Report for Community Services Committee June 11, 2007 meeting.



St. Francis Xavier Field House Proposal

Partnership with Edmonton Catholic Schools

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|Recommendation: |

|That Community Services Committee recommend to City Council, subject|

|to City Council approving the source of funds at the June 19, 2007, |

|City Council meeting: |

|That approval of a contribution of $9.36 million towards the |

|construction of the St. Francis Xavier Field House. |

|That Administration be directed to: |

|Negotiate and enter into an agreement with Edmonton Catholic |

|Schools to construct a jointly owned field house on the Johnny |

|Bright Sports Park, adjacent to St. Francis Xavier School; agreement|

|to be in a form and content acceptable to the City Manager. |

|b. Negotiate and enter into an agreement with Edmonton Catholic |

|Schools pertaining to the operation and maintenance of the facility;|

|agreement to be in a form and content acceptable to the City |

|Manager. |

|c. Include funding for the City’s share of the estimated net |

|operating costs ($140,000) as part of the 2009 Operating Budget. |

Report Summary

The action recommended in this report will create a joint venture with Edmonton Catholic Schools for the development and operation of a field house on the Johnny Bright Sports Park.

Previous Council/Committee Action

At the January 16, 2007, City Council meeting, the following motion was passed:

That funding of a joint venture for the St. Francis Xavier High School site be supported subject to:

1. Administration preparing a report for the May 14, 2007, Community Services Committee meeting identifying the overall site usage, costs of the building, shared ongoing costs, City-funding sources and City-funding timelines.

2. An operating agreement with Edmonton Catholic School Board providing community access for usage of the facility.

3. Administration funding 50% of the $240,000 identified risk amount.

Report

• The December 21, 2006, Community Services report 2007CSR007, identified an order of magnitude cost of $5.8 million in 2007 dollars for the field house. This amount included the construction cost only and did not include costs for site preparation and development, equipment, and LEED Certification.

• Community Services Department and Edmonton Catholic Schools have been working together since January 2007, on the overall site usage, facility design and operating parameters that meet the needs of both the school and community. This work has been undertaken during the development of the West End Recreation and Sports Field Plan. This project is consistent with the draft plans.

• It is proposed that the field house be jointly owned by the partners and operated by City of Edmonton. It will be located on Edmonton Catholic Schools land.

• A concept diagram has been completed for Johnny Bright Sports Park (92 Avenue and 163 Street) (Attachment 1). This plan includes existing amenities, the development of the field house, proposed redevelopment of the Jasper Place Fitness and Leisure Centre and locations for additional parking. A traffic impact assessment and parking study will need to be completed to further define these requirements.

• The ground floor of the proposed field house is 3186 m2, which includes a large central activity area with synthetic sport flooring that may be divided into three full-sized gymnasiums by hanging curtains, two large change rooms, and an entrance lobby with public washrooms. The second floor, located above the change room area, supports spectator seating for 300 and a 200 metre jogging/walking track suspended above the second floor.

• The facility design supports sport training and recreation activities including jogging/walking, basketball, volleyball, badminton, floor hockey, tennis, martial arts and other activities. The facility can also accommodate training for traditional outdoor activities such as football, rugby, baseball, soccer as well as a gathering or assembly area when the curtains are raised. Design will accommodate the education requirements of the high school.

• Bennett Architect has completed the design report for the field house. The proposed start date for construction of the field house is June 2008, with an anticipated completion date of September 2009.

• The current project cost for the field house is $8.9 million (March 2007), excluding GST. Cost escalation in the Edmonton area is currently estimated to be 2% per month, therefore given the proposed schedule the estimated cost of the project can be expected to be $11.76 million.

• Edmonton Catholic Schools has $2.4 million for the field house project construction and will be contributing the land. The $2.4 million from Alberta Government for this project includes the escalation costs and no additional funds will be approved. City of Edmonton’s contribution would therefore be $9.36 million.

• Edmonton Catholic Schools and

City of Edmonton will seek additional funding sources to offset the City’s contribution including grants, sponsorship and facility name sales in accordance with City Policy C477A.

• Based on anticipated usage of the facility, approximately 30% of the facility will be used by the school and 70% of the time will be accessible to the community annually.

City of Edmonton and Edmonton Catholic Schools would cost share the operating and maintenance costs based on this ratio which would be reviewed annually.

• The estimated annual operating cost of the field house is $450,000 (including building maintenance). Facility rentals and admission fees would provide annual revenues of approximately $250,000. An operating subsidy of approximately $200,000 would be shared between the two partners based on the estimated 30/70 usage ratio. Therefore, City of Edmonton would contribute an annual operating subsidy of approximately $140,000 and Edmonton Catholic Schools would contribute $60,000 annually.

• Edmonton Catholic Schools would utilize two of the three gymnasiums from 7:30 a.m. to 5 p.m. every school day and the entire facility on four weekends each year for hosting tournaments.

• Community access would include open or drop-in community use of the jogging track every day of the week during the hours of operation, and open or drop-in use of one of the three gyms at designated times during school hours, and from 3 p.m. to 11 p.m. Monday to Friday and the majority of weekends, holidays, and summer at Tier 3 admission prices. The Leisure Access Program would be available to low-income Edmontonians. Community groups would be able to book two of the three gyms from 5 p.m. to 11 p.m. Monday to Friday and during hours of operation on most weekends, holidays, and summer.

Public Consultation

• A telephone survey and public meetings were completed as part of the West Edmonton Recreation Facility and Sports Field Plan. Three hundred households were surveyed in a 2.5 kilometre radius around the Johnny Bright Sports Park. In the survey, participants rated the type of facility that was most important for their household now and in the future. Indoor swimming pools were ranked most important at 66%; a fitness centre was ranked next at 34%, then both multi-purpose spaces and gymnasia or field house at 25%.

• A public open house was held on March 21, 2007, that included information on the proposed field house design, community access and other potential developments for the park. The overall response of those who attended the open house was positive.

Budget/Financial Implications

• The City’s share of the capital cost for this project is $9.36 million. Edmonton Catholic School would contribute the land plus $2.4 million or 20% of the project cost.

• One recommended source of funds for this project is the Community Capital funding of $3.30 million available under the Municipal Sustainability Initiative in 2007/08. Additional municipal funding for this project may be provided through the allocation of Community Capital funding in subsequent years.

• $140,000 in tax levy funds would need to be budgeted annually to cover City of Edmonton’s portion of the operating costs (2009).

• The City of Edmonton and Edmonton Catholic Schools commitments will be made clear in two agreements, one for the joint ownership, capital development and funding of the field house and one for the operation and maintenance of the facility.

|Justification of Recommendation |

|$9.36 million represents the municipal portion of this partnership |

|project. Funding source is to be considered at the June 19, 2007, |

|City Council meeting where recommendations will be made regarding |

|adjustments to the 2008 Capital Budget and additional details will |

|be available on the Municipal Sustainability Initiative. |

|The Recreation Facility Master Plan speaks to the shared development|

|of facilities in order to provide the most cost effective approach |

|to the community. The capital and operating costs will be shared in |

|an equitable manner between the two partners reducing the costs for |

|both partners. |

|The Construction Agreement will articulate the ownership structure |

|of the facility, the contributions of both parties and the details |

|around project management and construction process and approvals. |

|The Operating and Maintenance Agreement will articulate the |

|responsibilities related to facility operations and maintenance, |

|including but not limited to staffing, establishment of fees, |

|priorities and maintenance standards use. |

|Funds will be required in the 2009 Operating Budget to deal with the|

|municipal share of the net operating expenditures. |

|The joint venture between the City of Edmonton and Edmonton Catholic|

|Schools will meet the needs of both the community and school and is |

|congruent with the Recreation Facility Master Plan and the direction|

|emerging for Johnny Bright Sports Park and the West End Recreation |

|and Sports Field Plan. |

Attachments

1. Johnny Bright Sports Park Concept Diagram

Background Information Available on Request

1. Design Report by Bennett Architect

Others Approving this Report

• J. Tustian, General Manager, Corporate Services Department

• P. Tarnawsky, General Manager, Corporate Business Planning Department

• W. D. Burn, General Manager, Asset Management and Public Works Department

Johnny Bright Sports Park Concept Diagram

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