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Report
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Report To: General Government Committee
Date of Meeting: September 5, 2017
Report Number: OPD-006-17 Resolution:
File Number: By-law Number:
Report Subject: Outdoor Ice Skating Rink Policy
Recommendations:
1.That Report OPD-006-17 be received; and
2.That Council respectfully endorse the revised operating policy for Outdoor Ice Skating
Rinks included as attachment 1 to OPD-006-17.
Municipality of Clarington
OPD-006-17 Page 2
Report Overview
This report provides a response to Council Resolution #C-024-17, regarding the application
deadline and the limits of liability for volunteers involved with the set-up and operation of
Outdoor Community Ice Skating Rinks.
1. Background
At the General Government Committee meeting held on January 23, 2017, the
Operations Department submitted report OPD-001-17. This report provided background
on the implementation of volunteer based Outdoor Community Ice Skating Rinks and also
an operating policy to effectively manage their future approval and maintenance on public
property.
At the regular Council meeting held on February 6, 2017, resolution #C-024-17, was
tabled to receive OPD-001-17 and also to amend the recommended operating policy by
replacing the deadline date for volunteers to submit an application for an Outdoor
Community Ice Skating Rink from “September 30th to November 1st”.
At the General Government Committee meeting held on March 6, 2017, Council lifted
resolution #C-024-17, in order to introduce a further amendment to the policy. The
additional change requests “that the operating policy set out in Report OPD-001-17 be
amended to provide that there will be no recourse by the Municipality against any
organizers.” The subject of the recourse by the Municipality is with respect to the
requirement for volunteers to provide hold harmless indemnification and insurance
coverage.
Resolution #C-024-17 and the proposed amendment were referred back to staff for
investigation and response.
2. Proposal
In consideration of the additional requested amendment staff from the Operations
Department met with the Municipal Solicitor and the Director of Finance/Treasurer.
It was agreed by all parties that as outlined in the proposed operating policy for Outdoor
Ice Skating Rinks and also the Parks By-law 2006-126, that volunteers must provide
proof of insurance of at least $1,000,000 naming the Municipality as an additional
insured. The policy objective, however, is not to subject any organizers to loss. In the
event that a payable claim should occur the primary insurance furnished by the
organizers will be utilized to the upset limit while any additional amount will be covered by
the insurance policy carried by the Municipality of Clarington.
The proposed operating policy for Outdoor Skating Rinks has been amended to reflect
this change. The earlier reference in Section 3 of the Application and Approval Process
that required volunteers to sign a hold harmless/indemnification agreement has been
removed. In lieu, language has been inserted that indicates the liability of the volunteers
will be limited to the amount of insurance coverage provided.
Municipality of Clarington
OPD-006-17 Page 3
3.Concurrence
This report was reviewed by the Municipal Solicitor and Director of Finance/
Treasurer who concur with the recommendations.
4.Conclusion
It is respectfully recommended that Council endorse the attached, revised, draft
Operating Policy for Outdoor Ice Skating Rinks as developed by the Operations
Department.
5. Strategic Plan Application
Recommendations in this report support the Strategic Plan initiative to promote resident
engagement in our community.
Submitted by: Reviewed by: _______________________
Frederick J. Horvath Andrew C. Allison, B. Comm, LL.B
Director of Operations Chief Administrative Officer
Staff Contact: Stephen Brake, Manager of Operations, 905-263-2291 or
sbrake@clarington.net
Operations Policy
Attachment 1
To Report OPD-006-17
POLICY TITLE: Outdoor Ice Skating Rinks
POLICY TYPE: Administrative
POLICY #: ADM-
EFFECTIVE DATE: September 18, 2017
REVISED:
APPLICABLE TO: All Employees
Purpose:
To establish the process for the approval and maintenance of volunteer based outdoor ice
skating rinks.
Policy:
Outdoor ice skating rinks provide an important community element where local residents and
families can enjoy the outdoors and also participate in an active lifestyle. Outdoor Ice Skating
Rinks approved by the municipality will be situated in community parks on relatively level
ground that have suitable access, limited encumbrances, adequate ambient lighting levels and
are also located adjacent to a municipal water source or the home of a volunteer where water
can be obtained.
Procedure:
Application and Approval Process
1. Interested parties must contact the municipality in writing by November 1st of each year
and be signed by a minimum of 4 adult volunteers. The request should also be
accompanied by proof that a neighbourhood consultation process (i.e. resident petition)
has been completed demonstrating local support for the ice rink installation.
2. The requested location and size of the ice rink must be approved by municipal staff.
Preferred locations must be on generally flat lands, be accessible, have adequate ambient
lighting levels and be adjacent to a suitable water source. Ice rinks will be limited to
prevent excessive installations in any given area, shall be at least 20 metres offset from
adjacent private property and be a minimum size of 25ft x 50ft (7.6m x 15.2m) to a
maximum size of 50ft x 100ft (15.2m x 30.5m). Requests for rinks on areas of natural
ice formation such as ponds are not acceptable.
3. Once the location has been approved, volunteers must agree to abide by all conditions of
this policy, complete an application form (Attachment 1), and provide proof of insurance
coverage in the amount of $1,000,000, naming the municipality as an additional insured.
All conditions of insurance coverage as specified in the policy must be complied with at
all times. The liability of volunteers will be limited to the amount of the insurance
coverage provided.
Operations Policy
Page 2 of 7
It should be noted that the municipality reserves the right to shut down any ice rink at any
time for justified reasons.
Volunteer Responsibilities
1. All volunteers must participate in training by Clarington Parks staff to acknowledge
their roles and responsibilities prior to the set-up and operation of an outdoor rink.
Training topics will cover such aspects as preparing the outdoor rink, proper use of
equipment, maintenance and flooding techniques, required daily inspection procedures,
managing risk and health and safety procedures, instruction on how to effectively
manage competing or conflicting uses and volunteer safety.
2. Volunteers will be required to install and maintain equipment such as perimeter rink
boards, picnic tables, garbage cans and/or any other infrastructure supplied by the
municipality.
3. Volunteers are expected to provide daily maintenance activities. These duties will
include snow shovelling or ice scraping, flooding of the ice surface, providing litter
pick-up, etc.
4. Volunteers are required to complete a daily inspection log each morning and afternoon
and then submit them to the Operations Department (Attachment 2) once a week before
noon each Friday. Any maintenance or safety concerns that are observed by volunteers
during their inspection should be immediately reported to the municipality.
5. Ensure that all members of the community are given equitable access to the ice rink.
6. Volunteers are required to immediately report any serious issues, accidents or medical
emergencies that they have personally observed or have been made aware of.
7. Ensure that the minimum number of volunteers (4) is provided continuously throughout
the winter season to ensure that the ice rink is properly maintained.
8. At the end of each winter season volunteers are responsible for the return of all
equipment loaned to them by the municipality.
9. Submit a letter requesting compensation, to a maximum of $50, if a private water source
was used for rink maintenance.
Municipal Responsibilities
1. Provide suitable training for volunteers with information on how to effectively build and
maintain outdoor natural ice surfaces, how to complete the daily inspection logs,
properly manage risk, health and safety procedures, etc.
2. Deliver and sign-out any necessary equipment that may include perimeter rink boards,
tarps, picnic tables, shovels, hoses, spray nozzles, garbage cans, etc.
3. Post appropriate signs at the ice rink to address risk management (Attachment 3).
Operations Policy
Page 3 of 7
4. Complete a thorough review of the ice rink installation on a once a week basis and
document the findings on an inspection log. Discuss and/or resolve any observed issues
or concerns with the volunteers.
5. Assist volunteers during normal business hours (Monday to Friday) with reasonable
levels of advice and assistance. Respond to or appropriately direct emergency situations
to the proper authorities.
6. Follow-up on concerns respecting the improper use of the ice rink or during prohibited
hours in accordance with the Park by-law.
7. Process compensation claims for private water use.
Operations Policy
Page 4 of 7
ATTACHMENT 1
Outdoor Ice Skating Rinks Application Form
Location of Rink: __________________________________________________________
Main Contact Person: _______________________________________________________
Address: _________________________________________________________________
Phone: Home___________________________________________________________
Business/Cellular__________________________________________________
E-Mail__________________________________________________________
Date: ___________________________________________________________________
Signature: _______________________________________________________________
Volunteers:
Name Address Phone Signature
Operations Policy
Page 5 of 7
ATTACHMENT 1 (Continued)
Inspection Findings:
Neighbourhood Consultation Process Complete
Flat Location
Minimum Private Property Offset (20 meters)
Minimum Size Requirement (7.6 meters x 15.2 meters)
Limited Encumbrances
Visibility
Accessible
Adequate Ambient Lighting Levels
Water Source (Municipal/Private)
Private Water Source Address: ________________________________________________
Signature of Resident: ______________________________________________________
Approval Requirements:
Insurance Certificate
Additional Insurance Requirements Satisfied
Training:
Building the Rink
Supply and Proper Use of Equipment
Maintenance and Flooding Techniques
Daily Inspection Process
Managing Risk
Health & Safety
Managing Competing & Conflicting Uses
Volunteer Safety
Date Approved: ____________________________________________________________
Approved for Operation: _____________________________________________________
Clarington Operations Representative
Operations Policy
Page 6 of 7
ATTACHMENT 2
Outdoor Ice Skating Rink Daily Inspection Form
Date/Time: _____________________ Volunteer Name: ________________________
Location: _______________________ Signature: ______________________________
ITEM ACCEPTABLE
CONDITION
NATURE OF DEFECT
Perimeter Boards (if applicable)
Ice Surface Condition
Picnic Tables
Lighting (if applicable)
Garbage Cans/Litter
Signage
Walkways
Parking
Broken Glass
Emergency Access
Pole Padding
Fencing
Other
NOTES:
1) A morning and afternoon daily inspection sheet must be completed and forwarded to Bob
Genosko by e-mail at bgenosko@clarington.net or by fax at 905-263-4433.
2) Ice Skating Rink defects shall be reported immediately. Please contact the Municipality of
Clarington by e-mail at patrol@clarington.net or by telephone at 905-260-0746.
Operations Policy
Page 7 of 7
ATTACHMENT 3
Outdoor Ice Skating Rink Signage
OUTDOOR ICE SKATING RINK
RULES AND REGULATIONS
Inspect ice surface prior to use
Children should be supervised at all times
Helmets and other safety equipment is strongly recommended
Alcohol is prohibited
Be considerate of others
Hours of operation 7:00 a.m. to 11:00 p.m.
To report dangerous conditions or any damaged equipment please call:
Monday to Friday 8:00 a.m. to 3:30 p.m.
905-263-2291
After hours and weekends
905-260-0746