Report to: General Committee Date Report Authored: Sept 29, 2010
SUBJECT: Infrastructure Projects – Operating Plans & Impacts
PREPARED BY: Colin Service, Manager of Planning & Policy Development
RECOMMENDATION:
1) That the report entitled “Infrastructure Projects – Operating Plans & Impacts” be received; and,
2) That Council endorse the operating plans set forth; and,
3) That Staff incorporate the operating impacts of the various Infrastructure Projects in the 2011 Operating Budget submission; and,
And that Staff be authorized and directed to do all things necessary to give effect to this resolution.
The Town of Markham received funding for completion of a variety of Infrastructure Projects through two stimulus funding programs – the Build Canada Infrastructure Stimulus Find (ISF) and Recreation Infrastructure Canada (RInC). All projects must be completed by March 31, 2011 as per the funding requirements. Given that these projects will become operational within a short time period, the purpose of this report is to provide recommendations to General Committee on how each of these projects will operate or to further examine operating impacts of these projects.
The Town of Markham has approved funding for seven projects under the ISF and RInC grant programs. These projects included Accessibility Upgrades in a variety of Town facilities, Energy Retrofits in a variety of Town Facilities, Emergency Operations Centre Improvements, Renovations at Thornhill Community Centre & Library, construction of an Artificial Ice Rink at the Civic Centre, an Indoor Tennis Facility at Angus Glen Community Centre and an Artificial Turf Field and Seasonal Bubble at Saint Robert Catholic Secondary School. Federal and Provincial financial contributions toward capital costs represent $14 million for all projects.
According to the funding agreement with the Federal and Provincial Governments, all projects must be completed by March 31, 2011. All projects are expected to be completed prior to the deadline. As such, focus must now be placed on how each of these facilities is operated or the potential impacts to current operations.
Provided below is a high level synopsis of how each of the facilities will be operated and what the overall impact on operations will be. It is anticipated that the financial impacts of operating these facilities will be addressed during the 2011 budget process. However, to ensure General Committee is properly informed, financial implications are explored further in the Financial Considerations and Template section of the report.
Accessibility Upgrades
There are ten facilities that are being upgraded across the Town to ensure that accessibility guidelines are met.
Operating Assumptions:
· It is expected that overall service at facilities will improve as a result. No other changes in operating practices are anticipated. Increased cost to maintain accessibility upgrades required (i.e. elevators).
Staffing Assumptions:
· No new staffing requirements are anticipated.
Energy Retrofits
There are nine facilities that are being upgraded across the Town to incorporate energy efficient measures.
Operating Assumptions:
· It is expected that overall energy consumption at facilities will improve as a result. There will be significant financial savings through utility consumption reductions – a certified report from Johnson Controls and Siemens has identified annual savings of $193,383 due to this reduction in consumption. Feed-in- Tariff (FIT) revenues from newly installed solar panels will provide a rebate of $178,250 annually. The FIT rebate will be directed towards payback of the Life Cycle reserve first, the rest of which will be used to offset annual hydro costs. The energy savings will potentially go towards the evaluation and potential purchase of an enterprise energy management system.
Staffing Assumptions:
· No new staffing requirements are anticipated.
Emergency Operations Centre
The Emergency Operations Centre is being relocated and upgraded with equipment to meet demands of fully operational EOC’s.
Operating Assumptions:
· It is anticipated that response to and management of emergency situations will improve as a result of these improvements. Minor operational impacts are anticipated for overhead and maintenance.
Staffing Assumptions:
· No new staffing requirements are anticipated.
Thornhill Community Centre & Library Expansion
and Renovations
There is a growing demand for more dedicated space for youth, seniors,
fitness members as well as library users.
As such, an expansion and renovation of underutilized spaces within the
facility is underway. Key facility
features include: dedicated youth space, conversion of the library auditorium
to provide study rooms, reconfiguration of the basement, additional seniors
spaces.
Operating Assumptions:
· The facility hours of operation will remain as they are currently.
· There will be increased recreational programming opportunities for individuals of all ages.
· Library services to the community will be improved and increased including additional programming.
Staffing Assumptions:
· No additional facility maintenance and cleaning staff will be required – the existing staff compliment will handle increased flow of traffic.
· Additional recreation program staff will be hired to specifically deliver programs – all programs will be offered in a cost recovery delivery approach.
· Additional library staff will be hired to deliver programs and serve increased usage base.
Outdoor Artificial Ice Rink at Civic Centre:
The ice rink being constructed at the Civic Centre is a 25,500 sq ft area located on the eastern portion of the reflecting pond. This facility will be managed by the Recreation Services Department with a strong working relationship with Parks Operations.
Operating Assumptions:
· The facility will be open from December through March Break annually (the operational season will be weather dependent).
· It will be offered free of charge to the community.
· The posted hours of operation will be 7 am to 10 pm.
· Discussions have occurred with Unique Catering to further explore possibilities of food service during weekends and holiday periods.
Staffing Assumptions:
· Skate Patrol staff will be monitoring the rink from 5 pm to 10 pm weekdays and from 10 am to 10 pm on weekends. These staff will be managed by the staff at Angus Glen Arena.
· The facility will be maintained by three 150 day staff – pending discussions with union, staff will be shared by the Parks Department and Recreation Services. The staff will work for Parks from September to December assisting with fall maintenance. They will then move to the ice rink operation for December to March and back to Parks for April. Ice Rink duties will include ice cleaning, snow removal, general maintenance.
·
Staff will be scheduled on
alternating shifts.
Indoor Tennis Facility at Angus Glen Community
Centre:
The tennis
facility being constructed at Angus Glen Community Centre is a four court steel
framed building with a 3,000 sq ft clubhouse facility. This facility will be managed by the
Recreation Services Department as an extension of the Angus Glen Community Centre.
Operating Assumptions:
· The facility will be open year round, though it is anticipated that usage will decline during the summer months. The facility will be accessible to all Markham residents with no membership required.
· The hours of operation will be 6 am to 11 pm, seven days a week.
· Use of the courts will be provided to Markham residents first through bookings and corresponding court rental fees. Non residents will then be able to book any non booked time on the same day at a non resident fee. Courts can be booked by residents on line up to one week in advance.
· The majority of time in the facility will be made available for court rentals. The remaining non peak period times will be balanced with programming.
Staffing Assumptions:
· Part Time customer service desk staff will be monitoring the facility during hours of operation while collecting all court rental fees and booking courts.
· The facility will be maintained by one additional full time facility operator and part time staff to be shared with the Angus Glen Community Centre.
· A full time Tennis Pro/Supervisor will provide programming as well as management of all part time staff.
Artificial Turf Field and Seasonal Bubble at St.
Roberts Catholic High School:
The artificial turf and bubble facility being constructed at Saint Roberts Catholic High School is a FIFA regulation turf field that will have a bubble placed over one third of the field during the off season. As well a small changeroom/storage facility is being constructed. This facility will be managed by the Recreation Services Department when the bubble is up and by the Parks Operations Department when the bubble is down.
Operating Assumptions:
· The bubble will be erected in October and will be dismantled in April. During the winter season the school will have use of the field from during school days with the Town assuming use at 6 pm until midnight. The Town will have use on weekends from 6 am to Midnight.
· During school year (April to June and September to October) the Town will permit the outdoor field from 6 pm to 11 pm, Monday to Friday, and all day on Saturday and Sunday.
· During the summer season (July & August) the Town will permit the field from 6 am to 11 pm, 7 days a week. This is consistent with all Town of Markham shared fields.
Staffing Assumptions:
· The Saint Robert staff will be responsible for cleaning the building and all snow removal.
· Part Time facility staff will be monitoring and maintaining the facility during winter hours of operation similar to staffing at Milliken Mills Soccer Dome.
· During the summer season the field will be maintained and operated as part of the Parks maintenance program.
· No additional full time staff will be hired.
Below are preliminary operating financial impacts, which will be finalized during the 2011 budget process. Below is a high level synopsis of the financial implications by following the fore mentioned operating principles.
Accessibility Upgrades
|
Total Revenue |
$0 |
|
|
Personnel Expenses |
$0 |
|
|
Non Personnel Expenses |
$26,000 |
- Elevator Maintenance Contracts and line marking maintenance for accessible parking areas |
|
Net Increase to 2011 Operating Budget |
$26,000 |
|
Energy Retrofits
|
Feed-In-Tariff Rebate |
($178,250) |
|
|
Repayment to Lifecycle Reserve |
$178,250 |
- An Energy rebate from Feed-in-Tariff (FIT) of $178,250 will be allocated back to lifecycle reserve to cover costs for future solar panels |
|
Personnel Expenses |
0 |
|
|
Non Personnel Expenses (Energy Savings) |
($193,383) |
- Energy savings per annum from the facility improvement measures as certified in a report from Johnson Controls and Siemens has identified annual savings of $193,383 due to this reduction in consumption to be annually monitored by Johnson and Siemens (a portion of the savings may go towards the evaluation and potential purchase of an enterprise energy management system with automated data acquisition) |
|
Net Decrease to 2011 Operating Budget |
($193,383) |
|
Emergency Operations Centre
No anticipated financial impacts.
Thornhill Community Centre & Library:
|
Total Revenue |
($52,104) |
- This is increased library revenue. |
|
Personnel Expenses |
$82,797 |
- Library staff including program staff and increased part time support. |
|
Non Personnel Expenses |
$16,395 |
- Miscellaneous library related items |
|
Net Increase to 2011 Operating Budget |
$47,088 |
|
* Note: Increased recreational programming will be accomplished by ensuring all new programs offered are cost neutral.
Outdoor Artificial Ice Rink at Civic Centre:
|
Total Revenue |
($0) |
- There will be no admission charge as the facility will be operated as completely open access |
|
Personnel Expenses |
$105,000 |
- Assumes three 150 day staff and part time skate patrol staff |
|
Non Personnel Expenses |
$36,450 |
- $1,500 for equipment with the remainder representing utility costs |
|
Net Increase to 2011 Operating Budget |
$141,450 |
|
Indoor Tennis Facility at Angus Glen Community Centre:
|
Total Revenue |
($400,000) |
- 55% from court rentals, 35% from programming, 10% from events and miscellaneous sales |
|
Personnel Expenses |
$235,000 |
- Assumes one full time tennis pro, one full time facility operator and part time customer service |
|
Non Personnel Expenses |
$105,000 |
- Majority of this expense (75%) is utilities, remainder is equipment |
|
Net Decrease to 2011 Operating Budget |
($60,000) |
|
Artificial Turf Field and Seasonal Bubble at St.
Roberts Catholic High School:
|
Total Revenue |
($150,000) |
- Assuming existing summer rental rates and then switching to existing indoor rates when the bubble is operational |
|
Personnel Expenses |
$40,000 |
- Assumes part time staff similar to Milliken Mills Operating Model |
|
Non Personnel Expenses |
$117,000 |
- Majority of this expense (52%) is utilities, remainder is equipment with dome erection and storage representing 25% |
|
Net Increase to 2011 Operating Budget |
$7,000 |
|
Summary of ISF and RInC Projects
|
Total Revenue |
($602,104) |
- Of all projects excluding FIT Rebate |
|
Personnel Expenses |
$462,797 |
|
|
Non Personnel Expenses |
$107,462 |
|
|
Overall Net Decrease to 2011 Operating Budget |
($31,845) |
|
|
Overall Net Impact to Operating Budget if Energy Savings
are reallocated to new projects |
$161,538 |
|
In summary, the overall budget impact combined represents a net operating decrease of $31,845, annually when excluding the FIT rebate. The FIT rebate savings will be directed towards payback of the Life Cycle reserve first, the rest of which will be used to offset annual hydro costs. If excluding the energy retrofit savings the overall operating impact would be an increase to the 2011 operating budget of $161,538. The energy savings identified, will potentially go towards the evaluation and potential purchase of an enterprise energy management system.
The staffing requirements have been outlined in more detail. In summary, these are the staffing requirements by associated project:
|
Project |
Associated Staffing |
|
Artificial Ice Rink |
Three 150 day staff to be shared with Parks and Recreation Departments |
|
Angus Glen Tennis Centre |
One full time Tennis Pro/Supervisor, one full time operator |
|
4 to 8 Part Time Customer Service Representatives |
|
|
Saint Roberts Soccer Facility |
3 to 5 Part Time Facility Staff |
|
Thornhill Community Centre |
Additional Part time staff |
Of particular significance is the hiring of shared 150 day staff between Parks and Recreation. This represents a new approach and will require further discussion with the union.
The RInC and ISF projects were identified in the Integrated Leisure Master Plan as necessary facilities to meet the recreation and leisure needs of the community.
Parks Operations, Finance, Human Resources, Markham Public Library, Asset Management, Fire & Emergency Services
RECOMMENDED
BY: ________________________ ________________________
Mary Creighton Brenda Librecz
Director, Recreation Services Commissioner, Community & Fire Services