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HomeMy WebLinkAboutPD-98-99 �s DN: P&98=99 a THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON REPORT Meeting: General Purpose and Administration Committee File# _ Date: Monday,August 30, 1999 Res. #(� Report#: PD-98 -99 File#: By-law# Subject: LACAC DELEGATION ON THE BOWMANVILLE BOOK FILE NO.: PIB.34.6.4 Recommendations: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report PD-98-99 be received for information; 1. BACKGROUND 1.1 On July 5, 1999, Council adopted Resolution #GPA-394-99 which addressed the Local Architectural Conservation Advisory Committee's inventory book on the heritage buildings of Bowmanville(see Attachment No.1). 1.2 At the following Council meeting of July 13, 1999, Ms. Janie Dodds, the Chair of the LACAC, presented a delegation to Council requesting "that the Committee receive 5% of the royalty of each book and that a page `Notes from the Publisher', submitted by LACAC describing their mandate, input and contribution to both the book and the community,be included in the book". 1.3 Council's Resolution 4C-498-99 stated that the delegation of Janie Dodds be received and referred to staff' for consideration of her request and preparation of a report to be submitted to the General Purpose and Administration Committee". 670 REPORT PD-98-99 PAGE 2 2 COMMENTS 2.1 Royalty Request 2.1.1 The Resolution of Council on July 5a' stated that the funds received from the We of the book "be used to repay the funds from the Working Funds Reserve and future use for heritage conservation approved by Council'. 2.1.2. Heritage conservation is a very general term which has raised some concerns with both the author of the book and the LACAC. The author has given the right to utilize the copyrighted material to the Municipality with an agreement that the profits from the sale of the first 1000 copies of the book be directed towards specific heritage projects such as title searches for designations, heritage conservation district studies, restoration grants, etc. She has expressed objections to any funds be used for education,promotion or house tour purposes. The LACAC is the primary vehicle for undertaking heritage conservation throughout the Municipality. It is understood by staff and the author that the funds would be allocated for heritage conservation projects in consultation with the LACAC, provided that they meet any guidelines established by Council. 2.1.3 The author has provided her estimate of publishing costs, possible vendors and their commissions, and profits from the sales. She has stated a sale price of$33.00 per copy and has estimated the cost of publishing and commissions through the Dowmanvilie Museum and a local book store. Her calculated break even point is set at 756 copies and her estimated profit after sales commission is approximately $8000.00. The net profit would only be realized from the sale of the last 244 copies. Staff are unable to verify any of these figures until the book has gone to tender and quotes are received. 2.1.4 In summary the two options are as follows: • LACAC Request A five percent royalty is paid to the LACAC on the sale of each book. At a sale price 671 REPORT PD-98-99 PAGE 3 of$33.00 per copy, LACAC would receive.a total of$1650.00. This would be paid out incrementally over the course of the sale of the 1000 copies. • Council Resolution The net profit from publishing the book (the profits from the sale of the last 244 copies).would realize approximately $8000.00 (author's estimate). This amount could be reserved for LACAC projects and granted as funds accumulate and requests are received. Staff see no reason to change the current resolution of Council. It provides for earlier recovery of the Municipality's publishing costs and it would allocate more funds for the LACAC to utilize for heritage conservation projects. There would be a strong incentive for LACAC to help with the sale of the book since the profits would be generated from the Iast 244 copies. It should be noted that the Municipality is taking all the risk in becoming the publisher of this book. If sales do not match the author's expectations, there may be a loss. 2.2 Notes from the Publisher 2.2.1 The LACAC Chair's request for inclusion of notes from the publisher in the book is the result of a suggestion made by the Marketing and Tourism Officer for the Municipality. Since Council would publish the book,it was recommended that the book be published in a format which would promote the sales of the book, highlight the Municipality's unique heritage and the role of the heritage committee. 2.2.2 It is not uncommon for a publisher to add notes to a copyrighted document. The Tourism and Marketing Officer has suggested that having an attractive cover may be very helpful in marketing the product. Adding an attractive cover and notes from the publisher, does not infringe upon the writer's copyrighted material. 672 REPOR bb f 31 book- =oJ tar ttte ��Yf?IliCh" talCr3tt "` Y complete Diana Gtandfield has her right to copynght the # Fiat < r provide for"pmfits fitrm the bookL to t used for heritages MaperV attcs arrangement for J AGAC is better if tliiit fi at a g fiam $ ; than a royalty. Community awareness©f file Municipality's role in heritage oa► n would be highlighted through notes fivm the.publisher, serving as" arurther i}hporiant." means of improving communication with residents. Respectfidly4ubmitted, Reviewed by, David Franklin Wu,M.C.I.P.,R.P.P.,, Direr of Plamung&Development Chief Administrative Officer lD*DJC*cd f August 24, 1999 Attachment No. 1 —Council resolution of July 5, 1999 Interested parties to be notified of Council and Committee's decision: . . _. ......... - iuiyZ), iyyy ATTACHMEN 1 01 G.P. &A. Minutes -21 - July 5, 1999 UNFINISHED BUSINESS CONT'D THAT Roy Forrester be advised of Council's decision. "CARRIED" Resolution#GPA-393-99 Moved by Councillor Novak,seconded by Councillor Rowe THAT Bill Heuther be thanked for his presentation and the efforts of the Rubber Duck Derby Committee in making the event such an astounding success. "CARRIED" OTHER BUSINESS Resolution#GPA-394-99 Moved by Councillor Rowe,seconded by Councillor Novak WHEREAS the Local Architectural Conservation Advisory Committee(LACAC) has been working on a book about Bowmanville's architecture for a number of years; WHEREAS the Municipality advanced a loan of$13,000.00 in 1996 for the publication of such a book; WHEREAS the quality and scope of the project has increased from the original book; WHEREAS Diana Grandfield(the author)has registered the copyright for a book entitled"Bowmanville: An Architectural and Social History, 1794-1999"(the Book); WHEREAS the author has assigned the copyright to the Municipality,or its committees, for use with acknowledgement for non-commercial use; WHEREAS over the last two years the LACAC and the author have discussed many issues related to the details and conditions for publication of the books and were unable to reach agreement; THEREFORE BE IT RESOLVED 1. THAT the Municipality publish 1000 copies of the book`Bowmanville: An Architectural and Social History, 1794— 1999",for an estimated cost of $20,483.00 including photography and layout by imagelink Studio; 2. THAT the printing of the book be tendered by the Municipality with inputs from LACAC regarding specifications; 3. THAT the Director of Planning and Development, in consultation with the author and the Chair of the LACAC or her designate,be authori zed to accept the best qualified bid for the printing of the book; o / 4 G.P. &A. Minutes -22- July 5, 1999 OTHER BUSINESS CONT'D. 4. THAT the funds for photography, layout,and printing be drawn from Working Funds Reserve 2900-1-X; 5. THAT Council establish a Bowmanville Heritage Book Reserve Account by by-law for receipt of all funds from the sale of the book and that the funds received by used to repay the funds from the Working Funds Reserve and future use for heritage conservation approved by Council; 6. THAT the LACAC be requested to undertake the promotion and sale of the Book with assistance from the Marketing,Tourism Officer and Communication Officer if necessary; 7. THAT the LACAC be requested to repay the initial$13,000.00 loan immediately;and 8. THAT LACAC be advised of Council's decision. "CARRIED ADJOURNMENT Resolution#GPA-395-99 Moved by Councillor Young,seconded by Rowe THAT the meeting be adjourned at 2:25 p.m. "CARRIED" MAYOR DEPUTY CLERK