1. Comox Valley Sports & Aquatic Centres CVRD ICE ALLOCATION POLICY REVISION 2016

2. This Concept provides a process for allocating ice all teams access to early night time ice

3. Year One Policy Implementation  Clearly outline the process  Further defines user groups  Provide new users with a process to apply for ice

4. Further recommendation THAT at the completion of year one to review  the revised policy  recreation program and public skate attendance  ice time allocated to CVMHA through SOFP  the duration of allocated ice slots to adult user groups and  the recommendations from those reviews be implemented in subsequent years.

5. The CVRD rents ice to user groups for a season. At the end of the season the ice is returned to the CVRD.

6. Regular Season October 1 – April 1

7. Weekdays Fridays Arena #1 And Weekends (Saturday and Sunday)

8. Definitions of Weekday Ice Time Early ice time ends before 11:00 pm Late ice time ends at or after 11:00

9. Established ice user has rented a regularly scheduled ice time during the regular season for 2 or more years

10. Established Early night ice user has rented a regularly scheduled ice time during the regular season for 2 or more years and their time ends before 11 pm

11. Established Late Night ice user has rented a regularly scheduled ice time during the regular season for 2 or more years and their time ends at or after 11 pm

12. New ice user have rented ice time during the regular season for less than 2 years

13. Fridays Ice users on arena #1 share ice with the Glacier Kings

14. On weekdays there are 6 Early ice times and 6 Late ice times

19. Allocation Process Step One CVRD receives confirmation from established ice users of their team name, contact information and their intention to rent ice at the same time they held in the previous year.

20. Step Two The CVRD will maintain 6 ice times throughout the year of each established early ice users.

22. These ice slots will be available to established late night ice users through a lottery.

23. Step Three In the lottery each established late night user will draw for a priority number, 1 through 6.

24. Step Four When their priority number is called the late night user will have the opportunity to choose 1 available early ice time. The ice time selected must be taken as offered. The late night user will relinquish their late night ice time in the week corresponding to the date they have chosen.

25. These dates will be recorded for a second meeting of Early Night ice users

26. The process will continue through the established late night users and then be started again with #6 selecting first And #1 selecting 6 th

27. This process will be gone through 3 times which gives each established late night user the opportunity to select 6 early ice slots. Early ice slots not selected after this process will be returned to the team they originated from.

28. Process for Distributing Late night ice Step One A meeting will be held of early night ice users where they will have the opportunity to select available late night ice times A draw will take place to establish the order in which early night user will select a late night ice time

29. When their priority number is called the user will have the opportunity to choose 1 available late night ice time The ice time selected must be taken as offered, unless the time is the last one of the night, in which case the ice slot may be extended

30. The process will continue through the established early night users and then be started again with #6 selecting first and #1 selecting 6 th This process will be gone through 3 times which gives each established late night user the opportunity to select 6 early ice slots.

31. New users Once the allocation of ice to the established users is complete new users will have access to all available ice

32. Weekend process Users will submit their requests for tournaments, special events, competitions etc. that are held on weekends

33. CVRD will retain 6 ice times of each weekend ice user

34. Questions? Comments?

35. Peninsula Sooke and Electoral Area parks and Recreation Toronto City of Niagara Falls Kingston Maple Ridge SEAPARC Lake Cowichan Prince George

36. There are many ice users who are currently satisfied with the existing approach to ice allocation. There are however some ice users who are not satisfied with the current approach and have raised their concerns. Given that the ice is a public resource and not privately operated, there needs to be clear policy and procedures in place to ensure that the public has equitable access and that the ice is allocated in a comprehensive, sound and transparent manner. There are several key issues to address including the purpose of policy, priority of ice user categories, ice allocation guidelines, definition of users, and the current ice allocation approach.

37. Ice User Priorities The current ice use priorities seem to be acceptable to the ice users. The consultant recommends that the ice user category of schools be added. Ice Allocation Guidelines  The current ice allocation process is not clear on what the approach to ice allocation is.  The current ice allocation policy is not “equal” in how it treats all ice users the current approach is a fist right of refusal which does not allow users to have the same access. User Definitions At this time, the definition of ice user is not clear. At this time the current ice allocation approach does not seem to be “effective” for all ice users as there are some users that have expressed concerns related to the need for equal opportunity to access earlier prime times. the actual process of allocation is not clearly outlined in the current policy. There have been some concerns raised as to whether or not the current allocation process is “impartial” (treating all equally; because the actual allocation process is not outlined in the current policy it may not be clear

38. At this time the current ice allocation approach does not seem to be “effective” for all ice users as there are some users that have expressed concerns related to the need for equal opportunity to access earlier prime times. because the actual allocation process is not outlined in the current policy it may not be clear the actual process of allocation is not clearly outlined in the current policy. There have been some concerns raised as to whether or not the current allocation process is “impartial” (treating all equally;

39. Suggested Ice Allocation Approaches Current Ice Allocation Approach (Status Quo) Yearly rotation (alternate years. Revolving schedule Lottery Split Times (Share Ice) Ideas to increase the ice time available:  Reduce ice time length - Prime ice time could be capped at 1 ¼ or 1 ½ hours. This would squeeze in an extra slot on Saturday nights. If groups want 1 ¾ or 2 hour skates then a 9:30 or later start time could be scheduled;  Assess Capacity of programs – Assessing if the recreational use programs are running at full capacity and if not then perhaps ice user can use these better times as well; and  Early Slot Preference – Review all ice user requests to see if all users do want earlier times in case some teams do not.

40. WHAT IS PRIME TIME ICE Prime time 3 - 11 pm All 23 adult user groups start before 11:00 pm. 18 of those adult ice times end by 11 or earlier, 3 end by 11:30 pm and 2 end at 11:45. Three sports centre programs two end at 11:30 and the third, learn to play runs till 9:30 pm Sunday night.