The URL can be used to link to this page

Home My WebLink AboutCS-03-97THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON Report #: CS-M-97 File #: Subject: COURTICE COMMUNITY COMPLEX LAUNCH PROGRAM Recommendations: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report No. CS -03 -97 be received; and 2. THAT the Courtice Community Complex Official Opening Ceremony be scheduled for Saturday, September 6, 1997; and 3. THAT a copy of Report CS -03 -97 be forwarded to the Build Courtice Fundraising Committee and the Clarington Library Board and advised of action taken. 1.0 BACKGROUND 1.1 During the past several weeks, department staff have been preparing for the opening of the Courtice Community Complex. A detailed launch program, Attachment #1 has been established, which identifies a series of tasks to be performed at various intervals starting in March, 1997 and leading up to the official opening tentatively planned for September 6, 1997. 1.2 This Program is provided for the information of Council and is for the most part used as a bench mark for staff, to work towards. Periodically, the various tasks and time frames will be adjusted and therefore the information provided is not necessarily fixed. 1.3 Upon review of the launch program, Members of Council will note that staff will be preparing various reports for consideration of Council, that will identify Membership and Fee Structures for the Courtice Complex; a revised aquatic registration process and a report recommending an itinerary for the opening ceremonies. ../2 RPAPER RO 'AP, '-E 00 1 TR B PRIMEDW RECYCLED PAPER REPORT CS -03 -97 "2- MAY 5, 1997 2.0 PARTNERSHIPS 2.1 Throughout the process, staff will be working hand in hand with the Clarington Library Board, the Clarington Kids Daycare/Playground, and the Build Courtice Fundraising Committee, to ensure their involvement, input and participation. 2.2 To date, initial contact has been made with the Chief Librarian, Clarington Kids representatives and Build Courtice. All parties are eager to participate in the process and look forward to working together in the preparation of the Complex opening. 2.3 Further to the above mentioned partnerships, staff has identified a need to involve the various schools in the immediate area and contact will be made with the various principals to ensure their involvement in the process and further encourage ongoing instructional programming for the School Board. 3.0 OFFICIAL OPENING 3.1 Although staff anticipate having the facility turned over as substantially complete some time in late July or early August, the period of time leading up to the official opening will be utilized for staff training, orientation and a series of operational simulations. This will ensure that when the building is open to the public that all staff is fully trained and able to deal with the public in a manner they have come to expect with the operation of Municipal facilities. 3.2 The official opening ceremonies are being recommended for Saturday, September 6, 1997. Through various discussions, it was determined that the facility launch occur sometime after the traditional summer vacation period to ensure maximum community involvement and participation. 3.3 With the endorsement of this date by Council, staff will be working on the official ceremonies and report back to Council providing an opportunity for input into the process and itinerary. Respectfully submitted, 'P. Caruana, Director unity Services Department JPC:CG:dm Attachment Reviewed by, W. H. Stockwell, Chief Administrative Officer 100-2 O 0 ATTACHMENT #1 TO P.EPORT CS -03 -97 COURTICE COMMUNITY COMPLEX LAUNCH PROGRAM COMPONENT AREA TASK TIME DEADLINE DATE COMPLETE 516 MONTHS PRIOR MAR/APR Staffing Program Co- ordinator Job Description } March 20 March 20 Job Evaluation } 2 weeks March 21 March 21 Job Posting/Advert.} April 7 April 7 Capital Equipment Submit requisitions } March 10 March 10 Meet re: Requisitions} 6 weeks April 5 April 3 Requisitions fin. } April 30 April 21 Review Staffing Budget Review numbers for 1 day Ongoing March 4 start dates Detail Aquatic Staff Review staffing 1 week April 21 Requirement numbers /positions Discussion with major Contact groups to use Ongoing Ongoing Ongoing user groups Facility/Library/ Clarington Kids, schools Staffing - Job Prepare descriptions Maintenance } Cashier/Receptionists} Aquatic/Instructors/ } April 21 April 25 Guards, Fitness } Bartenders } Concessions } Facility Scheduling Prepare Preliminary } 2 weeks April 21 April 21 Master Schedule } Facility Programming Identify programs and} 4 weeks April 18 prepare schedule } Memberships Identify Membership 4 weeks April 18 types Usage Policy 4 weeks April 30 COMPONENT AREA TASK TIME DEADLINE DATE COMPLETE Library Involvement in Ongoing April 30 Launch Program Build Courtice Involvement in Ongoing May Launch Program Clarington Kids Involvement in Ongoing April 30 Launch Program Registration Process Review current process Ongoing April 30 and compile a system to implement for both CCC & CFC Job Posting Maintenance Posting April 23 April 25 4 MONTHS PRIOR - MAY /97 Capital Budget Orders approved Ongoing May 1 & 12 Follow up on all orders Opening Ceremony/Itinerary Planning Process Ongoing May 14 Staffing - Interview Program Co- ordinator May 12 -16 May 16 Staffing Cashiers } Job Advertisement and Bartenders } Postings Concessions } 2 weeks May 9 Aquatic Staff } Fitness } Master Schedule Confirmation of Facility Ongoing May 12 Scheduling Rates and Fees Memberships } New Programs } Hall Rentals } Ongoing Policies } Report to Council } May 20 COMPONENT AREA TASK TIME DEADLINE DATE COMPLETE School Board Discussions re: May 12 - 16 Programs May 30 Opening Activities Marketing Identify Marketing Strategy Ongoing Brochure May 20 Theme Logo 3 MONTHS PRIOR - JUNE /97 Master Schedule Refine Schedule June 13 Staffing Interviews Maintenance June 2 - 3 June 3 Cashiers June 4 - 5 June 5 Bartenders } Concessions } June 6 - 13 Fitness } June 13 Aquatics } Hire Program Co -ord. May 16 - June 6 June 6 Rates and Fees Report to Council May 20 June 2 Capital Purchases Follow up on orders Ongoing June 2 Policies and Procedures Prepare Operational Policies and Proced. for: Aquatics June 11 } Maintenance June 22 } Emergency Evacuation June 12 } Accidents June 12 } Fitness June 11 } June 30 Concessions June 30 } Bartenders June 30 } Pool Rental June 20 } Hall Rental June 20 } COMPONENT AREA TASK TIME DEADLINE DATE COMPLETE Advertising Facility Bookings June 20 June 23 Major User Groups School Board Confirm Discussion with School Boards re: May 16 - June 6 Programming Pool Use June 5 Marketing Finalize Brochure May 1 - June 9 Publicity Strategy June 9 Opening Ceremony Refine/Develop Program Ongoing June 13 2 MONTHS PRIOR - JULY /97 Department of Health Apply to Dept. of Ongoing July 4 Health re: Regulations and Insp. Policies and Procedures Finalize Policies & Procedures for: Aquatics Maintenance Emergency Evacuation Ongoing Accidents from Fitness June 1 - July 11 Concessions July 11 Bartenders Pool Rental Hall Rental Staffing Interviews re: Bartenders July 22 July 25 Concessions July 22 July 25 Aquatics July 7 - 18 July 18 Cashiers July 21 July 25 Fitness July 21 July 25 Hire Maintenance July 25 Marketing Print Brochure July 18 July 18 Start Advertising Program July 1 - 28 July 28 COMPONENT AREA TASK TIME DEADLINE DATE COMPLETE Training Develop Training Prog. Maintenance Aquatics June 6 - Cashiers July 4 July 4 Concessions Bartenders Fitness Capital Equipment Delivery and July 12- 21 July 31 Installation Ongoing Opening Ceremonies Confirm Itinerary Ongoing July 1 Order Program/Pamphlet Report to Council July 7 Dignitary Invitations Facility Bookings Confirmed Bookings - Ongoing July 11 Schools, Clubs, etc. Master Schedule Facility Schedule May 12 - July 11 Confirmed July 11 Staffing Hire: Bartenders } July 31 Concessions } July 30 Aquatics } July 22 -30 July 29 Cashiers } July 30 Fitness } July 30 6 WEEKS PRIOR - AUG.4 /97 Training Maintenance Start Aug. August 4 All Other Staff Aug. 4 - 18 August 18 Advertising Start Ad Campaign - Ongoing Aug. 6/13 Sales of Membership Aug.20 /27 Opening COMPONENT AREA TASK TIME DEADLINE DATE COMPLETE Media Guide Finalize - Go to Print Include Ongoing August 6 Facts, Figures Size,Gal.of water etc. Opening Approval Department of Health July 21 - August 6 Approval to Open August 6 3 WEEKS PRIOR- AUG.19 /97 Staff Training Cashiers } Bartenders } August 18 - August 18 Concessions } August 21 Aug. 20/21 Aquatics } Capital Equipment Received and Installed July 11- August 18 August 18 Opening Ceremonies Complete and Delivered Ongoing August 18 12 DAYS PRIOR TO OPENING - AUGUST 25, 1997 Training Operational Simulations Cashiers } Mon. Aug.25 Concessions } Ongoing Tues.Aug.26 Aquatics } Wed. Aug.27 Fitness } Thur.Aug.28 Media Day Media Invited to August 25 - August 29 attend - All staff August 29 Present Facility in use - Controlled Advertise Advertise Opening and Aug. 20/27 Sept. 3 Official Opening Ceremonies COMPONENT AREA TASK TIME DEADLINE DATE COMPLETE SEPTEMBER 1, 1997 School Contact Schools re: August 25 - September 2 Swims Sept. 2 Opening Ceremonies Final Preparations Sept. 2 - September 6 Sept. 5