Report to: General Committee                                    Date Report Authored: January 26, 2010

 

 

SUBJECT:                          Allocation Policy Development

PREPARED BY:               Martin Barrow, Facility Allocations Coordinator

                                            Colin Service, Manager Planning & Policy Development

 

 

 

RECOMMENDATION:

1)                  That the report entitled “ Allocation Policy” be received as information;

 

 

PURPOSE:

The purpose of this report is to provide background information to Council around the development of four unique Allocation Policies – Cricket Pitch Allocation Policy, Ball Diamonds Allocation Policy, Fields Allocation Policy, Pools Allocation Policy.  Specifically, the intent of the report is to outline the process undertaken in gaining user group feedback and provide the overall framework that shapes the development of all Allocation Policies.

 

 

BACKGROUND:

The Town of Markham has seen significant growth and emergence of a new and diverse population base.  With this growth and changes in the community, new participation patterns have emerged which affect the demand for and use of town owned facilities.

 

To address the permitted use of Town Facilities, the Facility Allocations Office was created in May of 2008.  During the first 15 months of operation, the Facility Allocations Office spent a great deal of time meeting with user groups and understanding the various challenges and opportunities of each user group.  Once solid relationships were built with the user groups, staff began hosting a series of meetings in the fall of 2009 with the user groups to gather their input in and support for the development of more formal allocations policies.

 

Each of the four allocation policies will be presented separately as each has unique users with differing requirements.  Despite the uniqueness of each sport and facility, there are common principles that tie each policy together. A common set of guiding principles and policy principles were shared with each of the user groups.

 

 

 

 

 

 

 

Guiding Principles:

o     Town facilities are built by, and funded for Markham residents.

o     All members of the community should have opportunity to access town facilities regardless of physical, financial, social or environmental barriers.

o     Town facilities serve as a fabric of the community creating opportunities for individuals to connect to one another and the community.

o     Town facilities provide an excellent environment to promote, encourage and facilitate lifelong active living.

 

Policy Principles:

o     Allocations will be handled in an open and transparent environment.

o     An Allocation Policy will ensure the distribution of Town facilities in a fair and equitable manner, respecting issues of accessibility.

o     Allocations will be reviewed on an annual basis.

o     Groups meeting Markham residency requirements will receive priority.

o     Where facility demand exceeds supply, the Town may have to limit the emergence of new user groups.

o     Children/Youth should receive preference of hours when allocating time.

 

 

 

OPTIONS/ DISCUSSION:

In the following weeks the recreation department will be bringing forward a series of four allocation policies including:

 

o     Cricket Pitch Allocation Policy

o     Ball Diamonds Allocation Policy

o     Fields Allocation Policy

o     Pools Allocation Policy

 

These policies will be an essential component in the fair and equitable distribution of Town resources.

 

Each policy will be brought forward separately in order to allow discussion of that particular policy. While each of the policies share the same requirements for priority groups, residency, responsible use, and booking procedures, each is unique in the formula used to calculate time recognizing the requirements of sports using the particular facility.

 

 

FINANCIAL CONSIDERATIONS AND TEMPLATE:

Any financial implications of Allocation Policies will be explored further in the report specific to those policies.

 

HUMAN RESOURCES CONSIDERATIONS

Not Applicable

 

 

ALIGNMENT WITH STRATEGIC PRIORITIES:

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 arenas, swimming, sports field, and green space. The Town of Markham is actively involved in the development new community centres, parks and open spaces in emerging areas of Markham. While it is important to develop new facilities, it is equally important to ensure responsible usage of existing facilities as addressed in the Allocation Policies.

 

Municipal Services - Markham’s mission statement is “working with the community to provide high quality municipal services that meet, if not exceed, the expectations of Town residents and businesses” In order to meet, if not exceed the expectations of the Town’s residents it is essential to allocate time in a fair, equitable and transparent manner.

 

 

BUSINESS UNITS CONSULTED AND AFFECTED:

Not Applicable

 

RECOMMENDED

                            BY:    ________________________          ________________________

                                      Mary Creighton                                  Brenda Librecz

                                      Director, Recreation Services  Commissioner, Community      

                                                                                                & Fire Services

 

 

 

 

 

Q://Recreation/Reports/Allocation information report