GENERAL COMMITTEE – COMMUNITY SERVICES & ENVIRONMENT

 

 

 

 

 

TO:

Mayor and Members of Council

 

 

 

 

FROM:

Paul Ingham, General Manager, Operations

 

 

 

 

PREPARED BY:

Mark Ingwersen, Manager, Parks Maintenance

 

 

 

 

DATE OF MEETING:

October 3, 2005

 

 

 

 

SUBJECT:

 Volunteer Ice Rink Project Update    

 

 

 

 

RECOMMENDATION:

THAT the staff report entitled “Volunteer Ice Rink Project Update”, dated October 3rd, 2005, be received;

 

AND THAT Council approve the Town of Markham Volunteer Outdoor Ice Rink Policy (Appendix ‘A’);

 

AND THAT a permanent Volunteer Ice Rink Program be approved, based on the Council approved 2004-2005 Ice Rink pilot project, subject to the conditions outlined in the Town of Markham Volunteer Outdoor Ice Rink Policy (Appendix ‘A’) and each volunteer entering into an agreement with the Town;

 

AND THAT ice rinks only be considered in the parks with existing winterized services or where funding permits the installation of a winterized service;

 

AND THAT any volunteer group wishing to establish a volunteer ice rink is directed to one of the locations with existing or approved winterized services (Appendix ‘B’);

 

AND THAT capital funding in the amount of $25,000 be considered in the 2006 capital budget process for the installation of winterized water services on a first request first receive basis.

 

PURPOSE:

This report has been prepared to provide information to Council on the 2004/2005 Ice Rink Pilot Project and to provide recommendations regarding implementation of a Town wide Volunteer Ice Rink Program.

 

BACKGROUND:

Prior to 1990 the Town created and maintained approximately 40 outdoor ice rinks every winter.  These 40 rinks included multiple rinks at one site and a number of locations that were flooded by tank trucks where no water services existed.  However in the early 1990’s due to reduced resources, financial cutbacks, and warmer weather, outdoor ice rinks were no longer feasible and were discontinued.  The last season of natural ice rinks was in 1990/1991 and due to the mild winter conditions, the ice could only be maintained for 10-12 days.  There are no resources available within the current operating budget to re-establish the Town operated outdoor ice rink program.

 

Requests were received in the fall of 2004 by two groups of residents proposing that they install and maintain ice rinks at Mintleaf Park and Bayview Lane Park.  A pilot project was initiated that required the groups to appoint a group co-ordinator to liaise with the Town and organize and facilitate the maintenance of the rinks by volunteers, and ensure all required documentation was filled out and submitted to the Town.

 

Considering the success of the 2004/2005 Ice Rink Pilot Programs at Mintleaf Park and Bayview Lane Park, the Operations Department is recommending implementation of a Town wide Volunteer Outdoor Ice Rink program.

 

OPTIONS/DISCUSSION:

There are currently winterized water services available at twenty locations within the Town (see Appendix ‘B’).  Winterized services are installed below frost level and have special shut-off valves that drain back to prevent frost damage to the plumbing.  The cost of winterized services range from $5,000 to in excess of $20,000 depending on the proximity of the watermain and the length of the run to the service location.

 

The Town Ice Rink program ended in the winter of 1990/1991, and any parks built since then do not have winterized services.  In fairness to the newer communities, staff suggest the creation of a capital contingency account in the amount of approximately $25,000 to be used on a first request, first receive basis for the installation of winterized services in suitable parks where requested by volunteer groups.  In order to facilitate the review to determine feasibility, and if appropriate, tendering, approval and construction of a water service, any requests for new services would have to be received by staff prior to September 1st of each year to ensure completion for the upcoming winter.  No new service would be considered for the 2005/06 winter season, and funding approved for the 2006 budget would apply to installation in the fall of 2006 for the winter of 2006/07.   

 

The 2004/2005 Ice Rink Pilot Programs’ success was made possible by the dedicated volunteers who participated in the program.  Staff are confident that the Volunteer Outdoor Ice Rink program can continue to be successful and run without additional resources as long as the program remains volunteer driven.

 

Anyone who is interested in volunteering to act as a co-ordinator and form a group must fill out an Ice Rink Application Form (Appendix ‘C’).  This form will be made available, along with other information on ice rinks, on the Town’s website.  The completed application will be sent to the Manager of Parks Maintenance for review and if appropriate, approval.  The Manager of Parks Maintenance will then notify the local Ward Councillor.  Staff will require at least two weeks notice (in parks where there are existing services), to ensure that the necessary equipment is available and the winterized services are operational.  The volunteer group will be required to abide by the installation, operation and maintenance requirements as set out in Appendix ‘A’.  In addition, the co-ordinator will be required to sign the formal agreement (Appendix ‘D’) which covers the following items:

 

 

  • Installation, operation and maintenance of the ice rink.
  • Completion of appropriate agreements (Appendix ‘E’) by all volunteers participating in the program.
  • Volunteer training including the completion of daily inspection sheets (Appendix ‘F’) documenting ice conditions and signage displayed.

  

Operations staff recommends that Town trained and approved volunteers be granted permission to operate outdoor ice rinks at designated parks, where winter services exist, subject to all of the following criteria being satisfied as outlined in Town of Markham Volunteer Outdoor Ice Rick Policy (Appendix ‘A’).  These criteria are required to ensure a successful and safe volunteer program during winters when the weather permits.

The Town’s Insurer, Frank Cowan Insurance, has confirmed that the volunteers will be covered under the Town’s policy subject to the criteria and agreements outlined in this policy and report.

 

FINANCIAL CONSIDERATIONS:

The creation of a $25,000 capital Volunteer Ice Rink Budget be considered in the 2006 capital budget process to be used on a first requested, first received basis for installation of new water services in parks where groups wish to install ice rinks, but no winterized service is currently available.

 

Any funding spent in 2006 will be submitted for consideration in the 2007 capital budget process to top up the account to $25,000 for the next year. Each year thereafter will follow the same process – similar to what is the current practice for the Town’s Adopt A Park Program.

 

BUSINESS UNITS CONSULTED AND AFFECTED:

Comments from the Legal Services Department and Finance Department have been incorporated into this report.

 

ATTACHMENTS

Appendix ‘A’ – Volunteer Outdoor Ice Rink Policy

Appendix ‘B’ – Potential Outdoor Ice Rink Locations

Appendix ‘C’ – Winter Ice Rink Application Form

Appendix ‘D’ – Volunteer Coordinator Agreement

Appendix ‘E’ – Volunteer Agreement

Appendix ‘F’ – Outdoor Ice Rink Maintenance Form

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Paul Ingham,

General Manager, Operations

 

Peter Loukes, P. Eng.

Director, Operations and Asset Management

 

 

 

 

 

Jim Sales,

Commissioner of Community & Fire Services

 

Andy Taylor

Commissioner of Corporate Services

 

 

 

 

 

Z:\Commission Share\Operations and Asset Management\Reports\2005\Operations\Parks\Ice Rink Pilot Project Update 2005\Ice Rink Pilot Project Fall 2005.doc

 

APPENDIX ‘A’

 

TOWN OF MARKHAM VOLUNTEER OUTDOOR ICE RINK POLICY

 

  1. The Corporation of the Town of Markham (“Town”) will permit a Volunteer Service Group (“VSG”) which consists of a group of Town trained/approved Volunteers and a Volunteer Co-ordinator to install, operate and maintain outdoor ice rink(s) on Town lands at designated locations approved by the Town.   Each Volunteer and the Volunteer Co-ordinator shall enter into the required agreement with the Town (Appendixes ‘D’ and ‘E’). 

 

2.      The location and the size of the ice rink must be approved by the Town prior to its installation.  The ice rinks will only be permitted subject to receiving the consent of a majority of residents who abut the park and shall not be placed on sports field turf.

3.      The Town will plow access into the site, and provide benches and waste receptacles, as required.

4.      The VSG shall appoint a Volunteer Co-ordinator to act as liaison with Markham. The Volunteer Co-ordinator is responsible for creating and circulating a petition confirming the acceptance of the ice rink by the majority of residents adjacent to the park or ice rink location.  The petition must be received and approved by Town staff prior to the implementation of the ice rink.  The Volunteer Co-ordinator shall be responsible for following and enforcing all guidelines and directions as provided by the Town against the Volunteers. The Volunteer Co-ordinator is responsible for ensuring that the ice surface is inspected a minimum of twice daily and more frequently when weather conditions fluctuate in order to determine if the ice is suitable for skating.  The Volunteer Co-ordinator is also responsible for recording the information required on the “Volunteer Program for Outdoor Ice Rink Installation and Maintenance” form provided by the Town (Appendix ‘F’).  The completed form(s) shall be turned over to the Town at the end of the ice season, and shall be made available to the Town upon request.   The Volunteer Co-ordinator shall also report all accidents which occur or arise as a result of the operation of the ice rink to the Manager of Parks Maintenance. 

 

  1. The Volunteers and Volunteer Co-ordinator shall maintain the ice rink by flooding the ice and providing snow removal as required. 

 

  1. The Town will install flag signage system indicating ice conditions.  The “Yellow” flag/sign allows skating at your own risk and the “Red” flag/sign prohibits skating.  The Volunteer Co-ordinator is responsible for ensuring that the “Red” flag/sign is in place at all times unless the ice surface is smooth and covers 100% of the rink area at which time the “Yellow” flag/sign can be posted.  The “Red” flag/sign must also be posted when there is standing water on the ice surface.

 

  1. All Volunteers and the Volunteer Co-ordinator shall supply at their own expense and wear appropriate protective clothing for warmth and ice cleats on their boots when inspecting, flooding or removing snow on the ice surface.  In addition there shall be a minimum of two Volunteers together when inspecting, flooding or removing snow from the ice to ensure assistance is available should it be required.

 

  1. All Volunteers and the Volunteer Co-ordinator shall attend an on site training session for operating and maintaining the water service, hose, and flag/sign warning system, and shall abide by all practices and procedures recommended at the training session by the Town.

 

  1. Volunteers and the Volunteer Co-ordinator are responsible for providing shovels at their own expense and shall shovel and remove snow from the skating surface(s) and around benches and undertake any hand shovelling required to allow access to the rink(s).

 

  1. The Town will provide the VSG with a hose, nozzle, pipe wrench, water key and access to a water service.  Volunteers are responsible for returning this equipment in good condition at the end of the flooding season.  To prevent freezing of hoses, hoses shall be drained after each flood and laid flat for storage, if possible in a warm place.

 

  1. Organized hockey shall not be permitted on the ice rink. Shinny will only be allowed when a separate ice surface is installed by the Volunteer Group.  Posts and fencing, supplied by the Town, shall be installed and maintained by the Volunteers and the Volunteer Co-ordinator between pleasure skating rinks and shinny hockey rinks.  Hockey/Goal nets must be perpendicular to the pleasure skating area to ensure play is parallel to the pleasure skating rink in order to prevent the puck entering into the pleasure skating area.

 

  1. When available, limited lighting from existing lights (i.e. ball diamond or pathway lights) will be allowed.  The Volunteers and the Volunteer Co-ordinator shall be responsible for turning on the lights when required, and the lights will be on a timer set to turn off at a time determined to be appropriate by the Town based on location and proximity of homes adjacent to the park.

 

  1. The ice rinks shall be open to use by all members of the community and it is strongly recommended that adult supervision be provided when the ice rink is in use. 

 

  1. The Town may, as it deems appropriate, inspect and maintain the ice rink, change the flag signage posted by the Volunteer Co-ordinator, close the ice rink to use at any time, or if required remove the ice rink as it deems to be necessary.  The decision of the Town shall be final. 

 

  1. The Volunteer Co-ordinator is responsible for ensuring the rink area is restored to the conditions that pre-existed the installation of the rink.  All garbage/litter, equipment and materials must be cleaned up/removed by the VSG by April 1st or earlier at the request of the Town.

 

APPENDIX ‘B’

 

Outdoor Ice Surface Locations

 

Ward

Park Name

Location

1

Bayview Lane

Basketball Court

1

Woodland

Ball Diamond

1

Bayview Glen

Ball Diamond

1

Stonefarm

Grass

1

Green Lane

Ball Diamond

2

Duncan

Ball Diamond

2

Thornlea East

On Grass or Parking Lot

2

Paddock

Grass

2

Summerdale

Grass

8

Risebrough

Ball Diamond

8

Highgate

Ball Diamond

8

Aldergrove

Ball Diamond

8

Denison

Ball Diamond

5

Morgan

Ball Diamond

4

Robinson

Tennis Court

4

Reeve

Grass

4

Stargell

Ball Diamond

5

Armstrong

Diamond

5

Reesor

Diamond

5

Mintleaf

Diamond

 

 

 

 

 

 

 

 

 

APPENDIX ‘C’

 

WINTERIZED RINK APPLICATION FORM

 

 

PLEASE READ CAREFULLY

 

 

Date:  ______________________________       Location:  ______________________

 

Contact/Volunteer Co-ordinator: ________________________________________    

 

Phone No.:  __________________

 

1.     Please indicate which facility you wish to install:

 

□ pleasure rink only                □ pleasure and shiny rink

 

 

2.     **Please indicate the location of the rink within the park:

 

____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

 

 

 

 

 

           _____________________________

                    Signature

 

 

 

**Ice Rinks can NOT be located on the turf of the sportsfields.

 

 

 

 

 

 

APPENDIX ‘D’

 

 

OUTDOOR ICE RINK PROJECT

FOR ___________WINTER SEASON AT

                            _____________________________________________________

                                                                        (Location)

 

 

VOLUNTEER COORDINATOR AGREEMENT

 

PLEASE READ CAREFULLY

 

Name:  ______________________________            Home No.:  ______________

Address:  ____________________________             Cell No.: _______________­­­­­­­­_

                ____________________________            Work No: _______________

 

In consideration of approval to act as a Volunteer Co-ordinator on behalf of the Corporation of the Town of Markham (“Town”) for the Outdoor Ice Rink Program, I hereby covenant and agree as follows:

 

  1. To comply with all of the guidelines and requirements established by the Town as set out in the “Town of Markham Volunteer Program for Outdoor Ice Rink Installation and Maintenance” attached hereto as Schedule ‘A’, and as may be amended by the Town from time to time.
  2. To co-ordinate all of the volunteers appointed for the program and to act as a liaison between the Town and the other appointed volunteers.
  3. To be available twenty-four hours a day and to act as a contact person for any Town or public inquiries or emergencies that may arise in relation to the operation of the ice rink.
  4. To attend the Outdoor Ice Rink Training Program provided by the Town of Markham for the operation and maintenance of the water service, hose and flag/warning system provided by the Town and to abide by all procedures, requirements and recommendations made by the Town.  
  5. To install, inspect and maintain the ice surface in a safe and operable condition and to provide snow removal in accordance with the guidelines implemented by the Town.      
  6. To provide, at my own expense, and to wear ice cleats and the appropriate protective clothing for warmth, when inspecting, flooding or shovelling the ice rink.
  7. To waive any and all claims that I have or may in the future have against The Corporation of the Town of Markham and its directors, officers, employees and representatives.  I freely accept and fully assume all risks, dangers and hazards and the possibility of personal injury, death, property damage or loss, resulting from my participation in this program.
  8. To release the Town from any and all liability for any loss, damage, injury or expense that I may suffer as a result of my participation in this volunteer program due to any cause whatsoever, save and except for any damages that may arise as a result of the negligence of the Town.
  9. To indemnify and hold harmless the Town from any and all liability for any damage to property of or personal injury to, any third party, resulting from my participation in this volunteer program, if such liability is a result of my acting outside the scope of my responsibilities or not in compliance with this agreement or the guidelines referred to above, as set out by the Town.
  10. The term of this agreement shall commence upon execution of this agreement and shall terminate at such time that Town determines that the weather does not permit the maintenance of the Outdoor Ice Rink.
  11. I acknowledge and agree that the Town has the right to terminate this agreement without notice in the event that I fail to comply with or breach the terms of this agreement or any scheduled attached hereto, or for any or no reason at all. 
  12. This Agreement shall be effective and binding upon my heirs, next of kin, executors, administrators, assigns and representatives in the event of my death or incapacity.

 

I HAVE READ AND UNDERSTAND THIS AGREEMENT AND I AM AWARE THAT BY SIGNING THIS AGREEMENT I AM WAIVING CERTAIN LEGAL RIGHTS WHICH I OR MY HEIRS, NEXT OF KIN, EXECUTORS, ADMINISTRATORS AND ASSIGNS MAY HAVE AGAINST THE TOWN.

 

Signed this __________ day of _____________________.

 

Volunteer Co-ordinator Signature:  __________________________________

 

 

 

APPENDIX ‘E’

 

VOLUNTEER OUTDOOR ICE RINK PROGRAM

FOR ___________WINTER SEASON AT

                            _____________________________________________________

                                                                        (Location)

 

VOLUNTEER AGREEMENT

 

PLEASE READ CAREFULLY

 

Name:  ______________________________            Tel. No.:  _____________________

Address:  ____________________________             Date of Birth:    _________________

                ____________________________

 

In consideration of approval to act as a Volunteer on behalf of the Corporation of the Town of Markham for the Volunteer Outdoor Ice Rink Project, I hereby covenant and agree as follows:

 

  1. To comply with all of the guidelines and requirements established by the Town as set out in the “Town of Markham Volunteer Program for Outdoor Ice Rink Installation/Maintenance” attached hereto as Schedule ‘A’, as may be amended by the Town from time to time. 
  2. To liaise and cooperate with the person appointed as the Volunteer Co-ordinator by the Town for this project.
  3. To attend the Outdoor Ice Rink Training Program provided by the Town of Markham for the operation and maintenance of the water service, hose and flag/warning system provided by the Town and to abide by all procedures, requirements and recommendations made by the Town.  
  4. To install, inspect and maintain the ice surface in a safe and operable condition and to provide snow removal for the ice rink in accordance with the guidelines implemented by the Town.        
  5. To provide, at my own expense, and to wear ice cleats and the appropriate protective clothing for warmth, when inspecting, flooding or shovelling the ice rink.
  6. To waive any and all claims that I have or may in the future have against the Town of Markham and its directors, officers, employees and representatives.  I freely accept and fully assume all risks, dangers and hazards and the possibility of personal injury, death, property damage or loss, resulting from my participation in this program.
  7. To release the Town from any and all liability for any loss, damage, injury or expense that I may suffer as a result of my participation in this volunteer program due to any cause whatsoever, save and except for any damages that may arise as a result of the negligence of the Town.
  8. To indemnify and hold harmless the Town from any and all liability for any damage to property of or personal injury to, any third party, resulting from my participation in this volunteer program, if such liability is a result of my acting outside the scope of my responsibilities or not in compliance with this agreement or the guidelines referred to above, as set out by the Town of Markham.
  9. The term of this agreement shall commence upon execution of this agreement and shall terminate at such time that the weather does not permit the maintenance of the Outdoor Ice Rink.
  10. I acknowledge and agree that the Town has the right to terminate this agreement without notice in the event that I fail to comply with or breach the terms of this agreement or any scheduled attached hereto, or for any or no reason at all. 
  11. This Agreement shall be effective and binding upon my heirs, next of kin, executors, administrators, assigns and representatives in the event of my death or incapacity.

 

I HAVE READ AND UNDERSTAND THIS AGREEMENT AND I AM AWARE THAT BY SIGNING THIS AGREEMENT I AM WAIVING CERTAIN LEGAL RIGHTS WHICH I OR MY HEIRS, NEXT OF KIN, EXECUTORS, ADMINISTRATORS AND ASSIGNS MAY HAVE AGAINST THE TOWN.

 

Signed this __________ day of _____________________.

 

Volunteer Signature:  __________________________________

 

 

APPENDIX ‘F’

 

Volunteer Program for Outdoor Ice Rink

Maintenance Form

 

RINK  _____________________________________

 

Date

Time

Inspection & Flag Display

Flag Change

(Note Time)

Flood

Signature/ Comments