CMS 26-12 Whitby Iroquois Soccer Club

TOWN OF WHITBY
REPORT
RECOMMENDATION REPORT
REPORT TO: Operations Committee
REPORT NO: CMS 26-12
DATE OF MEETING:
FILE NO(S):
10 April 2012
PREPARED BY: Community and Marketing Services
REPORT TITLE/SUBJECT:
1.0
LOCATION:
Whitby Iroquois Soccer Club - Proposed Outdoor
Artificial Soccer Field
RECOMMENDATION:
1. That Council support in principle the conversion of an outdoor natural turf soccer
field to an artificial turf soccer field at the Rossland Road Soccer Park by the Whitby
Iroquois Soccer Club to serve the growing interest and participation in youth and
adult soccer;
2. That Council authorize Staff to meet with representatives of the Whitby Iroquois
Soccer Club to further develop the details and confirm the costs associated with
the development of the proposed outdoor artificial turf facility;
3. That an expenditure of $20,000 be approved to engage a land survey and
geotechnical engineering firm to undertake an investigation of the site conditions
(topography, soils conditions and storm drainage analysis) in order to prepare
preliminary design concepts and refine cost estimates;
4. That the proposed business plan and repayment schedule submitted by the Whitby
Iroquois Soccer Club be reviewed in detail by the Community and Marketing
Services and Corporate Services Departments; and,
5. That Staff report back to Council at the completion of these investigations.
Report to: Operations Committee
Report No.: CMS 26-12
2.0
Page 2 of 6
EXECUTIVE SUMMARY:
Staff is recommending a review of a recent proposal and business plan submitted by
the Whitby Iroquois Soccer Club (WISC) to develop an outdoor artificial turf soccer
field to replace an existing natural turf field at the Rossland Road West Soccer Park.
3.0
ORIGIN:
Community and Marketing Services Report CMS 26-12, is in response to a request
from the Whitby Iroquois Soccer Club to consider the potential to extend the existing
capital financing agreement with the Town of Whitby to permit the development of an
outdoor artificial turf soccer field at the Rossland Road West lands currently leased to
the Whitby Iroquois Soccer Club.
4.0
BACKGROUND:
In June 2008 Council approved Community and Marketing Services Department
Report CMS 20-08 authorizing a capital cost and operating agreement with the Whitby
Iroquois Soccer Club for the development of an indoor soccer facility and 20 year
operating lease of the property (with a renewal option for an additional 20 years).
In February 2009, the Whitby Indoor Soccer Dome opened to the public and WISC has
enjoyed continuous growth in the participation of its own indoor soccer program and
also the participation by the School Boards and other sport organizations.
The indoor Soccer Dome has achieved great success, attracting 2,000 children/adults
for the winter program. Prime time hours are sold out and the fields are being used
throughout the day extensively by the School Boards and other sport groups. To-date
WISC has met and exceeded its financial obligations with the Town of Whitby. The
total cost of the Soccer Dome was $3.150 million. $2.8 million was set up as the
balance owing to the Town by WISC to be paid over a period of 15 years. The success
of the programming at the indoor Soccer Dome has allowed WISC to make an
unplanned $100,000 additional payment in 2011 toward the capital costs. In just over 2
years, WISC has paid $426,000 to the Town toward the capital cost of the project.
The partnership between the Town of Whitby and the Whitby Iroquois Soccer Club is
an innovative model on how the municipality and a sport organizing body can provide
quality sport facilities to accommodate the growth and development of the community.
Because of this strong relationship with WISC and their track record, staff feel
confident that examining other facility enhancements would be a benefit to the
community overall.
Report to: Operations Committee
Report No.: CMS 26-12
5.0
Page 3 of 6
DISCUSSION/OPTIONS:
The Whitby Iroquois Soccer Club has proposed the conversion of one of the existing
soccer fields (south-west corner of property) to an outdoor artificial turf field for a
number of reasons including, but not limited to the following benefits:

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

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
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Extend the “normal” operating season by approximately two months (April –
November)
Potential opportunities for winter use (weather permitting)
Field can be used daily without the need for “rest” periods normally associated
with natural turf facilities
Field can be used immediately after periods of prolonged rainfall because of the
superior drainage
Requires less maintenance than a natural turf facility
Provides an opportunity to strengthen a growing relationship with the School
Boards (and in particular D. A. Wilson Secondary School) for the use of a
premiere outdoor turf facility
Allows the Whitby Iroquois Soccer Club to achieve “Tier 1” status with the
Ontario Soccer Association – a designation reserved for municipalities with
outdoor artificial turf facilities
A preliminary project cost estimate of $1,100,000 has been presented by the Whitby
Iroquois Soccer Club, based on information received from artificial turf suppliers.
This preliminary project cost estimate is based on the following component costs:
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Supply and Installation of the Artificial Turf - $360,000
Site Development (base preparation) - $200,000
Site Lighting, Servicing and Drainage - $310,000
Perimeter Fencing - $50,000
Equipment (goals, bleachers, etc.) - $100,000
Contingency Allowance - $80,000
Based on these initial project cost estimates, WISC has proposed a financing plan
whereby the funding would be secured as follows:
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Whitby Iroquois Soccer Club - $250,000 down payment
Trillium Foundation Grant - $100,000
Anonymous Donation - $100,000 (commitment received)
Town of Whitby Loan - $650,000
Report to: Operations Committee
Report No.: CMS 26-12
Page 4 of 6
WISC has also identified that it would increase the down payment to $350,000 if the
Trillium Foundation Grant was not received.
WISC is proposing a loan agreement with the Town of Whitby at the same interest rate
applied to the loan for the indoor Soccer Dome project and has committed to a
repayment of the loan over 15 years.
Staff cannot fully confirm the projected construction costs without a more detailed
investigation of the site conditions, soils engineering, storm drainage analysis and site
servicing requirements.
Staff is recommending that a more detailed site analysis be undertaken to include the
following considerations:
Detailed site survey of proposed field location and downstream routes to a
drainage facility;
Geotechnical testing (extensive bore hole and test pits) to confirm topsoil depth
and uniformity;
Site grading and storm water drainage planning and design;
Electrical review of site capacity and servicing needs for lighting;
Detailed cost analysis of turf field and base preparation.
Subject to Council approval, Staff would recommend the assembly of a project review
team comprised of members from the Community and Marketing Services Department
(Facilities and Parks Development), Public Works Department (Engineering) and
Corporate Services Department (Treasury) in order to fully examine the business plan,
the proposed site and engineering analysis. In addition to the expertise available
within the Town, a thorough review of the site would require the assistance of a
geotechnical engineering firm.
Staff has estimated the costs of this detailed site analysis at approximately $40,000
and would recommend that this analysis be undertaken as early as possible.
WISC would co-fund these preliminary investigations up to a $20,000 initial
contribution. WISC would like to proceed with the project at the earliest opportunity in
order to have the facility operational by late fall of 2012. It is essential that the
proposed investigations be completed in a timely manner in order to determine the
viability of the site and to confirm the full scope of the costs associated with the
project.
6.0
COMMUNICATION ISSUES/PLAN:
N/A
Report to: Operations Committee
Report No.: CMS 26-12
7.0
Page 5 of 6
CONSIDERATIONS:
A.
PUBLIC
N/A
B.
FINANCIAL
Staff is recommending that an expenditure of $20,000 be approved and funded from
the one-time uncommitted reserves to engage a land survey and geotechnical
engineering firm to undertake an investigation of the site conditions (topography, soils
conditions and storm drainage analysis) in order to prepare preliminary design
concepts and cost estimates.
Staff has estimated the costs of this detailed site analysis at approximately $40,000
and would recommend this analysis be undertaken as early as possible.
WISC would co-fund these initial investigations up to a $20,000 contribution.
Based on the outcome of these preliminary investigations, staff would recommend
WISC repayment of the Town’s contribution as follows:
1. If the investigations reveal a favourable situation that can be achieved within
the proposed estimated project costs supported by the WISC business plan
then the $20,000 Town contribution would be added to the total project cost
repaid over 15 years.
2. If the investigations reveal unfavourable soils or storm water management
conditions that would require significant additional investment exceeding the
capacity of the business plan then the $20,000 would be added to the WISC
existing loan for the indoor soccer dome.
C.
IMPACT ON & INPUT FROM OTHER DEPARTMENTS/SOURCES
Preliminary investigations would require the involvement of members of the
Public Works and Corporate Services Departments.
D.
CORPORATE AND/OR DEPARTMENT STRATEGIC PRIORITIES
This initiative supports the following objectives of Whitby’s Community Strategic
Plan:
Report to: Operations Committee
Report No.: CMS 26-12
Page 6 of 6
Develop a safe and healthy community.
1.1
Promote healthy lifestyles and wellness for all ages and abilities.
Pursue excellence in local government.
4.6
Encourage and promote community volunteerism.
4.7
Develop partnerships with public and private sector organizations
for innovative service delivery arrangements.
Improve municipal and community infrastructure.
5.3
Partner with all levels of government, community organizations
and the private sector to plan and finance infrastructure expansion
and improvements.
8.0
SUMMARY AND CONCLUSION
Staff is recommending a review of the proposal and business plan submitted by the
Whitby Iroquois Soccer Club (WISC) to develop an outdoor artificial turf soccer field to
replace an existing natural turf field at the Rossland Road West Soccer Park
9.0
ATTACHMENTS
Appendix A - Site Plan identifying the proposed location of the artificial turf field.
For further information contact:
Greg G. Scott, Manager of Facilities, Ext. 4321
___________________________________________
Peter G. LeBel, Commissioner of Community and Marketing Services ext. 4319
___________________________________________
Robert S. Petrie, CAO, Extension 2211
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Town of Whitby
ATTACHMENT #1
Community and Marketing Services Department
Parks Division
PROPOSED ARTIFICIAL TURF FIELD - LOCATION PLAN
W
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eth
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rn D
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Tid
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ew
te
r Cr e s
Plantation Ct
Country Lane
Biodiversity Open Space
ALL SAINTS
CATHOLIC
HIGH SCHOOL
Rossland Rd W
Lynde Ct
Rossland Road Soccer Complex
DONALD A. WILSON
HIGH SCHOOL
Valley Ct
Avon Ct
Frost D
r
PROPOSED ARTIFICIAL
TURF LOCATION
r
Cochrane St
Or
ma
nd
y
Ct
Ho
llid
ay
D
Barrow Ct
Otter Creek Park
Hanover Ct