HomeMy WebLinkAboutCS-36-89TOWN OF NEWCASTLE
REPORT File#_/o./Z.//`-
Res. #
8y -Law #
MEETING: GENERAL PURPOSE AND ADMINISTRATION
DATE: OCTOBER 23, 19 8 9
REPORT #: CS -36 -89 FILE #:
COMMUNITY SERVICES DEPARTMENT PROGRAM DIVISION REVIEW
RECOMMENDATIONS:
It is respectfully recommended that the General Purpose &
Administration Committee recommend to Council the following:-
1. That Report No. CS -36 -89 be received for information.
1.0 BACKGROUND:
1.1 The Program Division of the Community Services Department
consists of three full -time staff, approximately thirty part -
time staff and hundreds of volunteers. The five major areas
of this Division include Programs, Scheduling, Community
Development , Marketing /Promotions, and Resource /Revenue
Services.
1.2 This report will review the major responsibilities of the
Program Division as well as provide Council with statistical
information on the services provided to the community
residents (January to August 1989) to enhance their quality
of life.
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REPORT CS -36 -89 - 2 - OCTOBER 23, 1989
2.0 SCHEDULES IN THIS REPORT:
Schedule I Recreational Program Opportunities
Schedule II Special Events
Schedule III Recreational Services
Schedule IV Bookings of Indoor Facilities
Schedule V Bookings of Outdoor Facilities
Schedule VI Community Development Contacts
Schedule VII Provincial Funding Applications
3.0 PROGRAMS /SERVICES:
3.1 Direct programming offered by the Department includes
aquatics, special events (March Break, Christmas, P.A. Days,
Participaction) as well public skating, swimming and squash.
3.2 Aquatics Programs are offered at the Fitness Centre as well
as the outdoor pools in Orono and Newcastle Village during the
summer months. The Municipality offers the most advanced
programs in infant /pre- school programs in the Durham Region
as well as basic services in the areas of children and adult
instruction and synchronized swimming. Refer to Schedule I
for information regarding the instructional swimming programs.
3.3 Special event activities are offered primarily at times when
children are out of school and looking for something to do.
Special swims and skates are being offered on a regular basis
during Professional Activity Days for the first time this
Fall. The March Break Program is still the most popular
childrens' program while Sneaker Day and Participaction
Challenge Day are enjoyed by the coiucaunity -at -large (refer to
Schedule II for details). Another special Christmas event
similar to the Eric Nagler concert is being planned once again
during the Christmas vacation season.
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REPORT CS -36 -89 - 3 - OCTOBER 23, 1989
3.4 Public recreational times are scheduled for facilities in the
areas of swimming, squash and skating. It is important for
people in the community to have access to facilities for
unstructured "play" with families, friends or alone (refer to
Schedule III for further details on this service).
4.0 SCHEDULING OF RECREATIONAL FACILITIES:
4.1 The Program Division handles the scheduling for a number of
indoor recreational facilities including the Newcastle Fitness
Centre, the Darlington Sports Centre and the Bowmanville
Recreation Complex. Hundreds of bookings are handled for the
ice, pool, hall and meeting rooms including revenue
management, invoicing, permitting and active searching for
potential renters for special events (refer to Schedule IV).
4.2 Outdoor facilities including 26 baseball diamonds, 22 soccer
pitches as well as picnic facilities at Orono Park are also
managed by this area of the Program Division. Since there are
no charges to minor sport users the revenue generation is
minimal. However, administration is still required to permit
these facilities in a fair and reliable manner (refer to
Schedule V).
5.0 COMMUNITY DEVELOPMENT:
5.1 The Program/ Community Relations Director and the Facility
Scheduler /Recreation Liaison Manager are responsible for
liaison between the Department and over two- hundred volunteer
organizations within the Municipality. Due to the limited
staff in this area, the liaison is limited to semi - annual
information mailings to all, as well as personal contact with
major organizations (see Schedule VI for listing of contacts)
to provide the following services:
1) coordination of programs /scheduling between organizations;
2) assistance with promotion of programs;
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REPORT CS -36 -89 - 4 - OCTOBER 23, 1989
3) assistance with grant applications (Municipal &
Provincial);
4) trouble - shooting as requested by the organization; and
5) providing training opportunities in conjunction with the
Newcastle Community Services Advisory Board.
5.2 Earlier this year a forum was established by staff to bring
major programmers in the area together to discuss common
issues and share ideas. The Library, Visual Arts Centre, the
YWCA and Community Services Department staff now meet on a
regular basis to discuss programs, avoid duplication and /or
competition and share resources to develop the most varied and
best leisure opportunities for Newcastle residents.
5.3 This area of the Program Division is very important to the
municipality to keep the lines of communication open, to
assist and protect our most valuable resource - volunteers, and
to assist developing "communities" in the municipality to
establish their own identity and encourage utilization of new
facilities.
6.0 MARKETING & PROMOTIONS:
6.1 The Program Division is responsible for marketing not only the
Departments' facilities, programs and services but to assist
the various community organizations in communicating their
opportunities to the public.
6.2 The Community Activity Guides which are published twice a year
are perhaps the most important and major document produced in
the Marketing area of the Program Division. The Guide has
proven to connect many new residents with opportunities which
exist in the Municipality. Additional municipal information
on each Department and their services is planned for the
upcoming edition.
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REPORT CS -36 -89 - 5 - OCTOBER 23, 1989
6.3 Promotions are also done through visual displays at Home
Shows, the Orono Fair and in the Town Hall lobby. Media press
releases, advertisements and development of slides and
photographs for promotional and resource services complete the
current activities happening in this area.
7.0 RESOURCE /REVENUE SERVICES:
7.1 A number of activities which do not correspond to a specific
area of responsibility within the department or the
Municipality are often referred to the Program Division.
Research for potential funding of leisure - oriented projects
are also investigated by the Program Division.
7.2 Municipal grants of a capital nature to various organizations
are administered by the Program Division who provides
assistance to groups who request it in completing their
projects. This Division is also responsible for the
preparation of Provincial Grant Applications for the
Department as well as outside groups who request assistance
(refer to Schedule VII for 1989 Grant Applications).
7.3 A number of projects which the Program Division has been
involved with include first aid training for Town Hall
employees, employee fitness survey and program investigation,
the Bowmanville High School Centennial Coin project, audio-
visual assistance to staff making presentations, Volunteer of
the Year, the Peace Run and the Salmon Derby.
8.0 SU MARY - FUTURE:
With the Master Plan Study commencing, it is anticipated that
review of our present service in the area of programs and
services will be seriously investigated. Staff anticipate
with the new urban -type resident moving into this area and
their higher expectations for programs and services and time
restrictions for volunteering, that this Division will have
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REPORT CS -36 -89 - 6 - OCTOBER 23, 1989
to grow and expand its area of responsibility to meet these
future demands and the "leisure and community needs" of
Newcastle residents. Further, with growth of the
Municipality, facility development certainly must occur, but
programs and services also must be developed in conjunction
with the facilities to encourage utilization of these
opportunities. Staff will address this program development
through the departments 1990 Budget submissions.
Respectfully submitted,
Josep P. Caruana, Director
Depa ment of Community Services
JPC:JL:GK:CG:sa
Recommended for presentation
to thq Committee,
Chief
919
. Kotseff
zistrative Officer
SCHEDULE I
..� 4..6.
PROGRAMS OFFERED BY OUTSIDE ORGANIZATIONS
A number of sport
opportunities
are offered
by volunteer
organizations and agencies outside
the Department.
Minor sport
groups were contacted
to find out if
there have been increases in
registration numbers
due to the
growth in the
area. The
registration numbers
are noted below:
- Orono
100
100
1989
1988
INCREASE
ORGANIZATION
REGISTRATION REGISTRATION (DECREASE
FIGURE SKATING CLUBS
90
90
0
- Bowmanville
190
167
23
- Newcastle
95
76
19
- Orono
101
105
_L4 L_
38
MINOR HOCKEY
- Bowmanville Toros
160
195
(35)
- Bowmanville Recreation
600
500
100
- Newcastle
81
90
( 9)
- Orono
72
89
7"
39
BASEBALL
- Town of Newcastle Baseball
420
370
50
Association
= - -_
SOCCER
- Bowmanville
470
4201
50
- Courtice
66
66,
0
- Hampton
60
90
(30)
- Newcastle
90
90
0
- Orono
100
100
0
- Solina
30
0
30
- Tyrone
90
90
0
50
SWIM CLUB (Newcastle)
46
51
(5)
Y.W.C.A.
Although they did not have any statistics available at the time of
this report, the Recreation Coordinator for the Newcastle areaa has
indicated a general increaase in both their fitness programs as
well as general interest courses.
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RECREATIONAL PROGRAM - 2 - SCHEDULE I
OPPORTUNITIES......
AQUATIC PROGRAM
WINTER SESSION
SPRING SESSION
1 9 8 9
1 9 8 8
PARTICIPANT
PARTICIPANT
LEVEL
NUMBERS REVENUE
NUMBERS REVENUE
YOUTH
418
$11,470
412
$11,401
ADULT
106
$ 3,781
125
$ 4,646
PRIVATES
23
$ 1,846
10
$ 850
SEMI - PRIVATES
41
$ 2,165
33
$ 1,852
TOTALS
588
$19,262
588
$18,749
SPRING SESSION
SUMMER SESSION (ALL POOLS)
1 9 8 9
1 9 8 8
PARTICIPANT
PARTICIPANT
LEVEL
NUMBERS REVENUE
NUMBERS REVENUE
YOUTH
696
$19,225
631
$17,364
ADULT
101
$ 3,452
107
$ 3,743
PRIVATES
47
$ 3,507
32
$ 2,002
SEMI - PRIVATES
123
$ 7,337
115
$ 5,165
TOTALS
967
$33,521
885
$28,274
SUMMER SESSION (ALL POOLS)
OVERALL TOTALS... 1,993 $66,397 2,175 $68,694
*Spring and Fall Sessions are traditionally the most popular.
*Adult programs are showing a decline while youth programs are
continuing to grow in numbers and revenue.
*Additional increases in the spring and fall sessions are not
anticipated since we have generally reached capacity. This means
people will have to look to less preferred times (ie. Winter or
Summer Programs times).
*A different two week program was tried during the summer months
to accommodate vacation schedules. However, since registrations
were down significantly, staff will be reviewing the summer
schedule once again.
921
1 9 8 9
1 9 8 8
PARTICIPANT
PARTICIPANT
LEVEL
NUMBERS REVENUE
NUMBERS REVENUE
YOUTH
388
$10,584
648
$18,943
ADULT
0
0
0
0
PRIVATES
31
$ 2,140
19
$ 1,247
SEMI - PRIVATES
19
$ 890
35
$ 1,481
TOTALS
438
$13,614
702
$21,671
OVERALL TOTALS... 1,993 $66,397 2,175 $68,694
*Spring and Fall Sessions are traditionally the most popular.
*Adult programs are showing a decline while youth programs are
continuing to grow in numbers and revenue.
*Additional increases in the spring and fall sessions are not
anticipated since we have generally reached capacity. This means
people will have to look to less preferred times (ie. Winter or
Summer Programs times).
*A different two week program was tried during the summer months
to accommodate vacation schedules. However, since registrations
were down significantly, staff will be reviewing the summer
schedule once again.
921
March Break Bonanza
Participaction
Staff Sneaker Day
Special Olympics Swim
Meet
TOTALS
SPECIAL EVENTS
PARTICIPANT NO.
1989 1988
1,082 830
13,537 16,568
15 N/A
146 N/A
14,780 18,228
SCHEDULE II
REVENUE
$4,001.81 $2,601
0 0
0 N/A
0 N/A
$4,001.81 $2,60
BUDGET
$3,000
0
0
*Special Events are geared to promote a particular happening (ie.)
Fitweek, to develop morale and /or promote use of facilities.
*Encouraging participation and use of facilities is more the intent
of these special events rather than generating revenue.
1. PUBLIC SKATING
(Jan.- March
1989)
2. PUBLIC
SWIMMING
i
3. SQUASH
4. RETAIL /RENTAL
SALES
(racquet
rental, squash
balls, swim &
squash goggles
RECREAT
(JANUARY
FACILITY
Bowmanville
Recreation
Complex
Darlington
Sports
Centre
Newcastle
Lions Pool
- general
admission
- members
Orono Pool
- general
admission
- members
Newcastle
Fitness
Centre
- gen.admis.
- members
Newcastle
Fitness
Centre
-Pay As You
Play
- members
*Membership
(combines
Newcastle
Fitness
Centre
ION SERVICES
JUNE 1989)
NUMBERS
1989 1 1988
3,604 N/A
2,031
N/A
SCHEDULE III
REVENUE
1989 1988 1
1)4,902 $3,348
$2,7361
2,015 2,193 $2,349
6 27 $ 913
3,530 2,827 $4,229
20 27 $1,076
$3,1021
$2,510
$1,483
$3,778
$1,343
;5,500
$5,000
$4,200
$5,300
$ $
10,590 10,905 18,974 17,329 $35,000
115 110
2,098 2,048 10,228 $8,654 15,500
49 63
Account - Fitness Centre
quash & swimming)
$7,942.$8, 084 $20,000
$ 3581
$ 2871
$1,700
TOTALS (Jan. -June) 24,058 $53,707 $49,918 $92,200
SCHEDULE IV
FACILITY
COMPONENT
REVENUE
NO.OF BOOKINGS 1989
(HRS.BOOKED) 1 (9 MONTHS)
BUDGET
1989
A. Bowmanville
1. Community
58 (1989)
$17,527.50
$ 27,000
Recreation
Hall
22 (1990)
Complex
2. Arena /Ice
2224 hrs.
$69,746.50
$130,000
3. Arena/
185 hrs. +
$ 4,704.00
$ 11,300
Floor
6 special
(Summer)
events
(125 hrs.)
B. Darlington
1. Arena /Ice
1455 hrs.
$58,509.50
$125,000
Sports
Centre
2. Arena/
1 special
$ 600.00
0
Floor
event
(Summer)
(9 hrs.)
C. Newcastle
1. Upstairs
132.5 hrs.
Fitness
Centre
2. Pool
341 hrs.
$12,084.07
$ 21,000
(School Bd.,
Hospital &
Occasional
Rentals)
$4,551.50
$151,007.50
$314,300
TOTAL HOURS
TOTAL
TOTAL
BOOKED
REVENUE
BUDGET
GENERAL NOTES:
*Prime -time is booked at all facilities during the popular seasons
(ie. Fall or Winter)
*Revenue rates may vary from computer print -outs due to outstanding
invoices.
9 2 A]
SCHEDULE V
BALL DIAMONDS -- PERMITS ISSUED & REVENUES
SOCCER FIELDS -- PERMITS ISSUED AND REVENUES
PERMITS
MONTH NUMBER OF GAMES
MAY 71
JUNE 156
JULY 150
AUGUST 146
SEPTEMBER 75
598
NOTE: ---
*One major permit is issued to the Darlington Youth Soccer
Association
*There are no revenues associated with their use since no adult
teams apply for use of fields we control
*22 soccer fields are presently utilized with 5 others being of a
lower quality (school field) or controlled by community
organizations (ie. Zion, Solina, Tyrone, Hampton /CLOCA).
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- 2 - SCHEDULE V
PICNICS (ORONO PARK)
MONTH
PERMITS ISSUED
REVENUE
JUNE
31
$ 387
JULY
28
$ 480
AUGUST
23
$ 351
SEPTEMBER
1
$ 55
TOTAL
83
$1,273
NOTE:
*Revenue is from Saturday picnics only.
*Sunday picnics pay parking admission like any other user of the
facility who arrives by a motorized vehicle.
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MAILINGS:
SCHEDULE VI
General information mailings to over 200 organizations in May 1989
to inform them of Heritage Week, Participaction and to invite
submissions for the Community Activity Guide.
MEETINGS:
Numerous meetings in the community and the office with major
organizations, major users of facilities and /or groups with current
issues as noted below.
Program /Community Relations Director
Facility Scheduler /Recreation Liaison Manaaer
1. Hockey Groups 4
2. Baseball Groups 2
3. Darlington Youth Soccer League 3
4. Bookings for Hall ( Bowmanville Recreation 12
Complex) 21
STAFF OVERTIME ASSOCIATED WITH COMMUNITY MEETINGS /EVENTS:
(January - June)
1989 1988
Program /Community Relations Director 58.5 hrs. 52.5 hrs.
Facility Scheduler /Recreation Liaison Mgr. 32.0 hrs. 16.0 hrs.
TOTAL OVERTIME HOURS 90.5 hrs. 68.5 hrs.
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OUTSIDE MEETINGS
1.
Newcastle Community Services Advisory Board
6
2.
NCSAB Grant Policy Subcommittee
1
3.
Heritage Week Committee
9
4.
Bowmanville High School
1
5.
Community Service Order Program
1
6.
Clarke High School (Co -op)
3
7.
March of Dimes Workshop /Annual Meeting
2
8.
YWCA (Oshawa) Annual Meeting
1
9.
Courtice Park Association
1
10.
Leisure Service Agencies (YWCA, Visual Arts,
Library)
3
11.
Bowmanville Memorial Hospital - Scheduling
1
29
Facility Scheduler /Recreation Liaison Manaaer
1. Hockey Groups 4
2. Baseball Groups 2
3. Darlington Youth Soccer League 3
4. Bookings for Hall ( Bowmanville Recreation 12
Complex) 21
STAFF OVERTIME ASSOCIATED WITH COMMUNITY MEETINGS /EVENTS:
(January - June)
1989 1988
Program /Community Relations Director 58.5 hrs. 52.5 hrs.
Facility Scheduler /Recreation Liaison Mgr. 32.0 hrs. 16.0 hrs.
TOTAL OVERTIME HOURS 90.5 hrs. 68.5 hrs.
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SCHEDULE VII
PROVINCIAL FUNDING APPLICATIONS
Potential Funding
Special Projects Total Project Cost Funding Status
1. Safety Goal Nets with $4,984 $2,492 Approved
Breakaway Capabilities
Bowmanville Recreation Complex
& Darlington Sports Centre
Capital Projects
(New Facilities)
1. Soper Creek Ball Diamond $104,030
Lighting
Soper Creek Park
2. Bowmanville Recreation Complex $208,575
Phase II
Conservation
3. Painting of Orono Arena Roof
(in conjunction with Orono $ 8,040
Athletic Association)
Program Grants
1. Participation Development
Aquatic Leisure Toys
Newcastle Fitness Centre
TOTALS
$ 10,712
$336,341
TOTAL
PROJECT
COSTS
928
$34,677 Pending
$ 69,525 Pending
$ 2,680 Pending
$ 5,356 Pending
$114,730
TOTAL
POTENTIAL
FUNDING