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HomeMy WebLinkAboutJanuary 20, 2025 - Waterfront Advisory CommitteeTHE CORPORATION OF THE MUNICIPALITY OF BAYHAM WATERFRONT ADVISORY COMMITTEE AGENDA TRACKLESS LOUNGE 56169 Heritage Line, Straffordville, ON Monday, January 20, 2025 5:00 p.m. 1. CALL TO ORDER 2. DISCLOSURES OF PECUNIARY INTEREST & THE GENERAL NATURE THEREOF 3. DELEGATIONS 4. ADOPTION OF MINUTES FROM PREVIOUS MEETING(S) A. Minutes of the Waterfront Advisory Committee Meeting held October 21, 2024 5. MATTERS OF BUSINESS A. Memo WAC-01/25 2025 Operating Budget Input B. Memo WAC-02/25 East Beach / Pier Capital Projects Update C. Memo WAC-03/25 Waterfront Advisory Committee-Led Education Events for 2025 D. Memo WAC-04/25 Waterfront Advisory Committee Schedule for Annual Committee Memos E. Memo WAC-05/25 Waterfront Advisory Committee 2025 Meeting Schedule 6. ADJOURNMENT THE CORPORATION OF THE MUNICIPALITY OF BAYHAM WATERFRONT ADVISORY COMMITTEE MINUTES TRACKLESS LOUNGE 56169 Heritage Line, Straffordville, ON Monday, October 21, 2024 5:00 p.m. PRESENT: CHAIR RAINEY WEISLER COMMITTEE MEMBERS SERGE PIETERS MARNI WOLFE ASHLEY CARDINAL VAL DONNELL ED KETCHABAW *Ex-Officio STAFF ATTENDANCE: CAO THOMAS THAYER CLERK MEAGAN ELLIOTT 1. CALL TO ORDER Committee Chair Weisler called the meeting to order at 5:00 p.m. 2. DISCLOSURES OF PECUNIARY INTEREST & THE GENERAL NATURE THEREOF No disclosures of pecuniary interest were declared. 3. DELEGATIONS 4. ADOPTION OF MINUTES FROM PREVIOUS MEETING(S) A. Minutes of the Waterfront Advisory Committee Meeting held July 15, 2024 Moved by: Committee Member Donnell Seconded by: Committee Member Pieters THAT the minutes of the Waterfront Advisory Committee Meeting held July 15, 2024 be approved as presented. CARRIED 5. MATTERS OF BUSINESS A. Memo WAC-11/24 re Council Decisions – WAC Recommendations to Council Moved by: Committee Member Donnell Seconded by: Committee Member Wolfe THAT Memo WAC-11/24 re Outcomes of Recommendations to Council be received for information. CARRIED 2 B. Memo WAC-12/24 re 2024 Education Sessions / 2025 Blue Flag Application Moved by: Committee Member Wolfe Seconded by: Committee Member Pieters THAT Memo WAC-12/24 re Education Sessions / 2025 Blue Flag Application be received for information; AND THAT consideration be given to the following types of educational programming in 2025:  Make a pledge campaign  Photography contest  Water safety training CARRIED C. Memo WAC-13/24 re East Beach Risk Assessment Update Moved by: Committee Member Donnell Seconded by: Committee Member Cardinal THAT Memo WAC-13/24 re East Beach Risk Assessment Update be received for information. CARRIED D. Memo WAC-14/24 re 2025 Committee Meeting Schedule Moved by: Committee Member Pieters Seconded by: Committee Member Cardinal THAT Memo WAC-14/24 re 2025 Committee Meeting Schedule be received for information; AND THAT the first meeting of 2025 will take place on January 20, 2025. CARRIED 6. ADJOURNMENT Moved by: Committee Member Wolfe Seconded by: Committee Member Donnell THAT the Waterfront Advisory Committee Meeting be adjourned at 6:05 p.m. CARRIED CHAIR CLERK MEMO WATERFRONT ADVISORY COMMITTEE TO: Waterfront Advisory Committee FROM: Thomas Thayer, Chief Administrative Officer DATE: January 20, 2025 MEMO: WAC-01/25 SUBJECT: 2025 OPERATING BUDGET INPUT BACKGROUND The Municipality of Bayham operates a split budget process each year. In general, the draft Capital Budget is considered at a Special Budget meeting in October, while the draft Operating Budget is considered at a Special Budget meeting in the following January. In 2025 and due to the upcoming call date on the remaining debt associated with the HMCS Ojibwa, the 2025 Operating Budget has yet to be drafted and posted for public consumption. It is planned at this time for the Operating Budget to be drafted in February, posted in March, and considered by Council at a Special Meeting in late March or early April, after Council provides direction regarding the Ojibwa’s debt. DISCUSSION Given the delay in Budget preparations, the Waterfront Advisory Committee (WAC) has the opportunity to provide additional input to staff and recommendations to Council in regards to budget lines associated with the East Beach. The Tourism page of the 2024 Operating Budget is attached for informational purposes. The Tourism budget is East Beach-specific and includes revenue sources and regular, annual expenditure categories that cover staff and contractor costs to maintain the East Beach in a manner consistent with Blue Flag requirements, along with utility costs and the annual Blue Flag application fee. Staff have received comment from WAC members regarding certain operational aspects of the East Beach, including accessible washrooms – additional units and further protection from vandalism – and additional water quality testing. Staff advise that additional washroom could be added to 2025 along with an enclosure for protection; however, the current accessible washroom is on the assessable path. Annually this would add $1,290.08 for washroom and estimated $1,500 for material/plus labour to complete a two-washroom enclosure. With respect to additional eColi water testing, the concern was in regards to adverse result that is not retested and rectified until the following week, and therefore affects beach use on the weekend. This is a timing matter for effectiveness. We have testing on Mondays and receive results on Thursdays. If there is an adverse result, a resample could be done and delivered for testing on Friday, which means a result is received Sunday or Monday, thereby affecting the majority or all of a weekend anyways. Timing is still an issue and a retest is not deemed to be effective to ensure a retest before a weekend. This said, the costs are $147 plus staff time and/or courier services for an additional test. Staff recommend against this. ATTACHMENTS 1. Tourism Budget from 2024 Operating Budget RECOMMENDATION THAT Memo WAC-01/25 re 2025 Operating Budget Input be received for information; AND THAT the Waterfront Advisory Committee make recommendations, if any, to Council regarding the 2025 Operating Budget. By-law No. 2024-29 Schedule "B" 5015-4120 Sundry $778 $1,549 $564 $20 $0 $0 $0 $0 5015-4170 Lease Revenues $0 $12,483 $15,000 $15,000 $15,000 $15,000 $15,000 $15,000 $778 $14,032 $15,564 $15,020 $15,000 $15,000 $15,000 $15,000 5015-5100 Salaries & Wages $8,254 $4,507 $8,361 $6,797 $12,145 $12,387 $9,635 $9,828 5015-5110 Statutory Benefits $0 $1,104 $1,126 $1,148 $1,171 5015-5210 Utilities $3,305 $7,131 $7,204 $5,886 $6,000 $6,000 $6,000 $6,000 5015-5230 Brochures $1,058 $1,500 $1,500 $1,500 $1,500 5015-5240 Advertising $1,464 $1,512 $2,194 $2,185 $4,200 $4,200 $4,200 $4,200 5015-5250 Association & Membership $1,200 $7,350 $1,300 $1,250 $6,500 $6,500 $6,500 $6,500 5015-5270 Beautification $5,008 $4,924 $14,151 $11,329 $8,000 $8,000 $8,000 $8,000 5015-5290 Beach Maintenance $30,818 $30,568 $36,078 $36,004 $25,000 $25,000 $38,000 $38,000 $51,107 $55,992 $69,289 $63,451 $64,448 $64,713 $74,984 $75,199 2025 Budget 2021 Actuals 2022 Budget Tourism 2024 Budget Municipality of Bayham 2023 Budget 2023 Actuals Revenues 2022 Actuals Expenditures 2020 Actuals 1 MEMO WATERFRONT ADVISORY COMMITTEE TO: Waterfront Advisory Committee FROM: Thomas Thayer, Chief Administrative Officer DATE: January 20, 2025 MEMO: WAC-02/25 SUBJECT: EAST BEACH / PIER CAPITAL PROJECTS UPDATE BACKGROUND At its July 15, 2024 meeting, the Waterfront Advisory Committee (WAC) received Memo WAC- 10/24 re 2025-2034 Port Burwell East Beach / Pier Capital Items. The WAC passed the following motion, and recommendation to Council. Moved by: Committee Member Donnell Seconded by: Committee Member Wolfe THAT Memo WAC-10/24 re 2025-2034 Port Burwell East Beach / Pier Capital Items be received for information; AND THAT the Waterfront Advisory Committee recommends to Council that Capital item PR-02 be amended to remove the beach playground equipment from the 2025-2034 Capital Budget; AND THAT the Waterfront Advisory Committee recommends to Council that Capital item PR-13 be moved to 2025. Memo WAC-10/24 made reference to the following capital items in respect of the East Beach and pier:  FA-09 – Port Burwell East Beach Washroom Expansion – $575,000 (2025 & 2028)  PR-02 – Playground Equipment - $75,000 (2031)  PR-06 – Electric Charging Station – $20,000 (2029)  PR-11 – East Pier Rehabilitation – $325,000 (2025 & 2026)  PR-13 – Beach Accessibility – $50,000 (2027)  PR-14 – Beach Shade Structure – $80,000 (2027) DISCUSSION This Memo provides a staff update on capital items in the 2025-2034 approved-in-principle Capital Budget. FA-09 – Port Burwell East Beach Washroom Expansion Aside from staff commencing preliminary discussions with an engineer on this file, and a preliminary site meeting to discuss the building’s location and options for expansion, no further work has been completed thus far. It is expected that the WAC will be engaged during the design process to provide input regarding amenities, either prior to Council consideration or upon referral by Council to the WAC for comment. PR-02 – Playground Equipment At its November 13, 2024 Special Capital Budget meeting, Council considered the WAC’s recommendation to remove the East Beach playground equipment from the 2025-2034 Capital Budget. Council passed the following motion, in part: Moved by: Councillor Emerson Seconded by: Councillor Chilcott THAT Report TR-14/24 re 2025-2034 Capital Budget - Draft be received for information; AND THAT Council approve in principle the 2025-2034 Capital Budget presented with the following edits:  (…)  Amend PR-02 to remove the playground from the East Beach and replace it with a playground at the Port Burwell Memorial Park The budget request for East Beach playground equipment has been removed from Capital Item No. PR-02 and, as it is now proposed for the Port Burwell Memorial Park, it is outside the scope of the WAC. PR-13 – Beach Accessibility Upon receiving the recommendation from the July 15, 2024 WAC meeting, Council referred the discussion to the Capital Budget Special Meeting, and ultimately left PR-13 as a 2027 item. A WAC member inquired with staff about another accessibility solution – Amphibious Wheelchairs. Amphibious Wheelchairs would require additional staff resources for bookings and in-water monitoring. Staff note these are generally used in part with lifeguards and could result in extra liability regarding use, operation, and monitoring. Council received Report CAO-48/24 re Updated Beach Risk Assessment at its November 6, 2024 meeting. The WAC saw this Risk Assessment in Memo format on October 21, 2024 by way of Memo WAC-14/24. Council ultimately has not allocated the resources for increased beach staff or lifeguards. There is a maintenance cost component as well to consider. Staff note that there is nowhere to store these devices either, either at the East Beach during the season, or in another facility off-season. Staff, at this time, have no appreciable progress to advise upon with respect to Capital Item Nos. PR-06, PR-11, and PR-14. RECOMMENDATION THAT Memo WAC-02/25 re East Beach / Pier Capital Projects Update be received for information. MEMO WATERFRONT ADVISORY COMMITTEE TO: Waterfront Advisory Committee FROM: Thomas Thayer, Chief Administrative Officer DATE: January 20, 2025 MEMO: WAC-03/25 SUBJECT: WATERFRONT ADVISORY COMMITTEE-LED EDUCATION EVENTS FOR 2025 BACKGROUND As a component of the annual Blue Flag application, applicants identify at least five (5) anticipated activities for the upcoming calendar year, and five (5) from the previous year. Further details on 2024 events were provided in Memo WAC-12/24 re 2024 Education Sessions / 2025 Blue Flag Application. The WAC received this Memo at its October 21, 2024 meeting and passed the following motion: Moved by: Committee Member Wolfe Seconded by: Committee Member Pieters THAT Memo WAC-12/24 re Education Sessions / 2025 Blue Flag Application be received for information; AND THAT consideration be given to the following types of educational programming in 2025:  Make a pledge campaign  Photography contest  Water safety training DISCUSSION Since receipt of Memo WAC-12/24 was received, staff have submitted the 2025 Blue Flag Application. Staff included a few placeholder educational items based on previous year’s applications with the understanding that actual events in a given year can differ from those identified in the application. Based on the October 21, 2024 discussion and motion by the WAC, there is interest for WAC- led initiatives including a photography context, make-a-pledge campaign, and pre-season beach clean-up. If interest for any of these programs still exists, this Memo provides the forum for WAC discussion about how to implement some of these ventures. It is important to start planning early for any education program or event led by the WAC due to required staff input and coordination, and other ongoing staff resource time pressures. With respect to the photography context and make-a-pledge campaign, it is imperative that WAC members conduct necessary background research on these programs and how they have been deployed in other areas to add to the overall discussion and capacity for these programs, and to assist staff. WAC members are encouraged to bring information or ideas regarding any of these programs to the January 20, 2025 meeting for discussion. The Municipality intends to lead a flag-raising in 2025 should Bayham once again be successful in its 2025 Blue Flag application. RECOMMENDATION THAT Memo WAC-03/25 re Waterfront Advisory Committee-led Education Events for 2025 be received for information. MEMO WATERFRONT ADVISORY COMMITTEE TO: Waterfront Advisory Committee FROM: Thomas Thayer, Chief Administrative Officer DATE: January 20, 2025 MEMO: WAC-04/25 SUBJECT: WATERFRONT ADVISORY COMMITTEE REPORT SCHEDULE FOR ANNUAL COMMITTEE MEMOS BACKGROUND At the October 21, 2024 meeting, the Waterfront Advisory Committee (WAC) engaged in some discussion about a Memo outlining the meetings and what regular Memos, if any, would generally be expected to be presented to the WAC at those times. DISCUSSION In accordance with its Terms of Reference, the WAC holds four (4) regular meeting each year:  January  April  July  October Staff have endeavoured thus far to consistently schedule the receipt of Memos by the WAC for each meeting quarter. The general outline regarding standard Memos is as follows: January 1. Education sessions for the upcoming season / year 2. Setting of 2nd, 3rd, and 4th meeting for the year April 3. Start of season report July 4. Beach Tour 5. Capital Budget input October 6. End of season report / suggestions for education events 7. Operating Budget input 8. Set 1st meeting of next calendar year There are eight (8) regular Memos every year, with a number of additional Memos either by Committee Member request, Council referral, or on staff initiative. From any Memo, the WAC may make recommendations to Council. A Memo outlining Council’s decision is generally brought back to the next WAC meeting. WAC members also make requests to staff regarding information they would like to have further discussion about at an upcoming meeting. These are included as deemed necessary by staff, but are not considered regular Memos as the topics vary. RECOMMENDATION THAT Memo WAC-04/25 re Waterfront Advisory Committee Report Schedule for Annual Committee Memos be received for information. MEMO WATERFRONT ADVISORY COMMITTEE TO: Waterfront Advisory Committee FROM: Thomas Thayer, Chief Administrative Officer DATE: January 20, 2025 MEMO: WAC-05/25 SUBJECT: WATERFRONT ADVISORY COMMITTEE 2025 MEETING SCHEDULE BACKGROUND In accordance with the Waterfront Advisory Committee’s (WAC) Terms of Reference, the Committee is to set the Regular Meetings at the first meeting of the year. The Terms of Reference states that the WAC meets quarterly. DISCUSSION It is recommended that the meetings take place in the first month of each quarter with the 3rd quarter meeting being on-site at the East Beach for an annual beach tour, weather-dependent. Monday, April 28, 2025; Monday, July 21, 2025; and Monday, October 20, 2025 are being proposed. The April meeting is scheduled one week later than usual due to the Easter long weekend and April 21, 2025 being Easter Monday. Additional meetings may be scheduled by the call of the Chair, if deemed necessary. RECOMMENDATION THAT Memo WAC-05/25 re Waterfront Advisory Committee 2024 Meeting Schedule be received for information; AND THAT the following meeting dates be the Regular Meetings for the Waterfront Advisory Committee for 2025:  Monday, April 28, 2025 at 5:00 pm (Trackless)  Monday, July 21, 2025 at 5:00 pm (Beach, weather-dependent)  Monday, October 20, 2025 at 5:00 pm (Trackless) AND THAT the first meeting of 2026 be scheduled at the October 21, 2025 meeting.