALITY OF BAYHAM COUNCIL MEETING ADDENDUM MUNICIPAL OFFICE Thursday, January 21, 2016 1. ADMINISTRATION A. Marni Wolfe re Straffordville Community Centre B. Ken Andrews re Outdoor Skating Rink Straffordville Mayor Ens and Members of Council, It was my original intention to put forth a delegation for the upcoming Public Council Meeting. The purpose of this letter is to update you on our progress and address some concerns that Council had in November. As of today, our committee has collected and submitted $79 215.00 of the$86 315.00 in sponsorships that we diligently sought out to utilize toward matching funds for the Canada 150 grant that Bayham was so fortunate to have been awarded. We are confident that the $7 100.00 remaining will be materialized, as we have kept in close contact with all sponsors and they have ensured us that they remain committed to the project. One sponsor is providing a donation of$5000.00 that will be paid annually for the next five years. We have secured $17 250.00 through in-kind work revolving around mold remediation and excavation. This bring the grand total thus far to$108 565.00. Our committee has worked very hard to materialize these monies and we remain devoted to generating additional funds for this project. We have been actively sourcing out new sponsors and are in the midst of talks with several potential sponsors at this time. We want to ensure Council that we remain dedicated to this project and are very driven to realize our full potential in this endeavour. At this point in time, as Council reviews the CAO's report and the Engineer's list, we would respectfully ask that Council and Staff continue to keep an open line of communication with our committee in regards to decisions revolving around repairs. The sponsors have entrusted us with a significant amount of money and rely on our committee to advocate, making the best possible use of it. It is imperative that the renovations to the SCC begin in a timely fashion so that the hall can be operational. It will allow our committee to begin fundraising initiatives that will generate revenues to offset expenses to this facility. Our committee appreciates the opportunity to work collaboratively with Council and Staff to ensure this project is successful, and we ask that Council and Staff understand that the first priority is to address the issues that revolve around the "Do Not Occupy" order. We also ask that Council consider the most cost effective route to repairing the building. Our committee would like to continue to seek out in-kind work that revolving around the needs of the SCC. We are aware of WSIB and liability requirements to work on Municipal buildings and continue to seek in-kind donations by qualified professionals so that monies generated may be stretched to get the maximum value for the dollars donated. I would like to address concerns brought to my attention by members of Council regarding volunteers. I appreciate your concerns and realize that they are sincere. In fact, I began asking myself how we can recruit and retain volunteers so that they don't burn out and stop volunteering. I decided that I needed to do some research and have found the following information I gathered to be quite interesting: Most people respond to three levels of motivation. Basic Level:Self-serving drive Secondary Level:Relational drive Highest Level:Belief drive The basic level of recruiting is self-serving. People often join an organization because it meets their needs. That need may be for business,for friendship,for belonging or many other self-serving needs. The second level is relational. People also volunteer because of friendship. When a friend personally asks someone to volunteer, it is often hard to say, "No."Many people join an organization and work as volunteers because they were recruited by a friend. The advantage of having a recruiting team is that the synergy of brainstorming increases because we have just increased our sphere of influence. The third level is belief. The level of belief is the strongest level of commitment. When people volunteer because of their passion for a cause—they actually believe in our cause we have the strongest level of commitment. When people believe in the cause of the organization, even if that cause will cost them a great deal of personal sacrifice and pain, that is when the volunteer is highly motivated. This is true inner motivation that is on the level of Ghandi or Mother Teresa. People join and volunteer because they believe the cause is right. This is the highest level of motivation. At this point in time we have had 50+ people who have reached out to us expressing interest in volunteering on all levels, custodial, fundraising, etc. within our committee. I believe that these volunteers fall into the "belief" category stated above. They are passionate and feel strongly about our goals. These volunteers will be our motivators, in that they will help us gather more volunteers that fall into the other two categories. We are also seeking student volunteers that will be paired up with adults for supervision purposes. We will target high school students in particular; as they are mandated to complete community service hours in order to graduate from high school. As a Martial Arts Instructor I have provided volunteer hours to many students over the years and feel this would benefit us strongly. Not only would they be satisfying their mandate, but they would be experiencing a deeper sense of community through helping with future fundraising initiatives that are intended to pull the community together. We plan to praise our volunteers and give them recognition on a regular basis, as this is a proven method for retention. Below are some additional ideas that I found through research that we intend to utilize to prevent volunteer burnout: 1. Recruit teams rather than individuals: Sharing the volunteer load with a team lightens the load. Team members are the best recruiters. Encourage them to recruit members to join them on the team to share the load. The New Breed very busy, professional, high capacity volunteer is much more likely to join a team than take on the sole responsibility for a role. 2. Create holidays: Students and teachers get holiday breaks. Workers get paid vacation. Why not volunteers? They need breaks from their role to get refreshed. One way to do this is to organize different shifts or time periods of commitment. 3. Organize tactically: Tactics are short term tasks. Not having enough volunteers for an event can lead to burnout when you ask too much from too few. Tactical planning is essential to make sure you have just enough volunteers, but not so many that people stand around with nothing to do. 4. Reconnect to purpose—think strategically:Volunteers need to feel that what they are doing is essential to the cause. 5. Recognize stamina diversity: Every volunteer is unique. Some are able to handle large amounts of work while others cannot carry such a heavy load. Being very aware of the tolerance levels of the volunteers and dividing up the work assignments accordingly will prevent burnout. 6. Remember that volunteers have other jobs,and they have a life outside of our committee. The best volunteers are often involved in many organizations in addition to ours, so that means they could be on volunteer overload and heading straight towards the burnout wall.The main thing is to keep volunteers feeling great about what they are doing. Volunteering on a regular basis will take everything volunteers are willing to give and often even more. We need to take these steps to make sure that we don't lose the best volunteers. Our intent is to register as a Not-For-Profit Group,we have been researching the various pros and cons of both Not-For-Profit and Charitable statuses. At this time we have not registered as we are still unclear of what direction Council is intending on going with the restoration of the SCC. We have consulted an accountant to translate the advantages and disadvantages of both avenues and are waiting for direction from Council before we move forward with the application. I would like to remind Council of the major benefit for utilizing the Not-For Profit Management model would be that it will reduce the SCC expenses by approximately$30 000.00. Another benefit will be the revenues we will generate from our future fundraising initiatives. At this time it is difficult to forecast what the actual dollar amounts will be in regards to fundraising, historically there has never been this type of initiative in place to generate revenues in this manner. What I do know for sure though, is that our committee is definitely driven, and passionate about this endeavor. We have proven this by making giant leaps in regards to sponsorships and we will continue with the same enthusiasm to promote the SCC fundraising initiatives. Lastly, I would like to respectfully recommend that Council consider approving a Community Calendar for our municipal website. Having a Community Calendar would enable all members of the municipality, including other groups and committees to have access to all events in the municipality. There are numerous committees and groups that host fundraising events and non-fundraising events. It would help the groups have a better understanding of what is going on, when it is happening, and where. This would also help with event planning, in that having a community calendar would hopefully prevent groups from booking events that run on the same day or timeframe, in turn giving all groups an equal opportunity to have a large number of participants at their events as there would most likely not be another event scheduled at the same time. Thank you for your time and the opportunity to present updates and address concerns. Best Regards Marni Wolfe c/o The Concerned Residents of Bayham January 19, 2016 E C JAN 2 . Proposal to The Municipality of Bayham Council muNiciP 1-rrY OF 8 y1AM Re:Outdoor Skating Rink for The Village of Straffordville Mayor Ens, Deputy Mayor Southwick, Councillors Breyer, Casier and Ketchabaw I have been advised by Laura Crandall of the Elgin StThomas Public Health office that an additional outdoor rink kit is available to the Municipality of Bayham.The following volunteers are in place and we can recruit others if neccessary. Ken Andrews 56107 Heritage Line Box 258 Straffordville, ON NOJ 1Y0 cell: 519-983-3829 (call or text) Brad Andrews 56102 Heritage Line Box 176 Straffordville, ON NOJ 1Y0 cell : 519-615-4252 (call or text) Pete Wiebe 9954 Plank Rd R1 Eden, ON NOJ 1H0 cell: 519-866-3569 (call or text) Mike Wolfe 55871 First St Box 59 Straffordville, ON NOJ 1Y0 cell : 519-550-5558(call or text) We suggest two possible sites for your consideration for the placement of the additional outdoor rink which is available. A The cement pad at the Straffordville Community Park This site is mostly lighted by a light mounted on the south end of the Community Centre(covers approximately 31 of the pad and if the LED light on the pole at the south end of the concession booth was activated this would provide lighting for the entire pad. If required additional supplemental lighting could come from a portable flood lamp(that we will provide)this flood lamp will require access to power panel at the Pavillion. Picnic tables in the pavillion would provide a place for skaters to put on their skates and to rest etc. B. The Ball Diamond at the Straffordville Community Park This site would be very well lit by use of the ball park lights, provided we can have access to them. This site also provides nearby benches and bleachers that could be used by skaters to put on their skates and to rest etc. We would look to the Straffordville Bayham Fire Department to provide water for initial flooding of the rink. Water required for maintenace of the rink will be brought to the site by us in plastic blue water containers (like those used for camping)from our personal home water supplies. Ms Crandall advised that this is a common practice at other outdoor rinks. Should you have any questions, please contact me at(519)983-3829(call or text)or by email at ka nd rews6644 rya h o o.ca Thankyou. (ae2t,LLUt"uk—N---- Ken Andrews