The Corporation of the TOWN OF MILTON

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1 The Corporation of the TOWN OF MILTON Report To: From: Committee of the Whole Kristene Scott, Commissioner of Community Services Date: March 27, 2017 Report No: Subject: Recommendation: COMS Indoor Tennis RFP Report That COMS be received; AND THAT staff be authorized to prepare and issue a Request For Proposal seeking a private operator to install, operate and maintain an air supported structure to provide winter tennis at the Milton Community Park. REPORT Background In 2009, Council approved COMS Tennis Strategy which discussed the provision of an indoor tennis facility that considered participation levels and service delivery models (municipal, community or private operation). The Milton and Nassagaweya Tennis Clubs have continued to express their desire for seasonal indoor tennis facilities based on member interest. Discussion The need for indoor winter tennis was reviewed as part of the recent Community Services Master Plan (CSMP) process which confirmed the recommendations from the 2009 Tennis Strategy. Participation forecasts identified summer membership thresholds which would need to be achieved to support the operation of a bubble which were expected to be met as the population increased (See Appendix A 2009 Tennis Strategy Section 8 Business Plan Indoor Tennis Facility). Based on current participation levels and service level standards, a town operated bubble is not recommended nor supported via the CSMP. However, the possibility of an external operator to run the bubble through a lease arrangement which benefits the community with no financial investment from the town is considered a viable alternative. In fact, several external operators have approached the Milton Tennis Club about their interest in pursuing this initiative. Although there has only been modest growth, and participation numbers have not reached the threshold identified in the 2009 Tennis Strategy, a strong desire has been expressed by the Milton Tennis Club and the Nassagaweya Tennis Club to pursue

2 The Corporation of the TOWN OF MILTON Report #: COMS Page 2 of 2 winter tennis operations (See Appendix B and C Letters of Endorsement). Staff has been evaluating and responding to the request for winter tennis operations and feel that the timing to pursue this initiative is ideal given the Milton Community Park tennis courts are scheduled for reconstruction this year to address sub-surface drainage issues under the courts. If Council approves the recommendation outlined in this report and direct staff to proceed with an RFP for an external vendor, then construction would be temporarily delayed to ensure that the specifications for the air supported structure of the successful proponent is engineered correctly to avoid future issues. If Council does not wish to pursue an RFP for an external vendor then the courts will be constructed without a grade beam which would eliminate the possibility of adding an air supported structure in the near future without significant costs. Staff is recommending an RFP be issued seeking a private operator to provide, administer and manage all bubble operations and tennis programming during the winter months (typically mid-november to early April). This could be achieved through a lease arrangement with the Town which would be negotiated with the successful proponent. Staff would work with both tennis clubs to ensure the terms of reference for the RFP support the needs of the tennis community. Financial Impact Subject to negotiation with the successful proponent, a revenue generating lease would be realized for an otherwise idle asset during the winter months which would be incorporated into the 2018 budget. Delaying court reconstruction in 2017 will necessitate interim court repairs that were not contemplated in the 2017 operating budget to maintain court playability and safety, estimated at $10, Respectfully submitted, Kristene Scott Commissioner of Community Services For questions, please contact: Doug Sampano Phone Number ext Attachments Appendix A 2009 Tennis Strategy Section 8 Business Plan Indoor Tennis Facility Appendix B Letter of Endorsement Milton Tennis Club Appendix C Letter of Endorsement - Nassagaweya Tennis Club CAO Approval William Mann, MCIP, RPP, OALA, CSLA, MCIF, RPF Chief Administrative Officer

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24 COMS Appendix B Letter of Endorsement Milton Tennis Club 800 Santa Maria Boulevard, P.O. Box 31, Milton, ON L9T 2Y3 January 4th, 2017 Attention Doug Sampano: In recent months we have forwarded the Town several third party proposals to operate a bubble at the Milton Tennis Club during the winter season. On behalf of the Milton Executive, we support and request the Town of Milton to pursue the possibility of partnering with an outside vendor who will pay for and operate the winter tennis operation. Both memberships from the Milton Tennis Club and the Nassagaweya Tennis Club support the pursuit of winter tennis in Milton. Thank you, Susan Kitamura President Milton Tennis Club

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