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HomeMy WebLinkAboutCS-01-98 THE CORPORATION OF THE MUNICIPALITY OF CLARlNGTON X~~~~~~~fi~~X REPORT Date: S.CA \ AD GENERAL PURPOSE AND ADMINISTRATION CO~i1e # -8:Q Res. # G PA - ~<.cJ1?5 Meeting: JANUARY 19, 1998 By-Law # Report #: CS-61-98 File#: Subject: ONTARIO SUMMER/WINTER GAMES Recommendations: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report CS-01-98 be received; 2. THAT Council endorse the continuation of researching the feasibility of making a formal bid for The Ontario Games 2000; 3. THAT Council support staff's involvement as a member of the Ad Hoc Games Committee; and 4. THAT staff be directed to report back to Council advising of the results of the Ad Hoc Committees' research, prior to the submission of a formal bid or commitment of funds. 1.0 BACKGROUND 1.1 In February of 1997, all municipalities in Durham Region received an invitation from the Province to consider bidding on any of the upcoming Provincial Games. This item was discussed at a subsequent Durham Region Recreation Directors meeting, where it was agreed to form an Ad Hoc Committee to investigate the feasibility of an application on behalf of all regional municipalities for the year 2000. 1.2 The Ad Hoc Committee has had two preliminary meetings to-date; the first to review the bid process and the inclusion of other partners and potential partners in the process. The second meeting, to obtain a commitment at the staff level from all municipalities within the Region and from the Region itself, and further to discuss the pros and cons relative to a joint bid. .. . ./2 RECYCLEO!:t\ PAP1ER PAPER 'tt::!:1 RECYCLE THIS IS PAINTED ON RECYCLED PAPER Uul REPORT CS-01-98 -2- JANUARY 19, 1998 1.3 After a thorough preliminary review it is the opinion of the Ad Hoc Committee that this would only be a viable project on the basis of 100% participation from all communities within the Region of Durham. 2.0 BENEFITS 2.1 This project would strengthen sport development within the Region of Durham; promote the benefits of the various Regional Municipalities; build closer municipal partnerships in the delivery of leisure services, and provide an opportunity for residents in all our communities to learn more about themselves. As noted in the bid package (Attachment #1) an event of this nature will also "provide a vehicle for economic impact, community development, recognition and civic pride." 3.0 FINANCING 3.1 There are no fmancial implications at this time, other than the assignment of human resources. Attachment #2 is provided for the information of Council, which provides additional information related to previous games held, associated fmancing and potential funding from the province. 4.0 COMMENT 4.1 The Ad Hoc Committee is seeking Council's endorsement to continue researching the process. It is our intention, after completing the review, that a full and detailed report to the respective Councils would be made prior to making any expenditure or the formulation of a bid for the Ontario Games 2000. Respectfully submitted, Reviewed by, /1 JIi I~ " - .~ , w. H. Stockwell, Chief Administrative Officer Joseph P. Caruana, Director Cont?unity Services Department JPC:pg Attachments llJ:-.12 .. ATTACHMENT #1 j j 1 1 ! ONT ARlO SUMMER AND WINTER GAMES BID GUIDELINES Ministry of Citizenship, Culture and Recreation January, 1997 1 ... Z I U -..' ~) INTRODUCTION The Ontario Games started in 1970 as a showcase for amateur sport. As a multi- sport competition, the Ontario G~mes provide the provinceis athletes with a developmental and competitive opportunity to prepare them for national and international competitions. .They als9 give the public a chance to ~e~ Ontari.o's best amateur athletes compete provincially. .. Each Ontario Games involves from 2,200 to 3,000 participants from across the province competing in up to 26 sports. The Ministry of Citizenship, Culture and Recreation and the selected Host Municipality are the primary sponsors of the Games. The Host Municipality is responsible for establishing a Games Organizing Committee (GOC). The GOC, which includes representatives from the Host Municipality and the Ministry, works in co-operation with Provincial Sport Organizations to ensure the success of the Games. For Further information contact: Program Development Unit Sport and Recreation Programs Branch Ministry of Citizenship, Culture and Recreation 77 Bloor Street West, 8th Floor Toronto, Ontario M7A 2R9 Ontario Summer and Winter Games Bid Guidelines U L l THE ONTARIO SUMMER AND WINTER GAMES The Ontario Games is a program of the Ministry of Citizenship, Culture and Recreation. The Games play an important role in Ontario sport development and is an integral component of the Strategy for Amateur Sport in Ontario. The ~llin;stiV is responsible fOi the following: . Involved with the selection of the sports for the Games; . . Selecting the Host Community for the Games; . Acting as primary liaison to the Games' Organizing Committee (GOC), and providing a manual to assist with the planning and staging of the Games; . Determining, with the co-operation 07 the Provincial Sport Organization (PSO), technical ruies and procedures; Providing financial assistance to the GOC; and . Negotiating the contractual agreement with the Host Municipality . GAMES OBJECTIVES The objectives of the Ontario Games are_to: 1 . Provide a level of competition through provincial championships which will enhance the participants' ability and opportunity :c c'ogress :0 Gationa: at,':: :l",IBinationai levels. 2. 8e a venue. when appropriate, that will determine the Ontario Team for the Canada Games. 3. Provide a vehicle which will encourage wide participation in amateur sport. 4. Contribute to the development of communities by: providing a showcase for the host community ii. providing opportunities to view ~he Province's best amateur athletes iii. providing opportunities for volunteers to mobilize, become involved and take pride in the successful operation of a large community event \;. promoting local sport grouDs and a legacy of sport deveiopmem '/. realizing the economic benefits o~ hosting a ~ajo:' 8\/ent Ontario Summer and Winter Games Bid Guidelines Page: '1 1uuJ CRITICAL SUCCESS FA CTORS The following are the success factors for hosting Ontario Games. These characteristics have been observed in recent Ontario Games as being key elements' necessary to stage a successful event; . Solid community support (political, soon community, volunteer groups, school systems, business community, etc.); . Strong volunteer leadership, supported by capable, -professional staff; . Athlete centred (care, comfort, competition) ; . Facilities that meet the provincial and sport requirements; . Creative and aggressive fund- raising (cash and gifts-in-kind); . Effective communication with the Ministry and PSO's; and . Experience in hosting large events. CYCLE Summer/Winter Games are held every two years in the even numbered years (1996,1998,2000, etc.). ONTARIO GAMES BIDDING PROCEDURES The bidding procedures are as follows: 1. The Ministry invites communities to submit bids for the summer or winter games. The Ministry's Bid Guidelines are also distributed at this time. Municipalities must submit their bid by a specified date. It is highly advisable that municipalities contact the Ministry as soon as possible, if they are considering submitting a bid. - 2. Depending on the interest, the Ministry may conduct a bidders seminar to explain the bid process. If there are not enough municipalities to host a bidders .:;yJerence Ministry staff will visit ;merested municipalities and brief them on preparing a bid. 3. Municipalities submit their bids to the Ministry by a specified date. 4. A Site Review Committee (SRC) will evaluate the bids and conduct site assessments. 5. The SRC submits its site evaluation to the Minister of Citizenship, Culture and Recreation for a decision. 6. The Minister announces the decision on a specified date. 7. Ministry staff meets with the Host Municipality to begin the preparation of organizing the Games. Ontario Summer and Winter Games Bid Guidelines Page: 2 U.....i 0 ONTARIO SUMMER/WINTER GAMES BID GUIDELINES Municipalities interested in hosting the Ontario SummerlWinter Games must prepare a formal bid for submission to the Ministry of Citizenship, Culture and Recreation. 1. The Bid The bid shouic provide an introduction to the community, such as population, a brief history, economic activity, etc. It must detail plans for the Games including each of the sections discussed in this document. A checklist of additional items is included as Appendix A. The bid must be technically sound and convey an accurate assessment of the municipality's resources. After the SRC reviews the bid, and before the site evaluation, a Bid Committee may be asked to prepare supplementary information for presentation during the site review day. 2. Municipal Support Due to the size and complexity of the Ontario Games, municipal support is critical to the Success of the event. It is important to indicate the type of support the municipality is prepared to commit to a Games Organizing Committee (GO C) . Municipal contributions have ranged from $50,000 - $200,000 including cash and gifts and/or services-in-kind. Please include the following in your bid application: . ievel of municipal contribution (cash and gifts-in-kind); and . resolution of City Council indicatin support for bid application and proposed financial contribution. 3. Eligible Municipality/Municipalities All municipalities in the province are eligible to bid for the Ontario Games. Because of the considerations belo'N only some municipalities over a population size of 25,000 have been invited to bid for the games. Some 0; the smaller municipalities may wish tl partner with other neighbouring municipalities in their bids. The following facts should be considered by a muniCipality when deciding whether to bid for Ontario Games: . The number and types or SpOrt facilities available in the community; . The facilities that are needed to ru' the games; · The number of volunteers needed to successfully host the games (estimated to be between 1,500 to 2,000); . Accommodation and meals for 2,200 to 3,000 athletes for up to four days; . Other accommodations for parent:: officials, tourists, etc.; and . Financial capability to raise the required municipal and private sector funds to host the games. 4. Community Support it is important that a tangible demonstration of the community's support for the Games be identified Ontario Summer and Winter Games Bid Guidelines Page: 3 1 I ! I U :"J -------''''''' .".. ---.'- from the outset. The Ministry must be convinced that the community wants the Games and is prepared to donate their time, energy and money to support the Games through .;Otunteer time, at~endar.ce at events, merchandising efforts, etc. Local and regional governments, educational institutions, businesses, :'":ambers or SJrr~erce. labour organizations, piOressionai associations, community service groups, sport organizations and other identifiable sectors of the community should be involved in the bid in some tangible fashion. The Bid should also outline briefly how the Host Municipality intends to build community support leading up to and during the games. 5. Community Achievements A list of events that the municipality has hosted in previous years provides an indication to the SRC of the human resources and organizational experience within the community. In this regard, a listing of major sporting and non-sporting events that have been hosted by the community should be included, along with a short description of the number of volunteers, participants and the budget (including how much revenue was self-generated and how much was provided by governments.) 6. Legacy Proposals Ongoing soort develooment INithin a host communit'l is one of the objectives of the Ontario Games program. The Bid should outline its plans for spon development in the :8r;:mL~i:'1 before ana after the Games. Surplus funds are to be designated for the benefit of amateur sport in the host community. Any surplus for amateur sport would ,iormaii'f be piaced in a legacy trust fund. 7. Deficit Management Plan The province is not responsible for . .:.:;-:: :"2' .')C:.c'~ -;..e bid 3'-iUuic ;"dicatE trie steps .nat wiil be taken to ensure that the Games do not incur a deficit. Also, a plan for what will occur in the event of a deficit (e.g. financial guarantees from the municipality) should be detailed. 8. Games Organizing Committee Each bid must outline its plans for creating a Games Organizing Committee (GOC). The bid does not need to have a completely structured GOe, however an outline is required. The bie must demonsuate the commitment of key people in the community to get involved. A sample organizational chart for a GOC is shown as Appendix B. It shows many functional activities or tasks that must be assigned to the various committees. The GOC should draw upon a wide cross-section of the community based on their ability to organize and manage. Since much of the success of the Games is deoendent uoon the s:',thusiasr.: 2"C tireless e-:'for'ts cf ';D]unteers S;Jec:a~ ~!~Dhasis must be .;:'../8;: :.: ::-.02 ',-,'C __::2-='" --:a:-:age;-nen: skills c F t~:ose ::j2C2C 1;-' .aadership :,OSi"LionS Ontario Summer and Winter Games Bid Guidelines Page: 4 -\ U ....,0 --...........--~----- The GOC is responsibie for achieving the mandate and mission of the Games. The GOC often includes representatives of major public institutions or organizations with an :nterest in the Games. Shortly after its incorporation, the GOe should establish a headquarters or central office, which will provide the focus Tor the operations of the Games. T.le GOe 'IV;;: be ;espc~sible for developing a number of policies for areas such as purchasing and tendering. Policies trom previous Games will be available. 9. French Language Services As the Ontario Games are a program of the Ministry, the GOC will have to include a Committee responsible tor French Language Services. The Committee will ensure that both official languages are respected in all aromotions and public information prior to and during the Games. All signage, publications and displays must be in both official languages. A detailed listing of French language services requirements is noted in Appendix C. 10. Human Resources To stage a successfui Ontario Games, the GOC will need to recruit, train and direct the efforts of more than 1,000 community volunteers. 'vVith these numbers in mind, the Bid needs to outline the human resoUices which v'IQuld be available to the GOC. · names of mur'icipai gO'v'er:;ment COiitacts: .... -.-.- --"--~-.----~-- '=xtenr 07 munlcioai government"s oroposed involvement in the alanning and ooeration of the Games; · olan for staffing the Games office; ..::a~ for recruiting, :raining, co- ordinating and recognizing over ~ ,000 Games voiunteers; ~ames of potential sub-committee .;nairpersons. carticularly for - -.: -,"ais; 1-''; .:J :-: C .s ~C; --:: technicaL 77 - . '~:;2:;1€, c;;c =3 removal of barriers plan. 11. Dates Of The Games The Ontario Games are held every two years in even numbered years (1996,1998). The Ontario Winter Games are traditionally held the second week of March. The Ontario Summer Games are traditionally held the second or third week in August. Both Games begin with Opening Ce:-er.lonies taking place on the Thursday evening and competitions running until Sunday. Closing Ceremonies take place late Sunday afternoon or early evening. The bid must indicate the dates of the games and the rationale for choosing them. 12. Sport Selection The bid needs to outline the sports it orcposes to inciude in the games. _. "'. " . .. , ,~e 500r:3 l~al sr.Oulc oe oan or me games are outlined rurther on in this document. In certain instances, :::unicioalities will not have the caDabiiit\/ to ."'1ost a soer:, 2:-1G ~~.:;"":?or~ ~;:-=~:....=~~ :::";.a:'Jc'2:-;;ents .....;'D.~~C: ~e~~ tc :;9 de'/e1oo8C by the -.'- -'""'; C:2.= :, .'""'~3-= SQO~ts. ;,~C; ,-;03: :~:.;--:!---;.....:--:. :":0 ~,...3: pto\.:ide a . .... ; " :: ~ ~ = :;:,: ,J ,- ~.:" 4"' ..; :; 2 ! e s s Ontario Summer and Winter Games Bid Guidelines Page: 5 U ',-I j than 2500 participants for the Summer Games, for the Winter Games a minimum of 22 sports with no less than 2200 participants. 13. Number of Athletes The Ontario Games have been designed to include 2,200 to 3,000 athletes. 74. Provincial Funding Formula The Ministry will award a grant of $130.00 per participant based on the proposed number of participants the Bid municipality commits to hosting. In addition, The Ministry may award an additional grant of up to $10,000 to subsidize the travel of athletes from outlying areas of the province. 15. A thlete and Spectator Charges/Fees In the past, host communities have charged a nominal fee to the athlete for his or her participation in the four- day games. The Ministry will now allow a participant fee of up to $60.00 for participation in the games. The 1998 Summer and Winter Games will be the first Games that will provide an opportunity for the Host Community to charge admission for spectators. If the Host Community decides to charge admission to the events, the charges cannot exceed $10.00 per person or $ 20.00 for a family for a games pass. 16. Registration/Accreditation The bid will need to identify the necessary requirements and the plan for registering and accrediting up to 3,000 Games participants and 1,000 plus volunteers i.e. venue, computer software, logistics, etc. 17. Accommodation Every attempt should be made to accommodate athletes, coaches, managers within close proximity (University residence, close hotels~ etc.) to create an Athletes' Village atmosphere. The athletes' accommodations and atmosphere can make or break an athlete's oerformance at the Games, as well as their impression of the Games and host municipality. Every effort should be made to ensure the comfort, safety and privacy of the athlete. Because different sports have different wake-up/bed down schedules, no more than one sport/team should be roomed together. Your bid must outline the following: . outline a plan for housing up to 3,000 Games participants (athletes, coaches, managers, officials); men and women must be housed separately; indicate the number of rooms to be used and the number of beds per room; where possible, the Host should assign: 1 person per bed; maximum of 3 persons per room; accessibility of accommodation facilities (e.g. bedrooms, washrooms, etc.); and accommodations should include areas for storage of athletes' equipment (racquets, bicycles, hockey bags etc.). . . Ontario Summer and Winter Games Bid Guidelines Page: 6 UIJ 18. Technical Officials Technical officials (referees, umpires, judges etc.) who are local and meet the standards of the PSO should be identified as early as possible.. All out of town officials will be provided with a travel subsidy and meal allowance by the host. ':;'..n 07 Lown officiais must De accommodated, and will require many of the same amenities as athletes. Their accommodations must be single or twin rooms. 19. Food Services An athlete's experience is also very dependent on the quality and quantity of food they receive. As many sport's competition schedules are different, flexibility is needed to allow ~or late or earlier meals, box lunches ~tc. The bid must outline a plan for feeding the 3,000 participants during the 4-day event (e.g. per diems, food vouchers, grazing, box lunches, etc.). 20. Transportation a) External Describe the accessibility of your municipality by: . highway; . bus; . train; and . air. bj Local Jutljne a plan fo:'" t~anspcr:lng Games participants, spectators and VIP's to and from: soon v~nues; . accommodation sites: ceremonies; and . 3:ecjal events. ~ 1. Public/Media Relations A Media Centre must be set up in a :arge area and be in close proximity to 2 Results Centre. It requires communications such as fax -:=.::-;-:es: ::o~o~ters. ohone lines. S::. ~3ch '1e::ue should also be equipped with a fax and phone so that results can be forwarded promptly to the Media and Results' Centres. The bid must identify the media resources available and the plan for involving each in the promotion of the Ontario Games. 22. Ceremonies/Special Events "The importance of the Opening Ceremony cannot be overstated. It sets the tone for the entire Games and should be inspiring, involving, creative and include a cultural component. The requirements for the opening and closing ceremonies allow a great deal of flexibility to the host. The closing ceremonies are traditionally more ,'""formal and, in some cases, include volunteer appreciation as pan of witr -;:he event. 'he Old mus: indicate potenTia: er..;es for Opening and Casing ':erer"'onies along 'I'/ith the abi1itv tC' -:"ese:~: ::he Ceremonies :~ 80:;- :: ':~jCj2 :2nguages. j ~ r;:U3~ aisc ,--C C2:.2Jc:er;::a! speC:3; e''/2f":ts ar:c Ontario Summer and Winter Games Bid Guidelines U I 1 Page: 7 proposed venues i. e. 880, dance, seating capacity, etc. 23. Sport Technical The Ministry of Citizenship, Culture and Recreation has selected the maximum number of eligible sports for the Summer and Winter Games. These Sports are fixed and no alterations will be considered. ,\laximum ::ea~ Sizes ',vii: be negotiated with the Host, Ministry and Provincial Sport Organizations. The competitions are governed by a technical package that is jointly developed by the appropriate PSO and the GOC. The technical package dictates the number of participants permitted, competition format and other issues critical to the actual event. A sample technical package is attached as Apoendix D. Given that sport is undergoing constant change, the Ministry reserves the right to alter the sports iist and events within the sport up to one year prior to the Games. Alterations that lead to an increase in the cost of the Games must be agreed to by the Host and the Ministry. Given that athletes with a disability participate in the Games, facilities must be accessible. Refer to the attached list of Ontario Summer/Winter sports, minimum facility standards and target numbers to prepare the necessary sport technical information. The bid must list the following: . Facilities proposed for each of the sports and municipal map indicating facility locations. · Facility specifications including: · size e.g., playing surface dimensions, length/width/depth of pools; . accessibility for disabled; · change-rooms; and . food services e.g., concessions. . seating capacity · Names of local sport organizations which have indicated support for the Games and would assist with running the competitions. Ontario Summer anc Winter Games Bid Guidelines U i I~ Page: 8 24. Facility Requirements Ontario Summer Games ~';At;:::=t::=~~;:~\=t._i , 1 archery range 50 Length = 110m: Width = 300 m (includes s ace at each end of ran , 2 baseball diamonds w;~;.., !igh!S 84- j base-paths = 90 r:.' backsto = 20 ft. hi h x 40 ft. wide 3. Basketball (M/F)* I 6 basketball courts 180 j F.1.8.A.. size and marking I 4. Canoeing (M/F)* i 5. Cycling (M/F)* 6. Diving (M/F)* 7. Field Hockey (M/F)* I I 8. Lacrosse (M/F)# I : 9. Lawn Bowls (M/F)# I 10. Rowing (M/F). Race course = 1400 x 160 m : Lake or semi-artificial body of water Prevailing winds should blow either up or down course to minimize necessity for I steerin I Time trial = out and back flat road of a I ! total distance of 70 km ; Road Race = 10-15 k.T1 in circumference with hills (max. graaient 10%), descents, : corners and fiaT streTches - it should be in i ood condition with no Qat holes Pool with diving boards and/or platform 2 x 1 m boards and 1 x 3 m board/5 m tower 2 field hockey pitch = 91.4 x 55 m Grass maintained at 2.0 cm height Artificial turf : Box lacrosse - 2 indoor arenas - lighting suspendea higr aoove playing surface , Field lacrosse - 2 grass or artificial turf · olavin field 1 regulation bO'vviing facilitv = 2 flJll-sized greens 16 rinks 280 112 50 90 160 5E R 0 \IV i I~ g co U ! S e = :2 C: "7 B ~( c::. -- ......,("\ i\'ir:u~Ti~n; deG~~ = ~ :: - ~ . ~ ......,~rre~: riOT i:Q sx:eec .:jrT> ;-;--";,-:....i:S 2 grass fielo = i~.:l<. 6S Tr.'T:2X. 2ee Ontario Summer and Winter Games Bid Guidelines Page: 9 Ui] jiiii.lji.iii.ii::i'l.~i~i:i:li.lili.ii.l:ilt!l:ili:l:Ijl.i~.llil.tlll.~.::;~::!.:~~rwlliii * Open water away from commercial shipping lanes and the area can be closed to pleasure boats. Furthest point on the I course from land should not exceed one hour sailin time I Shooting range = 50 m in length (.22 calibre rifles) ! Range must have appropriate bullet stops 4.6 m in hei ht 4 grass or artificial turf soccer field = 1 20 x 90 m Field should have lights if night games are scheduled 6 regulation softball facilities Male 225 -245 ft. outfield fence Female 225 ft. outfield fence 8 tennis courts 85 13. Shooting (M/F)* 50 14. Soccer (M/F) * 336 , 5. Softball (M/F)* 160 200 50 17. Athletics (M/F)* - 261 .....:.:.~.~....y?I~;X9~.ll...!~(:~J.~. 180 Open water - Length minimum = 640 m Width minimum = 201 m De th of water minimum 1.2 m 50 Ontario Summer and Winter Games Bid Guidelines Page: 10 U I .+ Ontario Winter Games 1. Badminton (M/F)* ..:.:::::...:.::::::.::....... jijj:III~I~li:jl~:ill.:lillll.jjj:l:jjj:::)::j:ll:)~11:I~~il~~j: ~1'~lrdJII::11 1 gym = 6 courts - clear line markings 65 Minimum ceilin hei ht 30 ft. 1 range 12 positions side by side 2.5 m lanes x 50 m Minimum 5 k loop, 3.5 k loop. 2.5 k 1000 1 gym anc oox:rg ring "," ',"" ........--.-... .........., ..... .... .... ,',','- .............,.. -.. f~~:i:~:;r~~:~:~t~t~fl~~~~:;:i:~~~i1i~tiji~~~~~~iti~jj~i~~i@@ilikt~~~~~~~t~ 2. Biathlon (M/F)* 3. Boxing (M/F). 40 ... -.- .j~ : I r i 1 4. Curling (M/F)'" 1 curling rink , 43 I ; 1 Minimum 4 sheets of ice (crefer 6j i ~ 5. Fencing (M/F)* 1 gym (60 x 75 ft.) plus smaller warm- I 113 up area - wood floor 6. Figure Skating (M/F)* 1 regulation arena (90 x 190 ft.) I 180 , I , ~ , ! 7. Five Pin Bowling (M/F)# 24 lane facility (preferable 18 lane 152 , I minimum) I I 8. Gymnastics - Artistic i double gym r 188 ~ 1 I (M/F)* , t ! 9. Gymnastics - Rhythmic ; 1 165 , gym i (F)* , Minimum ceiling height 28 ft. i i I , I .1 ; I 10. Hockey - Men's* : 1 regulation arena (85 x 185 ft.) I 144 I i I I I i r ! 11. Hockey - Women's* 1 regulation arena (85 x 185 ft.) I 192 ;I , I ! I , I I 12. Judo (M/F)* I 1 gym I 128 ! i i j 13. Ringette (F)* I 1 regulation arena (85 x 185 ft.) , 140 , . I 14. Shooting - Air Pistol ! 1 range or gym 75 x 50 ft. 32 i : I r I (M/F)* ! , 15. Skiina - AIDine Mi!=).... i Mjni~um 150 r '/er:ica! erc::' .. .-,.... - - ( i 16. Skiin: - X-cot.:mrv '(M!F)-~ ' I 'I Tr3!!S : r1!;"iimur-' : ~ ,.,/iC~ \ ~/1ujt;p!e loops'J" :: - 1 n < ~. 'wr",--- tvlacnine groomw; '; Ontario Summer and Winter Games Bid Guidelines Page: 11 u J 17. Skiing - Disabled (M/F)* I Minimum 150 m vertical drop 18. Skiing - Freestyle i 200 m vertical drop (M/F)* Mo uls, ballet, aerials 19. Speed Skating (M/F)* 1 regulation arena (85 x 185 ft.) I I ................................... FA.......C.~P!-k:BF:~.Yl6.t*i~........................................................:....:....::.......::..:..:.:..:.:.:.:..:...:..:........:..:.....:..............:...:'.:.'::.:'.: ;.;:.::.::..~......:i:l.:..~:......::.:..:.:..~.:..:.::.:::~..:::.....:.J~.:..:...~........:...s::::.......:..:..... :.:.:.;.;.:.:.;-:.:.:.;.;.;.:.;.;. ... ;:.:::::::::::::::::::::::::::::::~:~:;:~:~~:?t~~~~(~~:~:~:;~!f:~:~:~~~~!:r~:~:rr~:~:~:~:!:!:~:::~:: ... . . .. rJM . ~r~"::I:: 50 132 126 4 international courts 65 m poo Minimum depth shallow end 1.2 m Minimum 5 lanes 180 22. Synchronized Swimming (F)* 11 x 25-yard pool - 5 lanes Minimum depth: shallow end 3 ft , deep end 9 ft. I 1 gym 8 tables , 1 x 25-yard pool Minimum shallow end 3 ft. 140 70 130 gym or auditorium 91 1 double gym (60 x 120 ft.) 223 .. Canada Games sports Sport participated only in the last Ontario Games # Note: ~arliClparlt numbers include athletes, coaches, managers and officials. III.' Final confirmation of participant numbers will not exceed 3,000 including 3:::]e:es. coaches, managers and majoritechnical officials. Cnlario Summer and Winter Games Bid Guidelines Page: 12 UIO 25. Finance A proposed budget for the Games is required. The following items should be considered I. Proiected Expenditures II. Proiected Revenues Staff Salaries Ministry Grant Administration I Municioal Funding I '"" . 1 I"..eremonles i Awards , C:or;Jorate Fund-Raising Gjfts :n Kind'Servica 1 . - -I .- 1 I ~ I ! Promotions I Souvenir Safes ~ Special Events I Participant Fees ,j Protocol Ticket Sales Accommodation Other ; Food Services , Transportation (internal and external) Security and Parkina Sport Equipment Facilities - Upgrading , - Rental Costs I Other Please outline your community's preliminary plans for surplus/deficit management. In addition, indicate how your community proposes to use any surplus funds. Notes: I. Municipal contributions have ranged from $50,000 to $200,000. including cash and gifts-in-kind, depending on the scope of the budget drafted by the municipality. Ii, External transportation costs are difiiC!ji~ to Torecas! untii oarticipan: numbers and a specific host travel poi icy is cevelooed. Tr:ecefore, for :,;8 OUrpOS8S 0 f this doc_ mem, J;e2se~s:; the figure of .S 1 50:000 iii. Municipaiities are encouraged to include a draft ma rketi n g/ s po nso rsh i p /fu nd - ra is i ng plan which would identify potential corporate sponsors and how their support will be recognized, etc. 26. Site Review The site review provides the opportunity for a detailed assessment of the strengths and weaknesses 0'; each bid relative to the basic requirements for hosting the Games and relative to the other DiGs. The ,3;'[2 ceview brings to ii"s :: :55_2'::: described in the Bid and gives the _"':cr:-'rr';i.Jnl:'! :: :::';2!iCe ~,:) ':~7.1:'--- -3-".::~- ~.s SJDQO:--~ 7'.:,"- ~."",e :-12~e:: . _ ~ ,,:),__ 2 ; \/ ~ S ~ ~ e S P ': .:: C -: 2 '; C e ~ .-, C' ~ ::: s :- ! C -. Ontario Summer and Winter Games Bid Guidelines Page: 17 7 U i I the Bid Committee about details of the bid. The SRC pays its own travel costs for the site evaluation. The SRC will be available for one day between 8:00 a.m. and 9:00 p.m.. Presentations by the Bid Committee should reinforce the written descriptions in the bid, but not necessarily duplicate what is written in the actual bid. The Bid Committee will brief the SRC on the day's itinerary. Highlight the routes to be taken and location of venues to be viewed and identify the key people that will be met during the day. The areas of emphasis noted in the document - technical, care and comfort, budgets, and community support, must be presented. While a display of public support for the Games is essential, it must be sincere and representative of the entire community. The bid must demonstrate that volunteers will be forthcoming and that local financial support will be available. 27. Site Selection Criteria Seven key areas for assessment have been identified. The Site-Selection Committee will have expertise in the following areas: 1. Technical -- sport venues, results system, sport leadership experience, past major sporting events hosted, officials. 2. Athlete Services -- athletes' village, food services, transportation, security, medical services (including infirmary). 3. Sports -- sports included in the proposed games. 4. Financial - capital budget, operating budget, surplus/deficit management plan, legacy proposals. 5. Protocol -- bid committee, VIP's, opening and closing ceremonies, non- sport facilities, other accommodations :officials, mission, media, spectators, oroadcasters}, hosting of community non-sporting events and demonstrated community support. 6. Public Relations -- communications plan, promotions and marketing, media centre, results centre, broadcast centre. 7. French Language Services -- the Games are bilingual. How the proposed games will provide services in both official languages. 8. Cultural and Non-Sport Programming __ Degree to which other non-sport community activities are integrated into the bid proposal. 28. Conclusion The Ministry would appreciate feedback on these areas (and suggestions for new ones) in order to ensure that future bid processes are properly conducted. The Ministry program draws its strength from the creativity, ingenuity and experience of past Games efforts. Ontario Summer and Winter Games Bid Guidelines ') UiU Page: 14 29. Bid Submission Please forward eight copies of the Bid Application to: Program Development Unit Sport and Recreation Programs Branch ' Ministry of Citizenship, Culture and Recreation 77 Bloor Street West, 8th Floor Toronto, Ontario M7 A 2R9 (416) 314-7691 phone (416) 314-7458 fax- Ontario Summer and Winter Games Bid Guidelines Page: 15 U i } APPENDIX A 810 REQUIREMENT CHECKLIST 1. Bid Committee i) Rationale for bid 0 .., Leadership/Human Resources 0 III iii) Bilingual ability 0 iv) Gender Equity 0 2. Demonstrated Community Support i) Service groups 0 ii) Business 0 iii) Public D iv) Municipal Council 0 v) School/College Boards 0 vi) Labour Unions 0 vii) Professional Associations 0 3. Community Hosting Achievements i) Major Non-Sporting Events o i i) Sporting Events o 1ULJ APPENDIX A 4. i) Management of surplus o 5. Proposed Organizational Structure i) Management Committee - Capable individual 0 .. \ Structure - inclusive of all functional areas 0 11) iii) Staffing plans 0 iv) Bilingual ability 0 v) Gender Equity 0 6. Sport Leadership: experience, depth, potential officials local sport infrastructure o 7. Finance I) Operating Budget 0 a) Proposed revenues and sources 0 b) Projected expenditures (e.g. division) 0 ii) Self-generated revenues a) Sponsors & Suppliers * local prospects 0 b) Interest 0 1 U L I APPENDIX A 8) Deficit Management Plan 9) Athletes accommodations i) number of rooms 0 .. , number of beds 0 i1J iii) number per room 0 iv) toilet and shQwer to athlete ratios 0 v) availability of: laundry facilities 0 recreation activities 0 postal and banking service 0 barber/hairstyl ist 0 clothes and shoe repairs 0 telephone 0 souvenir shops 0 information booth 0 safekeeping of personal items 0 lockers 0 janitorial services 0 vending machines 0 quiet area and counselling 0 storage and drying rooms 0 10. Other Accommodation: # of beds/rooms for the following i) Officials " o ii) VIPs o iii) Spectators o I ) 1 \) L L_ APPENDIX A 11. Proposed Food Services i) Per diem o ii) Vouchers o 12. Media Centre i) Size and location o ii) Communications facilities (phone & data lines, modems, fax, etc.) o iii) Attached to Results Centre o 13. Public Relations i) Media Resources a) Written Press 0 b) Radio 0 c) Television 0 d) Wire Service 0 e) Bilingual Capacity 0 ii) Promotional Resources ,~ a) Advertising Plans n b) Special Projects --. LJ 1 > i \'. <. ,) L J APPENDIX A 14. 9pening & Closing Ceremonies i) Spectator capacity of facility 0 ii) Television capability of facility 0 III) inncvaticrior;giraiity/theme ideas n ~ iv) strategies (professionals vs. volunteers, etc.) 0 15. Transportation i) External - Airport a) runway capacity/length 0 b) terminal capacity 0 ii) Internal a) Public - buses 0 - taxis 0 b) Games - athletes (including those with a disability) 0 - officials 0 ~l Parking at Venues n \..., ~ 1 U L :+ APPENDIX A 16. Se~urity: inclusive of i) ii) .0 " o Venues Residencel Accommodations 17. Registration and Accreditation i) Athletes, coaches, managers 0 ii) Volunteers 0 iii) Officials 0 iv) VIPs 0 v) Media 0 vi) Other 0 luLJ ORGANIZAnON CHART ~ - - - S ,. - - ... ..... U :lO - - - N - ,. - ~ ~ l. C ti == - ~ ~ i:I ! Cl I . > . 1= J I ~ I . 41 ~ CL tI a: ~ .. 'E i c . ~ . ~ (.) ~ tI Cl . C . ~ "i ~ " c " o . Cl ~ .. C I . Q. co ct 'ii .B- .!.! c: ~ ~ I I . ; U .- ni~ I I en ~ I j j ! " t.l U :'> I ... !eX I ~ f " Jj 3~ U(II s .. " ~ s ~ i\PPENDIX B J 'i ~ "2 S <i ~ r~ I ;j ~~ ~ . ~el = i i f 1II ~ uc w z:. a (fl r 2 i ~ c: .g .:! 8- !! ;; .= . co IS c: co en S ':0 !"l '!! :; ~ 25 U ; :; . :tl ~ ... . c ..2 li ~~ ." C -- . 0._ I 8"'.!.! _.~c 2.!.: CLCO)W I ~ I~ o I~ = c .. "i ... ." C :l Ii. Cl ~ . lif , I II ~ I 0 -- c: I I; I ... I~ oS E 'tl C I "i "" _.! ... ~~ 25;: :-: ~~ .. .t ~1 :3::: ULO ~ "2 'l:I ! ~ i E .S; .!~ . . ""'- UC: cw . Il . c: &. (II I I ~ i ;>2' -= .z !~ Ou .. . i .. a; ~ c . U- . ~w Jj .. E <II ,. w ii .~ Q. (II .. '0 .. OJ ~ :I :; c .. C <II ,. : J! .. ~ .~ u ~ E . ,. w Q. ~: ~ ~~ ~i j~ II c: 2 . .. . i' c:: . ~ . ~ ~ > APPENDIX C FRENCH LANGUAGE SERVICES GUIDELINES Note that it is the responsibility of each committee chairman to ensure that the French Language services (FLS) Guidelines are implemented for their specific area of responsibility. The chairman, general manager and Ministry program consultant will have overall responsibility to ensure the implementation of these Guidelines. The GOC acknowledges that the official languages of the Games are Engiish and French and agrees to conform to the following requirements: 1. All promotion/public information material intended for the general public province- wide or in designated areas prior to, during and after the Games shall be made available simultaneously in both official languages. This will be the responsibility of the GOC will assistance from the Ministry of Citizenship, Culture and Recreation (MClCR); and will include province-wide media releases, logos, and souvenirs with bilingual logo; 2. The GOC's committee responsible for media and public relations shall include a sufficient number of people who are fluently bilingual such that the requirements outlined above can be met. In addition, these services and information must be provided in both official languages to the local community upon request: 3. Official Games Programs, identification passes, invitations and tickets shall be bilingual and will be the responsibility of the GOC with assistance from MClCR; 4. Signs at all Games sites including the Athletes' Village, all athletes' areas at venues, the media centre and the Games headquarters shall be bilingual; 5. Written material produced by the GOC for participants (handbooks, manuals, instructional guides. etc.) shall be available simultaneously in both official ianguages and Will be the resoonsibiiity or MCZCR. 6. .; component of Opening and Closing ceremonies shall be in both official languages: the national anthem shall be sung in its oilingual version: the Ontaric Games Oath shall be declared in both official languages: end the program shail ,:1ciude participants and eVSr'1!3 which "=prese;~: :JC- ':hc;a: .a.....<;,...2~e~ ;:i:;UOS. i UL I APPENDIX C 7. All services provided by the GOC for the participants shall be available in both official languages; in particular, security, emergency and medical service .shall.be made available to them in both official languages on a 24-hour basis, and to the general public in both official languages during operations hours of the Games; 8. A FLS Chairperson shall be appointed and shall be a voting member of the GOC. This person may not need to attend all GOC meetings, ::ut s:-:culd be kept aware of all Committees' plans via minutes and phone commUnications. \ ULO APPENDIX C Visibility Requirements ::;::,;,';;;"'~";>:~:;;;:"';~':';;;"""'" Letterhead Posters Banners/Billboards/Fla s Videos Media Information: Media Releases Media Kits Media Conferences Advertising Supplements TV, Radio, Advertisements (including PSA's) An other form of public advertisin Publications: Brochureslflyers Registration Kits Newsletters Venue Si ns external) Invitations (Opening and Closing Ceremonies, Minister's Rece tion 1.1\1~~II_ X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X *SOO Sport for Disabled Ontario - Ontario Games for the Physically Disabled #OSG/OACAO - Ontario Senior Games/Older Adults Centre Associations Ontario - Actifest/Ontario Senior Games Note: The above items must have approval by MCZCRJSOO/OSG prior to production U L J APPENDIX D 1996 ONTARIO SUMMER GAMES TECHNICAL PACKAGE 1. SPORT: 2. CONTACTS: 2. ~ P"cvinC12i' 2.2 Local: 3. CLASSIFICATION:. 4. ELIGIBILITY: 5. TEAM/REGIONS: 6. PARTICIPANTS: 6.1 Athletes: 6.2 Coaches/Managers: 6.3 Major Officials: 6.4 Total Participant Numbers: Athletes Coaches/Managers Major Officials Maximum 7. QUALIFYING TOURNAMENTS: 8. COMPETITION: 8.1 Type: 8.2 Schedule: 1 U~) J APPENDIX D 8.3 Rules: 8.4 Event List: Female Male 9. FACILITIES REQUIREMENTS: 9.1 10. EQUIPMENT REQUIREMENTS: 10.1 11. MEDICAL REQUIREMENTS: 12. MEDALS: GOLD SILVER BRONZE 13. VOLUNTEER NEEDS: 14. VENUE: 1 \ ; U ~i 1 1995 ONTARIO WlNTER GAMES June 15. 1995 Financial Statement tt~:~L:[0~#i~~~i~?f~~1~;~~~~~b!te~~~i~f:f~E~IH@i:~~i~~~~~~t~;J;f.~~~?Jjt~ Proposed Actual Ministry of Culture, Tourism & Recreation 500,000 500,000 City of Niagara Falls 100,000 100,000 Eank Interest 30,000 33,413 Souvenir Sales 75,000 72,840 Corporate Sponsorship 100,000 65,470 Community Sponsorship 50,000 19,200 Special Events (fundraisers) 25,000 22,972 Athlete Registration 67,500 43,025 TOTAL 947,500 856,920 ) U _; ( 1995 ONTARIO WINTER GAMES June 15, 1995 Financial Statement tt::;~;;::~,:~i:;~~~;;:,~,:~;'~::::~~~~;j~t::~;:;;~}~."'~i{#Ir:~t~' II~~;~:.~~~~~~~~~~~:~~::;,,:,:;::;,::::::~:';s:::2~ E:_:':""~"'"''-_._'''''-''''''''''' ....:.......: ......c.~ .:;: .., . enUl-lU t~~s.,.* ......~;;:::::::.::::,::';::...:..............:;:::;\~::;:.::~.."'-'"''''..:' '" . .. ~)IJlIIo._~. .y_ ... . fl' l" l J'!./'l....... . ... ~~_."'..~....~...........- Proposed Actual Gam es Office 82,000 85,029 Administration Registration Volunteer Recognition 30,000 32,136 Services Accommodation Food Transportation Communications 183,000 161 ,559 158,500 94,286 230,000 184,127 1,Oao 1,605 43,500 26,757 Ceremonies Opening Closing Sports TechnicaJ 75,000 37,141 Marketing and Promotion Souvenirs Signage Promotion Material 80,000 104,269 ProtocoVAthlete Entertainment Civic ReceptionNiP Dinner Medals and Presentations Torch Run Athlete Entertainment Spo nsorsrup/Fundraising 2,710 3,347 12,575 9,528 300 4,720 3,027 5,000 1,393 30,000 26,203 938,305 770,407 Media Relations TOTAL u~! ,) , \:. \.;. \: \ ,. 1991 ONTARIO WINTER GAMES Statement at Revenue and Expenditures Period ended August 31,1991 Budget Actual $ 450,000 S 450,000 3,500 3,500 100,000 100,000 45,000 65.229 1,635 1,636 165.000 139,048 1,000 10.135 260,1 15 247,025 20,800 19,300 7,000 6,436 10,705 550 1,054,050 1,053,564 164,350 117,700 1,218,400 1,171,264 43,900 52,269 12,000 8,981 571,730 A..... "" .--,... -.0.....;:) 10 i 79.500 178.387" 5,000 C '1C4 -- ,....".... 66,470 66.920 81.000 73.338 94,450 93..:157 J54.050 S~7.322 30,000 582 115,262 112.735 1.409 19,088 2.974 164~350 117,700 1,218,400 1.065.522 S S 105.742 Revenue: Provincial subsidy - regular - reception Municipal contributions Interest income Challenge '90 Souvenir sales Programme advertising Donations - corporate - volunteer uniforms Opening ceremonies ticket sales Draw ticket sales Candle sales Donations in kind - corporate Expenditures: Management Finance Hosting seNices Publicity and mar'..;etJng Fundraismg Sport technical Administration and communication CererTocnies and soeci21 8'/ents Donations in kind: Administration and communication Management Publicity and marketing Sport technical , Excess of revenue over expenditures, being amount due to hosting communities See accompanying notes to financial statements. 1 U" ,,+ .J ' ':"'U<.."i .:;,.;..,.....0 al0 . d It;:;llli , Actifest 194 Statement RtlWJ/JUB MIniatry cfTouri8m and Raant10n oper.rtJng Grants SedSCn 2S G,w NfM tb-~ City at Sudbury R.Udazs - PwtIcfpantSINonciparQ r... O.S.G.. Canmta.e eto.ing Banquet TIc:at SaIa Intemt tnwme (grant ~) Corm1untty FtJndr8isinglSetVIees in Kind S~ EventI TOTAL REVeNUe Expend1tura Saia1ea ~. Pl~ M..-keting and PrcltnOt1On8 FUi ~ ais:ing Travel SpedaI Ewnts SportS TtlCMtcal (fadJ1tfa.lqUfpmant) VIdeo 4 Pamphfet (New Horizens) AcaxnmodaUon 4 Mula Servtca MedX:;al lnt8ma TranaportdOn ExtemalT~ Medals and A'MU'dS VOltAutMl'l . SGtvk:8IIln KInd TOTAl. exPENDmJReS NET REVeNUE 1 IUJJ -- . " --, -..- $154,331 44.200 31,994! 17,000 156.281 1,3!5 80 5.306 57.596 5,101 ~ S7SA80 31.418 ~,m 27,736 1,334 422 18.374 16.2SJ7 7,724 1 !55.356 11.361 30& 1,B19 28.371 . 1,199 8,212 24.544 J4e2.4~ ~ )'0'< TnTOI POGE . V'Vl3 **. ATTACHMENT #2 September 22, 1997 Memorandum to: Gary Adams Subject: Ontario Games Material As discussed last week, I am providing you with some information on the Ontario Games Program. As I indicated during our meeting, the Ontario Games Bid Guidelines are currently being revised and are not available at this time. One of the projects I am currently working on will be to determine how the bid process will look. We want to ensure that all communities receive the same information and opportunities in the bid process. At this point I am looking at adding a step in the process which would allow for me to visit communities that are interested in the bid process and receiving more information on the Games prior to committing to submitting a bid. For those that do decide to proceed, a Bidders Conference will also be held. The following addresses some of the questions you had received from one of your clients. 1. The following is a list of the next games, which will be available for bidding. . Ontario Summer Games - August 2000 . Ontario Winter Games - March 2000 . Ontario Senior Games - August 2000 . Ontario Games for the Physically Disabled - dates currently being reviewed. The Ministry currently provides the following funding for these games (keep in mind that this funding may change for the 2000 games. It is being reviewed as part of the revised bid guidelines). . Ontario Summer Games - $400,000 - based on $130.00 X 3,000 participants and $10,000 for travel . Ontario Winter Games - $400,000 - as above . Ontario Senior Games - $150,000 - presently no formula is used . Ontario Games for the Physically Disabled - $45,000 - presently no formula is used In reference to your question regarding what the Host does with any surplus after the Games, the Bid Guidelines will ask for each bidding community to include a surplus/deficit management plan as part of their bid. Historically, municipalities which have realized a surplus have developed sport trust funds or put the surplus back into local sport development in the community. As for the economic impact of the Games on a community, each community uses their own formula when determining this. In most cases the one used by the municipality for all their tourism events is the one used. The economic impact of the Games on a community has ranged from $500,000 (Seniors) to over $3 million (Niagara Falls). U.j 0 Past budgets for Ontario Games have run from $350,000 (Seniors) to $750,000- $1.2 million (Ontario Winter/Summer Games). Accommodations for the athletes at Ontario Games have always been either hotels or University residence. The current guidelines have allowed bidding communities to create new methods of accommodating up to 3,000 participants such as dormitory/class room set up, hold the games over 2 weekends as opposed to one etc. All plans will be considered. Since bids for games are confidential information, I would suggest that your client contact the past few successful host and request a copy 'of their bid. The following communities have hosted games since 1994. . Ontario Summer Games 1994 NepeanlKingston - 1996 London . Ontario Winter Games 1995 Niagara Falls - 1998 Peterborough . Ontario Senior Games 1996 Richmond Hill - 1998 Windsor . Ontario Games for the Physically Disabled - 1996 Peterborough - 1997 New Liskeard I believe this addresses the questions, which you raised during our conversation. If you require additional information, please feel free to give me a call at 314-7691. Once the Bid Guidelines have been revised and the timelines have been established for the 2000 Games, I will be sure to let you know. , I U _I!