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THE MUNICIPALITY OF LAMBTON SHORES D.C.S. Report No. 17-2013 Wednesday, January 23, 2013 TO: FROM RE: Mayor Weber and Members of Council Brent Kittmer, Director of Community Services Council Chambers RECOMMENDATION: That the report be received for Council direction. REPORT At the January 10, 2013 Budget meeting Council allocated an additional $15,000 to the capital budget to be used for painting the interior of the Thedford Village Complex, and purchasing more permanent furniture for Council meeting. This addition of funds brought the total budget for work at the Village Complex to $25,000 for 2013. This change was reported in a local newspaper, and since that time staff has received negative feedback from some members of the public who do not agree with making any upgrades to the Village complex for the purposes of a conversion to formal Council chambers (see communication attached). To date the only modifications to the building have been the installation of the new sound system, and an overhead projector will be installed in the near future. Both of these changes serve as improvements to the building that will benefit more than just Council meetings. For example, these changes improve the room’s function as a training centre and the municipality’s Emergency Operations Centre. This report is presented to Council to provide an additional opportunity to discuss the future use of the Village Complex before staff moves forward with the changes that have been requested by Council. Current Use of the Thedford Village Complex When preparing this report, staff consulted with the Thedford Seniors and the Thedford Fire Department regarding their usage of the Village Complex. Presently the Thedford Seniors use the Village Complex to meet and play cards on Wednesdays and Saturdays. One of the pool tables is owned by the seniors, and while in the past, the pool tables were used by seniors on weekdays from 9:00 am to 10:00 am and on Thursday evenings from 7:00 pm to 10:00 pm during the winter months, we have received feedback that it is no longer used regularly. 85
As the pool tables are rarely used, staff has asked if the seniors would be agreeable to having their pool table relocated to the old Thedford Library location on a temporary basis to allow more room to accommodate the influx in attendance at recent Council meetings. After reading the report in the local paper the seniors have responded that they are not supportive of this change. The Fire Department uses the community room as a training centre and for their annual stag. As noted above, the improvements to the room made to date serve to improve the room as a training centre. In discussion with the Fire Department, staff has learned that one of the pool table is owned by the Department’s “Club 21” and is typically used once or twice per year. The Fire Department has submitted a letter of concern respecting any plans to make the Village Complex a formal chambers (see Attachment 3), and their concerns relate to building occupancy and their ability to access the building in the event that a fire call occurs during a Council meeting, due to parking congestion. The Fire Department makes a valid point respecting occupancy of the room. The listed occupancy for meetings (with chairs and table) is 115 persons, and at recent Council meetings this threshold is being approached. Options for dealing with this issue in the short term are presented below. The Village Complex is also rented for private functions such as family gatherings, meetings, birthday parties etc. The feedback that staff has received is that the Village Complex is the preferred location for these small gatherings as users find Thomas Hall at the Legacy Centre to be too large. As noted previously, staff has received feedback from a few members of the public that citizens donated their time and money to the construction of the Village Complex so that it could be used as a community meeting place and not as permanent Council chambers. A letter is attached to this report that expands on this concern further. Attachment #1 provides a breakdown of the 2012 rental hours for the Village Complex. Moving Forward Due to the concerns that have been raised by the public, staff are presenting this report as an opportunity to discuss the modification of the building for a formal Council Chambers, and to review alternative locations. In October 2012 staff presented report number DCS 103-2012 regarding the proposed plan to renovate the old Thedford Library location to a formal Council Chambers. That report was deferred to budget discussion in December, at which time, the capital project was deferred to 2017 with a budget of $73,000. When discussing how to move forward Council may want to give consideration to a short term and long term strategy. Recent Council meetings have seen an influx in gallery members, and, for example, Council may wish to consider temporarily moving to a larger venue until attendance drops to previous levels and then implement its long term preferred option. Some options to consider when discussing this matter are presented below: 86
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THE CORPORATION OF THE MUNICIPALITY
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Finance & Administration 8.8 TR Rep
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