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HomeMy WebLinkAboutCS-09-96 AddendumSubject: AD HOC COMMITTEE TO ASSIST YOUTH FINDINGS AND RECOMMENDATIONS Recommendations: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT addendum to Report CS -09 -96 be received; and 2: THAT Report CS -09 -96 be received; and 3. THAT the recommendations in report CS -09 -96 be approved; and 4. THAT Council endorse in principle subject to report CS -09 -96 recommendations as outlined in the Ad Hoc Committee to Assist Youth Findings and Recommendations as presented to Council on June 24, 1996. 5. THAT Council recognizes the Youth Council and Advisory Board as the advisory group to speak to youth issues. 6. THAT as it deems necessary the Advisory Board and Youth Council update Municipal Council on its programs and activities. 7. THAT a committee of staff from the Municipality assist the Ad Hoc Committee to Assist Youth with the design of the implementation strategy. F. THAT once the implementation strategy has been designed the Ad Hoc Committee to Assist Youth will be formally disbanded. 9. THAT a copy of addendum to report CS -09 -96 be forwarded to the Ad Hoc Committee to Assist Youth, the advisors to the committee and be advised of action taken. 1.0 BACKGROUND 1.1 At the October 7, 1996 General Purpose and Administration Committee meeting, Ron Collis and Diane Higgs appeared as a delegation, in response to report CS- 09 -96. Through that presentation, the Ad Hoc Committee to Assist Youth presented five issues that they requested received assurance of Council. (Attachment #1) 1.2 Subsequently, Council referred the requests back to staff for review and report back to the next General Purpose and Administration Committee. 2.0 AD HOC COMMITTEE ASSURANCES 2.1 Staff has reviewed the requests of the Ad Hoc Committee and provide the following comments for consideration of Council. ../2 AECYC a o RECYCLE I O 1 R CYCLE TH 6 PRIMED EN RECYCLED PAPER REPORT CS -09 -96 - 2 - OCTOBER 21, 1996 2.2 That this Council clearly endorses our recommendations as outlined in the Ad Hoc Committee to Assist Youth Findings and Recommendations as presented to Council on June 24, 1996 of this year. - Staff report CS -09 -96 addresses the specifies of the Ad Hoc Committee's final report. Subsequently, staff is recommending, that Council endorse the Ad Hoc Committee's Findings and Recommendations in principle subject to report CS- 09 -96. 2.3 That Council recognizes the Youth Council and Advisory Board as the main bodies that speak to youth issues and co- ordinates youth programs services and activities in Clarington. - Staff is recommending that this request be amended to recognize the Youth Council and Advisory Board as the primary advisory group to speak to youth issues in the Municipality. References made to co- ordination of youth programs, services and activities in Clarington is felt to be too exclusive and would impact a significant number of existing providers of youth programs and services including the Municipality and various Community Recreation /Park Boards and Associations. 2.4 That a member of Council sit on the Advisory Board and meet with the Youth Council when the Youth Council deems it necessary. Although these two bodies need not be classified as formal Boards of Council. - With respect to the request for Council representation on the Advisory Board, staff are advising against official representation in light of the Provincial directive which requires that all financial transactions of "Boards" of Council be conducted through the Municipal Accounts. This is very restrictive and effectively requires that the Municipality hold all funds, write cheques, approve expenditures etc. It is suggested that this is not the intention of the Advisory Board. If Council considers representation even in an unofficial capacity, the question remains in legal terms whether this constitutes a "Board" of Council. In addition, the issue of insurance and liability poses a concern to staff. After much discussion with the Municipality's insurers regarding Recreation Affiliate Boards, that are currently recognized, and the larger implications of insurance liability, staff are drafting a separate report to address this issue. Consequently, it is not recommended that the Advisory Board be recognized in a manner which may pose similar concerns or raise such questions. ./3 1 302 REPORT CS -09 -96 - 3 - OCTOBER 21, 1996 2.5 2.6 3.0 3.1 That a staff member from the Municipality assist the Committee with the design of the implementation strategy. - Staff is suggesting that a committee of staff be involved by offering assistance to the Committee with the design of the implementation strategy, as there are implications that would involve expertise from a number of departments. Not with standing, staff would be pleased to assist the Committee as advisors. That once the implementation strategy has been designed, the Ad Hoc Committee to Assist Youth will be formally disbanded. - Staff concur with this requested as presented in report CS- 09 -96. COMMENT Staff has discussed the intent of the report with Mr. Ron Collis of the Ad Hoc Committee to Assist Youth and provided him with a copy for the committee's review. Respe �tfully submitted, �I J e aruana, Director Cor munity Services Department Marie Marano, Treasurer yam. Fre JPC:MM:FH:dm Manager Reviewed by, W. H. Stockwell, Chief Administrative Officer 1303 DQlegation Address to the General Purpose and Adi inistrative C�oamittee Ron Collis - Ad Hoc Committee to Assist Youth ATTACHEN'I' ,.(1 October 7, 1996 TO IMPORT ds�o996 4�DDENDOKI Since the last GPA Committee meeting, members of the Ad Hoc Corhmittee'-to.Assis,V Youth met to discuss the contents of Report CS- 09 -96. This morning I wo l4 l.ike 'to,,�_ report to you on the decisions that were reached at that meeting. Members of the Ad Hoc Committee to Assist Youth decided they would be prepared to design an implementation strategy as it applies to the responsibilities and structure of the Youth Council and Advisory Board. We decided that the implementation strategy would include, the committee member selection process and criteria, a time -table for important achievements to occur, such as the Board and Council formation, initiation of fundraising activities, and the hiring of a Youth Coordinator. And, we would develop a more in -depth description of the responsibilities and structure of these bodies. But, to design this implementation strategy in the most effective way possible, we would need to solicit the advice and assistance of experts in our community. We would need help to insure that our implementation plan covers all of the relevant issues that need to be addressed when setting up a Board or Council. Our hope is that when the Advisory Board initiates operation, members of the Board know exactly what their mandate is, how they will be achieving it, and that they feel comfortable about the process that is prescribed. But, to do this properly, we need assistance from someone who has experience setting up Boards and Councils, someone who can outline the issues that need to be addressed, give suggestions on how we might address these issues, and when we have drafted the implementation strategy, review it and advise us of any concerns. We would request a Municipal Staff Member with experience in this area, fill this role. We would also be willing to approach Dick Malowney, Director of Education for Northumberland - Clarington Board of Education. for his input and assistance. Mr. VE Malowney has considerable experience setting up Youth Councils. Further, back in April when Mr. Malowney and I discussed the possibility of including a Youth Council in our recommendations, he was extremely supportive of the idea and offered his assistance. A very important issue raised at the last GPA Committee meeting was fundraising. We do recognize that acquiring adequate funding for operation purposes and for the salary of a Youth Coordinator is extremely important. For this reason, we feel that the implementation strategy should specifically define how fundraising efforts will be structured. And we would be willing to approach someone like Paul Morris of the BIA, who has considerable fundraising experience to either give us direction and input on this matter or to recommend someone who can fulfill this role. I hope that you can tell from the description of how we would approach designing the implementation strategy, that just like our Report to Council, we would proceed in a very serious and thorough manner. But before we put any more time and effort into this project. And before we seek to solicit the time and effort of others in the community, before we are to assume the role of designing the implementation strategy, we need to know clearly that our efforts will not be in vain. For us to initiate work on the implementation strategy we need have the following five assurances from Council. 1. That this Council clearly endorses our recommendations as outlined in the Ad Hoc Committee to Assist Youth Findings & Recommendations as presented to Council on June 24th of this year. 2. That Council recognizes the Youth Council and Advisory Board as the main bodies that speak to youth issues and coordinates youth programs, services and activities in Clarington. 3. That a member of Council sit on the Advisory Board and meet with the Youth Council when the Youth Council deems it necessary. Although these two bodies need not be classified as Formal Boards of Council. 1310 4. That a staff member from the Municipality assist the Committee with the design of the implementation strategy. And 5, that once the implementation strategy has been designed, the Ad Hoc Committee to Assist Youth will be formally disbanded. With these five assurances formally in place, the Ad Hoc Committee to Assist Youth would accept Municipalities request and initiate work on designing the implementation strategy as it applies to the responsibilities and structure of the Youth Council and Advisory Board. Thank you and we look forward to your response. an