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January 2008 Information Sessions

About 700 groups that had booked gymnasiums in the last 2 years were invited to 5 information sessions held in January 2008. Of this, 143 groups attended at least 1 of the information sessions.  These meetings were held to:

Share information about the new JUA:  Facilities.
Provide a statistical analysis on the current state of gymnasium bookings.
Present an overview of the City of Edmonton's Fair and Equitable Allocation Model to be used within the centralized gymnasium delivery system beginning in September 2008.

Focus Group Workshops

Three focus groups workshops (40-50 groups participated) were held to assist in designing aspects of the process for the Gymnasium Delivery System.

A public meeting(s) for all gym users who are interested in booking time in September 2008-August 2009 will be held in early to mid May to explain this information in detail.

A public meeting(s) for gym users interested in booking time in September 2008-August 2009 will be held in early to mid May to explain this information in detail:

Fees and Charges

The following elements were defined for consideration in the fee model.

  1. Larger gyms should cost more
    Result:  A and AA  - Full Cost, B 75% of full cost, C 50% of Full Cost, D 8% of Full Cost
  2. Children's activities should be subsidized
    Result: Children will pay 50% of the adult rate
  3. There should be a way to remove cost as a barrier to participation.
    Result: D Gyms were devalued to 8% of the full cost per hr. for disadvantaged groups
  4. Fees should be reduced for low demand times and dates.
    Result: There was no clear support and this was dropped from consideration.

Allocation Priorities/Decision Making

The Gym users broke into 3 general areas:

Major Users using gyms city wide
Users with geographical priorities.
Users with day/time priorities
A 4th category will be set up for irregular users.


1. Major Users using gyms city wide

Decision Making   Unanimous decision - Each organization will receive one vote. 
 
Booking Process   Group decisions for the booking process:

100% rollover of time for 2008/09 booking season as long as the time is available, within their standard of play, within their entitlement, and they are the historical user.

Cancellations:  if a group cancels several times throughout the season for no good reason, these bookings should be removed from their "historical booking" record for the next year.

Conflict Resolution   If the issue cannot be resolved, the organization that has the lowest % of entitlement will be awarded the time slot.  If still no agreement, each group will state their case and then those present will vote.


2. Users with Geographical Priorities

Decision Making  Each group will get one vote for every 100 people in organization.  A group will get a second vote for every additional 100 people (i.e. 1-99 people = 1 vote, 100-199 people = 2 votes.) 

 
Booking Process  100% rollover of time for 2008/09 booking season as long as the time is available, within their standard of play, within their entitlement, and they are the historical user.
Conflict Resolution 
  • Youth groups will win over adults groups for gym time
  • Groups furthest away from their entitlement will win dispute
  • Historical usage will need to be consulted

Provisions:

  • Minors will default to the earliest time
  • Adults will default to the later gym time
  • No group may book a gym time that will preclude/hinder other groups from booking gym time
  • 3 cancellations in a row will equate to losing a % of the group's entitlement

    If a dispute is unresolved and given all things equal between the groups disputing:  each of the groups will have a 30 second opportunity to plead their case.  After listening to each group's plea all those present at the meeting will vote on who should win the dispute.  If there is a tie breaker on the vote, the chair of the meeting will flip a coin and the winner of the toss will win the dispute.

 
 
3. Users with Day/Time Priorities
 
Decision Making  Unanimous decision – Each group will have one vote 
 
Booking Process  100% rollover of time for 2008/09 booking season as long as the time is available, within their standard of play, within their entitlement, and they are the historical user.
Conflict Resolution 

Unanimous resolution steps:

  1. Youth has priority over adults 
  2. Parties negotiate
  3. Parties present their argument
  4. Group vote

Standards of Play

Groups attending this workshop began to answer the question: "What do you need to provide a good program for Edmonton residents?"

These standards will be used to calculate your fair share of gym time in future years. All activities will need to develop a standard of play. It will take 2 additional seasons before the standards are fully implemented. Until then groups will have their booked times compared to the standards for their activity to confirm the standards work. In the 3rd year all groups will book time within their standard of play.

For More Information

Telephone 780-496-3090

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