REGIONAL DISTRICT of NORTH OKANAGAN REPORT File No.: 6140.12.03 Paddlewheel Park TO: Greater Vernon Advisory Committee FROM: Parks, Recreation and Culture DATE: May 5, 2016 SUBJECT: Paddlewheel Park Picnic Shelter RECOMMENDATION: THAT it be recommended to the Board of Directors a grant of $24,670 to Okanagan Landing and District Community Association be approved to fund the construction of the 20’ x 30’ picnic shelter in Paddlewheel Park subject to: 1) The remaining sources of funding for the construction of the picnic shelter be secured; 2) The picnic shelter be owned and maintained by the Okanagan Landing and District Community Association; 3) The existing agreement between the Regional District of North Okanagan and the Okanagan Landing and District Community Association be amended accordingly to clearly outline the responsibilities of each party. AND FURTHER THAT project funds be allocated from the remaining balance of the Greater Vernon Arts, Culture and Youth Project Grant budget. AND FURTHER THAT $5,000 be allocated from 060 operating reserves and included in the 2016 Financial Plan for irrigation and landscape repair following the construction of the shelter. SUMMARY: Following a delegation by the Okanagan Landing and District Community Association at the April 7, 2016 GVAC Regular meeting the resolution listed under “DISCUSSION” was passed. Consistent with the direction from the Board, staff are bringing forward additional information on the details of the proposed picnic shelter and additional relevant background information on the agreement between the RDNO and the OKLDCA. The proponent has secured several different funding sources and in-kind donations from the community for the construction of the proposed picnic shelter, the total project costs (including funds requested by the RDNO is as follows): FUNDING SOURCES Organization Funding Amount Kalamalka Rotary $15,000 Report to: Greater Vernon Advisory Committee File No.: 6140.12.03 Paddlewheel Park From: Parks, Recreation and Culture Date: May 5, 2016 Re: Paddlewheel Park Structure Page 2 of 4 Community Foundation of North Okanagan $10,000 (to be confirmed) Regional District of North Okanagan $25,000 Consulting (Geotechnical) Jerry Lay In-kind Geotechnical Services TOTAL PROJECT COST $50,000 CONSTRUCTION / CONSULTANTS Item Contractor / Consultants Consulting (Geotechnical) Jerry Lay (P.Eng) Consulting (Structural) Okanagan Timber Frame Common Excavation Ray Klinger Import Base Gravels Postill / Nixon Earthworks (to be confirmed) Concrete Slab Elroy Steiner, Steiner L Construction Ltd. Shelter Structure Okanagan Timber Frame Staff have also met with the OKLDCA on the location of the proposed shelter which is shown on Attachment “B”. Additional information on the form and character of the shelter is included in Attachment “C”. DISCUSSION: At the April 18, 2016 Board of Directors meeting the following resolution was adopted: Moved and seconded by Directors Cunningham and Fleming That staff be directed to meet with the Okanagan Landing and District Community Association and report back to the Greater Vernon Advisory Committee to confirm the following with regard to construction of a proposed 20 foot by 30 foot covered picnic shelter at Paddlewheel Park: − Total cost of the building and contribution required from the Regional District − Options for providing funding − Form and character of structure − Location of structure. CARRIED In the current agreement between the RDNO and the OKLDCA both parties have mutually agreed to consult one-another on any new structures placed within each-other’s land, Attachment “A”. The expected outcome of the agreement consulting between parties is to help ensure cohesive park development when projects arise. As this project is being driven by the OKLDCA, and the picnic shelter is located on Landing Association Property, it is understood that the structure would (upon the completion of construction) become the property of the OKLDCA and as such they would be responsible for the maintenance and operation associated with the picnic shelter. To ensure the proposed shelter meets requirements related health, welfare and safety of the public the project will include geotechnical, structural and work performed on-site will be carried out by contractors licensed in the City of Vernon. RDNO staff have also met with the OKLDCA on-site and have come up Report to: Greater Vernon Advisory Committee File No.: 6140.12.03 Paddlewheel Park From: Parks, Recreation and Culture Date: May 5, 2016 Re: Paddlewheel Park Structure Page 3 of 4 with an agreement on the location for the shelter in the best interests of sightlines into the park and public usage. As a partner to the Lease Agreement the Regional District would expect that during the construction project the contractors engaged by the OKLDCA would conduct in a professional work-like manner and upon completion of the project the OKLDCA keep the picnic structure in a well maintained state consistent with other picnic shelter structures and buildings within the Greater Vernon service area. BACKGROUND/HISTORY: • The Regional District and the Okanagan Landing Association have been in a partnership agreement to manage Paddlewheel Park since 1981. • Part of Paddlewheel Park is owned by the Okanagan Landing and District Association and part of the park is owned by the RDNO, Attachment “A”. • Both parties renewed an agreement which commenced in January 14, 2009 the details of which are as follows: • Five (5) year term from commencement on January 14, 2009 and four (4) further renewals of five (5) years at same conditions in the agreement. • The Regional District will retain responsibility for maintenance and appearance of the buildings, launching ramp and playground equipment which are on the premises. • The Regional District is not responsible for the Landing Hall, Stationhouse, Caretakers Residence and three (3) NOSA Buildings located within the NOSA lease area between the OKLDCA and the North Okanagan Sailing Association. • The OKLDCA shall continue to make the park available for the use of the public as a community park. • The Regional District may, at its expense, improve or make modifications to the park including construction and installation of recreational equipment and facilities from time to time. All improvements shall be subject to the owner’s written approval, which shall not be unreasonably withheld by the owner. • The Regional District may charge a fee for users of the boat launch located in the park provided such a fee is consistent with the fee charged by the Regional District at other similar facilities operated by the Regional District within Greater Vernon. • The OKLDCA shall not expand or add to the buildings without written consent of the Regional District, which consent shall not be unreasonably withheld. • The OKLDCA shall be responsible for all necessary snow removal in respect of the parking lot. • The parties agree that the parking lot should be paved at some time in the future to reduce dust, oil stains in the buildings, particularly Paddlewheel Park Community Hall. At a later time determined Report to: Greater Vernon Advisory Committee File No.: 6140.12.03 Paddlewheel Park From: Parks, Recreation and Culture Date: May 5, 2016 Re: Paddlewheel Park Structure Page 4 of 4 at the discretion of the Regional District, the Regional District will, at its expense, pave the parking lot to a standard consistent with those then prevailing in similar parks within Greater Vernon area. • The parties agree that it is their mutual intent to, at some time in the future, remove the caretaker's house from the lands. Upon removal of the caretaker's house, the land upon which the caretaker's house is presently situated shall remain free of buildings to allow an unobstructed view and passageway to the park from the parking lot. When the caretaker's house is removed, the parties would attempt to make arrangements for continued security. FINANCIAL/BUDGETARY CONSIDERATIONS: Project funds would be allocated from the remaining balance of the Greater Vernon Arts, Culture and Youth Project Grant budget or alternatively, 060 Operating Reserves. The Greater Vernon Arts, Culture and Youth Project Grant Budget 2016 is $66.000. Current unallocated funds within the grant program are $44.500. ATTACHMENTS: • Attachment "A" Property Ownership • Attachment "B" Shelter Location • Attachment "C" Shelter Drawings • Attachment "D" Shelter Budget Estimate • Attachment "E" Paddlewheel Park and Boat Launch Agreement Submitted by: Reviewed and Endorsed by: Stephen Banm 'rf General Mana er, Finance ATTACHMENT "A" Regional District of North Okanagan Mapping Site Legend Notifications Evacuation Alert Evacuation Order Evacuation Order Rescinded - Area remains on Alert Fire Boundary Fire Perimeter Area B CAD Lines Easement RW Electrical RW Gas RW GVW RW Railway RW Roadway RW Utility RW GV Parks RW LUC Prop_SRW Creeks Hooks LD_DL_LS Lease Lot Lot Lines River Strata Lot Strata Rd Stream Swamp Trailer Lot Trailer Rd TWP_RGE_LINE Water Body Int Bdry Des Area Bdry IR Bdry Park Bdry Regional Bdry Trails Text Leaders High Water Mark Area C CAD Lines Easement RW Electrical RW Gas RW 1: 1,244 GVW RW Railway RW This map is a user generated static output from an Internet mapping site and 63.2 0 31.59 63.2 Meters Notes Roadway RW is for reference only. Data layers that appear on this map may or may not be accurate, current, or otherwise reliable. Utility RW NAD_1983_UTM_Zone_11N © Regional District of North Okanagan Date and Time Printed: 3/10/2016 6:37 AM THIS MAP IS NOT TO BE USED FOR NAVIGATION GV Parks RW ATTACHMENT "B" Regional District of North Okanagan Mapping Site Legend Notifications Evacuation Alert Evacuation Order Evacuation Order Rescinded - Area remains on Alert Fire Boundary Fire Perimeter Roads Parcels 1: 1,067 Notes 54.2 0 27.11 54.2 Meters This map is a user generated static output from an Internet mapping site and is for reference only. Data layers that appear on this map may or may not be accurate, current, or otherwise reliable.