HomeMy WebLinkAboutCS-25-86TOWN-OF NEWCASTLE
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MEETING: General Purpose and Administration Committee
DATE: May 5, 1986
REPORT #: CS -25 -86 FILE #:
SUB.ECT: THE AMENDED - ROLE OF THE NEWCASTLE COMMUNITY SERVICES
PLANNING BOARD
File #
Res. #
By -Law #
(AMENDED #2)
RECOMMENDATIONS:
It is respectfully recommended that the General Purpose and Administration Committee
recommend to Council the following: -
•1. That Report CS -25 -86 be received; and
2. That the revised Role of the Newcastle Community Services Planning Board
as drafted by the sub - committee be approved; and
3. That this draft be submitted to Council for adoption.
BACKGROUND AND COMMENTS:
At the April 2nd,1986 N.C.S.P.B. meeting resolution CSB- 396 -86 was carried:
"THAT three executive members (M. Dakin, B. Tomlinson, B. Ferguson) meet
with appropriate staff and Council representatives to review:
1. Report CS -17 -86
2. Our ongoing communications with each other with respect to this Board's
operation role."
1. The sub - committee met twice re: the above and attached please find the revised
draft of the Role of the N.C.S.P.B. as reviewed and revised by this committee.
2. The issue of communication was discussed at the meeting and was found to be a key
problem. The addition of procedures as part of the revised N.C.S.P.B. role should
help in this regard. Below is a schematic diagram of communication lines as
identified by the committee.
COUNCIL
aneon STAFF /2
Currently Approved Recommendations
commendation #3
at the Town of Newcastle formally
corporate a body to be known as the
wcastle Community Services Planning
and (N.C.S.P.B.).
commendation #4
at the N.C.S.P.B. adhere to the
llowing six principles as an operational
ndate:
to make a strong commitment to
community -wide leisure resources
planning;
to serve as a forum for the exchange
of ideas and the discussion of
problems with the goal of promoting
feelings community wide interests;
to develop an understanding of
hierarchical servicing structures
related to both local and Town -wide
leisure needs;
to serve as the advisory body
related to the provision and
development of future recreation
resources and policies and to make
recommendations to Town Council in
this regard;
to develop an understanding of
municipal budgeting procedures and an
appreciation of the finite nature of
Town finances;
to act as a liaison between the first
and third tiers of the local leisure
delivery system and to assist in the
provision of information related to
the recreational planning process.
Amendments
Change 'Planning' to 'Advisory'
1. No change proposed.
2. To serve as a forum for the
exchange of ideas and discussion
of problems with the goal of
promoting feelings community wide
interests.
3. To serve as the advisory body
related to the provision and
development of future recreation
resources and policies and to make
recommendations to Council in
this regard.
4. To serve as the advisory body
to Council, regarding policies and
long term planning on leisure
resources for the community.
5. No change proposed.
6. Change "dissipation of knowledge
and" to "provision of ".
Comments
The N.C.S.P.B. is being confused with
the planning department or the old
planning committee.
2. Not necessarily true and denotes
negetive feelings.
3. -
4. Current statement confuses roles
of NCSPB with Council and Staff.
5. -
6. -
Currently Approved Recommendations Proposed Amendments Comments
commendation #5 Continued....
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.
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.
7. Review and recommend to Council all
operating and capital grant request
submitted by all leisure
organizations prior to yearly
budget deliberations.
8. The identification of sources of
funding assistance for leisure
groups
9. In co- ordination with staff
organize and conduct workshops on
topics relevant to leisure
organizations in our community.
10. Annually review and set operating
objectives for the board.
(ADD)
In relation to the above
responsibilities the following
procedures shall apply:
11. 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.
6. Wording change to more accurately
reflect this responsibility.
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.
Currentl
acommendation #6
That 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.
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.
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
Amendments
1. No change proposed.
2. No change proposed.
3. 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.
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.
1. —
2. —
3. —
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