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HomeMy WebLinkAboutCS-39-90TOWN OF NEWCASTLE REPORT File #'r. Res. # By -Law # METING: GENERAL PURPOSE AND ADMINISTRATION DATE: OCTOBER 1, 1990 REPORT #: CS -39 -90 FILE #: SUUCT: PROVIDING TOWN FACILITIES FOR FUNDRAISING FOR TORNADO VICTIMS RECOMMENDATIONS: It is respectfully recommended that the General Purpose & Administration Committee recommend to Council the following:- 1. That Report No. CS -39 -90 be received; 2. That Department of Community Services be authorized to permit Town operated facilities, during the identified, non -prime hours, for the specific purpose of fundraising for the victims of the recent Tornado; 3. That the rental fee associated with these requests be waived; 4. That Council authorize staff to fund rental fees associated with the use of Halls not operated by the Municipality from the Contingency Account as they relate to fundraising activities for the August 28, 1990 Tornado Victims; and 5. That Community Associations involved in this activity be required to provide Council with documentation regarding the disposition of the donation to the victims of the Tornado. ../2 90 1 REPORT NO. CS -39 -90 - 2 - OCTOBER 1, 1990 1.0 RESOLUTION # 1.1 That the Treasury Department review and report to the next meeting (October 1, 1990) methods of financing the rentals of town -owned and operated facilities for community associations wishing to hold events to assist families who experienced damage, during the Tornado of August 28, 1990 with no impact being passed on the taxpayers. 2.0 BACKGROUND: 2.1 The Community Services Department is responsible for the permitting of a number of Town -owned facilities within the municipality. The Department is aware of the damage created by the August 28th tornado and are committed to assisting any association that has, as its objective, fundraising plans to assist these families. 2.2 Staff is currently in the process of developing a non -fee use policy to accommodate community associations requiring meeting space. Consideration for this type of use (ie. fundraising) is being included in this document. Please note that the Department has received similar requests to waive users fees for fundraising and special circumstances (such as the coordinated search for the two missing persons). The above mentioned policy is intended to allow the department some discretion in dealing with this type of request. 3.0 FACILITIES AVAILABLE: 3.1 There are two municipally operated facilities that could accommodate fundraising events based on size and /or nature of activity. The Newcastle Fitness Centre has community space upstairs that would house an activity such as a food and /or clothing drop -off. For larger activities where large numbers of people would remain for a period of time, the multipurpose ../3 REPORT NO. CS -39 -90 - 3 - OCTOBER 1, 1990 room at the Bowmanville Recreation Complex would be more appropriate. 3.2 The proposed Non -Fee Use of Town Facilities policy will propose that non -prime facility hours would be the most suitable time slots for the purpose of community access. The reason for this is to reduce the possibility of lost revenue due to the permitting of rental space to community organizations. 3.3 At the Newcastle Fitness Centre non -prime time hours for the community space would be as follows: o Mondays 9:00 a.m. - 6:00 p.m. o Tuesday 1:00 p.m. - 6:00 p.m. o Wednesday 9:00 a.m. - 6:00 p.m. o Thursday 9:00 a.m. - 9:00 p.m. o Friday 9:00 a.m. - 4:00 p.m. NOTE - There may be some limitation of space due to use of the Fitness Centre by the Board of Education. These bookings are scheduled and confirmed in advance so community activities can be planned around these. 3.4 At the Bowmanville Recreation Complex non -prime time hours are limited to Monday through Thursday from 9:00 a.m. - 11:00 p.m. The space that could be made available include: o Boardroom - generally limited to meetings of 20 or less - would be ideal for activity /fundraising planning sessions o Multipurpose Room - for the actual fundraising event such as dances, concerts or any large event for up to 375 people o Arena /Ice - could be made available for skate -a -thons or the like Monday through Friday from 9:00 a.m. to 3:00 p.m. ../4 i U .� REPORT NO. CS -39 -90 - 4 - OCTOBER 1, 1990 - the Community Services Department could assist in planning such an event as a skate -a -thon for one of the future Board of Education Professional Development Day (possibility for Darlington Sports Centre as well). 3.5 By operating special fundraising activities during the aforementioned days and times, the Town of Newcastle will not incur any additional cost, relative to staff overtime or the loss of revenue due to rental displacement, since staff are already located at these facilities during these hours. There is a cost associated with operating due to increased maintenance requirements and the fact that staff would not be able to follow their normal schedule, but this is not significant as it would not likely exceed normal budget allocation. 3.6 Other facilities owned (but not operated) by the Municipality could also be made available, however the rental fees are subject to consideration by the various Hall Boards. Fees associated with the use of these facilities could with Council's direction be funded through the Contingency Account, however the ultimate impact will be born by the tax payers. 4.0 SUMMARY: 4.1 The availability of non -prime time hours at the Municipally operated facilities (Newcastle Fitness Centre and the Bowmanville Recreation Complex) should provide ample time for community organizations to plan and operate special fundraising activities to benefit the victims of the August 28, 1990 tornado. By staying within the confines of the days and times suggested there would be minimal impact on the community's access to these facilities and, therefore, on the taxpayers' dollars. 4.2 The Community Services Department is available to consult with any organization planning to host one of these events so that ../4 9 U 1 REPORT NO. CS -39 -90 - 4 - OCTOBER 1, 1990 they may operate successfully and achieve their goals. Assistance would also be available to assist in the planning, promotion and set -up of these events. Respectfully submitted, Recommended for presentation to the Committee ,,^_ -.... X03. _.��.• r Jose P. Caruana, Director Lawrence Kotseff Department of Community Services Chief A i istrative Officer i. Mare Marano, Treasurer Treasury Department JPC:MM:JJM:sa y(J`7