The Corporation of the TOWN OF MILTON

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1 Report To: From: Committee of the Whole Jennifer Reynolds, Director, Community Services Linda Leeds, Director, Corporate Services and Treasurer Paul Cripps, P. Eng., Director, Engineering Services Date: February 23, 2015 Report No: Milestone Subject: Recommendation: Milestone Report Mattamy National Cycling Centre THAT Milestone be received for information; EXECUTIVE SUMMARY AND THAT the forecast budget as presented in Schedule A, including the transfers from/to reserves and reserve funds, be approved; AND THAT staff be authorized to develop a policy and report back on the creation of a Reserve or Reserve Fund for the donations in excess of the $14 Million related to fund raising for the capital project. AND THAT a sole source purchase order be issued to Four Way Electric in the amount of $22, (exclusive of HST): AND THAT the Manager, Purchasing and Risk Services be authorized to execute contracts and the Mayor and Clerk be authorized to sign any and all required paperwork. Milestone Reports provide updates and recommendations to Milton Council on projects that affect more than one Department. This Milestone report is the first update for 2015 for the Mattamy National Cycling Centre, and provides a variety of status reports related to this project, and the 2015 Pan/Parapan American Games. REPORT Background Milton Council has previously considered 10 Milestone Reports related to this project:

2 Page 2 of This is the first Milestone report for Discussion Construction Status: Occupancy Permit issued. Certification (Homologation) by the Union Cycliste Internationale (Cycling Governing body) issued, as meeting international standards to host competition (Schedule C). Substantial Completion Certified January 7, Anticipated Total Completion March 2, 2015, (pending completion dates noted below). Ongoing Progress o Deficiency completion is ongoing and is anticipated to be complete by late March, o ONSS consultants remain in place as necessary, until training and commissioning is complete for different systems. o Basic building operations orientation is complete. o Training sessions ongoing for various building components commencing in mid-january, with completion of training expected end of March. Training to date includes; - Electrical and Mechanical systems design overview - Electrical Distribution - Sprinkler and Fire Alarm system - Initial Security System - Elevators o Building Automation System training anticipated to be held in mid-march, o Commissioning of building systems ongoing. Functional Performance verification commencing 3 rd week of February and will continue until end of March, o Final commissioning report from Commissioning Consultant expected early April, As we move towards the completion of all outstanding works with the Contractor, there is some required work needed to complete electrical cabling to support TV monitor locations. It is recommended that a sole source purchase order be issued in the amount of $22, (exclusive of HST) directly to Four Way Electric. This will maintain the integrity of associated electrical warranties and connections to new equipment. This is included within the cost sharing arrangement with TO2015. Operations / Programs:

3 Page 3 of 10 The Town of Milton commenced limited program operations on Monday, January 12, and progressed over the ensuing weeks to increase programs as space and facility readiness permitted. A later section outlines the status of metrics associated with use to date. Fund Raising Campaign / Donor Recognition Event: The fundraising campaign had a target of $14.0M which included a combination of individual pledges, corporate pledges, event contributions and the sale of seats and planks. On Thursday, January 14, 2015, the Town was pleased to host the Donor Recognition Event to recognize that achievement of the fund raising goal, and to acknowledge that the goal was actually surpassed. This campaign was led by a dedicated group of individuals passionate about the project and about the development of cycling in Canada. Special thanks are noted for Peter Gilgan, Tim Hockey and Howard Chang for their dedication, support and guidance to the Campaign and campaign volunteers. A Donor Wall is being fabricated to permanently recognize the contributions for the many, many individuals and groups that supported this Campaign. As a result of the success of the Campaign exceeding its goal, staff are recommending the creation of a Velodrome Reserve or Reserve Fund to be established. This reserve or reserve fund would be dedicated for expenditures related to program and facility enhancements. The guidelines and policy for use are yet to be established. Staff will report back to Council in this regard. Zoning By-Law Amendment: In order to facilitate the seamless operation of the Velodrome during the Pan/Parapan American Games, a number of activities are planned to occur within the parking areas on the Velodrome site and from other facilities across the municipality. These activities require the placement of tents and trailers to accommodate broadcasting and media coverage, staging and transportation as well as other events and functions. The Town s Zoning By-law requires that the parking areas be available exclusively for the parking of vehicles and displacement of any required parking would bring the facility into noncompliance with the By-law. Staff therefore will be bringing forward a temporary use bylaw to provide relief from the requirements of the Zoning By-law in order to ensure the functionality of the site in accordance with PanAm s requirements for the duration of the games. Events: The facility has generated significant interest from large organizations and businesses who are interested in hosting events. Some of the highlights include: The Toronto and GTA chapter of the Young and World Professionals Organization (YPO/WPO) hosted an invitation only event on a Thursday afternoon and evening in February. The YPO/WPO is a worldwide network of CEO s and business leaders. The event commenced with guests participating in a wide range of physical activities from cycling to table tennis and sitting

4 Page 4 of 10 volleyball. At the conclusion of the active events, the group watched a demonstration from the Canadian National Track Cycling Team followed by speeches from Mayor Krantz and the Chair and CEO of the TO2015 Pan and Parapan American Games. The Town of Milton will play host to the Milton Chamber of Commerce Business After Hours monthly event on Tuesday, February 24, at the MNCC. The Ontario Cycling Association will host a series of Ontario Cup racing events on various weekends from February through to April. The first event in February attracted participants from all over the province and the United States of America. The Canadian Sports Tourism Alliance (CSTA) will be spending a morning of their annual National Conference at the MNCC. Delegates will hear numerous speeches from Town and Canadian Cycling representatives and will also receive a tour of the facility. The CSTA is a network of individuals (400+) who are involved with sport tourism in some capacity. This event will showcase the MNCC to the many events rights holders who may wish to host a major sporting event at the facility in the future. The Canadian Olympic Committee will be hosting two major events at the facility in April. The first will be their bi-annual board meeting where leaders from the numerous National Sport Organizations will be in attendance. The second event will be for the sporting leaders who will play major roles in leading Team Canada at the upcoming TO2015 Pan and Parapan American Games. In early September, once the games have concluded, the facility will play host to a major bike trade show. The organizers will rent the MNCC for a full week where bike industry representatives from around the province will converge to see the latest cycling related products. Metrics for Use: Over the first three weeks of program operations (January 12 - February 2) the following metrics highlight usage for both cycling and non-cycling activities. Cycling 730 registrations for cycling programs, 377 on waitlists. 134 annual Cycling memberships purchased. Over 75% of bike lockers rented for the season. 348 individuals certified. 843 bikes rented. The majority of the drop-in rides sold out including weekday lunch and morning sessions. Cycling Canada rented the track approximately 20 hours per week mostly during the day Monday to Friday. Ontario Cycling rented the track 5 hours per week. Individual local cycling clubs rented the remaining track time available in prime

5 Page 5 of 10 time hours. Non-Cycling Milton Stags Youth Basketball operating their entire youth house league program at the MNCC (approximately 500 kids). Numerous Stags rep teams are also practicing weekly at the velodrome gymnasiums. Milton Badminton Club operating 2 nights per week for their entire membership. The Club has been able to expand for the first time in many years as a result of having 9 courts in one location. A number of soccer and baseball teams are renting weekly time on the gymnasium courts for training. Town operated drop-in basketball programs have commenced. The Catholic and Public School Boards in Halton are finalizing details to hold their school finals tournament annually at the MNCC for both volleyball and basketball. 249 Annual Walking/Running Track Memberships sold in the first 2 days they were for sale. Milton Shock Track and Field Club renting the Walking/Running Track for training 2 nights a week. The Fitness Centre opened to the public February 1. Leases commenced February 1 for the Ontario Cycling Association and Canadian Sport Institute of Ontario. Both parties are renting suites that are each over 1,500 square feet. Lease rates at competitive market value. Budget Update Milestone report # presented in February, 2013, outlined a revised budget of $62,881,991 for the Velodrome project to Council. This budget included the grant funded facility cost of $56,000,000 and Town funded additional site works and road construction of $6,881,992. Since that time, significant work has been completed on site and there has been increased clarity regarding cost estimates as construction nears completion. The $56,000,000 facility cost remains unchanged as this was a fixed price agreement with the Town s share capped at 31.4%. The revised facility budget of $56,140,181 includes $140,181 for networking equipment which was donated by CISCO at no cost to the Town. According to accounting rules this expense is offset by revenue recognition of an equal amount. Project Expenditures February 2013 Revised December 2014 Revised Difference Velodrome Facility Costs 56,000,000 56,140, ,181 Hydro Costs (to be recovered) - 65,827 65,827 Louis St. Laurent Blvd 1,520,132 1,690, ,212

6 Page 6 of 10 Pan-Am Blvd 1,549,829 1,316,882 (232,947) Town Site Costs 3,812,031 3,402,695 (409,336) Total Project Costs 62,881,991 62,615,929 (266,063) The Town works budget of $6,881,992 has now been decreased to a forecast budget of $6,475,748. This represents a $266,063 net decrease from the February, 2013, estimate. On the funding side, the federal and provincial grant funding has not changed. Recoveries from the Region have increased in line with the anticipated sewer project costs and the budget for developer recoveries has decreased due to lower water main costs on the project. Fundraising revenue projections of $14 Million for the project have been achieved. Revisions to the budget for roads development charges are being recommended to align the budget with forecast actuals with an additional $216,034 required. Town source funding from Town reserves remains unchanged at $285,000. As outlined in previous Milestone Reports, included in the funding of this project are significant contributions from vendors in the form of donations-in-kind. Such contributions include piping, granular, legal and engineering services as well as a significant amount of fill. While a large amount of fill was received by the Town, the total quantity was less than originally anticipated in February, A more detailed breakdown of the revised project budget can be found in Schedule A attached to this report. The project is currently tracking with savings of $266,063. Legacy Fund Plan: In September, 2014, (Milestone # ), Council authorized the execution of the Legacy Fund Plan Agreement and in December, 2014, (COMS ), the execution of the Recipient Agreement. The Town has received payment for 2014, in the amount of $735,850 as per the terms of these agreements. Test Event: TO2015 hosted the Track Cycling Test Event at the Velodrome between January 2 and 11, The first portion of the event was the Canadian Track Championships, followed by the Milton International Challenge. The organizing committee used these events to test a large number of their functional areas including, but not limited to: traffic and transportation, including way finding and transit volunteer management security protocol and Games family anti-doping

7 Page 7 of 10 accreditation workforce planning operations centre facility operations spectator guide communication The Town of Milton cooperated fully during the preparation and hosting of these events, and was directly involved in supporting facility operations and maintenance, ticketing, signage / way finding and park n ride shuttle service. Staff have since participated in de-brief discussions with the organizing team. Incremental service costs borne by the Town of Milton for this event period is being recovered through a Permit Agreement with TO2015. It was an excellent opportunity to see the venue in full Event operation and all participants found the experience worthwhile. Public reaction and media coverage for the event was very positive. VIVA Milton Tourism Video: The Town of Milton, in partnership with the Milton Chamber of Commerce, Halton Region, Conservation Halton and the Regional Tourism Organization # 3, collectively engaged local media firm Electric Mango to produce a short video promotion for Milton. The video ran during the January Test event and plans are underway now to make it available on various websites as well as during the Games this summer as a way to promote Milton and Halton as a destination. Media Coverage: Staff has received a number of requests for media access to the facility, some of which include filming and or interviews with staff, in particular, Steve Bauer, Head Coach of the Milton Cycling Academy. These include; Monday, January 19, 2015 Rick Mercer Report Taping of the Rick Mercer Report Included Steve Bauer and Jaye Milley, a Canadian Para-athlete Segment to air on Tuesday, February 10 and Friday, February 13 Tuesday, February 3, 2015 Radio Canada (CBC) Sent French-language reporter Annie Poulin to try the track, interviewed Steve Bauer and members of Cycling Canada Wednesday, February 11, :00 pm - 5:00 pm - Space Channel Sent Morgan Hoffman, host of daily morning show InnerSPACE to the velodrome to try the track Episode will also explore the science behind riding the track and the technical aspects of the building itself

8 Page 8 of 10 Wednesday, February 18, :00 am - 9:00 am - Breakfast Television Sent host Jennifer Valentyne to the velodrome to tour the facility and try the track Filming 5 segments throughout the morning, starting at 6:40 am TO2015 involved and brought Curt Harnett and a rep from CISCO (TO2015 Sponsor) Local sports groups involved to show multi-use aspects of the facility Other potential coverage CBC News Want to send Metro Morning host Matt Galloway to try the track, interview Steve Bauer and members of Cycling Canada Get Out There Magazine Wants to film a 3 minute interview featuring reporter touring the facility and riding the track Multiple Outlets TO2015 wants to arrange a media day where a number of reporters/journalists can come and try out the track with Curt Harnett as host Potential dates/media: o Friday, February 13: Canadian Press o Thursday, February 19: National Post, Toronto Star, Metroland Ovation Magazine Wants to arrange photo/video of at velodrome for June, 2015, edition of Sheridan alumni magazine Potential date: Wednesday, March 11 Local Host Network: The local host network, comprised of a number of organizations including Arts Milton, Conservation Halton, Destination Campbellville Community Association, the District School Boards, Escarpment Tourism, Fine Arts Society of Milton, Milton Chamber of Commerce, Milton Centre for the Arts, Milton Concert Band, Milton Downtown Business Improvement Area, Milton Historical Society, Milton Public Library, Service Club representatives, Mattamy National Cycling Centre Fundraising Committee representatives, local representatives of official partners of the Games CIBC and Wallace Chevrolet and members of Town Advisory Committees met in the late Fall of 2014, to consider ideas to engage and activate the community during the summer. A number of suggestions were provided which are currently being considered for implementation.

9 Page 9 of 10 Torch Relay: The Toronto 2015 Torch Relay for the Pan Am Games will be among the most exciting events leading up to the Games. This 41 day journey is designed to connect and share the Pan American Flame throughout communities in the Greater Golden Horseshoe Region, Ontario and the rest of Canada. Milton is planning to host a community celebration when the Torch travels through our community and have expressed this interest to Toronto 2015 to allow them to plan and promote accordingly. The Torch Relay is planned to come through Milton on Tuesday, June 23, 2015, between the approximate hours of 10:00 am 2:00 pm. As part of our designation as a host community at the Silver level, the Town was invited to submit 2 names as part of the Torchbearer Selection process. After a Torch Relay Nomination Process launched in December, the 2 successful nominees were: Derek McGowan Travis Gerrits Council approved that these names be put forward to the Selection Committee by the January 30, 2015, deadline (COMS ). The Torch Relay organizers will be formally announcing the route and the successful torchbearers by March, Ticket Sales TO2015 recently confirmed the following related to ticket sales for the Velodrome; Track cycling is one of the most in-demand tickets for the TORONTO 2015 Pan Am Games. All track cycling sessions at the Velodrome are noted as not many tickets left for public sale on Ticketmaster s website. Community & Business Outreach Event: TO2015 and the Town of Milton will be co-hosting Community and Business Outreach Sessions on Monday March 23, 2015, at the Milton Sports Centre. Schedule B outlines the details associated with the sessions. The overall purpose is to provide the community and business community with information related to all aspects of the Games. Staff will be promoting these sessions using all available media and communication methods. Community Opening Celebration: February 16, 2015, (Family Day) marked the Town s official opening and community celebration event at the Mattamy National Cycling Centre. The day was planned to offer a variety of programs, drop-ins, demonstrations and tours for the public and individuals that have been involved with the project to date.

10 Page 10 of 10 Relationship to the Strategic Plan A Safe, Livable and Healthy Community Work with other levels of government to encourage additional investment in Milton Encourage the development of new partnerships and strategic alliances to encourage community ownership and responsibility Ensure that Federal and Provincial programs that may benefit Milton are considered wherever possible Financial Impact The capital budget for this project is currently forecast to be under budget by $266,063. The recommended amendments to the funding sources are outlined on the attached Schedule A. Respectfully submitted, Jennifer Reynolds Director, Community Services Linda Leeds, CPA, CGA Director, Corporate Services and Treasurer Paul Cripps, P. Eng. Director, Engineering Services For questions, please contact: Jennifer Reynolds Phone Number X 2180 Attachments Schedule A: Revised Velodrome Project Budget Summary Schedule B: Postcard Promotion Business & Community Information Sessions Schedule C: UCI Homologation Certificate CAO Approval William Mann, MCIP, RPP, OALA, CSLA, MCIF, RPF Chief Administrative Officer

11 Milestone Report # - Schedule A Revised Velodrome Project Budget Summary Original Budget Revised Budget Difference Expenditures Louis St Laurent Extension - Road Construction Town Administration & Contingency 72,387 89,753 17,366 Professional Fees 126,702 46,667 (80,036) Road Contracts 1,321,042 1,553, ,882 Expenditures Total 1,520,132 1,690, ,212 Pan-Am Boulevard - Road Construction Town Administration & Contingency 73,801 - (73,801) Professional Fees 163,180 32,933 (130,246) Road Contracts 1,312,848 1,283,949 (28,899) Expenditures Total 1,549,829 1,316,882 (232,947) Total Roads (includes water and sewer) 3,069,961 3,007,226 (62,735) Velodrome Site Works Costs 3,812,031 3,402,695 (409,336) Facility Costs 56,000,000 56,140, ,181 Hydro Cost (to be recovered) 65,827 65,827 Expenditures Total 59,812,031 59,608,703 (203,328) Total Expenditures 62,881,991 62,615,929 (266,063) Funding Grant Funding 38,400,000 38,400,000 - Town Funding Sources Gift Agreement 7,000,000 7,000,000 - Sponsorship Agreement 2,000,000 2,000,000 - Recovery from Future Development 1,408,881 1,316,882 (91,999) Regional Recovery 351, , ,182 Other Recovery (for hydro) 65,827 65,827 Fund-raising 5,000,000 5,000,000 - Gifts - in - kind Donations 2,356,735 1,532,629 (824,106) Town Sources - Development Charges - Recreation 5,130,000 5,130,000 - Development Charges - Roads 664, , ,034 Capital Provision Reserve 285, ,000 - Slots Reserve 180, ,000 - Capital Works Reserve 105, ,000 - Town Funding Sources Total 24,481,991 24,215,929 (266,063) Total Funding 62,881,991 62,615,929 (266,063)

12 Milestone Report Schedule B Postcard Information Business & Community Information Sessions KEEP YOUR BUSINESS MOVING TORONTO 2015 PAN AM I PARAPAN AM GAMES A Games Information Session is coming to your neighbourhood. Representatives from the TORONT02015 Pan Am/Poropon Am Gomes Organizing Committee, Ministry of Transportation, Integrated Security Unit and Town of Milton ore holding this session to provide tips 1 tools, and information to help you get around during the Gomes. Date: Monday March 23, 2015 Time: 3 p.m. 5 p.m. Location: Milton Sports Centre, 605 Santo Moria Boulevard, Milton If you hove any questions or accessibility requirements please contact busin essi toro nto2015.org. Pan Am Gomes Porapan Am Games July 10-26, 2015 August 7-15,2015 TORONT02015 F'cnAm/PcmpcnAm

13 Milestone Report Schedule B Postcard Information Business & Community Information Sessions KEEP MOVING DIJRING THE GAMES TORONTO 2015 PAN AM I PARAPAN AM GAMES A Gomes Information Session is coming to your neighbourhood. Representatives from the TORONT02015 Pan Am/Paropan Am Gomes Organizing Committee, Ministry of Transportation, Integrated Security Unit and Town of Milton ore holding this drop-in session to provide tips, tools, and information to help you get around during the Gomes. Date: Monday March 23, 2015 Time: 6:30 p.m. - 8:30 p.m. Location: Milton Sports Centre, 605 Santa Maria Boulevard, Milton If you have any questions or accessibility requirements please contact Pan Am Gomes Porapon Am Games July 10-26, 2015 August 7-15, 2015

14 Milestone Schedule C UCI Homologation Certificate

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