POLICY STATEMENT
Through the Pool Allocation Policy, the Town of
PURPOSE
The purpose of the Pool Allocation Policy is to
ensure the ongoing growth and development of all programs offered by all the
user groups while distributing the available pool time fairly to maximize pool
use. .
PROCESS
1. Guidelines for Distribution of Pool
Time
The allocation of
regular blocks of pool time to existing programs (September 1 to Aug 31) is
based on the following:
Priority:
a) Town of
b)
Not-for-profit community swim clubs;Diving,
Waterpolo, Competitive Swimming, Synchronize swimming; Minor Groups – Youth and
Children will be allocated the Prime time Monday to Friday
c)
Regional, Provincial, National,
d)
Out-of-town organizations
Pool Allocation
Pool time will be allocated annually from September
1 to June 30 and July 1 to August 31, based on current resources. The pool allocation is completed by June 15 of
each year, based on final registration figures from the concluding season by
submitted by April 15th. .(For example for the 2008/09 season the
allocation will be based on the 2007/08 registration figures)
Monday
to Friday –
Saturday/Sunday
–
Distribution of prime time hours will be equitably
distributed in proportion to each club’s registration numbers and designated
categories.
·
All regular season pool (September-June) contracted
by the organization is the financial responsibility of the user and that no
pool time shall be returned to the Town, except as indicated by the Tournaments
/ Meet / Show section of this policy (see page 4.)
·
After pool allocation entitlements have been met
for all organizations, if pool time is still available it will be offered to
the organizations at a resident rate
·
Allocated pool times for Aquatic Users will be
booked as individual contracts at the appropriate rate.
·
If new pool time comes available community swim
clubs that qualify for pool allocation would be allocated the time in
proportion to their eligible allocated hours.
Designated Categories Allocated
Training Hours
National
Level 20
hours per week
Provincial
Level 12
hours per week
Age
group Level 7.5
hours per week
Developmental
Level 3 hours
per week
Masters 4.5
hours per week
Swimmers
per Lane per designated Category are 6 swimmers. (Number of lanes will be
adjusted if a new pool is constructed with increased lanes)
l Allocation Formula Example
|
Number of
residents per category divided by 6 swimmers per lane = number of lanes
required |
Age Group Level
48 residents divided by 6 swimmers per lane = 8 lanes |
|
Number of lanes
x allocated time per week = number of lanes per week required. |
8 lanes x 7.5
hours = 60 lanes per week |
|
Number of lanes
per week divided by 6 lanes per pool = number of full pool hours |
60 lanes per
weeks divided by 6 lanes = 10 hours of full pool time |
Transfer or Sublet
Prohibited
No organization shall transfer or sublet
any pool time allocation, or part
thereof, for value or otherwise. If any
person, organization transfers or sublets a pool time allocation or any part
thereof, or permits such transfer or sublet, their facility rental contract
shall be terminated without notice and the Town shall refund the permit fee
remaining on a prorated basis.
If any person, organization, association, or minor sports group fails to
abide by any of the provisions of this policy or any of the terms and
conditions of their facility rental contract, the Town may terminate the
facility rental contract and refund the permit fee on a pro-rated basis.
When a request is received by a new association (one not currently using
2. Cancellation Procedures
a) Scheduled
Practices / Rentals
No refunds for
cancelled and / or unused pool time unless the same is released. A ten percent (10%) administration fee will
be withheld from any refunds.
b) Meets
and Tournaments – Aquatic Interest Groups
Groups who cancel
their meet / tournament one month in advance of the event will not incur any
charges for cancellations.
If less than one
month, the group will be charged 100% of the meet cost.
The Town may cancel
bookings where there is an operational or safety concern without notice.
3. Process for Pool
Usage Requests
Pool rental request forms are forwarded to all
Aquatic interest groups by March 31 and are to be completed and returned by April
15 with the club’s final registration numbers and swimmer’s designation. All
Clubs registration numbers will be verified with Swim Ontario. Written
confirmation and a rental agreement will be forwarded to User Groups by June 15
and are to be signed and returned to the Town of
Requests received after the
deadline dates will be held until all regular applicants have been
accommodated.
4. Payment Procedures
User Groups
a)
Deposit cheque in the amount equalling the first
month’s rent dated at time of signing.
b)
Post-dated cheques for each month as outlined in the
contract, OR
c)
Payment in advance for full value of contract.
Meets / Tournaments / Shows
a)
50% of total payment required at time of signing.
b)
Remaining 50% due on tournament start date, OR
c)
Payment in advance for full value of contract.
Casual Rentals
a)
Full payment must be received prior to pool usage.
b)
Booking made over the phone will be held for two
days.
c)
Payment must be made to the respective administrative
office during normal office hours.
d)
Pool staff are not permitted to accept payment.
·
The Town of
·
No individual, group or organization may sublet any
pool time without the prior written approval of the
·
The Town of
·
Each group will be given 1 free meeting space per
month (with prior booking.)
DEFINITIONS
a) Minor Use Groups – Children
and Youth
Minor Use Groups are recognized
as not-for-profit groups or groups operated by volunteers for organized
activities for children and youth who are residents of the Town of Markham. 100%
of the membership pays residential taxes to the corporation of the Town of
b) Residents
Residents are defined
as persons who pay residential taxes to the Corporation of the Town of
c) Commercial
Defined as persons,
groups, associations, corporations, etc., who do not meet the criteria
established for Resident or Minor use, wishing to rent pool time for recreation
purposes.
d) National / Provincial
Swimmers
National or Provincial
swimmers is a swimmer who has advance qualifying time to compete in the
National or Provincial meets held in July of the designated year. For allocation purposes we consider all
swimmers who were ranked as National or Provincial swimmers in their specific
age group for the following year, i.e. for the 2008 / 2009 season, all swimmers
who were ranked as National and have a qualifying time for Senior National ,
Age Group National or Eastern Nationals and Provincial swimmers who have an
Ontario Provincial time (not levels A through D) and competed in the meet in
2008 would be allocated National or Provincial training hours for 2008 / 2009
season.
See Schedule of Fees and Part-time
Wages – AD 02.02
f) Elementary
Schools
Subject to minor
group rates between the hours of
g) High Schools
If located in the
Town of
Q:\Recreation\POLICIES\POL012\Reports\Appendix A -
Pool Policy.doc