1. Allocation Policy Review Sportsfields and Ball Diamonds Stakeholder Engagement Session
June 2015

2. Scope of Policy Review Arenas Sportsfields and Ball Diamonds
Municipally Owned
44 Ice Surfaces
Purchased Ice
P3 agreements equal to 2.33 ice surfaces
Sportsfields and Ball Diamonds
Municipally Owned ( )
Allocated School Fields ( )

3. Guiding Principles
Integrity of the Allocation Policy as passed by Council
Equity
Optimal use of facilities
Proximity
Responding to community needs

4. Issues Identified Challenge to shift historical use
Minor groups want more prime time
Adults playing before minors on fields with lighting
Vacant prime time spaces
Returned prime time
Current hours are not equitably distributed
Associations have bookings outside their ideal catchment area
Use of space once allocated
Allocating appropriate time to groups
Non-resident players
Allocated, unused time
Transparency and accountability to the City

5. Focus Group Topics
Responding to community needs as a priority for allocating space
Timeline changes to returning seasonal bookings
Impacts of allocated, but unused space
Adult Use of Fields with Lighting Before 9 pm
Applying the City’s allocation formula within your organizations
Transparency to the City

6. Responding to community needs as a priority for allocating space
Proposed Solution
Rebalance hours now, and adjust up to 5% yearly
Use sport governing bodies to validate registration numbers, and allocate hours accordingly
Addresses
Current hours are not equitably distributed
Challenge to shift historical use
Minors want more Prime Time
Associations have bookings outside of their ideal catchment area

7. Timeline Changes to Returning Seasonal Bookings
Allowing broader access to seasonal prime time by putting a deadline in place for all to return unwanted allocations
Proposed Solution
Groups will be required to return all seasonal allocations by a set date, allowing blocks to be reallocated
Addresses
Returned prime time
Minor Groups wanting more prime time space
Vacant prime time

8. Impacts of Allocated but Unused Space
Ensure facilities are available for eligible groups instead of sitting idle
Proposed Solution
With the exception of some holidays and end of season tournaments, repeat unused bookings will be taken into consideration when allocating for future seasons
Addresses
Minors want more prime time
Unused (burnt) ice and fields

9. Adult Use of Fields with Lighting Before 9 pm
Establishing an acceptable adult use of fields with lighting before 9 pm
Proposed Solution
Recognizing the need for adults to access prime time, adult groups will be permitted to remain at a maximum of the current 15% of prime time (to be reviewed every 4 years, based on older adult population shifts)
Addresses
Adults playing before minors on fields with lighting

10. Applying the City’s Allocation Formula Within Your Organization
The Allocation Policy and its principles will apply to all users equally
Proposed Solution
Schedulers will be expected to apply the principles of the Allocation Policy when internally allocating to groups under their jurisdiction
Addresses
Use of space once allocated
Allocating appropriate time to groups
Non-resident players

11. Transparency to the City
The City has to ensure that subsidized and priority use of its assets are appropriately and consistently distributed
Proposed Solution
Groups will be required to include the financial statements submitted at their most recent AGM, as well as a list of current board members, with their seasonal allocation request
Addresses
Transparency and accountability to the City

12. Implementation Timelines
Nov 2015 for
2016
Sportsfields
April 2016 for
Fall/Winter Ice
Sept 2016 for
2017
Summer Ice

13. We are here to listen…
Thank you for working with us to ensure City spaces remain well-used, and accessible to all residents!