AGENDA - Parks, Recreation and Cultural Services Advisory Committee - 20180507Parks, Recreation
and Cultural Services
Advisory Committee
Special Meeting
Agenda
Monday, May 7, 2018
7 p.m.
Holland Room
Aurora Town Hall
Public Release
May 1, 2018
Town of Aurora
Parks, Recreation and Cultural Services
Advisory Committee
Special Meeting Agenda
Date:
Time and Location:
Monday, May 7, 2018
7 p.m., Holland Room, Aurora Town Hall
1.Approval of the Agenda
Recommended:
That the agenda as circulated by Legislative Services be approved.
2. Declarations of Pecuniary Interest and General Nature Thereof
3.Receipt of the Minutes
4.Delegations
5.Matters for Consideration
Parks, Recreation and Cultural Services Advisory Committee Special Meeting Agenda
Monday, May 7, 2018 Page 2 of 2
1. Memorandum from Director, Community Services
Re: 100 Vandorf Sideroad – Hallmark Lands Community Park Design
Recommended:
1. That the memorandum regarding 100 Vandorf Sideroad – Hallmark Lands
Community Park Design be received; and
2. That the comments from the Parks, Recreation and Cultural Services
Advisory Committee be received and referred to staff for consideration and
action as appropriate.
6. Informational Items
7. New Business
8. Adjournment
Memorandum
Date: May 7, 2018
To: Parks, Recreation and Cultural Services Advisory Committee
From: Robin McDougall, Director, Community Services
Re: 100 Vandorf Sideroad - Hallmark Lands Community Park Design
Recommendation
1. That the memorandum regarding 100 Vandorf Sideroad - Hallmark Lands
Community Park Design be received; and
2. That the comments from the Parks, Recreation and Cultural Services
Advisory Committee be received and referred to staff for consideration and
action as appropriate.
Background
The 2016 Parks and Recreation Master Plan identified facility pressures in both soccer
and baseball. On April 25, 2017, Council passed a resolution directing staff to report
back during the 2018 budget deliberations with options for at least two (2) baseball
diamonds. During the 2018 budget deliberations, Council requested information on
costing for individual amenities and different layout options for the design with the
possible addition of a soccer field.
On April 17, 2018, staff presented report number OPS18-008 which included estimated
costs and two (2) designs; two (2) baseball diamonds versus one (1) baseball diamond
and one (1) soccer field. Following delegations and discussion, Council passed a
motion to refer the item to the Parks, Recreation and Cultural Services Advisory
Committee (“PRCSAC”) for consideration.
100 John West Way
Box 1000
Aurora, Ontario
L4G 6J1
Phone: 905-727-3123 ext. 4747
Email: rmcdougall@aurora.ca
www.aurora.ca
Town of Aurora
Community Services
Parks, Recreation and Cultural Services Advisory Committee
Special Meeting Agenda
Monday, May 7, 2018
Item 1
Page 1 of 11
100 Vandorf Sideroad - Hallmark Lands Community Park Design
May 7, 2018 Page 2 of 2
Additionally, staff were directed to gather more stats and data on the sports field user
groups and present them to the PRCSAC committee. Staff are working on gathering
that information and will present stats/data at the meeting.
Attachments
Attachment No. 1: General Committee Report No. OPS18-008 (dated April 17, 2018)
Re: 100 Vandorf Sideroad – Hallmark Lands Community Park Design
Parks, Recreation and Cultural Services Advisory Committee
Special Meeting Agenda
Monday, May 7, 2018
Item 1
Page 2 of 11
Town of Aurora
General Committee Report No.OPS18-008
Subject: 100 Vandorf Sideroad – Hallmark Lands Community Park Design
Prepared by: Sara Tienkamp, Manager of Parks & Fleet
Department: Operational Services
Date: April 17, 2018
Recommendations
1.That Report No. OPS18-008 be received; and
2.That this report satisfy Council’s conditional budget for Capital Project No.
73287 – Hallmark Lands – Baseball Diamonds in the amount of $3,000,000;
and
3.That Council authorize staff to commence detailed design and Tendering
process for 100 Vandorf Sideroad and proceed with Capital Project as
presented.
Executive Summary
This report provides Council with information associated with the preliminary design
concepts of a new community park located at 100 Vandorf Sideroad:
•Parks and Recreation Master Plan recommendations outline high priorities
•Aurora King Baseball Association (AKBA) enrollment pressures require additional
fields
•Hallmark Lands can accommodate two senior sports facilities
•Cost Estimates for two (2) facility fit options
•Direction of Council required to proceed with detailed design and tender process
Background
The Town of Aurora acquired approximately 13 acres of land at 100 Vandorf Sideroad,
formerly Hallmark Cards on March 5, 2015.
Parks, Recreation and Cultural Services Advisory Committee
Special Meeting Agenda
Monday, May 7, 2018
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April 17, 2018 Page 2 of 6 Report No. OPS18-008
The 2010 and 2016 Parks and Recreation Master Plan identified a deficit in the
provision of Community Parkland and the procurement of this parcel of land helped
address this shortfall. Also identified in the 2016 plan were facility pressures in both
soccer and baseball.
On April 25, 2017, the following motion was carried following delegation from AKBA
regarding finding relief to their diamond capacity needs:
That staff report back to Council in time for the 2018 capital budget deliberations
with options for at least two (2) baseball diamonds indicating costs, potential
locations and ancillary needs.
Staff included a project to design, tender and construct two (2) baseball diamonds in the
2018 budget for deliberations. Council requested information on costing for individual
amenities and different layout options for the design, with the possible addition of a
soccer field.
Analysis
Parks and Recreation Master Plan recommendations outline high priorities
The purpose of the Parks and Recreation Master Plan is to help guide the provision of
the Town’s parks and facilities over a five (5) year period. The objectives are to identify
trends in sport and recreation, recognize parkland and facility needs and to outline
priorities, timing and costs.
Both the 2010 and 2016 Master Plans identified a large deficit in the provision of
community parkland to address the growing needs of the community ensuring they have
sufficient access to spaces that are capable of range of recreational pursuits.
Both soccer and baseball facilities were also rated as a high priorities in the Master
Plan.
It was recommended that additional rectangular, full-sized lit fields were required to
meet user needs. In addition, the Town was to continue to work with educational,
industrial and other suitable partners to provide sports fields on non-municipal lands
with adjustments to this supply be considered and reconciled utilizing existing or future
lands.
An additional baseball facility was also identified as high priority. The plan suggested
consultation with local ball associations to construct a new ball diamond to
accommodate use by minor ball, adult and/or hardball users.
Parks, Recreation and Cultural Services Advisory Committee
Special Meeting Agenda
Monday, May 7, 2018
Item 1
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April 17, 2018 Page 3 of 6 Report No. OPS18-008
The acquisition of the former Hallmark Lands provides an opportunity for the much
needed facilities recommended in the Master Plan.
Aurora King Baseball Association enrollment pressures require additional fields
At the April 4, 2017 General Committee meeting, AKBA delegated emphasizing the
need for two (2) additional softball diamonds due to increased enrollment pressures as
the Town does not have the facilities to support the organization’s needs.
Between 2014 and 2017 registration went from 553 to 1,062 players. The league tried
to accommodate the demand by increasing team numbers, playing Sunday nights and
practicing on fields not appropriate to age groups. Unfortunately, in 2016 AKBA had to
turn away players.
AKBA proposed two (2) softball fields similar with a footprint similar to Optimist Park,
inclusive of lighting and fencing. The addition of sports field lighting would allow them to
expand their programs with the added benefit of allowing adult leagues to play later into
the evenings.
In addition to the diamonds, they expressed a need for more parking and washroom
facilities. These amenities would assist them in hosting double headers and
tournaments, increasing sport tourism in Aurora.
Hallmark Lands can accommodate two senior sports facilities
Attached to this report are two (2) facility fit drawings. One of the concept designs
incorporates two (2) fenced senior softball fields which illustrates how the fields would fit
on the Hallmark lands along with the inclusion of an 80 vehicle parking lot with access
off of Engelhard Drive and a centralized washroom facility between the playing fields.
The second concept design illustrates a fenced senior softball field and a senior soccer
field with the same sized parking lot and washroom facility.
Both of these concepts maximize the available land at the Hallmark Lands.
Cost Estimates for facility fit options
The following chart summarizes each of the suggested amenities and associated
preliminary cost estimates:
Parks, Recreation and Cultural Services Advisory Committee
Special Meeting Agenda
Monday, May 7, 2018
Item 1
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April 17, 2018 Page 4 of 6 Report No. OPS18-008
Park Amenity Quantity Unit Price Unit Totals
Senior Softball Diamond complete,
including grading, infield, sod
1 Allowance $250,000
LED Sports Field Lighting
Senior Softball Diamond
1 Per Diamond $288,000
Senior Softball Diamond Fencing
(homerun and backstop)
1 Allowance $75,000
Senior Soccer Field complete sodded 1 Allowance $400,000
LED Sports Field Lighting
Senior Soccer Field
1 Per Field $288,000
Washroom building 1 $300,000 $300,000
Parking Lot 1 $400,000 $400,000
Site Preparation Allowance $ 25,000
Site servicing (electrical, storms, sewer) Allowance $260,000
Earthworks Approximate
Quantity
subject to
grading plan
$275,000
Engineering/Geotechnical consulting
services
Allowance $70,000
Park Pathways Per
Square
Metre
(M2)
$55.00 Total M2 to be
determined
during detailed
design.
Terra seeding and Planting Allowance $110,000
Direction of Council required to progress with detailed design and tender process
Following presentation and deliberations of the 2018 Capital budget, project No. 73287
Hallmark Lands – Baseball Diamonds was conditionally approved with Council
requesting additional information on concept designs and a breakdown of costs for
amenities.
To proceed with detailed design and tendering of the park construction, staff requires
approval from Council.
Advisory Committee Review
Not applicable.
Parks, Recreation and Cultural Services Advisory Committee
Special Meeting Agenda
Monday, May 7, 2018
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April 17, 2018 Page 5 of 6 Report No. OPS18-008
Legal Considerations
None.
Financial Implications
Following Council approval of the parkland design, staff will complete a more detailed
design and final cost estimate, including a new grading plan that takes into account
current site conditions.
Communications Considerations
Communications to update Town’s website with new information as necessary.
Link to Strategic Plan
The Award of Tender supports the Strategic Plan Goal of Supporting an Exceptional
Quality of Life for All, by encouraging an active and healthy lifestyle.
Develop a long-term needs assessment for recreation programs, services and
operations to match the evolving needs of the growing and changing population.
Alternative(s) to the Recommendation
1. Council could defer the construction of the Community Park at 100 Vandorf
Sideroad.
2. Council could recommend that only one ball diamond be constructed at this time.
3. Council could reduce the scope of the Capital Project by eliminating amenities from
the budget.
Conclusions
Staff recommends that the Capital Project proceed as presented during the budget
deliberations.
Attachments
Attachment #1 – 2017-04-24 Preliminary Softball Field Concept Plans
Attachment #2 – 2018 Capital Budget Project No. 73287
Parks, Recreation and Cultural Services Advisory Committee
Special Meeting Agenda
Monday, May 7, 2018
Item 1
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Attachment #2Parks, Recreation and Cultural Services Advisory Committee Special Meeting Agenda Monday, May 7, 2018Item 1 Page 11 of 11