AGENDA. A. THAT the minutes of the Committee of the Whole meeting of Council held December 11,2017 be adopted. (P.3)

Transcription

1 THE CORPORATION OF THE CITY OF VERNON AGENDA "To deliver effective and efficient local government services that benefit our citizens, our businesses, our environment and our future" AGENDA 1. CALL TO ORDER COMMITTEE OF THE WHOLE CITY HALL COUNCIL CHAMBER MONDAY, January 8, 2018 AT 8:40 AM A. THAT the Agenda for the January 8, 2018, Committee of the Whole meeting be adopted as presented. 2. ADOPTION OF MINUTES MINUTES A. THAT the minutes of the Committee of the Whole meeting of Council held December 11,2017 be adopted. (P.3) 3. BUSINESS ARISING FROM THE MINUTES 4. GENERAL MATTERS PRESENTATION RECREATION SERVICES MASTER PLAN (P. 4) A. Mr. Michael Roma, RC Strategies PERC, Ms. Gabi Haas, GDH Solutions and Mr. Doug Ross, Director, Recreation Services re: Recreation Services Master Plan. THAT Council receive the proposed Recreation Services Master Plan process, including public consultation and detailed work plan, as attached to the Memorandum titled Greater Vernon Recreation Master Plan , dated January 2, 2018 respectfully submitted by Doug Ross, Director, Recreation Sell/ices for information; AND FURTHER, that Council authorize the Greater Vernon Recreation Master Plan process to proceed as presented by RC Strategies + PERC and GDH Solutions on January 8, UNFINISHED BUSINESS 6. NEW BUSINESS 7. LEGISLATIVE MATTERS 1/3/2018

2 PAGE 2 COMMITTEE OF THE WHOLE - JANUARY 8, COUNCIL INFORMATION UPDATES 9. G.V.A.C. / R.D.N.0 REGULAR MEETINGS 10. INFORMATION ITEMS 11. CLOSE OF MEETING 1/3/2018

3 THE CORPORATION OF THE CITY OF VERNON MINUTES OF A COMMITTEE OF THE WHOLE MEETING HELD MONDAY, DECEMBER 11,2017 PRESENT: Mayor A. Mund Councillors: B. Spiers, J. Cunningham, S. Anderson, C. Lord, B. Quiring, (D. Nahal, absent) Staff: W. Pearce, CAO P. Bridal, Deputy CAO/Director, Corporate Services S. Blakely, Manager, Legislative Services D. Law, Director, Financial Services K. Flick, Director, Community Infrastructure & Dev. S. Koenig, Director, Operations B. Bandy, Real Estate Manager A. Stuart, Manager, Financial Planning & Reporting *Attended as required Others: Media Member of the Public CALL TO ORDER AGENDA ADOPTION Mayor Akbal Mund called the meeting to order at 8:41 am. Moved by Councillor Lord, seconded by Councillor Spiers: THAT the Agenda for the December 11, 2017, Committee of the Whole meeting be adopted. CARRIED. ADOPTION OF THE MINUTES Moved by Councillor Cunningham, seconded by Councillor Quiring: THAT the minutes of the Committee of the Whole meeting of Council held November 27, 2017, be adopted, as presented. CARRIED. GENERAL MATTERS NEW BUSINESS CLOSE Mayor Akbal Mund closed the meeting at 8:42 am. CERTIFIED CORRECT: Mayor: Corporate Officer: P3

4 tle--v- e _. THE CORPORATION OF THE CITY OF VERNON INTERNAL MEMORANDUM TO: Will Pearce, CAO FILE: PC: Patti Bridal, Director, Corporate Services DATE: January 2, 2018 FROM: Doug Ross, Director, Recreation Services SUBJECT: Greater Vernon Recreation Master Plan Greater Vernon Parks, Recreation & Culture last updated the Recreation Master Plan in Developing a new Recreation Services Master Plan for facilities and programming is part of Council's Strategic Plan to "Create a Vibrant Parks & Recreation System". The Recreation Master Plan will look at the long term future of recreation in the context of the needs and desires of our citizens, user groups, and visitors, comparisons to other municipalities, trends, best practices, internal operations and financial realities. A new Master Plan will serve as a guiding document providing the principles and direction for recreation standards, service delivery and facilities, over the next fifteen (15) years. The objective of the Master Plan is to provide clear direction for the City with more detailed focus on immediate term recommendations, somewhat more generic focus on the five (5) to ten (10) year term, and a visioning exercise for the ten (10) to fifteen (15) year term. The goal is to provide a recreation facilities and programs analysis along with a service delivery framework for recreation that meets the current and future needs of Greater Vernon residents, user groups and visitors and falls within Greater Vernon's financial realities. The City of Vernon has contracted RC Strategies + PERC and GDH Solutions to conduct a review and develop the City of Vernon Recreation Master Plan The Committee of the Whole presentation will provide a high level overview of the process. RECOMMENDATION: THAT Council receive the proposed Recreation Services Master Plan process, including public consultation and detailed work plan, as attached to the Memorandum titled Greater Vernon Recreation Master Plan , dated January 2, 2018 respectfully submitted by Doug Ross, Director, Recreation Services for information; AND FURTHER, that Council authorize the Greater Vernon Recreation Master Plan process to proceed as presented by RC Strategies + PERC and GDH Solutions on January 8, Respectfully submitted: Do dgross Director, Recreation Services P4

5 Recreation Services Master Plan City of Vernon January 8, 2018 p GDH Solutions HCMA

6 Purpose Introductions Project!ntent and Brand Understa, thng the Context ork tp!an Next Steps sac. P 11 GDH Solutions HCMA

7 Introductions RC + strategies (Mike, Brian, Rob, Steve, Ryan, Lauren) City of Vernon Brian Johnston (RCS+PERC) GDH Solutions (Gabi) --) Robert Parks (RCS+PERC) Stephen Slawuta (RCS+PERC) Ryan Schwartz (RCS+PERC) HCMA (Paul, Johnathon) --) Lauren Hawkins (RCS+PERC) Paul Fast (HCMA) Johnathon Strebly (HCMA) GDH Solutions HCMA

8 Introductions Experience: City of Edmonton Recreation Facilities Master Plan (ongoing) City of Regina Recreation Master Plan (ongoing) Regional District of Nanaimo Recreation Services Master Plan (ongoing) Cowichan Valley Regional District Recreation Planning (ongoing) City of Leduc Recreation and Culture Master Plan (ongoing) City of Vancouver Aquatics Strategy (2017) City of Richmond Community Services Facilities Strategic Plan (2016) Regional District of Central Kootenay Castlegar and Areas I & J Recreation Master Plan (2015) Regional District of Central Kootenay Area H, Silverton, and Slocan Recreation Master Plan (2015) City of Saskatoon Recreation and Parks Master Plan (2015) City of Kelowna Special Event Volunteer Strategy (2014) CI r OF ernon P _I 11 C GDH Solutions HCivoi

9 Introductions.50 isvc. GVAC 00, City Council Administrative Working Group Project Liaison Cflent 11,1, UZ. =1 L7,2 Val 1247,!= RIA MI MI II Consultants Consulting Team CUT OF, V Vernon suaeg. GDH p 11 Solutions HC MA

10 Project Intent This Master Plan will provide the City of Vernon with long term direction with regards to the provision of recreation services to Greater Vernon residents and visitors. RFP page 14 * time horizon CITY OF ernon GD H Solutions

11 Understanding the Context Visit the National Benefits Hub here Provides a foundation for quality of life. Builds strong and healthy communities, Is essential to personal health and wellbeing. Is a significant economic generator. The Benefits of Recreation Reduces health care, social service, and police/justice costs. Provides the key to balanced human development. Green spaces are essential to wellbeing. Reduces self-desctructive and anti-social behaviours. Vel I v of Vernon ct q3c. P 11 C GD H Solutions Hell`AA

12 Understanding the Context National context: National Recreation Framework Parks for All Health and Wetness Professionals '- Provincial Governments A Framework for Recreation in Canada 2015 Pathways to Wellbeing - Federal Government Framework for Physical Activity Canada Sport for Life Truth and Reco dliation Provincial Recreation and Parks Associations Municipalities CITY OF ernon Stla GDH Ii E I Solutions Hew'

13 Understanding the Context Learn more about the National Recreation Framework here. Goal 1: Active Living Foster active living through physical recreation. Increase inclusion and access to recreation for populations that face constraints to participation. Goal 3: Connecting People with Nature Help people connect to nature through recreation. Goal 4: Supportive Environments Ensure the provision of supportive physical and social environments that encourage participation in recreation and help to build strong, caring communities. Goal 5: Building Recreation Capacity Ensure the continued growth and sustainability of the recreation field. RC suomg.. II C GDH Solutions Hem^

14 Understanding the Context Canadian Sport for Life (CS4L) is a movement that promotes quality sport and physical activity. It is led by the Sport for Life Society, a federal not for profit society that incorporated in September The movement introduces two important concepts that influence how recreation and sport activity should be planned, promoted, organized, and delivered: Long- Term Athlete Development and Physical Literacy r*, Learn more about Canadian Sport For Life hec _L SitZ.Let. Trz.,A e, :j 711, ezillj Males Males 19+/- Females /- Females 18+/- EIWPI jt!

15 Understanding the Context Truth and Reconciliation: Sports and Reconciliation Call to Action 87. We call upon all levels of government, in collaboration with Aboriginal peoples, sports halls of fame, and other relevant organizations, to provide public education that tells the national story of Aboriginal athletes in history. Call to Action 88. We call upon all levels of government to take action to ensure long-term Aboriginal athlete devetpment and growth, and continued support for the N.rth American Indigenous Games, including funding to host the games and for provincial and territorial team preparation and travel. CITY OF Vernon P G D H Solutions FICNIA

16 Understanding the Context What do we need to know as we engage in this process (key issues, red flags, etc.)? How does recreation change in the region once the Master Plan is complete (expectations and outcomes)? F CITY OF ernon G D H Solutions HCNIA

17 Work Plan Recreation Services Master Plan Process Nov Dee Jan Feb.2018 Mar Apr May 2018 Jun Research and Analysis Visioning and Input Engagement Strategic Direction and Recommendation Review Engagement Vernon P GDH Solutions HCMA

18 Work Plan (,X,:gounci Document ReviPw Asset and Program Review * The State of Recreation in the Greater Vernon Area Consultation and Engagement Benchmarking Population and Demographics Trends and Leading Practices GDH Solutions HCIYIA

19 Work Plan IC-- ito... III Ali Q. i. 0. _ a a,-:,- c) c.., Recr4ation Photo Submissions Safi Centr4 Event Target 54+ Entries to Visicining g n Target: 50-f Attendees 1 xi 3 a U ommenzuractipazu=samme e ami S S. January / February Household Survey (open access) Target: 40Responses Organized group Survey Target: 50 Gro:up Responses "What VVe Heard" Engagemerlt Summary March 2018 Visiotiscape Target: 1004 Participants Intercept Survey Target: 59+ People ( 6. 2 Household Survey (controllefi access) Target: 4008esponses (±5%,19/20) Youth Survey Target: 250 Stu'Ont Responses Stakeholder, Interviews and Meetings Target: 30+ Meetings; 60+ Groups a CJ CISV OF at Vernon RC II GDH Solutions

20 Next Steps Initiate Public Engagement and Communications Plan Initiate research (trends, population, etc.) Next meeting/workshop occurs after data and input is collecte vetas n P 11 GDH Solutions Hem,'

21 Thank you for your time Questions? CIS T OF Vernon G D H Solutions HCMA

22 Detailed work plan cit,oc ernon GD H Solutions HemA

23 Detailed Work Plan Phase 1: Review and Project Familiarization Project Kick-off Background Review Program Inventory Sport Tourism Overview Special Event Inventory Asset Inventory Project start up meeting with the client committee and project liaison and key consulting team members to finalize work plan, formalize roles and responsibilities, and visit sites (partial). Review of relevant background materials as outlined in the RFP as well as other pertinent documentation at a local, provincial, and national level (National Recreation Framework, CS4L, Physical Activity Framework, etc.) outlining planning influences for recreation. Review of existing recreation programs and services offered by the City, as well as opportunities offered by partner/non-profit groups, in terms of subject matter, demographics, and other measures as determined with the client. Review of sport tourism activity and/or assets that occur on an ongoing basis, or have recently occurred, indicating how these type of activities influence strategic planning for recreation. Compilation of special events hosted in the City outlining impact in the community as well as relevance for future strategic planning related to recreation. Inventory of in-scope indoor and outdoor recreation amenities throughout the entire area including review of existing asset condition reporting, existing utilization information, and other aspects of the inventory as determined with the client. CITY Of Vernon + P 11 G G D H Solutions Hem^

24 Detailed Work Plan Phase 1: Review and Project Familiarization Service Delivery Overview Policy Review Financial Review Population Analysis Trends and Leading Practices Bench marking Ground Truthing Review of existing organizational structure, roles and responsibilities, and resource allocation to recreation services. Inventory and review of existing policies, bylaws, agreements, and other parameters relevant to the delivery of recreation services. Overview and analysis of existing operating and capital budget allocations to recreation services. Review of current and expected future populations (as projected by the City) and demographics outlining how each influences strategic thinking regarding recreation. Presentation of observed trends in recreation service delivery, participation, infrastructure development, and overall societal health and wellbeing (as well other areas of focus as directed by the client) relating pertinence to strategic planning for recreation. Review of 15 comparable municipalities as determined in consultation with the City regarding the criteria outlined in the RFP as well as others with comparable characteristics, such as having a focus on sport tourism, where information is available. Team member attendance at existing indoor and outdoor facilities, walking through venues and participating in activities (partial) to appreciate and experience recreation in the region. CITY OF ernon G D H Solutions HelviA

25 Detailed Work Plan 1 Phase 2: Analysis Foundations Analysis Service Delivery Analysis Programming Analysis Indoor Recreation Facility Analysis Outdoor Recreation Facility An Review and draft recommendations related to existing recreation delivery philosophical foundations (vision, goals, etc.) based on current form and the influence of broader internal or external strategies and initiatives. Presentation of initial gaps in service delivery related to topics such as, but not limited to, sport tourism; facility and space allocation; approach to program delivery; community dialogue and relationship with user groups; support provided to the volunteer/non-profit sector; etc. and based upon the various aspects of research and fact finding conducted. Presentation of delivery model options and focus areas for recreation programming based on the research conducted. Outline of key considerations for indoor recreation facility provision including, but not limited to, gaps in provision and future development, asset management, decision making regarding decommissioning or repurposing facilities, etc. based on the research conducted. Outline of key considerations for outdoor recreation facility and space provision including, but not limited to, gaps in provision and future development, asset management, etc. based on the research conducted. INJ 01 CITY OF ernon stro..egias p ii G D H Solutions H C

26 Detailed Work Plan Phase 2: Analysis Financial Analysis Partnership Analysis Policy Analysis Current State Report Strategy Development Workshop Review of funding mechanisms for recreation services including strategic considerations related to user fees, sponsorships, entrepreneurial pursuits, etc. based on the research conducted. Review of existing partnership arrangements in place related to the delivery of recreation opportunities with strategic considerations to get more from existing relationships or position the City for future partnership arrangements. Presentation of policy implications of adjustments made regarding the various analyses as well as outline of areas where policy does not exist but should. Compilation of a current state of recreation report outlining key research findings and the results of the various analyses in preparation for the strategic development workshop. Facilitation of a strategy development workshop with the Recreation Master Plan Committee and City Staff, presenting the various aspects of the analysis portion of the project, testing draft directions, and enabling the Committee to influence strategic direction prior to public and stakeholder engagement and draft Plan development.,?5 0,, errion C + soy.egi. 11 G D H Solutions H C

27 Detailed Work Plan Phase 3: Consultation and Engagement Engagement and Communications Plan Household Survey (controlled access) Household Survey (open access) Youth Survey Stakeholder Survey Development of a detailed communications and engagement plan, beginning with the tactics outlined in our proposal and identifying timelines, roles and responsibilities, targets and rationale associated with engagement and communications efforts related to the project; the plan will be designed by IAP2 certified team members and will incorporate IAP2 principles. Design and facilitation of a controlled access, statistically reliable survey of households (online coded access or telephone; to be determined), to measure the preferences, satisfaction, and opinions of the general public related to the current and future state of recreation and to test preliminary ideas generated through research. (target 400 households) Facilitation of the same household survey available to everyone in the community, hosted on the City's website and possibly through the City's engagement tool to ensure everyone has the opportunity to participate. (target 400 responses) Design and facilitation of a survey of youth, likely to be facilitated via the web and distributed through local schools, the Recreation Centre, and youth programs. (target 250 students) Design and facilitation of a survey for organized groups in the region to gather input regarding current and future recreation. (target 50 groups) n t II GDH Solutions Hem"

28 Detailed Work Plan Phase 3: Consultation and Engagement Online Presence and Communications Support Interviews and Meetings Flex Time "What We Heard" Report Support on the City's internal efforts related to the project (i.e. website/web page, engage presence, social media messaging, etc.) providing subject matter but not administering already developed protocols and systems. Time (30 40 sessions) in the communities spent meeting with individuals (user group representatives such as sport and recreation associations, stakeholders from other sectors such as tourism/health/education, elected officials, administrators, etc.) and/or small groups of key community members and stakeholders (representing interests such as ice users or demographics such as youth and/or tourists/visitors) to gather input and learn about the current and future expected state of recreation in the region. (target 30+ meetings with 60+ participants) Extra time spent in the City, the District of Coldstream, and Areas B & C. further defined during the development of the engagement and communications plan, but possibly to include attendance at established events or high traffic areas, intercept surveys with residents and visitors/tourists, visitation to local schools, children's' coloring sheets, etc. to garner further input related to recreation. Compilation of engagement and communications efforts and results, summarized to explain the pertinence of the findings to future recreation planning. Caf Of ernon 1ZC suc4egia$ G D H Solutions HCiviA

29 Detailed Work Plan ' Phase 4: Key Findings, Strategic Directions, and Recommendations Philosophical Foundations Service Delivery Recommendations Programming Recommendations Indoor Recreation Facility Recommendations Outdoor Recreation Facility Recommendations Partnership Recommendations Policy Recommendations Articulation of the philosophical foundations anchoring public recreation services and facilities, based on the draft analysis and feedback from various stakeholders (internal and external) and the public. Presentation of recommendations related to service delivery (education and capacity building throughout the delivery system, allocations, etc.) based on initial research and tested/refined through engagement and consultation. Recommendations related to the delivery of recreation programming, the role of the City, and current and future focus areas tested through engagement. Recommendations related to sustaining existing and building new indoor recreation infrastructure based on a transparent prioritization framework and tested via research and engagement. Recommendations related to sustaining existing and building new outdoor recreation spaces, again based on a transparent prioritization framework and tested via research and engagement. Recommendations related to strengthening existing partnerships and positioning the region to benefit from partnership opportunities as they arise. Identify necessary policy adjustments or additions based on various proposed Master Plan recommendations. CO'? OF ernon RC st,aecii G D H Solutions HC M"

30 Detailed Work Plan, Phase 4: Key Findings, Strategic Directions, and Recommendations Financial Impacts and Funding Overview of the financial impacts of plan implementation, including order of magnitude capital and Strategy operating cost estimates, as well as strategies (traditional and non-traditional) for funding recreation services and facilities. Master Plan Draft #1 Compilation of draft #1 of the Recreation Services Master Plan for internal and external review. Internal Review External Review Master Plan Draft #2 Internal Review Presentation (1) of draft #1 to City Staff and the Recreation Master Plan Committee for feedback and comment. Presentation (1) of draft #1 to the public and external stakeholders, net of changes made from the internal review, and using tactics outlined in the engagement and communications plan (likely to include a combination of in person presentation and online material availability and feedback mechanism. Refinement of documentation to Draft #2 of the Recreation Services Master Plan ready for second internal and external review process. Presentation (1) of draft #2 to City Staff and the Recreation Master Plan Committee for feedback and comment. "t1 cavor CA) vernon GDH Solutions Hem"

31 Detailed Work Plan Phase 4: Key Findings, Strategic Directions, and Recommendations External Review Final Master Plan Final Presentation Presentation (1) of draft #2 to the public and external stakeholders, net of changes made from the internal review, and using tactics outlined in the engagement and communications plan (likely to include a combination of in person presentation and online material availability and feedback mechanism. Compilation of final Recreation Services Master Plan. Presentation of final Recreation Services Master Plan. 0.) CITY OF ernon sths.egk. p II GDH Solutions C m A