TAt-l Report ...... BRAMPTON Council

The Corporation of the City of Brampton™P™ Flower City BRAMPTON CITY COUNCIL

Date: June 20, 2012 JUN 2 7 2012 "ATP-

File: F25

Subject: Budget Amendment and Proposed Partnership with the Peel District School Board - Shared Use Artificial Turf Sports Fields

Contact: Brian Rutherford, Director, Community Development and Service Planning Community Services Department

Overview:

• Staff from the Peel District School Board (PDSB) approached Community Services in early 2012 to discuss a partnership to upgrade the planned sports field at David Suzuki Secondary School to include artificial turf and field lighting.

• This new secondary school is adjacent to a large community park currently near completion at Chinguacousy Road and Queen Street West.

• The proposed partnership would see the City contribute to the cost of the sports field in exchange for exclusive use outside of school hours for community programming and sports group use, secured through an agreement.

• The City would contribute to the cost of a fully lit artificial turf sports field that meets current City standards.

• Lit artificial turf facilities are an effective way to add capacity to meet field needs (e.g., ability to withstand more intense use than natural turf fields, extended duration of play through the day and over the season of play).

• This report recommends proceeding with the partnership to develop a lit artificial turf facility at David Suzuki Secondary School to help meet the City's need for additional sports fields.

• This report recommends an amendment to the 2012 Community Services Capital Budget in the amount of $875,000 for the proposed sports field.

• This report also seeks approval to execute a Memorandum of Understanding (MOU) between the City and the PDSB that sets out the purpose and general terms of the partnership and which identifies supporting documents required to facilitate the partnership, including Development and Construction Agreements, a Shared Use Agreement, and associated leases/licenses.

• City staff has also reviewed a number of other potential locations with the PDSB and recommends further consideration of upgrading the sports field at Sandalwood Heights Secondary School in 2013.

7 MJ Recommendations:

1. THAT the report from Brian Rutherford, Director, Community Development and Service Planning, Community Services Department, dated June 20, 2012 to the Council Meeting of June 27, 2012 re: Budget Amendment and Proposed Partnership with the Peel District School Board - Shared Use Artificial Turf Sports Fields (File # F25), be received;

2. THAT the Mayorand Clerk be authorized to execute a Memorandum of Understanding between the Corporation of the City of Brampton and the Peel District School Board, in conformity with the terms set out in the subject report, in a form approved by the City Solicitor and with content satisfactory to the Commissioner of Community Services and the City Treasurer;

3. THAT the Mayor and Clerk be authorized to execute a Development and Construction Agreement between the Peel District School Board and the Corporation of the City of Brampton in conformity with the terms set out in the subject report, in a form approved by the City Solicitor and with content satisfactory to the Commissioner of Community Services and the City Treasurer;

4. THAT the Mayor and Clerk be authorized to execute the supporting agreements associated with the shared use of the sports fields and associated facilities including, but not limited to, an operation and maintenance agreement and supporting leasing and access agreements with the Peel District School Board in a form approved by the City Solicitorand with content satisfactory to the Commissioner of Community Services and the City Treasurer;

5. THAT the 2012 Capital Budget be amended to include a new Capital Project in the amount of $875,000 with funding provided from DC Reserve Funds - Recreation ($787,500) and Reserve Fund #78 - 10% Non-DC Contribution ($87,500) for the contribution to building an artificial sports field and track with lighting at David Suzuki Secondary School; and

6. THAT City staff continue to work with PDSB staff on the feasibility of upgrading the sports field at Sandalwood Heights Secondary School to artificial turf with lighting and, if appropriate, include for consideration in the 2013 Capital Budget process and submission

Background:

Staff from the Peel District School Board approached Community Services earlier this year to discuss a potential partnership with City in the development and operation of artificial turf sports fields at selected PDSB secondary school sites in Brampton in

W* exchange for exclusive use outside of school hours for community programming and sports group use.

This report outlines the potential partnership with the PDSB, including the anticipated cost to the City for the development and operation of these shared use facilities, and outlines the benefits of such a partnership in meeting the City's needs for sports fields.

Current Situation:

Project Description and Context

The PDSB has proposed to partner with the City on an artificial turf sports field to be constructed at David Suzuki Secondary School.

David Suzuki Secondary School is located adjacent to the new community park under development at Chinguacousy Road and Queen Street West. Appendix 1 shows the David Suzuki Secondary School and the adjacent community park.

The City's community park will feature:

• Two lit baseball diamonds

• A dedicated cricket field

• A central activity hub including a comfort station with attached shade structure, splash pad, playground, and multi-purpose court (basketball and ball hockey)

• A parking lot with drop-off zone for park users • A pathway system with links to Queen Street West and Chinguacousy Road, the

adjacent secondary school, and the natural valley area to the west

The sports field at David Suzuki Secondary School will integrate well with the community park, complementing the other sports fields in the overall school-park block.

The City would contribute to the capital cost of the proposed lit artificial turf sports field. The City's share of the capital cost for the proposed facility is $875,000.

The construction target date is fall 2012. The facility would be developed and constructed by the PDSB using their procurement process.

Use and operation of the upgraded sports field would be established in a shared use agreement with an appropriate lease and/or license.

7 «/vW It is anticipated the City would provide routine maintenance of the artificial turf sports field and retain all sports field revenues.

Proposed Cityand PDSB Partnership

Given the importance of establishing a good working relationship amongst the parties, the principles of the sports field partnership should be established through a Memorandum of Understanding (MOU). An MOU provides the basis for a working relationship and sets out the framework and necessary agreements for the development and operation of the facility.

Appendix 2 sets out the main components of an MOU, including the scope of the project, cost sharing, project development, operation, etc., as well as the agreements required to implement the partnership that will be developed (such as joint development agreement, shared use agreement, and lease/license agreements).

This report recommends that the Mayor and Clerk be authorized to execute the MOU and supporting agreements associated with the partnership. The City Solicitor would approve the form of these agreements, with content satisfactory to the Commissioner of Community Services and the City Treasurer.

Benefits of the Proposed Partnership

Cost sharing - sharing the cost of the lit artificial turf sports field reduces the amount of capital expenditures required by both parties to achieve a quality field with higher capacity. There is also a land savings. One lit artificial turf field is estimated to provide at least the equivalent of two natural turf fields as a result of its higher use capacity and extended playing season.

Enhanced relationship - the PDSB and the City have an established working relationship and continued partnerships will build on this, allowing each organization to focus more on its areas of expertise.

A number of school boards and municipalities in the GTA are collaborating on artificial turf playing fields to address school and community needs for quality sports fields as well as the potential for additional use (e.g., extended season of play and capacity for more intense use than natural turf fields). This proposed partnership is consistent with that trend.

It should be noted that the City and the PDSB will continue to collaborate on making other school board sports fields available to the community. Each year, the City and the

rW PDSB identify the sports fields that will be available for community use, based on availability and scheduling of field maintenance work. Currently, the City permits fields at eleven local secondary schools Monday to Friday after 6:00 p.m. These fields are booked at capacity most days of the week leaving little flexibility for additional booking times (e.g., practices). Of the eleven fields, seven are deemed as game sites only due to the nature of the field (irrigated).

Experience withArtificial Turf Surfaces

Similar to many other municipalities, Brampton is investing more in artificial turf facilities to help meet the demand for sports fields.

In 2010, through the Infrastructure Stimulus Funding (ISF) program, the City installed its first artificial turf sports field at the Terry Fox Track and Field Stadium in Chinguacousy Park. This field has been received very positively by users and is experiencing high demand and utilization. Currently, the Terry Fox Track and Field Stadium fields are booked to capacity, and therefore additional user-groups cannot be accommodated.

The City also installed artificial turf at the new lawn bowling facility at Flower City Community Campus (as part of the Recreation Infrastructure in Canada program). This surface is in its first season of use, but has been received favorably and is expected to help contribute to growth in this sport in Brampton.

In 2011, recognizing the city's growth and demand for artificial sports fields the City approved the conversion of two soccer fields to lit artificial turf senior soccer fields at Creditview-Sandalwood Park and one lit-artificial turf hockey field at Cassie Campbell Community Centre. The fields are currently under-construction and will be ready for use in 2013.

The benefits of an artificial turf surface include:

• An installation which eliminates irrigation and requires less maintenance • A sports field that does not require the 'rest' periods needed by natural turf and

therefore can be programmed more intensely • A sports surface which allows earlier use in the spring and later use in the fall

thus greatly expanding the playing season • Less impact of wet weather conditions on payability

• Versatility in accommodating numerous sporting activities

Artificial turf fields are typically illuminated, which allows the value of the investment in the turf to be maximized through extended use opportunities in the evening and in the

early and late months of the outdoor sports season. As such, artificial turf fields are located with respect to the recommended guidelines on setbacks from surrounding uses that may have concerns with illuminated sports fields.

Sports Field Requirements

The ever increasing demand for sports fields by a growing population combined with rising land and maintenance costs has created ideal conditions for installing this type of facility.

According to the census, Brampton's population grew by 90,000 between 2006 and 2011, an increase of 21%. Participation in field sports also continues to increase as Brampton grows, particularly in the more popular sports such as soccer, where growth in the number of registered players has kept up with population growth.

Analysis undertaken for the Parks, Recreation and Culture Master Plan indicated the need for an additional 30+ senior soccer fields in the 2006-16 period to meet population growth and community demand for soccer.

This additional sports field capacity will be achieved through several means, including the development of new community parks (such as the one in Springdale Central to be completed this year and the park at Mississauga Road and Bovaird Drive now entering the detailed planning stage).

Other tactics to add sports field capacity outlined in the master plan include upgrading existing sports fields through lighting and artificial turf, which is occurring on selected fields at Creditview Sandalwood and Cassie Campbell Community Centre.

Community Services recommends the proposal of artificial turf sports field and field lighting to enhance recreation use and accommodate the demand for more sports fields in Brampton.

The PDSB has also identified the potential opportunity to participate in additional sports field projects at other secondary school locations. The PDSB has identified an artificial turf sports field partnership at the new Castlebrooke Secondary School, located at the Gore Road and Gardenbrooke Trail scheduled to open in fall 2012. As well as the conversion of natural to artificial turf sports fields at the following secondary school sites: Sandalwood Heights Secondary School, Heart Lake Secondary School, and Harold Braithwaite Secondary School.

Review of these proposed locations suggests that Sandalwood Heights Secondary School has good potential for a lit artificial turf sports field, as it is adjacent to an existing community park serving a high growth area of the city and meets sitting criteria for lit facilities. Staff will further evaluate the feasibility and cost of this sports field opportunity and include, if appropriate, in a future budget submission.

Financial Implications:

There is no funding currently approved for the proposed cost sharing of the lit artificial sports fields at David Suzuki Secondary School. However, in view of the opportunity to partner with the PDSB on this sports field, it is recommended that the 2012 Capital Budget be amended to include additional funding under a new capital project in the total amount of $875,000 with funding provided by DC Reserve Funds - Recreation ($787,500) and Reserve #78 - 10% Non-DC Contribution ($87,500).

The Community Services Department has further determined as part of its regular capital project review process that Capital Project #065840 - Chinguacousy/Queen Community Park has excess funding of $875,000 that can be returned to source and be made available to offset the funding requirement of this budget amendment request. This new community park is nearing completion and the reallocation of funds from the community park project to the proposed artificial sports field project will have no financial impact on the City's ability to complete the community park. This return of funding will be completed as part of the regular internal monitoring, management and control procedures.

Conclusion:

The proposed shared use lit artificial sports field will add to the inventory of quality facilities available to the residents of Brampton and will enhance collaboration between the City and PDSB in the maximizing the use of public resources to meet the educational and recreational needs of the community.

Review of this proposal and discussion with PDSB staff has identified merit in the proposal, as well as the potential to consider the creation of artificial turf sports fields at other school sites (particularly in high growth areas of the city).

s+tf Respectfully Submitted,

Jamie-Lov\)

Commissidner, Community Services

Report author: Emilio Borges

Capital Projects Supervisor Community Services Department

Appendix 1: Site Plan, David Suzuki Secondary School and new Community Park at Chinguacousy Road and Queen Street West.

Appendix 2: Key Terms for a Memorandum of Understanding between Peel District School Board and the City of Brampton for Proposed Partnership on an Artificial Turf Sports Field at David Suzuki Secondary School to follow.

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Proposed Partnership with the Peel District School Board Shared Use Artificial Turf Sports Fields Appendix "A"

Appendix 2l+&° Key Terms to Memorandum of Understanding Between

the City of Brampton and Peel District School Board

General

The Memorandum of Understanding ("MOU") provides the groundwork for the relationships, responsibilities and obligations of each of the parties for the design, construction, operation, and financing of the proposed Joint-use Project at David Suzuki Secondary School. This Joint-use project would see the construction of a fully lit artificial turf sports field at David Suzuki Secondary School. The guiding principles of the MOU will focus on communication, cooperation and efficiency. The partnership will allow the City of Brampton (City) and Peel District School Board (PDSB) to improve service levels and extend the outdoor playing season while sharing capital costs and land.

Scope of Partnership

• Establish a partnership with the PDSB that would see the City contribute to the sports field upgrades at DavidSuzuki Secondary School in exchange for exclusive use outside of school hours (e.g., community programming and sports group use) as secured through a shared use agreement.

• The shared use agreement would also set out parameters on school board and City usage of the facility.

• The City will contribute a maximum of $875,000 to the cost of the fully lit artificial turf sports field.

Joint Facility Team

• As part of the partnership, a Management Committee team composed of Cityand PDSB representatives will be established to create a framework for the shared use agreement.

• The Team will be responsible for a variety of implementation and operating matters, e.g., oversight on construction, development of the operations, maintenance and usage agreements (including appropriate leases and licenses).

Operations and Maintenance

• The details of operation and maintenance schedules will be finalized in the shared use agreement.

• It is anticipated the Citywould provide routine maintenance of the artificial turf sports field and retain all sports field revenues.

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