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HomeMy WebLinkAboutOPD-003-19 Addendum ReportClarington Operations Department Report If this information is required in an alternate accessible format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131. Report To: Council Date of Meeting: April 8, 2019 Report Number: Addendum to Report OPD -003-19 File Number: By-law Number: Report Subject: Sports Field User Guide and Fees Recommendations: Resolution: C-146-19, C-147-19 & C148-19 That Report OPD -003-19 and Addendum to Report OPD -003-19 be received; 2. That Council approve the recommended Sports Field User fees for 2019 and the annual adjustment approach using the Consumer Price Index (CPI) beginning in 2020 as set - out in Section 4.1 of this Report; 3. That in accordance with the recommendation in Report OPD -003-19, Council approve a reduction in the Artificial Turf Field fees during the months of June, July and August, for both youth and adult users. 4. That as outlined on Attachment #1 of Addendum to Report OPD -003-19, Council support the revised Operations Department policy respecting the processing of Sports Field user applications beginning in the 2020 season; Municipality of Clarington Addendum to Report OPD -003-2019 Report Overview Page 2 On March 25, 2019, the General Government Committee considered Report OPD -003-19 which recommended that Council approve various sports field user fees for the current year and also that they acknowledge the introduction of a new field allocation policy in the Operations Department's 2019 Outdoor Facility User Guide. The field allocation policy as proposed was met with opposition by a number of new and "non-resident" baseball and softball associations as it will potentially limit their access to prime field times and also require higher hourly rates for field rental permits. As a result of these concerns, Committee referred the report and matter back to staff for further investigation. This addendum report sets out revised changes to the user fee structure and also the field allocation policy that have been based on best operating practices and further consultation with the associations that have expressed concern. 1. Background 1.1 Operations Department Report OPD -003-19 introduced a new field allocation policy that assigned priority for sport field bookings to associations with a minimum of 85% Clarington residents. For those associations that do not meet the minimum residency requirement access to sports fields would have been offered subject to availability and at higher "non-resident" rates. 1.2 The rationale for the introduction of the new field allocation policy is related to the supply and demand of fields as a number of new or emerging associations are requesting access during prime playing times that have historically been assigned to other longstanding clubs. These new groups are also typically comprised of a large number of "non-resident" players that do not directly contribute to the annual operating costs of Clarington's sports fields through the payment of property taxes. At present, it is estimated that the municipality only recovers approximately 32% of the total field maintenance costs through the collection of all scheduled field permit fees. 1.3 The Operation Department's introduction of the proposed user fees and the new field allocation policy was conducted with very limited advance notice. It is clear that additional consultation should have occurred much earlier in the policy development stages such that a better level of understanding and agreement could have been reached with those associations that will be directly affected. 2. Consultation 2.1 Based on the direction that was provided by Committee, staff of the Operations Department have been in contact with each of the concerned associations over the past week. During these discussions staff have been able to provide better clarity on the Municipality of Clarington Addendum to Resort OPD -003-2019 Page 3 need to implement the field allocation policy and also the proposed changes to the fee structure. 2.2 The representatives of each association acknowledged their understanding of the municipalities need to protect field allocations for Clarington residents, however, disagreement still remains on the prioritization of field allocations between "adult" and "youth". While the Operations Department remains respective of the fact that youth should be given first priority for fields we do not support the premise that "non-resident youth" should receive priority bookings over "resident adult" associations. This specific request will most certainly raise disruption and strong opposition from the many adult associations that have been permit holders on Clarington's sports fields dating from before 2010. 2.3 Concern also continues to be raised with respect to the proposed fee increase for "non- resident" associations. It has been expressed by one association that the additional $18 per hour permit fee for "non-residents" would likely result in an increase in their annual registration fee of approximately $20 for each player. It was suggested that this amount could possibly result in a significant change to the well-being of the association or quite possibly the fact that the association would not be able to remain solvent. . 2.4 The discussions held with the association representatives presented staff with a variety of differing views on the field allocation policy and non-resident fees. In general, however, the opinions that support the needs of their respective groups was constructive and collaborative. In light of this situation, the Operations Department will continue to have further dialogue with the associations prior to the implementation of the proposed field allocation policy and non-resident fees in 2020. 3. Conclusions 3.1 The Operations Department is responsible to assign field time to the numerous soccer, baseball, softball, football and lacrosse associations that submit applications each year in a fair and equitable manner. Until recently staff were able to suitably manage the flow of applications and the need for specific field types using the current inventory of available facilities. The addition of four new baseball/softball associations to the user group list of Clarington fields within the last year, however, has increased the demand for field time on similar dates and times to the extent where a field allocation policy is required to properly manage expectations. 3.2 Field allocation policies are commonplace in most municipalities. Specific to our Regional area, the City of Pickering, Town of Ajax, City of Oshawa and the Township of Uxbridge all have policies that establish similar priorities. 3.3 Based on the discussions that have occurred with the new associations and the collaboration that has been received, it is expected that the Operations Department will be able to accommodate all user needs for 2019. Municipality of Clarington Addendum to Resort OPD -003-2019 Page 4 3.2 As a result of the working relationships that will continue to be formed, the following conclusions have been developed and will form the basis of the recommendations to this Report: a) For 2019 the sports field user fees will be increased for all associations by the past historical rate increase of $0.50 per hour. b) For 2020 and each subsequent year, increases to the sports field user fees will be calculated using the, January over January, Ontario all -items Consumer Price Index (CPI). Most recently these rates have averaged somewhere between 1 and 2%. c) Beginning in 2020, all sports fields will be allocated following the revised policy that is provided as Attachment #1 to this Report. Further refinement will occur over the next year as further dialogue is held with the various field users. d) The residency requirement noted in the sports field allocation policy will be reduced from a minimum of 85% Clarington residents to 75%. It is important to note that the residency requirement does not affect an association's priority ranking far field access but only the user fees that will be incurred. f] For the 2019 season the rental fees for the Artificial Turf Field during the months of June, July and August should be reduced. The user fees for the peak demand months of April, May, September and October, however, will remain at the standard rates. g] A review of Clarington's current field inventory needs to be undertaken to determine if additional investment should be directed towards the upgrade of any existing facilities. Considerations will need to include the availability of parking, proximity to residential areas, type of playing surface expected and the required field sizes. In addition, the development process may need to re-evaluate the type of sport activities that are expected to grow in the Municipality and plan accordingly to build more of the facilities. Municipality of Clarington Addendum to Resort OPD -003-2019 4. Proposed Fee Schedule Page 5 4.1 The following chart provides a breakdown of the proposed User Fees for the 2019 and 2020 seasons. Allocation Priority Fees 2019 2020 Municipality of Clarington N/A N/A programs including special events Youth league tournaments $9 per/hr Resident: $9 per/hr + CPI Non -Resident: $43 per/hr + CPI $200 + light fee if Resident: $200 + CPI + lights Adult league tournaments required Non -Resident: $300 + CPI + lights if required $200 + light fee if Resident: $200 + CPI + lights Adult invitation tournaments required Non -Resident: $300 + CPI + lights if required Grandfathered youth league $9 per/hr Resident: $9 per/hr + CPI games Non -Resident: $43 per/hr + CPI Grandfathered adult league games $25 per/hr Resident: $25 per/hr + CPI Non -Resident: $43 per/hr + CPI Youth League games $9 per/hr Resident: $9 per/hr + CPI Non -Resident: $43 per/hr + CPI Adult League games $25 per/hr Resident: $25 per/hr + CPI Non -Resident: $43 per/hr + CPI Single game requests $25 per/hr Resident: $25 per/hr + CPI Non -Resident: $43 per/hr + CPI Youth practices No charge No charge Adult practices No charge No charge Tournament fees apply to adult tournaments only Tournament fees will include use of the field from 8 am to 11 pm plus 2 field drags ***All fees are subject to HST*** Municipality of Clarington Addendum to Resort OPD -003-2019 Artificial Turf Field Page 6 Mobile Stage 2019 2020 Saturday $83 per/hr $83 per/hr Youth $60 per/hr (June, $60 per/hr (June, July and Sunday & Statutory Holidays July and August) August)+CPI $118 per/hr $118 per/hr Adult $80 per/hr (June, $80 per/hr (June, July and July and August) August) + CPI Non -Resident $165 per/hr $165 per/hr + CPI Lights $38 per/hr or $80 $38 per/hr or $80 per/evening + per/evening CPI Mobile Stage Saturday $146 — 1 person for $146 — 1 person for a min of 3 a min of 3 hours hours + CPI Sunday & Statutory Holidays $195.60 — 1 person $195.60 — 1 person for a min of for a min of 3 hours 3 hours + CPI ***All fees are subject to HST*** 5. Concurrence Not Applicable 6. Conclusion It is respectfully recommended that the proposed fee structure for sports fields be approved. Municipality of Clarington Addendum to Resort OPD -003-2019 Submitted by. Frederick J. Horvath Director of Operations Page 7 Reviewed b Andrew C. Allison, B. Comm, LL.B CAO Attachment 1 — Outdoor Facility User Guide 2019 — Allocation Policy Staff Contact: Stephen Brake, Manager of Operations, 905-263-2291 or fsbrake(a-clarington. net Municipality of Clarington Attachment #1 to Addendum to Report OPD -003-19 Allocation The Municipality of Clarington acknowledges the tax -based contribution provided by its residents toward the development and operation of recreation and sports fields and recognizes that residents will always receive priority over non-residents in the allocation of outdoor facilities. In recognition of existing long standing leagues within the Municipality of Clarington "Grandfather" Status will be granted to adult or youth leagues who have a history of continuous seasonal play. Leagues and individual teams which were existing clients prior to 2010 will receive Grandfather Status and be exempt from the residency requirement. This will also provide access to historical fields (similar dates and/or time block). Should a league or team disband or fail to book for any given season they will forfeit the Grandfather Status. Applications will be processed according to the following priority levels: 1. Municipality of Clarington programs including special events 2. Youth league tournaments 3. Adult league tournaments 4. Adult invitation tournaments 5. Grandfathered youth league games 6. Grandfathered full season adult league games 7. Youth League games 8. Adult League games 9. Single game requests 10. Youth practices 11. Adult practices Starting in the 2020 Season, Groups offering youth or adult sport programming must consist of a minimum of 75% Clarington residents. Each group will be required to submit registration data to the Operations Department prior to permits being issued. Registration data must be submitted to the Operations Department in an approved format no later than April 15. In the instance of the artificial turf field registration data must be submitted by February 15. The following information will be required: x Total number of players per age group x Surname x Year of birth x Street name and area The Municipality of Clarington will assign fields based on historical use wherever possible, however, the Municipality reserves the right to reduce, re -assign or reallocate field time when supply exceeds demand and/or new and emerging groups are seeking access. Youth will be defined as those players 18 years of age or younger. Adult will be defined as those players 19 years of age or older. Clarington Community Organization will be defined as: x Based within the boundaries of the Municipality of Clarington; x A non-profit, voluntary organization whose goal is to provide a range of opportunities for residents of the Municipality of Clarington of various ages to participate in. Non-residential will be defined by the following: x Any individual that does not reside within Clarington or a Clarington resident booking on behalf of a non-resident group or team; x Any groups that are not affiliated with a Clarington Community Organization Any team/clubs that do not have regular schedule of seasonal field permits in Clarington.