Recreation & Leisure Services Advisory Committee - 22 Aug 2024 - Agenda

Published August 22, 2024

Word Count 49268 words

Reading Time 232 min read

Body: Recreation and Leisure Advisory Committee Type: Agenda Meeting: Committee Date: August 22, 2024 Collection: Council Agendas Municipality: South Frontenac

[View Document (PDF)](/docs/south-frontenac/Agendas/Recreation and Leisure Advisory Committee/2024/Recreation & Leisure Services Advisory Committee - 22 Aug 2024 - Agenda.pdf)

Document Text

Township of South Frontenac Recreation & Leisure Services Advisory Committee Meeting Agenda TIME: DATE: PLACE:

6:00 PM, Thursday, August 22, 2024 Council Chambers/Virtual Via Zoom .

Call to Order

Resolution

That the August 22, 2024 Recreation and Advisory Committee be called to order at ___________ p.m. 2.

Approval of the Agenda

Resolution

Confirmation of Minutes

Resolution

Disclosure of Pecuniary Interest

Delegations

Representatives from Storrington Minor Soccer Club will be present to speak to the Committee regarding the Recreation Service Fee Allocation Policy.

Representatives from Storrington Retirees Association will be present to speak to the Committee regarding the Recreation Service Fee Allocation Policy.

Briefings

Business

Recreation Service Fee Allocation Policy

6 - 148

Seasonal Event Update (Information report)

149 152

Summer Program - End of Summer Report

153 165

Motions

Notices of Motions

Correspondence

Questions of Clarity (from the public on outcome of agenda items)

Date of Next Meeting

Next meeting date - November 28, 2024

Adjournment

Resolution

3-5

Page 1 of 165

Page 2 of 165

Minutes of Recreation & Leisure Services Advisory Committee May, 23, 2024

Township of South Frontenac Recreation & Leisure Services Advisory Committee Meeting Minutes Meeting # 02 Time: 6:00p.m Location: Council Chamber/Virtual via Zoom Present: Councillor Ray Leonard, Shane Peters, Councillor Norm Roberts, Paul Wash, Marie Wilkins, Holly Wilson & Michele Zigman. Absent: Marc Goudie, Karl Hammer & Paige Moreland Staff: Kyle Bolton - Director of Public Services, Tim Laprade - Recreation and Facilities Manager, Amanda Pantrey - Program, Events & Education Coordinator & Michelle Hannah - Deputy Clerk 1

Call to Order

Approval of the Agenda

Resolution Resolution No. 2024:02:02 Moved by Paul Wash Seconded by Norm Roberts That the Agenda be approved as presented. Carried

Confirmation of Minutes

Resolution Resolution No. 2024:02:03 Moved by Shane Peters Seconded by Marie Wilkins That the minutes from February 29, 2024 be approved. Carried

Disclosure of Pecuniary Interest

a) None was declared. 5

Delegations

a) There were none. 6

Briefings

John Hack from Sierra Planning and Management was present to speak to Business item a)

Business

Recreation Service Fee & Facility Allocation Policy

Page 3 of 165

Minutes of Recreation & Leisure Services Advisory Committee May, 23, 2024 Tim provided an overview of the process that took place throughout growing the plan. He spoke to engagement and shared that staff will provide more opportunities for engagement before the matter goes to Council. John Hack provided an overview of the presentation, which is attached to the Agenda as item a7. A). Councillor Roberts noted that he has a lot of questions, but he will save them for later. Shane Peters inquired what are the historic agreements. Tim Laprade advised that there are a lot of agreements historically put in place to recognize the maintenance that the user groups were completing or supplies and equipment that they provided and let other groups use as well. The agreements were historically put in place to be mindful of the costs that they have put in for maintenance and supplies, and for that reason their fees are waived. Tim noted that the Township has changed operationally, and there is more budget for maintenance and equipment which places less burden on the user groups to provide these. Holly Wilson asked if there was consideration given for each user groups ability to pay user fees. John Hack stated that they did not take each user groups ability to pay fees into consideration because it is too much to do in one study. He noted that he provided his opinion that you need to take on what you can to ensure they pay. He also shared that the amount people can pay is subjective, their goal was to establish, in principle, that everyone pays and that is the recommendation that they have provided. Holly inquired if the historic agreements will be woven in / grandfathered in and what will the process be for that. Tim advised that there will need to be discussions with Council regarding this matter. He noted that some of the agreements have expired and some have changed due to the changes in the municipality for maintenance and equipment. He added that all user groups agreements need to be looked at. In response to a question, Tim noted that it is a mix with the user groups that do or do not charge fees. John shared that there needs to be a relationship between the agreements and the fee schedule. Indoor and outdoor facilities all cost money to run and maintain, and it must be recognized that those costs are going to go up in the future. Holly clarified that this meeting is not a public meeting, and there were no registered delegations for the meeting. The Committee would need to bring a motion to waive the rules of the Committee By-law to allow for the public to speak. b)

Staff Verbal Report Regarding Events Amanda provided an overview of the events that have taken place since the last meeting and shared that the Summer KickOff Music Festival is set for May 25th from 4:00p.m. - 10:00 p.m.

Motions

Page 4 of 165

Minutes of Recreation & Leisure Services Advisory Committee May, 23, 2024 a) There were none. 9

Notices of Motions

a) There were none. 10

Correspondence

a) There was none. 11

Questions of Clarity (from the public on outcome of agenda items)

a) There were none. 12

Date of Next Meeting

The next meeting is scheduled for August 22, 2024

Adjournment

Resolution Resolution No. 2024:02:04 Moved by Paul Wash Seconded by Shane Peters That the Recreation and Leisure Services Advisory Committee meeting be adjourned at 7:05 p.m. Carried

Page 5 of 165

To:

Recreation & Leisure Services Advisory Committee

From:

Manager of Recreation and Facilites

Date of Meeting:

August 22, 2024

Subject:

Recommendation Report: Recreation Service Fee & Facility Allocation Policy

Report Number:

2024-008

Summary This report serves to present the updated Recreation Service Fee & Facility Allocation Policy and to seek support from the Committee members to bring this to Council to be adopted. The report also provides the remaining process steps for the project. Recommendation That the Recreation & Leisure Services Advisory Committee supports the Recreation Service Fee & Facility Allocation Policy as presented and that the report be provided to Council for adoption. Background In 2022, Council endorsed the Recreation, Parks, and Leisure Master Plan. The Plan made several recommendations for a comprehensive review of all recreation service fees, facility rental fees, allocation policies, and related procedures, resulting in a Recreation Service Fee & Facility Allocation Project. In 2023, the consulting firm of Sierra Planning and Management was retained through a competitive request for proposal process to undertake this project. Since that time, numerous public/group engagement activities, document review and meetings with Staff and Councillors have occurred. Discussion/Analysis The overarching guiding principles for developing the Fees Policy and Facility Allocation Policy are ensuring fairness and equity in access to Township facilities, and fee rates which promote public policy goals, including:  Universal access  Maximizing community health and wellness  Maintaining the level of service for municipal services  Effective asset management  Fiscal sustainability www.southfrontenac.net South Frontenac is a welcoming and thriving rural community.

Page 6 of 165

Township of South Frontenac Staff Report Number – 2024-008

Sierra Planning and Management provided an in-depth report that strives to meet these guiding principles. The draft report and presentation were delivered to the Recreation and Leisure Services Advisory Committee at the May 23, 2024, meeting. User groups and members of the public had opportunity to register as a delegation to speak to the draft report. No delegations registered in advance and the Committee members chose not to waive the rules of the Committee By-law in order to allow members of the public in attendance to speak. Committee members had the opportunity to ask questions of Staff and Consultants and provide comments on the draft to support further understanding and refine the policy. Following the meeting, the draft report was made available to all groups engaged in the project along with public comment through the ‘Engage Frontenac’ online consultation platform. Process Steps: 



  

Recreation & Leisure Services Advisory Committee: August 22nd o Recreation Service Fee & Facility Allocation Policy and Staff Recommendation Report to be presented o The Consultants from Sierra will be available by video conference to answer any questions o Opportunity for Public Delegations o Committee to endorsement of the Recreation Service Fee & Facility Allocation Policy Council meeting: September 2024 o Sierra Planning presentation and Staff recommendation report provided to Council to seek adopting the Allocation Policy and to direct Staff to provide notice to hold a Public Meeting as per BY-LAW 2016-73 in order to receive comment on the Fee Schedule. Public Comment period on the Fee Schedule Staff Recommendation report to Council at a later date to adopt the Fee Schedule Implementation of Recreation Service Fee & Facility Allocation Policy January 2025

Relationship to Strategic Plan ☐ Not applicable to this report. ☒ This initiative adheres to the following strategic pillars and directions of the 2023-2026 Strategic Plan. 

Pillar: Sustainable Long-Term Prosperity

Page 7 of 165

Township of South Frontenac Staff Report Number – 2024-008

Attachments 

South Frontenac Recreation Service Fee and Allocation Policy o Appendices  Categorization of Groups  Consultation Summary: User Groups Meeting  Financial Analysis: Cost Recovery by Facility  Allocation Policy  User Fee Policy  Dedicated Use Lease Agreement Template  Multi-Year Use Agreement Template

Approvals Prepared/Submitted By:

Tim Laprade, Manager of Recreation and Facilities Approved By:

Louise Fragnito, Chief Administrative Officer

www.southfrontenac.net South Frontenac is a welcoming and thriving rural community.

Page 8 of 165

Township of South Frontenac Recreation Service Fee & Facility Allocation Policy May 2024

Page 9 of 165

Township of South Frontenac Recreation Service Fee & Facility Allocation Policy

Contents Executive Summary……………………………………………………………………………………………………………………… 1 1

Introduction and Purpose of the Report………………………………………………………………………………… 13 1.1

Retainer ……………………………………………………………………………………………………………………. 13

1.2

South Frontenac Antecedents ……………………………………………………………………………………… 13

1.3

Projects Scope and Desired Outcomes………………………………………………………………………….. 14

1.4

Limitations ………………………………………………………………………………………………………………… 17

1.5

Report Structure – to be finalized ………………………………………………………………………………… 17

PART A. SITUATION ANALYSIS AND CONSULTATION OUTCOMES ………………………………………………….. 18 2

Demographics at a Glance …………………………………………………………………………………………………… 19

The Assets Within Scope of the Fees and Allocation Review ……………………………………………………. 21

3.1

Universality of Recreation and Service Fee and Allocation Policy …………………………………….. 21

3.2

Exclusions …………………………………………………………………………………………………………………. 21

3.3

Municipal Recreation Assets and Programs …………………………………………………………………… 22

1.1.1.

Indoor Facilities: Community Centre and Halls …………………………………………………………… 23

1.1.2.

Outdoor Facilities …………………………………………………………………………………………………… 25

1.1.3.

Recent Capital Investments……………………………………………………………………………………… 27

1.1.4.

Municipal Programs ……………………………………………………………………………………………….. 28

Policy Framework……………………………………………………………………………………………………………….. 29 4.1

Economic Development Charter for the Frontenacs, 2015 ………………………………………………. 29

4.2

County of Frontenac Age Friendly Community Action Plan, 2017 …………………………………….. 29

4.3

County of Frontenac Joint Multi-Year Accessibility Plan, 2018 - 2022 ……………………………….. 29

4.4

Township of South Frontenac Official Plan, 2003 (Updated 2013, Currently Under Review) .. 30

4.5

Township of South Frontenac Strategic Plan, 2019-2022 ………………………………………………… 30

4.6

Township of South Frontenac Asset Management Plan, 2016 ………………………………………… 30

4.7

Development Charges Background Study, 2019 ……………………………………………………………. 30

4.8

Community Grant Policy (2014, updated in 2019) ………………………………………………………….. 31

4.9

Other Parks and Recreation By-Laws and Regulations…………………………………………………….. 32

4.10

Recreation, Parks & Leisure Master Plan (2022) on Fees and Allocation Policies ……………….. 32

Profile of South Frontenac User Groups ………………………………………………………………………………… 34

Current Allocation Policies and Processes ……………………………………………………………………………… 37 6.1

The Frontenac Community Arena Ice Allocation And Policy Manual…………………………………. 37

6.2

Net Sport Courts Allocation Process (Allocation Policy Document) …………………………………… 38

Page 10 of 165

Township of South Frontenac Recreation Service Fee & Facility Allocation Policy

2 6.3

Historic Use Agreements …………………………………………………………………………………………….. 38

6.4

Current Facility Booking Process and Fee Schedules for All Other Facilities ………………………. 40

6.4.1

Indoor Facilities: Current Fee Structure & Booking Process …………………………………………. 40

6.4.2

Outdoor Facilities: Current Fee Structure & Booking Process ………………………………………. 41

Best Practice and Benchmarking ………………………………………………………………………………………….. 43 7.1

A Summary of Allocation Policies from Other Municipalities …………………………………………… 43

7.2

Benchmarking: Fee Comparison …………………………………………………………………………………… 45

Consultation Process and Outcomes …………………………………………………………………………………….. 47 8.1

Consultation Process ………………………………………………………………………………………………….. 47

8.2

Consultation Participation …………………………………………………………………………………………… 48

8.3

Consultation Outcomes ………………………………………………………………………………………………. 49

8.3.1

User Groups Online Survey Results …………………………………………………………………………… 49

8.3.2

User Groups Meeting Outcomes at a Glance……………………………………………………………… 53

PART B. FINANCIAL ANALYSIS …………………………………………………………………………………………………….. 55 9

Cost Recovery…………………………………………………………………………………………………………………….. 56 9.1

Methodology for Estimating Annual Cost Recovery by Municipal Facilities ……………………….. 56

9.2

Overall Cost Recovery and Recreation ………………………………………………………………………….. 57

9.3

Costs and Revenues by Individual Facility ……………………………………………………………………… 58

9.4

Utilization …………………………………………………………………………………………………………………. 58

9.4.1

Indoor Facilities Utilization………………………………………………………………………………………. 59

9.4.2

Parks, Diamonds and Sports Field Utilization …………………………………………………………….. 60

9.5

Cost Recovery ……………………………………………………………………………………………………………. 61

PART C. FEE AND ALLOCATION POLICIES & RECOMMENDATIONS………………………………………………….. 64 10

Recommendations for Policy Development ………………………………………………………………………. 65

10.1

Balanced Cost Recovery as an Outcome Rather than a Policy ………………………………………….. 65

10.2

Why User Fees Matter ………………………………………………………………………………………………… 66

10.3

Recommendations……………………………………………………………………………………………………… 67

Appendix A. Categorization of User Groups Appendix B. Consultation Summary – User Groups Meeting Appendix C. Financial Analysis: Revenue, Cost and Cost Recovery by Facility Appendix D. Township of South Frontenac Recreation Facility Allocation Policy Appendix E. Township of South Frontenac Recreation Services and Facilities User Fee Policy Appendix F. Township of South Frontenac Dedicated Use Agreement Template Appendix G. Township of South Frontenac Multi-Year Lease Agreement Template

Page 11 of 165

Township of South Frontenac Recreation Service Fee & Facility Allocation Policy

Executive Summary Background The Township of South Frontenac provides a high quality of facility care and maintenance and as population growth occurs, will be expected to maintain that level of service. Costs will increase as new facilities are added to recreation services – Storrington Centre expansion being the most recent example. The Township lacks a facility allocation policy that would allow adapting to these changes, the current rental and user fees have not been reviewed in the past 15 years, and most user groups do not pay for facility use. This is unsustainable in the context of growth, higher operating costs and the emergence of new sports and cultural interests. Unless revenues are increased, cost recovery will drop while service standards are expected to rise. Moreover, as regards the current levels of unpaid access to township assets, there is no value attached to these facilities or their upkeep - only recourse to the tax base, which include both users and non-users of the facilities and services. The Township has been active in pursuing a progressively centralized and policy-led approach to recreation service fees and allocation as the Township invests in new services, programs and assets. Building on the recommendations of the Indoor and Outdoor Recreation, Parks and Leisure Master (2022), the Township of South Frontenac initiated a comprehensive review and policy preparation process for recreation service fees and recreation facility allocations of Township owned assets. Notwithstanding these advances in policy and practice, including the centralization of community recreation advocates into a single Recreation Advisory Committee, the landscape of fees and practices in the Township is fragmented, whereas the goal of the Township is one of uniformity of both fees and services. Some of the hurdles to overcome include the following: •

Not everyone and not all groups pay for the facilities that they use;

•

Some have historic usage agreements with the Township, and some of these are expired;

•

Historic use agreements represent another impediment to a fair and equitable approach to fees and allocation;

•

The existing fee schedule is unnecessarily complicated, is clearly a document that has been amended with ad hoc additions over time and the overall relationship of pricing between different categories of use and different types of facility is problematic;

•

Added to this, the fees charged have not be changed in over 15 years – in direct contrast to best practice that is based on fee setting for three (3) or more years on a rolling-basis, with annual fee changes either set-out in advance or automatically increased by a pre-determined escalation factor;

•

The inertia that represents the current fee structure and its stagnation in pricing works against the interests of both the Township and the user groups. The relationship between the provision and quality of facilities, the investment in new facilities and upkeep of the existing assets, and the obligation of the user groups to pay a portion of these costs, should result in annual review and increases in user fees. This process and its results in terms of a clear approach to fees that promotes maximum access to health and wellness, is entirely missing from Township’s decisionmaking;

Page 12 of 165

Township of South Frontenac Recreation Service Fee & Facility Allocation Policy

2 •

The prevalence of non-payer use of the facilities has resulted in a revenue profile for fields and community halls that fails to reflect the fee rates that are contained in the approved fee schedule. As a result, the current fee schedule is of no value in helping determine cost recovery. Accordingly, there is a need (as explained in this report) to make fundamental changes to both fee-payment policies and the tracking of booked time by type of activity and length of booking.

Principles The principal goal of introducing a consistent approach to service fees and recreation facility allocations is to achieve fairness and equity in planning for new investment, setting fee rates which promote public policy goals, and improving overall access to facilities owned and operated by the Township. Guiding principles for the development of a Fees Policy & Facility Allocation Policy include: ❑

Universal access;

❑

Maximizing community health and wellness;

❑

Maintaining the level of service for municipal services;

❑

Effective asset management; and

❑

Fiscal sustainability.

This report reviews the current approaches to fee setting and allocation of time in facilities, as well as treatment of special needs groups from youth to low income, indigenous to seniors groups. The report provides a costs and revenue analysis and a Model based on Municipal Service Delivery Goals to meet a universal benefit, which should receive the highest level of subsidy relative to more advanced services, and premium services. The report outlines a policy framework and proposes fee schedules, and allocation practices that enable greater certainty to current and future rate setting, access to facilities and services, achievement of equity for users, and a full understanding of municipal fiscal requirements for cost-recovery. The situation analysis, recommendations and resulting policies build on the results of extensive consultation with the user groups and key stakeholders. The proposed approach to consolidation of policies, fees and other aspects of the recreation mandate builds on the legacy of important community contributions that are measured in years and sometimes decades. The emphasis is on creating a clear and transparent accountable policy process which follows the principles of fairness and equity, efficiency in the use of municipal resources and which provides maximum benefit to the residents of South Frontenac. These policies will hold the Recreation Department in good stead as the Township continues to grow in the next 5 to 10 years. It is certain that the policies and procedures will be subject to change and revision as they are implemented, and lessons are learned.

Page 13 of 165

Township of South Frontenac Recreation Service Fee & Facility Allocation Policy

A Framework of Key Recreation User Fee and Facility Allocation Recommendations A: ACHIEVING CERTAINTY

The Township should adopt both a user fee policy and a facilities allocation policy. Both should be established as by-laws.
A revised schedule of fees should be established which includes fees that will apply in the current year as well as each of the following years (i.e. a fee schedule for a three (3) year period).
Fees should be subject to annual increases based on the Township’s preferred choice of escalation metric (for example the consumer price index). For consideration, we suggest that the escalation rate in place for other municipal services, levies and charges, such as Development Charges, be further assessed for its applicability to recreation facility fees which are borne of operating rather than capital costs. B: ACHIEVING TRANSPARENCY
By taking on board the policies governing fee setting, subsidization and allocation of time, the Township will have a transparent process. Any deviation from policy by the Township for either individual groups or classes of groups, will need to be communicated as staff reports and justified as special circumstances.
Any rebate or reduction in fees should be a decision of Council.
Maintaining an annual review of costs and revenues, as well as tracking utilization by the fee category charged, will enable the Council to more accurately understand the financial implication of its decision-making.
The entire booking process should be revamped as part of a committed approach to improving the management of Township assets and customer services.
Develop clear policies with respect to the relationship between the in-kind contributions by user groups and the obligation to pat user fees. C: ACHIEVING ACCOUNTABILITY
The Township should publish annual records of costs, revenues and utilization of each facility under its jurisdictional control. This includes both capital costs and operating costs. The purpose is to present these findings based on the method developed for this study to Council as an annual update to improve decision-making. Decision-making includes the review of cost-recovery, and rate setting for a rolling three-year term.
The cost recovery of recreation should be monitored more effectively through the recommended improvements to data collection and the process for booking time to be followed by all regular users.
The rate of cost recovery should not fall below the average calculated for recreation services as a whole.
Communicate that all historic and out-of-date-use agreements will not be renewed. Any existing agreements which are in-force should be terminated on expiry of the term of the agreement. If the Township does wish to negotiate new use agreements, these should be based on a standardized template.

Page 14 of 165

Township of South Frontenac Recreation Service Fee & Facility Allocation Policy

D: ACHIEVING FAIRNESS

Categorization of users achieves fairness through recognizing the value of the group in providing services to target populations and relative to other groups that, while they may provide important services, do not meet the broader policy goals that justify the same level of subsidization of costs.
Centralize the fee paid for fields into a cost per hour rather than per participant.
Ensure all groups identify their space needs per the Allocation Policy drafted for this report.
All groups that require longer-term frequent use should achieve their own insurance coverages per the requirements of the Township and as laid out in the User Fee Policy. For all others, the charge can be added to their rental fee. The Township will, at its discretion, determine how best to achieve insurance coverage to its satisfaction with respect to large one-off events and festivals.
Each and every group should have the right to use any facility in the Township. The Township may, at its discretion, move sports groups around to different facilities based on demand and operational requirements as determined by the Township. E. ACHIEVING EFFICIENCY
The bundle of recommendations contained in the report, if implemented, will enable greater efficiencies: a. Staff time involved in management bookings, reporting and addressing customer issues will be reduced; b. Reporting will be greatly enhanced c. Council will have the capacity to assess the operational success of existing assets as relevant to making important capital investment decisions; d. The public and user groups can be assured of improved assessment that tax-dollars are being used as effectively as possible.

Working with Existing Data to Determine Cost Recovery As a result of the disparity between those who pay for service and those who do not, the consulting team has built a profile of the costs and revenues associated with those facilities that are in-scope. This excludes the Frontenac Community Arena, as well as the recreation programs that the Township operates. For each facility, this financial data was assessed alongside the historic information on facility bookings by group. As a result, the consulting team is able to differentiate between those groups that currently pay, and those that do not, and their contribution to municipal cost recovery. By studying the data, particularly that of the use of facilities by those groups that pay for their access, the validity of the existing fee schedule can be better understood, and appropriate changes to re-set this schedule recommended. And these recommendations include a policy that all groups pay for access to the facilities.

Page 15 of 165

Township of South Frontenac Recreation Service Fee & Facility Allocation Policy

Understanding Current Cost Recovery Exhibit below provides a summary of the differentiation between payers and non-payers in terms of their relative impacts on the recreation system as a whole. For ease of understanding, we have coded each metric and describe its importance below. The data are for 2018 which represents a reasonable estimation of usage, revenues and costs that is representative of other years pre- and post-pandemic. These metrics do not change significantly year to year. Indoor Facilities 2018

Facility Year

A B C

Outdoor Facilities 2018

Paying Groups - hours

1,007

1,116

Non-paying groups - hours

2,923

1,572

Total Hours

3,930

2,688

74%

58%

($11,229.00)

($15,228.14)

% BOOKED Time ZERO REVENUE

B/C

Facility Revenue

Revenue per hour (based on actual revenue & hours paid)

D/A

($11.15)

($13.65)

Revenue per hour (based on paid and unpaid hours together)

D/C

($2.86)

($5.67)

Min fee (based on existing fee schedule) Per Hour*

$10.00

$12.50

Revenue Per Hour Booked as % of Approximate Minimum Fee Per Hour

28.57%

45.33%

F/G

45.33% Reference to Cost Recovery

I J K

$129,740.04

$156,025.13

I/C

$33.01

$58.06

J+F

$30.15

$52.39

(Surplus)/Deficit Cost Recovery -All Booked Hours (Paid and Unpaid)

F/J

8.65%

9.76%

Cost Recovery - Paid Hours Only

E/J

34%

24%

Total Cost (Direct, indirect, overhead) Cost per hour to operate (incl. overhead)

Page 16 of 165

Township of South Frontenac Recreation Service Fee & Facility Allocation Policy

•

Lines A, B and C summarise the use of (1) indoor facilities and (2) outdoor facilities in terms of payers and non-payers;

•

Three quarters (75%) of booked time across the indoor facility portfolio is non-revenue generating (i.e. no fees are paid). Some of this use pertains to usage originally permitted under user agreements;

•

As expected, the degree of non-paying use of outdoor facilities in lower than for indoor facilities – yet it remains high at over 50% of all booked hours;

•

Lines D and E establish annual revenues and the equivalent per hour revenues from payer groups. A key take-away is that these revenues per hour (Line E) bear a reasonable relationship to the per hour fee that is currently in place. The conclusion being that where fees are paid, they are at least generally following the schedule (some exceptions apply such as the payment of fees for certain ball diamonds by a per participant charge that muddies the revenue picture, but is not likely to alter the conclusions);

•

Line F expresses the reality of such a high degree of uncharged use of facilities – an effective revenue per booked hour of less than $3.00 for indoor venues and less than $6.00 per hour for fields;

•

Lines I and J establish the annual operating cost per hour (all hours, regardless of whether a fee is paid). When compared to the revenue per hour, the extent of current operating cost subsidy is apparent – $30 and $50 per hour (indoor and outdoor facilities, respectively);

•

The cost recovery is 8.65% (indoor) and 9.76% (outdoor);

•

This low recovery reflects the degree of non-payer usage. The cost recovery only for those groups that do pay, is far higher – 34% (indoor) and 24% (outdoor). This represents the cost recovery if non-payers were required to pay the same as payers.

Page 17 of 165

Township of South Frontenac Recreation Service Fee & Facility Allocation Policy

Projecting Cost Recovery and Link to a Revised Fee Schedule Based on the review of existing practices, the focus of attention in policy terms lies with the non-paying users. Adopting the principle that all users pay, the Township has a choice in how to implement this new policy. The implications of adopting different fees are presented below.

Transitioning Current Non-Payer Groups to Pay

Incremental Revenue

Scenarios of Cost Recovery

Indoor Facilities

Option 1: Current Non-Payer Groups 25% of Proposed Fee Option 2: Current Non-Payer Groups 50% of Proposed Fee Option 3: No Discount for Current Non-Payer Groups

Outdoor Facilities

per hour $2.50 ($7,308.63) ($3,930.00) $5.00 ($14,617.25) ($7,860.00) $10.00 ($29,234.50) ($15,720.00)

Impact on Cost Recovery Option 1: Current Non-Payer Groups 25% of Proposed Fee Option 2: Current Non-Payer Groups 50% of Proposed Fee Option 3: No Discount for Current Non-Payer Groups

per hour Total Revenue $2.50 ($18,537.63) ($19,158.14) $5.00 ($25,846.25) ($23,088.14) $10.00 ($40,463.50) ($30,948.14) Cost Recovery %

Option 1: Current Non-Payer Groups 25% of Proposed Fee Option 2: Current Non-Payer Groups 50% of Proposed Fee Option 3: No Discount for Current Non-Payer Groups

per hour

Indoor

$2.50 $5.00 $10.00

14% 20% 31%

Outdoor Combined 12% 15% 20%

13% 17% 25%

These options present the impacts of charging for the current non-payment of use of the Township facilities – on an annual basis: •

This estimation of potential cost recovery builds off the assessment of current cost recovery outlined above;

•

There are 3 scenarios: initiating a requirement for current non-paying user groups to pay 25% of the typical charge per hour for those groups that currently pay; a 50% charge or a full equivalency of 100% of the rate;

•

The incremental revenues for each option are shown, along with the total revenues (the accretion of current revenues from paying users and initiating payment requirements for current non-payers).

Page 18 of 165

Township of South Frontenac Recreation Service Fee & Facility Allocation Policy

As an indication of the fee impacts for both payers and current non-payers if a target rate of cost recovery is established, this is itemized below:

Hourly Charge for All Bookings to achieve the following cost recovery: 40% 50%

Indoor Facilities ($13.20) ($16.50)

Outdoor Facilities ($23.22) ($29.03)

As can be seen, achieving cost recovery above 50% would be highly challenging to implement and may well be beyond the capacity of groups to pay. Part of the reason for there being a ceiling on cost recovery is the nature of the use – the low level of overall utilization of halls and the costs of sports field maintenance coupled with their concentrated use mainly in prime time. This is a typical pattern across many municipalities.

Capital It should be noted that the above metrics are inclusive of all direct and indirect costs associated with the facilities provision as well as insurance and corporate overhead costs. The resulting picture is that of true operating cost recovery, but it does not include the costs of capital associated with the assets. This can include a full range of lifecycle-related capital costs on an annual basis, as well as major equipment purchases and of course planned renovations such as occurred with the Storrington Community Centre. While it would be technically important to relay annual and hourly costs to represent “whole of life” costs for an asset, and in the absence of precise costs could include a contribution to capital reserves, the current analysis does not go that far. However, it should be recognized by all users that the costs of providing the level of service enjoyed by residents for existing assets cannot generally be funded from growth-related revenue streams such as Development Charges (generally only a portion can be if clearly an addition or major functional enhancement). Accordingly, capital, if not sourced from elsewhere, is recourse to the tax base. The resulting rates put in place by the Township are justified in light of the costs of providing services and the cost of capital. Other municipalities have instigated a process of surcharges for capital costs – often in bigger cities where the registrations for various sports clubs are assessed a surcharge payable as part of annual program fees and which are then remitted to the municipality by the user group. The Township could consider something similar for its sport fields user groups. Attaching a surcharge to the hourly fee is also possible. Further discussion with the user groups would be required.

Page 19 of 165

Township of South Frontenac Recreation Service Fee & Facility Allocation Policy

Fairness and Equity as the Driver Cost recovery is a metric but it is not necessarily the leading factor in determining the approach to user fees for the Township – however, fairness and equity is the primary policy driver. Accordingly, there is little value in a policy that has a lower fee charged to those that do not currently pay, than those that do. The only defensible position for a tiered set of fees is that the Township wishes to phase in the fees over a period of time and may therefore initiate a lower fee at the outset and ramp up the fee to equivalency over time. This is a complicated policy to implement and monitor and the amount of staff resources necessary to ensure its success may add to the overall administration costs. For this reason, a better approach is to establish different categories of user – not based on an historical division between groups such as whether or not they historically paid fees, but according to the type of user. The fees charges are set according to this categorization.

Categorization of User Groups The recommendations of this study are to revamp the fee schedule using an objective approach to categorizing users. These categories are defined in the body of the report. In summary, Category 1 users represent all those local community groups that provide critical recreation and cultural services to residents of the Township and include all current non-paying groups. Category 2 groups are a smaller subset of local groups that for reasons of age or activity are reasonably deemed to be less of a priority for subsidization; and Category 3 users are a mix of individuals, commercial interests or others (resident or otherwise) that wish to rent facilities for private functions. Non-resident groups are a defined entity and are considered as Category 3, representing fees that do not generate a level of subsidy. Based on the financial assessment above as a guide, the rate for a hall rental in Category 3 should be $40 + per hour and $60 + per hour for a sports field.

Fee Exemptions As is currently in place, fee exemptions are permitted but should be carefully controlled and vetted. Based on our review, fee exemption categories would be based on the activity and not the group. Accordingly, activities where exemptions are permitted should not be subject to vagueness and open to abuse (unintended or otherwise). In our view, exempted activities would include: fundraising events (local only), funerals and celebrations of life (residents only), mobile public services (if free to the public) such as library, blood donor clinics, foodbank activities or any other charitable activity deemed appropriate. All such activities should be one-off events or otherwise clearly infrequent, and exemptions should not include any organization simply by virtue of non-profit status.

Page 20 of 165

Township of South Frontenac Recreation Service Fee & Facility Allocation Policy

Non-Residents The adoption of a fee policy that creates categories of users raises the question of how to address nonresident fees. The principle of higher costs for non-residents is established by the Township at present and is utilized in the fee schedule and the allocation policies. In general terms, a group can only be deemed local (or resident) where at least 80% of the membership are resident in the Township (i.e. where less than 20% of the membership are non-local). The current fee schedule adds a non-resident category against all fees. Doing so in the context of categorization will create undue complication in the fee structure and could generate a level of unfairness – for example, a Category 1 non-resident fee being similar or lower than a Category 2 resident fee. In our view, a non-resident group should be a category 3 – where (in theory if not always in practice) there is no taxpayer subsidy (note our point above about capital upkeep of assets, which if not accounted for in fees, may result in a level of subsidy even for category 3 users). In order to simplify the approach to non-resident fees, we suggest the following approach: •

Redefine a resident group as needing to have at least 70% of its registered members (and guest privileges if the group permits) as residing locally;

•

Define a non-resident group as having more than 30% of its registered members (and guests) residing elsewhere. This will potentially reduce the number of non-local groups but for those that are clearly and unequivocally non-local, a much higher fee is charged by an order of magnitude, rather than an arbitrary bump-up of the resident fee without reference to cost recovery;

•

Categorize all non-resident groups as Category 3 and subject, unequivocally, to the highest fee structure. This will create a high degree of certainty that non-local groups should not be overtly subsidized; and

•

Reconsider this categorization only where an adjacent municipality where many of the group reside (e.g. Kingston) is engaged in some partnership, cost sharing or other collaborative pursuit or exchange of access privileges that warrants a different, more inclusive approach to nonresident groups.

Of the argument that Township residents avail themselves of many services in the City of Kingston including its sports and recreation facilities, such that a high non-resident fee is not fair or equitable in the Township, we offer the following advice: •

The decision as to how to charge non-residents is subjective and political in nature. A token increase in fees for non-residents can reflect a recognition of broader mutual benefits such that a hard line approach to cost recovery is not warranted;

•

This report seeks to itemize non-resident groups as subject to a higher bar – increase the percentage of non-local as needing to be higher before a group is designated non-resident, but for those groups that are so categorized, increase the fee more significantly; and

•

This also has the benefit of simplifying the fee schedule.

Page 21 of 165

Township of South Frontenac Recreation Service Fee & Facility Allocation Policy

Proposed Fee Schedule The following fee schedule is recommended for Year 1 of implementation, but should be approved as a three (3) year rolling schedule, based on the following for years 2 and 3: •

Escalation of 4% on a cumulative basis in year 2 and year 3;

•

Annual review of the escalation rate and any changes (for example raising or lowering the rate) applied to the successive two years of the three year term;

•

Review the entire policy for fee schedule at the end of year for its ongoing effectiveness and adjust the policy as required based on stakeholder consultation.

Proposed Fee Schedule Category I – Youth, Seniors, Not-For-Profit

Category III – Category II – Commercial Use, Adult Users Non-residents

Rectangular Fields Hourly Rate (7am – 5pm)

$12.50

$20

$60

Hourly Rate (5pm – 11pm) - Lights 20% premium

$15

$24

$72

Tournament (7am – 5pm)

$150

$250

$400

Tournament (5pm – 11pm) - Lights 20% premium

$180

$300

$480

Hourly Rate (7am – 5pm)

$12.50

$20

$60

Hourly Rate (5pm – 11pm) - Lights 20% premium

$15

$24

$72

Tournament (7am – 5pm)

$150

$250

$360

Tournament (5pm – 11pm) - Lights 20% premium

$180

$300

$432

Hourly Rate (7am-5pm)

$10

Hourly Rate (5pm-11pm) - Lights 20% premium

$2.4

$3.6

$12

Tournament (7am – 5pm)

$40

$60

$160

Tournament (5pm – 11pm) - Lights 20% premium

$48

$72

$192

Baseball Diamonds

Courts

Page 22 of 165

Township of South Frontenac Recreation Service Fee & Facility Allocation Policy

Category I – Youth, Seniors, Not-For-Profit

Category II – Adult Users

Category III – Commercial Use, Non-residents

Community Halls – Storrington, Glendower, Harris Park, Sydenham Community Room Hourly Rate

$10

$15

$40

$10

$30

$10

$20

$60

Gazebos/ Pavilions Hourly Rate Park Rental – Special Events Hourly Rate

Fees for Lit Rectangular Fields, Ball diamond and Courts include 20% premium applied after 6:00 pm for lights This Year 1 Fee Schedule is to increase by 4% in Year 2 and Year 3.

Booking Forms Versus Use Agreements The Township should continue to utilize use agreements for those user groups that have regular and long-term use of facilities. In contrast to what exists at present, standardized use agreements should be utilized based on a template of specifications, obligations, length of agreement and other matters that are replicable across the spectrum of users. In this way, fairness and equity is maintained, as well as effective management of recreation services to all groups. As noted, use agreements should encompass the in-force fee schedule and should not include fees and practices that deviate from the approved fee schedule. To do so, invites the re-occurrence of the overcustomization of fees and allocation polices by group that the Township is striving to avoid. Beyond the use agreements, the recreation management software that is used to create and execute the rental agreements, should include an online booking form and a booking receipt protocol that stipulates all of the required obligations of the renter – ranging from the confirmation of the time and place of rental, rental fee consideration, any additional charges, renter obligations, Township obligations, insurance costs if included in the rental fee, and any other relevant, standardized condition of rental. This includes the terms and conditions associated with cancellation of booking. We recommend that the Township review the booking confirmation terms and conditions available when booking ice, sports field, community halls, etc. in other, larger municipalities which utilize an online booking management system. The terms and conditions associated with booking forms for general rental use are generally expected to also apply to long-term use agreements. However, as use agreements are organized between the Township and established user groups, and are typically multi-year, there may be additional requirements as part of long-term use agreements, including separate group insurance as may be required.

Page 23 of 165

Township of South Frontenac Recreation Service Fee & Facility Allocation Policy

1 Introduction and Purpose of the Report 1.1 Retainer The Township of South Frontenac has retained Sierra Planning and Management to undertake a comprehensive review and policy preparation process for recreation service fees and recreation facility allocations of Township owned assets. The principal goal of this exercise is to achieve fairness and equity in both the planning for, setting of fees and future planning for fees as well as the overall access to facilities owned and operated by the Township. This is a policy process which will enable clear and purposeful implementation of key principles of fairness and equity which our further described in this report . This emphasis on fairness and equity is necessary as a result of the different approaches to both the allocation of time and facilities, the degree of priority on access to facilities that individual groups may have and the different fee structures that were present in each of the former Townships that now comprise the single Township of South Frontenac. Despite the amalgamation, the discrepancies and lack of equity across the provision of recreation services is apparent and an improvement in overall decision-making and accountability is required. This is the primary goal of the exercise. Clarity on policy development has become blurred and the reality and historical legacy associated with the way recreation was provided and operationalized in each Township remains a relevant consideration. Recreation in a rural setting is about motivating and retaining the high value that is provided by volunteers. The issues that are for standardization across the municipality become exacerbated when organizations have under the course of time provided different levels of service. However, the Township is now largely responsible for maintenance of its sports fields and buildings except for particular instances of preparation of sports fields prior to games (for example lining and dragging of ball diamonds). Surrounding all of these issues is the strong policy supports in place for recreation development as a municipal service accordingly. As directed by Council and the Terms of Reference for the assignment, the study laid out in this report is not a focus on the precise scale of fees and comparability to surrounding municipalities although that is part and parcel of the work plan. To emphasize again, the emphasis is on creating a clear and transparent accountable policy process which follows the principles of fairness and equity, efficiency in the use of municipal resources and which provides maximum benefit to the residents of South Frontenac.

1.2 South Frontenac Antecedents The Township of South Frontenac was incorporated in 1998 as a result of the amalgamation of the former Townships of Bedford, Loughborough, Portland, and Storrington. The development of a centralized approach to the treatment of municipal subsidy for recreation services, the establishment of fee schedules on a multi-year basis and supporting policies for facility allocation in recreation that is contained in this report follows a 25-year history of post amalgamation activities designed to improve efficiencies as offered by amalgamation. As is typical, recreation is not a standardized municipal service, and every former Township would have had a particular approach which leveraged the interest in volunteers of its particular community. It is therefore important that the legacy of these important community contributions is not lost and is part of the reason why any change toward consolidation of policies, fees and other aspects of the recreation mandate takes time to occur - certainly measured in years and sometimes in decades. The Township of South Frontenac is therefore not a typical in this

Page 24 of 165

Township of South Frontenac Recreation Service Fee & Facility Allocation Policy

regard. However, the purpose of this report is clear - to create that consolidation approach. It is important however to recognize that the Township has been active in pursuing a progressively centralized and policy led approach to recreation service fees and allocation all the while occurring while the development of the communities that make up the Township occurs in a dynamic setting and new services, programs and assets are developed to serve the population. Some of these important milestones, then development of municipal policy includes the following: ▪

Immediately following amalgamation there were five recreation committee’s overseeing the provision of recreation in the Township. These have been reduced to a single Recreation Committee which operates as an Advisory Committee of Council.

▪

The South Frontenac Recreation Committee established a 5-year Strategic Plan in February of 2010 establishing its mission and vision, the structure of the committee functions, subcommittees and required budgets for a 5-year implementation.

▪

The Township has undertaken a comprehensive Indoor and Outdoor Recreation, Parks and Leisure Master Plan completed In 2022. This is the principal guiding document to inform the Recreation Services Fees and Allocations Policy Process.

▪

The Township has continued to implement a range of new capital projects as well as promoting a range of emerging sports and pursuing events and festivals in each of the four seasons. The Township has been active in its obligations to effective capital and operational planning for recreation.

While it is probably inaccurate to define the establishment of recreation service fees policy and allocation policy as well as any other process related improvements as being the capstone to the work that has been undertaken toward a single uniform approach which is consistent in policy and implementation. The recommendations of this report are expected to go a long way toward creating policies and processes that will hold the Recreation Department in good stead as the Township continues to grow in the next 5 to 10 years. It is certain that the policies and procedures will be subject to change and revision as they are implemented, and lessons are learned.

1.3 Projects Scope and Desired Outcomes As identified in the terms of reference, the outcome of this project is a policy framework, fee schedules, and allocation practices that enable greater certainty to current and future rate setting, access to facilities and services, achievement of equity for users, and a full understanding of municipal fiscal requirements for cost-recovery. These projects require a full understanding of the goals of recreation service delivery and are distinct from other municipal user fee studies addressing hard services. What defines this approach is an adherence to fully understanding the current approaches to fee setting and allocation of time in facilities, as well as treatment of special needs groups from youth to low income, indigenous to seniors groups. From this, a model of cost recovery can be developed, and policies of importance (recreation plan, active living plans, strategic plans, equity-diversity-inclusion plans, and financial targets) can be applied in a clear and concise manner to guide future rate setting.

Page 25 of 165

Township of South Frontenac Recreation Service Fee & Facility Allocation Policy

To summarize our understanding of the Township’s objectives: A – Establish costs and revenues by service area / and by building if possible – a current picture of the approach which may be understood as ad hoc and historic in nature can be better appreciated by identifying net costs (subsidy) based on per hour charges for facilities, and per user/registrant or per capita (for parks and other informal access-based amenities and services). To do this requires triangulation of a) revenues by type of activity/program or rental period b) operating costs on the same basis and c) most importantly, the level of use (program take-up, hours rented, etc.). Often a good model is achievable if assisted by reasonable assumptions where accounting and booking systems do not fully align. B – Establish a Model based on Municipal Service Delivery Goals – defining services based on their community benefit and alignment with municipal mandates. In our work, we establish all programs that meet a universal benefit (a benefit to the widest number of people) and which should receive the highest level of subsidy relative to more advanced services (higher level, lower participation programs; adult rentals versus minor sport), and premium services (those which are delivered for the benefit of specific groups such as corporate users, or one-off events). Categorization of current and potential future programs is based on these or similarly agreed categories that set the basis for a) alternative cost recovery targets and b) allocation policies and procedures. Ensuring that emerging sports catering to diversity groups are not miscategorized, that private or not-for-profit providers are not “crowded-out” of the marketplace, and that program demand is not impacted by fee increases are examples of further policy setting. C – Consult: Extensive consultation is best achieved through a broad base of discussion (as identified in the terms) and through the articulation of the various ways to structure cost recovery based on a range of policies. This approach sets up much better conversations with individual user groups that may be initially concerned by the prospect of a new approach to fees and allocation. D – Develop User Fee Policy and related Allocation policies – based on addressing cost recovery targets which take into account direct and indirect operating costs and corporate overhead (if desired), as well as future capital costs by building (expressed on a present value basis). Care needs to be exercise in estimating capital costs as part of this exercise and we recommend doing it both with and without capital expenses. Capital is variable both in the amount and recourse to the tax-base. E – Report – simple reporting which translates into a series of confirmed policies and commitments to rate setting and which established consensus. A review of current contractual and lease agreements and standardization of these documents is also very much part of the implementation and something we have provided other municipal clients.

Page 26 of 165

Township of South Frontenac Recreation Service Fee & Facility Allocation Policy

Project Timeline & Key Milestones at a Glance The Fees and Allocation Policy project was launched in Spring 2023 on the Township’s website. The following key milestones have been implemented since the beginning of the project: Timeline

Key Milestones

Conducting a systematic review of best-practices and models in the development of a fee schedule and allocation bylaw;

Process at a Glance

Comprehensive Review

A comprehensive review of all recreation service fees, facility rental fees, allocation policies and related procedures; Establishing costs & revenues by service area and by building (where possible); Consulting - Assessing current and future needs through extensive user groups and stakeholder engagement. Methods: survey, meetings, interviews. Establishing a Model based on Municipal Service Delivery Goals; and Developing User Fee Policy and related Allocation policies and recommendations on an action plan for the recreation service fee and facility allocation.

Consultation

Establishing a Model & Developing Policies

Reporting & Public Review

Fees and Allocation Policy Guiding Principles Guiding principles for the development of a Fees Policy & Facility Allocation Policy are ensuring fairness and equity in access to municipal facilities, and fee rates which promote public policy goals, including: ❑

Universal access;

❑

Maximizing community health and wellness;

❑

Maintaining the level of service for municipal services;

❑

Effective asset management; and

❑

Fiscal sustainability.

Page 27 of 165

Township of South Frontenac Recreation Service Fee & Facility Allocation Policy

1.4 Limitations The contents of this report and the analysis herein is based, in part, upon a range of primary analysis and secondary sources of information, supplemented were required by investigative discussions with municipal staff and community organizations as well as public consultations. While every effort is taken to ensure the accuracy of secondary sources of information including information supplied by the Township in relation to operational costs and revenues for in-scope facilities, and the retrieval of facility and field booking information from the Township, Sierra Planning and Management cannot warranty the accuracy of this information. Any analysis of secondary source information, predicated on the accuracy of the secondary source information, is fully the responsibility of Sierra Planning Management to warranty its accuracy. In the event that secondary source information is inaccurate or incomplete Sierra Planning and Management will not be held liable for original errors in data.

1.5 Report Structure – to be finalized The report consists of three parts: ▪

Part A outlines the project rationale, scope and process and outcomes of consultation process;

▪

Part B presents Financial analysis; and

▪

Part C introduces Fee and Allocation Policies and concludes with Recommendations.

Page 28 of 165

Township of South Frontenac Recreation Service Fee & Facility Allocation Policy

PART A. SITUATION ANALYSIS & CONSULTATION OUTCOMES

Page 29 of 165

Township of South Frontenac Recreation Service Fee & Facility Allocation Policy

2 Demographics at a Glance The Township of South Frontenac population has been growing. The 10-year population growth (20112021) in South Frontenac (11.5%) was somewhat higher than population growth in the Province of Ontario (10.7%) and higher than in the Frontenac County (8%). Exhibit 1. Historic Population Change (2011-2021), Comparison 200,000 160,000

161,780

150,480

149,753

120,000 Township South Frontenac 80,000

40,000

Frontenac County

18,113

18,646

20,188

2011

2016

2021

2011 2016 2021 10-year change

South Frontenac Township (SFT) 18,113 18,646 20,188 11.5%

Frontenac, County (CTY) [Census division], Ontario 149,753 150,480 161,780 8.0%

Ontario 12,851,821 13,448,494 14,223,942 10.7%

Population growth projections for the Township are drawn from two documents: the Township of South Frontenac Growth Analysis Study 2016 – 2046 and the 2019 Development Charges Background Study. Both projections sources anticipate continued population growth. The D.C. Study analysis builds on the projected growth by additional 1,926 residents and 928 residential by 2028 and additional 2,767 residents and 1,311 residential units by 2033. The Growth Study projects an addition of 5,900 residents by 2046 (the base year population is 2016). These projections are summarized in the following exhibit. Exhibit 2 Population Growth Projections

South Frontenac Township Population 2016 2021 Projections 2028 2033 2046

Net Growth compared to 2016

% change from 2016

18,646 20,188

1,542

20,572 21,413 24,546

1,926* 2,767* 5,900**

10% 15% 32%

Additional Residential Units*

+928 units +1,311 units

Projections in the Development Charges Background Study, 2019 ** Township of South Frontenac – Growth Analysis Study 2016 – 2046 (2019)

Page 30 of 165

Township of South Frontenac Recreation Service Fee & Facility Allocation Policy

South Frontenac economic situation is similar or better than the County’s and better than the situation in the Province. As shown in the table below, based on the 2021 Census data, median household income in South Frontenac Township ($90,000) and Frontenac county ($91,000) is over $10,000 higher than in the Province (79,500). Another Census measure of economic well-being is prevalence of Low Income Cut-off After Tax (LICOAT). Prevalence of LICO-AT refers to an income threshold, below which households or persons would likely have devoted a larger share of their after-tax income than average to the necessities including food, shelter and clothing (Statistics Canada Census Definition). Prevalence of LICO-AT helps compare prevalence of income inequality between municipalities and across Census geographies. While both the County of South Frontenac and the Province of Ontario have higher prevalence LICO-AT of 5.3%, in the Township of South Frontenac this threshold is significantly lower – 1.6%. Exhibit 3. Income Indicators, 2021

2021 Census Median after-tax income of household in 2020 ($) Prevalence of low income based on the Low-income cut-offs, after tax

South Frontenac $90,000

SF County

Ontario

$91,000

$79,500

1.6%

5.3%

The Growth Analysis Study and the D.C. Background Study outline the following key trends of growth in the Township of South Frontenac: • • • •

•

Seasonal residents account for 35% of South Frontenac’s total population base as of 2016 (approximately 41% of the total 2016 housing base). As of 2019, 92% of all seasonal dwellings were waterfront properties. Between 2019 and 2033, the Township is anticipated to average 104 new permanent and seasonal housing units per year. Between 2019 and 2034, the Township is anticipated to average 104 new permanent and seasonal housing units per year. Nearly half (46%) of total permanent and seasonal housing development is expected to occur in rural areas, 30% in primary settlement Areas, and a quarter in other areas, including 21% development in secondary settlement areas and 4% in the remaining settlement areas. The employment market in Kingston is a significant contributor to the population and employment growth in Kingston and South Frontenac;

With the population growth demand for recreation facilities and activities is expected to grow. Offering fair, equitable, inclusive and accessible recreation opportunities is an important task for the Township.

Page 31 of 165

Township of South Frontenac Recreation Service Fee & Facility Allocation Policy

3 The Assets Within Scope of the Fees and Allocation Review 3.1 Universality of Recreation and Service Fee and Allocation Policy The Recreation Service Fee and Allocation policy will apply to all facilities, parkland, sports fields and buildings under the ownership and control of the Township of South Frontenac. In addition, the policy will apply to those programs which are offered by the Township. Where programs and/or use of facilities is undertaken by a group that books time in the facility and pays a fee or otherwise for its use, those activities are covered under the Policy by virtue of the fees paid, and the allocation process by which the use of the facilities is permitted by the Township. While the policy is universal and its application, the analysis contained in this report is limited by the degree to which information on annual costs and revenues associated with the operation of facilities is available. Moreover, not all facilities have information regarding their utilization (booked time) to enable a comparison of the degree to which some facilities are used more than others. In addition, the problems operating facilities during the pandemic provides further limitations to the quality of data that is available. As a result, data is provided and analyzed for those facilities for which information is readily available and is deemed to be reflective of how facilities are used, paid for and operated.

3.2 Exclusions The Frontenac Community Arena is co-managed by the County and the Township. The Arena’s form of governance, and the true cost of operating that facility is not subject to analysis in this report. The Recreation Services Fees and Allocation Policy does not extend to the Frontenac Community Arena. This arises because the Frontenac Community Arena, located in Central Frontenac and is owned and operated by an independent board. The Township of South Frontenac is a participant to the operating liabilities associated with the facility. Further, the Arena Manager is employed by the Township of Frontenac with a proportion of that staff position time allocation being in respect of the Community Arena. Any resulting annual deficits associated with the arena subject to the cost sharing between the Township of South Frontenac and the Township of Central Frontenac. The applicability of any municipal policy which seeks to establish the relationship between the services provided, the rates charged for their use, the cost recovery that can be reasonably expected and the demonstration of community benefits from the provision of the service itself, clearly applies to the Community Arena which represents the single largest recreational expense for the Township. However, for the reasons of its cost shared status and governance, it is appropriately out of scope for this exercise. It is assumed that the Recreation Master Plan just completed will have addressed the needs of the community as it relates to community ice, the quality and contribution of this facility to meeting those ice needs, and the future planning related to this facility including its cost recovery. If that has not happened, we would suggest that is the normal process of adding a review sink to benchmark the arena and its operations against other rural area arenas in Eastern Ontario. However, as noted this facility remains out of scope for the following exercise. The analysis focuses on municipal facilities and excludes Township-run programs – Swim Lessons and Camps. While municipal programs are discussed in the context section, they are not included in the financial analysis and cost recovery estimates.

Page 32 of 165

Township of South Frontenac Recreation Service Fee & Facility Allocation Policy

3.3 Municipal Recreation Assets and Programs Facilities Under Review The scope of this project is all bookable spaces at the indoor and outdoor facilities (i.e., all fields, diamonds, courts, pavilions, halls, etc.) that are managed or owned by the Township. The following sections provide a brief description of indoor and outdoor municipal recreation facilities that are included in the scope of this project. Each section includes an exhibit with facility locations.

Page 33 of 165

Township of South Frontenac Recreation Service Fee & Facility Allocation Policy

1.1.1. Indoor Facilities: Community Centre and Halls Township of South Frontenac offers five municipal community centres and halls that residents and user groups can book for their activities or events. Storrington Centre, Glendower Hall Princess Anne Community Centre (PACC), Fermoy Community Centre, Harris Park Hall, and community space at Sydenham Library. These facilities are shown on the Exhibit below. Exhibit 4. Indoor Municipal Facilities under Review

Glendower Hall

Harris Park Hall

Princess Ann Community Centre

Storrington Centre

Sydenham Library

Indoor Municipal Facilities under review

Page 34 of 165

Township of South Frontenac Recreation Service Fee & Facility Allocation Policy

Storrington Centre and Glendower Hall are the largest bookable municipal community halls in the Township. Both facilities serve as hubs for a variety of non-sport programming and social activities for all ages. Located at the far northwest and southeast of the Township these facilities support geographic accessibility and fairness in the distribution of community facilities. •

Storrington Centre was built in renovated and expanded in 2021-2022. Improvements included accessible doors and washroom and kitchen upgrades. The hall area was extended by an additional 1,000 square feet with the total area of 4,000 square feet.

•

Glendower Hall was built in 1963 and renovated in the 1990s. It totals 9,200 square feet GFA as per the 2016 Building Conditions report (BCA), much of which is currently not effectively used for program/ activity purposes. The basement level, for example, comprises several rooms that are either not being used or are functioning as storage space.

These facilities are well used, especially the recently renovated and expanded Storrington Centre and, according to the 2022 Parks and Recreation Master Plan, they have the potential to accommodate additional programs/activities. The 2022 Recreation, Parks and Leisure Master Plan recommends designating as primary indoor non-sport program/activity hubs two Indoor Activity Hubs: Storrington Centre and Glendower Hall located at the far northwest and southeast areas of the Township, contributing to objectives to balance service distribution on a geographic basis. The other smaller community spaces within the scope of this analysis are Princess Anne Community Centre, Harris Park Hall, and Fermoy Hall. Residents generally prefer to retain smaller community spaces that are closer to their places of residence in the geographically dispersed Township. The following provides a brief description of each facility. Exhibit 5. Indoor Facilities: Community centres and Halls

Facility Storrington Centre (Storrington) Glendower Hall (Godfrey) Harris Parks Hall (Perth Road) Princess Anne Community Centre (Hartington) Sydenham Library (Sydenham) Fermoy Hall (Bedford)

Capacity Description 100 Renovated & expanded in 2022 4,000 sq.m., full kitchen, AV equipment accessible entrance and washroom 150 9,200 sq.m., stage and dance floor, upstairs hall, full kitchen accessible entrance and washroom 50 1 community hall, accessible entrance, full kitchen 15

1 meeting room, accessible washroom

1 community room/hall, kitchenette, AV equipment 1 community room

Page 35 of 165

Township of South Frontenac Recreation Service Fee & Facility Allocation Policy

1.1.2. Outdoor Facilities The Township of South Frontenac has 10 ball diamonds (most facilities are lit), 10 rectangular fields as well as dedicated and combined tennis and pickleball courts. Exhibit 6. Parks and Outdoor Facilities under Review

13 7

11 8 14

6 1

12 2 9

10 Outdoor Municipal Facilities Under Review

Battersea Ball Diamond
Dave Bowes Memorial Ball Paek
Centennial Park
Davidson Beach
Gerald Ball Memorial Park
Gilmour Point Beach
Glendower Park
Harris Park/Hall
Inverary Ball Park
Latimer Community Park
McMullen Beach Park
Point Municipal Park
Tett Park
Willmer Ball Park

Page 36 of 165

Township of South Frontenac Recreation Service Fee & Facility Allocation Policy

The current supply of fields owned, managed and maintained by the Township is as follows: • • •

10 ball diamonds, including 8 lit diamonds; 10 soccer fields, including 1 lit field; and 14 dedicated pickleball courts, 5 dedicated tennis courts, and 4 combined pickleball/tennis courts in Centennial, Gerald Ball and Sydenham Point Parks.

A summary of sport fields and net sport courts by type is provided in the exhibits below. Exhibit 7. Municipal Supply Ball Fields

Facility Battersea Ball Diamond Dave Bowes Memorial Park Sydenham Point Memorial Park Centennial Park Inverary Ball Park Wimer Ball Park Glendower Ball Park

Community Battersea Sydenham Sydenham Harrowsmith Inverary Perth Road Godfrey

Type 1 lit 2 lit 2 (1 lit) 2 (1 lit) 1 lit 1 lit 1 lit

Exhibit 8. Municipal Supply of Rectangular Sport Fields

Facility Sydenham Point Memorial Park Centennial Park Gerald Ball Memorial Park McMullen Park

Community Sydenham Harrowsmith Sunbury Verona

Type 1 lit 2 unlit 2 unlit 2 unlit

Exhibit 9. Municipal Supply of Net Sport Courts (Pickleball and Tennis)

Facility

Community

Dedicated Pickleball Courts

Dedicated Tennis Courts

Centennial Park Gerald Ball Memorial Park McMullen Park

Harrowsmith Sunbury Verona

4 4 lit

Sydenham Point Memorial Park Glendower Park

Sydenham

Godfrey

4 lit

2 lit

Combined Courts

Condition

1 1

Resurfaced in 2020 Resurfaced in 2020 Scheduled for reconstruction in 2023 Resurfaced in 2020

Black-top surface, crack repair and line painting scheduled for 2022

2 lit

*Combined court includes 2 pickleball courts and 1 tennis court.

The 2022 Recreation, Parks and Leisure Master Plan concludes that the current supply of ball diamonds, rectangular fields and net sport courts is sufficient for current and future uses and demand within the Plan’s timeframe.

Page 37 of 165

Township of South Frontenac Recreation Service Fee & Facility Allocation Policy

1.1.3. Recent Capital Investments Notable recent capital investment projects include improving net sport courts in 2020-2023, Storrington Centre expansion in 2022, and opening the stocksport facility in 2021. In February 2023, the Storrington Centre at 3910 Battersea Road in Sunbury celebrated its expansion and reopening. The expansion has increased the size of the Centre by more than a third, to 4,300 square feet of meeting space with new features such as outdoor patio space and double doors that open up for indoor/outdoor use. New energy-efficient LED lighting and heating/cooling equipment were also installed. The Township received a Government of Canada investment of $432,309 for the project from the Federal Economic Development Agency for Southern Ontario, through the Canada Community Revitalization Fund (CCRF). The renovation was designed by Kingston architect Mikaela Hughes and the work was completed at a cost of $563,079. In 2021, the new Stocksport facility was built with an investment of $500,000. Four new stocksport lanes were built in Centennial Park. Net sport courts’ capital investments and improvements include resurfacing of the following courts with high-quality paint and sealant in 2020: • • • •

Multi-purpose pad; Verona Courts; Gerald Ball/ Centennial Courts; McMullen Park (Verona) courts are scheduled for reconstruction in 2023.

Township’s investments and planned investments into improved accessibility include the following: • • • • •

Improved accessibility at the Storrington Centre; Installation of an accessible ramp and entrance for Glendower Hall, Westport Road; Accessible entrance to washroom for Harris Park Hall, Perth Road Crescent, Perth Road; A at Centennial Park in Harrowsmith; Upgrades/replacements to improve accessibility for existing playground structures and platforms in South Frontenac.

In 2020, capital improvements at the Gilmour Point Beach park in Battersea included a permanent facility providing shelter (accessible building), electricity, and a water source. From mid-April to late October the building can be rented for parties and community activities, during the summer Camp is held (Monday to Friday for 8 weeks in July-August).

Page 38 of 165

Township of South Frontenac Recreation Service Fee & Facility Allocation Policy

1.1.4. Municipal Programs The Township of South Frontenac offers programs including the summer Day Camp program and swimming lessons. The Township has three waterfront sites for municipal Day Camp programs – two operational Sydenham Point Municipal Park and Gilmour’s Point Beach in Battersea – and one site at McMullen Beach and Park where Day camp program was discontinued. These sites are discussed below in more detail. •

Sydenham Point Municipal Park (also referred to as the Point, Point Park and Sydenham Point) is used by the Township to run swim and day camp programs. Both programs at this location are very well attended.

•

Gilmour’s Point Beach in Battersea: Gilmour Point Beach is a popular beach that hosts swim and day camp. The Parks and Recreation Master Plan and the 2019 Township summer programs report demonstrate that participation in camp and swimming at Gilmour Point increased from 2018 to 2019. Additionally, a permanent facility providing shelter, electricity, and a water source, was built by the summer of 2020. “The building is open for rentals (e.g., parties, weddings) from mid-April to the end of October, and the summer Camp is held for 8 weeks Monday to Friday, from 8:00 am - 4:30 pm in July and August” (2022 PRMP).

•

McMullen Beach and Park is the third site equipped for day camp and swim programs. However, day camp has been discontinued (due to low registration numbers in the past). McMullen Beach and Park has infrastructure for a beach-front program and a camp facility. The site has capacity for 25 campers and can provide up to 200 camper-spots over the eight week of camp programs.

Township staff identified demand for camp programs in the western areas of South Frontenac. In 2023, many Day Camp participants at Sydenham and Gilmour sites were from Harrowsmith. Staff recommended reinstating the camps to McMullen Beach and Park by the 2024 season to better serve the western areas of the Township. Since the pandemic swim programs have experienced staff shortages. In 2023 swim program registrations were postponed. Township staff is working to recruit program staff and offer programs at the pre-pandemic program registration levels.

Page 39 of 165

Township of South Frontenac Recreation Service Fee & Facility Allocation Policy

4 Policy Framework The County of Frontenac has a series of policies that support recreation. The County Outside of its natural heritage features is unlikely to support recreation facilities. The Township owns, manages and funds its recreation facilities. The County policies guiding municipalities and the Township of South Frontenac’s policies that provide context and guidance for the development of fees and allocation policy are discussed in this section.

4.1 Economic Development Charter for the Frontenacs, 2015 The Charter emphasizes the importance of a strong economy to help build vibrant, long-term communities and a high quality of life for County residents. The main activities of priority outlined in the Charter include Recreation Lifestyle that access to amenities of the Frontenacs as an attraction for families and businesses. The Strategy makes a special emphasis on the quality of life of youth, families seniors.

4.2 County of Frontenac Age Friendly Community Action Plan, 2017 This Plan identify opportunities and specific actions to improve age-friendly practices guiding municipalities to support local and inclusive communities for people of all ages to live with dignity and independence. Characteristics of Age-Friendly Community include among other social participation, respect, social inclusion and community supports. Community programs such as dinners for seniors, community clubs, health and wellness activities are essential in supporting these principles. The strategy points to the need for improvements to achieve goals of age-friendly communities, including increasing accessibility of municipal facilities. Current challenges that relate directly to the Township’s fees policy include the need to improve access to residents of smaller communities who do not have access to transportation, and the reduction of fees for lower-income residents to participate in recreation activities and events.

4.3 County of Frontenac Joint Multi-Year Accessibility Plan, 2018 - 2022 This Plan provides directions for the County and Townships on how and when to make accessibility improvements. The plan points to the necessary accessibility improvements in South Frontenac parks such as installation of accessible washrooms, accessible playgrounds and improving accessibility of facilities as well as creating an accessible booking system to streamline facility booking process and facilitate participation in recreation activities and events. The last recommendation corresponds with the recommendation in the 2020 Frontenac Municipalities Service Delivery Review. The document guides the County and municipalities to improve service delivery through digitization. This recommendation has direct application for the fees and allocation policy project as implementation of the policy will require an online booking system to streamline and simplify facility booking process; facilitate participation in recreation activities and events; and automate collection of facility utilization data.

Page 40 of 165

Township of South Frontenac Recreation Service Fee & Facility Allocation Policy

4.4 Township of South Frontenac Official Plan, 2003 (Updated 2013, Currently Under Review) The 2003 OP goal for well-being and recreation pf residents is “to optimize the recreational potential of the Township by ensuring sufficient land is preserved for recreational purposes and by maximizing existing recreational resources” (2003 OP, Section 4.8). Recreational goals and objectives include enhancing and supporting the quality of life of residents of all ages through provision of parks, developing and improving recreational facilities, ensuring access to recreational and sport facilities throughout the Township, efficient delivery of recreational services, and maximizing resources for greater recreation opportunities (Section 4.9). The OP recognizes the importance of upgrading of physical infrastructure and recreational facilities (Section 6.18). The Township is currently in the process of updating the Official Plan, to be approved by the County by the end of 2023. The new OP upholds these principles and supports the importance of recreation for across the Township.

4.5 Township of South Frontenac Strategic Plan, 2019-2022 The Township’s vision is the place to live that is vibrant and growing and “a progressive rural leader”. The Township promotes and supports complete communities and growth that meets the community’s needs. Goals and strategic priorities of the Strategic Plan, relevant to the fees and allocation project, are as follows: ❑ A unified approach: Striving for equity among residents and communities of the Township; ❑ Financial sustainability: Managing operations and assets in a financially sustainable manner; ❑ Public Service Excellence: Setting and meeting exemplary service and infrastructure standards and ensuring organizational capacity to deliver cost-effective services; ❑ Progressive and Flexible: Planning for the future, being proactive and having the capacity to adapt to change; ❑ Communications & Collaboration: Engaging and collaborating with citizens and partners. These strategic goals and priorities apply directly to this project that aims to support fairness in access to recreation communities and contribute to increasing efficiency, transparency and coordination in recreation service and program delivery.

4.6 Township of South Frontenac Asset Management Plan, 2016 The Asset Management Plan focuses on South Frontenac’s current infrastructure assets (e.g., including parks, municipal buildings, and recreation facilities, etc.). Key Points from the Plan: • •

the inventory of the Township’s assets includes 40 facilities with the estimated value of $27million in 2016. The short-term capital investment for facilities was projected to cost approximately $6.5 million total from between 2017 to 2026.

4.7 Development Charges Background Study, 2019 The 2019 D.C. Background Study is the basis for and establishing development charges in the form of the Development Charges By-law (By-law 2019-48). The Township applies development charges to recover

Page 41 of 165

Township of South Frontenac Recreation Service Fee & Facility Allocation Policy

the growth-related costs of capital infrastructure needed to service new development and redevelopment in the municipality. Key points in the D.C. Background study regarding recreation facilities and services are as follows: • The Township offers nearly 123 acres (50 Ha) of parkland, which represents a level of service the level of service of about 4.2 acres of parkland and two parkland amenities (e.g., playgrounds, soccer fields, etc.) per 1,000 population. • The Township owns and manages five (5) facilities and shares the Frontenac Community Arena with Central Frontenac. • As of the last update, the growth-related costs of additional parkland development and recreation facility space (e.g., new splash pad, skateboard park, additional indoor recreation space, etc.) for the Township is $1,475,000. The allowable amount that can be recovered through the development charge amount is $1,111,213. The D.C. Background Study is due for an update (assuming that the Township maintains a desire for a 5year review). The relevance of the DC By-Law and supporting background study to the development of a consistent and financially sustainable policy for fee setting in the Township is that it signals the need for the Township to fund growth. As a result, the Township has the choice between maintaining the existing approach to cost recovery in the face of higher demands for recreational services or charting a new approach. That new approach would recognize that growth funding tools such as Development Charges do not cover operational or maintenance costs. As such a continuation of the existing approach would add capital assets without the necessary improvements in revenue generation to meet higher overall operating costs. The Township will always have the choice as to whether or not to seek higher cost recovery on new infrastructure, but this should also extend to consistent policies regarding facility use allocation policies. It should also be noted that because DCs pay for growth – to the extent that there is an existing infrastructure gap, the capital costs necessary to maintain existing facilities is not funded unless such funding is tax-supported, is obtained from reserves, or is achieved through grant funding.

4.8 Community Grant Policy (2014, updated in 2019) The Community Grant Policy aims to support and encourage community organizations, activities and events in the Township. The policy establishes an annual grant process. Funding for community grants is allocated annually in the Township’s operating budget. The grant program has four streams including Operating, Sponsorship, Capital and Community Asset. A brief description of each stream and maximum funding per grant are as follows:

The Operating Grant is up to $2,500.
The Sponsorship Grant of up to $2,500 supports events (i.e. music, food, etc.) that are open to the community and are free to attend. As an alternative the proceeds can be provided to a local charity.
Capital Grant up to $5,000 can be used for the acquisition, improvement or expansion of equipment or facility owned by the applicant. The applying organization must match the grant dollar for dollar.
Community Asset Grant up to $2,500 is awarded to community groups and organizations to projects that aim to improve or develop community assets. Examples include benches, signs,

Page 42 of 165

Township of South Frontenac Recreation Service Fee & Facility Allocation Policy

planters. The awarded organization is to provide further funding or in kind services associated with the project. These assets ultimately become property of the Township. The policy prioritizes new projects or groups. Previously approved projects or groups can apply again and may be approved for funding if their program or event is developing successfully. By-law No. 2003-90 – A By-law to Regulate the Use of Parks contains regulations for recreational facilities rental and has direct relevance to the fees and allocation project. Item 8 of the By-law permits District Recreation Committees (for Bedford, Loughborough, Portland, and Storrington) to levy fees for the use of municipal recreational facilities by private persons, teams, clubs or associations in case a cash or other benefit will accrue to the Community. The District Recreation Committees were dissolved and replaced with a single Township’s Recreation Committee. The By-Law No. 2003-90 needs to be updated to reflect the current situation and the new fees and allocation policies.

4.9 Other Parks and Recreation By-Laws and Regulations Other relevant parks and recreation By-Laws and studies include the following: Staff and Child Protection Protocol was developed to direct Township staff about how to protect the safety of staff, children and young people for their Swim and Day Camp program. South Frontenac Skate Park Feasibility Study, 2019 determined that Sydenham Point Memorial Park the preferred location for the skate park for BMX, rollerblades/roller skates and skateboards. Should the Township proceed with this project, allocation policy may apply to skatepark facility rentals in cases of organized community events, competitions, etc.

4.10 Recreation, Parks & Leisure Master Plan (2022) on Fees and Allocation Policies The 2022 Recreation, Parks & Leisure Master Plan provides guidance for maintenance and development of parks and recreation facilities and efficient provision of quality equitable services to residents. To achieve the Township’s strategic priorities of delivering cost-effective services and supporting growth that meets the community’s needs, the Master Plan identified the need for a comprehensive facility allocation policy and adoption of a formal user fees policy: “F9. Upon completion of the reallocation pilot and user fees policy adoption, develop and adopt a comprehensive facility allocation policy.” The Master Plan recommends that the Township develop a comprehensive facility allocation policy for outdoor scheduled facilities, including ball diamonds, rectangular playing fields, tennis courts, pickleball courts and stock sport lanes. The comprehensive allocation policy would need to • •

ensure that new organized field users are provided with facility time to support emerging programs/activities; and contribute to revenue generation by allocating time for tournaments.

The Master plan finds that the lack of a consistent approach and fees policy contributes to an inequitable community-wide system. In 2019, the revenue from fees represented 6.3%1 of operating costs, where revenue from user fees totaled just over $18,400, while the operating costs were close to $293,000.

This estimate generally aligns with the updated information the Township provided for this report.

Page 43 of 165

Township of South Frontenac Recreation Service Fee & Facility Allocation Policy

The Master Plan finds that Township residents favoured user fees to pay for recreation services over tax increases. Over the long-term “an approach to recovering a reasonable amount of costs from all users is essential to equitable cost distribution and to sustaining services”. This policy is to provide a framework for a consistent and transparent approach to establishing fees for using municipal facilities. The Township would then establish fees annually based on the principles, objectives and goals of the Policy. The Master Plan’s schematic approach to cost recovery is based on the extent of community benefit derived from recreation services and the level of subsidization. Currently the Township has several allocation policies, booking forms with user agreements and historic use agreements with four user groups. These are discussed in the following section. The Master Plan recommends the implementation of the recreation management software system. Such system will allow increase efficiency of data collection and facility management. The Master Plan recommends a two-year pilot project to reallocate outdoor facility uses and to adjust time allocation and scheduling in consultation with users of the diamonds, rectangular sports fields and net sport courts. The Master Plan recommends that the allocation of uses and time and fees should be in line with user fees and facility allocation policies. The implementation of this pilot project will require monitoring uses and documenting facility scheduling by type and hours of use. In conjunction with this pilot project, the Master Plan recommends the implementation of the recreation management software.

Page 44 of 165

Township of South Frontenac Recreation Service Fee & Facility Allocation Policy

5 Profile of South Frontenac User Groups The Township of South Frontenac keeps a list of user groups that use municipal indoor and outdoor facilities regularly. The list outlines the user groups and the indoor and outdoor spaces they book and use regularly. Types of User Groups • • • •

Some groups have a long-term agreement with the Township – facility use with certain conditions and obligations on both sides | or had such an agreement in the past (that needs to be revisited and renewed) Groups that collect fees report that the fees help to • •

offset costs to offer programs are re-invested in the community

Groups using same facilities have different needs The system overall is inconsistent and unsustainable given the goals of the Township to provide a high quality of facility care and maintenance. While some regular user groups pay for facility use, the majority of regular user groups do not pay. Some groups have user agreements with the Township, other groups do not have agreements. Some user agreements have been renewed recently, other agreements have expired but continue to be implemented. Rental fees have not been revised in the past 15 years. All this indicates that the Township subsidizes the use of its facilities. Furthermore, there is no clear guidance or understanding of how the Township decides which groups pay and which do not pay and what is the approach for new groups versus the existing established groups. Nearly 40 groups use indoor and outdoor facilities on a regular basis, of them only 8 groups or 20% pay for renting facilities. Further looking at the type of facility – indoor or outdoor: •

•

Out of over 20 groups that use the indoor facilities regularly, only 4 groups pay fees. The other groups use these facilities free of charge. This means that the Township subsidizes the use of facilities by the majority (80%) of these existing groups by providing access to facilities free of charge. Out of over 15 groups that use the out facilities regularly, only 4 groups pay fees. The other groups use these facilities free of charge. Hence, the Township subsidizes the use of facilities by the majority (60%) of these groups by providing access to facilities free of charge.

The system overall is inconsistent and unsustainable given the goals of the Township to provide a high quality of facility care and maintenance and as population growth occurs, will be expected to maintain that level of service. Costs will increase as new facilities are added to recreation services. The Township lacks a facility allocation policy that would allow adapting to these changes. Without fees, there is no valuation of the service, only recourse to the tax base – which include both users and non-users of the facilities and services.

Page 45 of 165

Township of South Frontenac Recreation Service Fee & Facility Allocation Policy

The table below summarizes user groups that use the Township’s indoor facilities regularly. Exhibit 10. User Groups: Regular Users of Indoor Facilities

Group Name 1 2

Greater Bobs and Crow Lakes Association Bedford Jam

User Profile Adults Adults

Southern Frontenac Community Services Corporation (SFCSC)

Adults

4 5

KFPL Sydenham Book Club

All ages Adults

Mindful Stitchery

Perth Road Crafters

Leland Helping Hand

Adults / Seniors Adults / Seniors Adults / Seniors Adults

12 EarlyON 13 Sunbury Open Mic 14 Storrington Retirees Association

Dog and Cranberry Lakes Association 10 TOPS 11 Bridge Card Group

15 16 17 18 19

VON Monday Night Euchre Storrington Fire Association Storrington Fire Department Painting Club

20 Exercise Group

Facility Use Uses Glendower Hall for AGM and Frontenac Frolic Hosts the Bedford Jam at Glendower Hall Serves seniors, low-income and atrisk households in South Frontenac Runs dinners clubs and seniors programs at township’s halls. The library frequently uses our halls Monthly book club hosted at the Sydenham Community Room Sydenham Community Room

Status (pay / do not pay) Y N N

N N Y

Hosted at Harris Park Hall in Perth Road Hosted at Harris Park Hall in Leland Helping Uses the Storrington Centre

Adults Adults / Seniors Children Adults Seniors

Uses the Storrington Centre Uses the Storrington Centre

N N

Used the Storrington Centre Uses the Storrington Centre Uses the Storrington Centre

Adults Adults Adults Adults Adults / Seniors Seniors

Uses the Storrington Centre Uses the Storrington Centre Uses the Storrington Centre Uses the Storrington Centre Uses the Storrington Centre

N N N (Service Agreement) Y N N N N

Uses the Storrington Centre

N N

Page 46 of 165

Township of South Frontenac Recreation Service Fee & Facility Allocation Policy

The following table summarizes user groups that use municipal outdoor facilities regularly. Exhibit 11. User Groups: Regular Users of Outdoor Facilities

Group Name

1 2 3

Sports Thousand Islands Minor Football Frontenac Soccer Association Storrington Minor Soccer

User Profile

Facility Use

Status (pay / do not pay)

Children / Youth

Plays at Sydenham Point Park

Adults

Organizing body for teams that play at Centennial Park Plays at Gerald Ball Park

Children / Youth

Frontenac County Minor Softball Association

Children / Youth

Adults

Kingston and Area Ice Stock Club MT Adventures

SHS Tennis Team

Youth

8 9

Frontenac Pickleball Club Sunbury Pickleballers Social/ Wellness Frontenac Society of Model Engineers Grace Social & Activity Centre (GSAC) Frontenac Farmers Market

Adults / Seniors Adults / Seniors

1 2 3 4

EarlyON

Adults

Adults Seniors Adults

Permanent track set up at Battersea Ball Park Frequently uses parks for seniors exercise programs Every Friday from May - October

N (Service Agreement) N (Service Agreement) N (No SA – fees waived for park use)

Frequently uses parks for children’s programs

Adults

Organizes Canada Day at Centennial Park Organizes Canada Day at Gerald Ball Park Organizes Canada Day at The Point in Sydenham Organizes Canada Day at Glendower Hall Held at the Battersea Ball Park Held at Centennial Park

2 3

Sydenham Canada Day

All ages

Glendower Canada Day

All ages

5 6

Battersea Pumpkin Festival B n B Memorial Car Show

All ages Adults

All ages

New club that hosts runs that start/ finish at the Township’s facilities High school team that plays at The Point in Sydenham Large PB club at Centennial Park Large PB club at Gerald Ball Park

Children

Events Harrowsmith Social & Athletic Club Storrington Canada Day

Organizing body for teams that play at Sydenham Point, Centennial Park, Bowes Park, Inverary Park, Battersea Park Plays at Centennial Park

N (Historic Agreement) Y

N Y Y

Page 47 of 165

Township of South Frontenac Recreation Service Fee & Facility Allocation Policy

6 Current Allocation Policies and Processes Currently the Township has two facility allocation policies: a net sport courts allocation policy and ice allocation for the arena. Although the arena is not in the scope of this analysis, the consistency of allocation policy needs to be established across all facilities. For booking and allocating time at other recreation facilities, the Township has booking forms with user agreements for indoor facilities, outdoor facilities, and separately for net courts. Additionally, the Township and four user groups have historic use agreements.

6.1 The Frontenac Community Arena Ice Allocation And Policy Manual The Frontenac Arena has an indoor ice allocation policy. The rates differentiate between the user type (e.g. youth / adults / schools), users’ place of residence, and primetime / non-primetime hours and twilight hours. The policy differentiates between groups and sets priorities for ice allocation: Ice Rental Priorities First choice will be given in the following order:

Groups from within the four Townships;
Groups from outside the four Townships but within Frontenac County; and
Groups from outside Frontenac County. The policy further sets priorities among the first priority group as follows: 1A. Ontario Minor Hockey Association (OMHA) and Ontario Women’s Hockey Association (OWHA) represented by our Frontenac Flyers Minor Hockey and Frontenac Fury Minor Hockey 1B. Sydenham High school Hockey Program Within Group 1, the ice time will be allocated in the following order:

Figure Skating; Public Skating; Leagues (Ladies Recreational Team, Over 50, Over 30, Men’s League); Local teams belonging to outside leagues but using the Frontenac Community Arena as home ice (Godfrey Coyotes); 5. Groups on a regular basis; and 6. Occasional renters. The policy states that the actual scheduling of ice time is subject to change for justifiable reasons. Whenever possible these changes will be negotiated but the final decision rests on the Arena Manager with Arena Board Approval. The Township has the Facility Rental Agreement that outlines rental terms and additional fees and charges (e.g., day rentals with bar, cleaning fees, etc.).

Page 48 of 165

Township of South Frontenac Recreation Service Fee & Facility Allocation Policy

6.2 Net Sport Courts Allocation Process (Allocation Policy Document) The Net Sport Courts Allocation Process document outlines goals and guiding principles of the allocation process for the Township’s public net sport courts to enable the Township’s staff “to make fair, equitable, and consistent facility allocation decisions”. The policy document outlines rental process, defines responsibilities of the Township and renters, identifies and prioritises user groups and provides a detailed description of facilities, their condition, and schedules. Provides inventory of Township’s facilities – net sport courts – with condition assessment and schedule. The policy identifies a priority schedule and six (6) user groups to grant access to facilities in a fair and equitable manner. Facility rental contracts are based on the following priority schedule: Priority 1: Township of South Frontenac program and events; Priority 2: Community Partners; Priority 3: Youth Resident User Groups; Priority 4: Adult Resident User Groups; Priority 5: Non-Resident User Groups; and Priority 6: Commercial Groups/ potential tournament hosts.

6.3 Historic Use Agreements The Township has four historic Use Agreements with user groups (as outlined below) and no agreements with other groups. One of the four existing agreement was (with The Frontenac Society of Model Engineer) was renewed in 2020. The other three agreements date back to the early 2000s. The Township continues to provide service as per these agreements (e.g. lawn maintenance). Some of the signatories have changed. For example, the Township has agreements previously signed with some of the District Committees that were dissolved. All District Committees were replaced with a single Recreation Advisory Committee but the agreements have not been revisited since the reform. The agreements continue to be in force, the Township continues to provide services. User agreements that are currently in place in the Township are as follows:

Lease Agreement Township of South Frontenac and The Frontenac Society of Model Engineers regarding the use of at the overflow parking lot at the Battersea Baseball Diamond (2020). The Frontenac Society of Model Engineers (FSME) is an incorporated non-profit entity created for the enjoyment of its members’ hobbies. The Township owns the overflow parking lot at the Battersea baseball diamond. The parties signed a five-year lease agreement allowing the FSME that allows the FSME to access and use the overflow parking lot at the Battersea Baseball Diamond. The annual rent or payment to the Township by FSME for the use of this land is the nominal sum of one dollar (CDN$1.00). The agreement was last updated in 2020.

Page 49 of 165

Township of South Frontenac Recreation Service Fee & Facility Allocation Policy

Agreement between Township of South Frontenac-Portland District Recreation and Verona Lions Club and Hartington/Verona Minor Softball Association with regard to the Verona Lions Club Ball Diamond (2009). The Verona Lions Club owns ball diamonds and the Verona Lions Mini Park at 4393 Verona Sand Road and provides these facilities for community use. The Club is responsible for maintenance of their facilities. Hartington/Verona Minor Softball Association or any other youth sport activity or association agrees to collect a $6.00 per child user fee per season at the time of registration commencing in 2010. Note: The Portland District Recreation Committee and other District Recreation Committees were dissolved, and a single Recreation Advisory Committee established. The agreement is in essence with the Township. The Township continues to provide the lawn maintenance.
A By-Law to Authorize an Agreement Between The Storrington Minor Soccer Club and The Township of South Frontenac (By-Law 2005-68). The Storrington Minor Soccer Club is granted preferred use of the soccer field for 10 years (2006

2016). The Township is to waive all user fees pertaining to minor soccer. To use the field and canteen, other organizations are to make advance arrangements and payment to the Storrington Minor Soccer Club. The Club will in turn make payment to the Township. The agreement establishes preferred use. The Minor Soccer Club has the first right of use of the soccer field on weekdays and weekends between May 1 and August 31 each year. Note: The Storrington District Recreation Committee and all the District Recreation Committees were dissolved and a single Recreation Advisory Committee was established. Therefore, the agreement in essence is with the Township. The agreement has not been reviewed or updated recently and is to be reviewed as part of the User Fee/Facility Allocation project.

Storrington Retirees Association and the Township of South Frontenac respecting the use of the Storrington Centre (Agreement signed in 2001). The Storrington Retirees Association (SRA) and The Corporation of The Township of South Frontenac have an agreement with regard to the use of the Storrington Centre by the SRA. The SRA formulates policies, rules and regulations relating to the administration, operation, maintenance and management of Storrington Centre. The agreement has not been updated since its signing in 2001. Note: The Storrington Centre has undergone significant renovations and expansion in 2022. The Rental of the Facility is currently between a representative of the various groups and the Township’s Booking Clerk as per the Township’s Hall booking form.

Page 50 of 165

Township of South Frontenac Recreation Service Fee & Facility Allocation Policy

6.4 Current Facility Booking Process and Fee Schedules for All Other Facilities Other recreation facilities do not have allocation policies. Facility bookings are managed by the Township through booking forms for all outdoor facilities (ball fields, soccer fields, park amenities, etc. ) and separately for all indoor facilities (community halls, meeting rooms, etc.). A separate booking form also exists for the net sport courts. Each booking form identifies types of facilities, rental rates, and provides a user agreement that users are to sign and submit to the Township to complete their booking. The facility schedule is provided in Appendix A.

6.4.1 Indoor Facilities: Current Fee Structure & Booking Process The indoor facilities fees apply to all indoor community spaces that include community centres and halls and community meeting rooms. The current fee schedule includes the distinction between residents and non-residents – where fees for residents are lower and non-residents pay higher fees. No fees apply to rentals for some community events (e.g., celebration of life events). The fee structure includes by hour rate, day rate and half a day that is the same for all community halls and meeting rooms. Additional fees apply if kitchen or AV equipment is included. There is an inconsistency in the schedule, whereby rending a community hall for four hours is more expensive than renting on an hourly basis. The current fee structure does not distinguish between the type of community events – e.g., activities for children or seniors vs. a wedding party (where participants are willing to pay a higher rate for a better facility as their alternatives include commercial facilities) or a commercial rental (no commercial rates). The current allocation does not factor in the level of service and quality of services facilities can provide (e.g., newer facility vs. older facility). The booking forms include rates and free allocation, but they do not include allocation information such as priority of use, do not differentiate by day (week day vs. weekend), or type pf use, etc. Exhibit 12. Summary of Township of South Frontenac Fees Schedule: Hall/Meeting Rooms

Hall/Meeting Rooms

Rental Rate (Excl. HST) Resident

Unit

Non-resident

Hall/Meeting Room (no kitchen)

$10

$20

per hour

Hall/Meeting Room with kitchen Hall/Meeting Room (no kitchen) Hall/Meeting Room with kitchen Sydenham Library Meeting Room with Audio Visual Equipment

$20 $50 $70 $20

$35 $85 $110 $35

per hour per 4 hrs per 4 hrs

Page 51 of 165

Township of South Frontenac Recreation Service Fee & Facility Allocation Policy

6.4.2 Outdoor Facilities: Current Fee Structure & Booking Process Other recreation facilities do not have allocation policies. Facility bookings are managed by the Township through booking forms for all outdoor facilities (ball fields, soccer fields, park amenities, etc. ) and separately for all indoor facilities (community halls, meeting rooms, etc.). A separate booking form also exists for the net sport courts. Each booking form identifies types of facilities, rental rates, and provides a user agreement that users are to sign and submit to the Township to complete their booking. The main characteristics of the current fee schedules for outdoor facilities are as follows: ▪ ▪ ▪ ▪

The current fee schedule includes the distinction between residents and non-residents; The fees schedule prioritises residents - fees for residents are lower than for non-residents; The current fee structure distinguishes between age groups, prioritising children and youth Fees apply per day / per participants / per tournament; and The fee schedule distinguishes between prime-time and non prime time uses.

The following exhibits summarize fee structure for indoor and outdoor facilities, net sport courts, programs, camps and events s as per the facilities booking forms currently in place in the Township. Exhibit 13. Summary of Outdoor Facilities Fees Schedule

Outdoor Facilities - Booking Fees

MINOR SPORT GROUPS Seasonal Participant User Fee (one-time fee) Tournament Fees Per Diamond/Field Per Day (7am-5pm) Per Night (5pm-11pm) ADULT SPORT GROUPS OR EVENTS Seasonal Fee (maximum 12 day/nights) Additional per over maximum Per Use (Diamond and/or Soccer Field and/or Park) Per Day (7am-5pm) Per Night (5pm-11pm) Additional fees: Exclusive Use of Gazebo/Pavilion Lights Per Night

Rate (Excl. HST)

Unit

Resident Fees

Non-resident Fees

per participant

$75 $75

$90 $90

per day per night

$200 $15

$300 $30

seasonal

$50 $50

$75 $75

per day per night

$50 $20

$75 $25

per night

Exhibit 14. Summary of Net Sport Court Fees Schedule

Outdoor Facilities - Booking Fees 2-hour, individual court rental

Rate (Excl. HST) Resident

Non-resident

$2.65

Unit court / 2 hours

Page 52 of 165

Township of South Frontenac Recreation Service Fee & Facility Allocation Policy

Exhibit 15. Summary of Fee Schedules for Programs, Camps and Events

Programs

Rate

Unit

Resident Day Camp* for children ages 4 - 12 / one-week sessions (July - August) Day Camp Weeks: 2-5, 7, 8 $ 125 Day Camp Weeks 1 and 6 (holiday pricing) Before and after care: Weeks: 2-5, 7, 8

$ 100 $ 25 Before and after care: Weeks 1 and 6 (holiday pricing) $ 20 Lifesaving Society Swimmer Program / two-week course sessions, Rate including HST Sessions 2,4,5,6 $ 62 Sessions 1 and 3 (holiday pricing) $ 53

per week per week per week per week per session per session

To sum-up the current facility booking system and time allocation process has several tiers including user fees, user agreements, and other arrangements. Different booking forms and fee schedules exist for different types of facilities. The booking process requires multiple steps such as finding relevant form on a website, submitting this form to the Township for booking, getting in touch with staff responsible for booking to confirm availability of facilities and later to confirm booking and singing the agreement in the booking form, etc. In addition to the existing booking process, historic use agreements exist with several user groups. The existing historic long-term user agreements represent an additional level of facility allocation that applies to some groups, whereby imply that some groups do not pay fees while groups that do not have user are to pay fees agreements pay fees. This multiple tier system is an insufficiently consistent and transparent way of allocating recreation facility time.

Page 53 of 165

Township of South Frontenac Recreation Service Fee & Facility Allocation Policy

7 Best Practice and Benchmarking This section summarizes allocation policies and fees in municipalities in the same geographic area as the Township of South Frontenac and of approximately similar size and level of service provision.

7.1 A Summary of Allocation Policies from Other Municipalities A review of allocation policies from several Ontario municipalities includes Town of Halton Hills Facility Allocation Policy, City of Kingston Allocation Policy and Guideline, City of Vaughan Allocation Policy, the City of Timmins Recreation Facility and User Fee Policy, City of Oshawa Sport Field and Outdoor Court Allocation Policy. The review demonstrates that allocation policies commonly comprise of the following sections: • • • • • • • • • • •

Policy Background; Definitions; Values or Principles; Purpose of the policy / Goals; Priority use allocations: establishing priority order for types of user group combines with a type of activity or event; New Requests / New Users; Facility Availability and Allocation Criteria (including situations when demand for facilities exceeds supply); Booking guidelines; Insurance requirements / coverage; Facility cancellation (by a user group and a municipality); and A statement about rates and fees.

The following is a more detailed description of each section. Definitions Clarity of terms is important for making fair and transparent facility allocation decisions. Allocation policies include definition as an appendix or a section that explain terms used in the policy such as “local resident or group” / “non-local residents”, “prime time use” / “non-prime time use”, etc. Values or Principles Examples across municipalities include the following principles for allocation: • Safety and Efficiency: Safe and efficient operation and maintenance of quality recreation facilities; • Fair allocation of time and appropriate facility access for a variety of community users; • Supporting community involvement: supporting user groups and volunteer development; • Fairness and equity: Example from a Town of Halton Hills policy: “Every resident in the municipality regardless of age, gender, race, income and ability has a right to reasonable and equitable access to facilities and parks owned and controlled by the municipality”; and • Defining priorities of access priorities based on the municipality’s expressed values.

Page 54 of 165

Township of South Frontenac Recreation Service Fee & Facility Allocation Policy

Purpose of the Policy or Policy Goals A statement of the purpose of an allocation policy, what the policy aims to achieve, what facilities it applies to (e.g., facilities owned, leased, operated and/or scheduled by a municipality), and the criteria by which decisions regarding the allocation of available facility space and amenities would be made. All policies establish priority use allocations to guide municipal staff in making fair facility allocation decisions. Policies outline Priority Schedule, Category of Users and Associated Fees allocation policies guide municipal staff in the facility booking process. These categories are discussed in more detail below. Priority use allocations – establishing priority order for user groups/users Allocation policies identify priority based on the type of user (e.g. local senior’s group, local minor sport group, local adult sport group, etc.) and the type of activity or event (e.g. community events, tournaments, for-profit functions, etc.). Based on the summary of several policies, user types can be summarized as follows (organized in the order of decreasing priority): Priority #1 Local user groups 1. 2. 3. 4. 5.

Minor organizations / programs / activities / sport programs; Youth programs / activities / sports programs; Seniors activities /programs / sport programs; Adult organizations activities / programs/ sports programs; and Local residents – private functions (e.g., birthday celebrations, celebrations of life, parties, etc.)

Additionally previous year users get priority based on the previous year utilization data. ** Activities-based allocation for new local user groups is based on the above priority order. Priority # 2. For profit / commercial uses Priority # 3. Non-local residents / groups Facility Availability and Allocation Criteria Policies describe when facilities In general terms when are available and not available (e.g. facilities are not available on some statutory holidays, etc.). If facilities are available during some holidays – policies state if special rates apply. Allocation Criteria In addition to prioritizing types of user groups and activities, all policies establish priority use allocations to guide municipal staff in making fair facility allocation decisions. This includes allocation of facilities during prime-time hours vs. non-prime time. For example: • registered minor organizations and municipal children/youth programs may be allocated facility time to a maximum of 85% of available prime time; • for every 10 hours of prime time allocated, an organization must take one hour of non-prime time.

Page 55 of 165

Township of South Frontenac Recreation Service Fee & Facility Allocation Policy

Allocation when demand for facility exceeds availability Allocation policies generally state criteria to guide municipal staff in making decisions when demand for a facility exceeds availability. Additional conditions may apply. The following are a few examples from existing allocation policies: • • • • •

increasing number of participants per user group; combining practice of similar groups; allowing only one team from the same organization; local residents must be accommodated before non-local residents; adult time may be reduced, etc.

All policies include booking guidelines, insurance requirements / coverage, and rules that apply in case of facility cancellation by a user group and by the municipality. Allocation policies include a statement about rates and fees. Municipalities that have allocation policies annually establish a schedule of rates and fees in the form of a by-law (e.g. Kingston, Timmins, Greater Napanee, etc.) These fees may be based on budgetary requirements, market trends, and/or other needs for facility operation and maintenance. In the example of a user fee policy, the City of Timmins Facilities and User Fees Policy outlines an approach to user fees, including the following priorities fostering sports and healthy life style, prioritizing recreation for children, youth and seniors. Upholding the principle of fairness, the Policy establishes a principle for differential pricing. The policy also includes an approach to subsidy.

7.2 Benchmarking: Fee Comparison Benchmarking, or comparing current recreation fees in the Township of South Frontenac to fees in other municipalities, can provide useful information with regard to what kind of fees different municipalities have and if they have similar fees – how they compare to each other. Such comparison, however, should be used for information only rather than guide any decisions as recreation facilities and their management and maintenance costs vary across Ontario municipalities. The following comparison of community hall rates for residents (before HST) demonstrates that South Frontenac is among the municipalities that charge lower per hour rate for the use of community halls. However, this comparison does not factor in the quality or size of community halls or differentiate by the type of use (community, non-for profit, or for-profit).

Page 56 of 165

Township of South Frontenac Recreation Service Fee & Facility Allocation Policy

Exhibit 16. Comparison of Community Hall Rates (Per Hall / Per Hour)

Community Hall Rates

Rate for Local Residents – Use per Hall per Hour

South Frontenac

$10.00

Gananoque

$20.60

Loyalist Township

$20.00

Deseronto

$26.00

Quinte West

$36.00

Belleville

$37.00

Port Hope

$20.00-35.00

Tyendinaga

$40.00

Prince Edward County

$55.00

Comparison of rates for sport fields demonstrates, for example, that South Frontenac fees for minor sports groups tournaments are lower than in Belleville but higher fees than in other municipalities. Adult rates per day ore ball diamond or soccer field are lower in south Frontenac than in Belleville or Quinte West and Kingston, similar to Tweed, and higher than in Tyendinaga. This comparison does not differentiate for prime time / non-primetime use and other important considerations.

Quinte West

Tyendinaga

Tweed

Kingston

$150

$224

$79

$45

$60

$84

$170

$310

Per Use (Diamond and/or Soccer Field and/or Park) Per Day (Unlit)

$100

$280

$141

Per Day /lights

$120

$366

$149

Outdoor Facilities - Field Sports

South Frontenac

Belleville

Exhibit 17. Comparison of Sports Field Rates

MINOR SPORT GROUPS Seasonal Participant User Fee (Per Participant one time fee) Tournament Fees Per Diamond/Field (Per Day) unlit Tournament Fees Per Diamond/Field (Per Day) with Lights ADULT SPORT GROUPS OR EVENTS

$129

$65

$100

$188 $290

Page 57 of 165

Township of South Frontenac Recreation Service Fee & Facility Allocation Policy

8 Consultation Process and Outcomes 8.1 Consultation Process Consultations with user groups were conducted to ensure that the fee and allocation policy framework are informed by the current and future needs, efficient, equitable, sustainable, and transparent. Consultation process comprised a dedicated project website, an online user group survey and an in-person meeting, interviews with internal stakeholders (Township staff and Councillors) and external stakeholders.

31 Group

35 User Groups Informed & Invited

participated (incl. new groups)

The Township shared information about the project and engagement opportunities with 35 groups that regularly use municipal facilities. Additionally, we have received survey responses from several new groups (e.g. several new pickleball groups responded). A total of 31 group participated in the consultation process (survey, in-person meeting or both). Exhibit below shows the groups that participated in the Survey and in-person meeting or both. Additionally, information about the project was posted on the Township’s engage website. The website had 333 visitors of them 101 visited multiple project pages and 11 visitors used engagement tolls: 10 visitors contributed to ideas and 1 person asked questions.

Page 58 of 165

Township of South Frontenac Recreation Service Fee & Facility Allocation Policy

8.2 Consultation Participation

User Groups Meeting

15 User groups, including:

Social support groups: Storrington Retirees Association (SRA), Helping Hand, Seniors Dinner, and TOPS.
Art groups, Events, and interest groups: Art group, Bridge Club, Book Club Crafters, Exercise Group, Famers Market, and Music Jam (different locations).
Sport groups: Storrington Minor soccer, Minor soccer, Sport Stock Club, Pickleball, Frontenac soccer.

Page 59 of 165

Township of South Frontenac Recreation Service Fee & Facility Allocation Policy

8.3 Consultation Outcomes 8.3.1 User Groups Online Survey Results The online user group survey was launched on May 22 via direct email invitations sent to the user groups by the Township. The survey was open for just over one month until June 25. The Township developed a list of user groups and sent an invitation email all these groups. The survey opening pages provided information about the project, an introduction to the survey and an explanation that participation of user groups is very important. Follow-up emails were sent to remind about the survey and its closing date. A total of 35 groups were informed and invited to participate in the survey via direct email (including 15 indoor and 20 outdoor groups). We received responses from 32 user groups. Some of these user groups were not in the Township’s list (e.g. 7 different pickleball groups), presumably the survey was forwarded and reached more user groups. The following is survey outcomes at a glance.

Recreational or social activity (non competitive; participation for its own sake)

75%

Community recreational sport or cultural activities (programmed, local community emphasis )

41%

eisure (minimal programming)

25%

Competitive sport (programmed with an elite component; regional or provincial emphasis)

13%

20%

40%

60%

80%

Page 60 of 165

Township of South Frontenac Recreation Service Fee & Facility Allocation Policy

56 41

increased remained relatively stable decreased

Total: 32 responses ncrea s ed

ecrea s ed

Sta yed rel a tivel y s ta bl e

58%

n a weekl y ba s i s

Severa l times a month (but not e ve ry we e k)

A few times per year/s eas on (but not neces s a ri l y every month)

29%

10%

nce per yea r/s ea s on 3% Sea s ona l fa ci l i ty us e

ea r Round fa ci l i ty us e

20%

40%

60%

Page 61 of 165

Township of South Frontenac Recreation Service Fee & Facility Allocation Policy

verall quality of the facility

38%

47%

Maintenance of facilities

38%

44% Poor

Functionality of the space for your group

22%

Convenience of location for your members

28%

69%

Availability (ability to book su cient and convenient time)

28%

66%

Average

69%

Good

20%

40%

60%

Excellent

80%

100%

Page 62 of 165

Township of South Frontenac Recreation Service Fee & Facility Allocation Policy

Out of 32 groups: 66% charge fees / 34% do not 11%

44% of groups pay fees / 56% do not

Yes Out of 18 groups that currently do not pay fees 56% (n=10) in principle would be willing to pay a nominal user fee or rental rate for their current use of facilities/parks. Yes (n=2) and Maybe (n=8).

44%

No 44%

Maybe

44% (n=8) would not be willing.

Later in the Survey, all participants were asked if their group would consider paying a user fee or rental rate for an improved facility. All participants responded (n=32), of them 75% answered Yes (n=12) or Maybe (n=12) and 25% (n=8) answered No.

Page 63 of 165

Township of South Frontenac Recreation Service Fee & Facility Allocation Policy

8.3.2 User Groups Meeting Outcomes at a Glance User Group meeting participants (user groups and individuals) discussed the most important considerations in establishing allocation polices that manage access to facilities/fields. The following is the summary of key issues discussed during the meeting with user groups. Detailed meeting notes can be found in Appendix B. 8.3.2.1 Priority Access The first consideration was priority access. Meeting participants agreed that there should be priority access for residents of South Frontenac and existing regular users. Some groups should be prioritized within the priority group of Township residents (e.g., children, youth and seniors). Community wellness and health activities should be prioritized over commercial functions. Some priority should be given to paying groups, especially in newer bigger facilities, but not to an extent to minimize community activities and events. Regular users should have the same access as they have currently or have had historically. How to decide if similar types of groups want to use the same facility at the same time. For example, two youth sport groups may want to use the same field at the same time or a pickleball and a tennis group may want to use the same multi-use court. User groups agreed that individual user group access agreements that user agreements are an effective tool, they are essential, and all regular users should have such agreements. User agreements would be helpful in terms of time allotments and fees that are affordable and reasonable. 8.3.2.2 Considerations in Setting Fees For the meeting participants important considerations in setting effective, multi-year municipal recreation fees include the following: • • • •

Maximizing how well the facilities are used; Supporting user groups; The intrinsic value of the asset and expected level of capital investment; and Affordability for end-users.

All discussion groups were in favour of distinguishing between types of use or types of users in developing policies on access and fees for facilities of the same kind and quality. For example, allocation policies should distinguish between new facilities/facilities that undergo major renovations and other facilities. Participants noted that fees should not be introduced or increased for groups that use and maintain facilities (e.g., sport fields), for example as some groups do under existing user agreements. Achieving a pre-determined level of cost recovery and looking at comparable rates in neighbouring municipalities are not important factors. 8.3.2.3 Willingness to Pay Higher Fees for Better Facilities Meeting participants discussed whether in principle they would be willing to pay an increased fee for improved facilities. Opinions on this matter split. Half of the discussion groups would not consider fee increase. The other half would consider somewhat increased user fees for a nicer and newer facility and a better location or if maintenance of courts and fields is improved, lighting provided, etc. It was also noted that user fee increases could be considered for facilities that are in higher demand and have a potential to generate revenue, for example top line fields.

Page 64 of 165

Township of South Frontenac Recreation Service Fee & Facility Allocation Policy

8.3.2.4 Other Important Considerations Participants noted that historically and today, residents have been spending time and energy as volunteers to get to where the groups and activities. Keeping facilities accessible and affordable for local groups and residents could help in addressing the current challenges of attracting volunteers and younger participants of user groups and activities.

Page 65 of 165

Township of South Frontenac Recreation Service Fee & Facility Allocation Policy

PART B. FINANCIAL ANALYSIS

Page 66 of 165

Township of South Frontenac Recreation Service Fee & Facility Allocation Policy

9 Cost Recovery 9.1 Methodology for Estimating Annual Cost Recovery by Municipal Facilities The following analysis provides results of the estimation of operating costs and operating revenues associated with each of the municipally owned and operated facilities in the Township. It is important to recognize that this detailed financial information was obtained by special request and is not published by the Township as part of its accounting which rolls information up to a department level as opposed to individual facilities. The following assessment provides valuable insights into the variation in cost recovery by location, and the degree to which some locations are evidently more significant in terms of their usage compared to others. By combining all of this information, guided by the goals and objectives of the Township’s Recreation Master Plan, this enables a picture not only of cost recovery but cost-benefit (or value) to the community as a whole. Ultimately this is the goal - to match the benefits that arise from the provision of recreation services and the facilities against the costs which are often borne by the taxpayer in addition to the payment of user fees. As noted in the following analysis, the recreation facilities of the Township are almost entirely tax supported. Several definitions are important in this analysis: ▪

Direct operating costs and revenues o

▪

Indirect costs o

▪

Direct operating costs and revenues represent those annual operating expenditures and revenue from the purchase of services (registration for programs, drop-in activities, or payment of other fees). These are the costs involved in running a program such as a day camp, a swim program, fitness class or other such activity. These costs do not include those related to the operation of the buildings or the fields on which and in winter activities take place. A review of the cost recovery of Township programs and fee setting is not within scope of this report.

Indirect costs are the costs associated with the facilities necessary to operate programs and services. This includes all of the building - related operating costs well as any staff involved in operating the building as opposed to the direct provision of program activities. In the case of a community hall, this includes the cost of custodial services to ensure the daily maintenance of the premises, as well as all building utilities, insurance and other assigned operating costs to the asset. Indirect costs can also include life cycle capital expenses in terms of the annual payments to a reserve fund from operations to enable future capital expenditures.

Corporate overhead cost o

Corporate overhead costs represent a wide range of municipal operating costs related to the management of a portfolio of facilities and services/programs overall as well as overall management of the municipal corporation which involves budget setting, administration, legal services, etc. This corporate overhead includes all senior management staff as well as potentially centralized customer support staff involved in administering recreation bookings and events.

Page 67 of 165

Township of South Frontenac Recreation Service Fee & Facility Allocation Policy

The analysis of direct and indirect costs was based on recorded annual line items by location. In addition, discussion with municipal managers enabled us to estimate the amount of corporate overhead expressed as a percentage of existing costs by location. That figure was set at 15% of identified direct and indirect costs.

9.2 Overall Cost Recovery and Recreation The Township of South Frontenac provided detailed operating costs and revenues for the provision of recreation services as a whole including costs borne by the Township for its share of operating costs and deficit liability for the Frontenac Community Arena. As the arena is not within scope, those costs have been removed from the exercise, leaving a picture of overall costs and revenues associated with the annual operations of recreation services and facilities in the Township over the period from 2018 to 2023. On the revenues side, this includes all revenues of a general recreational nature as well as those revenues which are either programs specific or facility specific through the rental of indoor and outdoor space at each of the Township’s community center locations. This also includes Canada Day and any other revenues demarcated as pertaining to recreation. While programs are out of scope, this sets the context that cost recovery for recreation is aided by the operation of programs which provide revenue to offset facility costs. On the cost side this includes all direct and indirect costs associated with the operation of programs and facilities over the same but excludes any expenditures which are itemized as part of the capital budget of the Township. Exhibit 18. Cost Recovery (Excluding Capital an FCA)

2018

2019

2020

2021

2022

2023 YTD (July)

Operating Revenues Operating Expenses Sub-Total Net Operating Income (NOI) for Direct and Indirect Costs and Revenues Corporate Overhead Total NOI

-$109,233 $561,169 $451,936

-$104,562 $621,991 $517,429

-$10,418 $477,520 $467,102

-$17,965 $566,918 $548,953

-$108,718 $815,675 $706,957

-$103,188 $483,973 $380,785

Average 2018, 2019, 2022 -$107,504 $666,278 $558,774

$84,175 $536,111

$93,299 $610,727

$71,628 $538,729

$85,038 $633,991

$122,351 $829,308

$72,596 $453,381

$99,942 $658,716

Cost Recovery (Income as % of Total Costs)

17%

15%

12%

19%

14%

This level of cost recovery is low even for a rural township. Whereas larger urban centres can often achieve cost recovery between 40% and 50% rural townships may not achieve those numbers. However, it is clear from the review of financial performance that it is the revenues to the municipality that are quite modest and are a direct result of the approach that the Township has taken over the period of its existence since 1998 with regard to the collection of fees and the establishment of policies in this regard.

Page 68 of 165

Township of South Frontenac Recreation Service Fee & Facility Allocation Policy

It would be tempting to conclude that with that if the arena were included in the analysis, costs recovery for arena’s being typically north the 50% would improve the performance. However, the Township’s contribution to the operations of the arena remains on the cost side of the ledger and involve both the contribution of staff costs as well as cost sharing of operating deficits. Regardless, the per capita expenditure on recreation in the Township is significantly below that for the Province as a whole: $33 per capita (average for 2018, 2019 and 2022) compared to an approximate average in the Province as a whole (2017-2018) of $135 per capita. As a rural township a much lower level of expenditure is to be expected, and is also a reflection of the ability for residents to utilize recreation facilities and programs available in the City of Kingston.

9.3 Costs and Revenues by Individual Facility The following financial reporting provides annual operating costs and revenues for individual recreation facilities in the Township. This information is provided for 2022 and 2023 and comprises operating revenues, direct and indirect operating costs, as well as an allocation for corporate overhead to arrive at a total order of magnitude estimates of that operating position for each individual facility. It should be pointed out that this is not reporting that is typically provided as part of official public reporting by the Township but is part of the analysis that was requested in order to drill down to the level of individual facilities. ur purpose for doing so is not to dentify “underperforming” community centers and parks but to understand the nature of these facilities in terms of both the costs involved in maintaining them and the degree to which the facilities generate revenues. It is not to determine that there is a need to increase revenues in any particular location but through an understanding of how these facilities are operated and used, it feeds into an appropriate policy making process in Part C of this Report.

9.4 Utilization Utilization - that is information on booked hours in each facility and for each sports field understudy represents partial data. As we understand it, there is a limitation on the availability of booking data for certain facilities whilst information is far more complete for other locations in (generally the larger facilities) such that we can calculate the level of utilization against the operating costs and annual revenues for these assets. Using the Township’s utilization data available for indoor and outdoor facilities, Sierra estimated utilization of each facility (subject to data availability). The methodology includes: •

Estimating total hours based on the operational hours of facilities;

•

Summing up annual utilization data for all users based on the actual annual bookings for 2018-2023;

•

Dividing booked hours by allocated (actually available) hours to estimate the level of utilization; and

•

Estimating cost by utilized hour.

This methodology was applied to estimate utilization of each bookable municipal facility where utilization data was available as is demonstrated below.

Page 69 of 165

Township of South Frontenac Recreation Service Fee & Facility Allocation Policy

9.4.1 Indoor Facilities Utilization The two larger indoor facilities Storrington Centre and Glendower Hall are the two larger and most used community spaces. Particularly the recently renovated Storrington Centre. Before the renovations in 2018 and 2019 the utilization levels were at 36% and 32% . Following the renovations in 2022, the first half of the year 2023 demonstrated 23% utilization of available hours. This data is based on the Township’s booking system and may not include some of the uses that are based on the user agreements. Small municipal community spaces within the scope of this analysis comprise a) those that are part of larger facilities, and b) those that are stand-alone buildings. Facilities in category (a) included in this analysis is Princess Anne Community Centre. Small municipal facilities in category (b) include Harris Park Hall, Fermoy Hall, the McMullen Beach, Sydenham Point Memorial Park, Gilmour Point Beach buildings. Sierra analysis demonstrates that Prince Ann Community Centre and Sydenham library are used on average 14% and 18% of the time respectively. Glendower Hall utilization is estimated on average at 6%, with the highest 11% in 2018.

Exhibit 19. Ball Park Utilization – Indoor Facilities

UTLIZATION Allocated hours Utilization Utilization as % of allocated hours COST BY UTILIZED HOUR

STORRINGTON CENTRE Average 2018, 2019

GLENDOWER HALL Average 2018, 2019, 2022

PACC Average 2018, 2019, 2022

SYDENHAM LIBRARY Average 2018, 2019, 2022

5,150 1,757

5,150 334

5,150 416

5,150 903

34%

14%

18%

$17

$163

$18

$32

Page 70 of 165

Township of South Frontenac Recreation Service Fee & Facility Allocation Policy

9.4.2 Parks, Diamonds and Sports Field Utilization Centennial Parks and Sydenham Point Beach Park (the Point Park) and memorial parks most often. Fewer residents use ball parks (e.g., Inverary, Battersea, Gerald Ball, Dave Bowels Ball park). On average ball park utilization in the Township is estimated at 14 %. Compared to this average, performance by individual park is estimated as follows: • • • •

Inverary Ball Park, Centennial Park, and Battersea Ball Higher have the average utilization levels; Higher utilization is estimated at Bowes Park Ball Fields was 37% on average (in 2018-2023) with the high of 44% in 2018; Wilmer Ball Park is the least used with the highest average cost by utilized hour of $600 in 2019; Glendower Ball Park is not booked and used for community drop-in only.

The following exhibit provides a summary of utilization data by ball park.

Exhibit 20. Ball Park Utilization – Outdoor Facilities

UTLIZATION Allocated hours Utilization Utilization as % of allocated hours COST BY UTILIZED HOUR

WILMER PARK BASEBALL FIELD Average 2018, 2019, 2022

BOWES PARK BASEBALL FIELD Average 2018, 2019, 2022

BATTERSEA BALL PARK Average 2018, 2019, 2022

CENTENNIAL PARK Average 2018, 2019, 2022

Average 2018, 2019

2,520 16

2,520 921

2,520 179

2,520 257

2,520 330

INVERARY BALL PARK

37%

10%

13%

$600

$10

$392

$159

$19

GLENDOWER BALL FIELD Average

No booking Community Drop-in

Page 71 of 165

Township of South Frontenac Recreation Service Fee & Facility Allocation Policy

9.5 Cost Recovery The resulting cost-recovery for those in-scope facilities is presented below. Exhibit 21. Summary of cost recovery for municipal recreation facilities under review, 2018-2023 (excluding both Canada Day revenue and cost and revenue from municipal programs)

2018 REVENUES Total Direct and Indirect Costs including Overhead Costs Net Cost Cost Recovery, %

2019

2022

-26,457 285,765

-27,722 309,845

-36,971 429,254

AVG 2018, 2019, 2022 -30,383 341,621

248,491 9.3%

269,431 8.9%

373,264 8.6%

297,062 8.9%

For each facility, the following tables show the following: • • • • •

Operating costs and revenues by facility; Utilization (hours used) by facility; Booked hours that include payment of a fee (revenue generating); Booked hours that do not include revenue generation; and Total costs and revenues for all facilities combined.

Page 72 of 165

Township of South Frontenac Recreation Service Fee & Facility Allocation Policy

Exhibit 22. Example of Break-Out Between Indoor and Outdoor Facilities: Paid Hours, Costs and Revenues

YEAR 2018

Indoor Facilities STORRINGTON CENTRE GLENDOWER HALL / BEDFORD MUN. SYDENHAM LIBRARY PRINCESS ANNE COMMUNITY CENTRE (PACC) HARRIS PARK HALL FEMROY HALL Total Direct and Indirect Cost Total Cost with Overhead

2018 Facility Revenue

2018 Facility Cost

357

$6.17

-$2,202.00

$27,716.01

220 150

$5.79 $21.94

-$1,274.00 -$3,291.00

$30,816.97 $31,348.50

168 112 No data

$18.85 $11.56

-$3,167.00 -$1,295.00 $0.00

Paid Hours Outdoor Facilities WILMER PARK BASEBALL FIELD BOWES PARK BASEBALL FIELD BATTERSEA BALL PARK CENTENNIAL PARK* INVERARY BALL PARK THE POINT PARK (Soccer Field) TETT PARK GILMOUR POINT BEACHPARK MCMULLENN PARK BEACH DAVIDSON BEACH PARK GLENDOWER HALL BALLFIELD GERALD BALL-SUNBURY PARK MILL POND LATIMER PARK Total Direct and Indirect Cost Total Cost with Overhead 15%

Revenue per hour

Paid Hours

Revenue per hour

0 286 160 423 208 39 No data swim programs camps not included in the analysis

$23.82 $8.69 $5.96 $13.75 $36.09

$13,594.05 $8,488.58 $853.32 $112,817.43 -$11,229.00 $129,740.04 2018 Facility Revenue

2018 Facility Cost

$0.00 -$6,812.02 -$1,390.00 -$2,517.00 -$2,861.00 -$1,407.67 $0.00 $0.00 -$55.45 $0.00 -$7.00 -$178.00 $0.00 $0.00

$10,465.54 $11,614.70 $7,294.53 $22,605.29 $3,961.00 $44,649.74 $2,835.72 $5,510.79 $10,771.77 $2,709.85 $221.00 $10,279.49 $455.00 $2,299.61 $135,674.03 -$15,228.14 $156,025.13

TOTAL 2018 REVENUE / COST

-$26,457.14 $248,491.46

Total Cost with Overhead 15%

$285,765.18

Page 73 of 165

Township of South Frontenac Recreation Service Fee & Facility Allocation Policy

Exhibit 23. Example of Break-Out Between Indoor and Outdoor Facilities: Distribution of Paid and Non-paid Hours

YEAR 2018 Indoor Facilities STORRINGTON CENTRE GLENDOWER HALL / BEDFORD MUN. SYDENHAM LIBRARY PACC HARRIS PARK HALL FEMROY HALL Total Hours Paid / Unpaid Hours as Percent of Total Hours

Outdoor Facilities WILMER PARK BASEBALL FIELD BOWES PARK BASEBALL FIELD BATTERSEA BALL PARK CENTENNIAL PARK INVERARY BALL PARK THE POINT PARK (Soccer Field)

Total # Hours Facility was Used 1,813 285 751 715 366

357 220 150 168 112 No data

3,930

1,007

100%

20% 77% 20% 23% 31%

Unpaid Hours %

Unpaid Hours

1,456 65 601 547 254

Paid Hours

20 1,097 250 681 360 280

0 286 160 422 208 39

80% 23% 80% 77% 69%

2,923 26%

Total # Hours Facility was Used

TETT PARK GILMOUR POINT BEACHPARK MCMULLENN PARK BEACH DAVIDSON BEACH PARK GLENDOWER HALL BALLFIELD GERALD BALL-SUNBURY PARK MILL POND LATIMER PARK Total Hours Paid / Unpaid Hours as Percent of Total Hours

Paid Hours

Paid Hours as % of Total Hours Used

Paid Hours as % of Total Hours Used 0% 26% 64% 62% 58% 14%

74% Unpaid Hours %

Unpaid Hours 20 810 90 258 152 241

100% 74% 36% 38% 42% 86%

No data swim programs camps swim programs camps

2,688 100%

1,116

1,572 42%

58%

Page 74 of 165

Township of South Frontenac Recreation Service Fee & Facility Allocation Policy

PART C. FEE AND ALLOCATION POLICIES & RECOMMENDATIONS

Page 75 of 165

Township of South Frontenac Recreation Service Fee & Facility Allocation Policy

10 Recommendations for Policy Development 10.1 Balanced Cost Recovery as an Outcome Rather than a Policy In recreation services, the direct and indirect costs borne by the municipal provider are typically paid for through a combination of user fees and property tax revenues. The balance between these sources – the extent to which costs should be covered by user fees – varies significantly between programs and types of facilities. It also varies depending on the ways in which municipalities choose to subsidize different users often, but not always, codified into policies and resulting fee schedules. As a result of these differences, the overall levels of cost recovery for individual municipalities can vary. However, those that are larger, more urban and which have a full range of indoor and outdoor facilities, and which offer a range of programing, overall annual cost recovery in operations can be in the range of 40% to 50%. These are rough numbers and best describe a core of mid-sized municipalities that have adopted the principle of a balanced approach between user-pay and tax support. The cost recovery in the Township of South Frontenac is low, reflective of several influences:

The legacy of pre-amalgamation whereby community recreation was a community volunteerbased. That in-kind support negated the need for a revenue-driven model of service provision, and municipal assets were deemed necessary investment for community well-being. This sentiment remains relevant today, albeit with modifications per the recommendations which follow;
The limited range of facilities provided – community halls and fields for the most part. Typically, fields are often priced well below the cost to operate;
Historic use agreements that limit the requirement for the payment of fees. The recommendations of this report do not include an unsustainable increase in fees to increase the cost recovery of services to an arbitrary target range, nominally comparable to other municipalities. A more realistic approach is required given the mapping-out in this report (for the first time) as to cost recovery for specific facilities. It should therefore be recognized that cost-recovery is an outcome of other drivers - good decisionmaking and adherence to standardized policies and practices by the municipality; For South Frontenac, a cost recovery target range cannot reasonably be the only goal. Set the pre-determined target too high, and this risks significant and wholesale changes to the relationship with key user groups. These groups provide services, programs, neighbourliness and companionship, volunteerism and civic leadership. Accordingly, the following recommendations ensure that balance is maintained.

Page 76 of 165

Township of South Frontenac Recreation Service Fee & Facility Allocation Policy

10.2 Why User Fees Matter The principle that fees are charged for the provision of municipal services is critical the entire process of establishing an acceptable level of service in recreation services over time. Exhibit 24. Explanation of Cost to Comprise Fee

The establishment of fees is not merely to generate a revenue line item and cost recovery – it signals a level of service that is a benefit to those who receive the services. The higher the cost, very likely the higher the level of service. To receive these services entirely on the tax base, or to demand high levels of subsidy, speaks to the question of what level of service is sustainable. The Township provides a high quality of facility care and maintenance and as growth occurs, will be expected to maintain that level of service. Costs will rise – in absolute and relative terms – as new facilities are added to recreation services. Unless revenues are increased, cost recovery will drop while service standards rise. This is unsustainable. It is recommended that the existing premise of high access/low or no fee for Community Groups is replaced with a cost recovery model that requires all users to pay. This alone will ensure an increase in cost recovery of significance while not increasing significantly the fees charges per hour of facility use. Without fees, there is no valuation of the service, only recourse to the tax base – which include both users and non-users of the facilities and services. Fees also signal certain rights. Without the payment of fees, the relationship with the service provider is out of balance. Where fees are paid, and are a reasonable response to the costs of delivering services, the duty to maintain services to a standard is set and the users understand the costs involved. This report has outlined these various costs – they include a range of considerations including the fact that built assets require a capital reserve to be established to meet lifecycle costs over time.

Page 77 of 165

Township of South Frontenac Recreation Service Fee & Facility Allocation Policy

10.3 Recommendations A: ACHIEVING CERTAINTY

The Township should adopt both a user fee policy and a facilities allocation policy. Both should be established as by-laws.
A revised schedule of fees should be established which includes fees that will apply in the current year as well as each of the following years (i.e. a fee schedule for a three (3) year period).
Fees should be subject to annual increases based on the Township’s preferred choice of escalation metric (for example the consumer price index). For consideration, we suggest that the escalation rate in place for other municipal services, levies and charges, such as Development Charges, be further assessed for its applicability to recreation facility fees which are borne of operating rather than capital costs.
The fee schedule should be reviewed and approved on an annual basis and to roll forward the fees for an additional year, so that there is always a 3-year schedule of applicable fees.
The fees charged should include a provision for capital reserve contributions. This should be added as a percentage surcharge onto the user fee.
Establishing the concept of universality of fees (everyone pays), it is easier for the municipality to phase in fees for those who currently receive a higher standard of service (i.e. pay low or no fees), while setting a clear and certain policy that the use of the facilities should be based on full payment of fees owing. B: ACHIEVING TRANSPARENCY
By taking on board the policies governing fee setting, subsidization and allocation of time, the Township will have a transparent process. Any deviation from policy by the Township for either individual groups or classes of groups, will need to be communicated as a staff report and justified as special circumstances.
Any rebate or reduction in fees should be a decision of Council.
Maintaining an annual review of costs and revenues, as well as tracking utilization by the fee category charged, will enable the Council to more accurately understand the financial implication of its decision-making. It is quite likely that in response to better data collection, the Township can review and adjust its policies regarding user fees and subsidization to good effect over time.
The entire booking process should be revamped as part of a committed approach to improving the management of Township assets and customer services. This will entail: a. Investment in booking software to automatically enable booking entry online (as opposed to the use of booking forms that ultimately rely on a member of staff to input to a master schedule.

Page 78 of 165

Township of South Frontenac Recreation Service Fee & Facility Allocation Policy

b. The software should track the user contact details (important for both regular and infrequent rentals that should continue to receive information on availability of facilities, pricing changes and other information); c. The software should actively link the rental category (fee) to the length of rental, user group and revenue arising; d. The software should ultimately provide ease of reporting and enable a full (as opposed to partial) assessment of cost recovery at the level of not only individual halls but also individual fields and courts. 5. Develop clear policies with respect to the relationship between the in-kind contributions by user groups and the obligation to pay user fees. The Storrington Soccer Association is an example of a successful arrangement, written into an agreement, that grants the association the use of facilities without recourse to the posted fee because of the contributions made by the association to the development of facilities. It is recommended that a policy is developed that places appropriate limits on the useability, transferability and equivalency of in-kind contributions to capital as a basis for the reduction or elimination of fees: a. Specifically, if capital contributions are provided, these can indeed by translated into an estimation of the equivalent amount of annual fee that would otherwise go toward fee payment. By so doing a limit on the time period of fee reduction/elimination is possible; b. Where in-kind contributions are not specific to materials or capital costs but involve human capital, the parties should work to establish the appropriate give-back in terms of a reduction in fees for a specified period. c. The municipality has reduced its reliance on user groups to help maintain facilities. It is recommended that this is maintained and under no circumstances should the Township consider the reduction or elimination of user fees in exchange for operational and maintenance support of facilities by user groups. Note: normal involvement of user groups in preparation of fields for game day activities (separate and apart from operations and maintenance) is not included as in-kind contribution for the purposes of estimating fee reductions. C: ACHIEVING ACCOUNTABILITY

The Township should publish annual records of costs, revenues and utilization of each facility under its jurisdictional control. This includes both capital costs and operating costs. The purpose is to present these findings based on the method developed for this study to Council as an annual update to improve decision-making. Decision-making includes the review of costrecovery, and rate setting for a rolling three-year term.
The cost recovery of recreation should be monitored more effectively through the recommended improvements to data collection and process for booking time to be followed by all regular users.

Page 79 of 165

Township of South Frontenac Recreation Service Fee & Facility Allocation Policy

a. Enact the categorization of users as laid out in the User Fee Policy and Allocations Policy. These documents itemize those uses that should have the highest subsidy. For Category II and III groups, the rates set should be an order of magnitude higher than the base fees applied to Category I users. 3. Communicate that all historic and out-of-date-use agreements will not be renewed. Any existing agreements which are in-force should be terminated on expiry of the term of the agreement. If the Township does wish to negotiate new use agreements, these should be based on a standardized template. D: ACHIEVING FAIRNESS

Categorization of users achieves fairness through recognizing the value of the group in providing services to target populations and relative to other groups that, while they may provide important services, do not meet the broader policy goals that justify the same level of subsidization of costs.
Centralize the fee paid for fields into a cost per hour rather than per participant.
Ensure all groups identify their space needs per the Allocation Policy drafted for this report.
All groups that require longer-term frequent use should achieve their own insurance coverages per the requirements of the Township and as laid out in the User Fee Policy. For all others, the charge can be added to their rental fee. The Township will, at its discretion, determine how best to achieve insurance coverage to its satisfaction with respect to large one-off events and festivals.
Use of a municipal community grant program may be relevant to help ensure some groups are able to meet the costs of renting hall space which currently they are not required to pay. The alternative (and preferred) approach is to phase in fees for those groups what currently do not pay over a three-year period.
Each and every group should have the right to use any facility in the Township. Groups who are based close to specific facilities will have preferential rights for booking. E. ACHIEVING EFFICIENCY
The bundle of recommendations contained in the report, if implemented, will enable greater efficiencies: a. Staff time involved in management bookings, reporting and addressing customer issues will be reduced; b. Reporting will be greatly enhanced c. Council will have the capacity to assess the operational success of existing assets as relevant to making important capital investment decisions; d. The public and user groups can be assured of improved assessment that tax-dollars are being used as effectively as possible.

Page 80 of 165

Categorization of User Groups

Appendix A Page 81 of 165

Township of South Frontenac Recreation Service Fee & Facility Allocation Policy

Categorization of User Groups To meet the principles of maximising the accessibility of basic recreation activities for children, youth and seniors while reducing as far as possible the subsidy of both direct and indirect costs associated with adult sport and non-community group rental of facility space: Category I: comprising programs and services by the Township as well as programs and services delivered by organized community and recreational groups which are based in the Township. Category I includes services provided by the Township and others that focus on children, youth and seniors. It is intended that a range of recreational services be available to all citizens and that no area residents shall be excluded from participating in recreational activities because of an inability to pay. Groups in Category I programs and groups should comprise predominantly children, youth or seniors as primary participants (i.e., at least 70% of primary participants should be within at least one of these categories). Category II: comprising programs and services by the Township and services provided by organized community and recreational groups catering to adult recreation and cultural activity/skills development, as well as the use of facilities that serve non-basic recreation needs (advanced classes for older youth and adults in premium facilities). Category III: user fees that are charged to commercial users (whether for profit or non-profit), private individuals or groups of individuals that do not constitute established community groups and for which public subsidization is unwarranted (weddings, room rentals, private swimming lessons), and use of recreational assets by non-Township residents. This includes eliminating subsidization of activities such as for-profit tournaments and special events. The Township’s Court Allocation Policy distinguishes between resident and non-resident user groups prioritising the use by the former. A group can only be deemed local (or resident) where at least 80% of the membership are resident in the Township (i.e. where less than 20% of the membership are nonlocal). The revised allocation policy suggests lowering this requirement to 70% and introducing a separate category of users that will comprise non-resident groups and rates for commercial uses. Within these categories facility access will be granted in a fair and equitable manner based on the following priority schedule: First Priority:

Township of South Frontenac Programs and Events

Second Priority:

Youth and Seniors Resident Groups / Minor Sport

Third Priority:

Groups Adult Resident User Groups / Adult Sport

Fourth Priority:

Groups Commercial Use / Tournaments

Fifth Priority:

Non-Resident User groups

Page 82 of 165

Township of South Frontenac Recreation Service Fee & Facility Allocation Policy

Users by Category: Halls / Indoor Facilities Category I Primarily Children, Youth, Seniors and Non-forprofit | Residents • Programs and services organized by the Township; • Organized community and recreational groups which are based in the Township; • Groups serving predominantly children or youth (at least 70% of primary users are local children or youth). • Groups serving predominantly seniors (at least 70% of primary users are local seniors) • Residents means that at least 70% of primary users are local residents.

Storrington Retirees Association Exercise Group - Seniors Leland Helping Hand Grace Social & Activity Centre Sydenham Book Club Bedford Jam Monday Night Euchre Bridge Card Group Painting Club Sunbury Open Mic Perth Road Crafters Mindful Stitchery KFPL Storrington Fire Department Storrington Fire Association Greater Bobs and Crow Lakes Association Celebrations of Life Funerals

Category II Primarily Adults | Residents • Organized community and recreational groups catering to adult recreation and cultural activity/skills development; • The use of facilities that serve non-basic recreation needs. • Residents means that at least 70% of primary users are local residents.

TOPS VON

Category III – Commercial Use & Primarily Non-Residents • Commercial users • Individuals or groups that do not constitute established community groups • Non-residents - over 30% of primary users are nonTownship residents.

Commercial users (whether for profit or non-profit), private individuals or groups of individuals that do not constitute established community groups and for which public subsidization is unwarranted (weddings, room rentals, private swimming lessons), and use of recreational assets by non-Township residents.

The above list of groups may not include all groups. For any new group the Township will review each group’s profile and allocate groups to categories.

Page 83 of 165

Township of South Frontenac Recreation Service Fee & Facility Allocation Policy

Users by Category: Outdoor Facilities Category I Primarily Children, Youth, Seniors and Nonfor-profit | Residents

Category II Primarily Adults | Residents

Category III – Commercial Use & Primarily Non-Residents

• Programs and services organized by the Township; • Organized community and recreational groups which are based in the Township; • Groups serving predominantly children or youth (at least 70% of primary users are local children or youth). • Groups serving predominantly seniors (at least 70% of primary users are local seniors) • Residents means groups serving predominantly local residents (at least 70% of primary users are local residents).

• Organized community and recreational groups catering to adult recreation and cultural activity/skills development; • The use of facilities that serve non-basic recreation needs. • Residents means groups serving predominantly local residents (at least 70% of primary users are local residents).

• Commercial users • Individuals or groups that do not constitute established community groups • Non-residents means groups serving predominantly nonresidents (over 30% of primary users are nonTownship residents).

Stocksport MT Adventures Kingston & Area Ice Stock Club

Commercial use Private Practice / Tournaments

Thousand Islands Minor Football Frontenac Soccer Association Storrington Minor Soccer Frontenac County Minor Softball Association Grace Social & Activity Centre SHS Tennis Team Frontenac Pickleball Club Sunbury Pickleballers Frontenac Society of Model Engineers Harrowsmith Social & Athletic Club Events Storrington Canada Day Sydenham Canada Day Glendower Canada Day Battersea Pumpkin Festival

Frontenac Farmers Market

The above list of groups may not include all groups. For any new group the Township will review each group’s profile and allocate groups to categories.

Page 84 of 165

Consultation Summary: User Groups Meeting

Appendix B Page 85 of 165

Township of South Frontenac Recreation Service Fee & Facility Allocation Policy Project Consultant Summary of Input Received at Meeting of User Groups, September 13, 2023 Sierra Planning and Management, September 29, 2023 Introduction Creating a Fees Policy and Facility Allocation Policy is about ways to ensure fairness and equity in access to municipal facilities, and fee rates which promote public policy goals, including: o Universal access o Maximizing community health and wellness o Maintaining the level of service for municipal services o Effective asset management o Fiscal sustainability

About the user groups meeting A User Groups Meeting took place from 6:30 to 8:30 pm on September 13, 2023 at the Storrington Centre in Sunbury. The Township of South Frontenac circulated the invitation to all user groups. Meeting participants:

43 participants including user groups, residents, a parks and recreation committee representative, and five (5) members of Council. Some participants mentioned that they are members of several user groups. User groups present include: • Social support groups: Storrington Retirees Association (SRA), Helping Hand, Seniors Dinner. • Art groups and interest groups: Art group, Bridge Club, Book Club Crafters, Exercise Group, Famers Market, Music Jam (different locations). • Sport groups: Storrington Minor soccer, Minor soccer, TOPS, Sport Stock Club, Pickleball. Frontenac soccer Participation in other consultation activities: About 10 meeting participants participated in the User Group survey. The meeting agenda comprised brief introductions, a presentation (incl. project timeline and update and policy development methodology), and a 1.5-hour discussion.

Page 86 of 165

The discussion was guided by six questions (Appendix A) to facilitate input from meeting participants. Each question and sub questions offer natural links to other aspects of services – demands for greater programming, quality of facilities, and quantity of spaces. This value proposition will be tied into the reporting on fees and allocations and mirror the recommendations of the master plan in regard to user fees and allocation policy. Analysis of Participants’ Input The following are the results of the group discussion around eight (8) tables as well as two individual responses. The analysis of meeting participants’ input is structured around six questions as indicated in the table below. Discussion Questions

Participants’ Input

What are the most important considerations in establishing allocation polices that manage access to facilities/fields? a. Should one group have priority access over another? If so, by way of example - who, when and why?

All eight discussion groups commented on the matter of prioritizing some user groups over others. •

All discussion groups noted that Township residents should have priority over non-residents (8 groups + 2 individual responses);

•

Community groups/activities/events over private events (e.g., weddings, birthday parties) (3 groups);

•

Regular users / existing groups / events / types of uses should have the same access as they have currently or have had historically. Regular users should not be “bumped" for income generation, with some exceptions, e.g., elections.

•

Residents’ and heath and wellness groups should have priorities. Prioritising wellness and needs of the community should have greater priority over individual/private needs (4 groups);

•

Some priority for $ paying groups but not to an extent to minimize community events. If a group has invested money into the facility they should get priority (2 groups);

•

Some groups – e.g. activities for children during after school hours, activities for seniors, etc. (2 groups);

•

One participant raised a question whether one sport groups should have a priority over another in the use of a field, a court or another facility? In their opinion, user/access agreements should the Township and user groups address this issue. If prioritizing one group over another benefits the township, then the Township should establish priority use accordingly (1 comment).

Page 87 of 165

b. Do you think individual user group access agreements are an effective tool in setting policies on access and fees?

Eight (8) discussion groups reflected on the issue of access agreements and whether individual user group access agreements are an effective tool in setting policies on access and fees. •

All eight (8) groups commented that use agreements are an effective tool, they are essential and all regular users should have such agreements.

•

Additional comments: Use agreements would be helpful in terms of time allotments and fees that are affordable and reasonable.

•

Question from participants: What agreements are currently in place? Sierra Planning Comment: All existing agreements (including expired agreements) are to be analyzed.

What are the most important considerations in setting effective, multi-year municipal recreation fees? For example: a. Achieving a pre-determined level of cost recovery?

Three discussion groups out of 8 commented that achieving a predetermined level of cost recovery is not an important factor. One group pointed out that the new renovated hall at the Storrington Centre is larger and more efficient, hence it can generate more revenue from private functions (e.g., weddings, celebrations of life etc.) Increasing group participation and usage of facilities would lead to an increase in revenue generated by a group, for example, increase for 10 uses to 50 or 100 users. However, this should not lead to an increase in user fees. (1 discussion group comments)

b. Comparable rates to neighbouring municipalities?

Five (5) out of 8 discussion groups commented that looking at comparable rates in neighbouring municipalities is not an important factor as costs vary significantly across municipalities.

c. Maximizing how well the facilities are used?

All eight (8) discussion groups provided comments regarding a consideration of maximizing how well the facilities are used.

d. Supporting identified user groups? (including emerging cultural needs)

•

4 out of 8 groups said yes this option;

•

2 discussion groups added maximizing facility use, maximizing space and awareness of space;

•

1 group suggested supporting identified user groups to improve facility utilization;

•

1 group suggested a sliding scale for fees.

Seven (7) discussion groups shared their comments regarding supporting identified user groups as an important consideration in setting effective, multi-year municipal recreation fees.

Page 88 of 165

e. The intrinsic value of the asset and expected level of capital investment required in the next 5 years?

Factors added by participants: Affordability Considerations

A significant proportion of user groups reported a willingness to consider an increase in fees for services. Under what conditions would you support an increase in user fees related to your use of facilities or sports fields?

•

All seven (7) groups agree that supporting identified user group is an important factor, including one group that said that this consideration is very important.

•

One group suggested a sliding scale for fees.

Four (4) discussion groups commented. •

Three (3) groups disagreed with the intrinsic value of the asset or expected level of capital investment being an important consideration.

•

One group commented that facility improvements should be funded from taxes.

Participants suggested adding affordability for end-users as a factor. •

Examples included affordability for participants in user groups where users pay participation fees in view of continuously increasing cost of participation, e.g., minor soccer and other sport groups. User fees will have to be added to the cost associated with participation in a group, this will limit affordability and accessibility for some current and future participates.

•

Another example non-profit groups with small and declining number of participants as fees can discourage members from participation in the group and its activities.

•

Some groups use facilities for a few hours a week or a month. These groups do not charge participants (e.g. free meals and socializing events for seniors) and welcome donations. These groups shared their concern that if fees exceed collected donations, they will have to find a new location.

Six (6) discussion groups provided answers to this question. •

Three (3) out of 6 discussion groups did not support this proposition.

•

Three (3) groups would support user fees for a nicer / newer facility and a better location. If maintenance is improved (e.g. better maintained courts, fields, maintenance coordination of grass cutting, installation of lights, general maintenance, cleaning between usage).

•

One (1) group suggested that user fee increases could be considered for facilities that are in higher demand and have a potential to generate revenue, example - top line fields.

Page 89 of 165

4. Should the number of people who participate in an activity, or the rate of growth in an activity, determine the Township’s approach to providing access to its facilities and the rates that users pay?

Seven discussion groups provided answers that increase in participation should not be a factor. One group noted that it could be a factor if participation increases significantly leading to an increase in operating / maintenance costs. One group argues that an increase in use (to maximize facility use) should result in decrease or in maintaining existing fees and in an increased access to a facility. Another group added that what should be considered is not just the size of the group but how much they are willing to pay in fees or if/how much their can afford to pay. Seniors’ groups mentioned that an increase in number of seniors (in the community and consequently in groups and activities for seniors) should not mean imposing or increasing fees.

Should policies for allocation and fees be developed separately for any major new facilities developed in the township or facilities that undergo major renovations?
For use of the same kind/quality of facility (e.g., community hall) are you in favour of distinguishing between types of use or types of users in developing policies on access and fees?

Seven (7) discussion groups provided their input. •

Six (6) groups commented that allocation policies should be developed separately for new facilities or facilities that undergo major renovations.

•

One group sees this as a possibility, depending on new user groups.

•

One participant (an individual response) disagreed but did not provide comments.

Nine (9) responses were provided. All 9 discussion groups were in favour of distinguishing between types of use or types of users in developing policies on access and fees for facilities of the same kind and quality. Some provided comments for clarity: •

Rates should be different for lager private functions (e.g., wedding) or private events/ groups that are not focused community or charitable (4 groups);

•

Residents should have a priority and more favourable/lower fees compared to non-residents (3 groups);

•

There should be no distinction between residents’ groups, e.g., youth groups vs senior groups (3 groups);

•

Private functions should pay. Community groups should not pay;

•

Positive/negative impacts on attracting new user group participants should be assessed when considering an introduction of fees or an increase in fees;

•

Prioritize loyal users i.e., historic groups;

Page 90 of 165

Additional questions and comments provided by meeting participants:

•

Fees should not be introduced / increased for groups that use and maintain facilities (e.g., sport fields; Note: these arrangements can be indicated in a use agreement between the group and the Township).

•

Participants raised the issue of attracting volunteers and younger user group/activity participants.

•

Small communities and groups shouldn’t have to pay more (have fees introduced) to increase use as there are no other residents or non-resident users to use these facilities.

•

Historically and today, residents have been spending time and energy as volunteers to get to where the groups and activities.

•

Tax money supports facilities across the Township.

Page 91 of 165

Financial Analysis: Cost Recovery by Facility

Appendix C Page 92 of 165

Analysis of Costs and Revenues by Recreation Facility The following provides a summary of costs, revenues and utilization (where known) for individual recreation facilities in the Township of South Frontenac. The data and calculated cost recovery per facility are presented as average for three years 2018, 2019, 2022.

INDOOR FACILITIES

COST-REVENUE SUMMARY Revenue Total Direct & Indirect Operating Cost SUB-TOTAL (REVENUES LESS COSTS) Insurance (Included in Operating Costs) Overhead Cost (15% of Total Expenditures) TOTAL DIRECT, INDIRECT + 15% OVERHEAD Net Operating Position (surplus / deficit) Cost Recovery Ratio (Percent)

UTLIZATION Allocated hours Utilization Utilization as % of allocated hours

COST BY UTILIZED HOUR

GLENDOWER HALL

HARRIS PARK HALL

FERMOY HALL

PACC

Average 2018, 2019, 2022 $-1,374 $28,971 $27,597

Average 2018, 2019, 2022 $-1,893 $33,526 $31,633

Average 2018, 2019, 2022 $-3,162 $20,333 $17,171

Average 2018, 2019, 2022 $-825 $12,064 $11,239

Average 2018, 2019, 2022

$-3,223 $5,290 $36,097 $31,639 12%

0 $4,346 $31,943 $30,569 4%

$1,295 $5,029 $36,662 $34,769 5%

$-957 $3,050 $20,221 $17,059 16%

$-284 $1,810 $13,049 $12,223 6%

Average 2018, 2019, 2022 5,150 903 18%

Average 2018, 2019 5,150 1,757 34%

Average 2018, 2019 5,150 716 14%

Average 2018, 2019, 2022 5,150 159 3%

AVG(2019, 2018)

Avg (2018, 2019)

Average 2018, 2019, 2022 5,150 334 6% Avg (2018, 2019, 2022)

Avg(2018,2019)

Avg (2018, 2019, 2022)

$32

$17

$104

$18

$122

SYDENHAM LIBRARY

STORRINGTON CENTRE

Average 2018, 2019, 2022 $-4,457 $35,264 $30,807

0 $815 $815 $85 $122 $937 $937 0%

5,150 No Data

Page 93 of 165

OUTDOOR FACILITIES: BALL PARKS

WILMER PARK BASEBALL FIELD

BOWES PARK BASEBALL FIELD

BATTERSEA BALL PARK

COST-REVENUE SUMMARY Revenue Total Direct & Indirect Operating Cost SUB-TOTAL (REVENUES LESS COSTS)

Average 2018, 2019, 2022 $0 $9,357 $9,357

Average 2018, 2019, 2022 $-4,530 $16,040 $11,510

$295 $1,404

Insurance (Included in Operating Costs) Overhead Cost (15% of Total Expenditures) TOTAL DIRECT, INDIRECT AND OVERHEAD COSTS Net Operating Position (surplus / deficit) Cost Recovery Ratio (Percent)

UTLIZATION Allocated hours Utilization Utilization as % of allocated hours

COST BY UTILIZED HOUR

GLENDOWER BALL FIELD

CENTENNIAL PARK

INVERARY BALL PARK

GERALD BALLSUNBURY PARK

Average 2018, 2019, 2022 $-658 $11,547 $10,889

Average 2018, 2019, 2022 $-2 $7 $5

Average 2018, 2019, 2022 $-3,244 $34,167 $30,924

Average 2018, 2019, 2022 $-2,345 $11,983 $9,638

Average 2018, 2019, 2022 -993 15,836 14,843

$358 $2,406

$224 $1,732

0 $1

0 5,125

$3,742 $1,797

$-213 2,375

$10,760 $10,760 0%

$13,917 $9,387 33%

$12,621 $11,963 5%

$6 $3 41%

$36,049 $32,806 9%

$11,436 $9,091 21%

17,218 16,225 6%

Average 2018, 2019, 2022 2,520 16 1%

Average 2018, 2019, 2022 2,520 921 37%

Average 2018, 2019, 2022 2,520 16 1%

Average 2018, 2019, 2022 2,520 0

Avg(2018, 2019)

Avg(2018,2019)

Average 2018, 2019, 2022 2,520 257 10% Avg (2018,2019, 2022)

Average 2018, 2019 2,520 330 13%

Avg(2018,2019)

Average 2018, 2019, 2022 2,520 179 7% Avg(2018,2019, 2022)

Avg (2018, 2019)

$600

$10

$392

$0.3

$159

$19

Note: No utilization hours at Gerald Ball Park - community drop-in use only.

Page 94 of 165

OUTDOOR FACILITIES: PARKS AND BEACHES

COST-REVENUE SUMMARY Revenue Total Direct & Indirect Operating Cost SUB-TOTAL (REVENUES LESS COSTS) Insurance (Included in Operating Costs) Overhead Cost (15% of Total Expenditures) TOTAL DIRECT, INDIRECT AND OVERHEAD COSTS Net Operating Position (surplus / deficit) Cost Recovery Ratio (Percent)

UTLIZATION Allocated hours Utilization Utilization as % of allocated hours

THE POINT PARK, SYDENHAM

GILMOUR POINT BEACH PARK

MCMULLENN PARK BEACH

0 $3,190 $3,190

Average 2018, 2019, 2022 $-250 $22,411 $22,161

0 $10,855

0 $478

$76,965 $70,708 8%

Average 2018, 2019, 2022 2,520 0

Average 2018, 2019, 2022 $-6,257 $72,367 $66,110

Average 2018, 2019, 2022 $-83 $19,056 $18,973

DAVIDSON BEACH PARK Average 2018, 2019, 2022 0 $3,100 $9,300

Average 2018, 2019, 2022

0 3,362

$-66 $2,858

0 465

0 660

$3,668 $3,668 0%

$25,523 $25,273 1%

$21,831 $21,748 0%

$3,565 $3,565 0%

$5,059 $5,059 0%

Average 2018, 2019, 2022 2,520 0

TETT PARK

Average 2018, 2019, 2022

COST BY UTILIZED HOUR

Note: The Sydenham Point Park and Gilmour Point Beach park host camp programs and Canada Day events. Program and Canada Day costs and revenues are not included in the cost recovery calculations.

LATIMER PARK

0 $4,399 $4,399

Page 95 of 165

Township of South Frontenac Recreation Facility Allocation Policy

Appendix D Page 96 of 165

Township of South Frontenac Recreation Facility Allocation Policy

SECTION 1: POLICY STATEMENT The Township of South Frontenac encourages use of municipal recreation facilities by the community as a means of enhancing resident health and quality of life. The Township recognizes that the provision of access to municipal recreation facilities, parks and trails encourages participation in sport, physical and social activity, personal and family well-being, and directly impacts resident enjoyment. SECTION 2: PURPOSE: To create a fair, equitable and transparent process for the allocation of use of the Township’s owned and/or operated recreational assets by providing a consistent administrative and consultative procedure, supported by policy. Implemented by staff, this policy aims to ensure that the allocation of time at facilities, including the organization of the booking and scheduling process, including priorities for access where necessary, is clear and easily understood. It is recognized that there is generally no insurmountable conflict in terms of the ability of the Township to allocate time amongst the various community groups and other users at its facilities. However, Township-owned facilities are assets of value that serve a range of purposes including their use as venues for community, non-profit, educational, family, cultural and commercial purposes. Accordingly, allocation policies must address the hierarchy or priorities for access to a facility at any given time of day, week, and season. This policy should also be read in conjunction with all other policies, by-laws and published and in-force requirements of the Township regarding the responsibilities of facility users to maintain facilities in good condition and meet all conditions related to their use of the facility. This includes obligations with respect to following booking procedures, cancellation of bookings, and any alterations thereto. Nothing as set out in this policy shall be read to limit, amend, alter or nullify the requirements of the Township and its insurers regarding use of its facilities as set out in the various booking forms, established in the by-laws of the Township or mandated under provincial and federal statute and regulation.

Page 1 of 9

Page 97 of 165

The Township’s current allocation procedures are based on the historic allocation of hours carried forward each year – while this is entirely community-minded and respects the established traditions in the individual communities, this does not represent best practice as a means to navigate the matter of priority access. This policy document is a shift from the historic practice to a standardized set of policies which govern access. Chief amongst these is the continuation of the enjoyment of access privileges enjoyed by the volunteer organizations and social groups within the Township, but framed by clarity of language in policy that established the principles of use [why these facilities exist and their purpose] and access rights. The implementation of this policy will not have an adverse effect on existing User Groups and their use of the facilities. SECTION 3: GOALS

To outline the timing, process and principles for allocation to allow for maximum clarity on the decision making-process by Township staff.
To provide a forward-planning mechanism which allows User Groups to appropriately plan for their sporting seasons based on the determined process and timeline for allocating facility use.
To advertise the availability of the Township’s recreational assets to improve their utilization by fee-paying users, promote community development and the opportunities to grow volunteerism in the community. Broadening the role of these assets for community capacity development may necessitate an approach to fee setting for some activities that ensures cost is not a barrier to community participation in the delivery of community and recreational services.
To outline the Categories of Users and their priority in relation to the allocation of ice.
To define a process that ensures that new User Groups are given access to facilities appropriate to the associated Category of User.
To minimize allocation conflicts wherever possible.

Page 2 of 9

Page 98 of 165

SECTION 4: DEFINITIONS Term

Definition

Adult

A person 19 years of age and over.

Minor Sport

Youth aged 18 or under involved in organized sport.

Seniors

Seniors defined by membership of seniors organizations (generally age 65 and over).

Use Agreements / Lease Agreements

Formal agreements to govern long-term, multi-year rentals / use of Township facilities.

Casual Rentals

Refer to those rentals made on short notice (i.e. same day or ‘on the spot’ rentals) by any group or individual. Casual rentals are not on a seasonal basis.

Category I Users

Community Groups prioritized to receive preferred access rights (scheduled time) and highest rate of cost subsidization (refer to Township User Fee Policy for greater detail).

Category II Users

Primarily Adult and Non-Basic recreational programming (refer to Township User Fee Policy for greater detail).

Category III Users

Commercial users, private individuals and others for which subsidization is minimized, and non-resident groups. Allocation of time may be prioritized under defined conditions as set out in this policy.

Commercial Use

A for-profit endeavor (including classes or lessons, friendly competitions, tournaments, etc.).

Community Group

Those sports, recreation and social groups, generally expected to have some level of organizational structure (board) and incorporated status, that are based on South Frontenac.

Prime and NonPrime Time

Defined by particular activity. For example: summer seasonal prime-time use of sports fields may include any time after 4pm weekdays and all day Saturday/Sunday; Community Hall use prime-time may include weekday evenings and all day Saturday/Sunday, year-round; All other time defined as non-prime time; for ease of policy implementation, there are no seasonal variations in this regard for indoor facilities.

Page 3 of 9

Page 99 of 165

Term

Definition

Non-Resident

Individuals or groups that do not meet the defined requirements of a resident.

Non-Resident Group

User

A group in which the primary participants (more than 30%) are not residents of the Township, regardless of age.

Resident

Individuals and groups that reside in/have a place of permanent or seasonal residence in the Township of South Frontenac.

Resident User Group

A group in which the primary participants (70% or more) are residents of the Township, regardless of age.

Seasonal Rentals

Are those rentals made by any group or individual for a specific and regular block of time on a contract basis for the partial or full duration of the season.

Tournaments

Means competitions between three or more sports teams under the direction of a Community Group. Non-resident community groups (those based outside of the Township that book time for tournament) have a lower priority in terms of allocation of field time.

User Group

A community organization (non-profit and/or volunteer-run group) that primarily provides recreation and leisure services to the residents of South Frontenac.

Youth

A person 18 years of age and under provided they are in school full time.

SECTION 5: OPERATING PERIOD OF FACILITIES The operating period of each facility will be determined by the Township in advance of each season and based on normal practices year to year including policies in respect of operations on statutory holidays. The Township will determine operating times in special circumstances due to weather-related events or for any other reason commensurate with Township responsibilities to operate all venues.

Page 4 of 9

Page 100 of 165

SECTION 6: PRIORITY USE OF FACILITIES Rentals as well as dedicated and non-dedicated long-term use agreements, as applicable, will be granted in a fair and equitable manner based on the following prioritized Categories of Users and in accordance with Council-approved User Fee Policy. Category I: comprises user groups whose mandate and use of facilities/provision of programs aligns with the Township’s mandate to maximize access and offer a higher subsidization of costs. It is intended that a range of recreational services be available to all citizens and that no Township resident shall be excluded from participating in recreational activities because of an inability to pay. Category II: comprises facility rentals to meet the needs of primarily adult use recreational and leisure use, as well as the use of facilities that serve non-basic recreation needs (e.g. for older youth and adults). Category III: comprises non-residents, commercial users and other for profit users and uses (e.g. forprofit tournaments and special events).

Page 5 of 9

Page 101 of 165

Table 1: Categorization of Users

Category I

Category II

Category III

Township of South Frontenac User Categories Community Groups

Community Groups

Priority (where necessary) given to those serving Minors and Seniors

Priority over Category III users

Non-residents, Commercial/For-profit Users

Within these categories facility access will be granted in a fair and equitable manner based on the following priority schedule: First Priority: Second Priority: Third Priority: Fourth Priority: Fifth Priority:

Township of South Frontenac Programs and Events Youth and Seniors Resident Groups / Minor Sport Groups Adult Resident User Groups / Sport Groups Commercial Use / Tournaments Non-Resident User groups

SECTION 7: ALLOCATION RULES Overview of Allocation Process For organized Community Groups, the annual process for determining and finalizing the distribution of hours for Township-owned facilities is as follows:

Submission of hours/times/dates requested by each Community Group (their proposed schedule).
Township allocation of time in the form of a Draft Schedule by Facility.
Meeting with User Groups regarding the Draft Schedule.
Adjustment of hours by the Township as required
Confirmation of the rights of the Township to rebook time as needed for any given group should conflict arise in terms of the ability to host a fee paying Category III user. While it is recognized that priority for Category I and II groups exists, the Township will retain the right to accommodate Category III users as long as sufficient advanced notice is provided.
Schedule published and approved.

Page 6 of 9

Page 102 of 165

All other rentals will be accommodated based on the availability resulting from the office schedule and subject to the final approval of the Township. Registration & Request Deadlines a) Special Events Across the facilities, the following items are expected to impact allocation of time in facilities: ▪ ▪ ▪

Special Events (Category III events scheduled in advance); Special Events (Category III events not scheduled in advance); and Individual request (Category III user) for allocation of time (non-scheduled).

If, at the time of establishing all seasonal and calendar schedules (as appropriate by facility), the Township is in receipt of requests by Category III users to host fee-paying events, the Township will seek to accommodate these users within the overall schedule. It will do so for the following reasons:

Accommodating such uses will maximize revenue potential;
Such uses may offer discernable benefits to the resident community or business community and promote the Township and its assets;
By receiving requests in advance (including the use of social media and existing Category III renter contacts to notify such past or current renters of the upcoming scheduling process), the Township is able to maximize its capacity to schedule all facility requests while minimizing the risk of conflict and/or compaction of use at facilities. For those rental requests that are made to the Township at short notice, the Township cannot guarantee that the requested time will be available if it conflicts with time allocated to Category II and III users. The Township will reserve the right to rebook Category II and III user time if, in its sole discretion, it considers the proposed event to be of community benefit. b) User Groups In the interests of effective management of allocations of time as well as the correct application of the User Fee Policy, the Township will require that Registration numbers for each sports group, as well as membership numbers for all community groups be provided to the Township for record keeping. This is a requirement before any time booking is approved.

Page 7 of 9

Page 103 of 165

Secondly, where user groups have membership or registrants that are Non-Residents, the number of such registrations or members should be provided to the Township on an annual basis for purposes of applying the Non-Resident pricing as part of the User Fee Policy. This primarily applies to those rentals of fields and courts where participants include those residing outside of the Township. In the case of community hall rentals it is less significant but for the purposes of consistency, resident/non-resident membership information should be monitored. Consequences If the Township of South Frontenac learns that any Organization has embellished their registration numbers in order to accumulate more hours allocated, they will risk losing their allocated times. Exclusions This Allocation Policy does not extend rights to User Groups beyond the rental of facilities and scheduled bookings. This policy does not include rights to permanent access or the dedication of portions of a facility to a group. These are addressed in other Township policies and procedures. New User Groups Preference in the allocation of time will be given to established/regular users, which have had a Seasonal or calendar year profile of regular rentals/use of facilities for a minimum of 3 consecutive years. New user groups will be prioritized for consideration in cases where a group/program caters to an under serviced segment of the Township’s population or such a program was not previously made available through existing organizations. Once a new group has been approved, the Township will work with the Schedule to ensure the needs of all are accommodated. Cancellations The Township of South Frontenac retains the right to reschedule, cancel or withdraw any and all of the time allocated, as may be necessary in the event of tournaments, special events or in the case of an unforeseen circumstance or emergency. Time is therefore reserved and not guaranteed. All reasonable efforts will be made on the part of the Township to provide early notification to the effected User Groups and/or parties in the event that such change is warranted.

Page 8 of 9

Page 104 of 165

Individuals or organizations wishing to cancel their time must do so by giving the Township 10 (working) days’ notice of cancellation. If sufficient notice is not given, the individual or organization will be responsible for the cost of the cancelled time. SECTION 8: RIGHTS OF THE TOWNSHIP OF SOUTH FRONTENAC The Township of South Frontenac has the right to cancel a Rental Agreement under the following conditions:

A group repeatedly fails to provide the Township with sufficient notice (i.e. 10 working days to the rental date) that the allocated time is not to be used.
For all intents and purposes, rental agreements are non-transferable. Should a permit holder (renter) sell or transfer the allocated time without the approval of the Township of South Frontenac, this will result in the cancellation of the rental contract and potentially the long-term use agreement, as applicable.
Any situation that may arise that the Township deems to be a breach of policy, including, but not limited to a breach of the Township of South Frontenac I By-laws and policies that may be applicable. Additionally, User Groups that repeatedly fail to comply with this or any other Township policy/procedure may lose their rental agreement and the ability to request new agreements/permits in future.
If the rental agreement holder is not in good standing with the Township of South Frontenac including but not limited to, the falsification of information, adherence to all policies and procedures, etc.
An outstanding account balance, unless prior arrangements have been made with the Township.

SECTION 9: OTHER CONDITIONS & REGULATIONS All rental contracts note the conditions and terms of use. Applicants and User Groups are required to ensuring compliance to all the terms and conditions outlined within the rental agreement. Conditions regarding the use and rental of Township facilities may be deleted or otherwise amended at the discretion of the Township of South Frontenac.

Page 9 of 9

Page 105 of 165

Township of South Frontenac Recreation Services and Facilities User Fee Policy

Appendix E Page 106 of 165

Township of South Frontenac Recreation Services and Facilities User Fee Policy

POLICY PURPOSE The Township of South Frontenac Recreation Services and Facilities User Fee Policy (also referred to as the Policy) is intended as a general mechanism for effectively allocating public funds for recreational services and facilities. Pricing of facility rental, user fees and programs should be undertaken in a fair, equitable, consistent and formalized way. By providing a consistent approach to setting these fees, the policy also seeks to provide a standardized format for agreements and contracts of all kinds regarding the use of Township-owned facilities. This policy recognizes that certain recreation and culture services are more essential than others for the achievement of critical recreation, health and wellness goals of the Township acting as a provider of recreation facilities, services and programs. While the term “essential” is not intended as a defined term, those recreation services which represent those fees for which the highest level of public subsidy will be permitted in setting the fee schedule: •

Are accessible by the widest number of residents;

•

Are specific to target groups such as Minors and Seniors; or

•

Are otherwise deemed to be facilities, services or programs appropriately provided by the Township (acting as a provider of the first resort) rather than other organizations.

Notwithstanding, it is also the intent of the policy to ensure that a reasonable and equitable proportion of the costs to deliver recreation programs and services are recovered through user fees. With specific regard to recreational facilities, a significant portion of such assets represent sunk capital costs by virtue of the age of these facilities. However, capital costs associated with the ongoing upkeep and repair of these facilities, as well as major renovation of existing assets represent necessary expenditures which are part of the overall subsidy of recreational facility rental, user fees and programs provided by the Township. In addition, investment in any new recreational assets can be expected to represent, in part or in whole, a burden on the tax base, and as such should be subject to consideration for cost recovery through facility rental, user fees and programs. This document establishes the balance between cost recovery though the installation of user fees versus resort to the tax-base. In this way, the Policy establishes the relative level of subsidization that is appropriate for different services and different users.

Page 107 of 165

Page 2

COST RECOVERY TARGET The policy does not recommend a specific ratio of cost recovery in in the provision of recreation services and facilities: •

In part, because the Township does not yet possess the administrative resources to measure the link between type of service offered and the revenues generated by each individual fee category. The consultant report on the development of a harmonized approach to fee setting and facility use allocation recommends improvement in the way revenues and utilization by type of fee category are tracked; and

•

In part, because such targets are the outcome of a number of economic, municipal fiscal, operational and special policy considerations that may change year to year. The consultant report associated with the Policy set out general guidelines that should be followed in targeting improvements to the recent historical levels of cost recovery for recreation services and facilities.

SCOPE OF THIS POLICY This policy applies to current Recreation fees defined within the existing schedule of user fees in the Township [Note that the resulting fee schedule should be established as a by-law]. New initiatives of the Township that result in new categories of recreation-related fees will be evaluated and priced in accordance with this policy.
RATIONALE FOR APPROACH TO USER FEES Fostering Sport for Life and Healthy Lifestyles ▪

The Township will encourage active lifestyles, sport participation and long-term athlete development throughout every stage of life.

▪

The Township will aim to provide a range of recreational facilities, programs and services for all residents, irrespective of age and ability, to help foster healthy lifestyle habits and active living. This includes the facilitation of introductory activities for all ages and abilities.

▪

The Township will facilitate health and wellness via a range of passive and active pursuits – empowering each resident to maximize/optimize opportunities for recreation in their daily lives.

Township as the Provider of the First Resort ▪

For some services and facilities (existing or future services and facilities), the Township will be the “provider of the first resort” where there is unlikely to be an alternative provider of services and facilities or a limited range of providers in the market area. An example of this is the provision of public parkland or indoor aquatics. Fees (if any) set for such services and facilities should promote broad-based community access.

Page 108 of 165

Page 3

▪

Where there are alternative service providers that can ensure the same or greater public access compared to municipal services (such as the provision of private fitness facilities, children’s camps and a range of niche recreational, sporting and cultural activities and programs), the Township should set fees and/or constitute services (including non-provision of services) so as to avoid the unintended consequence of “crowding out” alternative providers.

Children and Youth ▪

The Township will strive to promote health, wellness and active living for children and youth by offering a range of recreational and cultural services.

▪

The Township will strive to provide a number of basic services for children and youth at a subsidized rate (e.g. group swimming lessons, rental of certain arenas, sports fields and community space).

▪

The Township will strive to ensure programs, services and facilities used by children, youth and parents/caregivers are affordable. This may entail continued subsidization of the direct and indirect costs of some programs and services.

▪

The Township will seek to encourage participation of youth in non-essential programs and activities (e.g. Advanced or Specialty programs or use of Premium facilities as these opportunities become available in the Township).

Seniors ▪

The Township will strive to promote health, wellness and active living for seniors by offering a range of recreational and cultural services, primarily in the form of access to Township-owned facilities.

▪

The Township will strive to provide a number of basic services for seniors at a subsidized rate (e.g. access to recreational facilities for regular drop-in, and program-related activities delivered by third parties including local senior’s associations).

▪

The Township will strive to ensure programs, services and facilities used by seniors are affordable. This may entail continued subsidization of the costs of programs and services.

Community Groups in General ▪

Community groups serving local communities in the Township shall continue to be supported and nurtured by the Township through a range of policies and funding including the use of existing grant programs as applicable and the favourable treatment with respect to facility access and the payment of user fees.

▪

Community groups can be broadly defined as organized association for sport, recreation, leisure or cultural activities. These groups overlap with the specific population groups identified for support in this Policy including seniors and youth.

Page 109 of 165

Page 4

Emerging Markets ▪

The Department will strive to accommodate emerging recreation and cultural trends and new user groups.

Access ▪

The Township will seek to ensure that sufficient facility space, allocations of time and programs are offered to enable the broadest participation possible amongst the public at low costs (currently recreational swimming and children’s camps).

Maintain a Community Development Model for Recreation ▪

The Township will continue to support the delivery of programs and services largely by volunteer organizations and non-profits.

▪

With the development of new recreation facilities, the Township will consider the potential for direct municipal programming to maximize the full benefit of facilities. Fees for such services will be established based on the guidelines for rate setting contained in the Policy.

▪

Regarding pricing, the Township will aim to be the provider of the first resort for recreational facilities and services that are generally not provided at an affordable rate by the private sector.

Quality in Recreation Delivery ▪

Township will endeavour to provide accessible, high quality and integrated services to the community in a manner which is responsive to current and future needs.

▪

The Township will strive to provide a level of customer service and facility maintenance, which maximizes participation in recreation including through timely communication on programs and services.

POLICY STATUS This policy stands aside from any other policies, which exist regarding cost recovery of individual services of the Township. This policy is intended to provide an important vehicle for delivering a more sustainable and standardized approach to setting user fees, and is a basis for transacting agreements with local organizations in recreation, culture and other fields of interest represented by organized non-profits, societies, or residents.

Page 110 of 165

Page 5

RENTAL AND LEASE AGREEMENTS The policy of the Township is that of standardization with respect to all practices for establishing fees and allocating space to user groups. This includes moving away from existing long-term facility space rental agreements unless such agreements are based on a standardized template that reflects a fair and equitable approach to fees and allocation applicable to all users based on the categorization of users. Pursuant to the execution of this policy in the form of a municipal by-law, all existing and expired historic facility rental agreements and lease agreements will be subject to review within 12 months of the passing of this bylaw. The review will result in a defined point in time when the existing agreements (verbal, written or otherwise claimed) are either terminated or replaced with a standardized agreement and the payment of associated rental or lease fees in consideration of the agreement. It shall be the intent of Council to ensure that agreements for the dedicated occupancy of space by a rental party or lessee on a long term basis, are based upon the reasonable payment of facility space operating costs by the rental party or lessee, as determined by the Township. For clarity, this may require the group to pay a fee pursuant to the published fee schedule for all recreational services, programs and facilities offered by the Township, and subject to review and approval annually. Moreover, the Township shall not be precluded from receiving other rental revenue, service or program fees associated with this space if the facility is to be shared with other users who are not themselves under a longterm rental or lease agreement for shared use of the space. This includes revenues associated with short term rental (daily, weekly or monthly bookings of space). Township Council shall have the right to provide an exception to the timing of commencement or the specific provisions of the new agreement template contingent upon a bona-fide rationale for deferral or exemption submitted by the party subject to the rental agreement.
PREFERENTIAL ACCESS RIGHTS Pre-existing, informal access rights to Township facilities, by individuals and groups, represent a legacy of the historic development of the recreation services in the Township. With the advent of new recreational infrastructure, these arrangements will be replaced by formalized rights of access. Formalized access will be achieved by the allocation of time in each facility, or standardized facility use agreements and/or through program registrations. In no circumstances will unapproved rights of access be permitted or the continuance of use of facilities free of charge, even if the user in question has charitable status or is otherwise targeted for subsidy and other support by the Township. It is important to create and maintain a consistent approach to access rights. Any exemption to such agreements is only permitted by Council acting reasonably and on the advice of Township staff. In cases where the termination of these arrangements would, in the discretion of Council, result in hardship or otherwise detrimentally affect the capability of the group to operate its programs in the short term, Council will maintain the right to implement alternative requirements.

Page 111 of 165

Page 6

OPTION OF DIFFERENTIAL PRICING The recreational assets of the Township comprise facilities in a range of conditions. Should the Township develop new recreational infrastructure that improves the quality of the playing environment and other amenities including the enhancement of spectator viewing, improved training facilities and other benefits, the Township will maintain the right, in its sole discretion, to price these facilities higher to reflect these the improved standards compared to existing infrastructure. This includes not only new facilities but those undergoing incremental or substantive one-off renovation which also improves facility conditions for the end user.
UNIVERSALITY OF FEES The application of the Policy rests on the principle of the payment of fees in respect of the provision of services. All users are required to pay. The basis for payment of fees is further codified through the following: •

The prioritization of users by reference to categorization. Categorization will help guide the Township in its decision-making regarding fees and time allocation for access to facilities;

There is currently a significant discrepancy between the revenues generated at each facility, the utilization (hours) booked at each facility, and the amount that should by charged per hour according to the published fee schedule. Revenues are considerably lower than the posted fee when compared on an hourly basis. A variety of reasons may explain this including the use of facilities by groups that, by written agreement, currently do not pay fees, those that pay alternative fees by agreement with the Township or by historical precedent, and time that is recorded as utilization but for which there is no rental fee assigned – i.e. non-programmed access to the facility. Notwithstanding, it is likely that rental involving users other than local community groups, do pay in amounts that more closely resemble the posted fee schedule. It is also the case that field usage more closely aligns with the posted fee schedule of charges compared to the use of halls for which there is considerable non-paid access.

USER FEE SURCHARGE At the discretion of the Township, user fees, rental charges and program rates will be subject to a progressive surcharge expressly identified for the purposes of funding necessary capital replacement of facility systems (excluding equipment or other chattels). The Township may identify a capital surcharge to be added to all indoor and outdoor facility user fees or limit a surcharge to user fees for specific facilities which have undergone significant capital investment over an above regular annual average lifecycle capital investment. This includes newly constructed facilities. This policy includes an annual surcharge of 5% of user fees of all kinds and is applied annually commencing in Year 1 of the Policy.

Page 112 of 165

Page 7

APPROACH TO SUBSIDY The Township will adopt the following principles in setting both rental and program fees for its recreation facilities and services:
Fees increases (for non-priority groups) over and above the increase in fees due to the application of an agreed annual rate of escalation, will be based on a 3-year phase-in of rate increases.
Reducing the current level of subsidy for Adult use of facilities and participation in programs relative to rates charged for minor sport use.
Reducing the current level of subsidy for non-resident users and program registrants (those who do not pay property taxes to the Township) of facilities through higher fees for persons or organizations selfreported (or otherwise identified) as based outside of the Township.
Minimising the level of subsidy for commercial rental of facilities.
The Township will maintain its preferential pricing of facilities and program fees for minor sports, based on the principle of maximizing youth participation.
The Township will adopt the following categorization of user and program fees to meet the above principles of maximising the accessibility of basic recreation activities for youths while reducing as far as possible the subsidy of both direct and indirect costs associated with adult sport and non-community group rental of facility space: a. Category I: comprising programs and services by the Township as well as programs and services delivered by organized community and recreational groups which are based in the Township. Category I includes services provided by the Township and others that focus children, youth and seniors. It is intended that a range of recreational services be available to all citizens and that no area residents shall be excluded from participating in recreational activities because of an inability to pay; b. Category II: comprising programs and services by the Township and services provided by organized community and recreational groups catering to adult recreation and cultural activity/skills development, as well as the use of facilities that serve non-basic recreation needs (advanced classes for older youth and adults in premium facilities); c. Category III: user fees that are charged to commercial users (whether for profit or non-profit), private individuals or groups of individuals that do not constitute established community groups and for which public subsidization is unwarranted (weddings, room rentals, private swimming lessons, and use of recreational assets by non-Township residents). This includes eliminating subsidization of activities such as for-profit tournaments and special events.

Page 113 of 165

Page 8

Exclusions to the payment of fees are at the discretion of Council and are generally limited to the following types of activities: a. Specific, time-limited on-site fund-raising events conducted by established community organizations; b. Funerals, celebrations of life or other public service uses as determined by the Township; c. Special events, hosted by community groups based in the Township, and promoted to the general public for which there are no entry fees or other charges (example: community volunteer days); and d. Special events of an infrequent nature with significant public benefit (example: CPR, First Aid classes).

Most Subsidized

Least Subsidized

Category I

Category II

Category III

Existing Township User Fee Categories + Corresponding User Type Sports Field Rental – Minor Sports

Sports Field Rental – Adult Sports

Community Halls – Community Groups based in Township; services to Minors and Seniors or at-risk groups

Community Halls – General Access by community groups for adult use

Commercial Use of Sport Fields or parkland, courts or other recreational amenities (no subsidy) Commercial use of halls, rentals by private individuals; higher rates for non-residents (no subsidy)

Dedicated / Non-Dedicated Use Agreements and Level of Subsidy Long term agreement for local community groups serving target groups (minors, seniors)

Agreements with community groups serving adults

Agreements with commercial entities (no subsidy)

Future Considerations Commensurate with New Programs/Facilities Emerging Sports/ Cultural Activities – Minors and Seniors Direct Municipal programming for minors and seniors

Emerging Sports – Adults Advanced programming for youth and adults

Commercial and non-resident rental of new facilities (no subsidy) Commercial events on Township parkland (cost recovery based on consideration of the economic impact benefits to the Township)

Page 114 of 165

Page 9

•

The Township will charge fees for the Category I services based on the application of the approved fee schedule subject to annual increase based on a defined escalation rate.

•

The Township will terminate and replace existing long-term use agreements with new standardized agreements (following expiry of any in-force agreements). Fees will be based on the approved fee schedule and the categorization of the user group.

•

The Township will seek to recover a portion of indirect costs (on an average cost per hour basis) for Category 2 services through more aggressive increases in user fees, subject to annual review.

•

The Township will seek to recoup all Direct Costs (if any) and all Indirect Costs (on an average cost per hour basis) associated with all Category 3 services (subject to necessary confirmatory analysis as to the feasibility of significant cost recovery).

DEFINITIONS User Fee: A fee paid directly by a user to gain access to a specific service (e.g. program registration fee, admission or membership fee, facility or equipment rental charges, special service charges). Lease: Formalized agreement for dedicated occupancy of Township space for a specified period under terms and conditions and in consideration for a lease payment per annum. Direct Costs: Costs directly attributable to a specific program or service (e.g. materials, equipment or program supplies and wages of instructors. Can include additional costs of building staff as a result of rental). Indirect Costs: Costs not directly attributable to one particular activity (e.g. facility operations and maintenance, administration, and potentially corporate overhead if accounted for by municipality on a facility basis). Subsidy: The amount of direct and/or indirect costs not paid by the consumer of a program, service or facility, but paid for by the Township, principally from the tax base.

Page 115 of 165

Page 10

PAYMENT POLICY ▪

Hall Rentals: 50% of the facility rental cost must be paid within 1 week of booking to reserve the date. Full payment is required 1 month prior to the event. All hall rental with alcohol or big events must provide proof of liability insurance in the amount of $2 million that names the Township as an ‘additional insured’ for the event.

▪

Tournaments must be pre-paid, in full, 1 month (20 working days) prior to date of rental.

▪

Regular (large field users must pre-pay for the season by the 3rd rental of the season. Field users wishing a refund for any rentals not used due to rain must notify Recreation Administration staff within 48 hours of the rain date by phone or e-mail

▪

Cash, MasterCard, VISA and interact are accepted as payment methods. Corporate or Association cheques are accepted. However, personal cheques are not accepted.

CANCELLATION POLICIES: The full rental fee will be charged if notice of the cancellation is not received 10 working days prior to the rental date. If the notice of cancellation of a rental is confirmed with Recreation Services Administration staff with more than 10 working days to the rental date there will be a $25 administration fee charged. Notwithstanding the above, a cancellation fee of $150 applies to all commercial bookings or events involving alcohol. Failure to pay rental fees may result in a restriction from future bookings and/or legal proceedings.
DAMAGES AND ADDITIONAL CHARGES: Costs associated with damages, misuse or abuse of facilities will be charged to the lessee. All halls rented for an evening event must be vacated by 3am, otherwise additional fees will be charged.

Page 116 of 165

Township of South Frontenac Recreation Services and Facilities Dedicated Use Lease Agreement Template

Appendix F Page 117 of 165

Corporation of the Township of South Frontenac – Dedicated Use Lease

THIS LEASE AGREEMENT is dated for reference the th day of __________________ , 20 . [Note to client: The language of this agreement is established as LESSOR AND LESSEE for ease of communication and standardization of terms and conditions as between the parties, regardless of whether this comprises a formal lease or a right of use agreement. This document can be amended to refer to a FREQUENT USE / NON-DEDICATED USE Agreement on as required.] BETWEEN: The Corporation of the Township of South Frontenac, a municipal corporation, of THE PROVINCE OF ONTARIO (herein called the ‘Township’) OF THE FIRST PART, AND [INSERT NAME OF LESSEE AND RELEVANT ORGANIZATIONAL DETAILS] (herein called the ‘Lessee’) OF THE SECOND PART.

WHEREAS: A. The Township owns and operates the [Insert name of Facility], as a recreation and leisure facility within the Township of South Frontenac which is suitable for insert brief description of facility uses; B. The Insert brief particulars on Lessee organization/group; C. The Township has agreed to issue to [Insert name of Lessee ] a lease to use certain portions/all components of [Insert name of Facility] in accordance with the terms and conditions set forth in this agreement hereinafter.

Date: August 2, 2024 Page 1 of 18

Page 118 of 165

Corporation of the Township of South Frontenac – Dedicated Use Lease

NOW THEREFORE THIS AGREEMENT WITNESSETH that in consideration of the mutual covenants herein contained and other good and valuable consideration (the acceptance and adequacy of which is hereby acknowledged by the Township and [Insert name of Lessee ], the parties hereto each hereby covenant with each other as follows:

ARTICLE 1: DEFINITIONS Wherever used in this agreement the following words and terms will have the following meanings: Agreement means this agreement including all schedules with which it may be amended. Applicable Laws means all statutes, laws, bylaws, regulations, ordinances, orders and requirements of governmental or other public authorities having jurisdiction in force from time to time. Building means the Lands and the buildings and all other structures, improvements, facilities and appurtenances that have been constructed on the Lands above, at or below grade including the Building Systems all as may be altered, expanded, reduced or reconstructed from time to time. Building Systems means at any time i) all heating, ventilating and air conditioning and other climate control systems, and other systems, services, installations and facilities installed in or servicing the Building including without limitation the following systems, services, installations and facilities: elevators and escalators, mechanical including plumbing, sprinkler drainage and sewage, electrical and other utilities, lighting, sprinkler, life safety including fire prevention, communications, security and surveillance computer including environmental security and lighting control, ice and snow melting, refuse removal, window washing and music ii) all machinery, appliances, equipment, apparatus components, computer software and appurtenances forming part of or used for or in connection with any of such systems, services, installations and facilities including but not limited to boilers, motors, generators, fans, pumps, pipes, conduits, ducts, valves, wiring, meters and controls, and the structures and shafts housing and enclosing any of them and iii) all Township-owned or controlled telecommunications, facilities, pathways, installations and equipment if any. Business Day means any day which is not a Saturday, Sunday or a day observed as a holiday under the Applicable Laws in the Province of Ontario. Business Hours means the normal business hours determined by the Township and in compliance with local bylaws.

Date: August 2, 2024 Page 2 of 18

Page 119 of 165

Corporation of the Township of South Frontenac – Dedicated Use Lease

Change of Control means in the case of any corporation or partnership the transfer or issue by sale, assignment, subscription, transmission on death mortgage charge, security interest, operation of law or otherwise of any shares, voting rights or interest which would result in any change in the effective control of such corporation or partnership unless such change occurs as a result of trading in the shares of a public corporation listed on a recognized stock exchange in Canada or the United States. Township means the Corporation of the Township of South Frontenac. Commencement Date means the date set out in or determined pursuant to Article 2 of this Agreement. Event of Default has the meaning set out in Section 6.1 of this Agreement. Expert means any architect, engineer, land surveyor or other professional consultant appointed by the Township who in the opinion of the Township as landlord is qualified to perform the function for which he or she is retained. Lands means the lands described in Article 3 and Schedule [insert] of this Agreement. Leasehold Improvements means all alterations, fixtures and improvements in or serving the Premises made from time to time by or at the request of the tenant including without limitation internal stairways, doors, hardware, partitions (excluding moveable partitions), lighting, fixtures, building standard window coverings and wall to wall carpeting (excluding carpeting laid over a finished floor and removable without damage to such floor) but excluding trade fixtures and furniture and equipment not of the nature of fixtures.

Premises means the Building, or any parts thereof identified in Article 3 and Schedule [insert] of this Agreement. Rent means the fee payable pursuant to Article 2 of this Agreement. Rental Taxes means any tax or duty imposed upon either the Township or the tenant which is measured by or based in whole or in part directly upon the Rent payable under this Agreement or in respect of the rental or rental value of the Premises under this Agreement, whether existing at the date of this Agreement or hereafter imposed by any governmental authority including, without limitation, harmonized sales tax, value added tax, business transfer tax, sales tax, federal sales tax, excise taxes or duties or any tax similar to the foregoing excluding, however, for greater certainty the Township’s income taxes.

Date: August 2, 2024 Page 3 of 18

Page 120 of 165

Corporation of the Township of South Frontenac – Dedicated Use Lease Rules mean any standard and prevailing practices, procedures and policies of the Corporation of the Township of South Frontenac. Structural Components means the footings, foundations, structural columns and beams, structural subfloors, bearing walls, exterior and interior walls, windows, roofs and roof membrane. Term means the period of time specified in Article 2 which commences on the Commencement Date and expires on the expiry date unless terminated earlier pursuant to the provisions of this Agreement.

ARTICLE 2: PURPOSE OF AGREEMENT The Township and [Insert name of Lessee ] have agreed that the contents of this lease pertain to the [insert the name of facility and/or related components of the facility for lease. The relationship between the Township and the [Insert name of Lessee ] is solely that of a landlord and tenant for the full-time use and occupation of the aforementioned components of the [Insert name of Facility] by the [Insert name of Lessee ]. The Term of this Agreement is for a period of ____ years commencing on the ____st day of __________, 20 . The rental payment is to be made on the ____st day of each month commencing on the ____st day of __________________, 20 . The monthly rental charges are as follows: ▪ ▪ ▪ ▪ ▪

Year 1: [Insert rental rate] plus HST/month Year 2: [Insert rental rate] plus HST/month Year 3: [Insert rental rate] plus HST/month Year 4: [Insert rental rate] plus HST/month Year 5: [Insert rental rate] plus HST/month

Either party may cancel this Agreement upon giving 60 days written Notice to the other party by registered mail to the address and in accordance with the particulars set out in Section 16.2 of this Agreement. Or such Notice shall provide that this Agreement will not be renewed.

ARTICLE 3: PARTICULARS OF USE The [Insert name of Lessee ] is to use the [Insert name of Facility] for the sole purpose of: a) [List the particulars of space(s) and related use(s)]

Date: August 2, 2024 Page 4 of 18

Page 121 of 165

Corporation of the Township of South Frontenac – Dedicated Use Lease

The Township agrees to let the [Insert name of Lessee ] hold the aforementioned activities in the [Insert name of Facility] but should there be any disagreement between the Township and [Insert name of Lessee ] as to the nature of activities being held in the [Insert name of Facility] then a meeting will be arranged between representatives of [Insert name of Lessee ] and the Township to resolve/remedy the matter. If an amicable decision cannot be reached then, at all times, the Township’s interpretation of the use permitted under this Agreement shall prevail including as a result, the Township’s right, at its discretion, to terminate this Agreement for reasons of non-compliance with this Agreement.

ARTICLE 4: OPERATIONS a) Lessee Costs: [Insert particulars.] [There are two options: 1) the Lessee is responsible for facility operating costs (this can include an option for ramping up costs), or 2) the Lessee is not responsible for operating costs. The selection of either option will determine the full scale of rights and obligations to be detailed below. For the purposes of this draft the following represent general terms.] b) Owner Costs: [Insert particulars.] [There are two options: 1) the Township is responsible for facility operating costs, or 2) the Township is not responsible for operating costs. The selection of either option will determine the full scale of rights and obligations to be detailed below. For the purposes of this draft the following represent general terms.]

ARTICLE 5: RIGHTS AND OBLIGATIONS 5.1 RIGHTS & OBLIGATIONS OF LESSEE: a) The [Insert name of Lessee ] has the right to use the specified space(s) within the [Insert name of Facility] (as outlined in Article 3), at during the specified time period outlined in Article 2,

Date: August 2, 2024 Page 5 of 18

Page 122 of 165

Corporation of the Township of South Frontenac – Dedicated Use Lease

without Township interference. b) The [Insert name of Lessee ] has the right to enjoy the use of the Premises, for which the proper and regular maintenance and replacement of Structural Components, systems and facilities are to be the responsibility of the Township of South Frontenac per the terms of Section 5.2. c) In addition to the payment of Rent (as outlined in Article 2 of this Agreement), the [Insert name of Lessee ] shall: I.

Only use the facilities subject to this Agreement during the time period specified in Article 2.

II.

Maintain the facilities subject to this Agreement in clean and in good repair, reasonable wear and tear and damage by insured hazards excepted.

III.

Provide security for all equipment and stock, including any storage areas as defined in Article 3 thereof.

IV.

Pay for building expenses related to the provision of Township services during events where specified and agreed as a schedule of this Agreement.

Promptly notify the Township of any accident, defect, damage or deficiency which occurs or exists in any part of the Premises, and which comes to the attention of the [Insert name of Lessee ].

VI.

At all times, comply with all Township bylaws, Resolutions of Council and policies with respect to the use of the [Insert name of Facility] by the [Insert name of Lessee ].

VII.

Seek, identify and comply with all regulations regarding public assembly and use of the Building for events and activities.

VIII.

Maintain order during the period of occupancy and abide by all Federal, provincial and Municipal laws, bylaws, policies and regulations, and any other conditions as may be set out by the Township of South Frontenac. Organizations and individuals in Ontario, including the Township of South Frontenac, have obligations under the Ontario Human Right Code, the Occupational Health and Safety Act, the Accessibility for Ontarians with Disabilities Act, the Charter of Rights and Freedoms, the Criminal Code of Canada and the Employment Standards Act. Organizations/groups, their members, participants,

Date: August 2, 2024 Page 6 of 18

Page 123 of 165

Corporation of the Township of South Frontenac – Dedicated Use Lease

employees, and volunteers are required to refrain from any discriminatory and hate activity. IX.

Abide by Township policies and Rules in all regards and including, but not limited to, policies regarding advertising and sponsorship, noise and the duration of activities.

d) [Delete clause if facility is not a dedicated lease] The [Insert name of Lessee ] shall permit the Township, its agents and others authorized by it to enter the Premises to inspect to provide services or to make repairs, replacements, changes or alterations as set out in this Agreement to take such steps as the Township may deem necessary for the safety, improvement, alteration or preservation of the Premises or the Building and to show the Premises to mortgagees, prospective mortgagees, purchasers and prospective purchasers and during the last 6 months of the Term to prospective tenants. In carrying out such rights the Township shall use reasonable efforts to minimize interference with the [Insert name of Lessee ] use and enjoyment of the Premises. The Township shall give 48 hours Notice to the [Insert name of Lessee ] prior to such entry other than in the case of an emergency or apprehended emergency but no such entry shall constitute a re-entry by the Township or an eviction or entitle the [Insert name of Lessee ] to any abatement of Rent. e) The [Insert name of Lessee ] shall not overload the capacity of the electricity domestic water sewage disposal and other utility services serving the Building. The [Insert name of Lessee ] shall not bring onto the Premises any installations, appliances or business machines which are likely to consume significant amounts of electricity or other utilities, or which require special venting without the prior written consent of the Township not to be unreasonably withheld delayed or conditioned. f)

The Tenant shall not erect affix or install any signs, lettering, identification or any promotional or other written materials on the building or the premises without the written consent of the Township, whose consent shall not be unreasonably withheld, delayed or conditioned. The Township shall be deemed to have approved any standard business sign used by the [Insert name of Lessee ] at its other locations if the sign meets the Township bylaw requirements.

[Insert other obligations as may be relevant to the use of specific types of spaces. Insert language regarding Alterations/Leasehold Improvements by tenants as relevant.]

5.2 RIGHTS & OBLIGATIONS OF THE TOWNSHIP:

Date: August 2, 2024 Page 7 of 18

Page 124 of 165

Corporation of the Township of South Frontenac – Dedicated Use Lease

a) The Township as landlord shall keep or cause to be kept the Structural Components in good repair to the standards from time to time prevailing for similar buildings in the area in which the Building is located subject however to the limitations occasioned by the design and age of the Building and the capacity of the Building Systems and to reasonable wear and tear not inconsistent with such standard. b) The Township shall not be responsible for inadequate performance of the Building Systems if: I.

Attributable to any arrangement of partitioning in the Premises or changes therein, or the failure to shade windows which are exposed to the sun;

II.

The production by the [Insert name of Lessee ] of smoke odours or contaminated air which the Building Systems are not designed to accommodate;

III.

Any use of electrical power by the [Insert name of Lessee ] which exceeds the standard of normal use as determined by the Expert; or

IV.

The [Insert name of Lessee ] does not keep the heating, ventilation or air conditioning vents, or air returns, free and clear of all obstructions.

The Township shall incur no expense or liability whatsoever with respect to any aspect of the provision of telecommunication services, as may be required including, without limitation, the cost of installation, service, materials, repairs, maintenance, interruption or loss of telecommunication service.

c) The Township may: I.

Make repair, replacements, changes or additions to the structure, systems, facilities and equipment in the Building including the Premises where necessary to serve the Premises or other parts of the Building.

II.

Upon receipt of prior written consent of the [Insert name of Lessee ] (such consent not to be unreasonably withheld or delayed) grant easements, rights-of-way or other interests in the Lands.

III.

Construct additional improvements in or to adjoining the Lands.

Date: August 2, 2024 Page 8 of 18

Page 125 of 165

Corporation of the Township of South Frontenac – Dedicated Use Lease

IV.

Retain contractors and employ all personnel including supervisory personnel and managers that the Township considers necessary for the effective maintenance, repair, operation, management and control of the Building if the [Insert name of Lessee ] has not fulfilled such services; and

Do and perform such other acts in and to the Building or any of its component parts as the Township considers reasonable for the proper and efficient maintenance, repair, operation, management and control of the Building, if the [Insert name of Lessee ] has not fulfilled such services provided that in the course of the Township’s exercise of its rights hereunder the Township shall be deemed not to have re-entered the Premises nor to have breached any obligation of this Agreement. The Township as landlord shall perform all of its work as expeditiously as is reasonably possible so as to interfere as little as is reasonably possible with the [Insert name of Lessee ] use of the Premises.

d) The Township has the right to terminate this Agreement and vacate the Building if it concludes that the intended use of the facility as outlined in this Agreement has not been met and the [Insert name of Lessee ] does not remedy the situation. e) The Township has the right to access the facility(ies) at any time for Township purposes, which access shall not be unreasonably withheld, delayed or conditioned.

ARTICLE 6: DEFAULTS & REMEDIES 6.1 EVENT OF DEFAULT: Any of the following constitutes an Event of Default under this Agreement: A. Any Rent is in arrears and is not paid within five Business Days after Notice from the Township. B. The [Insert name of Lessee ] has breached any of its material obligations in this Agreement and if such breach is capable of being remedied, and is not otherwise listed in this Section, after Notice from the Township: I.

The [Insert name of Lessee ] fails to remedy such breach within fifteen Business Days; or

Date: August 2, 2024 Page 9 of 18

Page 126 of 165

Corporation of the Township of South Frontenac – Dedicated Use Lease

II.

If such breach cannot reasonably be remedied within fifteen Business Days, the [Insert name of Lessee ] fails to commence to remedy such breach within such fifteen Business Days or thereafter fails to proceed diligently to remedy such breach.

C. Any goods, chattels or equipment of the [Insert name of Lessee ] is seized, taken, or exigible in execution or in attachment or if a writ of execution or enforcement is issued against the [Insert name of Lessee ] and such writ is not stayed or vacated within ten Business Days after the date of such issue. D. The [Insert name of Lessee ] becomes insolvent or commits an act of bankruptcy or takes the benefit of any statute for bankrupt or insolvent debtors or makes any proposal, assignment, compromise or arrangement with its creditors or if a receiver is appointed for all or part of the business property affairs or revenues of the [Insert name of Lessee ]. E. The [Insert name of Lessee ] abandons the Premises or ceases to conduct business from the Premises or the Premises become vacant or substantially unoccupied for a period of ten Business Days in each case without the consent of the Township.

[Insert any other specifics as may be relevant (e.g. rights in the event of a non-compliant Transfer etc.)]

6.2 REMEDIES If and whenever an Event of Default occurs/ is determined, the [Insert name of Lessee ] shall take all necessary measures to remedy the default within a period of [insert particulars]. If the [Insert name of Lessee ] fails to remedy an Event of Default within this time period the Township shall have the following rights and remedies available to them immediately and without further Notice and, at any time while the Event of Default continues: A. To terminate this Agreement and re-enter the premises. Notwithstanding any termination of this Agreement, the Township shall be entitled to relet the Premises for whatever length of time and on such terms as the Township in its discretion may determine including, without limitation, the right to: I.

Take possession of any property of the [Insert name of Lessee ] on the Premises;

Date: August 2, 2024 Page 10 of 18

Page 127 of 165

Corporation of the Township of South Frontenac – Dedicated Use Lease

II.

Store such property at the expense and risk of the [Insert name of Lessee ];

III.

Sell or otherwise dispose of such property in such manner as the Township sees fit; and

IV.

Make alterations to the Premises to facilitate the reletting.

The Township shall receive proceeds of sale and shall apply the proceeds of any such sale or reletting, first, to the payment of any expenses incurred by the Township with respect to any such reletting or sale, second, to the payment of any indebtedness of the [Insert name of Lessee ] to the Township other than Rent and, third, to the payment of Rent in arrears with the residue to be held by the Township and applied to payment of future Rent as it becomes due and payable. The [Insert name of Lessee ] shall remain liable for any deficiency to the Township. B. To remedy or attempt to remedy the Event of Default for the account of the [Insert name of Lessee ] and to enter upon the Premises for such purposes. The Township shall not be liable to the [Insert name of Lessee ] for any loss injury or damages caused by acts of the Township in remedying or attempting to remedy the Event of Default. C. To recover from the [Insert name of Lessee ] all damages, costs and expenses incurred by the Township as a result of the Event of Default including any deficiency between those amounts of Rent which would have been payable by the [Insert name of Lessee ] for the portion of the Term following such termination and the net amounts actually received by the Township during such period of time with respect to the Premises. [Option: Where an Event of Default is not determined by both parties, then the matter will be forwarded to Council for the Corporation of the Township of South Frontenac who shall render a decision.]

ARTICLE 7: FORCE MAJEURE Neither the Township nor the [Insert name of Lessee ] shall be responsible to the other to refund the total Rent or any part thereof or to perform any term or condition of this Agreement is such performance is inhibited or prevented by anything beyond the reasonable control of the Township or [Insert name of Lessee ], as the case may be, whether caused by reason of strike, lockout or any other labour dispute, civil disobedience or violence, inability to process materials, failure of electricity or other utilities, riot , insurrection, war, acts of God, inclement weather or otherwise.

Date: August 2, 2024 Page 11 of 18

Page 128 of 165

Corporation of the Township of South Frontenac – Dedicated Use Lease

The Township does not warrant that [Insert name of Facility] or any service or facility provided at the [Insert name of Facility] will be free from interruptions caused or required by maintenance, repair, renewal, modification, strike, lockout, or other labour dispute, civil disobedience or violence, inability to procure materials, failure of electricity or other utilities riot, insurrection, war, acts of God, inclement weather or other cause or causes beyond the Township’s reasonable control, and no such interruption shall give [Insert name of Lessee ] the right to terminate this Agreement, nor render the Township liable in damages to the [Insert name of Lessee ], provided that the Township shall take all reasonable steps to remove the cause of such interruption.

7.1 UNAVOIDABLE DELAY If any party is bona fide delayed or hindered in or prevented from the performance of any term covenant or act required by this Agreement by reason of any cause beyond the control of the party affected including, without limitation, strikes, lockouts or other labour disputes, the enactment, amendment or repeal of any Applicable Laws, the failure of any existing tenant or occupant to vacate the Premises, shortages or unavailability of labour or materials, riots, insurrection, sabotage, rebellion, war, acts of terrorism, acts of God or any other similar reason – then performance of such term covenant or act is excused for the period of the delay and the party so delayed, hindered or prevented shall be entitled to perform such term covenant or act within the appropriate time period after the expiration of the period of such delay. However, the provisions of this Section do not operate to excuse the Lessee from the prompt payment of Rent and any other payments required by this Agreement and Unavoidable Delay shall not include any delay caused by the parties default or act or omission any delay avoidable by the exercise of reasonable care by such party or any delay caused by lack of funds of such party. The Township shall also be excused from the performance of any term covenant or act required hereunder if the performance of such item would be in conflict with any directive policy or request of any governmental or quasi-governmental authority ill respect of any energy conservation safety or security matter.

ARTICLE 8: INDEMNITY The [Insert name of Lessee ], for itself, its heirs, executors, administrators, successors and assigns hereby releases, waives and forever discharges the Township of South Frontenac, its employees, agents, contractors, consultants, representatives, elected and appointed officials, successors and assigns of an from any and all claims, demands, losses, damages, costs, actions and other proceedings whatsoever, whether in law, statute or equity, in respect of death, injury, loss or damage to the [Insert name of

Date: August 2, 2024 Page 12 of 18

Page 129 of 165

Corporation of the Township of South Frontenac – Dedicated Use Lease

Lessee ] or property, howsoever caused, except to the extent caused by or attributable to the negligent or intentional acts of the Township or those for whom the Township is at law responsible. The [Insert name of Lessee ] further agrees to indemnify and save harmless the Township of South Frontenac, its employees, agents, contractors, consultants, representatives, elected and appointed officials, successors and assigns from and against any and all liability incurred by any or all them as a result of, or in any way connected with the issuance of this Agreement except when such acts are caused by or attributable to their negligent or intentional acts. The [Insert name of Lessee ] has responsibility to obtain the necessary insurance as may be applicable to its use of the facility. The Township of South Frontenac will not be held liable for any failure of the [Insert name of Lessee ] to adequately insure itself and its operation.

ARTICLE 9: INSURANCE Insurance: The [Insert name of Lessee ] shall obtain and maintain at its sole cost and expense the following insurance coverages (which, at the request of the Township of South Frontenac, may be increased to meet the then current needs of the facility) for the Term of this Agreement: a. [Option: Comprehensive Liability Insurance (CLI): for a limit of not less than $__________________ each occurrence, and $__________________ in the aggregate, inclusive of bodily injury, death or property damage resulting from each occurrence, with respect to the [Insert name of Lessee ] use and occupation of the [Insert name of Facility]. b. [Option: Automobile Liability Coverage: with coverage for all Lessee owned, non-owned and hired vehicles with combined single limit of $______________ per occurrence covering bodily injury or property damage.] c. [Option: Blanket Employee Dishonesty (Crime Insurance): coverage with minimum limits of $___________________ per occurrence.] d. [Option: Employer’s Liability Insurance Coverage with minimum limits of $_________________ per occurrence.] e. [Option: Personal Property Insurance Coverage providing All-Risk Coverage on a full insurable replacement basis for the appropriate limit to cover all Lessee’s personal property owned by Lessee in connection with the concession, to include, but not be limited to, Lessee’s owned furniture, fixtures, equipment, inventory and any other personal property of Lessee.]

Date: August 2, 2024 Page 13 of 18

Page 130 of 165

Corporation of the Township of South Frontenac – Dedicated Use Lease

[Option: Umbrella/ Excess Liability Coverage on an occurrence basis in excess of the CLI Policy, Employer’s Liability Policy and Auto Policy insurance coverage required above with limits of $__________________ each occurrence and $________________ annual aggregate for bodily injury or property damage.]

All Lessee required insurance shall be with companies and on forms acceptable to the Township of South Frontenac and shall provide (and any certificate evidencing the existence of each such insurance policy shall certify) that the coverage thereunder may not be reduced, non-renewed, or canceled unless unrestricted prior written Notice thereof is furnished to the Township of South Frontenac at least thirty (30) days prior to the effective date of such reduction, non-renewal, or cancellation. Not later than thirty (30) days prior to the date on which coverage is to be provided hereunder, the [Insert name of Lessee ] shall furnish to Township of South Frontenac a certificate of insurance signed by a person authorized by the issuer of such policy to bind such coverage on its behalf confirming the existence or issuance of the Lessee required insurance (a “Certificate of Insurance”) and shall thereafter, upon request, deliver Certificates of Insurance to the Township of South Frontenac evidencing renewal of such Lessee required Insurance. The [Insert name of Lessee ] shall have the Township named as an insured on all such insurance policies. Should the Township be of the opinion that the insurance taken out by [Insert name of Lessee ] is inadequate in any respect for any reason whatsoever, it shall forthwith advise the [Insert name of Lessee ] of its reason therefore and the [Insert name of Lessee ] shall forthwith take out additional insurance satisfactory to the Township.

ARTICLE 10: ASSIGNMENT AND SUB-LICENSING The [Insert name of Lessee ] shall not assign or sublicense this agreement or any of the [Insert name of Lessee ] rights herein without the prior written consent of the Township, which consent may be withheld for any reason the City deems sufficient. If the City consents to an assignment or sub-licence of this agreement by the [Insert name of Lessee ], one of the conditions for obtaining such consent shall be the [Insert name of Lessee ] assignee or the sub-licence must enter into an agreement for the use of the [Insert name of Facility] with the City in substantially the same form and content as this Agreement, and notwithstanding the City’s consent the [Insert name of Lessee ] shall not be relieved of the [Insert name of Lessee ] obligations under this Agreement by virtue of such assignment or sub-licensing.

Date: August 2, 2024 Page 14 of 18

Page 131 of 165

Corporation of the Township of South Frontenac – Dedicated Use Lease

If at any time of this Agreement any part or all of the corporate shares or voting rights of the executive management board/body of the [Insert name of Lessee ] are transferred by sale, assignment, bequest , inheritance, trust, operation of law or other disposition, or treasury shares to be issued, so as to result in a change in the control of the [Insert name of Lessee ]; such change in the control of the [Insert name of Lessee ] shall be deemed to be an Assignment of this Agreement subject to the provisions of this Article, and to require the prior written consent of the City, such consent not be unreasonably withheld.

ARTICLE 11: GOVERNING LAWS This Agreement has been executed in and shall be governed by the laws of the Province of Ontario and the laws of Canada applicable therein.

ARTICLE 12: COMPLIANCE WITH LAWS The [Insert name of Lessee ] shall abide by and comply with all statutes, rules, regulations and bylaws of the lawful authorities, including the City, in any manner whatsoever affecting the use and occupancy of the [Insert name of Facility] or the activities of any persons using the [Insert name of Facility], or in the exercise in manner of the rights arising under this Agreement.

ARTICLE 13: RULES The [Insert name of Lessee ] shall abide by and comply with the Rules, as amended, added to, or varied from time to time by the City, and the [Insert name of Lessee ] hereby take notice that the City shall be entitled to delete, added to or amend any or all of the Rules in the sole discretion of the City.

ARTICLE 14: SEVERABILITY If any term, covenant or condition of this Agreement or the application thereof to any persons or circumstances shall, to any extent be invalid or unenforceable, the remainder of this Agreement or application of such term, covenant or condition to persons or circumstances other than those as to which it is held invalid or unenforceable, shall not be affected thereby and each term, covenant and condition of this Agreement shall be valid and shall be enforceable to the fullest extent permitted by law.

Date: August 2, 2024 Page 15 of 18

Page 132 of 165

Corporation of the Township of South Frontenac – Dedicated Use Lease

ARTICLE 15: JOINT & SEVERAL OBLIGATIONS If more than one person or legal entity or a combination of persons and legal entities have executed this Agreement such that the party of the second part consist of more than one person or legal entity or a combination of persons and legal entities, the covenants and agreements of each person and legal entity comprising the party of the second part shall be joint and several with the covenant and agreement of every other person and legal entity comprising the party of the second part.

ARTICLE 16: MISCELLANEOUS 16.1 NOTICES Any notice demand statement or request Notice required or permitted to be given under this Agreement shall be in writing and shall be deemed to have been duly given if personally delivered by courier or mailed by registered prepaid post in the case of Notice to the City to it at the address set out in below and in the case of Notice to the tenant to it at the Premises set out below: A. i) Landlord: The Corporation of the Township of South Frontenac Attention: Clerk ii) Address of Landlord: 4432 George St. Box 100 Sydenham ON, K0H 2T0 A. i) Lessee: [Insert name of Lessee ] Attention: [Insert] ii) Address of [Insert name of Lessee ] Tenant: [Insert] Notice may be given by facsimile transmission but not by other means of electronic communication including, without limitation, electronic mail. Any such Notice given in accordance with the above requirements shall be deemed to have been given, if mailed, on the ____ day following the date of such mailing or, if delivered, on the day on which it was

Date: August 2, 2024 Page 16 of 18

Page 133 of 165

Corporation of the Township of South Frontenac – Dedicated Use Lease

delivered so long as such delivery was prior to 5 p.m. on a Business Day (and, if after 5 p.m. or if any such day is not a Business Day then it shall be deemed to have been delivered on the next Business Day). Either party may from time to time by Notice change the address to which Notices to it are to be given. Notwithstanding the foregoing, during any interruption or threatened interruption in postal services any Notice shall be personally delivered or delivered by courier. If a copy of any Notice to the [Insert name of Lessee ] is to be sent to a second address or to another person other than the tenant the failure to give any such copy shall not vitiate the delivery of the Notice to the tenant.

ARTICLE 17: AGREEMENT BINDING This Agreement shall ensure to the benefit of and be binding upon the parties hereto and their respective personal representative(s), executors, administrators, successors and permitted assigns.

ARTICLE 18: EFFECTIVE DATE Once executed and delivered by all parties, this Agreement is intended to take effect as of [Insert date here] regardless of the date of signing.

IN WITNESS WHEREOF the parties hereto have caused this Agreement to be executed under their hands and seals, or in the presence of their proper officers first duly authorized in that behalf, on the dates hereinafter set forth.

The Corporate Seal of the Corporation of the Township of South Frontenac was hereunto affixed this ___ day of __________, 20

In the presence of:

Date: August 2, 2024 Page 17 of 18

Page 134 of 165

Corporation of the Township of South Frontenac – Dedicated Use Lease

Mayor

Clerk

In the presence of:

Authorized Signature [Insert name of Authorized Person] [Name of Organization/Group]

Date: August 2, 2024 Page 18 of 18

Page 135 of 165

Township of South Frontenac Recreation Services and Facilities Multi-Year Use Agreement Template

Appendix G Page 136 of 165

Corporation of the Township of South Frontenac – Multi-Year Use Agreement

THIS USE AGREEMENT is dated for reference the th day of __________________ , 20 . BETWEEN: The Corporation of the Township of South Frontenac, a municipal corporation, of THE PROVINCE OF ONTARIO (herein called the ‘Township’) OF THE FIRST PART, AND [INSERT NAME OF [USER] AND RELEVANT ORGANIZATIONAL DETAILS] (herein called the [User]) OF THE SECOND PART.

WHEREAS: A. The Township owns and operates the [Insert name of Facility], as a recreation and leisure facility within the Township of South Frontenac which is suitable for insert brief description of facility uses; B. The Insert brief particulars on [User] organization/group; C. The Township has agreed to issue to [Insert name User] this use agreement to use certain portions/all components of [Insert name of Facility] in accordance with the terms and conditions set forth in this agreement hereinafter.

NOW THEREFORE THIS AGREEMENT WITNESSETH that in consideration of the mutual covenants herein contained and other good and valuable consideration (the acceptance and adequacy of which is hereby acknowledged by the Township and [Insert name User], the parties hereto each hereby covenant with each other as follows:

Date: August 2, 2024 Page 1 of 11

Page 137 of 165

Corporation of the Township of South Frontenac – Multi-Year Use Agreement

Date: August 2, 2024 Page 2 of 11

Page 138 of 165

Corporation of the Township of South Frontenac – Multi-Year Use Agreement

Township means the Corporation of theTownship of South Frontenac. Commencement Date means the date set out in or determined pursuant to Article 2 of this Agreement. Event of Default has the meaning set out in Section 6.1 of this Agreement. Expert means any architect, engineer, land surveyor or other professional consultant appointed by the Township who in the opinion of the Township as landlord is qualified to perform the function for which he or she is retained. Lands means the lands described in Article 3 and Schedule [insert] of this Agreement. Premises means the Building, or any parts thereof identified in Article 3 and Schedule [insert] of this Agreement. Rent means the fee payable pursuant to Article 2 of this Agreement. Rental Taxes means any tax or duty imposed upon either the Township or the tenant which is measured by or based in whole or in part directly upon the Rent payable under this Agreement or in respect of the rental or rental value of the Premises under this Agreement, whether existing at the date of this Agreement or hereafter imposed by any governmental authority including, without limitation, harmonized sales tax, value added tax, business transfer tax, sales tax, federal sales tax, excise taxes or duties or any tax similar to the foregoing excluding, however, for greater certainty the Township’s income taxes. Rules mean any standard and prevailing practices, procedures and policies of the Township of South Frontenac. Structural Components means the footings, foundations, structural columns and beams, structural subfloors, bearing walls, exterior and interior walls, windows, roofs and roof membrane. Term means the period of time specified in Article 2 which commences on the Commencement Date and expires on the expiry date unless terminated earlier pursuant to the provisions of this Agreement.

Date: August 2, 2024 Page 3 of 11

Page 139 of 165

Corporation of the Township of South Frontenac – Multi-Year Use Agreement

ARTICLE 2: PURPOSE OF AGREEMENT The relationship between the Township and the [Insert name User] is solely that of a landlord and rental user for the non-dedicated, non-full-time use and occupation of the aforementioned components of the [Insert name of Facility] by the [Insert name User]. The Term of this Agreement is for a period of ____years commencing on the ____st day of __________, 20 . The rental payment is to be according to the Township’s normal practices for collection of payment, namely on a monthly, semi-annual or annual basis (at the discretion of the Township) in advance of the rental of the facility. Either party may cancel this Agreement upon giving 60 days written Notice to the other party by registered mail to the address and in accordance with the particulars set out in Section 16.2 of this Agreement. Or such Notice shall provide that this Agreement will not be renewed.

ARTICLE 3: PARTICULARS OF USE The [Insert name User] is to use the [Insert name of Facility] for the sole purpose of: a) [List the particulars of space(s) and related use(s)] b) List the time of day/week that the use will occur The Township agrees to let the [Insert name User] hold the aforementioned activities in the [Insert name of Facility] but should there be any disagreement between the Township and [Insert name User] as to the nature of activities being held in the [Insert name of Facility] then a meeting will be arranged between representatives of [Insert name User] and the Township to resolve/remedy the matter. If an amicable decision cannot be reached then, at all times, the Township’s interpretation of the use permitted under this Agreement shall prevail including as a result, the Township’s right, at its discretion, to terminate this Agreement for reasons of non-compliance with this Agreement.

ARTICLE 4: RIGHTS AND OBLIGATIONS 4.1 RIGHTS & OBLIGATIONS OF USER: a) The [Insert name User] has the right to use the specified space(s) within the [Insert name of Facility] (as outlined in Article 3), during the specified time period outlined in Article 2, without

Date: August 2, 2024 Page 4 of 11

Page 140 of 165

Corporation of the Township of South Frontenac – Multi-Year Use Agreement

Township interference. b) The [Insert name User] has the right to enjoy the use of the Premises, for which the proper and regular maintenance is to be the responsibility of the Township of South Frontenac. c) In addition to the payment of Rent (as outlined in Article 2 of this Agreement), the [Insert name User] shall: I.

Only use the facilities subject to this Agreement during the time period specified in Article 3.

II.

Maintain the facilities subject to this Agreement in clean and in good repair, reasonable wear and tear and damage by insured hazards excepted.

III.

Promptly notify the Township of any accident, defect, damage or deficiency which occurs or exists in any part of the Premises, and which comes to the attention of the [Insert name User].

IV.

At all times, comply with all Township bylaws, Resolutions of Council and policies with respect to the use of the [Insert name of Facility] by the [Insert name User].

Seek, identify and comply with all regulations regarding public assembly and use of the Building for events and activities.

VI.

VII.

Abide by Township policies and Rules in all regards and including, but not limited to, policies regarding advertising and sponsorship, noise and the duration of activities.

Date: August 2, 2024 Page 5 of 11

Page 141 of 165

Corporation of the Township of South Frontenac – Multi-Year Use Agreement

d) The [Insert name User] shall not overload the capacity of the electricity domestic water sewage disposal and other utility services serving the Building. The [Insert name User] shall not bring onto the Premises any installations, appliances or business machines which are likely to consume significant amounts of electricity or other utilities, or which require special venting without the prior written consent of the Township not to be unreasonably withheld delayed or conditioned. e) The Tenant shall not erect affix or install any signs, lettering, identification or any promotional or other written materials on the building or the premises without the written consent of the Township, whose consent shall not be unreasonably withheld, delayed or conditioned. The Township shall be deemed to have approved any standard business sign used by the [Insert name User] at its other locations if the sign meets the Township bylaw requirements.

4.2 RIGHTS & OBLIGATIONS OF THE TOWNSHIP: a) The Township as landlord shall keep or cause to be kept the Structural Components in good repair to the standards from time to time prevailing for similar buildings in the area in which the Building is located subject however to the limitations occasioned by the design and age of the Building and the capacity of the Building Systems and to reasonable wear and tear not inconsistent with such standard. b) The Township shall not be responsible for inadequate performance of the Building Systems if: I.

Attributable to any arrangement of partitioning in the Premises or changes therein, or the failure to shade windows which are exposed to the sun;

II.

The production by the [Insert name User] of smoke odours or contaminated air which the Building Systems are not designed to accommodate;

III.

Any use of electrical power by the [Insert name User] which exceeds the standard of normal use as determined by the Expert; or

IV.

The [Insert name User] does not keep the heating, ventilation or air conditioning vents, or air returns, free and clear of all obstructions.

Date: August 2, 2024 Page 6 of 11

Page 142 of 165

Corporation of the Township of South Frontenac – Multi-Year Use Agreement

c) The Township may: I.

II.

Upon receipt of prior written consent of the [Insert name User] (such consent not to be unreasonably withheld or delayed) grant easements, rights-of-way or other interests in the Lands.

III.

Construct additional improvements in or to adjoining the Lands.

IV.

Do and perform such other acts in and to the Building or any of its component parts as the Township considers reasonable for the proper and efficient maintenance, repair, operation, management and control of the Building, if the [Insert name User] has not fulfilled such services provided that in the course of the Township’s exercise of its rights hereunder the Township shall be deemed not to have re-entered the Premises nor to have breached any obligation of this Agreement. The Township as landlord shall perform all of its work as expeditiously as is reasonably possible so as to interfere as little as is reasonably possible with the [Insert name User] use of the Premises.

d) The Township has the right to terminate this Agreement and vacate the Building if it concludes that the intended use of the facility as outlined in this Agreement has not been met and the [Insert name User] does not remedy the situation. e) The Township has the right to access the facility(ies) at any time for Township purposes, which access shall not be unreasonably withheld, delayed or conditioned.

Date: August 2, 2024 Page 7 of 11

Page 143 of 165

Corporation of the Township of South Frontenac –Multi-Year Use Agreement

ARTICLE 5: DEFAULTS & REMEDIES Any of the following constitutes an Event of Default under this Agreement: A. Any Rent is in arrears and is not paid within five Business Days after Notice from the Township. B. The [Insert name User] has breached any of its material obligations in this Agreement and if such breach is capable of being remedied, and is not otherwise listed in this Section, after Notice from the Township: I.

The [Insert name User] fails to remedy such breach within fifteen Business Days; or

II.

If such breach cannot reasonably be remedied within fifteen Business Days, the [Insert name User] fails to commence to remedy such breach within such fifteen Business Days or thereafter fails to proceed diligently to remedy such breach.

If the [Insert name User] fails to remedy an Event of Default within this time period the Township shall have the right to terminate this Agreement

ARTICLE 6: FORCE MAJEURE Neither the Township nor the [Insert name User] shall be responsible to the other to refund the total Rent or any part thereof or to perform any term or condition of this Agreement if such performance is inhibited or prevented by anything beyond the reasonable control of the Township or [Insert name User], as the case may be, whether caused by reason of strike, lockout or any other labour dispute, civil disobedience or violence, inability to process materials, failure of electricity or other utilities, riot , insurrection, war, acts of God, inclement weather or otherwise. The Township does not warrant that [Insert name of Facility] or any service or facility provided at the [Insert name of Facility] will be free from interruptions caused or required by maintenance, repair, renewal, modification, strike, lockout, or other labour dispute, civil disobedience or violence, inability to procure materials, failure of electricity or other utilities riot, insurrection, war, acts of God, inclement weather or other cause or causes beyond the Township’s reasonable control, and no such interruption shall give [Insert name User] the right to terminate this Agreement, nor render the Township liable in damages to the [Insert name User], provided that the Township shall take all reasonable steps to remove the cause of such interruption.

Date: August 2, 2024 Page 8 of 11

Page 144 of 165

Corporation of the Township of South Frontenac –Multi-Year Use Agreement

ARTICLE 7: INDEMNITY The [Insert name User] agrees to indemnify and save harmless the Township of South Frontenac, its employees, agents, contractors, consultants, representatives, elected and appointed officials, successors and assigns from and against any and all liability incurred by any or all them as a result of, or in any way connected with the issuance of this Agreement except when such acts are caused by or attributable to their negligent or intentional acts. The [Insert name User] has responsibility to obtain the necessary insurance as may be applicable to its use of the facility. The Township of South Frontenac will not be held liable for any failure of the [Insert name User] to adequately insure itself and its operation.

ARTICLE 8: INSURANCE Insurance: The [Insert name User] shall obtain and maintain at its sole cost and expense the following insurance coverages (which, at the request of the Township of South Frontenac, may be increased to meet the then current needs of the facility) for the Term of this Agreement: [The Following are options which should be chosen according to the use agreement specifics and the remainder options removed from this agreement] a. [Option: Comprehensive Liability Insurance (CLI): for a limit of not less than $__________________ each occurrence, and $__________________ in the aggregate, inclusive of bodily injury, death or property damage resulting from each occurrence, with respect to the [Insert name User] use and use of the [Insert name of Facility]. b. [Option: Personal Property Insurance Coverage providing All-Risk Coverage on a full insurable replacement basis for the appropriate limit to cover all property owned by user and used/stored at the facility during the term of the Agreement.

All required insurance shall be with companies and on forms acceptable to the Township of South Frontenac and shall provide (and any certificate evidencing the existence of each such insurance policy shall certify) that the coverage thereunder may not be reduced, non-renewed, or canceled unless unrestricted prior written Notice thereof is furnished to the Township of South Frontenac at least thirty (30) days prior to the effective date of such reduction, non-renewal, or cancellation.

Date: August 2, 2024 Page 9 of 11

Page 145 of 165

Corporation of the Township of South Frontenac –Multi-Year Use Agreement

Not later than thirty (30) days prior to the date on which coverage is to be provided hereunder, the [Insert name User] shall furnish to Township of South Frontenac a certificate of insurance signed by a person authorized by the issuer of such policy to bind such coverage on its behalf confirming the existence or issuance of the required insurance (a “Certificate of Insurance”) and shall thereafter, upon request, deliver Certificates of Insurance to the Township of South Frontenac evidencing renewal of such required Insurance. The [Insert name User] shall have the Township named as an insured on all such insurance policies. Should the Township be of the opinion that the insurance taken out by [Insert name User] is inadequate in any respect for any reason whatsoever, it shall forthwith advise the [Insert name User] of its reason therefore and the [Insert name User] shall forthwith take out additional insurance satisfactory to the Township.

ARTICLE 9: ASSIGNMENT AND SUB-LICENSING This agreement is non-assignable to another party.

ARTICLE 10: GOVERNING LAWS This Agreement has been executed in and shall be governed by the laws of the Province of Ontario and the laws of Canada applicable therein.

The Corporate Seal of the Corporation of theTownship of South Frontenac was hereunto affixed this ___ day of __________, 20

In the presence of:

Date: August 2, 2024 Page 10 of 11

Page 146 of 165

Corporation of the Township of South Frontenac –Multi-Year Use Agreement

Mayor

Clerk

In the presence of:

Authorized Signature [Insert name of Authorized Person] [Name of Organization/Group]

Date: August 2, 2024 Page 11 of 11

Page 147 of 165

May 2024

Page 148 of 165

To:

Recreation & Leisure Services Advisory Committee

From:

Manager of Recreation and Facilities

Date of Meeting:

Thursday, August 22, 2024

Subject:

Seasonal Event Report

Report Number:

2024-006

Summary This report is to provide Council an update on the seasonal municipal events. Recommendation This report is for information purposes only. Background South Frontenac has hosted several community events in the second and third quarters of 2024. As we come out of the height of the event season, staff are providing an information report to highlight successes and potential opportunities for future years. Discussion/Analysis Summer Kickoff Music Festival The second ever Summer Kickoff Music Festival was hosted on May 25th from 4:00 pm – 10:00 pm. The event was successful despite a rainy start with just over 1,400 people in attendance, six local acts on the bill, 11 sponsors, 13 food and drink vendors, and around 20 volunteers. The community support was very positive, and the feedback received indicated a desire for the event to return for 2025. Support from the business community was also very positive with the sponsorship opportunities filling quickly and with locally owned businesses. Suggestions for next year include an earlier start time, longer kid zone timeframe due to the popularity with young families, and more variety of drink vendors. Some feedback received suggested interest in expanding the program to be two days in duration with on-site camping. Staff recommend keeping the program as a one-day event until capacity and momentum grow to the point that a viable business case can be made for a two-day program.

www.southfrontenac.net South Frontenac is a welcoming and thriving rural community.

Page 149 of 165

Township of South Frontenac Staff Report – 2024-006

Music in the Park This community event is in its fourth year, and at the time of writing this report, two out of three events have been carried out this season. These smaller-scale, two-hour programs are popular with strong attendance when the weather cooperates. The event includes four sponsors which enables staff to provide more activities including frozen treats to give away, free face painting, and a pop-up disk golf course. Again with this event, the support from the business community was also very positive with the sponsorship opportunities filling quickly and with locally owned businesses. These events are terrific opportunities for promoting other township events and activities and provide an opportunity for community building as they take place across three districts in South Frontenac. The attendance at the June and July events were approximately 50 people. At the time of writing this report, the August event has not yet taken place. The June Music in the Park was also combined with the Recreation and Parks Month Celebration and regional mayoral disk golf challenge, which provided a great opportunity for collaboration between regional recreation departments. Staff are recommending that Music in the Park continue for future years, however staff suggest a name change to avoid confusion between this program and the larger Summer Kickoff Music Festival signature event. Staff are suggesting changing the name to Beats by the Beach to further highlight the use of our popular waterfronts. Staff also recommend continuing to find ways to bolster activities at the event, while keeping the program realistic to maintain during the busy event season. As these events are smaller-scale, the benefit to the community far outweighs the staff time and financial commitment. Canada Day On July 1st, Canada Day events were held around the township once again with daytime activities taking place in Glendower, Harrowsmith, Sydenham, and Sunbury hosted by various community groups and organizations. Events were well attended with several hundred people at each event site, and community spirit was high. For the second year, South Frontenac hosted one firework show, this year taking place at Gerald Ball Park in Sunbury. Ten shuttle buses were contracted to help residents get to and from the show. Ridership for the buses were much higher this year and staff consider the feat a logistic success with many of the challenges learned from 2023 smoothed out. Ridership of the bus is as follows:

Battersea Ball Park/ Storrington Public School – 6 and one puppy

Wilmer Park/ Harris Park Hall – 30

Sydenham Point – 18

Sydenham Point – 20

Sydenham Point – 7

Centennial Park/ Harrowsmith Free Methodist Church – 30

Verona K&P Trailhead/ Verona Free Methodist Church – 35 www.southfrontenac.net South Frontenac is a welcoming and thriving rural community.

Page 150 of 165

Township of South Frontenac Staff Report – 2024-006

Glendower Hall/ Fermoy Hall – 6

Ken Garret Park (was supposed to have two buses, but numbers were low, and the second bus was not needed) – 6

Next year, the fireworks will take place at Centennial Park in Harrowsmith. Staff are recommending hosting a traditional firework show for 2025 and explore the opportunity to host a drone or hybrid drone/firework show for 2026. Lakes and Trails Festival For the first time, South Frontenac hosted the Lakes and Trails Festival after a year hiatus. This annual event was traditionally hosted by the South Frontenac Rides Committee, who has seen a decline in committee participation since the pandemic resulting in the loss of capacity to host the event in 2023. Given that this event fits within the mandate of South Frontenac’s strategic plan, has incredible partnership opportunities with groups and organizations that offer relevant programming, and the ability to leverage the townships unique natural assets, the Lakes and Trails Festival is well positioned to be a regional signature event. While attendance was a little lower than expected (approximately 200 people), the connections made and momentum from the core organizers is very promising. There were 21 organization involved in offering education or programming for the event, and many more indicating interest for 2025 if asked about participation earlier in the season to adequately plan for the event. For 2025, organizers will try to grow the event in a ‘hub and spoke’ model, with the ‘hub’ taking place at The Point Park, and various off-site ‘spoke’ events happening throughout the township at different lakes and trails (i.e. the K&P Trail, Frontenac Provincial Park, etc.). Staff will also start planning for the event earlier in the season and market the event more broadly to increase attendance. Staff will bring a recommendation in the 2025 budget that the event have an allocated operating budget to support more marketing and materials and supplies. Committee Appreciation for Volunteerism Staff would like to extend appreciation to the Recreation and Leisure Advisory Committee members for their support and volunteerism ensuring the continued success of these events. Financial Implications Insert text. Relationship to Strategic Plans ☐ Not applicable to this report. ☒ This initiative is supported by the following guiding principles of the 2023-2026 Strategic Plan. www.southfrontenac.net South Frontenac is a welcoming and thriving rural community.

Page 151 of 165

Township of South Frontenac Staff Report – 2024-006



Priority: Community

Amanda Pantrey Amanda Pantrey, Recreation and Events Coordinator Approved By:

Tim Laprade, Manager of Recreation & Facilities

www.southfrontenac.net South Frontenac is a welcoming and thriving rural community.

Page 152 of 165

To:

Recreation & Leisure Services Advisory Committee

From:

Manager of Recreation and Facilities

Date of Meeting:

Thursday, August 22, 2024

Subject:

Summer Program – End of Summer Report

Report Number:

2024-007

Summary This report serves to update the committee on the 2024 Day Camp and Swimming Lesson Programs. Recommendation This report is for information purposes only. Background The Townships popular waterfront summer camp returned once again this year with several changes and expansions to meet community demand. The Day Camp and Swim Lesson program was offered at three sites this summer – The Point in Sydenham, Gilmour’s Point in Battersea, and McMullen Beach in Verona. The McMullen Beach site was reintroduced after several years without programming as demand for camp has been so high since coming out of the pandemic. The expansion was recommended by this committee on May 25th, 2023. Discussion/Analysis The 2024 Summer Program season wraps up on Friday, August 23rd. Overall, this year has been very successful with strong registration for all programs and a full staff complement. The camp sold out for all weeks at all sites with waitlists as low as zero and as high as mid 30’s at The Point for some weeks. Capacity at the camps are as follows:

Gilmour’s Point Beach site – 25 campers. Sydenham Point Beach site – 30 campers. McMullen Beach site – 25 campers from week one – week four. Capacity was increased on week five – week eight to 30 campers due to the success of the site and full complement of staff.

www.southfrontenac.net South Frontenac is a welcoming and thriving rural community.

Page 153 of 165

Township of South Frontenac Staff Report – 2024-007

Staffing The camp staffing structure saw the implementation of an Assistant Site Coordinator position this summer. This has been a very positive change and offers additional leadership for the site staff to look to. The Assistant Site Coordinator helped with program planning, talking with staff and parents, and ensuring the camp is running smoothly. They also provided leadership at the site if the Site Coordinator was away. Additionally, if offers more opportunities for staff to gain the skills and experience of a leadership role, aiding in recruitment and retention efforts in future years. Swim staff recruitment was also vastly improved this year with a full complement of Swim Instructors and Waterfront Guards, even with the addition of the third site offering both Day Camp and a full programme of Swim Lessons. Staff will be evaluating the staff recruitment program and will make adjustments or recommendations for the 2025 budget cycle. Swim Lessons The Swim Lesson program was successfully completed at all three sites for all four sessions. As in the past, the younger levels saw the highest demand in registration, with the higher levels seeing consistent uptake as in previous years. Bussing and Before and Aftercare This was the second summer offering the before and after care and shuttle bus service. There were two buses that both left from Sydenham Point Park with one going east to Gilmour’s Point and the other going west to McMullen Beach. Both buses made and additional stop along the way to allow more options for families to get their kids to camp. Additionally, staff also took the bus to help with transportation to work and to ensure the smooth transition of kids from the bus to the camps. The bus saw ridership every week, with some weeks seeing registration as high as 15 campers. Gilmour’s Point Beach Site This site saw great engagement with all the campers throughout the season. The Coordinator and Assistant Site Coordinator offered a variety of innovative and creative programs that were very well received with the campers. As well, Frontenac Arch Biosphere Network partnered with the camp site to offer four visits throughout the summer teaching kids about blue green algae, the unique biosphere region we are situated in, and wildlife in our area. Sydenham Point Beach Site The Sydenham site enjoyed a nearly full summer of water-based programming, thanks to the beach remaining open except for a few days in July. This is a massive improvement from last year and the feedback received has been very positive. This site has our highest level of participation in the swim program – With the beach remaining open, we were able to offer all four sessions of swim lessons. At this site, pickleball programming was introduced on the courts facilitated by Kingston Racquet Club. The program ran four times throughout the summer and was very well received by the campers and staff alike. www.southfrontenac.net South Frontenac is a welcoming and thriving rural community.

Page 154 of 165

Township of South Frontenac Staff Report – 2024-007

McMullen Beach Site The McMullen Beach site was reintroduced this summer and has been a great success and very well received by the community. With the newly renovated courts, this camp was more sports oriented. The kids participated in basketball, shuffleboard and tennis activities multiple times a week. Additionally, every Wednesday there was three hours of instructed tennis lessons from a Tennis Canada Certified and Noble Tennis School trained instructor from the Kingston Racquet Club. The lessons were very well organized and very fun, campers were split into groups based on age and received an hour lesson. This program went very well, many of the kids looked forward to the lessons. Financial Implications None. Relationship to Strategic Plans ☐ Not applicable to this report. ☒ This initiative is supported by the following guiding principles of the 2023-2026 Strategic Plan. 

Priority: Community

Climate Considerations ☒ Not applicable to this report. ☐ This initiative supports climate change mitigation/adaption efforts in South Frontenac; and/or impacts the Township’s resilience to climate change. Notice/Consultation Sam Burgoyne, Day Camp and Swim Lesson Coordinator Attachments Exhibit A – 2024 Day Camp Registration Exhibit B – 2024 Swim Lesson Registration – Gilmour’s Point Exhibit C – 2024 Swim Lesson Registration – Sydenham Point Exhibit D – 2024 Swim Lesson Registration – McMullen Beach

www.southfrontenac.net South Frontenac is a welcoming and thriving rural community.

Page 155 of 165

Township of South Frontenac Staff Report – 2024-007

Approvals Submitted By:

Amanda Pantrey Amanda Pantrey, Recreation and Events Coordinator Approved By:

Tim Laprade, Manager of Recreation & Facilities

www.southfrontenac.net South Frontenac is a welcoming and thriving rural community.

Page 156 of 165

McMullen Beach Day Camp Activity Name

Starts

Ends

Reg Total

Waitlist

Bus Week One

02/07/2024 07:30 AM

05/07/2024 04:30 PM

Week One Before and After Care

02/07/2024 07:30 AM

05/07/2024 05:00 PM

Camp Week One

02/07/2024 08:00 AM

05/07/2024 04:00 PM

Bus Week Two

08/07/2024 07:30 AM

12/07/2024 04:30 PM

Week Two Before and After Care

08/07/2024 07:30 AM

12/07/2024 05:00 PM

Camp Week Two

08/07/2024 08:00 AM

12/07/2024 04:00 PM

Bus Week Three

15/07/2024 07:30 AM

19/07/2024 04:30 PM

Week Three Before and After Care

15/07/2024 07:30 AM

19/07/2024 05:00 PM

Camp Week Three

15/07/2024 08:00 AM

19/07/2024 04:00 PM

Bus Week Four

22/07/2024 07:30 AM

26/07/2024 04:30 PM

Week Four Before and After Care

22/07/2024 07:30 AM

26/07/2024 05:00 PM

Camp Week Four

22/07/2024 08:00 AM

26/07/2024 04:00 PM

Bus Week Five

29/07/2024 07:30 AM

02/08/2024 04:30 PM

Week Five Before and After Care

29/07/2024 07:30 AM

02/08/2024 05:00 PM

Camp Week Five

29/07/2024 08:00 AM

02/08/2024 04:00 PM

Bus Week Six

06/08/2024 07:30 AM

09/08/2024 04:30 PM

Week Six Before and After Care

06/08/2024 07:30 AM

09/08/2024 05:00 PM

Camp Week Six

06/08/2024 08:00 AM

09/08/2024 04:00 PM

Bus Week Seven

12/08/2024 07:30 AM

16/08/2024 04:30 PM

Week Seven Before and After Care

12/08/2024 07:30 AM

16/08/2024 05:00 PM

Camp Week Seven

12/08/2024 08:00 AM

16/08/2024 04:00 PM

Bus Week Eight

19/08/2024 07:30 AM

23/08/2024 04:30 PM

Week Eight Before and After Care

19/08/2024 07:30 AM

23/08/2024 05:00 PM

Camp Week Eight

19/08/2024 08:00 AM

23/08/2024 04:00 PM

273

SubTotal

Page 157 of 165

Rendered By: Amanda Pantrey

14 Aug 2024, 02:23 PM

Activity Registration Summary

Page 2 of 4

Gilmour’s Point Day Camp Activity Name

Starts

Ends

Reg Total

Waitlist

Bus Week One

02/07/2024 07:30 AM

05/07/2024 04:30 PM

Week One Before and After Care

02/07/2024 07:30 AM

05/07/2024 05:00 PM

Camp Week One

02/07/2024 08:00 AM

05/07/2024 04:00 PM

Bus Week Two

08/07/2024 07:30 AM

12/07/2024 04:30 PM

Week Two Before and After Care

08/07/2024 07:30 AM

12/07/2024 05:00 PM

Camp Week Two

08/07/2024 08:00 AM

12/07/2024 04:00 PM

Bus Week Three

15/07/2024 07:30 AM

19/07/2024 04:30 PM

Week Three Before and After Care

15/07/2024 07:30 AM

19/07/2024 05:00 PM

Camp Week Three

15/07/2024 08:00 AM

19/07/2024 04:00 PM

Bus Week Four

22/07/2024 07:30 AM

26/07/2024 04:30 PM

Week Four Before and After Care

22/07/2024 07:30 AM

26/07/2024 05:00 PM

Camp Week Four

22/07/2024 08:00 AM

26/07/2024 04:00 PM

Bus Week Five

29/07/2024 07:30 AM

02/08/2024 04:30 PM

Week Five Before and After Care

29/07/2024 07:30 AM

02/08/2024 05:00 PM

Camp Week Five

29/07/2024 08:00 AM

02/08/2024 04:00 PM

Bus Week SIx

06/08/2024 07:30 AM

09/08/2024 04:30 PM

Week Six Before and After Care

06/08/2024 07:30 AM

09/08/2024 05:00 PM

Camp Week Six

06/08/2024 08:00 AM

09/08/2024 04:00 PM

Bus Week Seven

12/08/2024 07:30 AM

16/08/2024 04:30 PM

Week Seven Before and After Care

12/08/2024 07:30 AM

16/08/2024 05:00 PM

Camp Week Seven

12/08/2024 08:00 AM

16/08/2024 04:00 PM

Bus Week Eight

19/08/2024 07:30 AM

23/08/2024 04:30 PM

Week Eight Before and After Care

19/08/2024 07:30 AM

23/08/2024 05:00 PM

Camp Week Eight

19/08/2024 08:00 AM

23/08/2024 04:00 PM

272

SubTotal

Page 158 of 165

Rendered By: Amanda Pantrey

14 Aug 2024, 02:23 PM

Activity Registration Summary

Page 3 of 4

Sydenham Point Park Day Camp Starts

Ends

Reg Total

Waitlist

Week One Before and After Care

Activity Name

02/07/2024 07:30 AM

05/07/2024 05:00 PM

Camp Week One

02/07/2024 08:00 AM

05/07/2024 04:00 PM

Week Two Before and After Care

08/07/2024 07:30 AM

12/07/2024 05:00 PM

Camp Week Two

08/07/2024 08:00 AM

12/07/2024 04:00 PM

Week Three Before and After Care

15/07/2024 07:30 AM

19/07/2024 05:00 PM

Camp Week Three

15/07/2024 08:00 AM

19/07/2024 04:00 PM

Week Four Before and After Care

22/07/2024 07:30 AM

26/07/2024 05:00 PM

Camp Week Four

22/07/2024 08:00 AM

26/07/2024 04:00 PM

Week Five Before and After Care

29/07/2024 07:30 AM

02/08/2024 05:00 PM

Camp Week Five

29/07/2024 08:00 AM

02/08/2024 04:00 PM

Week Six Before and After Care

06/08/2024 07:30 AM

09/08/2024 05:00 PM

Camp Week Six

06/08/2024 08:00 AM

09/08/2024 04:00 PM

Week Seven Before and After Care

12/08/2024 07:30 AM

16/08/2024 05:00 PM

Camp Week Seven

12/08/2024 08:00 AM

16/08/2024 04:00 PM

Week Eight Before and After Care

19/08/2024 07:30 AM

23/08/2024 05:00 PM

Camp Week Eight

19/08/2024 08:00 AM

23/08/2024 04:00 PM

SubTotal

362

133

Grand Totals

907

231

Page 159 of 165

Rendered By: Amanda Pantrey

14 Aug 2024, 02:23 PM

Activity Registration Summary

Page 4 of 4

Starting From: Jul 01, 2024

Starting To:

Aug 23, 2024

Category:

‘Summer Programs’

Grouped By:

Service

Activity Type:

‘Courses’

Activity Status:

‘Pending’,‘Confirmed’

Calendar:

‘Day Camp’,‘Swim Lessons - Gilmour’’s Point Park’,‘Swim Lessons - McMullen Beach’,‘Swim Lessons

The Point Memorial Park’

Supervisor:

All

Season:

‘Swim Lessons 2024’

Service:

‘Swimmer 1’,‘Swimmer 2’,‘Swimmer 3’,‘Swimmer 3/4’,‘Swimmer 4’,‘Swimmer 5/6’

Staff:

All

Location:

‘Gilmour Point Beach’

Swimmer 1 Activity Name

Starts

Ends

Reg Total

Waitlist

Session One

02/07/2024 01:15 PM

12/07/2024 01:45 PM

Session Two

15/07/2024 01:15 PM

26/07/2024 01:45 PM

Session Three

29/07/2024 01:15 PM

09/08/2024 01:45 PM

Session Four

12/08/2024 01:15 PM

23/08/2024 01:45 PM

SubTotal

Swimmer 2 Activity Name

Starts

Ends

Reg Total

Waitlist

Session One

02/07/2024 01:45 PM

12/07/2024 02:15 PM

Session Two

15/07/2024 01:45 PM

26/07/2024 02:15 PM

Session Three

29/07/2024 01:45 PM

09/08/2024 02:15 PM

Session Four

12/08/2024 01:45 PM

23/08/2024 02:15 PM

SubTotal

Swimmer 3/4 Activity Name

Ends

Reg Total

Waitlist

02/07/2024 02:15 PM

12/07/2024 03:00 PM

Session Two

15/07/2024 02:15 PM

26/07/2024 03:00 PM

Session Three

29/07/2024 02:15 PM

09/08/2024 03:00 PM

Session Four

12/08/2024 02:15 PM

23/08/2024 03:00 PM

Page 160 of 165

Starts

Session One

SubTotal

Rendered By: Amanda Pantrey

14 Aug 2024, 02:21 PM

Activity Registration Summary

Page 1 of 2

Swimmer 5/6 Starts

Ends

Reg Total

Waitlist

Session One

Activity Name

02/07/2024 03:00 PM

12/07/2024 03:45 PM

Session Two

15/07/2024 03:00 PM

26/07/2024 03:45 PM

Session Three

29/07/2024 03:00 PM

09/08/2024 03:45 PM

Session Four

12/08/2024 03:00 PM

23/08/2024 03:45 PM

SubTotal

Grand Totals

Page 161 of 165

Rendered By: Amanda Pantrey

14 Aug 2024, 02:21 PM

Activity Registration Summary

Page 2 of 2

Starting From: Jul 01, 2024

Starting To:

Aug 23, 2024

Category:

‘Summer Programs’

Grouped By:

Service

Activity Type:

‘Courses’

Activity Status:

‘Pending’,‘Confirmed’

Calendar:

‘Day Camp’,‘Swim Lessons - Gilmour’’s Point Park’,‘Swim Lessons - McMullen Beach’,‘Swim Lessons

The Point Memorial Park’

Supervisor:

All

Season:

‘Swim Lessons 2024’

Service:

‘Swimmer 1’,‘Swimmer 2’,‘Swimmer 3’,‘Swimmer 3/4’,‘Swimmer 4’,‘Swimmer 5/6’

Staff:

All

Location:

‘The Point Memorial Park’

Swimmer 5/6 Activity Name

Starts

Ends

Reg Total

Waitlist

Session One

02/07/2024 08:30 AM

12/07/2024 09:15 AM

Session Two

15/07/2024 08:30 AM

26/07/2024 09:15 AM

Session Three

29/07/2024 08:30 AM

09/08/2024 09:15 AM

Session Four

12/08/2024 08:30 AM

23/08/2024 09:15 AM

SubTotal

Swimmer 4 Activity Name

Starts

Ends

Reg Total

Waitlist

Session One

02/07/2024 09:15 AM

12/07/2024 10:00 AM

Session Two

15/07/2024 09:15 AM

26/07/2024 10:00 AM

Session Three

29/07/2024 09:15 AM

09/08/2024 10:00 AM

Session Four

12/08/2024 09:15 AM

23/08/2024 10:00 AM

SubTotal

Swimmer 3 Activity Name

Ends

Reg Total

Waitlist

02/07/2024 10:00 AM

12/07/2024 10:45 AM

Session Two

15/07/2024 10:00 AM

26/07/2024 10:45 AM

Session Three

29/07/2024 10:00 AM

09/08/2024 10:45 AM

Session Four

12/08/2024 10:00 AM

23/08/2024 10:45 AM

Page 162 of 165

Starts

Session One

SubTotal

Rendered By: Amanda Pantrey

14 Aug 2024, 02:21 PM

Activity Registration Summary

Page 1 of 2

Swimmer 2 Starts

Ends

Reg Total

Waitlist

Session One

Activity Name

02/07/2024 10:45 AM

12/07/2024 11:15 AM

Session Two

15/07/2024 10:45 AM

26/07/2024 11:15 AM

Session Three

29/07/2024 10:45 AM

09/08/2024 11:15 AM

Session Four

12/08/2024 10:45 AM

23/08/2024 11:15 AM

SubTotal

Swimmer 1 Starts

Ends

Reg Total

Waitlist

Session One - Group A

Activity Name

02/07/2024 11:15 AM

12/07/2024 11:45 AM

Session One - Group B

02/07/2024 11:45 AM

12/07/2024 12:15 PM

Session Two - Group B

15/07/2024 11:15 AM

26/07/2024 11:45 AM

Session Two - Group A

15/07/2024 11:45 AM

26/07/2024 12:15 PM

Session Three - Group B

29/07/2024 11:15 AM

09/08/2024 11:45 AM

Session Three - Group A

29/07/2024 11:45 AM

09/08/2024 12:15 PM

Session Four - Group B

12/08/2024 11:15 AM

23/08/2024 11:45 AM

Session Four - Group A

12/08/2024 11:45 AM

23/08/2024 12:15 PM

SubTotal

Grand Totals

133

Page 163 of 165

Rendered By: Amanda Pantrey

14 Aug 2024, 02:21 PM

Activity Registration Summary

Page 2 of 2

Starting From: Jul 01, 2024

Starting To:

Aug 23, 2024

Category:

‘Summer Programs’

Grouped By:

Service

Activity Type:

‘Courses’

Activity Status:

‘Pending’,‘Confirmed’

Calendar:

‘Day Camp’,‘Swim Lessons - Gilmour’’s Point Park’,‘Swim Lessons - McMullen Beach’,‘Swim Lessons

The Point Memorial Park’

Supervisor:

All

Season:

‘Swim Lessons 2024’

Service:

‘Swimmer 1’,‘Swimmer 2’,‘Swimmer 3’,‘Swimmer 3/4’,‘Swimmer 5/6’

Staff:

All

Location:

‘McMullen Park Beach’

Swimmer 1 Activity Name

Starts

Ends

Reg Total

Waitlist

Session One

02/07/2024 01:15 PM

12/07/2024 01:45 PM

Session Two

15/07/2024 01:15 PM

26/07/2024 01:45 PM

Session Three

29/07/2024 01:15 PM

09/08/2024 01:45 PM

Session Four

12/08/2024 01:15 PM

23/08/2024 01:45 PM

SubTotal

Swimmer 2 Starts

Ends

Reg Total

Waitlist

Session One

Activity Name

02/07/2024 01:45 PM

12/07/2024 02:15 PM

Session Two

15/07/2024 01:45 PM

26/07/2024 02:15 PM

Session Three

29/07/2024 01:45 PM

09/08/2024 02:15 PM

Session Four

12/08/2024 01:45 PM

23/08/2024 02:15 PM

SubTotal

Swimmer 3/4 Starts

Ends

Reg Total

Waitlist

Session One

02/07/2024 02:15 PM

12/07/2024 03:00 PM

Session Two

15/07/2024 02:15 PM

26/07/2024 03:00 PM

Session Three

29/07/2024 02:15 PM

09/08/2024 03:00 PM

Page 164 of 165

Activity Name

12/08/2024 02:15 PM

23/08/2024 03:00 PM

Session Four SubTotal

Rendered By: Amanda Pantrey

14 Aug 2024, 02:28 PM

Activity Registration Summary

Page 1 of 2

Swimmer 5/6 Starts

Ends

Reg Total

Waitlist

Session One

Activity Name

02/07/2024 03:00 PM

12/07/2024 03:45 PM

Session Two

15/07/2024 03:00 PM

26/07/2024 03:45 PM

Session Three

29/07/2024 03:00 PM

09/08/2024 03:45 PM

Session Four

12/08/2024 03:00 PM

23/08/2024 03:45 PM

SubTotal

Grand Totals

Page 165 of 165

Rendered By: Amanda Pantrey

14 Aug 2024, 02:28 PM

Activity Registration Summary

Page 2 of 2

Help support independent journalism

If NFNM’s reporting matters to you, Buy Me a Coffee is a simple way to help keep local watchdog coverage going.

Recreation &amp; Leisure Services Advisory Committee - 22 Aug 2024 - Agenda

Document Text

Recreation & Leisure Services Advisory Committee - 22 Aug 2024 - Agenda