Report to: General Committee Date Report Authored: May 5, 2010
SUBJECT: Agreement for Saint Roberts Artificial Turf Field and Bubble
PREPARED BY: Colin Service, Manager Planning & Policy Development
RECOMMENDATION:
1) THAT the report entitled “Agreement for Saint Roberts Artificial Turf Field and Bubble” be received;
2) AND THAT Council authorize the Mayor and Clerk to execute a joint use and maintenance agreement with the York Catholic District School Board (YCDSB) in respect of the Saint Roberts Secondary School Artificial Turf Field and Seasonal Bubble, in a form and content satisfactory to the Chief Administrative Officer and the Town Solicitor;
3) 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 request Council authority for the Mayor and Clerk to execute a joint use and maintenance agreement with the York Catholic District School Board in respect of the Saint Roberts Secondary School Artificial Turf Field and Seasonal Bubble in a form and content satisfactory to the Chief Administrative Officer and the Town Solicitor.
BACKGROUND:
In May 2009, the Town of Markham applied for funding through the Recreation Infrastructure Ontario (RInC) program for funding for construction of an artificial turf field and seasonal bubble. The application was successful and the Town subsequently committed funding of $1.2 million along with a $2 million contribution from the Federal and Provincial Governments.
The York Catholic District School Board (YCDSB) agreed to partner with the Town in providing land at Saint Roberts Secondary School for this project. Construction at this particular location was viewed as ideal given the lack of direct residents adjacent to the property.
Representatives from the Town and YCDSB began meeting in June 2009 to work through details of a joint use and maintenance agreement while design work and soil testing was being done.
Meetings continued
throughout the fall. Principles of the
agreement were agreed to in late 2009 with a few details for discussion
continuing through early 2010.
Through the entire process YCDSB has been
open, receptive and accommodating.
OPTIONS/ DISCUSSION:
Experiences, both positive and negative, in the development of other joint use and maintenance agreements have strongly shaped the key elements of this agreement. The key elements are as follows:
Term of the Agreement
o The term of the agreement will be for 10 years (the average life expectancy of an Artificial Turf Field) with negotiations for renewal beginning 2 years prior to the termination of the agreement.
o The life of the agreement coincides with the life of the asset. If the life of the asset can be extended beyond 10 years, then the agreement will also extend correspondingly.
Issuing of Permits
o The Town will solely be responsible for issuing permits and collecting all revenues associated with the facility.
Priorities of Usage
o The Town will have exclusive access to the facility Monday through Friday from 6 pm to 11 pm and Weekends and Holidays from 6 am to 11 pm.
o YCDSB will have access four times annually to weekend use at no charge. Any additional time will be permitted to YCDSB at Community Service Group rate where space and time is available, at the discretion of the Town of Markham.
Ongoing Maintenance
o The
Town is responsible for all maintenance and minor repairs of the field, during
the term of the agreement (this is the same arrangement presently in place for
other Board owned sport fields at secondary schools)
o The Town is responsible for erecting the bubble and dismantling the bubble annually
o YCDSB is responsible for daily weekday cleaning of the club house facilities. The Town is responsible for weekend cleaning of the club house facilities.
o YCDSB is responsible for daily waste management.
o YCDSB is responsible for all maintenance of parking lot including snow removal.
o YCDSB is responsible for snow removal around the perimeter of the bubble.
Capital Repairs
o All major capital repair costs will be split evenly between the Town and YCDSB.
o The asset will be added to the Lifecycle Inventory of the Town and regular capital repairs that are part of lifecycle will be covered by the Town.
Formation of Executive Committee
o 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.
FINANCIAL CONSIDERATIONS AND TEMPLATE: (external link)
Ongoing operating costs will be reported back to Council in fall of 2010. The joint use and maintenance agreement will not impact any capital costs associated with the project.
HUMAN RESOURCES CONSIDERATIONS
Human resource considerations will be reported back along with the financial considerations involved in the ongoing operation of the facility.
ALIGNMENT WITH STRATEGIC PRIORITIES:
Growth Management –
Municipal Services -
Through the development of the Integrated Leisure Master Plan (ILMP), it has been clearly identified that soccer is growing dramatically. Further the ILMP references the construction of this facility.
BUSINESS UNITS CONSULTED AND AFFECTED:
Parks Operations, Legal, Finance
RECOMMENDED
BY: ________________________ ________________________
Mary Creighton Brenda Librecz
Director, Recreation Services Commissioner, Community
& Fire Services
COMMITTEE/COUNCIL
ITEM TRACKING FORM
Revised: September 2009
DOES THE REPORT,
PRESENTATION, BY-LAW AFFECT OTHER DEPTS:
Yes No (List all departments impacted and being consulted on
this report.)
Electronic Approval
Required by:
|
Department |
Individual |
Obtained |
|
Legal |
Catherine Conrad |
|
|
Parks Operations |
Paul Ingham/Mark Ingwerson |
|
|
Finance |
Joel Lustig |
|
|
Commissioner, Corp Serv |
Andy Taylor |
|
|
CAO |
John Livey |
Attachments:
Comments &
Questions: