Municipality Of Chatham-Kent. Chief Administrative Office. Corporate Initiatives. Ridgetown District High School Sports Field Project

Transcription

1 Municipality Of Chatham-Kent Chief Administrative Office Corporate Initiatives To: From: Mayor and Members of Council Amy Wilcox, CPA, CMA, PMP Manager, Corporate Initiatives Date: September 30, 2015 Subject: Ridgetown District High School Sports Field Project Recommendation It is recommended that: 1. A municipal contribution of $75, (25%) of the cost of the Ridgetown District High School Sports Field Project be considered under the following terms: a) The funds be paid through existing budgets as follows: Total Community Partnership Fund $10,000 $10,000 $20,000 Where the group must apply for funding each year through the Community Partnership Fund process and the application will be ranked and prioritized for funding by the CPF Review Committee. b) The balance of the funds ($55,000) be deferred to the 2016 Budget Process and this financial request be discussed during budget deliberations and ranked among other community projects and requests for funding. c) That any approved funds be conditional on the following: - matching donations being received from the community to a maximum of $75,000 - overall funding of the project (both capital and operating) being in place - construction of the project proceeding - no other requests for funding being received (e.g. waiving of permits, fees, property taxes, support for operations, etc.) - a repayment mechanism being in place for the municipal contribution based on a 10 year, straight line, sliding scale in the event the Lambton-Kent District School Board decides to close the school and the community no longer has access to the facilities

2 Ridgetown District High School Sports Field Project 2 d) Upon approval of funding, a legal agreement be entered into between the Municipality and the relevant parties, based on the Municipality s Standard Grant Agreement approved by Council, including the additional terms outlined in this report. The final terms of the Agreement shall be to the satisfaction of the Chief Legal Officer. Background At the Council meeting of September 28, 2015, Councillor VanDamme tabled the following notice of motion: Whereas the Ridgetown Rotary Club is proposing the formation of a school-community partnership to invest $300, in one-time costs at Ridgetown District High School (RDHS) for the creation of a sports track and sports field within the community of Ridgetown. Whereas this project would benefit the students of RDHS (Ridgetown District High School) as well as the South East Kent community at large on several different fronts. Whereas the following community organizations have endorsed this project and have committed themselves as partners to the proposal: South Kent Wind Enbridge Libro Optimists of Ridgetown Ridgetown Rotary Independent Order of Oddfellows IODE Howard Mutual Foundation RDHS, combined with the Lambton Kent District School Board Whereas the Lambton Kent District School Board has committed long term financial support for the ongoing and future operational maintenance of the sports field required once the capital investment has been made. Whereas the Ridgetown Rotary is approaching the following as potential funding partners: Jays Care Field of Dreams, MLSE Team up Grant, Ministry of Physical Education in Secondary Schools Grant, Ontario Trillium Foundation Grant, Farm Credit Canada Agri-Spirit Fund, SWEB / IFC wind development. Whereas Chatham Kent partnered with the Chatham-Kent Secondary School Athletic Complex in 2002 and contributed $400, to the $1.6 million dollar project (or 25%) of project costs.

3 Ridgetown District High School Sports Field Project 3 Whereas Chatham-Kent partnered with the Dresden Community Development Association for the Lambton Kent Composite School Community Partnership in 2014 and contributed $135,000 to the $540,000 project or 25% of project costs. Be it resolved that Chatham-Kent Council endorse a community capital leadership grant in the amount of $75, (25%) as a one - time request. Be it further resolved that Chatham-Kent administration prepare a report before council in the month of October 2015 for consideration of funds for this project which utilize minimal budget impacts fair and consistent with the funding approved for previous community investments as they relate to sports fields. Comments The Ridgetown District High School athletic field is currently in need of repairs and improvements. The Ridgetown Rotary Club is proposing the formation of a schoolcommunity partnership to invest $300, in one-time costs at Ridgetown District High School (RDHS) for the creation of a sports track and sports field within the community of Ridgetown. Please refer to the attached Ridgetown District High School Project Proposal for more detail. (Appendix 1) FACTORS THAT SHOULD BE ADDRESSED WHEN CONSIDERING THIS REQUEST: Other school / community facilities supported by Council: Chatham-Kent partnered with the Chatham-Kent Secondary School Athletic Complex to build an athletic facility and contributed $400,000 to the $1.6 m project (or 25%). A payment of $25,000 was given in 2003 and an additional five payments of $75,000 was distributed for this project for the years 2004 through The Lambton-Kent Composite School Community Project received municipal contribution of $134,500 (25%) in 2014 towards the cost of their project, with restrictions placed on the funding as outlined in 1(b), 1(c) and 1(d) in the recommendations section of this report. Reviewing project documents for both has confirmed that these projects are similar in scope and that the Ridgetown District High School Project contains similar project components as the Chatham-Kent Secondary School Athletic Complex and the Lambton-Kent Composite School Community Project.

4 Ridgetown District High School Sports Field Project 4 Overview of Chatham-Kent s Community Initiative Fund (CIF): The CIF was implemented in 2001 by way of a 1.34% tax increase that raised approximately $920,000 annually. That levy was reduced in 2009 as outlined in the following table: CIF Revenue Year(s) Amount Raised $920, $675,000 CIF funds for 2015 are fully committed. Spending of $1.5 M over four years for the Hospice project was approved with payments to begin in 2016 and continue through Other possible requests for funding: Requests for project funding often come (either simultaneously or in the future) with other asks. Examples include: the waiving of municipal permits, fees and revenues such as building permits, development charges or infrastructure services exemption from municipal taxes contributions toward operating expenses. If Council approves the request for funding, we recommend that the grant be limited to distribution of funds as outlined in the CPF process and the balance of the funds given as a one-time capital contribution paid over time. A commitment to long term service delivery: A municipal contribution such as the one being requested is significant. Since the facility will be built on the property of a community partner, there should be a mechanism put in place to ensure public funds are used as proposed or, failing that, those public funds are reimbursed in a fair manner. As such, we recommend that if the project is successfully approved by Council during 2016 Budget deliberations, that a ten year, straight line, sliding scale repayment requirement be put into an agreement with the facility owner. This agreement would see that either the facility operate as agreed upon for the next 10 years or the pro-rated amount of any grant be reimbursed to CK. For example, should the facility cease to be available to the public after 5 years, 50% would be reimbursed, after 6 years, 40% would be reimbursed, etc. What is the optimal time for Council to consider such a request: Ideally, requests that materially affect a budget should be discussed during that budget s deliberations. As outlined above, funding from the CIF is not available until 2016.

5 Ridgetown District High School Sports Field Project 5 We have also reviewed applicable legislation and are not aware of anything that restricts Council s ability to make long-term commitments as requested in the notice of motion. Other: Other conditions that should be taken into account before a municipal grant is advanced include: a) overall funding of the project should be in place (both capital and operating) b) construction of the project is proceeding Council Directions The recommendation(s) in this report support the following Council Directions: Jobs: Everyone in Chatham-Kent who wants to work is able to work in meaningful employment People: Chatham-Kent is a welcoming community where people choose to live, learn, work, and play Health: Chatham-Kent is a healthy, active, safe, accessible community within a healthy natural and built environment Financial Sustainability: The Corporation of the Municipality of Chatham-Kent is financially sustainable Has the potential to support all Council Directions Neutral issues (does not support negatively or positively) Consultation The following were consulted on the proposed motion: Chief Administrative Officer Chief Financial Officer Director, Financial Services Legal Officer

6 Ridgetown District High School Sports Field Project 6 Financial Implications As noted in this report, should Council wish to implement Councillor VanDamme s notice of motion as stated, funding of $20,000 could be approved from the Community Partnership Fund over two years (2016, 2017) with the balance of 25% of the project costs being deferred to the 2016 Budget Process. Prepared by: Amy Wilcox, CPA, CMA, PMP Manager, Corporate Initiatives Reviewed by: Mike Turner, CPA, CMA Chief Financial Officer Reviewed by: Don Shropshire, MBA Chief Administrative Officer Appendix I: Ridgetown Sports Field Project Proposal P:\RTC\CAO\2015 CAO Reports\Report to Council - Ridgetown Sports Field Project.doc

7 Ridgetown Community Sports Field Rejuvenation - a proposal for CK Council - Creating a Venue for Youth and Community Athletic Activities in the Ridgetown Community and Ridgetown District High School Provide a memory for the youth to want to come back Submitted to CK Council for consideration Oct 7, 2015 Rotary Club Of Ridgetown District 6380 RDHS

8 Creating a Ridgetown Sports Field A Proposal PROPOSED FIELD LAYOUT Page 2 of 8

9 Creating a Ridgetown Sports Field A Proposal Current Status The current sports field in Ridgetown, known as the RDHS field, has been rejuvenated to a complete usable field for sports such as soccer, rugby, football, lacrosse, etc. The rejuvenation consisted of removing the top material, installing an irrigation system in the playing area, raising and sloping the playing area, along with the addition of top soil, planting of grass seed. Complementing the sports field is a set of 5 bleachers accommodating 70 spectators per bleacher. Unknown by most, this well situated and large property is owned approximately 2/3 by the Lambton Kent District School Board and 1/3 by the University of Guelph. Both owners have indicated that the field will continue to be available for any interested groups to use; however, funding from them is limited and is not sufficient to finance a major rehabilitation of the field. However, the Lambton Kent District School Board will continue to be the maintainer of sports field after all work on the project has been completed. The property area, approximately 400 ft. x 300 ft. (120,000 sq. ft.) has in the past contained a playing field (approx. 330 ft. x 220 ft.), 6 lane ¼ mile running track as well as long, high, pole vaulting and triple jumping pits as well as discus, javelin and shot-put pads. A field house on the property can be used to house track and field equipment and has electrical power and now houses a newly installed water supply for the new irrigation system, but no toilet or shower facilities. The main waterline under the street has been tapped into for use as a water supply for irrigation purposes. The current electrical supply can be used as the supply for the current improvements (irrigation system) and for future improvements i.e. lights, score board, etc. Rejuvenation Plans Phase 1: COMPLETED: - a rejuvenation of the sports playing field. - Architectural drawings and engineering costs - Spraying of a non residual herbicide to kill all growth - Tilling to work-up the soil - Bull dozing to set grade - Installation of irrigation systems and goal posts - Bringing water lines in from the town supply to the field house for the irrigation system - Leveling for crowning - Soak testing - Planting/seeding of grass - Fertilizing - Irrigating - Aerating - Rolling (2x) * Due to natural drainage characteristics of the field, no drainage system is required for field surface. Phase 2: COMPLETED: - Installation of 5-tier spectator bleachers, (5 bleachers), (70 persons per bleacher). - Mounted on cement foundations for security and safety Phase 1 & 2 monies raised and used to date: $159, Page 3 of 8

10 Creating a Ridgetown Sports Field A Proposal Phase 3: Current project. Monies raised to date: - $49, cash on hand - $25, pledged - $75, if approved by CK Council - waiting for approval from another major supporter - applying to others to meet our target of $300, The following is the proposal and request for support from the Chatham-Kent Council - 6-lane surfaced track surface being proposed is asphalt to provide a durable but cost effective approach. A rubberized track is the ultimate, but cost is prohibitive at this time. - Jumping and throwing pits ADDITIONAL INFORMATION FOR CK COUNCIL This project is going forward to CK Council as a 1-time request and Ridgetown Rotary has no intentions to approach council again for further project enhancements for this particular project. Please note that this project underscores the talents of local students and committed faculty who have a passion for outdoor track sports and events. This project (track and pits) underscores the need to demonstrate the potential skills the students possess. It will give them great opportunities not available currently at their location. Although the request is referenced as a one-time lump sum payment ($75,000.00), which is preferred, the sports field committee would be open to multi-year funding. However, the multiyear funding could delay the construction of the track and pits jeopardizing our purpose for the students. We would not disallow the multi-year funding if that is the direction Council decides, but we hope there could be some discussion about that if it did arise. Phase 4: Future project - Score board Phase 5: Future project - Field lighting Phase 6: Future project if deemed required. - Upgrade the Field house would be pursued if high interest is demonstrated in the use of the sports field. - Install washrooms and change rooms - would be pursued if high interest is demonstrated in the use of the sports field. - The current electrical service in the field house is sufficient but panels may require upgrading. The structural integrity of the field house is sound however some attention should be given to doors and internal walls. Local electricians who are able to offer their time and materials to the community may carry out electrical work at a reduced cost. Structural work on the field house offers a great opportunity for a weekend community work project and again, materials might be acquired from local companies at reduced costs. Options involving washrooms and/or dressing rooms should be evaluated. Page 4 of 8

11 Creating a Ridgetown Sports Field A Proposal On-going Management The school board currently pays for mowing and this is expected to continue. All other maintenance will be under the umbrella of the Lambton Kent District School board upon completion of each phase of the project. Overall Benefits A sports facility of this simple stature would have a huge impact on youth involvement in sports and the side benefits that athletic activity provides to youth. These benefits include physical fitness, team/social skills, athletic prowess, and a productive use of a young person s time. A full rehabilitation will result in a true sports field in the Ridgetown area available to all residents in the town itself, the students in the schools, and people living in outlying areas for many years into the future. It will also make RDHS as well as the other schools in the town look more attractive to potential students and their parents. Growing student enrollment makes for more stable and expanding local economies. 1: Our goal is to take the Ridgetown Community Sports Field to the next level of excellence and utility. The sports field currently has a rejuvenated irrigated sports/soccer field, complete with 5 sets of bleachers accommodating 350 spectators, for which $160,000 has been invested to date. To proceed with the next phase, the sports field will incorporate additional sports activities to extend the field s usage to a high level activity area for students and athletes of all ages by providing a 6-lane track and jumping and shotput pits. The amount of funds required to bring this phase of the project to reality and make it useful for years of service is in the $300,000 quoted range. Basically everyone and anyone would benefit from this project if they value health, wellness and general physical prowess. It will provide a facility useful by young and old and offering a range of activities. These activities would range from sports games, such as soccer, football, lacrosse, etc., to walking, running and track events, all of which would draw school and community participants of all ages and abilities. 2: The possibilities are endless for community participation. The immediate community of Ridgetown has a population of 3000, surrounded by an active farming community. Ridgetown has two elementary schools, one secondary school and an agricultural college affiliated with the University of Guelph. Within the region is the First Nations community of Moraviantown, who are a big supporter of the local schools and sports associations. As well, the community has a very active seniors group who participate in, among other things, the Ontario Seniors Games. 3: We understand this would be a large commitment, but the opportunity given to our group would launch the next phase of the project that would give our community a valuable addition to its sports field and would fill a need for the students in the local secondary school, to which the field is attached. The track will complement the existing sports field, providing a means for the students in the schools and the community to express their athletic and wellness skills, promoting health and well being. Currently, no track facilities are available for physical activity or competitive running for several kilometres. Not only would the local schools be able to make use of the field, but it would also provide Page 5 of 8

12 Creating a Ridgetown Sports Field A Proposal a safe and quality facility to the community for walking, jogging and running for students, families, sports groups, those with handicaps, etc. As previously mentioned, the sports field currently has approximately $160,000 invested in a high quality soccer/playing field, complete with irrigation and five sets of bleachers, thanks to major sponsors such as Libro, Chatham-Kent Community Fund, Ridgetown Rotary Club, South Kent Wind/Pattern Energy, the Lambton-Kent District School Board, and many other supporters within the community. The Ridgetown Community Sports Field Rejuvenation Committee and Ridgetown Rotary are involved in a bold, aggressive project and have much work to do to provide a facility to the community of Ridgetown that will be available to all ages and abilities for healthy competition, health and well-being. For designated supports, the project is offering various levels of recognition, which would be followed up by news media releases at the start-up of the construction of the track with the contributing sponsors invited for further recognition. All funds donated for the project are directed through Ridgetown Rotary, with 100% of these funds transferred to the project. As well, tax receipts will be issued to the donor, if required. The Recognition Levels are as follows: Olympic Level: $50,000+ Commonwealth Level: $25,000 - $49,999 Provincial Level: $10,000 - $24,999 Community Level: $5,000 - $9,999 These levels are tentative pending approval by The Sports Field Community. Field Rejuvenation Building a Venue to Last. Comments a full-field rejuvenation will result in a high quality sports field sustainable through fundamental and inexpensive annual maintenance available for the use of students at RDHS, University of Guelph / Ridgetown Campus, other community schools, other youth, adults, and seniors in the community and environs. Page 6 of 8

13 Creating a Ridgetown Sports Field A Proposal ITEM REJUVENATION PROJECT BUDGET: RIDGETOWN COMMUNITY SPORTS FIELD REJUVENATION PROJECT PROJECT BUDGET -NOVEMBER 2014 DESCRIPTION TIMELINE PHASE SURVEY $3,000 2 FIELD WORK SPRAY TILLING $6,000 3 ENGINEERING AND DESIGN $42,000 4 MOBILIZE/GRADE/ROUGH GRADE/DRAINAGE TILE THE AREA $35,000 5 DE-ROGGING $3,500 6 ROUGH IN CONDUITS AND TRANSFER LINES $8,000 7 IRRIGATION COMPLETE WITH BOOSTER $14,000 8 WATER SIPPLY FROM C-K MAIN AND RESTORATION $8,500 9 FIELD HOUSE GENERAL REPAIR, BACKFLOW PREVENTOR, ELECTRICAL PANEL AND REVIEW OF EXISTING CONDITIONS 10 INSTALL AND MODIFY EXISTING LKDSB SOCCER POLES 11 FIELD WORK/SOIL TEST/SEEDING AND RESEEDING $30, BLEACHERS $40,000 PHASE 2 PHASE TRACK - 6 LANES - ASPHALT - WITH JUMPING AND $300, THROWING PITS SUB TOTALS $150,000 $40,000 $300, APPENDIX I BUDGET EXPENDITURES, MILESTONES/PHASES NOTE: Phases 4, 5, and 6 not shown on REJUVENATION PROJECT BUDGET. Page 7 of 8

14 Creating a Ridgetown Sports Field A Proposal SUPPORTERS OF THE SPORTS FIELD TO DATE: South Kent Wind Enbridge Chatham Kent Community Fund Libro Optimists of Ridgetown Ridgetown Rotary Independent Order of Oddfellows IODE Howard Mutual Foundation Lambton Kent District School Board RDHS 60 s Reunion POTENTIAL SPONSORS Libro (additional) Howard Mutual Insurance Healthy Communities Fund Agri-Spirit Fund Looking at others currently too early to mention CURRENT STATE OF FUNDS RAISED and/or SPENT TO DATE Phase 1: Sports field rejuvenation and $159, raised and spent Phase 2: Bleachers Phase 3: 6-lane track, jumping and throwing pits Respectfully submitted by: 1 Funds in account $49, Funds pledged $25, Funds total (1 + 2) $74, Ridgetown Community Sports Field Rejuvenation Committee: Peter Garapick (Ridgetown Community), Ron Bolohan (Ridgetown Rotary) - (Co-chairs) Greg Nemcek (RDHS), Joan Cofell (Ridgetown Community), Shea VanderGriendt (RDHS) Adrianna Long, Molly Young (RDHS Students) Page 8 of 8