COMMUNITY SERVICES & ENVIRONMENT COMMITTEE

 

 

 

 

 

TO:

Mayor and Members of Council

 

 

 

 

FROM:

Paul Ingham, General Manager, Operations

 

 

 

 

PREPARED BY:

Mark Ingwersen, Manager, Parks Maintenance

 

 

 

 

DATE OF MEETING:

 December 13, 2004

 

 

 

 

SUBJECT:

Ice Rink Pilot Project

 

 

 

 

RECOMMENDATION:

THAT the staff report entitled “Ice Rink Pilot Project”, dated December 13th, 2004, be received;

 

AND THAT council approve a pilot project, permitting volunteer resident groups to establish ice rinks at Bayview Lane and Mintleaf Parks for the 2004/2005 winter season, subject to the following terms and conditions:

  1. The volunteer resident groups seeking to install the ice rink be sponsored by an approved or recognized service club or organization (i.e. Optimists, Lions Club);
  2. The service club be responsible for the installation, operation, maintenance, snow removal and inspection of the ice rink;
  3. The service club or organization provide satisfactory insurance, which names the Town as an additional named insured, for any liabilities arising from the existence and operation of the ice rink;
  4. The service club ensure that only members or volunteers of the club who are covered under the service club’s insurance policy are responsible for the installation, operation, maintenance and inspection of the ice rink;
  5. The service club agree to indemnify and hold the Town harmless from any liability associated with the installation and operation of the ice rink;
  6. The service club or organization enter into a licence agreement with the Town for the use of a designated portion of the park;
  7. No lighting shall be permitted to light the ice rink or surrounding area;
  8. No shinny or organized hockey shall be permitted on the ice rink;
  9. The ice rink shall not be placed on sports field turf;
  10. The ice rink shall be open to use by all residents of the community;
  11. The Town will provide access to a water service and will provide water for the ice rink, where winterized water services are currently installed and operational;
  12. The Town will plow access into the site, and provide benches and waste receptacles, as required;
  13. The ice rinks will only be permitted subject to receiving the consent of a majority of residents who abut the park.

 

AND THAT the Mayor and Clerk be authorized to enter into an agreement with the  service club or organization sponsoring the ice rink program in a form that is satisfactory to the Town Solicitor.

 

AND THAT Staff report back to Council in the fall of 2005 to provide information on the success of this pilot project and make recommendations regarding the establishment of a permanent outdoor ice rink program.

 

PURPOSE:

This report has been prepared to provide information to Council on two requests from residents seeking to install ice rinks at two park locations.

 

BACKGROUND:

Prior to 1990 the Town created and maintained approximately 40 outdoor ice rinks every winter.  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 only 10 -12 days.  There are no resources available within the current operating budget to re-establish the outdoor ice rink program.

 

In 2003, a request was received by the Operations Department from a group of residents seeking to establish an outdoor ice rink at Mintleaf Park, on a volunteer basis and at no cost to the Town.  Due to liability and insurance concerns for the volunteers and users of the outdoor rink, the request was denied.  In the fall of 2004, a request to establish an outdoor ice rink in Mintleaf Park was again received however in this instance the residents have indicated that the Optimist Club would be willing to provide insurance coverage which names the Town as an additional insured for liabilities arising from the existence and operation of the ice rink.

 

An additional request has been received by a group of residents for a second proposed outdoor rink at Bayview Lane Park.  This proposal is not supported by a service club or organization at this time.

 

OPTIONS/DISCUSSION:

One of the main concerns regarding the installation of an ice rink on Town owned park lands that is operated and maintained by a third party relates to liability.  In order to limit any potential liability associated with this proposal, Staff recommend that residents requesting an ice rink must be sponsored by an approved or recognized service club or organization (i.e. Lions Club, Optimists) that is able to provide adequate insurance with the Town as an additional named insured.  In addition, the service club or organization must assume full responsibility for the installation, operation and maintenance of the ice rink.  The service club or organization must also enter into an agreement with the Town granting them a licence to use a designated portion of the park lands for the limited purpose of installing and operating the ice rink and indemnifying the Town for any losses, costs or damages.  Each agreement will require the service club or organization to conduct regular inspections and provide maintenance for the ice. The Operations Department will install signs at each location advising residents and service clubs that the ice rinks will not be Town operated/maintained.  If a volunteer group does not have the support of a service club or organization that is able to provide adequate insurance coverage, staff recommend that the proposal not be approved.

  

Staff are prepared to recommend a pilot project for volunteer run ice rinks at Mintleaf Park, located on the ball diamond infield, and at Bayview Lane Park, located on the asphalt pad, subject to all of the following criteria being satisfied:

 

1.      The volunteer resident groups seeking to install the ice rink must be sponsored by a service club or organization;

 

2.      The service club shall be responsible for the installation, operation and maintenance, snow removal and inspection of the ice rink;

 

3.      The service club shall provide satisfactory insurance,  which names the Town as an additional insured for liabilities arising from the existence and operation of the ice rink; 

 

4.      The service club shall ensure that only members or volunteers of the club who are insured under their policy shall install, operate and maintain the ice rink;

 

5.      The service club shall agree to indemnify and hold the Town harmless from any liability associated with the installation and operation of the ice rink; 

 

6.      The service club shall enter into a licence agreement with the Town for the use of a designated portion of the park;

 

7.      No lighting shall be permitted to light the ice rink or surrounding area.  The reflection off the snow from winter lighting in parks will result in excessive light pollution, disturbing residents who back directly onto the park;

 

8.      No shinny or organized hockey will be permitted on the ice rinks.  The use of pucks and sticks on smaller ice rinks creates a safety hazard to other users and nearby spectators;

 

9.      The ice rinks shall not be placed on a sports field turf as the ice will suffocate the grass, and in most cases kill it which would render the sports field unusable for the early portion of the following sports season;

 

10.  The ice rinks shall be open to use by all residents of the community;

 

11.  The Town will provide access to a water service and supply the water for the rinks, where winterized water services are currently installed and operational;

 

12.  The Town will plow access into the site and provide benches, waste receptacles and appropriate signage for the rink indicating the rink is operated by the service club;

 

13.  The ice rinks will only be permitted subject to receiving the consent of the majority of residents who abut the park.  In order to implement the ice rink pilot project for volunteers for the winter 2004/2005, the service club/volunteers must contact all residents who back onto the park.  The volunteers must ask residents to sign a petition indicating by name and address whether they are for or against the outdoor rink in the park.  The rink will only be permitted if a majority of residents abutting the park support it.  Once Staff have received and reviewed the petition, notices from the Town will be distributed to the residents confirming the results of the petition and, if successful, notification of the installation of the rinks.  

 

Staff will update Council in fall 2005 to report on the success of the ice rink pilot project for the 2004/2005 season and make recommendations on a permanent program.

 

FINANCIAL CONSIDERATIONS:

The cost to plow access into the site and provide signage at these two locations will be minimal and can be absorbed into the 2004 and 2005 operating budgets.

 

BUSINESS UNITS CONSULTED AND AFFECTED:

Comments from the Legal Services Department’s review of this proposal have been incorporated into this report.

 

 

 

 

 

 

 

Paul Ingham,

General Manager, Operations

 

Peter Loukes, P. Eng.

Director, Operations and Asset Management

 

 

 

 

Jim Sales,

Commissioner of Community & Fire Services

 

 

 

 

Q:\Commission Share\Operations and Asset Management\Reports\2004\Operations\Ice Rink Report.doc