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HomeMy WebLinkAboutAdmin 74-84CORPORATION OF THE TOWN OF NEWCASTLE 40 TEMPERANCE STREET BOWMANVILLE, ONTARIO L1C3A6 TELEPHONE 623.3379 REPORT TO THE NEWCASTLE COMMUNITY SERVICES PLANNING BOARD MEETING HELD SEPTEMBER 5, 1984 ADMIN. 74 - 84 SUBJECT: DRAFT TERMS OF REFERENCE FOR BOWMANVILLE ARENA FEASIBILITY STUDY RECOMMENDATIONS: I. That this report be received; 2. That the Newcastle Community Services Planning Board approve the draft terms of reference as outlined on attachment "A". BACKGROUND AND COMMENT: Recommendation #61 of the Culture and Recreation Master Plan suggests that the Bowmanville Arena be replaced before the end of the planning.period 1987 in accordance with the following considerations: 1. Acquisition of a new site, preferably adjacent to the Fitness Centre/High School in order to realize operational ecomomies; 2. Abandonment of existing facility and tender the property and building for sale and; 3. Plan for double rink physical plan capability with a phased development of a second pad by the middle of the next decade. While there was considerable dialogue prior to the formulation of these recommendations, it is equally apparent that further study is needed on this issue to more closely define the needs and the feasibility of undertaking such a project. It is with this in mind that the attached terms of reference have been drafted. It is hoped that by using these terms of reference a consultant may be hired to answer the many questions that surround this issue. It would be staff's intention to obtain the input of the Newcastle Community Services Planning Board on the format and content of the draft terms of. rdeeenCe'and then submit same to Council through the Hydro Liaison Committee. It is anticipated that the feasibility study itself may cost up to $25,000 to complete. It is hoped that the Newcastle Community Services Planning Board will agree with staff that this is the most intelligent way of addressing the contents of Recommendation #61. You will note in the terms of reference that great attention is given to not only what type of facility should be looked at but where and how much it will cost to operate any component of the facility. Respectfully submitted, David eJohnston, M.C.I.P., Chief Administrative Officer History of Dowmanville Memorial Arena 1946 - 1984 The Bowmanville Memorial Arena is situated on Jueen Street, just overlooking the gowmanville Creek Valley. below the end of Temperance Street, The arena property involves 4.47 acres and has a frontage of 280.5' on an irregular shaped lot, limited parking to about 12 cars in the front of the arena. 'The parking lot on the south side of arena can accommodate about 20 to 25 cars. The present seating capacity of the arena is (640) With (330) standing room for a total of (970) people. These figures were determined by the Newcastle Fire Department. The overall outside dimensions of the main arena building are 196' x 106' and the ice surface approximates 175' x 75'. An 80' x 24' two storey front building section is located on the north side of the arena and 27' x 66' extension on the west end of the arena houses the ice plant and the surfacing machine. The arena was constructed in 1948, at which time the bows ring trusses were supported by concrete block loads bearing walls and pilasterns. In 1959, structural steel columns supported on piles were introduced to relieve the severely cracked perimeter eralls of the truss loads. Viten the arena opened its doors for business in 1949, it relied on natural ice. The Kinsman Club of Bowmanville assumed the financial responsibility for having artificial ice installed inithe Bovimanville Memorial Arena in 1952. In 1960, the refrigeration plant and ice surface equipment building, west of the main arena area was built after the existing boiler room collapsed. In 1971, the existing bowstring trusses were repaired. A new plastic brine "U" pipe system was installed in 1976. However, the arena floor is sand and as such is not usable in the sprinn or summer. ../2 i ""story of 8owmanville Memorial Arena Continued... Page 2. A visual and dimensional inspection of the Gowmanville Memorial Arena was carried out in August 1976, at which time the timber trusses, roof purlines and miscellaneous framing members of the arena structure were examined. In 1976, Totten Sims Hubicki & Associates carried out an inspection and recommended further work to the roof structures ata cost of $45,000.00. This work was completed in February of 1977. !re were informed that we would have another inspection in 1982. In 1982 the_inspectien was carried out by Totten Sims Hubicki & Associates and minor repairs were made to the roof structures. In May of 1983 several more cracks in the roof trusses were discovered. It appears eael year, more and more repairs are needed to keep the facility operational. At the same time, more inspections are required to ensure the safety of the various user grouns. Given these circumstances it is appropriate that the Corporation of the Town of Newcastle examine. the future of the 8owmanville Arena by way of a feasibility study. August 1984 Terms of Reference for a Feasibility Study on Bowmanville Arena 1• Responsibilities of the Consultant Background/Rationale for Stud The feasibility is intended to help the Newcastle Community Services Planning Board and Council decide upon the best course of action with respect to the Bowmanville Arena. If the arena is to be replaced where should it be located, what features should be incorporated, and at what cost both capital and operating. (a) Mandate The Consultant will indentify where Town Council has seen fit to proceed with a feasibility study for a new arena including where the Master Plan has made reference through its recommendations. The Consultant should note where the Community Services -Department has included an -allowance for a new arena in its 5 Year Capital Forecast. In light of the Master Plan and its recommendation to form a Planning Board, the Consultant will, through the study team, contact this Board and identify their concerns or related issues. (b) Master plan The Town of Newcastle has recently completed its Master Pian for Culture and Recreation. The Consultant should cross reference this document relative to the Bowmanville Arena. (c) Ministry of Labour Over the past number of years the Ministry of Labour has conducted numerous status reports on the structure of the Bowmanville Arena. The Consultant's role will be to examine information contained in these reports as it applies to the present facility and whether replacement is necessary. (d) Population It will be the responsibility of the Consultant to identify the past and future population trends for the service area by utili ing information provided through the Region of Durham. Terms of Reference for a Feasibility Study on Bowmanville Arena Continued... Page 2 (e) Demand Patterns The Consultant is to identify the unique geographic distribution of the population of the Municipality. The Consultant should also make reference to the user patterns and needs relative to the age and functional nature of the building and the three other arenas in the municipality. (f) Users Input It will be the responsibility of the Consultant to identify the users of the facility. Information obtained is to contain the actual use of the facility, user feedback, making special note of their concerns and issues raised. Such input may be obtained through public meetings and/or user questionnaires. 2. Purpose/Objectives of the Study (a) Overall Purpose and Objectives The general purpose of the study is to examine the alternatives of an arena and define or recommend how community needs for this facility can best be met in a financially feasible way. (b) Knowing the Purpose/Objectives have been met It is required that the consultant identify all required data in the decision,making process. 3. Scope or Constraints of the Study (a) Geographic Boundaries Except as specifically noted in 1 (e) of the terms of reference the geographic boundaries of the study will be within a three (3) mile radius of the urban area of Bowmanville. (b) The Consultant should note that the facility will primarily serve the needs of Bowmanville and area residents. The study is to have regard to the following official documents and Municipal Departments: -Master Plan for Culture and Recreation -Town of Newcastle Official Plan -Regional Popultion Projections -Service Plans (hard services) Traffic Counts Usage Patterns of Existing Arena -Community Services Department 4reasury Department WPublic Works Department -Fire Depart.wnt ,1 terms of Reference f� a Feasibility Study on Bowmanville Arena .,.mtinues... Page 3. 4. Information Requirements (a) Design Features Consulting process shall include reviewing of alternatives which could include the following features: -International Ice Surface -Twin Pad (immediate or future) -Banquet Facilities -Fitness Area -Seating Capacity (1,500?) -Energy Efficiency -Year Round Ice Making Capabilities -Access for Handicapped -Squash Courts -Senior Citizens Centre Number of Dressing Rooms (b) Impact The Consultant should relate the various design features of the facility to the economic impact resulting in the Community. The demographic trends must also identify the needs and potential markets, isolating specific trends relating to Senior Citizens. (c) Operating and Capital Projections A complete review of alternative facility types relating to capital and operating costs must be provided outlining the impact of, those costs in considering the alternatives, but primarily in the recommended approach. Particular reference is requested to those costs related to the Community Services Department and its ability to meet present and future needs. (d) Site O-ption and Staffing A recommended site from alternatives must be identified within the area defined in 3a and assessed using the information available through the feasibility study. The study should review requirements of staffing and administering the new facility and should also contain an implementation strategy for the study recommendation. 5. Process of Study (a) Time Schedule May 1, 1985 Completed Study April 15, 1985 Final Draft January - April 1985 Public Input January 1985 First Draft Prior to First Draft Public Input As Called Study Team Meetings (6 to 10 meetings - minimum 6) ...A 0 7. Terms of Reference for a Feasibility Study on Bowmanville Arena Continued... 5. (b) Possible Stagina of Feasibility Study PRESENTATION TO COUNCIL FINAL DRAFT FURTHER DATA COLLECTED & ANALYSIS FIRST DRAFT DATA COLLECTION & RESEARCH CLARIFICATION START 1ST HTG. 2ND NTG. Oct. - Dec HITH STUDY WITH STUDY 1984 TEAM TEAM Page 4. 3RD MTG. 4TH MTG. 5TH HTG. 6TH MTG. PITH STUDY WITH STUDY HITH STUDY h1ITH`STUDY TEA'1 TEAM TEA11 TEAR May. 1/85 The Consultant should note that updated reports are required'at each identified stage of development, at least one week prior to the meeting. Community Participation Who will be involved and to what.extent? The Consultant must assure that at least two (2) opportunities ror user input from the population at large (limited) is made available. Present groups must uueconsidered. aDemographic shiftsrmust also benconsiderr gous (ie. Seior ed. Service Clubs within the Municipality should be invited to offer input as well as the general public. The Consultant must assure that each group will have an opportunity to review the drafts submitted to allow input for data collection and in some cases gathering of information. Jobs and Responsibilities Consultant's Responsibilities It will be the direct responsibility of the Consultant to provide all reports, tc produce the required number of draft copies Of documents and to provide the Municipality with a detailed invoicing f6rmat to be used. pThee Consultant will also be responsible to make the necessary resentation to Staff Newcastle Community Services Planning Board, owtl14 0@ comrmfn 9t large and the Study Team. .../5 Jg arms ms of Reference for a Feasibility Study �n'Bowmanville Arena Continued... Page 5. 'G� 7. (a) The Consultant will also establish a format for a reporting relation- ship (ie staff contacts and correspondancee/.. The Consultant must enter into a contract to provide the outlined service to the Town prior to the commencement of the work. It will be established in the contract that ownership of all materials, documents, reports and the end product will be that of the Town of Newcastle. The Consultant must identify their personnel to work on the project outlining each individual function, relative man hours and related experience. Finally, the Consultant will number of drafts and reports (b) Study Team Responsibilities assume all costs for the required for a specified contract price. Study Teams members will be comprised of the following Municipal Staff: David S. Johnston, Chief Administrative Officer Thomas A. Fanning, Director of Community Services Joseph P. Caruana, Deputy' Director of Community Services H. Fred Payne, Facilities Manager Terry T. Edwards Director of Planning It will be the responsibility of the Study Team to.interpret the Terms of Reference and to review draft and background information submitted by the Consultant. The Study Team will co-ordinated input of Staff to the Consultant and ensure that Town resources are made available to the Consultant as required. Study Team members on the whole will offer guidance as methods used by the Consultant and wilto approach l be responsible to involve the Newcastle Community Services Planning Board (N.C.S.P.B.) All periodic reports to the Town of Newcastle, General Purpose and Administration Committee meetings (G.P. & A) and subsequent recommendations to Council will be the responsibility of the Study Team. (c) End Use of the Study It is the intent that the completed study will be the basis for Council's decision making and authorization to construct the facility identified to be the best alternative. (d) Ontario Hydro Impact Having completed the feasibility study it will be the task of the consultant to assess any impact that may be attributable to the Ontario Hydro Generating Station Darlington.