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HomeMy WebLinkAboutWD-2-90 Addendum UNFINISHED BUSINESS TOWN OF NEWCASTLE REPORT File # A Res. # By-Law # MEET jNG: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE DATE: MARCH 26, 19 9 0 REPORT #: WD-2-90 ADDENDUM FILE #: SUB,JECT: BOWMANVILLE BUSINESS IMPROVEMENT AREA - CLARIFICATION OF RESPONSIBILITIES FOR CAPITAL PURCHASES AND MAINTENANCE WITHIN THE BOWMANVILLE IMPROVEMENT AREA III RECOMMENDATIONS: It is respectfully recommended: 1. THAT the Addendum to Report WD-2-90 be received; i 2 . THAT Report WD-2-90 be lifted from the table; i 3 . THAT the responsibilities and levels of service listed on Attachment No.2 to Report WD-2-90 be amended by adding: j MAINTENANCE ITEMS LEVEL OF SERVICE 11) Sweeping and flushing of roads Minimum of once per in the Business Improvement Areas week during appropriate seasons . 12) The planter barrels Pick-up in the fall for storage and maintenance and return to their appropriate locations in the spring. 4 . THAT the revised Attachment #3 to the Addendum to Report WD-2-90 be approved; i . . .2 i REPORT NO. : WD-2-90 ADDENDUM PAGE 2 5. THAT the Public Works Department review the parking in Orono in 1990; and 6 . THAT the Bowmanville, Newcastle and Orono Business Improvement Areas be advised of Council's decision. --------------------------------------------------------------------- REPORT 1. 0 ATTACHMENT No. l: Correspondence dated February 15, 1990, from the Newcastle Business Improvement Area. No.2 : Correspondence dated March 14, 1990, from the Orono Business Improvement Area. No. 3: Table 1: Amended No.4: Report WD-2-90 2 .0 BACKGROUND 2 . 1 At a meeting of the General Purpose and Administration Committee held on January 2, 1990, Report WD-2-90 was considered and the Committee passed the following resolution: "THAT Report WD-2-90 be tabled until the meeting between the Director of Public Works and the Newcastle and Orono Business Improvement Areas has been held. " 3 . 0 REVIEW AND COMMENT 3 . 1 Report WD-2-90 was reviewed with the Board of Management of the Newcastle Business Improvement Area (B. I .A. ) on February 13, 1990. The Board indicated approval of Report WD-2-90 and confirmed this by letter (see Attachment No. l) . I 3 .2 Report WD-2-90 and the amendments requested by the Newcastle B. I .A. was reviewed with the Orono B.I .A. on March 14, 1990 . The Board indicated approval of Report WD-2-90 and the amendments (see Attachment No.2 ) , and requested that the Town review the parking in the Orono Business Improvement Area. . . . 3 I REPORT NO. : WD-2-90 ADDENDUM PAGE 3 4. 0 RECOMMENDATION 4 . 1 In view of the above it is recommended: 1. THAT Report WD-2-90 ADDENDUM be received; 2 . THAT Report WD-2-90 be lifted from the table; 3 . THAT the responsibilities and levels of service listed on Attachment No.2 to Report WD-2-90 be amended by adding: MAINTENANCE ITEMS LEVEL OF SERVICE 11) Sweeping and flushing of roads Minimum of once in the Business Improvement Areas per week during appropriate j seasons. 12) The planter barrels Pick-up in the fall for storage and maintenance and return to their appropriate locations in the spring. 4 . THAT the revised Attachment #3 to the Addendum to Report WD-2-90 be approved; 5 . THAT the Public Works Department review the parking in Orono in 1990; and 6 . THAT the Bowmanville, Newcastle and Orono Business Improvement I Areas be advised of Council's decision. i i . . .4 i REPORT NO. : WD-2-90 ADDENDUM PAGE 4 i I I Respectfully submitted, Recommended for presentation to the Committee, - ----- -- ------ ------- - --� ------------ Walter-A.-Evans,-P.Eng. , LawrenceiE. Kotseff,-------- Director of Public Works. Chief Administrative Officer. I i WAE*llv March 19, 1990 Attachments cc: Bowmanville Business Improvement Association P.O. Box 365 Bowmanville, Ontario L1C 311 Attention: Mr. G. Gilpin Newcastle Business Improvement Association P.O. Box 548 Newcastle, Ontario LOA 1H0 Attention: Mr. R. Griffin Orono Business Improvement Association Box 309 Orono, Ontario LOB 1M0 Attention: Ms . Wendy B. Partner i i i i I NEWCASTLE BUSINESS IMPROVEMENT A =KA F' {1 , Box 546 Newcastle , Ontario LOA 1H0 February 15 . 1990 Marie P . Knight Corporation of the Town of Newcastle 40 Temperance Street Bowmanville , Ontario L1C 3A6 Dear Ms . Knight : Re : Report WD-2-90 ------------------ At the meeting held on February 13 . 1990 . the Board of Management of the Newcastle B . I . A . passed the tollowinc( resolution : That the Report WD-2-90 be accepted in principal for the Newcastle B . I . A . with the following additions to Table 1 of Report WD-2-90 : 1) Sweeping and Flushing of roads , minimum of once per week during appropriate seasons . 2) Pick up of planter barrels in the fall for storage and maintenance . and that they be returned to their appropriate locations in the spring . 3) The plant hanger brackets be properly fastened to the lamp standards to prevent slippage . '' Yours Truly . Robert Griffin Chairperson Newcastle B . I . A . ATTACHMENT N0 ,1 WD-2-90 ADDENDUM i ORONO D. B. I .A. c/o BOX 313, ORONO. . . . ONTARIO. a�� O LOB 1MO. 14th. March, 1990. The Public Works Department, 40, Temperance Street, BOWMANVILLE, Ontario. . . LiC 3A6. For the attention of Walter A.Evans,P.Eng. , Director of Public Works. Dear Mr.Evans , Further to your visit to Orono of today's date ,a visit which was very helpful to us inasmuch as it clarified so many very important issues. We would like to confirm that the ORONO D. B. I .A. ,Board of Management agrees with the report including the additions which were discussed . Many thanks for your input and your time given to us on this matter. Yours sincerely, for ORONO D.B .I .A. , t WENDY PARTNER- . Chairperson. WP/BAM. ATTACHMENT NO ,2 WD-2-30 ADDENDUM VILLAGE OF ORONO CENTRAL BUSINESS IMPROVEMENT AREA Board of Management TABLE 1 TOWN RESPONSIBILITIES A) CAPITAL ITEMS LEVEL OF SERVICE REMARKS 1) Purchase and development of Need for new parking lots to be Funding to be provided new parking lots determined by the Town and the from Parking Lot Reserve Bowmanville Business Improvement Area Fund. B) MAINTENANCE ITEMS LEVEL OF SERVICE REMARKS 1. Trimming of trees Once per year t� Resolution #GPA-750-89 passed by Council on October 30, C W ' 1989 gave this responsibility to the Town. 2. Painting of tree guards As required 3. Benches As required 4. Refuse containers and boxes Refuse containers to be emptied The Town pays these costs once per week and more often if now. required. 5. Power costs for decorative Not applicable. These power costs are now and have been paid by the Town. lighting and for christmas lighting 6. Decorative lighting As required These costs are now and have been paid by the Town N � I n CD y c t= -I d m CD t� - C W ' B) MAINTENANCE ITEMS (Continued) 7. Pick-up of litter 8. Parking Lots 9. Snow Plowing and Sanding 10. Snow Removal 11. Sweeping and flushing of roads in the Business Improvement Areas 12. Planter Barrels TABLE 1 TOWN RESPONSIBILITIES LEVEL OF SERVICE At least once per week, all year Plowing and sanding as required. Litter pick-up at least once per week, all year. Maintain a bare road through the application of sand, salt and plowing. Within 3 days after the end of a snow storm, any significant accummulation will be hauled away. Minimum of once per week during appropriate seasons. Pick-up in the fall for storage and maintenance and return to their appropriate locations in the spring. REMARKS In 1989, the Town provided litter pick-up during the summer months. Plowing and sanding is now and has been paid by the Town. TABLE 1 BOWI+IANVILLE IMPROVEMENT AREA RESPONSIBILITIES A) CAPITAL ITEMS 1. Purchase of flowers, shrubs, benches, flags and banners (including installation) and christmas lighting 2. Replacement of trees, tree guards and benches 3. New trees and guards at new locations 4. Purchase of new refuse containers and planting boxes B) MAINTENANCE ITEMS 1. Flowers, plants and shrubs flags, banners and christmas lighting 2. Sidewalks LEVELS OF SERVICE As required As required As required As required LEVEL OF SERVICE As determined by the Bowmanville Improvement Association REMARKS These items are not normally provided by at the expense of the community at large. When trees, benches, etc. are damaged by a vehicle, the Town will attempt to obtain payment for the damage from the operator of the vehicle. These items are not normally provided at the expense of the community at large. Plowing, sanding and/or salting is the responsibility' of the individual property owner i 6 TOWN OF NEWCASTLE REPORT F i le # Res. # B y-Law # PEETING: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE DATE: MONDAY, JANUARY 22 , 1990 REPORT #: WD-2-90 FILE #: SMUT: SUBJECT: BOWMANVIIALE BUSINESS IMPROVMENT AREA - CLARIFICATION OF RESPONSIBILITIES FOR CAPITAL PURCHASES AND MAINTENANCE WITHIN THE BOWMANVILLE BUSINESS IMPROVEMENT AREA RECOMMENDATIONS: It is respectfully recommended that the General Purpose and Administration ;,ommittee recommend to Council the following: 1 • THAT Report WD-2-90 be received; 2 . THAT the responsibilities and levels of service listed on Attachment No . 2 to this report be approved; 3 . THAT the same responsibilities and levels of service listed on Attachment No. 2 apply to the Newcastle Business Improvement Area and the Orono Business Improvment Area, where applicable; and 4 . THAT a copy of this report be forwarded to the Bowmanville, Newcastle and Orono B. I .A. s and that they be advised of Council ' s decision. ------------ REPORT 1 . 0 ATTACHMENTS No. l : Plan Showing the Bowmanville Business Improvement Area No . 2 : Table 1 Showing the recommended Sharing of Responsibilities for the Bowmanville Business Improvment Area . ATTACHMENT N0 .4 WD-2-00 ADDENDUM I REPORT NO. : WD-2-90 PAGE 2 i I 2 . 0 BACKGROUND 2 . 1 At a regular meeting held on Monday, October 23 , 1989 , the General Purpose and Administration Committee passed Resolution #GPA-749-89 , as follows : "THAT Walter Evans be assigned the task of acting as Liaison Officer to the Business Improvement Areas . " 2 . 2 By-law No. 77-33, dated May 16 , 1977 was passed by Council to designate an area in the Bowmanville Central Business District as an Improvement Area and to establish a Board of Management for the Bowmanville Central Business Improvement Area . By-law 77-33 was amended by By-law 80-54 dated May 5, 1980 . The geographical area of the Bowmanville Business Improvement Area established by these two by-laws is illustrated on Attachment No. l . 2 . 3 The mandate of the Board of Management of the Bowmanville Business Improvement Area is set out in Clause 3 of By-law 77-33 : "There is entrusted to the Board, subject to the limitations hereinafter set out, the improvement, beautification and maintenance of lands , buildings and structures in the area owned by the Corporation of the Town of Newcastle beyond such improvement, beautification and maintenance as is provided at the expense of the municipality at large, and the promotion of the area as a business or shopping area . " 2 . 4 Clause 3 does not clearly define the responsibilities of the Town and of the Board of Management of the Bowmanville Business Improvement Area . For this reason The Board of Management has asked me for clarification . . . . 3 i REPORT NO. : WD-2-90 PAGE 3 i 3 . 0 REVIEW AND COMMENT 3 . 1 Cost Sharing Agreement In 1982 the Board of Management of the Bowmanville Business Improvement Area (Bowmanville BIA) entered into a cost sharing agreement with the Town to do the following in the Bowmanville BIA: a) Purchase and develop the parking lot at the south-west corner of the Division Street/Church Street intersection. b) Lease and develop the Silver Street parking lot. c) Provide trees, benches, refuse containers, planting boxes and decorative lighting. 3 . 2 Cost of the Program The cost of the program was $330, 000, which was financed by a loan of $150, 000 from the Province which the BIA is paying back at $16 ,500 per year. The balance of the cost was paid by the Town and the funds were obtained from the Parking Lot Reserve Fund. 3 . 3 BIA Budget Each year the BIA prepares a budget to provide funds to carry out various programs in the Business Improvement Area. The Bowmanville B. I .A 1989 Budget was as follows : Administration $ 8 , 000 Promotion 25, 000 Repayment of Loan 16 , 500 Landscaping 10 , 500 Capital Works 20 , 000 TOTAL $80 , 000 The funding for the BIA Budget is obtained from a special tax levy on the businesses within the BIA. I� A REPORT NO. : WD-2-90 PAGE 4 i 3 . 4 Proposed Cost Sharing As noted earlier in this report, Clause 3 of By-law 77-33 outlines the mandate of the Bowmanville BIA and reads in part "beyond such improvement, beautification and maintenance as is provided at the expense of the municipality at large" . The purpose of this report is to list all of the activities which take place in the Bowmanville BIA for which either the BIA and/or the Town are involved and agree on the responsibility for the activity. In addition, this report sets levels of service to be provided for each of the activities so that we all know what to expect . 3 . 5 Criteria to be Used to Evaluate and Determine Responsibility I a ) The BIA should be responsible only for those items which are not normally provided at the expense of the municipality at large . b ) For those maintenance items which are in the gray area where it is not easy to determine responsibility, the responsibility should be given to the Town . The logic for this criterion is that, as much as is possible, the BIA should not be required to hire and supervise staff to carry out maintenance activities on the streetscape . c ) In order to minimize conflicts , as much as is possible, both capital and maintenance items should be totally the responsibility of either the BIA or the Town. 3 . 6 Df,J_­r:ninati.on of Responsibilities The various activities that are carried out in the BIA are listed on Attachment No. 2 . For the purpose of having a complete list and to set levels of service, the list includes items such as street sweeping and snow r.ei110val which are obviously a Town responsibility. . . . 5 I I REPORT NO. : WD-2-90 PAGE 5 4 . 0 Review of Report With the Board of Management of the BIA This report has been reviewed with the Board of Management of the Bowmanville BIA and they agree with the recommendations . 5 . 0 RECOMMENDATIONS 5 . 1 It is recommended that the responsibilities and the levels of service listed on Attachment No. 2 to this report be approved and that the list apply to the Newcastle Business Improvement Area, Orono Business Improvement Area, where applicable, that a copy of this report be forwarded to the Bowmanville, Newcastle and Orono B . I .A. s and that they be advised of Council ' s decision. Respectfully submitted, Recommended for presentation to the Committee, ------------------------- ------ -------------------------- iial i:E:'r A . E'vc-ins , 11 . F.nq Lawrenc�? A A . Kotsef ,f Dir�-,ctor. of Public t or};s . Chief Admini-strative Officer. . WAE1-11v January 8 , 1990 Attachments i I I I i f REPORT NO. : WD-2-90 PAGE 6 cc : Bowmanville Business Centre C/o Mr. George Webster P.O. Box 365 Bowmanville, Ontario L1C 3L1 Newcastle Central Business Improvement Area c/o Dr. J. Baarbe P.O. Box 548 Newcastle, Ontario LOA 1H0 Orono Downtown Improvement Association C/o Mrs . Sue Sawyer P.O. Box 212 Orono, Ontario LOB 1M0 I f is i i i CD t- i_,_i C-) v � <L N I— I GEORGE ST. QUEEN AVE. N' (n DIVISION ST. .� ' Z w J 0 c .s _��• TEMPERANCE r ST r � .,r ,f;,r• :'.fir.:.', ' n 4 3� SILVER ST. ,F l I I I