Report to/Rapport au :

Corporate Services and Economic Development Committee

Comité des services organisationnels et du développement économique

and Council / et au Conseil

24 April 2007 / le 24 avril 2007

Submitted by/Soumis par : Nancy Schepers, Deputy City Manager/

Directrice municipale adjointe,

Planning, Transit, and the Environment/Urbanisme, Transport en commun et Environnement

Contact Person/Personne ressource : Michael Murr, Manager, Economic Development

Economic Development and Strategic Projects/Développement économique et Projets stratégiques

(613) 580-2424 x 25195, michael.murr@ottawa.ca

City-wide

Ref N°: ACS2007-PTE-ECO-0008

SUBJECT:	2008 ONTARIO SUMMMER GAMES ORGANIZING COMMITTEE

OBJET :	COMITE ORGANISATEUR DES JEUX D’ÉTE DE L’ONTARIO 2008

REPORT RECOMMENDATIONS

That the Corporate Services and Economic Development Committee recommend Council:

1. Establish a 2008 Ottawa Summer Games Organizing Committee for the 2008 Ontario Summer Games as a Departmental Committee and enact a by-law in the form attached as Document 1; and

2. Grant delegated authority to the Deputy City Manager, Planning, Transit and the Environment Department, to appoint all members of this Departmental Committee.

RECOMMANDATIONS DU RAPPORT

Que le Comité des services organisationnels et du développement économique recommande au Conseil :

1. D’établir un Comité organisateur des Jeux d’été de l’Ontario 2008 pour les Jeux d’été de l’Ontario 2008 comme un comité de service et d’adopter un règlement dans le format ci-joint en tant que document 1; et

2. De déléguer le pouvoir à la directrice municipale adjointe, Urbanisme, Transport en commun et Environnement, afin qu’elle nomme tous les membres de ce comité de service.

BACKGROUND

On January 9, 2007, the Sport Alliance of Ontario (SAO) - the service delivery agent that manages the Ontario Summer Games on behalf of the Province - announced that the City of Ottawa had won the rights to host the 2008 Ontario Summer Games. As part of the Hosting Agreement, the SAO requires the City to establish a Games Organizing Committee comprised of representatives from the City of Ottawa and community volunteers to organize, manage, promote and conduct the Games.

This report seeks Council approval to establish the committee and provide the Deputy City Manager, Planning, Transit and the Environment Department, with the delegated authority to make formal appointments to the Committee.

DISCUSSION

Members of the bid organizing committee and staff researched various approaches to formalizing the project and committee structure to ensure efficient management of the planning, organization and implementation of the Games.

Based on a review of the model used to host the highly successful 2006 Ontario Summer Games and the models used by other cities hosting provincial games, it is recommended that the Games Organizing Committee be established as a Departmental Committee, and that a by-law be enacted regarding the Committee's composition and mandate. One benefit of this option is that the Games Organizing Committee will be covered under the City's insurance program while performing their duties on behalf of the City (estimated cost savings to Committee of $5,000‑$10,000 per annum, $10,000‑$20,000 over two years). Second, the establishment of the Games Organizing Committee through a by-law clarifies accountabilities, roles and responsibilities, and reporting requirements. Finally, the establishment of a community-based committee, with City liaison support, to lead the planning, organization, and implementation of the Games is consistent with how the City has supported other major events.

The possibility of soliciting requests for proposals from the community in respect of committee membership or agency interest in the general management of the planning, organizing, and, implementation the Games was also discussed. However, this approach was discarded given the tight timelines and availability of Patrick Reid, former Co-chair of the Ottawa 2006 Ontario Games, and a member of the original bid committee, to act in the capacity of General Manager, to plan, organize, and implement the 2008 Games.

A proposed Committee structure of up to 24 members has been established including:

Two honorary co-chairs
One to two director positions for key portfolios (Administration and Communications; Finance; Athlete's Village; Hospitality/Protocol; Information Technology; Logistics; Media; Sport Technical; Special Events; Marketing, Fundraising, and Sponsorship; Volunteers)
Two City of Ottawa Liaisons (Financial Services, Parks and Recreation)
General Manager
SAO representative

A number of qualified individuals have expressed interest in these positions. Members of Council will be informed of the Ontario Summer Games Organizing Committee membership once confirmed. The 2008 Ottawa Summer Games Project Office will be located at 100 Constellation, 8th Floor, West.

CONSULTATION

Consultations regarding the 2008 Ottawa Summer Games project and committee structure were undertaken with: City of Ottawa Financial Services; Risk Management; Legal Services; Planning, Transportation and the Environment; Community and Protective Services; Ottawa 2008 Games bid committee members; the Sport Alliance of Ontario; and representatives of the Ontario Ministry of Tourism and Recreation.

FINANCIAL IMPLICATIONS

While there are no financial implications associated with this report, $200,000 in funding support was approved by Council on September 27, 2006 (Ref No. ACS2006-PGM-ECO-0019)

SUPPORTING DOCUMENTATION

Document 1– A by-law respecting the establishment of the 2008 Ottawa Summer Games Organizing Committee.

DISPOSITION

The Economic Development Division, Economic Development and Strategic Projects Branch, will oversee the Council direction on this report.

DOCUMENT 1

BY-LAW NO.2007-

A by-law respecting the establishment of the 2008 Ottawa Summer Games Organizing Committee.

WHEREAS the City of Ottawa has been selected to host the 2008 Ontario Summer Games (the “Games”) and has entered into a Hosting Agreement with the Province of Ontario represented by the Minister of Tourism and Recreation dated xxxx xx, 2007;

AND WHEREAS the City is required to establish a 2008 Ontario Summer Games Organizing Committee (the “Committee”) to organize, manage, promote, and conduct the Games;

THEREFORE the Council of the City of Ottawa enacts as follows:

COMMITTEE ESTABLISHED

A 2008 Ottawa Summer Games Organizing Committee for the 2008 Ontario Summer Games is hereby established.
(1) The Committee shall be comprised of a minimum of ten (10) but not more than twenty (20) members of the public, two (2) City of Ottawa staff representatives, the General Manager, and a representative from the Sport Alliance of Ontario.

(2) The Committee shall appoint a General Manager having overall responsibility for the organization, planning, promotion, and conduct of the Games. The General Manager will serve as the key point of contact for the City in respect of the Games

(3) All members of the Committee shall be appointed by the Deputy City Manager, Planning, Transit, and the Environment Department.

MANDATE

3. The Committee shall be accountable to the Deputy City Manager, Planning, Transit, and the Environment Department for the organization, management, promotion and conduct of the Games in accordance with the terms of the Hosting Agreement and, without limiting the generality of the foregoing, shall,

(a) Establish the organizational structure to plan and operate the Games;

(b) Select sub-committee chairpersons;

(c) Set and submit to the Deputy City Manager, Planning, Transit, and the Environment Department for written approval the proposed budget for the Games;

(d) Implement management and financial controls to ensure appropriate business practices as established by the City to ensure that the Games are operated within the approved budget or revised budget; and

(e) Manage the day-to-day operations of the Games.

4. (1) The Committee and any sub-committees shall provide a minimum of seven (7) calendar days advance written notice to the Sport Alliance of Ontario (SAO) representative of the date, time and location of their meetings by sending copies of the agenda for the said meetings, including all relevant documentation;

(2) After all such meetings, the Committee and its subcommittees shall provide copies of the minutes of their meetings, including relevant documentation, to the SAO representative, whether or not the SAO representative attends such meetings.

5. (1) If a surplus of funds is projected or actually occurs from the organization, management, promotion, or conduct of the Games, the Committee shall develop a surplus legacy plan that will outline and recommend how any such surplus funds shall be used by the City;

(2) The surplus legacy plan shall be submitted to the Deputy City Manager, Planning, Transit, and the Environment Department and to the Ministry for approval within 180 days of the completion of the Games;

(3) In developing the surplus legacy plan the Committee shall follow and foster the goals of the Games, and in particular, shall consider the following goals:

(a) To increase opportunities for the development of athletes to pursue competitive goals and achieve their personal potential;

(b) To develop, promote and enhance amateur sport at the community level; and

(c) Surplus funds are not to be used for the general purposes of operating costs of any municipality, including the Host, or of any other third party.

6. The Committee shall submit progress reports to the Deputy City Manager, Planning, Transit, and the Environment Department on a quarterly basis.

7. (1) The Committee shall be disbanded within 180 days of the completion of the Games or after submission of a final report to the Deputy City Manager, Planning, Transit, and the Environment Department and the SAO, whichever event occurs first.

(2) The final report shall include a recommendation to the Deputy City Manager, Planning, Transit, and the Environment Department regarding the application of any surplus legacy funds.

ENACTED AND PASSED this XX day of , 2007