Report to: General Committee                                          Date Report Authored: Feb 27, 2010

 

 

SUBJECT:                          Fields & Diamonds Allocation Policies

PREPARED BY:               Colin Service, Manager Planning & Policy Development

                                            Martin Barrow, Facility Allocations Coordinator

 

 

 

RECOMMENDATION:

1)                  THAT the report entitled “Fields & Diamonds Allocation Policies” be received;

 

2)                  AND THAT Council endorse the Fields Allocation Policy, giving staff the authority to allocate time on fields in accordance with the policy ;

 

3)                  AND THAT Council endorse the Diamonds Allocation Policy, giving staff the authority to allocate time on diamonds in accordance with the policy;

 

4)                  AND THAT staff be authorized and directed to do all things necessary to give effect to this resolution.

 

 

PURPOSE:

The purpose of this report is to inform council of the development of allocation policies for fields and diamonds and to seek endorsement from Council for the policies attached.

 

 

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 our fields and diamonds.   Despite this growth and changing demographics, for the last five years the Town of Markham has rolled over permitted time from one season to the next without consideration of participation, emerging user groups or degradation of fields or diamonds.

 

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.  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.  All user groups that permitted time on a field or diamond were invited to participate.

 

Over 15 meetings were held with various user groups to receive feedback and to ensure that a fair and equitable method of distribution was adopted.  The policies put forth represent the culmination of efforts of these user groups.

 

 

OPTIONS/ DISCUSSION:

In approaching the development of allocation policies the following principles were critical to the process:

 

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.

 

These principles serve as the foundation of all allocation policies.  Out of this foundation there are unique methods of calculation of time distribution that were developed and approved by the participating user groups.  These factors include competitive and recreational time allotments, definition of prime time and non prime time, length of game and team size.  Please see appendix A and B for the specific policies.

 

In working with the user groups to develop the policies, there was an overwhelming feeling of stewardship displayed by the user groups.  They expressed a keen desire to take active steps in protecting the life of fields and diamonds and working with the Town to ensure the fields and diamonds are well maintained.

 

Specifically, the user groups identified need for a formal wet field policy, a maintenance standards document, a premium field strategy and incorporation of rest days for fields. There is agreement from staff (both Recreation and Parks Operations) that these policies, documents and strategies will benefit both the user groups and the Town in the long run.

 

To that end, the Parks Operations staff will address the wet field policy and maintenance standards document through their current Operations Service Planning initiative. 

 

The premium field strategy is better addressed through the context of the Integrated Leisure Master Plan. 

 

In terms of rest days for fields, the Facility Allocations Office is working with the major user groups to incorporate rest days within their allocations.

 

FINANCIAL CONSIDERATIONS AND TEMPLATE: (external link)

Not Applicable

 

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 fields, and green space. The Town of Markham is actively involved in the development new community centers, 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:

Parks Operations

 

RECOMMENDED

                            BY:    ________________________          ________________________

                                      Mary Creighton                                  Brenda Librecz

                                      Director, Recreation Services              Commissioner, Community

                                                                                                & Fire Services

 

 

ATTACHMENTS:

Appendix “A” – Fields Allocation Policy

Appendix “B” – Diamonds Allocation Policy