Report to: General Committee Report
Date:
SUBJECT: Bill Crothers Secondary School Outdoor Sports Fields Joint use and Maintenance Agreement
PREPARED BY: Allan Seabrooke, Commission Lead, Community and Fire Services Commission – Ext 7522
RECOMMENDATION:
That the report titled Bill Crothers Secondary School Outdoor Sports Fields Joint use and Maintenance Agreement be received;
AND THAT Council authorize the Mayor and Clerk to execute a joint use and maintenance agreement with the York Region District School Board in respect of the Bill Crothers Secondary School Outdoor Sports Fields, in a form and content satisfactory to the Chief Administrative Officer and the Town Solicitor;
AND THAT staff be authorized and directed to do all things necessary to give effect to this resolution.
EXECUTIVE SUMMARY:
Not Applicable
PURPOSE:
The purpose of this report is to request Council authority for the Mayor and Clerk to execute a joint use and maintenance agreement with the York Region District School Board in respect of the Bill Crothers Secondary School Outdoor Sports Fields, in a form and content satisfactory to the Chief Administrative Officer and the Town Solicitor.
BACKGROUND:
At the March 19, 2007 General Committee Meeting, Council approved an expenditure of up to $2 million to upgrade planned facilities at the Bill Crothers Secondary School, in terms of artificial turf, lights for three fields, increase in the size of the maintenance and washroom building and equipment, in partnership with the York Region District School Board. (YRDSB)
The work is progressing well and the work is to be completed in the fall of this year.
Council further
authorized the Director of
The key
components of the agreement have been discussed with the Board and negotiations
are continuing so as to finalize an agreement prior to the completion of the
outdoor sports fields this fall. (Appendix “A”-
The key elements of the joint use and maintenance agreement are as follows:
· A term of 12 years with renewal provisions
· Confirmation of Town use of the fields during weekday evenings and equal use on weekends by the Town and the Board, if required.
· The Town is responsible for all maintenance and minor repairs of the fields, during the term of the agreement (this is the same arrangement presently in place for other Board owned sport fields at secondary schools)
· Formation of an executive committee with equal Town and Board representation, that will meet at least (2) times per annum to consider matters related to use and maintenance of the fields.
· The cost of effecting major repairs and/or replacement to the sports fields, lighting, fencing, security systems, and driveways are shared equally by the Board and The Town during the term of this agreement.
OPTIONS/ DISCUSSION:
Not applicable
FINANCIAL CONSIDERATIONS AND TEMPLATE: (external link)
The $2 million required for this project was approved by Council at the March 19, 2007 General Committee meeting and is being funded from Development Charges (DC), $1.8 million (90%) and the Ramp-up Reserve, $0.2 million (10%).
Future costs during the term of this agreement for effecting major repairs and replacement, will be requested during Capital Budget submissions and will be planned for and included in our Life Cycle Capital Repairs and Replacement Reserve Account.
HUMAN RESOURCES CONSIDERATIONS
Not Applicable
ALIGNMENT WITH STRATEGIC PRIORITIES:
The Joint Use and
Maintenance Agreement with the YRDSB supports the Town of
BUSINESS UNITS CONSULTED AND AFFECTED:
Legal and Finance
RECOMMENDED
BY: ________________________
Allan Seabrooke
Commission Lead,
Community and Fire Services Commission
ATTACHMENTS:
Appendix “A” – Draft - Bill Crothers Secondary School Outdoor Sports Fields shared use an Maintenance Agreement
Q:\Strategic
Services\Members\Allan Seabrooke\Bill Crothers Secondary School Outdoor Sports
Fields Joint use and Maintenance Agreement Report.doc