HomeMy WebLinkAboutCS-12-86F. 560
TOWN OF NEWCASTLE
REPORT File #3,5, 60 //0
Res.
By -Law #
("FETING: General Purpose and Administration Committee
DATE: MARCH 3, 1986
REPORT #: CS -12 -86
FILE #: 13.4.86
ROLE OF THE NEWCASTLE COMMUNITY SERVICES PLANNING BOARD
RECOMMENDATIONS:
It is respectfully recommended that the General Purpose and Administration Committee
recommend to Council the following: -
1. That report CS -12 -86 be received; and
2. That Report CS -12 -86 be referred to the N.C.S.P.B. for comments; and
3. That CS -12 -86 and subsequent comments from the N.C.S.P.B. be dealt with
at the next earliest G.P. & A.meeting.
BACKGROUND AND COMMENTS:
At the General Purpose and Administration Meeting of January 6th, 1986 the following
resolution was approved:
"That within 2 months, Councillor Stapleton as Chairman of Community Services and Jan
Devantier as Director of Community Services, prepare and bring forward a report to
Council addressing the role of the Newcastle Community Services Planning Board; and
That the report contain other pertinent information."
In reviewing the Culture and Recreation Master Plan, it was found that Recommendations
3, 4, 5, 6, 7, 8, 9 and 10 dealt with the ROLE and RESPONSIBILITIES of the NCSPB. As
such, each of these recommendations have been reviewed and recommended changes are
proposed as per attached schedule.
../2
General Purpose and Administration Committee
Report No. CS -12 -86
Page 2.
Generally two major scenarios prevailed:
1. There was no clear distinction between what would be considered administrative
responsibilities of staff vs the role of the NCSPB as an advisory body to Council on
leisure policy matters.
2. Recommendations 3 - 10 did not include adequate procedures for the NCSPB to carry
out its responsibilities.
It is recommended that the attached proposed changes to the Master Plan be reviewed by
the NCSPB prior to adoption by Council and that these proposed changes will give clear
direction for the NCSPB to carry out their mandate.
It is also recommended that the NCSPB along with staff review all the other
recommendations of the Master Plan, update the document and report back to Council
within nine (9) months.
Respectfully submitted,
Xf� .
r
Jan Devantier, R.D.M.R., Director
Department of Community Services
JD *sa
Respectfully submitted
Frank Staple
Councillor
Community Services Chairman
I
currently Approved Kecomnendations Proposed Amendments Gomnents
Recommendation #3 1 1
That the Town of Newcastle formally 1 Change "N.C.S.P.B." to "Leisure 1 The N.C.S.P.B. is being confused with
incorporate a body to be known as the 1 Advisory Board" throughout document 1 the planning department or the old
Newcastle Community Services Planning I change N.C.S.P.B. to L.A.B. I planning committee.
Board (N.G.S.P.B.). I I
Recommendation #4
That the N.C.S.P.B. adhere to the
following six principles as an operational
mandate:
1. to make a strong commitment to 1
community =wide leisure resources
planning;
2. to serve as a forum for the exchange
of ideas and the discussion of 1
problems with the goal of eliminating
existing feelings of "parochial
favoritism "; 1
3. to develop an understanding of 1
hierarchical servicing structures 1
related to both local and Town -wide 1
leisure needs;
4. to serve as the principal strategic 1
decision making body related to the 1
provision and development of future 1
recreation resources and to make
recommendations to Town Council in
this regard where necessary;
5. to develop an understanding of 1
municipal budgeting procedures and an
appreciation of the finite nature of 1
Town finances;
6. to act as a liaison between the first
and third tiers of the local leisure
delivery system and to assist in the 1
dissipation of knowledge and
information related to the I
recreational planning process.
1. No change proposed.
2. Delete "with a goal....
3. No change proposed.
4. To serve as the recommending body
to Council, regarding policies and
long term planning on leisure
resources for the community.
5. No change proposed.
6. No change proposed.
2. Not necessarily true and denotes
negetive feelings.
3. -
4. Current statement confuses roles
of L.A.B. with Council and Staff.
5. -
6. -
currently Approvea Kecomoenaations
rroposea Amenamenzs
tvmnentis
Recommendation #
That the NCSPB be entrusted with the
following responsibilities:
1. the achievement of the principles, I
1.
the achievement of the I
1.
Many of the goals and objectives
goals, objectives, and recommendations I
Recommendations of the Town of I
of the Master Plan as listed in
of the Town of Newcastle Culture and
Newcastle Culture and Recreation I
table 1 are the responsibility of
Recreation Master Plan;
Master Plan (
staff and should be reviewed for
2. continual liaison with both local and (
2.
No change proposed. I
current relevance.
Town -wide tier one groups, clubs and I
(
2.
-
associations in order that their needs I
and interests may be incorporated in
the planning process;
3. providing information to the Town I
3.
co- ordinate with staff the
3.
LAB should not be involved with
Planning Department and /or Council I
development of policies to Council I
the administration of policies as
related to the selection of developer I
relating to active parkland
currently implied.
land dedications or the cash in lieu I
development, open space planning and
option for future subdivision I
leisure facility development
development within the Town;
4. providing assistance to the I
4.
Delete I
4.
LAB should not be involved with
municipality in the planning and I
(
the administration of policies as
acquisition of lands for park and open I
I
currently implied.
space purposes within the Town;
5. providing information and analysis I
5.
Delete I
5.
These are responsibilities of
upon which future recreation programs I
(
staff and consultants. LAB may be
and resources will be based; the I
I
involved in the process where
identification of capital needs and I
I
necessary.
the submission of development
proposals to the Town Council in
regards to major projects, detailing
project:
-need and intent; I
i
- location and features;
- potential funding sources and cost
sharing;
-the role of the Town in the
project.
1 =�
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Recommendation #5 Continued....
6. the submission and discussion of
budgets for all operating and capital
items in co- operation with the local
Hall Boards, local Athletic Boards,
Arena Boards, and Park Associations;
the identification of sources of
funding assistance; and the submission
of funding applications either
autonomously or with the Town.
7. The institution of the NCSPB is a
major undertaking which will require
considerable patience and co- operation
from existing Community Services
Department Staff, Town Council and
especially from the prospective Board
Members. The operational mandate and
responsibilities of the NCSPB outlined
in Recommendations 5 and 6 should be
viewed as long term goals or
aspirations for the Board. Complete
co- operation and a new, effective
level of service should not be
expected in the first year of
operation. Rather, the success of the
Board should be measured after a
period equal to the planning period
associated with this Master Plan
(1983 - 1987). As with any new public
body, growing pains and adjustments
will be evident at the outset.
6. Review and recommend to Council all
operating and capital grant request 6. Wording change to more accurately
submitted by all leisure reflect this responsibility.
organizations prior to yearly
budget deliberations.
7. Delete and ADD.
In co- ordination with staff
organize and conduct workshops on
topics relevant to leisure
organizations in our community.
(ADD)
In relation to the above
responsibilities the following
procedures shall apply:
8. That general municipal rules of
procedure apply to the NCSPB
decision making process regarding
recommendations to Town Council and
any other legislative body or
government ministry and that a
quorum of the Board shall be
constituted by a majority of voting
members.
7. This general comment does not
belong under "responsibilities"
and is included elsewhere in the
Master Plan.
The items 8 - 14 are added procedures
that should assist the Board to carry
out its responsibilities.
C�
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ons
Recommendation #5 Continued....
9. The Board shall address only items
or issues directed by Council or
identified in the Master Plan.
10. Board meetings shall be held on the
first Wednesday of every month
unless otherwise specified by the
Chairman.
11. Board meetings shall rotate among
various Halls in the Community and
shall be open to the general
public.
12. The Board shall allow delegations
to be heard at any board meeting.
13. All action items from the Board
minutes shall be formally reported-
to Council by the Board Chairman.
14. Previous minutes and the agenda
shall be mailed to board members
and Council one week prior to the
meeting date by the Community
I Services Department.
<Z--:
ons
Recommendation #6 1
1. hat the Newcastle Community Services 1
Planning Board be represented by four 1
(4) people from each ward (to be
rotated on a three year term) and 3 ex 1
officio members of staff. 1
2. The composition of the NCSPB has been 1
designed such that all geographic 1
areas of the municipality contribute. 1
This concept of representation by area
should also contribute to improved 1
co- operation and dialogue among local 1
boards and associations. The 1
selection of any representatives other)
than the three from Town staff may be 1
by appointment or election at the 1
discretion of Council. 1
3. The three (3) representatives from 1
Town Staff, Director of Community 1
Services; Deputy Director of Community 1
Services and the Director of Planning I
(or their designates) would be I
appointed for indefinite terms and 1
would be non - voting ex officio members
of the Board. It is anticipated that 1
the role of these three members would 1
be advisory in nature, drawing upon
past experiences and professional 1
training to provide assistance as 1
required to the 12 voting members of 1
the NCSPB. I
I. No change proposed. 1 1. -
2. No change proposed. 1 2. -
1
3. No change proposed. 1 3. -
is
�C 1
U
Recommendation #7
1. At the discretion of Council, the I 1. No change proposed.
selection of Board Members shall be
based upon a slate of nominees,
submitted by various associations,
boards and the public at large at the
first meeting of every calendar year.
Recommendation #8
1. That general municipal rules of 1. To be included under Procedure.
procedure apply to the NCSPB decision
making process regarding
recommendations to Town Council and
any other legislative body or
government ministry and that a quorum
!of the Board shall be constituted by a (
majority of voting members.
Recommendation #9
1. That the NCSPB meet, at the call of I 1. To be included under Procedure.
the Chairman, a minimum of six times
per year and that minutes of all
meetings be duly recorded and made
readily available for scrutiny by the
general public and Town Council.
Recommendation #10
1. That Council give consideration to I 1. That the LAB members be
some form of remuneration to each I remunerated similar to other
Board Member consistent with that ( Council appointed boards according
provided to members of other Boards I to Town policy.
or Committees in the town.
2. The organization, composition and I 2. Delete remainder of Rec. 10.
function of the NCSPB has been
designed in order to establish a
serious attempt at improving
communication, co- ordination and
planning of future leisure services
in tho Tnwn of IJPwrattl P _ I
1. -
1. Previously in Recommendation #5.
1. Previously in Recommendation #5.
I
1. Remuneration of LAB should be
consistent with other boards and
may change from year to year at
the discretion of Council.
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