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HomeMy WebLinkAbout10/24/2005 CL~ DATE: MONDAY, OCTOBER 24,2005 TIME: 7:00 P.M. PLACE: COUNCIL CHAMBERS PRAYERS ROLL CALL DISCLOSURES OF PECUNIARY INTEREST MINUTES OF PREVIOUS MEETING Minutes of a meeting of Council held on October 11, 2005 PRESENTATION John O'Toole, M.P.P., Durham - Provincial Update DELEGATIONS a) Valentine Lovekin - Proposed Newcastle Library (Item #14 of Report #1) COMMUNICATIONS Receive for Information I - 1 Minutes of the Local Architectural Conservation Advisory Committee meeting dated September 20, 2005 I - 2 Association of Municipalities of Ontario - Ontario Recycler Workshop I - 3 Greg Martino, Account Manager, Municipal Relations, Municipal Property Assessment Corporation - Property Assessment Notice I - 4 Minutes of the Clarington Agricultural Advisory Committee meeting dated September 1, 2005 CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T (905) 623-3379 Council Agenda -2- October 24, 2005 I _ 5 Eva Ligeti, Executive Director, Clean Air Partnership - Establishment of the Greater Toronto Atmospheric Fund (GTAF): Proposal for a Regional Climate and Clean Air Agency I _ 6 Association of Municipality of Ontario - Throne Speech I _ 7 Minutes of the Ganaraska Region Conservation Authority meeting dated September 15, 2005 I _ 8 Carol Grylls, Planning Committee Secretary, Region of Durham - Watershed Planning, from Recommendations to Municipal Policies: A Guidance Document- Interim Report 1-9 W.o. Harrison, Acting Chief, Ministry of Community Safety and Correctional Services - Provincial Nuclear Emergency Public Education Program 1-10 Federation of Canadian Municipalities - Coalition of Municipalities Against Racism I _ 11 Bill McLean, Regional Councillor, Ward 2, City of Pickering - Photo Radar Units 1_ 12 John R. O'Toole, MPP, Durham - Nuclear Waste Management Organization Draft Study Report Correspondence For Direction D -1 Mirka Januszkiewicz, Director of Waste Management Services and Andy Campbell, Director, Solid Waste Management Branch, DurhamlYork Residual Waste Study - Residual Solid Wastes D _ 2 Allan Hewitt, Chair, Clarington Public Library Board - Newcastle Village Community Library Needs Assessment Study D _ 3 Marvleen Bird - Opposed to Development on Liberty Street, Bowmanville D - 4 Michelle Shook - Heritage Designation Plan D - 5 Joe and Lynne Lemieux - Heritage Designation Conservation Plan D _ 6 Anne Lanna, Ontario Community Newspaper Association - Ontario Junior Citizen of the Year Awards D _ 7 Katerina Alexopoulos, Employment Resource Counsellor, John Howard Society - Request to Display Banner Council Agenda -3- October 24, 2005 D - 8 Pam Gilroy, Regional Clerk, Regional Municipality of Niagara - Canadian Passports D - 9 Laura Moy, Clerk, The Corporation of the Town of Tecumseh - Canadian Passports D - 10 John Craig, CMO, President, Association of Managers, Clerks and Treasurers of Ontario - Transparency in Public Matters Act, 2005 D - 11 Association of Municipalities of Ontario - Transparency in Public Matters Act D - 12 Christine Drimmie, Policy and Research Advisor, Region of Durham - OMB Reform MOTION NOTICE OF MOTION REPORTS 1. General Purpose and Administration Committee Report of October 17, 2005 2. Report OPD-014-05 - Hampton Pond Recovery Project 3. Report PSD-128-95 - Extension of Demolition Permit, Applicant Gary Goodale (to be distributed under separate cover) 4. Addendum to Report EGD-050-04 - Port Darlington Waterfront Park ~ Conceptual Master Plan (to be distributed under separate cover) UNFINISHED BUSINESS OTHER BUSINESS (a) Regional Update (b) Boards and Committees Update BY-LAWS BY-LAW TO APPROVE ALL ACTIONS OF COUNCIL ADJOURNMENT C1YJll~()n Minutes of a regular meeting of Council held on October 11, 2005, at 7:00 p.m., in the Council Chambers. Councillor Schell led the meeting in prayer. ROLL CALL Present Were: Absent: Also Present: Council Meeting Minutes October 11, 2005 Mayor J. Mutton Councillor A. Foster Councillor D. MacArthur Councillor G. Robinson Councillor J. Schell Councillor C. Trim Councillor P. Pingle Chief Administrative Officer, F. Wu Director of Engineering Services, T. Cannella (attended until 8:35 p.m.) Director of Community Services, J. Caruana (attended until 7:50 p.m.) Director of Planning Services, D. Crome (attended until 8:35 p.m.) Solicitor, D. Hefferon (attended until 8:35 p.m.) Director of Operations, F. Horvath (attended until 7:50 p.m.) Director of Corporate Services, M. Marano (attended until 7:50 p.m.) Director of FinancelTreasurer, N. Taylor (attended until 7:50 p.m.) Director of Emergency Services, G. Weir (attended until 7:50 p.m.) Administrative Assistant to the Clerk, H. Keyzers (attended until 7:50 p.m.) Municipal Clerk, P. Barrie DISCLOSURES OF PECUNIARY INTEREST There were no disclosures of pecuniary interest stated for this meeting. MINUTES Resolution #C-433-05 Moved by Councillor Foster, seconded by Councillor MacArthur THAT the minutes of a regular meeting of Council held on September 26,2005, be approved. "CARRIED" Council Meeting Minutes -2- October 11, 2005 PRESENTATION Mayor Mutton along with Commander Pirrie, Commanding Officer, HMCS Ontario, presented Chief Melanie Foster the Department of National Defence's Bravery Award. On Sunday, July 11, 2004, Melanie Foster assisted a woman trapped in her car on Highway 401. PUBLIC MEETING A public meeting is being held to hear concerns and comments with respect to the passing of a by-law to enter into an agreement with the Federation of Snowmobile Clubs and District Three to formalize the use of certain road allowances for the purpose of a snowmobile trail. Lome Thompson spoke on behalf of the Board of Directors for the Ontario Federation of Snowmobile Clubs. He provided a $15 million liability insurance policy to the municipality and advised that the trails have been in existence since 1967 and have been maintained by volunteers. DELEGATIONS Gary Goodale, appeared before Council requesting an extension of Demolition Permit #05-0042. Dwight Grovum appeared before Council regarding Report PSD-118-05. He advised Council that he is opposed to any kind of heritage district designation. He noted that the citizens of the area can look after their own properties and have been doing so in the past. Mr. Grovum suggests that the issue be put to a vote of the area residents, with one vote per property owner. William Huether appeared before Council regarding Report PSD-118-05. Mr. Huether noted the benefits and the drawbacks of the Heritage Designation and asked Council that, should a full heritage designation be considered, the property owners affected be allowed to vote on the decision. Timothy Leech appeared before Council regarding Report PSD-118-05. Mr. Leech noted that he endorses the proposal put forth by Mr. Humber and Mr. James on October 3, 2005, adopting the guidelines as a resource document to be offered to and promoted within the neighbourhood. If Council feels that designation is something that should be considered, he respectfully requests that the homeowners be allowed to vote on the decision. Rick James, appeared before Council regarding Report PSD-118-05. Mr. James spoke on behalf of himself and Mr. Humber and noted that their proposal submitted October 3, 1002, if done properly, would be more effective than the heritage designation. .3. Council Meeting Minutes DELEGATIONS Vic Suppan appeared before Council regarding Report PSD-118-05. Mr. Suppan stated that he is speaking as a resident of Clarington and not as the Chair of the Local Architectural Conservation Advisory Committee. He noted that he is very disappointed in the plan and feels that it is a slap in the face for the neighbourhood. Mr. Suppan is requesting that the report be referred back to staff and that staff be directed to provide a plan that would serve the people. David Reesor appeared before Council regarding Report PSD-118-05. Mr. Reesor noted that he is not interested in the plan but will support anyone who wishes to designate their individual home. He advised that designating your home only hinders homeowners financially and asked that each homeowner be given the right to a vote on the decision. October 11, 2005 COMMUNICATIONS Resolution #C-434-05 Moved by Councillor Trim, seconded by Councillor Schell THAT the communications to be received for information be approved as per the agenda, with the exception of Item 1-14. I - 1 C06.CL 1-2 SOO.GE 1-3 1- 4 C06.DU 1-5 C06.NE 1- 6 C06.HW "CARRIED" Minutes of the Clarington Traffic Management Advisory Committee meeting dated June 16, 2005. Karen Monaghan, Lakeridge Health, providing Council with a copy of the Hospitals Report 2005 - Acute Care Services, A Lakeridge Health Perspective. Murray Elston, President and CEO, Canadian Nuclear Association, providing Council with a 2005 pocket book on nuclear facts. Minutes of the Durham Nuclear Health Committee meeting dated September 16, 2005. Minutes of the Newcastle Community Hall Board meeting dated September 21, 2005. Minutes of the Clarington Highway 407 Community Advisory Committee meeting dated September 20, 2005. Council Meeting Minutes -4- October 11, 2005 COMMUNICA nONS 1-7 1-8 1-9 C06.CE 1- 10 A04.KA I - 11 C06.SA 1-12 F22.GE 1-13 1-15 A01.FE Dr. Gary Polonsky, President and Vice-chancellor, University of Ontario Institute of Technology (UOIT), providing Council with UOIT's first annual report. Ontario Federation of Agriculture (OFA), providing Council with a copy of the OFA, A Proud Part of Ontario Agriculture's Unified Voice - Working for Improvements newsletter. Minutes of the Central Lake Ontario Conservation Authority meeting dated September 20, 2005. Ian Macnab, CAO, Kawartha Conservation, providing Council with a copy of their first publication of "Update on Conservation". Minutes of the Samuel Wilmot Nature Area Management Advisory Committee dated September 13, 2005. Debbie Zimmerman, Chair, Municipal Property Assessment Corporation (MPAC) Board of Directors, updating Council on the 2005 province-wide assessment and the progress that they have made at MPAC over the past year to improve the services they provide to Ontario municipalities. In 2004 the Board of Directors approved a strategy to improve their services in the following four key areas: 1. Product quality; 2. Service delivery; 3. Productivity; and 4. Communications. Debra Taylor, Regional Director General Ontario Region, Transport Canada, providing an update to Council regarding the Pickering Airport Site Zoning Regulations (PASZR). The enactment of the PASZR is necessary to protect against incompatible development on lands surrounding the federal Pickering Lands, so that if demand dictates, a safe and viable airport remains an option. Michael Coleman, President, Federation of Canadian Municipalities (FCM), advising Council that the Green Municipal Fund (GMF) has a new funding opportunity to offer municipal governments for the remediation of Brownfield sites. In the 2005 Budget, the Government of Canada contributed an additional $300 million to the GMF, $150 million of which is targeted to Brownfield remediation. This new allocation is a long-term, sustainable source of funding that will assist municipal governments through grants and loans. -5- Council Meeting Minutes COMMUNICATIONS I - 16 C10.MO 1-17 T03.GE 1- 18 M02.GE 1- 19 SOO.GE 1-20 S04.GE October 11, 2005 GMF will use a competitive Request for Proposals (RFP) process to determine which projects best meet program goals and requirements. From October 3, 2005, the Brownfield RFP Intent to Apply form, along with details of the RFP requirements and process, will be available on- line and closes on November 28, 2005. Debbie Leroux, Clerk, Township of Uxbridge, advising Council that the Township of Uxbridge on September 12, 2005, passed the following resolution: "THAT Council for the Township of Uxbridge support the Municipality of Clarington resolution regarding the request to the Durham Region Planning Department to examine the feasibility of providing for the non- agricultural rural parcels to accommodate the relocation of significant heritage structures and that a copy be forwarded to the Region." Harinder Takhar, Minister of Transportation, advising Council of the terms and conditions for the Ontario Transit Vehicle Program (OTVP). For the 2005 OTVP, the province will provide funding for up to one-third of eligible capital costs for an estimated 623 conventional and specialized transit buses across the province, along with major bus refurbishment for an estimated 168 buses. In the coming weeks, staff from the ministry's Transit Policy and Programs Office will be in contact with Clarington's staff to discuss details of this year's Ontario Transit Vehicle Program. Durham West Arts Centre, advising Council that on November 11, 2005, at 2:11 p.m. Ontario schools will ring out with pride as school children find innovative ways to read John McCrae's "In Flanders Fields". The Durham West Arts Centre has announced it will partner with Ontario Power Generation, Ontario branches of the Royal Canadian Legion and Veterans Affairs Canada to organize a province-wide tribute to veterans in the year the government declared "The Year of the Veteran". Brian Lemon, Chief Executive Officer, Lakeridge Health, writing to Mayor Gray, City of Oshawa, regarding the motion of Councillor Clarke requesting that the Ministry of Health and Long-term Care release two documents, the "Rosen Report" and the "Davidson Report". Suzanne Tigwell, Executive Director, Resources for Exceptional Children - Durham Region, providing Council with a copy of their 2004/05 Annual Report. Council Meeting Minutes -6- October 11, 2005 COMMUNICATIONS 1-14 Karen Campbell, President and CEO, Greater Toronto Marketing Alliance (GTMA), providing Council with a copy of a report entitled "One Strong Message for the World" featuring a number of success stories that illustrate how the GTMA brings value to potential investors, government partners and site selection consultants. Resolution #C-435-05 Moved by Councillor Schell, seconded by Councillor Trim THAT the correspondence received from Karen Campbell, Greater Toronto Marketing Alliance, be received; THAT Karen Campbell be advised that the Municipality of Clarington is not in support of the Regional Municipality of Durham entering into an agreement with the Greater Toronto Marketing Alliance; THAT the Regional Municipality of Durham be strongly encouraged to withdraw their membership from the Greater Toronto Marketing Alliance; and THAT Karen Campbell be advised of Council's decision. "CARRIED" CORRESPONDENCE FOR DIRECTION Resolution #C-436-05 Moved by Councillor MacArthur, seconded by Councillor Foster THAT Correspondence Items be approved as per the agenda, with the exception of Items 0 - 15 to D - 20, inclusive. "CARRIED" 0-1 M02.GE Pam Stuckless, Public Health Nurse, Region of Durham, requesting the proclamation of October 1 to 7,2005, as World Breastfeeding Week. (Proclaimed) 0-2 M02.GE Terryl Tzikas, Secretary, Bowmanville Santa Claus Parade, requesting permission to hold the 44th Annual Community of Bowmanville Santa Claus Parade on November 19, 2005, beginning at 10:30 a.m. (Approved provided organizers apply for and obtain a road occupancy permit from the Engineering Services Department) -7. Council Meeting Minutes COMMUNICATIONS 0-3 C12.LA 0-4 R01.GE 0-5 R01.GE 0-6 R01.GE 0-7 R01.GE October 11, 2005 Don Brown, submitting his resignation from the Local Architectural Conservation Advisory Committee. (Correspondence referred to the Municipal Clerk to proceed with filling the vacancy and to send a letter of gratitude to Mr. Brown) Dwight Grovum, advising that he is opposed to the Heritage Conservation District Plan. Mr. Grovum advises that Council can declare the area of Bowmanville an excellent example of Ontario's Heritage without having it designated and he is requesting Council to have registered owners vote on the designation. (Correspondence referred to the Director of Planning Services) Aubrey and Koren Kassirer, advising Council that they feel that the increased rules and levels of bureaucracy will not help preserve the proposed heritage conservation district. They agree that sometimes people do not know how to preserve their homes the best way; perhaps suggestions for maintenance and repair and renovations could all be available as a service. There is no need for this process to be regulated more. (Correspondence referred to the Director of Planning Services) Jack Brough and Judy (Brough) Nemis, advising that they strongly oppose to proceeding with the Heritage Conservation District Plan for the entire neighbourhood and feel that it would be more appropriate for those living in heritage homes to apply for Heritage Status on an individual basis. (Correspondence referred to the Director of Planning Services) Clayton Morgan, advising Council that he does not believe that it is beneficial to proceed with the Heritage Conservation District Plan for two reasons: 1. The reports and recommendations refer to the subject area as a district. A district is a clearly defined area with distinct boundaries, but the report(s) fail to mention the human side of the issue. It is the people that make a district neighbourhood. Council Meeting Minutes -8- October 11, 2005 COMMUNICATIONS 0-8 R01.GE 0-9 R01.GE 0-10 R01.GE 0-11 C12.SA 2. Such a designation will serve as the thin edge of a very big wedge. It will legitimize resident's demands for preferential treatment that will cost lots of money. (Correspondence referred to the Director of Planning Services) David Reesor, advising Council that he does not want a Heritage Designation registered on his deed. The area is a well-maintained area without this style of policing, called Heritage Conservation District. (Correspondence referred to the Director of Planning Services) Kathy and Don Venn, expressing concern regarding the Heritage Conservation Plan. They do not wish to go to a board for approval to make changes to their home or have to adjust their changes based on the opinion of a board. They appreciate the vision of some people to promote what is special about Bowmanville, but they want to make it clear that they are not interested in seeking approval for changes to their home that would not be required of other residents who live outside of this area. (Correspondence referred to the Director of Planning Services) Laverne and William Morrison, advising Council that they are opposed to the Heritage Designation of their neighbourhood. Their family has lived in this area for 55 years and have strived to preserve their home's unique heritage based upon love and respect for their parent and for the future of their children. (Correspondence referred to the Director of Planning Services) Jim Russell, advising Council that he must resign from the Samuel Wilmot Nature Area Management Advisory Committee. (Correspondence referred to the Municipal Clerk to proceed with filling the vacancy and to send a letter of gratitude to Mr. Russell) -9- Council Meeting Minutes October 11, 2005 COMMUNICATIONS D -12 C10.MO D -13 D -14 F11.GE D -15 C10.MO R. Perry Sisson, Director, Engineering and Field Operations, Central Lake Ontario Conservation (CLOCA), advising that CLOCA on September 20, 2005, passed the following resolution: "THAT Staff Report #4349-05 be received for information; THAT staff be directed to continue to work with the Municipality of Clarington and Hampton Citizens Association to implement the Hampton Pond Recovery Project; and THAT a donation of $15,000.00 be made to the Hampton Citizen's Association for the Hampton Pond Recovery Project from the Central Lake Ontario Conservation Fund, pending matching funding from the Municipality of Clarington." (Correspondence referred to the Director of Operations) Robin Garrett, Assistant Deputy Minister, Trade and Investment, President and CEO, Ontario Exports Inc., providing Council with a copy of the 2005 Ontario Global Traders Awards (OGTA) Nomination Guide. Deadline for nominations is November 4,2005. The OGTA recognizes export success among the province's small and medium-sized enterprises in all industry sectors. (Correspondence referred to the Clerk's Department for an ad to be placed) Nancy Burke, Executive Director, Volunteer Resource Centre for Durham Region, requesting financial assistance to administer their programs within Clarington. A significant portion of their services are devoted to assisting both secondary schools and students with the successful completion of the Community Service Requirement administered by the provincial government. In Clarington, 5 Secondary Schools, with an estimated total enrolment of 3000 students, are impacted by their program. (Advised of Municipal Grant Policy) Township of Stone Mills, advising Council of the following resolution: 'WHEREAS the Province of Ontario saw fit to pass legislation in November 2004 with respect to taking steps toward the goal of an effective and accountable land-use planning system; Council Meeting Minutes -10- October 11, 2005 COMMUNICATIONS AND WHEREAS the Provincial Policy Statement, as amended by the Strong Communities (Planning Amendment) Act, 2004, came into effect March 1, 2005 with the provincial goal of creating strong communities and enhancing the quality of life for the citizens of Ontario by providing for appropriate development while protecting resources of provincial interest; AND WHEREAS in accordance with Section 3 of the Planning Act a decision of the council of a municipality, a local board, a planning board, a minister of the Crown and a ministry, board, commission or agency of the government including the Municipal Board, in respect of the exercise of any authority that affects a planning matter, shall be consistent with this Provincial Policy Statement; AND WHEREAS contained within the Provincial Policy Statement, Section 2. 3. 4 Lot Creation and Lot Adjustments, the creation of new residential lots in prime agricultural areas shall not be permitted except where a residence surplus to a farming operation as a result of farm consolidation, provided that the planning authority ensures the new residential dwellings are prohibited on any vacant remnant parcel of farmland created by the severance; AND WHEREAS identifying and reflecting true prime agricultural areas on planning documents particularly on mixed classed lands is not an accepted practice by Ministry of Agriculture, Food and Rural Affairs; AND WHEREAS the land owners in prime agricultural designated areas have been targeted by this change in planning policy with little regard given by Government of the Province of Ontario to a true reflection of prime agricultural areas, retirement consequences or financial consequences; , AND WHEREAS by enacting this Provincial Statement in the manner that Government of the Province of Ontario has chosen, they have failed to demonstrate the test of reasonableness under the notion of an effective and accountable land-use planning system; NOW THEREFORE, BE IT RESOLVED that the Township of Stone Mills recommend that the Government of the Province of Ontario amend the Provincial Policy Statement to phase in Section 2.3.4 Lot Creation and Lot Adjustments over a five year period and provide to municipalities sensible and practicable solutions to identifying on planning documents a true reflection of prime agricultural areas; Council Meeting Minutes .11. October 11, 2005 COMMUNICATIONS AND FURTHER that all Ontario municipalities endorse these recommendations through their respective Councils and respond to the Associations of Municipalities of Ontario, Ministry of Municipal Affairs and Housing, Ministry of Agriculture, Food and Rural Affairs, their local Members of the Legislative Assembly." Resolution #C-437-05 Moved by Councillor Trim, seconded by Councillor Foster THAT Correspondence Item D - 15 be received for information. "CARRIED" D - 16 F11.GE Sandra Krane, City Clerk, City of Oshawa, advising Council that the City of Oshawa on September 12, 2005, passed the following resolution: "THAT the City of Oshawa donate $5,000 to the Red Cross to assist victims of the Hurricane Katrina disaster in New Orleans and that a letter be sent to area municipalities requesting they match the donation." Resolution #C-438-05 Moved by Councillor Schell, seconded by Councillor Robinson THAT Correspondence Item D -16 be received for information. "CARRIED" D - 17 C10.MO J. Neil Craig, Mayor, Township of Oro-Medonte, advising Council that the Township of Oro-Medonte, on September 21, 2005, passed the following resolution: "BE IT RESOLVED THAT WHEREAS the Ontario Ministry of Agriculture and Food provides compensation to owners of livestock for claims for damage from wolves, coyotes and bears; AND WHEREAS the Township of Oro-Medonte participates in these programs to compensate owners upon completion of an appointed Livestock Valuer's Report and Affidavit sworn by the owner; AND WHEREAS the Township of Oro-Medonte claims reimbursement from the Ontario Ministry of Agriculture and Food for such claims of damage/killing of livestock by wolves, coyotes and bears within the Township; Council Meeting Minutes -12- October 11, 2005 COMMUNICA nONS AND WHEREAS the official position of the Ministry of Natural Resources is that there are no wild cougars/pumas in this area; AND WHEREAS the Township of Oro-Medonte has, on the 14th day of September, denied a claim from a resident of Oro-Medonte for compensation for killing of livestock by a cougar; AND WHEREAS the Ontario Puma Foundation has documented sightings of cougars/pumas in Ontario; NOW THEREFORE the Township of Oro-Medonte requests that the Ministry of Natural Resources recognize the threat of predation to livestock by cougars/pumas within Ontario; AND FURTHER THAT the Township of Oro-Medonte request that the Ministry of Agriculture and Food initiate a program of compensation to livestock owners for predation by these wild animals within Ontario; AND FURTHER THAT this resolution be circulated to all municipalities within Ontario for support." Resolution #C-439-05 Moved by Councillor Robinson, seconded by Councillor MacArthur THAT Correspondence Item D - 17 be referred to the Clarington Agricultural Advisory Committee. "CARRIED" D -18 C10.MO P.M. Madill, Regional Clerk, Region of Durham, advising Council that the Region of Durham on September 7,2005, passed the following resolution: "THAT the Council of the Regional Municipality of Durham sees the Municipal Performance Measurement Program as a gross waste of taxpayers funds serving little or no public purpose and accordingly asks AMO to strongly petition the Government of Ontario to rescind this legislation and that this resolution be circulated to other municipalities for endorsement." Council Meeting Minutes -13- October 11, 2005 COMMUNICATIONS Resolution #C-450-05 Moved by Councillor Schell, seconded by Councillor MacArthur THAT the resolution of the Regional Municipality of Durham pertaining to the Municipal Performance Measures Program be endorsed by the Council of the Municipality of Clarington. "CARRIED" D - 19 F11.GE Bowmanville Professional Building, requesting Council to forgive the cash in lieu of parkland municipal development charge of approximately $6,340.00. They are asking this consideration in view of the fact that they are gifting the municipality land that has a value of $30,800.00. Resolution #C-451-05 Moved by Councillor Schell, seconded by Councillor MacArthur THAT Correspondence Item D - 19 be referred to the Director of FinancefTreasurer and to the Director of Engineering Services to report back to Council. "CARRIED" D - 20 C10.MO Laura Moy, Clerk, Town of Tecumseh, advising Council that the Town of Tecumseh on September 13, 2005, passed the following resolution: "THAT the Ministry of Community Safety and Correctional Services be requested to re-affirm their support of the Community Emergency Response Volunteers (CERV) Funding; AND FURTHER THAT the Ministry of Community Safety and Correctional Services re-instate envelope funding to provide Municipalities throughout Ontario the opportunity to train and certify their residents to ensure that they continue to make communities stronger and safety resilient; AND FURTHERMORE THAT a copy of this resolution be forwarded to AMO, all Ontario Municipalities and local M.P.P.s for support." Council Meeting Minutes -14- October 11, 2005 COMMUNICATIONS Resolution #C-452-05 Moved by Councillor Trim, seconded by Councillor Foster THAT the resolution of the Town of Tecumseh pertaining to the Community Emergency Response Volunteers Funding be endorsed by the Council of the Municipality of Clarington. "CARRIED" NOTICE OF MOTION REPORTS Report #1 - General Purpose and Administration Committee Report - October 3, 2005 Resolution #C-453-05 Moved by Councillor Schell, seconded by Councillor Trim THAT the General Purpose and Administration Committee Report of October 3,2005, be approved. "CARRIED" Report #2 - Report CLD-039-05 - Revisions to Taxi By-law Resolution #C-454-05 Moved by Councillor Foster, seconded by Councillor MacArthur THAT Report CLD-039-05 be received for information. "CARRIED" Council Meeting Minutes -15- October 11, 2005 REPORTS Report #3 - Report EGD-35-05 - Snowmobile Agreement Between the Municipality of Clarington and the Ontario Federation of Snowmobile Clubs and District Three Resolution #C-455-05 Moved by Councillor Robinson, seconded by Councillor Schell THAT Report EGD-35-05 be received; THAT Council approve in principle to enter into an agreement with the Ontario Federation of Snowmobile Club (OFSC) and District Three to formalize the use of existing snowmobile trails located on certain open and unopened road allowances in Clarington; and THAT, subject to input during the Public Meeting, the Mayor and Clerk be authorized to execute the proposed by-law to enter into the agreement with OFSC and District Three when the agreement has been prepared to the satisfaction of the Director of Engineering Services and the Municipality's solicitor and when all conditions of the agreement have been fulfilled by the OFSC and District Three. "CARRIED" UNFINISHED BUSINESS Resolution #C-456-05 Moved by Councillor Robinson, seconded by Councillor Trim THAT the delegation of Gary Goodale pertaining to the extension of Demolition Permit #05-0042 be referred to staff. "CARRIED" BY-LAWS Resolution #C-457-05 Moved by Councillor MacArthur, seconded by Councillor Foster THAT leave be granted to introduce By-laws 2005-193 to 2005-200, inclusive and that the said by-laws be now read a first and second time: 2005-193 being a by-law to amend by-law 84-63, the Comprehensive Zoning By-law for the former Town of Newcastle (Gertrud Tomina) Council Meeting Minutes -16- October 11, 2005 BY-LAWS 2005-194 being a by-law to amend by-law 84-63, the Comprehensive Zoning By-law for the former Town of Newcastle (Ryan Realty Services Ltd.) 2005-195 being a by-law to exempt certain portions of Registered Plan 40M-1929 (Prestonvale Heights Ltd.) 2005-196 being a by-law to amend By-law 2003-133 and to authorize the execution of an Agreement between The University of Ontario Institute of Technology, Durham College. The Greater Toronto Area Transit Authority, The Regional Municipality of Durham, Ajax Pickering Transit Authority, The Corporation of the Municipality of Clarington, Oshawa Transit Commission, and The . Corporation of the Town of Whitby 2005-197 being a by-law to amend By-law 2003-134 and to authorize the execution of an Agreement between The Greater Toronto Area Transit Authority, The Regional Municipality of Durham, Ajax Pickering Transit Authority, The Corporation of the Municipality of Clarington, Oshawa Transit Commission, and The Corporation of the Town of Whitby 2005-198 being a by-law to appoint individuals as Parking Enforcement Officers for Private Property - Cheryl-Ann Herriman 2005-199 being a by-law to appoint individuals as Parking Enforcement Officers for Private Property - Andreas Aschaber 2005-200 being a by-law to appoint individuals as Parking Enforcement Officers for Private Property - Phillip Kellar "CARRIED" Resolution #C-458-05 Moved by Councillor MacArthur, seconded by Councillor Foster THAT the third and final reading of By-laws 2005-193 to 2005-200, inclusive, be approved. "CARRIED" Council Meeting Minutes -17- October 11, 2005 OTHER BUSINESS Resolution #C-459-05 Moved by Councillor Schell, seconded by Councillor Robinson THAT the meeting be "closed" to consider a confidential legal matter. "CARRIED" The meeting reconvened in "open" forum at 9:00 p.m. CONFIRMING BY.LAW Resolution #C-460-05 Moved by Councillor MacArthur, seconded by Councillor Foster THAT leave be granted to introduce By-law 2005-201 being a by-law to confirm the proceedings of the Council of the Municipality of Clarington at this meeting held on the 11th day of October, 2005, and that the said by-law be now read a first and second time. "CARRIED" Resolution #C-461-05 Moved by Councillor MacArthur, seconded by Councillor Foster THAT the third and final reading of By-law 2005-201 be approved. "CARRIED" ADJOURNMENT Resolution #C-462-05 Moved by Councillor Robinson, seconded by Councillor Schell THAT the meeting adjourn at 9:01 p.m. "CARRIED" MAYOR MUNICIPAL CLERK . Introducing a new Municipal Act and a new City of Toronto Act; . Working with municipal leaders to establish the Greater Toronto Transportation Authority; . Improving the quality of language training to assist newcomer settlement in our communities; . Introducing legislation to protect source water; and . Introducing new measures and new legislation to encourage energy conservation. SUMMARY OF CORRESPONDENCE OCTOBER 24, 2005 CORRESPONDENCE TO BE RECEIVED FOR INFORMATION I - 1 Minutes of the Local Architectural Conservation Advisory Committee meeting dated September 20, 2005. (Copy attached) I - 2 Association of Municipalities of Ontario, advising Council that municipal councillors and waste management staff are urged to attend the free Ontario Recycler Workshop to be held on November 3, 2005, to learn more about the Effectiveness & Efficiency Fund and new cost containment measures that will impact their Blue Box programs. I - 3 Greg Martino, Account Manager, Municipal Relations, Municipal Property Assessment Corporation, advising Council that this fall, every property owner in an Ontario municipality will receive a Property Assessment Notice from the Municipal Property Assessment Corporation, indicating the updated assessed value of their property. The Notices have been mailed to more than 184,000 property owners in the Region of Durham. This assessment is based on a January 1, 2005, valuation date and is effective for the 2006 taxation year. I - 4 Minutes of the Clarington Agricultural Advisory Committee meeting dated September 1, 2005. (Copy attached) I - 5 Eva Ligeti, Executive Director, Clean Air Partnership, providing Council with a copy of "Establishment of the Greater Toronto Atmospheric Fund (GTAF): Proposal for a Regional Climate and Clean Air Agency." I - 6 Association of Municipalities of Ontario, advising Council of the following items identified from the Throne Speech: I - 7 Minutes of the Ganaraska Region Conservation Authority meeting dated September 15, 2005. (Copy attached) Summary of Correspondence - 2 - October 24, 2005 I - 8 Carol Grylls, Planning Committee Secretary, Region of Durham, advising Council that the Region of Durham on October 4, 2005, passed the following resolution: "a) THAT Report #2005-P-76 of the Commissioner of Planning be received for information; and b) THAT a copy of the 'Watershed Planning, from Recommendations to Municipal Policies: A Guidance Document-Interim Report' be forwarded to the eight area municipalities for their use and review." I - 9 W.O. Harrison, Acting Chief, Ministry of Community Safety and Correctional Services, updating Council on the Provincial Nuclear Emergency Public Education Program. 1-10 Federation of Canadian Municipalities, advising Council that the Canadian Commission for UNESCO (CCU) is asking municipalities to join a Coalition of Municipalities Against Racism. Municipalities that join will be asked to sign a declaration agreeing to commitments leading to the development and implementation of an action plan against racism. I - 11 Bill McLean, Regional Councillor, Ward 2, City of Pickering, writing to Roger Anderson, President, Association of Municipalities of Ontario, requesting that Mr. Anderson lobby the provincial government, as soon as possible, to allow municipalities to have the ability to man and operate Photo Radar units in their respective communities on residential streets. 1-12 John R. O'Toole, MPP, Durham, advising Council that he has forwarded Clarington's resolution regarding the Nuclear Waste Management Organization Draft Study Report to the Honourable Dwight Duncan, Minister of Energy. CORRESPONDENCE FOR DIRECTION 0-1 Mirka Januszkiewicz, Director of Waste Management Services and Andy Campbell, Director, Solid Waste Management Branch, DurhamlYork Residual Waste Study, advising Council that the Regional Municipality of Durham and the Regional Municipality of York are participating in a joint study to identify a long-term solution to manage the residual solid wastes remaining after diversion. A necessary first step in this process is the preparation of a Terms of Reference, to be approved by the Minister of the Environment, outlining how the EA Study will be completed. A copy of the Draft EA Terms of Reference has been provided to Council and comments will be received until November 8, 2005. (Motion to refer correspondence to the Director of Planning Services) Summary of Correspondence - 3 - October 24, 2005 D - 2 Allan Hewitt, Chair, Clarington Public Library Board, providing Council with a copy of the Newcastle Village Community Library Needs Assessment Study. (Motion to refer correspondence to consideration of Item #14 of Report #1) D - 3 Marvleen Bird, advising Council that she is opposed to the proposed development of a 24-hour Service Station on Liberty Street South, Bowmanville. (Motion to refer correspondence to the Director of Planning Services) D - 4 Michelle Shook, advising Council that she is in support of the Heritage Designation Plan. (Motion to refer correspondence to the Director of Planning Services) D - 5 Joe and Lynne Lemieux, advising Council that they support the Heritage Designation Conservation Plan for their neighbourhood. (Motion to refer correspondence to the Director of Planning Services) D - 6 Anne Lanna, Ontario Community Newspaper Association, requesting nominations for the Ontario Junior Citizen of the Year Awards. The program gives important recognition to outstanding young people in their own cities/towns/villages through their local community in their local community newspaper. (Motion to refer correspondence to the Municipal Clerk for an ad to be placed in the local newspapers) D - 7 Katerina Alexopoulos, Employment Resource Counsellor, John Howard Society, requesting permission to display their banner above King Street, Bowmanville, for four weeks in November advertising their services. The vinyl banner would say "Looking for Work? We can help!" followed by their website address and phone number. (Motion to approve the John Howard Society's request to display a banner on King Street, Bowmanville and to advise Veridian) D - 8 Pam Gilroy, Regional Clerk, Regional Municipality of Niagara, advising Council that the Region of Niagara on September 22, 2005, passed the following resolution: "WHEREAS in December, 2004, U.S. President Bush signed the "Intelligence Reform and Terrorism Prevent Act of 2004 (IRTPA)"; and WHEREAS the IRTPA directed the Secretary of Homeland Security to implement as expeditiously as possible a plan that would require people Summary of Correspondence -4- October 24, 2005 entering the United States to present "a valid passport or another document" to establish identity and citizenship; and WHEREAS the first phase of the program would apply to air and sea crossings by December 31,2007; and WHEREAS the public is encouraged to provide comments to the Department of Homeland Security (DHS) by October 31,2005, including the types of documents which might be used and the economic cost/benefits of such a system; and WHEREAS in 2004, Canada welcomed 34.6 million person-trips from the United States; and WHEREAS The Conference Board of Canada (July, 2005) estimates that from 2005 through 2008, the tourism spending by Americans in Canada will be decreased by $1.7 billion as a result of this initiative; and WHEREAS no economic analysis has been done on the effect on non- tourism industries such as manufacturing and services; this is not just a "tourism issue"; and NOW THEREFORE BE IT RESOLVED THAT the Council of the Regional Municipality of Niagara supports the establishment of cost-effective policies and programs that enhance both the security of the border and facilitates the Cross-Border passage of people and goods, such as Nexus; and further THAT the Council of the Regional Municipality of Niagara does not support the additional requirement of a "passport or another document" in order to cross the U.S./Canada border effective December 31,2006, (air, sea) and December 31,2007, (land) until "another document" that is easily accessible and affordable by all citizens of all ages is completely defined; and fu rther THAT the Council of the Regional Municipality of Niagara proposes economic impact analysis and cost/benefit analysis of this program be carried out with respect to all economic sectors before a final decision and implementation schedule is determined; and further THAT the Council of the Regional Municipality of Niagara supports official public hearings/consultation be held in all affected countries before a final decision and implementation schedule is determined; and further THAT this resolution be circulated to all Municipal, Provincial and border State Governments and to the State Governments of Florida, California, Arizona, New York, Texas, South Carolina, Georgia, Washington, Mississippi and Hawaii requesting their endorsement; and Summary of Correspondence - 5- October 24, 2005 THAT a copy of this resolution be circulated to Niagara's Federal and Provincial Members of Parliament and to their respective U.S. cou nte rpa rts." (Motion for Direction) D - 9 Laura Moy, Clerk, The Corporation of the Town of Tecumseh, advising Council that the Town of Tecumseh on September 27,2005, passed the following resolution: 'WHEREAS pursuant to the Canadian Passport Order (S1/81-86) dated June 24,1981, paragraph 3(f) every passport shall, unless sooner revoked, expire not later than five (5) years from the date on which it is issued; AND WHEREAS pursuant to the Order Amending the Canadian Passport Order (S1/2001-121) dated December 19, 2001, despite paragraph 3(f), where the child is under three (3) years of age, the passport shall expire no later than three (3) years after the date on which it is issued, unless the passport is sooner revoked; AND WHEREAS pursuant to the United States Department of State a United States passport is valid for ten (10) years for persons 16 years of age or older; AND WHEREAS pursuant to the United States Department of State a United States passport is valid for five (5) years for persons 15 years of age or younger; AND WHEREAS the cost of acquiring a Canadian passport for a person over 16 years of age is $87.00; for a child under 3 years of age is $22.00 and for a child 3 to 15 years of age is $37.00; AND WHEREAS in accordance with the United States Government's Western Hemisphere Travel Initiative, citizens of Canada will be required to have a passport or other accepted secure document that establishes the bearer's identity and nationality, by December 31,2006, in order to enter the United States by air and sea travel, and, by December 31,2007, in order to enter the United States at all land border crossings, as well as air and sea travel; NOW THEREFORE BE IT RESOLVED THAT the Corporation of the Town of Tecumseh requests the Federal Government to: . Extend the expiration of a passport from not later than five (5) years to ten (10) years form the date of issuance; and . Extend the expiration of passport where the child is under three (3) years of age, from not later than three (3) years to five (5) after the date on which it is issued; Summary of Correspondence - 6- October 24, 2005 BE IT FURTHER RESOLVED THAT the Corporation of the Town of Tecumseh requests that the cost of acquiring passports be maintained; AND FURTHER BE IT RESOLVED THAT a copy of this resolution be circulated to the Minister of Citizenship and Immigration, the Honourable Joe Volpe, Federation of Canadian Municipalities, the Association of Municipalities of Ontario, Ontario Municipalities, County of Essex, our local MP's and MPP's." (Motion for Direction) D - 10 John Craig, CMO, President, Association of Managers, Clerks and Treasurers of Ontario (AMCTO), requesting Council's support for the position that AMCTO has taken on Bill 123, the Transparency in Public Matters Act, 2005. The proposed rules in Bill 123 include: . All meetings must be open to the public subject to exceptions similar but not identical to those in the Municipal Act; . Minutes must be in sufficient detail to inform the reader of any deliberations engaged in not just decisions made, as prescribed by the Municipal Act; . Any person may challenge council decisions on procedural grounds by making a complaint to the Information and Privacy Commissioner; and . The Commissioner may issue orders voiding any decisions, recommendation or action made at a meeting whose procedures fall short of the requirements of the act. AMCTO is requesting Council to adopt a resolution endorsing their position, which is that municipalities should be removed from the list of public bodies subject to Bill 123 and that any openness and transparency issues that the Province wants addressed for municipalities should be addressed through the Municipal Act review. (Motion for Direction) D - 11 Association of Municipalities of Ontario, requesting Council to approve the following resolution pertaining to Bil/123, Transparency in Public Matters Act, 2005: 'WHEREAS the provincial Standing Committee on Regulations and Private Bills is currently debating Private Members Bill 123 the Transparency in Public Matters Act; and WHEREAS the proposed legislation includes municipal council and committees; and WHEREAS the proposed legislation adds requirements to notice provisions, open meetings, minutes, forms of meetings, among other matters all of which are addressed in the Municipal Act, which would create confusion for council, administration and the public; and Summary of Correspondence - 7 - October 24, 2005 WHEREAS the Municipal Act is currently under review and is being informed by input from the municipal and private sectors among others; and WHEREAS AMO and others have urged the Standing Committee to remove any reference to municipal councils or council committees from this legislation and allow transparency and accountability issues to continue to be regulated under the Municipal Act; THEREFORE BE IT RESOLVED that the Municipality of Clarington urges the Minister of Municipal Affairs and Housing to vote against the Bill if the reference to 'municipal councils' is not deleted in the Bill as reported by the Standing committee; and that John O'Toole, MPP, and all provincial members of the legislature be advised of the lack of this Council's support for the inclusion of 'municipal councils' in Bill 123." (Motion for Direction) D -12 Christine Drimmie, Policy and Research Advisor, Region of Durham, requesting Council to adopt the following resolution: 'WHEREAS the Ontario Municipal Board was created to resolve municipal land use issues at a time when municipal governments were small and had limited planning expertise; AND WHEREAS the role and mandate of the Ontario Municipal Board have not been significantly altered in response to increased municipal planning skills or expanded municipal responsibilities for land use planning under the Planning Act; AND WHEREAS the Ontario Municipal Board has broad planning powers and can make decisions in the absence of a full municipal review of a planning application and can overturn local planning decisions; AND WHEREAS Ontario Municipalities invest significant resources in staff time, legal and other associated costs in establishing and implementing local planning policy; AND WHEREAS there is growing concem from municipalities and citizens that the decisions of the Ontario Municipal Board are eroding local planning authority; AND WHEREAS there have been numerous Council Resolutions, municipal reports and reports from planning professionals and academics advocating reform of the Ontario Municipal Board; AND WHEREAS the GTA Task Force on OMB Reform, an informed group of municipal representatives and staff, after study and consultation, made practical recommendations for improvements to the planning appeal process; Summary of Correspondence - 8 - October 24,2005 AND WHEREAS the Ontario Government has indicated their intention to introduce legislation enacting significant reforms to the OMS and the planning appeal process in the Fall 2005 session of the Legislature; NOW THEREFORE SE IT RESOLVED THAT the Council of the Municipality of Clarington endorses the recommendations of the Report of the GTA Task Force on OMS Reform dated March 7, 2003, and urges the Province to enact OMS reforms by the end of 2005; AND FURTHER SE IT RESOLVED THAT this resolution be circulated to the Attorney General, the Minister of Municipal Affairs and Housing, local MPPs and the Chair of the GT A Task Force on OMS Reform." (Motion for Direction) 1-1 LOCAL ARCHITECTURAL CONSERVATION ADVISORY COMMITTEE MUNICIPALITY OF CLARINGTON Minutes of Meeting September 20, 7:00 PM MEMBERS PRESENT: Victor Suppan David Reesor Karin Murphy Jennifer Knox Andrew Kozak Karina Isert Johanna deBoer Cathy McKee Clayton Mo REGRETS: PLANNING STAFF: Faye Langmaid Bruce Howarth ADOPTION OF MINUTES 05.23 ndrew Kozak pted as amended. Faye Lang . present plan to LACA of the Draft HC be held on Septe and their effectiven distributed. n update on the proposed heritage conservation district newsletter was distributed at the end of August and a copy ailed the second week of September. An open house will t. The HCD Plan will be presented along with planning tools A summary of changes to the Ontario Heritage Act will also be The District Steering Committee has not reached a consensus on which set of planning measures are most appropriate for the neighbourhood. They have agreed on the basic alternatives. These are: . Status quo and recommended architectural guidelines . Demolition control and recommended architectural guidelines . Heritage conservation district designation -~'--- Minutes of LACAC Meeting: September 20, 2005 Page 2 Council directed staff to prepare the Plan and hold a public meeting to obtain public comments. That public meeting will be held before the General Purpose and Administration Committee on October 3rd. Staff's recommendation will be to refer the report back to staff. The District Steering Committee will be meeting on September 27th. Their role was to assist the Planning Department with the preparation of the HCD Plan. They may, however, choose to make a recommendation to Council. A recommendation from the LACAC is not requested at members are encouraged to attend the open house and t the public comments are submitted and the Plan has a recommendation from the Committee should be f the final staff report. 's point. All LACAC ic meeting. After all eviewed by the LACAC o staff for inclusion in BUSINESS ARISING Inventorv Update The LACAC members are stilling co inventory. Most members anticip completed by the October meeting. the additions to the heritage e their assignments of the reconstruction of the CORRESPONDEN d to submit nominations for the Heritage Community ifferent categories and the municipality can submit . Fo candidates were considered: yaltsan, owners of the Massey Factory he Tyrone Mill Jennifer Knox requested that her nomination be deferred until next year. 05.24 Moved by Clayton Morgan, seconded by Jennifer Knox THAT the Massey Factory be nominated for the Heritage Community Recognition Program under the Built Heritage category. "CARRIED" Minutes of LACAC Meeting: September 20, 2005 Page 3 05.25 Moved by Andrew Kozak, seconded by Karin Murphy THAT the Tyrone Mill be nominated for the Heritage Community Recognition Program under the Cultural Heritage category. "CARRIED" SUB-COMMITTEE REPORTS t theJJ d of September or early October. At next month's an will report on a restored house on Concession 8 that he Ne m LACAC m feels deserv This committee has completed their terms of reference the Ministry of Municipal Affairs. Bowmanville Communitv Improvement Plan Committee 407 Committee CHO Research C FINANCIAL REPO The closing LACAC balance for March 2005 totaled $865.67. 05.26 Moved by Karina Isert, seconded by Karin Murphy THAT the financial report be accepted as presented. "CARRIED" . Minutes of LACAC Meeting: September 20, 2005 Page 4 NEW BUSINESS 4510 Hiqhwav No.2. Newtonville The owner of this property in interested in heritage designation. The LACAC members were requested to drive by and asses the property over the next month. 05.022 Moved by Jennifer Knox THAT the meeting be adjourned October 18th, 2 Clarington Agricultural Advisory Committee June 9, 2005 1-4 CLARINGTON AGRICULTURAL ADVISORY COMMITTEE MEETING THURSDAY, SEPTEMBER 1, 2005 MEMBERS PRESENT: Tom Barrie Dave Davidson Ted Watson Gary Jeffery Councillor Gord Robinson John Vaneyk Jennifer Knox Eric Bowman Bill Hasiuk Brenda Metcalf Marlene Werry, Durham Region STAFF: Faye Langmaid Sharon Norris ABSENT: Gerald Brown Neil Allen GUESTS: Fred Horvath, Clarington Director of Operations Murray Devitt, Operations Supervisor Larry Postill, Operations Supervisor Bob Genosko, Operations Supervisor Chair called the meeting to order at 7:30 p.m. Welcome and introductions by Faye Langmaid. Adoption of Aqenda 05-24 Moved by Eric Bowman seconded by Ted Watson 'That the Agenda for September 2, 2005 be adopted" "CARRIED" Approval of Minutes Minutes to be amended to indicate that Eric Bowman was present and to incorporate the decision to table Bill Hasiuk's resolution on zoning. 05-25 Moved by Gary Jeffery Seconded by Brenda Metcalf 'That the minutes of the June 9, 2005 meeting be approved as amended." "CARRIED" OPERATIONS DEPARTMENT PRESENTATION Fred Horvath introduced his staff and gave a departmental overview in conjunction with a question period. Presentation Highlights: . Operations placed 3rd in the CNE Garden show for their agriculturally themed entry. . Operations is a reactive department with regards to snow, downed trees, and floods. . Numerous complaints on West Nile Virus regarding grass cutting, puddles and ditching. . Tree-trimming program being revised to be more aggressive with regard to schedule. . Litter and illegal dumping a big problem. . The Municipality does not have a "no pesticide" ban in place, however pesticides are used only when absolutely necessary on municipal property. Discussions on the ban initiative and education on safe use to take place in October or November. Action Items: . Fred asked to bring his tree trimming bucket to the Orono Fair. Dog Strangling Vine . Hydro will spray for the vine, however they must first notify the Municipality. . Roto-tilling agitates the earth and promotes weed growth. . Operations notified of the creeping vine problem on Clemens Road. . Ditches in front of properties can be sprayed by owners. Action Items: . Operations to look into Russian Beetle in the fight against Dog Strangling Vine. Road Side Cutting concerns relayed by Agricultural Committee: . Gord Robinson indicated that road side cutting was a problem for residents as well as low hanging tree limbs. . Concerns with grass cutting relayed to Fred in that the cutting needs to occur sooner (May) to allow the grass to establish itself and combat the weeds. . Bill Hasiuk noted that roads are being missed for grass cutting and that tree cutting is being done improperly, leaving tree limbs shredded. . Bethesda Road, north of cemetery and south of Concession. 7 - dangerous drop not visible due to growth. After Hours Emergencies . Operations never closes, call and leave message for non-emergency items. . For emergencies (e.g. tree across road) call Fire Department dispatch at 905 623 5126 (select option 6) - 30 to 60 minute response time. . Night patrol from 7:00 p.m. is in effect from November to April. Illegal Entranceway . Entrances need approval from the Engineering Services Department. . Illegal entrances are being closed as they do not meet the legal requirements (e.g. no culvert and pavement damage). . A mud mat (2 inches of stone) should be installed for wet weather. . The Municipality is installing culverts below our actual cost. Clarington Agricultural Advisory Committee June 9, 2005 Clarington Agricultural Advisory Committee June 9, 2005 Areas of Concern . The committee relayed areas of concern with road resurfacing at Middle Road between the 6th and yth Concessions, the lack of an adjoining lane for southbound traffic at Regional Road 57 and Longworth and corner curbs at Regional Road 57 and Longworth that cause trouble for farm equipment. . Funds are available to resurface 13-14 km/year. 1 lane of single surface costs $1 O,OOO/km and $35,000/km for double surfacing. . Computer system is used to determine which roads get resurfaced. The attempt is to do the worst roads while performing preventative maintenance on the good roads. . Holt Road has been resurfaced and neighbours feel it was unjustified. . Digging out entrance ways and installing culverts in fields and charging owner $1,000 for the culvert. Action Items: . The Committee agreed to report the trouble spots and submit them to the Operations Department. REPORT ON SPCA RESOLUTION Resolution approved by Council on October 25th, 2004 and forwarded to the Ministry of Agriculture and Food on October 28th. No acknowledgement of receipt received. John O'Toole was copied and wrote a letter to Council and the Ministry. No response from Steve Peters, Honourable Minister of Agriculture and Food. Action Item: Faye Langmaid to send to the new Minister of Agriculture and Food. FARMERS MARKET Farmers Market is funded through the Clarington Board of Trade and runs from June 26 to the last Sunday in October in Newcastle. There are now 16 vendors, 20 stalls. The first Sunday the market closed early as they were sold out. Expansion being considered for next year with the addition of entertainment. Customers have been filling out ballots for the past three weeks now, which are used to determine where customers are coming from. Most are Clarington residents. A sign is in place for exposure from the 401. CORRESPONDENCE/COUNCIL ITEMS Conservation Authorities correspondence regarding award nominees. GTA Action Plan (see attached) COMMITTEE REPORTS Clarinqton Hiqhwav 407 Communitv Advisory Committee No news to report. Next meeting, open to all, is scheduled for Tuesday Sept. 6th. Totten Sims Hubicki and the Project Manager from the Ministry of Transportation will be presenting. DAAC 1. The Productive Rural Landscape Tour is scheduled for September 14th. 89 participants have registered to date. . 2. DEAC working on buffers. MDS does not apply in reverse (if zone amended from Agricultural to Residential). The Region is looking at resolving this provided it is defendable in a court of law. There are no guidelines on pesticides regarding buffers. 3. Tires on the next DAAC agenda. A letter needs to go to Pat Madill, Regional Clerk (Fred Horvath to be copied on correspondence). Federation of Aqriculture - No report Future Aqenda Items Official Plan Amendment and Zoning Amendment Process - Faye Langmaid to organize a presentation for an upcoming meeting. Presentation to include why an amendment is required. Faye to contact Russ Powell to present on the Greenbelt. Mayor Mutton to attend future meeting for a meet and greet. Orono Fair Display - has been the same the last couple of years, augmented by DAAD information. Other Business CLOC Nominations - suggestions included Orono Crown Lands and West Side Marsh. Fundraiser scheduled for Saturday, September 17th at Knox Farms to raise money for 2 autistic children. $3,000/week is required for therapy until they are 6 years of age when the government funding kicks in. Donations of corn for the roast were requested. Tickets are $30/family or a $100 donation (no tax receipts to be issued). Resolution 05-26 Moved by Bill Hasiuk, seconded by Dave Davidson That Gary Jeffrey be appointed to the Pesticide Working Group when formed. 05-27 Moved by Eric Bowman, seconded by Brenda Metcalf 'That the meeting be adjourned." CARRIED Meeting adjourned 9:10p.m. Clarington Agricultural Advisory Committee June 9, 2005 1-7 FA 5/05 GANARASKA REGION CONSERVATION AUTHORITY MINUTES OF THE FULL AUTHORITY September 15, 2005 1. Welcome and Call to Order The Chair called the Full Authority meeting to order at 7:15 p.m. and welcomed all in attendance. MEMBERS PRESENT: John Mutton, Chair - Municipality of Ctarington Forrest Rowden, Vice-Chair - Township of Hamilton Mark Lovshin, Township of Hamilton Charlie Trim - Municipality of Clarington Brian Fallis - Township of Cavan-Millbrook-North Monaghan John Morand - Municipality of Port Hope Raymond Benns - Township of Alnwick/Haldimand Pam Jackson - Town of Cobourg ALSO PRESENT: Linda Laliberte, General ManagerlSecretary- Treasurer Mark Peacock, Watershed Services Coordinator Greg Wells, Planner Linda Ryan, Communications Specialist Press Members of the public ABSENT WITH REGRETS: Cat Morgan - Municipality of Port Hope Bill MacDonald - Town of Cobourg ALSO ABSENT: Dave Marsh - City of Kawartha Lakes 2. Disclosure of Pecuniarv Interest None. 3. Minutes of Last Meetinq FA 40/05 MOVED BY: Charlie Trim SECONDED BY: Forrest Rowden THAT the Full Authority approve the minutes of the June 16th, 2005 meeting. CARRIED. Minutes FA 05/05 - Page 2 4. Adoption of the Aoenda The Chair advised that there were two additional permits: a) 148/90-798-09/05 (David Barber - Municipality of Clarington) - Outlet restoration b) 148/90-799-09/05 ( Foord & Taylor Ltd., Township of Hamilton) - construction of dwelling and septic; and the presentation c) Ganaraska River Hydraulic Study - Cameco Reach - AMEC is to be removed from the agenda. FA 41/05 MOVED BY: SECONDED BY: John Morand Pam Jackson THAT the agenda be adopted as amended. CARRIED. 5. Deleoations: None. 6. Presentations: a) Ganaraska River Hydrology Study Abe Khademi, P.Eng. from Schaeffers Consulting Engineers presented the Ganaraska River Hydrology Study. A copy of the presentation was distributed to the members. The members asked several questions in regards to the data used and the modelling standards. The data was to provincial standards and the modelling follows provincial guidelines. b) Ganaraska River Hydrology Study, Peer Review Bill Coffey, P.Eng., from Greenland International presented the Ganaraska River Hydrology Study, Peer Review. A copy of the presentation was distributed to the members. Mr. Coffey recommended use of the presented regional storm and probable maximum flood (PMF) flows. FA 42/05 MOVED BY: SECONDED BY: Ray Benns Brian Fallis THAT the Full Authority receive the presentations for information and referred to the next meeting. CARRIED. 7. Business Arisinq from Minutes: None. 8. Chair and General Manaoer/Secretarv-Treasurer Remarks The General Manager reported that the Authority was extremely busy all summer. The fourteen summer students hired had a very busy and productive summer. The water system that has been on hold should be proceeding within the next month. The new 9. Correspondence: FA 43/05 MOVED BY: SECONDED BY: John Morand Mark Lovshin Minutes FA 05/05 - Page 3 windows for the administrative office are being installed the end of next month. As well, Jenny Dai, the junior engineer is on maternity leave and the position has been filled. THAT the Full Authority refer correspondence items 14 and 15 to staff. CARRIED. FA 44/05 MOVED BY: SECONDED BY: John Morand Mark Lovshin THAT the Full Authority receive the correspondence and reply for information. CARRIED. 10. Applications under Ontario Reoulation 148/90: Permits approved by Executive: a) 148/90-772-07/05 (D.M. Wills Associates - Municipality of Port Hope) - improvements to crossing b) 148/90 -777-06/05 (Enbridge- Municipality of Clarington) - gas line servicing c) 148/90 - 778-06105 (Enbridge- Municipality of Clarington) - gas line servicing d) 148/90-782-06/05 (County of Northumberland - Municipality of Port Hope)- culvert replacement e) 148/90-783-06/05 (David Walton-Ball - Municipality of Clarington) - garage construction f) 148/90-784-06/05 (Joseph Sa rick - Municipality of Port Hope) - construction of home addition g) 148/90-786-06/05 (Barb Cline - Town of Cobourg) - construction of home addition h) 148190-787-06/05 (Brian Layng - Municipality of Clarington) - construction of a garage i) 148/90-788-06/05 (William Schmahl - Municipality of Clarington) - construction of a workshop j) 148/90-789-07/05 (Municipality of Port Hope) - reconstruction and upgrade of water treatment plant k) 148/90-790-08/05 (Brookside Youth Centre - Town of Cobourg) - construction of a shed I) 148/90-791-08/05 (Municipality of Port Hope)- installation of dry well - permit attached m) 148/90-792-08/05 (Totten Sims Hubicki - Municipality of Clarington- paving of a trail n) 148/90-793-08/05 (Trans-Northern Pipelines Inc. - Municipality of Clarington) - directional drilling 0) 148/90-794-08/05 (Ian Kelly - Township of Hamilton) - reconstruction of garage p) 148/90-795-09/05 (Evelyne Porter - Town of Cobourg) - construction of single Minutes FA 05/05 - Page 4 dwelling q) 148/90-796-09/05 (Corrie Devereaux - Town of Cobourg) - construction of addition r) 148/90-797-09/05 (Jean Farrell- Town of Cobourg) - construction of a garage s) 148/90-798-09105 (David Barber - Municipality of Clarington) - outlet restoration t) 148/90-799-09/05 (Foord & Taylor Ltd., Township of Hamilton) - construction of dwelling and septic; FA 45/05 MOVED BY: SECONDED BY: Ray Benns Charlie Trim THAT the Full Authority approve the permits issued by the Executive. CARRIED. Permits requiring Full Authority discussion: None 11. Committee Reports: a) Ganaraska Forest Recreational Users Committee minutes FA 46/05 MOVED BY: SECONDED BY: Forrest Rowden John Morand THAT the Full Authority receive the Ganaraska Forest Recreational Users Committee minutes for information. CARRIED. 12. New Business: a) 2005 Budget The General Manager/Secretary- Treasurer presented the 2005 budget to the Full Authority members. FA 47/05 MOVED BY: SECONDED BY: Mark Lovshin Ray Benns THAT the Full Authority approve the 2005 budget. CARRIED. b) Generic Regulations FA 48/05 MOVED BY: SECONDED BY: John Morand Charlie Trim THAT the Full Authority table the Generic Regulations Terms of Reference to the October FA 49/05 MOVED BY: SECONDED BY: Charlie Trim Mark Lovshin Minutes FA 05/05 - Page 5 , ' Full Authority meeting. CARRIED. c) Banking Services THAT the Full Authority approve the Banking Services staff report of September 1, 2005. CARRIED. d) Review of Honorariums, Per Diems, and Mileage FA 50/05 MOVED BY: SECONDED BY: Mark Lovshin John Morand THAT the Full Authority approve the recommendations in the Per Diem, Honorarium and Mileage staff report and, FURTHER THAT the per diem and honorarium levels be reviewed each year in preparation of the budget. CARRIED. e) 2006 Budget Criteria The General Manager-Secretary-Treasurer presented the report to the board members. Ray Benns stated that his municipality would have difficulties with the amount of increase because of the perceived percentage and that the Township of AlnwicklHaldimand deals with two conservation authorities. There was some discussion in regards to the 2006 proposed levy. It was stated that while the members understood the rationale for the increase to the levies to bring the ratio to an equitable level, it was agreed that the municipal councils would need to be informed. Staff were requested to organize an information session and invite municipal councils to attend. FA 51105 MOVED BY: SECONDED BY: Forrest Rowden Brian Fallis THAT the Full Authority direct staff to prepare the 2006 Preliminary Budget in accordance with the 2006 Budget Criteria as presented in the staff report of September 7,2005. CARRIED. 13. Other Business: None. 14. In Camera: None. Minutes FA 05/05 - Page 6 15. Adiourn The meeting adjourned at 8:50 p.m. on a motion by Pam Jackson. CHAIR r9~~PJLCk GENERAL MAN GERI SECRETARY~REASURER Cl&ilJgron REPORT #1 REPORT TO COUNCIL MEETING OF OCTOBER 24, 2005 SUBJECT: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE MEETING OF MONDAY, OCTOBER 17,2005 RECOMMENDATIONS: 1. RECEIVE FOR INFORMATION (a) EGD-036-05 - Monthly Report on Building Permit Activity for August, 2005 (b) FND-016-05 - Property Reassessment Update (c) ADMIN-005-05 - Corporate Health and Safety Program 2. FORTHWITH RECOMMENDATIONS (a) CSD-013-05 - Durham Lives! Physical Activities - Youth Fitness Initiatives (b) Nominees to the Ontario Heritage Foundation Community Recognition Program 3. REZONING TO PERMIT A CONVENIENCE STORE ACCESSORY TO A MOTOR VEHICLES SERVICES STATION THAT Report PSD-122-05 be received; THAT the rezoning application submitted on behalf of Shell Canada Products be referred back to staff for further processing and preparation of a subsequent report; THAT staff examine the feasibility of hours of operation; and THAT all interested parties listed in Report PSD-122-05 and any delegations be advised of Council's decision. CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T (905) 623-3379 Report #1 - 2- October 24, 2005 4. REZONNG TO PERMIT 2 SINGLE DETACHED DWELLINGS APPLICANT: LESLIE CHATHAM THAT Report PSD-123-05 be received; THAT the rezoning application submitted by Leslie Chatham be referred back to staff for further processing and preparation of a subsequent report; and THAT all interested parties listed in Report PSD-123-05 and any delegations be advised of Council's decision. 5. VALLEYS 2000 ONGOING FUNDRAISING AND FINANCIAL SUPPORT THAT Report PSD-124-05 be received; THAT the $50,000 interest free loan to Valleys 2000 (Bowmanville) Inc. be deemed a grant; and THAT Rev. Frank Lockhart, Chair of Valleys 2000 be advised of Council's decision. 6. APPLICATION FOR REMOVAL OF HOLDING SYMBOL APPLICANT: PORT OF NEWCASTLE MARINA VILLAGE LTD. THAT Report PSD-125-05 be received; THAT the application submitted by Port of Newcastle Marina Village Limited, to remove the Holding (H) symbol be approved and that the by-law attached to Report PSD-125-05 to remove the Holding (H) symbol be passed and a copy forwarded to the Regional Municipality of Durham; and THAT all interested parties listed in Report PSD-125-05 and any delegations be advised of Council's decision. 7. APPLICATION FOR REMOVAL OF HOLDING SYMBOL APPLICANT: TRULLS ROAD FREE METHODIST CHURCH THAT Report PSD-126-05 be received; THAT the application submitted by Barry-Bryan Associates (1991) Ltd. on behalf of Trulls Road Free Methodist Church, to remove the Holding (H) symbol be approved and that the by-law attached to Report PSD-126-05 to remove the Holding (H) symbol be passed and a copy forwarded to the Regional Municipality of Durham; and THAT all interested parties listed in Report PSD-126-05 and any delegations be advised of Council's decision. Report #1 - 3 - October 24, 2005 8. MONITORING OF THE DECISIONS OF THE COMMITTEE OF ADJUSTMENT FOR THE MEETINGS OF SEPTEMBER 22 AND OCTOBER 6, 2005 THAT Report PSD-127-05 be received; THAT Council concurs with the decision of the Committee of Adjustment made on October 6, 2005 for applications A2005/036, A2005-0040 and A2005-0041 ; and THAT Council concurs with staff that an appeal by the Municipality of the decision made by the Committee of Adjustment on September 22, 2005 for A2005/037, is not warranted. However, should an appeal be lodged by another party, that Staff be authorized to defend its original recommendations. 9. LAKERIDGE HEALTH OSHAWA CARDIOVASCULAR PREVENTION AND REHABILTATION PROGRAM THAT Report CSD-015-05 be received; THAT Council endorse the Community Services Department role as a partner in the Lakeridge Health Oshawa Cardiovascular Prevention and Rehabilitation Program; and THAT the interested parties be informed of Council's decision. 10. PROPOSED TAXI BY-LAW THAT Report CLD-040-05 be received; THAT, provided there are no significant issues raised at the public meeting, the by-law attached to Report CLD-040-05 be forwarded to Council; and THAT all interested parties listed in Report CLD-040-05 and any delegations be advised of Council's decision. 11. PROPOSED PEDDLERS BY-LAW THAT Report CLD-041-05 be received; THAT, provided there are no significant issues raised at the public meeting, the by-law attached to Report CLD-041-05 be forwarded to Council; and THAT all interested parties listed in Report CLD-041-05 and any delegations be advised of Council's decision. Report #1 -4- October 24, 2005 12. HANDI TRANSIT GRANT THAT Report FND-015-05 be received; THAT Handi Transit Incorporated be provided with a supplementary operating grant of $10,000, to be financed from the Clarington Transit Reserve Fund; and THAT Handi Transit Incorporated be notified of Council's decision. 13. PRESENTATION, NORMA KENNEDY, CHRISTIAN HORIZONS THAT the presentation from Norma Kennedy, Christian Horizons be referred to the Manager of Communication and Marketing. 14. DELEGATION NEWCASTLE VILLAGE COMMUNITY LIBRARY BRANCH THAT the recommendations contained in the "Newcastle Village Community Library Needs Assessment Study - Final Report September, 2005" be endorsed in principle, including the recommended size, site criteria and the priority rankings of sites; and THAT the Memorial Park site be the Clarington Public Library Board's preferred site for a new Newcastle Branch Library. 15. RESCHEDULING OF MEETINGS THAT the schedule of the Council and General Purpose and Administration Committee meetings be amended by rescheduling the November 7,2005, General Purpose and Administration Committee meeting to be held on November 14, 2005, at 9:30 a.m. 16. RATIFICATION OF "CLOSED" MINUTES THAT the actions taken at the "closed" meeting be ratified. REPORT #2 Cl~_n REPORT OPERATIONS DEPARTMENT Meeting: COUNCIL Date: October 24, 2005 Report #: OPD-014.05 File#: By-Law #: Subject: HAMPTON POND RECOVERY PROJECT Recommendations: It is respectfully recommended Council approve the following recommendations: 1. THAT Report OPD-014-05 be received; 2. THAT Council approve the request of $15,000 based on the matching donation from Central Lake Ontario Conservation Authority; 3. THAT $8,000 of the required funding be taken from the 2006 Operations budget account numbers 100-36-380-10240-7112 and 100-36-325-10115-7516; 4. THAT the remaining $7,000 be drawn from General Capital Reserve; and 5. THAT the Central Lake Ontario Conservation Authority and the Hampton Citizen's Association be advised of Council's decision. ('. ., .j Reviewed by. ~.-::::~ Submitted by: -~/ Fre orvat _. B.A., R,.D.M.R, RRF.A. Director of Operations Franklin Wu, Chief Administrative CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L 1 C 3A6 T (905) 263-2292 F (905) 263-4433 REPORT OPD-014-05 PAGE 2 BACKGROUND AND COMMENT: At the Council meeting held September 26, 2005, Council referred the correspondence from the Hampton Citizen's Association regarding a request for financial assistance for the Hampton Pond Recovery Project (Attachment #1). At the Council meeting held October 11 , 2005, Council also referred the correspondence from the Central Lake Ontario Conservation Authority to staff (Attachment #2). The Hampton Pond Recovery Project is a collaborative effort between the Hampton Citizen's Association, Central Lake Ontario Conservation Authority and the Municipality of Clarington. The recovery project will restore and protect the Hampton Pond which is a natural wetland in the Hampton Valley Lands. The project will rehabilitate more than 19 acres of conservation lands for public recreation and enjoyment. The project was originally estimated at $160,000 based on the concept plan submitted by Cosburn Giberson and endorsed by Council on March 25, 2002. The project was tendered in 2003 and the results exceeded the funds in hand to award the contract. As a result, the Hampton Citizen's Association, CLOCA and staff worked together to reduce the scope of work with the hopes of bringing it in line with their budget. One small wetland cell was eliminated and the depth of the open water pond was reduced. Any further reduction in the scaling down of the scope of work would compromise the original intent of the project. The Citizen's Association has worked hard over the past years to raise adequate funding for the project. REPORT OPD-014-05 PAGE 3 To date, the following has been raised: Province of Ontario Trillium Grant TD Friends of Environment Wetland Habitat Fund Hampton Citizens Fundraising Total $75,000.00 5,700.00 5,000.00 (pledged) 10.000.00 $95.700.00 Fundraising efforts are still continuing in the Community, but they will not raise sufficient funds to cover the estimated project costs of $120,000. As Council is aware, the Central Lake Ontario Conservation Authority has donated $15,000 pending matching funds from the Municipality of Clarington. The Project Committee also received a grant of $37,000 in funding from EcoAction, but at that time, was unable to secure the funding. It is the intent of the Committee to pursue this again to assist with final landscaping and public interpretation work. The Operations Department Staff has reviewed with the Director of Finance the possible financing of the request for $15,000 in order that the Committee can move ahead with the revisions to the plans in order that they can issue a tender call. There is a possibility that the Municipality can utilize some of the fill for their maintenance activity. This would amount to approximately 750 cubic metres which is estimated at $8,000. This can be taken from the 2006 Operations Budget account numbers 100-36-380-10240-7112 Ditch and Shoulder Maintenance and 100-36-325-10115-7516 Park Improvements. The balance required of $7,000 is proposed to be financed from the General Capital Reserve Account. REPORT OPD-014-05 PAGE 4 The Director of Finance has reviewed the funding requirements and concurs with the recommendation. Queries with respect to department needs, specifications, etc. should be referred to the Director of Operations. If Council cannot provide financial assistance at this time, the Association would have to consider the future of this project and take appropriate action. Attachments: Attachment #1 - Hampton Citizen's Association Attachment #2 - Central Lake Ontario Conservation Authority ATTACHMENT NO.: 1 REPORT NO.: OPO-014-05 ':;:1 r -, ~~o?H~~ .;....."'i: .~ , Hampton Citizen's Association July 7, 2005 RECEIVED Municipality of Clarington 40 Temperance Street Bowrnanville, ON LlC 3A6 AGENDA SEP - 2 2005 Attention: Mayor Mutton and Members of Council MUIlICiPAt;ry OF CU..i<fNGTON L~ MAYOR'S OFFICE --~....~. . '-."1' Re: HamDton Pond Recoverv Proiect On behalf of the members of the Hampton Citizen's Association I am writing to request your consideration for funding a small portion of the cost of our Hampton Pond Recovery Project. The Hampton Pond Recovery Project is a collaborative effort between the Hampton Citizen's Association as manager of the project, Central Lake Ontario Conservation as property owner, and the Municipality of Clarington as property manager. The Hampton Citizen's Association was founded in 1987 by a group of volunteers dedicated to improving the physical, social and natural life in the community. Since inception the association has contributed to the improvement of the community through many activities and events. The Hampton Pond Recovery Project will restore and protect the Hampton Pond, a natural wetland in the Hampton Valley Lands that was converted to a millpond over a century ago and destroyed by flooding in 1983. The project will rehabilitate more than 19 acres of conservation lands for public recreation and enjoyment. An offline pond and wetland are will be created to attract wildlife. Native trees will be planted and nesting boxes will be installed in the area to improve fish and wildlife habitat. Multiple use trails will be constructed. Educational signs along the trails will offer insight into wetlands, wildlife and the natural environment of the area. Iiampton Pond Recovery Project - Fund Raising Trillium Grant TO Friends of Environment Wetland Habitat Fund HCA Fundraising Hamoton Hall $75,000 $ 5,700 $ 5,000 $10,000 $ 8.000 I ~ ---- =i ~... ._-- (pledged) (oledged) Approximate funds available: $103,700.00 i~-'- .,.,..... 0'- We have also applied to the EcoAction program and were awarded $37,000 in fundin~,~;; ~ I J. ~e--: unable to secure this funding because at that time we were unable to guarantee that~". 1.lJ w~.u U~ . ~t -... -1 - I' completed in its entirety. We believe that we would be successful in reapplying to EcoAction for additional funding to assist with final landscaping and public interpretation work. The project cost was originally estimated at $160,000. We have reduced the cost of the project by eliminating one small wetland cell, and by reducing the depth of the open water pond. We believe that scaling the project down any further would compromise the fmal product. Our new estimate of cost is $130,000. We request that the Municipality of Clarington consider a donation of $15,000 to the Hampton Pond Recovery Project. The project has been developed with the cooperation of Clarington staff, and will not only be a great community project, but will also add to the attractiveness of Hampton and the Municipality of Clarington. I hope this project appeals to your interest and you will consider offering your financial support. Please do not hesitate to contact me should you require additional information. Thank you for your help with this worthwhile project. I look forward to hearing from you. Sincerely, Brian Seaton, Project Manager Hampton Citizen's Association Central Lake Ontario Conservation ATTACHMENT NO.: 2 REPORT NO.: OPD-014-05 'M 2:09:40 100 Whiting Avenue Oshawa, Ontario l1 H 3T3 Tel: (905) 579-0411 Fax: (905) 579-0994 P-I~ r .e,r ~~.r . Web: www.cloca.com Email: mail@cloca.com Member of Conservation Ontario September 23, 2005 Municipality of Clarington 40 Temperance Street . Bowmanville, ON LlC 3A6 Attention: Fred Horvath Dear Mr. Horvath: Subiect: Hamnton Pond Recoverv Proiect. CLOCA IMS File: LHPKl During the Central Lake Ontario Conservation Authority Board of Directors meeting of September 20. 2005. Staff Report #4549-05 (attached) was received, and the following recommendation was adopted: "THAT Staff Report #4349-05 be receivedfor information: THAT staff be directed to continue to work with the Municipality of Clarington and Hampton Citizens Association to implement the Hampton Pond Recovery Project; and, THAT a donation of $15,000.00 be made to the Hampton Citizen's Association for the Hampton Pond Recovery Project from the Central Lake Ontario Conservation Fund, pending 11Ultching funding from the Municipality of Clarington." CARRIED We understand that the Hampton Citizen's Association has provided a similar request for support directly 10 the municipality. We look forward to the Municipality's response to this request, and our future work on the Hampton Pond Recovery Project. Yours truly, ~~ , '-\:.; f~O!5ri~IAc.fno. , OtHl:."t........_ ~_~. . ___,_,,_ "'" :~~:~~~~~\- COPIES TO: R. Perry Sisson, P.Eng. Director, Engineering and Field Operations RPS/ms Encl. cc: Brian Seaton, Hampton Pond Recovery Project Citizen's Assoc. P.L. Barrie, Clerk, Municipality of Clarington Councillor Jim Schell, Municipality of Clarington Councillor Pat Pingle, Municipality of Clarington s:eng\letters\claring8.doc --.' ~--., --~ s:-:-~~;~~ ~._ lVhat we do on the land is mirrored in the water. Z6~ ~.,' . J. REPORT CENTRAL LAKE ONTARIO CONSERVATION AUTHORITY DATE: FILE: SR.: MEMO TO: September 14, 2004 LHPKl 4549-05 APPROVED BY C.A.O. The Chainnan and Members, CLOCA Board of Directors FROM: R. Perry Sisson, Director - Engineering and Field Operations SUBJECT: Hampton .Conservation Area and Hampton Pond Recoverv Proiect The following is a progress report and update for the above captioned project. Members may recall the initial information reports (SR. 4208-01 and 4274-02) received by the Board in September 2001, and April 2002, whereby the following resolution was passed: "THAT Staff Report #4274-02 be received for information, and that swff be directed to continue to work with the Municipality of Clarington and Hampton Citizens Association to implement the Hampton Pond Recovery Project, and that the long-term maintenance agreement (By-law #2002-043) be executed with the Municipality ofClarington." This project has progressed through concept plan development, public input and review, property survey, geotechnical evaluation, detailed design and approval, and tender preparation. Staff from the Municipality of Clarington and CLOCA have assisted the HCA through these processes, and the municipality will manage the contract administration for construction, and conduct long-term maintenance for the area. . As noted in the attached letter, the Hampton Citizen's Association have raised funds for this project with assistance from funding programs such as the Wetland Habitat Fund, and the Trillium Foundation. They have raised approximately $100,000.00 for the project. The project design has been scaled back, to reduce the project cost from approximately $160,000.00 to $130,000.00 in an attempt to bring the project within the available funding. The Committee. agrees that the any further reduction in the scale of the project would significantly compromise the purpose of the pond construction. At the same time, fund raising opportunities appear to be exhausted, and the Committee fears that it will be necessary to abandon the project if the remaining funding cannot be reached in the near future. The Committee have made requests to CLOCF and the Municipality of Clarington for $15,000.00 each. If these donations are approved, the fundraising would match the construction cost estimate. The Central Lake Ontario Conservation Fund currently has funds available that could be used for this project. Goodyear Canada previously made a donation to the Fund for work within lhe Bowmanville Creek watershed. This donation could be used toward the Hampton Pond Recovery Project. RECOMMENDATION: THAT SwfJ Report #4349-05 be receivedfor i1iformation: THAT swff be directed to continue to work with the Municipality of Clarington and Hampton Citizens Association to implement the Hampton Pond Recovery Project; and, THAT a donation of $15,000.00 be made to the Hampton Citizen's Association for the Hampton Pond Recovery Project from the Central Lake Ontorio Conservation Fund, pending matching funding from the Munidpality of Clarington. RPSlms SUMMARY OF BY-LAWS OCTOBER 24, 2005 BY-LAWS 2005-202 being a by-law to amend by-law 84-63, the Comprehensive Zoning By-law for the former Town of Newcastle (Port of Newcastle Marina Village Ltd.) (Item #6 of Report #1) 2005-203 being a by-law to amend by-law 84-63, the Comprehensive Zoning By-law for the former Town of Newcastle (Trulls Road Free Methodist Church) (Item #7 of Report #1) 2005-204 being a by-law to regulate, govern taxi and limousine businesses in the Municipality of Clarington and to repeal By-law 2004-254 (Item #10 of Report #1) 2005-205 being a by-law to regulate, govern and licence Peddlers within the geographic limits of the Municipality of Clarington, and to repeal By-law 92-230 and its amendments (Item #11 of Report #1 ) 2005-206 being a by-law to authorize an agreement between the Corporation of the Municipality of Clarington and Ontario Federation of Snowmobile Clubs - District Three and Ontario Federation of Snowmobile Clubs (approved by Council on October 11, 2005) ~n MEMO CLERK'S DEPARTMENT To: Mayor Mutton and Members of Council From: Patti L. Barrie, Municipal Clerk Date: October 19, 2005 Subject: Peddler's By-law At the General Purpose and Administration Committee, there was discussion of amending the proposed Peddler By-law to allow for residents to hold yard sales on two consecutive weeks, but still no more than four in one year (the by-law attached to the report prohibits people from holding more than one yard sale in a four week span). If it is Council's wish to amend the by-law accordingly, it will be necessary to pull Item #11 from Report #1 and pass the following amending resolution: "THAT the foregoing resolution be amended by adding a new second paragraph as follows: THAT the by-law attached to Report CLD-041-05 be amended to limit the number of yard sales permitted per property, per calendar year, to four, and that these yard sales be scheduled in such a manner that no more than two are scheduled and held in any 21 day period." I have prepared the by-law in both ways so that it will be ready for passage on Monday night, pending Council's direction. .,{2/ / /' . Patti L. Barrie, A.M.C.T. Municipal Clerk CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L 1C 3A6 T 905-623-3379 F 905-623-6506 /JfVJ REPOH I 1/;1 Cl~ilJgron REPORT PLANNING SERVICES Meeting: COUNCIL Date: Monday, October 24, 2005 Report #: PSD-128-05 File #: BP#05.0042 By-law #: Subject: EXTENTION OF DEMOLITION PERMIT APPLICANT: GARY GOODALE RECOMMENDATIONS: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report PSD-128-05 be received; and 2. THAT the request by Mr. Gary Goodale for extension of the period in which two dwellings are permitted on one lot, be extended for an additional six months to April 24, 2006. d~~ Cuz Reviewed by: \ Franklin Wu, Chief Administrative Officer Submitted by: Da Id Direct ----- Crome, M.C.I.P., R.P.P. of Planning Services BH/CP/DJC/df 20 October 2005 CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L 1C 3A6 T (905)623-3379 F (905)623-0830 REPORT NO.: PSD-128-05 PAGE 2 1.0 APPLICATION DETAILS 1.1 Applicant/Agent: Gary Goodale 1.2 Location: 4754 Reid Road, Orono Part Lot 11, Concession 4, former Township of Clarke 2.0 BACKGROUND 2.1 Section 3.24 b) of the Municipality of Clarington Zoning By-law 84-63 permits a temporary dwelling unit to be located on a lot for a period of six months while a permitted dwelling is being constructed. The temporary dwelling is to be removed at the expiration of the six month period, or when the new dwelling is occupied. This same provision of the By-law allows Council to approve an extension for the temporary living quarters for a period exceeding the six months originally granted. 2.2 Mr. Goodale submitted a Letter of Undertaking, dated April 25, 2005 as part of the building permit process. This letter stated that he would "One month before the expiry date, request Council's approval to exceed the six month period should it be necessary to complete the construction of the new Single Detached Dwelling." 2.3 On April 25, 2005, together with the issuance of the building permit for a new single detached dwelling and demolition permit for the existing dwelling (built in 1870), permission was granted to Mr. Goodale to continue using his existing dwelling for a period of six months while constructing his new residence at 4754 Reid Road. 2.4 Gary Goodale appeared before Council on October 11, 2005 requesting an extension of Demolition Permit #05-0042. As it appeared Mr. Goodale's request related to a building permit matter, the item was referred to Engineering Services Department. 3.0 COMMENTS 3.1 A Letter of Undertaking allows the construction of a new residential dwelling on the same property as an inhabited existing dwelling for a period of six months. The zoning by-law otherwise restricts the number of single detached dwellings permitted on a lot to one. 3.2 Subsequent to Mr. Goodale's appearance at Council, he has advised that a six month extension is requested due to financial limitations. The security of $13,150.00, posted with the Municipality along with the undertaking described above has made it difficult financially difficult to hire contractors and he is unable to meet the six month deadline doing the construction work himself. REPORT NO.: PsD-128-05 PAGE 3 3.3 As of October 17, the following inspections have been completed: . Backfill . Footings . Plumbing Rough-in 3.4 Construction has been uninterrupted on the new single detached dwelling. The duct and electrical work should be completed shortly and ready for inspection, followed by the vapour barrier and septic system inspections. 3.6 With Council approval, the temporary living quarters may be used for a period not exceeding six months but must be removed once the time period approved by Council expires or with the occupation of the new dwelling. 4.0 RECOMMENDATIONS 4.1 Staff recommends that in accordance with Section 3.24 b) of Zoning By-law 84-63, a six month extension to the temporary living quarters be approved provided that Mr. Goodale signs a new Letter of Undertaking to inhabit the existing Single Detached Dwelling during the construction period of the new Single Detached Dwelling. The extension will expire April 24, 2005. Interested parties to be notified of Council and Committee's decision: Gary Goodale \ . . Clw:mglOn REPORT ENGINEERING SERVICES Meeting: Council Date: Monday, October 24, 2005 Report #: Addendum to EGD-50-04 File#: By-law #: Subject: PORT DARLINGTON WATERFRONT PARK CONCEPTUAL MASTER PLAN RECOMMENDA nONS: It is respectfully recommended that Council approve the following: 1. THAT this Addendum to Report EGD-50-04 be received; 2. THAT Council approve the revised Conceptual Master Plan for the East Beach portion of the Port Darlington Waterfront Park; 3. THAT all interested parties listed for this report and any delegations be advised of Council's decision. Submitted by: ~ A.S. Cannella, C.E.T. Director of Engineering Services a J. Crome, M.C.I.P.,R.P.P. Director, Planning Services O~~(Sl~ Reviewed by: Franklin Wu Chief Administrative Officer ASC/PW/jo October 19, 2005 CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L 1C 3A6 T (905)623-3379 F (905)623-0830 ". Addendum to EGD-50-04 Page 2 1.0 PURPOSE 1.1 As reported to General Purpose and Administration Committee on November 1, 2004 (Attachment 1) staff had developed a conceptual master plan for the Port Darlington Waterfront Park. T he conceptual master plan, was approved by Council at its meeting of November 8, 2004. 1.2 Port Darlington Harbour Company and Wiggers Custom Yachts have indicated that all of their property on the East Beach is required for their business. In addition to the feedback from the Port Darlington Harbour Company and Wiggers Custom Yachts, the citizen feedback received during public reviews in November 2004 has assisted in the preparation of the revised plan. 1.3 The purpose of this report is to recommend an update to the east beach portion of the Port Darlington Waterfront Park Conceptual Master Plan (attachment 2) in light of staff's review of these comments and decisions taken by Council respecting COPA #39. 2.0 BACKGROUND 2.1 At the October 25th, 2004 meeting of Council, staff were authorized to prepare appropriate amendments to the Port Darlington Neighbourhood Secondary Plan, among other things to facilitate the creation of larger, more usable park space as a focal point on the waterfront. A statutory Public Meeting was held on November 15, 2004 at which a number of residents appeared before committee with questions as to the details of the park plan and traffic management issues. 2.2 On November 1, 2004, staff presented the Port Darlington Waterfront Park Conceptual Master Plan to the Port Darlington Community Association. On November 4, 2004, staff presented the Plan to residents of the Port Darlington community at the Bowmanville Community Forum. During these meetings, it appeared that while there are questions regarding the details, timing and cost of Addendum to EGD-50-04 Page 3 the park development there is general consensus that the park is desirable and will be a highly used municipal asset. 2.3 On January 1yth, 2005 the Municipality approved an amendment to the Port Darlington Neighbourhood Secondary Plan (COPA #39) which provides for the shifting of East Beach Road north from its present location. This will reduce the area now designated Village Commercial by the Secondary Plan which is in place. Two amendments have been made to COPA #39 to address objections made by Port Darlington Harbour Company, Wiggers Custom Yachts and Mr. Glen Ransom (By-laws 2005-070 and 2005-101). The revised plan recommended in this report is consistent with COPA #39. 3.0 MASTER PLAN REVISIONS 3.1 The park elements proposed on the original master plan for the East Beach include a large central gathering node constructed near the waters edge at the south extension of Port Darlington Road. This space would be used for special events such as concerts in the park, fireworks displays, art exhibits, etc. A nautically themed children's playground, water play area, washroom building, and concession stand are also proposed for this portion of the park. Large open green spaces would be provided for picnicking or informal play. All of these elements have been preserved in the revised Conceptual Master Plan by shifting eastward the proposed park uses that encroached on the lands owned by Port Darlington Harbour Company and Wiggers Custom Yachts. The shift does not delete any of the significant features of the Conceptual Master Plan. The plan has also been revised to include park uses on the existing municipal lands on the west side of Port Darlington Road. They add approximately .64 ha to the East Beach portion of the park. The addition of these lands to the master plan allows for the relocation of parking away from the remaining residential area Addendum to EGD-50-04 Page 4 on East Beach Road. The proposed parking lot on the original master plan was one of the most significant concerns expressed by residents of East Beach Road. Moving it away from the residential area will free up more green space close to the lake and will also reduce vehicular traffic in the vicinity of the remaining homes on East Beach Road. The plan also illustrates the existing alignment of East Beach Road and Port Darlington Road as well as the proposed realignment of East Beach Road. 4.0 CONCLUSIONS 4.1 It is recommended that Council approve the revised East Beach portion of the Port Darlington Waterfront Park Conceptual Master Plan. Attachments: Attachment 1 - EGD-50-04 Attachment 2 - Revised East Beach Master Plan Interested parties to be notified of Council's decision: Glenn Ransom Maria and Alvarina DeLemos Cauchon/Abugara Port Darlington Harbour Company Port Darlington Community Association Kevin Taylor Rose Savage Scott Lumley Chris Williams Stephen Waque Shane Raymon Michael Melling Report #: EGD-50-04 File#: By-law #: ATTACHMENT NO.: 1 REPORT NO.: Addendum to EGD-50-Q4 REPORT ENGINEERING SERVICES Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Date: Monday, November 1, 2004 Subject: PORT DARLINGTON WATERFRONT PARK - CONCEPTUAL MASTER PLAN RECOMMENDATIONS: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Council approve in principle the Conceptual Master Plan for Port Darlington Waterfront Park near the mouth of Bowmanville Creek. 2. THAT staff proceed to obtain input from the public on the Conceptual Master Plan 3. THAT staff include the implementation of Phase 1 of the Port Darlington Waterfront Park for consideration in the 2005 capital budget and forecast. /JCta1VlA II Submitted by: A.S. Cannella, C.E.T. Director of Engineering Services ." . t _.. ,(J 0 " I' "J . .~tC, ~^~ '" '----" . L Reviewed by: Franklin Wu, Chief Administrative Officer v . Crome, MCIP, R.P.P. Director of Planning Services ASC/PW/jo CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOVVMANVILLE, ONTARIO L 1C 3A6 T 905-623-3379 F 905-623-0830 REPORT NO.: EGD-50-04 PAGE 2 1.0 INTRODUCTION In July 2000, Council approved a Land Acquisition Strategy for the Municipality of Clarington and subsequent updates in May of 2002 (PSD-044-02) and June of 2004 (PSD-093-04). A Financial Analysis was prepared to evaluate the financial viability and funding sources for the Land Acquisition Strategy (Report PSD-043-02). The Financial Analysis report concluded that acquisition needed to be scheduled over a 20 year period. Since, that time a number of properties have been obtained and we now have sufficient lands to begin some development of the Bowmanville waterfront for parkland. Council has since June of 2004 approved the acquisition and/or expropriation of the . lands necessary to develop Phase 1 of the Port Darlington Waterfront Park on the East Beach. To provide Council with a vision of what the final build out of the park development would look like, Engineering Services has had a conceptual master plan prepared for all of the lands identified in the Acquisition Strategy regardless of the land acquisition timing priority. From this conceptual plan the Phase 1 development plans can be developed for implementation in 2005 or 2006 subject to funding. 2.0 OVERVIEW OF THE WATERFRONT STRATEGY The Clarington Waterfront Strategy (1993) was prepared to provide a long-term vision for Clarington's waterfront. The Strategy identified, among other things, the lack of active and passive/recreation opportunities along the waterfront. Much of the Lake Ontario shoreline was impeded by large land owners, such as St. Marys Cement, Cameco, Darlington Nuclear Generating Station, Wilmot Creek Retirement Community and large agricultural operations. To provide more public open space the Strategy identified three district parks, one in each of the three Urban Areas, focal nodes and areas of interest along the waterfront. District parks in Newcastle Village and Bowmanville were centered around the existing harbours. The district park for Courtice was identified at the bottom of Courtice Road. Two passive recreation areas were identified, one around the Wilmot Creek in Newcastle and the other around Bowmanville Marsh in Bowmanville. The Waterfront Trail, focal nodes, and areas of interest associated with the trail will be contained within a greenway of linear parks along the waterfront. (See Attachment 1) The recommendations within the strategy provided the basis for waterfront policies in the Clarington Official Plan, adopted in 1996. In the Clarington Official Plan the district parks are identified with District Park symbols, and the greenway as "Waterfront Greenway. or in some instances "Environmental Protection". REPORT NO.: EGD-50-04 PAGE 3 3.0 PROGRESS OF THE BOWMANVILLE WATERFRONT LAND ACQUISITION AND PARK PLANS 3.1 Overview In 1999, approximately 45 hectares (111 acres) of land in and adjacent to the Bowmanville and Westside Marshes were secured by the Municipality of Clarington as a result of negotiations with Blue Circle Cement (now St. Marys Cement) to save a portion of the Westside Marsh. These lands were subsequently transferred to Central Lake Ontario Conservation Authority. A management plan is being prepared jointly by the Municipality and CLOCA to ensure the ecological functions of the marshes are not lost as a result of future quarrying by St. Marys Cement. The plan will also provide opportunities for passive recreational uses. The residents and Council were recently invited on a tour in the summer of 2004 to view the works which are nearing completion. The Municipality leases a portion of the Bowmanville Harbour Conservation Area from CLOCA. A Conceptual Plan was prepared in 2000 which recommends improvements to the boat launch, parking lot, Waterfront Trail and fish cleaning station. New play areas and a lookout are also proposed. The improvements total $1.14 million dollars. One third funding has been approved in the SuperBuild program. The implementation of these improvements are contingent on receiving the balance of funds in the 2005 capital budget. A District Park is designated at the mouth of the Bowmanville Creek for both the east beach and west beach. The Port Darlington Harbour Company (PDHC) currently owns the lands on both the east and west of Bowmanville Creek. The Municipality has been in negotiations with PDHC for sometime. The PDHC lands on the East Beach are included in the long-term acquisition strategy however at this time acquisition is not crucial to the first phase of park development. In addition, accommodating marine industry in Bowmanville Harbour is desirable from both economic and public interest aspects (e.g. an active waterfront is desirable). The Municipality has been acquiring lands on the south and north side of East Beach Road to provide for sufficient depth to the park and ancillary facilities such as parking and washrooms, etc. As such, the Municipality has prepared a design concept that can be phased in overtime and in relation to which lands will ultimately be publicly accessible. In addition, funds should be allocated in the capital budget to begin implementation such as grading, parking, seating and some plantings. 3.2 Waterfront Trail The Waterfront Trail is generally located within the Waterfront Greenway and links the District Parks. focal nodes and other areas of interest together. The total length of the trail is 31 kilometers (19 miles). Opportunities to move the trail off road and closer to the water are sought through development of lands, or by other means such as leases and licenses agreements. For the "Waterfront Greenway", in the Clarington Official Plan the intention was to have the Waterfront Trail integrated within the open space on the lake side of the roadway. REPORT NO.: EGD-50-04 PAGE 4 3.3 Bowmanville/Westside Marshes Management Plan CLOCA and the Municipality have been working on a Management Plan for the Bowmanville and Westside Marshes since 2001; as part of this plan a report regarding the dynamic beach and how it should be managed in the West Beach Area has been prepared. The draft report recommended that "Due to the extreme severity of the hazards (Le. potential loss of life)" CLOCA and the Municipality continue with the long term acquisition strategy of this area. In addition, the recreational activities recommended for this West Beach and Bowmanville Marsh are passive in nature and promote the restoration of the dune area along West Beach to maintain the barrier between the lake and marsh. 3.4 Conceptual Master Plan for Port Darlington Waterfront Park A Conceptual Master Plan has been prepared to provide a VISion for the future development of the waterfront in Port Darlington. The physical barrier of the Bowmanville Creek divides the park into two distinct sides. Each side presents different opportunities for park development. The West Beach side contains the marsh and a sand beach with level access to the waters edge. The East Beach side has a shoreline that is elevated from the waters edge and existing uses such as the marina, condominiums, and Bobby C's restaurant. The Conceptual Master Plan takes advantage of the physical features of each site to create a district park that will provide a variety of recreational opportunities for residents of Clarington and beyond. 3.4.1 East Beach Side (Attachment 2) The east side of the creek would contain the active use areas of the park. It is proposed that a large central gathering node be constructed near the waters edge at the south extension of Port Darlington Road. This space would be used for special events such as concerts in the park, fireworks displays, art exhibits, etc. A nautically themed children's playground, water play area, washroom building, and concession stand are also proposed for this portion of the park. Open green spaces would be provided for picnicking or informal play. The Lake Ontario Waterfront Trail would pass through this section of the park. Initially when the Secondary Plan for Port Darlington was being developed (1992) it was assumed that there would be adequate room south of the existing East Beach Road for the district park development; however, detailed development of the park plan and an examination of the existing and potential road alignments have yielded a much more usable park space, that will accommodate the anticipated activities in the park by shifting the road to the north. REPORT NO.: EGD-50-04 PAGE 5 Because the surrounding land is higher than the lake, direct access to the waters edge is limited on the east side of the creek. Walkways and waterfront lookouts would be constructed parallel to the lake along the top of the bank. Steps down to a waters edge platform would be constructed. A small beach at the west end would provide direct access to the waters edge. The architectural features throughout Port Darlington Waterfront Park, including buildings, shelters, lights and site furniture would be designed to match the architectural style of Victorian era Port Darlington. It was during this period that Port Darlington was an active summer resort. The activity and vitality of the east portion of the park would complement the existing residential, commercial. and marina uses just north of the park. Clarington's Official Plan includes a Village Commercial block along the south side of the Regional Water Treatment plant. This block could be developed with shops, artisan's studios and restaurants. The village commercial buildings would also screen the view of the Regional Plant from the park and provide the opportunity to create rooftop patios overlooking the lake. 3.4.2 West Beach Side (Attachment 3) The proposed parkland on the west side of the Bowmanville Creek will be much more passive in character and will complement the beaches and marshes that dominate the landscape on the west side. The sand beach will be the main attraction of the west beach portion of the park. The north edge of the west beach portion of the park will include nature trails along and through the marsh as well as interpretive signage and opportunities to launch non-motorized boats and canoes in the open water of the marsh. A waterfront promenade and waterfront lookouts are proposed along the north edge of the beach. Beach volleyball courts could be constructed between the beach and marsh. The volleyball courts could be used for informal play or programmed tournaments. Since the washrooms and playground on the east beach side are not easily accessible to the west beach it is proposed that a washroom building and children's playground also be constructed on the west beach side of the park. This area would also provide a neighbourhood park function for residents. The Bowmanville Creek is a barrier to pedestrians moving between the east and west portions of the park. The number and size of boats entering and leaving the lake at the mouth of the creek would make building a bridge at this location very difficult and expensive. This master plan proposes a boardwalk that connects the west portion of the park to the marsh trails on CLOCA's land. Pedestrians would follow the marsh trail north and cross the creek at a proposed bridge to the Bowmanville Waterfront Recreation Area that is scheduled to be built in 2005. A bridge at this location is not currently part of the 2005 project. Including a bridge in the project would create a more direct pedestrian connection between the east and west portion of Port Darlington Waterfront Park and between the Bowmanville Waterfront Recreation Area and Port Darlington Waterfront Park. Using a barge to transport people from the west beach to the east beach as was done in the early 1900's is also an option. REPORT NO.: EGD-50-04 PAGE 6 4.0 CONCLUSIONS AND RECOMMENDATIONS 4.1 The framework to create publicly accessible waterfront has been established in the Clarington Waterfront Strategy, Clarington Official Plan and the Land Acquisition Strategy. The financial analysis provided a timeframe for the acquisition of waterfront lands and the financial means to acquire such lands. The acquisition of waterfront land was identified by Council as a priority, the timeframes established in the various strategies and studies have guided staff in their recommendations to Council and land acquisitions. We are now at the point where some development of the Port Darlington Waterfront Park is possible. 4.2 At this time it would be prudent for Council to approve in principal the Conceptual Master Plan for Port Darlington Waterfront Park so that the first phase of development can be carried out within a future context for further acquisitions and phases of development. While it is desirable to have public input prior to Council endorsement of a park master plan, staff is seeking Council endorsement at this time as the Masterplan has an impact on private property and prior to meeting with the Port Darlington Community Association. . 4.3 The first phase of development for the district park is conceptual only and will have to be detailed prior to construction. A cost estimate for the development of the detailed design and construction will submitted for consideration in the 2005 Capital Budget. If approved, the project could be started in 2005 or 2006. Attachments: Attachment 1 - Attachment 2 - Attachment 3 - Map of Active and Passive/Recreational Areas in Clarington East Beach Plan West Beach Plan iI ,\ '1~~J , . J'f'O-' " "a,,~"'.-' , "----, 1\ ~\ "" it \ ,"""'. , { ~ 'ill ~, "I' " ~I I ' ~~~, i ~II """ I ,~n , ----' I ;/ I \ 'I:' '1\ } 0'" ; " 0' . , \' ... ~ <::' -~ .\ , \ \, ~ ./ \ \ / J,_" _w~ , ~. U ~ .,.~,..,"-;-: I.. ~c ..... ~ I D~"'~~ .,./,- <( I _ ~ ' .... ~ ~ LJe'",':':O ,~< ", \ ~,~ ;... I Ii' ~ . . .t ~,., , ' ~ , , ,\ , , , ,..' -i-' .;:, ~ C : ... ,9 - ~ ~ ~ ~ e ~. '1: u u u o~ ::q ,.. .Z - u 2< ~ ,_ "'1l '- c ..::J ~ U~ ';ji . ~ ~ " \' \' ' ~ o ~ ~~ E .E .- ~ ~- ~~ ~ ::::;_ c _'- 0 '- ~.- ~ll.. 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J ~ ."'.......... , I : --------, -.--,----..-:j ". ~ -,', '.'..,.,_.. i --,._-..{ :--'''---l ...........J - I i\ILW~ The Clarington Public Library Board is pleased to forward the followingl1)otions, :, .... approved at its September 28/05 meeting, to the Municipality of ClaringtO'rn:'5otifie!l'ml"llS""'" approval: 1. October 5, 2005 Ms, Patti Barrie, Clerk Council of the Municipality of Clarington 40 Temperance Street Bowmanville, ON L1C 1A6 Dear Ms. Barrie: Re: Newcastle Village Library Needs THAT the recommendations contained in the "Newcastle Village Community Library Needs Assessment Study- Final Report September, 2005" be endorsed in principle, including the recommended size, site criteria and the priority rankings of sites, and 2, THAT the Memorial Park site be the Clarington Public Library Board's preferred site for a new Newcastle Branch Library The Clarington Public Library requests to be a delegation at the October 17th General Purpose and Administration Committee of Council. Gail Rickard, Library Board member, will be the spokesperson and Todd Brown of Monteith Brown Planning Consultants will be present to answer questions. The Clarington Public Library Board began this study of library needs in Newcastle in April 2005 with the hiring of Monteith Brown Planning Consultants. The process involved two public meetings, a staff meeting, extensive research on key socio-demographic and library trends, service/space needs analysis, development of site criteria and evaluation of nine sites, and preliminary cost estimates for both capital and operating costs. The following are the key recommendations from the Study: 1. Develop a 9,665 sq ft branch library in Newcastle with a building and site designed to accommodate future expansion(s), A branch of 14,065 sq ft is projected by 2025. 2. Increase the collections from 22,350 items to 36,550 as the Newcastle and area population grows 3. Increase the staff complement and provide longer hours of operation .~ . 4. Proceed with the preferred site being Memorial Park (which should allow for parkland to remain). 5. Alternatively, consider the proposed Community Centre site, should maintaining Memorial Park as parkland be a priority 6. Retain an architect to develop a design and formalize capital costs. The library design should allow for long-term programmatic flexibility and future library expansion(s). 7. As the timing for the design and development of the new Community Centre in Newcastle is currently underway, a decision regarding site selection for the Newcastle Village Community Library location should be made expeditiously in the event that the Community Centre site is determined to be the chosen site for the library. Preliminary project funding requirements for a 9665 square foot library are estimated at $2,535,555, with an annual operating budget of approximately $338,494. This project has been identified in the Municipality's Development Charges study, with 90% of 50% of its capital costs being funded from development charges. The Director of Finance has indicated that the method of financing would be to debenture the capital cost, and to recover the appropriate funds through the Development Charges process at an appropriate future date. The schedule for any other future library capital project may be delayed by the timing of this Newcastle Community Library building project. The Library Board will submit this project with related costs and the appropriate financing through the 2006 capital budget process. The Library Board is excited about this initiative and hopes that these recommendations will meet with the Council's approval so that the Library can move forward, working with the municipality, to build a dynamic new facility that will improve library services for the residents of Newcastle. Yours sincerely, v~vd-Jf Allan Hewitt, Chair Clarington Public Library Board Enel: Report, " Newcastle Village Community Village Library Needs Assessment Study-Final Report September 2005" ." ....- ..... .- I Clarington Public Library Clarington Public Library NEWCASTLE VILLAGE COMMUNITY LIBRARY NEEDS ASSESSMENT STUDY September 2005 FINAL REPORT Preoared for: Clarington Public Library Preoared bY: Monteith Brown Planning Consultants Libraries in Transition Maclennan Jaunklans Miller Architects ~~ Monteith-Brown planning consultants I TABLE OF CONTENTS Section Executive Summary..........................................................................................................................) Paqe Section 1 1.1 1.2 1.3 1.4 Section 2 2.1 2.2 2.3 2.4 Section 3 3.1 3.2 3.3 3.4 Section 4 4.1 4.2 4.3 4.4 4.5 4.6 4.7 4.8 Section 5 5.1 5.2 Section 6 6.1 6.2 6.3 6.4 Section 7 7.1 7.2 7.3 Section 8 Appendix A: Appendix B: Appendix C: Introduction .............................................................................................................1 Purpose..........................................................................................................00.m_ 0000 1 Context..................................._......................................mn..n..............................._...1 The Newcastle Village Community Library Building....................................................2 Study Process ...........................................................................................................3 Key Socio-Demographic & Library Trends.............................................................4 Municipal-wide Population......................_..................................................................4 Newcastle Village Community Library Service Area........._.........................................5 Library Trends ........_......................................................................................... .... 000007 Implications of Trends ........_........................................................_.._._..000__....._____..._.11 Public & Stakeholder Consultation.......................................................................13 Community Forum I Public Meeting........................._................................................13 Workshop with Library Stall..................................................................................... 16 Final Public Meeting.............................__.................................................................16 Summary of Consullation............._........................................................................... 16 Library Services & Programs................................................................................17 Overview.........................................................._......_...............................................17 Programs and Services for Children and Teens....................................................... 19 Adult Programming I Meeting and Program Room...................................................20 Services to Seniors..........................................................................._..........._........0021 Reference & Research Services...........................___................................................22 Role of T echnology.n._..n........................................n_._m.....m.................................23 Impact on Slaffin9...nmnm....._..........................n..m_.____m.......................................23 Partnership Potential................................................................................................24 Library Space Needs .............................................................................................26 Library Service Level.......................................................................................... .....26 Indoor Space Requirements - Proposed Newcastle Village Community Library........27 Site Criteria & Evaluation......................................................................................32 Background........m..........................._........._.m....m.................................................32 Modified Site Evaluation Criteria...................n____m..................................................33 Description of Potential Sites................................._._...m............................m..........35 Site Evaluation & Priority Ranking........................................._m.___.______.___..____n_n__m40 Cost Estimates.......................................................................................................41 Capital Funding ______ ______0000000. 0000. _..... ._... ........... _ _00000_ _ ___000_ .___000.... ...... .......___... _____ 00...41 Capital Cost Estimates.....................m__m_mm.m.................................................... 41 Operating Cost Parameters.. ..... ..... ................. ......... ....... _000_000. _ .000000. _..000.__000 00000 0000042 Conclusions & Recommendations .......................................................................44 Site Selection Matrix and Evaluation Children's & Teen Programs and Services Best Practices Bibliography I EXECUTIVE SUMMARY The purpose of this Needs Assessment Study is to provide the Clarington Public Library with a clear strategy for the location, general size/design, services/service improvements and cost estimates of a new Community Library in Newcastle Village. A time frame of 10 to 20 years (to the years 2015 and 2025) is considered in this Study. Clarington has experienced - and will continue to encounter - rapid population growth, which creates the need to expand and improve library services and facilities. Several other factors strongly influence the provision of library services including: escalating service expectations and budget pressures; emerging trends and issues in the library services; and a willingness to engage public and non-profit agencies in partnership agreements to improve the provision of library facilities and services in order to maximize limited library resources. The service area for the Newcastle Community Library is considered to include the Newcastle Village and the surrounding rural and settlement areas. At present, there are approximately 9,660 people within the service area. Population growth projections indicate a population of 14,635 people by the year 2015 and further growth to 21,730 people by the year 2025. During the communitv consultation process, a number of key considerations were identified. Foremost was the need for the library to be located in a highly accessible location, with an expressed preference for a central or downtown location. Requests for additional library space were highlighted by need for more collections, expanded children and youth areas, more computers and internet connections, provision of quiet study space, and a multi- purpose community / program room. The determination of space needs for the new library considered both per capita standards and major facility component space requirements. The latter approach specifically considered collections space, electronic resources, user and library staff spaces, program space, special use areas and non-assigned space (e.g. entrance, etc.) and, therefore, provides a more reliable estimate of needs. Based on the assessment of space needs, 9,665 square feet of library space was determined to be appropriate for the development of a new community library to serve the Newcastle service area over the next 10-years (to the year 2015). By 2025, a total of 14,065 square feet of library space could be required to serve the Newcastle Village area. Newcastle Village Community Library Needs Assessment Study - FINAL REPORT Prepared by Monteith Brown Planning Consultants (September 2005) The Consulting Team, along with key Library Staff, identified the following sites for consideration for the new community library (in no particular order): .:. Newcastle Community Hall (King Avenue West) .:. Former IGA Store (King Avenue West) .:. Land immediately west of CIBC (King Avenue West) .:. Former Box Factory, Ground Floor (King Avenue East) .:. Memorial Park (King Avenue East) .:. Old Fire Hall Site (King Avenue East) .:. Newcastle Memorial Arena (Caroline Street) .:. New Community Centre Site (Rudell Road) An initial evaluation that included a series of mandatory elements (e.g., minimum lot size, location within Village boundaries, reasonable site availability, etc.) reduced the number of potential sites down to three. Additional criteria were then established for evaluating the remaining sites and a weighting and scoring system was developed to assist in ranking the locations. The criteria relate to the following matters: .:. location and access; .:. focal point potential; .:. site development potential; .:. community compatibility; .:. known constraints; .:. planning approval status; .:. availability of site; .:. expansion potential; .:. amenity opportunities; and .:. enhanced design potential. Evaluation of the short-listed sites against the criteria resulted in the following preferred sites, in order of ranking: #1 Memorial Park #2 New Community Centre Site #3 Land immediately west of CIBC A Public Meeting was held in September to present the findings of the draft report, including the short-listed sites. The public were supportive of the study findings with a strong preference to a location in the downtown (core area) of Newcastle. Strengthening and revitalization of the core, developing a new library that 'architecturally' enhanced the downtown and good accessibility were key points identified. Newcastle Village Community Library Needs Assessment Study - FINAL REPORT Prepared by Monteith Brown Planning Consultants (September 2005) ii CaDital cost estimates associated with the Newcastle Village Community Library were determined as follows: 9,665 square foot library = approximately $2,535,555 14,065 square foot library = approximately $3,680,655 The capital costs include the library building, site development, furnishings and equipment, fees and expenses, and project contingency. Not included are site acquisition costs (if required) or material collection costs (e.g., books, multi-media, etc.). Note that the cost estimates assume that the library would be built in one phase, that it would be a stand-alone building, and that the site would be generally free from any construction barriers. Should the library be built as part of the Rudell Road Community Centre, it is possible that a cost efficiency of approximately 10% could be realized. Working in co-operation with Clarington Public Library administration, current and future oDeratina budaets for the Newcastle Village Community Library were developed: Current (2005) Estimated (9,665 sf library) Revenue $6,230 $9,769 Expenses $181,027 $338,494 The following are the kev recommendations of this Study: 1. Current and anticipated population growth in Newcastle Village will create significant additional demands for local library seN/ces - the only way to meet these needs is through the development of a larger community library. In fact, the existing library is under increasing pressure to serve its patrons as the existing space is too small. As soon as possible and feasible, the Clarington Public Library should begin development of a 9.665 sauare foot community librarv to replace its current location on Mill Street. A library of this size is designed to accommodate a population of approximately 14,635; current population forecasts indicate that Newcastle and surrounding area will achieve this population around the year 2015 and will continue to grow to 21,730 by 2025. It is estimated that the year 2025 population will require approximately 14,065 square feet of library space. 2. A larger community library in Newcastle will require additional staff and collections resources. It is recommended that the new library institute longer operating hours and that it be staffed with a full-time librarian, a full-time clerk, and several part-time personnel. It is also recommended that the library's collections be increased by 62% over time (to approximately 36,600 items), with increased emphasis being placed on multimedia, magazines, and young adult collections. To assist in achieving this Newcastle Village Community Library Needs Assessment Study - FINAL REPORT Prepared by Monteith Brown Planning Consultants (September 2005) Iii objective, the materials budget should be increased and brought in line with comparable libraries. 3. Given future growth projections, it is imperative that the Clarington Public Library plan for the expansion of the proposed library by selecting a site that is large enough to accommodate long-term needs. It is recommended that the site evaluation criteria contained in this report be adopted. It is further recommended that the Library Board and Municipality give serious consideration to developing the new library on the Memorial Park site, which scored the highest out of the three short-listed sites using the evaluation criteria. As an alternative, the new community centre location is the second highest ranked site. 4. The design of library buildings and how people use library services is constantly changing. It is recommended that the Clarington Public Library develop a "Iibrarv oroaram" that defines the specific programmatic and space components of the new Newcastle Village Community Library, giving consideration to the design considerations outlined in this report (e.g., a program room, electronic resource centre, quiet study space, collaborative study room, self check-out area, etc.). This should involve the retention of an architect to develop a design and formalize capital cost estimates. 5. As the timing for the design and development of the new Community Centre in Newcastle is currently underway, a decision regarding site selection for the Newcastle Community Library location should be made exoeditious/v in the event that the Community Centre site is determined to be the chosen site for the library. Newcastle Village Community Library Needs Assessment Study - FINAl REPORT Prepared by Monteith Brown Planning Consultants (September 200S) iv I SECTION 1: INTRODUCTION 1.1 PURPOSE The purpose of this Needs Assessment Study is to provide the Clarington Public Library with a clear strategy for the location, general size/design, services/service improvements and cost estimates of a new Community Library in Newcastle Village. A time frame range of 10 to 20-years (to the year 2015 to 2025) is considered in this Study. Clarington has experienced - and will continue to encounter - rapid population growth which creates the need to expand and improve library services and facilities. In addition, other factors have influenced the provision of library services including: escalating service expectations and budget pressures; emerging trends and issues in the library services; and a willingness to engage public and non-profit agencies in partnership agreements to improve the provision library facilities and services in order to maximize limited library resources. Through consultation with stakeholders, library staff and the general public, this Study explores the community's service expectations and identifies potential partnership opportunities. The primary intention of this exercise is to develop a strategy that will allow the Library to move forward with selecting a suitable site and developing a financing strategy for a new community library in the Newcastle area. 1.2 CONTEXT The Clarington Public Library operates a Main Library located in Bowmanville and three branch libraries: Clarke Branch (in Orono), Courtice Branch (Courtice Community Centre in Courtice), and the existing Newcastle Village Community Library (in Newcastle). The Newcastle VillaQe Communitv Librarv serves the village as well as the surrounding rural areas and nearby hamlets. The four locations of the Clarington Public Library combine for a total of 37,565 square feet of space. Together, the four branch library locations offer a collection of over 160,000 items; have an annual circulation of over 590,000 items; and had a 2004 program attendance level of 17,000 people. The Library has 54 staff (with 13 being full time and 41 being part time). The Library provides 77 Internet stations and several electronic databases. Newcastle Village Community Library Needs Assessment StUdy - FINAL REPORT Prepared by Monteith Brown Planning Consultants (September 2005) Page 1 The future need for a new community library in Newcastle has been apparent for some time and the Library Board has attempted to facilitate a move a number of times, but to no avail. The current Development Charges Background Study identifies the capital construction of a new community library in Newcastle in 2007-2008, with much of the funding coming from future years (as the majority of growth in the area is anticipated to occur post-201 0). To provide a framework for guiding the future provision of library services, the Clarington Public Library developed a StrateQic Plan in 2004. In addition to identifying strengths, weaknesses, opportunities, and threats, as well as examining trends and developing a vision, the Strategic Plan developed a series of goals, strategic directions and action plans. One of these goals is to "provide high quality, attractive and accessible faciiities that serve as a gathering place and the informational heart of our communities". 1.3 THE NEWCASTLE VILLAGE COMMUNITY LIBRARY BUILDING The Newcastle Library was originally established in 1923 as a memorial to those residents that served and fell during World War I. Originally known as the Newcastle Memorial Library, until 1990 it was housed in the Newcastle Community Hall. With regional government restructuring, the Bowmanville and Clarke Public Libraries joined with the Newcastle Public Library to form the Clarington Public Library. In April 1990, the Newcastle Village Community Library was re-Iocated to 50 Mill Street North behind the Newcastle Community Hall where it remains today. The Library shares leased space within a commerciai plaza with a drug store. Both uses share a paved parking lot adjacent to the building. In addition, there is a municipal parking lot located to the east (across Mill Street) and along the streets in the vicinity. The move to the current location had originally been viewed as a temporary situation expected to last 5 to 10 years. The population of Newcastle has nearly doubled since the library moved into its current leased space in 1990. Now 15 years later, the library is experiencing pressures for more space and increased levels of service and program offerings. The library currently has 3,239 registered borrowers. The Newcastle Village Community Library is open Tuesdays to Saturdays (inclusive) and closed on Sundays and Mondays. The Library is essentially an open-concept floor design containing a circulation desk at the front entrance. Public washrooms and the staff workroom are located to the rear of the space. There are a number of small pods of computers (with Internet connections). Study space is integrated throughout the space and generally located adjacent to the various collections (e.g., pre-school, school-aged children, junior fiction and non-fiction, adult paperbacks, adult fiction and non-fiction, etc.). There are Newcastle Village Community Library Needs Assessment Study - FINAL REPORT Prepared by Monteith Brown Planning Consultants (September 2005) Page 2 also three study carrels located to the far rear corner of the space. There is no separate program/meeting space, so programs (such as story time) are held within an open space area adjacent to the front windows. At the staff workshop and public open house undertaken for this study (see Section 3), the foliowing limitations of the existing building were identified: space, size and content of collections, lack of parking, lack of visibility, limited programming, too few public hours, too few computer workstations, and no community room. 1.4 STUDY PROCESS A work plan was specifically designed to develop recommendations for the future space and service needs of the Newcastle Village Community Library. The following are the key tasks to be undertaken for the Study: .:. Background Data Review .:. DemographicslTrends Research .:. Library Staff Workshop .:. Community Forum/Public Meeting .:. Library Space Needs Assessment .:. Program/Service Opportunities .:. Site Assessment .:. Partnership Opportunities .:. Cost Estimates .:. Public Meeting .:. Preparation of Draft & Final Report Monteith Brown Planning Consultants Ltd., along with Libraries in Transition and MacLennan Jaunkalns Miller Architects, were retained to assist the Library in undertaking this Study. The Consultants reported to the Library Board and key Library Staff. Newcastle Village Community Library Needs Assessment Study - FINAL REPORT Prepared by Monteith Brown Planning Consuttants (September 2005) Page 3 I SECTION 2: KEY SocIa-DEMOGRAPHIC & LIBRARY TRENDS Current and future population figures and demographic compositions play an integral role in determining local library needs. This section includes a communitv orofile that identifies and assesses the socio-demographic characteristics influencing the need for future library facilities and services in the Newcastle area. Changes in library usage patterns and resource requirements also influence space and program needs. To assist in determining the optimal size of the new community library and its specific space needs, this section also identifies kev trends affectinq Iibrarv desiqn and service deliverv and assesses these trends for the applicability to Newcastle. Additional information on trends can be found in the Library's 2004 Strategic Plan. 2.1 MUNICIPAL-WIDE POPULATION The Municipality of Clarington has experienced significant growth over the past fifteen years (a period when the population more than doubled - see Figure 2-1). Residents of the Municipality enjoy the benefits of commuting to the large employment centres west of Clarington without having to deal with the often higher property costs of these areas. Clarington also has significant natural amenities as it is bounded on the south by lake Ontario. Clarington's current 2005 population is estimated at 80.000 oeoole. Figure 2-1: Historical Population of Clarington Clarington, Historical Population (1986-2001) 75,000 70,000 65,000 l: 60,000 o :; 55,000 ii. 50,000 o D.. 45,000 40,000 35,000 30,000 1986 1991 1996 2001 Year Source: Statistics Canada, Census Data Newcastle Village Community Library Needs Assessment Study - FINAL REPORT Prepared by Monteith Brown Planning Consultants (September 2005) Page 4 Based on data provided by the Municipality of Clarington's Development Charges Study (prepared by Clayton Research), the forecasted growth adjusted to Census years between 2001 and 2021 projects an almost 78% increase in population (see Figure 2-2). Overall, it is anticipated that Clarington's total population by the year 2021 will be nearly 124,100 residents, an increase of over 54,000 people from 2001. Clarington's long-term forecast suggests a total of 150,000 people by the year 2031. Figure 2-2: Projected Population for Clarington Projected Population Growth (2001-2021) 130,000 120,000 c 110,000 o :;:: 100,000 .!!! a 90,000 o Il.. 80,000 70,000 60,000 2001 2006 2011 Year 2016 2021 Source: MBPC (2005) adjusted data based on 2004 Development Charges Study 2.2 NEWCASTLE VILLAGE COMMUNITY LIBRARY SERVICE AREA Newcastle is the smallest of the three major urban centres in Clarington (Bowmanville and Courtice being the others). Although the Newcastle village area has an estimated 2005 population of 8,000 residents, there are residents from the surrounding rural areas and the nearby hamlets that also utilize the community library in Newcastle. According to the Development Charge Study projections, it is anticipated that the Village of Newcastie's current population will grow modestly over the next few years (until about 2010). After this period, the population growth is expected to increase substantially, reaching approximately 18,000 by 2021 and 21,090 by 2031 (see Figure 2-3). For the purposes of this Study, within a 10-year planning horizon, the projected population is expected to reach 12,400 people (year 2015), while a 20-year planning horizon is projected to reach 19,220 people (year 2025). These figures do not include the adjacent rural populations. N.ewcastle Village Community Library Needs Assessment Study - FINAL REPORT Prepared by Monteith Brown Planning Consuttants (September 2005) Page 5 Figure 2-3: Projected Population for the Village of Newcastle Newcastle Projected Population 22,500 20,000 l: 17,500 o "" 15,000 ..!!! ii. 12,500 ~ 10,000 7,500 5,000 2001 2004 2009 2014 2019 2031 Year Source: Municipality of Clarington The rural area population is expected to show modest population growth in future years. Currently, the total rural area population is estimated to be 15,800 people. Projections to the year 2015 and to the year 2025 are estimated at 18,025 and 20,250 people respectively. The close proximity of Newcastle to both Orono and Bowmanville (both of which are served with library facilities) creates a challenge in determining the true market area of the Newcastle Village Community Library. Based on available data, it is estimated that roughly 12.4% of the rural (and hamlet) population of Clarington is within the Newcastle Village Community Library's market area. Although it is expected that some residents of Clarington may be drawn to the Newcastle Village Community Library from further distances, this would likely be offset by the draw of the main branch in Bowmanvllle. For the purposes of this study, it is estimated that rural area population currently contributes 1,960 people to the Newcastle Library market area; projections to the year 2015 and 2025 would increase this number to 2,235 and 2,510 people respectively. This equates to a market area of 14,635 people in 2015 and 21,730 people in 2025. Table 2-1 contains the population forecasts for the Newcastle area. Table 2-1: Newcastle and Area Po iIIage CommunIty Market Area Primary (Newcastle) Secondary (Rural & Hamlets) Total Market Area 8,000 1,960 9,660 12,400 2,235 14,635 19,220 2,510 21,730 Source: Municipality of Clarington Planning Departmen~ Figures modified by MBPC to reflect Study timing Newcastle Village Community Library Needs Assessment Study - FINAL REPORT Prepared by Monteith Brown Planning Consultants (September 2005) Page 6 Newcastle's current demographic profile characterizes an aging population which is consistent with national trends. Combined with in-migration resulting from the projected growth in the housing stock, however, Newcastle is expected to attract a higher proportion of families and young adults. Looking longer-term (to the year 2025), the majority of Newcastle's population growth is forecasted to locate in the Foster neighbourhood and the North Village, with increases also in Port Newcastle and Wilmot. The populations of the Graham and North Main Central communities are expected to remain fairly steady. Table 2-2 contains the projections for the neighbourhood planning units in Newcastle. Foster 2,202 5,328 3,126 142% 2009 to 2019 Graham 3,246 3,301 55 2% nla Main Central Area 393 434 41 10% nla North Village 43 4,116 4,073 9384% 2014 to 2025 Port Newcastle 833 2,288 1,455 175% 2005 to 2019 Wilmot 1,243 3,752 2,509 202% 2009 to 2019 Total 7,960 19,219 11,259 141% nla Source: Municipality of Clarington Planning Department; Figures modified by MBPC to reflect Study timing 2.3 LIBRARY TRENDS 2".3.1 General Trends in Library Services No longer passive repositories of dusty books, public libraries have assumed numerous roles responsive to dynamic communities. The IFLAlUNESCO Manifesto reinforces this belief; ".. .the public library (is) a living force for education, culture and information and an essential agent for the fostering of peace and spiritual welfare through the minds of men and women. " Because public libraries are both personal and communal, current themes typical of today's public library are: .:. Public library as Community Space Newcastle Village Community Library Needs Assessment StUdy - FINAL REPORT Prepared by Monteith Brown Planning Consultants (September 2005) Page 7 .:. Public library as Sanctuary .:. Public Library as Educator .:. Public Library as Literacy Centre .:. Public Library as Partner .:. Public Library as Cost Effective Community Agent .:. Public Library as Economic Catalyst .:. Public Library as Information Technology Advocate Nearly all of these themes resonated with most members of the community and staff at the Community Forum I Public Meeting and Staff Workshop held at the Newcastle Community Hall on June 6, 2005. New technologies are changing how people seek information and how librarians deliver services. While many citizens in this communny have access to one computer at home, some residents rely on the library as a community access point for Internet use. The growing presence of information technology means that not only are public libraries expected to contain books, but also digital materials and computers, which are now commonplace in most libraries. Public libraries are expected to provide multi-level training for the whole continuum of electronic and Internet resources. Depending on the stage of innovation within the library and funding, technologies wnhin today's public library include: .:. e-library inniatives (e.g., website portals); .:. new or alternate formats (e.g., DVDs, e-books); .:. electronic/online databases; .:. adaptive technologies (e.g., Arkenstone, Kurzweil, large print monitors) .:. digitization of local materials; .:. wireless access; and .:. self help check out systems 2".3.2 Library Trends in Newcastle Newcastle Village demonstrates many of the characteristics of a smaller community on the verge of a large demographic shift due in part to a population migration from a substantially larger urban centre, as well as a shift of two larger age groups (adults to seniors, children to teenagers). Although there is no doubt a public library serves and will serve the community at large, particular attention will need to be paid to children/youth collections and services, as well as those for older adults. Newcastle Village Community Library Needs Assessment Study - FINAL REPORT Prepared by Monteith Brown Planning Consultants (September 2005) Page 8 Children have been and always will be a primary focus for public libraries. It is expected that the Clarington Public Library will also be child-focused. However, if we are to believe the adage that "if you get them when they are young, they are yours forever", children's collections and services need to develop mechanisms to progress children to the next age group. In Newcastle, what should be of concern is the role of the library in the lives of teens - currently the community and staff do not see teens using the library other than for school visits, using computers, playing games, borrowing a few DVDs, CDS, or hanging around outside. Moving children from younger collections and services to the older age resources can be a challenge. The adults and seniors attending the community meeting generally liked the branch library's location and many of the collections and services - there are just not enough collections or services in their minds. For the most part, this library is used by the adult population for recreational purposes, such as newspapers and magazine collections, large print materials, as well as multimedia. Older adults appreciate areas that are quiet and comfortable. Adult programming for recreation and informational purposes is not currently available at this location. Some of these users expect to go to Bowmanville for special collections and services, but there appears to be an expectation that the branch library can and should do more for them. 2.3.3 Library Design Considerations Multi-Use Facilities There is a definite trend toward building multi-use facilities that house both library space and non-library facilities, such as community centres, recreation centres and schools. In Newcastle, the new community centre and future schools provide opportunities to consider a facility partnership. Such a facility has the ability to create a strong focal point for the Newcastle community. Other synergistic partnerships include daycare centres, literacy centres, cafe, Durham College continuing education centre, etc. - as long as their functions strengthen the Library's vision, mandate and visibility. Barrier Free Features As the population ages, physical features of library buildings require special attention. Ideally, the new building would be all on one floor. All doors would meet or exceed standards for barrier free entrances and be approachabie by flat or ramped sidewalks for wheelchairs, scooters, walkers and baby strollers. Automating the front door will be an advantage for all ages. Stack areas need to be redesigned - units should be shorter and the Newcastle Village Community Library Needs Assessment Study - FINAL REPORT Prepared by Monteith Brown Planning Consultants (September 2005) Page 9 stack areas wider than traditional standards, allowing wheelchairs, scooters, walkers and strollers. Washrooms also need to be at or exceed standards. Comfortable seating in quiet areas and good lighting are required. As well, the library needs to consider introducing adaptive technologies wherever possible. Quiet Studv and Readinq Areas There is a tendency for today's library users to seek out quiet places to read and study. This has resulted in an increase in quiet nooks and individual study spaces in libraries with less emphasis on the traditional library study table. In Newcastle, the trend towards older and retired individuals suggests that libraries need to offer comfortable, well lit lounge areas, ideally separate from the noisier areas occupied by children and teens. Collaborative Studv Areas There is a trend in education and among students towards collaborative or team study. These areas (which can typically accommodate four to six students) also provide social space for people who want to meet and converse. Multi-Purpose Meetinq Rooms There is increasing demand for multi-purpose meeting rooms, including spaces for Internet classes, library programs, social gatherings, community organization meetings and functions, etc. Meeting rooms are what make a library part of the community it serves. Some efficiencies could be created in this regard if the library were to co-locate with another civic facility. Computer Lab The Newcastle community is challenged with growing, but different information seeking demands of teens and adults. Computer labs will be continually important to youth, whereas occasional computer training will be requested by adults and seniors. More so, adults and seniors look forward to access to a community room for a wide variety of programming. This type of space might also be available for rent to for-profit groups, creating a revenue stream for the library Outdoor Patios and Readinq Gardens Several new public libraries have included outdoor spaces or courtyards in which people can sit and read in a peaceful, tranquil setting. The location of the library and the orientation of the site, as well as the ability to mitigate security concerns, will dictate the feasibility of a reading garden. Newcastle Village Community Library Needs Assessment Study - FINAL REPORT Prepared by Monteith Brown Planning Consu~ants (September 2005) Page 10 Children's and Youth Spaces Children's areas and those created for youth in most new public libraries include distinctive, interactive, and often whimsical interior spaces, differentiated by unique shapes, areas and art decor. Children's areas need to be located in safe and visible areas within the library. Youth areas are different again, in the need to create multimedia functionality, separate yet visible sight lines and a welcoming presence. Service Desks Design features of service desks follow the functions they serve. However, desk heights vary across the span of a service desk, serving people standing, sitting and serving children. Staffina Areas Attention to staff areas is important, not to staff alone, but to levels and availability of staffing throughout the day. Staff workrooms, offices, even staff lounges are often grouped more closely together. Planning separate washroom facilities for staff is also important. 2:4 IMPLICATIONS OF TRENDS .:. Newcastle is expected to see substantial population arowth in coming years, particularly post-2010. Service area population growth would have a dramatic impact on the Newcastle Village Community Library, including the need for additional space, collections, staff, hours, programs, and resources. .:. Although Newcastle's population is expected to increase, the currently older age profile is expected to be augmented by a more vouthful population as young families (and people of all ages) are attracted to the area. .:. Newcastle residents relate very strongly to their local community; many of their everyday needs, such as library services, are met within Newcastle. The library - which is located just off the main street and in an area of considerable pedestrian and vehicular traffic - is viewed by many as a kev focal point for the community. There is a strong desire amongst current users for the library to remain centrallv located within the village. .:. A large portion of Clarington's new residents come from larger urban centres, bringing with them increased expectations such as longer hours, modern accessible buildings and state-of-the-art technology. .:. Technology has altered library usage and space requirements (more computers equals more space). Demand for print and audio/visual materials has not lessened as many had thought, however, resulting in compoundina needs for additional space. Newcastle Village Community Library Needs Assessment Study - FINAL REPORT Prepared by Monteith Brown Planning Consultants (September 2005) Page 11 .:. More and more, public libraries are seen as community qatherinq places (e.g., for events, meetings, programs, studying, socializing, etc.). This is a concept that is very much supported by Newcastle residents, who see the future library being a key focal point of the community (including support for meeting I program space to accommodate both library and potentially broader community needs). .:. The design of libraries has changed dramatically in recent years. For example, there is now a much qreater emphasis on comfort. interaction. and aesthetics. Adding to this is the need to incorporate barrier-free features, meeting or exceeding current standards. Although not all new design elements will be appropriate for the Newcastle Village Community Library, there is merit in considering them and the impact they would have on the space program. The community forum participants emphasized the need for comfortable seating options, encouraged the use of large windows to bring in natural light (as is currently the case at the Newcastle Library), and the need to provide for interactive space for collaborative study (e.g., study room). .:. More and more, communities are choosing to incorporate branch libraries into new community centres to create multi-use facilities that offer "one-stop shopping", cross- programming opportunities, and economies of scale. Newcastle Village Community Library Needs Assessment Study - FINAL REPORT Prepared by Monteith Brown Planning Consultants (September 2005) Page 12 I SECTION 3: PUBLIC & STAKEHOLDER CONSULTATION Consultation with the public and key stakeholders during the planning process is essential to determining current and future library needs. To achieve this, a three-pronaed consultation proaram consisting of the following elements was initiated: 1) community forum I public meeting; 2) interviews with key stakeholders; and 3) library staff workshop. It is anticipated that a second public meeting will be held in September 2005 to present the draft report for public comment prior to approval consideration. 3.1 COMMUNITY FORUM I PUBLIC MEETING On June 6th, 2005 a community forum I public meeting was held at the Newcastle Community Hall. Approximately 35 people attended the meeting to discuss their ideas about the future Newcastle Village Community Library. A brief presentation was made to provide background on the purpose of the Study and to provide some basic statistical information about the Clarington Public Library. This was followed by the presentation of a number of specific topic areas about the existing and future Newcastle Village Community Library, each of which was posed to the public for discussion. The following is a summary of the public input. KeYFM~II$1!II~~ Topic: What they like best about local library services... . downtown location The public really like the idea of the future . can borrow and return items to and from all library in the downtown as it is now. They like locations the idea of having access to. and drop off of, . collection of periodicals and newspapers all library collections via their branch. The . aesthetics and openness aesthetics of the present community library, . staff are great its light and openness need to be kept. . programs for children (e.g. story time) Programming for the chlidren IS terrific and hbra staff are reat. Newcastle Village Community Library Needs Assessment Study - FINAL REPORT Prepared by Monteith Brown Planning Consultants (September 2005) Page 13 e!>llllll~rltl; Topic: What they like ~ about local library services,.. . can't get books when they want . parking-awkward where it is; not enough; difficult when not well shovelled in winter . too small . location of study tables too close to children's area . not enough curriculum material . opening hours are poor - need more weekend hours . collections are too small due to space - need more DVDs, CDs . need wider, automated doors . don't like the idea of teens hanging out outside the library or monopolizing the computers The limitation of the collections, caused mostly by space, is a problem for the public. Breadth and depth of collections is a concern. There need to be more materials supportive of the school curriculum. Space limitations create problems in layout (study tables are too close to children's section, doors too narrow for strollers and wheelchairs) and parking spaces are at a premium and awkward to negotiate. Library needs to consider longer weekend hours. Topic: What are the key user arouDs? . current group, equal for all ages . past study suggests that 10 years from now the key user groups may be teens, young adult and seniors While most people supported the opinion that all users are important equally, one speaker focused attention on the need to serve students better, through curriculum support materials and special collections such as almanacs. Topic: What kinds of collections would you like to see in a new library? . need more of everything (breadth and depth) The public generally like the range of . would like to see more special collections such as collections there now but would expect almanacs especially for students to see many more resources of all kinds . we need more extensive teen and pre teen in a new, expanded library. Again there collections, recreational reading, viewing and was support for more student materials. listenin Topic: What kinds of services would you like to see in a new library? . more terminals needed but can be a problem as teens tend to take them over and play games . need to consider time-out software to insure equal access to computers but allow more serious research students a longer time . WiFi may makes things better . need a programming room for community and rental use and more innovative and a variety of programs . perhaps consider offering Webcasting/videoconferencing applications . erha s a homework centre, com uter lab The public would like to see a community room with more programming in the new library, possibly rented out to special groups. Wireless technologies are seen as key in the new building but more computer terminals are required now. New technologies and partnerships with other information providers would be highly desirable. Newcastle Village Community Library Needs Assessment Study - FINAL REPORT Prepared by Monteith Brown Planning Consultants (September 2005) Page 14 :~~~.M~~i1g~~ Topic: What library SDaces are most important for this new community library? . large children's area . multimedia area with listening and viewing area . teen area and pre teen area . program/community room for a variety of instructional programs as well as current programs, perhaps a rental space . study areas and lounge seating areas need to be very comfortable (e.g., Chapters) . need a separate quiet study area, carrels . we can't be all things to all people; some of these things exist in other facilities . more open entrance . ambivalent about a cafe area - more suited to a Courtice type facility . acoustical design will be very important in the design . specific class tours should be arranged for the opening of the new community library . orientation for the range of electronic materials is important . partnerships with other organizations such as schools, colleges will open access to unique proprietary electronic collections as will the Ontario Di ital Libra initiative Insure the children's area is considered a priority. Creating a listening and viewing centre for DVDs, CDs, etc is seen as an interesting idea. Programming space and quiet study areas and carrels need to be in the plan. Comfortable seating is very important throughout but a lounge area with Chapters- like chairs would be nice. Keep big windows and lots of light. Public are generally ambivalent about a cafe at this location. Topic: What site location criteria do you think are important? . convenience . fairly central . what about demolishing arena - it is close to schools, walking distance to downtown, lots of parking . what currently makes this downtown unique is that you can walk to any part of it within two blocks . would like to see the new library at St Francis of Assisi school, like the Courtice model . old box building seems a good location . old Fire Hall - close to seniors' area . Memorial Park - could be a good location - recreation centre at one end of the town and the library at the other - lots of parking, quiet (by a church) . park not as good an idea as it is some of the only green space available in that area . City Councillor not keen on the park either . BIA will want 0 keep the library downtown to assist with revitalization . architecture should reflect the other period buildings (mid to late 1800s) . if built near the recreation centre, what public transport will be in place? . parking is key, free and lots of it . example potential partners included: Durham College (a satellite program); historical society; day care facility; and police presence While most of those in attendance are advocates for a downtown location for all of the convenience factors previously mentioned, the public provided comments about specific locations they believe should be considered. These locations include: . arena .IGA . St Francis of Assisi . old box store . old fire station . Memorial Park Sufficient and free parking not just for now, but the future was mentioned numerous times. There were those, however, that felt that a "central" location for the library had to take into account where future rowth is ro osed. Newcastle Village Community Library Needs Assessment Study - FINAL REPORT Prepared by Monteith Brown Planning Consultants (September 2005) Page 15 3.2 WORKSHOP WITH LIBRARY STAFF The input received through the workshop with library staff has been integrated throughout this report, where appropriate. It was quite apparent that staff have a good "read" on their patrons as they identified many of the same issues and future preferences. Library staff were also consulted on current program and service offerings to expand the Consultant's understanding of the library system. 3.3 FINAL PUBLIC MEETING On September 21, 2005 a second Public Meeting was held in Newcastle to present the Consultant's findings and recommendations. Overall, there was support for the recommendations. Comments tended to focus on the selection of a preferred site for the new branch library. Although a number of sites were discussed (including a suggestion that the Municipality could consider expropriation), the majority in attendance preferred a downtown iocation. A petition with over 300 names was also submitted in support of a downtown location. Opportunity to enhance and strengthen the downtown, to create increased revitalization, and to provide for an architecturally significant library were identified as key reasons to support a downtown location. The alternative location (being the Community Centre site) generated limited discussion, although one individual did not that the library needed to address the needs of youth (note: the proposed community centre wili include leisure opportunities for youth). 3.4 SUMMARY OF CONSULTATION In undertaking this Study, a number of interviews were held with community and library stakeholders, potential library partners and other interested parties. As with the Staff Workshop results, comments, opinions and suggestions from these interviews have been integrated throughout this report, where appropriate. Newcastle Village Community Library Needs Assessment Study - FINAL REPORT Prepared by Monteith Brown Planning Consultants (September 2005) Page 16 I SECTION 4: LIBRARY SERVICES & PROGRAMS 4.1 OVERVIEW A number of sources have been examined in assessing the current service and program opportunities for the Newcastle Village Community Library and identifying potential areas for improvement or for additions to the system. In this light, this section contains references to past studies, national comparative statistics, the public and staff consultation process and trends research. A review of 2003 Canadian Public Library Statistics comparing Clarington Public Library (CPL) to 24 public libraries of similar community size provides an overview of key performance areas that may affect service, programs and collection deveiopment for the future. Clarington Public Library compares favourably (within the mean or average of the libraries within this group) in the area of registered borrowers and information questions asked. In terms of annual hours of operation, annual visits to the library, circulation and annual programs (numbers and attendance), CPL ranks lower than the average for the libraries in this group. Most notably, the total materials budget is significantly lower than comparator libraries (33% lower according to the Canadian Public Library Statistics 2003). Improvement in both materials budget in the future and opening hours, which will require increased staffing levels, will address some of the concerns raised by the community. As well, a 2004 Needs Assessment (prepared for CPL by the Southern Ontario Library Service), which drew upon a small community survey, found: .:. the main thing people want to see is an expanded book collection; .:. customers used the library primarily for recreational reading; .:. the addition of study tables at the Newcastle Village Community Library was a frequent response; and .:. some respondents rated the Library's video/DVD/CD collections as "poor". Further, Clarington Public Library's 2004 Strateaic Plan identified an increasina demand for: .:. information services for business and for access to electronic business databases; .:. services and materials regarding career counseling and job retraining; .:. access to electronic information and more web based services and advanced technologies; .:. support of school related activities; .:. cultural, art and heritage opportunities; .:. self-service systems and on line user access to library accounts; Newcastle Village Community Library Needs Assessment Study - FINAL REPORT Prepared by Monteith Brown Planning Consu~ants (September 2005) Page 17 .:. services for specific user groups (e.g., remote populations, older customers, youth and the visually impaired); and .:. staff skilled in areas such as digital technologies, business applications, etc. Population projections and the Clarington Public Library's strategic directions highlight the need to examine and plan for the full continuum of programs and services, targeting children of all ages, from babies to adulthood. While trends indicate that there is increasing demand for more web based resources and access to digital technologies on site, recent surveys indicate that there will continue to be significant demand for traditional library services (e.g., best sellers, story time activities, etc.). At the Public Open House for the Newcastle Village Community Library study, few new services were requested the community which suggests that for the most part, they are happy with what they have at present. Public comments concerning library services seemed to focus more on spaces (e.g., need for a program room, homework centre) and equipment (e.g., wireless technologies, computer terminals) than on specific programs and services. The addition of a prOQram room was positively supported by both library staff and public consulted as it was viewed as broadening the library's ability to offer a wider range of activities that are within the scope of the Library's mandate. The development of a community recreation centre on Rudell Road, which is slated to begin construction in 2006, is anticipated (based on recent Council debate) to contain an indoor aquatics facility, gymnasium and program/meeting rooms. The second phase (approximate timing is 2016) is proposed to include a twin pad facility. Given that the recreation centre is to include multi-use program rooms, it is expected that these rooms will satisfy demand in the community for broader activities relating to recreation, socialization, and - to some extent - education and information. However, should the library choose to locate at the community centre, opportunity to share meeting space would be possible. The Newcastle Village Community Library does and will continue to offer a range of information services and programs to the community at large. Discussed below are areas of priority for planning the new community library. Space sizing and adjacencies are discussed in broad terms in the following sections and will be defined in more detail in the Library Program which would be prepared closer to the scheduled time for the project. Newcastle Village Community Library Needs Assessment Study - FINAL REPORT Prepared by Monteith Brown Planning Consultants (September 2005) Page 18 4.2 PROGRAMS AND SERVICES FOR CHILDREN AND TEENS 4.2.1 Current Services The Clarington Public Library includes rich children's collections in all locations and provides child-focused programming, from story time with preschoolers, to pathfinders and homework support and web pages for children and teens. Newcastle Village Community Library offers an excellent collection of materials of all kinds for children of all ages. Children and their care givers are comfortable using the library. Children of all ages visit the library as they progress through school but fewer appear at the library door as they move through early to teen years. The teen collection offers a selection of hardcopy and paperback materials, the latter being much more popular with youth. However, the multimedia collections for this special age group is limited and magazines - popular with teenagers - are next to non-existent at the Newcastle Library. The focus of programming at Newcastle Village Community Library has been children with a regular preschool story time program and programs for children of other age groups up to 5 years old (often alternating with another branch of the library system). Limitations in budget and staff affect the availability of the full and consistent range of critical children's programming. While the Main Library in Bowmanville offers regular children's programming to which families from Newcastle and Courtice are invited to attend, transportation to Bowmanville may not be convenient or in some cases possible for young families during the day. Information literacy programs for the older children are provided, including instruction on the use of the library catalogue, electronic databases and guidance on the use of the Internet. 4.2.2 Demographics Currently, Newcastle Village Community Library enjoys a cross-population usage with many of its collections and programs focused on children and with some strength in materials and services for seniors. A snapshot of new borrowers (2003) shows that 55% of these users are adults and 33% are children between the ages of 6 and 12. Ten years from now the population will include more teens and seniors and migration of young families into this region of young families will grow the need for children services for all ages. Both circuiation and usage at the Newcastle Village Community Library has been relatively steady since 1999 after experiencing peaks in the early to mid 1990s. On the other hand, Newcastle Village Community Library Needs Assessment Study - FINAL REPORT Prepared by Monteith Brown Planning Consultants (September 2005) Page 19 program attendance has increased dramatically in recent years. In Newcastle this can be attributed to the growth in the area, particularly in the number of preschoolers. With new growth anticipated in the Newcastle area programming for young families, children and teens in the longer term (10-20 years) should be a priority. 4.2.3 Considerations for the Future: Although this Study focuses on the needs for the future Village of Newcastle Community Library, many of these recommendations could apply to the Clarington Public Library as a whole. The Community Library will benefit from the consideration of the following recommendations: -:- fully develop children's collections, services and programs based on finely defined age groups; -:- develop a coordinated family literacy presence within each age group; -:- develop instructional programs for the youngest users onwards in the use of the full range of electronic resources including the Internet; -:- develop a multi vehicle marketing plan to promote the full range of children's services; -:- as a bridge between the full range of children's services and collections, consider a plan to build responsive services and collections for the teen community, phasing them into the library system over the next five to ten years; -:- as a matter of priority, maintain and grow collection budgets for children's and teen materials; and -:- plan facilities for children and teens that incorporate easy access, safety features, quiet and active areas, group and independent learning areas, and electronic and traditional format storage and access areas. 4.3 ADULT PROGRAMMING I MEETING & PROGRAM ROOM 4.3.1 Current Services Little opportunity has been available for adult programming due to space and staff limitations. Newcastle Village Community Library Needs Assessment Study - FINAL REPORT Prepared by Monteith Brown Planning Consultants (September 2005) Page 20 4.3.2 Considerations for the Future With few exceptions, the community has requested that the new library include a meetinq/communitv room that will accommodate adult programming of all kinds. Suggestions from the public for adult programming include: .:. how-to programs; .:. leisure, and hobby activities; and .:. small business and business-related workshops. Flexibility is the key feature for the program room. The room needs to include: .:. study tables and comfortable chairs which can be configured in a variety of ways; .:. multimedia and computer equipment; .:. adjustable lighting; .:. small podium; and .:. wall mounted white boards. 4.4 SERVICES TO SENIORS 4.4.1 Current Services Newcastle Village enjoys the presence of many seniors who use the library for the full range of services it offers. Seniors have commented that collections especially large print and DVDs need to be refreshed more often. They have also commented on the need for a community room for programming - some do not want to drive to Bowmanville when having a library centrally located in Newcastle should be able to fill their needs. Outreach services are provided to some seniors through a library partnership between Good Neighbours and Community Care volunteers. 4.4.2 Demographics Developing programs, collections and services for seniors is more a necessity due to the large numbers of this up and coming group; currently one Canadian in eight is 65 or older. By 2026 seniors will represent 20% of the population. Seniors fall into three age groupings: young-old (50-65), middle old (66-75) and old-old 75 and older. The largest group which will affect libraries are the "zoomers", or the baby boomers bom between 1946 and 1965. The older population exhibits characteristics uncommon to previous generations of this group; many are well off yet one in five are in the lower income bracket. Most are women and many N<lwcastle Village Community Library Needs Assessment Study - FINAL REPORT Prepared by Monteith Brown Planning Consuitants (September 2005) Page 21 older Canadian enjoy reasonably good health. As they age, health problems are more common. Of this age range, the oldest group has less education in contrast with the baby boomers who have a much higher education level. Older Canadians use libraries less, in part due to mobility issues and in part to the absence of adaptive technologies. (Serving customers who were not born yesterday: Innovative seniors' programs and services. CLA Annual Conference 2005, Calgary, Alberta) 4.4.3 Considerations for the Future As senior citizens represent a growing population for all libraries, these recommendations could apply to all libraries within the Clarington system. In addition to the range of services and collections currently available for seniors in Olarington, the library might: .:. develop instructional programs on self-directed research using print and electronic resources and guides; .:. grow all collections of interest to the senior community but with emphasis on large print collections, multimedia resources and up to date website links; and .:. ensure that all facilities are barrier free and incorporate state-of-the-art adaptive technologies. 4.5 REFERENCE & RESEARCH SERVICES 4.5.1 Current Services As a smaller community library, Newcastle Village Community Library provides basic reference services for its community. This service is backed up by the more in depth collections found at the Main Library in Bowmanville. Other queries are also directed to appropriate community agencies The availability of the Internet has expanded reference services for all libraries. Staff is often observed assisting the public in answering reference queries using both print and electronic resources. Newcastle Village Community Library Needs Assessment Study - FINAL REPORT Prepared by Monteith Brown Planning Consultants (September 2005) Page 22 4.5.2 Considerations for the Future Suggestions for reference and research services include: .:. ensure that linkages between all resources (print through to electronic to people resources) are strengthened and/or created and marketed to the community; .:. explore more partnerships and linkages with community, regional groups and institutions and incorporate these into reference and research information guides; .:. as this community library grows, incorporate virtual reference services; and .:. closer to the time the community library is built, options for reference desk design should consider roving reference services. 4.6 ROLE OF TECHNOLOGY New technologies wili have a direct impact on the future of services planned for Clarington Public Library and ultimately Newcastle Village Community Library. The technologies now available will drastically change the way services are delivered, staffing levels and training and the design of the new library. 4.6.1 Considerations for the Future Community Libraries are often challenged with providing all the services requested with limited staffing levels. Technology can serve a greater role in these locations. Newcastle Village Community Library should consider: .:. wireless technology; .:. self check out circulation; and .:. adaptive technologies. As the technology and service develops, Newcastle may also consider the implementation of virtual reference service and roving reference library services 4.7 IMPACT ON STAFFING In addition to the training staff currently receive, Clarington Public Library should consider upgrading staff skills in anticipation of new strategic directions and services. Newcastle Village Community Library Needs Assessment StUdy - FINAL REPORT Prepared by Monteith Brown Planning Consultants (September 2005) Page 23 4.7.1 Considerations for the Future To meet the future needs for the Newcastle community, staff training should focus on: .:. children's and teens services; .:. new technology; and .:. change management. 4.8 PARTNERSHIP POTENTIAL Partnerships opportunities in Clarington and specifically at the Newcastle Village Community Library appear to be more in the line of one-time community events. One successful partnership has been the annual Winter Wonderland spearheaded by Clarington Public Library and involving a number of community agencies. 4.8.1 Local Schools Library staff work with schools to promote summer reading programs. Class visits are still run with schools within walking distance of the library. As with most public libraries, building close relationships with local schools often depends on good relationships with teachers and principals. Research supports the belief that the best community partners for community libraries are schools. It is suggested that Clarington Public Library approach both Durham school boards to discuss and develop cross-system partnerships. Projects such as linking catalogs, literacy fairs and the development of homework centres calling upon teachers and retired teachers to work as tutors in the libraries are just a few ideas for consideration. 4.8.2 Community Agencies Health and social welfare professionals are also aware of the importance of literacy for people of all ages. For example, Ottawa Public Library is currently working with a physician in helping raise the awareness and importance of literacy; the project looks at the idea of providing literacy awareness materials and library promotional materials of all kinds in doctors' offices. Newcastle Village Community Library Needs Assessment Study - FINAL REPORT Prepared by Monteith Brown Planning Consuilants (September 2005) Page 24 4.8.3 Durham College Clarington and Newcastle libraries are well positioned to consider partnerships with local colleges and universities. Durham College offers a range of continuing education programs that might be offered off campus. Other public libraries have served as satellite locations for continuing education programs for universities and colleges. Building a new library building in Newcastle and partnering with the College offers flexibility for the library as a potential revenue source and perhaps also as a partner in product and service development. 4.8.4 University of Ontario Institute of Technology The proximity of the University of Ontario's Institute of Technology in Oshawa offers a unique opportunity to Clarington Public Library as its technology plan unfolds over the next few years. By the time the new Newcastle Village Community Library is open, it may include products and services developed in partnership with the University. Placement students from the University may also populate the staff ranks, helping library staff and the public at large learn about new ways of creating, storing and accessing information. Newcastle Village Community Library Needs Assessment Study - FINAL REPORT Prepared by Monteith Brown Planning Consultants (September 2005) Page 25 I SECTION 5: LIBRARY SPACE NEEDS This section contains an analysis of the overall building size and service level required for a new library facility in Newcastle. A more detailed assessment of indoor library space requirements follows. 5.1 LIBRARY SERVICE LEVEL The current Newcastle Village Community Library consists of approximately 3,961 square feet on one level. The total square footage between the four branches of the Clarington Public Library is 37,565, as shown in the Table 5-1. Bowmanville Courtice Orono Newcastle Village Total Square Footage per capita (2005) Source: Development Charges Background Study. Based on a 2005 population of 80,000. 24,000 6,000 3,604 3,961 37,565 0.47 A new library would be an important capital investment for Newcastle, therefore, it is crucial that it be planned to respond to both current and future needs. Generally a twentv-vear horizon is oreferred when designing a major community facility such as this one (I.e., to the year 2025), however, the nature of capital funding dictates that a ten-year timeframe be examined as this is generally the planning period for the Municipality's Development Charges By-law. As such, for the purpose of this Study, both 10- and 20-year timeframes have been considered. Provision standards are helpful guides in planning for facility needs over time. While library provision standards are considered to be "rules of thumb" that are seldom strictly adhered to, they identify a fairly accurate range of space needs in the absence of a detailed space plan (see section 5.2). In terms of library space, a standard of 0.6 sauare feet of Iibrarv soace oer caoita is a generally accepted level of library space provision for mid-sized communities. Applying a provision level of 0.6 square feet per capita to the Newcastle area, it is estimated that 8,780 to 13.038 sauare feet of Iibrarv soace would be reauired to meet Newcastle's needs to the year 2015 and 2025 resoectivelv. Newcastle Village Community Library Needs Assessment Study - FINAL REPORT Prepared by Monteith Brown Planning Consultants (September 2005) Page 26 5.2 INDOOR SPACE REQUIREMENTS - NEWCASTLE VILLAGE COMMUNITY LIBRARY Detailed space requirements can be determined by using library standards for major components. Table 5-3 outlines estimated space needs according to established standards and identified community need. It is expected that these estimates will become more detailed during the design stage of the project. Collection Space (books and non-print materials) Electronic Resource Centre User Space (individual study stations, public computer workstations, one collaborative study room. informal seating, reference tables, etc.) Staff Space (work stations, reader service desks, circulation area, lounge, locker facilities, etc.) Library Program Room Special Use Space (e.g., photocopiers, newspaper racks, book drop, etc.) Non-Assignable Space (washrooms, janitorial space, mechanical, etc.) 10 volumes per square foot 3,660 square feet (2.5 volumes per capita = 36,587 volumes) onent $ ~. 5,430 square feet (2.5 volumes per capita = 54,325 volumes) 45 square feet per workstation @ 1 workstation per 1000 population 660 sq uare feet (15 workstations) 990 square feet (22 workstations) 30 square feet per user 1,755 square feet 2,610 square feet space @ 4 user spaces (59 spaces) (87 spaces) per 1,000 population 150 square feet per staff member @ 1 staff 1,100 square feet 1,630 square feet member per 2000 population 15 square feet per seat 500 sq uare feet 500 square feet plus 50 square feet for program leader (30 seats) (30 seats) 5% of total area of 385 square feet 560 square feet above categories Net Space 8,055 square feet 11,720 square feet 20% of net space 1,610 square feet 2,345 square feet Total Library Space 9,665 square feet 14,065 square feet Note: Standards are based on "Library Space Planning Guide", Connecticut State Library (2002) and "Building libraries: guidelines for the planning and design of public libraries", Ontario Ministry of Citizenship and Culture (1986). Some have been modified slightly to better reflect Newcastle's needs. Based on the space assessment, it is estimated that approximately 9.665 square feet (bv 2015) and 14.065 square feet (bv 2025) is required to meet the library space needs of Newcastle and area for the next ten to twenty years respectively. Based on a standard of 1 Newcastle Village Community Library Needs Assessment Study - FINAL REPORT Prepared by Monteith Brown Planning ConsuRants (September 2005) Page 27 parking space per 300 square feet, this translates into the need for approximately 32 to 47 parking spaces. It is possible that the library space requirements could be slightly less if the community library were located in a multi-use facility that provides shared space; in this way, space efficiencies could be realized through the sharing of meeting/program rooms and non- assignable space (e.g., washrooms, janitorial, etc.). The above analysis indicates that the library component should be a minimum of 9,665 square feet but ideally 14,065 square feet in size (to reflect a longer time frame of growth, which is approximately 1,000 square feet more than what was projected using the standard of 0.6 square feet per capita - whichever time frame is pursued (see Section 5.1). The reasons for this difference are many, not the least of which is that the "space planning by major functional component" approach provides a more accurate representation of local library needs than does the "generalized per capita" method. The per capita standard is better applied to determine system-wide needs based on traditional allocations, whereas functional space planning allows for community-specific needs to better accounted for. In our experience, libraries in smaller communities (such as Newcastle) tend to be larger than 0.6 square feet per capita because they require certain core or basic resources that impact upon space needs (e.g., every library needs certain collections, a program room, and access to public workstations). Furthermore, the increased demand for electronic resources and comfortable spaces - coupled with the continued reliance on print materials - means that, in many cases, application of the traditional 0.6 square feet per capita standard would result in an under-sized facility that does not provide sufficient space for future growth. The kev parameters and considerations for each of the proposed library's major functional areas are examined on the following pages. 5.2.1 Collection Space .:. adult services (multi-format collection): the current adult collection consists of 11,200 items, inciuding adult multi- media (1,000 items); adult fiction including large print (2,000 items); adult non-fiction including reference (6,000 items) and adult paperback (2,200 items) overall the adult reading materials form a significant proportion of the existing collection approximately 50% of all library items. the demand for "bestsellers" and "fresh" materials has been consistently high and this was identified during the community consultation process. Newcastle Village Community Library Needs Assessment Study - FINAL REPORT Prepared by Monteith Brown Planning Consuilants (September 2005) Page 28 In order to address this issue, Clarington Public Library does rotate the collections between branches on a regular basis to satisfy needs. .:. children's1junior services (multi-format collection) the current junior collection consists of 10,050 items, including multi-media (450 items); junior picture & board books (2,800 items); junior easy (800 items); junior fiction (500 items); junior non-fiction including reference (4,100 items); and junior paperback (1,400 items). .:. young adult services: the young adult collection consists of 1,050 items including young adult fiction and non-fiction (250 items); and young adult paperback (800 items). .:. reference materials: these are noted above. In addition, there are 26 periodical titles and 325 items. The Newcastle Village Community Library will require a collection review prior to moving into a new building. The existing collection of 22,625 items should be increased to meet the service needs as this community grows. Currently, there appears to be a healthy collection level at 2.3 items per capita at the Newcastle Library (based on 22,625 items and a 2005 population of 9,660). However, as the population of the service area continues to grow, maintaining this collection level will require that the collection be increased accordingly. The library's lendino collection and reference materials should include, but should not be limited to the following: .:. Hardcover Books (fiction and non-fiction), including a local history collection .:. Paperbacks (fiction) .:. Talking Books (unabridged) .:. Large Print Books .:. Audio Cassettes (abridged books) .:. Compact Disks .:. Videos .:. Descriptive videos .:. Closed caption videos .:. Newspapers .:. Magazines Newcastle Village Community Library Needs Assessment Study - FINAL REPORT Prepared by Monteith Brown Planning Consultants (September 2005) Page 29 5.2.2 Electronic Resource Centre .:. electronic resource centre with approximately 15 (in 2015) to 22 (in 2025) workstations for public: the electronic resource centre is expected to be the hub for much of the lifelong learning activities in the library partnerships with Industry Canada, Human Resources Development Canada and other government agencies could provide library patrons with opportunities for software training and virtual education 5.2.3 User Space .:. an 8 to 9 seat "quiet study zone" with laptop Internet ports .:. a small group collaborative study room (4 to 6 person capacity), with windows for visibility; teens need quiet study places and a place to just relax and talk to their friends .:. study areas with tables and carrels (20 to 40 seats) .:. casual seating areas (15 to 20 seats) .:. public computer workstations, etc. 5.2.4 Library Staff Space .:. circulation desk area with self check-out area: the circulation desk should be located near the main entrance and adjacent to a staff workroom; It should have a lower counter-top at one location to facilitate service to children and disabled; library staff should be consulted as to the functionality and design; information services should be located in the vicinity of the circulation desk but should not form part of the same space; .:. self-sorting book drops - externally visible and accessible; contents of drops should be easily accessible by staff internally but not visible to patrons; .:. administration areas - branch librarian's office; .:. staff workroom for cataloguing, materials preparation: lots of shelving/room for computer terminals and book trucks; the workroom activities will include, but are not limited to: interlibrary loan, cataloguing, book processing, generating reports, program planning, service co-ordination, book returns (check in terminal for volunteer to use); in planning the size of the staff work areas, it is important to recognize the amount and type of volunteer work that may be contributed; Newcastle Village Community Library Needs Assessment Study - FINAL REPORT Prepared by Monteith Brown Planning Consultants (September 2005) Page 30 .:. technical services systems area: the server room should be secured with a coded entry and climate controlled ideally, the entry point of the fibre into the building would connect directly to the server room .:. computer terminal for volunteer use .:. shipping and receiving area .:. staff lounge complete with kitchenette .:. cloakroom and lockers 5.2.5 Library Program Room .:. programming/small meeting room - screens, outlets for computer projector: this room should accommodate seating for 30 people 5.2.6 Non-Assignable Space .:. storage .:. public and staff washrooms .:. janitorial supply storage area .:. coat and boot area - low hooks for children, adults, attending programs .:. it is possible that the non-assignable space allowance could be less if the library is co-located within a multi-use facility Newcastle Village Community Library Needs Assessment Study - FINAL REPORT Prepared by Monteith Brown Pianning Consultants (September 2005) Page 31 I SECTION 6: SITE CRITERIA & EVALUATION 6.1 BACKGROUND Prior to initiating this Study, the Clarington Library Board developed a "Library Site Evaluation" template. This template included two sets of ratings: (1) evaluation of acceptability regarding each criteria; and (2) weighting of overall value regarding importance for acceptance. In addition, the Board developed a wide range of criteria to be considered, however, several of the criteria are beyond the scope of the work for this Study. As such, the Consulting Team has developed a modified set of criteria to reflect both the scope of the work for this Study and key selection criteria. It is anticipated that further work may be required by the Library Board and Staff to investigate the physical condition of existing buildings, acquisition costs, and/or operating cost implications. It also bears noting that, during past efforts to replace the existing Newcastle library, the Library Board examined several sites, including the vacant IGA store, the box factory, as well as the former Sl. Francis of Assisi School. All options were dismissed due to various inadequacies, however, all potentially appropriate sites will once again be examined given the new planning parameters. To help in establishing the importance of one specific criterion - that being accessibility - library staff assisted with the administration of a brief user survev. Specifically, patrons were asked what mode of transportation they used to get to the library on that particular visil. 70% of the 204 respondents indicated that they drove, while 26% walked and 4% cycled to the Newcastle library. Rain and the threat of rain was a factor on three of the four days that the survey was undertaken, however, thereby skewing the results. On the one day it did not rain, the number of people walking was almost equal to the number of people who drove. This tells us that, while there is strong support for a "walk-to" library (which is a pedestrian- friendly environment, but not necessarily parking-friendly), approximately half of library users are inclined to drive to the facility (even more so on cold or wet days). A survey conducted for the CPL Strategic Plan in 2003 found that the majority of Clarington Public Library users drive to the library. Newcastle Village Community Library Needs Assessment Study - FINAL REPORT Prepared by Monteith Brown Planning Consultants (September 2005) Page 32 6.2 MODIFIED SITE EVALUATION CRITERIA In order to identify a preferred site for the Newcastle Village Community Library, it is essential to have a set of criteria upon which to undertake a comparative analysis. The following criteria provide a strong, rational basis for identifying and evaluating potential sites. It is important to note that not all criteria may be able to be met for each site, however, the following criteria are mandatorv in order for a site to be considered potentially viable: 1. the site must be located within the boundaries of the Newcastle Village area as determined by the Municipality's Official Plan; 2. the site - if vacant or if the existing building is to be demolished - is of a sufficient size to accommodate the proposed library (9,665 square feet on one floor with some degree of off-street parking); the minimum size is 0.3 hectares (0.75 acres); 3. the existing building - if the site contains one that can be suitably adapted to a community library - can accommodate the minimum space requirement of 9,665 square feet; and 4. the site meets the timing requirements for a new community library, meaning that it can be made ready for development or lease within 1 or 2 years, respectively. Aside from the mandatory criteria described above, some criteria are more critical than others - therefore a weighting and scoring system has been incorporated to rank the sites. Each criterion for each site is "scored" on the following three-point scale: - Inadequate 0 - Acceptable 1 - Ideal 2 Table 6.1: Newcastle Library Site Evaluation Criteria C~ITERIA " .". ..... Location & Access The site is within reasonable proximity to commercial areas of the Village. The site is located along an arterial or collector road, is in the vicinity of a sidewalk or walkway with lighting during the evening, has easy access to public transit (now or in the future), and has barrier-free access. Focal Point Potential WEIGHTING 3 5 The site is located at or has potential to be a community focal point and the site is at a highly visible location. 4 continued. . Newcastle Village Community Library Needs Assessment Study - FINAL REPORT Prepared by Monteith Brown Planning Consultants (September 2005) Page 33 T bl 6 1 N tI LOb s"t E f COt 0 a e - : ewcas e I rarv : I e va ua Ion n ena (continued) ~ ............................ .... ........... > ...... WEIGH'lTIING ....... .... Site Development Potential 'lTIhe site area, shape and building envelope are sufficient for the proposed use and provide a reasonable level of flexibility in design. For renovations of existing 6 buildings, this evaluation should also consider the condition and appropriateness of the existing buiiding and site. 'lTIhe site is able to accommodate enough on-site and/or nearby parking for both 3 patrons and staft. Community Compatibility 'lTIhe library would be compatible (in terms of buiiding design, scale, landscaping, setbacks, etc.) with the surrounding arealbuildings, and may include the potential 3 to retain/re-use an existing building. Known Constraints 'lTIhe site is not impacted by a geographic barrier (e.g., watercourse, rail iine), is not restricted by easement/man-made obstructions, does not require site 5 decommissioning (e.g., brownfield), and is relatively flat. Suitable infrastructure exists (e.g., sewers, water, etc.) on or adjacent to the site. 3 'lTIhe site does not require the demolition of an existing building or elimination of 2 necessary parkland, parking, or other vital land use. Planning Approval Status The site complies with Official Plan policies and has acceptable Zoning By-law 2 regulations. Availability of Site 'lTIhe site is owned by the 'lTIown (preferable) or the site is currently for sale 4 (acceptable). Expansion Potential 'lTIhe site possesses long-term expansion potential for the library. 4 Amenity Opportunities 'lTIhe site has the ability to enhance and support other facilities, accommodate potential partners, and generate increased usage due to proximity to other 2 destinations. 'lTIhe site ofters the potential for economies of scale in construction and/or 2 operation due to the co-location of other municipal services. Enhanced Design Potential 'lTIhe site has the ability to incorporate an open space area/feature and 2 architecturally integrate with surrounding buildings. 'lTIotal Weights 50 Potential Score o to 100 Newcastle Village Community Library Needs Assessment Study - FINAL REPORT Prepared by Monteith Brown Planning Consullants (September 2005) Page 34 6.3 DESCRIPTION OF POTENTIAL SITES The Consulting Team, along with key Library Staff, identified the following sites located in the Newcastle Village area for consideration and evaluation for a new community library (in no particular order): .:. Newcastle Community Hall (King Avenue West) .:. Former IGA Store (King Avenue West) .:. Land immediately west of CIBC (King Avenue West) .:. Former Box Factory, Ground Floor (King Avenue East) .:. Memorial Park (King Avenue East) .:. Old Fire Hall Site (King Avenue East) .:. Newcastle Memorial Arena (Caroline Street) .:. New Community Centre Site (Rudell Road) A site visit to each of these locations was undertaken to obtain information on existing land use, general condition, surrounding land uses, access and sidewalk locations, parking potential, etc. Additional discussion with Municipal staff and landowners was also undertaken in order to establish s~e cond~ions. Only sites that meet reasonable mandatory criteria have been considered. The following sites did not meet the required mandatory criteria and, therefore, have been removed from further consideration: .:. Newcastle Community Hall - does not meet mandatory criterion #3 (floor area) as the existing building does not have sufficient floor area. There are other concerns with moving the library into this building as well, including the fact that it is currently well used by the community and that it is a designated heritage building (making expansion or renovation difficult or impossible). .:. Former IGA Store - does not meet mandatory criterion #4 (availability) as the building will soon be leased for a hardware store. .:. Old Fire Hall Site - does not meet mandatory criterion #2 (land area) as the site is only 0.59 acres in size (a minimum land base of 0.75 acres is required). .:. Newcastle Memorial Arena - does not meet mandatory criterion #4 (availability) as it will continue to be used as an ice arena until a replacement rink is built at the community centre site (proposed for Phase 2, slated for 2014/2015); the reminder of the site is not large enough to accommodate a community library. .:. Former Box Factorv - does not meet mandatory criteria #3 (floor area) or #4 (availability) as the existing building only has approximately 3,500 square feet of remaining space available and the landowner is looking for an immediate tenant. Newcastle Village Community Library Needs Assessment Study - FINAL REPORT Prepared by Monteith Brown Planning Consultants (September 2005) Page 35 This leaves the following sites as potential locations, to be evaluated further using the established criteria: .:. Memorial Park .:. New Community Centre Site .:. Land immediately west of CIBC Newcastle Village Community Library Needs Assessment Study - FINAL REPORT Prepared by Monteith Brown Planning Consuttants (September 2005) Page 36 SITE 'A' - Memorial Park Address: Ownership: Site Area/Dimensions: Designation/Zoning: Existing Users): 150 King Avenue East Municipality of Clarington 1.58ha (3.92ac) Official Plan - "Main Central Area"; Zoning By-Iaw- R1-1 Neighbourhood park (contains one under-used ball diamond and playground equipment at rear of site) Single detached homes to north and west; Church to the east, medium density residential and grocery store across the road to the south. Type A Arterial (King Avenue) Full water and sewer services to site Surrounding Uses: Access: Servicing: Description/Comments: . The Municipality's 2005 Outdoor Recreation Facilities Study recommends that the ball diamond be upgraded, although it is currently under-utilized and potentially could be replaced at the community centre site. . Street parking presently permitted. . Lot is of sufficient size (with a frontage of approximately 350 feet), but depth of lot means that rear portion could be surplus for library needs (leaving opportunity for some remaining parkland). Newcastle Village Community Library Needs Assessment Study - FINAL REPORT Prepared by Monteith Brown Planning Consultants (September 2005) Page 37 SITE 'B' - New Community Centre Site Address: Ownership: Site Area/Dimensions: Designation/Zoning: Existing Users): Surrounding Uses: Rudell Road Municipality of Clarington approx. 3.2ha (7.9ac) Official Plan - "Community Park"; Zoning By-law - A 1 and EP Agriculture Residential to the east and north, Elementary School to south, Natural Area to the west Local Road (Rudell Road) Full water and sewer services to site Access: Servicing: Description/Comments: . A community recreation complex (to be built in two phases) is proposed for this site, with the first phase (beginning in 2006) to consist of an indoor pool and multi- purpose space. The second phase will include a twin pad arena, to be built in approximately 1 O-years time. . The site is large, which could allow for expansion potential as well as efficiencies in construction due to the co-location with the recreation centre. . The site is approximately 1.5 kilometres from the Village's main intersection, however, there is a sidewalk and lights extending all the way to the site. Newcastle Village Community Library Needs Assessment Study - FINAL REPORT Prepared by Monteith Brown Planning Consultants (September 2005) Page 38 SITE 'C' - Land immediately west of CIBC Address: Ownership: Site Area/Dimensions: King Avenue West (no assigned address) Private Lot west of CIBC: 0.43ha (1.07ac); Entire proposed landholdings: O.7ha (1.72ac) Official Plan - "Main Central Area"; Zoning By-law - C1 The lot west of CIBC Is vacant and three additional adjacent parcels contain residences. Commercial and service establishments to the east and south, residential to the north and west. Type A Arterial (King Avenue) Full water and sewer services on site DesignationlZoning: Existing Users): Surrounding Uses: Access: SeNicing: Description/Comments: . This site potentially contains four separate lots, 3 of which are owned by the same landowner, who has an opportunity to purchase the fourth lot to "round out" the development site. Acquisition of the fourth lot would be advantageous to provide uninterrupted frontage along King Avenue West. . The landowner is potentially agreeable to selling the site (or a portion thereof) to the Municipality for the community library, but would prefer to lease space to the library (one or two floors) or even build to suit. The landowner is also considering developing condominiums and/or commercial space on the site, which could impinge on the library's ability to expand in the future. A number of site development options and alternatives exist, which should be discussed in more detail with the landowner should this site be considered any further. Newcastle Village Community Library Needs Assessment Study- FINAL REPORT Prepared by Monteith Brown Planning Consultants (September 2005) Page 39 6.4 SITE EVALUATION & PRIORITY RANKING Based on the site selection criteria and weighting, each identified site was assessed and "scored", resulting in a rating for each site (ratings can range from 0 to 100, with the higher number being the more appropriate site). The following are the preferred sites in order of ranking: Rank Site Ratina 1. Memorial Park 92 2. New Community Centre Site 85 3. Land immediately west of CIBC 78 Please refer to ADDendix A for a complete listing of the scores attributed to each site and each criterion. Although the Memorial Park site scored the highest - and is, therefore, the site recommended by this study - selection of the ultimate site will be determined by the Library Board and Municipal Council. As part of the final site selection process, the implications of reducing parkland in the Village's core (Memorial Park) should be more fully assessed. Another aspect that warrants additional consideration is that the new community centre site on Rudell Road offers opportunities for both capital and operating cost efficiencies due to the combination of uses under the same roof. Newcastle Village Community Library Needs Assessment Study - FINAL REPORT Prepared by Monteith Brown Planning Consultants (September 2005) Page 40 I SECTION 7: COST ESTIMATES This section explores the funding, capital and operating cost parameters for the development of the proposed Newcastle Village Community Library. 7.1 CAPITAL FUNDING Presently the new Newcastle Village Community Library is listed as a building project for 2007-08 (according to the Development Charges Study), which would coincide with the termination of the debenture payments for the Courtice branch, which opened in 1997. The current lease for the Newcastle Village Community Library is in place until December 31, 2008, but can be terminated early. It also bears noting that construction of a new Newcastle Village Community Library in 2007- 08 as anticipated would be adequate to meet local needs to approximately the year 2015. An additional 7,095 people are forecasted to move into the Newcastle area between 2015 and 2025, placing additional pressures on the local community library. It is possible that the library will require an expansion (in the range of 4,000 to 5,000 square feet) in order to accommodate these new residents post-2015. It is anticipated that Development Charges would be in place to cover the bulk of the expansion costs, unless these funds are used for library expansion or development in another area of the Municipality. The current Development Charge By-law will cover approximately $1.3 million of the cost. Fifty percent of this project is, however, considered a replacement of the existing facility in Newcastle (which serves the existing population) and is, therefore, unrecoverable through development charges. The Municipality has indicated that it could finance up to $2.15 million for a new library, including DC funds. Should the construction cost be greater than this a"mount, alternative sources of funding would have to be explored. 7.2 CAPITAL COST ESTIMATES The capital cost estimates associated with the Newcastle Village Community Library are as follows: 9,665 square foot library = approximately $2,535,555 14,065 square foot library = approximately $3,680,655 Newcastle Village Community Library Needs Assessment Study - FINAL REPORT Prepared by Monteith Brown Planning Consultants (September 2005) Page 41 Table 7-1 below illustrates the capital cost estimates for both community library size options. Table 7-1: Newcastle Village Community Librarv CaDital Cost Estimates Component 9.665 sauare foot IIbrarv 14.065 sauare foot Iibrarv Parameters Subtotals Totals Parameters Subtotals Totals Building $170 per sf $1,643,050 $170 per sf $2,391,050 Site Development $217,000 $315,000 Parking 22 + 2 loading $72,000 33 + 2 loading $105,000 Sidewalks, Curbs $40,000 $60,000 Site lighting $25,000 $35,000 U/G Services $80,000 $115,000 Furnishings & Equipment $225,000 $325,000 Library Furniture $100,000 $145,000 Equipment $50,000 $70,000 Voice, iT, Security $75,000 $110,000 Fees & Expenses $220,000 $315,000 Consultants $160,000 $230,000 Inspection & Testing $20,000 $30,000 Disbursements $25,000 $35,000 Permit Estimate $15,000 $20,000 Project Contingency 10% $230,505 10% $334,605 Total $262 per sf $2,535,555 $262 per sf $3,680,655 All costs are in year 2005 dollars. Prepared by Maclennan Jaunkalns Miller Architects Ltd., August 2005. The costs include the library building, site development, furnishing and equipment, fees and expenses, and project contingency. Not included are site acquisition costs (if required) or material collection costs (e,g., books, multi-media, etc.), Note that the cost estimates assume that the library would be built in one phase, that it would be a stand-alone building, and that the site would be generally free from any construction barriers. Should the library be built as part of the Rudell Road Community Centre, it is possible that a cost efficiency of approximately 10% could be realized. 7.3 OPERATING COST PARAMETERS Working in co-operation with Clarington Public Library administration, current operating budget revenues and expenses for the Newcastle Village Community Library were compiled, These figures were reviewed for the purpose of developing projected operating costs for the new library building (estimates were created based on a 9,665 square feet Newcastle Village Community Library Needs Assessment Study - FINAL REPORT Prepared by Monteith Brown Planning Consultants (September 2005) Page 42 facility). Budget information from the Courtice library, as well as secondary information sources (e.g., material from the Canadian Urban Libraries Council and Library Services Centre), was also examined and used to confirm the range of costs applicable to the size and type of the proposed Newcastle library. The following provides a brief description of current and estimated operating revenues for the Newcastle Village Community Library: Current Revenue (2005) Estimated Revenue (9,665 sf library) $6,230 $9,769 Notes: 1. Budget estimates for the proposed library are shown in year 2005 dollars. 2. The budget estimates include overdue charges, copying revenue, and library bag saies. 3. The budget estimates do not include provincial grants (which is based on a per capita formula), municioal tax allocations, book sales, or other revenue sources. The following provides a brief description of current and estimated operating expenses for the Newcastle Village Community Library: Current Expenses (2005) Estimated Expenses (9,665 sf library) $181,027 $338,494 Notes: 1. Budget estimates for the proposed library are shown in year 2005 dollars. 2. The budget estimates include salaries and benefits, materials (books, multi-media, etc.), janitorial services, utilities, and communications. 3. The budget estimates do not include capital maintenance items, outdoor maintenance items, staff training, or central administrative expenses. Furthermore, collections required to outfit the new library are not included (there are presently 22,350 holdings and 36,550 are required for the new facility; the average cost of new library materials is presently $50 per item), nor are furniture, finishings, equipment (see capital budget estimate). 4. The current expenses reflect the cost of the building rental. The estimated expenses are based on the library building being municipally-owned, therefore, a rental charge has not been included. Borrowing costs for any capital items which may be debentured are also not included. 5. The proposed staffing complement is anticipated to include 1 full-time librarian, 1 full-time clerk, a part-time clerks, and 4 part-time pages. This equates to a standard of approximately 1.4 staff hours per square foot per week, which is consistent with the range offered by comparable branch libraries. This level of staffing would enable the library to offer extended hours of operation, much like the Courtice library. 6. The operating cost estimates are based on the library being a stand-alone building. It is possible that some operational efficiencies (e.g., utilities, janitorial, etc.) could be realized if the Iibrarv is located within the same structure as another use. Newcastle Village Community Library Needs Assessment Study - FINAL REPORT Prepared by Monteith Brown Planning Consultants (September 2005) Page 43 I SECTION 8: CONCLUSIONS & RECOMMENDATIONS Based on the research, consultation, and findings detailed in Sections 1 through 7 of this report, the following are the key recommendations of this Study: 1. Current and anticipated population growth in Newcastle Village will create significant additional demands for local library services - the only way to meet these needs is through the development of a larger community library. In fact, the existing library is under increasing pressure to serve its patrons as the existing space is too small. fts soon as possible and feasible, the Clarington Public Library should begin development of a 9.665 square foot community Iibrarv to replace its current location on Mill Street. A library of this size is designed to accommodate a population of approximately 14,635; current population forecasts indicate that Newcastle and surrounding area will achieve this population around the year 2015 and will continue to grow to 21,730 by 2025. It is estimated that the year 2025 population will require approximately 14,065 square feet of library space. 2. A iarger community library in Newcastle will require additional staff and collections resources. It is recommended that the new library institute longer operating hours and that it be staffed with a full-time librarian, a full-time clerk, and several part-time personnel. It is also recommended that the library's collections be increased by 62% over time (to approximately 36,600 items), with increased emphasis being placed on multimedia, magazines, and young adult collections. To assist in achieving this objective, the materials budget should be increased and brought in line with comparable libraries. 3. Given future growth projections, it is imperative that the Clarington Public Library plan for the expansion of the proposed library by selecting a site that is large enough to accommodate long-term needs. It is recommended that the site evaluation criteria contained in this report be adopted. It is further recommended that the Library Board and Municipality give serious consideration to developing the new library on the Memorial Park site, which scored the highest out of the three short-listed sites using the evaluation criteria. As an alternative, the new community centre location is the second highest ranked site. 4. The design of library buildings and how people use library services is constantly changing. It is recommended that the Clarington Public Library develop a "Iibrarv proqram" that defines the specific programmatic and space components of the new Newcastle Village Community Library Needs Assessment Study - FINAL REPORT Prepared by Monteith Brown Planning Consultants (September 2005) Page 44 Newcastle Village Community Library, giVing consideration to the design considerations outlined in this report (e.g., a program room. electronic resource centre, quiet study space, collaborative study room, self check-out area, etc.). This should involve the retention of an architect to develop a design and formalize capital cost estimates. 5. As the timing for the design and development of the new Community Centre in Newcastle is currently underway, a decision regarding site selection for the Newcastle Village Community Library location should be made eXDeditiouslv in the event that the Community Centre site is determined to be the chosen site for the library. Newcastle Village Community Library Needs Assessment Study - FINAL REPORT Prepared by Monteith Brown Planning Consunants (September 2005) Page 45 APPENDIX "A" - Site Selection Matrix and Evaluation The site is located at or has potential to be a community focal point and the site is at a highly visible location. '1' ... ..- The site area, shape and building envelope are sufficient for the proposed use and provide a reasonable level of flexibility in design. For renovations of existing buildings, this evaluation should also consider the condition and appropriateness of the existing building and site. The site is able to accommodate enough on-site and/or nearby parking for both patrons and staff. 2 12 2 12 6 2 6 2 6 2 6 The library would be compatible (in tenns of bu~ding design, scale, landscaping, setbacks, etc.) with the surrounding 8reaibuildings, and may include the potential to retainlre-use an existing building. The site is not impacted by a geographic barrier (e.g., watercourse, rail line), is not restricted byeasementJman-made obstructions, does not require site decommissioning (e.g., brownfield), and is relatively flat. Suitable infrastructure exists (e.g.. sewers, water, etc.) on or adjacent to the site. he site does n2t require the demolition of an existing building or elimination of necessary parkland, parking, or other vital land use. 2 10 2 10 2 10 2 6 2 6 2 6 2 2 4 2 4 '.. . The site complies with Official Plan policies and has acceptable Zoning By-law regulations. (see Note 1) The site is owned by the Town (preferable) or the site is currently for sale (acceptable). ", The site possesses long-term expansion potential for the library. 4 . .. The site has the ability to enhance and support other facilities, accommodate potential partners, and generate increased usage due to proximity to other destinations. The site offers the potential fof economies of scale in construction anellor operation due to the co-location of other municipal services. 2 o -,.- " The site has the abllty to Incorporate an open space area/feature and architecturally integrate with surrounding buildings. ".".c:=, ,. . -, ,....~...~ .~.. ~ """''''''''''''W..' O.OO.O'ON'O'" ~ 1. Al! sites have Official Plan designations that permit the development of a library facility, however, further discussions will be required with the Planning Department to address any potential issues relative to zoning and specific site requirements. Newcastle Village Community Library Needs Assessment Study -FINAL REPORT Prepared by Monteith Brown Planning Consultants (September 2005) APPENDIX "B" - Children's &Teen Programs and Services Best Practices Ontario Hamilton Public Library www.hol.hamilton.on.ca Oakville Public Library www.ool.on.ca Toronto Public Library www.torontooubliclibrary.ca Mississauga Public Library www.mississauoa.ca/oortal/residents British Columbia Richmond Public Library www.richmondoubliclibrary.oro United States American Library Association/Association for Library Services to Children www.ala.oro.owstemolate.cfm?section=oreatwebsites+temolate West Bloomfield Township Public Library www.orowuoreadino.oro/library (one of the most innovative range of services, programs, collection, physical space and web design) Farmington Public Library www.infowav.oro/kids/ Newcastle Village Community Library Needs Assessment Study -FINAL REPORT Prepared by Monteith Brown Planning Consunants (September 2005) APPENDIX "e" - Bibliography Abbate, Gay. "Library Bursting with Moving Prose" Globe and Mail. Monday, February 3. 2003, A 18. Anderson, Sheila. Servinq Oider Teens. Westport, Conn: Libraries Unlimited, 2004. Brawner, Lee and Beck, Donald. Detennininq Your Public Library's Future Size: A Needs Assessment and Planninq Model. Chicago, Iii: ALA, 1996. Fasick, Adele, Gagnon. Andre, Howarth, Lynne, Setterington, Ken. apeninq Doors to Children: Readinq Media and Public Librarv Use bv Children in Six Canadian Cities. Regina, Sask: Regina Public Library, 2005. Jones, Patrick and Shoemaker. Joel. Do it riqht! Best Practices for Servinq Younq Adults in School and Public Libraries. New York: Neal-Schuman Publishing, 2001. Lushington, Nolan and Kusack, James. The desiqn and evaluation of public librarv buildinqs. Hamden, Conn: Shoestring Press, 1991. Lushington, Nolan. Libraries Desiqned for users: a 21" Century Guide New York: Neal- Schuman Publishing, 2004. Martin, Elizabeth and Kenny, Brian. "Great Libraries in the Making" Librarv Journal. December 2004: 70-72. McCabe, Gerard. Planninq for a New Generation of Public Librarv Buildinqs. Westport, Conn: Greenwood Press, 2000. Meyers, E. "The Coolness Factor: Ten Libraries Listen to Youth". American Libraries. 30 (10) 1999. Nielsen Nonnan Group. Teenaqers on the Web: 60 Usabilitv Guidelines for Creatinq Compellinq Websites for Teens. Fremont, CA: Nielson Norman Group, 2005. Robertson, Guy. "Seniors: What They Want and What They Get in Canada's Public Libraries". Feliciter. 47 (6), 2001: 304-306 Toronto Public Library. Services to Seniors: Brinqinq Books to Evervone. Toronto: Toronto Public Library, 2005 (handout). Toronto Public Library. "Serving Customers Who Were Not Born Yesterday: Innovative Seniors' Programs and Services". Presentation delivered by Arlene Chan at the CLA Annual Conference, Calgary Alberta, 2005. Walter, Virginia and Meyer. Elaine. Teens and Libraries: Gettinq ij Riqht. Chicago, III: ALA, 2003. Woodward, Jeannette. Countdown to a New Librarv: Manaqinq the Buildinq Proiect. Chicago, III: ALA, 2000. Newcastle Village Community Library Needs Assessment Study -FINAL REPORT Prepared by Monteith Brown Planning Consultants (September 2005) UJ1!igglon od{,,;,. .1 J,f"j ,rl .,> '~;Lt:l,40PY October 27,2005 Allan Hewitt, Chair Clarington Public Library 163 Church Street Bowmanville, ON, L 1C 1T7 Dear Mr. Hewitt: RE: NEWCASTLE VILLAGE LIBRARY NEEDS FILE: A19.GE Further to the presentation of the Clarington Public Library at the General Purpose and Administration Committee meeting held October 17, 2005, I advise that Council, at the meeting of October 24, 2005 approve of the following recommendation: "THAT the recommendations contained in the "Newcastle Village Community Library Needs Assessment Study - Final Report September, 2005" be endorsed in principle, including the recommended size, site criteria and the priority ran kings of sites; and THAT the Memorial Park site be the Clarington Public Library Board's preferred site for a new Newcastle Branch Library." At that same meeting, your correspondence of October 5, 2005, was referred to the Director of Finance/Treasurer for budgetary consideration in 2006. Yours truly, Patti L. Barrie, A.M.C.T. Municipal Clerk PLB/ta cc: Valentine Lovekin Edith Hopkins, Chief Executive Officer CORPORATION OF THE MUNICIPALITY OF ClARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T (905) 623-3379