Report to: General Committee Report Date: Aug 18, 2008

SUBJECT: Outdoor facility allocation information report

PREPARED BY: Martin Barrow, Facility Allocation Coordinator

Colin Service, Manager, Planning & Policy Development

RECOMMENDATION:

That the report entitled “Outdoor facility allocation information report” be received as information;

And that a working committee comprised of representatives of Council, staff and user groups be formed to address:

- Creation of a Sport Field Allocation Policy

- Development and use of artificial turf fields in Markham

- Development of future indoor and outdoor facilities

- Review of user fees

PURPOSE:

The purpose of this report is to form a working group of council to develop an over arching outdoor field allocation policy and address the needs of the sport user groups in Markham. In developing the pool allocation policy, it became clear that it is important to bring the various stakeholders together with Council and Staff to assist in the development of a policy right from the beginning of the process.

BACKGROUND:

Markham’s three soccer clubs have experienced tremendous growth since 2002. Markham, Unionville Milliken, and Thornhill have grown at rates of 41%, 49%, and 40% respectively. These numbers combined with a projected increase of 66% and 61% for the Markham and Unionville Soccer Clubs will place increased demand for use on Markham’s field space.

In a report to General Committee dated December 10, 2007 by Allan Seabrooke he outlined a projected field shortage of 7 mini pitches and 7 senior soccer pitches by 2012.

An up to date allocation policy will allow Markham to effectively allocate field space based on the needs of the community, taking into account residency and ensuring fair and equitable use by all residents of Markham.

OPTIONS/ DISCUSSION:

It is recommended that the working committee of Council, staff and user groups work together to cover the major issues that we are facing right now and develop a plan which anticipates future needs as well. Items to be covered by the group include but are not limited to:

Artificial Fields – That the working committee look at the possibility of installing artificial turf surfaces on selected fields within Markham.

School Board Maintenance – Work out a plan for fields that are on school board property. Fields are often not maintained by the board to a level that the Town of Markham residents have come to expect nor are the standards the same as Town parks established based on user expectations.

Field Allocation Process – A new policy needs to be developed that will encompass the needs of the sport groups and community as well as the needs of the Town. Issues to be addresses by the policy would include:

- Minimum hours and days of commitment.

- Competitive pricing for field use

- Clearly defined resident and non resident verification process and requirements

- Field misuse and non use

- Turn back of unused days/time

- Block booking

- Time for emerging and new sports

- Payment terms

- Field audit process

FINANCIAL TEMPLATE:

There are no financial implications for a Working Committee to be formed. However, the Working Committee will address future operational costs, revenues and capital investments.

ALIGNMENT WITH STRATEGIC PRIORITIES:

The formation of a Working Committee to address a sport field policy will focus on the following strategic priorities of council:

Growth Management – Markham is a diverse and rapidly growing community. As Markham grows we need to ensure that we are meeting the needs of the community by offering enough green space and parks. Urban planning is actively involved in the development of new parks and open spaces in emerging areas of Markham. We need to ensure that we are staying ahead of the curve in anticipating the needs of new areas of Markham.

Parks, Recreation, Culture & Library Master Plan/Public Safety – the Working Committee will work closely with consultants who are working on the Master Plan to ensure ideas and opportunities are properly reflected.

DEPARTMENTS CONSULTED AND AFFECTED:

Departments that will be involved in the development of a policy and other issues are: Recreation, Operations – Parks, Urban Planning

RECOMMENDED

BY: ________________________ ________________________

Barb Roth Brenda Librecz

Director of Recreation Commissioner, Community & Fire Services

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