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COUNCIL REPORT

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Meeting date: January 15, 2018

Department: Community Services

Prepared by: Robert Lilbourne, Director

Reviewed by: Greg McClinchey, CAO

SUBJECT: Community Development Advisory Committee Minutes

RECOMMENDATION: THAT: Report PR01-2018 entitled Community Development Committee (CDAC) be received for information and further; THAT: Council concurs with the CDAC recommendations. BACKGROUND On January 3, 2018 the 1st meeting of the 2018 Community Development Advisory Committee (CDAC) was held. Below are the highlights of items the committee is currently working on and/or seeking approvals for. COMMENTS Presentation/Delegation/Petitions/Communications The Director shared with the Committee an invitation to attend the opening reception of the upcoming exhibit at Museum Strathroy-Caradoc. “A Monumental Undertaking” an exhibit highlighting the Funeral Rites and Cemeteries of Strathroy-Caradoc The reception will be on Thursday January 25, 2018 at 6:30pm PTP Terms of Reference The Director confirmed for the committee that the Terms of Reference had been updated to reflect

committee members as per the Appointments By-Law rather than by name in the document

MOTION: that CDAC recommends to Council the Progress Through Partnership Terms of Reference

for approval.

Moved By: A. Giffen Seconded By: M. Baker CARRIED.

CDAC Terms of Reference The Director confirmed for the committee that the Terms of Reference had been updated to reflect

committee members as per the Appointments By-Law rather than by name in the document

MOTION: that CDAC recommends to Council the updated CDAC Terms of Reference for approval.

Moved By: A. Giffen Seconded By: M. Baker CARRIED

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Winter Camp Update The committee was updated on the registration of the winter camp. The municipality is pleased with an average of 20 plus registrations per day. It was noted that the average number of campers per day exceeds the average number of campers per day during the summer camp.

Summer Camp Report The committee reviewed the Summer Camp report and were informed that the Aquatic Report would

follow the same template for consistency. The Director shared a presentation with the Committee

breaking down the report.

D. Grootjen suggested a camp reserve be created out of the profits of the camp. R. Lilbourne

responded that there was “no reserve fund for programming currently” and that this is something that

would need to be reviewed.

First Impressions Community Exchange The Director shared with the committee that the Municipality is working with OMAFRA and the First Impressions Community Exchange.

The municipality has provided a profile of Strathroy-Caradoc to the program and is currently waiting to be paired with a comparable community. Once a comparable community has been located, that community will then send a group of representatives to visit and rate our community based on their “first impressions.” In turn, representatives from Strathroy-Caradoc will then reciprocate by travelling to the paired community to do a review of that community.

FINANCIAL IMPLICATIONS Cost of the First Impressions Program is minimal including mileage, meals and accommodations if required.

ATTACHMENTS CDAC Minutes PTP Terms of Reference CDAC Terms of Reference Summer Camp Report

STRATHROY-CARADOC COMMUNITY DEVELOPMENT ADVISORY COMMITTEE (CDAC)

Committee Room 52 Frank St.

January 3, 2018 7:00 pm

AGENDA/Meeting Minutes 1. Call to Order

The meeting of the Community Development Advisory Committee was called to order at 7:00 pm. 2. Roll Call

Present: Greg McClinchey, Chief Administrative Officer Laura Welch, Member Chris Soares, Member Neil Flegel, Councillor Marie Baker, Councillor Marg Brown, Member Dave Grootjen, Member Bob Stewart, Member Gerry Adlington, Member Al Giffen, Member

Paul Lattimore, Supervisor of Recreation, Programs and Community Liaison Rob Lilbourne, Director of Parks & Recreation Leslie Pommer, Customer Service Coordinator Regrets: Lindsay Kernohan, Museum Curator Chesley Stone, Supervisor of Parks and Recreation Facilities Brad Richards, Deputy Mayor Steve Pelkman, Councillor 3. Declaration of Pecuniary Interest

None 4. Approval of Minutes

RECOMMENDATION: Moved by: D. Grootjen Seconded by: M. Brown THAT the minutes of November 1, 2017 be approved. CARRIED

5. Presentations/Delegations/Petitions/Communications a) Upcoming Exhibit

The Director informed the committee that a new exhibit entitled, “A Monumental Undertaking” will soon be on display in the Museum. An invitation was extended to committee members to attend the Opening Reception to be held on Thursday, January 25th at 6:30 p.m. The exhibit highlights Funeral Rites and Cemeteries in Strathroy-Caradoc.

6. Unfinished Business

a) Memorial Tree Policy/Program No Update.

b) Heritage Tree Program No Update.

c) PTP Terms of Reference – Action Required The Director confirmed for the committee that the Terms of Reference had been updated to reflect committee members as per the Appointments By-Law rather than by name in the document

MOTION: that CDAC recommends to Council the Progress Through Partnership Terms of Reference for approval. Moved By: A. Giffen Seconded By: M. Baker CARRIED

d) CDAC Terms of Reference – Action Required

The Director confirmed for the committee that the Terms of Reference had been updated to reflect positions and “To be elected by Committee” rather than committee members’ names. ACTION: R. Lilbourne to remove “As per the 2014 Appointments By-Law”. MOTION: that CDAC recommends to Council the updated CDAC Terms of Reference for approval. Moved By: B. Stewart Seconded By: G. Adlington CARRIED

7. Reports of Committees & Departments None.

8. New Business a) Winter Camp Update

The committee was updated that the Municipality was pleased with the registration numbers for the Winter Camp. Seventeen weekly campers were registered in addition to daily registrations including 4 Tuesday, 6 Wednesday, 5 Thursday and 4 Friday. It was explained that daily registration was unique to the Winter Camp to try and help increase registrations and had resulted in approximately 20 campers per day. Highlights included playing with the new Bubble Balls as well as skating. It was confirmed that a March Break Camp would be taking place but finding available staff maybe an issue that is being looked into. B. Stewart asked what the staffing ratios would be. Staff responded that 1-15 is acceptable for industry standards however; our camps run at a lower ratio.

b) Summer Camp Report The committee reviewed the Summer Camp report and were informed that the Aquatic Report would follow the same template for consistency. The Director shared a presentation with the Committee breaking down the report. D. Grootjen suggested a camp reserve be created out of the profits of the camp. R. Lilbourne responded that there was “no reserve fund for programming currently” and that this is something that would need to be reviewed. N. Flegel asked if registrations for the summer is ready as he had “friends who had bought camps for their grandkids for Christmas.”

c) First Impressions Community Exchange – Verbal Update The Director updated the committee that the municipality would be participating in the First Impressions Community Exchange program. At this point, the municipality has sent off a profile of Strathroy-Caradoc to the program and is currently waiting to be paired with a comparable community. Once a comparable community is found, that community will then send a group of people to visit and rate our community based on their “first impressions.” In turn, representatives from Strathroy-Caradoc will then reciprocate by travelling to the paired community to do a review of that community. The cost for the program will be minimal including meals and mileage. It is hoped that this exchange will take place in early June. M.Baker asked, “what the time commitment would be?” R. Lilbourne responded that it would hopefully be one full day including travel to and from but depending of distance may include an overnight.

d) Urban Design Guidelines – Verbal Update The committee was informed that Paul Hicks would be working with the Municipality to create a Urban Design Guideline and possibly update the About Face Façade Program.

e) Ball Hockey League – Verbal Update

An individual asked that the municipality run a ball hockey league and approached the department to have one created. A program was set up to run Sunday evenings in the West Middlesex gym starting on January 14th. It was reported that to date no one has registered for the program including the individual who requested the program.

f) Pursuit of Projects with Service Clubs The committee was informed that the department had compiled a list of potential projects over the past few months and that some groups have come forward asking for possible future projects available for their club to complete. R. Lilbourne confirmed that he had provided the Rotary Club with three or four ideas to expand the trail as they currently have a donor interested in finding ways to improve the trail. The Strathroy-Caradoc Lions Club and the Strathroy Optimist Club have both shown interest in assisting with the Sensory Park Project. The Director commented that by having a list of potential projects ready that this is a change from past practice where groups came up with their own projects and then the municipality was left to maintain projects after completion. The Director indicated that by having projects ready it is a more effective way to enhance the community and manage improvements.

g) Goals and Objectives – Discussion

The Director asked the committee, “What goal and objectives do you want the committee to have over the next few months and years?” He noted that when he had started in this position the committee had focused on policy. Noting that focusing on policy will still be required but that it may be time for the committee to move to another role. N. Flegel commented that the committee, “should reference back to the Recreation Master Plan each year as it is our road map and guide.” R. Lilbourne confirmed that this would be possible for the next meeting. C. Soares asked if there was “more opportunity for the committee to get more involved in projects through sub committees” as they had done in the past for the splash pad and the outdoor pool. Commenting that he had, “enjoyed the opportunity to help be part of the project by being a liaison from the CDAC committee.” N. Flegel commented that if might help to “get some of the organizations to come and meet the committee. N. Flegel also added that we “need folks to know who is here and we’ve tried to reach out.”

h) Role of Recreation and Leisure in Community Development - Presentation R. Lilbourne shared with the committee his power point presentation that he presented to the visitors from Mbizana.

9. Enquiries or Comments by Members N. Flegel asked about the Medal of Distinction Awards Program. It was confirmed that individuals could submit applications at any time during the year, but that the cut off for final submissions would be at the end of May. He asked if “the word could be put out” to remind residents of this program. It was noted that last year, seventeen awards were handed out as part of Canada’s 150th Celebration. B. Stewart asked, “How the new minimum wage was going to affect the department?” The Director responded by indicating that most of the part-time staff were lifeguards, who already made more than the minimum wage based on required credentials for their positions so the impact would be minimal.

10. Scheduling of Meetings

The next meeting of the Community Development Advisory Committee will be held February 7, 2018, in the Upper Level Committee Room at Town Hall.

11. Adjournment

Meeting concluded at 8:20 pm. Moved by: M. Brown Seconded by: D. Grootjen

_________________________ ___________________________ Chris Soares, Chair Leslie Pommer, Secretary

PROGRESS THROUGH PARTNERSHIP

COMMITTEE (PTP)

TERMS OF REFERENCE

January, 2018

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Progress Through Partnership Committee (PTP)

W:\Council\Agendas 2018\January 15 2018\PTP Terms of Reference January 2018- Final.docx

1. Mandate The Progress Through Partnership Committee (PTP) is appointed by the Council of the Municipality of Strathroy-Caradoc and governed by the terms established under the Procedural By-Law, the Committee Appointment By-Law, and all other applicable municipal, provincial or federal regulations.

PTP is directed through the Department of Community Services and reports to the Community Development Advisory Committee. The mandate of the Committee is to:

1. Support the community by partnering on physical community projects , through the Department and the Community Development Advisory Committee on Partnerships and Project that are or related to public infrastructure and development by;

a. Assisting in raising positive public awareness of the PTP program; b. Providing potential projects that could be completed through partnerships

were the committee if requested could provide funding up to a maximum of 50%;

c. Reaching out to potential partners for projects i.e.; Service Clubs, BIA, Horticultural Society etc.;

d. Soliciting input from the community in regards to potential projects and partnerships;

e. Raising items of interest or concern to the attention of staff and/or CDAC via reports;

f. Acting as a public forum for community groups/businesses who are requesting additional funds for the development/completion of a project; and

g. Acting as the recommending body to CDAC for such requests. h. Projects once completed become the asset of the municipality.

The Progress Through Partnership Committee will not be responsible for the following:

1. Supporting projects that do not meet the PTP mandate; and 2. Commit Council to an expenditure without their approval. (According to the

Municipal Act, Council is the only authority that has ability to spend money.)

This committee will play a valued role in community development related to the Community Services Departments facilities, parks and open spaces that contribute to the overall quality of life in Strathroy-Caradoc.

2. Goals and Objections The Committee shall conduct business in an informal, non-partisan, and positive fashion to encourage maximum community input and discussion as related to PTP.

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The Committee will strive to accomplish its mandate through the following deliverables:

1. Providing comments, upon request, to staff/CDAC on future/potential projects and partnerships that meet the PTP mandate;

2. Convene and hear public delegations from various members of the public and groups on projects and partnerships related to facilities, parks and open spaces that contribute to the overall quality of life in Strathroy-Caradoc; and

3. The committee may recommend to staff/CDAC that an issue of importance to the community be considered. (including potential solutions)

3. Membership Term of Office

The term is based upon the municipal appointment by-law.

Composition The membership of the Committee will be comprised as follows:

ROLE MEMBER NAME

Committee Chair

To be elected by Committee

Vice Chair

To be elected by Committee

Councillor(s) (3 members)

As per the Appointments By-Law

Committee Member(s) (4 Community Members)

As per the Appointments By-Law

Associate Members To be determined by the Committee from time to time to help fulfil the mandate of the Committee

Department Staff Leslie Pommer – Coordinator of Customer Service

Departmental Representative Paul Lattimore – Supervisor of Recreation, Programs, and Community Liaison Department Director Robert Lilbourne

4. Conditions of Membership The following outlines the conditions of membership:

Each committee member will serve as outlined in the Committee Appointment By-Law and will be subject to the same conditions as Council members in accordance with the Municipal Act;

The members seat becomes vacant if the member is absent from meetings for three successive months without being authorized; and

Membership may be replaced prior to the end of the appointed term if the member is no longer eligible to serve on the Committee, as recommended by the Committee or the Director to Council for approval.

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5. Appointment All members of the Committee are appointed by Council. The advertising of vacancies on and appointments to this Committee will be in accordance with the policies adopted by Council.

In selecting its appointments to the Progress Through Partnership Committee, it is understood that Council considers the need for a cross section of the community represented i.e. service clubs, business community, user groups

The PTP Chair, and Vice-Chair shall be elected by the Committee from among its voting members.

6. Meeting Schedule The PTP shall typically meet in January, March, May, September and November of each year or, in instances of extraordinary circumstances, at the call of the Chair, to address the mandate of the Committee. The Committee will not meet more than 12 times per year without approval of CDAC.

January March May September November -Review status of previous years projects

-Brainstorming for projects for the upcoming year -Source partners for projects

-Review status of current year projects -Source partners for projects

- Review status of

current year projects -Review budget/projects

- Review status of

current year projects

-Finalize budget and

projects

Anticipated meetings will be held on the third Wednesday of the month. Meetings shall commence at 7:00 p.m. unless determined otherwise by the Committee. Location to be determined at the preceding meeting or, in instances of extraordinary circumstances, by the Chair or presiding member.

Three or more consecutive cancellations of meetings shall result in a report to CDAC for evaluation as to the Committee’s mandate and functionality except in the following situations:

Some committee’s may determine that meetings shall not be held during the summer months and in December to recognize holiday schedules as they relate to quorum requirements.

During a Municipal election year, meetings shall be cancelled in the last quarter.

All Committee meetings will be conducted in accordance with Municipality of Strathroy-Caradoc Committee Procedural By-Law governing the calling, place and proceedings of committee meetings, the conduct of members, and the provision for public notice of meetings.

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7. Code of Conduct All employees and volunteers will be guided by the Municipality of Strathroy-Caradoc’s policies and procedures, including Code of Conduct, Workplace Harassment, & Discrimination Prevention Policy and the Municipal Commitment to Employee Safety Policy.

Such policies support a positive and respectful workplace that is free from personal harassment and workplace conflict.

Workplace conflict occurs when two or more parties have interests to some degree that are or can be perceived as being at odds which disrupts the cohesive relationships necessary for a productive and harmonious workplace.

Personal Harassment is any unwelcome behavior, conduct or communications directed at an individual that is offensive to that individual. It is persistent and creates an intimidating, offensive or embarrassing work environment.

All staff and volunteers will refrain from personal harassment and workplace conflict behavior, including offensive remarks or other actions that create intimidating, hostile or humiliating working conditions under this policy.

Committee members will be provided with an orientation of the municipality’s relevant policies & procedures at the beginning of their term.

Conflict Of Interest Committee members are deemed not to have pecuniary conflict of interest in that they have no decision making ability. However, members should be cognizant of perceived conflict in terms of issues which may serve to benefit them personally. Members shall not use their status on Committees for personal or political gain. Committee members shall have regard for the Corporate Policy addressing the use of corporate resources during an election year.

Department Contact

Robert Lilbourne – Director of Community Services Work: 519-245-1105 extension #226 E-mail: [email protected] Lindsay Kernohan – Museum Curator Work: 519.245.1105 extension 321 E-mail: [email protected] Crystal Loyst – Collections and Research Coordinator Work: 519.245.1105 extension 322 E-mail: [email protected]

Leslie Pommer – Customer Service Coordinator Work: 519-245-1105 extension #264 E-mail: [email protected] Paul Lattimore – Supervisor of Recreation, Programs and Community Liaison Work: 519.245.1105 extension #245 E-mail: [email protected] Chesley Stone – Supervisor of Parks and Recreational Facilities Work: 519.245.1105 extension #242 E-mail: [email protected]

mailto:[email protected]






Updated January 2018

COMMUNITY DEVELOPMENT

ADVISORY COMMITTEE

TERMS OF REFERENCE

SEPTEMBER, 2017

Strathroy-Caradoc – Community Development Advisory Committee

W:\Council\Agendas 2018\January 15 2018\CDAC Terms of Reference September 2017.docxW:\Council\Agendas 2018\January 15 2018\CDAC Terms of Reference September 2017.docx

1. Mandate The Community Development Advisory Committee (CDAC) is appointed by the Council of the Municipality of Strathroy-Caradoc and governed by the terms established under the Procedural By-Law, the Committee Appointment By-Law, and all other applicable municipal, provincial or federal regulations. CDAC is directed through the Department of Community Service. The mandate of the Committee is to: Advise and assist the Municipality in promoting parks, recreation and community development -based activities, in identifying capital requirements and provide direction in terms of Community Services programs and community services within the department of Community Service. The Community Development Advisory Committee will be responsible for the following:

1. As requested from staff and/or Council, comments on and reviews information related to Community Services based activities.

2. Assists in raising positive public awareness of the municipality’s recreational facilities, parks and community programs to increase usage across the department’s assets.

3. Provide information on community events and programs that are being considered and/or planned.

4. The Committee may raise items of interest or concern to the attention of staff and/or Council via reports.

5. The Committee shall act as a public forum when requested by staff and/or Council to engage and provide public input related to the municipality’s recreational facilities, parks, policies and procedures and also engaging with the various recreation and community user groups.

6. Assist Community Services in identifying projects and priorities to be accomplished.

7. Assist in defining community needs responding to trends in the area of Community Services

8. Act as the advocate, liaison and coordinator on Community Services matters within the community.

The Community Development Advisory Committee will not be responsible for the following:

1. Daily operations of the Community Services department’s facilities, parks and community programs.

2. Administrative matters including directions to staff. 3. Regular maintenance of properties. 4. Planning issues. 5. Budget and capital projects and issues. 6. Project/program implementation.



2. Goals & Objectives

The Committee shall conduct business in an informal, non-partisan, and positive fashion to encourage maximum community input and discussion as related to Community Services. The Community Development Advisory Committee will strive to accomplish its mandate through the following deliverables:

1. Providing comments upon request to staff and/or Council on future/potential recreational opportunities along with facilities, parks, open spaces and trails to be offered by the Municipality of Strathroy-Caradoc.

2. Convene and hear public delegations from various members of the public and user groups on issues related facilities, parks, open spaces, trails, culture, arts and community development upon request from staff and/or Council.

3. The committee may recommend to staff and/or Council that an issue of importance to the community be considered. (including potential solutions)

3. Membership Term of Office The term is based upon the municipal appointment by-law. Composition The Community Development Advisory Committee is comprised of the following 10 members:

Role Member Name

Committee Chair To be elected by Committee

Vice Chair To be elected by Committee

Councillor(s), Deputy Mayor As per the Appointments By-Law

Committee Member(s) As per the Appointments By-Law

Support Staff Leslie Pommer, Paul Lattimore, Chesley Stone, Lindsay Kernohan

Departmental Representatives Robert Lilbourne – Director of Community Services

4. Sub-committees CDAC will be the reporting committee for the following subcommittees

Progress Through Partnership

Museum Advisory Committee



5. Conditions of Membership The following outlines the conditions of membership:

Each committee member will serve in accordance with Council’s Committee Appointment By-Law and will be subject to the same conditions as Council members in accordance with the Municipal Act;

The members seat becomes vacant if the member is absent from meetings for three successive months without being authorized;

Membership may be replaced prior to the end of the appointed term if the member is no longer eligible to serve on the Committee, as recommended by the Committee or the Director to Council for approval.

6. Appointment All members of the Committee are appointed by Council. The advertising of vacancies on and appointments to this Committee will be in accordance with the policies adopted by Council. In selecting its appointments to the Committee, it is recommended that Council consider:

the candidate’s background and experience, to ensure a committee environment focused on a broad perspective of the community;

the candidate’s potential to contribute to the on-going development and support of the Department of Community Services;

the specific needs of special projects and operational priorities. The Chair and Vice Chair are elected by the Advisory Committee from among its voting members. 7. Meeting Schedule The number of meetings shall be sufficient to address the mandate of the Committee, but not exceed 12 meetings per year. The Community Development Advisory Committee normally holds meetings monthly during the course of the year. Anticipated meetings will be held on the first Wednesday of the month. Meetings shall commence at 7:00 p.m. unless determined otherwise by the Committee. Location to be determined at the preceding meeting Established meeting dates and times shall not be changed unless circumstances warrant special consideration. Meetings shall commence no later than 7:00 p.m. and shall conclude no later than 9:00 p.m. Three or more consecutive cancellations of meetings shall result in a report to council for evaluation as to the Committee’s mandate and functionality except in the following situations:

Some committee’s may determine that meetings shall not be held during the summer months and possibly December to recognize holiday schedules as they relate to quorum requirements.

During a Municipal election year, meetings shall be cancelled where possible in the last quarter.

All Committee meetings will be conducted in accordance with Municipality of Strathroy-Caradoc Committee Procedural By-Law governing the calling, place and proceedings of committee meetings, the conduct of members, and the provision for public notice of meetings.



8. Code of Conduct All employees and volunteers will be guided by the Municipality of Strathroy-Caradoc’s policies and procedures, including Code of Conduct, Workplace Harassment, & Discrimination Prevention Policy.

Such policies support a positive and respectful workplace that is free from personal harassment and workplace conflict.

Workplace conflict occurs when two or more parties have interests to some degree that are or can be perceived as being at odds which disrupts the cohesive relationships necessary for a productive and harmonious workplace.

Personal Harassment is any unwelcome behavior, conduct or communications directed at an individual that is offensive to that individual. It is persistent and creates an intimidating, offensive or embarrassing work environment.

All staff and volunteers will refrain from personal harassment and workplace conflict behavior, including offensive remarks or other actions that create intimidating, hostile or humiliating working conditions under this policy.

Committee members will be provided with an orientation of the municipality’s relevant policies & procedures at the beginning of their term.

Conflict Of Interest Committee members are deemed not to have pecuniary conflict of interest in that they have no decision making ability. However, members should be cognizant of perceived conflict in terms of issues which may serve to benefit them personally. Members shall not use their status on Committees for personal or political gain. Committee members shall have regard for the Corporate Policy addressing the use of corporate resources during an election year.

Department Contacts

Robert Lilbourne – Director of Community Services Work: 519-245-1105 extension #226 E-mail: [email protected] Chesley Stone – Supervisor of Parks and Recreational Facilities Work: 519.245.1105 extension #242 E-mail: [email protected] Lindsay Kernohan – Museum Curator Work: 519.245.1105 extension 321 E-mail: [email protected]

Leslie Pommer – Customer Service Coordinator Work: 519-245-1105 extension #264 E-mail: [email protected] Paul Lattimore – Supervisor of Recreation, Programs and Community Liaison Work: 519.245.1105 extension #245 E-mail: [email protected] Crystal Loyst – Collections and Research Coordinator Work: 519.245.1105 extension 322 E-mail: [email protected]







Summer Camp Final Report | 2017

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SUMMER CAMP FINAL REPORT | 2017

TABLE OF CONTENTS

CAMP SUMMARY 3

PROGRAM 4

PROGRAM OFFERINGS 4 AQUATIC CAMP 4 SPORTS CAMPS 5 LEADERSHIP CAMP 2018 5 STRUCTURE 6 CAMPER AGES 6 EQUIPMENT/SUPPLIES 6 FACILITIES 7 EVALUATION 7 REGISTRATION PROCESS 7

2017 BY THE NUMBERS 8

CAMP BUDGET 9

PROMOTION 10

STAFF TEAM 11

TEAM STRENGTHS 12 TEAM GROWTH AREAS 12 LEADER IN TRAINING PROGRAM 13 SURVEY FEEDBACK – ANONYMOUS QUOTES 14

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Camp Summary

The first year of the Summer Day Camp program was exceptionally successful. This success was evident in our parent survey results where the average overall quality rating was 9.4 out of 10. The emphasis on sports differentiated our program from other day camps offered in the community and provided local children with the opportunity to experience traditional and non-traditional sports and activities. In 2017, our goal was 360 registrations. We registered 352 camper weeks, and turned a profit of $23,818. The Ontario Sport and Recreation Community Fund Grant was secured for the first two years of the program, totaling $89,213 of additional funding. The Student Experience Grant was secured which provided an additional $2,979 for year 1. The financial outlook for year 2 is strong and we expect enrollment to increase to well over 400 camper weeks, generating sufficient revenue for financial longevity. In year 2, we will continue to invest in new equipment and technology to maintain program quality but the financial commitment made in 2017 will not be required in subsequent years barring significant program changes. In 2018, we hope to provide the same unique programming while expanding into a larger range of speciality sports camps and age groups. We propose the additions of track and field, baseball and basketball as sport specific camps. To increase both enrollment and quality of skill at the sports camps we propose to increase the current age cap of 12 years old to 14 years old. In addition to new sports camps we propose the offering of a leadership camp for local youth aged 13-16. We plan to seek external sponsorships, from local business, to help fund this new leadership camp. Promotion in the 2017 season was successful but we plan to increase the efforts for the 2018 season. Registration will open in January again, brochures will be ready for distribution in March. Brochures will be in all of our facilities, distribution to schools will happen prior to March Break. Radio ads will occur over a 2-3 week span around March Break and again during periods from late May till early July. Finally, in conjunction with the aquatic park, we would like to host a family fun night in June where parents are able to tour the facility, view some programming, and register their children for camp. The 2017 Staff Team was inexperienced but effective and they were the key to success of camp. Our team was friendly, approachable and always sent campers home with a smile. We hope to carry the momentum from the 2017 camp season into the summer of 2018. With the exceptional facilities, staff and programming, we are poised to have an extremely successful day camp, where children are able to grow as individuals through sport.

“You can leave camp, but camp never leaves you.”

Catrina Shaw

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Program

Program Offerings

In 2017, summer day camp provided two streams of programs; Aquatic Camp and Sports Camps. Aquatic Camp was offered all 9 weeks of the summer and Sports Camps provided four different programs; 1) All Sports Camp (4 weeks), 2) Ball Hockey Camp (2 weeks), 3) Ice Hockey Camp (2 weeks) and 4) Tennis Camp.

Aquatic Camp Aquatic camp had a total enrollment of 214 camper weeks over 9 weeks for an average of 23.78 campers per week. The busiest week was 39 campers (week #2) and the least busy week was 10 (week #1). The 2018 camp season enrollment is projected to increase to over 250 camper weeks. Successes - Program variety (games, activities, crafts, etc.). - Pool options (swim lessons and open swim). - Camper/family engagement by staff. - Camper safety. - Facilities. Areas for Improvement/Change - Change room supervision and times. - Class sizes for the swim lesson portion were too high, at times, and resulted in campers not participating as intended. - Camp staff pool training met basic needs but extended training would have increased their effectiveness in supporting the swim instructors and campers. - Transitions within the program improved over the summer but remains an area for improvement. - Cleaning of camp areas in WMMC. Recommendations for 2018 Season – Continue offering Aquatic Camp each week. - Move from two to three classes to accommodate larger enrollment (Beginner, Intermediate, and Advanced). - Add new programming options. - Increase pool training for camp staff. - Implement cleaning schedules.

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Sports Camps Sports camps had a total enrollment of 138 (All Sports x 4 weeks – 57, Ball Hockey x 2 weeks – 19, Ice Hockey x 2 weeks – 56 and Tennis – 6) camper weeks over 9 weeks for an average of 15.33 campers per week. The busiest week was 37 campers (week #7 – Ice Hockey) and the least busy week was 6 (week #5). The 2018 camp season enrollment is projected to increase to over 160 camper weeks. Successes - Ice hockey averaged 28.5 campers per week. - Program plans. - Variety of sports offered in All Sports Camp. - Camper/family engagement by staff. - Level of activity provided to campers. - Camper safety. - Facilities. Areas for Improvement/Change - Consistency of program plan implementation. - Tennis camp enrollment (6). - Ball Hockey enrollment for week #2 (7). - Afternoon session for Ice Hockey on-ice session. - Cleaning of camp areas in WMMC. Recommendations for 2018 Season - Add Track & Field, Basketball and Baseball to schedule. - Remove Tennis and one week of Ball Hockey camp. - Adjust afternoon on-ice programming for Ice Hockey camp to include more games than skills. - Increase pool training for camp staff. - Book gymnasium at high school for additional program area for Gemini camps.

Leadership Camp 2018 We are proposing a leadership camp for the 2018 season. We plan to offer a weeklong camp for youth ages 13-16 in our community. The Leadership Camp would be in addition to the regular camps offered, and would be primarily facilitated by the leadership team. The program will consist of training similar to components covered in camp staff training, skill training in areas of program development, implementation and evaluation, administration, working with children and much more. Leadership Camp participants will have the opportunity to program an activity for camp and/or aquatics by the end of the week. One of the goals of the program is to feed the LIT (Leader In Training) Program. The program will be promoted within the local high schools with a goal of 10-15 registrations. The proposed price would be $100/camper. A reduced rate from other camps in order to attract enough participants. The camp would require fewer staff to operate and no additional staff would be required.

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Structure

The camp program hours consisted of Drop-Off (7:00 – 9:00am), Program (9:00am – 4:00pm), Pick-Up (4:00 – 4:30pm) and Extended Care (4:30 – 6:00pm). Extended Care was an additional fee of $5/day per camper. Camp fees were $175/week for all camps except for Ice Hockey Camp, it was $225/week. Camps were programmed into multiple sessions a day, specific to each camp, and tested two models of lunchtime structure; Traditional and Balanced Day. Traditional - a day including two snacks and one large lunch around noon, and Balanced Day - schedule consisted of two nutritional break times. Recommendations for 2018 - Use Balanced Day schedule. - Maintain hours of operation but use 5:30-6:00pm as cleaning time for staff due to limited campers during that period. - Implement field trips into program schedule.

Camper Ages

Aquatic Camp provided service to campers aged 4 – 12 years of age. Sports Camps provided service to campers aged 6 – 12 years of age. The ages of campers fluctuated from camp to camp but the majority of campers fell between the ages of 5 – 10 years old. The chart below shows that there were very few registrations for campers aged four years old and campers between 11 – 12 years of age. Sports Camps were initially developed with the intention to attract more campers from the 9 – 12 year old age demographic with the hopes to expand into an older age group of up to 16 years of age. Recommendations for 2018 - Maintain the same age group of 4 – 12 years for Aquatic Camp. - Offer Introduction to Sports Camps for ages 6 – 10 years of age and skill building sport specific camps for ages 10 – 14 years of age. This may be attempted in limited trials with specific sports to test its’ effectiveness.

Equipment/Supplies

The 2017 camp season was the inaugural year for camp and required a substantial investment to adequately outfit the program with quality equipment. We spent approximately $20,000 on equipment (i.e. balls, whistles, sticks, scooters, etc.) and technology (i.e. printer, transistor radios, ipads, etc.). The quality of equipment was imperative to the operation of a high quality summer day camp program. In order to maintain the high level of quality established, the program will need to continue to purchase quality equipment. The OSRCF grant enabled our program to

7


establish a strong base of equipment and will help support the 2018 season too. Partnerships with the high school and minor hockey to borrow equipment helped save program dollars. Recommendations for 2018 - New program purchases (i.e. track & field, baseball, etc.). - Go Pros for each camp. - Additional Block Party speaker. - Large storage cart for equipment/supplies.

Facilities

Feedback through surveys identified that our facilities were a key factor to the high survey results that we received. The bulk of the camp programs ran at the WMMC (West Middlesex Memorial Centre) and the Fairgrounds Aquatic Park. Ice Hockey Camp was based at the Gemini Sportsplex. Both arena facilities provided multiple program areas like the gymnasium, multi-purpose rooms, dry pads, tennis courts, sports fields and playgrounds created an environment that no other local camp was able to provide. Camp staff tested multiple options to run the most effective lunch spaces for supervision, cleaning and air conditioning. Keeping the WMMC clean was an area of improvement for most of the season. Recommendations for 2018 - Implement cleaning schedule for staff. - Secure high school gymnasium permit for camp weeks at the Gemini. - Utilize all spaces available in facilities. - Continue to have lunch breaks in the mezzanine at WMMC.

Evaluation

Evaluation was conducted through parent surveys, camper surveys and internal audits. See, “By the Numbers” page for data. The internal audit did not get completed as much as planned and mainly due to timing and the audit’s lack of user friendliness.

Registration Process

Registration was completed online through the Bookking software and in person through the summer day camp registration form. Recommendations for 2018 - Adjust internal audit. - Explore Bookking option to include all client information needed for camp.

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2017 64,475

TOTAL

REVENUE

GENERATED FROM

11 STAFF

PLUS

16 LIT’S

$ 50,345

9.5

STAFF TEAM

SURVEY DATA WAS COLLECTED WEEKLY FROM CAREGIVERS WHO PICKED CHILDREN UP AT THE END OF THE DAY. ALL RESPONSES WERE A RATING FROM 1 TO 10. A TOTAL OF 118 RESPONES WERE COLLECTED FOR THE SUMMER.

352 CAMPER

WEEKS

BY THE ONTARIO GOVERNMENT

$ 15,540

IN EQUIPTMENT

$ 4,464 IN TECHNOLOGY

8

YEARS

OLD

AVERAGE

AGE OF

75 CAMPERS

BUSIEST WEEK OF THE

SUMMER

SUMMER CAMP OVERALL

QUALITY RATING

OVERALL QUALITY RATING

9.4 CAMPER CAMPER

9.6

9.6

SAFTEY WHILE AT CAMP

FUN DURING THE WEEK

20 CAMPERS

PER

PROGRAM AQUATIC

ALL SPORTS

ICE HOCKEY

BALL HOCKEY

TENNIS

9 4 1 2 2

18 TOTAL

CAMPS

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Camp Budget

We received the OSRCF (Ontario Sport and Recreation Community Fund) grant to help fund our camps for the first two years. This has increased our capacity for purchasing equipment, services and paying for staff salaries and benefits. The grant funds represent the main increase in expenses from the original budget that the department submitted to start camp. The anticipated increase in registrations and decrease in expenses (i.e. equipment, technology, etc.) will provide a clearer picture of the camp budget in future years. In 2017, camp was able to contribute a net profit of $23,818. Recommendations for 2018 - Create a camp reserve that provides security for future camp programs both summer and winter. - Pursue more grants to supplement the camp staff wages (i.e. Canada Summer Jobs). - Adjust staff schedules to reflect camper registration. - Reallocate $5,000 in the budget to add field trips to the program schedule. - Adjust budget to accommodate the increase in minimum wage, if it happens. - Monitor and establish annual expenses for all camp budget lines. - Invest considerably in promotion to build capacity while grant funding still exists.

Strathroy-Caradoc Summer Day Camp

Budget Report For the Summer of 2017

$ Dollars

Revenue

Enrollment

Aquatic $37,480

Ball Hockey $3,440

Ice Hockey $12,840

Sports $9,640

Tennis $1,075

Total Enrollment Revenue $64,475

Grant Funding

OSRCF $47,366

Student Experience $2,979

Total Grant Funding $50,345

Total Revenue $114,820

Expenses Salaries $60,000

Equipment $15,541

Technology $4,464

Supplies $3,359

Promotion $2,372

Training $1,922

Evaluation $90

Bondy Hockey Development $3,254

Total Expenses $91,002

Net Profit $23,818

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Promotion

In 2017, summer day camp was promoted by brochure, radio ads, social media and the municipal website. The brochure was designed in-house and printed by Middlesex Printing. Brochures were available in all of our municipal facilities and distributed through all of the local elementary schools in Strathroy, Mt. Brydges, Adelaide and Coldstream. Approximately 2000 brochures were distributed to the youngest and only at

each of the schools. The chart to the left shows the pattern of enrollment and in correlation to the distribution of the camp brochures. We distributed the brochures to the schools just prior to March Break and at the end of May. Distribution dates were chosen to highlight times when parents are thinking about camp registration. March is effective because parents are registering and sending children to March Break Camps. The end of May highlights a time when the majority of parents are securing summer plans for vacation and childcare. Camp Director and Supervisor of Inclusion/Programming attended multiple “Family Fun Nights’ at local elementary schools to promote camp. Staff ran activities to demonstrate activities that campers may participate in at our camps. There is no trackable data to identify how successful the events were in garnering registrations. Radio ads played in conjunction with the distribution of the May brochures and into early July. Social media presence started shortly after the January opening of registration. Regular messages on Facebook started in March and continued through until the end of camp. A dedicated area on the municipal website was developed and maintained from April on Recommendations for 2018 - Prepare camp brochure for March distribution. - Use stockpile of photos accumulated in 2017 season for the brochure. - Advertise on radio with MyFM again. Pursue options for March and May. - Increase social media presence with Facebook, Twitter, Instagram, etc. - Post on community boards and website. - continue to participate in Family Fun Nights at elementary schools. - Host our own Family Fun Night at WMMC/Fairgrounds Aquatic Park. - Create a newsletter that for distribution to past registrants and prospective registrants. - Consider updating logo to more brand friendly.

2017 Enrollment Over Time

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Staffing

Staff Name Title Years of Camp

Experience Years with

Municipality

Abby Dortmans Camp Director 5 1

Michael Pierce Supervisor of

Programming/Inclusion 4 1

Ryan Baker Camp Counselor 1 1

Kelsey Diebold Camp Counselor 1 1

Kayla Elliott Camp Counselor 1 1

Payton Gibson Camp Counselor 2 1

Cole Pelacek Camp Counselor 1 1

Eric Pierce Camp Counselor 1 1

Griffin Simons Camp Counselor 1 1

Logan Spitters Camp Counselor 1 1

Tyler Thuss Camp Counselor 1 1

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Team Strengths

The key strength to the program’s success in the inaugural day camp season was leadership. The Camp Director and Supervisor of Programming/Inclusion performed above expectations from developing manuals, program plans, staff training, site preparation, and much more. The camp team did an excellent job engaging campers and families. Communication was extremely effective by using multiple methods including paper schedules, posted schedules (whiteboard), Seesaw app, and face-to-face communication. Our team was very friendly and approachable all season. Teamwork was stressed in training and the efforts of the leadership team to continue the promotion of staff working together paid off with the results in program implementation and camper safety. The team handled the limited adversity they faced really well, team conflict was non-existent and they had lots of fun working together. Campers always left with a smile on their face, and the success of our camps were reflected in the survey results.

Team Growth Areas

Experience is the main growth area for this camp team. The team consisted of 11 counselors with a total of 1 year of camp experience prior to the 2017 season. If the core of the camp team returns, the experience deficiency should take care of itself. Initiative was an area that needed consistent coaching from the leadership team and could be attributed to the lack of experience. Camper supervision skills like positioning, head counts, buddy systems were points for improvement and coaching helped develop the team skills over the summer. Team expectations for 2018, in these areas, will be higher. There was a small group of counselors that excelled at parent communication and we would like to develop those skills in more staff to ensure a consistent experience. The Camp staff team lacked skills in the areas of crafts and while the team did an excellent job of engaging the campers, the team lacked high-energy staff. Quality program plans were provided but implementation of the plan was inconsistent. At times, plans ran too long, not as described and sometimes not at all. Camp staff were given the ability to adapt and improvise with programs but the knowledge of when to do that was an area that needed coaching and did improve throughout the summer. Cleanliness of the facility camp areas was a regular area of improvement and an altered system for maintenance was developed for the 2018 season. After care programming needed more structure and will be programmed more for the 2018 season.

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Recommendations for 2018 - Focus staff training in areas of supervision and program implementation. - Continue with team building outing. - Continue with Safe Guard program but include a skill instruction training as well. - Focus on initiative and parent communication, in coaching sessions. - Implement a Staff Mentoring program for new hires. - Staff hiring – add high energy, sport specific skilled and crafty staff. - Implement cleaning schedule for camp areas. - Provide more structured programming for before and after care.

Leader in Training Program

The LIT program was designed to provide an opportunity for youth ages 14-17 years of age to volunteer in a work environment that provides services, camp and aquatic, to children while providing volunteer support to the program staff. The LIT registrants only participated in the day camp programs, this season. The program consisted of an application process, interview, training session and an in-program requirement. The program served 16 different youth, both male and female, starting in week two and running through week nine. LIT’s assisted camp staff with supervision of campers, program set-up and clean up, program implementation and facility cleaning. Recruitment strategies included Facebook posts, resourcing the high school guidance department, advertising on Saints T.V. and classroom presentations. Parental inquiries resulted in four of the 16 LIT registrants. LITs completed between 20 and 80 hours with varied schedules (i.e. half-day, very other day, full week, etc.) to meet the program requirements. LITs that successfully completed the program received a certificate and secured an interview for any summer position they qualified to apply for in 2018. Recommendations for 2018 - Revise program to provide more structure. - Start promotion/recruitment in May. - Create volunteer program to compliment LIT program. - Expand LIT program to support aquatic program. - Include aquatic staff in LIT process.

“Time spent playing with children is never wasted”

Dawn Lantero

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Survey Feedback – Anonymous Quotes

"Best Camp Ever"

“Awesome staff!! My

kids loved it and will be

back. Thank you.”

“My children had a

great week and said it

was the best camp they

have been to.”

“LOVE!! The structured

swim lessons included

with the camp.”

“Our son was totally

satisfied with the camp. He

came home dragging his

butt as he mentioned there

was so much to do. Never a

dull moment.”

“Thank you for

offering this

program.”

“Great job by all!

Awesome program here

finally in Strathroy!

Really enjoyed all the

counsellors!”

“My son has so much fun

this week and is looking

forward to another week

with his younger sister.

Thank you!”

“My child is having an

amazing time! We love the

app with the updates.

Communication has been

great!”

“My son had so much fun

this week and is looking

forward to another week

with his younger sister.

Thank you!”

“Thank you for

a great week!”

“Great camp.

Thank you!”

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