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Home My WebLink AboutCSD-008-18Clarftwn Community Services Report If this information is required in an alternate accessible format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131. Report To: General Government Committee Date of Meeting: May 28, 2018 Report Number: CSD -008-18 Resolution: GG -318-18 File Number: By-law Number: Report Subject: Youth Centre in Newcastle Recommendations: 1. That Report CSD -008-18 be received; 2. That Council approve a six month pilot project Youth Centre operated by the John Howard Society, located at the Diane Hamre Recreation Complex, with a scheduled opening of December 1, 2018; 3. That the operating costs of $59,889 be provided to the John Howard Society to operate the Youth Centre in Newcastle, to be funded from the Rate Stabilization Reserve Fund; 4. That $20,000 be approved for renovations to the former concession area, to be funded from the General Capital Reserve; 5. That staff report back to Council prior to the end of the six month pilot project; and 6. That all interested parties listed in Report CSD -008-18 and any delegations be advised of Council's decision. Municipality of Clarington Report CSD -008-18 Report Overview Page 2 This report addresses Council's direction to report back on the feasibility of opening a Youth Centre at the Diane Hamre Recreation Complex for the fall of 2018. 1. Background 1.1 At the May 7, 2018 General Government Committee meeting Resolution #GG -217-18 "That the delegation of Scott Murduff and Grade 8 Students from St. Francis of Assisi Catholic School, regarding social, historical and recreational planning for Newcastle be received with thanks; That $50,000 be allotted to start youth programs at the Diane Hamre Recreation Complex this fall; and That staff be directed to provide the account from which this funding will be taken" was referred. 1.2 At the same meeting, Resolution #GG -218-18 "That resolution #GG -217-18 be referred to staff to report back to the General Government Committee meeting on May 28, 2018, regarding a Youth Centre in Newcastle" carried. 1.3 Discussion at the General Government Committee meeting of May 7, 2018 further indicated it was desirable to have John Howard Society operate the Newcastle youth centre in a similar fashion to what was proposed for the Courtice Youth Centre. It was also suggested that in reporting back, staff be encouraged to find a way to make a Youth Centre in Newcastle a reality within this term of Council. 2. Consultation Feedback 2.1 The consultation process that occurred in March 2018 sought feedback from the community in regard to youth centre locations in both Courtice and Newcastle. This included an on-line survey through our Engage Clarington portal, visits to local high schools and information nights at recreation facilities. 2.2 The response through Engage Clarington provided valuable input on preferred locations and what activities the respondents would like to see in a Youth Centre. On March 21, Community Services staff visited Clarke High School during a school lunch break looking to generate dialogue and seek input from students on a Youth Centre in their community. On March 28, a Youth Centre Information Drop-in was held at the Diane Hamre Recreation Complex. 2.3 Responses for both communities indicated a preference for a Youth Centre to be located within an existing recreation facility and to be open evenings, after school, and on weekends. A wide variety of suggestions on activities and amenities for the Youth Centres were captured. Regardless of what is being offered, the youth of Clarington want the opportunity to meet new people, have the chance to try new things and spend time in a safe, welcoming and inclusive space. 2.4 The John Howard Society will also be following up with the Grade 8 class at St. Francis of Assisi Catholic Elementary School to discuss programming for the Youth Centre. Municipality of Clarington Page 3 Resort CSD -008-18 3. Youth Centre Operation and Location 3.1 Subsequent to the May 7 General Government Committee meeting, staff met with representatives of the John Howard Society to discuss the possibility of opening a Youth Centre in Newcastle during this term of Council. Through these discussions it was determined that John Howard Society is prepared to partner with the Municipality to offer Youth Centre programming at the Diane Hamre Recreation Complex, commencing December 1, 2018 (Attachment 1). 3.2 Program Room 1 and the former concession area within the complex have been identified by the John Howard Society as being suitable for a pilot Youth Centre at the Diane Hamre Recreation Complex. 3.3 The proposal is similar to that approved for the Courtice Youth Centre, in that the Centre will operate four days a week plus Saturdays. Programming will be geared to facilitate ages 12-18. 3.4 It should be noted it was also suggested that the Centre be located in the former Station 2 Fire Hall in Newcastle Village. Operations staff inform us the building is not suitable and is planned for demolition. 3.5 Over the course of the pilot period for both the Courtice Youth Centre and proposed Newcastle Youth Centre, staff will be investigating other possibilities with regards to obtaining additional space, and consideration will be given to the feasibility of leasing portable/modular units that could serve as program space. 4. Impact to Existing Programs 4.1 Due to the popularity of recreation programs Community Services offers at the Diane Hamre Recreation Complex, any loss of space for a dedicated use will have an impact on existing programs, participants, and rentals. Where possible, programs that can be relocated from Room 1 to Room 2/3 with no impact to other users or only a minor schedule change will be accommodated. 4.2 Over the past two years, Community Services staff have been expanding Older Adult programs and activities in Newcastle. Currently there are several Older Adult programs that operate in Program Room 1. At this time, there is no opportunity to relocate those programs operating in Program Room 1 without displacing other programs and participants. In order to ensure that Older Adults in the Newcastle area continue to have the opportunity to participate in a variety of recreation programs staff will review the current programming of Program Room 2/3 and create opportunities to relocate some Older Adult programming from Program Room 1. This will result in the discontinuation of some adult fitness programming. 4.3 For several years, the Community Services Department has worked in partnership with Newcastle Family Connection (NFC) to offer introductory children's dance classes at the Municipality of Clarington Resort CSD -008-18 Page 4 Diane Hamre Recreation Complex. With the loss of Program Room 1 there is no available space to continue with these programs. 4.4 There are a variety of Community Services Department clinics and workshops as well as staff training needs that occur in Room 1. These opportunities will be reduced and scheduled as space permits in Room 2/3. 4.5 There is one ongoing private rental, a karate program operating six hours per week, and also a number of one-off private rentals in Program Room 1. The projected revenue loss of these private rentals is approximately $12,000. 4.6 Going forward the remaining multi-purpose space within the facility is for the most part utilized to capacity leaving little to no opportunity for future growth or new programming for any area until new space is made available. 5. Financial Considerations 5.1 The John Howard Society has provided a budget to operate the centre for a six month period (Attachment 2). The summary of their operating costs are: Staffing/Benefits $50,689 Operating Costs $ 6,200 Program Supplies and Equipment 3,000 Total Cost $59,889 The funding for this pilot project can come from a onetime source. However, the annualized impact for a full year operation will need to be addressed in the 2019 budget. The timing will be a challenge as the pilot project will still be underway when the 2019 budget needs to be adopted. It is recommended that the required funding for the pilot be drawn from the Rate Stabilization Reserve Fund. 5.2 The cost to make the necessary renovations to Program Room 1 and the vacant concession area is estimated to be $20,000. It is recommended that this be funded from the General Capital Reserve. Please note should the pilot project be approved to continue, additional funds would be required to complete renovations. 5.3 As indicated in this report annual rental revenue from Program Room 1 is estimated to be $12,000. This reduction will need to be reflected in future operating budgets. 6. Concurrence 6.1 This report has been reviewed by the Director of Finance who concurs with the financing. Municipality of Clarington Resort CSD -008-18 7. Conclusion Page 5 7.1 Although opening and operating two new Youth Centres within the Municipality will provide challenges to staff and our physical resources, we are confident in our proposal to establish an opening date of the Newcastle Youth Centre on December 1, 2018. The staff at the John Howard Society have been most accommodating and we look forward to building on our established relationship into the future. 7.2 It is respectfully recommended that Council approve the recommendations outlined in Report CSD -008-18 and support the continued partnership between the Municipality and the John Howard Society for this pilot project Youth Centre in Newcastle. 8. Strategic Plan Application 8.1 The recommendations contained in this report conform to the Strategic Plan in terms of promoting resident engagement in our community and specifically enhancing youth services in Clarington. Submitted by: .V Reviewed by: ' ✓ Joseph P. Caruana, Andrew C. Allison, B. Comm, LL.B Director of Community Services CAO Staff Contact: George Acorn, Facilities Manager, 905-623-3379 ext.2503 or gacorn@clarington.net Attachments: Attachment 1: John Howard Society proposal dated May 16, 2018 Attachment 2: John Howard Society 6 month youth centre operating budget The following is a list of the interested parties to be notified of Council's decision: Dianna Eastwood, Executive Director, John Howard Society of Durham Region Scott Murduff, Grade 8 Teacher, St. Francis of Assisi Catholic Elementary School George Acorn Municipality of Clarington Community Services Department JohnHoward SOCIETY OF DURHAM REGION Re: Newcastle Youth Centre Proposal May 16, 2018 As per request, the John Howard Society of Durham Region is submitting the following proposal for the development and facilitation of a Youth Centre in Newcastle. Programming We are proposing a similar model to the Firehouse Youth Centre where youth inform the activities of the centre, is inclusive and non-judgemental, encourages youth engagement and empowerment x Operate 4 evenings a week plus Saturdays for the first 6 months to determine what hours and days best meet needs of Newcastle youth x Ages 12 to 18 x Officially open centre December 1, 2018 Proposed Space After having a chance to tour the proposed space at the Diane Harare Recreational Complex, Program Area 1, we think that although the space is a little small, there are some very positive attributes we should be able to take advantage of: x Visible within the entrance to the facility and front facing windows (to parking lot) for signage x Use of outdoor space just outside of windowed wall x Dedicated use of the storage area for an office and some equipment storage x In addition to Program Area 1, we request use of the former concession area and will work with staff to determine how to best use it safely for food prep, snacks, etc x Additionally, to make the space function for Youth programming, additional electrical outlets and charging stations will need to be installed. Further, removing the existing cubbies and bench would allow for better use of existing space. Other renovations and space modifications may need to be made after consultation with local youth. x We will work with staff to access recreational space in the Complex Should you require additional information please feel free to contact us. Sincerely, Chris Newman Firehouse Youth Centre - Coordinator Registered Charity 107542615 RR 0001 Attachment 2 to CSD -008-18 Newcastle 6 month pilot Dec 1 - May 31 Newcastle Notes REVENUE Mun of Clarington 59,330 UW Fundraising donations TOTAL 59,330 EXPENSES co-ord backfill 5,595 FT 19210 RELIEF 14950 CPP/EI 3180 JHSO 2310 ADMIN 5444 10% INSURANCE 400 Office Supplies 3000 Mileage 500 Telephone 300 Staff Training 500 repairs and maintenance 500 Cmas dinner Fundraising Client assistance Food 1,000 Program Supplies/equipment 3,000 TOTAL EXPENSES 1 59,889