TOWNSHIP OF ESQUIMALT STAFF REPORT
MEETING DATE: July 14, 2025 Report No. P&R-25-008
TO: Council
FROM: Steve Knoke Director Parks and Recreation
SUBJECT: UBCM Strategic Priorities Fund Grant Application - Esquimalt High Turf Field
RECOMMENDATION:
Recommendation
That Council endorse the submission of an application for the 2025 UBCM Strategic Priorities Fund for the Esquimalt High Turf Field project, design and construction of a lit artificial turf field located at Esquimalt High School, in which the Township of Esquimalt will provide overall grant management and will manage or support any project cost overruns.
Body
EXECUTIVE SUMMARY:
This report is intended to provide Council information on the Union of BC Municipalities (UBCM) Strategic Priorities Fund (SPF) and requests direction from Council to endorse a Township of Esquimalt application for the Esquimalt Lit Artificial Turf Field. The grant submission deadline is September 12, 2025.
BACKGROUND:
Staff received direction from Council on June 5, 2023 to further develop a project to deliver a community artificial turf field with lighting located at Esquimalt High School that will be owned by School District 61 (SD61) and operated by the Township of Esquimalt (TOE). Staff have continued to work with SD61 on this project by developing a business case, asset management plan and a draft joint use agreement. An opportunity to source capital funding for this project is now available through SPF. The chart below summarizes the current steps in the proposed turf field project and highlights the major question on capital funding and options to pursue grant funding.
ANALYSIS:
The SPF-Capital Infrastructure stream provides grant funding specifically targeted for the capital costs of local government infrastructure projects that are large in scale, regional in impact, or innovative and support the national objectives of productivity and economic growth, a clean environment and strong cities and communities.
TOE may submit one application under Capital Infrastructure Stream. The SPF program can contribute a maximum of 100% of the cost of eligible activities - to a maximum of $7 million. TOE’s project category is Recreation and Sport Infrastructure.
Eligible expenditures are those associated with the acquiring, planning, designing, constructing, or renewal and rehabilitation of a tangible capital asset in British Columbia. Infrastructure is defined as a municipal or regional, publicly or privately owned tangible capital assets, in British Columbia primarily for public use or benefit.
The Esquimalt High Turf Field project meets the necessary requirements for a strong SPF grant application. The project is large in scale and will provide significant positive health impacts on our community and the region. The new field will provide improved access and expanded service levels, not only for weather related closures but for a growing population. The project is innovative, by partnering with SD61 major cost savings exist. By maximizing existing land use this partnership increases access for both students and Township residents. Finally, the strategic location of this facility will provide increased health and wellness outcomes in Esquimalt and the Capital Regional District.
As identified in the grant guidelines the primary focus for grant funding would be field design and construction. There are other items that may be included in the grant that can be phased. For large projects that require significant funding support, it is recommended that applicants consider an appropriately sized and scoped project application. Applicants should apply for a component of the project or identify how the project could be phased. The proposed phases of the project include:
1. Artificial turf field, fencing and lighting
2. Underground sewer infrastructure replacement
3. Washrooms and changing rooms
4. Running track
Where a phase is submitted for funding consideration, each phase will independently result in outcomes which align with the SPF objectives. It is important to note that successful grant awards for phased projects do not ensure subsequent funding for future phases of the project. It is staff’s opinion that the phases outlined above represent a competitive approach to the grant application, as asking for too much in the first phase risks receiving no funding for the project.
Environmental Impact:
There are no environmental impacts with the application of this grant
OPTIONS:
1. That Council endorse the submission of an application for the 2025 UBCM Strategic Priorities Fund for the Esquimalt High Turf Field project, design and construction of a lit artificial turf field located at Esquimalt High School, in which the Township of Esquimalt will provide overall grant management and will manage or support any project cost overruns.
2. That Council provide alternative direction to staff.
COUNCIL PRIORITY:
Engaged &Healthy Community
Strong Relationships and Partnerships
FINANCIAL IMPACT:
The SPF-Capital Infrastructure stream offers essential support for large-scale local government projects by funding capital infrastructure costs. The Esquimalt Turf Field Project is currently backed by community-generated funding; however, securing this grant will significantly reduce the financial risk to the TOE by minimizing reliance on limited municipal resources or reserves. The total eligible amount of grant funds available per application in the SPF program is $7M. The cost estimate for the Esquimalt Turf Field project is approximately $5M.
Operational and lifecycle cost recovery has been demonstrated through comprehensive business case development. This analysis confirms that ongoing operations and asset replacement will be self-sustaining and fully funded via user fees, further mitigating long-term financial exposure.
In addition, a strategic partnership with School District #61 amplifies both the social and economic value of the project. While the TOE faces competing capital priorities, this collaboration ensures broader access to the facility and maximizes return on investment for both residents and the region.
School District 61 would be considered the ultimate recipient of the SPF grant. Should the grant be successful, SD61# would receive the grant funds from the TOE and through an agreement would lead the construction of the field.
To safeguard against cost overruns, the Township will work with SD61 and implement the following measures:
• Budget Contingency: A reserve is built into the budget to cover unexpected expenses.
• Smart Procurement: Competitive tendering and value engineering will optimize costs.
• Strong Oversight: Ongoing financial tracking and a cross-functional oversight team will ensure transparency and timely response to any issues.
These strategies reflect our commitment to delivering the project on budget.
COMMUNICATIONS/ENGAGEMENT:
Should the grant application for this project be successful both SD61 and TOE will work together to ensure public engagement occurs effectively and efficiently.
TIMELINES & NEXT STEPS:
Staff will return with Council in the fall to provide more information on the grant application and the included scope of work.
REPORT REVIEWED BY:
1. Steve Knoke, Director of Parks and Recreation
2. Ian Irvine, Director of Finance, Reviewed
3. Sarah Holloway, Manager of Corporate Services, Reviewed
4. Dan Horan, Chief Administrative Officer, Concurrence
LIST OF ATTACHMENTS:
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