HomeMy WebLinkAboutCS-17-86_ _1-e �nll1L" aye 1
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TOWN OF NEWCASTLE
REPORT File #�r°
Res. #C,,. a.
By -Law #
METING: General Purpose and Administration Committee
DATE: MARCH 17, 1986
REPORT #: CS i7 8o FILE #: 13.49$86
SUBJECT: THE AMENDED - 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 -17 -86 be received; and
2. That Report CS -17 -86 be referred to the joint N.C.S.P.B. and Council
meeting of April 2nd, 7:30 p.m. at Haydon Hall for discussion and possible
further refinement; and
3. That thereafter, staff present the revised Role in report form to
Council for approval.
BACKGROUND AND COMMENTS:
At the General Purpose and Administration Committee March 3, 1986 CS -12 -86 was
discussed and the following resolutions were approved:
THAT Report CS -12 -86 be received; and
THAT Report CS -12 -86 be referred to the N.C.S.P.B. for comments; and
THAT CS -12 -86 and subsequent comments from the N.C.S.P.B. be dealt with at the next
earliest General Purpose and Administration Committee Meeting; and
THAT Item #4, Recommendation #4, be amended by deleting the word "recommending" and
substitute the word "advisory."
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General Purpose and Administration Committee
Report No. CS -17 -86 Page 2.
THAT Item #2, Recommendation #4, be amended by deleting the phrase "with the goal of
eliminating existing feelings of 'parochial favoritism'" and substitute the phrase
"with 'the goals of ameliorating 'parochial interests'."
THAT Item #6 of Recommendation #4 be amended by deleting the word "dissipation" and
substitute the word "dissemination."
THAT Item #5, Recommendation #5 be referred to Councillor Stapleton and the Director
of Community Services, Jan Devantier, for suitable rewording taking into account the
discussions.
THAT Item #3, Recommendation #6 be referred back to staff for amendment.
Report CS -12 -86 in its amended form will be sent to the N.C.S.P.B. prior to their
April Board meeting to form the basis for the joint Board /Council discussions on the
Role of the N.C.S.P.B.
Item #5, Recommendation #5 was referred back for rewording. The proposed rewording is
as follows:
"organize, in conjunction with staff and /or consultants, public meetings for
the purpose of obtaining community input for major leisure projects."
Item #3, Recommendation #6 was also referred back to staff for amendment. The
proposed amendment is as follows:
"That the Director of Community Services, or his designate in his absence, be
appointed for an indefinite term as a non voting ex- officio member of the
Board, to act as an advisor to the Board drawing upon past experiences and
professional training. Other Town of Newcastle Department Heads including the
Chief Administrative Officer may be called upon to advise the Board on matters
pertaining to their expertise."
The amended Recommendations 3 to 10 are attached for reference.
espectfully submitted,
Jan Devantier, R.D.M.R., Director
ggpqartment of Community Services
Recommendation #3
That the Town of Newcastle formally
incorporate a body to be known as the
Newcastle Community Services Planning
Board (N.C.S.P.B.).
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
community -wide leisure resources
planning;
2. to serve as a forum for the exchange
of ideas and the discussion of
problems with the goal of eliminating
existing feelings of "parochial
favoritism ";
3. to develop an understanding of
hierarchical servicing structures
related to both local and Town -wide
leisure needs;
4. to serve as the principal strategic
decision making body related to the
provision and development of future
recreation resources and to make
recommendations to Town Council in
this regard where necessary;
5. to develop an understanding of
municipal budgeting procedures and an
appreciation of the finite nature of
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
dissipation of knowledge and
information related to the
recreational planning process.
Change "N.C.S.P.B." to "Leisure
Advisory Board" throughout document
change N.C.S.P.B. to L.A.B.
1. No change proposed.
The N.C.S.P.B. is being confused with
the planning department or the old
planning committee.
2. To serve as a forum for the 2. Not necessarily true and denotes
exchange of ideas and discussion I negetive feelings.
of problems with the goal of
ameliorating 'parochial interests'. I
3. No change proposed.
4. To serve as the advisory body
to Council, regarding policies and
long term planning on leisure
resources for the community.
I
5. No change proposed.
6. Change "dissipation" to
"dissemination ".
I
3. -
4. Current statement confuses roles
of L.A.B. with Council and Staff.
5. -
6urrentiiy Hpprovea Kecommenaations
Recommendation #5
That the NCSPB be entrusted with the
following responsibilities:
1. the achievement of the principles,
goals, objectives, and recommendations I
of the Town of Newcastle Culture and
Recreation Master Plan;
2. continual liaison with both local and
Town -wide tier one groups, clubs and
associations in order that their needs)
and interests may be incorporated in
the planning process;
3. providing information to the Town
Planning Department and /or Council
related to the selection of developer
land dedications or the cash in lieu I
option for future subdivision
development within the Town;
4. providing assistance to the
municipality in the planning and
acquisition of lands for park and open
space purposes within the Town;
5. providing information and analysis
upon which future recreation programs
and resources will be based; the
identification of capital needs and
the submission of development I
proposals to the Town Council in
regards to major projects, detailing
project:
-need and intent;
- location and features;
- potential funding sources and cost
sharing;
-the role of the Town in the I
project.
1.
the achievement of the
I.
Many of the goals and objectives
Recommendations of the Town of I
of the Master Plan as listed in
Newcastle Culture and Recreation I
table 1 are the responsibility of
Master Plan I
staff and should be reviewed for
2.
No change proposed. I
current relevance.
2.
-
3.
co- ordinate with staff the
3.
LAB should not be involved with
development of policies to Council (
the administration of policies as
relating to active parkland I
currently implied.
development, open space planning and
leisure facility development
4.
Delete
4.
LAB should not be involved with
the administration of policies as
currently implied.
5.
organize, in conjunction with staff
5.
As in the case of the Arena
and /or consultants, public meetings I
Feasibility Study community input
for the purpose of obtaining I
should be required. However,
community input for major leisure I
staff and /or the consultants
projects I
should be involved.
ons
recommendation #5 Continued....
5. 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.
v
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 I
shall be mailed to board members
and Council one week prior to the
meeting date by the Community
Services Department.
Recommendation #6
1. hat the Newcastle Community Services
Planning Board be represented by four
(4) people from each ward (to be
rotated on a three year term) and 3 ex
officio members of staff.
2. The composition of the NCSPB has been
designed such that all geographic
areas of the municipality contribute.
This concept of representation by area
should also contribute to improved
co- operation and dialogue among local
boards and associations. The
selection of any representatives other
than the three from Town staff may be
by appointment or election at the
discretion of Council.
3. The three (3) representatives from
Town Staff, Director of Community
Services; Deputy Director of Community
Services and the Director of Planning
(or their designates) would be
appointed for indefinite terms and
would be non - voting ex officio members
of the Board. It is anticipated that
the role of these three members would
be advisory in nature, drawing upon
past experiences and professional
training to provide assistance as
required to the 12 voting members of
the NCSPB.
1. No change proposed.
2. No change proposed. 2. -
3. That the Director of Community I 3. -
Services, or his designate in his
absence, be appointed for an
indefinite term as a non voting
ex- officio member of the Board, to
act as an advisor to the Board
drawing upon past experiences and
professional training. Other Town
of Newcastle Department Heads
including the Chief Administrative
Officer may be called upon to
advise the Board on matters
pertaining to their expertise.
:ecommendation #7
At the discretion of Council, the
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.
;ecommendation #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.
ecommendation #9
That the NCSPB meet, at the call of
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.
ecommendation #10
That Council give consideration to
some form of remuneration to each
Board Member consistent with that
provided to members of other Boards
or Committees in the town.
The organization, composition and
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 the Town of Newcastle.
Proposed Amendments Comments
1. No change proposed. 1. -
I
I
1. To be included under Procedure. I. Previously in Recommendation #5.
I
1. To be included under Procedure. I I. Previously in Recommendation #5.
1. That the LAB members be I 1. Remuneration of LAB should be
remunerated similar to other I consistent with other boards and
Council appointed boards according I may change from year to year at
to Town policy. I the discretion of Council.
j2. Delete remainder of Rec. 10. I
Recommendation #10 Continued...
2. Successful initiation and operation of
the NCSPB will eventually eliminate
fragmentation of leisure services in
the Town and should in the short term,
undermine existing perceptions of
fragmented services.
3. It is also intended that the
operation of the NCSPB will eliminate
the need for frequent, problem - solving
sessions between various local boards
and Community Services Department
staff. This scenario would ultimately
reinforce local autonomy in the
leisure services sector, as well as
providing a more universal set of
opportunities for participation in
community leisure services planning.
This process in itself will be
educational for most participants,
thereby contributing to a more
efficient delivery system throughout
the wider community.
Cs�,