The
Town of
Guiding
Principles:
o
Pools are built by, and funded for
o
All members of the community should have
opportunity to access pools regardless of physical, financial, social or
environmental barriers.
o
Pools serve as a fabric of the community
creating opportunities for individuals to connect to one another and the
community.
o
There are five pillars that exist in the
operations of an aquatic environment (skill development, recreation, fitness,
sport training, rehabilitation). Success
is directly correlated to the success of each pillar.
o
Pools serve as an excellent forum to
develop character, and to educate and enrich the lives of
o
Pools 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 pool time in a fair and equitable manner, respecting
issues of accessibility.
o
In the event of a scheduling dispute,
the Facility Allocations Coordinator will facilitate an open and transparent
session with affected User Groups to resolve the dispute, considering
historical usage as a factor in dispute resolution. Unresolved disputes will then be elevated as
follows:
§
Director of Recreation Services /
Commissioner of Community & Fire Services
§
Allocations Advisory Committee of
Council
§
Council
o
Allocations will be reviewed on an
annual basis.
o
Groups meeting
o
Where facility demand exceeds supply,
the Town may have to limit the emergence of new user groups or may have to cap
registrations of existing user groups.
o
Youth (defined as individuals 17 years
of age or younger) should receive preference of hours when allocating time.
1.0
POOL
ALLOCATION
1.1
Staff will endeavour to complete the pool
allocation process each year with final confirmation to be done by April 1st,
each year for the following season defined as September 1st through
August 31st.
1.2
Allocated pool time for recognized Community
Service Groups will be booked under individual contracts at the appropriate
rates.
1.3
Allocated pool times must be used solely
by the user group identified on the contract and by the designated category of
participation, i.e.; Minor, Adult, etc.
Time must not be allocated as minor and used otherwise.
1.4
Users with outstanding balances will not
be issued permits.
1.5
Transfer or Sublet Prohibited
No person, organization, association or community service group shall
transfer, sublet or permit to be transferred or sublet, any pool allocation, or
part thereof, for value or otherwise. If
any person, organization association or community services group transfers or
sublets any pool allocation or any part thereof, or permits such transfer or
sublet, their facility rental contract shall be terminated without notice and
the Town shall refund the permit fee on a prorated basis.
1.6
The facility rental contract is not
effective unless and until the permit fee has been paid in full or post-dated
cheques have been received.
1.7
Pool Allocation Time Periods The allocation process for the Town of
Weekdays Open to 7:30 am
Weekends Open to
& Holidays
1.8
After entitlements have been met any
additional pool time may be purchased where available.
1.9
Pool allocation meetings will be held
annually following Feb 28th, the deadline for application
submission.
2.0
CLUB
SIZE
2.1
Until new pools are added to the
inventory, for the purposes of allocation the Town of
2.2
Any new groups requesting allocated pool
time must be approved by Council prior to permitting of any time.
3.0
GROUPS
DEFINED IN ORDER OF PRIORITY:
i)
Determine total number of participants
for each User Group
ii)
Determine % of total participants for
each User Group
iii)
Distribute corresponding % of each block
of hours to all established user groups
– each block will be considered in isolation (ie. if
Group A has 20 % of Markham Resident Participants they will receive 20% of the
available time in each individual block of time)
4.1
Application packages will be mailed out
by January 31 of the current season. Applications
will be due back by February 28. User
groups will be required to submit a completed application form including the
following information.
4.1.1
Previous year’s rosters with postal codes
and ages of participants. All rosters
will be audited through a variety of techniques – User Groups will be invited
to submit auditing techniques in addition to Town auditing techniques to be used for
verification purposes.
4.1.2
Primary and Secondary contact person
4.1.3
Current Executive/Board list including
position, telephone, and e-mail address
of the executive for that year
4.1.4
Copy of Annual General Meeting minutes
and financial statements
4.1.5
Copy of current General Liability
Insurance in the amount of two million dollars naming the Corporation of the
Town of
4.1.6
Signed statement by organization president
attesting to the accuracy and validity of information provided.
4.2
If this information is not received, a pool
permit may be suspended and future requests for permits may not be issued. The
permit time will be reallocated.
5.1
Staff will determine pool allocations on
an annual basis. The pool season will be as follows:
September
1 through August 31
6.0
POLICY
ENFORCEMENT:
The
following forms of policy enforcements will be in effect:
6.1
Pool audits will be conducted on a
random basis. A
three-step process will be used in the event that there are permitted pools not
being used during these audits.
§ The permitted group will be contacted and informed the pool was
unused and asked to explain why. This
will be documented and tracked.
§ If the same group is found to have permitted a pool and it has not
been used, the group will receive a written letter identifying that if a third
audit reveals an unused booking, the permit for the pool will be removed.
§ If the pool is unused, remove permit. User group will be informed that the permit
has been removed. Future permit requests
will be subject to discretion of staff.
6.2
Teams using pools outside of their
permitted period may have their permit suspended for a two‑week period.
6.3
Misuse of pools may result in suspension
of permit.
6.4
Town will periodically randomly audit
pool usage utilizing an open and transparent audit tool to ensure appropriate
usage.
6.5
During permitted events, all cars must
remain within designated parking areas unless given prior written permission.
7.0
MEET
ALLOCATIONS:
7.1
Multiple meets by the same organization
will be considered one at a time in a rotational basis. Each club will be able
to host one meet date before granting multiple dates to the same user.
7.2
Separate application form is required
for each meet request.
7.3
Final decision on meet dates will rest
with the allocations office in order to minimize disruption to regular season use.
7.4
Requests for meets or special events
must be made at the same time as regular season permits. Staff responsible for permits will strive to
reach an equitable balance between regular users and meet organizers.
8.0
MEET
REQUIREMENTS
8.1
It is the requirement of all persons who
have permits in the pools to adhere to the concession agreement
8.2
In the event that additional space is
needed during the meet, rooms must be rented.
Hallways will not be permitted for use.
8.3
Additional staff services must be
requested a minimum of fourteen (14) days in advance of the meet at an
additional fee.
9.0
See schedule “A”
for the percentage of time at each pool to be allocated.