Report to: General Committee Date Report Authored: April 14, 2010
SUBJECT: Pool Allocation Policy, 2010
PREPARED BY: Colin Service, Manager Planning & Policy Development
Martin Barrow, Facility Allocations Coordinator
RECOMMENDATION:
1) THAT the report entitled “Pool Allocation Policy, 2010” be received;
2) AND THAT Council endorse the Pool Allocation Policy, giving staff the authority to allocate time in pools in accordance with the policy ;
3) AND THAT Council endorse Schedule A - Percentage of Time to be Allocated;
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 an allocation policy for pools and to seek endorsement from Council for the policy attached.
BACKGROUND:
Pools are built by, and funded for Markham residents, serving as a fabric of the community. All members of the community should have opportunity to access pools regardless of physical, financial, social or environmental barriers. The pillars that exist in the operations of an aquatic environment include drowning prevention, skill development and leadership, recreation, fitness, sport training and rehabilitation. Each pillar equally supports the overall success in terms of maximum participation and fiscal responsibility.
With significant
growth and changes in the community, new participation patterns have emerged
which affect the demand for and use of our pools. It is suggested by Swim Canada that a
community should ideally have one pool for every 30,000 (ideal) to 50,000
(acceptable) residents. Currently,
Markham has one pool for every 75,000 residents. Simply put, the Town has been unable to match
the demand for aquatic facilities with the growth of the Town. Traditionally, the Town has allocated pool based on the aquatic programs priorities:
education (learn to swim programs), leisure (open swims for families),
competitive (user groups) and therapeutic needs. Balancing all resident aquatic needs, along
with the shortage of aquatic space has placed constraints on user groups in
terms of overall growth, emergence of new groups.
This reality has amplified the need for the development of a Pool Allocation Policy. In 2008, a draft policy was presented to General Committee. The Policy was deferred as the user groups were not in total agreement with the draft policy.
An Aquatic Advisory Committee of Council was formed to address interim solutions. Staff began working with the five main user groups again in the Spring of 2009 to develop an amended policy. These groups included the Markham Aquatic Club (MAC), the Mallards Swim Team, Markham Synchro, Markham Masters and Thornhill Masters.
Over the last year there were 14 meetings held with all user groups as well as over 20 additional meetings with individual user groups. Through this process considerable work was done with the user groups to determine a fair and equitable process for distribution of pool time while recognizing the constraints they are currently facing. The policy and schedule A put forth represent the culmination of the effort 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. It was determined by the Aquatic User Groups that it would be most appropriate to allocate time proportionately to the number of participants who were Markham residents.
The proposed policy is structured in two parts – the Policy and Schedule A. Essentially the Policy prescribes a method to distribute the hours available to user groups. Schedule A represents the percentage of time allocated to the user type: Rental Age Groups, Rental Adult/Synchro and Town Programming.
As such, two appendices have been attached:
Appendix 1 – The Pool Allocation Policy
Appendix 2 – Schedule A – Percentage of Time to be Allocated;
All user groups have expressed support for the Pool Allocation Policy – the method for calculating pool time. However, in working with the user groups to develop the policy, there was an overwhelming concern that the amount of time currently offered simply does not allow for any growth of the Clubs while they are faced with continuous requests from the community to accommodate more participants. As such, staff worked with the user groups to examine each pool and determine an ideal percentage of time during a given block of time that would meet their needs.
Similarly The Town is faced with continuous requests from the community to increase the number of public swim, lane swim, and increased swimming lesson capacity. The town programs continue to have waiting list for certain level of programs. Given this demand, Town Aquatic Staff has continued to program the pools to ensure maximum usage while maintaining hours offered to user groups annually.
All user groups have expressed concern about Schedule A that maintains current usage, which is being recommended by staff. Their request would be to allocate the amount of time prescribed in an exercise undertaken by all user groups that outlined their specific needs. The user group defined Percentage of Time Allocated (see chart) represents an increase in the number of hours offered to user groups while decreasing the amount of time available for community based programs for swim lessons and leisure swimming for families. The Learn to Swim Programs are critical to a successful swim club program.
A comparison of the Percentage of Time Defined by the user groups versus the Actual Usage, is identified below:
|
Total for all Pools within Town of Markham |
|||
|
Weekdays |
User Group Defined |
Actual Usage |
|
|
Block of Time |
Usage |
Percentage of Time
Allocated |
Percentage of Time
Allocated |
|
Early Morning |
CSG Rental Age Group |
60 |
53.75 |
|
Open to 7:30 am |
CSG Rental Adult /
Synchro |
2 |
0 |
|
|
Community Programming |
38 |
46.25 |
|
|
|
|
|
|
School Day |
Community Programming |
95 |
100 |
|
7:30 am to 4:00 pm |
CSG Rental Adult |
5 |
0 |
|
|
|
|
|
|
After School/Evening |
CSG Rental Age Group |
51.25 |
37 |
|
4:00 pm to 8:00 pm |
CSG Rental Synchro |
6.25 |
2.5 |
|
|
Community Programming |
42.5 |
60.5 |
|
|
|
|
|
|
Evening Until Close |
CSG Rental Age Group |
15 |
4.75 |
|
8:00 pm to Close |
CSG Rental Synchro |
5 |
1.25 |
|
|
CSG Rental Adult |
21.25 |
16.75 |
|
|
Community Programming |
58.75 |
79.75 |
|
Total
for all Pools within Town of Markham |
|||
|
Weekends
& Holidays |
User Group Defined |
Actual Usage |
|
|
Block of Time |
Usage |
Percentage of Time
Allocated |
Percentage of Time
Allocated |
|
Early Mornings |
CSG Rental Age Group |
60 |
54.25 |
|
Open to 9 am |
CSG Rental Adult |
5 |
0 |
|
|
Community Programming |
35 |
45.75 |
|
|
|
|
|
|
Late Mornings |
CSG Rental Age Group |
22.5 |
3.75 |
|
9 am to Noon |
Community Programming |
77.5 |
96.25 |
|
|
|
|
|
|
Afternoon |
CSG Rental Age Group |
15 |
2.5 |
|
Noon to 4 pm |
Community Programming |
85 |
97.5 |
|
|
|
|
|
|
Evening |
CSG Rental Age Group |
10 |
8.25 |
|
4 pm to 7 pm |
CSG Rental Synchro |
10 |
10 |
|
|
Community Programming |
80 |
81.75 |
|
|
|
|
|
|
Night |
CSG Rental Adult |
40 |
27 |
|
7 pm to Close |
CSG Rental Synchro |
20 |
7.5 |
|
|
Community Programming |
40 |
65.5 |
There is an identified need for additional pools in our community. The recently approved Integrated Leisure Master Plan confirms this need. There is a pool included in the East Markham Community Centre, the addition of the PanAm, and an anticipated pool facility at the new Southeast Markham Community Centre that will help to address this shortage of pool space:
|
Facility |
Description & Amenities |
Proposed Timeline |
|
East Markham Community Centre |
25 metre, 8 lane Pool Equipped with appropriate depth and temperature to host provincial meets Separate leisure and therapeutic pools |
Late 2012, early 2013 |
|
PAN AM Pool |
50 metre, 10 lane with moveable bulkhead |
Spring 2014 |
|
Southeast Markham Community Centre |
25 metre, 6 to 8 lane pool Other amenities to be determined |
Late 2014, early 2015 |
Staff are recommending, at this time, that we continue with the current usage rate for user groups until other facilities come onboard at which time Schedule A will be revised.
It should be noted that while the user groups have identified their shortage of time, all users of pools including lessons participants, leisure swimmers, lane swimmers and other aquatic users express a similar need for more pool time. As identified at the outset of the report, the success of a pool operation is directly correlated with the success of a variety of programs that meet the needs of all residents. Given the shortage of pool space and time, it is paramount that as balanced an approach as possible be maintained.
Specifically, by utilizing the user group defined number of hours, there would be serious implications to the rest of the community making use of aquatic facilities. For example, currently less than 10% of prime pool time is available for public swims. This would further erode that to a state where public swimming would be virtually non existent during prime time. Over 2,500 swimming lesson participants would also be displaced. As a municipality we have an obligation to our residents to ensure that opportunities for physical activity remain open and accessible, particularly as we face an epidemic of inactivity among youth.
Currently the Town allocates a total of 17% of all available time to user groups, which is average among municipalities in the GTA. It should be noted that of that 17% allocated 35% of all prime time hours are allocated to user groups, which is well above the average for the GTA.
Consequently, staff recommend that Schedule A – Percentage of Time to be Allocated be approved.
FINANCIAL CONSIDERATIONS AND TEMPLATE:
Should adjustment to Schedule A be adopted, adjusting the percentage of time allocation based on what the user groups have indentified there are implications on ability to accommodate swimming lesson participation and subsequent financial implications. Specifically, up to 2,500 individual places in swimming lessons will not be able to be accommodated representing a net loss of approximately $35,000.
HUMAN RESOURCES CONSIDERATIONS
Not Applicable
ALIGNMENT WITH STRATEGIC PRIORITIES:
Not Applicable
BUSINESS UNITS CONSULTED AND AFFECTED:
None
RECOMMENDED
BY: ________________________ ________________________
Mary Creighton Brenda Librecz
Director, Recreation Services Commissioner, Community
& Fire Service
ATTACHMENTS:
Appendix “1” – Pool Allocation Policy
Appendix “2” – Schedule A maintaining current total time allocated to User Groups