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Home My WebLink AboutCS 32-23 Report to Executive Committee Report Number: CS 32-23 Date: December 4, 2023 From: Laura Gibbs (Acting) Director, Community Services Subject: Interim Program Space in Seaton Update - Seaton Commercial Plaza (Taunton Road and Peter Matthews) - File: A-1440-001 Recommendation: 1. That Report CS 32-23, regarding Interim Program Space in Seaton Update, be received; 2. That staff be directed to continue discussions with the ownership group of the Seaton Commercial Plaza at Taunton Road and Peter Matthews Drive to negotiate lease terms for commercial space, and report back to Council in Q2, 2024; and 3. That the appropriate City officials be authorized to take the necessary actions as outlined in this report. Executive Summary: As per Resolution #142/23, staff were directed to explore opportunities with the commercial/retail plazas and developers/owners, for the interim use of commercial spaces for delivery of City recreation and leisure programming, and report back to Council with opportunities and recommendations by the end of the second quarter, 2023. At the Council meeting of June 26, 2023, through Report CS 23-23, staff recommended further investigation in the Seaton Commercial Plaza at Taunton Road and Peter Matthews Drive as a potential interim commercial space for municipal recreation programming. As per Resolution #221/23, staff were directed to further investigate opportunities for the interim use of this commercial space including rental, fit-out, and lease terms, develop a draft program plan budget for the proposed space, and to report back to Council in Q4, 2023. Although the rental, fit-out and lease terms have not yet been negotiated for the Seaton Commercial Plaza at Taunton Road and Peter Matthews Drive, staff have determined that this commercial space (beginning construction in 2024 and available in late 2025) would be suitable to deliver municipal recreation programming. A proposed program plan for the commercial space has been developed by staff with an estimated program plan budget. At this time, staff are seeking direction to continue discussions with the commercial plaza ownership group to negotiate lease terms and conditions, fit-out and rental costs and report back to Council in Q2, 2024. CS 32-23 December 4, 2023 Subject: Interim Program Space in Seaton Update Page 2 Financial Implications: City staff have prepared a proposed program plan budget for the commercial space in Seaton (Attachment 1). Interim commercial space for the delivery of municipal recreation programming in Seaton could potentially incur annual revenue of $302,453, and expenses of $659,397, with total net cost of $356,944 in year one. Net operating expenses for the following years are estimated to be $215,457 annually. This does not include rental and fit-out costs for the commercial space. Rental and fit-out costs for the interim program space located at the Seaton Commercial Plaza at Taunton Road and Peter Matthews Drive will be determined by staff through ongoing discussions with the ownership group. Based on current construction timelines for the Seaton Commercial Plaza, staff will have estimated costs by Q2, 2024. Discussion: In Spring 2018, residents began moving into new homes in the Seaton community. The development of this community is expected to attract 70,000 new residents and 35,000 new jobs by 2031. As the population of Seaton continues to grow, the need for recreation and leisure programs also grows. Currently, Seaton residents do not have any dedicated facilities offering City recreation programs, until the opening of the Seaton Community Centre, anticipated in 2028 (located at the southeast corner of the further Burkholder Drive and re-aligned Whitevale Road). That said, local neighborhood commercial and retail plazas are being constructed earlier than the municipal facilities and potentially provide opportunities for interim locations for the delivery of municipal recreation programming. With an interim recreation programming space, the Community Services Department could offer a range of camps, sports, dance, art, language, and fitness programs for all age groups. A. The Commercial Space at the Seaton Commercial Plaza will be suitable, in an interim basis, for the delivery of municipal recreational programs (Taunton Road and Peter Matthews Drive). The Seaton Commercial Plaza has a future development block planned that is accessible from Taunton Road, Peter Matthews Drive, and Marathon Avenue. The plans for the commercial plaza include seven commercial buildings located around a shared parking lot with 752 parking spaces. The plaza also has an adjacent public transit stop planned at the corner of Peter Matthews Drive and Taunton Road. The Plaza has the following spaces identified: - Building A 43,340 square feet - Building B 17, 087 square feet - Building C 7,000 square feet - Building D 6,000 square feet - Building E 10,000 square feet - Building F 6,500 square feet - Building G 8,450 square feet CS 32-23 December 4, 2023 Subject: Interim Program Space in Seaton Update Page 3 Construction of the Seaton Commercial Plaza is expected to begin in 2024, with construction completed, and the building space available for lease in late 2025. B. The amount of space required to operate recreation programs is available in the planned Seaton Commercial Plaza. The following space requirements are recommended to offer a full range of recreation programming in an interim leased space: • At least 800 square feet of suitable program space that can be used for leisure programming like free teen drop-in programs, pre-school programs, language instruction, art classes, etc.; • At least 800 square feet of suitable program space that can be used for fitness and recreation activities like dance and fitness classes; • At least 7,000 square feet of suitable program space that can be used for basketball, volleyball, badminton, pickleball, and a range of sports-based and multi-use programming; • Front lobby space with a desk, computer and small space for people to wait; • Janitors closet and storage for cleaning supplies; • Accessible washrooms; • A small office space that is enclosed to support program administration; • Large program storage suitable for tables, chairs, sports and fitness equipment; and • Other back of house areas as may be required. Community Services staff have prepared a proposed program plan requiring an estimated 9,000 to 10,000 square feet that could provide interim recreation programs to 65,000 users annually. This is based on 68 hours of programs being offered weekly. There are several buildings at the Seaton Commercial Plaza that would be suitable for interim recreation program use. Building E is expected to be 10,000 square feet, which would meet the City’s programming requirements. C. Programming is planned in Seaton in Alternate Spaces, starting in 2024. The Community Services staff are planning to provide recreation programming in Seaton neighbourhoods, starting Spring, 2024. Rick Johnson Memorial Park has been identified as a park location that sees consistent leisure use by residents in the Seaton area and would be an excellent location to host pre-registered, instructional programs for children and youth, as well as weekly cultural events including small- scale concerts and movie nights. Attachment 2 outlines the full program plan for 2024. The Rick Johnson Memorial Park includes the following program spaces and amenities that support increased programming: dedicated parking lot, accessible paved pathways, play structure, musical elements and soccer pitch. For the 2024 spring to fall season, the Community Services Department, in collaboration with the Operations Department, will be supplying a portable washroom to further support programming of this space. CS 32-23 December 4, 2023 Subject: Interim Program Space in Seaton Update Page 4 New instructional sport-based programs, summer concerts and movie nights are planned to begin June 2024, facilitated by the Community Services Department staff. Planned programming would result in 25 hours of new weekly programming offered in Seaton. Programming would also include the provision of all equipment required for participation in sports-based programming. In addition, the Durham District School Board (DDSB) has confirmed that a new school is being constructed at Burkholder Drive and Azalea Avenue in Seaton. The new school will accommodate 634 student spaces including a four-room childcare centre. It will include six Full Day Kindergarten rooms, eighteen regular classrooms, two Special Education rooms, Science, Art and Music room along with a gymnasium and library. The school will be approximately 6,924 square metres. The new school is expected to open September, 2026. Through the Community Use of Schools partnership the City has with the DDSB, additional recreation, camp, and sports-based programming can be offered in this Seaton-based school starting in 2026. Attachments: 1. Interim Program Space in Seaton: Proposed Program Plan Budget 2. Seaton Program Expansion: Rick Johnson Memorial Park Prepared By: Approved/Endorsed By: Amanda Rose Laura Gibbs MBA, MSc Supervisor, Recreation Services (Acting) Director, Community Services Recommended for the consideration of Pickering City Council Marisa Carpino, M.A. Chief Administrative Officer Attachment 1 to Report CS 32-23 Interim Program Space in Seaton: Proposed Program Plan Budget Facility Specifications • A 7,000 square foot gymnasium. This space supports basketball, volleyball, badminton, pickleball and a range of sports-based and multiuse programming. • An 800 square foot program room that can be used for leisure programming like free teen drop- in programs, pre-school programs, language instruction, arts classes, etc. • An 800 square foot fitness room used for dance, fitness classes, camps, etc. • Front lobby space with desk, computer and small space for people to wait • Janitors closet and storage for cleaning supplies • Washrooms, including accessible washrooms • A small office space that is enclosed to support program administration • Large program storage suitable for tables, chairs, nets, sports equipment Proposed Program Schedules Time Gymnasium Fitness / Dance Program Room Monday 9:00 am – 10:00 am Pickleball – Drop In Tai Chi Language 10:30 am – 12:30 pm Pickleball - Drop In Fitness Language 1:00 pm – 3:00 pm Pickleball - Drop In Dance 55+ Bingo, Sewing 5:00 pm – 8:30 pm Children’s Basketball Children’s Dance After School Program 8:45 pm – 10:00 pm Adult Sports Adult Dance Free Teen Program Tuesday 9:00 am – 12:00 pm Homeschoolers – Gym Programs Pre School Dance/School Electives Art 55+ 12:30 pm- 2:30 pm 55+ Sports class Tai Chi/Line Dance Bingo/Carpet Bowling/Darts 5:00 pm – 7:00 pm Children Sports classes Adult Fitness After School Program 8:00 pm – 10:00 pm Adult Sports classes Adult Fitness Adult Language Classes Wednesday 9:00 am – 12:00 pm Pickleball – Drop In Fitness Sewing/Craft 12:30 pm – 3:00 pm Pickleball - Drop In Dance 55+ Card Games/Darts 5:00 pm – 7:00 pm Children’s Sports Class Children’s Dance After School Program 7:00 pm – 10:00 pm Free Teen Sports Free Teen - Improv Night Free Teen – Art Thursday 9:00 am – 11:00 am Sports 55+ Pre School Dance/School Electives Language 55+ 11:30 am – 3:00 pm Sports 55+ Tai Chi/Line Dance Tech Classes 55+ 2 4:30 pm – 7:00 pm Children’s Sports class Free Teen - Breakdance After School Program 7:00 pm – 10:00 pm Free Teen Sports Free Teen - Breakdance Free Teen - Art Friday 9:00 am – 10:00 am Tai Chi Fitness Language 10:30 am – 12:30 pm Pickleball – Drop In Dance 55+ Sewing/Crafts 1:00 pm – 3:00 pm Pickleball - Drop In Children’s Dance After School Program 5:00 pm – 10:00 pm Birthday Parties Drop in/Birthday Parties Drop In/Rentals/Birthday Parties Saturday 9:00 am – 1:00 pm Children’s Sports Children’s Sports Children’s Sports 2:00 pm – 1:00 am Rentals Rentals Rentals Sunday 9:00 am – 1:00 pm Children’s Sports Children’s Sports Children’s Sports 2:00 pm – 6:00 pm Rentals Rentals Rentals Budget Summary Expenses: Variable Programming Costs Fixed Costs Total Users Large Gym Space Salaries: $82,171 Site Specific Staffing Salaries: $385,916 26,062 Large Gym Space Supplies: $3,500 Dance/Fitness Room Salaries: $70,422 Program Supplies: $55,816 Dance/Fitness Room Supplies: $5,828 25,968 General Classroom Salaries: $53,564 General Classroom Supplies: $2,180 15,506 Subtotal $141,487 Subtotal: $517,910 Total Expenses $659,397 67,536 Revenue Large Gym Space Dance / Fitness Room General Classroom Total Revenue $125,917 $119,224 $57,312 $302,453 Startup cost: Total Revenue: $302,453 Total Expenses: $659,397 Net Cost: $356,944 Annual Operating expenses: Total Revenue: $302,453 Total Expense: $517,910 Net Cost: $215,457 Seaton Program Expansion: Rick Johnson Memorial Park Culture & Recreation Programs Opportunity Statement Rick Johnson Memorial Park has been identified as a park location that sees consistent leisure use by residents in the Seaton area and would be an excellent location to host pre-registered, instructional programs for children and youth, as well as weekly cultural events including small-scale concerts and movie nights. The Rick Johnson Memorial Park includes the following program spaces and amenities that support increased programming: - Dedicated parking lot - Accessible, paved pathways - Play structure - Musical elements - Soccer pitch Background The park space at Rick Johnson Memorial Park will see the addition of regular City of Pickering registered programs, and weekly concerts/movie events starting June, 2024. The space will be utilized for programs for children and youth, ages 3 – 12. These programs will be weather dependent. The addition of regular programs at Rick Johnson Park is a pilot program that brings programs and services to new residents of Seaton neighborhoods. If successful, subsequent years of programming would have a reduced cost, with start up costs expected to benefit the next two to three years. Rick Johnson Memorial Park: 2024 Program Plan New instructional sport-based programs, and arts and culture events will be offered starting June 2024, facilitated by the Community Services program teams. Multi-sport programs Children multi-sport programs are for beginner players who are interested in an introduction to various sports. Children will learn basic skills like dribbling, throwing, kicking and catching. Children will learn basic principles of organized sport, with some modified group sport play. Attachment 2 to Report CS 32-23 Page 2 of 2 Youth multi-sport programs will focus on skill development for sports like soccer, baseball, lacrosse, and football. Youth participants can be split into groups based on participant demographics (i.e. by age, skill, gender, etc.). The session will include group sport play. June 3 – September 1 Program Plan - Proposed Schedule: Day Time Program Wednesday – Friday 2:00 pm – 4:00 pm Children’s multi-sport (ages 3 – 6) 5:00 pm – 6:00 pm Children’s Art & Culture programs (aged 6 – 12) 6:00 pm – 8:00 pm Youth multi-sport (ages 6 – 12) Saturday 4:00 pm – 6:00 pm Free multi-sport sampler (all ages) 6:00 pm – 9:00 pm Concert in the Park – Cultural Services Event Sunday 10:00 am – 12:00 pm Children’s multi-sport (ages 3 – 6) 1:00 pm – 2:00 pm Children’s Art & Culture program (aged 6 – 12) 3:00 pm – 5:00 pm Youth multi-sport Rick Johnson Memorial Park: Program Budget Revenue User Fees Staffing Grants Sponsorship Total Revenue $34,630 $16,000 $10,000 $60,630 Expenses: Variable Programming Costs Fixed Costs Salaries $52,500 Equipment & Storage $10,500 Program Supplies $2,000 Marketing $5,000 Subtotal $54,500 Subtotal: $15,500 Total Expenses $70,000