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SARNIA CITY COUNCIL MONDAY, APRIL 28, 2014 4:00 P.M

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SARNIA CITY COUNCIL MONDAY, APRIL 28, 2014 4:00 P.M SARNIA CITY COUNCIL MONDAY, APRIL 28, 2014 4:00 p.m. COUNCIL CHAMBERS, CITY HALL SARNIA, ONTARIO SPECIAL MEETING AGENDA Page Disclosures of Pecuniary Interest (Direct or Indirect) and the General Nature Thereof Action Item 3-68 1. Director of Parks and Recreation, dated April 23, 2014, regarding Arena Management Strategy It is recommended: 1. That Council direct staff to prepare a report analyzing the feasibility of constructing a two pad arena to partner with Clearwater Arenas as a four pad complex replacing Sarnia Arena and Germain Arena by 2020; 2. That an Asset Management program be established for all arenas using the report as prepared by Ameresco in 2013 and that the future asset management program reflect the development of a twin pad arena complex at Clearwater Arenas. 3. That Germain Arena is open for the 2014-15 ice season and that Sarnia Arena open for May 1, 2015 allowing for summer rentals; 4. That the City finalize negotiations with Lambton College on the divesture of the RBC#2 by June 30, 2014 to allow the College to acquire and repurpose the facility to a multi- purpose field house with the project work to begin on April 1, 2015; 5. That City staff work with arena user groups and tournament organizers to transition from six ice surfaces to five in order to minimize impacts. Page 1 of 71 Page Action Item 6. That a sponsorship program be developed for consideration by Council for the Parks and Recreation Department to promote potential partnerships with Sarnia’s business, industrial and commercial sectors. BY-LAWS 69-71 1. For 1st, 2nd and 3rd Readings: By-Law #1 ADJOURNMENT Page 2 of 71 THE CORPORATION OF THE CITY OF SARNIA People Serving People PARKS AND RECREATION DEPARTMENT OPEN SESSION REPORT TO: Mayor Bradley and Members of Sarnia City Council FROM: Ian Smith Director of Parks and Recreation DATE: April 23, 2014 SUBJECT: Arena Management Strategy Recommendation: It is recommended: 1. That Council direct staff to prepare a report analyzing the feasibility of constructing a two pad arena to partner with Clearwater Arenas as a four pad complex replacing Sarnia Arena and Germain Arena by 2020; 2. That an Asset Management program be established for all arenas using the report as prepared by Ameresco in 2013 and that the future asset management program reflect the development of a twin pad arena complex at Clearwater Arenas. 3. That Germain Arena is open for the 2014-15 ice season and that Sarnia Arena open for May 1, 2015 allowing for summer rentals; 4. That the City finalize negotiations with Lambton College on the divesture of the RBC#2 by June 30, 2014 to allow the College to acquire and repurpose the facility to a multi-purpose field house with the project work to begin on April 1, 2015; 5. That City staff work with arena user groups and tournament organizers to transition from six ice surfaces to five in order to minimize impacts. Page 3 of 71 6. That a sponsorship program be developed for consideration by Council for the Parks and Recreation Department to promote potential partnerships with Sarnia’s business, industrial and commercial sectors. Background: In 2010, the internal Arena Review recommended a greater review of the arena operations by 2012. This 2012 review was extended to 2013 to allow for a fuller review of all arena operations including the RBC to occur. In 2012, the City engaged Ameresco Canada to conduct an asset/energy management study of the City’s arenas including the RBC. This report was recently circulated to Council earlier this year. In January 2013, an Ice Allocation Policy was developed and adopted to set the process of the reallocation of ice in the event of arena closures and repurposing. In June 2013, BMA Consulting was hired to provide an arena analysis and information. The recommended Arena Strategy resulting from this review is Attachment 1 to this report and includes the BMA Analysis based on assumptions made at that time. In November 2013, the Arena Management Strategy was presented to Council. Recommendations from the strategy that were adopted at that meeting included using the Ice Allocation Policy to determine future ice use at Sarnia and Clearwater Arenas, implementing modified ice rental rates over the balance of the 2013/14 season and providing Council with the Ameresco Asset and Energy Management report. Further, Council directed staff to gather public input and to host a Public Information Session. The Public Information Session was held on January 15, 2014 and a dedicated e-mail address was set up specifically for comments on the proposed arena management strategy. Forty-five comments were received through the e-mail address and 12 presentations were made at the public meeting. A report to Council summarizing the public input received at that session and through the dedicated e-mail address was provided at the February 3, 2014 meeting. Generally, the public input received did not favor the closure of any arenas. The report summarizes the input, indicating that the closure of two arenas is seen as highly problematic to the main user groups and that the closure of one arena would impact on the hosting of tournaments and would require arena users to modify their arena use. Further input regarding the effect of arena closure on hockey tournaments Page 4 of 71 was provided by the Chamber of Commerce in their recent presentation and submission to Council. Further input was organized through a focus group session with arena user groups held on Wednesday, February 26, 2014 facilitated by Mr. Don Cook. The Director of Parks & Recreation provided an overview of scheduling options drafted to reflect different combinations of arena closures and also responded to questions and concerns expressed by the user groups in attendance. The facilitator recorded the comments of participants and coordinated the exercise of gathering feedback to the draft schedules and questions relating to the effects on usership of different arena closure options. The facilitator’s report forms Attachment 2 to this report. Attachment 3 provides the draft schedules that the user groups responded to and demonstrates the effects on users of closing one or two arenas. At the March 24th, 2014 meeting of Council, staff reported out on the effects of the modified ice rental rates put into effect for the 2013/14 season. Further recommendations were made to carry forward modified ice rental rates to 2016, when they would be reviewed again during the budget process. Council adopted the report recommendation. At the meeting of April 14, 2014, Council received a presentation from representatives of Lambton College regarding the acquisition and re- purposing of the RBC#2, should the City decide to divest it as part of the arena management strategy. This presentation summarized ongoing discussions between the City and the College regarding RBC2. At a recent Council meeting, the City of Sarnia assumed responsibility for the RBC operation and debt by summer, 2014. This will have an impact on the overall arena operations and needs to be considered in the Arena Management Strategy. The RBC’s impact and potential cost mitigations steps are part of this report. Outside of this report, staff will continue to develop strategies pertaining to RBC operations that are complementary to the operations of the City’s other arena assets for Council’s consideration. Comments: The Arena Management Plan needs to address the future, not the past. The arenas are an important part of the community’s recreational program and contribute to the economic well-being of the community. However, the City’s arenas are aging with no curb appeal or modern amenities to support today’s modern hockey and figure skating programs. The entrances, lobbies and concessions of all arenas are poorly designed and tired. Page 5 of 71 Present Situation of the Sarnia Arena, Germain Arena and Clearwater Arenas: Sarnia Arena is 65 years old in 2014. It is among a group of 10 arenas in Ontario that are still active with this many years of service. As a facility, it has served the City well and for a very long time. However, the age and design of the arena create difficulties to install new technologies making this arena an energy and operational challenge. Germain Arena has also not aged well and, with the sand floor, its use is restricted to only ice events. The smaller than average-sized ice surface is a challenge for user groups. This is the least utilized arena in the City. Clearwater Arena has two rinks of different age (built in 1975 and 1978) but the ice areas of both facilities are good. There are weaknesses in the arena lobby, concessions, meeting rooms both upstairs and down and the area dedicated to the Hall of Fame. A Facility Condition Index (FCI) is used to determine the condition of a building. The FCI looks at all building components from roofs to HVAC systems to building envelopes as well as all electronic units and mechanical systems within a building. The formula is: FCI= Total of Building Repair/Upgrade/Renewal Needs Divided by Current Replacement Value of Building Components FCI Condition Scale The relative measure of the condition of a facility (or facilities) is usually organized into a four-tiered condition scale, as follows: • Good Condition - 0-5% of Capital Renewal (CRN) • Fair Condition - 5-10% of CRN • Poor Condition - 10-30% of CRN • Critical Condition - 30%+ of CRN The cumulative Facility Condition Index (FCI) for Sarnia, Germain and Clearwater Arenas are: by 2014 - 12% - poor by 2019 – 22% - poor by 2024 - 30% - critical The present FCI rating of the individual arenas are: Sarnia Arena- Fair Germain Arena- Poor Page 6 of 71 Clearwater Arenas- Good Arena Use: As previously presented to Council in November 2013, the four arenas are not fully used during prime time hours by the community.
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