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HomeMy WebLinkAboutAdmin 52-84CORPORATION OF THE TOWN OF NEWCASTLE 40 TEMPERANCE STREET BOWMANVILLE, ONTARIO Ll C 3A6 TELEPHONE 623-3379 REPORT TO THE GENERAL PURPOSE AND ADMINISTRATION COMMITTEE MEETING HELD JUNE 18 1984 ADMIN 52 - 84 SUBJECT: Status of the Newcastle Community Services Planning Board RECOMMENDATIONS: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. That this report be received; 2. That the minutes of the April and May meetings of the Board be received by Council for information; 3. That Council adopt the recommended terms of reference for the Town of Newcastle Community Services Planning Board as attached; and 4. That the Newcastle Community Services Planning Board be notified of Council's actions. BACKGROUND AND COMMENT: On April the 18th 1984, the first meeting of the Newcastle Community Services Planning Board was held. During this first meeting Mr. Milt Dakin was elected to the office of the Chairman for a period of one year. Mrs. Gail Degroot and Mrs. Lorraine Lover were both elected as vice-chairmen. The focus of the first meeting primarily centered on familiarizing Board members with the various Town departments and their operations. A number of administrative matters were dealt with, including agenda format, procedures and priorities. The May meeting of the Board was devoted primarily to a consideration of the draft terms of reference which had been provided by staff. In essence, the terms of reference are a reflection of recommendations four and five in the Culture and Recreation Master Plan. As can be seen from reviewing the May meeting minutes of the Board, a numbbr of changes were made to the draft. At the June meeting of the Board, a final review was held of the responsibilities. ADMIN. 52 - 84 Thereafter the draft terms of reference were adopted and recommended to Council for consideration. It should be noted that responsibility Number six suggests that Council would initially gather operating and capital grant requests from local boards, athletic, arenas and parks associations. Thereafter Council would refer these requests to the Community Services Planning Board for evaluation, comment and recommendations. Fundamental to making this process work would be the responsibility of Council to indicate an overall budgeted amount for such grants prior to the consideration of the individual requests by the Planning board. If Council can provide such a budgeted figure, the chances of conflict between the Community Services Planning Board and Council will be minimized. It should also be noted that the recommendations in the Master Plan suggested that the Newcastle Community Services Planning Board might autonomously submit grant application forms to senior levels of government. It was the general feeling of the Board members that Council and the Planning Board must work together, and as such, funding requests must be directed through Council. The terms of reference for the Planning Board would serve to replace recommendations four and five of the Master Plan. At this time it should be indicated to Council the priorities of the Board. Assuming Council supports the recommended terms of reference for the operation of the Board, members will then consider the recommendations of the Master Plan and thereafter make recommendations to Council. The Board is also planning a tour of facilities to better familiarize all Board members of the general operations of the Culture and Recreation services of the Town. Respectfully submitted, DSJ:Nof David S Johnston, M.C.I.P., Chief A ministrative Officer a TOWN OF NEWCASTLE COMMUNITY SERVICES PLANNING BOARD April 18, 1984 Minutes of the first meeting of the Newcastle Community Services Planning Board, held on Wednesday, April 18, 1984 at 7:00 p.m. at the Ontario Hydro Information Centre at the Darlington Generating Station site. Interim Chairman Councillor Bruce Taylor called the meeting to order. Roll Call Present Were: Councillor Bruce Taylor Mr. Noel Rivers Mr. Andy Tielemans Mr. William Humber Mrs. Mary Clarke Mrs. Gail De Groot Mr. Frank Stapleton Mr. Milt Dakin Mrs. Lorraine Lover Mr. Bernhard Heming Mrs. Francine Newton Mr. Brian Ferguson Absent: Mr. Michael Sawyer Also Present: D. Johnston,Chief Administrative Officer T.A. Fanning, Director of Community Services J. Caruana, Deputy Director of Community Services J. Auger Szwarz, Long Range Planner (for T.T. Edwards, Planning Director) B. Nielson, Ministry of Tourism and Recreation RESOLUTION #CSB -1-84 Moved by Mrs. Clarke, seconded by Mr. Ferguson THAT the Board appoint Mr. Dakin as Chairman for a period of one year. "CARRIED UNANIMOUSLY" Councillor Taylor retired as Chairman of the meeting, and Mr. Dakin assumed the Chair. - 2 - RESOLUTION #CSB -2-84 oved by Mrs. DeGroot, seconded by Mrs. Clarke THAT the Board appoint two vice-cAairmefi representing wards different from each other and that of the Chairman. "CARRIED" RESOLUTION #CSB -3-84 Moved by Mrs. Clarke, seconded by Mrs. DeGroot THAT Mrs. Lover be appointed as the Vice -Chairman from Ward 3. "CARRIED UNANIMOUSLY" RESOLUTION #CSB -4-84 Moved by Mr. Heming, seconded by Mrs. Clarke THAT Mrs. DeGroot be appointed as the Vice -Chairman from Ward 2. "CARRIED UNANIMOUSLY" RESOLUTION #CSB -5-84 oved y Mr. Stapleton, seconded by Mr. Ferguson THAT the Executive of the Committee be comprised of the Chairman and the two Vice -Chairman. "CARRIED UNANIMOUSLY" RESOLUTION #CSB -6-84 Moved by Mrs. DeGroot, seconded by Mrs. Lover THAT the Board use the agenda format suggested by the Clerk's Department. "CARRIED UNANIMOUSLY" RESOLUTION #CSB -7-84 Moved y Mr. Ferguson, seconded by Mr. Rivers THAT Resolution #CSB -8-84 be amended by deleting the words "and finish by 10:30 P.M." and inserting the words "and finish by 10:00 P.M.". "CARRIED" RESOLUTION #CSB -8-84 Moved y Mr. Heming, seconded by Mr. Tielemans THAT the meetings commence at 7:30 P.M. and finsh by 10:30 P.M. "CARRIED AS AMENDED" -3 - RESOLUTION #CSB -9-84 Moved by Mr. Stapleton, seconded by Mr. Heming THAT the Board meet on the first Wednesday of each month. "CARRIED" RESOLUTION #CSB -10-84 Moved y Mr. Heming, seconded by Mrs. Clarke THAT the next three meetings of the Board in May, June and July be held at the Darlington Generating Station Information Centre. "CARRIED" RESOLUTION #CSB -11-84 Moved by Mrs. Lover, seconded by Mr. Rivers THAT the Board thank Councillor Taylor and Town Staff for organizing and attending at the meeting. "CARRIED" RESOLUTION #CSB -12-84 Moved yME-. Newton, seconded by Mrs. De Groot THAT the Board consider drafting the terms of reference as a top priority on the agenda of the next meeting. "CARRIED" RESOLUTION #CSB -13-84 Move y Mrs. C arke, seconded by Mrs. De Groot THAT the Board thank Ontario Hydro through Ms Stickley for the use of their facilities. "CARRIED" RESOLUTION #CSB -14-84 Moved by Mrs. Newton, seconded by Mr. Ferguson THAT the meeting adjourn at 10:00 P.M. "CARRIED" TOWN OF NEWCASTLE COMMUNITY SERVICES PLANNING BOARD Ir �II ,Minutes of 'a regular meeting of the Newcastle Community Services Planning Board, held on Wednesday, May 2 1984 at 7:30 p.m. at the �I Ontario Hydro Information Centre, Darlington Generating Station Site Chairman M. Dakin called the meeting to order at 7:3® p.m. i Roll Call; Present were..Mrs.!Franc�ir�e 1. Newton MrT Bernhard Heming Mr. Milt Dakin Mr. 'Noel Rivers Mr. Brian � J. Ferguson Mr. William Humber Mr. Andy Tie,lemans Mrs. Gail Degroot'' Mrs. Mary M. Clarke Mrs. Lorraine Lover to 10:00 p.m. Mr. Frank Stapleton Absent were: Mr. Michael Sawyer Also Present: D. Johnston, Chief Administrative Officer J. Caruana, Deputy Director of Community Services J. Auger Szwarz, Long Range Planner S: Stickley,, Ontario Hydro Information Officer Resolution CSB -15-84 Moved by Mrs. Newton, seconded by Mrs. Clarke'. THAT the minutes of the meeting held April 18 1984 be approved. "CARRIED" Resolution CSB -16-84 Moved by Mrs'. Degroot, seconded by Mr. Humber THAT the Committee receive the Draft Terms of Reference. °CARRIED° Resoliltl6i7. CS8-17-84 Moved by Mr, Humber, seconded by Mrs. Degroot THAT item 3 of the draft Operating Principles be amended by replacing the word lItown'l with the word w.ww��ry .•. •8'd.r Nt t19S +:I'�dM� i• ... IICARRiF@i -2- May 2 1984 Resolution CSB -18-84 Moved by Mrs. Clarke, seconded by Mrs. Degroot THAT Item 5 of the draft Operating Principles be amended by replacing the word "dissipation" with the word "dispensing". "CARRIED" Resolution CSB -19-84 Moved by Mr. Ferguson, seconded by Mr. Rivers THAT Item 2 and 3 of the draft Operating Principles be amended by adding the words "and to promote" after the words "to develop". Resolution CSB 20-84 Moved by Mr. Stapleton, seconded by Mr. Rivers THAT Item 1 of the draft Responsibilities be amended by replacing the word "achievement" with the word "review". "CARRIED" Resolution CSB -21-84 Moved by Mr. Stapleton, seconded by Mr. Rivers THAT Item 3 of the draft Responsibilities be amended by adding the words "and recommendations" after the words "providing information". "CARRIED" Resolution CSB -22-84 Moved by Mr. Humber, seconded by Mrs. Degroot THAT Item 4 of the draft Responsibilities be amended by adding the words "and recommendations" after the words "providing assistance". "CARRIED" Resolution CSB 23-84 Moved by Mr. Humber, seconded by Mrs. Degroot THAT Item 5 of the draft Responsibilities be amended by adding the words "and recommendations" after the words "analysis". "CARRIEDIT �3- ResolutionlCSB ved by Mr. ,Rivers, seconded by Mrs. Degroot May 2 1984 AT staff be requested to draft appropriate wording under Item 6 of e'draft Responsibilities which encompasses the concepts of "receive, discuss, aluate''and recommend". "CARRIED" Moved by Mr.'Heming, seconded by Mrs. Lover.. THAT a new Item 7 under draft Responsibilities be established, to read as follows: "71. 'The identification of sources of funding assistance, and the submission of funding applications to and/or with the Town".. "CARRIED" ResolutionlCSB-26-84 Moved by Mr. Heming, seconded by Mr. Humber THAT'a new Item 8 under draft Responsibilities be established to read as follows: "8. To review annually the above responsibilities with a view to adjusting to changing conditions". "CARRIED" Resolution CSB -27-84 Moved by Mrs. Newton, seconded by Mr. Ferguson 11 'THAT the second sentence in the draft Support Staff be amended to read as follows: "In this regard the Director and/or Deputy Director of Community Services and the Chief Administrative Officer will attend meetings of the Board" g "CARRIED" R �- 8-8 esolution C5 2 4 Moved by Mr. Stapleton, seconded by Mrs. Clarke THAT the meeting be extended to 10:15 p.m. "CARRIED" .:4 - May 2 19842(b% . V , Moved by Mrs, Clarke, seconded by Mrs. Degroot THAT the Board table consideration of the draft Terms of Reference pending submission of appropriate word for Item 6 of the draft Responsibilities. "CARRIED" Resolution CSB -30-84 Moved by Mrs. Degroot, seconded by Mr. Tielemans THAT the Board request Mr. Caruana to prepare a report regarding the bus tour for the Board's consideration. "CARRIED" Resolution CSB 31-84 Moved by Mr.' Rivers', seconded by THAT the Board members review the information relating to Conflict of Interest for the next meeting. "CARRIED" Resolution CSB 32-84 Moved by Mrs. Degroot, seconded by Mr. Ferguson THAT the meeting be adjourned. "CARRIED" 3tWte.�li'�1d4�I«t J6!%�,t^�GR� d F.r�'wY'�M3C�Mm,uHrf4� � _�ItS' ': aCb) RECOMMENDED TERMS OF REFERENCE FOR THE TOWN OF NEWCASTLE COMMUNITY SERVICES PLANNING BOARD Operating Principles The following six principles constitute the operational mandate of the Newcastle Community Services Planning Board: 1) to make a strong commitment to community -wide leisure resource planning; 2) to develop and promote an understanding of hierarchical servicing structures related to both local and Town -wide leisure needs; 3) to develop and promote an understanding of the finite nature of public finances; 4) to serve as a forum for the exchange of ideas and the discussion of problems with the goal of eliminating existing feelings of "parochial favouritism"; 5) to act as a liaison between the first and third tiers of the local leisure delivery system and to assist in the dispensing of knowledge and information related to the recreational planning process; 6) to serve as the principal strategic decision making body related to the provision and development of future recreation resources and to make recommendations to Town Council in this regard where necessary. Responsibilities The Newcastle Community Services Planning Board is entrusted with the following responsibilities: 1) the review of the principles, goals, objectives, and recommendations of the Town of Newcastle Culture and Recreation Master Plan; 2) continual liaison with both local and Town -wide tier one groups, clubs and associations in order that their needs and interests may be incorporated in the planning process; 3) providing information and recommendations to the Town Planning Department and/or Council related to the selection of developer land dedications or the cash in lieu option for future subdivision development within the Town; 4) providing assistance and recommendations to the municipality in the planning and acquisition of lands for park and open space purposes within the Town; 5) providing information, analysis and recommendations upon which future recreation programs and resources will be based; the identification of capital needs and the submission of development proposals to the Town Council in regards to major projects, detailing project: - need and intent; - location and features; - potential funding sources and cost sharing; - the role of the Town in the project; 6) receiving for Council budgets for all operating and capital items from all local hall boards, local athletic boards, arena boards and park associations; discussing such budgets with affected parties, evaluating their request in terms of priority within the overall cultural and recreational needs of the:Town; and recommending to Council the disposition of such requests which may include approval, rejection or modification; 7) the identification of sources of funding assistance, and the submission of funding applications to and/or with the Town; 8) to review annually the above responsibilities with a view to adjusting to changing conditions. Support Staff The Newcastle Community Services Planning board will have technical support from Town staff. In this regard the Director and/or Deputy Director of Community Services or his designate and the Chief Administrative Officer will attend meetings of the Board. Other technical assistance may be requested for the Board through the Chief Administrative Officer. Reporting Relationship The Newcastle Community Services Planning Board will report to Council by forwarding copies of the minutes of the meeting to the Clerk's Office for inclusion as a report in the subsequent Council meeting. Where the Community Services Planning Board is requesting specific, Council actions, such actions will be specifically identified in a report to Council by the Chairman of the Community Services Planning Board.