230504 Recreation and Sport Advisory Committee AgendaPage 1 of 2
The Corporation of the Town of Tillsonburg
Recreation & Sports Advisory Committee
May 4, 2023
5:30 p.m.
Council Chambers
AGENDA
1. Call to Order
2. Adoption of Agenda
Proposed Resolution #1
Moved by:
Seconded by:
THAT the Agenda as prepared for the Recreation & Sports Advisory Committee
meeting of May 4, 2023, be approved.
3. Minutes of the Previous Meeting
4. Disclosures of Pecuniary Interest and the General Nature Thereof
5. General Business and Reports
5.1. Tillsonburg FC business plan presentation
Proposed Resolution #2
Moved by:
Seconded by:
THAT the Recreation and Sports Advisory Committee recommends that the Town of
Tillsonburg allow Tillsonburg FC to develop Guylveszi Park into another soccer park,
and THAT the Recreation and Sports Advisory Committee recommends that the
Town of Tillsonburg funds the expansion of the parking lot.
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5.2. Tennis Courts presentation – J. Donaldson
5.3. Guylveszi park petition
5.4. Sports Allocation Policy report
6. Next Meeting
[Date]
7. Adjournment
The meeting adjourned at _____ p.m.
Please contact the Staff Liaison listed below to gain access to this electronic
meeting:
Contact
Margaret Puhr
mpuhr@tillsonburg.ca
519-688-3009 ext.4202
TillsonburgFC
A BUSINESS PLAN
For the
GYULVESZI PARK SOCCER FIELDS
REVITALIZATION PROJECT
Presented to
The Town of Tillsonburg
February 2023
TillsonburgFC
A Business Plan for the Gyulveszi Park Soccer Fields Revitalization Project /..2
EXECUTIVE SUMMARY
For many years soccer in Tillsonburg operated under a single corporate entity
encompassing both sanctioned competitive teams and non-sanctioned recreational
teams for all ages. Rule changes at the provincial level of soccer has made it
impossible for a single organization to continue in that manner. As a result, Tillsonburg
Football Club (TillsonburgFC) was established in 2017 and incorporated in 2020 to
maintain a local, sanctioned competive soccer program in Tillsonburg.
TillsonburgFC is a member in good standing of governing bodies for competitive soccer
in Ontario – locally it is the Elgin Middlesex Soccer Association - along with Ontario
Soccer and Soccer Canada. TillsonburgFC’s 5-year strategic plan lays out a roadmap
towards doubling the number of youth players and teams in the Club by 2028, largely
due to a purposeful and focused plan to increase the development of female players,
coaches and match officials. As part of the requirements of participating in competitive
soccer, the Club must provide regulation size fields for each of the various age groups.
Soccer Canada has established an intermediate field size (60-75m x 42-55m) for U12
and U13 players. There are no good quality fields of this size in Tillsonburg that are
reliably available for the two teams TillsonburgFC will have in that age group in 2023,
and the Club intends to have three U12/U13 teams by 2026 and four by 2028.
Tillsonburg currently boasts one of the best soccer parks in Southwestern Ontario, with
three full fields, six mini fields, three micro fields and two non-standard size fields.
Tillsonburg also has three additional non-standard size unmaintained soccer fields at
Guylveszi Park. TillsonburgFC has prepared this business plan to demonstrate to the
Town of Tillsonburg that the Club has the capacity to meet the financial, organizational
and operational demands of a capital project to improve the conditions of the Gyulveszi
soccer fields in partnership with the Town. The primary objective is to provide two
competitive-quality intermediate size fields. A secondary objective is to accommodate
the projected growth of soccer in the region by improving the quality of the existing full-
size field at Gyulveszi and adding two mini-fields and other amenities to accommodate
overflow from Tillsonburg Soccer Park.
TillsonburgFC
A Business Plan for the Gyulveszi Park Soccer Fields Revitalization Project /..3
MISSION & VISION
Mission Statement
TillsonburgFC is the community of Tillsonburg’s premier licensed competitive soccer
organization, embodying the spirit of “The Beautiful Game” through implementing the
Ontario Soccer Long-term Player Development Program and promoting both personal
and professional growth through soccer.
Vision
We aim for best-in-class soccer at the most affordable price for our members.
Values
•Providing a Fun/Enjoyable soccer related environment = #1 for all participants.
•Showing Respect to all club members and other soccer-related stakeholders.
•A connected soccer Community with unrivalled (competitive) soccer spirit.
•Equality/Equity for all and an Inclusive soccer-related environment
•High Quality soccer facilities/programming and developing excellent people.
•Practicing Sportsmanship and developing transferable (life/work) skills.
STRATEGIC OVERVIEW
When Tillsonburg Minor Soccer Club (TMSC) was first established almost a quarter of a
century ago, a single organization could operate with both sanctioned and unsanctioned
players, officials and directors. For many years competitive soccer players from
Tillsonburg met with great success under the banner of the Tillsonburg Titans – the
sanctioned, competitive part of TMSC. Ontario Soccer, the governing body of
competitive soccer in Ontario established and began enforcing updated club licensing
rules that prohibit that operating model. Either all players, officials and directors
involved with TMSC had to become sanctioned, or a separate entity had to be brought
into being. In 2017 the Titans component separated from TMSC and established itself
as Tillsonburg Football Club.
Operating for several seasons as an unincorporated community organization,
TillsonburgFC finally incorporated as a not-for-profit corporation in early 2020.
TillsonburgFC is committed to being a top-notch soccer club and has applied for a
Quality Soccer Provider Club Licence from Ontario Soccer. Among other things, to
succeed in obtaining this designation TillsonburgFC must commit to and deliver facilities
appropriate to the programs the Club provides. In 2022, the Club had no suitable field
available for the U12 Girls team in terms of dimensions and goal sizes at the Tillsonburg
Soccer Park. The situation will worsen in 2023 when both the (now) U13 girls and the
(now) U12 boys will need to use an intermediate size field. Further pressure will come
as the number of teams needing that size field grows to three in 2024 and four by 2026.
Please see Appendix A for a table showing player head count projections from 2022-
2028.
TillsonburgFC
A Business Plan for the Gyulveszi Park Soccer Fields Revitalization Project /..4
To mitigate this shortfall in available fields with the proper configuration of size and net
dimensions, the Club proposes to work in close partnership with the Town of Tillsonburg
to reconfigure and upgrade the three existing poor quality soccer fields at Gyulveszi
Park into five safe and fully operational soccer fields. This initiative will in no way replace
or take away from the Tillsonburg Soccer Park’s pre-eminent role as the home of soccer
in Tillsonburg. It is intended to augment that facility and provide additional training and
match play field time to meet the growing demand.
PROJECT DESCRIPTION:
Gyulveszi Park Soccer Fields Revitalization Project
TillsonburgFC’s plan is for Gyulveszi Park to be purposefully upgraded to accommodate
Tillsonburg youth competitive soccer players from ages U8 to U16. The men’s and
women’s teams would continue to play and train at the Tillsonburg Soccer Park. As the
need for more intermediate soccer fields is urgent for the 2023 Season, TillsonburgFC
is proposing the following three phased approach to improve the fields at Gyulveszi
Park.
Phase 1 (Spring of 2023)
level land and bring soccer field turf and goals to competitive conditions (level,
smooth, free from hazards).
reseeding of the entire property
trim lower branches and/or remove trees on the north side of the property to
increase usable area of the park
cut down all trees on the east side of the park with the cooperation of the owner
of the neighboring property and tidy up the area to remove all drug paraphernalia
and garbage.
TillsonburgFC
A Business Plan for the Gyulveszi Park Soccer Fields Revitalization Project /..5
NOTE: replacement trees will be established throughout the reconfigured park once
all the construction is completed.
Phase 2 (2024)
increase the size of the parking lot with the help from the Town of Tillsonburg
install field irrigation using town water or a sand point
trench utilities (sewer, water & electricity) from Peach St. to the north side of the
park
install 5-metre-high chain link fencing on the south side of intermediate field (+/-
80 metres) and the main soccer field (+/- 110m) to retain balls in the park
Phase 3 (2025)
build a structure on the north side of the park for shelter, dressing rooms, a small
canteen and equipment storage space
FUNDRAISING PLAN
TillsonburgFC will execute a capital fundraising program to cover the costs of all the
soccer-related improvements. The comprehensive fundraising program will pursue
grants, business sponsorships, service club support and donations from the community.
Grants
TillsonburgFC will apply to grant programs made available by the Province of Ontario,
the Government of Canada, the Ontario Trillium Foundation, and the Oxford Community
Foundation, the Cowan Foundation and as many other grant opportunities as can be
identified.
Business Sponsorships
TillsonburgFC has developed a business sponsorship program to secure financial
support from local companies and has already obtained significant commitments
towards the funds required for Phase 1 of the project. This program will require the
support to be recognized through permanent signage within the vicinity of the park. The
sponsorship program will also be an ongoing mechanism for securing funds towards the
ongoing maintenance of the fields.
Service Club Support
Service organizations have a long track record of being major benefactors of community
projects in Tillsonburg. TillsonburgFC is anticipating that they will step up again to
support youth sport and improving community facilities. Looking to Phases 2 and 3 of
the project, the Club will pursue multi-year commitments for support from each of the
local chapters of the Kinsmen, Lions, Masons, Optimist and Rotary Clubs.
Community Donations
The soccer community in Tillsonburg receives support from many individuals and
families in so many ways. TillsonburgFC has been able to get commitments from a
TillsonburgFC
A Business Plan for the Gyulveszi Park Soccer Fields Revitalization Project /..6
number of individual contributors who are prepared to support this project in a
significant way. It is premature to identify those individuals as the project has not yet
been approved.
Town of Tillsonburg
TillsonburgFC is asking the Town of Tillsonburg for three important things to help
achieve success with the Gyulveszi Park Soccer Fields Revitalization Project. First, as
the Town is the owner of the property, for grant applications to be considered the Town
will need to officially endorse the project and provide written permission for the
proposed works to not only go forward but to be allowed to remain for the longer term.
Second, the Club is asking the Town to accept donations from individuals and
organizations for this project and to provide receipts for those donations that can be
used for income tax purposes. The Town has done this before for similar community-
based capital improvement projects including the Tillsonburg Soccer Park and most
recently for the J.L. Scott McLean Recreation Pad.
Third, the Club is asking the Town of Tillsonburg to enlarge and formalize the parking lot
at the West end of the park and to improve the access into the parking lot at the
intersection of Bond Street and Wellington Street as part of that work. The lot can be
expanded to both the East and South in a manner that won’t interfere with the existing
playground equipment.
OPERATIONS PLAN
The Town of Tillsonburg has historically maintained Gyulveszi Park as open park space
rather than as sportsfields. TillsonburgFC expects that, as with the grounds at
Tillsonburg Soccer Park, the Town will want and allow the Club to assume the property
maintenance of the fields and surrounding open space and thereby save the operational
expenses previously incurred for mowing the area.
TillsonburgFC expects that the Town would continue to hold responsibility and
accountability for the inspections, maintenance and life-cycle replacement of the
playground equipment within the Park.
Understanding that Gyulveszi Park is the neighbourhood green space for the residents
in the subdivision South and West of the park, TillsonburgFC commits to ensuring that
the Park is kept in good order and meets the expectations and standards of the Town.
Specifically, TillsonburgFC will hire property maintenance services to take care of the
field turf including regular mowing and lining as well as seasonal tasks like rolling,
aerating, overseeding and fertilizing. TillsonburgFC will also manage the garbage and
cover the cost of utilities if-and-when they are connected. TillsonburgFC will pay for
these costs through the regular operations of the Club using revenue from registrations
and sponsorships.
TillsonburgFC
A Business Plan for the Gyulveszi Park Soccer Fields Revitalization Project /..7
Oversight of the property will be the responsibility of the TillsonburgFC Board of
Directors through a specific Director appointed to the role. Aside from accountability to
the Board for the day-to-day field conditions throughout the outdoor playing season, that
Director will also have formal responsibility to liaise and coordinate with the Town’s
Parks staff and provide updates annually to the Director of Recreation, Culture & Parks.
ORGANIZATIONAL TEAM
TillsonburgFC has a committed and focused Board of Directors that are determined to
see the Club grow and sustain itself for the long term. The full roster of Board Members
is available from the TillsonburgFC website at http:\\www.tillsonburgfc.ca. Specific to
this project, the key individuals are:
Michael Papaioannou, Vice President. Michael has been a key figure in soccer (and
many other sports) in Tilllsonburg for over fifty years. With the successful build-out of
the Tillsonburg Soccer Park from 2000-2010, Michael has proven his ability to plan and
secure financial support to ensure a project’s success. He was on the Board of
Directors that built the Tillsonburg Soccer Park as the fundraising chairman, with an
approximately cost of $1.5M. He has also proven his commitment to achieving a very
high standard in the work done – no cutting corners. Michael will find the money to get
the job done right.
Frank Deutsch, Treasurer. Frank has also been part of the competitive soccer
community in Tillsonburg for nearly thirty years. Franks vocation in the finance industry
has provided him with the skills to make sure all of the financial aspects of the project
are managed properly. Frank was the treasurer and part of the Board of Directors that
built the Tillsonburg Soccer Park on 2000.
John Twinem, Head Coach/Technical Director. John has coached multiple youth
soccer teams to regional and provincial success. He has successfully placed multiple
players he has coached on varsity teams in Ontario and the United States. John’s
expertise will be applied in making sure the upgraded fields will support safe and
technically appropriate play for each of the age groups they are designed for.
Brett Harrington, Senior Men’s Director. As a player growing up in the Tillsonburg
competitive soccer community Brett achieved great results leveraging into a varsity
soccer role. Now, giving back to the community he brings his professional skills in
marketing and business to this project. His role will be to have oversight of the
marketing materials for the fundraising aspects of the project.
Rick Cox, Secretary. Rick’s role in this project will be to find grant opportunities and
then to prepare and submit the applications. He has proven success at securing capital
and program grant funding for projects of all sizes in Tillsonburg and other communities.
TillsonburgFC
A Business Plan for the Gyulveszi Park Soccer Fields Revitalization Project /..8
PROJECT COSTS AND FUNDRAISING TARGETS
The cost of the project is anticipated to be $882,000 including a 10% contingency.
(NOTE: this does not include the cost for the parking lot improvements). TillsonburgFC
will fundraise to reach this target amount, approaching each phase separately and
proceeding only when the funds are in place to accomplish that phase. This cost
estimate has been prepared through consultation with companies who are prepared to
do the work for that price. It reflects pricing current in late 2022. The fundraising target
exceeds the projected cost by 5%.
Capital Costs
Contingency $ 80,000
Phase 1
Soccer Field Levelling $ 150,000
Seeding Soccer Fields $ 17,000
Soccer Goal Posts $ 10,000
Cut & Tree Trimming $ 6,000
$ 183,000
Phase 2
Field Irrigation $ 42,000
Fencing $ 100,000
Utilities – Water $ 15,000
Utilities – Sewage $ 27,000
Utilities – Hydro $ 30,000
$ 214,000
Phase 3
Storage/Washrooms/Shed $ 350,000
Accessibility Sidewalks $ 35,000
Water Well $ 20,000
$ 405,000
Total $ 882,000
Fundraising Targets for Capital Costs
Grant support $ 280,000
Industry / Business’ $ 250,000
Community Donations (Town Tax Receipt) $ 130,000
Tillsonburg FC Contributions
Lottery revenue (750 x $100 Tickets) $ 50,000
Sponsorships $ 30,000
Accumulated operational surplus $ 20,000
3 fundraising events $ 18,000
Associate Memberships $ 10,000 $ 128,000
Service Clubs $ 135,000
Total $ 923,000
TillsonburgFC
A Business Plan for the Gyulveszi Park Soccer Fields Revitalization Project /..9
SUMMARY
Soccer in Tillsonburg benefits from a wonderful facility and strong community support.
The popularity of the sport and the growth of the municipality has created challenges for
competitive players to find place to play. This business plan presents a solid roadmap
for the Town to secure improved sport facilities from a motivated community group.
TillsonburgFC is determined to develop a strong competitive soccer program based in
Tillsonburg with female and male youth teams at all ages from U8 through U16 and for
adults from 18 and up. In order to achieve that mission, additional and upgraded fields,
particularly of intermediate size are needed in Tillsonburg. TillsonburgFC is prepared to
successfully fundraise the $923,000 required to upgrade and reconfigure the existing
soccer fields at Gyulveszi Park to augment those available at the existing Tillsonburg
Soccer Park and is asking the Town of Tillsonburg to endorse and approve the project.
TillsonburgFC stands ready to answer any questions Council and staff may have about
the organization, about the plan, or about the project. The Club is ready to proceed as
soon as Council provides consent.
TillsonburgFC
A Business Plan for the Gyulveszi Park Soccer Fields Revitalization Project /..10
APPENDIX A
2022-2028 TillsonburgFC Player/Team Growth Projection
Players 2022 2023 2024 2025 2026 2027 2028 Field Size
U8 (co-ed) 10 10 10 20 20 Mini (55m x 35m)
U9G 10 10 10 10 10 Mini (55m x 35m)
U10G 12 12 12 12 Mini (55m x 35m)
U11G 12 12 12 Mini (55m x 35m)
U12G 16 16 16 Intermediate (80m x 45m)
U13G 18 18 Intermediate (80m x 45m)
U14G 18 Full size (110m x 65m)
U15G 15 18 Full size (110m x 65m)
U16G 18 18 18 Full size (110m x 65m)
U9B 10 10 10 10 10 10 10 Mini (55m x 35m)
U10B 12 12 12 12 12 12 Mini (55m x 35m)
U11B 14 12 12 12 12 12 Mini (55m x 35m)
U12B 16 16 16 16 16 Intermediate (80m x 45m)
U13B 18 18 18 18 Intermediate (80m x 45m)
U14B 15 18 18 18 Full size (110m x 65m)
U15B 16 18 18 18 Full size (110m x 65m)
U16B 18 18 Full size (110m x 65m)
Subtotal Youth 86 92 126 118 148 174 192
Men 50 50 50 50 50 50 50 Full size (110m x 65m)
Women 22 22 44 44 44 44 44 Full size (110m x 65m)
Masters 44 44 44 44 44 44 44 Full size (110m x 65m)
Subtotal Adult 94 116 138 138 138 138 138
Total 180 208 264 256 286 312 330
2022-2028 TillsonburgFC Player / Team Growth Projection
Tennis Courts Presentation – Jim Donaldson
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Subject: Amendment to Policy 9-010: Sports Facilities Allocation Policy
Report Number: RCP 23-01
Department: Recreation, Culture and Parks Department
Submitted by: Andrea Greenway, Recreation Programs & Services Manager
Meeting Type: Advisory Committee Meeting
Meeting Date: Thursday, May 4, 2023
RECOMMENDATION
THAT the Recreation and Sports Advisory Committee receives report RCP-23-01,
Amendment to Policy 9-010: Sports Facilities Allocation Policy;
AND THAT the Recreation and Sports Advisory Committee approves and adopts the
revised Sports Facilities Allocation Policy for the Town of Tillsonburg as presented;
AND THAT the Recreation and Sports Advisory Committee recommendation be brought
forward to Council for consideration.
BACKGROUND
On April 27, 2020 Council passed the following resolution regarding the Sports Facilities
Allocation Policy:
THAT Council receives Report RCP 20-17 Sports Facilities Allocation Policy;
AND THAT Council approves and adopts the Sports Facilities Allocation Policy for the
Town of Tillsonburg.
The Town’s current Sports Facilities Allocation Policy was adopted by Town of
Tillsonburg Council and has been implemented in the Recreation, Culture and Parks
Department. The current policy is effective and the amendments are administrative and
operational in nature.
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DISCUSSION
The Sports Facilities Allocation Policy has been implemented by the Recreation, Culture
and Parks department in order to ensure a fair and effective allocation of Recreation via
indoor and outdoor sports facilities. The policy applies to facilities that user groups are
required to book in advance such as arenas and ball diamonds but does not apply to
public spaces that do not require facility bookings such as tennis courts or the outdoor
pad.
The purpose of the Sports Facilities Allocation Policy is to adhere to the following
guiding principles:
Maximize utilization of sports facilities by participants, clubs, organizations and
guests;
Consider the needs of youth in the community
Have age appropriate times available to user groups.
Strive to ensure fair access to fields and recreational amenities
Allow flexibility to meet the needs of sports associations and other users
Establish uniform criteria and procedures for the reservation and use of sports
facilities
Facilitate scheduling that will support proper and sufficient maintenance and
repair of sports facilities and ensuring long term quality of these
Permit the planning and implementation of special sport events and programs in
which a large number of people are expected to participate;
Ensure that the town’s sports facilities are used for the benefit of the entire
community;
Balance the needs of user groups, casual participants and the town.
Promote and encourage participation in sports to the overall benefit of the
community.
Guide user groups through the process of booking sports facilities.
There are 2 recommended amendments to the policy:
1. Add that payments can be made online in both Schedule A and Schedule B of
the policy
2. Change the cancellation notification period from 3 days to 7 days’ notice in
Schedule A of the policy.
The first recommended amendment, adding that payments can be made online, is an
administrative update to reflect current practices since the implementation of a new
recreation software program in 2021.
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The second amendment, changing the cancellation notice period to 7 days, is
operational and takes into account several factors including increased revenue
opportunities, increased opportunities to maximize the use of the facilities and best
practices in neighbouring municipalities.
Increased revenue opportunities
In the 2022/2023 season 18% of ice bookings were cancelled. This represents a total of
$84,696 in potential missed revenue opportunities. The total excludes any inclement
weather cancellations which are beyond the control of user groups. While our software
system cannot produce a report on how much cancelled ice time was booked by other
user groups, with the short turnaround time we are often unable to fill the spots.
Increased opportunities to maximize the use of facilities
One of the guiding principles in the allocation process is to maximize utilization of sports
facilities by participants, clubs, organizations and guests. With a 7-day notice period
staff will have time to follow up with other user groups to see if they can use the
cancelled ice time. A 7-day period would provide sufficient time for user groups time to
change their schedule and contact participants regarding the additional ice time. Current
user groups receive priority as per the allocation policy and the 7-day turnaround would
allow for time for the user groups to determine if they could utilize the ice time. If no user
groups are able to use the ice time staff can then post the last minute ice availability for
the general public to book. This can be posted through the booking software and social
media to try and fill the timeslot.
Best practices in neighbouring municipalities
In reviewing cancellation notice periods in neighbouring municipalities, Tillsonburg has
the most lenient cancellation notice period. The chart below presents the findings:
Municipality Cancellation notice period
Town of Tillsonburg 3 days
Town of Ingersoll 7 days
Township of Norwich 7 days
City of Woodstock 30 days
South Huron No cancellations
Norfolk County 3 days - in process of updating to 7 days
City of London 14 days
While cancellation notice periods vary, the minimum timeframe that neighbouring
municipalities require is 7 days. A 3-day notice period is the lowest by comparison. Staff
are recommending a 7-day cancellation period in order to bring Tillsonburg more in line
with neighbouring municipalities. Staff have also had discussions with the Manager,
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Facility Operations in Ingersoll and with the amalgamation of minor hockey associations
Tillsonburg and Ingersoll would align with a 7-day notice period should this
recommendation be approved which would provide consistency for user groups.
CONSULTATION
Neighbouring municipalities, RCP Director, Programs and Facilities Registrar, Town of
Ingersoll Manager, Facility Operations
FINANCIAL IMPACT/FUNDING SOURCE
There is no financial impact related to this report, however should ice be re-booked
more easily due to the change in the cancellation timeframe there would be a positive
impact on revenue. The current 3-day cancellation notice has resulted in $84,696 of
booked time that was cancelled within the 3-day notice period.
CORPORATE GOALS
How does this report support the corporate goals identified in the Community Strategic
Plan?
☐ Lifestyle and amenities
☒ Customer service, communication and engagement
☐ Business attraction, retention and expansion
☐ Community growth
☐ Connectivity and transportation
☐ Not Applicable
Does this report relate to a specific strategic direction or project identified in the
Community Strategic Plan? Please indicate section number and/or any priority projects
identified in the plan.
Goal – Within the community, Tillsonburg will strive to offer residents the amenities,
services and attractions they require to enjoy balanced lifestyles.
Strategic Direction – Increase opportunities to enjoy culture, events and leisure
activities in Tillsonburg.
Priority Project – Not Applicable.
ATTACHMENTS
Appendix A - 9-010 Sports Facilities Allocation Policy Amendments - REDLINE
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9-010 Page 1 of 14
RECREATION, CULTURE AND PARKS
Policy 9-010: Sports Allocation Policy
Approval Date: April 27, 2020
Approval Authority: Council Resolution
Effective Date: April 27, 2020
Next Scheduled Review Year:
Department: Recreation, Culture and Parks
Last reviewed: Month, DD, YYYY
Revision Date/s:
Schedules:
Schedule A: Arena Request Application
Schedule B: Ball Diamond Request Application
POLICY STATEMENT
This policy is intended to establish guidelines for the fair and effective allocation of the
Recreation, Culture and Parks indoor and outdoor sports facilities for the Town of
Tillsonburg. The policy applies to facilities that user groups are required to book in
advance such as arenas and ball diamonds but does not apply to public spaces that do
not require facility bookings such as tennis courts or the outdoor pad.
PURPOSE
The purpose of this policy is to clearly define and communicate how indoor and outdoor
sports facilities in the Town of Tillsonburg will be allocated and distributed in a
consistent and equitable manner. The Town of Tillsonburg Recreation, Culture and
Parks Department is committed to fair allocation of sports facilities and will adhere to the
following guiding principles:
Maximize utilization of sports facilities by participants, clubs, organizations and
guests;
Consider the needs of youth in the community
Have age appropriate times available to user groups.
Strive to ensure fair access to fields and recreational amenities
Allow flexibility to meet the needs of sports associations and other users
Establish uniform criteria and procedures for the reservation and use of sports
facilities
Facilitate scheduling that will support proper and sufficient maintenance and
repair of sports facilities and ensuring long term quality of these
9-010 Page 2 of 14
Permit the planning and implementation of special sport events and programs in
which a large number of people are expected to participate;
Ensure that the town’s sports facilities are used for the benefit of the entire
community;
Balance the needs of user groups, casual participants and the town.
Promote and encourage participation in sports to the overall benefit of the
community.
Guide user groups through the process of booking sports facilities.
SCOPE
This policy outlines the criteria used to determine how the community will share facilities
that are scheduled by the Town of Tillsonburg. The policy ensures that procedures to
reserve a specific space and time slot will be simple, transparent, and uniformly applied.
The Sports Facilities Allocation Policy applies to all sports facilities that are available for
booking in the Recreation, Culture & Parks department for the purpose of recreational,
educational, athletic or social activities. This policy does not establish fees. Fees and
any applicable discounts are established through the Rates & Fees by-law subject to
Council approval.
AUTHORITY
The Director of Recreation, Culture and Parks or designate shall be responsible for
administering this policy.
DEFINITIONS
1. Town of Tillsonburg sponsored programs and events
Town of Tillsonburg sponsored programs and events are either drop-in programs
(i.e.: public skating), instructional programs which are open to the public or a
targeted group, and Town events that are in which a large number of people are
expected to participate and that benefit the community.
2. Minor Sport/Children and Youth Programs
Children and youth programming includes minor sports activities and school
programs organization primarily for children less than 19 yrs of age to qualify as
a youth group.
3. Adult Sport Groups
Adult sport groups are groups with members over the age of 19 years or groups
which participate in adult sport leagues.
4. Occasional Groups
Rental groups which book occasionally & payment is due at the time of booking
9-010 Page 3 of 14
IMPLEMENTATION PROCEDURE
The Recreation, Culture and Parks Department offers programs and activities to Town
of Tillsonburg residents. Once the needs of the Town have been satisfied the remaining
sports facilities available time slots will be made available to groups and individuals.
Should there be more demand than supply for the remaining time it shall be allocated in
accordance with the Sports Facilities Allocation Policy and the formulas/guidelines
described in this section.
1. Priority – User Type criteria
The following criteria shall be used for the allocation of sports facilities:
1. Town of Tillsonburg sponsored programs and events
2. Minor Sport/Children and Youth Programs
3. Adult Sport Groups
4. Occasional Groups
2. Priority – Allocation criteria
1. User Type Priority ranking
2. Number of registered participants for groups within the same category, if
applicable
3. Historical use
4. Intended facility usage
5. Seasonal requirements
3. New User Groups
New user groups may be included in the allocation once the conditions and
criteria of this policy are met and if existing affiliated users will not be adversely
affected. Given that new groups have the potential of reducing the number of
hours available to existing users, new user groups will only be considered in
cases where a program provides a service to previously un-serviced segments of
population or where a new program is being introduced.
4. Bookings and Communication
Communication is a vital component of the bookings and allocations process.
The booking process will be communicated to user groups by the Programs and
Facilities Registrar in the Recreation, Culture and Parks department with clear
timelines of allocation request deadlines and contract issue date as well as when
schedules will be finalized. See attached Schedule A for ice allocation timelines
and Schedule B for ball diamond allocation timelines.
Late submissions received following the deadline for allocation requests will be
held until all other applicants have been accommodated.
The Recreation, Culture & Parks Department reserves the right to cancel
bookings at any time for the purpose of repairs to indoor or outdoor facilities, for
Departmental or Town wide events as required, or for any other reasonable
9-010 Page 4 of 14
circumstances. In the event of such cancellation, the affected groups will be
provided as much notice as possible.
5. Outstanding Accounts
No user group or independent user will be allocated sports facilities during the
seasonal booking/scheduling process if there is an outstanding account from the
previous season. User groups with outstanding accounts will be denied booking
privileges until outstanding accounts past 60 days are paid in full.
6. Allocation of Time
On an annual basis the Programs and Facilities Registrar will develop Allocation
Matrices for sports facilities which best reflects the expressed needs of the users
and application of this Policy’s directives and guides. The Town of Tillsonburg
reserves the right to reassign sports facilities annually as required. No user group
is guaranteed the same time slots from a prior season.
7. Use of Allocated Time
Once time has been allocated by the town, each user group is responsible to
distribute its allocation amongst its various teams in accordance with established
rules of its organization and in keeping with the principles of this policy.
8. Sports Facilities Maintenance
It is the responsibility of user groups to provide schedules for each of the
facilities that they are allocated so that appropriate maintenance may be
performed. If no schedules are provided the Town may discontinue
maintenance of these facilities.
The Town does attempt to be flexible in accommodating user groups but
ultimately the health and safety of the user and the condition and playability of
the facilities takes priority. This may require closure, denial of use and/or
suggested alternate sites.
Sports facilities may be closed at the discretion of the Town. Closures are
kept to a minimum when conditions remain usable. Priority is given to
maintenance needs and rest and regeneration periods for all sports facilities.
The Town may close all or part of a park, sports field or facility for any of the
following reasons:
o Town engages in work involving any of the facility
o When the health and safety of participants is threatened due to
impending conditions, including but not limited to rain, poor surface
conditions, damage to fields and weather alerts.
Requests to modify or improve any town sports facility shall be submitted in
writing to the Program and Facilities Registrar for review and if approved by
Town staff, will be submitted to Council for consideration.
Town staff will review facility conditions and maintenance schedules will be
communicated to user groups annually.
INCLEMENT WEATHER/POOR FIELD CONDITIONS: The town reserves the
right to cancel or suspend permits for games, practices or other uses
9-010 Page 5 of 14
whenever facility conditions could result in damage to the sports fields or
injury to players.
The Parks & Facilities Manager, or designate, shall have the authority to close
any or all facilities whenever weather or field conditions dictate. Assessment
results will be emailed to user groups upon release.
During inclement weather, it is the responsibility of user groups to check the
email accounts provided in their application before every game or by calling
the Community Centre at 519-688-9011. Facility closure information will also
be posted on the Town’s website.
Rain Out Procedures- In an effort to help reduce personal injury and
unnecessary and expensive repairs and maintenance to Town of Tillsonburg
owned sports fields, rain out procedures were created to determine when
Sports Fields are unplayable due to rain. Sports Fields will be considered
unplayable if the following conditions exist: Visual ponding of water on the
surface of the field/diamond; and Water sponging up around your feet when
walking on the field/diamond. If either of the above conditions exists, then the
event, practice and/or game will be cancelled or rescheduled until such time
as the Sports Field is deemed playable. When/if the Sports Field is deemed
unplayable by the designated Town staff and/or the Event/League Permit
Holder, all activity/play on the Sports Field will cease immediately until such
time as the field/diamond is re-evaluated and deemed playable by designated
Town staff and/or the Event/League Permit Holder.
User groups cannot play on sports facilities that have been closed. If play
does take place the Town may bill the user for damages.
The contract holder will be responsible for all damages to the sports facility.
Only authorized Town staff is permitted to re‐open a previously closed sports
facility.
9. Code of Conduct
The RZone – Responsible Behaviour in Recreation Spaces Policy is a code of
conduct policy, which enforces a set of expectations to address inappropriate
behaviours, violence and vandalism that negatively affects the experience of
individuals or creates unsafe conditions. The RZone policy identifies how these
behaviours will be addressed when it occurs within any Town facility. The Town
encourages and supports all organizations using sports facilities to take primary
responsibility for developing, implementing and managing their specific behaviour
management policies to align with the Town’s RZone Policy.
Organizations and users of Recreation, Culture and Parks sports facilities or
properties are responsible for the behaviour of everyone associated with them,
including participants, officials, spectators, patrons, parents, guests, etc.
10. Responsibilities
The Town of Tillsonburg Recreation, Culture and Parks Department shall be
responsible for managing, allocating and distributing sports facilities on an annual
9-010 Page 6 of 14
basis to reflect the guiding principles in the Sports Facilities Allocation Policy in
addition to applying municipal, provincial and federal directives where required.
9-010 Page 7 of 14
Schedule A
SEASONAL ARENA FACILITY REQUEST APPLICATION
Please include preferred ice times including day of week, time and arena. This will
enable staff to begin to map out the upcoming seasonal arena schedule. It should not
be assumed that previous year's ice time is automatically your organizations. Every
effort will be made to accommodate your requests; however, your first choice may not
be always available. When contracts are signed by organization representative and
town staff, ice time is then confirmed. Complete form entirely and please print clearly.
Dates to Remember:
Season Application Due Date TCC will confirm request
Spring/Summer (Apr-Aug) January 15 February 28
Fall/ Winter (Sept-Mar) May 31 July 31
APPLICATION INFORMATION
Group/League Name Applicant’s Name (primary contact)
E-Mail Address
Mailing Address Postal Code
Resident Telephone # Daytime Telephone # Fax #
Secondary Contact Name E-Mail Address Daytime Telephone #
AGE CATEGORY TYPE OF ACTIVITY REQUEST
TYPE
Youth (19 years & under) Minor Hockey Figure Skating
Renewal
Adult (20 years & over) Ringette Adult League New
Request
Hockey Schools Youth
9-010 Page 8 of 14
INSURANCE REQUIREMENTS
All users are required to obtain and maintain insurance coverage in the amount of
$5,000,000 for public and general commercial liability insurance and must name the
Town of Tillsonburg as additional insured. If you have your own insurance, you will be
required to supply a Certificate of Insurance to the Town prior to the issuance of a rental
contract.
Will provide Certificate of Insurance Requests Tillsonburg Community
Centre to purchase insurance
Game Day Insurance and billed
organization.
FACILITY REQUEST:
Day(s) of
Week
# of Arenas
Required Time(s)
Type
G = Game
P = Practice
Duration
Contract Start Date Contract End Date
Tournament/Special Event Facility Request
Date # of Arenas Start Time End Time Additional Requests
Rooms, Mic, TV, VCR
9-010 Page 9 of 14
ARENA RENTAL - CONTRACT CONDITIONS
1. Any individuals, groups or organization (tenants) renting the facilities and equipment
will be held responsible for any and all damages that occur while they are renting the
above referenced facilities and equipment. The Town of Tillsonburg and its staff will
not be held responsible for any lost, stolen or damaged articles.
2. A rental contract is not considered valid until the required payment/deposit and
signed contract is received.
3. Arena users will be issued contracts for all ice time booked. Read through the dates
and times on your contract carefully. If ice time is not on your contract, ice time is
NOT booked for you.
4. In signing your Facility Contract, you agree to comply with the requirements,
procedures and policies as outlined in these Terms & Conditions, Municipal Alcohol
Policy and Alcohol & Gaming Commission regulations.
5. Rates are established annually and subject to change. (Year of actual event will
have that year's rental rate applied, regardless of booking date.)
6. At least 72 hours (3 days) 168 hours (7 days) WRITTEN cancellation notice is
required. Cancellation notice may be delivered as follows: Fax 842-4120, email
staff or in person to the Tillsonburg Community Centre Customer Service Desk
during regular business hours. Notice of less than 72 hours (3 days) 168 hours (7
days) will result in charges being levied for ice not re-booked at its resale value; i.e.
prime-time or non prime-time rates.
7. Payment is to be made online or at the Community Centre Main Office during
business hours. We accept cash, Visa, MasterCard, Debit or a personal cheque.
(Please note a $35.00 NSF cheque fee will be applied)
8. Seasonal Ice Users will be billed monthly. In the event the account falls in arrears,
the balance of scheduled ice bookings will be in jeopardy. Seasonal Ice Users who
have failed to settle their account promptly at season's end will be required to settle
their account before any additional ice bookings can be made.
ANY DISCREPANCIES IN ACCOUNT INVOICING MUST BE REPORTED AND
RECONCILED WITHIN 30 DAYS OF THE BILLING DATE.
9. Occasional Ice Users must be 18 years of age or older to reserve the facilities. This
must be paid at the time booking. Receipt of payment must be presented to the
Facility Operator upon request, to gain entrance to the ice.
10. Alcohol and smoking in both arenas and all dressing rooms are strictly prohibited.
Alcohol beverages are NOT permitted on the premises without a Special Occasion
Permit. We have a Municipal Alcohol Policy stating ZERO tolerance for alcohol
consumption without proper permits.
11. The operators of this recreation facility strongly recommend that CSA approved
safety equipment including head, eye and face protection, are worn by all
9-010 Page 10 of 14
participants. The Town of Tillsonburg, through the Director of Recreation, Culture
and Parks, reserves the right to cancel and/or alter dates and/or times on this
contract, as it deems necessary. Under no circumstances will the Town of
Tillsonburg and/or its employees be responsible for any damages, financially or
otherwise, which may be incurred by the contract holder and/or participants.
12. At the time of contract signing, a complete Seasonal Arena Terms & Condition will
be reviewed and signed at the representative of the organization.
I hereby certify that I have read and agree to be bound by the contract and the terms
and conditions listed herein, and hereby warrant and represent that I have authority to
execute this contract and have authority to bind the Licensee.
Print Name:_____________________________
Signature:_______________________________
Please return the form to: Tillsonburg Community Centre
45 Hardy Ave, Tillsonburg, ON N4G 3W9
9-010 Page 11 of 14
Schedule B
SEASONAL BALL DIAMOND REQUEST APPLICATION
Please include preferred diamond times including day of week, time and Ball Diamond.
This will enable staff to begin to map out the upcoming seasonal Ball Diamond
schedule. It should not be assumed that previous year's diamond time is automatically
your organizations. Every effort will be made to accommodate your requests; however,
your first choice may not be always available. When contracts are signed by
organization representative and town staff, diamond time is then confirmed. Complete
form entirely and please print clearly.
Dates to Remember:
Season Application Due Date TCC will confirm request
Spring/Summer (Apr-Sept) December 15 February 1
APPLICATION INFORMATION
Group/League Name Applicant’s Name (primary contact)
E-Mail Address
Mailing Address Postal Code
Resident Telephone # Daytime Telephone # Fax #
Secondary Contact Name E-Mail Address Daytime Telephone #
AGE CATEGORY TYPE OF ACTIVITY REQUEST
TYPE
Youth (19 years & under) Men’s Slo Pitch Minor Ball
Renewal
Adult (20 years & over) Ladies Slo Pitch Clinics New
Request
Special Olympics Tournaments
9-010 Page 12 of 14
INSURANCE REQUIREMENTS
All users are required to obtain and maintain insurance coverage in the amount of
$5,000,000 for public and general commercial liability insurance and must name the
Town of Tillsonburg as additional insured. If you have your own insurance, you will be
required to supply a Certificate of Insurance to the Town prior to the issuance of a rental
contract.
Will provide Certificate of Insurance Requests Tillsonburg Community
Centre to purchase insurance
Game Day Insurance and billed
organization.
FACILITY REQUEST:
Please list preferred Ball Diamond(s):
Note: This does not guarantee that you will be assigned your preferred Ball Diamond.
Day(s) of
Week
Name of Ball
Diamond
Required
Time –
Please list
all time slots
Type
G = Game
P = Practice
Duration (Season length)
Contract Start
Date Contract End Date
Tournament/Special Event Facility Request
Date # of Ball
Diamonds Start Time End Time Additional Requests (ie. Picnic
tables, canteen)
BALL DIAMOND RENTAL - CONTRACT CONDITIONS
9-010 Page 13 of 14
a. Any individuals, groups or organization (tenants) renting the facilities and equipment
will be held responsible for any and all damages that occur while they are renting the
above referenced facilities and equipment. The Town of Tillsonburg and its staff will
not be held responsible for any lost, stolen or damaged articles.
b. A rental contract is not considered valid until the required payment/deposit and
signed contract is received.
c. Ball Diamond users will be issued contracts for all diamond time booked. Read
through the dates and times on your contract carefully. If diamond time is not on
your contract, diamond time is NOT booked for you.
d. In signing this Facility Contract, you agree to comply with the requirements,
procedures and policies as outlined in these Terms & Conditions, Municipal Alcohol
Policy and Alcohol & Gaming Commission regulations.
e. Rates are established annually and subject to change. (Year of actual event will
have that year's rental rate applied, regardless of booking date.)
f. Payment is to be made online or at the Community Centre Customer Service Desk
during business hours. We accept cash, Visa, Amex, Master Card, Debit or a
personal cheque. (Please note a $35.00 NSF cheque fee will be applied)
g. Seasonal Diamond Users will be billed as the contracts are confirmed. In the event
the account falls in arrears, the balance of scheduled diamond bookings will be in
jeopardy. Seasonal Diamond Users who have failed to settle their account promptly
at season's end will be required to settle their account before any additional diamond
bookings can be made.
ANY DISCREPANCIES IN ACCOUNT INVOICING MUST BE REPORTED AND
RECONCILED WITHIN 30 DAYS OF THE BILLING DATE.
h. Occasional Diamond Users must be 18 years of age or older to reserve the facilities.
This must be paid at the time booking.
i. Alcohol beverages are NOT permitted on the premises without a Special Occasion
Permit. We have a Municipal Alcohol Policy stating ZERO tolerance for alcohol
consumption without proper permits.
j. The Town of Tillsonburg, through the Director of Recreation, Culture and Parks,
reserves the right to cancel and/or alter dates and/or times on this contract, as it
deems necessary. Under no circumstances will the Town of Tillsonburg and/or its
employees be responsible for any damages, financially or otherwise, which may be
incurred by the contract holder and/or participants.
k. At the time of contract signing, a complete Seasonal Ball Diamond Terms &
Condition will be reviewed and signed as the representative of the organization.
Proof of Insurance is required at this time.
I hereby certify that I have read and agree to be bound by the contract and the terms
and conditions listed herein, and hereby warrant and represent that I have authority to
execute this contract and have authority to bind the Licensee
9-010 Page 14 of 14
Print Name:_____________________________
Signature:_______________________________
Please return the form to: Tillsonburg Community Centre
45 Hardy Ave, Tillsonburg, ON N4G 3W9