The Corporation of the City of Stratford Community Services Committee Open Session AGENDA

Transcription

1 The Corporation of the City of Stratford Community Services Committee Open Session AGENDA Date: Monday, November 27, 2017 Time: Location: Committee Present: 7:10 P.M. Council Chamber, City Hall Councillor Beatty - Chair Presiding, Councillor Bunting - Vice Chair, Deputy Mayor Ritsma, Councillor Brown, Councillor Clifford, Councillor Henderson, Councillor Ingram, Councillor Mark, Councillor McManus, Councillor Vassilakos Staff Present: Rob Horne - Chief Administrative Officer, Joan Thomson - City Clerk, David St. Louis - Director of Community Services, Ed Dujlovic - Director of Infrastructure and Development Services, Carole Desmeules - Director of Social Services, John Paradis - Fire Chief, Tatiana Dafoe - Deputy Clerk Pages 1. Call to Order The Chair to call the Meeting to Order. Mayor Mathieson provided regrets for this meeting. 2. Disclosure of Pecuniary Interest and the General Nature Thereof The Municipal Conflict of Interest Act requires any member of Council declaring a pecuniary interest and the general nature thereof, where the interest of a member of Council has not been disclosed by reason of the member s absence from the meeting, to disclose the interest at the first open meeting attended by the member of Council and otherwise comply with the Act. Name, Item and General Nature of Pecuniary Interest

2 2 3. Sub-committee Minutes 1-6 Sub-committee minutes are attached for background regarding the discussion held at the November 16, 2017 Sub-committee meeting. 4. Delegations None scheduled. 5. Report of the Manager of Parks, Forestry and Cemetery 5.1 Public Cul-de-sac Plantings (COM17-022) 7-8 Motion by Sub-committee Recommendation: THAT the request from the Communities in Bloom Committee to allow citizens to plant on public culde-sacs be filed. 5.2 Cleaning of Veteran s Headstones (COM17-019) 9-10 Motion by Sub-committee Recommendation: THAT the Community Services Department undertake rotational seasonal cleaning of Veteran s headstones in Avondale Cemetery each year prior to Remembrance Day. 5.3 City Hall Seasonal Lighting (COM17-023) Motion by Sub-committee Recommendation: THAT the Communities in Bloom Chair continue to work with the Infrastructure and Development Department regarding the refurbishing of existing seasonal displays on City Hall and the possible lighting of newly planted trees in Market Square. 6. Report of the Director of Community Services 6.1 Golf Course 2018 Budget & Fee Schedule (COM17-017) Motion by Sub-committee Recommendation: THAT the 2018 Municipal Golf Course Budget and Fee Schedule be approved as presented. 6.2 Golf Course Agreement Renewal (COM17-020) Motion by

3 3 Sub-committee Recommendation: That the City renew the agreement with the Stratford Municipal Golf Course Association for the lease of the golf course on Norfolk St. for a further nine-year term and that the rates for the first three years be as follows: 2018 $20,000 into reserve to be used by Municipal Golf Course $20,000 into reserve to be used by Municipal Golf Course $20,000 into reserve to be used by Municipal Golf Course 6.3 Stratford Minor Baseball Association Agreement Renewal (COM17-021) Motion by Sub-committee Recommendation: THAT the agreement between The Corporation of the City of Stratford and the Stratford Minor Baseball Association for use of National Stadium be renewed for a further five years to December 31, 2022; And that the use of Dufferin Park ball diamond be added to the agreement. 7. Report of the Child and Youth Services Coordinator 7.1 Stratford Winterfest By-law Exemption Request (COM17-018) Motion by Sub-committee Recommendation: THAT an exemption to Section 8.2 (a) of By-Law be granted to the Stratford Winterfest Committee to allow for an open burn from 9:30 am 4:30 pm on January 20 and 21, 2018 in Lower Queens Park. 8. Report of the Manager of Recreation and Marketing 8.1 Community Services Department 2018 and 2019 Fees and Charges (COM17-024) Adjournment Motion by Sub-committee Recommendation: THAT the Community Services Department fees and charges for 2018 and 2019 be approved. Meeting Start Time:

4 4 Meeting End Time : Motion by That the Community Services Committee meeting adjourn.

5 1 The Corporation of the City of Stratford Community Services Sub-committee MINUTES Date: Time: Location: Sub-committee Present: November 16, :45 P.M. Council Chamber, City Hall Councillor Beatty - Chair Presiding, Councillor Bunting - Vice Chair, Councillor Ingram, Councillor Mark, Councillor Ritsma Staff Present: David St. Louis - Director of Community Services, Quin Malott - Parks, Forestry and Cemetery Manager, Mike Beitz - Corporate Communications Lead, Danielle Clayton - Recording Secretary Also present: Members of the Public and Media 1. Call to Order The Chair called the Meeting to Order. 2. Disclosure of Pecuniary Interest and the General Nature Thereof The Municipal Conflict of Interest Act requires any member of Council declaring a pecuniary interest and the general nature thereof, where the interest of a member of Council has not been disclosed by reason of the member s absence from the meeting, to disclose the interest at the first open meeting attended by the member of Council and otherwise comply with the Act. Name, Item and General Nature of Pecuniary Interest None declared at the November 17, 2017 sub-committee meeting. Strengthening our Community: Attracting People and Investment

6 Community Services Sub-committee Minutes 2 November 16, Delegations None scheduled Report of the Parks, Forestry and Cemetery Manager 7.2 Public Cul-de-sac Plantings (COM17-022) Sub-committee Discussion: In response to Sub-committee questioning, the Parks, Forestry and Cemetery Manager reviewed the management report. It was noted that the liability to the City of having citizens working on a traffic island without the training of Book 7 Traffic Protection Training may arise, sight lines may be affected depending on the plants and materials used, the neighbourhood's desires will change over time and that the cul-de-sac areas are used to deposit snow from the street. The manager stated the cul-de-sacs that are looking to be planted are not high traffic areas but are used to store excess snow. Subcommittee questioned what types of plants would be planted in the culde-sacs if approved. Linda Dench, Gemmel Court resident, responded that the cul-de-sac would be planted similar to the Churchill Circle but on a smaller scale. The manager noted that these areas are not sustainable or guaranteed to have continued maintenance by the neighbourhood residents. Motion by Councillor Mark Sub-committee Recommendation: THAT the request from the Communities in Bloom Committee to allow citizens to plant on public cul-de-sacs be filed. Carried 4. Report of the Director of Community Services 4.1 Golf Course 2018 Budget & Fee Schedule (COM17-017) Motion by Councillor Ingram Sub-committee Recommendation: THAT the 2018 Municipal Golf Course Budget and Fee Schedule be approved as presented. Carried Strengthening our Community: Attracting People and Investment

7 Community Services Sub-committee Minutes 3 November 16, Golf Course Agreement Renewal (COM17-020) 3 Sub-committee Discussion: In response to Sub-committee questioning, the Director of Community Services noted that the rental fee may go towards future projects and equipment. Motion by Councillor Bunting Sub-committee Recommendation: That the City renew the agreement with the Stratford Municipal Golf Course Association for the lease of the golf course on Norfolk St. for a further nineyear term and that the rates for the first three years be as follows: 2018 $20,000 into reserve to be used by Municipal Golf Course $20,000 into reserve to be used by Municipal Golf Course $20,000 into reserve to be used by Municipal Golf Course Carried 4.3 Stratford Minor Baseball Association Agreement Renewal (COM17-021) Sub-committee Discussion: In response to Sub-committee questioning, the Director of Community Services stated that the amount paid per player was decided on by Council and that it is a youth fee based on the fee schedule. The Director noted that this amount of $10.74 is not sufficient to cover operating costs of the facilities. It was noted that the fee schedule is reviewed by Council. Motion by Councillor Ritsma Sub-committee Recommendation: THAT the agreement between The Corporation of the City of Stratford and the Stratford Minor Baseball Association for use of National Stadium be renewed for a further five years to December 31, 2022; And that the use of Dufferin Park ball diamond be added to the agreement. Strengthening our Community: Attracting People and Investment

8 4 Community Services Sub-committee Minutes 4 November 16, 2017 Carried 5. Report of the Manager of Recreation and Marketing 5.1 Community Services Department 2018 and 2019 Fees and Charges (COM17-024) Sub-committee Discussion: In response to Sub-committee questioning, the Director of Community Services stated that a "Slice of Ice" rental is a same day ice rental with the understanding that the City of Stratford can cancel the rental if needed and the fee is charged per person. It was noted that there is currently no online calendar booking for slice of ice time as currently it is a booking made by telephone. The Director stated that for the minor hockey and larger rental group, ice time is allocated based on the previous year's rental. It was noted that the digital advertising display is starting to be utilized on a regular basis. Motion by Councillor Ingram Sub-committee Recommendation: THAT the Community Services Department fees and charges for 2018 and 2019 be approved. Carried 6. Report of the Child and Youth Services Coordinator 6.1 Stratford Winterfest By-law Exemption Request (COM17-018) Motion by Councillor Bunting Sub-committee Recommendation: THAT an exemption to Section 8.2 (a) of By-Law be granted to the Stratford Winterfest Committee to allow for an open burn from 9:30 am 4:30 pm on January 20 and 21, 2018 in Lower Queens Park. Carried 7. Report of the Parks, Forestry and Cemetery Manager 7.1 Cleaning of Veteran s Headstones (COM17-019) Sub-committee Discussion: In response to Sub-committee questions, the Parks, Forestry and Cemetery Manager noted that there are approximately 250 Veteran's headstones. The Manager stated that it will Strengthening our Community: Attracting People and Investment

9 5 Community Services Sub-committee Minutes 5 November 16, 2017 be a periodic cleaning depending on the condition of the headstones. It was noted that the cleaning of the headstones will be required to be done by hand washing as using a power washer will cause damage to the material of the headstone. Motion by Councillor Ritsma Sub-committee Recommendation: THAT the Community Services Department undertake rotational seasonal cleaning of Veteran s headstones in Avondale Cemetery each year prior to Remembrance Day. Carried 7.3 City Hall Seasonal Lighting (COM17-023) Sub Committee Discussion: In response to Sub-committee questioning, the Parks, Forestry and Cemetery Manager stated that the lights will be removed after each holiday season and there will be no permanent damage to the trees. It was noted that the holiday lights will be installed within the next week. Motion by Councillor Ingram Sub-committee Recommendation: THAT the Communities in Bloom Chair continue to work with the Infrastructure and Development Department regarding the refurbishing of existing seasonal displays on City Hall and the possible lighting of newly planted trees in Market Square. Carried 8. Advisory Committee/Outside Board Minutes There were no Advisory Committee/Outside Board minutes provided. 9. Next Sub-committee Meeting The next Community Services Sub-committee meeting is December 14, 2017 at 4:45 p.m. in the Council Chamber, City Hall. Strengthening our Community: Attracting People and Investment

10 Community Services Sub-committee Minutes 6 November 16, Adjournment Motion by Councillor Mark Sub-committee Decision: THAT the Community Services Subcommittee meeting adjourn. 6 Meeting Start Time: 4:43p.m. Meeting End Time: 5:05p.m. Carried Strengthening our Community: Attracting People and Investment

11 7 Community Services Department MANAGEMENT REPORT Date: October 4, 2017 To: Community Services Sub-committee From: Quin Malott, Parks, Forestry & Cemetery Manager Report#: COM Attachments: None Title: Public Cul-de-sac Plantings Objective: To provide information in response to a motion from the Communities in Bloom Committee regarding planting on public cul-de-sacs. Background: At the September 7, 2017 Communities in Bloom Committee meeting, the following motion was passed: Motion by Dave Gaffney, seconded by Mary O Rourke that the Communities in Bloom Advisory Committee requests Community Services staff investigate the possibility of local citizens planting and maintaining pollinator-friendly gardens on cul-de-sac circles in Stratford starting with Gemmell Court as the pilot project, as well as what parameters need to be followed. Analysis: The Department s concerns with this request are as follows: There would be a liability to the City to have citizens working on a traffic island doing planting, weeding and other maintenance as they are not trained on Book 7 Traffic Protection Training Issues could arise as staff would not be monitoring the types and sizes of plant material and such material would possibly cause site line problems for vehicles The cul-de-sacs are used in the winter to deposit snow that is plowed from the street The salt and snow would damage or kill the plant material Some neighbours may not be in favour of such plantings It is the department s belief that the cul-de-sac areas should not be planted and maintained by citizens. The maintenance of these areas is not sustainable nor is there a Page 1

12 8 guarantee of continued maintenance as neighbourhoods and neighbourhood desires change. Financial Impact: Staff Recommendation: THAT the request from the Communities in Bloom Committee to allow citizens to plant on public cul-de-sacs be filed. Parks, Forestry & Cemetery Manager Director of Community Services Rob Horne, Chief Administrative Officer Page 2

13 9 Community Services Department MANAGEMENT REPORT Date: October 3, 2017 To: Community Services Sub-committee From: Quin Malott, Parks, Forestry & Cemetery Manager Report#: COM Attachments: None Title: Cleaning of Veteran s Headstones Objective: To provide information in response to a motion from the Communities in Bloom Committee regarding cleaning and decorating of Veteran s headstones in Avondale Cemetery. Background: At the September 7, 2017 Communities in Bloom Committee meeting, the following motion was passed: Motion by Dave Gaffney, seconded by Carys Wyn Hughes that the Communities in Bloom Advisory Committee requests that for Remembrance Day 2017, Community Services clean and decorate with Canada flags each of the Veteran s headstones at the Avondale Cemetery. Analysis: Community Services Department staff will undertake a rotational seasonal cleaning of Veteran s headstones as needed. This will be done prior to Remembrance Day each year. Staff has confirmed that Dave Gaffney will approach MP John Nater s office to request a donation of small Canadian flags which will be placed beside Veteran s headstones for Remembrance Day. Financial Impact: Unknown at this time, cleaning to be done by department staff. If costs are greater than expected a report will be brought back to Council. Staff Recommendation: THAT the Community Services Department undertake rotational seasonal cleaning of Veteran s headstones in Avondale Cemetery each year prior to Remembrance Day. Page 1

14 10 Parks, Forestry & Cemetery Manager Director of Community Services Rob Horne, Chief Administrative Officer Page 2

15 11 Community Services Department MANAGEMENT REPORT Date: October 3, 2017 To: Community Services Sub-committee From: Quin Malott, Parks, Forestry & Cemetery Manager Report#: COM Attachments: None Title: City Hall Seasonal Lighting Objective: To provide information in response to a motion from the Communities in Bloom Committee regarding seasonal lighting on City Hall. Background: At the September 7, 2017 Communities in Bloom Committee meeting, the following motion was passed: Motion by Councillor Henderson, seconded by Jo-Anne Russell that the Communities in Bloom Advisory Committee requests Community Services staff research the costs involved to refurbish the existing seasonal lighting for City Hall, as well as seasonal lighting options for the new trees in Market Square. Analysis: Communities in Bloom Chair Brad Beatty is working with the Infrastructure and Development Department on refurbishing existing seasonal displays on City Hall. The Chair is also investigating lighting on the newly planted trees in Market Square. Community Services Department has secured a seasonal tree for the front of City Hall. Financial Impact: Unknown Staff Recommendation: THAT the Communities in Bloom Chair continue to work with the Infrastructure and Development Department regarding the refurbishing of existing seasonal displays on City Hall and the possible lighting of newly planted trees in Market Square. Page 1

16 12 Parks, Forestry & Cemetery Manager Director of Community Services Rob Horne, Chief Administrative Officer Page 2

17 13 Community Services Department MANAGEMENT REPORT Date: October 31, 2017 To: Community Services Sub-committee From: David St. Louis, Director of Community Services Report#: COM Attachments: 2018 Budget & Fee Schedule Title: Golf Course 2018 Budget & Fee Schedule Objective: To review and approve the proposed 2018 budget and fee schedule for the Municipal Golf Course. Background: Attached is a proposed budget and fee schedule for A representative from the Golf Course Board of Directors will be present at the meeting to answer any questions. Analysis: As per the agreement, the budget and fee schedule require Council approval. Financial Impact: Increases based on the change in minimum wage and the cost of doing business. Staff Recommendation: THAT the 2018 Municipal Golf Course Budget and Fee Schedule be approved as presented. Director of Community Services Rob Horne, Chief Administrative Officer Page 1

18 14 REVENUE Year 2018 Description Budget Membership Fees $ 150, Green Fees $ 90, Beer, Liquor, Wine $ 70, Booth (pop, chips, etc.) $ 17, Golf ball, Gloves, hats, push carts $ 9, Interest Earned $ 1, Miscellaneous (BBQ rental, etc) $ 4, Cash Over $ Trail Fees - Compound ($160x30carts) $ 3, Non-taxable Food $ 4, Transfer from reserve $ - Rental Carts $ 32, Hole Sponsorships $ 5, Driving Range $ 25, Tournament $ - TOTAL REVENUE $ 411, EXPENDITURES General Expenses telephone $ hydro, water, water heater rental $ 15, Part Time Salaries $ - Internet - Web $ 1, Building Maintenance $ 8, gas (heating) $ 2, TV/Cable $ 2, Liquor License $ - Advertising $ 4, Printing of Forms (scorecards/bagtags) $ 2, Office Supplies & Repairs $ 1, Food & Soft Drinks $ 10, Beer, Wine, Liquor $ 32, Minor Equipment $ 2, Turf Maintenance $ 35, Equipment Repairs $ 6, Gasoline & Oil $ 10, Golf balls/gloves/hats $ 6, Insurance $ 6, Loan Interest $ - Golf tournament (trophies) $

19 15 Car Allowance $ 1, Golf Course Rental $ 20, Staff uniform $ - Cash short $ Golf carts, purchase and repair Hole Sponsor $ - Gas BBQ $ - OGA Membership $ 2, Cart/Equipment Rental (12 carts $750) $ 9, Unexpected Expenses $ 2, Accredidation Program IPM/NGCOA $ 2, Expenses (Capital) Transfer to reserve $ 20, Junior golf Education/Training $ - Course Improvements $ 3, VISA charges $ 1, MC charges $ 1, DEBIT charges $ 1, Bank Fees $ cell phone (managers) $ Tee-on Membership $ 2, PGA Canada Dues (OGSA) $ 1, Driving Range $ 5, TOTAL GENERAL EXPENDITURES $ 218, Administration Expenditures Salaries $ 175, Benefits $ 18, TOTAL ADMINSTRATIVE EXPENSES $ 193, Total Expenditures $ 411, Net (surplus)/deficit $ -

20 Municipal Golf Course Price List GOLF MEMBERSHIPS Category (plus HST) Before Feb 28 Family $ 1, $ 1, Couples $ 1, $ 1, Adult 29+ $ $ Intermediate $ $ student $ $ Junior $ $ Junior Add-On $ $ beginner $ $ Female introductory $ $ FOOD & BEVERAGE (HST included) GREEN FEE RATES (tax in) Beer - Bottle $ 4.75 Weekdays Monday-Friday Beer - Can $ Hole $ Beer - 20 oz draft $ Hole $ Beer - pitcher $ Weekends and Holidays 9-Holes $ Liquor - 1 oz/mix & Spirits $ holes $ Weekend twilight after 4pm Pop - Bottle $ 2.50 walking $ Powerade - Bottle $ 2.50 riding $ Canned Drinks $ 1.00 Juice $ 2.00 CART RATES (plus HST) Hot Dog $ 2.50 Member Owned Sandwich $ 4.50 Compound Fee $ Trailer Fee $ Confectionary (Chips/Nuts/etc.) $1-$3 Daily Rental (HST included) 9-Hole Single $ Hole Single $ *Per Rider Seasonal Rental (plus HST) 9-Hole Single Rider $ Hole Single Rider $ MISCELLANEOUS FEES (plus HST) Push Cart Storage $ Seasonal Locker $ Seasonal Push Cart $ Couples Push Cart $ Season Locker & Push Cart $ PRACTICE FACILITY (plus HST) Individual Membership $ Non Members of Course (Range) Family Membership $ Individual Membership $

21 17 Bag of Balls - Large $ Family $ Bag of Balls - Small $ 7.00

22 18 Community Services Department MANAGEMENT REPORT Date: November 2, 2017 To: Community Services Sub-committee From: David St. Louis, Director Report#: COM Attachments: None Title: Golf Course Agreement Renewal Objective: To consider renewing the agreement between the City of Stratford and the Stratford Municipal Golf Course Association for the lease of the golf course on Norfolk St. Background: The Golf Course was leased to the Stratford Municipal Golf Course Association in 1980 and was continually renewed through to The entire lease was renewed again in November 1996 and was a twenty-one year lease, expiring December 30, The lease stipulated renewals every three years with the same terms and conditions as the original lease except for the yearly rental rates which were to be negotiated. Included in the agreement: The Association pays all expenses incurred in the operation and maintenance for grass cutting, plant material, fertilizing and equipment; The Association is responsible for repairs caused by wear and tear; Any alterations must first be approved by the City of Stratford; The Association carries insurance to protect itself and indemnify the City harmless from any and all claims; The Association obtains approval of Council each year for green fees and membership fees. At the end of the 2009, 2010, 2011 term, the agreement was renewed for a one-year term (2012) with a lease amount of $20,000, with $2,000 of this amount going into a reserve for use by the Golf Course Association. In 2013 the agreement was renewed for a further three-year term with the 2013, 2014 and 2015 fees waived by Council. Page 1

23 19 The Stratford Municipal Golf Course Association came before Sub-committee in January 2016 requesting a change to the agreement and that it be renewed for another two years. Their request was that the total annual lease payment ($20,000) be paid and put into a reserve fund to enable the Association to achieve their short-term goals. The agreement was renewed for 2016 and 2017 with the annual lease payments put into a reserve fund for use by the Golf Course. Analysis: Now that the original agreement is expiring December 30, 2017, the Association is requesting the original agreement be renewed and that the annual lease payments continue to be put into a reserve to be used by the Association. In 2016 the Association also contributed to this reserve fund a total of $20,600. As of October 2017 there is $67,842 in the reserve. It is noted in the January 14, 2016 Sub-committee minutes that the Association was prepared to match or exceed payments made to the Reserve Fund in 2016 and They have stated that moving forward they will continue to do so. Financial Impact: Revenue into reserve account as listed below. Staff Recommendation: That the City renew the agreement with the Stratford Municipal Golf Course Association for the lease of the golf course on Norfolk St. for a further nine-year term and that the rates for the first three years be as follows: 2018 $20,000 into reserve to be used by Municipal Golf Course $20,000 into reserve to be used by Municipal Golf Course $20,000 into reserve to be used by Municipal Golf Course Director of Community Services Rob Horne, Chief Administrative Officer Page 2

24 20 Community Services Department MANAGEMENT REPORT Date: October 23, 2017 To: Community Services Sub-committee From: David St. Louis, Director Report#: COM Attachments: None Title: Stratford Minor Baseball Association Agreement Renewal Objective: To consider renewing the agreement with the Stratford Minor Baseball Association for use of the National Stadium and to add the use of the Dufferin Park ball diamond to the agreement. Background: The Stratford Minor Baseball Association (SMBA) has used the National Stadium for many years, but an official agreement wasn t put into place until October At that time, the SMBA required an official agreement for the facility as they were applying for an Ontario Trillium Foundation Grant to replace the light standards at the Stadium. The original agreement expired December 31, 2012 and was renewed with no changes and will expire again December 31, There has never been an official agreement for their use of the Dufferin Park diamond. Analysis: The Stratford Minor Baseball Association is in favour of renewing the agreement for a further five years. In summary: The Association Pays the City $10.74 per player as per their registration, or the amount approved by Council in the Community Services Department Fees and Charges Schedule; Is responsible for any minor maintenance of the stadium and all costs incurred in cleaning and maintenance; Performs routine cleaning and minor maintenance of the stadium, including all costs associated with; May use the stadium for tournaments and other competitions and may charge and collect sufficient fees from the participants to cover expenses of the same; Page 1

25 21 The City is responsible for turf maintenance. The current agreement states that the Association must pay all utility costs related to the stadium during the term of the agreement. The Association has requested that the City take over the payment of hydro moving forward as other organizations such as Stratford Soccer Association do not pay for hydro. In 2016 SMBA paid $10, for hydro at National Stadium and $1, for hydro at the Dufferin ball diamond. SMBA also has exclusive use of the Dufferin Park ball diamond. As such, it is recommended that we also include this facility in the agreement. Financial Impact: $10.74 per participant annually or amount approved by Council in the Community Services Department Fees and Charges Schedule. Yearly water and sewage charges will also be recouped from SMBA for the Stadium and Dufferin ball diamond. Staff Recommendation: THAT the agreement between The Corporation of the City of Stratford and the Stratford Minor Baseball Association for use of National Stadium be renewed for a further five years to December 31, 2022; And that the use of Dufferin Park ball diamond be added to the agreement. Director of Community Services Rob Horne, Chief Administrative Officer Page 2

26 22 Community Services Department MANAGEMENT REPORT Date: October 31, 2017 To: Community Services Sub-committee From: Jeff Otten, Child & Youth Services Coordinator Report#: COM Attachments: Winterfest Map Title: Stratford Winterfest By-law Exemption Request Objective: To request an exemption to the City of Stratford Open Burn By-law Background: Stratford Winterfest would like to request an exemption to the City of Stratford Open Burn By-law for Saturday, January 20 and Sunday, January 21, As part of the events in Lower Queens Park, the Winterfest Committee would like to have two open burn locations. Analysis: Analysis: The request is for an exemption to Section 8.2 (a) of By-law All other conditions of Section 8.2 will also be met as part of this request. 8.2 No person shall burn or allow to burn, a recreational fire except: a) between the hours of 4:00 pm and 11:00 pm; Request to extend hours from 9:30 am 4:30 pm on Saturday, January 20 & Sunday, January (b) commercially produced charcoal, briquettes or clean or dry seasoned wood shall only be used; Seasoned wood will be used 8.2(c) the recreational fire shall be confined in such a manner as to preclude the escape from the fire of combustible solids such as sparks and ash; Screened covered stone fire pits will be used Page 1

27 23 8.2(d) where the dimensions of the fuel being burnt are totally confined within the appliance at all times; Firewood will be contained within the unit 8.2 (e) in an outdoor location that provides a minimum of 5 metres clearance in all directions from any building, structure, overhead wire or other combustible material; 5 meter clearance will be met 8.2(f) with an effective extinguishing agent of sufficient size and with the capability of extinguishing the fire immediately available for use; Fire extinguishing agent will be present 8.2 (g) where the recreational fire is attended, controlled and supervised at all times by a competent person and is completely extinguished before the recreational fire site is vacated. The fire will be supervised at all times. Tim Adair, Director of Fire Prevention has advised that the Fire Department does not have any concerns with this request. Financial Impact: None Staff Recommendation: THAT an exemption to Section 8.2 (a) of By-Law be granted to the Stratford Winterfest Committee to allow for an open burn from 9:30 am 4:30 pm on January 20 and 21, 2018 in Lower Queens Park. Child & Youth Coordinator Director of Community Services Rob Horne, Chief Administrative Officer Page 2

28 24 Open Burn Locations Stratford Winterfest round fire pits Front Street Queen Street Romeo Street Water Street Parkview Parkview Drive 7/8 Ontario Street

29 25 Community Services Department MANAGEMENT REPORT Date: November 3, 2017 To: Community Services Sub-committee From: Brad Hernden, Recreation & Marketing Manager Report#: COM Attachments: Fee Schedule Title: Community Services Department 2018 and 2019 Fees and Charges Objective: To consider the proposed 2018 and 2019 fees and charges for the Community Services Department. Background: The City of Stratford maintains to build a healthy community by providing a variety of positive recreational experiences to enhance life values for individuals, families and our diverse culture. It is important that every citizen of Stratford has access to fun, safe, and affordable services and facilities to meet their recreation and leisure needs. We have used guiding principles for re-establishing user fees to allow for the lowest possible user fees consistent with recovery of costs and market conditions. Analysis: The attached spreadsheet indicates a chart of fees and charges for the years 2018 and Changes in fees from one year to the next are noted under the column Proposed Change. Future fees represent an average of 3% increase each year, with exception to: public skating and public swim fees in some admission categories remain unchanged from 2017 due to market conditions, peer reviews, and general affordability. Ice rental rates and swim instruction fees have increased an average of 3% each year in 2018 and Hall and Meeting Space Rental Fees 1. In the Single, Double and Hall meeting room category (not including Event Halls or when a rental is attached to the use of an Event Hall), staff are requesting to continue to offer, at the discretion of the Director of Community Services, up to a 30% discount off the commercial rental fees for individuals or groups defined as Page 1

30 26 community organizations. The community organization rental category includes: charities hosting charitable events or meetings service clubs not-for-profit groups providing community services free of charge or on a cost recovery basis not-for-profit groups providing educational programs 2. In the Event Hall room category, staff are requesting the continued ability to negotiate event hall rental rates, particularly in the scenario of multi-day and multiple room rental commitments, at the discretion of the Director of Community Services. 3. In slower rental periods where it is apparent that hall and meeting space will sit unused and/or underutilized, staff are requesting the ability to offer, at the discretion of the Director of Community Services, up to a 50% discount off the commercial rental fees. The collection of fees supports continued investment in department assets. Regularly, staff examines business processes in an effort to find ways to improve productivity and increase public service convenience. Financial Impact: The proposed changes to fees and charges, being an overall 3% increase in each year is reflective of inflationary costs and efforts to cost-recover the department s operations. Operational expenditures include energy costs, wages, supplies and materials. Revenue from fees and charges do not directly fund reserves. Staff Recommendation: THAT the Community Services Department fees and charges for 2018 and 2019 be approved. Recreation & Marketing Manager Director of Community Services Page 2

31 27 Rob Horne, Chief Administrative Officer Page 3

32 City of Stratford Community Services Department Fees and Charges New Rate 2019 New Rate Rental Particulars Base Rate Period HST Total Base Rate Period HST Proposed Change Total Base Rate Period HST AQUATICS Public Swimming Single Admission Infant under 2 years Child 2-15 years $ 3.10 swim $ 0.40 $ 3.50 $ 3.10 swim $ % $ 3.50 $ 3.10 swim $ % $ 3.50 Youth years $ 3.76 swim $ 0.49 $ 4.25 $ 3.76 swim $ % $ 4.25 $ 3.76 swim $ % $ 4.25 Seniors/Special Population 55+ years $ 3.76 swim $ 0.49 $ 4.25 $ 3.76 swim $ % $ 4.25 $ 3.76 swim $ % $ 4.25 Adults years $ 4.65 swim $ 0.60 $ 5.25 $ 4.65 swim $ % $ 5.25 $ 4.65 swim $ % $ 5.25 Family 2 adults of same household & children under 19 years of age $ swim $ 1.73 $ $ swim $ % $ $ swim $ % $ Day Pass Infant under 2 years Child 2-15 years $ 4.43 day $ 0.58 $ 5.00 $ 4.42 day $ % $ 5.00 $ 4.42 day $ % $ 5.00 Youth years $ 4.87 day $ 0.63 $ 5.50 $ 4.87 day $ % $ 5.50 $ 4.87 day $ % $ 5.50 Seniors/Special Population 55+ years $ 4.87 day $ 0.63 $ 5.50 $ 4.87 day $ % $ 5.50 $ 4.87 day $ % $ 5.50 Adults years $ 7.08 day $ 0.92 $ 8.00 $ 7.08 day $ % $ 8.00 $ 7.08 day $ % $ 8.00 Family 2 adults of same household & children under 19 years of age $ day $ 2.88 $ $ day $ % $ $ day $ % $ visit Card Infant under 2 years Child 2-15 years $ card $ 1.61 $ $ card $ % $ $ card $ % $ Youth years $ card $ 1.96 $ $ card $ % $ $ card $ % $ Seniors/Special Population 55+ years $ card $ 1.96 $ $ card $ % $ $ card $ % $ Adults years $ card $ 2.42 $ $ card $ % $ $ card $ % $ Family 2 adults of same household & children under 19 years of age $ card $ 6.90 $ $ card $ % $ $ card $ % $ Seasons Pass Infant under 2 years Child 2-15 years $ season $ 9.66 $ $ season $ % $ $ season $ % $ Youth years $ season $ $ $ season $ % $ $ season $ % $ Seniors/Special Population 55+ years $ season $ $ $ season $ % $ $ season $ % $ Adults years $ season $ $ $ season $ % $ $ season $ % $ Family 2 adults of same household & children under 19 years of age $ season $ $ $ season $ % $ $ season $ % $ Swim Lessons ½ hour 2 week session, 10 classes $ session $ - $ $ session $ - 103% $ $ session $ - 103% $ ¾ hour 2 week session, 10 classes $ session $ - $ $ session $ - 104% $ $ session $ - 104% $ hour 2 week session, 10 classes $ session $ - $ $ session $ - 103% $ $ session $ - 103% $ Swim Team season, 5 days per week $ season $ - $ $ season $ - 104% $ $ season $ - 104% $ Private Rentals 1-30 swimmers $ hr $ $ $ hr $ % $ $ hr $ % $ swimmers $ hr $ $ $ hr $ % $ $ hr $ % $ Sponsor a Swim Sponsored Swim minimum 2 hour purchase $ hr $ $ $ hr $ % $ $ hr $ % $ Sponsored Free Swim minimum 2 hour purchase $ hr $ $ $ hr $ % $ $ hr $ % $ ARENA Summer Ice Rates April 1 - September 30 Standard Rental $ hr $ $ $ hr $ % $ $ hr $ % $ Slice of Ice $ hr $ 2.01 $ $ hr $ % $ $ hr $ % $ Minor Sports $ hr $ $ $ hr $ % $ $ hr $ % $ Winter Ice Rates October 1 - March 31 Prime Time 4:00pm to close on weekdays and all hours on weekends $ hr $ $ $ hr $ % $ $ hr $ % $ Non-Prime Time before 4:00pm on weekdays $ hr $ $ $ hr $ % $ $ hr $ % $ Slice of Ice $ hr $ 2.01 $ $ hr $ % $ $ hr $ % $ Minor Sports October 1 - April 30 Minor Sports $ hr $ $ $ hr $ % $ $ hr $ % $ Public Skating Single Admission Child 7-18 years $ 3.10 single $ 0.40 $ 3.50 $ 3.10 single $ % $ 3.50 $ 3.10 single $ % $ 3.50 Senior 55+ years $ 4.43 day $ 0.58 $ 5.00 $ 4.42 day $ % $ 5.00 $ 4.42 day $ % $ 5.00 Adult years $ 4.42 single $ 0.58 $ 5.00 $ 4.42 single $ % $ 5.00 $ 4.42 single $ % $ 5.00 Family 2 adults of same household & children under 19 years of age $ single $ 1.32 $ $ single $ % $ $ single $ % $ Seasons Pass Child 7-18 years $ season $ 6.67 $ $ season $ % $ $ season $ % $ Senior 55+ years $ season $ 6.90 $ $ season $ % $ $ season $ % $ Adult years $ season $ 8.05 $ $ season $ % $ $ season $ % $ Family 2 adults of same household & children under 19 years of age $ season $ $ $ season $ % $ $ season $ % $ Sponsor a Skate Sponsored Skate $ hr $ $ $ hr $ % $ $ hr $ % $ Arena Floor No Ice Rentals Sports and Short Period Rentals $ hr $ $ $ hr $ % $ $ hr $ % $ Private Full Day Rental maximum 12 hours $ 1, day $ $ 1, $ 1, day $ % $ 1, $ 1, day $ % $ 1, Arena Sign Rental Rink Board Signs For Glass (one-time charge) $ glass $ $ $ glass $ % $ $ glass $ % $ For Year $ year $ $ $ year $ % $ $ year $ % $ BEACH VOLLEYBALL COURTS May 1 - October 31 Single Court $ hr $ 1.95 $ $ hr $ % $ $ hr $ % $ All 4 Courts for Tournament Use (Day Rate) $ day $ $ $ day $ % $ $ day $ % $ DAY CAMPS 5-Day Week $ week $ - $ $ week $ - 104% $ $ week $ - 104% $ Day Week $ week $ - $ $ week $ - 104% $ $ week $ - 104% $ Single-Day $ day $ - $ $ day $ - 104% $ $ day $ - 107% $ DIGITAL DISPLAY ADVERTISING 8" Advertisement 8" tall x 14" wide 1 month $ term $ $ $ term $ % $ $ term $ % $ Proposed Change Total

33 City of Stratford Community Services Department Fees and Charges New Rate 2019 New Rate Rental Particulars Base Rate Period HST Total Base Rate Period HST Proposed Change Total Base Rate Period HST 3 months $ term $ $ $ term $ % $ $ term $ % $ months $ term $ $ $ term $ % $ $ term $ % $ months $ 1, term $ $ 1, $ 1, term $ % $ 1, $ 1, term $ % $ 1, months $ 1, term $ $ 1, $ 1, term $ % $ 1, $ 1, term $ % $ 1, " Advertisement 18" tall x 14" wide 1 month $ term $ $ $ term $ % $ $ term $ % $ months $ term $ $ $ term $ % $ $ term $ % $ months $ 1, term $ $ 1, $ 1, term $ % $ 1, $ 1, term $ % $ 1, months $ 2, term $ $ 2, $ 2, term $ % $ 2, $ 2, term $ % $ 2, months $ 2, term $ $ 3, $ 2, term $ % $ 3, $ 2, term $ % $ 3, " Advertisement 26" tall x 14" wide 1 month $ term $ $ $ term $ % $ $ term $ % $ months $ 1, term $ $ 1, $ 1, term $ % $ 1, $ 1, term $ % $ 1, months $ 2, term $ $ 2, $ 2, term $ % $ 2, $ 2, term $ % $ 2, months $ 3, term $ $ 3, $ 3, term $ % $ 3, $ 3, term $ % $ 3, months $ 4, term $ $ 4, $ 4, term $ % $ 4, $ 4, term $ % $ 4, HALLS AND MEETING SPACE Weekday: Monday Morning to Friday at 4pm Single Meeting Room (KCC - Conf, E, F, C, D Rotary - Games Allman Upper Lobby) approx. capacity of 30 Up to 8 hours $ hr $ 2.73 $ $ hr $ % $ $ hr $ % $ Beyond 8 hours $ day $ $ $ day $ % $ $ day $ % $ Double Meeting Room (KCC - CD, GH Rotary - Mansbridge) approx. capacity of 50 Up to 8 hours $ hr $ 3.38 $ $ hr $ % $ $ hr $ % $ Beyond 8 hours $ day $ $ $ day $ % $ $ day $ % $ Hall (KCC - Auditorium Rotary - Tim Taylor Lounge) approx. capacity of 180 Up to 8 hours $ hr $ 6.89 $ $ hr $ % $ $ hr $ % $ Beyond 8 hours $ day $ $ $ day $ % $ $ day $ % $ Event Hall - Single Hall - Rotary Complex approx. capacity of $ day $ $ $ day $ % $ $ day $ % $ Event Hall - Four Halls - Rotary Complex approx. capacity of 2000 $ 2, day $ $ 2, $ 2, day $ % $ 2, $ 2, day $ % $ 2, Weekend: Friday after 4pm to Sunday Evening Single Meeting Room (KCC - Conf, E, F, C, D Rotary - Games Allman Upper Lobby) approx. capacity of 30 Up to 8 hours $ hr $ 4.42 $ $ hr $ % $ $ hr $ % $ Beyond 8 hours $ day $ $ $ day $ % $ $ day $ % $ Double Meeting Room (KCC - CD, GH Rotary - Mansbridge) approx. capacity of 50 Up to 8 hours $ hr $ 5.59 $ $ hr $ % $ $ hr $ % $ Beyond 8 hours $ day $ $ $ day $ % $ $ day $ % $ Hall (KCC - Auditorium Rotary - Tim Taylor Lounge) approx. capacity of 180 Up to 8 hours $ hr $ 8.32 $ $ hr $ % $ $ hr $ % $ Beyond 8 hours $ day $ $ $ day $ % $ $ day $ % $ Event Hall - Single Hall - Rotary Complex approx. capacity of $ day $ $ $ day $ % $ 1, $ day $ % $ 1, Event Hall - Four Halls - Rotary Complex approx. capacity of 2000 $ 2, day $ $ 3, $ 2, day $ % $ 3, $ 3, day $ % $ 3, Amenities Kitchen - Kiwanis Community Centre $ day $ $ $ day $ % $ $ day $ % $ Kitchenette - Kiwanis Community Centre $ day $ 7.28 $ $ day $ % $ $ day $ % $ Kitchen - Rotary Complex includes walk-in cooler, warming ovens, carts $ day $ $ $ day $ % $ $ day $ % $ Bar Charges - Rotary Complex Draft Fee $ day $ 8.45 $ $ day $ % $ $ day $ % $ Ice $ day $ 4.42 $ $ day $ % $ $ day $ % $ Audio Visual - Rotary Complex Wireless Microphone 1 complimentary; additional charge per extra unit $ day $ 6.63 $ $ day $ % $ $ day $ % $ Wired Microphone 1 complimentary; additional charge per extra unit $ day $ 2.54 $ $ day $ % $ $ day $ % $ TV/VCR/DVD/Projector per unit $ day $ 1.76 $ $ day $ % $ $ day $ % $ Electrical Connections - Rotary Complex $ - $ - 110V 15AMP connection per connection $ day $ 1.95 $ $ day $ % $ $ day $ % $ V 30AMP connection (with panel) per connection $ day $ 3.64 $ $ day $ % $ $ day $ % $ V connection per connection $ day $ $ $ day $ % $ $ day $ % $ Data Connections - Rotary Complex Wired Internet (per single connected unit) per single connected unit $ day $ 4.81 $ $ day $ % $ $ day $ % $ Installations - Rotary Complex Stage - 4 section starter (8' x 16) complimentary Stage - additional sections per section, per day, max 24 sections $ day $ 1.82 $ $ day $ % $ $ day $ % $ Insulated floor to cover ice surface $ 1, day $ $ 1, $ 1, day $ % $ 2, $ 1, day $ % $ 2, Judges platform - 4 section starter (8' x 16') RBC Arena only $ day $ $ $ day $ % $ $ day $ % $ Judges platform - additional sections (4' x 8') $ day $ 8.32 $ $ day $ % $ $ day $ % $ PARKS FIELDS Short Period Rentals for league play, a per use charge up to 25 uses $ use $ 6.63 $ $ use $ % $ $ use $ % $ Minor Sports Rate per participant, per team $ 9.50 use $ - $ 9.50 $ use $ - 105% $ $ use $ - 105% $ Tournament Fees per diamond, per day $ day $ $ $ day $ % $ $ day $ % $ STRATFORD AGRIPLEX FIELDHOUSE October 1 - April 30 Single Court per quarter (1 basketball court) $ hr $ 4.29 $ $ hr $ % $ $ hr $ % $ All 4 Courts for Tournament Use (Day Rate) $ day $ $ $ day $ % $ $ day $ % $ Proposed Change Total