The Corporation of the TOWN OF MILTON

Transcription

1 The Corporation of the TOWN OF MILTON Report To: From: Chair & Members of the Community Services Standing Committee Jennifer Reynolds, Director, Community Services Date: September 15, 2014 Report No: Milestone # Subject: Recommendation: Milestone Report Mattamy National Cycling Centre / Milton Velodrome THAT the Mayor and Clerk be authorized to execute the Legacy Use Terms and Conditions Agreement in the form attached to this Report subject to minor revisions as deemed appropriate by the Director of Community Services and Town Solicitor: AND THAT the Legacy Use Terms and Conditions Agreement (Schedule A) be used to guide the Town of Milton s annual business plan submission to request legacy funds and report on operating activity; AND THAT once the Memorandum of Understanding (MOU) associated with Milton s participation in the Toronto2015 Torch Relay (Schedule B) meets the satisfaction of the Town s legal and insurance agencies, the Mayor and Clerk be authorized to sign all required documents to enter into the MOU and any further documents associated with hosting of the Relay in Milton; AND THAT costs associated with bringing the Toronto2015 Torch Relay will be subject to the approval of the 2015 Capital and Operating Budgets. EXECUTIVE SUMMARY The purpose of Milestone reports is to provide status reports and seek authorization where required. Since the last Milestone report was tabled with Milton Council (Milestone # in July, 2014), further information is available in the following areas: Terms and Conditions for the Legacy Fund Agreement MOU from TO2015 related to participation in the Torch Relay in 2015, subject to approval of the 2015 Budget Milton programs and website; update provided

2 The Corporation of the TOWN OF MILTON Report #: Milestone # Page 2 of 4 Test Event timing delay / Milton program impact REPORT Background The Legacy Fund Agreement sets out the provision for the Town of Milton to receive an annual allocation to assist in offsetting costs associated with the Velodrome. The Agreement requires entering into a Terms and Conditions Agreement that sets out access and use of the facility for amateur high performance sports athletes and public/community groups. The Town is able to host a portion of the TO2015 Torch Relay in This requires entering into a Memorandum of Understanding, which staff recommend be subject to approval of the 2015 Budget. Discussion Legacy Fund Plan Terms and Conditions The Legacy Fund Plan Agreement previously approved, requires the Town (and the other two legacy fund beneficiaries) to enter into a Terms and Conditions agreement that sets out the more specific requirements related to the annual funding, as it supports high performance and community access. All elements in the agreement, including definitions of users, schedules, committees, rates/fees and other components have been reviewed and agreed to by staff, and are reflected in our program plan for launch later this year, as well as the approved User Fees as reflected in the June approval of the User Fee bylaw. All parties identified (Cycling Canada, Ontario Cycling and the Milton Cycling Academy / Community) use, relationship and expectations are reflected in this document. This will permit Sport Canada to flow the Legacy Funds to the Toronto Community Foundation for their allocation to the Legacy partners based upon respective business plan submissions (September target). Toronto 2015 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. We are being asked to enter into a Memorandum of Understanding (MOU) associated with our municipality's involvement with the Relay. Once the route and date have been confirmed planning will be done to engage the community in hosting a celebration that showcases our local cultural assets. Staff are currently reviewing the Community Celebration Fund made available through Canadian Heritage to support the expenses associated with this event. The torch relay will start in Canada on May 30, 2015, and will make its final stop on July 10, 2015, at the Opening Ceremonies for the TO2015 Pan/Parapan American Games. Signing onto

3 The Corporation of the TOWN OF MILTON Report #: Milestone # Page 3 of 4 the MOU will be subject to approval of the Town of Milton 2015 Budget. Milton Programs: Public Engagement and Marketing During the month of August, the Town successfully launched two new platforms for the public to obtain information and updates on the Velodrome. The official Twitter feed for the Velodrome (@MattamyVelo) delivered its first tweet on August 1. The Twitter account gained over 500 followers within the first couple of weeks and the numbers continue to grow daily. On August 7, the Town launched the official website for the Velodrome ( The website development process involved focus group sessions with the community that included members of the Community Services Advisory Committee. In the first month of being active, the website attracted 16,149 page views. Milton Programs: Response and Memberships A full menu of cycling, fitness and sports programs that will occur this Fall/Winter at the Velodrome were made available to the public in August through the website, Twitter and Community Services Guide. On August 19, registration was open to the public and by the end of August there were over 300 registrations in cycling programs and close to 50 annual memberships purchased for drop-in cycling. With months still remaining until the programs commence, numerous engagement activities planned with cycling clubs and multiple marketing opportunities still to be realized, the initial response has been very encouraging. Test Event Delay / Milton Program Impacts TO2015 notified staff of the delay of the planned October Test Event. In order to allow for any impact on Town programs as result of this decision, staff has moved the launch of Milton programs from November 01 to November 29, Communication to registrants, rental groups and members is being provided. Relationship to the Strategic Plan 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 There is no direct financial impact associated with this report. The Legacy Fund Plan, and the identification of the general disbursement criteria, has been previously approved by Council (Milestone # , Schedule A). The Torch Relay will be

4 The Corporation of the TOWN OF MILTON Report #: Milestone # Page 4 of 4 subject to the approval of the 2015 budget. The programming impacts were included within the 2014 approved operating budget. Adjustments will now be made to address the delay in program launch. It is expected that this delay will not result in any significant change to the 2014 net budget, as the adjustments will impact both expenditures and revenues. Respectfully submitted, Jennifer Reynolds Director, Community Services For questions, please contact: Jennifer Reynolds Phone Number X 2180 Attachments Schedule A: Legacy Fund Agreement Terms and Conditions Schedule B: TO2015 Torch Relay MOU These documents are available in an accessible format upon request. CAO Approval William Mann, MCIP, RPP, OALA, CSLA, MCIF, RPF Chief Administrative Officer

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