special meeting presentation december 3, 2012 roc special presentation1
TRANSCRIPT
ROC SPECIAL PRESENTATION 1
SPECIAL MEETING PRESENTATIONDECEMBER 3, 2012
ROC SPECIAL PRESENTATION 2
ROC INFORMATION SESSION
• Purpose of the session• Format of the session
ROC SPECIAL PRESENTATION 3
FINANCIAL REPORT
Capital Revenues
Build Canada Funding Received $9,472,916Development Charges $4,736,460Internal Borrowings $1,388,738Reserve Funds $1,099,655Total Capital Revenues $16,697,769 Expenditures Prior to June 2009 – Pre ROC and Build Canada Fund Approvals $1,388,738Post June 2009 $15,309,031Total Capital Expenditures $16,697,769 2012 Capital Budget (security cameras and safety fencing) $141,8002012 YTD $38,427
ROC SPECIAL PRESENTATION 4
FINANCIAL REPORT
Operating: Revenues: 2010 2011
Budget Not tracked separately -Included in Community Parks
$112,650
Actual Not tracked separately -Included in Community Parks
$79
Expenditures: 2010 2011Budget Not tracked separately -Included in
Community Parks$500,530
Actual Not tracked separately -Included in Community Parks
$333,788
Net Expenditure: 2010 2011Budget Not tracked separately -Included in
Community Parks$387,880
Actual Not tracked separately -Included in Community Parks
$333,709
ROC SPECIAL PRESENTATION 5
COMPONENTS OF A BUSINESS PLAN
• Statement of Purpose
• Management Strategy
• Financial Strategy
• Marketing Strategy
ROC SPECIAL PRESENTATION 6
NEXT STEPS
RECREATIONAL OUTDOOR CAMPUS
• Chalet• Tubing lanes• Terrain park• Ski hill• Toboggan hill• Volleyball courts• Outdoor skating rink• North Shore Trails (Bike Park)• Dirt Jump park (Bike park)• Pump track (bike Park)• Walking trails• High and Low ropes (Challenge Course)• Zipline (Challenge Course)• Climbing wall (Challenge Course)• Canteen• Splash pad
• Playground• Baseball diamonds• Soccer pitches• Tennis courts• Basketball half-courts
ROC SPECIAL PRESENTATION 8
Assistant ROCSupervisor (Transfer)
1Required
ROC Supervisor
LiftAttendants
(25)
Groomers/Snow Makers/
(4)
CustomerServices Rep
(6)
Cafeteria Attendants
(8)
SEASONAL WINTER POSITIONS
MaintenanceAttendants
(4)
WINTER 2012 SEASONAL RECRUITMENT
A total of 58 Seasonal Winter positions were created at the ROC. These positions were for the winter ski season only. The hours of work varied dependent on weather conditions and participation levels. The seasonal employees worked days, evenings, nights and weekends as required from Jan to April.
Terrain ParkAttendants
(3)
AdministrativeAssistant
1 Required
CafeteriaSupervisor
1 Required @ 40 hrs/week1 Required @ 20 hrs/week
SkiPatrol
(4)
ROC SPECIAL PRESENTATION 9
MAINTENANCE LEAD
1 Required
ROC Supervisor
Bike ParkAttendants
(4)
Canteen Attendants
(8)
SEASONAL SUMMER POSITIONS
MaintenanceAttendants
(1)
ADMINISTRATIVESUPERVISOR1 Required
CAFETERIA SUPERVISOR
1 Required @ AS NEEDED
PARKS AND OPEN SPACES
Seasonal Programming Staff:• 5• 3 programmers and one manager are qualified to assist in program implementation
should it be necessary
ROC SPECIAL PRESENTATION 10
ROC OPERATINGEXPENSES
Figures pulled from Asyst Budget Program Nov 27/12
Expenditure Accounts Current Budget YTD ActualREGULAR SALARIES & WAGES 219,500.00$ 62,517.78$ PART TIME SALARIES & WAGES -$ 208,845.87$ OVERTIME PAY -$ 12,711.15$ ALL OTHER PAYROLL COSTS 52,500.00$ 41,548.17$ CLEANING SUPPLIES 3,500.00$ 4,517.44$ REPAIRS 1,500.00$ 4,815.47$ FUEL-VEHICLES 3,000.00$ 6,741.48$ SMALL TOOLS 2,550.00$ 2,808.16$ SAFETY SUPPLIES 1,250.00$ 1,308.63$ CLOTHING/BOOT ALLOWANCE 2,500.00$ 696.00$ GENERAL STATIONERY & OFFICE SP 380.00$ 5,682.35$ HYDRO 32,500.00$ 47,828.01$ GAS 2,250.00$ 5,668.83$ WATER/SEWER 2,400.00$ 2,082.34$ CONCESSION SUPPLIES 14,000.00$ 30,840.91$ MEETING EXPENSES -$ 41.27$ TRAVEL EXPENSES -$ 342.81$ SPECIAL EVENTS/OPENING 25,000.00$ 15,145.37$ MEMBERSHIPS 250.00$ 1,623.77$ TRAINING COURSES - OUTSIDE 3,000.00$ 2,589.73$ TELEPHONE 1,000.00$ 4,720.53$ INTERNET ACCESS 750.00$ 119.80$ MARKETING 50,000.00$ 41,169.59$ CONSULTANTS FEES 5,000.00$ 10,845.79$ CONTRACTED SERVICES 6,000.00$ 38,409.05$ BUILDING REPAIRS & MAINTENANCE 4,950.00$ 9,852.86$ INTERNAL MAINTENANCE SUB-CONT 2,000.00$ 5,474.32$ MACHINE TIME - OWN -$ 7,119.20$ INSURANCE PREMIUMS 15,000.00$ 11,250.00$ BANK CHARGES -$ 1,718.28$ RESERVE FOR FUTURE EXPENDITURES 52,500.00$ 52,500.00$ SOCCER MAINTENANCE 85,370.00$ 59,759.65$ BALL DIAMOND MAINTENANCE (60%) 52,332.00$ 45,511.84$
TOTALS 640,982.00$ 746,806.45$ BALANCE (105,824.45)$
ROC SPECIAL PRESENTATION 11
Revenue Accounts Current Budget YTD ActualCLIMBING WALL/ROPES COURSE 14,400.00$ 7,654.92$ CHALET RENTAL 8,250.00$ 12,215.84$ T&T PARK 55,000.00$ 41,315.98$ CHALET CONCESSION 20,000.00$ 30,808.18$ SUMMER CONCESSION 20,000.00$ 14,299.71$ SOCCER REVENUE 36,300.00$ 48,085.67$ BASEBALL REVENUE 22,380.00$ 18,281.03$
TOTALS 176,330.00$ 172,661.33$ BALANCE 3,668.67$
ROC REVENUE
ROC SPECIAL PRESENTATION 12
CAFETERIA & CANTEEN UPDATE
CATERING & EVENT UPDATE
ROC SPECIAL PRESENTATION 14
*New Items *Reduced Pricing *New Express Bar
CAFETERIA & CANTEEN UPDATE
CATERING & EVENT UPDATE
ROC SPECIAL PRESENTATION 16
CAPITAL PROJECTS
PROJECT STATUS UPDATEToboggan Hill Berms 80% Minor grading and the addition of Topsoil/Sod to completeTop Soil 20% Wet conditions pose a delay and frost is desiredSecurity Cameras 75% IT to source an additional camera for the ropes courseFire Pit 75% Unit is near completion and grading scheduled for Tues Dec 4th
Flag Pole 30%Engineers stamped drawing obtained, contractors scheduled for Dec 4th
Fencing
ShinersSouth pond chain link 100% CompleteNorth Pond 75% Stringers remainingTube Lane 75% Stringers Remaining
DC Bike Park 75% Posts, gates complete - Chain link to stringZip Line 75% Posts, gates complete - Chain link to stringHigh Ropes 75% Posts, gates complete - Chain link to string
CAPITAL PURCHASES
Rink Liner Complete DeliveredTube Lane Deceleration Mats Complete Artificial Turf Mats and tube liners DeliveredTube Storage Bins Complete On site and Placed
PROJECT DEFICIENCIES
• Project Georgina ROC - Phase 6 Snow Shed• Date 29-Aug-12• Item Description Loc-Pave Comments• Electrical Finish electrical work - Junction boxes in storage room Completed By November 7• Seeding Complete seeding around limits of phase Majority completed (Remainder complete as weather permits)• Switches for lights must not be from breakers. Provide separate switches for each hill circuit. Installed as per drawings, please issue a SI or drawing for pricing• Electrical panel labels :Provide lamacoids and other labels as needed Completed By November 7• Enclosure bollards on north side of transformer enclosure not installed Not Required by ESA, DO they still need to be installed?• Water pressure staff room Water pressure is low in staff room fixture. Plumber to review.• Hose bib groomer bay: Provide standard hose bib inside groomer bay as per drawings Completed• Pond inlet valve gaskets require cleaning as water is leaking into pit Valves do not seal 100%, product is not suitable for intended use.• Wiring install in pump room not completed / laying on floor.• Process control wiring exposed.• Process control configuration to be completed• Completed By November 7• Connect dehumidifier as per specifications. Completed• Driveway grading and culvert Finalize grading of driveway and parking area. Reset culvert to design grades Culvert installed as per onsite instructions, entire area
was changed to accommodate swales and grading• Clean up eroded edges of pond and clean out sediment accumulation from runoff over unseeded areas. To be completed as weather permits. (2 days required)• Hubble wall light on south façade of snow shed is not working.• Fire stopping : required in all fire separation walls. Completed at time of occupancy• Sump pump not working. Replacement required• Electrical supply for sump pump to be provided. Currently extension cord connection.• Pump fixed. Electrical supply for pump not shown on drawings.• Snow making system discharge seal around pipe to prevent water infiltration into pit area• Heating fan switch Provide on/off switch for heating fans located inside groomer room. Completed By November 7• Conduit flooding Seal or drain conduits in electrical room that are flooded. Completed By November 7• Grading Clean up grading around building and provide positive slope away from building and into pond. Completed• Exterior light timers for parkway and parking lighting not working. Staff will require training on use. Completed By November 7
ROC SPECIAL PRESENTATION 18
PROJECT DEFICIENCIES
• Construction Deficiency List Georgina ROC - Phase 4• Date 29-Aug-12• Item Description Loc-Pave Comments• Washouts and Stones Fill and seed washouts and pick stones generally in all areas In progress, will be completed as soon as weather
permits.• Seeding West side of hill , north area between hill and ponds and south of chalet not seeded In progress, will be completed as soon as
weather permits.• Swale grading and catch basins at base of hill need grading to channel water to drains Completed• Pole mid toboggan run out Pole to be removed as it is obstacle. Provide cost for removal.• Provide drawings and Loc-Pave will provide quote. All Wiring will have to be redone• Depression in hill on beginners run• Depression in hill to be filled for smoother slopes for beginner skiers, located at north west slope of hill.• Grading was approved at time of completion, and compaction• was tested, any settlement would need to be looked at by the• geotechnical consultant. We built on a hill that was already• engineered.• Hydrants leaking• evidence on surface of water leaks at 2 hydrants. 1st located 1 pole north of carpet lift 2nd at bottom of toboggan• run need to be investigated and repaired as necessary.• Water was tested, not a municipal source. Hydrants were decommissioned for the summer. Source of water seems to be coming from the
hill/ground• Carpet lift wash outs Granular under carpet lift needs to be re graded. Areas to be terra seeded as per original contract• Pond silt• Southerly pond has accumulated significant silt due to site runoff from non seeded areas. Pond to be excavated to• design construction volumes• Sediment to be removed as soon as weather permits.
ROC SPECIAL PRESENTATION 19
PROJECT DEFICIENCIES
• Construction Deficiency List Georgina ROC - Phase 5• Project Georgina ROC - Phase 5 -Canteen• Contractor Loc Pave• Title Deficiency List• Date 29-Aug-12• Item Description• Loc-Pave Comments• Electrical work needs to be completed• Mechanical work needs to be completed• Finishes Need completion• Plumbing fixtures To be installed• Splash Play Testing and commissioning of equipment• Kitchen Equipment To be ordered• Playground Audit comments to be addressed. Comments addressed• Southernmost playground pod is not draining properly and requires remediation. Confirm sub-drain is not• clogged with sediment or debris.• Weep tile functioning, water is backing up at outlet• Splash play controller not working. Completed and winterized (As per James Pugh)
ROC SPECIAL PRESENTATION 20
ROC CHALET INCIDENT
List of Damages Status
Extensive Facility Cleanup Complete on time for summer camp start up
Fridge/Freezer contents Replaced
POS touch screen Replaced
Combi Oven Upgraded and replaced
Kitchen Wall Shelving Installed
Drywall Repairs Complete
Lift Shed Windows Replaced
Lift Shed Cleanup Complete
Damaged lift beacon Parts ordered to be installed with start up
Fire Place Mantle To be sandblasted
Chain Mail Kitchen Gloves Replaced
Kitchen Supplies Replaced
Flat Panel TVs Replaced and mounted
Fire Extinguisher Replaced
Curtain Wall Glass Replaced
ROC SPECIAL PRESENTATION 21
ROC 2013
• Winter Operations• Annual Plans• Meetings with Recreation and Culture• Capital Projects• The Business Plan
ROC SPECIAL PRESENTATION 22
Challenge Course Participants
Program Number of Participants Summer Session June-September 2012
Drop In 276Summer Registered Programs 20Summer Group Bookings -13 231Summer Birthday Parties – 7 83Sub-Total: 610
Fall Session September-October 2012Fall Registered Programs 35Fall Group Bookings 0Fall Birthday Parties – 4 42Sub-Total: 77Grand Total: 687
*Additional 417 participants experienced the Challenge Course during ROC Camp
ROC SPECIAL PRESENTATION 23
Participant Testimonials
“Great team building activity. Children are encouraging and supportive with their decisions”
“The children really enjoyed all of the activities”
“Everything was great, no need for improvement. The courses were so much FUN!!!”
“Great team building & problem solving”
ROC SPECIAL PRESENTATION 24
BIKE PROGRAM PARTICIPANTS
Programs Number of Participants Summer Session June-September 2012
Summer Registered Programs 4Sub-Total: 4
Fall Session September-October 2012Fall Registered Programs 4Sub-Total: 4Grand Total: 8
Additional Summer Programs:Get Outside & 4 Orienteering Programs were cancelled due to lack of registration
*Additional 42 participants experienced the Challenge Course during ROC Camp
ROC SPECIAL PRESENTATION 25
WINTER PROGRAMS
• Start January 2nd, 2013• Outdoor Adventure Programs • Skiing & Snowboarding Programs • Holiday & March Break Programs • Winter Climbing Available• Burton Demo & Riglet Park Day – January 2013• Freestyle Event – March 2013
ROC SPECIAL PRESENTATION 26
SCHOOL GROUPS
• Distributed School Groups & Fall Brochure• Distributed Winter Brochures & Programs• Emailed Georgina Principals• Principal Feedback: Interested in booking 2013 winter electives-end of
December/Early January• Presented at 3 Healthy Network Sessions for the YRDSB• Met with YRDSB Curriculum Consultants• Met with Outdoor Education Teacher• Invited all Georgina Teachers to attend a Teacher’s Night
ROC SPECIAL PRESENTATION 27
CORPORATE GROUPS
• Cold Called & Email Blasted local and regional businesses to communicate that we can offer:• Corporate Events• Meetings• Family Days• Employee Appreciation Days
• Majority of businesses seemed very excited about the idea and requested additional information
• Follow-Up with all contacts in March 2013
ROC SPECIAL PRESENTATION 28
Future Planning
• Analyze 2012 Summer & Fall Programs• Develop 2013 Spring & Summer Programs• Develop Challenge Course Manual• Develop Challenge Course Resource Manual• Develop specific curriculum based programs• Attend CUI Level 2 Training• Booth Upper Canada Mall• Outdoor Adventure Show
ROC SPECIAL PRESENTATION 29
ROC MARKETING 2012
• Approximately 57 initiatives• Brochures• Radio• Flyers• Inserts• Ads• Web• Tradeshows
• Investment of approximately $38,249.83• Estimated points of contact: 4,725,705
ROC SPECIAL PRESENTATION 30
ROC MARKETING 2013
• Develop Marketing Strategy• Web-heavy focus
2012 PROPERTY ATTENDANCE
Events/Activities Date Attendance (approx)
Formal Grand Opening January 17, 2012 150
Public Grand Opening (with BT) January 20, 2012 1800
School and Community Groups (Pioneer Village)
Throughout the year 1201
York Region 55+ Games (Lawn Bowling) June 8, 2012 40
Summer Celebration & Park Showcase June 9, 2012 250
IMBA Trail Care Workshop June 10, 2012 8
Canada Day “Taking It to the Streets” Site July 1, 2012 300
Canada Day Fireworks July 1, 2012 2500
Summertime Visitors (Self Guided Tours @Pioneer Village)
June – August 600
Camps (Pioneer Village) July – August 134
Georgina Senior Games (Lawn Bowling) September 13, 2012 38
Harvest Festival September 22, 2012 414
Volunteer Award of Merit November 20, 2012 80
Old Fashioned Christmas November 24, 2012 575
Festival of Lights November 24, 2012 300
ROC SPECIAL PRESENTATION 32
Upcoming Events for 2013Burton Demo Tour & Riglet Park January 12, 2013
Sno*Fest February 9, 2013
Rail Jam TBD
Theme Days throughout March Break March 11-15, 2013
Canada Day Celebration & Fireworks July 1, 2013
Events/Activities/Sports Date Attendance (approx)
Soccer ** Spring/Summer 39,696Baseball/Softball** Spring/Summer 14,760Tube/Terrain** January-March 6,276Facility Bookings
•Winter Birthday (7)•Summer Group Bookings (13)•Summer Birthday (7)•Chalet Rentals (15)•Rental Events (3)
8123183735690
Total Property Attendance (approx) 70,942
*Playgrounds, Splash Pad and Bike Park attendance not included**Spectators not included
ROC SPECIAL PRESENTATION 33
NEXT STEPS