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Home My WebLink AboutCS 40-03 Ciú/ 0# REPORT TO COMMITTEE OF THE WHOLE Report Number: CS 40-03 Date: October 1,2003 From: Gillis A. Paterson Director, Corporate Services & Treasurer Subject: Reserve Fund - Doubles Squash Courts Recommendation: 1. It is recommended that Report CS 40-03 from the Director, Corporate Services & Treasurer be approved; and that: 2. Council approve the establishment of the Doubles Squash Courts Reserve Fund; 3. the attached By-Law be read three times and passed; and, 4. the appropriate officials of the City of Pickering be authorized to take the necessary actions to give effect thereto. Executive Summary: Council's formal approval is required to set up a separate reserve account to receive all proceeds from fundraising initiatives of the Pickering Squash Club for new doubles squash courts including the surcharge for squash and combination memberships. Financial Implications: Non-pending approval of the construction of doubles squash courts in future Capital Budgets. Background: Council has passed Resolution #79/03 in its meeting of June 2, 2003 supporting in principle the proposal submitted by Pickering Squash Club for the construction of two new doubles squash courts. The Recommendations provide for the establishment of a Reserve Fund in which to deposit and hold funds raised through the fund raising efforts of the Squash Club. The actual construction of doubles squash courts will be subject to Council approval during future Capital Budgets deliberations. Report CS 40-03 Date: October 1, 2003 Subject: Establishment of Doubles Squash Courts Reserve Fund Page 2 On June 2, 2003, Council passed Resolution #79/03, Item #5 supporting in principle a cost sharing partnership with the Pickering Squash Club for new doubles squash courts at the Pickering Recreation Complex which provided City staff with direction related to the proposed Pickering Squash Club fund raising initiatives. Council approval is required to establish the membership surcharge and to transfer the membership surcharge revenue to the designated reserve account as a contribution to the fundraising initiatives for new doubles squash courts at the Pickering Recreation Complex. The following Pickering Recreation Complex squash and combination membership surcharges require Council approval: 1. $50.00 surcharge added to adult/family annual squash and combination memberships 2. $25.00 surcharge added to adult/family seasonal squash and combination memberships 3. $25.00 surcharge added to seniors/disabled/nighthawk annual squash and combination memberships 4. $12.50 surcharge added to seniors/disabled seasonal squash and combination memberships 5. No surcharge to youth squash and combination memberships The Recommendations provide for the establishment of a reserve fund in which to deposit and hold funds raised through the fund raising efforts of the Squash Club. The actual construction of doubles squash courts will be subject to Council approval during future Capital Budget deliberations. Attachments: 1. 2. 3. Doubles Squash Courts Reserve Fund By-law Letter of Intent from Pickering Squash Club Resolution #79/03 Report CS 40-03 Date: October 1 , 2003 Subject: Establishment of Doubles Squash Courts ReseNe Fund Page 3 Prepared By: Approved I Endorsed By: --~< ~- Gillis A. Paterson Director, Corporate SeNices & Treasurer -e c~,\:- ó~ ~ Caryn Kong Senior Financial Analyst GAP:vw Attachments Copy: Chief Administrative Officer 1/ THE CORPORATION OF THE CITY OF PICKERING BY-LAW NO. /03 II II !I II 'I II 'I II Ii I[ II II II II II ij I i I Being a by-law to provide for the establishment of a Reserve Fund to be known as the Doubles Squash Courts Reserve Fund WHEREAS under the Municipal Act, S.O., 2001 as amended, Section 417(1), the Council of the City of Pickering may establish and maintain a reserve fund for any purpose for which it has authority to expend funds. WHEREAS the Council of the City of Pickering has endorsed in principle the construction of two doubles squash courts at the Pickering Recreation Complex. WHEREAS it is desirable for the City of Pickering to establish such a reserve fund for the purpose of receiving funding from the Pickering Squash Club, memberships' surcharges, corporate sponsorships or any third parties for contributions towards future capital projects or undertaking that may be considered and approved by Council. NOW THEREFORE THE COUNCIL OF THE CORPORATION OF THE CITY OF PICKERING HEREBY ENACTS AS FOllOWS: 1. The establishment of a reserve fund known as the Doubles Squash Courts Reserve Fund is hereby authorized. 2. The Doubles Squash Courts Reserve Fund shall consist of such moneys paid by Pickering Squash Club, memberships' surcharges, corporate sponsorships, any third parties and such other funds as the Council may approve together with the investments made and earnings derived there from for the specific purpose of fulfilling future capital commitments. 3. The Doubles Squash Courts Reserve Fund shall be used for the purpose of paying expenses related to the provision of doubles squash courts, or such other projects, as the Council of the City of Pickering may approve. 4. This By-law shall come into force on the date of its enactment. BY-LAW read a first, second and third time and finally passed the 14th day of October, 2003. Wayne Arthurs, Mayor Bruce Taylor, Clerk c ;" J'ïACHMENT #2.. TO REPORT#..c:L.Yo, ()~ PUr. ì fS. ì~lr. ì\'~ il \'..' iT r..c: f;::;\ ¡- " ¡ !'!""'..I"~""'i)'."'il7"'¡'.'1 . . . . . r~ ~." 'co" ,C! 6 Ii j PICKERING ,,' L t~'t:C i ¡ ,. th:J C!T'V' OF P¡Ci{¡::;:;::,¡¡NG SQUASH CULTlH9E ß, ni:C¡:?Ei:fr¡ON OHlJSION CLUB Mr. Thomas J. Quinn Dear Tom: c I 0 THE PICKERING RECREATION COMPLEX 1867 VALLEY FARM ROAD. SOUTH. PICKERING. ONTARIO. December 8, 2002 Please find attached the Pickering Squash Club's letter of intent as to our desire to partner with the City of Pickering to see the construction of Doubles Squash courts at the Pickering Recreation Centre. Although there are many details still to be worked out, we would ask that in the New Year we work with the City 'to determine acceptable methods we can use to help raise funds within the community centre with the existing squash facilities. We look forward to complete this project making the Pickering Recreation Centre and the Pickering Squash Club one of the premier squash'facilities in the G.T.A. Cc. Everet Buntsma 'Stëve,q.'~.y:J:).c;)!è§\;".:." Bram WIttenberg Sincerely, . < " , LETTER OF INTENT FOR PARTNERSHIP BETWEEN THE PICKERING SQUASH . CLUB ANDTHE CITY OF PICKERING Mr. Thomas Quinn Chief Administrative' Officer. City of Pickering Pickering Civic Complex One the Esplanade Pickering, Ontario. L 1V6K7 12/09/02 Dear Mr. Quinn: The Pickering Squash Club is pleased to submit this letter of intent regarding the construction of new doubles courts at the City of Pickering Recreation Complex. The partnership, including terms and conditions, is described in greater detail below. A. DEFINITIVE PARTNERSHIP AGREEMENT The parties to this Letter of Intent will endeavor to scope out the partnership definition to be mutually agreed by the City of Pickering and the Pickering Squash Club. 1. THE PARTNERSHIP a. Cost Sharing The Pickering Squash club would like to propose that our cost sharing partnership follow the guidelines as set out in the current Pickering Hockey Association's agreement. The strategic principal being to equitably share the cost in the facility. expansion between the user groups and the City' of Pickering up to a Pickering Squash Club total of two hundred thousand Dollars. b. Third Party Grant Programs. We request that the City of Pickering Recreation, Parks & Cultural services apply for, on our behalf, those grant programs that we could show eligibility for such as the Ontario Trillium Foundation Program, Ontario Superbuildand other opportunities that they may be aware of. Reception of such grants may allow for a three way spfitin our cost sharing approach. , , ; < '; " c. .Fundraising Approaches Being a small group,.we wish to use a multiple approach to raising funding for our portion of this partnership:" . . Membership Surcharqes: The Pickering Recreation Complex would add a $50 . surcharge to all squash members for the length of time judged to be appropriate. For example a $50 surcharge on 300 members per year for 10 Years would raise approximately $150,000.' . . . --Corporate Sponsorships: The Pickering Squash Club would seek long term . corporate sponsorship created through ideas such as naming rights for the courts . proposed change rooms, and possibly the squash facility. We propose the ability to "sell" advertising space on the squashtins; locker doors, and.forevents s-ponsored by the Squash Club. Other ideas would be to approach corporations to sponsor. advertising on locker doors within the change room, on bench seating and perhaps other areas around the squash facility. Fund Raisino: A variety of fund raising tactics will be used to supplement our funding approach. . SUMMARY: This Letter of Intent represents the Pickering Squash Club's commitment to working with the City of Pickering to expand the current facilities at the Pickering Recreation Complex. Ian Parsons President - Pickering Squash Clu Pickering Recreation Complex Pickering Ontario ATTACHMENT #3-- TO REPORT#,CS l(o - 03 ADMINISTRATION DEPARTMENT CLERK'S DIVISION MEMORANDUM June 4,2003 TO: Everett Buntsma, Director, Operations & Emergency Services Steve Reynolds, Division Head, Culture & Recreation FROM: Bruce Taylor, City Clerk SUBJECT: Referrals from the Council Meeting of June 2,2003 Please be advised that the Council of the City of Pickering passed Resolution #79/03, Item #5 at the Council Meeting of June 2, 2003, as follows: That the memorandum of the Division Head, Culture & Recreation, dated May 22nd, 2003 regarding a proposal submitted by the Pickering Squash Club be received; and That Council support in principle a cost sharing partnership with the Pickering Squash Club for new doubles squash courts at the Pickering Recreation Complex. ""1 "../~-' " ,,-é'/2 a-':Taylor " ~,.,' BT:dk Copy: T.J. Quinn, Chief Administrative Officer