Park & Recreation Facility Design & Development Process

The process for designing and developing parks and recreation facilities can change based on the size and complexity of each project. The steps below give a general overview of how the process works.

Starting the Project

A project is commonly initiated in two ways:

from a development project
from a planned capital project

A project team typically includes City staff, consultants, contractors and other specialists depending on a project’s specific needs.

A new park from a development project

When new buildings are developed, the City requires the developer to provide either:

on-site land for new parks
a payment – called cash-in-lieu of parkland

The City forms an agreement with the developer, who, with guidance from the City, hires consultants to work with the community and stakeholders in planning and designing the park, then hires contractors to build it.

A new park, facility or improvement from a planned capital project

These projects are outlined in the Parks and Recreation Annual Capital Budget and Nine-Year Capital Plan. The City hires consultants to work with the community and stakeholders in planning and designing the park or facility and then hires contractors to build it.

The capital program includes a wide range of projects, such as:

Designing and building new recreation facilities
Renovating existing facilities and infrastructure
Developing and improving parks, greenspaces and amenities
Carrying out environment and landscape improvements

Phase 1: Setting the Stage

This phase can take six months to a year. The project team prepares everything needed to make sure the project runs smoothly.

This may include:

Gathering and reviewing important background information about the park or facility and the nearby area, like its:
- history
- local population demographics
- area needs, such as recommendations from the Parks and Recreation Facilities Plan)
Checking the site’s condition, including:
- what is currently there
- how the space is used
- the land’s shape
- environmental tests
- soil and water testing
- archaeological studies, as needed
Pre-engagement with:
- the local Councillor
- City staff
- area stakeholders (like Residents’ Associations, community groups or Business Improvement Areas)
- the community
- Indigenous rights holders, if appropriate.
For park or facility improvements, this usually involves identifying the challenges and opportunities that are driving the need for change (also called ‘drivers of change’).
A Request for Proposal (RFP) to hire a design consultant and other services, if needed (like a community engagement consultant, heritage specialists or engineers). This process includes:
- creating and releasing the RFP
- reviewing and evaluating all proposals
- negotiating contracts
- awarding the contract
- starting the project
Installing signs to inform the community about the project and upcoming engagement events.

Phase 2: Community Design Process

This phase can take three months to a year. The design consultant conducts more inventory and analysis of the site to confirm or build on initial findings. The rest of the phase focuses on community engagement, where the project team gathers input from all stakeholders and the community about the park or facility design.

The City uses a framework based on the International Association for Public Participation Spectrum to decide how to engage the community in projects. This framework assigns a level of engagement to each project: Inform, Consult, Involve or Collaborate. The appropriate level is determined by the project’s size, complexity, budget, and the public’s interest and potential impact. A tailored engagement plan is then created to align with the chosen level of engagement and the project’s needs.

The community design process usually includes three standard phases of engagement. Depending on the project, some phases might be changed or left out. Feedback is collected through various methods, including surveys, meetings, workshops, advisory groups, open houses and pop-up events. These are promoted through multiple channels, such as on-site signs, social media, email updates and posters.

Phase 2A: Towards a Vision

The project team works with the community and stakeholders to create:

A vision statement that describes the community’s ideal future park or facility. It is a broad, inspiring statement that unites everyone around the project’s overall goals.
Guiding principles that reflect the community’s key values and ideas about the park or facility’s look and feel. They clarify the vision statement and guide the design by describing the desired outcomes.
Big moves that identify the main design priorities for the park or facility. They offer specific directions that help steer the initial design work towards achieving the vision statement and guiding principles.

Phase 2B: Exploring Design Options

Design options for the park or facility are developed from feedback collected in the previous engagement phase. Depending on the level of engagement, these will either be developed directly with the community and stakeholders in a workshop or by the project team. The design options are then presented to the community and stakeholders to gather their thoughts, including whether they align with the vision statement, guiding principles and big moves.

Phase 2C: Setting the Direction

The project team uses feedback from the previous engagement phases to develop a preferred design for the park or facility. This design is presented to the community and stakeholders for their confirmation and input before it is finalized.

Two workshop participants engage with a map of the park spread across a table, surrounded by an orange sign labelled ‘CULTURE,’ sticky notes, markers and printed activity sheets. Other participants are visible discussing at tables in the background. — Workshop for the Centennial Park Master Plan in Phase 2A: Towards a Vision.

A group of workshop participants sit at a table, writing comments on sticky notes and placing them on a map of Osler Playground. Several other groups of participants are visible working at tables in the background. — Workshop for Osler Playground Improvements in Phase 2A: Towards a Vision.

A child sits at a table, using markers to draw and write ideas for the indoor play space on a sheet of paper, as a workshop facilitator looks on. On the table are scissors, glue sticks, printed images of indoor play structures and snacks. — Children’s workshop for the Ethennonnhawahstihnen’ Community Recreation Centre Indoor Play Space in Phase 2A: Towards a Vision.

A young community member reviews two display boards, each presenting a different design option for the park, beside a City staff member. The display boards are covered with small dot stickers and sticky notes with written comments. — Pop-up event for Holmes Park Expansion in Phase 2B: Exploring Design Options.

Two participants look at designs for the community recreation centre on one side of a table while a workshop facilitator writes notes on a green index card. Other green index cards with written feedback and dot stickers are displayed on the table. — Workshop for the Lawrence Heights Community Recreation Centre & Child Care Centre in Phase 2B: Exploring Design Options.

Members of the Community Advisory Committee are seated in rows, facing City staff members who are giving a slideshow presentation on the opposite side of the room. A display board with information about the project is set up in the background. — Community Advisory Committee meeting for the New Parks at 10 Ordnance Street and 801 Wellington Street West in Phase 2C: Setting the Direction.

Community members stand in front of a pop-up tent, studying two display boards that present the preferred design for the community recreation centre along with feedback written on sticky notes. More display boards are visible at the back of the tent. — Pop-up event for Wabash Community Recreation Centre in Phase 2C: Setting the Direction.

Phase 3: Design Development

This phase can take three months to a year. The design consultant works with the City (and the developer, if applicable) to create detailed drawings and plans based on the preferred design from Phase 2C.

This work may include:

Layouts and drawings of the park or facility
A list of materials and finishes
A plan for managing stormwater and other environmental factors
Plans for planting trees and landscaping
Cost estimates for the project
Additional design work needed for specific requirements and approvals, which might involve presentations to groups like the Design Review Panel and the Accessibility Advisory Committee

Additionally, signs are typically installed in the park or facility to provide information about the project and the anticipated construction timeline.

Phase 4: Contract Documents, Tender & Award

This phase can take three months to a year. The design consultant works with the City (and the developer, if applicable) to prepare all working drawings and specifications. These detailed documents provide instructions for building the project and are necessary for issuing the project for tender, which invites qualified contractors to submit bids for constructing the park or facility.

Once the project is ready, the City or the developer (after getting City approval) will issue a Request for Quotations (RFQ). They will review and evaluate all submitted bids and select the contractor who will complete the construction.

Additionally, signs are typically installed in the park or facility to provide information about the project and the anticipated construction timeline.

Phase 5: Construction

This phase can take six months to over a year. During this time, the contractor builds the park or facility, while the City and the design consultant (and the developer, if applicable) oversee the work. Before construction starts, the City approves the contractor’s plan and ensures it is followed throughout the process.

Construction usually begins with:

installing construction fencing around the site,
updating on-site signs to inform the community about the construction schedule,
and installing tree protection fencing and the contractor’s trailer, if needed.

An area of the site is set aside for construction materials.

For new parks built as part of a development project, the process may look a little different, as they are often within an area already enclosed by construction hoarding. Throughout construction, the City and the design consultant monitor the work to ensure it complies with Ministry of Health and Safety requirements and City bylaws.

Once construction is complete, the new park is handed over to the City for maintenance and operation, and a standard warranty period begins. A walk-through is conducted with the City, the design consultant, the contractor and the developer (if applicable) when the project is finished and again one year later.