Multi-use courts construction delayed, RFP will be reissued in 2026

Connor Luczka, Echo Correspondent

While every councillor around the horseshoe admitted delaying construction of the much-anticipated multi-use courts was not ideal, they made that decision at the April 2 Zorra Township Council meeting.

“I'm in a unique position,” Coun. Katie Grigg said during the meeting. “Because I sit on that committee…Delaying it another year to RFP for next year wasn't, you know, the dream. I think I can speak for the committee, based on the discussions we've had at our most recent meeting, that the new location is ideal for the long-term use of the courts, and the construction of that development in that timeline really is a huge contributing factor.”

She added by delaying one more year, the use of the courts is set up for the best function for everyone involved.

In early 2025, the township issued a request for proposal for the courts’ design and installation. Two bids were received, and Brantco Construction quoted the municipality $201,850 but did not include a design. Burlington Paving Co. quoted the municipality $395,000, though it expanded the scope of the project.

Staff recommended re-issuing the RFP in 2026 until after the grading and necessary infrastructure of the Kingwood development (where the courts will be located) are completed. Kingwood’s engineer has also offered to complete an engineering design at no cost, which would assist future bidders in submitting accurate proposals.

Ice allocation policy amended to align with community values

After requesting a review of how the township allocates ice time back in 2023, council approved a few notable changes to its policy.

While many of the amendments were to add definitions, such as municipal groups and ice hour, one key addition was the definition of equity-deserving groups. That means minor sports organizations need to be made up of at least 40 per cent local residents or within a reasonable percentage for minor local organizations servicing equity-deserving groups or providing unmet community needs.

The push to amend the policy stemmed from a 2023 delegation from the Woodstock Wildcats Hockey Association and a motion from council to address the inequality of ice access for Zorra girls' hockey participants.

Other notable additions include recognizing the Thamesford Trojans Junior B hockey team as a community asset and giving them priority ice time despite not being local to the township. June 20 is being set aside as a day to review ice allocation and allow for ice time trades among organizations.

The full amended policy is available on the township’s website.

Across two arenas in the township, in Thamesford and Embro, there are a total of 120 prime-time hours per week. Fifty-six per cent of that time is allocated to local minor sport groups, five per cent is allocated to the Junior C team, 24 per cent is allocated to adult groups (local and non-local), and 15 per cent is allocated to non-local youth teams, typically from Woodstock, Ingersoll, and London.

In consultation with local minor sports groups, they all noted an anticipated need for more ice time in the 2025/2026 season, given the growing population and higher registration rates.

“Without an established industry norm, staff have drafted this policy to align with community values, anticipated growth in youth sports, an educational review of physical literacy research, and equitable best practices from ice allocation in other communities,” the report reads.

Township phasing in PickupHub model for online registration

To address staffing limitations, safety risks, and inefficiencies, the township is transitioning to an online registration system called PickupHub for drop-in programs to replace the current cash payment system.

Participants normally pay for drop-in programs by bringing cash in what the municipality is calling an honour-based system. Now that the recreation department’s programs are expanding (since 2024, dryland programs have increased from 15 to 22).

PickupHub is a Guelph-based online registration and payment platform that is used by over 15 municipalities, including Woodstock and Ingersoll. It reduces administrative work and improves data tracking. Participants sign up for an account on an electronic device and can browse activities in the local area. By registering through the service, payment can be made with a credit or debit card.

PickUpHub charges a 15 per cent transaction fee, but Sofia Caldwell, manager of recreation and facilities, said staff are confident it will not impact the municipality.

“The new 15 per cent transaction fee will be offset by the current labour costs that we are having to realize through the collection and counting of cash, taking it to the bank and reconciling it,” Caldwell said. “To give you just a bit of a snapshot, from…January to March, for our programs the 15 per cent fee on the revenue of that would total $1,800. In comparison, labour costs for our current payment system, we’re averaging about five hours of staff time on a weekly basis, about $1,900.”

Staff will be rolling out the program in spring this year with pickleball and yoga. In the short-term, cash will continue to be collected.

Township cancels battery collection program

Due to safety concerns, the township will no longer be collecting used batteries for local residents.

The service was offered through the local arenas and municipal offices since 2012 but staff consulted with waste management personnel from Oxford County and have concluded it is no longer safe to do so.

As noted in the management report explaining the decision, “improper handling and storage can lead to batteries overheating, leaking harmful substances, bursting, catching fire or exploding.”

Staff will be directing residents to recycle used batteries through a few services, such as the county’s waste management facility in Woodstock.