ANNEX 2
PARKS AND RECREATION MASTER PLAN
Terms of Reference – Phase One
Background
The Parks and Recreation Master Plan Framework and Planning Process will
respond to the motions approved by Council during the City of Ottawa 2006
budget deliberations to:
- Identify the
key elements of a Parks and Recreation Master Plan with particular
attention to gaps in these elements;
- Identify the
steps necessary to complete the various elements to create a Recreation
Master Plan;
- Report on
access to basic recreation services and the barriers to participation
particularly for low-income families,
And will be consistent with the directions approved as part of the Framework and
Planning Process report to
Committee and Council in April 2008.
Purpose
During Phase One of the planning process for completing a Parks and
Recreation Master Plan, the Steering Committee will provide direction to a Project
Team on the preparation of white papers on key service areas identified in the
Master Plan Framework that will propose positions in answer to key questions
that will guide the service delivery model for recreation services in the City
of Ottawa over the next 10 to 15 years.
Mandate of the Steering Committee
The Steering Committee will:
- Refine the
scope of the project consistent with directions approved by Council
- Develop a
workplan and timelines
- Identify stakeholders and service
delivery lines
- Identify resource requirements for
the project
- Provide direction to Project Team
- Recommend public consultation
options
- Sign off on all planning documents
and other materials produced by the Project Team.
Steering Committee Membership
The Steering
Committee will be composed of up to seven members and will be supported by a
project manager. The membership will
consist of:
- Two City
Councillors comprised of:
- Chair,
Community and Protective Services Committee
- One Member,
Community and Protective Services Committee
- Chair, Parks
and Recreation Advisory Committee;
- Two
representatives from broad academic/governing body community (ie.
Universities, PRO,
CPRA, Sports Canada, etc.)
- Director of
Parks and Recreation (chair);
- Project Manager
Roles and Responsibilities
Chair
The Chair will act as facilitator and final authority for disposition of
items. The Chair will ensure that
meetings run according to schedule and that items considered by the Steering
Committee have a clearly defined decision or output. The Chair will be responsible for providing staff with direction
for next steps as a result of Steering Committee decisions. The Chair will communicate with the
appropriate staff from the Deputy City Manager’s Office.
Steering Committee Members
Members are expected to seek input from their networks and keep them
informed of the progress of the Committee.
Members will be expected to prepare for meetings, contribute to the
discussions and provide feedback from the networks that they represent.
Project Manager
The Project Manager will be responsible for managing the agenda and
timeliness of the deliverables. The
Project Manager will act as the communication link between the Staff Working
Team and Steering Committee. The
Project Manager will also manage the record of decisions and distribution of
minutes.
Decision Making
The Steering Committee will operate on a consensus decision-making model
wherever possible. Where no consensus
is reached, the Chair will have final authority on decisions.
Frequency of Meetings
Meetings will be held on a regular basis.
Resources
Additional resources to support Committee may be called upon to provide
expertise, including but not limited to:
- Representatives
of Parks and Recreation Management Team
- Staff working
in specialty disciplines, ie. Special needs, seniors, etc.
- Representatives
from other Departmental projects, ie. Children and Youth, Seniors,
Community Development, Immigration, Aboriginal, Physical Activity, etc.)
- Representatives
from Centres of Expertise
- Director,
Real Property and Asset Management
- Director,
Surface Operations, Public Works and Services
- City
Solicitor, Legal Services Branch/Risk Management Division
Timelines and Deliverables
2008
- Report to CPSC
and Council on Parks and Recreation Master Plan Framework and Planning
Process, the Terms of Reference for the establishment of a Steering
Committee for a Recreation Master Plan.
- Confirm
Steering Committee Membership
- Establish
Project Team and corresponding governance structure.
- Develop and
distribute Orientation Binder to Project Team, containing Terms of
Reference, Membership List, background reports on current recreation
policies and strategic directions, future agendas, minutes, etc.
- Identify
stakeholders and service delivery lines for inclusion in white paper
development.
- Develop public
consultation options.
- Finalize
project scope.
- Establish
workplan and timelines, identifying key milestones.
2009
- Completion and sign off by Steering Committee
on four white papers developed for each of the key service areas:
- Funding/Subsidization Strategy
- Revenue Strategy
- Accessibility Strategy
- Service Delivery Strategy.
- Key
Strategies and Policy Directions Report to CPSC and Council for Approval
- Phase 1 –
Final Report identifying overall vision, key directions and specific
strategies within each of the four service areas.
2010
·
Service Delivery and Implementation Plan Report to CPSC
and Council for Approval
o
Phase 2 - A Service
Delivery and Implementation Plan to address the 4 strategies approved in Phase
One will be presented to Council for approval in the winter 2010.
·
Next steps to be
determined based on Council direction.