HomeMy WebLinkAboutCSD-02-05
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REPORT
COMMUNITY SERVICES DEPARTMENT
Date:
General Purpose and Administration Committee
January 24, 2005 Resolution #: ~ (In - OS }V:)'
Meeting:
Report #: CSD-02-05
File#:
By-law #:
Subject:
Newcastle Village Recreation Facility
Needs Assessment
Recommendations:
It is respectfully recommended that the General Purpose and Administration Committee
recommend to Council the following FORTHWITH
1. THAT Report CSD-02-05 be reviewed;
2. THAT staff be authorized to issue a request for proposal for consulting services
to conduct a facility needs assessment for a Recreation Complex located in
Newcastle Village.
Submitted by:
oseph P. Caruana
Director of Community Services
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Reviewed b~_) ~l-.~(~rL.._
Franklin Wu
Chief Administrative Officer
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REPORT NO.: CSD-02-05
PAGE 2
1.0 BACKGROUND
1.1 During a recent work session, Council provided direction for staff to prepare a
terms of reference (attachment #1) for consulting services to provide a facility
needs assessment towards the development of a new recreation facility located in
the Village of Newcastle.
1.2 The needs assessment will identify potential components for the new facility.
Once identified the consultants are to prepare preliminary capital construction
estimates and operating expenses of the recommended components. Once
established the consultants will further identify and provide comment on the
potential impact of a new facility on existing facilities.
1.3 In determining the requested information the consultant will be required to conduct
a review of existing facilities identifying any deficiencies and provide an inventory
of recreational opportunities currently available to our residents.
1.4 Existing and emerging trends related to the provision of recreational facilities and
programs will be identified by developing a socio-demographic profile of the
community. This will be particularly helpful in identifying implications or impacts
on current and future demands for indoor recreation services.
1.5 Finally, the consultants will also explore the opportunities for public and non-profit
agency partnerships that will improve the provision of recreation facilities and
services in order to maximize limited municipal resources.
2.0 COMMUNITY CONSULTATION
2.1 As is our standard practice the consultant will be required to conduct a
comprehensive community consultation process.
2.2 Through this process our various communities stakeholders (general public, user
groups, school boards, boards of management etc.) will be provided with an
opportunity to voice their opinions regarding community needs and suggested
facility components.
3.0 COMMENT
3.1 The study is estimated to take approximately (4) four months to complete,
producing a final report for presentation to Council in June or early July of 2005.
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L 1 C 3A6 T (905)623-3379 F (905)623-5506
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REPORT CSD-02-05 - A TT ACHMENT #1
TERMS OF REFERENCE
1.0 Purpose
The Municipality of Clarington is seeking proposals from qualified consultants to
provide professional services in preparing a study for a new recreation facility in
Newcastle Village. The purpose of the project is to:,
a) identify potential indoor facility components for the new recreation facility in
Newcastle Village; and
b) identify capital and operating cost scenarios of the various facility
components identified; and
c) identify the potential impact of the new recreation facility on existing
recreation facilities.
The Study's conclusions will be based upon a series of inputs including
expressed community need, current and projected usage demands, and
consultation with key stakeholders and municipal staff.
2.0 Background
Clarington is located in the Region of Durham on the shores of Lake Ontario.
The Municipality contains a dynamic mix of urban and rural communities and
offers its residents and businesses a vibrant and prosperous lifestyle.
Clarington's main settlement areas include Bowmanville, Courtice, Newcastle,
and Orono.
With an estimated population of over 80,000, Clarington is the fastest growing
municipality east of Toronto (over 4% per year). The Province of Ontario has
plans to extend Highway 407 to Clarington, which may help to sustain high rates
of population growth into the future. The projected population for 2016 is over
104,000 people. Clarington has a relatively youthful age profile and is expected
to remain this way into the future as more families and young adults are attracted
to the Municipality's many job opportunities and high quality of life.
The Newcastle Village urban area is located north of Lake Ontario, bounded by
the Wilmot Creek Valley and Highway 35/115 to the west; Concession #3 to the
north; and Arthur Street, The Canadian Pacific Railway and the Graham Creek
Valley to the east.
Newcastle Village and surrounding area currently has an estimated population
approaching 15,000. The ten year projection for the catchment area provides for
a population of 20,000. The urban area provides for a mix of residential,
commercial, institutional and industrial uses, as well as an identification of natural
heritage features. General demographic information may be obtained from the
Municipality's website at www.municipality.clarington.on.ca under the "Business"
link.
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REPORT CSD-02-05 . A TT ACHMENT #1
TERMS OF REFERENCE continued
Clarington offers exceptional recreational and leisure opportunities for all ages
and abilities through the many programs and facilities provided by the
Municipality. Our recreation services and facilities are integral to the high quality
of life in the Municipality.
The Community Services Department is responsible for the planning, design,
construction and operation of indoor recreation facilities. The Municipality has
identified a site, and secured the required lands, for the development of a
recreation complex in Newcastle Village.
The Municipality also owns and operates various indoor recreation facilities, as
listed below:
1. Garnet B. Rickard Recreation Complex
2. South Courtice Arena
3. Darlington Sports Centre
4. Courtice Community Complex
5. Clarington Fitness Centre
6. Bowmanville Indoor Soccer/Lacrosse Bowl
7. Newcastle Lions Outdoor Pool
8. Orono Park Outdoor Pool
Clarington's rapid growth has created the need to continue to provide indoor
recreation facilities. Other factors affecting the provision and delivery of indoor
sports facilities in Clarington include:
. escalating service expectations and budget pressures - there is a need to
gain a true understanding of both our own and the community's priorities; we
also need strategies to prioritize competing services within budget limitations
and to prioritize public requests;
. emerging trends and issues in the sport and recreation sector - there is a
need to conduct community consultation to identify the current leisure needs
and preferences of local residents; and
. a willingness to engage public and non-profit agencies in partnership
agreements to improve the provision of recreation facilities and services in
order to maximize limited municipal resources.
3.0 Project Scope & Requirements
It is the purpose of this Study to develop a comprehensive list of indoor
recreation facility components that will provide the Municipality a clear strategy
for the design and construction of a new recreation facility in Newcastle Village.
The Study will identify which components are to be considered in the initial stage
of construction as well as which components should be considered in any future
expansion plans for this indoor facility.
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REPORT CSD-02-05 - A TT ACHMENT #1
TERMS OF REFERENCE continued
Consideration should be given to how this facility will not only service the needs
of residents of Newcastle Village, but also to those who reside in the surrounding
areas of the Municipality.
The Study will review the existing inventory of municipally-owned and operated
recreation facilities as well as those operated by independent boards and other
providers of recreation facilities. Specifically, the Study will consider the impact a
new recreation facility will have on' the Newcastle Arena, Orono Arena,
Newcastle Community Hall and any other surrounding facilities.
This purpose will be achieved through the completion of the following objectives:
a) Review and summarize the inventory of indoor recreation facilities in the
Municipality of Clarington, including all facilities that are available for public
use. The Municipality will provide an up-to-date inventory of municipally
operated recreation facilities.
b) Identify existing local, regional, provincial and national trends and emerging
trends relating to indoor recreational participation and facility design. Trends
in local usage patterns should be documented and assessed in terms of how
this is likely to impact future demand and provision.
c) Develop a socio-demographic profile of the community and identify its
implications on the current and future demand for indoor recreation services.
d) Undertake a process to obtain input from community stakeholders, Municipal
staff and officials, the general public, and non-municipal indoor recreation
facility providers (see Section 4.0 of the Terms of Reference for more
information on the consultation program).
The successful consultant will be expected to review and incorporate into the
study relevant background information provided by various municipal
departments. Key information sources for this project (to be provided by the
Municipality) include, but are not limited to:
. Population forecasts (Development Charges Study - ongoing)
. Stakeholder contact information
. Recreation facilities inventory data and mapping
. 2001 Census data
. Digital aerial photography
. Clarington Official Plan
NOTE: Referenced information will only be provided to the successful consultant.
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REPORT CSD-02-05 - A TT ACHMENT #1
TERMS OF REFERENCE continued
4.0 Community Consultation
Consultation with stakeholders and the public at large is a key element in this
Study. It is expected that the consultant will solicit input from the community in
terms of current issues and needs, trends, future needs, partnership
arrangements, and potential strategies. The consultant will also receive
feedback on the interim and draft reports from the community.
In their proposal, the consultant is asked to propose the most appropriate,
effective, and efficient approach for soliciting public and stakeholder input in
keeping with the goals and objectives of this Study. The community consultation
process should aim to create buy-in without raising unrealistic expectations. At a
minimum, it is expected that the consultant will:
a) contact organized users of indoor recreation facilities through interviews,
surveys, and/or focus groups to identify/discuss issues and concerns;
b) contact key providers of indoor recreation facilities (e.g., school boards,
boards of management, etc.) to discuss usage levels, long-term availability,
partnership opportunities, etc.;
c) undertake a minimum of one public meeting/open house to solicit the input of
the community, with additional meetings as required.
In addition to the aforementioned requirements, the consultant in their proposal
submission may consider other consultation techniques that would benefit the
Study.
The Municipality will be responsible for advertising and providing space for the
public meetings, as well as providing stakeholder contact information. The
consultant will be responsible for the preparation of presentation materials,
facilitating the public sessions, and providing summaries of the sessions.
The consultant will also be required to organize, attend and facilitate meetings
with the department staff, as required, in order to gather input and feedback.
Additional meetings and/or discussions may be required with Municipal staff to
gather information or discuss issues/ideas.
One meeting will also be required with the General Purpose & Administration
Committee or Council to present the final report.
5.0 Deliverables
The consultant will prepare a draft report outlining the complete study findings.
Four (4) copies of the draft report will be submitted to the Municipality.
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REPORT CSD-02-05 - A TT ACHMENT #1
TERMS OF REFERENCE continued
Once final consultations are complete, the consultant will provide 15 (fifteen)
copies of the final repor:! in a "user-friendly" design. The final report (and any
interim reports) shall be provided in a printed version suitable for reproduction in
either black and white or coiour (if applicable).
It is expected that the final report will be ready for presentation to the General
Purpose and Administration Committee and/or Council in mid June 2005. The
consultant will be in attendance at these meetings to make a presentation of the
Study.
6.0 Project Administration
The Municipality's Project Manager for this Study is Mr. George Acorn, Facilities
Manager in the Community Services Department who will be the primary contact
for the consultant throughout the project and will be responsible for
administration of the contract.
Key Municipal staff will be available to provide input and feedback to the
consultant throughout the process. Meetings with applicable staff will be
scheduled as required.
7.0 Timing
As indicated in Section 5.0 of this Terms of Reference, the project is expected to
be finalized and presented in mid June 2005.
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