HomeMy WebLinkAboutCSD-006-12 Addendum 1 Clariff 9- ton REPORT
COMMUNITY SERVICES
Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE
Date: June 25, 2012 Resolution#: By-law#:
- rU old
Report#: Addendum #1 to File#:
CSD-006-12
Subject: CLARINGTON OLDER ADULT ASSOCIATION — PARKING
CONCERNS/STRATEGIC PLAN
RECOMMENDATIONS:
It is respectfully recommended that the General Purpose and Administration Committee
recommend to Council the following:
1. THAT Addendum #1 to Report CSD-006-12 be received;
2. THAT Report CSD-006-12 be received;
3. THAT Council provide direction in regard to recommendations set out in Report
CSD-006-12 (Attachment 1);
4. THAT the Clarington Older Adult Association (COAA) be permitted to continue to
utilize the green space at the rear of the building for temporary overflow parking
for large scale COAA events only;
5. THAT Council endorse the establishment of a Beech Centre Community Liaison
Committee and that the matter be referred back to staff to develop a terms of
reference and report back; and
6. THAT all interested parties listed in Addendum #1 to Report CSD-006-12 be
advised of Council's decision.
F,
Submitted by: Reviewed by:
,) eph P. Caruana Franklin Wu,
T erector of Community Chief Administrative Officer
Services
J PC/sm
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T 905-623-3379
REPORT NO.: ADDENDUM 1 to CSD-006-12 PAGE 2
1.0 BACKGROUND
1.1 On April 2nd the General Purpose and Administration Committee received report
CSD-006-12 "Clarington Older Adult Association — Parking Concerns/Strategic
Plan" and a delegation by Mr. Bill Humber, Resident/Community Coalition. At
that meeting Committee passed the following motion:
"THAT Report CSD-006-12 be received;
That By-law#2011-106 (Attachment 5 to Report CSD-006-12) be amended by
adding the following to section 1:
THAT the activities taking place at the Clarington Beech Centre be limited to
programs and social activities of the Clarington Older Adult Centre Board and
regular meetings of the Lions Club of Bowmanville; and
•Oddfellows/Rebekkahs & Encampment
-Lions Club of Bowmanville
•Tops
•CUPE Local 225
All other rentals of significance to be determined by the Clarington
Older Adult Centre;
THAT there will be no increase to Beech Centre on-site parking, with a continued
use of on-street parking;
THAT a five (5) year lease (under Report COD-036-11) with an option to renew
to the Bowmanville Tennis Club be approved;
THAT$1,000 for signage and line painting be funded from the Municipal Capital
Works Reserve Fund; and
THAT all interested parties listed in Report CSD-006-12 be advised of Council's
decision."
1.2 On April 16th Council received a delegation from Jim Boate, Vice-President,
Clarington Older Adult Association, advising Council that the Clarington Older
Adult Centre Board (COACB) did not support the motion passed at the General
Purpose and Administration Committee Meeting on April 2nd and requested that
an advisory committee comprised of members of the Bowmanville Tennis Club,
Resident/Community Coalition, Clarington Older Adult Association and Municipal
staff be established to work together to resolve these and future issues.
1 .3 On April 16th Council passed Resolution #C-130-12:
"THAT Item #8 of Report#1 be referred back to staff to report back by mid-June
on forming a community liaison committee consisting of representatives of the
Clarington Older Adult Association, the Bowmanville Tennis Club, the Old
REPORT NO.: ADDENDUM 1 to CSD-006-12 PAGE 3
Bowmanville Neighbourhood Association, and the Operations and Community
Services Departments to work on a parking solution satisfactory to all."
At the April 30th Council meeting, Council approved Resolution #GPA-283-12:
"THAT the community liaison committee formed in accordance with Council
Resolution #C-130-12, be comprised of, in addition to Clarington staff, two (2)
members from each of the following:
-Board of the Clarington Older Adult Association (COACB)
-Bowmanville Tennis Club
•ResidenUCommunity Coalition"
2.0 COMMUNITY LIASION COMMITTEE MEETING — May 9, 2012
2.1 On May 9th Community Services Department staff convened a meeting with two
(2) representatives from each of the Clarington Older Adult Centre Board,
Bowmanville Tennis Club, and Resident/Community Coalition along with staff
from the Engineering and Operations Departments.
2.2 Staff facilitated the meeting, and each organization was provided an opportunity
to discuss the parking situation from their perspective and offer potential
solutions in hopes of identifying some areas of common ground.
2.3 Representatives of the COACB presented the Board's goal of "gaining access to
limited increased parking... (37 additional spaces at the rear of the building)"that
would be developed "as a friendly open urban area that encourages walking and
bicycling from Beech Avenue to the green park on Elgin Street." They further
proposed "the addition of lighting, plantings/shrubbery and bicycle racks would
enhance the design and appearance." (Attachment 2)
2.4 Representatives of the Bowmanville Tennis Club provided an overview of the
history of the tennis courts. The courts were developed in 1946 on land donated
by the Lions Club to provide recreation for returning veterans of World War II.
Since that time, the Tennis Club has taken care of all of the costs associated with
the courts, including resurfacing and lighting.
2.5 The Tennis Club is concerned and frustrated by the ongoing attempts to have the
tennis courts removed from their current Beech Avenue site. They expressed the
importance of knowing that long term their "home" will remain at the current
location. The group expressed much concern over the recent "short-term"
leases.
2.6 The Bowmanville Tennis Club stated that they have and will continue to work
with the COAA regarding co-ordinating parking needs during large scale COAA
events (tennis players park on the street). In addition, they have offered to open
the courts for the COAA's use for outdoor programming and to provide
REPORT NO.: ADDENDUM 1 to CSD-006-12 PAGE 4
introductory tennis lessons to COAA members. The Bowmanville Tennis Club is
opposed to the paving of any green space for parking purposes as it is felt that
there is adequate on and off-street parking for COAA events.
2.7 Representatives of the Resident/Community Coalition clearly stated that they are
opposed to any increase of on-site parking. The Coalition is concerned about the
undersupply of existing green space/parkland in this neighbourhood and the
Coalition feels strongly that there is adequate on and off-site parking available to
support the Beech Centre activities. The Coalition challenges the perception of
the COACB that they have a parking issue. The Coalition believes that if there
was willingness on the part of the Board there are other solutions that could more
than adequately deal with the times when there are large COAA events
(management of on-site parking for individuals with mobility challenges,
improvements to walkways/access to the site from the street, acceptance of use
of on-street parking, relocation of events that have "outgrown" the Beech Centre
to Community Services Department facilities with necessary modifications.) On
June 18th staff received written comments from the Resident/Community
Coalition. (Attachment 4)
2.8 Representatives of the COACB agreed to take the comments of the Bowmanville
Tennis Club and Resident/Community Coalition back to the COACB meeting on
May 18th and the Community Liaison Committee would reconvene after the next
COACB meeting.
3.0 COMMUNITY LIASION COMMITTEE MEETING — JUNE 11, 2012
3.1 On June 11th representatives of the three (3) groups and Municipal staff re-
convened. COACB representatives provided an overview of their comments
back to the Board and advised that on May 30th the Board passed the following
motion:
"We move that in the best interest of our membership that the COAA plan to
move from the Beech Centre facility. A new location would have to address the
major problem of adequate onsite parking and allow for the inevitable growth of
our membership in the future."
3.2 The COACB circulated this motion to its members along with interim strategies to
minimize the current parking challenges. (Attachment 3)
3.3 Significant discussion took place on the use of the grass at rear of the building as
temporary overflow parking. The COAA has been using this space for such
purposes during large scale events since 2008 and Municipal staff proposes this
use be permitted to continue during large scale COAA events only as per report
EDG-026-08. It should be noted that the Coalition does not support this
position, as in their view it is an inappropriate use of the green space and limits
other recreation pursuits on this space.
REPORT NO.: ADDENDUM 1 to CSD-006-12 PAGE 5
4.0 BEECH CENTRE COMMUNITY LISASION COMMITTEE
4.1 At the June 11th meeting there was discussion regarding the establishment of a
Committee that would meet on a regular basis comprised of representatives from
the Clarington Older Adult Association, Bowmanville Tennis Club,
Resident/Community Coalition and Municipal staff. Those in attendance at the
meeting felt this would be a positive step in terms of improving dialogue and
communication between the groups.
5.0 COMMENTS
5.1 At this time, the Clarington Older Adult Centre Board, The Bowmanville Tennis
Club and The Resident/Community Coalition have been unable to develop a
parking solution that is satisfactory to all.
6.0 CONCURRENCE:
6.1 This report has been reviewed by Fred Horvath, Director of Operations and Tony
Cannella, Director of Engineering Services who concur with the
recommendations.
CONFORMITY WITH STRATEGIC PLAN — Not Applicable
Staff Contact: Joseph P. Caruana, Director of Community Services
Attachments:
Attachment 1 — CSD-006-12, Clarington Older Adult Association — Parking
Concerns/Strategic Plan
Attachment 2 — COACB Request — May 9th Community Liaison Committee meeting
Attachment 3 — Clarington Older Adult Association Newsletter (May 30th, 2012)
Attachment 4 — Letter from Resident/Community Coalition (June 18, 2012)
List of interested parties to be advised of Council's decision:
Norma Evans, 1St Vice President, Clarington Older Adult Association
Jim Boate, 2nd Vice President, Clarington Older Adult Association
Malcolm McCombe, Secretary, Clarington Older Adult Centre Board
Angie Darlison, Executive Director, Clarington Older Adult Association
Kern Majid, President, Bowmanville Tennis Club
Rod McArthur, Member, Bowmanville Tennis Club
Stephen Brickell, Member, Resident/Community Coalition
Roland Kuijpers, Member, Resident/Community Coalition
Bill Humber, Member, Resident/Community Coalition
REPORT NO.: ADDENDUM 1 to CSD-006-12 PAGE 6
Laurie Cook, Member, Resident/Community Coalition
Ellen Logan, Member, Bowmanville Tennis Club
Dr. Timothy James, Member, Bowmanville Tennis Club
Lois Richards, Member, Clarington Older Adult Association and Bowmanville Tennis
Club
Attachment 1
to Addendum #1 to Report CSD-006-12
R E P 0 Raft=T
COMMUNITY SERVICES DEPARTMENT
Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE
Date: April 2, 2012 Resolution#: By-law#:
Report#: CSD-006-12 File#:
Subject: CLARINGTON OLDER ADULT. ASSOCIATION - PARKING CONCERNS /
STRATEGIC PLAN
RECOMMENDATIONS:
It is respectfully recommended that the'General Purpose and Administration Committee
recommend to Council the following:
1. THAT Report CSD-006-12 be received;
2. THAT By-law #201.1-106 be amended (Attachment 5) by adding the following to
section 1:
a) Capacity
THAT the overall capacity of the Clarington Beech Centre be 250 persons.
b) Programming
THAT effective January 1 , 2013 activities taking place at the Clarington 'Beech
Centre be limited to programs and social activities of the Clarington Older Adult
Centre Board and regular meetings of the Lions Club of Bowmanville;
3. THAT the Municipality of Clarington increase the Municipal grant provided to the
Clarington Older Adult Centre Board effective 2013 by $28,500 on an annual
basis to off-set the loss of rental revenue;
4. THAT Council provide direction on the following options to the parking concerns
expressed by the Clarington Older Adult Centre Board:
Option 1 : No increase to Beech Centre on-site parking, continued use of on-
street parking. Approval of a five (5) year lease (under COD-036-11) with an
option to renew to the Bowman ville Tennis Club. THAT $1,000'for signage and
fine painting be funded from the Municipal Capital Works Reserve Fund.
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C.3A6 T 905-623-3379
REPORT NO.: CSD-006-12 PAGE 2
Option 2: Parking increased by 54 spaces (131 total spaces) located to the west
(rear) of the existing building (Attachment 2). Approval of a five (5) year lease
(under COD-036-11) with an option to renew to the Bowmanville Tennis Club.
THAT"the $271 ,000 for the new parking lot, additional trees, appropriate
screening, line painting and signage be funded from the Municipal Capital Works
Reserve Fund.
Option 3: Parking increased by 51 spaces (128 total spaces) located in place of
the existing tennis courts (Attachment 3), Two lit tennis courts of similar quality to
be constructed in Soper Creek Park (Attachment 4). Approval of a five (5) year
lease with an option to renew to the Bowmanville Tennis Club or a new tennis
organization, THAT $324,000 for the new parking lot, additional trees,
appropriate screening, line painting and signage be funded from the Municipal
Capital Works Reserve Fund and that $250,000 for the relocation of the tennis
courts be funded from the Impact/Escrow Reserve Fund; and
5. THAT all interested parties listed in Report CSD-006-12 be advised of Council's
decision.
Submitted by: Reviewed by:
do�eph P, Caruana, Franklin Wu,
Director of Community Chief Administrative Office
Services
A,S, Cannella, C.E.T.
Director of Engineering
Services
JPc/sm
REPORT NO.: CSD-006-12 PAGE 3
1.0 BACKGROUND
1.1 At the November 28th, 2011 Council meeting Mr. Steve Coles, Vice-President of
the Clarington Older Adult Association (COAA), appeared as a delegation
regarding the Bowmanville Tennis Club Lease (COD-036-11). Mr. Coles
expressed concern regarding the ongoing parking challenges for the Clarington
Older Adult Association at 26 Beech Avenue and stated that the COAA requires
a formal engineered solution to. provide parking and accessibility to the Beech
Centre.
1.2 On December 5, 2011 Council passed Resolution #GPA-669-11 "THAT Peter
Spratt be authorized to undertake a review and report on the implications and
findings of the Clarington Older Adult Association's Strategic Plan...".
1.3 Also, on December 5th Council tabled report COD-036-11 for'th*e Tennis Club —
Court Lease (GPA-665-11) and requested that the report be brought forward
once meetings had concluded with Mr. Peter Spratt with respect to the
consultation with the Clarington Older Adult Centre (COAC) Board in regard to
the COAA Strategic Plan.
1.4 Finally, on December 5th, 2011, the following resolution (GPA-670-11) was
passed,
"THAT the Engineering Services Department be directed to investigate and to
report to Committee with information, including costs, pertaining to the protection
of the Bowmanville Tennis Court during the tennis "off season" with a material
such.as (but not limited to) a propylene or polyester geotextile fabric, a geofabric
or a geocomposite liner. This material must also be:
• structurally capable of supporting the weight of'small to mid-size parked
vehicles;
• -of sufficiently durable composition as to prevent any impairment to the
integrity of the tennis court surface; and
• capable of being cleared of snow by the Operations Department in the usual
manner or, in the alternative, capable of being cleared of snow in any other
recommended manner that is conducive to the preservation of both the tennis
court and the covering material;"
1.5 In June 2010 the COAA endorsed the first official Strategic Plan for the
Clarington Older Adult Association. This plan was completed with the assistance
of Mr. Peter Spratt, ROCG Global Consultants and presented to Council on May
31, 2010. The plan identified six values and beliefs that the Board of Directors
planned to utilize as a foundation for their future decision making.
"Accessible— to create an organization that is inclusive and affordable; we will
identify and address potential barriers, and create opportunities for members,
potential members and guests.
REPORT NO.: GSD-006-12 PAGE 4
• Caring— known as a friendly and welcoming organization where members,
guests and visitors can feel safe, respected and welcome.
• Community Focused— to be a.part of and contribute to the broader community;
we aspire to be a cooperative, collaborative and respectful partner.
• Fiscally Responsible— to efficiently operate and achieve our goals in a manner .
that is both financially prudent and accountable to our members and partners.
•. Member Focused— ensure that the needs of our members are reflected in what
we do today and in our future priorities.
• Quality Programs— known for excellent programs that meet the diverse needs
of our members; our programs.will promote social, educational and physical well-
being."
1.6 The COAA Strategic Plan also defined the six components of the COAA Vision
Statement which would guide the organization into the future, The Vision was
acknowledged as a.reflection of several significant features which had been
identified during the strategic plan process.
• "Continued Growth in Membership"
Membership growth was identified.as desirable, essential to financial stability and
a reality of our aging population. New members are welcomed as a source of
vibrant energy that helps to renew and sustain the volunteer spirit.
• "Facilities Throughout Clarington.Designed for Older Adults"
The continued utilization of the Beech Centre was acknowledged as providing a
viable, short term facility solution, coupled with the use of satellite facilities.
Longer term, the COAA envisions the development of multi-use community
facilities with designated space, designed in partnership with the Community
Services Department. Developing a Facilities Master Plan is considered an
essential early deliverable.
• "Expanded Programs and Services"
Expansion of programs and services should be accomplished in collaboration
with other community providers and not in competition. The COAA is a part of the
solution, not the whole solution.
• "Respected Community Partner"
The COAA acknowledges that it must operate within the larger community and
sees this as a key determinant of future success. Establishing trust and building
lasting relationships will become an essential focus for.the Association.
• "Sustainable.Funding"
l Sustainable funding is essential to the well-being of the COAA. The COAA must .
broaden its appeal to secure funding to support its growth, while demonstrating
prudent fiscal responsibility,
REPORT NO.: CSD-006-12 PAGE 5
• "Effective Governance and Administrative Processes"
Board development will be an important priority to ensure excellence in
governance and administrative practices. Staffing levels must keep pace with
growth and be tied to the Facilities Master Plan to ensure appropriate staffing
levels.
1.7 In'June 2011 Community Services staff initiated a meeting with representatives
of the COAC Board as the first step in planning for future older adult facilities. It
was during these discussions that it became evident that there were divergent
interpretations on.the description of the Beech Centre as a "viable short-term
facility solution". It was concluded that there was a need to clarify the position of
the COAC Board in relation to their long-term facility vision before future older
adult facility planning could be undertaken.
2.0 ROCG REPORT and CONSIDERATIONS
2.1 As directed by resolution, Peter Spratt, Vice President, ROCG Global
Consultants was retained to undertake a review of the current COAC Board and
to confirm their commitment and support of the COAA Strategic Plan.
2.2 Mr. Spratt's work-took place between December 6, 2011 and February 21, 2012
and included one-on-one interviews with-members of the COAC Board of
( Directors, in'an effort to confirm the Board's future plans related to the Beech
Centre and future facility development.
2.3 Mr. Spratt's report (Attachment 1) contained several key findings which
confirmed the commitment of the volunteer Board to provide quality programs
and services to the older adult community. The majority of the Board felt they
were demonstrating their commitment to values stated in the Strategic Plan,
although a few identified the 'Community Focus' value as needing some
attention.
2.4 Most of the Board members were familiar with the COAA vision, with some mixed
views being expressed on the meaning of a 'Respected Community Partner'.
Although there were examples of the COAA attempting to engage the broader
community, there were also examples of the Board displaying actions which
could be considered by some as being contrary to the spirit of being a respected
community partner.
2.5 Generally, there was evidence of significant outreach on the part of the COAA to
provide programs and events to all parts of the Municipality. This was achieved
through enhanced satellite programming and partnerships with community halls,
community organizations and the Community Services Department. This is
consistent with the COAA Strategic Plan.
2.6 `The Board acknowledged the distinction between social interaction space (the
COAZY cafe) and program space. With the wide age range of members there
REPORT NO.: CSD-006-12 PAGE 6
are divergent program needs. Social interaction and active programs are both
important priorities. This is consistent with-the COAA Strategic Plan.
2.7 Parking-at the Beech Centre continues to be a problem for members, most
evident during large events..The majority of the Board would favour the
relocation of the tennis courts within the community to accommodate expanded
parking.
2.8 Board members acknowledged that the ability of the organization to
accommodate future growth and expansion would come through current and
future.satellite locations and a commitment to the development of multi-use
community facilities with designated space for use by older adults. This is
consistent with the COAA Strategic Plan.
2.9 Board members expressed frustration in a perceived lack of action on the part of
the Municipality (Community Services Department) to engage the COAA in
consultation on the preparation of a Facilities Master Plan (Strategic Priority 3.3).
This perception is not shared by the Community Services Department, as they
had initiated a meeting with COAC Board representatives in June of 2011 to
discuss future facility needs of the COAA.
2.10 The report identified the different interpretations of the Strategic Plan statement
"Continued utilization of the Beech Centre is acknowledged as providing a viable
( short-term facility solution." This was the significant stumbling block in
discussions between the Municipality and the COAA. The Board members see
the Beech Centre as their home and the hub of their organization. They
interpreted the statement to mean that they would continue to use the Beech
Centre and would accommodate growth through satellite programming and
additional facilities identified in the Facilities Master Plan. The Community
Services Department had interpreted the wording to mean that the COAA would
be leaving the Beech Centre at some point and had initiated discussions with the
COAA to discuss dedicated and shared space within future Community Services
facilities.
. 2.11 Mr. Spratt's report also contained several suggestions for consideration by the
Community Services Department.
• "Retain the Beech Centre as the `hub'for COAA administration and further
development of its 'social space'.
Maintain the tennis courts, green space and parking "as is."
• Gradually transition high-volume events (COAA programs and hall rentals) away
from the Beech Centre to other recreation/community facilities that will be able to
accommodate parking.
i
• Supplement COAA's revenue for lost rental income.
REPORT NO.: CSD-006-12 PAGE 7
® Increase the number of shuttle vans and/or consider the purchase/lease of a
mini-bus.
0 Arrange tours of two, relatively new, mixed-use older adult centres operated by
the Oshawa Seniors Citizens Centre (Legends Centre and Conant Centre) for
Community Services and the COA Centre Board to visualize what one looks like.
Visit the John Street (HQ) Centre to demonstrate how Oshawa has managed its
limited parking space and transitioned to three other municipally-owned satellites.
Explore how it operates its transportation service, and its community dining
services.
® Engage the COA Centre Board in discussion about bringing-on other space; this
space will be designed for older adults and designated for use by older adults,
within mixed—use community facilities (consistent with the Strategic Plan)."
3.0 26 BEECH AVENUE
3.1 The property located at 26 Beech Avenue was acquired by the Municipality from
the Lions Club of Bowmanville in 1998. Since that time the property has been
home to the Clarington Older Adult Association, Community Care (vacated in
March of 2010), The Lions Club Daycare (vacated in June of 2010), and the
Bowmanville Tennis Club, which has been in operation since the 1940's.
Currently, the Beech Centre building is now fully occupied by the COAA.
3.2 Since the property was acquired in 1998 it has undergone one expansion to the
parking lot in 2002 which added 20 spaces along the south side of the facility and
seven spaces along the west side of the driveway south of the main building
entrance. The current number of on-site parking spaces is 77. In addition to the
additional parking lot construction the existing parking area was resurfaced and
provided with a storm system at a project cost of$186,000.
4.0 ON-STREET PARKING
4.1 In addition to the formal on-site parking there is also informal on-street parking
available for use by COAA members. Engineering Services has reviewed the
local on-street parking capacity and determined that there are approximately 70
spaces available within a 200 metre walk of the facility and an additional 36 spots
between 200 and 300 metres.
4.2 In the preparation of this report the Operations Department and Emergency and
Fire Services Department have been consulted regarding any concerns with on-
street parking. There are no concerns from the Operations Department with the
current use of on-street parking. Emergency and Fire Services has expressed
concern with on-street parking and would prefer to see no on-street parking in
this area. Currently, in the event of a fire emergency fire vehicles would be able
REPORT NO.: CSD-006-12 PAGE 8
to move through the area with on-street parking on the east side of Beech
Avenue as long as opposing traffic was limited.
5.0 PARKING STUDY AND UPDATE
5.1 In 2008 the Municipality of Clarington undertook a Parking Study at the
Clarington Beech Centre to examine the parking situation at the Beech Centre
and use the information to assist in assessing future parking needs, impacts of
on-street parking restrictions, and to consider strategies for managing parking
demand at the site. Many strategies recommended in the 2008 report have been
implemented to some extent by the COAA, In 2011 an update was undertaken
to review the current parking situation due to concerns raised by the COAA
resulting from the growth of their association since the original study was
undertaken.
5.2 To provide a reasonable comparative analysis between the original (March 2008)
and updated (November 2011) parking data, several conditional differences
between the two sets of data have influenced parking patterns and need to be
mentioned, including:
• loss of supply-due to snow storage on the parking lot in 2008
® improved vehicular access to the grassed area on the west side of the
( Beech Centre in 2011
• addition of a shuttle service vehicle by the COAA in 2011
5.3 Further, the purchase of a shuttle vehicle (seven-seat minivan) and
implementation of a shuttle service for COAA members has eliminated some
parking demand. The shuttle typically makes approximately six to eight trips per
day with the impact on parking demand dependent on the number of people
served per trip.
5A Overall, parking activity during the study update was shown to be dependent on
facility programming and a corresponding shift in peak demand can be.-seen
between the two study days within the mid-day range (10:00 am to 3:00 pm)
based on programming. This pattern is similar to the original study. Total
parking demand for the study update exceeded effective capacity (>85%) for two
hours on Wednesday, November 9, and for three hours on Tuesday November
15,
5,5 The following table provides a comparison of data between the original study and
the study update through analysis of the total hours where demand exceeded
capacity and effective capacity for each parking area,
REPORT NO.: GSD-006-12 PAGE 9
( North Lot (50 Spaces) South Lot(20 Spaces) East Lot(7 Spaces)
Capacity *Effective Capacity *Effective *Effective
Capacity
Study Date Exceeded Capacity Exceeded Capacity Exceeded Capacity
Exceeded Exceeded' Exceeded
(hrs.) hrs. (hrs.) hrs. (hrs.) hrs.
Original Stud
11-Mar-08 0.0 2.0 0,0 0,0 0.0 0.0
13-Mar-08 1.5 2.0 0.0 0,0 0.0 0,0
Total 1.5 4.0 0.0 0.0 0.0 0.0
Study Update
9-Nov-11 0.0 1.5 1 1.5 1. 2.0 0.0 1 2.0
15-Nov-11 1.0 4.0 . 2.0 3.0 0.0 3.5
Total 1.0 5.5 3.5 5.0 0.0 5.5
*Effective capacity is considered to be 85% of the total available parking for non-
metered parking areas.
As noted above overflow parking during larger events was observed to be using
the grassed area during the 2011 study update which was a recommendation of
the 2008 report.
5.6 In both the original and updated parking studies Beech Avenue saw limited
overflow parking with roughly four vehicles from the Beech Centre using the
street'to park. Outside of the study periods staff have observed additional use of
Beech Avenue and Burk Court for overflow parking during higher volume events
( at the Clarington Beech Centre.
5.7 In the 2008 study it was observed that over 90% of the vehicles arriving at the
Beech Centre had single occupants. Vehicle occupancy rates were not
observed in the 2011 update but COAA staff have noted that their promotion of
carpooling to the Beech Centre has seen some success.
5,8 In our most recent review of the available parking it is noted that the facility
provides two accessible parking spaces. Staff suggests working with the COAC..
Board to provide additional accessible spaces, depending on which option
Council selects, For example, if Option 1 is selected, two additional accessible
parking spaces would be added. If Options 2 or 3 are selected, three additional
accessible spaces would be created.
5.9 Further, staff are also prepared to work with the COAC Board-to establish a
Priority Parking Program, which would allow the Board to designate who should
have access to p.riority parking.
6.0 COAA SPECIAL EVENT ATTENDANCE
6.1 The COAA hosts a number of special events throughout the year, It is primarily
I
during these times that parking is of the greatest concern for the COAA.
REPORT NO.: CSD-006-12 PAGE 10
6.2 During 2011 there were 40 special events offered by the COAA.. Estimated
attendance at these events is summarized below:
Number of Attendees Number of Events
200-249 5
150-199 6
100-149 6
99 or less 22
*one event took place in Tyrone therefore is not included in the above totals
7.0 NON-COAA USES (OTHER RENTALS)
71 In addition to use by older adults, the Beech Centre is marketed as a rental
facility for private and commercial functions. Non-COAA functions take place
during times the facility is not needed by the COAA in order to generate revenue.
In 2011 there were 44 rentals of the main auditorium plus numerous rentals of
the smaller program rooms which generated $26,991.75 in revenue for the
COAA. The 2012 COAC Board budget.identified $28,500 revenue related to
facility rentals.
7.2 In 2011, there were a total of 63 non-COAA rentals (private/commercial).
Estimated attendance at these events is summarized below:
Number of Attendees Number of Events
200-249 7
150 =199 6
100-149 10
99 or less 40
7.3 In addition to the non-COAA rentals above, the Beech Centre is also utilized by
the following associations:
Oddfellows, Rebekahs & Encampment (48 meetings in 2011)
-Lions Club of Bowmanville (24 meetings in 2011)
-Tops (46 meetings in 2011)
*Hula Dancing (10 lessons in 201 1)
-Dance Classes (5 lessons in 2011)
-Budda Lessons (16 in 2011)
-CUPS Local 225 (8,meetir)gs in 2011)
7.4 In some cases, non-COAA use has exacerbated the parking situation at the
facility and caused local homeowners inconvenience. It is recommended that
effective January 1, 2013 this situation be alleviated by eliminating all non-COAA
uses, with the.exception of the Lions Club of Bowmanville. The Lions Club of
I Bowmanville have continued to use the Beech Centre for their monthly
membership and Director's meetings since they sold the building to the
Municipality. Due to the history and the fact their meetings do not draw a large
REPORT NO.: GSD-006-12 PAGE 11
( number of people or traffic this arrangement could continue with minimal impact
on the facility.
6.0 THE ZONING BY-LAW
8.1 The Beech Centre is a Municipal building, The provisions of the Zoning By-law
.do not apply to the Municipality; however, the parking provisions are useful as a
reference point for the issue at hand.
8:2 Parking calculations in the Zoning By-law are based on the worst case scenarios
assuming that all rooms could be used at the same time. There are alternate
methods of calculating the parking requirements; the first is based on the rated
occupancy of the building and the second is the building size. Based on both the
occupancy and gross floor area a minimum of approximately 150 parking spaces
would be required to be in compliance with the Zoning By-law for the current
building. In order to achieve 150 parking spaces on this site the majority of the
green space behind the facility as well as the tennis courts would need to be
converted to parking.
8.3 Currently there are 77 parking spaces provided on the property. If there were no
plans to increase the on-site parking the Municipality could cap or limit the use of
the building to match the current parking being provided. .Based on the zoning
standard, the 77 parking spaces would limit the building occupancy to 308
persons at any one time. (This is based on the Zoning By-law minimum standard
of one parking space for every four people that.may legally be accommodated at
any time).
8.4 A minimum parking rate of one parking space for four occupants may be
somewhat unrealistic as it pertains to Older Adults. As noticed in the Parking
Study of 2008, 90% of the vehicles arriving at the Beech Centre had single
occupants.
9.0 USE OF TENNIS COURTS FOR PARKING DURING WINTER MONTHS (GPA-
670-11)
911 In a subsequent review of this matter staff.has researched the possibility of
converting the Bowmanville Tennis Courts into a parking lot during the winter
months and back to tennis courts during the summer. In conducting this review
staff-has found that the annual conversion of the tennis courts/parking lot
concept is neither practically feasible nor cost effective. Staff did determine that
converting the tennis courts to a parking lot for a short duration of approximately
two years or so to facilitate a specific purpose, may be possible and might be
reasonably cost effective, but such a conversion on an annual basis each winter,
is not recommended by staff,
REPORT NO.: CSD-006-12 PAGE 12
10.0 STAKEHOLDER COMMENTS
10.1 In the preparation of this report staff of the Community Services and Engineering
Services Departments consulted with the Bowmanville Tennis Club, Clarington
Older Adult Centre Board and a Resident/Community Coalition. Below is a
summary of comments provided to staff by each organization.
10.2 Bowmanville Tennis Club
10.2.1 The Bowmanville Tennis.Club is a highly successful volunteer organization,
which has operated effectively for decades on the two courts located on the
grounds,of the current Clarington Older Adult Association site. These courts
have'been part of the playground and green space on that site since around
1946, and are still in excellent condition today due to ongoing care by members.
10.2.2 Membership fees have funded all of the Club's operating costs, including their,-.
lease ($1,500/yr), property taxes ($3,500/yr), court maintenance and repair costs,
light standards, hydro and club tournaments and activities, Every five to six
years the courts are resurfaced from these fees. They have never requested nor
received funding from the Municipality.
10.2.3 Membership ranges annually from 150-170 players of all ages, and is open to all
residents of Clarington. 53% of their members are ages 50 and over. The Club
also provides a summer Tennis Camp for youth and instruction for non-members
and members alike, The Bowmanville Tennis Club also shares the courts from
time to time with local high schools to practice for LOSSA and other events at no
charge to the schools.
10.2.4 The location, history and tradition of the courts and Bowmanville Tennis Club are
of vital importance to its members. While the group is very passionate about
their Club, they could not confirm if the.courts were to be relocated whether the
membership would follow. For relocated courts to be successful, an organization
would need to exist and would most likely require new representation.
1025 Kem Majid, President of the Bowmanville Tennis Club, provided this quote on
behalf of the Club: °,Tennis players (non-professional) are social beings, with
quality courts, good and accessible organization, safe, familiar and pleasant
surroundings, reasonable and non-aggressive standards of competition, and the
sheer pleasure of playing tennis outdoors are high on their list of priorities. When
you add the historical attachment of playing the game where yo.ur grandparents,
parents, siblings and school friends played, it is understandable why the current
location of the courts continue to appeal to so many. Heritage, history and
tradition are priceless ingredients of our Clarington experience. And it's always
possible that if you build it, they may not come!"
REPORT NO.: CSD-006-12 PAGE 13
10.3 Clarington Older Adult Centre Board
10.3.1 The Clarington Older Adult Association (COAA) currently has a membership of
between 1,500-1 ,600 adults ages 50 and over. Their membership has been .
growing rapidly, putting pressure on the existing building and parking facilities.
10.3.2 Since 2009 the Clarington Older Adult Association and the Municipality of
Clarington Community Services Department have worked under a Memorandum
of Understanding, which allows for the provision of programs by COAA staff at
Community Services Department facilities. -While this has been seen as a
successful step forward, the COAA has expressed reservations and challenges
with programming outside of the Beech Centre.
10.33 It was expressed that their more "senior." members view the Beech Centre as
home, and are not and would not be willing to travel to other locations within the
Municipality. This is the location they are familiar with, and enjoy the ambiance
and comfortable feel of the facility.
10.3.4 The COAC Board agreed that while the current older adults are reluctant to
participate in programs at other facilities, this would most likely be received more
favourably by the newer and younger membership. They would know that this
would be the expectation right from the beginning, and therefore this issue
should dissolve with time.
10.3.5 The Board expressed that it is important for the membership-to have areas for
programming, but equally important are areas for non-structured socialization.
They would ultimately be looking at a multi-purpose facility.
10.3.6 Due to parking restrictions, when the auditorium at the Beech Centre is being
fully utilized other programming cannot occur in the building. The maximum
tickets sold for an event is 220, with an additional 25 volunteers and staff also
attending. Currently members and staff park on the grass and adjacent street
when a large event or multiple programming occurs. They suggested 50-70
additional parking spots would improve the parking situation. It was
acknowledged that there will never be sufficient parking in this location to satisfy
the growing membership and demands.
10.3.7 Street parking is seen by the COAA as non-satisfactory for members with
accessibility issues, and does not serve their demographic.
10.3.8 The location of additional on-site parking was not seen as much of an issue, as
long as sufficient access can be obtained from the rear of the building, should
additional parking be located there.
10.3.9 The COAC Board has rented out the facility for private functions for many years
to offset their operating costs. It was agreed that these functions are not part of
their mandate, and they would prefer to not have to provide these services. Their
responsibility is to provide programming for the older adults of Clarington.
REPORT NO.: CSD-006-12 PAGE 14
10.3.10The COAA would like to see an immediate answer to their parking needs, with a
direction for the future, including increased programming at satellite facilities and
inclusion in a new recreation facility in south Bowmanville. They want to ensure
they are involved in the design process of the expanded south Bowmanville
recreation complex,
10.4 Resident/Community Coalition
10.4.1 Staff met with representatives of a group of residents who live within the
surrounding neighbourhood of the Beech Centre, who have formed. a Coalition
for the purpose of this Report. In their words."It's referred to as a Coalition .
because it contains more interests than that found in the one-time advocacy
group of the Old Bowmanville Neighbourhood Association and so reflects an
emerging broader consensus within the neighbourhood and*beyond."
10.4.2 Their following statement outlines the breadth of their representation, and their
stance on additional off-street paved parking and the Bowmanville Tennis Club;
"A Coalition of seniors, youth, new residents, Heritage interests, neighbourhood
advocates, business people, tennis players, taxpayers, parents of school
children, residents of Horsey Street, Temperance Street, Grant Lane,
Concession Street, Beech Avenue, and Centre Street met on Saturday 18.
February 2012 and unanimously declared that no green space or playground
land including the tennis courts should be used for off-street paved parking, and
( that the property tax-paying, volunteer funded and supported, Bowmanville
Tennis Club, should receive a long term lease for its current site."
10.4.3 The Coalition expressed frustration with the fact that they have been dealing with
the issue of additional parking for the Beech Centre for over ten years, and felt a.
compromise had been reached in 2002 with the addition of the south parking lot.
They were assured by Council at that time that there would be no more
discussion of additional parking.
10.4A They feel that there is the potential for an additional 100 parking spots on the
surrounding streets, and they heartily support on-street parking.
10.4.5 Most other downtown Municipal buildings, including libraries expect patrons to
park at Municipal lots and on the street, and they feel this Centre should be no
different, particularly if the on-site existing parking is managed to prioritize
parking for individuals with accessibility issues.
10.4.6 The residents expressed frustration with buses and large trucks servicing the
Beech Centre, which are not conducive uses within a residential area. They
suggest that the Board's commercial rentals should not be permitted.
10.4.7 The Coalition are strong proponents of the value of the green space, and
appreciate the presence and service the Bowmanville Tennis Club brings to the
community.
10.4.8 The Resident/Community Coalition definitely supports the future increased
utilization of satellite locations to deal with the increased presence of the
REPORT NO.: GSD-006-12 PAGE 15
Clarington Older Adult Association. While they do not object to this location
continuing to be utilized for the COAA,.they do not realistically feel this can be
the primary location in the years to come,
11.0 BEECH AVENUE, HERITAGE DISTRICT
11.1 Beech Avenue is a Heritage Conservation District under Part V of the Ontario
Heritage Act. There are also individual homes located on Beech Avenue
designated under Part IV of the Ontario Heritage Act. 2'6 Beech Avenue (Beech
Centre), however, is not designated individually. Should Council desire to
increase parking at this site a Heritage Permit Application would be completed
and reviewed by the Heritage Conservation District Advisory Committee,
although approval rests with Council.
12.0 OPTIONS FOR CONSIDERATION
12.1 As a part of this review staff considered a number of options as a potential
resolution to the ongoing parking issue at the Beech Centre. The options
presented below are being recommended by staff as the best alternatives and
take into account the position of all stakeholders. Other options considered but
not advanced for Committee consideration at this time are;
• Removal of playground and surrounding green space
( Maximization of parking by paving both the tennis courts and green space
behind the building
• Paid parking at the Beech Centre
12.2 . The following options are being recommended for consideration by Council.
OPTION 1 OPTION 2 OPTION 3
NO INCREASE TO ON-SITE PARKING INCREASE PARKING INCREASE/TENNIS
PARKING COURT RELOCATION
- Current parking lot would - Parking lot would be - Parking lot would be
OPTIONS remain unchanged (77 spaces) increased by 54 spaces (131 increased by 51 spaces (128
spaces in total) spaces in total)
- Develop a"Priority Parking"
system to provide designated - Increased parking would be - Parking would be located in
parking spaces closest to the created west of the building. place of existing tennis courts
main entrance for those most in The additional parking spaces (Attachment 3)
need would be composed of 37
regular spaces and 17 - Develop a "Priority Parking"
- Convert two spaces to additional spaces for special system to provide designated
accessible parking.spaces, for large events where cars would parking spaces closest to the
a total of four be "stacked" or"double parked" main entrance for those most
along the west parking stalls in need
- Overflow parking would (Attachment 2)
continue to be accommodated - Convert three spaces to
on.neighbourhood streets - Develop a "Priority Parking" accessible parking spaces, for
system to provide designated a total of five
I -Tennis Courts remain parking spaces closest to the
main entrance for those most in
need
REPORT NO.: CSD-006-12 PAGE 16
OPTION 1 OPTION 2 OPTION 3
- Initiatives such as car pooling - Convert three spaces to - Two lit Tennis Courts of
OPTIONS and shuttle services would accessible parking spaces, for similar`quality would be re-
con't need to be continued and a total of five located to Soper'Creek Park
expanded (Attachment 4) .
-Tennis Courts remain
- Provide a long term lease (5 - Initiatives such as car pooling
years with the option to renew) - Initiatives such as car pooling and shuttle services would
to the Bowmanville Tennis Club and shuttle services would need to be continued and
need to be continued and expanded
expanded .
-Secure a long term lease (5
- Provide a long term lease (5 years with the option to renew)
years with the option.to renew) with the Bowmanville Tennis
to the Bowmanville Tennis Club Club or a newly established
Tennis Club
- Maintains green space for- - Increases parking for COAA - Increases parking for COAA
PRO'S current/future use. programs/events programs/events
- Minimal financial impact - Reduces the need for on- - Reduces the need for on- '
- Sensitive to location/ street parking street parking
neighbourhood -Tennis Courts remain on site -Opportunity to increase
- Provides adequate parking for - Opportunity to increase number of designated
majority of COAA events/ number of designated accessible parking spaces to
programs accessible parking spaces to ensure on-site parking for
- Encourages use of ensure on-site parking for those those with physical disabilities
environmentally friendly with physical disabilities - Retains green space
alternatives to single occupant Existing mature trees would
cars (car pooling, shuttle remain
services, walking, cycling) - Opportunity to enhance
- Opportunity to increase existing green space with
number of designated additional landscaping and
accessible parking spaces to trees
ensure on-site parking for those
with physical disabilities
- Large events require on-street - Financial Impact - Financial Impact.
CON'S parking - Newly constructed parking lot - Loss of Tennis Courts/Costs
- Parking concerns of the would be located at the rear of to re-locate
COAC Board are not addressed the building and would require
members to"walk around"the
building
- Stacked parking would require
some management for larger
events
- Loss of green space
- 3 small diameter trees would
be removed
1,000 -Added signage and 1,000 -Added signage and 1,000 -Added signage and
FINANCIAL line painting line painting line painting
IMPLICATIONS 1,000 Total 230,000 -Parking lot 250,000 -Tennis Courts
30,000 -Landscaping/Trees 283,000 -Parking Lot
10,000 -Added Screening 30,000 -Landscaping/Trees
271,000 Total 10,000 -Added Screening
l - 574,000 Total
REPORT NO.: CSD-006-12 PAGE 17
13.0 FINANCIAL SUMMARY
Option 1 Option 2 Option 3
Parking Lot Expansion N/A 230,000 283,000
Landscaping and Trees N/A 30,000 30,000
Screening along West and South N/A 10,000 10,000
Properties
Tennis Court Relocation N/A N/A 250,000
Added Si na e and Line Painting 1,000 1,000 1,000
Subtotal F 4. 1",000_._ 271;000; 574;000 -
Recommendation 3 — Increase Operating 28,500 28,500 28,500
Grant to COAA
Total —]----,T2950 602;500
13.1 Staff is recommending that the $28,500 be incorporated into the 2013 operating
base budget under External Agencies for the Clarington Older Adult Centre
Board grant no matter which option is selected by Council. The 'increase to
Clarington Older Adult Centre Board grant is necessary as the Board will no
longer receive rental revenue from non-COAA rentals.
13.2 Option 1 recommends $1,000 for line painting and signage be funded from the
Municipal Capital Works Reserve Fund.
13.3 Option 2 incorporates the cost identified in Option 1 ($1;000) as well as the cost
of a new parking lot with additional trees and appropriate screening for a total
cost of $271,000. It is recommended that the $271,000 be funded from the
Municipal Capital Works Reserve Fund.
13.4 Option 3 incorporates the cost identified in Option 1 ($1,000) as well as the cost
of a new parking lot with additional trees and appropriate screening for a total
cost of $324,000. It is recommended that the $324,000 be funded from the
Municipal Capital Works Reserve Fund. It is also recommended that the cost of
replacing the tennis courts estimated at $250,000 be funded from the
Impact/Escrow Reserve Fund.
14.0 COMMENTS
14.1 Regardless of which option (if any) Council may select, staff are recommending
that Council approve setting the capacity of the Clarington Beech Centre at 250
persons (Recommendation 2 of Report CSD-006-12).
14.2 Further, staff is also recommending that Council limit the uses of the COAA at
the Beech Centre to programs and activities of the Clarington Older Adult
Association, and that Council increase the Municipal Grant provided to the Board
effective 2013 by $28,500 on an annual basis to off-set the loss of non-COAA
revenue (Recommendation 3 of Report CSD-006-12).
REPORT NO.: CSD-006-12 PAGE 18
( 14.3 In discussions with the COAA and the Resident/Community Coalition, it was
suggested that if parking was extended to the west of the building (Option 2) then
a new access to the facility would be required. The design of the parking lot in
Option 2 provides for safe pedestrian access from the new parking lot to.the
existing entrance, thus eliminating the need for a new entrance.
14.4 The COAA should be encouraged to use Municipal or facility parking lots for bus
trips departing and returning in.the early morning or late evenings, as well as
overnight trips in order to avoid unnecessary neighbourhood disturbances and
cars being left in the lot taking up parking spaces.
14.5 Moving forward, the Community Services Department will continue to work with
the COAA to look for opportunities to enhance current partnership programs.
Opportunities may include expanded non-prime hours in various facilities, a
greater number of prime time rentals for the purpose of special events, as well as
exclusive access to the vacated concession areas in Courtice Community
Complex and the Newcastle & District Recreation Complex. This would provide
the COAA with a physical presence in these facilities to better promote their
programs and services,and to provide a focal point for older adults enjoying
programs within the building.
15.0 CONCURRENCE:
15.1 This report has been reviewed by Nancy Taylor, Director of Finance, Fred
Horvath, Director of Operations, Gord Weir, Director of Emergency and Fire
Services, Marie Marano, Director of Corporate Services, Jerry Barber,
Purchasing Manager, Patti Barrie, Municipal Clerk and David Crome, Director of
Planning Services who concur with the recommendations.
CONFORMITY WITH STRATEGIC PLAN — Not Applicable
Staff Contact: Joseph P. Caruana Director of Community Services
Tony Cannella, Director of Engineering Services
Attachments:
Attachment 1 - Peter Spratt Report
Attachment 2 - Parking Option 2
Attachment 3 - Parking Option 3
Attachment 4 - Tentative Location of Tennis Courts at Soper Creek Park in Option 3
Attachment 5 - By-Law 2012-
REPORT NO.: GSD-006-12 PAGE 19
i
List of interested parties to be advised of Council's decision:
Malcolm McCombe, Secretary, Clarington Older Adult Centre Board
Bill Humber, Representative, Resident/Community Coalition
Laurie Cook, Representative, Resident/Community Coalition
Kern Majid, President, Bowmanville Tennis Club
Ellen Logan, Representative, Bowmanville Tennis Club
Dr. Timothy James, Bowmanville Tennis Club Member
Lois Richards, COAA and Bowmanville Tennis Club Member
i
Attachment 1 to Report CSD-006-12
ROCG Consulting
1748
ROCG
t7�$ Baseline Road west, Suite 20101
Courtice, ON, Canada
" •� UE 2Tl
global conaullania...local nipieriancn 905-5n,-S74-1
LD; 866.392-5:72
F: 945-5 79-856
February 21, 2012
Mr, Joe Caruana
Director of Community Services
Municipality of Clarington
40 Temperance Street
Bowmanville, ON L1C 3A6
(by email)
Dear Mr. Caruana:
Re: Report on Status of Strategic Plan: Clarington Older Adult Assoclation
Background
ROCG Consulting has been retained by the Municipality of Clarington to advise the Community
Services Department on the status of the Clarington Older Adult Association Strategic Plan
(2010)with specific focus on the COAA's use of the Beech Centre property in Bowmanvilie.
Specifically, we wend directed to prepare a report summarizing the findings of discussions with
individual COAA Board members, confirm the status of the Cl Strategic Plan, and confirm
the COAA Board's future desire and plans related to the Beech Centre property and future
facility development.
Approach
Per the Terms of Reference, interviews were conducted with all ten (10) elected Directors and
the Executive Director,
Additional interviews were conducted with the following Municipal Staff: the Community
Services Coordinator(Advisor to the COA Centre Board), and the Director of Operations.
Broader consultation with COAA members and other community stakeholders was not within
the scope of the Terms of Reference.
Preliminary findings from the consultation process were shared with the Community Services
Department, in a meeting January 19, 2012. These same findings were discussed with the
Clarington Older Adults Centre Board on January 26, 2012. At that time, the Board voted to
endorse the preliminary findings as confirmation of its position.
The two Council Designates to the Board were briefed on the preliminary findings on January
30, 2012,
z:
Report on Status of COAA Strategic Plan and Beech Avenue Facility 2
Findings
The scope of these findings is limited to the COAA Strategic Plan, and specifically how the
Board and the Municipality have been interpreting the essential componentd of the plan related
to the use of facilities. It should be noted that the preliminary findings referenced earlier in this
document helped to establish a starting point for confirming and communicating the Board's
position on the Strategic Plan and more specifically, its intention to continue to utilize the Beech
Centre. The author has since expanded upon some points and added information and/or
personal Insights to enhance clarity or provide a more balanced perspective.
1. The COA Centre Board consists of hard-working, dedicated volunteers who give freely of
their time and talents to support the delivery of programs and services for the older adult
community of Clarington. There should be no doubt that they have the best.interests of their
members at heart.
2. There is evidence of significant efforts by the COAA to promote the mission and values
components of the Strategic Plan. The majority of Board members believe they are"walking
the talk" in demonstrating commitment to the values,although a few see 'Community Focus'
(e.g, collaboration) as needing further attention.
3. Most of the Board is familiar with the long-range visloh for the Association. There are mixed
views on what `Respected Community Partner' means, but the majority of the Board feels
COAA is one. There are examples of where the COAA has attempted to engage segments
of the broader community. There are also examples of where the Board's actions might be
considered by some to be contrary to the spirit of being a respected community partner (e.g.
building trust and using collaborative practices), such as in its decision to appear before
Council to object to a proposed one-year lease renewal of the tennis courts. [Author's
opinion. While i believe that this decision was made in good faith on behalf of its members,
the COAA may have missed an opportunity to enter into meaningful dialogue with the
Bowmanville Tennis Club (a community partner) before making its decision, and in doing so,
enhance its reputation].
4. There is evidence of significant outreach by COAA to all parts of Clarington through
expanded partnerships and delivery of events/programs at satellites: (e.g. new focus on
working with community hall boards; programs continue at the Newcastle Recreation
Centre, and the Courtice Community Complex; partnerships exist with community
organizations and businesses). This is consistent with recommendations contained In the
Strategic Plan.
5. The COAA sees the Beech Centre as 'home'. The COAA wants the Beech Centre to remain
the 'hub' of the organization. Concerns were expressed about the potential loss of
volunteers (members) if the COAA loses the Beech Centre. Many of its members live within
walking distance of the Centre.
i 6 1 1 L
Report on Status of COAA Strategic Plan and Beech Avenue Facility 3
6. There is a significant distinction being made between .space for 'social interaction' (e.g.
COAAZY Cafe) and 'program space'. Older members' needs are different from younger
members. Space for social interaction is as important as program space. (This is consistent
with the findings of the Strategic Plan),
7. The Municipality considers the Beech Centre to be well maintained and in `good' condition;
no major repairs or upgrading needs have been communicated to the Municipality.
8. Parking at the Beech Centre remains a problem for its members. The issue Is most evident
during large events sponsored by the COAA, (e.g. Tuesday lunches and special events),
and during events sponsored by other organizations (hall rentals). Residents in the vicinity of
the Beech Centre may be equally frustrated with the parking issue, as the over-flow spills
onto nelghbouring streets. The majority of Board members would like to see new parking
spaces added at the Centre. They would like to see the tennis courts relocated within the
community and use the vacated property for expanded parking.
9. There are expectations and an acknowledgement by the Board that increased capacity to
accommodate program expansion and continued membership growth will come through the
expansion of current and future satellite locations. There is still a commitment to "multi-use
community facilities with designated space and designed for use by older adults", which Is
consistent with the Strategic Plan.
10.The COA Centre Board is frustrated by a perceived lack of action by the Municipality on the
( preparation of a master facility plan (Strategic Priority 3.3, page 19), and in particular, a lack
of engagement/consultation on the part of the Community Services Department. The COA
Centre Board expects Community Services to be leading this initiative, with COAA's active
involvement (collaboration). The perceived 'lack of action' is not shared by the Community
Services Department. Community Services believes that it has started the dialogue on future
facility options, citing its meeting with several COAA representatives in June 2011. Some of
the Board members interviewed recall meetings with Municipal Staff to discuss' COAA's
future needs, but feel that a more consultative approach is needed. '
11.There is a considerable range of interpretations of what is meant by, "Continued utilization of
Beech Centre is acknowledged as providing a viable, short-term facility solution" (Strategic
Plan, page 18). This is perhaps the single most important finding from the review. The COA
Centre Board believes that this wording means that it can continue to use the Beech Centre
'and the continued growth will be accommodated by bringing additional facilities on-line (as
part of the master facility plan). Community Services Department has been interpreting this
wording 'to mean that the COAA will be moving out of the Beech Centre at some point
(reference. 'short-term') and has been attempting to engage the COAA in looking at other
facility options. I believe that this difference in interpretation is at the center of the issue.
Report on Status of COAA Strategic Plan and Beech Avenue Facility 4
Suggestions.far Consideration by Community Services Department
A) Retain the Beech Centre as the'hub' for COAA administration and further development of its
'social space',.
b) Maintain tennis courts, green space, and parking "as is",
c) Gradually transition high-volume events (COAA programs and hail rentals) away from the
Beech Centre to other recreation/community facilities that will be able to accommodate
parking.
d) Supplement COAA's revenue for lost rental income (Strategic Plan identified $35,000 for
rentals in 2010 budget),
e) Increase the number'of shuttle vans and/or consider the purchase/lease-of mini-bus; the
.shuttle van services have been well received,
.f) Arrange tours of two, relatively new, mixed-use older adult centres operated by.Oshawa
Senior Citizens Centres (Legends Centre and Conant Centre) for Community Services and
COA Centre Board to visualize what one looks like. Visit the John Street (HQ) Centre to
demonstrate how Oshawa'has managed its limited parking space and transitioned to three
other municipally-owned satellites. Explore how it operates its transportation service, and its
community dining services,
g) Engage.the COA Centre Board in discussion about bringing-on other space; this space will
be designed for older adults and designated for use by older adults, within mixed-use
community facilities (consistent with Strategic Plan).
Thank you for the opportunity to review the COAA Strategic Plan and share these findings. I
*appreciate the cooperation of Staff and the COA Centre Board.
If you have any questions regarding any aspect of this report, please contact me.
Yours truly,
Peter Spratt; CHRP,Q.Med
Vice President
OYT l Y 7 Y' Y 4
Attachment 2 to
Report CSD-006-12
Parking
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PARKING OPTIONS
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Attachment 3 to
Report CSD-006-12
Parking '
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Attachment 4 to
Report CSD-006-12
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Attachment 5 to Report CSD-006-12
THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON
I BY-LAW NO.2012-
Being a by-law to amend By-law 2011-106, being a
by-law to establish a Municipal Services Board to
provide social and recreational opportunities to the
Older Adults of Clarington through the operation of
the Clarington Older Adult Centre
WHEREAS Council has approved the recommendations contained in
Report CSD-006-12,
NOW THEREFORE the Council of the Corporation of the Municipality of
Clarington enacts as follows:
THAT By-law#2011-106 be amended by adding the following to section 1:
a) Capacity
THAT the overall capacity of the Clarington Beech Centre be 250
persons,
b) Programming
THAT effective January 1, 2013 activities taking place at the Clarington
Beech Centre be limited to programs and social activities of the
Clarington Older Adult Centre Board and regular meetings of the Lions
Club of Bowmanville.
By-law passed in open session this 16th day of April 2012.
Adrian Foster, Mayor
Patti L. Barrie, Municipal Clerk
f
Attachment 2
to Addendum #1 to Report CSD-006-12
nOMAA1 4�j L-M)Sour C'rar t ,e
AA
In representing the COAA Board, we would like to Gain access to rv1a la
limited increased parking as shown in attachment 2 to report CSD-
00612. (37 additional spaces at the rear of the building)
B
We would like to see this area as a friendly open urban area than
encourages walking and bicycling from Beech Ave to the green park
on Elgin St. The addition of lighting, plantings/shrubbery and
bicycle racks would enhance the design and appearance.
This addition would allow for members with mobility issue parking,
staff parking, Bowmanvillg Tennis Club parking and emergency
egress completely around the building.
We recognize and agree with the need for more on street parking
and to that end we would like to work with municipal staff and the
Resident Community Coalition to determine best street locations.
We would also like to discuss the possibility of using municipal pay �c
display parking lots.
The health benefits from walking an extra 5 or 10 minutes are
immense. Walking to and from the BC can be realized as a healthy
form of exercise and@ positive gain from these decisions.
When approaching the BC by walking, we think it would make sense
to have a proper signed x-walk and a non driveway entrance path
that is wheelchair or assisted walker accessible.
We recognize the need to protect preen spaces within our
community from shrinking and disappearing forever.
However we also recognizing that many of our citizens rely on
vehicle transportation for a lot of their daily activities and they need
somewhere close to their destination for parking. I believe that by
working together with a positive outlook, we can solve these Issues.
Attachment 3
to Addendum #1 to Report CSD-006-12
Wednesday May 30`x'2012
Hello,Everyone ...
Over the last 15 years it has been obvious to the association that one day parking at
the Clarington Beech Centre would become a problem. Those days are now. Not
every day as you are all aware but frequently enough that we need some solutions.
Our current Board of Directors along with Staff suggested that we form a
Municipal Advisory Committee made up of all interested parties. This group met
recently in an attempt to come forward with agreeable alternative parking solutions
for our Municipal Council to review in June 2012. There was no agreement
reached that would allow us to increase the number of onsite parking spaces.
Considering the needs of our membership the Board realizes that accessible
parking is a high priority.
With this in mind the Board passed the following motion that will be presented to
Municipal Council in June:
We move that in the best interest of our membership that the COAA plan to
move from the Beech Centre facility.A new location would have to address
the major problem of adequate onsite parking and allow for the inevitable
growth of our membership in the future.
So what does this mean?It means that we cannot.solve our parking problems at our
current site and with our projected growth the move to a new site is in our best
interest over the long term.
In the meantime,the Clarington Beech Centre will remain the hub for our many
programs. The COAA Board, Staff and Volunteers are also committed to
organizing and implementing programs and events throughout the Municipality of
Clarington. We hope that you will continue to join us as we travel to more areas
that are rural. Over the past twelve months we have had the pleasure of working
with many community groups. We thank them for welcoming us into their facilities
in Kendal,Tyrone, Orono and.Newtonville. We enjoyed our time and hope to
return to these venues again in the future.
As we continue to explore options we need each and every one of you to assist us
in the following ways. We understand and realize that some of these suggestions
will be more difficult for some than others. However we ask you to please just do
what you can.
o Parking Off Site—please if you are physically well,park on the
neighbouring streets or within the Municipal lots and walk,leaving the
parking lot free for those that aren't as mobile.
• It's cool to carpool—we have requested this in the past and hope that
you will all continue to make a concerted effort to travel in larger
groups to the Centre
o When parking onsite—always remember to keep your car between the
lines,and only;park in designated parking spots. Parking in Fire
Route's and along the driveway is very dangerous for both you and your
vehicle. Over flow parking is available to the south of the building as
well as on the grassed lawn area behind the Centre during the warm
weather months.
• Kiss and Ride—we understand that this is not an option for all but
please if you know you are coming to the Centre and someone is able to
drop you off and pick you up we truly appreciate it
• Wheels in Action—the COAA does provide Van transportation
throughout the Municipality so please if you are interested in coming to
the Centre contact the front desk and our volunteers will do their best to
pick you up. Remember that on Special Events days this service is very
busy so pre-booking is necessary and a small fee is charged.
• Parking attendants are often available during large events so please
keep a close eye out for the `bright orange vests'and follow the
directions they are giving you. .
• When attending an event always remember that parking could be an
issue so give yourself plenty of time upon arrival to find a spot. There is
nothing worse than showing up late for a special event,lunch or a class
and not being able to find a place to park.
Trust us when we say all of your efforts will be appreciated, and please remember
that the Board of Directors and staff would love to hear your feedback, comments
or suggestions so feel free to contact us.
Yours Truly,
G. sew
President
Clarington Older Adult Centre Board
(905) 697-2856
exec-director(cbb ells et.ca
Attachment 4
to Addendum #1 to Report CSD-006-12
June 18 , 2012
Mr. Joseph Caruana
Director of Community Services
Municipality of Clarington
40 Temperance Street
Bowmanville, Ontario
L1C 3A6
Subject: Concerns and Impact of the Clarington Older Adult Association (COAA)—
Parking Concerns/ Strategic Plan
The coalition representing children, residents, families, historic interests, Old
Bowmaliville advocates, and tax payers, would like to thank Clarington Staff for bringing
together citizens, the Bowmanville Tennis Club, and the Clarington Older Adult
Association(COAA)to discuss the issue of parking at the Clarington Beech Centre, and
to arrive at a solution that is satisfactory to all. We would also like to thank the Mayor
and members of council for supporting Option 1 of the report CSD-006-12 during the
GP&A meeting on April 2 2012.
At first we were frustrated to have the motion from the GP&A not ratified during the
council meeting of April 16, 2012 and having it sent back to staff to hold a community
meeting between the three pal-ties: This said, we believe it did provide the opportunity for
frill dialogue on a sensible outcome.
During the two meetings that were held our understanding of the issues from each party's
perspective were:
Bowmanville Tennis Club: The tennis club which consists of a 100% volunteer
membership delivers a service to the community of Clarington which is affordable, well
maintained and family oriented. They offer, at no cost, their courts for school tennis
teams and have offered free trials and an introductory session to the COAA. In addition
they have been a great steward by maintaining the historically important and memory-
laden Bowmanville tennis courts. The tennis courts were built(circa 1946) for the
community by Clarington soldiers returning from WW2.
Clarington Older Adult Association: The increased membership growth to date and
continued growth foreseen is beyond the capabilities of their current location. Their
current single facility, which is also rented out for commercial rentals to provide
additional operational income, can substantially meet their current needs if the 180
available on-site and street spaces are used. However, the Beech Centre cannot keep
pace with their future needs. Although parking was the first pressure point that growth in
membership has created, it is not the only issue. Their current facility is located in a
historical residential neighbourhood where the increased traffic and extended hours of
use are creating an undesirable and unsafe situation for the COAA, children, residents
and the historical preservation of Clarington's only designated historical street.
Coalition representing children, families and residents, historical interests, Old
Bowmanville Neighborhood advocates, and tax payers: The many points of view
created a challenge for the two members of the Coalition. We hoped to represent and
articulate the Coalition's concerns and interests. The summary of such concerns include:
1) Children- Our most significant interest is for the children of the neighbourhood
who often do not have a voice at this discussion but are most affected by the
actions of others. The current parkland in the neighbourhood, as mandated by the
Municipality's own Official Plan, and as ratified by the Ontario government,
indicates that this neighbourhood (defined in the Official Plan as the "Central"
neighbourhood) is drastically underserved with only 50% of the space generally
expected as a minimum standard. The thought of further reducing parkland for
children to create new and infrequently used parking spaces is impossible to
justify for our future generations. This parkland was already significantly reduced
when the large hall was added to the Beech Centre, and paved parking added to
the south side of the building. The downtown core of Bowmanville has only one
Municipal Park in which children can play. The diverse population of the
downtown Bowmanville includes many children from challenging social
economic environments where this park represents their only green space to play.
They have no front or back yards. Although Central school has a play structure
the school has been reviewed for closure numerous times and this remains a
future threat. The play structure at any time may be removed due to the annual
safety inspections which the parent council is continually challenged to fund out
of its own resources, so that it meets code.
2) Families and Residents of the neighbourhood—The families and residents of this
neighbourhood have always been very accommodating with regards to street
parking for COAA events. Despite several requests during the community
meetings for a demonstration of the inadequacy of the available spaces to meet
their needs,no evidence has been presented and it is still unclear as to the
legitimacy of the parking capacity issue The COAA has a parking capacity of 180
parking spaces either on-site or within 300 meters to support a building capacity
of 250. For over 12 years the neighbourhood has been very accommodating;
however there is an increasing sense of frustration and anger with the continued
lack of respect shown by the COAA to the neighbourhood and environment they
share. There was an agreement in 2001 that the paving of green land and the
removal of heritage trees to the south of the building for additional parking would
be the last of the COAA's parking demands. The continuing practice however of
parking on grass in the front and back of the Beech Centre has directly
contributed to the premature death of mature trees due to the compacting of the
soil and bruising of the root system. This past month when asked why the
executive director and centre staff were parking on this parkland during the day
when there were substantial numbers of empty and paved spaces on-site, we were
told to "mind our own business" and that"we have a big mouth". The lack of
consideration and respect for the environment and neighbourhood has caused
great strain on the relationship between the COAA and residents. We strongly
request that the erosion of parkland space, attack on the environment and
disrespect for the neighbourhood stop! As one neighbour said, "Even Rob Ford
wouldn't pave parkland".
3) Historic Interest—Beech Avenue is a historical and designated jewel of the
municipality. This historical preservation includes the buildings and the natural
environment surrounding it. The current use of on grass parking has been a direct
contributing factor to the loss of old trees due to the compaction and bruising of
tree roots. There have been numerous tree losses caused by parking on grass and
relocation of a dumpster from the paved parking lot to a grassy treed area. The
notion of expansion of the Beech Centre, either in building or parking, to
accommodate the growth in membership and commercial rental by the COAA
would compromise the historical preservation of the street and neighbourhood.
The tennis courts have a great historical significance to Clarington in paying
thanks and remembrance to those who served in WW2. On a volunteer basis our
returning soldiers, almost 60 years ago, built the tennis courts for the community
at the Beech location to symbolize their thanks and commitment to Clarington.
The current Bowmanville Tennis Club has provided outstanding stewardship for
this historically significant presence. During the community meetings it was
suggested that a heritage sign be posted here for educational and commemorative
purposes. We hope the Municipality will support this initiative.
4) Old Bowmanville Neighbourhood advocates—The original Old Bowmanville
Neighbourhood Association started as an advocacy group to assist in the
stewardship of the historical and family nature of old Bowmanville. It is the
request of these Old Bowmanville Neighbourhood advocates that no additional
parking on the Beech Centre site be created as it will have significant negative
impact to the delicate balance of the historical and family nature of the
neighbourhood.
5) Tax Payers—The notion of spending $271,000 ($5,028 per space) on paving over
parkland or to spend$574,000 ($ 11,255 per space)to remove a self funding
community-based and volunteer-run tennis club to provide minimal additional
parking for a situation where there has been no quantifiable evidence that more is
needed beyond the 180 spaces already available on-site and on-street is an insult
to taxpayers. The spending of this money would clearly communicate that the
Municipality is out of touch with the financial hardships its taxpayers are
enduring in very challenging times. The Beech Centre location is by COAA's
own request their temporary location and there should be no thought of paving
parkland or removing a well run community asset which requires no municipality
funding.
During the community meetings with the Bowmanville Tennis Club, COAA and the
Coalition representing children, families and residents,historical interests, Old
Bowmanville Neighbourhood advocates, and tax payers, and for which the
municipality provided a moderator function, we completed a long and productive
dialogue. In addition to the positive recommendations provided by Municipal staff in
report CSD-006-12 the committee collaborated on additional opportunities to help the
COAA with their self perceived parking issue. Excessive parking needs are rare or
non existent once on-street parking is taken.into account, but just in case additional
needs arise we recommend:
1) Eliminating commercial rentals, for which the municipal report S CD-006-12
offered to compensate the COAA
2) Utilizing the Rickard Complex for large COAA functions, i.e. Tuesday lunches
and annual registration.
3) Leveraging more municipal facilities to offer satellite programs to better service
the Clarington population and reduce the congestion on the Beech Centre site.
4) Expand the number of on-site spaces allocated for the mobility-challenged from
its current number of two!
We strongly recommend that the direction encompassed in Option 1 as contained in
the report CSD-006-12 be supported, and with the additional clarification that parking
on the grass parkland cease immediately, so that children are not at risk and the
neighbourhood's acknowledged insufficient parkland is not further reduced.
Thank-you
Coalition representing children, families and residents,historical interests, Old
Bowmanville Neighborhood advocates, and tax payers