MUNICIPALITY OF THAMES CENTRE

COMMUNITY SERVICES & DEVELOPMENT

RECREATION

REPORT NO. PR-02- 15

TO: Mayor and Members of Council

FROM: Liz Murray, Recreation and Facilities ManagerDATE: January 12, 2015SUBJECT: Thames Centre Outdoor Rink Volunteer Application

RECOMMENDATION:

It is recommended that Council accepts this report and that Council approves the OutdoorRink be located on Diamond 1 infield in Dorchester and the Diamond 3 infield in Thorndale.

It is also recommended that Council approve and adopt the attached Thames CentreOutdoor Rink Manual, the Application Form, the Volunteer Coordinator Agreement, theVolunteer Team Agreement and the Inspection Log.

And that Council approve a budget of$ 10,000. 00 to be split as required between

Dorchester and Thorndale. The additional costs for each outdoor rink are approximately:

Hydro 1, 500. 00

Water 500. 00

Signage 100. 00

Shovels 100. 00

Benches 100. 00

Hose 200.00

Plastic Tarp 500. 00

Edging 1, 000. 00

Staff Labour 1, 000.00

Total $ 5, 000. 00

PURPOSE:

The purpose of this report is to provide Council with the information required to approve thelocation of the outdoor rinks in Dorchester and Thorndale and to adopt the Thames CentreOutdoor Rink Manual, the Application Form, the Volunteer Coordinator Agreement, and theVolunteer Team Agreement.

This report also requests Council allocate additional funds in the operating budget to coveranticipated costs.

BACKGROUND:

At the December 15, 2014 meeting, Council requested staff prepare a report identifyinglocations and costs to build outdoor ice rinks, one in Dorchester and one in Thorndale.

Report No. PR-02- 15

January 12, 2015Page 2

Staff recommends utilizing the ball diamond infields in each location because they areboth near a water supply and both have lighting, thus eliminating the extra cost to rent orpurchase lights.

Council also requested staff develop a " Thames Centre Outdoor Rink Manual" toestablish the application process, rules, regulations and procedures to be followed bythe volunteer teams. During the research that was conducted on Outdoor Rinks withother local Municipalities, I received all the required documentation from the City ofWoodstock. Woodstock is also in the process of recommending a similar programutilizing volunteers. Woodstock' s Recreation manager reviewed and used info fromMarkham, City of Kingston, ORFA and Frank Cowan to create the attacheddocumentation; I revised the documents to suit Thames Centre' s needs for Councilapproval.

COMMENTS:

At this time there are interested volunteers in Thorndale and Dorchester who may be able tobegin making outdoor rinks this season, ( depending on weather).

CONSULTATION:

Stewart Findlater, Director of Community Services and DevelopmentBob Wonnacott, Recreation Foreman

Brian Murrell, Thorndale

FINANCIAL IMPLICATIONS:

Please see above costs required.

REFERENCES/ATTACHMENTS:

Thames Centre Outdoor Rink Manual

Outdoor Rink Application Form

Volunteer Coordinator Agreement

Volunteer Team Agreement

Prepared by: Reviewed by:

ALiz MIT tewart Findlater

Recrea' • n and Facilities Manager Acting CAODirector Community Services andDevelopment,

MUNICIPALITY OF

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Outdoor Ice Rink Manual

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Purpose of this Guide

This guide provides:

1. Instructions and forms for making application to Thames Centre Recreation Departmentto establish a community outdoor rink.

2. Instructions to the approved Volunteer Team to build and maintain a community

outdoor rink on municipal land, including standard operating procedures, training and

health and safety standards.

Section One: Getting Started1. Establish a Volunteer Team consisting of a minimum of three adults. Designate a

principal contact to be the Volunteer Coordinator. The Volunteer Coordinator will be the

liaison between the Volunteer Team and the Municipality.

2. Complete the Volunteer Outdoor Ice Rink Application Form and submit it to the

Municipality of Thames Centre Recreation Department office no later than November1st

for the following season.

3. Meet with Thames Centre Recreation Department to discuss the proposed rink,

including intended use of the rink ( pleasure skating or shinny), location for the proposed

ice rink. The Thames Centre Recreation Department will contact you to arrange a

mutually agreeable time, upon receipt of the above forms. Please be aware that due to

funding needed for an Outdoor Rink it may take a year to budget appropriately.

4. Once the Agreement has been approved by Council, the Thames Centre RecreationDepartment will provide the following:

Water Supply

Flooding Hose

Shovels

Garbage cans

Thames Centre Recreation Department Staff will provide and install the 6" x 6" timber for

the edging to the outdoor ice rink size of approximately 50ft by 100ft .They will also put the

tarp in place and put down the first few layers of water to hold the tarp in place.

Section Two: Standard Operating Procedures

Rink Size

1. All rinks will be approximately: 50ft by 100ft or as determined by Thames Centre.

Site Surfaces

2. Outdoor rinks will be located on an approved green space area.

3. Outdoor rinks are not permitted on:

a. any type of sports field ( unless permission by the Thames Centre RecreationDepartment is granted)

b. any concrete or asphalt surface ( parking lots or other) (unless permission by the

Thames Centre Recreation Department is granted)

c. any body of water ( ponds, lakes, rivers or others)

Ice Making

How to Apply the First Sheet of Ice

1. The process of building a rink should not begin before there is sufficient frost in theground, which typically requires seven to 10 consecutive days of minus 10 degreesCelsius or lower. The rink may not be open before the third week of December (weatherpermitting).

2. Make sure you are wearing all the proper safety personal protective equipment neededfor this task, including C. S. A. safety boots, and safety helmet for installing the ice surfaceand the ongoing maintenance.

3. Inspect the initial layer of ice put out by Thames Centre Recreation Department Staff. If

there is any shell ice which are air pockets make sure to chip them up so they can beresealed with your first flood.

4. Ensure all hoses, fittings and nozzles have been tested for leaks. Repair all leaks prior

to flooding.

5. Ice making is best done by two volunteers ( buddy system)

6. Set the hose to a fine mist. Point hose slightly upwards and allow mist to fall to the icesurface. Applying the water in a mist will allow the ice to freeze quickly ( building a harderdenser sheet) and should allow you to work continuously.7. Water should be applied evenly over the entire surface. Wet down the base movingaround the perimeter first. Then divide the ice sheet length wise in the middle. Work from

the outside of the sheet walking backwards, back and forth until you reach the middle ofthe sheet. Then proceed to the opposite side and do the same pattern. Once you reach

the middle again the other side should be frozen that you can continue the same pattern.If it is not you are either applying to much water or the outside conditions are not coldenough.

8. Continue to build ice layers until the ice surface is level and that you have 11/ 2 " to 2' ofice over the entire surface

9. The thicker the ice the easier it will be for the rink to withstand sun exposure and mildtemperatures.

Ice Maintenance

1. Maintenance should be done preferable at the end of each operating day (This willdepend on usage and weather)

2. Scrape the ice use a shovel

3. Inspect the ice for cracks, holes, large bumps or other hazards/damage.

4. Repair cracks/ holes by packing slush into each crack and hole prior to flooding. Ashovel can be used to smooth over the slush patch.

5. Repair ice bumps by chipping them down flush with the ice surface and then filling anyrough areas caused by the chipping with slush. A scraper can be used to smooth overyour slush patch.

6. Measure ice thickness once a week in four areas on the ice making sure at minimumthat you have 1 1/ 2 " in each area. Log the results in the Volunteer Outdoor Ice RinkInspection Log.

Areas of the ice surface not meeting this requirement must be built up immediately.7. Flood the ice working from one end to the other.

8. Ice maintenance is best done by two volunteers ( buddy system).

9. Flood ice until water levels and a smooth surface is achieved.

10. If . outdoor ice temperature is below - 17 C, then flooding should be delayed until theice/weather warms up. Cracking may result if ice below this temperature is flooded.

Common Ice Maintenance Problems

Problem Possible Cause Possible Repair

Shell or shale ice Heavy flooding; leaving Scrape away and fillpuddles of water that with slush and level off

freeze on top and leaveoxygen pockets

Pebble or rough ice Too much snow on ice; Make sure the ice is

flooding while snowing; clear of all snow before

using too little of water flooding.while flooding

Ice chipping Ice brittle due to

extreme cold

Low spots on ice Low areas cause from Build up low areas withhigh spots in ground. multiple floods

Areas receivingexcessive use.

Section Three

Inspections

1 . Inspections are to be performed on a daily basis. Inspection times can be

anytime during the operating day.

2. Inspections are to be entered on the Volunteer Outdoor Ice Rink

Inspection Log

3. All identified hazards such as cracks, rough ice and repair as needed.

4. All maintenance performed must be recorded on the inspection log

5. Report anything that you feel that falls out of your scope to Parks and rec

6. Freeze/Thaws— if we have freeze/thaws conditions the ice will melt but the

tarp will retain the water. What you must watch out for is when the water

freezes again is that it is frozen solid. There will be potential for shell ice to

be created which has air pockets. These pockets must be chipped open and

filled and packed with slush.

Rink Signage

Enjoy Thames Centre Outdoor Ice Rinks

This is an Outdoor Ice Rink that is run by a Volunteer Group with assistancefrom Thames Centre Recreation Department Staff. It is meant for the

enjoyment for all.

rink will be open from Dawn to 11 pm dailyUse of helmets is strongly recommended.Children should be supervised

Children under 12 years of age should use a CSA approved Hockey helmetNo offensive language and/ or offensive behaviour.Use of sport sticks ( hockey, ringette, etc.) is allowed.

It is strongly recommended that sticks, pucks, and balls remain in contact with theice surface.

PLEASE NO SLAP- SHOTS

Alcohol is prohibited

Smoking is prohibited

Please refrain from the following on the ice surface:

Racing, pushing, tripping, checkingHorseplay, spraying or throwing of snowFood or drink on the ice surface

Backward or Figure Skating ( follow the skate direction)The use of strollers, chairs or skating aidsCarrying babies or young childrenFootwear other than ice skates

Entering ice surface while being resurfaced

Outdoor ice may have more imperfections than indoor ice.bumps, ruts, soft spots, etc.)

If there is any type of issue please report to the Thames Centre Recreation Department atXXXXXXXXXXXX

PLEASE PLAY SAFE AND HAVE FUN!

Section Four: Training

Training Checklist

1 . The Thames Centre Recreation Department will provide training to

Volunteers to clearly outline responsibilities of the Thames Centre RecreationDepartment and the Volunteer Teams and review forms and instructions in

this guide, including:

a. How to properly build and inspect ice.

b. How to complete daily inspections and logs

c. How to report an accident/ incident

d. How to contact the Thames Centre Recreation Department for

assistance.

Health and Safety Procedures

2. The primary function of any risk management is to prevent accidents while

providing a safe environment for Volunteers and the general public.Volunteers are required to identify, correct (where possible) and report

potential hazards to the Municipality.

a. The general public should not be on or using the ice while the

Volunteer team members are flooding, clearing snow from or repairingthe ice.

b. Volunteers should wear appropriate clothing for winter temperatures,

including safety boots, gloves and safety helmet.

c. Volunteers should not work alone in the interest of their personal

safety.

Appendix:

Thames Centre Recreation Department Outdoor Ice Rink

Volunteer Coordinator Agreement

Thames Centre Recreation Department Outdoor Ice Rink

Volunteer Agreement

MUIflCIPALITV OF

VOLUNTEER OUTDOOR ICE RINK

APPLICATION FORM

PLEASE READ CAREFULLY

Rink Location: Park

Volunteer coordinator:

Address:

Email:

Phone No.:

1 . Please indicate which facility you wish to install:

Skating rink only Skating and shinny rink

Signature Date

Ice rinks CANNOT be located on the turf of the Sports fields.

OUTDOOR ICE RINK PROJECT

FOR WINTER SEASON AT

Park Name)

VOLUNTEER COORDINATOR AGREEMENT

PLEASE READ CAREFULLY

Name: Home No:

Address: Cell No:

Email: Work No:

In consideration of approval to act as a Volunteer Coordinator on behalf of the

Corporation of the Municipality of Thames Centre of for the Outdoor Ice Rink Program, Ihereby covenant and agree as follows:

1. To comply with all of the guidelines and requirements established by theMunicipality of Thames Centre as set out in the Municipality of Thames CentreIce Rink Manual, and as may be amended by the Municipality of Thames Centrefrom time to time.

2. To coordinate all of the volunteers appointed for the program and to act as a

liaison between the Municipality of Thames Centre and the other appointedvolunteers.

3. To be available twenty-four hours a day and to act as a contact person for anyMunicipality of Thames Centre or public inquiries or emergencies that may arisein relation to the operation of the ice rink.

4. To attend the Outdoor Ice Rink Training Program provided by the Municipality ofThames Centre for the operation and maintenance of the water service, hose

and flag/warning system provided by the Municipality of Thames Centre and toabide by all procedures, requirements and recommendations made by theMunicipality of Thames Centre.

5. To install, inspect and maintain the ice surface in a safe and operable conditionand to provide snow removal in accordance with the guidelines implemented bythe Municipality of Thames Centre.

6. To provide, at my own expense, the appropriate protective clothing for warmthwhen inspecting, flooding or shoveling the ice surface.

7. To waive any and all claims that I have or may in the future have against TheCorporation of the Municipality of Thames Centre and its directors, officers,employees and representatives. I freely accept and fully assume all risks,dangers and hazards and the possibility of personal injury, death, propertydamage or loss, resulting from my participation in this program.

8. To release the Municipality of Thames Centre from any and all liability for anyloss, damage, injury or expense that I may suffer as a result of my participation inthis volunteer program due to any cause whatsoever, save and except for anydamages that may arise as a result of the negligence of the Municipality ofThames Centre.

9. To indemnify and hold harmless the Municipality of Thames Centre from any andall liability for any damage to property of or personal injury to, any third party,resulting from my participation in this volunteer program, if such liability is a resultof my acting outside the scope of my responsibilities or not in compliance withthis agreement or the guidelines referred to above, as set out by the Municipalityof Thames Centre.

10. The term of this agreement shall commence upon execution of this agreementand shall terminate as such time that the Municipality of Thames Centredetermines that the weather does not permit the maintenance of the Outdoor IceRink.

11. I acknowledge and agree that the Municipality of Thames Centre has the right toterminate this agreement without notice in the event that I fail to comply with orbreach the terms of this agreement or any scheduled attached hereto, or for anyor no reason at all.

12. This agreement shall be effective and binding upon my heirs, next of kin,executors, administrators, assigns and representatives in the event of my deathor incapacity.

I HAVE READ AND UNDERTAND THIS AGREEMENT AND I AM AWARE THAT BYSIGNING THIS AGREEMENT I AM WAIVING CERTAIN LEGAL RIGHTS WHICH I ORMY HEIRS, NEXT OF KIN, EXECUTORS, ADMINISTRATORS AND ASSIGNS MAYHAVE AGAINST THE MUNICIPALITY OF THAMES CENTRE.

Signed this day of 20

Volunteer Coordinator Signature:

C m'c G9 'e

OUTDOOR ICE RINK PROJECT

FOR WINTER SEASON AT

Park Name)

VOLUNTEER AGREEMENT

PLEASE READ CAREFULLY

Name: Home No:

Address: Cell No:

Work No:

In consideration of approval to act as a Volunteer Coordinator on behalf of the

Corporation of the Municipality of Thames Centre for the Outdoor Ice Rink Program, Ihereby covenant and agree as follows:

1. To comply with all of the guidelines and requirements established by theMunicipality of Thames Centre as set out in the Municipality of Thames CentreIce Rink Manual, and as may be amended by the Municipality of Thames Centrefrom time to time.

2. To liaise and cooperate with the person appointed as the Volunteer Coordinator

by the Municipality of Thames Centre for the project.

3. To attend the Outdoor Ice Rink Training Program provided by the Municipality ofThames Centre for the operation and maintenance of the water service, hose

and flag/warning system provided by the Municipality of Thames Centre and toabide by all procedures, requirements and recommendations made by theMunicipality of Thames Centre.

4. To install, inspect and maintain the ice surface in a safe and operable condition

and to provide snow removal in accordance with the guidelines implemented bythe Municipality of Thames Centre.

5. To provide, at my own expense, and to wear ice cleats and appropriateprotective clothing for warmth when inspecting, flooding or shoveling the icesurface.

6. To waive any and all claims that I have or may in the future have against TheCorporation of the Municipality of Thames Centre and its directors, officers,employees and representatives. I freely accept and fully assume all risks,dangers and hazards and the possibility of personal injury, death, propertydamage or loss, resulting from my participation in this program.

7. To release the Municipality of Thames Centre from any and all liability for anyloss, damage, injury or expense that I may suffer as a result of my participation inthis volunteer program due to any cause whatsoever, save and except for anydamages that may arise as a result of the negligence of the Municipality ofThames Centre.

8. To indemnify and hold harmless the Municipality of Thames Centre from any andall liability for any damage to property of or personal injury to, any third party,resulting from my participation in this volunteer program, if such liability is a resultof my acting outside the scope of my responsibilities or not in compliance withthis agreement or the guidelines referred to above, as set out by the Municipalityof Thames Centre.

9. The term of this agreement shall commence upon execution of this agreement

and shall terminate as such time that the Municipality of Thames Centredetermines that the weather does not permit the maintenance of the Outdoor Ice

Rink.

10. 1 acknowledge and agree that the Municipality of Thames Centre has the right toterminate this agreement without notice in the event that I fail to comply with orbreach the terms of this agreement or any scheduled attached hereto, or for anyor no reason at all.

11. This agreement shall be effective and binding upon my heirs, next of kin,executors, administrators, assigns and representatives in the event of my deathor incapacity.

I HAVE READ AND UNDERTAND THIS AGREEMENT AND I AM AWARE THAT BYSIGNING THIS AGREEMENT I AM WAIVING CERTAIN LEGAL RIGHTS WHICH I ORMY HEIRS, NEXT OF KIN, EXECUTORS, ADMINISTRATORS AND ASSIGNS MAY

HAVE AGAINST THE MUNICIPALITY OF THAMES CENTRE.

Signed this day of

Volunteer Signature: