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Home My WebLink AboutCS-18-99THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON REPORT Meeting: General Purpose and Administration Committee File # G Date: November 1, 1999 Res. k( A70 / Report #: CS -18 -99 By -law # Subject: ONTARIO SUMMER GAMES 2000 — PROGRESS REPORT Recommendations: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report No. CS -18 -99 be received for information. 1.0 BACKGROUND 1.1 In January of 1998, staff report CS -01 -98 was approved authorizing staff to participate with the Region and neighbouring municipalities to submit a formal bid to host the Ontario Summer Games 2000. In May of 1998, staff report CS -08 -09 was approved authorizing an upset limit expenditure of $22,000.00 as Clarington's share of the Games budget. 1.2 Since that time, a joint submission was prepared by all of the participating municipalities and submitted to the province for consideration. The province developed a short list of municipalities. A Provincial Site Selection Committee was formed to review all bids and tour selected municipalities. Municipalities that were toured were St. Catherines, Timmins and the Municipalities of Durham Region. On November 12, 1998, the Games Organizing Committee of Durham Region hosted the Provincial Site Selection Committee. The Committee reviewed the entire bid package and toured the municipal facilities allocated to host the Games. 1.3 On January 13, 1999, the Minister of Citizenship, Culture and Recreation announced the 2000 Winter Ames would be hosted in Sault Ste Marie; and the 2000 Summer Games would be hosted in Durham Region (see attachment #1). The Ontario Summer Games 2000 will be held from Thursday August 10, 2000 to Sunday August 12, 2000. Over 3,000 athletes, coaches and managers are expected to participate in the Games. REPORT NO.: CS -18 -99 PAGE 2 1.4 The Province will provide a maximum of $400,000.00 towards the operations of the Games. As such, the Province required that the Region of Durham act as the lead . agency in signing the Games contract. At the time of the announcement of the Games, the Province provided their initial payment of $200,000.00 towards the games administration. An additional payment of $190,000.00 Will be provided upon signing of the contract and approval of the final games budget as provided by the Games Organizing Committee. The final $10,000.00 will be paid upon the submission of the Games final report at the conclusion of the Games. 2.0 COMMITTEE STRUCTURE 2.1 The Games Organizing Committee has appointed Mr. Terry Kelly of Oshawa and Mr. Tom Flood of Ajax as co- chairs; and has employed Mr. Skip Crosby of Pickering as General Manager of the Games. 2.2 Mr. Kelly is a well -known Durham sportsman and member of the Oshawa Sports Hall of Fame. Mr. Flood is Director of Parks and Recreation in the Town of Ajax and chaired the original Summer Games Bid Committee; and Mr. Crosby, formerly with the City of Scarborough — Parks and Recreation Department, managed the 1992 Ontario Summer Games for the City of Scarborough. 2.3 Traditionally, the municipal staff committee would dissolve and the games would take on a community volunteer focus. However, due to the complexity of the bid involving nine (9) participating municipalities, the municipal staff committee will now form the Executive Committee to provide continuity and municipal liaison throughout the games. 2.4 A governance committee structure (see attachment #2) has been established. The committee is to be chaired by Community volunteers from across Durham. Each chair and committee will be responsible for organizing their portfolio. The Committee Chairs are: Ceremonies Trevor Bardens — Oshawa Fund Raising Howard Hall — Scugog Bill Ballinger — Uxbridge Public Relations & Promotions Richard Sheepwash — Ajax ..../3 REPORT NO.: CS -18 -99 Services Bob Hull — Scugog Sports Technical Bill Allen - Oshawa PAG E 3 2.5 It should be noted that aside from the offering of the actual games, these committees will be involved in arranging opening and closing ceremonies, entertainment for the athletes when not participating in the games, special events and awards to the athletes. Throughout the next eleven months — fundraising efforts will raise approximately $200,000.00 to fund the games in addition to participant's registration fees and funding provided from the Province and municipalities. 3.0 VOLUNTEER COMMITMENT 3.1 In January 2000, a program will be launched to recruit Community Volunteers from across the region to serve and join the various committees. Over 1800 volunteers will be required to successfully execute the games — most of the volunteers will be required on the weekend of the games. 3.2 During the games, volunteers will be required to establish and operate a media relations centre to provide up -to- the - minute results to the hometowns of the participants. Volunteers will also be required to assist with transportation of the athletes to the games; and once here — to and from the venues across the region. Athletes' registration, accommodation and meal plans will be developed to effectively, efficiently and affordably to feed the athletes, coaches and managers. Volunteer Application Forms will be available throughout the Region at all municipalities. In Clarington, the forms will be available at: Municipal Administration Centre Garnet Rickard Recreation Complex Courtice Community Complex Darlington Sports Centre Newcastle Arena Orono Arena Clarington Fitness Centre Bowmanville, Courtice, Newcastle and Orono Libraries ...A 1003 REPORT NO.: CS -18 -99 4.0 CLARINGTON'S SPORTS AND FACILITIES 4.1 Clarington will be hosting the Men's Baseball and Men's Soccer. PAG E 4 Exact venues for these events will be confirmed in concert with the Provincial Sports Organizations responsible for these sports. Venues recommended by the Municipality are — Men's Baseball — Kendal Park, Soper Creek Park and Orono Park Men's Soccer— Darlington Hydro Fields, Darlington Sports Center, Solina Park, Tyrone Park and Orono Soccer Pitches In addition to the competitive venues, practice venues will be identified for the athletes and teams. 4.2 The Bicycle Road Race will be hosted by the Region and will run through most of the participating municipalities. 4.3 All municipalities have committed to share resources — both physical and staff — prior to and during the games. 5.0 STAFF INVOLVEMENT 5.1 As the games get closer, key department staff will be directly involved in committee work with the community volunteers on a weekly basis. Staff will be required to prepare for the games with participating Provincial Sports Organizations who will be hosting events in The Municipality of Clarington. This involvement will become intense in the spring and summer months prior to the games. It will be required that staff from all municipalities will assist on each of the committees to facilitate the games and provide the necessary resources for a successful games weekend. 6.1 As previously reported, Council approved an expenditure of $11,000.00 as a direct contribution towards the games and approved an additional upset limit of $11,000.00 should there be a shortfall in corporate fundraising. 6.2 The Executive Committee has prepared a revised budget (see attachment #3) for the Games. This budget reflects a better understanding of the Games requirements specific to the Durham Region; and includes the experience of the 1998 Summer Games held in Guelph. The municipal upset commitment for The Municipality of Clarington remains at $22,000.00. ..../5 1004 REPORT NO.: CS -18 -99 7.0 COMMENT PAGE 5 7.1 The Community Services Department will continue to work with the Executive of the Games Committee, the Province and Volunteer Chair and Committee Chairs to strive to bring a quality sports venue to the Region and in particular, the Municipality of Clarington. Respectfully submitted, J se h P. Caruana ctor of Community Services MEMES., Reviewed by, Franklin Wu, M.C.I.P., R.P.P. Chief Administrative Officer ATTA(_'HN;i;NT °;1 TO Rh:PORT Cry -18-99 Citizenship, Culture and Recreation L central site ( Feedback I search J site map ( Frangais j Location: Ministry Home > News Releases, Speeches, Publications News Release January 13, 1999 SAULT STE. MARIE, DURHAM REGION SELECTED FOR 2000 ONTARIO GAMES TORONTO -- For the Millennium year, Sault Ste. Marie has been awarded the 2000 Ontario Winter Games and Durham Region, including all eight of its municipalities, will host the 2000 Ontario Summer Games, Citizenship, Culture and Recreation Minister Isabel Bassett announced today. Each location has played host to two past Ontario Games, of which there are four varieties: Summer, Winter, Disabled and Seniors. Sault Ste. Marie held the 1976 Winter and 1980 Disabled Games. Oshawa -- one of the Durham municipalities involved in the 2000 bid -- was the site of the 1973 Summer and 1979 Disabled Games. Durham Region, the first region ever to be chosen for an Ontario Games, includes the municipalities of Ajax, Brock, Clarington, Oshawa, Pickering, Scugog, Uxbridge and Whitby. "It was a very close competition among Sault Ste. Marie, Kitchener and Barrie /OrilliaBase Borden for the Winter Games and among Durham Region, St. Catharines and Timmins for the Summer Games," the Minister said. "All of the bidding groups wanted the Games in the year of the Millennium." The Ontario Games program began in 1970 and continues to be a showcase for the province's top amateur athletes. The Games draw visitors from across the province and act as an economic catalyst for the host community and surrounding region, injecting up to $2 million in economic benefits. "The Ontario Games provide a significant stimulus to the local and regional economy. These events create jobs, help to build a sense of pride in our communities, develop new partnerships and strengthen the network of volunteers across Ontario. Athletes who participate gain valuable experience and a glimpse of what lies ahead should they advance to higher competitions," the Minister added. Up to 3,000 amateur athletes, coaches and managers will participate in each set of Games. There will be 26 sports featured at the 2000 Ontario Winter Games, to be held in mid - March that year, while athletes will compete in 20 sports at the 2000 Ontario Summer Games, which will take place during the third week of August. Each Games are four days in duration. The Games form an important link in the chain of development of elite athletes from hometown competition to national and international events. The 2000 Summer Games will be a stepping -stone to the 2001 Canada Summer Games in London, Ontario. The ministry will provide $400,000 each to Sault Ste. Marie and to Durham Region to host the Games. Additional funds come from local support through corporate involvement and fundraising. -30- Minister's Office: Ellie Sadinsky, (416) 325 -6204 Communications Branch: Jack Saunders. (416) 314 -7386 1006 O O Ceremonies Subcommittees - opening /closing - athlete entertainment - special events -VIP - awards Games Organizing Committee Executive Committee Co- Chairman municipal representatives /Ministry representative - mission statement, goals - policy - communication with local councils - mobilize local communities - finance -local hospitality General Manager -games office - registration -volunteers-recruitment - registry - development -web site maintenance Management Committee - general manager - Ministry representative - Chairs of five committees Fundraising Subcommittees - sponsors - guidelines - recruitment - recognition - fundraising events Public Relations Services Promotions Subcommittees - accommodations Subcommittees - communications - publicity -food service -media relations - security/parking -news release - transportation -media centre - signage - souvenirs kuvucu July u, PJUV �-3 C) Z 1-3 N l-3 O t� F0 O i-3 n i 00 i Sports Technical Subcommittees - competition schedules - scoring /results -site selection - competition agrp- !-3 C) x t� �-3 w �-3 0 ro 0 �-3 C) i 00 i 10 Guelph Guelph Durham Durham Durham Durham Durham Budget Actual Budget Revision Revision Final Actual Feb '98 April '99 August '99 Contract Revenues E - M inistry Grant 475,000 393,834 400,000 400,000 400,000 Federal HRDC Grants 0--. 1,725 _ Travel Allowance 10,000 Participation Fees 60,000 139,700 _ 180,000 180,000 180,000 Corporate Fundraising 50,000 93,916 -_- Ajax 11,000 22,000 22,000 10,000 Brock 5,000 10,000 Clarington 11,000 22,000 22,000 Durham 26,000 52,000 52,000 Oshawa 15,000 30,000 30,000 Pickering _ 11,000 22,000 22,000 Scugog 5,000 10,000 10,000 Uxbridge _ 5,000 10,000 10,000 Whitby 11,000 22,000 22,000 Gifts -In - Kind Service _ 50,000 232,262 103,800 110,400 123,182 Bank Interest 10,000 17,239 10,000 20,000 20,000 __- Municipal Funding 50,000 73,053 Ajax 11,000 Brock 5,000 _ Clarington 11,000 Durham 26,000 Oshawa 15,000 Pickering 11,000 Scugog 5,000 _ Uxbridge - 5,000 Whitby 11,000 School Board Funding 10,000 Banner Sales 21,210 Souvenir Sales 5,000 10,000 10,000 10,000 _ Other Funding 950 Opening Ceremonies 32,451 0 5,000 Totals 700,000 1,024,615 903,800 920,400 939,907 !-3 C) x t� �-3 w �-3 0 ro 0 �-3 C) i 00 i 10 O v Guelph Guelph Durham Durham Durham Durham Durham Budget Actual Budget Revision Revision Final Actual Feb '98 April '99 August '99 Contract Expenditures _ Administration 90,000 262,804 109,300 125,900 163,407 Ceremonies 9,000 59,445 18,000 18,000 50,000 Awards 5,000 4,850 10,000 10,000 10,000 Promotions 25,000 124,255 25,000 25,000 25,000 Special Events 10,000 3,276 17,500 17,500 15,000 Protocol 7,500 14,210 11,500 11,500 9,000 Accomodation 180,000 345,110 300,000 300,000 300,000 Transportation 125,000 47,859 145,000 145,000 100,000 Food Services 210,000 225,000 225,000 225,000 Security & Parking 5,000 661 5,000 5,000 5,000 Sport 40,645 Sport Medical 5,000 3,986 7,500 7,500 7,500 Facilities Equipment 25,000 94,817 25,000 25,000 25,000 Facilities Upgrade 136 Communications 3,500 10,172 5,000 5,000 5,000 Totals 700,000 1,012,226 903,800 920,400 939,907 O v