The URL can be used to link to this page

Home My WebLink AboutADMIN 82-10[ (a) CORPORATION OF THE TOWN OF NEWCASTLE 40 TEMPERANCE STREET BOWMANVILLE, ONTARIO L1C3A6 TELEPHONE 623.3379 REPORT TO THE GENERAL PURPOSE AND ADMINISTRATION COMMITTEE MEETING OF FEBRUARY 8 1982 ADMIN. NO. 82-10 Z SUBJECT: CULTURE AND RECREATION MASTER PLAN �'� TOWN OF NEWCASTLE ADMIN. FILE 2.3.3. RECOMMENDATIONS: 1. That this report be received; and 2. That the proposal for undertaking the "Culture and Recreation Master Plan" presented by Maclaren Plansearch be accepted and Maclaren Plansearch be asked to undertake the preparation of the Plan according to their revised proposal at an upset limit of $35,000.00; and 3. That the Plan preparation be undertaken under the supervision of a Technical Co-ordinating Committee of Town Staff and a representative of Ontario Hydro, and Ontario Hydro be requested to provide such representation through the/Hydro Liaison Committee meeting f February 18 1982; and 4. That the Technical Co-ordinating ommittee in addition, to be responsible for advising the Master Plan Committee of the progress of the Plan; and 5. That Council forward the following resolution to the Ministry Of Culture and Recreation with the attached documentation: "Whereas the Town of Newcastle wishes to proceed with the awarding of a Culture and Recreation Master Plan Proposal to MacLaren Plansearch Ltd; and Whereas the "Terms of Reference" for undertaking the Master Plan have been approved by the Minister: 1 The Town hereby requests the Ministry to review the proposal as soon as possible and advance to the Town, 50% of the JP�jY � project cost, ($17,500)." ADMIN. NO. 82-10 _2_ BACKGROUND AND COMMENT: As members of the Committee are aware, the Town received Ministerial approval of the "project to undertake" a Recreational Master Plan,i.e. (Terms of Reference) on December 17 1981 and received the attached letter on January 17 1982 confirming the approval. In order to proceed with the Master Plan, as noted in the letter from the Minister, it is now appropriate for the Town to complete the "bid proposal process" and to forward the attached (completed) form to the Ministry for review. As members of the Committee will recall, the Master Plan Committee recommended to the General Purpose and Administration Committee that the proposal from the firm of Maclaren Plansearch be endorsed; the General Purpose and Administration Committee passed the following resolutions in response to that recommendation GPA -8-81: That the Master Plan Chairman's report CS -1-81 be received and the resolution of the Master Plan Committee in respect of engaging the firm of MacLaren Plansearch be endorsed; and that Staff be directed to report on the financing of the said study. GPA -9-81: That the foregoing Resolution be amended to provide that Report CS -1-81 with respect to the Master Plan Committee engaging the firm of MacLaren Plansearch, be referred to the Administrator for a report on how the study is to be financed, and that he submit a brief resume of the intent of the study. In accordance with the above resolutions, the Administrator and Staff have met with a representative of MacLaren Plansearch Ltd. MacLaren has submitted the attached letter indicating that the total project cost is $35,000. On review and acceptance of the MacLaren proposal, the Ministry will fund up to 50% of the total cost ($17,500). ADMIN. NO. 82-10 -3- Ontario Hydro through the Liaison Committee has agreed to fund up to 25% of the total cost ($8,750). The remaining 25% would be the Town's responsibility ($8,750) and has been included in the 1982 budget discussion papers. Staff have included a copy of the approved Terms of Reference and letters of clarification for the information of - the General Purpose and Administration Committee. In order to now proceed with the "Master Plan" as expeditiously as possible, Staff recommend that a Technical Co-ordinating Committee of Staff (with Hydro representatives) be made responsible for administering the study. The "Co-ordinating" Committee would in turn report to the general "Master Plan Committee" on an occasional basis as the work progresses. In order to obtain Hydro representation, Staff have included a recommendation to the effect that Hydro be formally asked to participate through the Hydro Liaison Committee. Respectfully submitted, DNS:nof D. N. Smith, M.C.I.P., Administrator Minister Ministre Minis" o," Mi +istere �E:S Culture and Affaires culturelle:. Recreation et des Loisirs APPROVAL Mr. Klaas Degroot Treasurer Town of Newcastle 40 Temperance Street Bowmanville, Ontario L1C 3A6 Dear Mr. Degroot: RECEIVED JAM 9 9 71 Floor Ltreet We,, Toronto, Ontario M7A 2R9 (416) 965-8098 December 17, 1981 Re: Wintario Planning Grant File'#PET-81-620104 Your proposal for a Wintario Planning Grant has been reviewed and I am pleased to confirm APPROVAL of the project to undertake a Recreational Master Plan. 1982 fal Be mage 77 ouest, rue Bloor Toronto, Ontario M7A 2R9 (416) 965-6096 This approval is subject to the principles, criteria, terms and conditions of the Wintario Planning Grants Program prevailing at the time of receipt of your proposal for a Wintario Planning Grant. It is valid for one year from the date of this letter. When you have completed the tendering/bid proposal process, please return the attached form to Mr. Bjorn Nielsen at our Peterborough District Office. After reviewing a copy of the successful proposal and total project cost by Ministry Staff, a cheque for 50% of the approved costs will be issued. The balance of the grant will be provided after my staff have reviewed the final report of the study and the statement of all expenditures as required in the Applicant's Guide to the Wintario Planning Grants Program. I wish you every success in your endeavour. - Yours sincerely, uben C. Baetz M nister MINISTRY OF —� s;'A,COLTURE AND WINTARIO PLANNING STUDY GRANT. ECREATION Statement of Tender/Bid Proposal Results and Cost Estimates This form must be completed after the receipt of the Minister's Letter of Approval and after tendering/bid proposal is complete. Upon completion please forward this form to the local office of the Ministry of Culture and Recreation which serves your County, District or Region. Funds cannot be released for your project until this form has been received and approved. File number as specified in the Minister's Letter of Approval must be accurately entered in the identified box below. Name of organization ate i e o. TOWN OF NEWCASTLE FEBRUARY 1 1982 PET -81-620104 Name and address o success u bi er mill;Attach acopy o MACLAREN PLANSEARCH LTD. ® the successful bidder's PLANNING proposal and costs. PROJECT Consultant s 28.360 COSTS Report Preparation b Printing S 2,510 Other costs (specify) Travel S TOTAL: Advertising Miscellaneous $ 910 $ 35,000 (A) SOURCE F Source a un ing unt Total MATCHING FUNDS (not inc- N/A s luding Federal or Provincial S grant programs) S nil S FEDERAL GOVERMENT N/A Been Received? nil Name o ontact YES Te ep one No. NO - S (B) FUNDING FROM PROVINCIAL rogram as pprova GOVERNMENT N/A Been Received? (excluding Wintario) Name o Contact YES a ephone No. NO s nil (C) PLANNING Total cost of -- GRANT Planning Study (A) S 35,000 CALCULATIONS Less: Total Funding From Senior Governments - (B E C) S nil Equals: Net Amount Eligible For Wintario Planning Grant (D) S 35,000 WINTARIO PLANNING GRANT REQUESTED $ 17,500 Note: Maximum Grant is 50: of (D) !VFrAND MAILING ADDRESS OF PAYEE TREASURER, TOWN OF NEWCASTLE, 40 TEMPERANCE STREET FOR GRANT BOWMANVILLE, ONT. L1C 3A6 I verify that the information given in this statement of Tender/Bid Proposal Results and Final Cost Estimates and in any documents attached are true, correct and complete in every respect. I also certify that I have personal knowledge that the details of other sources of support as stated above are correct as of (date). I hereby acknowledge that I am aware that the use of these funds is subject to audit by staff of the Ministry of Culture and Recreation and I:agree that all records, vouchers, correspondence, etc., as are required by these auditors will be made available to them on demand. I agree to comply with the Criteria and Terns of Conditions'of Wintario Grants as stated in the Applicant's Guide to the Wintario Planning Grants Program and in the Minister's Letter of Approval and to use the grant only for those purposes stated in the Minister's Letter of Approval. Signing Officer gnature COMPUTER SCIENCES ECONOMIC AND SOCIAL STUDIES ENVIRONMENTAL SCIENCES OCLAN SCILN(I S AND OI'1 HAIIIIN'., TRANSPORTATION STUDIES URBAN AND REGIONAL PLANNING WATER RESOURCES 33908-9 25 January 1982 Mr. D. N. Smith, M.C.I.P. Administrator Town of Newcastle 40 Temperance Street Bowmanville, Ontario LOC 3A6 Dear Mr. Smith: McLaren Plansearch Mall ARE N PLANSEARCH INC. 320 ADELAIDE STREET SOUTH, LONDON, ONTARIO, CANADA N5Z 31_2 II I I I 11011 01M) GLIB F,/II - CA31 EI JAYMAC The enclosed memorandum itemizes our adjusted budgets for labour and expenses associated with the preparation of a Culture and Recreation Master Plan for the Town of Newcastle. The total cost increase amounts to $3,350 which brings the complete costs for the Master Plan to $35,000. Our revised schedule for the study assumes project initiation on or about 8 March 1982. The twenty-seven week work program out- lined in our proposal would therefore result in completion of the Master Plan in the month of September, 1982. Further to our discussions in your office on 21 January 1982, we are in complete agreement with the minor adjustments to our work program as suggested by the Town and the Ministry of Culture and Recreation. We thank you again for the opportunity to submit our proposal and for your consideration in adjusting the project budget. Yours very truly, MacLAREN PLANSEARCH INC. r Gary tf-azak Planner Planning Group yu Encl. MaCLAREN PLANSEARCH: THE PLANNING AND RESEARCH DIVISIONS OF LAVALIN SI JOHNS IHIOLeICION IORUNiII ION6uN IAtIAHY IA'JAHnM �VA��n HALIFAX-DARTMOL)IH MONTREAL OIIAWA WINNIPEG IDMONION VANCOUVIII Macbiren Plansearch MEMORANDUM 33908-9 22 January 1_982 TO: The Town of Newcastle FROM: MacLaren Plansearch Inc. SUBJ: Adjustments to Culture and Recreation Master Plan Proposal ------------ The following information represents actual cost adjustments for labour and expenses itemized in Table 1, page 25 of our proposal dated 3 July 1981, for the preparation of a Culture and Recreation Master Plan for the Town of Newcastle. A) LABOUR IE 1982 Per Diem 1982 Labour Totals F. Galloway $381 35 days $13,335 G. Blazak $241 29 days $ 7,000 P. Cosburn $220 15 days $ 3,300 S. Rockel $265 5 days $ 1,325 Drafting and $170 20 days $ 3,400 Secretarial TOTAL LABOUR $28,360 Additional labour costs amount to $3,510 Percent labour cost increase = 14% EXPENSES 1982 Actual 1982 % Increase Increase Cost Travel 20% $370$2220 Newspaper Advertising 0% $ - $1,000 (assumes 2 page ad- vertisement for Draft Master Plan) Printing 5% $110 $2,510 Local Service Group -50% -$500 $ 500 Miscellaneous (Telephone, -25% -$140 $ 410 Xeroxing, etc.) TOTAL EXPENSES $6,640 Total expenses have been decreased by $160 ../2 Maclaren Plansearch Memorandum to: The Town of Newcastle 33908-9 22 January 1982 Page 2 C) TOTALCOSTINCREASE 1982 Increase Total Cost i) Labour $3,510 $28,360 ii) Expenses -$ .160 $-6,640 TOTALS $3,350 $35,000 . Total increase of $3,350 brings the 1982 project cost to $35,000 • Budget increase is therefore 10.6% Gary Blazak Planner Planning Group yu 'GERMS OF REFERENCE nrronncc. The purpose of undertaking the preparation of a Culture and Recreation Master Plan is to form" We a plan for satisfying the cultural and recreational needs of the residents of the Town of Newcastle. The Plan, when complete, should recognize the socio-economic, urban and rural trends while at the same time maintaining'a degree of flexibility in satisfying those trends and respecting the public's rights to participation in the planning for and provision of cultural and recreational services. The Plan should also attempt to identify and gain an understanding of the Town's future cultural and recreational needs and aspirations in order to develop capital project priorities. BASIS: Due to changing population structure in the Town of Newcastle; .changing interests and attitudes Lownrds culturoand recreation; increasing costs of transportation; increasing maintenance, operation and construction costs, it has become more and more apparent to the Council of the Town of Newcastle that a Master Plan for Culture and Pecreation is needed for the Town. In that regard, public and private funds,available for cultural and recrtit '"--ervices, musYbe put to the highest and best use It is - essential tirdt existing facilities and programmes be used to their maximum capabilities;' and that future facilities, programmesiand open space be - developed in a harmonious and complementary manner to existing,services and integrated with them to their mutual advantage. In addition to these obvious reasons for developing a long range Plaster Plan for Culture and Recreation, aMaster .Plan would Vastly improve the Town's el.igihiiity for capital project grants available through Wintario Funding. 2 - BACKGROUND: On January 1, 1974 the Regional Municipality of Durham became a.reality. Under the terms of Regional Covernment enabling legislation, the Town of Newcastle was created, amalgamating the former Townships of Clarke and Darlington, the former Town of Bowmauv:ille and the former Village of Ne=,acast'e._..which hay _..;.(, been responsible, in one way or another, for the provisi• i and administration of the many municipal services. Among these services were cultural and recreational facilities and programmes. Similarly, the various municipalities relied, to a great .extent, upon volunteer services and fund raising in order to support their various recreational activities and needs. There was also a great deal of interaction between the residents of the various municipalities and a sharing of facilities, programmes and information was common. However, as a result of the amalgamation, the once separate administration of cultural and recreational facilities became the responsibility of one Municipality, being the Town of Newcastle. To this end, the Department of Community Services was created to oversee the provisions of these facilities and services. Under the direction of: the Community Services Department, a more organized system was established to co-ordinate recreation throughout the Town. A close liaison was established with the Boards of Education and inventories of existing Tont and Board facilities and programmes prepared upon which the provision of new facilities and upgrading of existing facilities was begun. Each year,. additional: responsibilities fall to the Community Services Department and, through their records and observations, they have made Council aware of the uneven distribution of some facilities and programmes, plus a need, in other areas, for some additional. facilities and programmes. 7 The transition has been slow but gradually more and more community groups and organizations have begun to accept the new system and have consulted with Community Services for advice and assistance, both physical and financial., However, v -,rs and fund raising still remain an important aspect of p ,,iding needed facilities. In fact, many of the Town's communities still maintain and operate --their own facilities and programmes with minimal assistance and maximum encouragement from the Municipality. It is in this spirit of co-operation and recognition of the diversity of needs among, the Town's various communities,that Council decided to undertake the preparation of a Culture and Recreation Master Plan, to identify these local needs and aspirations and guide Council in its a].l.ocation of the funds necessary to implement a planned programme for responding to these needs in a manner consistent with the best interests of the Town as a whole. On May 5, 1980, the Council of the Town of Newcastle confirmed their intentions by appointing a Committee to prepare the Terms of Reference for completing a Culture and Recreation Master Plan and to act as Council's agent in the monitoring and evaluation of the Master Plan preparation and all inherent processes. To this end, the Culture and Recreation Master Plan Committee has prepared the following Terms of: Reference to be submitted to and approved by Council. FIRST TERM OF REFERENCE: SUPPLY INVENTORY The purpose of this terms of reference is to establish the parameters for the preparation of an inventory of the Town's existing supplyiof,culture and recreation facilities and programme. Part l of this term of reference deals with the facilities to be inventoried and the information to beobtained in respect of these facilities. Attachment 1 identifies the general groupings of facilities within two: 4 - sub categories, "Land" and"Buildings". Attnchmw 2 details all information required in respect of each facility. Attachments 3(a), 3(b) and 3(c) are sample summary sheets and are intended as examples of the comprehensive cataloging required for each grouping of facilities. Part 2 of this term of reference deals with programmes to be inventoried and the -information to be obtained :in respect of them. The consultants will be required to inventory the extent of existing recreational, educational (over and above normal curriculum of school boards) and cultural programmes being offered within themunicipality by public or private agencies and organizations or services clubs etc. Consideration should also be given to identifying programmes designed for specific or special minority lop groups such as handicapped, shut ins etc. Attachment 4 is a sample summary sheet which is also intended as an example of the comprehensive detailing required in respect of programmes. All applicable municipal records, documents and files will be made available to the consultants for their review and use for the duration of the Master Plan prepration. In addition, key municipal staff will - be available toprovideadditional direction, explanations or.:information in'respect of various phases of the study. Albhov4h Attachments l to 4 inclusive provide a basis for undertaking .re supply inventory, the consultants ma.y wish to present alternative. suggestions on ;recording data in a manner which permits ease of retrieval. SECOND TERM OF REFERENCE: DEMAND INVENTORY This term of reference is intended to gauge the demand and prevalent trends in the culture and recreational needs of the Town of Newcastle's residents. Once established this informationwillbe .utilized to assess the Town's present level of service and to project future levels of service required to meet the Town's anticipated population growth. Owing to the nature of the information required, as many people as possible should be surveyed. This should also ensure a response representative of the Town as a whole. In that regard, the information to be obtained must, of necessity, include relevant date about the age, sex and location of the respondents in order to permit an assessment of the statistical validity of the information obtained. Attachments 5 lists the information which will be required to accurately measure the demand for recreation and cultural facilities at the present point in time. This list is intended as a basis for the preparation of aquestionnaire to be administered to every household within the Town �,. of Newcastle. Such a questionnaire will have the two -fold purpose of w obtaining the necessary information and securing public involvement in the preparation of the Culture and Recreation Master Plan. The consultant may also wish to suggest additional. methods for determining demand for culture and recreation facilities which would supplement the questionnaire and which would involve local leisure organizations, service clubs, elected officials, municipal staff, hall board, etc.; and which would assist: the municipality in. determining the aspirations and roles. of such groups in respect of culture and recreation. r THIRD TERM OF .REFERENCE: EVALUATION AND RECOMMENDATIONS s the int out of this term of reference to provide the parameters for evacuating information and data compiled in respect of the first two terms of reference and ,for 'ormulating specific recommendations in respect of culture and recreation facility and programme delivery. - 6 - Evaluation of the darn should identify the following: 1. Present level of service 2. Adequacy of the present level. of: service relative to the Priorities of the public 3. Level of service required to meet present demand 4. Priorities for resolving present inadequacies in programmes and facilities 5. Forecast of future facility and programme needs based upon present Lrends and ant:ic:i.pated populaLi.on growth zinc] make-up - 6. Priorities for meet:in,,, future needs 7. 5 year programme and hudget for municipal response to; a) present inadequacies; b) future needs which addresses such Lhings as municipal. stalling, maintenance, operations, capital_ construction, land acquisti.on and debt retirement. FOURTH TERM OF REFERENCE: GOALS, OR.JFC7'IV13S AND POLTCTFS It is the intent of this term of reference to identify those areas or matters which require definition of ],oats, objectives and policies consistent with the projection and _implementation of a programme intended to rectify present deficiencies and satisfy future demands in respect of culture and recreation facilities and programmes.. C _-Attachment 6 lists those Platters to be addressed and for which- poliC�es -i'..a.i be dove kIpc d FIFTH TEJU1 u,- IvLFEPENCI': STATEMENT OF AUTHORITY The Culture and Recreation Ilaster Plan, when completed, should include a Statement of Authority which expressesthe intent of Counciltoadopt the �,f - 7 - Culture and Recreation Master flan, by by-law, as Municipal Policy for the Town of Newcastle; and to incorporate, by amendment, appropriate portions of the Master Plan within Lhe. District Plan for the Town of Newcastle. SIXTH TERM OF REFERENCE: MASTER PLAN RI:VIEid The Culture and Recreation Master. Plan should be prepared in such a manner as to facilitate an annual review and monitoring of the objectives and implementation of the Master Plan, by an appointment Committee of Council; and a five year comprehensive review and amendment as may be necessary. .. Such a comprehensive review to be undertaken by a specifically created and appointed Committee of Council. - SEV'EN'TH TERM OF REFER17NCE: DOCUMEN,r..ION It is the intent of this term of reference to specify the format and extent of documentation required. Format: Completed documents shall be printed on A4 metric stock. Bound on theshort side using; the same set up andtype face as the Town's District Plan. Final cover design to be approved by Master Plan Committee. Documentation: Final. document should comprise two parts. Part l: "Background Report" which should include all date compiled during study as well as conclusions and re- commendations and necessary mapping. Part, 2: "Culture and Recreation Master Plan" which should outline a'' programme for implementing the recommendations of the "Background Report" and the policies ,to be adopted by Council to facilitate implementation of the programme. Printing: 35 copies each of first draft documents for Committee Members, Council, Department Heads and public review 35 copies of final Background. Report 50 copies of final Master Plan Note: 2 copies of draft to be forwarded to the Ministry of. Culture and Recreation as are 3. copies of final report. n C O to - 8 - EIGHTH TERM OF REFERENCE: IMPLEMENTATION This term of reference is intended to define Specific matters to be addressed by the consultants during implementation of the study. Submissions by consultants for conducting the study and preparing a Culture and Recreation Master Plan should address the following: Timetable: Budget: Meetings: Public Input: Proposal: The proposed timetable for completing the Master Plan in accordance with the approved Terms of Reference. Council may wish to apply a penalty if study overruns projected timetable. The proposed budget for completing the MasterPlan with details of :the cost of each phase and personnel to be involved. A proposed budget schedule of meetings to be holt] with the Culture and Recreation Master Plan Committee for the purposes of reviewing the progress of the Plan preparation. A minimum of six meetings will be required although the consultants may wish to propose additional meetings. The six meetings should coincide with the following tasks. 1) prior to commencing study 2.) prior to circulation of questionnaire 3) data collection 4) afterevaluation&.preliminary conclusions 5) after preparation of first draft of Master Plan 6) after preparation of final documents Each meeting should include written reports to the Master Plan Committee. The proposal should include a programme for obtaining public :input once a first' draft of the Master Plan has been prepared. 20 copies of proposal to be submitted to Master Plan. Committee. General Groiyin)-�s. Facil_i v _'[,ype s Land - Open Spa��a Area4 (Public :uid Pl-iv(ILC) parks conservation areas hydro corridors unopened road allowances ccmatcri.cs valley lauds waterfront golf courses - zoo t—, ATTACHMENT i Building - Facilities (1,111A.1c and Privat(-,) schools churches I i.brarie.s muse unix arcn:iI'll Lown halls community lialls service clubs institutions Ilia r Ln as - ATTACHMENT 7. Information Required Site Indentification: facility name, location, street access Total Site Ar,.� Flcetares -U .sized Area : Hectares Uri -utilized Area';,. Hectares Physical Constraints/Si.teLim:itations: nature ofconstraint ie: creeks, overhead wires, casements, zoning etc. Existing Facilities Buildings: Parking: Playing fields: Other: age, condition, no. .and type of rooms, P:Ioor space (sq, m.), ownership,, hours used and available, access for handicapped, programs offered, storage, capacity, contacts, user charges, special equipment, and availability of liquor :licence. no. of spaces, surface material, access for handicapped, charges, lighting, hours. programs, no., type, size, condition, Lighting, ,peclal equipment, contact, costs, maintenance, constrainsts/limitations. walkways, nature tra:i,as, natural. features. . • "'1i . I' '- ..._. . .<.lk Wl..1., it I11Y1.» u.x»�•R'#JYb�i ATTACHMENT 3(a) U i, IJ U C V ' a F o o a, u o o v E- O G E C N N _ E 0 rJ :y U P. '•i F ul N 17 . .., `. �= J� :J V N In cG F N O U L i r U N _ C a V m p E F a+ F U � ' C U V. F V � G. > U F � v U G _ u c m a v; F E v; v o a > o L) -� +J o .: o U o o CD LLu i c r 'F- E O uo ' Z W W Y C O F cv ty n N u o V a 7 eJ m � a toopjno r: U U1 U1 i� � CJ N >. fU U N F. Y d i U on Y V N - H N m .-4 N D N r+ •Y v rv� n •H M ti � o u � tl 0 Q f— �.1 N O ti V W Ln Y C O F cv ty n N u o V - 7 U m � a toopjno r: U U1 U1 � CJ N >. M U N F. Y d i U on Y V N - H C K .-4 .rl lJ L, tq � r+ •Y . CL N u V 7 ro m � a toopjno W S U1 U1 � CJ N >. c, VJ .H N CJ Y d i U on Y V N - H C V' .-4 .rl lJ L, tq � r+ •Y G % N pacidv- 1. peril V NI q � c toopjno V � ut >. c, VJ t3urnaos u SuIpl vJs .J U "� 'Al I v ao Vi .J . rv� G % A N V q rr O � ut LO � o u m 0 f— ., E N � N O ti V Y P• Fr .N ti 'J v N I _ U U � W G W % %. A .AAJA(,ymT r Sib N q � o u m 0 Fr .N ti 'J v N I W G %. .. f- •� U C i--� O u.. J O G G VJ J . W U C7 U m GL I- C C7 r) "% 0 -1 r+ F- V) c LJ .AAJA(,ymT r Sib ATTACHMENT- 3(c) I C� a G fai V) V) w .J ,~ O O O u a� U ti C w 7 C. % N U o H w > E o F, - •ti w N � H •. rl' � G W W U V) C G 0 .0 W O Vi E N u U < V .0 •N 'O H V7 W - G w G O .i O •� 0 0 0 O l -i Oo N F u u w v x n .1 Cd ,n: : .N !J O N. U. N Mo 1� N •N U : N LL � •. b G U U) r W N N c. w H L- U U f. U 'OLI L" G CC U O F If, C OU U O- .a SJA C G U O .1 UO(I q N O O O V U V h00} i U cL O O o O w 1 N N G U F L W F.O A E 7 ES ATTACHMENT- 3(c) I C� a G fai V) V) .J O O O U ti C ^ 7 % N U o H w > E o F, - •ti w H •. rl' � V) J W W U W O Vi ATTACHMENT 4 PROGRAMME NAME: PROGRAMME DESCRIPTION: GENERAI. INFORMATION: LOCATIONS) PROGRAMME OFFERED: CONTACT FOR: INFORMATION (name) (phone) r REGISTRATION (name) (phone) ;ESPONS ll3LE FOR ADMINISTRATION: HOURS: (each location) COSTS: (registration) (continuing) SPECIAL EQUIPMENT: OFFERED REQUIRED GENERAL COMMENTS: L- 6. ATTACHMENT 5 Demand Inventory The following represents an outline of the information required from the public in order to establish Newcastle's present Demand Inventory, and shall serve as a basis for formulating a questionnaire to be administered to the Town's residents. Information to be gathered: 1) Age and sex of respondent; 2) Marital status and family structure: e.g. Single, Married, Separated, Divorced, Widow, etc. 3) General location of respondent's residence: A) Rural; lot, concession, geographic township 13) Hamlet; hamlet name C) Urban Area; area name and street name 4) Interests of respondents: A) collecting things, e.g. Stamps B) exploring and learning, e.g. crafts C) social activities, e.g. drama, euchre D) participating in sports E) watching sports F) other, please snecifv 5) of transportation used: e.g. walk, private car, car pool, public transit, cycli 6) How far are respondents willing to travel to take advantage of facilities and/or programs? 7) What facilities and programs do respondents use and participate in respectively? A) Location (in or out of Town) B) Time of year C) Time of day 8) What new facilities and/or programs would respondents like to see created and would they be willing to pay for the use of these and would they themselves participate? 9) Is there a public awareness of existing facilities and programs? 10) Are the respondents satisfied with the recreation opportunities in this community? —— very satisfied somewhat satisfied somewhat dissatisfied very dissatisfied no opinion Why do they feel this way? 11) What. resource skills are available in the community? 1) On a volunteer basis 2) On a paid basis. 2 ID 12) [chat are aspirations o(, and roles of industry in respect of Culture and Recreation? To be determined through a survey conducted in parallel to the survey of the general public. 13) Open comments of al.l. surveyed parties. - ATTACHMENT 6 1. Policies in respect of the provision of parkland and Open Space. This should idontiry a hierarchy of open space (this has been clone to a certain extent by the District Plan) and establish the methodology and priorities for acquiring; 2. Policies governing the types of culture and recreation activities and was associated with the various levels of parkland identified by the heirarchy referred to by point 1 above; 3. I'olic:ies in respect of park development, which outline both the rlo,ni's responsibilities and the developer's, where dedication is involved. This Statement should address minimum standards for park development including such things as landscaping, lighting, Signage, grading, street Frontage, area for each level of open space identified by the hierarchy, percentage of parks to be unstructured; 4. Policies establishing minimum design criteria for parkland. 5. _Policies in respect of shared cultural and recreational facilities (schools/parks) and the responsibilities OF each party; 6. Policies in respect of .leasing arrangements between the Town and other public agencies such as C.L.O.C.A., Canaraska and Ontario Hydro; for the use of Publicly owned land for culture or recreational purposes; 7. Policies in respect of the role of private sector and its involvement in the provision or culture and recreation opportunities; S. Policies defining; the roles of the various agencies, citizens groups, service clubs and hail boards involved in the provision and delivery of recreation and cultural services; 9. Policies in respect of municipal grants and funding for the provision of culture and recreation opportunities; 10. Polices establishing recreation facility standards, functional Hierarchy of parks and a per capita parkland standard; 11. Policies in respect of public participation in the development of. public open space• 12. Policies in respect of: establishing and updating cultural and recreational facility and program priorities; 13. Policies in respect of the acquisition and development of parkland within industrial areas; 14. Policies in respect of user pay cultural and recreational facilities. October 22 1981 Ms Shirley Newton Community Plalining Advisor Planning and Technical Services Ministry of Culture and Recreation 77 Bloor Street West Toronto, Ontario M7A 2R9 Dear Ms Newton: Re: Clarification of Terms of Reference, Town of Newcastle Master Plan. Your File (PET -81-620104) Our File ADMIN. 2.3.3 Further to our recent conversation, please consider the following points addressing those matters raised within your correspondence of October 2 1981 with Mr. Bjorn Nielsen: 1. The Master Plan is to limit its consideration of open spaces in the Town to potential use of such areas for cultural and recreational activities. We do not intend to identify or evaluate open spaces in the Town for any other purposes. 2. We do, in fact, intend to undertake different public participation methods in preparing the plan. The house- hold questionnaire is to be one of the techniques used. 3. We acknowledge the Ministry's concerns and we recognize that the Master Plan will aid us in rationalizing our requests for funding, but does not necessarily make us "more eligible". 4. We acknowledge the comments made constraints, "special equipment" recognize that the study will be to those comments, and feel that refox,ence adequately cover these in respect of physical and general policies, add conducted according the current terms of 1 concerns. ;i /,i -2 - Ms Shirley Newton October 22 1981 Ministry of Culture and Recreation 5. The total budget is estimated at 035,000.00, no extra costs are anticipated. As discussed, this amount is based on a range of proposals receive by the Town. No proposed study has been awarded. 6. In respect of other sources of dunding, we have had some discussion regarding the scope of the study with Ontario Hydro. The Town of Newcastle, through Community Impact Agreements with Ontario Hydro may request Hydro to advance money to the Town for various capital projects and "impact" studies necessitated by the construction and operation of the Darlington Generating Station. Any money we might receive would be fumds available to us for other impact related matters during and after the construct on of the Darlington Generating Station.- The Terms of Reference submitted to the Ministry do not include any additional matters or reflect any particular concerns requested by Ontario Hydoo, although the Culture and Recreation Master Plan will help the Town evaluate its future requirements and priorities which will undoubtedly be influenced by the construction of the Darlington Generating Station. We, therefore, fe&l that future possible Hydro funds used to defray the municipal costs of the study, do not represent a source of funding used to duplicate or replace any planning program of the Town of Newcastle. We are, in effect, using our own funds. 6. 1) Wo have not awarded a proposal to any consultant or firm. Our Master Plan Committee has recommended that one of eight firms asked to submit propose s fired. The proposals were obtained for the purposes of ascertaining our budget requirements. 2) The Town of Newcastle has not made a final choice of firms. 3) Copies of our proposals have been provided to Bjorn Nielsen. 4) See 3) . 5) See Items 1 - 6. 6) A copy of this letter will be appended to the Terms of Reference as direction to the successful consultant. -3 - Ms Shirley Newton Ministry of Culture and Recreation I trust this brief letter will clarify the Town's intentions in respect of the Master Plan. we look forward to an early approval of the Terms of Reference. I will be contacting you in that respect in the near future. Yours very truly, DNS:nof D. N. Smith, M.C.I.P. Administrator cc: T. Edwards T. Ea. Fanning J. Caruana VV ' o � V Ontario LL Ministry of Ministere des TTeloorStreet West 77 ouest, rue Bloor Culture and Affaires culturelles Toronto, Ontario Toronto, Ontario Recreation et des Loisirs M7A2R9 M7A2R9 Grants Administration Branch RECEIVED IN THE OFFICE ON 965-0322 Your Filk)ELD SERVICES BRANCH CENTRAL EAST REGION - PETERBOROUGH 1981.10.02 Our File: OCT 6 - im MINISTRY OF CUL MEMORANDUM TO: Bjorn Nielsen, }�jj lktMrRT Consultant, Peterborough Office. RE: Town of Newcastle Master Plan (PET -81-620104) It is obvious from reading the Master Plan Committee's report to the Community Services Committee, and the redised terms of reference for this study that a great deal of local time, effort and interest has gone into the pre -application phase of Newcastle's master plan. I also note that the Master Plan Committee has alleviat- ed, or tried to alleviate, many of the concerns raised in my previous comments about the draft terms of refer- ence. Unfortunately, there are several items in the revised terms and application form which still require clarification. These are: 1.- It is still unclear to what extent the study will examine open space areas and policies. Newcastle should confirm that the study is to limit its consideration of open space to potential use of such areas for cultural and recreational activities,�and not to broader open space planning matters.) 2. Expansion of the public participation component of this study by consulting firms in their proposal calls is an optional requirement in the revised terms. Again, I would strongly advise Newcastle to introduce at least one other participation technique to supplement the household questionnaire and address the needs of leisure organizations, both users and suppliers. M The revised terms indicate that "a master plan would vastly improve the town's eligibility for capital project grants available through Wintario funding". This statement is inaccurate and mis- leading. All of our clients are equally eligible to apply for a grant under the Wintario Capital Grants Program. Applicants who have carried out some type of planning study indicating community need for a facility and the financial capability to handle ongoing maintenance and operating costs will not necessarily receive a grant. There are many other criteria, terms and conditions of this grant program (per the Applicant's Guide) which are taken into consideration during the Ministry's evaluation of applicants. To reiterate my earlier comments, the terms should clarify that: a. Only a general overview of physical constraints of sites and of the condition of playing fields and buildings is to be conducted during the inventory. b. The inventory of "special equipment" is not a detailed equipment inventory of items such as baseballs or badminton rackets, but of leisure facilities and structures such as bleachers, backstops, lighting, etc., C. The policies to be formulated per Attachment #6 are to be general and not specific to particular sites. (e.g. Policy item 4 should require minimum design criteria for each type of park listed in the hierarchy of parkland - regional, community, neighborhood, etc., rather than a detailed site plan design for individual parks in Newcastle). We recognize that the study costs to be provided in an application form are rough estimates only. They do, however, give us a general idea of the demands this project could have on our cash flow. They also reveal whether there will be 'other costs over and above the consultant's fee, such as those itemized on pages 4 and 5 of the Applicant's Guide to the Wintario Planning _ Grants Program. Newcastle should supply us with this _information. For example, The Master Plan Committee report mentions that students might be hired for con- ducting much of the inventory phase of the study. Is this still a consideration? What would the cost be? Are there other extra costs that Newcastle hopes to claim? /3..... - 6. In July I mentioned to you that Bob Osborne from the Community Relations Department of Ontario Hydro dropped in to discuss the master plan study. He mentioned that Hydro has signed a community impact agreement with Newcastle due to the Darlington nuclear plant being built in the town. Under this type of agreement it is my understanding that Newcastle might be able to obtain funds from Hydro to help pay for their culture and recreation master plan study. Have you heard anything further from John McCredie (Project Manager) or Jack Hale (Liaison Officer) in Hydro whether they will con- tribute to the cost of this study, amount of their contribution, and their conditions for providing funds (e.g. do they want to review terms of refer- ence, reports, etc?). Bjorn, notwithstanding the town's efforts, I am concerned that they proceeded to tender this study prior to receiving confirmation from this Ministry that they would receive a planning grant. On several occasions this summer, and as far back as May 1980, I mentioned that Newcastle should not entertain proposals until they received the Minister's approval letter. Guide item 4(e) of the Applicant's Guide also clearly states this requirement of our program. Accordingly, before we can recommend this application for approval we will require from Newcastle: 1. An explanation of why the town proceeded to � obtain proposals. 2. A brief outline of why they chose "consulting firm x" over the other applicants. 3. A list of the other firms that submitted proposals, and their costs. 4. A copy of the proposal from the successful firm. and a completed statement of tender/bid proposal results form. 5. Clarification of items l - 6. 6. Confirmation that the successful consultant is aware that he must comply with the revised terms of reference as clarified above. If any of the --- clarifications change the consultant's costs, these should be reflected in the tender/results form. In the meantime, Newcastle should be advised not to sign a contract with the consulting firm until we have reviewed the above information and the Minister's approval letter has been issued. By the way, did you realize that this file took one month to get from your office to the Grants Administration Branch? Bjorn, here is a blank statement of tender/bid proposal results form for Newcastle. Shirley ,leWton,� Community'Planning Advisor, Planning & Technical Services. cc: Dave Brown Encl: SN/db L s 0 M6 I