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HomeMy WebLinkAboutCS-17-94THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON Recommendations: It is recommended that the General Purpose and Administration Committee recommend the following to Council: 1. THAT Report CS -17 -94 be received; 2. THAT Council approve the expenditures as detailed in Report CS -17 -94 to an upset limit of $10,500.00; 3. THAT the funds be drawn from the Parkland Cash -in -lieu Reserve Fund, account number 5001 - 00007 -0000; and 4. THAT a copy of Report No. CS -17 -94 be forwarded to the Darlington Youth Soccer League and Mr. Johnson and that they be appraised of action taken by Council. 1.0 BACKGROUND: 1.1 At the March 7, 1994 meeting of the General Purpose and Administration Committee a delegation from Mr. Peter Johnson representing the Bowmanville United Soccer Club and the Darlington Youth Soccer League (Attachment No. 1) was received and referred to staff for report. 1.2 During his presentation Mr. Johnson expressed concern regarding the physical condition of the soccer facilities; the level of service provided to the soccer pitches and the lack of facilities to meet an increasing demand. 1.3 Report CS -17 -94 will address the specific requests of the delegation and further will provide direction to enhance communications and long term planning of our soccer facilities. ../2 92 nips � emrrrao ors ewvc�eo ancem REPORT CS -17 -94 - 2" APRIL 18, 1994 2.0 SOCCER PITCH STANDARDS: 2.1 Schedule "A" to Attachment No. 1 outlines seven (7) suggested standards as they pertain to soccer pitches within the Municipality. The following is a review of those standards providing the current level of service and what the Department's budget can allow for in 1994. 2.2 "All field lines will be burned annually at the first available date prior to the beginning of each season or repeated where deemed necessary during the season." This is currently provided at all soccer facilities on an as required basis. The Department is prepared to work with the soccer authority to identify and rectify any deficiencies. 2.3 "All fields will be equipped with chalk and lining equipment and proper facilities to house such equipment." If all held lines are burned annually as previously recommended, the question arises as to the need for chalk, lining equipment and storage facilities. Subsequent discussions with Mr. Johnson indicated the need for chalk lines on areas where the turf has been worn significantly and line burning cannot be accomplished. When this occurs, it has been the Department's practice to re -sod those areas as required. Notwithstanding, in the event the re- sodding cannot occur on a timely basis, the Department is prepared to provide five (5) field markers at a total cost of one- thousand five- hundred dollars ($1,500.00) and line marker to the soccer authority. A similar arrangement is currently established with the various ball leagues where the field line marker is provided at cost ($5.00 per 50 lb. bag) and equipment is made available on loan. 2.4 "All fields to have proper regulation goal posts and mesh netting. Goal posts will be painted and maintained annually." The majority of fields currently have regulation goals with a few exceptions in accordance with previous requests by the soccer Executive. In any event, the Department is prepared to make the necessary alterations to the goals as required. Mesh netting is not currently provided as they are easily vandalized and can present safety concerns. With the approval of Council the Department is prepared to provide 10 sets of mesh netting at a cost of approximately three thousand dollars ($3,000.00). These nets will be issued to and maintained by the Darlington Youth Soccer League Executive annually with the league assuming responsibility to install and remove the netting at each game, as per approved guidelines. ../3 '22 REPORT CS -17 -94 - 3. APRIL 18, 1994 2.5 Mel F 2.8 2.9 "Grass cutting will be maintained on a regular 7 to 10 day cycle. Grass height and seasonal conditions will govern over field conditions and may alter cyclic time schedules." This standard is currently provided. It should be noted that Wards I and II are under private contract and some difficulties did occur during the previous grass cutting season. Staff will continue to monitor the level of service provided to ensure compliance with the contract specifications. "Players benches will be permanently installed at all pitches, painted and maintained annually." The Department is prepared to install benches at all appropriate municipal locations. Benches can also be provided on various School Board facilities with the approval of the respective Board of Education or School Authority. Total cost for this expenditure is estimated at six- thousand dollars ($6,000.00). "All field surfaces will be conditioned and graded to an agreed standard. Plus, aeration seeding, patch sodding and fertilization will annually be maintained. Playing surface conditions will be top priority of all concerned. Minor field repairs which are reported will be carried out on a timely basis." The current park maintenance budget does provide for limited field aeration, seeding, fertilization and patch sodding as required. Playing surface conditions always have been and will continue to be a priority in terms of public safety. Field grading involves various degrees of excavation which would render the facility unavailable for use for up to two years depending on the extent of work required. Staff is prepared to review the existing facilities and develop a strategy to address these concerns through the normal budget process. "All soccer pitches will conform in dimension with field of play as set out for mini and normal soccer pitches by the Ontario Soccer Association Rules and Regulations." The Ontario Soccer Association Rules and Regulations stipulate a range of dimensions for soccer pitches. The Department is unaware that the existing pitches do not fall within the acceptable "range ". Should however realignment be requested the Department is prepared to address this issue provided appropriate land area is available at the site. Section 2.0 of this report deals with the requested standards and issues as suggested by the delegation. It is our intention to act in these areas as described in an efficient and timely fashion recognizing the Department's limited resources and the demands of all users of athletic facilities throughout the Municipality. 12 ../4 REPORT CS -17 -94 "4, APRIL 18, 1994 3.0 IMMEDIATE REPAIRS: 3.1 Schedule "B" to Attachment No.1 identifies specific sites where repairs are requested. With the exception of the grading of all fields and field alignments at Waverly Park the repairs listed are consistent with the Department's annual maintenance program. 3.2 The issue of grading of these fields has been addressed in section 2.7 of this report and field realignment is referred to in section 2.8. 4.0 FACILITY SCHEDULING: 4.1 Traditionally, the soccer pitches in the Municipality are utilized Monday through Thursday each week commencing the third week in May and concluding early October. This point requires further discussion and with this in mind, staff anticipate a more cooperative approach to dealing with day to day and long term issues as they affect our various leagues. 4.2 Specifically, cooperation from the Darlington Youth Soccer League in terms of scheduling of fields to be extended beyond the current practice would, to a certain degree, alleviate the immediate need for additional facilities. It has been suggested that not using the pitches on Friday, Saturdays and Sundays is intended to give the turf a period of relief, however, this simply is not the case, as regeneration of the turf would require a significantly longer period of time to be truly beneficial. 5.0 INCLEMENT WEATHER PROCEDURE: 5.1 Cooperation from the Darlington Youth Soccer League is also imperative in terms of the use of the fields as it pertains to inclement weather. In discussion with staff, it is quite apparent that many of our problems as they relate to field conditions are brought on in part by the disregard for Department procedure. 5.2 In the event of wet weather, parks staff are assigned to review our scheduled facilities and determine the feasibility of their use. At approximately 2:30 p.m. on that day, staff are appraised of the fields that are deemed not playable because of the wet conditions which could render the field unsafe. Further, if used, extensive damage to the turf would result and subsequently would add to the deterioration of the facility. 5.3 Staff then contact predesignated representatives of the various leagues and organizations to advise them of the cancellation of permits for that date. It is then the responsibility of those representatives to cancel the respective games or practices. 5.4 On numerous occasions it is quite apparent that Department direction has been disregarded. This is evidenced by the significant turf damage that occurs to the fields, and in the case of baseball, the infields. 24 ./5 REPORT CS -17 -94 - 5. APRIL 18, 1994 6.0 COMMUNICATIONS: 6.1 The Department recognizes that ongoing communications with our various user groups is imperative. In order to enhance our relationship with those groups and specifically the Darlington Youth Soccer League, the Department will schedule a minimum of two (2) meetings annually. 6.2 Timing of these meetings is critical recognizing that quite often requests from the various groups will have an impact on the Department's operating and capital budgets for any given year. 6.3 To that end, staff will schedule meetings at an appropriate time. In the case of soccer, it is suggested that a meeting at the conclusion of each season would be appropriate to enable staff to incorporate requests that would impact the budget and further review the past season to relay any operational concerns with respect to services provided. 6.4 An additional meeting will be scheduled subsequent to budget approval and prior to the start of each season. This will enable staff to provide an overview of the approved budget, deal with scheduling issues and could also incorporate an annual facility tour with the soccer executive. 6.5 It should be noted, that staff always make themselves available throughout the course of the season to discuss issues and concerns as they arise. With the concurrence of this format by the Darlington Youth Soccer League, staff are confident that resources can be directed to the areas which are a priority to the Department and the soccer authority collectively. 7.0 NEW FACILITIES: 7.1 New facilities, within our Municipality have traditionally been provided through the planning process, and coincide with the development of subdivisions. As residential development occurs, and new neighbourhoods are established, facilities are added to our parks inventory in accordance with the Municipality's Official Plan. As a result, facilities are generally provided to areas experiencing residential growth. 7.2 Should however, our inventory of soccer facilities indicate that the soccer community is under serviced, staff is prepared to address the issue and establish corresponding action plans to alleviate any deficiencies, in conjunction with the Darlington Youth Soccer League. 7.3 Staff will initiate discussions in this regard with the intent of investigating and addressing this issue, and make appropriate recommendations in accordance with future budget deliberations. REPORT CS -17 -94 - 6. APRIL 18, 1994 8.0 REGIONAL SURVEY: 8.1 To assist members of Council, staff have conducted a telephone survey of other Municipalities within the Region of Durham and the Town of Port Hope (Attachment No.2). The intent of this survey is to identify services provided by the respective municipalities to their soccer leagues. 9.0 COMMENT: 9.1 As our Municipality continues to grow and urbanize, increasing demands for higher levels of service, and additional facilities are to be expected. This report, for the most part, is intended to provide an overview of the current services provided and further, establish a format whereby the facility users will have a greater opportunity for input. 9.2 Further, if approved by Council, this report also provides an immediate response to safety concerns and upgrades to our existing facilities, with the intent of providing a cooperative long range development and maintenance plan. Respectfully submitted, J JPC: sa P. Caruana, Director unity Services Department Reviewed by, W. H. Stockwell, Chief Administrative Officer ` 26 ATTACHMENT NO. 1 TO REPORT NO. CS -17 -94 Re-so l :_It i on to Council PAGE 1 of 6. March 7, 1994 To Her Worship and all Ward Councillors, This is the first formal request made to the General Purpose and Administration Committee by the Bowmanville United Soccer Club Executive and the Darlington Youth Soccer League Executive. We represent the parents of over 1,500 children presently enrolled in house league soccer in the Clarington area. In the past, league and community concerns, with respect to soccer pitches in and around Clarington, have been met with mixed results: some good and some not. We are not here to enter into a historical agenda; as no real constructive point comes from what did or did not happen to the fields by persons responsible for those fields in the past. Our purpose is to make Your Worship and all Council Members aware and to focus on the concerns and problems that face organized soccer in Clarington today. The B.U.S.C. and the D.Y.S.L.; working with the Council and it's departments, will ensure that the immediate concerns and problems are given the highest priority that this council can direct to the departments to address and resolve. Thus, ensuring that all soccer pitches in Clarington are made safe and are properly conditioned to play soccer on today and tomorrow. First, we are proposing a minimum standard be established to ensure that all fields conform to a universal policy. Please refer to "Schedule A — Minimum Soccer Pitch Standards ". Some fields are in need of immediate repair. The municipal fields are listed and their required repair is outlined in "Schedule B — List of Fields and Necessary Repairs ". We would also like to see the quality of school ground soccer pitches raised to the same high standard the municipal fields will be. If we work hand in hand in this endeavor there will be no doubt of an excellent outcome: Soccer fields that are safe and enjoyable for the community of Clarington! 927 PAGE 2 of 6. Short. Terri Platis - Two Y: a r?ttt.!i1-1e The need exists for new soccer pitches and our short term plans call for new fields to be planned and built over the next two years. We believe the lands to build new fields exist already within the soccer pitches presently in and around the municipality. Waverley Park, for instance, has the capability to support 3 mini soccer pitches; plus one normal soccer pitch. This field at present only has one mini field and one normal field. By re- configuring this property we would be able to gain two extra mini fields. Plus, the cost of procuring new lands would be offset. It will still need to undergo proper plans and construction, but the major cost of land acquisition would be avoided; which we have been told is the biggest hurdle the municipality faces when it comes to building new soccer pitches. We believe that this is an approach which will allow council to deal effectively with the shortages of proper playing fields in the Bowmanville area for mini soccer. This same type of approach should be investigated to determine whether other municipal parks or Board of Education property's could support similar projects for the future needs and development of soccer pitches. They are outlined in our three to five year mid -range plans. Three to Five Year Mid -Range Plan Every year we have grown in size as an organization. This growth is expected to continue; especially in 1994. Great focus will be placed on our sport with World Cup '94 being held in the U.S. We have already felt the effects of over crowding and the pressure of over using fields. This over using has hurt the life and condition of the playing surfaces of existing fields. We are asking the Council to prepare plans and to make a definite commitment to construct a minimum of five new soccer pitches in the municipality over the next three to five years. Over this same time frame we must take responsible care of the existing fields throughout the municipality. The Council must make plans and commit funds to re- surface, in order of priority, all the playing fields which at present require such care. An immediate study should be launched to determine the conditions and order of priority each field of play will be given in order to re- condition its playing surface. This same study should include a report on all the soccer pitches in the municipality which can be re- configured to accommodate the maximum number of soccer pitches within its property boundaries. This will ensure that the municipality Z W PAGE 3 of 6. and its tax payers are making efficient use of the properties available and that just makes a lot of good sense. Our Tier 1 and C.S.L. teams~ require adequate field conditions or could be subject to forfeit of game. Our team from the C.S.L. Representative League must use the Solina soccer pitch at $20.00 a game; as none of the soccer pitches in the Bowmanville area have acceptable conditions. The conditions being: no pot holes, and proper grass height and lining. We want to make it clear that the goal of five new soccer pitches should not depend or be connected to a dependency of soccer pitches proposed in new sub - division plans or proposed plans. This type of dependency has proven to be disappointing and unreliable in the past and such fields should be considered as a bonus;which works toward the ten year long term plans for soccer in Clarington. Ten Year Long Range Plan All Clarington fields, should, over this time frame, conform to the minimum playing standards. Field surfaces should be the envy of the other municipalities around the province. The ultimate goal of both organizations(B.U.S.C. and D.Y.S.L.) will be to plan the building of a super soccer facility capable of hosting provincial tournaments and teams from around the world. Our organizations will contribute with long term fund raising ventures aimed at this long range goal. A fund raising committee should be formed to this end; staffed by volunteers. The Municipality should be involved by planning for such a structure and its location within Clarington. For each dream a plan is needed to make it a reality. We challenge the Council to make the hard and difficult decisions to commit Clarington to this long range plan and lay the foundation which will make this dream possible to pursue. We suggest Council and department heads meet with both the D.Y.S.L. and B.U.S.C. executives three times annually to improve communications and to ensure that the goals and objectives will be obtained. Communication seems to be the biggest obstacle facing both parties at this point. As an organization we must keep one eye focused on the immediate problems that challenge us. We must rely on the Council continuing support. Working together to solve the immediate needs will be a sure sign that Clarington's largest organized sporting league will continue to grow and thrive; not only on the results of today's accomplishments, but by keeping our second eye on the short, medium, and long range plans. This will ensure the future for soccer within Clarington will flourish, and that we will become 9 y PAGE 4 of 6. one of the finest community run soccer programs in the pro•incei plus enjoy some of the finest field facilities in Ontario. We look forward to seeing what action is taken to resolve and address our mutual problems. Truly Committed, The B.U.S.C. and D.Y.S.L. Executives and Members 930 f. PAGE 5 of 6. "Schedule A" Minimum Soccer Pitch Standards 1. All field lines will be burned annually at the first available date prior to the beginning of each season, or repeated where deemed necessary during the season. ?. All fields will be equipped with chalk and lining equipment and proper facilities to house such equip- ment. 3. All fields are to have proper, regulation goal posts and mesh netting. Goal posts will be painted and maintained annually. 4. Grass cutting will be maintained on a regular 7 to 10 day cycle. Grass height and seasonal conditions will govern over field conditions and may alter cycular time schedules. 5. Player benches will be permanently installed at all pitches, painted and maintained annually. 6. All field surfaces will be conditioned and graded to an agreed standard. Plus, aeration, seeding, patch sodding and fertilization will annually be maintained. Playing surface conditions will be top priority of all concerned. Minor field repairs, which are reported, will be carried out on a timely basis. 7. All soccer pitches will conform in dimension with field of play; as set out for mini and normal soccer pitches by the Ontario Soccer Association's Rules and Regulations. y :� i PAGE 6 of 6. "Schedule B" List of fields and necessary repairs Field Repairs Waverley Park 1. Grading (mini and full field) 2. Aeration 3. Boundary lines need to be defined and filled. 4. Re— sodding 5. Move field away from baseball field. 6. Seeding The short term goal for Waver ley Park is to re— arrange the fields to accommodate several more playing fields.. Darlington Sports Centre 1. Grading 2. Aeration 3. Boundary lines defined and filled. 4. Re— sodding 5. Seeding Zion Park 1. Grading 2. Aeration 3. Boundary lines defined and filled. 4. Re— sodding 5. Seeding Hydro Fields 1. Grading 2. Aeration 3. Boundary lines defined and filled. 4. Re— sodding 5. Seeding All School fields We would like to see the schools soccer pitches raised to the same quality as the municipalities pitches will be. 932 1/ 2/ COMMUNITY SERVICES DEPARTMENT ATTACHMENT NO. 2 TELEPHONE SURVEY TO REPORT NO CS -17 -94 CONDUCTED APRIL 5 PAGE 1 OF 4. COMPARISON OF SOCCER FACILITIES ACROSS DURHAM AND PORT HOPE QUESTION What is the population of your community? How many persons are enrolled in soccer? How many pitches are provided? PICKERING has in total 26 full size fields of which 3 are lit and 8 mini fields with 1500 persons enrolled in soccer in a community of 72,000 persons. AJAX has 17 full sized and 11 mini pitches with 2,000 enrolled in soccer in this community of 51,000 persons. WHITBY has 22 regular pitches and 10 mini pitches. They have 1,800 to 2,000 enrolled in soccer for their community of 65,000 persons. OSHAWA has 45 full sized and 2 mini fields but states that several of its full sized fields are equipped with extra goal posts to allow the fields to be used for mini soccer across the field. They have 4,000 enrolled in soccer in their community of 131,000 persons. PORT HOPE has 3 full size and 6 mini fields with 450 enrolled in their community of 12,000 persons. CLARINGTON has 38 pitches (15 full size, 11 junior and 12 mini) pitches to serve 1,500 soccer participants in our community of 51,000 persons. QUESTION How many days a week are your soccer pitches used? PICKERING has its pitches used 4/5 days a week with the exception of one field which is used more frequently. AJAX fields are used 4/5 days a week. WHITBY has no information on the use of the pitches as they are booked as a block but are probably used 4/5 days a week. OSHAWA says the fields are booked 7 days a week but they have no current information on actual use. PORT HOPE reports the pitches are used 4 days a week with some adult use on weekends. CLARINGTON'S pitches are primarily used 4 days a week with a few exceptions. 933 ../2 - 2 - 3/ QUESTION Do you " burn in" field markings? What does your municipality provide to the soccer authorities with regards to alternative field markings? PICKERING does not "burn in" lines on fields but assists groups by purchasing $4500 worth of field paint and three small applicators which are delivered once a year to President's home. AJAX does not "burn in" lines on fields, nor does it line fields. If soccer league buys field marker they will store it until needed. WHITBY does not "burn in" lines any more but purchases $7,000 worth of field paint and an applicator which they deliver to the president's house each year. OSHAWA does not "burn in" the lines since '87 and doesn't line fields. Oshawa does provide field marker and equipment to the groups. At major fields they provide a precast building for storage. At other fields the league pick up lining equipment and field markers from the Depot. PORT HOPE does not "burn in" lines but the Town does line the fields weekly or as requested including weekends. They charge adults and weekend tournaments for providing the service. CLARINGTON "burns in" lines twice a year and provides lining services as established for in Fees and Rates review. 4/ QUESTION What maintenance do you provide ie. soil tests, fertilizing, aerating, top dressing, seeding and sodding? PICKERING irrigates two fields; aerates its main fields twice a year and others if needed. It provides soil tests only if there is a problem they can't solve; fertilizes pitches as part of total park up to $20,000 a year; top dress and fills holes on fields during the season and over seeds and sods with in budget where needed. AJAX irrigates 5 fields, one of which is lit and they aerate the major fields and some selected fields. No soil test is taken unless a problem develops they can't resolve. Ajax top dresses during the year and over seeds Spring and Fall. They fertilize selected parks inclusive of their fields. Only the lit field requires and receives extensive repairs each year as it is shared and financed by the Board of Education. ../3 9 34 5/ - 3 - WHITBY does not take soil tests unless they have a problem they can't resolve. They have two pitches which are irrigated and they spend up to $7,200 fertilizing their parks, inclusive of the pitches, per year. The fields are aerated once a year if needed. In Whitby, ball diamonds are largely located on school lands and soccer pitches are located in parks. As a result the pitches do not receive the heavy day to day use of the schools. Whitby rebuilt Iroquois Park pitch and 2 other pitches two years ago and annually sod the goal mouths of 5 or 6 other pitches and top dress and reseed as needed. OSHAWA allows two of its poorest fields to be used by Board of Ed and soccer groups prior to the season. Every two years it rebuilds the two fields. It takes soil tests if it has a problem; aerates and fertilizes its main pitches regularly and other pitches as needed to the amount of $8,000 annually. It top dresses, seeds and sods as required. PORT HOPE reports they take no soil test nor do they top dress or overseed their pitches. Pitches are aerated and fertilized if needed and holes are filled and sod repairs are made for safety only. Although no funds are allocated for this purpose in the current budget. If more extensive repairs are required funds are requested through the Capital Budget. CLARINGTON does not take soil tests unless a specific problem is identified. Approximately 6 or 8 pitches are aerated, top dressed, over seeded and sodded annually to rejuvenate selected fields. Clarington under contract fertilizes 50 acres of park to a limit of $4,000 annually which included 2 pitches in 1993. QUESTION Do you have an inclement weather procedure? If so explain. PICKERING has no inclement weather procedure but they sometimes call to direct groups to stay off the fields. They have no way to police it and they can only confirm whether the clubs cooperated if damage has occurred. They didn't seem to feel they had a problem any longer after past episodes when pitches were badly damaged. AJAX has no inclement weather procedure and the leagues are on their honour not to use the fields. They don't believe they have a problem and no serious damage has occurred. WHITBY has no inclement weather procedure but calls and cancels use of fields as needed. It has no method to police the pitches but doesn't feel they have any serious problems at this time. 935 ../4 6/ - 4 - OSHAWA has no inclement weather procedure but allows groups to use its two worst pitches any day regardless of the weather and the groups must use it like it is. Regardless of the condition of the field, they must wait two years before these two fields are restored. PORT HOPE has no inclement weather procedure and deals with the damage when it occurs. They could not be specific as to the action they would take. CLARINGTON has an inclement weather procedure and calls are made to the leagues on specific occasions when the fields are wet and advising them the pitches are closed. QUESTION Do you provide soccer goal mesh netting? Do you provide players benches? PICKERING does not provide nets but doesn't object to clubs providing their own nets but must be put up and taken down before each game. Players benches are provided at their major full sized fields only. AJAX does not provide nets but clubs who provide their own must put up and take down for each game. They provide benches at two pitches only. WHITBY does provide nets for their major fields only. If clubs provide nets they are responsible to put up and take down. Whitby provides no players benches. OSHAWA provides nets for the Civic pitch only because it is fenced. They do not allow nets elsewhere because of liability. They have had several potentially serious accidents with persons getting fingers and hands caught in net hooks welded to frames. Oshawa provides no players benches. PORT HOPE does not provide nets but the clubs may put up nets if the use velcro but no hooks. Port Hope provides no players benches. CLARINGTON does not as a rule provide either nets or players benches. 936