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01/06/2014
clarl'ongton Leading the Way GENERAL PURPOSE AND ADMINISTRATION COMMITTEE DATE: January 6, 2014 TIME: 9:30 A.M. PLACE: COUNCIL CHAMBERS AUDIO RECORD: The Municipality of Clarington makes an audio record of General Purpose and Administration Committee meetings. If you make a delegation/presentation to a General Purpose and Administration Committee meeting, the Municipality will be audio recording you and will make the recording public by publishing the recording on the Municipality's website. 1. MEETING CALLED TO ORDER 2. DISCLOSURES OF PECUNIARY INTEREST 3. ANNOUNCEMENTS 4. ADOPTION OF MINUTES OF PREVIOUS MEETING(S) -(a) Minutes of a Regular Meeting of December 9, 2013 4-1 (b) Minutes of a Special Meeting of December 10, 2013 4-28 5. PUBLIC MEETINGS (a) Applications for Proposed Zoning By-law Amendment and Draft Plan of 5-1 Condominium Applicant: H & H Properties Inc. Report: PSD-001-14 (b) Applications for Proposed Zoning By-law Amendment 5-3 Applicant: Brookfield Homes (Ontario Limited) Report: PSD-002-14 6. DELEGATIONS (Draft List at Time of Publication —To be Replaced with Final 6-1 List) (a) Bill Peel Regarding the Possible Clarington Older Adults Association Space at the Courtice Community Complex CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T 905-623-3379 G.P. &A. Agenda - 2 - January 6, 2014 7. PRESENTATIONS (a) Todd Brown, Todd Brown, President/Principal Planner, Monteith Brown Planning Consultants, Regarding Expansion of Library Services for the Courtice Community Final Report (b) Ted Watson, Chair of the Agriculture Advisory Committee Regarding the 2013 Accomplishments of the Agricultural Advisory Committee of Clarington 8. PLANNING SERVICES DEPARTMENT (a) PSD-001-14 Applications for Rezoning and for Draft Plan of 8-1 Condominium to Permit a 79 Unit Medium Density Residential Development Applicant: H&H Properties Inc. (b) PSD-002-14 Application for Rezoning to Extend the Maximum Three (3) 8-12 Year Period for a Temporary New Home Sales Facility (c) PSD-003-14 Heritage Incentive Grant 8-19 2013 Program Update (d) PSD-004-14 Community Improvement Annual Report for 2013 8-24 Orono, Bowmanville, Newcastle and Courtice (e) PSD-005-14 Environmental Stewardship 8-31 2012 Program Update 9. ENGINEERING SERVICES DEPARTMENT No Reports 10. OPERATIONS DEPARTMENT No Reports I 11: EMERGENCY AND FIRE SERVICES DEPARTMENT No Reports 12. COMMUNITY SERVICES DEPARTMENT (a) CSD-001-14 Courtice Community Complex—Vacated Lease Space 12-1 G.P. &A. Agenda - 3 - January'6, 2014 13. MUNICIPAL CLERK'S DEPARTMENT (a) CLD-001-14 Regional Council Representation —Town of Ajax Petition 13-1 14. CORPORATE SERVICES DEPARTMENT No Reports 15. FINANCE DEPARTMENT No Reports 16. SOLICITOR'S DEPARTMENT (a) LGL-001-14 Assumption and Dedication Various Road Widenings 16-1 Throughout the Municipality of Clarington 17. CHIEF ADMINISTRATIVE OFFICE No Reports 18. UNFINISHED BUSINESS (a) Addendum Clarington Volunteer Celebration Program 18-1 to CLD-026-13 19. OTHER BUSINESS 20. COMMUNICATIONS None 21. CONFIDENTIAL REPORTS No Reports 22. ADJOURNMENT Clarin�ton Leading the Way General Purpose and Administration Committee Minutes December 9, 2013 Minutes of a meeting of the General Purpose and Administration Committee held on Monday, December 9, 2013 at 9:30 a.m. in the Council Chambers. ROLL CALL Present Were: Mayor A. Foster Councillor R. Hooper Councillor M. Novak Councillor J. Neal Councillor W. Partner Councillor C. Traill (until 2:49 p.m.) Councillor W. Woo Also Present: Chief Administrative Officer, F. Wu Municipal Solicitor, A. Allison Director of Engineering Services, T. Cannella Director of Community Services, J. Caruana Director of Planning Services, D. Crome Director of Operations, F. Horvath Director of Corporate Services & Human Resources, M. Marano Director of Finance/Treasurer, N. Taylor Director of Emergency & Fire Services, G. Weir Deputy Clerk, A. Greentree Committee Coordinator, J. Gallagher Mayor Foster chaired this portion of the meeting. DISCLOSURES OF PECUNIARY INTEREST Councillor Hooper declared a pecuniary interest in Report PSD-075-13, regarding Applications for an Official Plan Amendment and Rezoning to Permit a Drive-Through Restaurant, a Restaurant, a Bank with a Drive-Through and Two Office Buildings, One with Ground Floor Retail and Restaurant Uses. Later in the meeting, Councillor Neal declared a pecuniary interest in Report LGL-012-13 regarding the Forced Road —4826 Concession Road 6, Newtonville. - 1 - 4-1 General Purpose and Administration Committee Minutes December 9, 2013 ANNOUNCEMENTS Councillor Woo announced the following upcoming events: • Clarington Public Library's "Make an Ornament" on Wednesday, December 11, 2013 between 10:30 a.m. to 11:30 a.m. at the Newcastle Branch. • Clarington Toro AAA Zone Day will be hosting the South Central Coyotes on Saturday, December 14, 2013 at the Garnet B. Rickard Recreation Complex. • Bowmanville Zoo's Animal's Gift event on December 14, 15, 21, 22, 28, and 29. • Two vigils on Saturday, December 7, 2013 and Sunday, December 8, 2013 in honour of Limba the Elephant. Councillor Hooper announced the following events: • Clarington Older Adult Association's Christmas Luncheon on Wednesday, December 11, 2013. • Hampton Breakfast with Santa on Saturday, December 14, 2013 at the Hampton Community Hall. • Clarington Older Adult Association's Christmas Concert on Thursday, December 12, 2013 at the Beech Centre. • Bowmanville Annual Tree Lighting Ceremony on Friday, December 6, 2013. • Donation from Republic Live of$10,000 to the Bowmanville Hospital Foundation. Councillor Novak announced the following upcoming events: • Big Brothers Big Sisters Night with the Clarington Eagles on Sunday, December 8, 2013. • Courtice Lions Club's Annual Free Kids Skate with Santa, Craft and Bake Sale on Sunday, December 8, 2013 at the South Courtice Arena. • Memorial held for Limba, the Elephant, on Sunday, December 8, 2013. Councillor Partner announced the following: • Open House at the Gift of Art on Monday, December 9, 2013 between 6:00 p.m. to 8:00 p.m. in Newcastle. • 172 Clarington Air Cadet Squadron Mess Dinner and Dance on Saturday, December 14, 2013 at the Newcastle Community Hall. • St. Saviours Anglican Church's Two Day Bake Sale on Saturday, December 14, 2013 and Sunday, December 15,2013 in the Church Hall in Orono. Orono Town Hall will be hosting "Elvis, a Tribute to the King. Rocking" on New Year's Eve. - 2 - 4-2 General Purpose and Administration Committee Minutes December 9, 2013 • Nominations are open for Ontario's Outstanding Young Farmer for 2014 and must be received by December 15th, 2013. The forms can be downloaded from www.oyfontario.ca Mayor Foster announced the following events: • Clarington Board of Trade Open House on Tuesday, December 10, 2013 from 7:30 a.m. to 9:00 a.m.at their offices in Bowmanville. • Clarington Board of Trade's Simply Social on Thursday, December 12, 2013 from 5:00 p.m. to 7:00 p.m. • Special General Purpose and Administration Committee budget workshop on Tuesday, December 10, 2013 at 9:30 a.m. at the Solina Community Hall. • Grand Opening of the Fish Ladder Project on-site on December 16, 2013, at 2:00 p.m. • Faith United Church's Christmas Concert on Sunday, December 15, 2013 from 3:00 p.m. to 5:00 p.m. on Nash Road in Courtice. • Municipality of Clarington's United Way Committee's Auction ends at 2:00 p.m. on Thursday, December 12, 2013. • Bowmanville Annual Tree Lighting Ceremony on Friday, December 6, 2013. • Memorial held for Limba, the Elephant, on Sunday, December 8, 2013. MINUTES Resolution #GPA-571-13 Moved by Councillor Hooper, seconded by Councillor Novak THAT the minutes of the regular meeting of the General Purpose and Administration Committee held on November 25, 2013, be approved. CARRIED Councillor Woo chaired this portion of the meeting. PUBLIC MEETING (a) . Subject: Applications for Proposed Draft Plan of Subdivision, Official Plan Amendment and Zoning By-law Amendment Applicant: Port Darlington Land Corporation Report: PSD-073-13 Anne Taylor Scott, Planner, made a verbal and electronic presentation to the Committee regarding the application. - 3 - 4-3 General Purpose and Administration Committee Minutes December 9, 2013 Don Wilkinson, local resident of 30 years, spoke in opposition to the application. Mr. Wilkinson stated that he is very aware of the geographical grade of the land. Mr. Wilkinson's concern is fire safety, in recognition of the "hole in the wall" location. He is concerned that the ladder trucks cannot pass through the location. Mr. Wilkinson also expressed concern regarding potential derailments. He informed the Committee that he has observed, in the past 30 years, two derailments on top of the "hole in the wall' railway crossing. Mr. Wilkinson informed the Committee that recent news indicates that there is approximately one derailment every day in Canada. His railway concerns stem from the grade of the railway crossing. Mr. Wilkinson requested that the Committee recommend to Council and Staff that this matter be referred to a railway safety expert regarding the grade, condition of the tracks and why there have been derailments in the area in the past. He stated that he is concerned with the West Development sewage capacity leapfrogging ahead of other developments. Al Mellor, local resident of four years, spoke in opposition to the application. Mr. Mellor stated that he was present on behalf of some of the other residents. He asked which road will be used to access the construction site. Mr. Mellor also asked the Committee or applicant to confirm the location of the parkette. Further, he asked to be informed of the timeframe for construction and sales and if there will be an opportunity to meet with the builder at a later date. No one spoke in support of the application. Kelvin Whalen, Kaitlin Corporation and Port Darlington Corporation, the applicant, was present to answer questions from the Committee. He confirmed that a noise study will form part of the application process. Mr. Whalen also confirmed that there are three points of access to the site. He confirmed that the plan is to build the homes as they are sold. Mr. Whalen informed the Committee that the parkette was not eliminated but it was moved to the south side of the subject lands. He informed the Committee that there is a planned future grade separation for the railway crossing, as part of the development charges plan. (b) Subject: Applications for Proposed Official Plan Amendment and Zoning By-law Amendment Applicant: Republic Live Inc. Report: PSD-074-13 Anne Taylor Scott, Planner, made a verbal and electronic presentation to the Committee regarding the application. Mark Osborn, local resident, spoke in opposition to the application. He stated that he had purchased his property in late August, 2013. Mr. Osborn informed the Committee that he had received a package of information including previous meeting minutes and arial photos of the previous Boots & Hearts Concert. He informed the Committee that - 4 - 4-4 General Purpose.and Administration Committee Minutes December 9, 2013 he stores a large quantity of firewood on his unfenced property. Mr. Osborn asked that the applicant erect a temporary fence on three sides of his property to stop concert goers and campers from accessing his property. He noted that his wife will need unencumbered access to the road to attend her place of work throughout the event. Mr. Osborn informed the Committee that he will inform them of any issues during the 2014 Concert. While he doesn't anticipate an issue in camping for the Boots & Hearts Concert, he would be concerned if camping was regularly allowed on an ongoing basis for many events. Rob Whitehead, local resident of 13 years, spoke in opposition to the application. He noted that he owns three road frontages as part of his 65 acres. Mr. Whitehead informed the Committee that he has 30 photos from the 2013 Boots & Hearts Concert. He stated that he was greatly inconvenienced by the high number of cars parked around his house. .Mr. Whitehead informed the Committee that it took 2 Y hours to get out of the area. He stated that his cell phone reception was shut down due to the event and that this may have impeded the ability to access emergency services. Mr. Whitehead informed the Committee that cars were parked on the road near his property for 8-10 hours. He witnessed concert goers defecating; urinating; turning around in the driveway; looking for firewood, fuel and refreshments. Mr. Whitehead informed the Committee that the various issues he encountered, including garbage, traffic and safety. Mr. Whitehead suggested that there should be more meetings with the residents. He added that, when he moved to the area, he knew there was going to be cars and racing, but the concert is a different dynamic with increased crowds. Mr. Whitehead asked to be included in future meetings on the matter. Leslie Kerrigan, local resident, spoke in opposition to the application. She was also speaking on behalf of her husband, Ken Kerrigan. She stated that she was concerned with the impact of the proposed land use on the Oak Ridges Moraine. Mrs. Kerrigan explained that the commercial use of"concerts" is not conducive with the Oak Ridges Moraine Conservation Act, which restricts camping to "light walk-in camping". She stated that she is very concerned about the poor management of the 2013 concert which resulted in inadequate washroom facilities, insufficient garbage pickup, public intoxication, drunk driving, and insufficient staff. Mrs. Kerrigan explained that allowing the concert to continue without increasing safety and improvement management is putting the municipality in a potential liability situation. She stated that Council is responsible for keeping the concert goers and residents safe. Mrs. Kerrigan stated that, as a resident, the concert experience has caused her to feel like she is has been abandoned by Council. She asked Council to stand up to the concert promoters to stop public intoxication, drinking and driving, excess garbage, and putting citizens/concert goers at risk. Mrs. Kerrigan reminded the Committee of the July meeting where the camping was relocated. She stated that she was not impressed with the results of the relocated. Mrs. Kerrigan informed the Committee that they had purchased their property when the Canadian Tire Motorsport Park (CTMP)was not as active. She noted - 5 - 4-5 General Purpose and Administration Committee Minutes December 9, 2013 that the CTMP land was a special planning node surrounded by protected lands. Mrs. Kerrigan asked why the new owners of CTMP were not made aware of the restrictions on the surrounding lands. She stated that she felt that "Buyer be Aware" should be applied to everyone. She concluded by restating that she feels abandoned by Council. RECESS Resolution #GPA-572-13 Moved by Councillor Neal, seconded by Councillor Hooper THAT the Committee recess for 5 minutes. CARRIED The meeting reconvened at 11:39 a.m. Susan Lloyd Swail, Principal, Planit Connections Consulting Services Inc., on behalf of her clients, Mr. & Mrs. Kerrigan, spoke in opposition to the application, She made a verbal and electronic presentation to the Committee. Ms. Lloyd Swail reviewed her understanding of the proposed land use. She stated that her three key concerns are the lack of conformity with the Oak Ridges Moraine Conservation Plan (ORMCP), intensity of use/compatibility, and the management of the event. Ms. Lloyd Swail explained that the objectives of the ORMCP are conservation based, and that the Plan is prescriptive. She noted that the proposed use is not included in the Plan and questioned whether a municipality can make a site specific exemption to a Provincial Plan. Ms. Lloyd Swail suggested that the 2015 review of the Plan is an appropriate time to review the proposed land use under Section 37 of the ORMCP. She questioned whether this type of proposed use is in the ORMCP. Ms. Lloyd Swail suggested that the density of the proposed use is more suited to the Places to Grow Growth Plan. She stated that she is concerned that the applicant completed a scoped Natural Heritage Evaluation instead of a complete detailed Natural Heritage Evaluation. As a result of the scoped evaluation, Ms. Lloyd Swail contended that the document only includes the possibility of two events per year and does not take into account the intensity of the use or the impacts of the use. She also outlined the following management related issues: underage drinking, traffic management, security, public health (sanitation issues), impact on rural residential neighbours, peace and quiet enjoyment of properties, lack of consultation, and density. Ms. Lloyd Swail provided the Committee with a comparison of management practices for music festivals. She identified several management issues to be addressed should the applications be approved. - 6 - 4-6 General Purpose and Administration Committee Minutes December 9, 2013 SUSPEND THE RULES Resolution #GPA-573-13 Moved by Councillor Neal, seconded by Councillor Partner THAT the Rules of Procedure be suspended to allow Ms. Swail to speak for an additional two minutes. CARRIED Ms. Lloyd Swail concluded by summarizing her three main issues with the proposed use. Kevin Anyan, owner of King's Court Catering, spoke in support of the application. He stated that it shows great foresight to allow temporary camping on the proposed site. Mr. Anyan stated that there is a separation of land use and management of an event. He suggested that, even if Boots & Hearts does not return, the approval of this land use will allow for other types of events. Mr. Anyan informed the Committee that CTMP has invested more locally than any other private business east of Canada's Wonderland. He stated that Boots & Hearts pays a premium for the use of the track. Mr. Anyan stated that, if we continue to put limitations on events at CTMP, it will affect future community investment and revenue at CTMP. He stated that, although there are management concerns, these should not be tied to the land use. Brad Black, owner of Black Water Supply and Black's Ice, spoke in support of the application. He stated that he has been in business for 23 years. Mr. Black informed the Committee that Boots & Hearts has had the largest financial impact on the local area than he has ever seen. He noted that he did not have the ice contract for the Boots & Hearts concert. Mr. Black informed the Committee that his business increased 3-4 times as a result of his customer's increased business during the concert period. He stated that it is the largest weekend of the year for the Bowmanville Restaurant. Mr. Black noted that there was a large number of local residents attending the concert. Mr. Black informed the Committee that he did not witness traffic problems on Highway 57 the several times that he was travelling to and from the park. He added that he did notice a large police presence. Mr. Black concluded by reminding the Committee that the economic impact is very positive for Clarington. Valerie Cranmer, on behalf of Republic Live, and Gary Papin, from Stantec, were present to answer questions from the Committee. Mr. Papin confirmed that the goal is to try to disperse the traffic and provide a larger number of access points for the concert. Ms. Cranmer stated that it is her opinion that the application is consistent with the Provincial Policy Statement, ORMCP, and the Durham Region Official Plan. She confirmed that the applicant will be making a site plan application and a detailed traffic management plan for the 2014 concert. Mr. Papin confirmed that the schedule needs to - 7 - 4-7 General Purpose and Administration Committee Minutes December 9, 2013 be added to the traffic management plan and is subject to more discussions and negotiations. Shannon McNevan, on behalf of the applicant, was present to address the concerns raised by the public. Mr. McNevan stated that he had reached out to the neighbours. He added that 40 people attended the public meeting in May, 2013 but Mr. Whitehead and Mr. & Mrs. Kerrigan were not present at that meeting. He clarified that the traffic management plan is a work in progress. Mr. McNevan informed the Committee that there were over 500 port-a-potties and six showers at the 2013 event. He stated that there was an average of approximately 3.4 persons on the campsites. Mr. McNevan informed the Committee that he is not an expert on concerts yet, but he is surrounding himself with experts. He announced that the gates, parking and camping personnel will be different in 2014 and managed by experts in the field. Mr. McNevan concluded that the event will be better managed next year as a result of hiring these experts. RECESS Resolution #GPA-574-13 Moved by Councillor Partner, seconded by Councillor Trail[ THAT the Committee recess for one hour. CARRIED The meeting reconvened at 2:04 p.m. (c) Subject: Applications for Proposed Official Plan Amendment and Zoning By-law Amendment Applicant: 668390 Ontario Limited (Kaitlin Corporation) Report: PSD-075-13. Councillor Hooper declared a pecuniary interest in Report PSD-075-13, regarding Applications for an Official Plan Amendment and Rezoning to Permit a Drive-Through Restaurant, a Restaurant, a Bank with a Drive-Through and Two Office Buildings, One with Ground Floor Retail and Restaurant Uses, as the retail space could impact downtown Bowmanville where he owns property. Councillor Hooper left the room and refrained from discussion and voting on this matter. Ruth Porras, Senior Planner, made a verbal and electronic presentation to the Committee regarding the application. - 8 - 4-8 General Purpose and Administration Committee Minutes December 9, 2013 Ornella Richichi, Executive Vice President, Land Development, for SmartCentres, on behalf of Bowmanville Shopping Centres, spoke in opposition to the application. Ms. Richichi provided the Committee with background regarding the Bowmanville Shopping Centres. She noted that the lengthy approvals process and planning restrictions have slowed the development of the Bowmanville Shopping Centres. Ms. Richichi asked that all commercial development, within the Bowmanville West development area, be treated in a consistent manner. She explained that there is a currently a limit of two banking institutions allowed and that this proposal seeks a third. Ms. Richichi concurred that there is a demand for additional banking institutions in the area and SmartCentres has tried, over the years, to lift the restriction, but to no avail. She asked that the banking restriction be lifted for the entire Bowmanville West commercial area (rather than site specific) so that all developments are treated equally. Ms. Richichi explained that the unit sizes have been restricted in the Bowmanville Shopping Centres development, which has hindered their ability to lease remaining units in the Centre. She noted that the Bowmanville West development does not contain the same development criteria and restrictions. Beth Kelly, Valiant Rental Properties, owners of plazas near the subject property, spoke in opposition to the application. She stated that she is concerned about the addition of more financial institutions in the area, which is over and above the allowances by the Zoning By-law. Ms. Kelly explained that an increase in banking institutions would create too much competition for banking. She added that she is also concerned about the increasing number of restaurants in the same area. Ms. Kelly explained that it is becoming difficult to make deals with larger tenants. She is concerned and nervous with the number of restaurants and their viability. No one spoke in support of the application. Tony Biglieri, Planning Consultant, Biglieri Group, on behalf of the applicant, was present to answer questions from the Committee. Mr. Biglieri explained that the planning studies show that walking traffic will be higher for this development than other similar developments in the area. Councillor Hooper returned to the meeting. Councillor Novak chaired this portion of the meeting. (d) Subject: Future Highway Closing — Unopened Road Allowances Situated in Lot 17, Concession 5 Report: EGD-040-13 No one spoke in opposition to or in support of the application. - 9 - 4-9 General Purpose and Administration Committee Minutes December 9, 2013 Mayor Foster chaired this portion of the meeting. DELEGATIONS DELEGATION OF SHEILA HALL, EXECUTIVE DIRECTOR, AND RON ROBINSON, PRESIDENT, CLARINGTON BOARD OF TRADE, REGARDING AN ECONOMIC UPDATE Ron Robinson, President, Clarington Board of Trade (CBOT), was present regarding an Economic Update. Mr. Robinson thanked the Municipality for their work on the Lake Road Extension Project. He noted that the CBOT is working with an agent for the property to look at a new program being delivered through the Ministry of Economic Development, Trade and Employment to explore having the site certified in their new site certification program. Mr. Robinson explained that the benefit of certification is that the Province will actively market certified properties. He suggested that this project could spur an economic development fund. Mr. Robinson noted that the 5t" Annual Energy Summit and the Familiarization Tour were both successful. He informed the Committee that Atlantic Nuclear has decided to locate at 1100 Bennett Road, bringing 25 new employees to the area in January. Mr. Robinson informed the Committee that Stuttering Johns BBQ will be locating to the Hilltop location in Courtice. He added that the CBOT is working with a new enterprise partner to occupy the basement portion of the Hilltop building. Mr. Robinson informed the Committee that the CBOT is working with Clarington's youth who are embracing innovation. He explained that the CBOT is helping guide them to make their businesses a success. Mr. Robinson informed the Committee that the CBOT is working on a new promotional video, highlighting local industry, which is to be launched at the Annual General Meeting in April, 2014. He stated that the CBOT has initiated meetings with the joint Chambers of Commerce of Durham to bring the impact of rising energy prices on local businesses to the Province. Mr. Robinson informed the Committee that the CBOT has hosted representatives from the Ministry of Agriculture to tour Clarington's assets with a goal to bringing Clarington to the top of mind when the Ministry is working with their clients. He added that the CBOT made a similar presentation to the field staff of Ministry of Economic Development, Trade and Employment, in Toronto. Sheila Hall answered questions from the Committee. Councillor Traill left the meeting at 2:49 p.m. - 10 - 4-10 General Purpose and Administration Committee Minutes December 9, 2013 DELEGATION OF TIM JOHNSTON REGARDING REPORT CSD-010-13 — CLARINGTON FITNESS CENTRE — PROPOSED RENOVATION Tim Johnston was present regarding Report CSD-010-13 — Clarington Fitness Centre— Proposed Renovation. He made a verbal presentation to accompany an electronic presentation. Mr. Johnston explained that he is concerned that Report CSD-010-13 does not reflect the accurate number of squash members. He provided the Committee with background information on squash playing in Clarington. Mr. Johnston asked for details on the usage of the squash court and the costs of an additional squash court. He concluded by urging the Committee to consider adding an additional squash court as part of the proposed renovations to the Clarington Fitness Centre. DELEGATION OF JO-ANN AND PETER MIAN REGARDING REPORT LGL-012-13 FORCED ROAD —4826 CONCESSION ROAD 6, NEWTONVILLE Councillor Neal declared a pecuniary interest in Report LGL-012-13 regarding the Forced Road —4826 Concession Road 6, Newtonville because he has a former client who resides in the area. Councillor Neal left the room and refrained from discussion and voting on this matter. Jo-Ann and Peter Mian were present regarding Report LGL-012-13 Forced Road — 4826 Concession Road 6, Newtonville. Mr. Mian asked for confirmation that the , correspondence requesting postponement of the matter to January, 2014 has been received. DELEGATION OF SHEILA HALL, EXECUTIVE DIRECTOR, AND RON ROBINSON, PRESIDENT, CLARINGTON BOARD OF TRADE, REGARDING AN ECONOMIC UPDATE - Continued Resolution #GPA-575-13 Moved by Councillor Novak, seconded by Councillor Hooper THAT the delegation of Sheila Hall and Ron Robinson, regarding an Economic Update, be received with thanks. CARRIED Councillor Neal returned to the meeting. - 11 - 4-11 General Purpose and Administration Committee Minutes December 9, 2013 PRESENTATIONS PRESENTATION OF DENNY BRYAN, PRINCIPAL, BARRY BRYAN ASSOCIATIONS (1991) LIMITED, REGARDING REPORT CSD-010-13, CLARINGTON FITNESS CENTRE — PROPOSED RENOVATION Denny Bryan, Principal, Barry Bryan Associations (1991) Limited, was present regarding Report CSD-010-13, Clarington Fitness Centre — Proposed Renovation. He made a verbal presentation to accompany an electronic presentation. Mr. Bryan provided the Committee with a background on the process of developing plans for the proposed renovation. He explained the project objectives, challenges, and restraints. Mr. Bryan explained that the various options have been developed with input from staff, interest groups/users and the public, while addressing various priorities at different costs. He noted that the next step is to obtain Council approval of a preferred scheme, followed by final designs, the tender, and the plan to complete constructions to minimize recreation downtime. Councillor Partner left the meeting at 3:55 p.m. Councillor Woo chaired this portion of the meeting. PLANNING SERVICES DEPARTMENT APPLICATIONS TO AMEND THE CLARINGTON OFFICIAL PLAN AND ZONING BY-LAW FOR A DRAFT PLAN OF SUBDIVISION TO ALLOW FOR DEVELOPMENT OF 253 RESIDENTIAL LOTS APPLICANT: PORT DARLINGTON LAND CORPORATION Resolution #GPA-576-13 Moved by Councillor Hooper, seconded by Mayor Foster THAT Report PSD-073-13 be received; THAT the applications to amend the Clarington Official Plan (COPA 2013-0002) and Zoning By-law (ZBA 2013-0028) and for a proposed Draft Plan of Subdivision (S-C-2013-002), submitted by Port Darlington Land Corporation, continue to be processed and that a subsequent report be prepared; and THAT all interested parties listed in Report PSD-073-13 and any delegations be advised of Council's decision. CARRIED Councillor Partner returned to the meeting at 3:59 p.m. - 12 - 4-12 General Purpose and Administration Committee Minutes December 9, 2013 AN APPLICATION FOR A CLARINGTON OFFICIAL PLAN AMENDMENT AND REZONING TO ALLOW CAMPING ON LANDS ADJACENT TO CANADIAN TIRE MOTORSPORT PARK APPLICANT: REPUBLIC LIVE INC. Resolution #GPA-577-13 Moved by Councillor Novak, seconded by Mayor Foster THAT Report PSD-074-13 be received; THAT the applications to amend the Clarington Official Plan and Zoning By-law submitted by Republic Live Inc., to allow camping and ancillary uses, continue to be processed and that a subsequent report be prepared; and THAT all interested parties listed in Report PSD-074-13 and any delegations be advised of Council's decision. CARRIED AS AMENDED (See following motion) Resolution #GPA-578-13 Moved by Councillor Neal, seconded by Councillor Partner THAT the foregoing Resolution #GPA-577-13 be amended by adding the following the second paragraph: "THAT Report PSD-074-13 be forwarded to both the Agricultural Advisory Committee of Clarington and the Sustainable Clarington Community Advisory Committee for comment." CARRIED The foregoing Resolution #GPA-577-13 was then put to a vote and carried as amended. - 13 - 4-13 General Purpose and Administration Committee Minutes December 9, 2013 APPLICATIONS FOR AN OFFICIAL PLAN AMENDMENT AND REZONING TO PERMIT A DRIVE-THROUGH RESTAURANT, A RESTAURANT, A BANK WITH A DRIVE-THROUGH AND TWO OFFICE BUILDINGS, ONE WITH GROUND FLOOR RETAIL AND RESTAURANT USES APPLICANT: 668390 ONTARIO LTD. (KAITLIN CORPORATION) Councillor Hooper declared a pecuniary interest in Report PSD-075-13, regarding Applications for an Official Plan Amendment and Rezoning to Permit a Drive-Through Restaurant, a Restaurant, a Bank with a Drive-Through and Two Office Buildings, One with Ground Floor Retail and Restaurant Uses, as the retail space could impact downtown Bowmanville where he owns property. Councillor Hooper left the room and refrained from discussion and voting on this matter. Resolution #GPA-579-13 Moved by Mayor Foster, seconded by Councillor Neal THAT Report PSD-075-13 be received; THAT the applications to amend the Clarington Official Plan and Zoning By-law 84-63, submitted by 668390 Ontario Ltd. (Kaitlin Corporation) to permit a drive-through restaurant, a restaurant, a bank with a drive-through and two office buildings, one with ground floor retail and restaurant uses continue to be processed; and THAT all interested parties listed in Report PSD-075-13 and any delegations be advised of Council's decision. CARRIED Councillor Hooper returned to the meeting. Councillor Novak chaired this portion of the meeting. ENGINEERING SERVICES DEPARTMENT PROPOSAL TO CLOSE AND CONVEY TWO ADJOINING RIGHT-OF-WAYS SITUATED IN LOT 17 CONCESSION 5, FORMER TOWNSHIP OF DARLINGTON (HAMPTON) Resolution #GPA-580-13 Moved by Councillor Hooper, seconded by Councillor Neal THAT Report EGD-040-13 be received; - 14 - 4-14 General Purpose and Administration Committee Minutes December 9, 2013 THAT the applicant pay all advertising, legal, appraisal and $31,421 in land costs associated with this transaction; THAT Council pass the by-law attached to Report EGD-040-13 to close and convey two adjoining unopen right-of-ways being two lanes created by Plan H50066 and Plan H50067 situated in Lot 17, Concession 5, former Darlington Township (Hampton) to 562503 Ontario Limited; and THAT 562503 Ontario Limited and Honey Harbour Estates Ltd. and any interested party be notified of Council's decision. CARRIED OPERATIONS DEPARTMENT There were no reports to be considered under this section of the Agenda. Councillor Hooper chaired this portion of the meeting. EMERGENCY AND FIRE SERVICES DEPARTMENT THIRD QUARTER ACTIVITY REPORT— 2013 Resolution #GPA-581-13 Moved by Mayor Foster, seconded by Councillor Novak THAT Report ESD-007-13 be received for information. CARRIED COMMUNITY SERVICES DEPARTMENT See Report under Unfinished Business Section of Agenda. Councillor Novak chaired this portion of the meeting. - 15 - 4-15 General Purpose and Administration Committee Minutes December 9, 2013 CLERK'S DEPARTMENT CLARINGTON'S VOLUNTEER RECOGNITION PROGRAM Resolution #GPA-582-13 Moved by Mayor Foster, seconded by Councillor Hooper THAT Report CLD-026-13, Clarington's Volunteer Recognition Program, be referred back to Staff to report back on costing for an Option 6, a volunteer celebration to be held every two years, with no awards, greetings, no guest speakers, and THAT recognition be accomplished through the volunteer yearbook and municipal website. CARRIED Mayor Foster chaired this portion of the meeting. APPOINTMENT TO CLARINGTON MUSEUMS AND ARCHIVES BOARD AND CLARINGTON ACCESSIBILITY ADVISORY COMMITTEE CLOSED SESSION Resolution #GPA-583-13 Moved by Councillor Partner, seconded by Councillor Novak THAT in accordance with Section 239 (2) of the Municipal Act, 2001, as amended, the meeting be closed for the purpose of discussing Report CLD-030-13 regarding a matter that deals with personal matters about an identifiable individual, including municipal or local board employees. CARRIED RISE AND REPORT The meeting resumed in open session at 4:44 p.m. with Mayor Foster in the Chair. Mayor Foster advised that one item was discussed in "closed" session in accordance with Section 239(2) of the Municipal Act, 2001 and no resolutions were passed. - 16 - 4-16 General Purpose and Administration Committee Minutes December 9, 2013 Resolution #GPA-584-13 Moved by Councillor Partner, seconded by Councillor Novak THAT Report CLD-030-13 be received; THAT Michelle Speelman-Viney be thanked for her contribution to the Clarington Museums and Archives Board; THAT Staff be directed to re-advertise for the vacancy on the Clarington Museums and Archives Board; THAT Jennifer Forde be thanked for her contribution to the Clarington Accessibility Advisory Committee; THAT Julie Michalejko-Earl be appointed to the Clarington Accessibility Advisory Committee for a term concurrent with the term of Council; and THAT all interested parties listed in Report CLD-030-13 be advised of Council's decision. CARRIED CORPORATE SERVICES DEPARTMENT There were no reports to be considered under this section of the Agenda. RECESS Resolution #GPA-585-13 Moved by Councillor Hooper, seconded by Councillor Woo THAT the Committee recess for 10 minutes. CARRIED The meeting reconvened at,5:10 p.m. - 17 - 4-17 General Purpose and Administration Committee Minutes December 9, 2013 FINANCE DEPARTMENT TIMING OF SOUTH BOWMANVILLE MULTI-USE FACILITY Resolution #GPA-586-13 Moved by Councillor Hooper, seconded by Councillor Partner THAT Report FND-018-13 be received for information. CARRIED DEVELOPMENT CHARGES ACTCONSULTATIONS Resolution #GPA-587-13 Moved by Councillor Novak, seconded by Councillor Woo THAT Report FND-019-13 be received; THAT Attachment "C" of Report FND-019-13 be endorsed as the Municipality of Clarington's comments with respect to the Ministry of Municipal Affairs and Housing consultations on the Development Charges Act, 1997, parkland dedication and Section 37 of the Planning Act density bonusing; THAT the Province of Ontario be requested to remove Section 5(1), paragraph 8 of the Development Charges Act, the step in "Determination of development charges" that requires municipalities to reduce their capital costs by 10%; THAT the Province of Ontario be requested to update Section 5(1), paragraph 4, which provides that the service levels development charges are based on is an average service level for the previous ten years, with more permissive language whereby municipalities may apply development charges in ways that best suit their local growth- related needs and priorities; THAT the Province of Ontario be requested to eliminate Section 2(4), "Ineligible services," so that all services are eligible for development charges; THAT the legislation be clearly structured to permit the gross population to be used in determining the allowable funding envelopes for development charges calculations; - 18 - 4-18 General Purpose and Administration Committee Minutes December 9, 2013 THAT the Development Charges Act be structured to promote the implementation of the Growth Plan for the Greater Golden Horseshoe, specifically to facilitate improved transit infrastructure across the entire Greater Golden Horseshoe, to encourage intensification and to minimize future expansions of the urban boundary; THAT no changes be made to the cash-in-lieu of parkland provisions of the Planning Act; and THAT a copy of Report FND-019-13, including Attachment "C" of Report FND-019-13 be copied to the Association of Municipalities of Ontario, Municipal Finance Officers Association, the Ministry of Municipal Affairs and Housing, John O'Toole, M.P.P. Member for Durham, and the Region of Durham. CARRIED ASSET MANAGEMENT PLAN — ROADS AND BRIDGES Resolution #GPA-588-13 Moved by Councillor Novak, seconded by Councillor Hooper THAT Report FND-020-13 be received; THAT the Asset Management Plan for the Municipality of Clarington, Attachment "A" of Report FND-020-13, be adopted as Clarington's Asset Management Plan for Roads and Bridges to comply with the requirements of the Small Rural and Northern Municipal Infrastructure Fund — Capital Program; and THAT a copy of Report FND-020-13, including Attachment "A" of Report FND-020-13, be forwarded to the Ministry of Rural Affairs, to comply with the grant application guidelines and to the Ministry of Municipal Affairs and Housing, Municipal Finance Branch. CARRIED - 19 - 4-19 General Purpose and Administration Committee Minutes December 9, 2013 SOLICITOR'S DEPARTMENT FORCED ROAD - 4826 CONCESSION ROAD 6, NEWTONVILLE Councillor Neal declared a pecuniary interest in Report LGL-012-13 regarding the Forced Road —4826 Concession Road 6, Newtonville because he has a former client who resides in the area. Councillor Neal left the room and refrained from discussion and voting on this matter. Resolution #GPA-589-13 Moved by Councillor Partner, seconded by Councillor Woo THAT Jo-Ann and Peter Mian be instructed to remove the stop sign located at the end of their driveway; and THAT Staff advise Jo-Ann and Peter Mian that no action will be taken in response to any of the options that they have presented to Council. CARRIED Councillor Neal returned to the meeting. CHIEF ADMINISTRATIVE OFFICER SUSTAINABILITY CLARINGTON COMMUNITY ADVISORY COMMITTEE RECOMMENDATION #1 FOLLOW-UP Resolution #GPA-590-13 Moved by Councillor Woo, seconded by Councillor Hooper THAT Report CAO-011-13 be received for information. CARRIED - 20 - 4-20 General Purpose and Administration Committee Minutes December 9, 2013 UNFINISHED BUSINESS CLARINGTON FITNESS CENTRE — PROPOSED RENOVATION Resolution #GPA-591-13 Moved by Councillor Woo, seconded by Councillor Hooper THAT Report CSD-010-13 be received; THAT Council approve the Basic Amenities Option at a preliminary construction budget of$2,850,000; THAT Staff be instructed to request that the consultant provide costing for construction of an additional squash court; THAT the growth related portion be financed from the Municipal Capital Works Reserve Fund in the amount of$508,000; THAT the balance of financing of$2,342,000 is recommended to be financed from the following sources: Community Services Capital Reserve Fund $48,000 (unspent 2013 design budget) Community Services Capital Reserve Fund $400,000 Community Services Building Refurbishment Reserve Fund $200,000 Impact/Escrow Reserve Fund $600,000 Municipal Government Enterprise Reserve Fund $500,000, and General Municipal Purposes Reserve Fund $594,000; THAT to the extent possible in the future, the financing of $508,000 from the Municipal Capital Works Reserve Fund be repaid from future collections of the Indoor Recreation component of the Development Charges; and THAT all interested parties listed in the report be advised of Council's decision. CARRIED - 21 - 4-21 General Purpose and Administration Committee Minutes December 9, 2013 NOISE FENCE FOR LOTS ON WEST SIDE OF VIVIAN DRIVE Resolution #GPA-592-13 Moved by Councillor Neal, seconded by Councillor Novak THAT Report PSD-072-13, regarding Noise Fence for Lots on West Side of Vivian Drive, be referred back to Staff to write to residents and inquire as to whether the residents were provided with a copy of a site plan, at the time of signing, showing the outdoor amenity area to be in the yard; and THAT Staff report back to the January 6, 2014 General Purpose and Administration Committee meeting. MOTION LOST LATER IN THE MEETING (See following motions) CLOSED SESSION Resolution #GPA-593-13 Moved by Councillor Novak, seconded by Councillor Neal THAT in accordance with Section 239 (2) of the Municipal Act, 2001, as amended, the meeting be closed for the purpose of discussing Report PSD-072-13, regarding Noise Fence for Lots on West Side of Vivian Drive, regarding a matter that deals with advice that is subject to solicitor-client privilege, including communications necessary for that purpose. CARRIED RISE AND REPORT The meeting resumed in open session at 6:26 p.m. with Mayor Foster in the Chair. Mayor Foster advised that one item was discussed in "closed" session in accordance with Section 239(2) of the Municipal Act, 2001 and no resolutions were passed. The foregoing Resolution #GPA-592-13 was then put to a vote and was lost. - 22 - 4-22 General Purpose and Administration Committee Minutes December 9, 2013 Resolution #GPA-594-13 Moved by Councillor Woo, seconded by Councillor Hooper THAT Report PSD-072-13 and Addendum to Report PSD-072-13 be received; and THAT all interested parties listed in Addendum to Report PSD-072-13 and any delegations be advised of Council's decision. CARRIED OTHER BUSINESS PROCLAIMING LIMBA, THE ELEPHANT, AS AN HONOURARY CITIZEN OF THE MUNICIIPALITY OF CLARINGTON AND NAMING A STREET `LIMBA WAY" Resolution #GPA-595-13 Moved by Councillor Woo, seconded by Councillor Partner WHEREAS the Bowmanville Zoo has been unanimously recognized by the Municipality of Clarington for their animal care and promotion and education of the animal kingdom and as a animal rescue facility; AND WHEREAS in 1989 the Bowmanville Zoo came into the possession of a rescued Asian elephant named Limba; AND WHEREAS Limba flourished through the loving care provided by Michael Hackenberger, Bowmanville Zoo Manager & Curator; Dr. Wendy Korver, Veterinarian and girlfriend to Limba; Robert Crawford, trainer, sidekick and trusted & loving friend; and Anne "Annie"Wilson, grandmother figure; AND WHEREAS Limba was a surrogate babysitter to Dirk and Kurt Hackenberger; AND WHEREAS Limba was a fixture in and around Bowmanville and it was not uncommon to see Umba strolling through downtown Bowmanville; AND WHEREAS Limba was a great*supporter and was present at such events as the Terry Fox Run, MS Walk, on the bridge during the Highway of Heroes honouring our fallen, Bowmanville Santa Claus Parade, and Valleys 2000 fundraiser; AND WHEREAS The Municipality of Clarington and people around the globe have embraced an elephant known as Limba; - 23 - 4-23 General Purpose and Administration Committee Minutes December 9, 2013 AND WHEREAS Limba made her home at the Bowmanville Zoological Park in the Municipality of Clarington for almost a quarter century; AND WHEREAS Limba was a shining example for all to see that the interaction between the animal kingdom and humans can be one of love and harmony and inclusiveness and acceptance; NOW THEREFORE BE IT RESOLVED THAT Limba be proclaimed as an Honourary Citizen of the Municipality of Clarington; THAT the Street Naming Policy of the Municipality of Clarington be waived to have an appropriate street within the Schickendanz Development be named Limba Way; and THAT the Hackenberger Family, Robert Crawford, Annie Wilson and the Bowmanville Zoological Family be informed of this proclamation. CARRIED HYDRO ONE TRANSFORMER SITE OFF OF TOWNLINE ROAD NORTH OF THE 7TH CONCESSION Resolution #GPA-596-13 Moved by Councillor Novak, seconded by Councillor Hooper WHEREAS in November 2012 Hydro One Networks Inc. submitted a Draft Environmental Study Report for the Clarington Transformer Station Project on the north west quadrant of Concession 7 and Townline Road; AND WHEREAS the Municipality and other commenting agencies found the ESR document to be lacking in rigour compared to other ESR's and supporting background information was not included in the documentation or available to the public; AND WHEREAS additional work by Hydro One has been required by the Ministry of Environment to address information gaps; AND WHEREAS the recently released Long-Term Energy.Plan "Achieving Balance" identifies that the Ontario Power Authority will give greater consideration to local priorities and acknowledges that the Clarington Transformer Station project is pending a decision from the Minister of Environment on whether an individual Environmental Assessment is required; - 24 - 4-24 General Purpose and Administration Committee Minutes December 9, 2013 NOW THEREFORE BE IT RESOLVED THAT the Municipality of Clarington request Hydro One Networks Inc. to provide funding to the Municipality to carry out a peer review as it is typical for development and site alteration on the Oak Ridges Moraine and a requirement of the Clarington Official Plan (policy 4.4.39); THAT the Minister of Environment be requested to "bump-up" the Clarington Transformer Station project to an individual Environmental Assessment, and THAT this resolution be circulated to John O'Toole, MPP, Durham Region, CLOCA, the CRC Source Water Protection Committee for support. CARRIED PROCESS TO FILL VACANCY ON SUSTAINABLE CLARINGTON COMMUNITY ADVISORY COMMITTEE Resolution #GPA-597-13 Moved by Councillor Hooper, seconded by Councillor Novak WHEREAS Neil Allin has regrettably resigned as a member of the Sustainable Clarington Community Advisory Committee; AND WHEREAS Mr. Allin's resignation leaves the Committee without the advantage of a key component of our community represented —the agricultural community— as the Committee embarks on its next stage of work that will see it develop goals and actions in each of the four spheres of sustainability (economic, environmental, social and cultural) to foster a community-wide culture of sustainability; AND WHEREAS the Committee will begin this goal setting work with a special facilitated meeting on January 23, 2014; AND WHEREAS Council does not have the advantage of other community members with an agricultural background having submitted interest in serving on this Committee when Council set up the Committee earlier this year; AND WHEREAS the Agricultural Advisory Committee of Clarington has served the Municipality and the community well and have deep knowledge of the agricultural community and its members; - 25 - 4-25 General Purpose and Administration Committee Minutes December 9, 2013 NOW THEREFORE BE IT RESOLVED THAT Council request the Agricultural Advisory Committee of Clarington to recommend to Council the names of persons who could serve on the Sustainable Clarington Community Advisory Committee to enable Council to select from these names a person to fill the vacancy on this Committee and for the Committee to have the advantage of the agricultural voice in time for its goal setting work starting later in January; and THAT a letter of thanks be sent to Neil Allin. CARRIED COURTICE COMMUNITY COMPLEX VACANT SPACE TO BE OFFERED TO CLARINGTON OLDER ADULTS ASSOCIATION Resolution #GPA-598-13 Moved by Councillor Neal, seconded by Councillor Partner THAT the vacant space located at the Courtice Community Complex be offered to the Clarington Older Adults Association. REFERRED TO STAFF (See following motion) Resolution #GPA-599-13 Moved by Councillor Hooper, seconded by Councillor Novak THAT the foregoing Resolution #GPA-598-13 be referred to Staff for a report to be considered at the January 6, 2014 General Purpose and Administration Committee meeting. CARRIED COMMUNICATIONS There were no items considered under this section of the Agenda. - 26 - 4-26 General Purpose and Administration Committee Minutes December 9, 2013 CONFIDENTIAL REPORTS OMB APPEAL OF FRONT ENDING AGREEMENT WITH GREEN-MARTIN HOLDINGS LTD., ASPEN SPRINGS WEST LTD., AND WEST DIAMOND PROPERTIES INC. DATED JUNE 18, 2013 Resolution #GPA-600-13 Moved by Councillor Neal, seconded by Councillor Partner THAT the recommendations contained in the Confidential Report LGL-011-13 be approved. CARRIED ADJOURNMENT Resolution #GPA-601-13 Moved by Councillor Partner, seconded by Councillor Woo THAT the meeting adjourn at 6:52 p.m. CARRIED MAYOR DEPUTY CLERK - 27 - 4-27 Cla�ir��ton Leading the Way ' Special General Purpose and Administration Committee Minutes December 10, 2013 Minutes of a special meeting of the General Purpose and Administration Committee held on Tuesday, December 10, 2013 at 9:30 a.m. at the Solina Community Hall. ROLL CALL Present Were: Mayor A. Foster Councillor R. Hooper Councillor M. Novak Councillor J. Neal attended the meeting at 9:36 a.m. Councillor W. Partner Councillor W. Woo Absent: Councillor C. Traill Also Present: Chief Administrative Officer, F. Wu Municipal Solicitor, A. Allison Director of Engineering Services, T. Cannella Director of Community Services, J. Caruana Corporate Initiatives Officer, C. Clifford Manager of Communications & Tourism, J. Cooke Director of Planning Services, D. Crome Deputy Treasurer, L. Gordon Library Director, E. Hopkins Director of Operations, F. Horvath Administrative Assistant to the Director of Finance, H. Lynch Director of Corporate Services/Human Resources, M. Marano Director of Finance/Treasurer, N. Taylor Director of Emergency Services, G. Weir Municipal Clerk, P. Barrie Mayor Foster opened.the meeting. DISCLOSURES OF PECUNIARY INTEREST There were no disclosures of pecuniary interest stated for the meeting. FINANCE, DEPARTMENT Nancy Taylor, Director of Finance/Treasurer provided a verbal report, accompanied by a PowerPoint presentation, highlighting: - 1 - 4-28 Special General Purpose and Administration Committee Minutes December 10, 2013 ➢ Financial Indicators — BMA Statistics ➢ Histori_cal Trends ➢ Asset Management Plans ➢ Long-Term Debt Update ➢ Reserve and Reserve Fund Highlights Resolution #GPA-602-13 Moved by Councillor Novak, seconded by Councillor Partner THAT Committee recess for 15 minutes. CARRIED The meeting reconvened at 11:18 a.m. The Director of Finance/Treasurer continued with the explanation of the preliminary 2014 budget, focusing on the preliminary capital items. Franklin Wu, Chief Administrative Officer, provided an explanation of the staffing requests being put forward in 2014. The Director of Finance/Treasurer continued with the PowerPoint presentation, providing explanation of: ➢ Preliminary Capital Budget ➢ Proposed Draft Operating Budget ADJOURNMENT Resolution #GPA-603-13 Moved by Councillor Neal, seconded by Councillor Novak THAT the meeting adjourn at 12:59 p.m. CARRIED MAYOR MUNICIPAL CLERK - 2 - 4--29 PUBLIC MEETING C1Ul"Il><�ll NOTICE OF COMPLETE APPLIC REPORT# PSD-001-14 Leading thejSay AND PUBLIC ME H & H PROPERTIES INC. The Municipality of Clarington has received Complete Applications for a proposed Zoning By-law Amendment and Draft Plan of Condominium. APPLICANT: H &H Properties Inc. PROPERTY: Gord Vinson Drive,Courtice PROPOSAL: To pdrmit a 79 unit medium density development consisting of 8 two- storey buildings, 7 buildings contain 10 units each, 1 building contains 9 units. Each unit has its own garage.The proposal also includes an indoor club house and two outdoor amenity areas and parking. FILE NOS.: ZBA 2013-0031,C-C 2013-0002(X-REF:2013-0031) A Public Meeting to receive input on the applications will be held on: DATE: Monday,January 6th,2014 TIME: 9:30 a.m. PLACE: Council Chambers,2"d Floor, Municipal Administrative Centre, 40 Temperance St., Bowmanville,Ontario Additional information relating to the applications is available for inspection between 8:30 a.m. and 4:30 p.m. (during July and August 8:00 a.m. and 4:00 p.m.) at the Planning Services Department, 3rd Floor, 40 Temperance Street, Bowmanville, Ontario L1C 3A6, or by calling Cynthia Strike (905) 623-3379, extension 2410 or by e-mail at cstrike(a.clarington.net. If you cannot attend the Public Meeting on these applications, you can make a deputation to Council. Should you wish to appear as a delegation in respect to this item, arrangements should be made through the Municipality of Clarington Clerk's Department at (905) 623-3379. In order to have your name appear on the agenda published on Thursday prior to the meeting, requests for delegations must be received by the Clerk's Department no later than 12 noon on the Wednesday prior to the meeting. However, requests for delegations will be accepted until 4:15 p.m.on the work day prior to the meeting and your name will be included on the final delegation list, printed Friday afternoon., An on-line delegation request form is also available on the Municipality's website, www.clarington.net under the Municipal Clerk's Department tab. . If you wish to be notified of: i) the adoption of the proposed zoning by-law amendment or of the refusal of a request to amend the zoning by-law and/or ii) the decision in respect of the proposed plan of condominium; you must make a written request to the Municipality of Clarington, Planning Services Department. APPEAL If a person or public body does not make oral submissions at a public meeting or make written submissions to the Municipality of Clarington, Planning Services Department before the by-law is passed; and/or before the approval authority gives or refuses to give approval to the draft plan of subdivision, the person or public body: i) is not entitled to appeal the decision of Clarington Council to the Ontario Municipal Board; and ii) may not be added as a party to the hearing of an appeal before the Ontario Municipal Board unless, in the opinion of the Board,there are reasonable grounds to do so. Dated at the Municipality of Clarington this 24-day of &)OU, 2013. David J. Crome, M.C.I.P., R.P.P. 40 Temperance Street Director of Planning Services Bowmanville,Ontario Municipality of Clarington L1C 3A6 Cc: LIDO i i Property Location Map(Courtice) TURNBERRY CRESCENT BLOOR STREET Subject Site OTHER LANDS F OWNED BY APPLICANT 2 O Z_ J Z ZBA 2013-0031 EXISTING LOTS Zoning By-law Amendment GORD VINSON AVENUE SPA 2013-0031 I Site Plan Amendment CC 2013-0002 Draft Plan Of Condominium N KILGANNON AVENUE FRANK Owner: H&H Properties Inc PUBLIC MEETING REPORT# PSD-002-14 NOTICE OF COMPLETE BROOKFIELD HOMES (ONT.) LTD. Leadzag the Way AND PUBLIC MEETING The Municipality of Clarington has received a Complete Applications for a proposed Zoning By-law Amendment. APPLICANT: Brookfield Homes(Ontario)Limited PROPERTY: 2101 Green Road,Bowmanville,Ontario PROPOSAL: To extend the maximum three year period for a temporary zoning bylaw amendment to permit a new homes sales facility for Brookfield Homes (Ontario) Ltd. and Jeffery Homes. FILE NO.: ZBA 2013-0032 A Public Meeting to receive input on the application will be held on: DATE: Monday,January 6,2014 TIME: 9:30 a.m. PLACE: Council Chambers,2nd Floor,Municipal Administrative Centre, 40 Temperance St., Bowmanville, Ontario Additional information relating to the application is available for inspection between 8:30 a.m. and 4:30 p.m. (during July and August 8:00 a.m. and 4:00 p.m.) at the Planning Services Department, 3`d Floor, 40 Temperance Street, Bowmanville, Ontario L1C 3A6, or by calling Cynthia Strike (905) 623-3379, extension 2410 or by e-mail at cstrike(Dclarington.net. Further details can be found on our website at www.clarington.net. If you cannot attend the Public Meeting on these applications, you can make a deputation to Council. Should you wish to appear as a delegation in respect to this item, arrangements should be made through the Municipality of Clarington Clerk's Department at (905) 623-3379. In order to have your name appear on the agenda published on Thursday prior to the meeting, requests for delegations must be received by the Clerk's Department no later than 12 noon on the Wednesday prior to the meeting. However, requests for delegations will be accepted until 4:15 p.m. on the work day prior to the meeting and your name will be included on the final delegation list, printed Friday afternoon. An on-line delegation request form is also available on the Municipality's website, www.clarington.net under the Municipal Clerk's Department tab. If you wish to be notified of: i) the adoption of the proposed official plan amendmentlzoning by-law amendment or of the refusal of a request to amend the official plan/zoning by-law amendment; and/or ii) the decision in respect of the proposed plan of subdivision/plan of condominium; you must make a written request to the Municipality of Clarington, Planning Services Department. APPEAL If a person or public body does not make oral submissions at a public meeting or make written submissions to the Municipality of Clarington, Planning Services Department before the by-law is. passed, the person or public body: i) is not entitled to appeal the decision of Clarington Council-to the Ontario Municipal Board,and ii) may not be added as a party to the hearing of an appeal before the Ontario Municipal Board unless, in the opinion of the Board, there are reasonable,grounds to do so. Dated at the Municipality of Clarington this 7—'74 day of oU 2013. Davi J,Crome,M.C.I.P., R.P.P. 40 Temperance Street Director of Planning Services Bowmanville,Ontario Municipality of Clarington L1C 3A6 Cc: LDO Property Location Map(Bowmanville) N Subject Site Future Brookhill Boulevard 0 STEVENS ROAD � � m � D�RHFIM m H�ShV✓A1'2 v L v m a a ® Subject Site Other Lands Owned by Applicant < 0�0 j \ayi ZBA 2013-0032 Zoning By-law Amendment N Owner: 1693889 Ontario Inc DRAFT LIST OF DELEGATIONS GPA Meeting: January 6, 2013 (a) Bill Peel Regarding the Possible Clarington Older Adults Association Space at the Courtice Community Complex 6-1 Cladogton, REPORT PLANNINGSERVICES DEPARTMENT PUBLIC MEETING Meeting. GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Date: January 6, 2014 Resoluflon#: By-law#: Report#: PSD-001-14 File#: ZBA 2013-0031, C-C 2013-0002 Subject: APPLICATIONS FOR REZONING AND FOR DRAFT PLAN OF CONDOMINIUM TO PERMT A 79 UNIT MEDIUM DENSITY RESIDENTIAL DEVELOPMENT APPLICANT: H & H PROPERTIES INC. RECOMMENDATIONS:, It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: I THAT Report PSD-001-14 be received; 2. THAT the applications to amend By-law 84-63 and a Draft Plan of Condominium submitted by H & H Properties Inc. for the development of 79 unit medium density residential development continue to be processed and that a subsequent report be prepared; and 3. THAT all interested parties listed in Report PSD-001-14 and any delegations be advised of Council's decision. Submitted by: Reviewed by: David J.trome, MCIP, RPP, �rranklin"Wu, Director of Planning Services Chief Administrative Officer CS/CP/df 17 December 2013 CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO Ll C 3A6 T 905-623-3379 8-1 REPORT NO.: PSD-001-14 PAGE 2 1. APPLICATION DETAILS 1.1 Owner/Applicant: H 3t H Properties Inc. 1.2 Agent: Glenn Genge, D. G. Piddle and Associates 1.3 Proposal: To permit a 79 unit medium density residential development consisting of 3 two-storey buildings, an indoor clubhouse, two outdoor amenity areas and indoor and outdoor parking. 1.4 Area: 2.13 hectares 1.5 Location: Townline Road and Gord Vinson Avenue, Courtice, being Part Lot 35, Concession 2, former Township of Darlington (see Figure 1). Figure 1 Property Location Map(Courtice) ai --- ----------- TURNBERRY CRESCENT s n �e 3 e xK BLOOR STREET 3 Subject 5tte j 2 OTHER LANDS OWNED BY APPLICANT _ $ 1 H D EXISTING FARM W W Z J Z EXISTING LOTS GORD VINSON AVENUE N KILGANNON AVENUE FRANK ZBA 2013-0031 2. BACKGROUND 2.1 On November 6, 2013, H & H Properties Inc. submitted a rezoning application and draft Plan of Condominium to permit a 79 unit medium density residential development 8-2' REPORT NO.: PSD-001-14 PAGE 3 consisting of 8 two-storey stacked townhouse buildings in condominium tenure. Seven (7) buildings will contain 10 units each, 1 building contains 9 units and an indoor clubhouse. Each unit has its own individual exterior access and indoor parking. There are two outdoor amenity areas in the centre of the site and a total of 166 resident parking spaces and 20 visitor parking spaces. The main entrance to the site is from Gord Vinson Avenue. An emergency access to Townline Road is also proposed. The density for this site is 37.5 units per net residential hectare which is considered medium density. 2.2 H & H Properties Inc. is the owner of 4.09 hectares of land bounded by Townline Road, Bloor Street and Gord Vinson Avenue. There are three development components for these lands (see Attachment 1). The first component includes recently approved severances for 6 lots (12 link homes) fronting onto Gord Vinson Avenue. One of the applications to the Land Division Committee was tabled to ensure it did not negatively impact the access to the proposed townhouse condominium site from Gord Vinson Avenue. The second component is the proposed 2 storey stacked townhouse development which occupies 2.13 hectares in the centre of the site. The third component is currently vacant and not subject to these development applications. These lands front onto Townline Road and Bloor Street. The applicant is proposing commercial uses in the future. These lands will be subject to separate applications. 2.3 The following studies were submitted in support of the proposal and are currently under review: • Phase 1 Environmental Site Assessment • Planning Justification Report • Geotechnical Investigation Report • Noise Report • Traffic Report 3e LAND CHARACTERISTICS AND SURROUNDING USES 3.1 The subject site is currently vacant and slopes from north-east to south-west. It has frontage on Gord Vinson Avenue and Townline Road (see Figure 2). 3.2 The surrounding uses are as follows: North - vacant lands owned by the applicant and beyond, urban residential South - urban residential East - one single detached dwelling, barns and pasture fields West- urban residential in the City of Oshawa 8-3 REPORT N®.: PS®-001-14 PAGE 4 Figure 2 NOTICE PPOP09ED PE20NiNG PLAM OF CONOOYI H!H PROFEF,FIEA IYC.XAS iUWTO FiJili]f'LAi FCRA IONIHa fi1lLW ACENO9EYi&FRO90fiEO _ O FCONOONIRIVN FOR A19 UXIE b ED't DE 5( — C:'EIOPYEM1l CO%.45nYa0FBNf69T.4EY 9L O. -- - — EJIDIXOSCOHTV 1RUXIR ETNT ltR 9UW&EACHU."AS"FORi FiSEGRUPOSRI AEEOt'ICLVOUANL'FAYR UMK : IFOOOUTAOGRAHEHRFMEA$dFRRRFYC FILES:26A 29 L3 f- 1. t A View of site looking east from Townline Road 4. PROVINCIAL POLICY 4.1 Provincial Policy Statement 4.1.1 The Provincial Policy Statement encourages planning authorities to create healthy liveable and safe communities by accommodating an appropriate range and mix of residential, employment, recreational and open space uses to meet long term needs. New development shall occur adjacent to built up areas and shall have compact form, a mix of uses and densities that allow for the efficient use of land, infrastructure and public services. A full range of housing types and densities shall be provided to meet projected requirements of current and future residents of the regional market area. 4.1.2 Infrastructure and public service facilities shall be provided in a coordinated efficient and cost effective manner. The use of existing infrastructure and public service facilities should be optimized where feasible before considering developing new infrastructure and public service facilities. 4.1.3 A land use pattern, density and mix of uses should be provided that minimize the length and number of vehicle trips and supports the development of viable choices and plans for public transit. 4.1.4 The applications would appear to be consistent with the 2005 Provincial Policy Statement. The subject lands are adjacent to the existing built-up area and will make use of existing infrastructure and public service facilities. 8-4 REPORT NO.: PSO-001-74 PAGE 5 4.2 Provincial Growth Plan 4.2.1 Urban areas are encouraged to develop as complete communities with a diverse mix of land uses, a range and mix of employment and housing types, high quality public open space and easy access to local stores and services. The definition of a complete community states that it will meet "....people's needs for daily living throughout an entire lifetime.by providing convenient access to an appropriate mix of jobs, local services, a full range of housing and community infrastructure including affordable housing, schools, recreation and open space for their residents. Convenient access to public transportation and options for safe, non-motorized travel is also provided." 4.2.2 The subject lands are within the built-up area for Courtice. By 2015 a minimum of 40% of all residential development occurring annually will be within the built-up area, measured across the Region of Durham. Clarington's target is 32% annually of 2015. 5. OFFICIAL PLAYS 5.1 Durham Regional Official Plan The Durham Regional Official Plan designates the subject lands as Living Area within the Durham Regional Official Plan. Lands designated as Living Area permit the development of communities with defined boundaries, incorporating the widest possible variety of housing types, sizes and tenure to provide living accommodations that address various socio-economic factors. Further, Living Areas shall be developed in a compact form through higher densities along arterial roads. The Bloor Street Regional Corridor is generally defined so that it would apply to the proposed commercial site, but this proposal would be complementary and could possibly be considered as part of the corridor. 5.2 Clarington Official Plan In the Clarington Official Plan the subject lands are designated as "Urban Residential" with a Medium Density Symbol. The lands are within the Bayview Neighbourhood, which has a population allocation of 4500 and a housing unit target of 1625 including 300 medium density units. The Medium Density designation allows a density of 31 to 60 units per net residential hectare. The predominant form of housing is townhouses, triplex/quadruplex and low rise apartments to a maximum of 4 storeys. The general locational criteria specifies that medium density developments should generally be located within 100 metres of arterial/collector road intersections. Medium and high density residential development will be reviewed on the basis of the following site development criteria: The site is suitable in terms of size and shape to accommodate the proposed density and building form; 8-5 REPORT NO.: PSD-001-14 PAGE-6 • The proposed development is compatible with the surrounding neighbourhood in terms of scale, massing, height, sifting, setbacks, shadowing, and the location of parking and amenity areas; • Adequate on-site parking, lighting, landscaping and amenity areas are provided; and • The impact of traffic on local streets is minimized. Bloor Street (Regional Road 22) is a Type 'A' Arterial Road and Townline Road is a Type 'B' Arterial Road. Type 'A' Arterial Roads are designed to efficiently move large volumes of traffic at moderate to high speeds over long distances. Type 'B' Arterial Roads are designed to move significant volumes of traffic at moderate speeds from one part of the municipality to another. Arterial Roads shall be designed to provide full continuous movements, limit private access, provide for public transit, provide sidewalks on both sides and cycling where possible. The proposed access is off Gord Vinson Avenue, a local road. South-west Courtice Secondary Plan The site is also within the South-West Courtice Secondary Plan. The lands fronting onto Bloor Street and Townline Road are designated Medium Density Residential, while the balance of the site remains low density residential. The goals of the South-West Courtice Secondary Plan are to provide a residential living environment that promotes a desirable quality of life and social interaction; and to provide a broad range of housing forms to meet evolving needs of current and future residents. The proposal is to reconfigure the medium density designation and provide commercial land uses rather than medium density residential, on the south-east corner of Townline Road to Bloor Street. 6. ZONING BY-LAW 6.1 Zoning By-law 34-63 zones the subject lands "Holding- Urban Residential ((H)R1) Type One". An application for rezoning is required to permit the proposed development. 7. PUBLIC NOTICE AND SUBMISSIONS 7.1 Public notice was given by mail to each landowner within 120 metres of the subject site. Public Meeting signs were installed along the frontages of Bloor Street, Townline Road and Gord Vinson Avenue. Staff received one inquiry regarding the timing of construction for the project and one indicating they object to the proposal. 8-6 REPORT NO.- PSD-001-14 PAGE 7 The majority of the drawings are available on the Municipality of Clarington website on the Planning Services web page. 7.2 Information Night - December 5, 2013 On Thursday December 5, 2013, the applicant hosted an Information Night at the Courtice South Arena. Notice was provided by the applicant via Facebook to The Courtice Residents Against High Density as well as in the December 3, 2013 issue of Clarington This Week. There were seven area residents in attendance. No significant concerns were raised by those who attended. 8. AGENCY COMMENTS 8.1 Kawartha Pine Ridge District School Board The Kawartha Pine Ridge District School Board advised that three elementary pupils might be generated by the proposed development and would attend Dr. G.J. McGillivray Public School (JK-6) and Courtice Intermediate School (7-8) and approximately four secondary pupils that might be generated and attend Courtice Secondary School (9-12). The proposed sidewalk on the north side of Gord Vinson Avenue should be extended to the northwest corner of the westernmost Gord Vinson Avenue/Eastfield Crescent intersection. This will facilitate pedestrian access to Dr. G.J. McGillivray Public School by way of the existing crossing location at Bloor Street and Meadowglade Road. 8.2 Central Lake Ontario Conservation The Authority advises that there are no natural heritage features or natural hazard mapped on the property. The stormwater management scheme is acceptable. The property is not within an area subject to Ontario's Regulation 42/06, therefore, a permit from CLOCA would not be required for development activities located on the site. CLOCA has no objection to the approval of the rezoning, site plan or condominium applications as proposed. 8.3 Other Agencies Comments from other circulated agencies, including the Region of Durham, Separate School Board, Enbridge Gas and Hydro Networks Inc. have not yet been received and will be discussed in a subsequent report. 9. DEPARTMENTAL COMMENTS 9.1 Emergency and Fire Services The Emergency and Fire Services have no objection to the rezoning application. 8-7 REPORT NO.: PSD-001-14 PAGE 8 9.2 Engineering Services The Engineering Services has indicated that the Traffic Impact Study in support of this application is currently under review and will be subject to the approval of the Municipality of Clarington and Region of Durham. The Functional Servicing Report-confirms that existing sanitary and storm sewer connections (which were installed at the time that Gord Vinson Avenue was reconstructed) will be utilized. A new domestic and fire waterline service will be brought in from Gord Vinson Avenue. A new sidewalk was constructed in 2012 from Eastfield Drive to Fenning Drive on the north side of Gord Vinson Avenue. A sidewalk from Townline Road to the entrance of the subject lands was a requirement of a development agreement for the severances earlier this year. The applicant will be required to complete the connectivity between those two sidewalks as part of this development. The Site Grading Plan is generally acceptable and conforms to the Conceptual Grading Plan for the medium density development and the balance of the lands. The Stormwater Management confirms that these lands will be developed in conformity with the Robinson Creek Master Drainage Study and that all required infrastructure is in place..The Site Plan has confirmed that there is sufficient on-site parking for the residents and visitors. The applicant will be required to provide an appropriate cash contribution in lieu of the normal parkland dedication. 10. DISCUSSION 10.1 Each stacked townhouse block, or "Big House" as they are referred by the applicant, will contain one, two and three bedroom units. This concept has been developed in the United States with a standard layout but differing architectural finishes. The stacked townhouse development includes ground floor units as well as walk-up units to a second floor. Each unit can be accessed from an exterior door or through a private garage, thus distinguishing it from an apartment. The two storey buildings are surrounded by landscape treatments. The two outdoor amenity areas as well as the indoor clubhouse are consistent with the Municipality's Amenity Guideline requirements. There are sufficient parking spaces on-site in accordance with the Municipality's Zoning By-law for both residents and visitors (see Figure 3). The laneway side of the building will consist of multiple driveways, garages and doors while the internal or rear side will be finished similar to a smaller-scale apartment facade. 8-8 REPORT NO.: PSD-001-14 ��.. - - - PAGE 9 Figure 3 N N cmvovrzw+vaFt—.�. � / � ,lncvm.,w�iun•• I 1,r IF �. I 2 CItJC� I . ¢.nr an ral�lu�l_�uu�nl Llf n,r P I- L] itn i 1 �r'Inl I II r� r mJO� u GJIaJ L JL LI' 'I0�IO .. .ri� .. _ vu,{, -. OBUILDING TYPE 11-LEFT ELEVATION f SGLLE f9'�1'V _—_ Z RAY r-FWlF,cJrt� � `i-tv:cc5-,wmcAF1 \ l' LAI I z aL,F.vHr..v ,'Lil ur + - rr t�,woai I� _ I `\.- / .�lJ I Ili'I , I I I:P I f � )li-,7' - I T 1. �18UILDING TYPE II-RIGHT ELEVATION 10.2 The proposed medium density development is located in close proximity to Bloor Street which is Type 'A' Arterial Road, and Townline Road South, a Type 'B' Arterial Road. This use is consistent with the policies of both Regional and Clarington Official Plan which encourages medium and high density uses to be located in close proximity to corridors where people's needs can be met on a daily basis and public transportation is readily available. 10.3 There are no major concerns from the Engineering Services since the majority of the infrastructure for this development is in place. A detailed review of the site plan and supporting documentation is underway. The applicant will be required to enter into a site plan agreement within the Municipality, wherein all details with respect to the buildings site servicing and landscaping will be addressed. 10.4 This site plan assumes that the commercial development block will proceed as proposed. Further details on the adjacent application (not yet submitted) will have to be determined prior to consideration of this application. 8-9 REPORT ORT X O.: P30-001-14 PAGE 10 10.5 At this time, comments from a number of key agencies are outstanding. The purpose of the public meeting is to gather input from the public. A future report will be prepared to provide a recommendation on the applications. 11. CONCURRENCE — Not Applicable 12. CONCLUS110N 12.1 The purpose of this report is to provide background information on the applications submitted by H & H Properties Inc. for the Public Meeting under the Planning Act. It is recommended that the applications to amend the Zoning By-law and the proposed draft Plan of Condominium continue to be processed, including the preparation of a subsequent report considering all agency comments and concerns raised at the Public Meeting. CONFORMITY WITH STRATEGIC PLAN The recommendations contained in this report conform to the general intent of the following priorities of the Strategic Plan: X Promoting economic development Maintaining financial stability Connecting Clarington Promoting green initiatives Investing in infrastructure Showcasing our community Not in conformity with Strategic Plan Staff Contact: Cynthia Strike, Principal Planner Attachments: Attachment 1 - Development Concept List of interested parties to be notified of Council's decision: H & H Properties Inc. Glenn Genge, D.G Biddle &Associates Beth Gauthier 8-10 i ---------BLOOR STREET--- -- ------- FUTURE — McLaughlin Heights Concept Plan GATEWAY PROPOSED —� PARKETTE av BA NK —+ PROPOSED GROCERY LEGEND 1111118 STORE PROPOSED Big House GAS STATION - - , {- --._ � U I III I I Proposed commercial tl- ,� - � i FUTURE CO.MMERCIAL PROPOSAL Proposed Gateway Par kette _ _ .- ---------------- L --NEN ML� i 11 I! '`.�W I JY^.SG?-STTP/SNOW SO?AC_ m ° i HI o 0 x� , �i I Oj 1' Since 1973 t3 III C /o mwLDmm mun.DwD n munanG u `' \;, Lu'I �� ���y AMEYItt MJ.I• __�, {.I3{'I�1I �-. ,�+r�n p�p� p p�(�p AMENnY PRFA 1 /r AGRO�LLJILT�LUYOAL III I' I O• mUL01.YG 3 9UiLDING 3 �- DUILING 1 —J xb- OWMN 8 I I � J � I 1� I PA f 7 1 PAR1 2 PART 3 PART 4 PART 5 i PAR/;J 6 PARF 7 I I I RES DENTIAL LOTS — \\ � dlIIL01NC--j 5 — 4 I — --ninon—WNSON SFN£ET�I�EAB ALLY%✓Ani,9«rzcr ic£#CONCESS/Gn c + %, 2-J —- -�� — I — — 7ja ==q i ' I II Y n I lu v v 2 3 � 4 I 6 7 8 9 10 11 I 12 13 r14 15 16 I y17 18 119 20 27 III 2 r r,22 23 1 I I ` III �► I I M o �0 00 00 MEMO MIN � 000 �2R(I[Yijy PIt L'WRy 0 � � OG���OCO 0000 OC ° OG O��i_OG��O PURUCO NMEE WO Meeftg. GENERAL PURPOSE— AND ADMIN STR ATION COMilTTLE-E Da e. January 6, 2014 °'es o Won.9. B y4avv M Repor Pe PSD-002-14 Fft Po ZBA 2013-0032 Subject- APPILIC A TION FOR `IEZOO b@ NG TO EXTEfNO THE MAXOfi1(dU1�l61i THREE (3) YEAR PERIOD FOR A TEMPORARY HrEiV`I HOME SALFES FACILITY RECOMMENDATIONS. It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report PSD-002-14 be received; 2. THAT provided there are no significant concerns to the application raised during the Public Meeting, the application to amend By-law 84-63 submitted by Brookfield Homes (Ontario) Limited to extend the maximum three (3) year period for a temporary new home sales facility be approved; 3. THAT the attached by-law be passed; 4. THAT the Durham Region Planning Department and Municipal Property Assessment Corporation (MPAC) be forwarded a copy of Report PSD-002-14 and Council's decision; and 5. THAT all interested parties listed in Report PSD-002-14 and any delegations be advised of Council's decision. Submitted by: Reviewed by:( ' Z Davi- J.q- lanning ome, MCIP, RPP Franklin Wu Director, Services Chief Administrative Officer CS/CP/df 13 December 2013 CORPORATION OFT HE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T(905)623-3379 F (905)623-0830 8®12 REPORT VSO.: M-002-14 PAGE 2 1. APPLICMIION DETAILS 1.1 Applicant: Brookfield Homes (Ontario) Limited 1.2 Owner: West Diamond Properties Inc. 1.3 Proposal: To amend the Zoning Bylaw to extend the maximum three (3) year period for a temporary new home facility. 1.4 Area: 0.47 hectares 1.5 Location: 2101 Green Road, Bowmanville, being Part Lot 16, Concession 2, former Township of Darlington.(see Figure 1). Figure 1 Property Location flop(Bovmanville) L-� 4 sr. Future Brookhill Boulevard rt Eu - n, L o I�f 3 ®Subject Site o"a FJ ` Other Lands Owned by Applicant 1.2 —. 3 21— 2013-0032 a N Zoning By-law Amendment -- Al Owner; 1613881 Ontario Inc 2. BACKGROUND 2.1 On October 4th, 2010 Council approved a temporary use by-law to permit a new home sales facility at 2101 Green Road, in Bowmanville. The site is currently used by Brookfield Homes and Jeffery Homes for the sale of homes in the Brookhill neighbourhood. The temporary use by-law expired in. October 2013. The applicant is seeking to extend the use of the sales facility for an additional three (3) years to 2017 (see Figure 2). 8-13 REPORT NO.. PS 0-002-1i 4 P AC CU 3 Figure 2 lift EXQUiSite Towns,Semis&Si IAS Cowie Mame To Community I Brookfield JEFFERY o Homes r r, i e, 111 111 �. 11 1 - 111 3. LAND CHAR MER11S S AND SURROUNDIING USES 3.1 The subject lands are located on the east side of Green Road, just north of the Clarington Central Secondary School south of the newly constructed extension of Brookhill Boulevard. 3.2 The surrounding uses are as follows: North - Vacant/Proposed Draft Plan of Subdivision S-C-2012-0003 South - Public Secondary School Fast - Vacant West - Single, semi and townhouse units 4. OFFMA, L PLA,N 4.1 Clarington Official Plan The subject site is designated "Town Centre" within the Clarington Official Plan. It is also identified as "Community Facility" within the Bowmanville West Town Centre Secondary Plan. 8-14 REPORT NO.: PSD-002-14 PAGE 4 Town Centres shall be.developed as the main concentrations of urban activity in each community with the Town Centres providing a fully integrated array of retail and personal service, office, residential, cultural, community, recreational and institutional uses. Community Facilities, within the Bowmanville West Town Centre, shall include uses such as public recreation facilities, religious institutions, public and private schools, housing for persons with special needs and municipal facilities. Although the proposed use does not meet the definition of a Community Facility use, the Clarington Official Plan allows Council to pass temporary use by-laws to permit the use of lands, buildings or structures, on a temporary basis, for any purpose provided that: a) the proposed use it temporary in nature; b) the proposed use is compatible with adjacent existing land uses, there is minimal impact on natural features and land characteristics, or satisfactory measures to mitigate any adverse impacts will be applied; c) there will be no adverse impacts on traffic or transportation facilities or services in the area; d) adequate access and parking are provided; e) the use can be removed and the site can be restored to its original condition; f) adequate sewage disposal and water services are available in compliance with provincial and regional standards; and g) it does not jeopardize the long term implementation of the Plan. 5. ZONING BY-LAW 5.1 The subject lands are zoned "Agricultural Exception (A-41)", which allowed a new home sales facility between October 3, 2010 and October 4, 2013. Only agricultural uses are permitted at the present time. 6. PUBLIC NOTICE AND SUBMISSIONS 6.1 Public notice was given by mail to each landowner within 120 metres of the subject site and a public meeting sign was installed along the Green Road frontage. No inquiries on the subject application were received at the time this report was written. 7. DEPARTMENTAL COMMENTS 7.1 The Clarington Emergency Services has no objection to the proposal. 8-15 REPORT NO.: PS®-002-14 PAGE 5 7.2 The Clarington Engineering Services Department has no objection in principal, require a site plan be submitted that depicts the as constructed conditions on the existing site. 7.3 The Clarington Building Division have no objections to the proposal. 8. DISCUSSION 8.1 The sales facility is currently being used by Brookfield Homes and Jeffery Homes for new home sales in the first two phases of the Brookhill neighbourhood. The extension to the temporary sales facility is required as the second phase is now registered and the lots have been released for sale. 8.2 In 2010, the access to the sales site was constructed on the alignment for extension of Brookhill Boulevard. Since then, Brookhill Boulevard has been constructed but will not be opened until the street lights have been installed and are functional. During the construction of Brookhill Boulevard it was determined that the sales office was constructed in the wrong location, being set too close to Green Road. The applicant is required to submit revised drawings which depict the actual or as built location of the sales facility, as well as the location of the access on Brookhill Boulevard. 8.3 Sales facilities are permitted on lands that are draft approved or in a "General Commercial (Cl) Zone". The subject site is an appropriate site for the sales facility, however was previously zoned "Agricultural (A)" prior to the passing of the by-law in October 2010. The "A-41" zone is specific to this sales facility. 9. CONCURRENCE — Not Applicable 10. CONCLUSION 10.1 Provided there are no objections during the Public Meeting, it is respectfully recommended that the proposed Temporary Use By-law be approved and the attached Zoning By-law be adopted. CONFORMITY WITH STRATEGIC PLAN — Not Applicable Staff Contact: Cynthia Strike, Principal Planner Attachments: Attachment 1 — Zoning By-law List of interested parties to be advised of Council's decision: Brookfield Homes (Ontario) Limited, Attn: Aidan Dekkema West Diamond Properties Inc. & Players Business Park Ltd., Attn: Thomas Albani 8-16 ATTACHMENT TO REPORT PSD-002-14 CORPORATION OF THE MUNICIPALITY OF CLARINGTON BY-LAW NO. 2014- being a By-law to amend By-law 84-63,the Comprehensive Zoning By-law for the Corporation of the former Town of Newcastle WHEREAS the Council of the Corporation of the Municipality of Clarington deems it advisable to amend By-law 84-63, as amended, of the Corporation of the Municipality of Clarington for ZBA 2013-0032; NOW THEREFORE BE IT RESOLVED THAT, the Council of the Corporation of the Municipality of Clarington enacts as follows: 1. Section 6.4.41 "SPECIAL EXCEPTIONS — AGRICULTURAL EXCEPTION (A-41) ZONE" is hereby amended by deleting the following words: "October 4, 2013" and replacing them with the following words: "October 4, 2017". 2. Schedule"A"attached hereto shall form part of this By-law. 3. This By-law shall come into effect on the date of the passing hereof, subject to the provisions of Sections 34 and 39 of the Planning Act. BY-LAW passed in open session this day of 2014 Adrian Foster, Mayor Patti L. Barrie, Municipal Clerk 8°17 9 i passed tiNs day of 9 2014 A.D. FUTURE BROOKHILL BOULEVARD O W Lu CD N ® Zoning To Remain A-41 Adrian Foster,Mayor Patti L.Barrie,Municipal Clerk Y p 2 Bowmanville ZSA 2013-0032HEDUL . « : SCE 3 8-18 f 3e o [�l'-77`. 7 j' ;Y t :D 1/- . MAMMAS SE-R D00 DD EP IRTNI[BAT Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Date: January 6, 2014 Resolution#: Cry-law ft: N/A Report : PSD-003-14 File M PLN 34.2.24.1 Subject: HERITAGE INCENTIVE GRANT 2013 PROGRAM UPDATE RECOMMENDATIONS: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report PSD-003-14 be received; and 2. THAT any interested parties listed in Report PSD-003-14 be notified of Council's decision. Submitted by: Reviewed by: a ' J. Crome, MCIP, RPP Franklin Wu Director, Planning Services Chief Administrative Officer KK/FL/DJC/sn/df 13 December 2013 CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T(905)623-3379 F (905)623-0830 8-19 REPORT NO.: PSD-003-14 PAGE 2 1. BACKGROUND 1.1 In 2013, Council approved a budget allocation of$5,000 to set up a heritage grant program. Report PSD-019-13 set out the conditions of the Heritage Incentive Grant Program and was approved by Council in March 2013. 1.2 The Heritage Incentive Grant Program was established to assist property owners of designated properties under the Ontario Heritage Act (2005) Part IV and V, by assisting with the cost of repairs and restoration in keeping with the architectural features and reasons for designation. This program unlike the Community Improvement Programs (CIP) funding applies only to designated heritage properties anywhere in the Municipality. 1.3 The purpose of this report is to inform Council of the program successes in 2013. 2. GRANTS 2.1 Heritage property owners were notified of the program early in 2013 and asked to indicate their interest in applying for funding. Priority was given to applications addressing designated heritage features, or structural repairs that will ensure the longevity of the building. Grants may cover up to 50% of the costs of the eligible work per building to a maximum of$2000 for exterior work, or $1000 for interior work, maximum of$3000 per property owner. The property must not currently be in receipt of other grants or tax incentives from the Municipality. 2.2 Many inquiries were received during this inaugural year of Heritage Incentive Grants demonstrating a high level of interest. While a number of discussions occurred, only five applicants submitted proposals by the deadline. Partial funding (in the range of 20%) was awarded to these projects; to date four of these projects have been completed. 2.3 Summa — 2013 Heritage Incentive Grants -Property Address Works Grant Amount Status 99 Church St., Brick and mortar repair $500.00 Complete Bowmanville 182 Church St., Brick and mortar & $1,000.00 Complete Bowmanville foundation repair 3335 Lambs Rd., Refurbishment of $1,500.00 Complete Bowmanville designated siding 76 Queen St., Replacement of windows $1000.00 Complete Bowmanville with architecturally accurate windows referenced in designating by-law 6537 Werry Rd., Repair to running bond and $1000.00 Committed Hampton English bond masonry to preserve the designated feature 8-20 • • ,•^ • _ '1 ' ,. � lilliMel .................. g � �,F 1'•rM a} s ,. �' REPORT NO.: PSO-003-1 4 PAGE 4 Before Before 4 t btu - tip: After After - — -- -- - It ..1;•' After 8-22 REPORT N©.: ISD-003-14 PAGE 5 S 1 i •Y�It a \�``1.� r 3a CONCURRENCE o Not Applicable 4. CONCL=ON 4.1 Grants have generated at least four times their dollar value in improvements to heritage homes in Clarington. 4.2 There has been good response in the first year of the Heritage Incentive Grant Program. Overall the response from designated heritage property owners has been extremely positive. CONFORMITY WITH STRATEGIC PLAN The recommendations contained in this report conform to the general intent of the following priorities of the Strategic Plan: X Promoting economic development Maintaining financial stability Connecting Clarington Promoting green initiatives Investing in infrastructure X Showcasing our community Not in conformity with Strategic Plan Staff Contact: Faye Langmaid Interested parties to be notified of Council's decision: Clarington Heritage Committee, c/o Faye Langmaid 3-23 U r? I 1-r: meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Date: January 6, 2014 Resolution #: By-law#: N/A Report#: PSD-004-14 File Nos.: PLN 37.1.1, 37.2.1, 37.3.1, 37.4.1 Subject: COMMUNITY IMPROVEMENT ANNUAL REPORT FOR 2013 ORONO, BOWiWANVILLE, NEWCASTLE AND COURTICE RECOMMENDATIONS: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report PSD-004-14 be received; and 2. THAT any interested parties to Report PSD-004-14 be notified of Council's decision. e � Submitted by: Reviewed by: D v'd J. Crome, MCIP, RPP Franklin Wu Director, Planning Services Chief Administrative Officer KK/FL/DJC/sn 5 December, 2013 CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T (905)623-3379 F (905)623-0830 8-24 REPORT NO.: PSD-004-14 PAGE 2 1. BACKGROUND 1.1 Council adopted Community Improvement Plans (CIP) for Bowmanville and Orono in 2005, and Newcastle in 2008. Courtice does not have a CIP in place as of yet, however funds have been provided in the past 5 years for civic space (streetscape) improvements. 1.2 The CIPs allow the Municipality to provide incentives to business and property owners within a specific geographical area and outlines specific grant programs in the Plan. The merchants and business owners of the different CIP areas are notified via the municipal website, counter inquiries and through word of mouth. When applying for a building permit or other works that may be eligible for a grant, applicants are informed of the grant program by Building Division and Planning Services staff. 1.3 The three downtown CIP's have liaison groups which meet on a quarterly basis. The liaison groups are apprised of any issues arising in the area and assist staff in spreading the word about the grant programs. 2. CIP INITIATIVES Grant Programs 2.1 There are a number of general rules within the grant program that are applicable to all grants across the three CIP's. There are specific rules for the different types of grants and slightly different grants for each downtown (see Attachment 1). Grants are not released until the works are completed, the contractor paid and permits finalized. To be eligible, property owners must be current with their tax payments. 2.2 The grant programs for each community have been tailored to meet the specific opportunities and challenges of the different downtown areas. Types of projects that qualify include building facade improvements, signage improvement, infill projects, upgrades to building code, building permit fee, site plan control fee, and building reconstruction. Grant funds are committed at the outset of a project and may carry over to a subsequent year while the work is being completed. CIP Updates (Attachment 2) • ORONO — There was a small surge in grant applications in Orono this year. Three grant applications were received in 2013; others are in the discussion stage. Funds remain from prior years for Orono should applications come forward. • BOWMANVILLE — In 2013, the entire $55,000 budget allocation has been earmarked for CIP grants. To date not all of the funds have been dispersed; however because of the commitments no applications have been accepted since April. No funds remain from prior years. • NEWCASTLE — In 2013, the entire $22,000 budget allocation has been earmarked for CIP grants. No funds are available from prior years as there has been full uptake of funding since the inception of the grant program in Newcastle. 8-25 REPORT NO.: PSD-004-14 PAGE 3 • COURTICE - The CIP funds for Courtice are intended to improve the streetscape and the public realm. The intent was to have additional street trees planted along Highway 2 in the area of Centrefield and Darlington Boulevard; the works to date have not been carried out and have been carried over to 2014. CIP Funding 2.3 To date the Municipality has provided funding of$600,000 in grants in the 3 downtowns. The CIP monies have to be matched by the building owners/ merchants on a 3:1, 2:1 or 1:1 basis depending on the grant. In Bowmanville there has been in excess of$1.3 million invested in the downtown. When totaled with the other downtowns, the investment is approximately two million dollars. Direct public benefit is realized in the form of signage, building code upgrades, accessibility and fagade improvements for aging buildings in our central business areas. 2.4 For the past three years the funds for Newcastle and Bowmanville have been allocated early in the year. Since April, Staff have had to inform numerous potential applicants that there are no remaining funds for the year. Applications are addressed on a first come, first serve basis. Because of the limited funds some worthy projects are being deferred or not proceeding based on decisions of the building owners. In many cases, it is the CIP funds which provide the necessary incentive to prompt an owner or merchant to invest in refreshing their store front and interior. Lack of funding is resulting in missed opportunities to have enhancements carried out. In future, if additional funds cannot be provided, it will likely be necessary to establish a rating system for priority projects. 2.5 For Courtice, a Community Improvement Plan will follow the zoning changes resulting from the Courtice Main Street Secondary Plan. Approval of the Secondary Plan by the Region is imminent and will be followed by the Zoning By- Law amendments. In advance of the CIP being prepared, Council have been allocating funds to make improvements on municipal lands to kick-start the enhancement process that would occur once a CIP is in place. CIP Effectiveness 2.6 The influence of CIP projects has initiated other projects. In Newcastle, urban design guidelines have been developed and approved by Council as a result of the projects which have already benefitted from careful crafting of their street presence. Also in Newcastle the Engineering Services Department has undertaken a streetscape study to be completed in 2014. 2.7 In Bowmanville a number of building owners have taken advantage of the CIP grants to repaint the brick on their buildings, removing the flaking and chipped paint and refurbishing it with a three step process that seals the brick and then recreates the look of the original brick fagade. Because of the number of buildings that have undergone this process the streetscape along King Street has a much enhanced appearance. 2.8 The liaison groups in both Newcastle and Bowmanville have expressed concern that the lack of grant funding is delaying additional enhancement projects. Some merchants have proceeded with works based on designs provided through the urban design and visualization service provided by Planning without taking advantage of the grants. 8-26 REPORT NO.: PS®-004-14 PAGE 4 2.9 In 2013, presentations of the impact of the CIP's on each community were prepared and shown to the liaison groups. These presentations included before and after photographs of the works. The presentations will be made available on line. 3. CONCURRENCE - Not Applicable 4. CONCLUSION 4.1 There has been good response to the limited grant program and other CIP initiatives. The merchants/owners we have met with are pleased with the grant program and visualization service provided by the Municipality. 4.2 Staff will continue to monitor the effectiveness of the program and make recommendations for changes, if necessary. CONFORMITY WITH STRATEGIC PLAN The recommendations contained in this report conform to the general intent of the following priorities of the Strategic Plan: X Promoting economic development Maintaining financial stability Connecting Clarington Promoting green initiatives X Investing in infrastructure X Showcasing our community Not in conformity with Strategic Plan Staff Contact: Faye Langmaid Attachments: Attachment 1 — Grants available in downtowns Attachment 2 — CIP Grant Work Summary by Community List of interested parties to be notified of Council's decision: Garth Gilpin, Coordinator, Bowmanville BIA Liaison groups for Bowmanville, Newcastle and Orono CIP's c/o Faye Langmaid 8-27 ATTACHMENT 1 TO REPORT NO.: PSD-004-14 Orono Grants Bowmanville Grants Newcastle Grants Si na e 50% up to $2000 N/A Si na e 50% up to $2000 Heritage Facade 33% up to Facade 50% up to $5000 $10,000 Facade 50% up to $5000 Site Plan Control Fee up to Site Plan Control Fee up to N/A $3000 $3000 Building Permit Fee up to N/A $2000 N/A Building Code Upgrade 50% Building Code Upgrade 33% Building Code Upgrade up to $5000 up to $5000 50% up to $10000 Brownfield grant up to $10000 Reconstruction up to $10000 Infill up to $10000 CIP Area -3.29 ha CIP Area - 89.25 ha C IP Area - 19.95 ha Encompasses two additional Encompasses more Encompassed more properties to BIA, BIA covers properties than BIA area (BIA properties than BIA area 2.48 ha, minus ROW property it is 10.48 ha, minus ROW and (BIA is 11.33 ha, minus is 2.42 ha MOC roe ROW and MOC property General to all Three CIP's At no time shall the total amount of grants provided to a specific property owner exceed $50,000.00 Capital Works Capital Works are different for each CIP area and are subject to annual budget deliberations . of Council. Development Charge Exemptions Development Charge Exemptions are the same for all three CIP area. (They are interpreted by the Chief Building Official) Note While there are more grants in Bowmanville and Newcastle than Orono, the circumstances are different and were examined at the time of drafting the original CIP's. For instance the Site Plan Control grant has only occasionally been used, this is also applicable to the Building Permit Fee grant. For Orono there is no opportunity for infill as there are no vacant properties in the CIP area; as such the Site Plan grant would not be applicable. 8-28 ATTACHMENT 2 TO REPORT NO.: PSD-004-14 Community Improvement Project Summary Report 2013 Eowmanville: The non-capital funding provided to date for implementation of the Bowmanville CIP is $379,000. Just over $280,000 has been paid out in grants with the remainder committed to projects. No funds remain from prior years. To date there are at least 3 property owners waiting in anticipation that funds will be approved in the 2014 to submit grants. Nineteen properties (many of them have multiple addresses) have received CIP grants. The grants have been for 25 facades, 12 building code, 12 building permits, 4 site plan fees and 6 reconstruction grants; some of these projects are still pending completion and grant payout. Summary 2013 Eowmanville CIP Grants Property Address Type of Grants Amount Scugog and King Street W. Site Plan'Control Fee $2,323 complete Double Dragon) 17-23 Temperance Street Facade, Building $8,000 ($3,000 max for Permit Building Permit); $5,000 based on estimate for brick painting 33 Division Street Chanterelle Reconstruction $10,000 max 48 Division Street (Octagon Facade (PSD-023-13 $10,000 max House) Heritage Alteration) 17 King St. E Jake's) Facade $10,000 max King St. E (Sull 's) Facade $10,000 max Newcastle: The non-capital funding provided to date for implementation of the Newcastle CIP is $127,000. Over $114,000 has been paid out in grants, with the remaining funds committed. There are no funds remaining from prior years, the Newcastle CIP grants have been fully subscribed every year since the inception of the CIP. To date some 18 Properties have received CIP grants in the form of 13 facade improvements, 8 signage grants, 7 building code grants, 3 site plan control fee and 1 building permit fee. Many properties have been the benefactors of more than one type of grant. Summary 2013 Newcastle CIP Grants Property Address Type of Grants Amount Massey House Sin $2,000 max 14 North Street Sign $1,992.04 complete Newcastle Eye Care 487 King Avenue East Facade (PSD-039-13 $21,000 ($10,000 max for (Walbridge House) Heritage Alteration), Building Code and Facade, Building Code $1,000 building permit) 8-29 Orono: The non-capital funding provided to date for implementation of the Orono CIP is $91,000. Over $56,000 has been paid out in grants. Currently, there is $12,000 earmarked for grants that are under discussion. In addition, funds were expended on the Orono 175th celebrations and the Orono Park 90th celebrations, brochures, hall rentals for meetings and sign refurbishment (totaling $15,000). There is approximately $20,000 remaining from prior years which covers the earmarked funds and provides funds for potential 2014 grants. To date some 16 properties have benefitted from the CIP grants in the form of 11 facade improvements, 16 signage grants and 2 building code grants. Some properties have received more than one type of grant. Summary 2013 Orono CIP Grants Property Address Type of Grants Amount 5304 Main Street Sign, Facade, Under discussion $12,000 Building Code ($2,000 max for Signage, $5,000 max for Facade, $5,000 max for Building Code 124 Church Street Building Code $5,000 complete Rebekkah Hall 5324 Main Street (Silly Sisters Signage $2,000 complete Antique Emporium) 5314 Main Street Facade $2,386 complete Courtice: The non-capital funding provided to date for Courtice is $45,000. The funding to date has been used for street trees along Highway 2 at Courtice Road, the Tooley Memorial, the lighting at the parkette at Trulls Road and Highway 2. The remaining funding is earmarked for additional street tree planting along Highway 2 between Centrefield and Darlington Boulevard. 8-30 o N- meeUng. c ENE-RAL PURPOSE E AND ADItFli MSTRATION CONW T TEE Me: January 6, 2014 ResoWUoPW: By4aw �x.a N/A Report 9. PSD-00514 Foie 4. PLN 17.1.6 Sulbb ect: EWROO NMENTAL STEWARDSH11P 2013 PROGRAM UPDATE RECOiI(MENDAMNS: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: I. THAT Report PSD-005-14 be received; and 2. THAT any interested parties listed in Report PSD-005-14 be notified of Council's decision. Submitted by: J Reviewed by. DaWR J. Crorn MCIP, RPP Franklin Wu Director, Planning Services Chief Administrative Officer KK/DJC/sn/jp 13 December 2013 CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T(905)623-3379 F(905)623-0830 8-31 REPORT NO.: PSD-005-14 PAGE 2 1. BACKGROUND 1.1 Since 2002, Council has provided annual funding for an ongoing stewardship program. The environmental stewardship program was established to encourage private groups to carry out works that improve municipal lands, such as valleylands and other natural areas. Initial uptake of stewardship funds was limited, it took time to build awareness and inform groups that funding was available for stewardship projects. When approving projects for funding, Staff have been careful to fund projects that are of general public benefit, have in-kind contributions (labour and/or materials), and meet the overall concept plan for the property. Planning Services Staff work closely with Engineering and Operations Staff to ensure projects are in the best interests of the municipality. Attachment 1 provides an overview of the works which have been carried out in prior years, 1.2 The purpose of this report is to inform Council of how the funds have been used in 2013. 2. 2013 STEWARDSHIP PROJECTS Trees for Rural Roads 2.1 In 2011, the Municipality of Clarington initiated the Trees for Rural Roads (TRR) program in partnership with Central Lake Ontario Region Conservation Authority and Ganaraska Region Conservation Authority. The goal of the program is to restore trees along country roads for the benefit of the environment, local communities and recreate the historical landscape or tree-lined roadways. Trees are offered free of charge to rural residents to be planted on private property adjacent to the roadways. Participants have their choice of native tree species including: sugar and red maples, white pine, white spruce, white birch, and red and white oak. 2.2 Based on the initial success of the TRR program in 2012 it was offered again in 2013. The TRR program was announced through articles in local newspapers, the Planning E-update and the municipal website. Applications were received by the March 30 deadline, and over 700 saplings were distributed and planted throughout Clarington (Attachment 2 — Map of the roadways planted). 2.3 In 2013, the program received funding from Maple Leaves Forever, a registered charity that advocates and supports the planting of native Canadian maples across the rural and urban landscape of southern Ontario. Native maples were subsidized at a rate of 25% of the purchase price of the planting stock. 8-32 REPORT NO.. PSD-005-14 PAGE 3 2.4 During the summer and fall of 2013, a feedback survey of TRR participants was undertaken. Feedback received will help improve the program for future years. Participants were very positive about the TRR and its goal. Overall survival rate this year appears to be in the 80-90% range on average with the oaks being more susceptible to die off. All participants who responded indicated that they were pleased with the program, planting information and pickup location. r e r t:di �11101 a } 041 ! } In November, the TRR program received a Watershed Award from CLOCA. Other 2013 Stewardship Grants 2.5 Funding was provided for a stewardship planting at Orono Park with the school children from Orono School. This planting was carried out under the guidance of Pam Lancaster from GRCA in advance of the Orono Park 90th celebrations. Signage has been installed to explain the naturalization plantings and provide interpretation of the Orono Creek. An additional long term benefit will be the reduction of grass cutting in this area. 2.6 In the fall of 2013, the rare cup plant at the entrance of Park Road at the South Service Road right of way was relocated as its location would be impacted when the road is realigned (anticipated in 2014). Clarington Staff worked in cooperation with OPG to determine a suitable habit area within the OPG site. Clarington staff had determined that the Municipality did not have a site that provided the required micro-climatic and soil conditions for this rare plant. 8-33 REPORT NO.: PSD-005-14 PAGE 4 3. CONCURRENCE t, — Not Applicable 4. CONCLUS ON 4.1 There has been good response to the Environmental Stewardship Program in Clarington. Since 2003 over$55,000.00 has been invested in numerous projects; however, the value of the in-kind contributions is more than double that amount. The benefits of the program go well beyond the monetary value of the projects to include increased tree canopy cover and wildlife habitat, climate change mitigation, community beautification, local history preservation, and community engagement through volunteerism. 4.2 It is anticipated that the goals of the TRR program will be adopted by other local municipalities as they dovetail with municipal and regional initiatives such as the Emerald Ash Borer Strategy and the Durham Five Million Trees Program. CONFORMITY WITH STRATEGIC PLAN The recommendations contained in this report conform to the general intent of the following priorities of the Strategic Plan: Promoting economic development Maintaining financial stability Connecting Clarington X Promoting green initiatives Investing in infrastructure X Showcasing our community Not in conformity with Strategic Plan Staff Contact: Faye Langmaid Attachments: Attachment 1 — Stewardship Projects 2003-2013 Attachment 2 — Trees for Rural Roads Map of Plantings for 2012/2013 Interested parties to be notified of Council's decision: Patricia Lowe, CLOCA Pam Lancaster, GRCA 8-34 Attachment I To Report PSD-005-14 Previous Stewardship Projects 2003-2012 2092 Council received a report on September 12, 2011 (PSD-074-11) outlining the Trees for Rural Road (TRR) initiative. There was an overwhelming response to the program. The response received was almost double what was anticipated. During the summer and fall of 2012 a survey of the TRR participants was undertaken to determine how to improve the program for future years. Participants were very positive about TRR and its goal. There has been some die off of saplings due to the warm early spring and the lack of rainfall during the summer. Participants indicated that they were pleased with the plant choices, planting instructions and survival rate and supported the continuation of the program for future years. 2019 As a result of the issues encountered with the MNR Ranger program and the lack of a local crew the program was discontinued. During 2011 Staff explored other avenues for impacting the Municipality's landscape. In consultation with GRCA and CLOCA a program geared to rural residents for the replacement of the majestic tree-lined corridors along our rural roads was developed. The program purpose and framework were determined, application forms, postcards, and web presence developed. In addition press releases were issued to assist in letting members of the community know about the program. A number of newspaper articles on the initiative helped spread the word. Applications for the spring of 2012 were already being received in the fall of 2011 and saplings for the program were reserved at a local nursery. 20'0 Funding of the Ministry of Natural Resources (MNR) Rangers for one week was provided. The Ontario Stewardship Rangers work in teams of five (5) high school students (17 year olds) and a project captain. The MNR Rangers assisted the Valleys 2000 (Frank Lockhart) with the removal of log jams and brush at both Soper Creek and Bowmanville Creek. They worked with the Samuel Wilmot Nature Area Advisory Committee to build woodchip trails, in particular they rebuilt a wood chip trail on the east side leading to the lake, assisted in spreading woodchips around the kiosk and cleaned vegetation from around the interpretative signs. The Rangers also worked with Rev. Chisling at the Visual Arts Centre doing work on the garden beds including planting, weeding and pruning. 2009 Funding of the Ministry of Natural Resources (MNR) Rangers for one week. The Ontario Stewardship Rangers work in teams of five (5) high school students (17 year olds) and a project captain. The MNR Rangers assisted the Courtice Lions at the Millennium Trails by clearing the creek of debris and spreading woodchips on the trail. They worked with the Samuel Wilmot Nature Area Advisory Committee to build a new woodchip trail through the east woodlot. They assisted Valleys 2000 with mulching the butterfly garden and tree removal in the Bowmanville Valley. In addition they worked on the removal of Phramagites from wetland areas in the Black/Farewell Creek watershed. These projects were coordinated by the Operations and Engineering Services Departments. 8-35 Two planting projects were done in Courtice this year. In the spring buffer plantings were undertaken between the Nantucket condos and the Rob Piontek Skate Park. It included native trees and shrubs with an emphasis on coniferous planting. In the late fall native trees and shrubs were planted in the Black Creek valley between the Nantucket condos and Hwy. 2 along the creek. The planting projects have been done by Courtice Secondary School students. The goal of all the planting projects is to increase/restore the diversity of native plants in the Black Creek area. 2008 Funding of the Ministry of Natural Resources (MNR) Rangers for a week of their time to assist with projects in Clarington. The Operations Department provided on site direction, for the pulling of Phramagites in the Black/Farewell Creek wetland areas for 2 days. The remaining days were under the direction of the Manager of Park Development and included one day at the Samuel Wilmot Nature Area creating woodchip walkways; one day with Rev. Frank Lockhart from Valleys 2000 in the Bowmanville Creek removing dead trees and path trimming/clean up, and one day with Courtice Lions working on stream clean up and boardwalk construction in the Courtice Millennium trails. 2007 Funding of the Ministry of Natural Resources (MNR) Rangers for a week of their time to assist with projects in Clarington. The Operations Department provided on site direction, for the pulling of Phramagites in the BlacklFarewell Creek wetland areas for 2 days. The remaining days were under the direction of the Manager of Park Development and included one day at the Samuel Wilmot Nature Area creating woodchip walkways; one day with Rev. Frank Lockhart from Valleys 2000 in the Bowmanville creating paths, and one day with Courtice Lions working on stream clean-up and boardwalk construction in the Courtice Millennium trails. Plantings at Wilmot Creek Nature Area in partnership with the Samuel Wilmot Nature Area Committee, Engineering Services and the St. Stephen's Catholic High School students. Funding of the lumber for a continuation of the Boardwalk at Courtice Millennium Trail in partnership with Courtice Secondary School students. The students constructed the boardwalk in sections, in shop class, and then assembled it on site. This project was part of a much larger project that included the Courtice Lions Club and a Trillium Grant. 2006 In February of 2006 the Municipality hosted, in partnership with OPG, a workshop for a number of environmental groups with Evergreen. Evergreen is a not-for-profit environmental group that provides advice and funding for environmental projects. The workshop was attended by approximately 25 people representing a number of different groups. The information provided during this workshop was extremely helpful to a number of these groups. The networking opportunities for the groups were also an important aspect of the workshop. Plantings in Soper Creek valley along the pathway from the Visual Arts Centre north in partnership with the Planning Services Department World Town Planning Day event and Bowmanville High School students. 8-36 Sponsorship of a workshop for municipal staff from throughout the Region of Durham regarding private wells and septic systems and their impact on the environment. The workshop was provided by Dr. Mary Jane Conboy of the Well Wise Centre which opened in Orono early in 2007. The intent of this workshop was to educate municipal staff (building and planning) to ensure consistent messages are provided across the Region to residents on wells and septic systems. Provided funding for the lumber for Boardwalk at Courtice Millennium Trail in partnership with Courtice Secondary School students. The students constructed the boardwalk in sections, in shop class, and then assembled it on site. 2005 Boardwalk behind Courtice Complex in partnership with Courtice Secondary School students. The funding provided the lumber necessary for the project, again the students constructed the boardwalk in sections, in shop class, and then assembled them on site. Plantings in Soper Creek valley along the pathway from the Visual Arts Centre north to Hobbs Avenue, in partnership with Valleys 2000 and Bowmanville High School students who provided the labour. 2004 Creek crossing in Bowmanville Valley in partnership with Valleys 2000 and Courtice Secondary School students. The funding provided the lumber necessary for the project, the students built and installed the crossing. 2003 Plantings in the Bowmanville Valley along the pathway from Spry Avenue north. In-kind labour provided by Planning Services Staff and Valleys 2000. 8-37 w axYl, �}� 7 _�� 14��_ I �Ir'Ip /\�� �I? r®�Ir�I Ir�I Irin �ra�'�■�ypnll l ern u,u" K II , r; I II 1= Y I Ir+�' -I—I -- r'—'"1'�I �'I Illi 1£ eI Lrr —I ' v I •� ,� I I - I I N}��H .i r --4-� � I I q -���---^'r -� r ,-I ._�; L � .I..,,a ..ier�.I...�,�._•� j`,ri.�-�FI�"�L I'-w+ J� �I 't'� .n. _.l' I � �''i - L - 4F, r.--.II�TI .�$y n -• h , F - ,F! I h �--� �1 r I• , � � � tL I I I'j - — ,I � � lire i r.. IN La L �I`4•�slr ai^wla' ilk TE-q- F ���D ;�'� I 1 .�;. ] '. �a ��- l,• ''"��' y I�: -`�. `Y I e` � ;yam -� f ' �. W�1��' M�.- , awl,_ r it--i_ l •�it -4T I 7 -� I ,�t,+�yspf, =. .�� •� ``":�,� 1 -j�^''� ' r 1, - x�r•- Ids x ] �f�'^ tee,... / �� �'�.,�'••���1,1-x,1 I �I. esT--S-des -� \'�- `'1-\�.��T � Trees 2013 CD Lake Ontario Trees 2012 2 f ® c� I . Mometras a� 1 (P- latinglon REPORT COMMUNITY SERVICES DEPARTMENT Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Date: January 6, 2014 Resolution#: By-law#: N/A Report#: CSD-001-14 File#: Subject: COURTICE COMMUNITY COMPLEX - VACATED LEASE SPACE RECOMMENDATIONS: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1 . THAT Report CSD-001-14 be received; and 2. THAT all interested parties listed in Report CSD-001-14 be advised of Council's decision. i Submitted by: Reviewed by: Jo e h P, Caruana Franklin Wu, D' ctor, Community Chief Administrative Officer Services JPC/sm CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T 905-623-3379 12-1 REPORT NO.: CSD-001-14 PAGE 2 1.0 BACKGROUND 1.1 At the General Purpose and Administration Committee meeting of December 9, 2013 Resolution # GPA-598-13 was presented: "THAT the vacant space located at the Courtice Community Complex be offered to the Clarington Older Adults Association." 1.2 Subsequently Resolution # GPA-599-13 was Carried: "THAT the foregoing Resolution #GPA-598-13 be referred to Staff for a report to be considered at the January 6, 2014 General Purpose and Administration Committee meeting." 2.0 COURTICE COMMUNITY COMPLEX 2.1 The Courtice Community Complex officially opened on September 13, 1997. The facility was designed as a 41 ,000 sq ft. facility with a project budget of $6,46 million. 2.2 The original facility floor plan (Attachment 1) identified the major facility components as: Main Pool (6 lanes) with Water Slide -Wading/Tot Pool -Spa/Therapy Pool -Fitness Facility Community Hall Library 2.3 Anticipated project funding was allocated based on facility square footage between the "Core Facility" (29,000 sq ft) and the "Library" (12,000 sq ft). 2.4 The construction costs for this facility were debentured through by-law 96-163 (Attachment 2) and costs were divided as follows: "That the estimated costs of the construction in the amount of$6,458,000 be financed as follows: (a) That the sum of$1,055,000 be debentured over a period not to exceed fifteen (15) years; (b) That the sum of$5,403,000 be funded as identified in Report TR-64-96. That the funds to repay the principal and interest of the debentures be drawn from the Library Development Charge Reserve Fund as the development charges are collected," 12-2 REPORT NO.: CSD-001-14 PAGE 3 2.5 While the facility was designed and built to accommodate a 12,000 square foot library, on February 12, 1996 Council approved Resolution #GPA-64-96: THAT due to financial restraints at all levels of government; THAT due to financial cutbacks from the province to local government; THAT due to the Province's direction to local government to reduce levels of service and hold the line on tax increases; NOW THEREFORE BE IT RESOLVED THAT the Council of the Corporation of the Municipality of Clarington advise the Clarington Public Library Board that the maximum space it is able to provide to the Library for the Courtice Branch is 6,000 sq.ft." 2.6 At the February 5th 1996 General Purpose and Administration Committee meeting Committee received Report TR-8-96 and subsequently passed resolution #GPA-63-96: "THAT Report TR-8-96 be received; THAT Staff be authorized to issue a Request for Proposal for the operation of the Courtice Community Complex; and THAT the Request for Proposal include as a separate item, the opportunity for the utilization of approximately 6,000 square feet of space previously allocated to the library, FORTHWITH." 2.7 At the GPA meeting of November 18, 1996 RFP96-2 was awarded to Janice Brown and Todd Jenkin to operate an Indoor Family Playground and Licensed Daycare under the name "Warp Zone".. Subsequently, on April 21, 1997 the General Purpose and Administration Committee received Report TR-29-97 advising that staff had received legal notification that the two original parties (Todd and Marion Jenkin) were no longer associated with the business which was to be known as "Warp Zone". The new partners to the daycare proposal became Diane and Bernie Labine who together with the original partners Janice and Randy Brown would operate the licensed daycare and indoor playground known as "Clarington Kids". 2.8 Clarington Kids operated a licensed daycare from September 1997 to August 2013 when they terminated their lease and vacated the property. The space has remained empty since that time. 12-3 REPORT NO.: CSD-001-14 PAGE 4 3.0 COMMENTS 11 At the November 27th 2013 Clarington Public Library Board meeting the following motion was passed: "THAT, for the year 2014, the Library secure the currently available vacant space of 6,000 sf at the Courtice Community Complex (former daycare space); THAT, for the year 2014, the Library acquire land (2 acres10.83 Ha), at a new location to be determined, for a library of 20,000 sf. Land costs are estimated at $1,200,000; THAT, for the year 2017, the library include design costs estimated at $900,000 for a new, expanded facility of 20,000 square feet at a new location; THAT, for the year 2018, the library include construction costs, estimated at $11,000,000 for a 20,000 sf facility at a new location." 3.2 Subsequently, at the December 11th Clarington Public Library Board meeting the following motion was passed: "THAT the land acquisition component of the recommendations from the report entitled "Expansion of Library Services for the Courtice Community December 2013"be referred to the Municipality's Finance Department for consideration in the 2015 update of the Development Charges By-law." 3,3 Upon reviewing previous reports pertaining to this matter and by-law 96-163 addressing the financing of this project it is clear the intent was to, at some future point, return the previously leased 6,000 square feet to the library. Should Council wish to see the vacant space used for purposes other than library space re-payment to the Library Development Charges account would be required. If the desire of Council is to provide this space to the Clarington Older Adult Association a transfer of funds from the Indoor Recreation Development Charges account would be required which is currently in a deficit position. For additional information on the status of the Indoor Recreation Development Charges account please refer to FND-018-13 Timing of South Bowmanville Multi-Use Facility (Attachment 3). 3.4 Should it be Council's desire to return the previously leased space to the library, a motion to rescind the earlier decision of Council from February 12, 1996 (approval of Resolution #GPA-64-96) would be in order. In accordance with the Procedural By-law, this motion requires a simple majority vote, provided notice has been given. In this case, it would be appropriate for this report to be referred to the Council meeting of January 13, 2014, and the notice to rescind the previous decision of Council be delivered to the Municipal Clerk by noon Wednesday, January 8, 2014 for inclusion on the January 13 Council agenda. 12-4 REPORT NO.: CSD-001-14 PAGE 5 3.5 The Clarington Public Library has recently undertaken a study for the Expansion of Library Services for the Courtice Community. At this time it is the intent of the Director of Library Services to present the Consultant's report and recommendations to the General Purpose and Administration Committee on January 6, 2014. 3.6 On December 16th the Director of Library Services, Executive Director of the Clarington Older Adult Association and the Manager of Recreation Services met to discuss possibilities that might exist for joint use or sharing of a portion of the vacated lease space. Preliminary discussions indicate there is willingness by all parties to work co-operatively and explore potential options for the space that may meet the needs of both the Library and the Older Adult Association. 4.0 CONCURRENCE: 4.1 This report has been reviewed by Edith Hopkins, Director of Library Services and Nancy Taylor, Director of Finance who concur with the recommendations. CONFORMITY WITH STRATEGIC PLAN The recommendations contained in this report conform to the general intent of the following priorities of the Strategic Plan: Promoting economic development _ Maintaining financial stability X Connecting Clarington _ Promoting green initiatives X Investing in infrastructure X Showcasing our community _ Not in conformity with Strategic Plan Staff Contact: Sharon Meredith, Manager, Recreation Services Attachments: Attachment 1 - Original Courtice Community Complex Floor Plan Attachment 2 - By-law 96-163 Courtice Community Complex Financing Attachment 3 - FND-018-13 Timing of South Bowmanville Multi-Use Facility List of interested parties to be advised of Council's decision: Edith Hopkins, Clarington Public Library Angie Darlison, Executive Director, Clarington Older Adult Association 12-5 T '! 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I I 1 J J I ,`r I ! ,,�f,:�;��' _% � ��,:,.� --- FO ER 'MAIN ENTRANCE `:�."- t;;.•; rl���Y3�:,.4��';1 ''��•:' j,. ,<( :�. Pik: �,�,;'� 1 0 I •. J 1 I (t I I 1 I J :::" .:t't"j�'•`' -.t�'p` ,/ •..�' '4 n•t 1 J I ,9 1 1J I II 1 / , 1 I! f .. ,c .P'�1�:,,.'�; !t.1K:y If•�yo-' 1 � o`er , r I 1 / , 1 I WRIER SLIDE; r:�aL'°s_ ,1�,•i,��{f{'�(p•��tt���/y, J`Z�:'QOIi, ♦`\ , / ® i 1 i© Qi! "'"'fir \ --_— -:•, L iwv',I ''�:,il ;y� •"qi�+ 0 cr ,•�.�''' ��'�� `lam -__•-- r��:,}•.,.:.":.�j::J'::..... }.I•i>) 'i �i 4 •'C's1i��y,. r---s ,, .A;r.•r:ir:'.,1'i°!.a�°. :>•�'c _ r. 'F •' ��%' '111::� *�1.; ��.P,ROG X31. _ t:i S Y ¢ Gd: Fr .�. y f'Y QQ is•rl. .IT. Pse: ago �ff�e�'rfl�'!:t, a' � � �cYa<;-�_ t •Y:'•'f t Je3 `Jae}i;�k`. 1 1 - - :q,%i•�:'•; la':r,•� — l.M1%' u�"'1I• _•:i. 'tf .1.♦:1�• •ti':ry��`:;••:`,:.�.1:.'r, .,.�crla:.�:''�:,''•�. .ii ::�\''-'a,rj..li'Y,',�i��}::i�;.,i:'.*%n•_i.y' :,:t. ',?. - yE' -y' ', '•"�?};;?. t _ i�y�f I I i1' 'i:In .1�:'. _ �i' _i., d7 _ j�/1 '�cY�-`!..•'�• },�, .��a, �i'155 :`YF.i':'i:..: , ::It• .( 'f�'•`:'�' ti'•:'' fit,•: :. r•,� 571 '�'ti �---'� :r=•3 _ ut E•J,�,S\,,. ;js.. •,:\ Yl ,j %J -.'tijaua:p:' +ci_ ;:`.siowtic•;.1 .ir:.i•x i'�:::` 1't,i,iti>'Ia'�:�: 'd,.^: .r: r ;r• .�.i• 1'�` �,;: .. - ''fig 12-6 Attachment 2 to Report CSD-001-14 THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON BY-LAW 96-163 Being a by-law to authorize the debenturing of $1,055,000 to assist in the construction of the Courtice Community Centre located at Concession 2,Part Lot 29,now RP104.2447,Part 1 to 6, former geographic Township of Darlington, in the Municipality of Clarington. WFIEREAS Section 208(57)of the Municipal Act R.S.O. 1990,provides that By-Laws may be passed by the Councils of all municipalities for the acquiring, erecting, altering, maintaining, operating or managing of arenas and community recreation centres; and WHEREAS Section 123 of the Ontario Municipal Act,R.S.O. 1990,provides that By-Laws may be passed to allow for borrowing for the purpose of the Corporation and the issuance of debentures thereof; WHEREAS the Council of the Corporation of the Municipality of Clarington wishes construction to proceed on a new Complex for Municipal operations; WHEREAS the Council of the Corporation of the Municipality of Clarington has approved Report TR-64-96 at its meeting of July 8,1996 and has awarded Tender CL96-4(Re-tender) for the Construction of the Courtice Community Complex; and WHEREAS the Treasurer has updated the Municipality's annual debenture limit and this limit has not been exceeded, therefore, Ontario Municipal Board approval is not required; NOW THEREFORE,Be It Enacted and It Is Enacted as a By-law of the Corporation of the Municipality of Clarington as follows: 1. That the Municipality proceed with the construction of a new Complex for municipal operations located at Concession 2,Part Lot 29,now RP10R-2447, Part 1 to 6, former geographic Township of Darlington, now in the Municipality of Clarington. 2. That the estimated costs of the construction in the amount of$6,458,000 be financed as follows: (a) That the sum of$1,055,000 be debentured over a period not to exceed fifteen(15)years; (b) That the sum of$5,403,000 be funded as identified in Report TR-64-96. 3. That the funds to repay the principal and interest of the debentures be drawn• from the Library Development Charge Reserve Fund as the development charges are collected. By-Law read a first and second time this 16th day of September 1996. By-Law read a third time and finally passed this 16th day of September 1996. Mayor Clerk 12-7 Attachment 3 to Report CSD-001-14 ciff-mgmil FINANCE DEPARTMENT Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Date: December 9, 2013 Resolution# By-law#: Report#: FND-018-13 File#: Subject: TIMING OF SOUTH BOWMANVILLE MULTI-USE FACILITY RECOMMENDATIONS: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report FND-018-13 be received. Submitted by: C Reviewed by: Nancy/Taylor, BBA,CPA,CA, Franklin Wu, Director of Finance/Treasurer Chief Administrative Officer NT/hp CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T 905-623-3379 12-8 REPORT NO.: FND-018-13 PAGE 2 1. BACKGROUND * 1.1 At the General Purpose and Administration Committee meeting on October 28, 2013, Committee considered Report CSD-010-13, "Clarington Fitness Centre- Proposed Renovation". The report was fabled to the next GPA meeting. At the November 12, 2013 General Purpose and Administration Committee meeting, the following Resolution #GPA-545-13 was passed: That Report CSD-010-13 be referred to Staff for a further report on when a new multi-use facility is likely to be built in south Bowmanville. 1.2 This resolution was not amended at the Council meeting of November 19th. This report is in response to Council's request. 2. DEVELOPMENT CHARGES STATUS 2.1 As Council is aware, the proposed future facility is contained in the Municipality's Development Charges By-Law and Background Study. It is identified as "South Bowmanville Multi-Use Facility Phase-.11" at 82,000 square feet. Phase I was comprised of the Bowmanville Indoor Soccer Facility. The proposed timing at the time of the preparation of the DC Background Study was design in 2016 with potential opening in 2018. A good portion of the funding for the project was categorized as accommodating growth in the post 2019 period, 2.2 The intent at the time of the DC Background Study was that Phase II would be comprised of the following conceptual components: 0 Twin Pad Arena • Program/Meeting Space • Fitness Centre Racquet Courts ® Lobby/Common Space • Office and Administration 2.3 The anticipated Phase III would be comprised of a Leisure Pool, Gymnasium and Program/Meeting Space at some time beyond the Phase II completion. 2.4 Since the DC Background Study and By-Law were approved, there has also been much discussion surrounding additional space/location for the Clarington Older Adults Association, although no decisions have been made at this time. 3. COMMENTS 3.1 While the DC Background Study includes projections around timing of future facilities, the timing estimate is based on the assumptions at.that time around growth, collections, interest earned on reserve fund balances, indexing of capital costs etc. 12-9 4 REPORT NO.: FND-01.8-13 PAGE 3 3.2 Unfortunately,.while the economy was uncertain at the time and an allowance was made for this, the depth of the economic recession and still ongoing recovery efforts globally and here in Canada were not anticipated at that time, Nor was it predictable that there would be the impact of servicing restraints rippling from lower development charges collections at the Regional level. 3.3 Growth during this five year time frame of the DC Background Study was anticipated to be in the range of 699 to 902 units per year. As Council is aware, this growth level has not been achieved and as a result the deficit in the Indoor Recreation Development Charges Reserve Fund has relatively stabilized at approximately $2.1 million. Essentially, the Municipality needs in the vicinity of 525 new residential units per year to breakeven on the annual debenture payments relating to Indoor Recreation growth related facilities. Growth in units in excess of this would be applied to reduce the current deficit in this Reserve Fund. 3-.4 The greatest variable in predicting the timing.of proceeding with the South Bowmanville Facility is the number of new units per year. This is tied extensively to both market conditions and servicing restrictions, 3.5 The debenture debt payments pertaining to the South Courtice Arena will be completed in 2017. This frees up indoor recreation development charges cash flow collections. Based upon an average of 550 new residential units per year over the next five years, it is anticipated that the Indoor Recreation Development Charges Reserve Fund will achieve a return to positive conditions at the end of 2018. Any servicing constraints or negative economic impacts would delay this date further. 3.6 As a result, in order to get the Indoor Recreation Development Charges Reserve Fund back on firm positive ground, it would be.recommended that an additional facility would not likely be feasible until approximately 2020. This would be the design phase with the facility opening in late 2022. 3.7 The other significant issue to be aware of is that the Development Charges funding can only be utilized towards growth related facilities. This means that replacement of facilities cannot be funded from development charges, only additional square footage added to the municipality's service level. An indepth discussion around development charges shortcomings is covered in a separate report to Committee providing comments to the Province of Ontario's consultation on the Development Charges Act currently underway. 18 Specifically to this issue, any replacement square footage for a pool facility would not be eligible for growth related financing. The existing pool would need to remain open concurrently with a new facility for the new facility to be eligible for development charges financing. The same circumstance applies to future discussions around the Older Adults facility or the Courtice library. 12-10 REPORT.NO.: FND-018-13 PAGE 4 3.9 This does not prevent Council from proceeding with the provision of improved facilities, but the financing would be recommended as debenture debt financing, with annual repayments from tax levy financing. There is sufficient debt capacity available as the Municipal debt levels are well below the allowable capacity approved by the Province. This is also an option for Council should they wish to proceed with the proposed renovation to the Clarington Fitness Centre but do not wish to utilize the reserve fund capacity for this project. 4. CONCURRENCE 4,1 This report has-been reviewed by Joseph Caruana, Director of Community Services, who concurs with the recommendations. 5. CONCLUSION 5.1 This report highlights the issues around growth related financing. Based on the assumptions identified in this report, the proposed timing of the new multiuse facility in south Bowmanville would be approximately 2020 for design commencement and late 2022 for facility opening for eligible growth related components. Adjustments to this timing may result from better or worse growth activity in new residential units over the coming years. 5.2 If Council expresses its intent to have a pool facility in the Phase II development and wants it to be eligible for development charges financing, the existing pool would have to remain open concurrently to the opening of a new pool facility. 5.3 If Council wishes to.proceed with a replacement pool at the South Bowmanville site, there would be a need to issue debenture debt to be repaid from tax levy on an annual basis. This is also an alternative financing mechanism for.the proposed renovations at the existing Clarington Fitness Centre. The balance of the growth related components, unless it was a standalone facility, would have the same timing limitations referenced in Section 5.1 above. CONFORMITY WITH STRATEGIC PLAN The recommendations contained in this report conform to the general intent of the following priorities of the Strategic Plan: Promoting economic development Maintaining financial stability Connecting Clarington- Promoting green initiatives X Investing in infrastructure Showcasing our community Not in conformity with Strategic Plan 1.2-11 REPORT NO.; FND-018-13 PAGE 5 Staff Contact: Nancy Taylor, Director of Finance/Treasurer List of interested parties to be advised of Council's decision: Clarington Squash Club Clarington Swim Club 12-12 Clarington REPORT MUNICIPAL L DEPARTMENT' Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Date: January 6, 2014 Resolution#: By-law#: Report#: CLD-001-14 File#: Subject: REGIONAL COUNCIL REPRESENTATION — TOWN OF AJAX PETITION RECOMMENDATIONS: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report CLD-001-14 be received; 2. THAT Council either: a) Support the following resolution of the Town of Ajax: "1. THAT Town of Ajax Council petition the Council of the Regional Municipality of Durham to include the following question on the region-wide ballot on October 27, 2014: 'Are you in favour of the Council of the Regional Municipality of Durham taking all necessary steps to reduce the size of Regional Council by distributing the seats based on the population of each local municipality?' Yes No 2. THAT the Council of the Municipality of Clarington be advised of the support of Ajax and Whitby for a ballot question on representation and that Clarington Council be requested to support a region-wide ballot question on this issue in light of Clarington's significant underrepresentation." OR b) Receive the correspondence from the Town of Ajax for information; and 3. THAT all interested parties listed in.Report CLD-001-14 be advised of Council's decision. Submitted by: 7� _ Reviewed by: Patti Bar , CMO ,fiFrankli Wu, Munici Clerk Chief Administrative Officer CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T 905-623-3379 13-1 REPORT NO.: CLD-001-14 PAGE 2 1. BACKGROUND At the Council meeting of December 2, 2013, Council considered the following resolution of the Town of Ajax: "1. THAT Town of Ajax Council petition the Council of the Regional Municipality of Durham to include the following question on the region-wide ballot on October 27, 2014: 'Are you in favour of the Council of the Regional Municipality of Durham taking all necessary steps to reduce the size of Regional Council by distributing the seats based on the population of each local municipality?' Yes No 2. THAT the Council of the Municipality of Clarington be advised of the support of Ajax and Whitby for a ballot question on representation and that Clarington Council be requested to support a region-wide ballot question on this issue in light of Clarington's significant underrepresentation." In consideration of this matter, the correspondence was referred to staff for a report on the effect that a redistribution of seats will have on Clarington's ward system. 2. REGIONAL MUNICIPALITY OF DURHAM The question that the Town of Ajax is asking be placed on the 2014 ballot is: 'Are you in favour of the Council of the Regional Municipality of Durham taking all necessary steps to reduce the size of Regional Council by distributing the seats based on the population of each local municipality?' During a special Regional Council meeting in 2011, the Regional Clerk made a presentation on Regional Council Composition. In addressing the issue, she highlighted two scenarios; one utilizing a formula of the Mayor plus one Councillor for every 24,000 eligible electors in the 2010 municipal elections and one based on a formula of the Mayor plus one Councillor for every 35,000 population, with the assumption that each area municipality would be entitled to a minimum of one Regional Councillor in addition to the Mayor. Using the first scenario, Clarington's representation would not change; under the second scenario we would gain one representative (see Attachment No.1). Until such time as we are aware of the number of Regional representatives the Municipality would have, it is premature to make suggestions as to the distribution of them. 13-2 REPORT NO.: CLD-001-14 PAGE 3 3. PRINCIPLES OF WARD DIVISIONS When reviewing ward boundaries, generally accepted principles are regularly considered, in consideration of past Ontario Municipal Board decisions as well as a Supreme Court of Canada decision, as follows: • Representation by Population: Considering representation by population or every councillor generally representing an equal number of constituents within his or her respective ward. • Population and Electoral Trends: Accommodating for and balancing future increases or decreases in population growth/decline to maintain a general equilibrium in the representation by population standard. • Means of Communication and Accessibility: Arranging ward boundaries by primary and secondary road patterns, railway and public transit accesses, telephone exchanges, postal codes and servicing capabilities to help foster an identity and neighbourhood groupings. • Geographic and Topographical Features: Utilizing geographical and topographical features to provide for ward boundaries and compact and contiguous areas (similar to use of man made features). • Community or Diversity of Interests: Recognizing settlement patterns, traditional neighbourhoods and community groupings (social, historical, economic, religious and political diversities) while at the same time, not fragmenting a community. • Effective Representation: Considering an overriding principle of effective representation. Although one could argue that the most significant is representation by population, a Supreme Court of Canada decision states: "The purpose of the right to vote enshrined in s. 3 of the Charter is not equality of voting power per se but the right to 'effective representation'. The right to vote therefore comprises many factors, of which equity is but one. The section does not guarantee equality of voting power." A section of this Supreme Court of Canada decision is included as Attachment No. 2. 13-3 REPORT NO.: CLD-001-14 PAGE 4 HISTORY OF MUNICIPALITY'S WARD SYSTEM When the Town of Newcastle was created in 1974, it consisted of three wards, being the Former Township of Darlington (Ward 1), the Former Town of Bowmanville (Ward 2) and the Former Township of Clarke (Ward 3). At that time, Regional Council consisted of 30 members plus the Chair; the Town had four Regional representatives. The Mayor sat on Regional Council and each of the wards was represented by a Regional Councillor and a Local Councillor. In 1986, effective for the 1988 elections, one member was added to each of Ajax and Whitby, resulting in a 32-member Council, plus the Chair. In 1996, effective for the 1997 elections, Regional Council was reduced to a 28-member Council and representation of the former Town of Newcastle (now Clarington) was reduced by one member, to two Regional Councillors plus the Mayor. In order to accommodate this reduction, a review of our ward system was undertaken and the Municipality was divided into the current four wards, with one Regional Councillor representing two wards. In reviewing the ward boundaries in 1996, population as well as communities of interest and geographic features were taken into consideration. With the wards being divided as they are, it was believed that each one contained a good mix of rural and urban areas. There has never been an equality of population within the wards and it was known at the time, with the growth that was forecasted for the Municipality, that the populations would become more unbalanced over time. As well, it was recognized at the time that Ward 4 would always have a smaller population base than the other three wards, however, this concern was offset by the fact that the land mass covered was much larger than the other wards. The following table provides a comparison of the wards based on today's electoral count: Ward Electoral Count Land Mass (km2) Ward 1 21,545 129.19 Ward 2 19,097 88.37 Ward 3 12,881 90.27 Ward 4 12,215 304.39 Given the differences in electors in each ward, and the anticipated future growth in the Municipality, it is advisable to review the ward boundaries prior to the 2018 municipal election. 13-4 REPORT NO.: CLD-001-14 PAGE 5 4. REGIONAL PROCESS Should the Region of Durham decide to place a question on the region-wide ballot on October 27, 2014, the following process will be followed: 1. A report with a recommended date for the holding of a public meeting will be presented to the Finance & Administration Committee and Regional Council in early 2014. 2. The public meeting will be held as part of a regularly scheduled Council meeting, prior to April 30, 2014. The last regularly scheduled Council meeting prior to this date is April 23, 2014 3. The Regional Solicitor will prepare a by-law to authorize the question and include the exact wording of the question. The question must be within the jurisdiction of the municipality; not a matter of provincial interest; must be clear, concise and neutral; and must be capable of being answered in a yes or no format. 4. At least 10 days prior to the passing of the by-law, the Regional Clerk will give notice of Council's intention to pass a by-law to the public and the Minister of Municipal Affairs and Housing. Notices will be placed in local newspapers and on the Regional website. 5. Regional Council will hold a public meeting and consider a by-law to submit a question to the electors of the Regional Municipality of Durham. A draft by-law will be presented to Council for consideration following the public meeting. 6. Within 15 days of the passing of the by-law, the Regional Clerk will give notice of passing of the by-law to the public and the Minister of Municipal Affairs and Housing. Notices will be placed in local newspapers and on the Regional website. 7. Within 20 days after the Regional Clerk gives notice of passing of the by-law, the Minister of Municipal Affairs and Housing or any other person or entity may file an appeal on the grounds that: a) the question is not clear, concise and neutral; and/or b) the question is not capable of being answered by a "yes" or "no". If an appeal is received, the Regional Clerk will forward the appeal to the Chief Electoral Officer within 15 days after the last day for filing a notice of appeal and the Chief Electoral Officer, or their designate, will hold a hearing within 60 days of receiving the appeal from the Regional Clerk. 13-5 REPORT NO.: CLD-001-14 PAGE 6 8. On or before June 2nd the Regional Clerk must transmit a copy of the by-law with the proposed question to the Clerks of the lower-tier municipalities. 9. The Clerks of the lower-tier municipalities are then required to submit the question to the electors on the October 27, 2014 municipal election ballots. 5. CONCURRENCE - Not applicable 6. CONCLUSION The information contained within this report has been prepared as requested by Council to address the ward system within the Municipality of Clarington in consideration of the Town of Ajax's request for a question related to Regional Representation being included on the ballot for the 2014 Municipal Election. It is recommended that Council either: a) Support the following resolution of the Town of Ajax: 1. THAT Town of Ajax Council petition the Council of the Regional Municipality of Durham to include the following question on the region-wide ballot on October 27, 2014: 'Are you in favour of the Council of the Regional Municipality of Durham taking all necessary steps to reduce the size of Regional Council by distributing the seats based on the population of each local municipality?' Yes No 2. THAT the Council of the Municipality of Clarington be advised of the support of Ajax and Whitby for a ballot question on representation and that Clarington Council be requested to support a region-wide ballot question on this issue in light of Clarington's significant underrepresentation." OR b) Receive the correspondence from the Town of Ajax for information. CONFORMITY WITH STRATEGIC PLAN — Not Applicable Staff Contact: Patti L. Barrie, Municipal Clerk Attachments —Attachment No. 1 — Excerpt of Regional Clerk's Presentation Attachment No. 2 — Excerpt of Supreme Court of Canada decision List of interested parties to be advised of Council's decision: Mayor Steve Parish, Town of Ajax Deb Bowen, Regional Clerk, Regional Municipality of Durham Clerks of the Area Municipalities within Durham Region 13-6 Attachment No. 1 to Report CLD-001-14 Subject: Durham Regional Council The Need For Fair and Efficient Representation WE - '..` Thy Iegcrnalesricturl Carnittee Formula:visas based or► repese tabor by irzrnbe o f electas This is.a methodby whch_seats are:allocated iri such:a may as to vary wYth the .=- er:of electoxs and w iereas the h gherthe siuinbex.of electors in-a�r►uin'ezpafity fhe�r ore, sea s-allt�catecl to that t�nieipali Ey, Pior-6xanzple,utfflzdhg a for�ri�xla cif fhe Alts ante_Coca* glllor or every 24;404 of eh ible electors: the 201i�M-U.'Ic pal leclicir�st the compos tion of Rigional'Cvu� cil auld decreas- 27 ixternbers plus the RegYOnal Cher;, The followxr g chart 6-atl nes the disbib�xtiCin o mem.-ers {by area ihmikipahty;base on than farinula, with the assumptioix that each:. areami icipaR-ty vizilfbe entitled-to one R.e to-hal.C-QU.fiV�jIo*r_in addition to th ;Mayiir: _ 6 2Q14EIeeicz 24;000ectors- I �presenatioxt Ch'arege- : per C " ciiu�c�ll€�r A.TAX 69,&21 2:'9 3 Ivtayor_ �.1 BR02 10;52 0;4 : 1 r il�ayor CLARINGTC N 58,625 2.4 2+Mayor OS�IAWA 1101:947 4.6 5 t M'a ox � - I"ICKERING 65,273 2.7 3+1Vlayc�x - SCUGC +G 15433 { 8' Mayox, UXBRIDG 16;20 . 0;7., 1+,lYlaycir -. WHITBY 82,623: 3:4 3 4 Mayor - .. DURHAM - 432,256 18.4 19+8 I1?IayQrs : -A. Total 27 Mb p*ejs of Coutw l .4sstunp:iens; - t- Iatxcr�feach:slrcai�funicipdin'isainemficcesElttt�ona lt:.vuncit _. T7cfl:Lea"liuiicp.dict'-i7Lhaream niniam iiP 1 RonsJ Couetall�rir..a4 itinii crs die`fatroc 7 13-7 Subject: Durham Regional Council The bleed For Fair and Efficient Representation -_ ee X001,the Yssne of:Cauncil:c�mps�slzori and; tue represenbifibi has,been brought tQrvt?ard.several tjsnes. At these tries,the approach ofr repres0:it# on by ptipulafion has begin discussed Representafionby pcopulaf�on' s a rrc�.tl�od b���`-which seats are allocateel.Yn such a:way as to vary with pvpiz7ation. The higher the PTpo. ula€ion cif amui cYpalify,the urger the r,uhiber of seats allocated to cipalaty The iQllo�ving chaff outlines the distr bu:t' cif.our eurren 28 membefs b area:ruu cipality based.cin a�.formula of the,&-_f yor plus one -Al Coun* or for every 35;000- lation with the assisiption.lhat each area:munici allfyWill be enftledtO one Reg�o�a1 Co cillor in pa or a4dl'�ory.tt�the.I�I y - a - :.. ON X010: 35;OOt3I'©pa a i lteprese talibhi Chtft Pt p1A aft an Pex Cb-u ill-Or AJAR 110,4 55 = 3 2 3 T IayoT 1 BIi SCI 12,610 0:4 . 1+Mayor CLARING`I'ON 86,495 2.5 3+Mayor +1 OSHAWA 15,2,495 4.4 4+Mayor -3 PICKERIN G 90,765 2.6 3±l ay r _ SCOOOG. 22700 - I.TXERIDGF- 21,405 0.6 :1±Mayor WHITBY 124,495 a+mayor +1. DURHAM 621,420 17.8 20+.8 IY.tayors. - Total-28 Members of Cou*tcl Assumn4ons:: \L•tcaruE cacli'ilrea llun rip ilin. a memhet:ciE 1%4 no C.onticyl Ladi a_-i Aluni.6paih•'vill have a mini:gum oY I.Re&n.,U Councillor in.ddiucm fa the it{aypr 9 13-8 Attachment W.eitbf 30 Report CLD-001-14 - - Lit Reference re Prov. Electoral Boundaries (Sask. ) , [ 1991 ] 2 SCR 158 . Date: 1991-06-06 Docket: 22345 Parallel 1991 CanLII 61 (SCC); 81 DLR (4th) 16; [1991] 5 WWR 1; 94 Sask R 161 citations: URL:. http://caniii.ca/t/lfsll Citation: Reference re Prov. Electoral Boundaries (Sask.), 1991 CanLII 61 (SCC), [1991] 2 SCR.158, <http://caniii.ca/t/lfsli> retrieved on 2013-12-18 Print: PDF Format Noteup: Search for decisions citing this decision Reflex Related decisions, legislation cited and decisions cited Record Reference re Prov. Electoral Boundaries (Sask.), [1991] 2 S.C.R. 158 The Attorney General for Saskatchewan Appellant V. Roger Carter, Q.C. Respondent and Attorney General of Canada,Attorney General of Quebec,Attorney General of British Columbia; Attorney General of Prince Edward Island, Attorney General for Alberta,Attorney General of Newfoundland,Minister of Justice of the Northwest Territories,Minister of Justice of the Yukon,John F. Conway,British Columbia Civil Liberties Association,Douglas Billingsley, Wilson McBryan,Leonard Jason,Daniel Wilde, Alberta Association of Municipal Districts & Counties, City of Edmonton, City of Grande Prairie, Equal Justice For All Interveners Indexed as: Reference re Prov. Electoral Boundaries (Sask.) File No.: 22345. 13-9 18/12/2013 Page 2 of 30 1991:April 29, 30; 1991: June 6. Present: Lamer C.J. and La Forest, L'Heureux-Dube, Sopinka, Gonthier, Cory, McLachlan, Stevenson and Iacobucci JJ. on appeal from the court of appeal for saskatchewan Constitutional law -- Charter of -- Right to vote --Electoral boundaries -- Variances in size of voter populations among constituencies -- Whether Charter right to vote infr inged --Canadian Charter of Rights and Freedoms, ss. 1, 3 -- Electoral Boundaries Commission Act, S.S. 1986-87-88, c. E-61, ss. 14, 20. r� The Saskatchewan Court of Appeal, on a reference dealing with the provincial electoral distribution,. found that proposed changes to the electoral boundaries infringed s_3 of the Canadian Charter of and Freedoms. The Electoral Boundaries Commission Act imposed a strict quota of urban and rural ridings and required that urban ridings coincide with existing municipal boundaries. The resulting distribution map,unlike the one it replaced,revealed a number of ridings With, variations in excess of 15 percent from the provincial quotient and indicated a problem of under-representation in urban areas. Two questions were stated for the court's opinion. The first queried whether the variance in the size of voter populations among those constituencies infringed Charter rights guaranteed by the Charter and if so, in what particulars. It also queried whether any such denial of rights was justified by s_1 of the Charter. The second queried whether the distribution of those constituencies among urban,rural -and northern areas infringed Charter rights and if so, in what particulars were these rights infringed and in what particulars were they justified. This question too queried whether any such denial of rights was justified by s_l of the Charter. Held (Lamer C.J. and L'Heureux-Dubs and Cory JJ. dissenting): The appeal should be allowed. Per La Forest, Gonthier, McLachlin, Stevenson and Iacobucci JJ.: At issue here was whether the variances and distribution reflected in the constituencies themselves violated the Charter guarantee of the right to vote. The validity of The Representation Act, 1989 in so far as it defined the constituencies,was indirectly called into question. The definition of provincial voting constituencies is subject to the Charter and is not a matter of constitutional convention relating to the provincial constitution which is impervious to judicial review. Although legislative jurisdiction to amend the provincial constitution cannot be removed from the province without a constitutional amendment and is in this sense above Charter scrutiny, the provincial exercise of its legislative authority is subject to the Charter. The province is empowered by convention to establish its electoral boundaries but that convention is subject to s_3 of the Charter. 13-10 18/12/2013 Page 3 of 30 The content of the Charter right to vote is to be determined in a broad and purposive way,having regard to historical and social'context. The broader philosophy underlying the historical development of the right to vote must be sought and practical considerations, such as social and physical geography, must be borne in mind. The Court, most importantly, must be guided by the ideal of a "free and democratic society" upon which the Charter is founded. The purpose of the right to vote enshrined in s. 3 of the Charter is not equality of voting power per se but the right to "effective representation". The right to vote therefore comprises many factors, of which equity is but one. The section.does not guarantee equality of voting power. Relative parity of voting power is d prime condition of effective representation. Deviations from absolute voter parity, however, may be justified on the grounds of practical impossibility or the provision of more effective representation. Factors like geography, community history, community interests and minority representation may need to be taken into account to ensure that our legislative assemblies effectively represent the diversity of our social mosaic. Beyond this, dilution of one citizen's vote as compared with another's should not be countenanced. The history or philosophy of Canadian democracy does not suggest.that the framers of the Charter in enacting s_3 had the attainment of voter parity as their ultimate goal. Their goal, rather, was to recognize the right long affirmed in this country to effective representation in a system which gives due weight to voter equity but admits other considerations where necessary. Effective representation and good government in this country compel that factors other than voter parity, such as geography and community interests, be taken into account in setting electoral boundaries. Departures from the Canadian ideal of effective representation, where they exist, will be found to violate s_3 of the Charter. The actual allocation of seats between urban and rural areas closely followed the population distribution between those areas and effectively increased the number of urban seats to reflect population increases in urban areas. In general the variations between boundaries in the southern part of the province .appeared to be justifiable on the basis of factors .such as geography, community interests and population growth patterns. The northern boundaries were appropriate, given the sparse population and the difficulty of communication in the area. A violation of s. 3 of the Charter was not established. Per Sopinka J.: The reasons of McLachlan J. were substantially agreed with, although the interpretation of s_3 of the Charter was differently approached. The framers of the Charter did not intend to create a new right and accordingly the primary inquiry was to determine on what principles the right to vote was based. Historically,the drawing of electoral boundaries has been governed by the attempt to achieve voter equality with liberal allowances for deviations based on the kinds of considerations enumerated in s. 20 of The Electoral Boundaries Commission Act. Deviations were avoided which deprived voters of fair and effective 13-11 18/1.2/2013 Page 4 of 30 representation. Under the Charter, deviations are subjected to judicial scrutiny and must not be such as to deprive voters of fair and effective representation. The Charter guarantee in s. 3 does not extend to the process. The legislature was not required to establish an electoral commission or to ensure that a commission, when established,was able to fulfill its mandate freely without guidelines imposed by the legislature. The constitutional validity of the factors in s. 20 or s. 14 was not at issue but rather the effect that their application produced. The extent of deviation from strict voter equality and the reasons for those deviations were not such as to deny fair and effective representation. Per Lamer C.J. and L'Heureux-Dube and.Cory JJ. (dissenting):- In Canada, each citizen as a minimum must have the right to vote, to cast that vote in private and to have that vote honestly counted and recorded. Equally important, each vote must be relatively equal to every other vote; there cannot be wide variations in population size among the 64 southern constituencies. Deviations from equality will be permitted where they can be justified as contributing to the-better government of the people as a whole, giving due weight to regional issues involving demographics and geography. The restrictions placed on the Electoral Boundaries Commission by The Electoral Boundaries Commission Act were unknown to previous commissions. The electoral map at issue which resulted from the impugned legislation must be considered even if the Charter infringements involved might be thought to be relatively minor. This is because the right to vote is fundamentally important to a democracy and to its citizens. The problems with the impugned distribution were almost entirely a- function of the two conditions placed on the Commission by the Act and were unacceptable and, given the eminently fair riding map of the previous distribution, quite unnecessary. The first imposed a strict quota of urban and rural ridings and the second required that the boundaries of the urban ridings coincide with the existing municipal boundaries effectively "quarantining" them from the others. The fundamental importance of the right to vote demands a reasonably strict surveillance of legislative provisions pertaining to elections. Scrutiny unders_3 attaches not only to' the actual distribution in question but also to the underlying process from which the electoral map was derived. While the actual distribution map may appear to have achieved a result that is not too unreasonable, the effect of the statutory conditions interfered with the rights of urban voters. Once an independent boundaries commission is established, it is incumbent on the legislature to ensure that the Commission was able to fulfill its mandate freely and without unnecessary interference. The right to vote is so fundamental that this interference is sufficient to constitute a breach of s. 3 of the Charter. . The creation of the two northern ridings met all the requisite conditions of the Oakes test and was justified under s. 1 of the Charter. Geography and demography 13-12 18/12/2013 Page 5 of 30 demonstrated a pressing and substantial need and the creation of these constituencies was rationally connected to the concept that they have effective representation. The southern ridings were in a different position 'legally and geographically. While the differing representational concerns of urban and rural areas may properly be considered in drawing constituency boundaries, the voter population of each constituency should be approximately equal and the type of mandatory conditions imposed here are therefore precluded. Given the initial premise of equality, the Commission should be free to consider such factors as geography, demography and communities of interest in drawing constituency boundaries and allocating ridings between. rural and urban areas. No explanation was given why the balancing of relevant factors could not be left to the Commission and instead had to be mandated by the legislature. The less equitable distribution that resulted because of these legislatively mandated conditions was, absent a reasonable .explanation, suspect. There was no basis for concluding that the legislature's objective in imposing these conditions was pressing and substantial. Even assuming a pressing and substantial need, the legislation did not affect the rights of urban voters as little as possible. Earlier and more equitable distributions indicated that the rights of urban voters could be interfered with to a lesser extent. 13-13 1 Leading the Way REPORT MUNICIPAL SOLICITOR Meeting: GENERAL PURPOSE AND ADMINSTRATION COMMITTEE Date: January 6, 2014 Resolution#: By-law#: 2014- Report#: LGL-001-14 File#: L4000-05-02 Subject: ASSUMPTION and DEDICATION OF VARIOUS ROAD WIDENINGS THROUGHOUT THE MUNICIPALITY OF CLARINGTON RECOMMENDATIONS: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council as follows: 1. THAT Report LGL-001-14 be received for information; 2. THAT Council approve the by-law attached to report LGL-001-14 assuming various road widenings as public highways and dedicating various reserves as public highways; and 3. That the Municipal Solicitor be authorized to register the by-law. Submitted by:/, Andrew C. Allison, B. Comm., LL.B. Municipal Solicitor Reviewed by: Franklin Wu Chief Administrative Officer CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T(905)623-3379 F (905)623-6020 16-1 REPORT NO.: LGL-001-14 PAGE 2 1.0 BACKGROUND: 1.1 Through the development process, various road widenings have been transferred to The Corporation of the Municipality of Clarington. When development conditions are met by adjacent land owners, the widenings require by-laws to have the lands assumed as public highways for permanent maintenance purposes. 1.2 In some instances, 0.3 metre reserves have been placed on lands. When development conditions are met by developers, the 0.3 reserves require by-laws to have the lands dedicated as public highways for public use. The reserves will become part of the road widening and will be assumed by the Municipality when the subdivision is complete. 1.3 Preparing the by-laws on an individual basis is time consuming. As a cost saving measure, the various lands to be dedicated and assumed for public use have been permitted to accumulate so that they could be combined in the attached bylaw. 1.4 It is now appropriate for Council to pass the attached By-law. CONFORMITY WITH STRATEGIC PLAN — Not Applicable Staff Contact: Joanne Barchard, Law Clerk Attachment: Attachment 1 - By-law to Dedicated Lands as Public Highways and/or Assume Public Highways for public use under the Land Titles System 16-2 ATTACHMENT NO. 1 TO REPORT LGL-001-14 THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON BY-LAW 2014- being a By-law to assume and dedicate certain lands throughout the Municipality of Clarington as public highways WHEREAS the lands and premises set out in the attached Schedule "A" form part of the local road system; AND WHEREAS ownership of the lands has been registered in the name of The Corporation of the Municipality of Clarington; NOW THEREFORE, the Council of The Corporation of the Municipality of Clarington enacts the following: 1. That the Corporation apply to the Land Registrar at Whitby to have the lands and premises shown on the attached Schedule "A" assumed and dedicated as public highways; 2. That the Corporation apply to the Land Registrar at Whitby to have the lands and premises shown on the attached Schedule "B" dedicated as public highways; 3. That the Municipality's Solicitor is hereby authorized to make such application. BY-LAW passed in open session this day of January, 2014. Adrian Foster, Mayor Patti L. Barrie, Municipal Clerk 16-3 Schedule "A" to The Corporation of the Municipality of Clarington By-Law Number 2014- Pt Lot 33, Con 3; Rd,all btn Lots 32 & 33, Con 3 Pt 2 on 40R-27814 (Darlington) Municipality of Clarington Regional Municipality of Durham Block 66, Plan 40M-2430 Municipality of Clarington Regional Municipality of Durham Block 156, Plan 40M-2378 Municipality of Clarington .Regional Municipality of Durham Pt Blk 79, Plan 1OM-781 Pts 1, 2, 3, 40R-16227 Municipality of Clarington Regional Municipality of Durham Part of Lot 30, Con 3 now Part 4, Plan 40R-27639 Municipality of Clarington Regional Municipality of Durham 16-4 Schedule "B" to The Corporation of the Municipality of Clarington By-Law Number 2014- The following Blocks on Plan 40M-2496 Block 83 Block 84 Block 90 Block 91 Block 92 Block 93 Block 94 Block 95 Block 96 Block 97 Block 98 Block 99 Block 100 All in the Municipality of Clarington Regional Municipality of Durham 16-5 UNFINISHED BUSINESS 18 a ciffftma PORT MUNICIPAL CLERK'S DEPARTMENT Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Date: January 6, 2014 Resolution#: By-law#: Report#: Addendum to Report File#: CLD-026-13 Subject: CLARINGTON VOLUNTEER CELEBRATION PROGRAM RECOMMENDATIONS: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report CLD-026-13 be received; 2. THAT Addendum to Report CLD-026-13 be received; and 2. THAT Staff be directed to implement Option , as outlined in Report CLD-026-13, to recognize Clarington's volunteers. Submitted by: Reviewed by: / ' a 6Bi CMO 'f FranklinA/Vu, Munictp-al Clerk v Chief Administrative Officer P LB/CAG CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T 905-623-3379 18-1 REPORT NO.: ADDENDUM TO CLD-026-13 PAGE 2 1. BACKGROUND 1.1 At the December 9, 2013 General Purpose and Administration Committee Meeting, the Committee passed the following resolution #GPA-582-13: THAT Report CLD-026-13, Clarington's Volunteer Recognition Program, be referred back to Staff to report back on costing for an Option 6, a volunteer celebration to be held every two years, with no awards, greetings, no guest speakers; and THAT recognition be accomplished through the volunteer yearbook and municipal website. 2. VOLUNTEER PROGRAM OPTIONS 2.1 Report CLD-026-13 presented and outlined the following five potential program options for Council's consideration: • Status Quo — Event Once per Term of Council —Awards Based on Years of Volunteer Service • Annual Celebration — No Awards • Annual Awards Event—Awards Based on Service Categories • Annual Volunteer Awards Based on Service Categories — Presented at Council • Annual Media Campaign Only — No Event or Awards 2.2 Option 6 —Celebration Every 2 Years No Awards — Yearbook 2.2.1 Replace the current Volunteer Recognition Program model with a volunteer "celebration" with no awards ceremony to be held every other year. The concept of this option would be as follows: • The Celebration event would be planned and organized by staff. • Invitations would be sent to all known organizations serving Clarington. Each organization would determine who of their volunteers they wish to celebrate. • The maximum number of volunteers per organization would be on a sliding scale where larger organizations would be permitted to invite more than the smaller organizations. • Those volunteers being celebrated would be published in a Volunteer Yearbook. • Guests would be welcomed by words of thanks by the Mayor or designate. • The celebration event would be a mix and mingle format with hors d'oeuvres and refreshments. 18-2 S REPORT NO.: ADDENDUM TO CLD-026-13 PAGE 3 • During the celebration event, photos will be taken of volunteers for each organization. These group photos will be later compiled into the Clarington volunteer Yearbook. • Each volunteer being celebrated will receive a certificate of appreciation upon entering the event, and will be mailed a copy of the printed Yearbook. • The Yearbook would be published on the Clarington website and in the local newspapers. 2.2.2 The annual budget for this event is estimated at $10,000. 2.2.3 Staff resources required to plan, organize, and undertake an event similar to that described above, could be accommodated by the existing staff in the Municipal Clerk's Department in conjunction with another work unit, provided the event is held during the 1St and 3 d years of the Term of Council. To publish the yearbook would rely heavily on the Communications and Tourism Division staff. 2.2.4 This option would meet the goals of promoting of volunteerism and our objectives of acknowledging, thanking and celebrating our community volunteers. Staff believe that such a celebration as described above would be timely and inclusive. As a celebration event such as is described above has never been implemented in Clarington, it is difficult to estimate the response and participation rates for this type of event. However, based on the survey responses (included as Attachment 3 to Report CLD-026-13), staff anticipate that such a celebration would be well received by our volunteers. 2.2.5 Should Council select this program option, the first event could be scheduled during Volunteer Week in 2014 (April 6" — 12th). Thereafter, given the Municipal Clerk's Department's activities associated with Municipal Elections, it is recommended that the future events be held during the 1St and 3rd years of the Term of Council. 3. CONCURRENCE — Not Applicable 4. CONCLUSION Report CLD-026-13 detailed the history of volunteer recognition by the Municipality of Clarington. Further, the Report detailed the various options available to Council should they wish to amend the current Volunteer Recognition. In response to Committee Resolution #GPA-582-13, an additional option has been detailed in this addendum report to assist Council in determining the most suitable means by which to acknowledge and thank Clarington's valued community volunteers. 18-3 REPORT NO.: ADDENDUM TO CLD-026-13 PAGE 4 CONFORMITY WITH STRATEGIC PLAN The recommendations contained in this report conform to the general intent of the following priorities of the Strategic Plan: Promoting economic development Maintaining financial stability X Connecting Clarington Promoting green initiatives Investing in infrastructure X Showcasing our community Not in conformity with Strategic Plan Staff Contact: Anne Greentree, Deputy Clerk Attachments: Attachment 1 — Report CLD-026-13 List of interested parties to be advised of Council's decision: None 18-4 CladgWa REPORT MUNICIPAL CLERIC'S DEPARTMENT Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Date: December 9, 2013 Resolution#: By-law#: Report#: CLD-026-13 File#: Subject: CLARINGTON VOLUNTEER CELEBRATION PROGRAM RECOMMENDATIONS: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report CLD-026-13 be received; and 2. THAT Staff be directed to implement Option , as outlined in Report CLD-026-13, to recognize Clarington's volunteers. f . Submitted by: Reviewed by: /�- P6tti ar 'e, CMO , ranklin u, Municipal Clerk C`" Chief Administrative Officer PLB/CAG CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T 905-623-3379 18-5 REPORT NO.: CLD-026-13 PAGE 2 1. BACKGROUND 1.1 According to our records, Council has celebrated the many volunteers who contribute to the quality of life in our community since at least 1986, with the first "Volunteer Service Recognition.Event" having been held on April 23, 1993. Our most recent Volunteer Service Recognition Event was held on May 16, 2012. 1.2 Over the years, the format of the celebration event has evolved. However, the concept of recognition through awards for volunteering_has remained relatively constant. Traditionally, the event has been held once per term of Council. Attachment 1 to this Report details the evolution of volunteer recognition within Clarington. 1.3 In 2012, staff contacted approximately 180 volunteer organizations serving Clarington, seeking nominations. With 23 organizations responding (13% response rate), Clarington recognized a total of 114 award recipient volunteers. An estimated 190 people attended the event including recipients and their guests, organization representatives, Members of Council and staff. The event was held at the Garnet B. Rickard Recreation Complex in the evening. To assist in creating a warm, welcoming and celebratory atmosphere, an area of the hall was setup to provide for mix and mingling prior to the awards ceremony. Student volunteers from Clarington Central's Coyote Cafe (culinary school) orchestrated the hors d'oeuvres table and service for the food and refreshments. The Swingtime Quartet performed and the Visual Arts Centre displayed a number of works by local artists. Following-the reception, the more formal portion of the evening began with Mayor Foster welcoming the guests, followed by guest speaker Derrick McKay, speaking on "Being a Volunteer". Plaque awards were then presented to the recipients by Members of Council. Feedback from Members of Council and event participants was very positive. 1.4 On June 4, 2012, Council adopted the following resolution #GPA-347-12 regarding a yearly volunteer recognition awards event: THAT Staff be directed to prepare a report on the feasibility of holding the Volunteer Recognition Award Ceremony annually; and THAT the report consider the recognition categories be in five year increments. 1.5 In response to the above resolution, staff representatives from the Municipal Clerk's Department, Community Services Department, and Corporate Services Communications and Tourism Division have undertaken a review of Ciarington's Volunteer Recognition Policy, considered feedback from our 2012 volunteer event, and researched what other municipalities do to recognize and celebrate the efforts of their community volunteers. Additionally, staff reached out to 18-6 REPORT NO.: CLD-026-13 PAGE 3 ,contacts from all of Clarington's volunteer organizations on file for their feedback by way of a survey, 2. VOLUNTEER PROGRAM - CLARINGTON 2.1 According to Report CS-16-93 the purpose of the recognition program was two- fold. First, it was to establish a process whereby the Council of the.Municipality could recognize the efforts and commitment of the volunteer community. Second, once the process was established, the Municipality would have a mechanism that would enable Council to submit nominations for inclusion in the appropriate Provincial recognition programs. 2.2 Over time, Clarington's program of volunteer recognition has evolved from a process whereby award recipients were determined through a subjective, committee decision to a process whereby award recipients were determined through a more objective process based-on established years of service criteria. Currently, our program awards for years of continued service, to a given volunteer organization, in the following categories. 5 years service but less than 10 10 years service but less than 15 15 years service but less than 20 20 years service but less than 50 More than 50 years service 2.3 Since 2005 the Volunteer Recognition budget was $5000 per event, with this amount increasing to $10,000 in 2012. The additional funds were used to cover cost increases in awards, catering and the overall growth of the event. 3. VOLUNTEER PROGRAM —OTHER MUNICIPALITIES 3.1 In preparing this report, staff contacted several municipalities of similar size or geographic proximity to understand what they do to acknowledge the valued efforts of their community volunteers. While each municipality we contacted recognizes their community volunteers, research findings indicate there is no real standard. Generally speaking, each municipality annually acknowledges their volunteers at an event or meeting of Council. See Attachment 2 for a summary chart of what other municipalities do. 4. REVIEW FINDINGS 4.1 Are on-line survey and cover letter was sent to volunteer organizations in or serving Clarington for whom we have an email address, (122 of the 206 organizations on file) seeking their input on how Clarington could best recognize the services and successes of our community volunteers, We received a 24% response rate to.the survey which amounts to approximately 29 organizations. 18-7 REPORT NO.: CLD-026-13 PAGE 4 Approximately 40% of the respondents (12 respondents) indicated they were not aware of Clarington's volunteer event. 4.2 The survey questions related to the various elements of our current volunteer program model and were intended to seek input to assist us in evaluating our current program — its value and effectiveness. 4.3 The following is a summary of our research and survey key findings: a) There appears to be very little interest from the volunteer groups in Municipal volunteer recognition (24% response to survey and 13% event participation). b) Eligibility and nominations are based on duration of service. Currently, not all organizations keep track of their volunteers' service history. "Years of service recognition" does not appear to be well received with only four survey respondents indicating that it should be continued. Alternatives suggested include: • Value of their contribution and its impact on the community • Service of going above and beyond • Creativity of the contribution • Significance of the contribution • Enthusiasm and passion for the service • Diversity of the volunteering service c) Organizations generally felt the limit of five members to be acknowledged was appropriate but larger organizations suggest this is very difficult to do. d) Recognition of volunteers is appreciated, but many view the "awards ceremony" as a political event rather than a celebration of volunteer contributions. e) Volunteers volunteer for the personal satisfaction, not for an award. f) The Volunteer Wall of Fame (the wooden plaque displaying names of award recipients) is becoming too difficult to manage in its current,state. g) The current Recognition Program is only meeting one of the two purposes for which it was initially intended to meet; being a mechanism to recognize efforts and commitment of volunteers. Council nominations to other programs (ie. Provincial) are done outside of this program, by way of Council resolution, h) Many organizations recognize their volunteers through their own celebration event. i) The predominantly preferred means by which volunteers should be recognized is public notification (news letter/bIog/social media). j) Survey respondents were rather indifferent on the frequency of the celebration event. 4.4 Undertaking this thorough review presented the opportunity to step back and refine our goals and objectives, analyze our options and either refine or re-define the program model to best meet our goals. It was concluded that our goal is to 18-8 REPORT NO.: CLD-026-93 PAGE 5 promote volunteerism in Clarington and our objectives are to acknowledge, thank and celebrate our community volunteers. The means by which we meet these must be meaningful, timely, sincere and inclusive. Unfortunately our current Volunteer Recognition Program model falls short and does not allow us to meet these objectives. In particular, recognition once every four years is not timely; despite continued efforts by staff to encourage participation, the program is not inclusive; and feedback suggests that an awards ceremony may not be meaningful. 5. PROGRAM OPTIONS 5.1 Option 1 — Status Quo— Event Once per Term of Council —Awards Based on Years of Volunteer Service 5.1.1 Continue with the current Volunteer Recognition Program model. This would include a Recognition event, held once every four years in the second year of the Term of Council. Recognition would include up to five volunteers per organization for their years of service. The first Volunteer Celebration would be scheduled during Volunteer Week 2014. 5.1.2 The cost to continue with our current program would be approximately $10,000 every four years. 5.1.3 Staff-resources required to plan, organize and undertake a similar event to that held in 2012 could be accommodated by the existing staff in the Municipal Clerk's Department. 5.1.4 As stated earlier in this report, the participation rates have remained rather static over the years and therefore should Council opt for this option there should be no expectation that the program would grow in popularity or interest. 5.2 Option 2—Annual Celebration — No Awards 5:2.1 Replace the current Volunteer Recognition Program model with an annual volunteer "celebration"with no awards ceremony. The concept of this option would be as follows: • The maximum number of volunteers per organization would be on a sliding scale where larger organizations would be permitted to invite more than the smaller organizations. • Guests would be welcomed by words of thanks by the Mayor or designate, followed by a guest speaker. • Those"volunteers being celebrated would be published in a Volunteer Yearbook which would be provided to each guest. o The Celebration event would be planned and organized by staff. 18-9 REPORT NO.: CLD-02613 PAGE 6 • Invitations would be sent to all known organizations serving Clarington, Each organization would determine who of their volunteers they wish to celebrate. Volunteers would be instructed to contact Municipal staff so that the volunteer may be included in the annual Volunteer Yearbook. • The Annual Yearbook would be published on the Clarington website and in the - local newspapers, 5.2,2 The annual budget for.this event is estimated at $10,000. 5.2.3 Staff resources required to plan, organize, and undertake an event similar to that described above, could not be accommodated by the existing staff in the Municipal Clerk's Department. The Council Services Division staff of the Municipal Clerk's Department is dedicated to performing tasks and duties related to Council and Committee activities (involving weekly deadlines and cycles which cannot be altered) in addition to offering the many services to the public. As well, approximately two years of the four year term of Council requires a significant amount of staff time to plan for and conduct the Municipal Elections and assist Council Members in their new roles. 5.2.4 Although the recognition awards are appreciated, many respondents to the . survey indicated that they personally get more reward from their volunteering efforts. Notwithstanding this common response, a celebration event rather than a recognition event has never been implemented and therefore it is difficult to estimate the response and participation rates for this type of event. 5.3 Option 3—Annual Awards Event—Awards Based on Service Categories 5.3.1 Replace the current Volunteer Recognition Program model with an annual volunteer recognition event where awards are presented based on various service categories rather than just years of service. 5.3.2 This type of event would be based on the model similar to that used for the Clarington Sports Hall of Fame Annual Event, Although the terms of reference for an Annual Volunteer Recognition Awards event has not been established, conceptually, the model would involve: • An annual invitation to our volunteer organizations detailing our nomination categories and encouraging them to submit nominations for the awards. Additionally, the opportunity to nominate would be posted on the Municipal website and in the local newspapers. • A Nomination Review Committee, comprised of members of the volunteer community appointed by staff, would be responsible for reviewing the award nominations and determining the award recipients. • Awards would be presented at an annual Volunteer Awards Dinner, 5.3.3 The annual budget for this event is estimated at $30,000. 18-10 REPORT NO.: CLD-026-13 PAGE 7 5.3.4 As noted in Section 523, staff resources required to plan, organize, and undertake an event similar to that described above, could not be accommodated by the existing staff in the Municipal Clerk's Department, 5.3.5 The Clarington Sports Hall of Fame has grown to be a very successful endeavour for Clarington. This success has not come without significant effort and resources. Its success is a testimony to the nomination and award process model. Staff believes that this same model could be applied to the recognition of our volunteer community, and believes that it too could prove to be very successful, but would require the same staffing and financial resources to develop and grow the event. The Municipal Clerk's Department has neither the resources nor the staff expertise in this area. 5.4 Option 4—Annual Volunteer Awards Based on Service Categories — Presented at Council 5.4.1 Replace the current Volunteer Recognition Program model where volunteer awards are presented at a Council meeting, based on various service categories rather than just years of service. 5.4.2 This type of event would be based on the model similar to that used for the Clarington Awards of Academic Excellence. Although the terms of reference for this model of the Annual Volunteer Recognition Awards has not been established, conceptually, the model would involve: An annual invitation to our volunteer organizations detailing our nomination categories and encouraging them to submit nominations for the awards. Additionally, the opportunity to nominate would be posted on the municipal website and in the local newspapers. • A Special Committee of Council or a Nomination Review Committee, comprised of Members of the volunteer community, would responsible for reviewing the award nominations and determining the award recipients. • Awards would be presented annually at a Council Meeting. 5.4.3 The annual budget for this event is estimated at $5,000. 5.4.4 Staff resources required to plan, organize, and undertake an event similar to that described above, could be accommodated by the existing staff in the Municipal Clerk's Department, working in conjunction with another work unit. 5.4.5 Not to diminish the many hours, years, and sometimes decades of service of our community volunteers, recognition based on volunteer a variety service categories may be a more appropriate means by which to recognize their efforts. An annual awards ceremony would ensure that we are acknowledging these efforts in a timely and inclusive manner. As stated above, the resources simply are not in place to plan, organize and undertake an annual event such as the current Volunteer Recognition Awards celebration or the Sports Hall of Fame 18-11 REPORT NO.: CLD-026-13 PAGE 8 event. Presentation of awards at a meeting of Council would assist in meeting the goals of the program while meeting the current resource constraints. 5.5 Option 5—Annual Media Campaign Only— No Event or Awards 5.51 Replace the current Volunteer Recognition Program model with an annual celebration of volunteers media campaign. The concept of this option would be as follows: • Clarington would not hold any Recognition Event. • A communication would be sent to all known organizations serving Clarington. Each organization would submit the name of their volunteer they wish to celebrate that year in each of the categories listed in Section 4.3(b) of this report and include a photograph of the volunteer. • Volunteers would be instructed to contact the organizing committee so that the volunteer may be included in-the annual Volunteer Yearbook. • The Annual Yearbook would be published on the Clarington website and in the local newspapers. • Organizations would also be offered the opportunity for the Mayor or a Member of Council to attend one of their functions where they are celebrating their volunteers. 5.5.2 The annual budget for a celebration of volunteers media campaign is estimated at $7,500— including print and digital media. 5.5.3 To coordinate and publish the media campaign would rely very heavily on the efforts of the Municipal Clerk's Department and the Communications and Tourism Division. A recognition publication and media campaign has not previously been implemented and therefore it is difficult to estimate the impact on staff resources and to predict the response and participation rates. 6. CONCURRENCE This report has been reviewed by Marie Marano, Director of Corporate Services and Joe Caruana, Director of Community Services, 7. CONCLUSION Our community volunteers are integral to achieving Clarington's vision for a sustainable, creative and caring community. Acknowledging, thanking and celebrating our volunteers is also an integral element in achieving this vision, but to do so must be timely, sincere and inclusive. While feedback from those who attended our previous events has been positive, overall event participation and survey response rates indicate indifference in our current Volunteer Recognition Program and therefore consideration should be given to how best to recognize our valued volunteers, and the necessary resources to do so. 18-12 REPORT NO.: CLD-026-13 PAGE 9 CONFORMITY WITH STRATEGIC PLAN The recommendations contained in this report conform to the general intent of the following priorities of the Strategic Plan: Promoting economic development Maintaining financial stability X Connecting Clarington Promoting green initiatives Investing in infrastructure X Showcasing our community Not in conformity with Strategic Plan Staff Contact: Anne Greentree, Deputy Clerk Attachments: Attachment 1 — Evolution of Volunteer Recognition in our Community Attachment 2 — Summary of Other Municipalities Attachment 3 — Survey Response Summary List of interested parties to be advised of Council's decision: None 18-13 Attachment 1 to Report CLD-026-13 Evolution of Volunteer Recognition in our Community 1986/87 Volunteer Recognition Program Established Selection Committee consisting of: 3 categories of recognition • 3 members of Council • Outstanding Achievement • Recreation Superintendent • Achievement, and • Deputy Clerk . Service Awards • Mayor (ex-officio) In each category there was a gold medallion, bronze medallion or wooden plaque. 1993 Volunteer Service Recognition Pro ram Established Selection Committee consisting of: Recognition awarded by Service, as • 3 members of Council follows: • Recreation Superintendent • Deputy Clerk 5 years — received certificate • Mayor (ex-officio) 10 years — received certificate 15 years— received certificate and plaque 20 years + - received certificate and plaque and name included on Volunteer Wall of Fame Established eligibility criteria for recipients. 1998 Volunteer Service Recognition Pro ram Established Selection Committee consisting of: Recognition awarded by Service, as • 3 members of Council follows: • Recreation Superintendent • Deputy Clerk 5 years — received certificate • Mayor (ex-officio) 10 years — received certificate 15 years — received certificate and plaque 20 years + - received certificate and plaque and name included,on Volunteer Wall of Fame Established the Volunteer Wall of Fame, and that the frequency of ceremonies would beheld in second year of each term of Council during National Volunteer Week, and revised eligibility criteria for recipients. 18-14 Attachment 1 to Report CLD-026-13 Evolution of Volunteer Recognition in our Community 2005 Volunteer Service Recognition Pro ram Established Applications received and evaluated by Recognition awarded by Service, as staff based on the criteria that was follows: established by Council. 5 years 10 years 15 years 20 years 50 years Each recipient received a certificate and a memento and all names were added to the Volunteer Wall of Fame 2008 Volunteer Service Recognition Pro ram Established Applications received and evaluated by Recognition awarded by Service, as staff based on the criteria that was follows: established by Council. 5 years 10 years 15 years 20 years 50 years Each recipient received a certificate plaque and their names were added to the Volunteer Wall of Fame 2012 Volunteer Service Recognition Pro ram Established Applications received and evaluated by Recognition awarded by Service, as staff based on the criteria that was follows: established by Council. 5 years 10 years 15 years 20 years 50 years Each recipient received a certificate plaque and their names were added to the Volunteer Wall of Fame Event outgrew Beech Centre and was held at Garnet B. Rickard Recreation Complex 18-15 Attachment 2 to Report CLD-026-13 Summary of Other Municipalities City of Oshawa Recipient Eligibility criteria established by Council. Determination Community based organizations nominate up to 2 qualifying members. Recipients are tracked and may only be recognized once, Event Description Recipients receive an unframed Certificate of Recognition. Certificates are presented at a Meeting of Council. Annual Event near National Volunteer Week Port Hope Recipient Public nominations for 9 awards, 2 categories require nomination Determination form to be signed by a minimum of 10 or 15 people, Administered, tracked and selected by the Civic Awards Advisory Committee (consisting of 1 member of Council and 6 appointed residents)' Event Description Recipients receive a framed Certificate of Recognition. Youth and Citizen of the year receive statue. Annual "Civic Awards Night" each April with light refreshments City of Peterborou h Recipient Nominations for 13 categories, including resume and 2 letters_ of Determination support. Awards Screening Committee consists of representatives from Parks & Recreat7ion Advisory Committee and Arts & Culture Advisory Committee. (consisting of council representatives and appointed members of the public) Recipients are traced by the Recreation Division. Event Description Recipients receive an unframed certificate. Winners of major awards also have their name engraved on a trophy which they keep for a year. Photo is sent to each winner after the event Annual "Civic Awards Ceremonies" (which is a special meeting of Council) held at the same time/venue as Fleming College graduation ceremony with li ht refreshments. Town of Cobour Recipient Nominations for 10 categories. Judges for major categories. 10 Determination people are nominated for the "Mayor's Award of Distinction" category. Selection Committee appointed by the Mayor Awards are sponsored Event Description Winner receives a Hozelton aluminum sculpture/plaque. Others receive a certificate and pin Annual "Civic Awards", held in February, televised by Cogeco, accompanied by Cobourg Concert Band 18-16 Attachment 2 to Report CLD-026-13 Summary of Other Municipalities City of Kingston Recipient Nominations for "Distinguished Citizen", "Honourable Determination Achievement", "Mayor's Award for Youth Volunteerism". Event Description Winners receive either granite or glass sculpture/award. Winners are announced the week before the ceremony. Annual awards ceremony (with light refreshments), as part of the City's civic reception, held on the steps of Town Hall, on Canada Da . Reci ients join in Canada Day parade, Town of Whitby Recipient No nominations. Volunteer and service groups are invited to Determination attend. _ Event Description Annual event, not awards, just appreciation. Draws, entertainment, buffet. Town of Ajax Recipient Nominations for 14 categories. Selection committee consists of 2 Determination representatives from each of the advisory committees, chaired by Staff. Event Description Annual themed event, "Volunteer Recognition Awards", with appetizers, decorations and entertainment. Winners receive sculpture with engraved name. 18-17 26-13 FINAL, (Completion rate: 52,27%) 1.Has your organization ever participated in the Clarington Volunteer Recognition/Service Event? Response Chart Percentage Count Yes 39% 14 No 61% 22 Total Responses 36 2. If you answered no above,why not? Response Chart Percentage Count Wasn't aware of event 55% 12 }Told our own volunteer recognition 14% 3 event Don't track volunteer years of service _ 0% 0 Too much effort 0% 0 Too difficult to limit it to five individuals 0% 0 Not interested 5% 1 I don't know 14% 3 Other,please specify... I 14% 3- Total Responses 22 2.If you answered no above,why not?(Other,please specify...) # Response 1, depends on what organization you think i am with 2. Not sure if BNBA has participated.As for Scouts Canada,they track it themselves. 3. The last time the organization took part was approximately 6 years ago. 3. If your organization has previously participated in Clarington's Volunteer Recognition program,how would you rate the experience 1(Poor) 2 3 4 5(Excellent) Total Responses 0(00/.) 0(0-/.) 2(14%) 6(43%) 6(43%) 14 18-18 { Comments: # Response `- 1. Events are well organized and appreciated by agency and volunteers. 2. N/A 3. 1 was once a recipient and appreciated it very much we do not do it for the recognition but it is so nice. 4. Rating 3 We are a board would rate it as a three,seems to be getting more and more informal each time. 5. Cannot comment.Our organization partook in this approximately 6 years ago.Do not know how it went I � I 4.Does your organization keep records regarding volunteers years of service? Response Chart Percentage Count Yes 69% 20 No 31% 9 Total Responses 29 5. Have you personally ever received recognition through the Municipality's Volunteer Service program? Response Chart Percentage Count -Yes — 28% 8 No 72% 21 Total Responses 29 6. Was it meaningful to.you? Response Chart Percentage Count Yes 45% 13 No 55% 16 Total Responses 29 18-19 Why?Why Not? # Response 1. It is always nice to be recognized for the work you do in the community 2. An opportunity to meet other citizens who volunteer in the local community. 3, 1 have not received recognition 4, have never been personally recognized but I had to give an answer in order to proceed with the survey 5. That the organization that nominated me thought my contributions were valuable 6. Question 6:N/A.Did not receive recognition through Municipality. 7, we don't do it for the recognition but it is sure nice to receive. 8. 1 appreciated the recognition. 9, Volunteers don't ask for nothing in return we are grateful to help out in the community and the outcome is our satisfaction.Being recognized through this program gives reason to continue doing what we do best. 10, didn't know about it 11. N/a - — 12. 1 haven't received recognition 7. Currently an organization can nominate a maximum of 5 volunteers. Do you think that number is appropriate? Response Chart _ Percentage Count Yes 79% 23 No 21% 6 Total Responses 29 If you answered NO what, in your opinion,would be an appropriate number? Why? # Response 1, Nominate fewer volunteers but have the event every year.You could nominate one per year.In that way organizations would make it part of their regular duties each year to nominate someone.l may one of the only volunteers left in my organization who even remembers the last one... 2. We need to nominate all who are worthy. 3, 20 to 25-picking 5 out of 250+is just to difficult 8. Currently the Volunteer Service Recognition program is based on award presentations for years of service. Do you think this practice of presenting awards on years of service should be continued? Response Chart Percentage Count Yes 67%u 4 No 33% 2 Total Responses 6 18®20 If you answered NO,why not? # Response 1. A gallant effort in one area for a short term should be worthy of note. 2. it should be about annual contributions,as the volunteer population ages people serving for long periods of time is difficult. 9. Should volunteer awards be presented based on other criteria instead of/in addition to years of service? Response Chart Percentage Count Yes 62% 13 No 39% 8 Total Responses 21 18°21 10.Can you suggest possible categories/criteria? Variable Response Suggestion 1 There are 12 response(s)to this question. Suggestion 2 There are 9 response(s)to this question. Suggestion 3 There are 7 response(s)to this question. 10.Can you suggest possible categories/criteria? Suggestion 7 # Response 1, How much time they donate, 2, Significant effort 3. Creativity and idea sharing 4, the value of the contribution $. Impact to Municipality 6, flow the service helps the people of the community 7, Achievement 8, Above and Beyond 9, by event 10, contributions 11. hours served 12, significant contributions made to the association(regardless ofyears of service) 10,Can you suggest possible categories/criteria?I Suggestion 2 # Response 1, the amount of help they give the organization 2. Making a meaningful difference for the community 3. Skill based 4, the number of volunteer hours $. Amount of People A1Tected G. The amount of time this person spends weekly,monthly or yearly 7, Number of beneficiaries ' $, passiordenthusiasm 9, variety of groups assisted 10.Can you suggest possible categories/criteria?I Suggestion 3 # Response ], Willingness to go above and beyond to assist 2. Incredible on day efforts 1 $-22 3, number of volunteer organizations the nominee may have been active in 4. Why the service this person does is so essential and needed. $, Difticultyofcircumstances. 6. Creativity — 7, traits that make them a good volunteer 11. How should Clarington volunteers be recognized?(Check all that apply) Response Chart Percentage Count Banquet 43% 9 Thank You Card/Letter 43% 9 Plaque 48% 10 Lapel Pin 43% 9 Public Notification- 62% 13 newsletter/blog/social media Other,please specify... 10% 2 Total Responses 21 11.How should Clarington volunteers be recognized?(Check all that apply)(Other,please specify...) Response 1, an evening with light refreshments,a special pin that a person might actually wear,press coverage 2, A Plaque,but only after a significant milestone. 12. If the current event format was to be replaced with a "Volunteer Celebration" where awards were not presented,would your organization continue/be willing to participate? Response Chart Percentage Count Yes 95% 20 ' No 5% 1 — Total Responses 21 If not,why not? Currently,the several organizations I am involved with do not track volunteer contributions-so it is a mootpoint 13. If discontinuing the current awards format meant that the celebration could include a larger number of volunteers from your organization could attend,would your organization participate? Response Chart Percentage Count Yes 710 100"/0 21 -No 0"/0 U —— Total Responses 21 13-23 If not;why not? # Response 1, great opportunity to THANK more people.We have over 100 volunteers on our active list and 5 is a very small number.In the present format increasing the number of volunteers each agency could recognize would drag the evening out too much.I would not recommend increasing numbers in the present format,but an opportunity to invite more volunteers to a celebration would be great! 2. I don't know what the current format is-larger is good-lots of visual impact to sce so many volunteers 14. What would be your organization's preferred format? Response Chart Percentage Count Status Quo-event held once every 4 35% R years(Council term);Maximum of 5 nominees/organization/Council hosted reception/awards ceremony. An Annual casual celebration of 30% 7 volunteers-hosted by Council;no award presentations;larger number of volunteers/organization invited to attend. An Annual Breakfast celebration of 9% 2 volunteers-hosted by Council;no award presentations;larger number of volunteers/organization invited to attend. An Annual Afternoon Drop-in 9% 2 Celebration/Tea-hosted by Council;no award presentations;larger number of volunteers/organization invited to attend. Other,please specify... 17% 4 Total Responses 23 14.What would be your organization's preferred format?(Other,please specify...) # Response 1. Same event but held every year 2. an evening event-NO COCKTAILS-light refreshments-squares,fruit,coffee,cider-at least a certificate or a lapel pin 3, Annual Afternoon Drop-in,but with smaller awards(lapel pins). 4, biannual with award presentations hosted by council with awards presentations 18-24 15. What do you think the Municipality should do to promote'Volunteerism in our community? # Response 1. Advertising,facebook,open house 2. Hold recognition event more than once every 4 years.Set criteria like Ontario Volunteer Service awards and follow their fbmtat for presentation yearly. ` 3. Somehow createimanage a central location(web,based)where all sport ing/art/festivals groups can pest requests for volunteers online.Much like a Kiiji.But not limit it to just non-profits,for prolit groups(business)also require yearly many volunteers to pull events off.Events that benefit the community and events that the municipality is unable to provide. 4. _ Is there a data base of organizations that require volunteers with descriptions of what is involved and how much time is needed? $. Not sure-1 think many organizations recognize their own volunteers intemally 6, 'rake a took at how Professional Engineers Ontario recognizes volunteers.I think something akin to this would work very well:http://www.peo.on.ca/index.php?ci-id=2303 1—id=l 7. what they are doing is wonderful. 8. More media coverage of community volunteers......monthly'volunteer profiles' Volunteers matched with youth(.Mentor/mentce approach) Publish volunteer testimonials Volunteer'roadshow'to schools geared towards students eligible for community service hours 9. School Presentations to infdrm the students on what and how to get involved. Let the youth know what recognition is available to them for the most community hours. Gift card to show appreciation and a certificate fbr an event participation through the recognition program. Rewards is what the youth look forward to. 10. Be more appreciative of the volunteers we have and make them feel like more then a place to have photo opts. 18°25 MCM0 Leading the Way CLERK'S DEPARTMENT To: Mayor Foster and Members of Council From: Anne Greentree, Deputy Clerk Date: January 3, 2014 Subject: GENERAL PURPOSE & ADMINISTRATION COMMITTEE MEETING AGENDA — JANUARY 6, 2014 — UPDATE File: C05.GENERAL PURPOSE AND ADMINISTRATION Please be advised of the following amendments to the GPA agenda for the meeting to be held on Monday, January 6, 2014: 6. DELEGATIONS See attached Final List. (Attachment #1) 7. PRESENTATIONS (c) Kristy Kilbourne Regarding Report PSD- 004 -14 Community Improvement Annual Report for 2013 Orono, Bowmanville, Newcastle and Courtice 13. MUNICIPAL CLERK'S DEPARTMENT (a) CLD- 002 -14 Appointment to the Sustainable Clarington Community Advisory Committee (Confidential Attachments distributed under separate cover) (Attachment #2) Please find attached, for your information correspondence from the Clarington Older Adult Association concerning the vacated lease space at the Courtice Co mun "t CompI . (Attachment #3) A A n d r666tre e, Depu Clerk AGlcf cc: F. Wu, Chief Administrative Officer Department Heads CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T 905 -623 -3379 F 905 -623 -6506 Attachment #1 of Update Memo FINAL LIST OF DELEGATIONS GPA Meeting; January 6, 2013 (a) Bill Peel Regarding the Possible Clarington Older Adults Association Space at the Courtice Community Complex (b) Angie Darlison, Executive Director, Clarington Older Adults Association Regarding the Possible Clarington Older Adults Association Space at the Courtice Community Complex Meeting: GENERAL. PURPOSE AND ADMINISTRATION COMMITTEE Date: January 6, 2014 Resolution #: By -law #: NIA Report#: CLD- 002 -14 File #: Subject: APPOINTMENT TO THE SUSTAINABLE CLARINGTON COMMUNITY ADVISORY COMMITTEE RECOMMENDATIONS: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report CLD- 002 -14 be received; 2. THAT be appointed to the Sustainable Clarington Community Advisory Committee, for a term ending concurrent with Council; and 3. THAT all interested parties listed in Report CLD- 012 -13 be advised of Council's decision. Submitted by: Reviewed by: Patti- . ` ie, CMO ,Franklin u, Municip I Clerk' Chief Administrative Officer PLB *jeg CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO LIC 3A6 T 905- 623 -3379 REPORT NO.: CLD- 402 -14 1.0 BACKGROUND PAGE 2 On January 28, 2013, Council approved the following resolution to constitute the Sustainable Clarington Community Advisory Committee: "THAT Report CAO- 001 -13 be received; THAT Council endorse the Terms of Reference for the Sustainable Clarington Community Advisory Committee (Attachment 1 to Report CAO -001 -13), as amended to include seven non- elected community members, the Mayor, and a Member of Council; THAT both the Mayor and Member of Council shall sit as ex- officio members with no voting rights; THAT the Municipality proceed to advertise for Clarington resident's interest in public appointment to the seven (7) member Committee; and THAT the members of the Living Green Community Advisory Committee be advised of Council's decision about this new Committee." The purpose of the Sustainable Clarington Community Advisory Committee is to advise Council on matters of sustainability in accordance with these Terms of Reference and is to conduct its business according to the Protocol for Council Appointed Advisory Committees. The following is an excerpt from the terms of reference regarding appointments: "The Committee shall consist of seven voluntary members who believe they can make a significant contribution to the Committee and, as a whole, represent the diversity of Clarington, including its range of communities and types of employment or business. Membership from youth is especially encouraged in this important initiative. A majority of the membership - four (4) - shall constitute a quorum. A member of Council appointed by Council shall sit as ex- officio member with no voting rights. Stewardship coordinators for CLOCA and GRCA may be invited too, as appropriate. REPORT NO.: CLD- 002 -14 PAGE 3 The members shall possess a strong interest in and willingness to help advance the Municipality's vision: "Building a sustainable, creative and caring community." Openings for the seven (7) Clarington residents shall be publicly advertised and any resident of the Municipality of Clarington may apply. Applicants will submit applications to the Municipality of Clarington Clerk's office. The membership of the Committee will be formally appointed by Municipal Council." 2.0 CURRENT SITUATION At the Council meeting of December 16, 2013, Council approved the following Resolution #GPA -597 -13: WHEREAS Neil Allin has regrettably resigned as a member of the Sustainable Clarington Community Advisory Committee; AND WHEREAS Mr. Allin's resignation leaves the Committee without the advantage of a key component of our community represented — the agricultural community — as the Committee embarks on its next stage of work that will see it develop goals and actions in each of the four spheres of sustainability (economic, environmental, social and cultural) to foster a community -wide culture of sustainability; AND WHEREAS the Committee will begin this goal setting work with a special facilitated meeting on January 23, 2014; AND WHEREAS Council does not have the advantage of other community members with an agricultural background having submitted interest in serving on this Committee when Council set up the Committee earlier this year; AND WHEREAS the Agricultural Advisory Committee of Clarington has served the Municipality and the community well and have deep knowledge of the agricultural community and its members; NOW THEREFORE BE IT RESOLVED THAT Council request the Agricultural Advisory Committee of Clarington to recommend to Council the names of persons who could serve on the Sustainable Clarington Community Advisory Committee to enable Council to select from these names a person to fill the vacancy on this Committee and for the Committee to have the advantage of the agricultural voice in time for its goal setting work starting later in January; and THAT a letter of thanks be sent to Neil Allin." REPORT NO.: CLD- 002 -14 PAGE 4 As a result of the above resolution, the Agricultural Advisory Committee of Clarington nominated several citizens. The nominees were contacted to ascertain whether they would be interested in having their name considered for appointment. As of the writing of this report, the following have agreed to have their name stand: • Ian W. Kruis • Donald Rickard • Lisa Robinson Applications for the above -named applicants have been circulated under separate cover (Attachment 1) as they contain personal information about these applicants. 3.0 CONCURRENCE: Not Applicable 4,0 CONCLUSION It is respectfully recommended that Council one of the following to the Sustainable Clarington Community Advisory Committee: • Ian W. Kruis • Donald Rickard • Lisa Robinson CONFORMITY WITH STRATEGIC PLAN — Not Applicable Staff Contact: Patti L. Barrie, Municipal Clerk Confidential Attachments: Attachment 1: Confidential Applications (Distributed under separate cover) List of interested parties to be advised of Council's decision: All Applicants Curry Clifford, Corporate Initiatives Officer Agricultural Advisory Committee of Clarington, c/o Faye Langmaid m R CLARINGTON OLDER ADULT ASSOCIATION Qperaled by the Ciaringlon Older Ad alt entire Board REVIE ViHI ty G'I ;;,: .t): E I 0 t" �t:i r1 err; -i; 26 Beech Avenue, Bowmanville, ON LI C 3A2 905.697.2856 Fax: 905.697.0739 coaa@bellnet.ca Tuesday December 17012013 Mayor Adrian Foster Municipality of Clarington 40 Temperance St. Bowmanville, ON LIC 3AG Dear Mayor Foster, ATTACHMENT # TO Farther to Motion GPA- 598- -13 THAI" the vncont space located at the Coact face Corr manity Comple.Y be offered to the Clarington Older•Adtrlt Association ptit forward at the December 9th 2013 General Purpose and Administration Meeting by Councillor Neal and Councillor Partner, the Clarington Older Adult Centre Board ( COACB) would like to formally clarify their position on this matter. The COACB is very thankful that members of this cottrtcil feel passionate enough to request a permanent home in the Courtice area for our programs and events. With that said we want to be clear that we do not have any interest in forcing council to choose between the Library Board and the COACB. In fact, earlier this year our staff informally approached the Community Services Department to request the use of this space until a more permanent location could be found. After hours of research and investigation it is very clear to our organization that the facilities within the Courtice Commtutity Complex have been planned for the Library since early 1994. Please don't misunderstand us, the COACB would love nothing more than to have a permanent dedicated space for our Newcastle and Courtice satellite locations but not ever at the expense of one of our Community Partners. In fact the COACB would like to recommend that the Municipality of Clarington Community Services Department and the Clarington Library Board work together with the COACB to determine if space could be made available within the recommended library expansion at the CC-C. Finally we would like to remind council that the Community Services Department is expected to come forward in early 2014 with the Request for Proposals regarding the Older Adult Strategy for our Ailtmicipality. With that document the COACB will have a better understanding of the expectations of our association from cot ;ncil and how they relate to facility planning into the future. Again we appreciate your support and look forward to your continued sttppo teve Coles President CC/ All Municipality of Clarington Councillors Clarington Older Adult Centre Board of Directors Sharon Meredith, Community Services Department Edie Hopkins, Library Director www.claringtonolderadults.ca r Applications By: H & H Properties Inc. PROPOSED ZONING BY-LAW AMENDMENT AND DRAFT PLAN OF CONDOMINIUM FILE NO.: ZBA 2013-0031 & C-C 2013-0002 Clarington Planning Services Department Ensure Maps are extended to full screen. The Proposal The Big House Comments Clarington Emergency Services, and • Building Division have no concerns. Clarington Engineering Services has no • major concerns and is currently reviewing traffic impact study. CLOCA and The Kawartha Pine Ridge • District School Board have no concerns. Ensure Maps are extended to full screen. Applications By: Brookfield Homes (Ontario) Inc. PROPOSED ZONING BY-LAW AMENDMENT FILE NO.: ZBA 2013-0032 Clarington Planning Services Department New Home Sales Facility Comments Clarington • Emergency Services, Clarington Engineering Services and Building Division have no concerns. Clarington Emergency Services, Clarington Engineering Services and Building Division have no concerns. r Property Location Map (Bowmanville) N ® °a Subject Site Future Brookhlll Boulevard 0 STEVENS ROPE � C� M O d z HfG�HAY2 U V CU CL U 0 - Subject Site a CU Other Lands Owned by Applicant N a O \Q \v ZBA 2013 -0032 a\u Zoning By -law Amendment b U d '6 Q C f6 J << < Owner: 1613881 Ontario Inc N i i ------ ...-----------�- I---...__.._.—!i!-lJlw..---/ /--'F y^. -----.�+J�.'��✓.:.'-�=?J�.�R�l,.���..._(� _ �/_/�J—_C�'a`�I_f����_:'���v9�--•l��`� I t` t — — i b 1 i f� —------------ 1 i I ATTACHMENT# TO Tuesday December 17th 2013 �6 c u, e YYl err)o i Mayor Adrian Foster Municipality of Clarington 40 Temperance St. k Bowmanville,ON MC 3A6 - Dear Mayor Foster, CLARINGTON Further to Motion GPA-598-13 7X4T the iracant space located at the Cotii•tice Cotzimrtnity Cotttple<v be offered to the Claiingtott Older Adirlt OLDER Association put forward at the December 9th 2013 General Purpose and Administration Meeting by Councillor Neal and Councillor Partner, ADULT the Clarington Older Adult Centre Board (COACB) would like to formally=clarify their position on this matter. ASSOCIATION The COACB is very thankful that members of this council Ope,aled by the feel passionate enough to request a permanent horn in the Courtice clariagion Older Adult Centre hoard area for our programs and event-. With that said we want to be clear that we do not have any interest in forcing council to choose between the Library Board and the COACB. In fact,earlier this year our staff informally approached the Community Services Department to request the use of this space until a more permanent location could be found. After hours of research and investigation it is very clear to our organization that the facilities Within the Courtice Community Complex have been planned for the Library since early 1994, Please don't misunderstand us,the COACB would love nothing more than to have a permanent dedicated space for our Newcastle and Courtice satellite locations but not ever at the expense of one of our I ar:;irtt Community Partners, In fact the COACB would like to recommend that the Municipality of Clarington Community Services Department and the Clarington Library Board work together with the COACB to determine if space could be made available within the recommended S DIP, i,:ur: =:non library expansion at the CCC. }GQ Y ti. n Finally we would like to remind council that the Community Services Department is expected to come forward in early 2014 Nvith the Request for Proposals regarding the Older Adult Strategy for our mMunicipality, With that document the COACB will have a better understanding of the expectations of our association froin cottmicil and a f., ... how they relate to facility planting into the future, I orh i; . ._..___... ... ...:....... ..._,...... }} Again we appreciate your support and look forward to your continued - ---- - i suppo eve Coles tPresident 26 Beech Avenue, cc/ Bowmanville, CAN All Mtmicipality of Clarington Councillors Clarington Older Adult Centre Board of Directors [_1 C 3A2 Sharon Meredith,Community Services Departmernt Edie Hopkins,Library Director i 905°697.2856 Fax: 905.697,0739 coax @bellnet.ca wwwAaringtonolderadu Its,ca i Expansion of Library Services for the CourticeCommunity Municipality of Clarington / Clarington Public Library January 6, 2014 1 Expansion of Library Services for the CourticeCommunity Project Scope Strategy for enhancing library service • delivery in the Courticecommunity Identify space needs and an optimum • facility size Estimate capital and operating costs • Evaluate and select a preferred location • for the branch Trends & Library Space Public Libraries are relevant, important and integral to our lives: Libraries are destinationsneeding space for community gathering, • economic development, cultural expression and collaboration Growing demand for shared or collaborative spaceswhere people • learn from each other and from experts Dedicated spaces for children and youth, designed in a manner • that promotes creativity, skill development, and digital literacy Spaces for seniors with large print materials, computer stations • dedicated to older adults, and comfortable seating Demand for both print and digital materials requiring sufficient • space dedicated to collections Serving the Population 180,000 171,000 Municipality of Clarington 160,000 Courtice Urban Area 155,700 Courtice Library Market Area* 140,000 140,400 123,900 Forecasted Population 120,000 109,800 100,000 97,100 87,980 80,000 60,000 47,275 44,475 41,675 38,800 36,075 32,775 40,000 29,500 41,900 39,250 36,600 33,900 31,300 28,100 20,000 24,900 0 2011201620212026203120362041 Source: HemsonConsulting, Clarington Community Forecast Update 2013; 2036 and 2041 population derived by MBPC through straight-line growth assumption using the 2021-2031 projections. * Planning Department suggests that no more than 25% of rural and hamlet population be allocated to the CourticeLibrary Market Area Space Provision Clarington Public Library BranchLibrary TypeSize (ft) 2 BowmanvilleMain24,000 CourticeCommunity6,000 NewcastleCommunity9,100 OronoCommunity3,604 T42,704 OTAL SFPC0.49 QUAREEETERAPITA Space ProvisionTargets in Nearby Library Systems LibrarySystemSpace Provision TargetLibrarySystemSpace Provision Target Ajax0.55 ftper capitaMilton0.6 ftper capita 22 EastGwillimbury0.6 ftper capitaMississauga0.6 ftper capita 22 Innisfil0.7 ftper capitaPickering0.6 ftper capita 22 Markham0.6 ftper capitaVaughan0.61 ftper capita 22 Recommendations Continue to target an overall provision rate of library space at • 0.6 square feet per capita. The existing CourticeBranch provides approximately 0.2 square feet of library space per capita falling significantly short of this target resulting in a lack of ability to provide needed space for collections, services and programs. Recommendations Utilize a facility components approach to define library space • requirements for specific library branches with further definition of space requirements and layout being undertaken at the design/construction phase. Collections Space – Electronic Resources – User Spaces – Recommendations Implement the Service Delivery ‘Considerations for the Future’ in • evolving the CourticeBranch Library to better meet existing and long-term community needs. Collections & Circulation – Circulation Processes – Programming – Recommendations Target the provision of one ‘District Branch’ library (as defined in • the 2007 Library Services Delivery Model) in the CourticeUrban Area at a size of 20,000 square feet to meet community needs to approximately the year 2031, designed with the ability to expand to 24,500 square feet by 2041 to meet longer-term space needs. Recommendations Select a preferred site for the provision of District Branch Library • space in Courticebased on a combination of sound fiscal planning and site evaluation criteria. Based upon the site selection criteria, the Town Centre Commercial Site (as generally identified in the CourticeMain Street Secondary Plan) ranks slightly higher than the existing CourticeCommunity Complex site; however, capital costs are considerably higher for the Town Centre site. Recommendations Work closely with the Municipality of Clarington to develop a • funding model for the provision of needed District Branch Library Space within the CourticeCommunity. Recommendations Internally expand the existing branch at the CourticeCommunity • Complex in order to improve library service to meet the existing needs of the Courticecommunity and surrounding area until the time if or when a new Library is constructed at the Town Centre site. This will improve the provision of library space to approximately 0.4 square feet per capita in the Courticearea. An enhanced District-level library branch at the Courtice Community Complex would provide 12,000 square feet of library space (taking over the recently vacated day-care area). Design anticipated in the year 2014 and occupancy anticipated early in the year 2015). Recommendations Work with the Municipality of Clarington to identify and secure, • through purchase or partnership, an appropriate parcel of land to accommodate a new 20,000 square foot CourticeDistrict Branch Library with the ability to expand an additional 5,000 square feet in the longer-term. Anticipated in the year 2014 in order to secure a site. Recommendations By the year 2016, confirm the long-term CourticeBranch Library location and: If proceeding with a Town Centre Commercial Area site, design • and construct a new CourticeBranch Library in the year 2017 and construct in the year 2018). Upon completion of the new Branch in the Town Centre, • Clarington Public Library shall vacate its former space at the CourticeCommunity Complex. Recommendations If proceeding with expansion at the existing CourticeBranch • Library site design and construct an additional 8,000 square feet of Branch Library space for a total of 20,000 square feet of Branch Library Space at this location. Design anticipated in the year 2017 and construction anticipated • in the year 2018). Thank you! Clarington Public Library Report Meeting: General Purpose and Administration Committee Date: January 6, 2014 Subject: Courtice Community Library Needs Recommendations: It is respectfully submitted by the Clarington Public Library Board that the General Purpose and Administration Committee recommend to Council the following motions: 1. THAT the Monteith Brown report entitled Community December 2013 be received for information; 2. THAT, for the year 2014, the Library secure the currently available vacant space of 6,000 square feet at the Courtice Community Complex; 3. THAT the recommendations contained in the Monteith Brown report entitled Library Services for the Courtice CommunityDecember 2013 form the basis for the position with respect to the 2015 update of the Development Charges Bylaw; 4. THAT the land acquisition component of the recommendations from the report also be referred to the Finance Department for consideration in the 2015 update of the Development Charges Bylaw. Background The existing Courtice Branch was constructed in 1997 as part of the Courtice Community Complex. Original architectural concepts envisioned a 12,000 square foot (sf) library. However, because of lack of funding, a smaller 6,000 sf library was developed with the remaining 6,000 sf of space still constructed but leased to a childcare organization, (which has recently vacated the space). Over the past sixteen (16) years, the Courtice community has continued to grow, with the current Courtice and catchment area population estimated at 30,000 people, growing to 42,000 by the year 2031. As part of its strategic plan to assess the library needs for this growing community, the Library Board hired Monteith Brown Planning Consultants in June 2013. results were presented th in a Final Report to the Library Board at its December 11 2013 meeting. The Library Board endorsed the recommendations contained within the report and has forwarded them to the Municipality for consideration. Todd Brown, President/Principal Planner of Monteith Brown Planning Consultants will present an th overview of the study to the General Purpose and Administration Committee at its January 6 2014 meeting. The Library Board thanks the Council for funding this study through municipal funds and through development charges. It hopes that the recommendations from the study support so that the Library can move forward, working with the municipality, and community partners to build a dynamic new facility that will improve library services for the residents of Courtice. Respectfully submitted by: Gail Rickard, Chairperson Clarington Public Library Board Attachment: Report ClaringtonPublicLibrary StudyfortheExpansionofLibraryServicesfortheCourticeCommunity December3,2013 Preparedby: in association with Study for the Expansion of Library Services for the CourticeCommunity Table of Contents 1.0Introduction........................................................................................... 1 StudyPurpose..........................................................................................................................................1 Methodology...........................................................................................................................................2 ClaringtonPublicLibrarySystem.............................................................................................................3 TheCourticeLibraryBranch....................................................................................................................3 ReportOrganization................................................................................................................................5 2.0Library Trends ....................................................................................... 6 TheCustomerExperience........................................................................................................................6 Mobile,PortableandWirelessTechnologies..........................................................................................8 Books,Ebooks,andotherDigitalResources...........................................................................................9 CommunityRelationships:UserExpectationsandImpact....................................................................10 3.0Study Inputs ........................................................................................ 12 StrategicFramework.............................................................................................................................12 LibraryServicesDevelopmentModel....................................................................................................13 Regional/MunicipalLandUseConsiderations.......................................................................................13 PopulationCharacteristics.....................................................................................................................17 StaffandStakeholderConsultations.....................................................................................................21 4.0Library Service Assessment ............................................................... 23 TheChangingFaceofCourtice..............................................................................................................23 EvolvingServiceDeliveryModel............................................................................................................24 CPLComparedtoOtherLibrarySystems...............................................................................................24 CollectionsandCirculation....................................................................................................................24 CirculationProcesses.............................................................................................................................26 ReferenceService..................................................................................................................................26 Programming.........................................................................................................................................27 Partnerships...........................................................................................................................................30 Marketing..............................................................................................................................................30 5.0Library Space Assessment ................................................................. 32 LibraryServiceLevel..............................................................................................................................32 LibrarySpaceRequirements..................................................................................................................32 PreferredLibrarySpaceProvisionStrategy...........................................................................................38 SiteEvaluationCriteria..........................................................................................................................39 DescriptionofPotentialSites................................................................................................................41 SiteEvaluation&PriorityRanking.........................................................................................................45 CapitalCostEstimates...........................................................................................................................46 OperatingParametersofaNewBranch................................................................................................47 6.0Implementation Strategy .................................................................... 48 SummaryofDirections..........................................................................................................................48 LaForce inassociation i &Associates with Study for the Expansion of Library Services for the CourticeCommunity Executive Summary Publiclibrariesremainacoreinstitutionwithinoursociety,consistentlyevolvingandinnovatinginlinewith rapidadvancesintechnologyworldwide.Librariesareviewedasplacesoflearning,creativity,socializationand collaborationforallfacetsofthepopulation.WithagrowingpopulationintheCourticeUrbanAreaand changinglibraryexpectationsfromthepublic,theClaringtonPublicLibraryrecognizedtheneedtoundertakea StudytoguidedecisionsregardingthefutureexpansionoflibraryservicesinCourtice. TheexistingCourticeBranchwasconstructedin1997aspartoftheCourticeCommunityComplex.Original 22 architecturalconceptsenvisioneda12,000ftlibrary,however,asmaller6,000ftbranchwasdeveloped(the 2 remaining6,000ftwasstillconstructed,thoughitwasleasedtoachildcarefacilitywhichrecentlyvacatedthe space).Initscurrentlocation,theCourticeBranchbenefitsfromintegrationwithinamunicipalcommunity centre(aquaticsandfitnesscentres)astheComplexgeneratesadegreeoffoottrafficforthelibrary.TheBranch LibraryservestheCourticecommunityandsurroundingruralarea,withthe\[╜ĽʼnĂʼnŦ?ℓcatchmentareaservicing theneedsofapproximately30,000peoplelivewithinthisareaandexpectedtoserviceanother12,000people bytheyear2031. Librariestraditionallytargettheprovisionof0.6squarefeetoflibraryspacepercapitalinordertomeetthe needsofthepopulationbeingserved.With0.2squarefeetpercapitaoflibraryspacecurrentlybeingprovided inCourtice,thereispresentlyanundersupplyoflibraryspace.Inordertoprovidefortherangeofcollections, programsandservicesneededinamodernbranchlibrary,thisStudyevaluatedspaceneedsusinga componentsbasedapproachthatconsidersthespacerequirementsforareassuchascollections,electronic resources,userspaces(e.g.seating,collaborativestudy/meetingspace,loungeareas,etc.),staffspaces(e.g. workstations,circulationareas,etc.),libraryprogramspace,andotherspecialornonassignablespaces(e.g. photocopier,newspaperandmagazineracks,washrooms,mechanicalarea,etc.).Baseduponthisassessment andconsideringtrendsandbestpractises,populationtobeserved,servicedeliveryapproaches,and 2 consultation,a20,000ftlibrarywasdeterminedtobeneededtoserveCourticeandareatotheyear2031with 2 alongertermneedforanadditional5,000ft.Thissquarefootageisconsistentwiththe?5╜ℓĊʼn╜ľĊ\[╜ĽʼnĂʼnŦ?model advancedintheLibraryServicesDeliveryModeladoptedbytheClaringtonPublicLibraryBoardin2007. SiteselectioncriteriawereutilizedtoevaluatepotentialsitesfortheCourticeBranchLibrary(thesecriteriawere consistentwiththecriteriautilizedintheNewcastleBranchLibraryStudy).Whileanumberofpotentialsites wereevaluated,themosthighlyratedlocationswerewithinTownCentreCommercialarea(asidentifiedinthe Municipality'sCourticeMainStreetSecondaryPlan)followedbytheCourticeCommunityComplex(thesiteof theexistingCourticeBranchLibrary).Capitalandoperatingbudgetestimateswerepreparedforeachofthese twolocations.TheseestimatesareexpectedtobeadjustedandrefinedastheClaringtonPublicLibrarybegins 2 thedetaileddesignofthebranchlibraryspace.DuringthepreparationofthisStudy,the6,000ftofspace leasedforchildcarebecamevacantcreatinganopportunitytoconsideraninterimmeasuretoincreasethe 2 amountofbranchlibraryspaceinCourticeto12,000ftassiteselection,planning,designandfundingare 2 furtherconsideredfora20,000ftbranchinCourtice. LaForce inassociation ii &Associates with Study for the Expansion of Library Services for the CourticeCommunity BasedupontheoutcomesandfindingsofthisStudy,itisrecommendedthattheClaringtonPublicLibrarywill: 1.Continuetotargetanoverallprovisionrateoflibraryspaceat0.6squarefeetpercapita. 2.Utilizeafacilitycomponentsapproachtodefinelibraryspacerequirementsforspecificlibrarybranches, includingasappliedwithinthe'StudyfortheExpansionofLibraryServicesfortheCourticeCommunity', withfurtherdefinitionofspacerequirementsandlayoutbeingundertakenatthedesign/construction phase. 3.ImplementtheServiceDelivery?/◘■ℓ╜ŕśʼnĂĊ╜◘■ℓfortheCĵĊĵʼnś?(Section4)inevolvingtheCourtice BranchLibrarytobettermeetexistingandlongtermcommunityneeds. 4.Targettheprovisionofone?5╜ℓĊʼn╜ľĊ.ʼnĂ■ľ╙?library(asdefinedinthe2007LibraryServicesDelivery Model)intheCourticeUrbanAreaatasizeof20,000squarefeettomeetcommunityneedsto approximatelytheyear2031,designedwiththeabilitytoexpandto24,500squarefeetby2041tomeet longertermspaceneeds. 5.SelectapreferredsitefortheprovisionofDistrictBranchLibraryspaceinCourticebasedona combinationofsoundfiscalplanning(capitalandoperatingcostimplications)andsiteevaluationcriteria containedinthe'StudyfortheExpansionofLibraryServicesfortheCourticeCommunity'thatincludes: locationandaccess;focalpointpotential;communitycompatibility;knownconstraints;planning approvalsstatus;availabilityofthesite;expansionpotential;amenitiesopportunities;andenhanced designpotential.Baseduponthesiteselectioncriteria,theTownCentreCommercialSite(asgenerally identifiedintheCourticeMainStreetSecondaryPlan)ranksslightlyhigherthantheexistingCourtice CommunityComplexsite;however,capitalcostsareconsiderablyhigherfortheTownComplexsite.A preliminarysiteconceptshouldbedevelopedforanysitebeingconsideredforacquisitionforthe Branchtoensurethattheshapeandsizeofthesiteisadequatetomeetthebuilding,futureexpansion, parking,outdooramenity,andsetbackrequirements. 6.WorkcloselywiththeMunicipalityofClaringtontodevelopafundingmodelfortheprovisionofneeded DistrictBranchLibrarySpacewithintheCourticeCommunity. 7.FormallynotifytheMunicipalityofClaringtonthattheClaringtonPublicLibrarywishestointernally expandtheexistingbranchattheCourticeCommunityComplexinordertoimprovelibraryserviceto meettheexistingneedsoftheCourticecommunityandsurroundingareauntilthetimeiforwhena newLibraryisconstructedattheTownCentresite.AnenhancedDistrictlevellibrarybranchatthe CourticeCommunityComplexshouldresultinatotalofapproximately12,000squarefeetoflibrary space(takingovertherecentlyvacateddaycarearea)andClaringtonPublicLibrarywillproceedwith thedesignandexpansionuponreceiptofnecessaryapprovals(withdesignanticipatedintheyear2014 andoccupancyanticipatedearlyintheyear2015). 8.WorkwiththeMunicipalityofClaringtontoidentifyandsecure,throughpurchaseorpartnership,an appropriateparceloflandtoaccommodateanew20,000squarefootCourticeDistrictBranchLibrary withtheabilitytoexpandanadditional5,000squarefeetinthelongerterm(anticipatedintheyear 2014inordertosecureasite)inordertoprovideopportunitytolandbankforthefuturenewCourtice LibraryBranch(shouldtheCPL/Municipalitydecideatalaterdatethatexpansionto20,000squarefeet istooccurattheexistingCourticeBranchLibrarylocation,thentheTownCentresitecouldbeutilized forothermunicipalpurposesorsold). LaForce inassociation iii &Associates with Study for the Expansion of Library Services for the CourticeCommunity 9.Bytheyear2016,confirmthelongtermCourticeBranchLibrarylocationand: IfproceedingwithaTownCentreCommercialAreasite(asgenerallyidentifiedintheCourtice MainStreetSecondaryPlan),designandconstructanewCourticeBranchLibrarytoprovide 20,000squarefeetofBranchLibrarySpaceatthislocation(designanticipatedintheyear2017 andconstructionanticipatedintheyear2018).UponcompletionofthenewBranchintheTown Centre,ClaringtonPublicLibraryshallvacateitsformerspaceattheCourticeCommunity Complex. IfproceedingwithexpansionattheexistingCourticeBranchLibrarysitedesignandconstructan additional8,000squarefeetofBranchLibraryspaceforatotalof20,000squarefeetofBranch LibrarySpaceatthislocation(designanticipatedintheyear2017andconstructionanticipated intheyear2018)shouldaLibraryBranchnotbeconstructedattheTownCentresite.Asthe landssecuredfortheBranchLibraryintheTownCentrewouldnolongerberequiredforlibrary purposes,utilizethelandsforothermunicipalpurposesordispose(sell)thesite. LaForce inassociation iv &Associates with Study for the Expansion of Library Services for the CourticeCommunity 1.0 Introduction 1 StudyPurpose Thepubliclibraryremainsacoreinstitutionwithinoursociety, consistentlyevolvingandinnovatinginlinewithrapid advancesintechnologyworldwide./Ă■ĂŕĂ?ℓincreasingshift towardsaknowledgebasedeconomyandtheimportanceof ¤ľʼnśĂĊ╜ōś╜■ŕĵℓĊʼn╜śℓmeanthatpubliclibrariescontinueto serveavitalroletotheircommunities,albeitinaslightly 2 differentandevolvingmanner.Librariesarenowviewedas placesoflearning,creativity,socializationandcollaborationfor allfacetsofthepopulation.Theirpositionascriticalfocal pointsinthecommunityremainsthoughforsomewhat differentreasonsthanthepast;librariesareutilizedtofulfill objectivessurroundingeconomicdevelopmentandcivic placemakingthatcontributetothesocial,economicand culturalfabricofthecommunity,whichinturnhasmeantthat 3 theverywayinwhichlibrariesoperateinthemodernageis differentthaninthepast. Hencetheneedforlibraryfacilityplanningarises,toensure thattheneededspaceandservicelevelsareprovidedfor currentandfutureresidents.TheStudyfortheExpansionof LibraryServicesfortheCourticeCommunityprovidesalong rangestrategytoaddressthelibraryrelatedspaceneedsin 4 Courticeoverthenexttwentyfiveyears.Indoingso,the ClaringtonPublicLibraryBoard,MunicipalCouncil,LibraryStaff andotherpartnershaveaprioritizedstrategythatpositions theLibrarytomeettheneedsofCourticeresidentsinan efficientandfiscallyresponsiblemanner. TheStudyislargelynecessitatedbygrowthanddiversification intheaĵ■╜ľ╜♫Ă▄╜ĊŦ?ℓpopulation,particularlywithinCourtice. 5 Claringtonisagrowingmunicipalityofapproximately88,000 personslocatedintheRegionofDurham.AccordingtoCensus data,theMunicipalitygrewbynearly15,000people(over 20%)betweentheyears2001and2011creatingnewpressures onexistingpublicservicesincludingtheClaringtonPublic Librarysystem.GrowthelsewhereinDurhamRegionhasalso contributedadditionaldemandsonClaringtonPublicLibraryas 6 the\[╜ĽʼnĂʼnŦ?ℓservicecatchmentareaspansbeyondMunicipal boundariestoacertaindegree.TheStudyisalsodrivenbythe changingroleofthepubliclibraryandthevariousbest practicespresentinthemodernlibrarysystem. inassociation Introduction 1 with Study for the Expansion of Library Services for the CourticeCommunity Methodology ThisStudyevaluatesthelibraryspaceandserviceneedsoftheCourticecommunity.ThisReport 1 summarizeskeyStudyinputs(derivedthroughresearchandconsultations),assessesfacilityand servicedeliveryimplications,determinesspaceneeds,assesseslocationalopportunities,estimates capitalandoperatingcostimplications,andprovidesafacilityprovisionstrategy.Thescopeofthe StudyfocusessolelyontheprovisionoflibraryspaceandservicesinCourtice. ThefollowingisanoutlineofthekeytasksthatwereundertakenforthisStudy. i.ReviewofBackgroundMaterials 2 ii.ConsultationswiththeLibraryBoard,LibraryStaffandotherStudyInformants iii.Demographics/Trends/BenchmarkingResearch iv. FacilityDistributionAnalysis&Mapping v.AssessmentsofLibrarySpace&ServiceRequirements vi.EstablishmentofStrategies,Recommendations,andActions vii.PreparationofaDraftStudy viii.PresentationstotheClaringtonPublicLibraryBoard ix.PreparationoftheFinalStudy 3 x.PresentationsoftheFinalStudytotheLibraryBoardandMunicipalCouncil MonteithBrownPlanningConsultants,LaForce&AssociatesandMJMArchitectswereretainedto assisttheClaringtonPublicLibrarywiththisassignment.AProjectTeamconsistingofthe\[╜ĽʼnĂʼnŦ?ℓ seniorstaffwillserveasavaluableresourceteamthroughoutthestudy,andconsultationwiththe LibraryBoardisanessentialcomponentofthedevelopmentstrategy. 4 5 6 inassociation Introduction 2 with Study for the Expansion of Library Services for the CourticeCommunity ClaringtonPublicLibrarySystem ClaringtonPublicLibrary(CPL)presentlyoperatesfourbranchesthataredistributedthroughoutthe 1 MunicipalitywiththemainbranchlocatedinBowmanvilleandsupportingcommunitylevel branchesinCourtice,NewcastleandOrono.Fortheyear2012,keyfactsforthelibrarysystemasa wholeinclude: 287,000inpersonvisits; 293,000websitevisits(over100,000morevisitsthantheprioryear); Nearly150,000itemspresently(asofJune2013)initscollectionconsistingofbooks, 2 magazines,multilingualsets,audio/visualmaterials,andvideogames;and Annualcirculationofabout640,000. Table1:ClaringtonPublicLibrary,BranchServiceProfileSummary BowmanvilleCourticeNewcastleOrono BranchAddress163ChurchSt.2950CourticeRd.150KingAve.E.127ChurchSt. YearOpened2003199720091970Totals 22222 BranchSize24,000ft6,000ft9,100ft3,604ft42,704ft 3 Registered 1,9001,0006001003,500 Borrowers** Collection*80,50032,60027,4009,100149,600 Circulation**346,600151,000122,80016,200636,700 Program&Outreach 7,6004,5003,90020016,100 Attendance** WeeklyHoursof 67575231207 Operation* 4 Notes:*AsofJune2013;**AsofDecember2012;Borrowers,collection,circulationandprogramattendanceareroundedto thenearesthundred(andthustotalsmaynotaddup) Sources:ClaringtonPublicLibrarySystemCollectionStatisticsHoldings,June2013;ClaringtonPublicLibrarySystemBranch ServiceStatistics,December2012;ClaringtonPublicLibraryFastFacts2012;ClaringtonPublicLibraryWebsite,2013 TheCourticeLibraryBranch The/t\[?ℓexistingCourticeBranchwasestablishedin1997aspartoftheCourticeCommunity 5 2 Complex.Originalarchitecturalconceptsenvisioneda12,000ftlibrary,however,asmaller6,000 22 ftbranchwasdeveloped(theremaining6,000ftwasstillconstructed,thoughitwasleasedtoa childcarefacilitywhichrecentlyvacatedthespace). Initscurrentlocation,theCourticeBranchhasbenefittedfromintegrationwithinamunicipal communitycentre.Theaquaticsandfitnesscentreswithinthecomplexgenerateadegreeoffoot trafficforthelibrary(outdoorfacilitiessuchastheskateboardparkandsportsfieldalsocreate potentialforhigheruse,albeittoalesserdegree)aswellasitsadjacentproximitytotheCourtice 6 SecondarySchoolandnearbyCourticeNorthPublicSchool,whilethebranchisalsoabletoleverage operationalefficienciesrelatedtomaintenance,parkinganduseofprogramrooms(thoughthe latterissubjecttoarentalchargeforitsuse). inassociation Introduction 3 with Study for the Expansion of Library Services for the CourticeCommunity Intermsofsquarefootage,theCourticeBranchisthethirdlargestlibraryintheCPLsystemthough itishometothesecondlargestcollectioninthelibrarysystemwithabout32,600items,andhasthe secondhighestcirculationat151,000.Thebranchisopensevendaysaweekforatotalof52hours, 1 andhas1,000registeredborrowersassociatedwithit,rankingonlybehindtheBowmanvilleBranch inthesecategories.TheCourticeBranchalsoaccommodatesthesecondhighestattendancefor programsandoutreachinitiatives. ThelayoutoftheCourticeBranchisessentiallyanopenconceptfloordesigncontaining: alargecirculationdesknearthe\[╜ĽʼnĂʼnŦ?ℓentrance; anadministrationarea,containingtwoofficedesks(oneofwhichisoccupiedbytheBranch 2 Coordinator)andsmallstaffkitchen/washroomarea; aľ╙╜▄ŕʼnś■?ℓreadingareaalongthewestwall,andasmallyouth/teenalongthenorthwall; collectionstacksaregenerallycontainedinthenorthernhalfofthebuildingwhilestudy spaceandreadingareas(includingthemagazinestand)areinthesouthernhalfofthe building; teninternetstationsandtwocataloguestations(intwocentrallylocatedpods),andthree 3 interactivetouchscreencomputersorientedtoearlychildhooddevelopment;and externalcomponentswithintheComplexandnotabletolibraryoperationsincludea divisibleprogramroomandassociatedkitchenoperatedunderthepurviewofthe CommunityServicesDepartment(capacityfor150personsperside),andwashrooms locatedinthehallwayadjacenttothelibrary. TheCourticeBranchisoverseenbytheCoordinatorofBranchServicesandsupportedby1PartTime 4 Equivalent(PTE)LibraryTechnician,5PTELibraryClerks,and2Pages.The/t\[?ℓexecutiveteam(i.e. seniormanagement)guidetheadministrationoftheBranchthroughtheirsystemwide responsibilities. 5 6 inassociation Introduction 4 with Study for the Expansion of Library Services for the CourticeCommunity ReportOrganization TheStudyfortheExpansionofLibraryServicesfortheCourticeCommunityisorganizedasfollows. 1 IntroductionIntroducesthepurposeandmethodologyoftheStudy,alongwithkey factsabouttheClaringtonPublicLibraryandtheCourticeBranch. LibraryTrendsPresentsahighleveloverviewoftrendsandbestpracticesinfluencing theprovisionoflibraryfacilitiesandservices. 2 StudyInputsDiscussesthe\[╜ĽʼnĂʼnŦ?ℓstrategicframework,relevantlanduseplanning anddemographicconsiderations,andresultsfromLibraryand communityengagementactivities. LibraryServiceEvaluateshowlibraryservicesaredeliveredattheCourticeBranchalong Assessmentwithpotentialimprovementsandenhancementsaimedatoptimizingthe performanceoftheBranch. 3 LibrarySpaceEstablishestheservicelevelandassociatedspacerequirementsneeded AssessmenttoservetheCourticecommunityoverthenexttwentyfiveyears. ImplementationSummarizesthekeydirectionscontainedintheReport. Strategy 4 5 6 inassociation Introduction 5 with Study for the Expansion of Library Services for the CourticeCommunity 2.0 Library Trends Librariesareexperiencingtransformativechangedrivenbybroadertechnologicalandsocietal 1 trends.ThedevelopmentofmobileandportabletechnologiesrangingfromWiFitoebooks,tablets andsmartphonesiskeytothis.Equallyimportantaresocialtrendsemphasizingcreativity, experience,collaboration,sociability,communityconnectionandlifelonglearning.Thesesocialand technologicalchangesareunfoldingandinteractinginwaysthatareaffectingcustomerexperience, collections,communityrelationshipsandphysicalspace. TheCustomerExperience 2 UserExpectations:Participatory,LifelongLearningandDIYCulture Ç◘ŕĂŦ?ℓgenerationexpectsparticipatory,lifelonglearninganywhereandatanytime.People ¤śŝ♫śľĊlearningtoaccommodateallmodesofsensoryinputandlearningexperiences,andtobuild 1 competenciesthroughaprocessofinquiryandŕ╜ℓľ◘ōśʼnŦConsumerbehaviourisalsomoving 2 frommaterialconsumptiontoexperienceconsumption.TheresultistheemergenceofaDoit Yourself(DYI),handsonculturebasedonpartnershipsandcollaborationwithmakercultureits 3 technologicallyorientedoffshoot.Thelibrarybecomesthecommunitycreativehub. ImpactonUserServicesandLibrarySpaces CreativeSpaces Creativespacesfacilitateknowledgecreation,newformsofliteracyandbridgethedigitaldivideby providingequalaccesstotoolspeopleneedtobesuccessful.Thesecollaborative,technology embeddedlearningspacescomeinmanyforms.Amakerspaceorhackerspaceisasharedspace 4 wherepeoplelearnfromeachotherandfromexpertswhilesharingtoolslike3Dprintersandlaser cutters.Technologysandboxesallowpeopletotryoutnewtechnology.Digitalmedialabsprovide highendtoolstomakepodcasts,videogames,selfpublishedzinesorotherprojects.Pervasivein northernEurope,thesespacesarecroppingupinlibrariesacrossAustraliaandNorthAmericaand ascloseasInnisfil,Ontario.Thesecreativespacesarepopularwithteensbutarealsousedby childrenandadults. CoWorkingSpaces 5 Somelibraries,likeHelsinkiCityLibraryinFinland,arealsoprovidingcoworkingspaces.These spacesincludeofficeequipment,software,businessresources,WiFiandthecomfortand convenienceofcoffeeshops.Coworkingspacesbringtogetherindependentworkerslike freelancersandsmallbusinesspeoplewhoneedworkspacetobrainstormorteamuponprojectsin asocialsetting. 6 1 CityofCalgary&CalgaryPublicLibrary.NewCentralLibraryPublicEngagementDiscussionPaper:Awesome SpacesandVirtualPlaces.AccessedonAug.13,2013from:http://calgarynewcentrallibrary.ca/wp content/uploads/2012/10/Theme1AwesomeSpacesandVirtualPlaces.pdf. 2 KestrelInfoServices.November2011.EnvironmentalScanforOntarioPublicLibraries.SouthernOntario LibraryService.AccessedonAug.15,2013from: http://www.sols.org/files/docs/develop/publications/miscellaneous/environmental_scan_2011.pdf. inassociation Library Trends 6 with Study for the Expansion of Library Services for the CourticeCommunity Programming Publiclibrariesareusedtoperiodicallyengagingtheircommunities,butthereisagrowing expectationforongoingdeepconsultationandengagement,theactofactivelyinvolvingpeoplein 1 designinganddeliveringservices. Collaborativeprogrammingthattapsintocommunityresourcesandvolunteersisintrinsicto cultivatinga¤▓Ă╫śʼnor¤╙Ăľ╫śʼnculture.Whilestaffcontinuetoplanandleadsomeprograms,the technologicalfocusofmakerandotherspacesrequirespartnershipswithlocalexperts,companies oreducationalinstitutions. /╙╜▄ŕʼnś■?ℓprogrammingisalsobroadeningfromtraditionalstorytimestoprogramsthat 2 incorporatetechnologyanddigitalliteracylearning. Collaborativeprogrammingdoesnotneedtobetechnologydriven.NorthVancouverPublicLibrary supportsDIYculturewithaCommunityPodwherepeoplemeetuptoteacheachotheralmost anything.Otherlibrariesprovideaccesstoonlinecourses. TheLibraryhasbecomeacentralhubforcommunitylearning,aplacethat¤╙ś▄♫ℓpeoplereskill,re 3 learnandreľ◘■■śľĊThesenewformsofprogrammingrequirenewpolicies,newwaystouseand 3 equipprogrammingspaceandnewstaffskills. ZonedSpacesforParticularGroupsandFunctions Librarydesignisplacingrenewedemphasisontheprovisionofzonesorseparatespaces.Someof thesezonesextendoutsidethelibraryasreadinggardensorpatiospaces,increasinguseablelibrary spaceonaseasonalbasis. Librarieshavetraditionallyprovidedspaceforchildrenbutthesearerapidlyevolving.Whilebooks 4 4 arestillimportant,theyoungergenerationthinksvisuallyandlearnsthroughplay./╙╜▄ŕʼnś■?ℓ spacesareincreasinglyrichinopportunitiesfortechnologicallybased,experientiallearning. ¤/◘▓♫ĵĊśʼn╜ūśŕgameshavebeenidentifiedashavingauniqueabilitytoengage▄śĂʼn■śʼnℓ?attention. 5 Itisexpectedthatschoolswillusegamebasedlearning╜■ľʼnśĂℓ╜■┼▄Ŧ Bestpracticesdictateseparatespacesforteensaswell.Teensexpectaccesstocollaborativeand socialspacesandareasthatsupportteambasedlearningwithwhiteboardsandtablesforgroup 5 work.Atthesametime,teensaresignificantlymorelikelythanolderadultstousethelibraryasa spacetosit,read,studyorconsumemediaandwantquietspaceaswell(Zickuhr,RainieandPurcell, 6 Younger!▓śʼn╜ľĂ■ℓ?libraryhabits). 3 StateLibraryofVictoria\[Australia\]andPublicLibrariesVictoriaNetwork.2013.VictorianPublicLibraries 2030:StrategicFrameworkSummaryReport.AccessedonAug.16,2013from: . http://plvn.net.au/sites/default/files/20130528%20FINAL%20VPL2030%20Summary%20Report_web.pdf 4 Roberts,Ken.FacingtheFuture:AVisionDocumentforBritish/◘▄ĵ▓Ľ╜Ă?ℓPublicLibraries,AccessedonAug. 6 12,2013from:www.commons.bclibraries.ca/wpcontent/uploads/2012/12/FacingtheFutureAReporton thefutureoflibrariesfortheProvinceofBritishColumbia.pdf. 5 KestrelInfoServices.November2011.(Ibid) 6 Zickuhr,Kathy,LeeRainieandKristenPurcell.June25,2013.Younger!▓śʼn╜ľĂ■ℓ?libraryhabitsand expectations.PewResearchCenter.AccessedonAug.13,2013from: http://libraries.pewinternet.org/2013/06/25/youngeramericanslibraryservices/13Aug.2013. inassociation Library Trends 7 with Study for the Expansion of Library Services for the CourticeCommunity Whilelesscommon,somelibraries,suchastheFreeLibraryofPhiladelphia,arecreatingseparate spacesforseniorswithlargeprintmaterials,computerstationsdedicatedtoolderadultsand comfortableseating. 1 Accommodatingallthesedifferentneedsrequiresflexiblespacesthatcanbereadilyreconfigured withmoveablewalls,shelvingandfurniture. Mobile,PortableandWirelessTechnologies UserExpectationsandImpact 2 Currentestimatesindicatethat56percentofCanadianadultsuseasmartphone.About78percent ofsmartphoneusersusethemtoconnecttosocialmediaand75percentsaidtheyhadstreamed videoontheirsmallscreen.Theaveragesmartphoneuserhad30appsinstalledontheirdeviceand 7 hadusedanaverageof12inthepastmonth.Tabletownershipisalsogrowingexplosivelyin Canadawithanestimated28percentofAnglophoneCanadiansowningatabletin2012,seven 8 timesthe2010figure. 3 IntheUnitedStates,agoodsurrogateforCanadiantrends,37%ofallteenshavesmartphones,up 9 from23%in2011.Seventytwopercentofonlineadultsusesocialnetworkingsites.Whileyounger adultsareavidusers,socialnetworkingisgrowinginpopularityforolderadults,with60%ofadults 10 between50and64and43%ofthose65+usingsocialnetworksites. ¤Ç╙╜ℓexplosionisenablingpeopletoaccessandstoreinformation,communicatethewaytheywant to(voice,email,socialmedia,text,visually),createandcarryouttransactionalactivities.Becauseof therelativelycheapercostofsomemobiledevices,peopleonthelowerendofthesocioeconomic 4 scaleareincreasinglylikelyto?acquireonlyamobiledevice.Ifmobileisking,thenwireless technologyisqueen.Thedaysofdevicesbeingtetheredtoaphysicalspotanddevicesbeing 11 tetheredtoeachotherareŎĂ■╜■┼ Thismeansthatlibrariesneedtoprovidefewerformalworkstationsandmorecomfortable,casual seating,allincloseproximitytooutletsforplugginginpersonalcomputingdevices. 5 7 Oliveira,Michael.¤D◘◘┼▄śstudy:Smartphoneownershipwayup,Canadiansaddictedtotheir♫╙◘■śℓ29 July2013.AccessedonAug.14,2013from:http://www.ctvnews.ca/scitech/googlestudysmartphone ownershipwayupcanadiansaddictedtotheirphones1.1388185. 8 Oliveira,Michael.¤ÇĂĽ▄śĊownershipdoublesin/Ă■ĂŕĂJanuary302013.AccessedonAug.14,2013from: www.thestar.com/life/technology/2013/01/30/tablet_ownership_doubles_in_canada.html. 9 Smith,Aaron.June5,2013.SmartphoneOwnership2013.PewResearchCentre.AccessedonAug.5,2013 6 from:http://pewinternet.org/Reports/2013/SmartphoneOwnership2013/Findings.aspx. 10 Brenner,JoanneandAaronSmith.Aug.5,2013.72%ofOnlineAdultUsersareSocialNetworkingSiteUsers. PewResearchCentre.AccessedonAug.14,2013from:http://pewinternet.org/Reports/2013/social networkingsites/Findings.aspx. 11 LondonPublicLibrary.June2013.StrategicPlanResearchInterimReport. inassociation Library Trends 8 with Study for the Expansion of Library Services for the CourticeCommunity ImpactonUserServicesandLibrarySpaces Websites,CataloguesandotherILSModules AsDavidLeeKing,digitalbranchandservicesmanager,TopekaandShawneeCountyPublicLibrary 1 putsit:¤Lźyou╙Ăōś■?Ċyetstartedbuildingwithmobileinmind,nowisdefinitelythetimetostart? youareveryclosetoalienatingalmosthalfyourcustomers.Theyareinteractingwiththeirfavorite 12 sitesonlineusingtheirsmartphone(thinkFacebook,Amazon,YouTube,śĊľ?Liketheirfavourite sites,virtualspacesnowneedtobeinteractive,customizableandsocial.Ataminimum,users expecttobeabletoaccesswebsitesandcataloguesfromtheirsmartphones. MobileReference 2 RFIDandselfcheckoutrequiresmallercirculationdesks.Withtheadventofmobileandportable technologies,referencestaffareusingtablets,likeiPads,andassistmembersthroughoutthelibrary andevenoutsidethelibraryatcommunityevents.Inturn,thistrendisallowinglibrariestoreduce thesizeoftheirreferencedesksoreliminatethementirely. AutomatedKiosks Whilepubliclibrariesarereinvigoratingtheirimportanceasphysicalspaces,mobileandwireless technologyand¤Ă■ŦĊ╜▓śĂ■ŦŎ╙śʼnśserviceexpectationsareenablinglibrariestoembed 3 themselvesintheircommunitiesinnewways.Kiosksallowuserstodispensebooksfromamachine andsometimespickupholds,whichhavebeenorderedonline.OttawaPublicLibraryisinstalling kioskstomakelibraryservicemoreconvenientandaccessibleinsmallercommunities.Multimedia kiosksarealsobeingpiloted.Thistechnologycanalsobedesignedintolibrarybuildingstoprovidea minimallevelofservicewhenthelibraryisclosed. Books,Ebooks,andotherDigitalResources 4 UserExpectationsandImpact BooksandEbooks AccordingtoTheCanadianBookConsumer2012:AnnualReport,15%ofCanadianbookpurchases areinebookformat.PricewaterhouseCoopersindicatesthatsalesofebookswillsurpassthoseof 13 printbooksasearlyas2017.WhiledistributionmodelsarestillproblematicforNorthAmerican libraries,theshareofrecentAmericanlibraryuserswhoborrowedanebookisupfrom3%lastyear 14 to5%thisyear(RainieandDugga). 5 12 AmericanLibraryAssociation.PublicLibraryFunding&TechnologyAccessStudy20112012American LibrariesDigitalSupplement.Summer2012.AccessedonAug.13,2013from: http://www.ala.org/research/plftas/2011_2012. 13 Price,Gary.June5,2013.¤PwC:theU.S.ConsumerEbookMarketWillBeBiggerThanthePrintBookMarket by2017.LibraryJournalInfoDocket.AccessedonAug.11,2013from: 6 http://www.infodocket.com/2013/06/05/pwctheusconsumerebookmarketwillbebiggerthantheprint bookmarketby2017/. 14 Rainie,LeeandMaeveDugga.December27,2012.EBookReadingJumps;PrintBookReadingDeclines, PewResearchCentre.AccessedonAug.13,2013from:http://libraries.pewinternet.org/2012/12/27/ebook readingjumpsprintbookreadingdeclines. inassociation Library Trends 9 with Study for the Expansion of Library Services for the CourticeCommunity Despitethegrowingpopularityofebooks,manylibraryusers,includingyouthfrom16to29,still readandborrowprintedbooks.Theyseethemasimportantinthedigitalageandvalueamixof 15 traditionalandtechnologicallibraryservices./╙╜▄ŕʼnś■?ℓandyoungadultbooksshowstrengthin 1 printaswellasdigitalformats.Finally,63%ofsmartphoneowners,48%ofiPadownersand40%of 16 othertabletownerschoosenottoreadebooks. Otherdigitalcontent Theuseofotherformsofdigitalinformation,suchascommercialdatabasesisgrowing exponentiallyalthoughitstillconstitutesasmallpercentageoflibrarytransactions.Librariesare alsodigitizingsmallcollectionsoftheirown,suchaslocalhistoryresources.Newerdevelopments includecommerciallyavailablestreamingvideoformovies,televisionshowsandaudiobookswith 2 17 fourlibraryvendorsannouncingofferingsin2013.Cloudbasedcollections,servedupoverthe Internetarealsointheearlystagesofimplementation. AccessibleCollections AsofJanuary2013,theAccessibilityforOntarianswithDisabilitiesActrequireslibrariestoprovide accesstoaccessibleformats.Whilenotrequiredtoownthesematerials,ebooksprovidethe potentialforanybooktobeanaudioorlargeprintbook,andotherdigitalformatslendthemselves 3 welltoaccessibility.WhiletheActdoesnotrequirelibrariestoprovideequipmenttomake collectionsaccessible,devices,suchasscreenvoicereadersandmagnifiers,arenowastandard practice. CollectionsandCollectionRelatedServices Thefootprintrequiredforphysicalcollectionsisgraduallydecreasing.Howmuchandhowquicklyis thewildcard.Atthesametime,accessibilitystandardsandatrendtogroupsofpeoplecobrowsing 4 areresultinginincreasedspacebetweenshelvingranges.Additionalspaceisalsobeingallocatedto newkindsofinteractivedisplayswheretheusercan,bytouchorgesture,interactwithdigital 18 informationandcreateusingthatcontent. CommunityRelationships:UserExpectationsandImpact CommunityPresenceandProfile 5 Thetraditionallibrarybrandasaplacetoborrowbooksisdeeplyentrencheddespitethefactthat socialandtechnologicaltrendsarechangingthelibraryinsignificantways.OnethirdofAmericans knowalmostnothingaboutwhatlibrariesoffer,andclosetohalfknowonlysomeofwhatis 15 ZickuhrKathy,LeeRainieandKristenPurcell.Jan.22,2013.LibraryServicesintheDigitalAge.PewResearch Center.AccessedonAug.13,2013from:http://libraries.pewinternet.org/2013/01/22/libraryservices. 6 16 DigitalbookWorld.Apr.18,2013.¤a◘ʼnśThan50MillioninU.S.ReadEbookin2012,ButTheirHabitsAre /╙Ă■┼╜■┼AccessedonAug.6,2013from:http://www.digitalbookworld.com/2013/morethan50millionin usreadebookin2012buttheirhabitsarechanging/?et_mid=613430&rid=62656367. 17 Enis,Matt.July12,2013.¤a◘ʼnśVendorsHelpLibrariesStreamë╜ŕś◘TheDigitalShift.AccessedonAug. 6,2013from:http://www.thedigitalshift.com/2013/07/media/morevendorshelplibrariesstreamvideo. 18 LondonPublicLibrary.June2013.StrategicPlanResearchInterimReport. inassociation Library Trends 10 with Study for the Expansion of Library Services for the CourticeCommunity 19 offered.ThereisnoreasontothinkthatCanadiansareanydifferent.¤tĵĽ▄╜ľlibrariesmustengage theirstakeholderswithacompellingfuturevisionthatreestablishesthemselves,demonstrates theirresponsivenesstochangingcommunityneeds,andreassertstheirverystrongreasonfor 1 20 Ľś╜■┼ Thereisastrongtrendtowardincreasedstrategicmarketing,notjustpromotionandpublic relations,aslibrariescommunicatetheirsocioeconomicvalue.Designingvisuallycompelling buildingsthatinvitethecommunitytorethinktheirrelationshipwithlibrariesandtoengagewith thelibraryinnewwaysisanimportantaspectofarchitecturaldesign. 2 LibrariesasFacilitatorsofCommunityDialogueandCommunityChange Socialtrendsandthe▄╜ĽʼnĂʼnŦ?ℓroleasafocalpointforthecommunityareintensifyingtheuseof librariesasasocialspacewherepeoplecanhaveinformalorfacilitated,indepthcommunity dialogueswhetherfacetofaceorthroughtechnologyenabledmeans.Thistrendmeansthatnew librariesneedtechnologyequippedmeetingroomsthatcanbereconfiguredfordifferentsized groupsaswellasareasthatactascommunity¤▄╜ō╜■┼ʼn◘◘▓ℓwithcomfortable,casualseating. 3 PartneringandOtherFormsofCollaboration Changingexpectationsaboutlibrariesandmunicipalfiscalpressuresarerequiringlibrariestoplace moreemphasisonpartnerships.Someoftheseareservicepartnershipsespeciallythoserelatedto creativespacesandtheprogrammingthatsupportsthem.Othertrendsaretowardmultiuse buildingsinwhichlibrariessharespacewithavarietyofotherorganizationsfromschools,to communitycentres,toprivatesectororganizations.WhileeachcommunityandLibraryBoardmust determinewheretheopportunitiesexistsandwhethertheywillbenefitthelibrary,new partnershipsmayenhancetheabilitytoachievestrategicprioritiesandallowthecostforaccessible 4 features,likewashrooms,orexpensivetechnologiestobeshared. 5 6 19 ZickuhrKathy,LeeRainieandKristenPurcell.Jan.22,2013.(Ibid) 20 StateLibraryofVictoria\[Australia\]andPublicLibrariesVictoriaNetwork.2013.(Ibid) inassociation Library Trends 11 with Study for the Expansion of Library Services for the CourticeCommunity 3.0 Study Inputs StrategicFramework 1 Inordertoadequatelyreflectthedesired directionforClaringtonPublicLibrary,the StudyfortheExpansionofLibraryServicesfor theCourticeCommunitymustconsiderthe 21 CPLStrategicPlan20102015.TheStrategic Planistheoverarchingdocument,builtupon 2 communityinput,whichguidesorganizational decisionmakingandthedesiredfuturefor theLibrary.TheStrategicPlanarticulatesthe followingVision: ClaringtonPublicLibraryisa cornerstoneofthecommunity, partneringwithotherorganizations toenhancecultural,educationaland 3 economicwellbeing. Itisanaccessible,welcoming,and activeconnectorforsocialinteraction,learning,anddialogue. Itisasignificantresourceinaknowledgeandinformationbasedeconomy. Itisaninnovative,progressiveorganizationwidelyrecognizedandsupportedinthe community. 4 TheimpetusforthisStudyresultsfromtheStrategict▄Ă■?ℓ?/ʼnśĂĊ╜■┼/◘▓▓ĵ■╜ĊŦ?Goalthatsetsout anActionPlanto¤Lŕś■Ċ╜źŦ(the)bestoptionforexpandedlibraryservicesin/◘ĵʼnĊ╜ľśAsimilar objectivehasbeenidentifiedasaMeasureofSuccess,articulatingthatexpandinglibraryservicesin CourticeisakeypriorityfortheStrategicPlaninimplementingitsfuturevision.OtherMeasuresof SuccessfortheStrategicPlan,throughwhichtheCourticeBranchcancontributetowardsachieving, include: 5 Increasedinteractivityinlibraryvirtualservices; Increasedselfserveservices; Higherparticipationinarangeofrelevantcommunityevents; Usagekeepingpacewithcommunitygrowth; Strongerrelationshipwithcommunityorganizations; Increasedsupportforthedisseminationofmunicipalinformation; RelevantpublicprogramsoncivicandsocialissuesthatareimportanttoClarington residents; 6 Increasedlevelsofusersatisfaction;and Continuedpositivefeedbackfromresidents. 21 ClaringtonPublicLibrary.StrategicPlan20102015.FinalReport.October2010. inassociation Study Inputs 12 with Study for the Expansion of Library Services for the CourticeCommunity LibraryServicesDevelopmentModel TheClaringtonPublicLibraryisstructuredaccordingtoacentralizedmodelconsistingofthreetiers: 1 1)aCentral(Main)BranchinBowmanville;2)CommunityBranchesinCourticeandNewcastle;and 3)aNeighbourhoodBranchinOrono.ThecentralizedmodelplacesgreatestemphasisontheMain Branchintermsofservicesandadministrativefunctionsthatarecontainedwithinit,andutilizing thelowertierbranchesas¤ℓĂĊś▄▄╜Ċśℓthatofferamorescopedlevelofservice. 22 In2007,CPLadoptedaLibraryServicesDevelopmentModeltoguideplanningandmanagementof theLibrarysystem,recognizing/▄Ăʼn╜■┼Ċ◘■?ℓurban/ruralcharacteristicsandanticipatedlevelof populationgrowthandsociodemographicdiversification.TheLibraryServicesDevelopmentModel 2 adoptsadecentralized(ordistributed)modelthatcreatesanetworkoflarger,relativelyself sufficient¤5╜ℓĊʼn╜ľĊlibrariesthatprovidenearlyafullrangeoflibraryservicesandcollectionsfor theirlocalcommunities.Alsoincludedisa¤/◘▓▓ĵ■╜ĊŦlibrarytomeettheinformationneedsof thesmallerlocalcommunities,aswellasa¤bś╜┼╙Ľ◘ĵʼn╙◘◘ŕlibrarythatisasmallerversionofa communitylibrarybutwithafocusondevelopingrecreationalservices. LibraryTypeExistingBranchPopulationServedSize 2 DistrictBowmanville25,000to35,00015,000to20,000ft 3 Courtice 2 CommunityNewcastle*15,000to20,0008,000to10,000ft 2 NeighbourhoodOrono4,000to5,0003,000to4,000ft *NewcastleisenvisionedtoultimatelyfunctionasaDistrictBranch,andhasbeendesignedto accommodatefutureexpansioninordertoachievethisdesiredrole TheLibraryServicesDevelopmentModeldividesthe/t\[?ℓserviceareaintothreedistinct geographicareasofClarington:theWesternDistrict,presentlyservedbytheCourticeBranch;the 4 CentralDistrict,presentlyservedbytheBownmanvilleBranch;andtheEasternDistrict,presently servedbytheNewcastleandOronoBranches.TheStudyfortheExpansionofLibraryServicesfor theCourticeCommunityfocusesontheWesternDistrict. Regional/MunicipalLandUseConsiderations Existingandplannedlandusepatternsareanimportantpartofevaluatingwherelibraryservicesare 5 appropriatelyandoptimallysituated.InOntario,landuseplanningisregulatedthroughthePlanning ActandimplementedthroughdocumentssuchastheProvincialPolicyStatement,GrowthPlanfor theGreaterGoldenHorseshoe,RegionofDurhamOfficialPlan,andtheMunicipalityofClarington OfficialPlanandZoningBylaw. Changesinplanningpolicysince2005haveledtomunicipalitieshavingconsiderationtoplantheir communitiesinamannerthatpromotesefficientuseofland(e.g.curbingurbansprawl),protecting naturalresources,creating?ľ◘▓♫▄śĊś?andwalkablecommunitiesandrevitalizingdowntowns. 6 Notably,theProvincialGrowthPlandirectstheRegionofDurhamtoallocategrowthinamanner thatachievesitsdesiredoutcomes,andinturntheMunicipalityofClaringtonOfficialPlanhas regardtoalluppertierplanningpolicies. 22 ClaringtonPublicLibrary.June2007.LibraryServicesDevelopmentModel. inassociation Study Inputs 13 with Study for the Expansion of Library Services for the CourticeCommunity Whiletheprocessofchoosinganindividualsiteforlibraryservices(whethertheexistingCourtice Branchlocationoranewone)issubjecttomanyfactorsthatwillbeaddressedthroughsubsequent analysis,thegenerallocationoflibraryservicesmustfirstbeconsidered.TheRegionaland 1 MunicipalOfficialPlansassistinthisregardastheydefinewhereresidential,commercial,industrial, andinstitutional(thelatterwhichpermitslibraries)maybelocated. TheGrowthPlandirectsitsmunicipalitiestoplanfuturedevelopmentswithintheirexistingurban boundaries,generallyconsistingofexisting?Ľĵ╜▄ĊupĂʼnśĂℓ?anddesignated?┼ʼnśś■ź╜ś▄ŕ?areas. Accordingly,developmentoffuturelibrarybranchesneedtobeconsideredinsuchlocationsandare illustratedinpurpleonMap1. 2 Toestablishacomplete,sustainableandcompacturbansystem,theRegionhasdevelopedanurban structurethatincludes(amongotherelements)RegionalCentres,Corridors,andTransitStationsas definedbelow.Havingregardtomanylibrarytrendsandbestpractices,thesecomponentsofthe urbanstructureareparticularlyrelevanttoconsiderinlibraryplanningasthey: a)offerprominentlocationsthatcreateanopportunitytodevelopalibraryasacivicfocal point; b)allowalibrarytoleveragethebenefitsofcomplementaryuses(e.g.retail,creative 3 industries)andmoreimportantlygenerategreater?ź◘◘ĊĊʼnĂźź╜ľ?potentialduetoawide rangeofplannedlanduses;and c)alloweaseofaccessthroughtransitandenhancedwalkability. Table2:UrbanStructureElementsidentifiedforCourtice UrbanDesignatedAreainDescription StructureCourtice 4 Regional CourticeTownCentreAreastobeplannedasthemainconcentrationofurban Centres activities,providingafullyintegratedarrayofinstitutional, commercial,majorretail,residential,recreational,cultural, entertainmentandmajorofficeuses. Theyshouldfunctionasasymbolicandphysicalinterestfor theresidentsandprovideidentitytothelocalarea. Regional Highway2Theseareasaretobeplannedforhigherdensitymixeduse 5 Corridors developmentsthatwillsupporthigherordertransportation CourticeRoad(from servicesandpedestrianorientedbuiltforms. Hwy.2toHwy.401) Regionalcorridorsprovideefficienttransportationlinksto BloorStreet(from UrbanGrowthCentres,RegionalCentresaswellasother TownlineRd.to centreswithinmunicipalities. HancockRd. Transit FutureCourticeGOTheseareasaremajortraveldestinationsandfacilitate Stations RailStation(planned)transfersbetweendifferentmodesoftravelorbetween transitservices. 6 Source:MunicipalityofClaringtonReport#PSD04313,June24,2013 inassociation Study Inputs 14 with Study for the Expansion of Library Services for the CourticeCommunity WithrespecttotheMunicipalOfficialPlan,Section18.5.1encouragesInstitutionsandCommunity Facilities(whichincludelibrariesunderdefineduse)to¤▄◘ľĂĊśincloseproximitytocentresof activitytoenablejointuseoffacilities.Whereverpossible,civicopenspaceareasshallbeprovided 1 andincorporatedintheplanninganddesignoftheseźĂľ╜▄╜Ċ╜śℓClaringtonPublicLibraryhasaligned withthisdirectionthroughcoordinationofitsfacilitiesinBowmanville(withtheMunicipalOffices), Courtice(withtheCourticeCommunityComplex),andNewcastle(withNewcastleMemorialPark). ItalsobearsnotingthattheMunicipalityofClaringtonispreparingaSecondaryPlanfortheCourtice MainStreet(OfficialPlanAmendmentNo.89),encompassingtheCourticeRoadRegionalCorridor. ThisSecondaryPlanestablishesanumberof?tʼnśľ╜■ľĊℓ?includinga?Ç◘Ŏ■Centretʼnśľ╜■ľĊ?thatisthe primaryfocusforretailandserviceusedevelopmentandthefocalpointofcultureandcivic 2 gatheringinCourtice.ThefollowingpoliciesoftheSecondaryPlanarerelevanttotheClarington PublicLibrary: ¤tĵĽ▄╜ľ▄Ŧownedcommunityfacilities,suchasacommunitycentreandalibrary,shouldbe locatedwithintheTownCentreCommercialdesignation,toreinforcetheĂʼnśĂ?ℓʼn◘▄ś Section5.1.6(GeneralLandUsePolicies). ¤LĊistheaĵ■╜ľ╜♫Ă▄╜ĊŦ?ℓintenttodeveloppublicfacilitiesliketheCentralSquareanda branchofthepubliclibraryintheTownCentre.Theobjectiveofthispolicyistoensurethat 3 thesefacilitiesactascatalystsforthedevelopmentoftheTownCentreľ◘■ľś♫ĊSection 5.5.2(TownCentre). TheproposedlocationofthelibrarybranchisshownontheLandUsePlan(MapAoftheSecondary Plan),situatedatthesouthwestintersectionofHighway2andRichardGayAvenue(inbetween TrullsRoadandCourticeRoad).SubsequentassessmentscontainedinthisStudywillcommenton thesuitabilityofestablishingalibrarybranchintheTownCentrePrecinct. 4 5 6 inassociation Study Inputs 15 with Study for the Expansion of Library Services for the CourticeCommunity Map1:CourticeDesignatedGrowthAreas&UrbanStructure 1 2 ExistingCourtice LibraryBranch 3 4 5 6 Source:MunicipalityofClaringtonREPORTNO.:PSD04313,June24,2013 inassociation Study Inputs 16 with Study for the Expansion of Library Services for the CourticeCommunity PopulationCharacteristics NumberofResidents 1 TheMunicipalityof/▄Ăʼn╜■┼Ċ◘■?ℓpopulationhasmorethandoubledoverthepasttwentyfiveyears, 23 growingfrom34,100residentsin1986to87,980residentsrecordedinthe2011Census.Thisrapid rateofgrowthisexpectedtocontinueoverthenexttwentyyears,asrequirementsoftheProvincial GrowthPlanandRegionofDurhamOfficialPlanallocateanadditional52,000peopleinClarington 24 (72%growth)bytheyear2031. Figure1:ForecastedPopulationGrowthinClaringtonandCourticeCommunity,20112031 2 180,000 MunicipalityofClarington 171,000 CourticeUrbanArea 160,000 CourticeLibraryMarketArea 155,700 140,400 140,000 3 123,900 120,000 Population 109,800 100,000 97,100 Forecasted 87,980 80,000 60,000 4 47,275 44,475 41,675 38,800 36,075 32,775 40,000 29,500 41,900 39,250 36,600 33,900 31,300 20,000 28,100 24,900 0 2011201620212026203120362041 5 Year Notes:IdentifiedpopulationsincludeCensusnetundercoverage.CourticeLibraryMarketAreaconsistsofthe CourticeUrbanAreapopulationplusonethirdoftheforecastedruralpopulation. Source:HemsonConsulting,ClaringtonCommunityForecastUpdate2013;2036and2041populationderived byMBPCthroughstraightlinegrowthassumptionusingthe20212031projections. Basedonrecentlypreparedpopulationandhousingforecasts,CourticeUrbanAreaisexpectedto 6 addnearly12,000newresidentsby2031,accountingfornearlyaquarter(22%)of/▄Ăʼn╜■┼Ċ◘■?ℓtotal futuregrowth.Aswillbediscussedinsubsequentpages,the?aĂʼn╫śĊ!ʼnśĂ?fortheCourticeLibrary 23 StatisticsCanadaCensusdata,19812011 24 HemsonConsulting.MemorandumtotheMunicipalityofClaringtonRe:ClaringtonCommunityForecast Update2013.January25,2013. inassociation Study Inputs 17 with Study for the Expansion of Library Services for the CourticeCommunity Branchisalsoshownontheprecedingfigure.Newhousingunitsareplannedforconstructionin ?Ľĵ╜▄Ċĵ♫?areas,throughresidentialintensification,anddesignated?┼ʼnśś■ź╜ś▄ŕ?areasasdefinedin, andwillbeexpectedtobedevelopasimilarnumberofunits(2,400unitsinnewlydeveloped 1 25 greenfieldareasand2,100unitsinexistingbuiltupareas).Thisimpliesthatresidentialdemands forlibraryservicescanbeexpectedthroughouttheCourticeUrbanArea,thoughthemajorityof residentswillbelivingwithintheexistingbuiltuparea(showninthedarkerpurpleonMap1). DistributionofFutureGrowth TheCourticeBranchislocatedintheGlenviewneighbourhood,hometoapproximately2,250 residentsin2011.DataprovidedbythePlanningServicesDepartmentsuggeststhatGlenviewand 2 itssurroundingneighbourhoods(i.e.HighlandandHancock)willgrowbynearly3,000residents towardsthe2041timeframe,overhalfofwhichisanticipatedtotakeplaceinHancock. Morethan5,900newresidentsareanticipatedtoresideinthecentrallylocatedneighbourhoodsof CouticeMainStreet,EmilyStoweandAvondaleoverthenexttwentyfiveyears.Thelargestshareof newgrowth,however,isexpectedinthedesignated?┼ʼnśś■ź╜ś▄ŕ?developmentareasknownas CourticeA,B,andCwhichcouldcontainupwardsof9,000peoplebetweenthem. 3 BreakingCourticeintoquadrants,thefollowingtotalpopulationcountsareanticipatedatthetime thecommunityapproachesits?Ľĵ╜▄ŕ◘ĵĊ?potential: QuadrantNeighbourhoods2041Pop.* NorthWestFarewellHeights,Worden,andHighland7,600 (generallynorthofHwy.2andwestofTrullsRd.) NorthEastGlenviewandHancock5,700 4 (generallynorthofHwy.2andeastofTrullsRd.) SouthWestCourticeMainStreet,Darlington,Penfound,EmilyStowe,Bayview,and 23,800 CourticeC (generallyboundedbetweenHwy.2andBloorSt.,westofTrullsRd.) SouthEastAvondale,CourticeA,andCourticeB10,900 (generallyboundedbetweenHwy.2andBloorSt.,eastofTrullsRd.) 5 *Roundedtothenearestonehundredpeople.Totalpopulationdoesnotmatchfiguresextrapolatedfromthe CommunityForecastUpdateduetodifferencesinprojectionmethodologies. 6 25 HemsonConsulting.MemorandumtotheMunicipalityofClaringtonRe:ClaringtonCommunityForecast Update2013.January25,2013. inassociation Study Inputs 18 with Study for the Expansion of Library Services for the CourticeCommunity ClaringtonBranchMarketArea InunderstandingtheservicecatchmentoftheCourticeLibraryBranch,itisreasonabletoassume thattheBranchdrawsfrombotha?tʼn╜▓ĂʼnŦ?and?{śľ◘■ŕĂʼnŦ?marketarea.Thebuiltupand 1 greenfieldareaswithintheCourticeUrbanAreaareconsideredtocontainthepopulationofthe PrimaryMarketArea. TheCourticeLibraryBranchalsodrawsfromapopulationbaseoutsideoftheCourticeUrbanArea, includingadjacentruralareasandnearbyhamlets(e.g.a╜Ċľ╙ś▄▄?ℓCornersandSolina).Itisdifficult todeterminethetruemarketarea,however,giventheproximityofCourticetoBowmanvilleand theresultingserviceoverlapintheruralareas.Furthermore,thereislikelyadegreeofcompetition 2 thatexistswiththeOshawaPublicLibrarysystemthatimpactsthetruemarketareaoftheCourtice Branch.ForthepurposesofthisStudy,theSecondaryMarketAreaisdefinedas25%ofthe15,000 residentslivinginruralandhamletareasbasedondiscussionswiththeaĵ■╜ľ╜♫Ă▄╜ĊŦ?ℓPlanning Department.AlthoughsomeresidentsmaybedrawntotheCourticeLibraryfromfurtherdistances, thiswilllikelybeoffsetbythedrawofthemainbranchinBowmanville. ThefollowingtableillustratesthetotalmarketareafortheCourticeBranch. 3 Table3:CourticeLibraryBranchForecastedMarketAreaPopulation,20112031 CourticeBranch2011201620212026203120362041 MarketArea Primary24,90028,10031,30033,90036,60039,25041,900 Secondary4,6004,6754,7754,9005,0755,2255,375 TotalMarketArea29,50032,77536,07538,80041,67544,47547,275 Notes:IdentifiedpopulationsincludeCensusnetundercoverage.Secondarymarketconsistsof25%oftherural population,forecastedtoincreasefrom18,400personsin2011to20,300personsin2031. 4 Source:HemsonConsulting,ClaringtonCommunityForecastUpdate2013. AgeofResidents The2011Censusrecordedthe/▄Ăʼn╜■┼Ċ◘■?ℓmedianageasbeing38.6years,increasingfromthe medianageof36.9recordedin2006.This?Ă┼╜■┼?ofthepopulationisconsistentwithprovincialand nationaltrends,andtendstobemostprevalentinmunicipalitieswithruralcharacteristics. 5 LookingspecificallyattheCourticeUrbanArea(i.e.excludingtheSecondaryMarketArea),thefigure onthefollowingpageillustratesthatbetween2011and2031theproportionofseniorswilldouble toreach12%ofthepopulation(about2,800moreseniors)whilethenumberofchildrenwillreach 14%ofthepopulation(about2,000morechildren).Proportionally,youthwilldropsharplyto10%of thepopulationthoughthisonlytranslatesintoabout500feweryouth.Fromthe▄╜ĽʼnĂʼnŦ?ℓ perspective,thiswillputpressuresonmaintainingand/orenhancingemphasisonprogramsand collectionsforchildren,olderadultsandseniorsinordertokeeppacewiththesegrowingmarket segments.Projectionsofagegroupbreakdownsintheyear2041arenotpresentlyavailable. 6 inassociation Study Inputs 19 with Study for the Expansion of Library Services for the CourticeCommunity Figure2:CourticeUrbanAreaForecastedAgeDistribution,20112031 2011AgeStructure Seniors(70+),6%1 Children(09),12% OlderAdults(55 69),13% Youth(1019),17% MatureAdults(35 2 YoungerAdults(20 54),34% 34),18% 2021AgeStructure Children(09),11% Seniors(70+),8% OlderAdults(55 3 69),18% Youth(1019),12% YoungerAdults (2034),28% MatureAdults(35 54),23% 4 2031AgeStructure Children(09),14% Seniors(70+),12% 5 OlderAdults(55 Youth(1019),10% 69),17% YoungerAdults (2034),22% MatureAdults(35 54),25% 6 Source:HemsonConsulting,ClaringtonCommunityForecastUpdate2013. inassociation Study Inputs 20 with Study for the Expansion of Library Services for the CourticeCommunity StaffandStakeholderConsultations CountingOpinionsCustomerSatisfactionSurvey(2013) 1 Aspartofthe/t\[?ℓStrategicPlan20102015,theLibraryundertookacustomersatisfactionsurvey in2012toencouragedialoguewithresidentsaboutimprovementstolibraryserviceswithin availablefunding.Intotal,169responseswerereceivedusinganonlinesurveytool.Keyfindings fromthesurveyincluded: CPLmembersconsidertheirLibraryveryimportanttothem,andrankedhigherthan benchmarkaveragesinothercommunities. 2 Severalpositivecommentsfromsatisfiedmembers,praisingthepersonalservicesofthe library,selectionofmaterials,beautifulbuildings,andtherelaxingatmosphere. Despiteapreferenceforfindinginformationontheirownwithoutassistance,threequarters ofrespondents(75%)indicatedtheyobtainedassistancefromLibrarystaff. Respondentssuggestedthattheavailabilityofbooksandothermaterialstoborrowor referencewasextremelyimportanttothem,yettheyratedtheirlevelofsatisfactionlowin comparisontoitsimportance. 3 TheimportanceofprogramsandeventsremainedsomewhatlowforCPLmembers, reflectedbymemberhabitswhereonly23%ofsurveyrespondentshadattendedanevent, program,ormeetinginthepastyear. Ineveryinstanceregardingstaffinteraction,CPLisexceedingtheperformanceofother benchmarkaveragesinothercommunities. Overall,CPLisexceedingexpectationsregardingequipment,thoughlessthanhalfofsurvey respondentshaveaccessedtheInternetonsiteorusedanOnLineResourceonsite. 4 Alargeportionofsurveyrespondents(68%)reportedusinglibraryfacilitiessuchasstudy rooms,loungeareas,washrooms,andparkinginthepastyear.Onaverage,members rankedlibraryfacilitiesasfairlyimportantandaresatisfiedwiththemoverall. Hoursofaccessandoperationwererankedthemostimportantelementofthelibrary 26 experience,followedcloselybythelibrarybuildingandparking. 5 LibraryBoardInput InAugust2013,membersoftheClaringtonPublicLibraryBoardwerecirculatedabrief questionnairetogleantheirpreliminarythoughtsintotheStudy.Membersdesiringaninpersonor phoneinterviewwerealsoaccommodatedusingasimilarsetofquestionsasthebasisfor discussion.KeythemesfromLibraryBoardengagementsincluded: PopulationgrowthandsmallexistingbranchisdrivingtheneedfornewspaceinCourtice 6 Technologywillplayagreaterroleinthefuture,particularlycomputers,tablets, smartphones Greateremphasisneededonservicesfornewcomers,children/youth,andspeciallibrary events(e.g.Lectureseries) 26 ClaringtonPublicLibrary.CountingOpinions:CustomerSatisfactionSurveyReport,Final.January2013. inassociation Study Inputs 21 with Study for the Expansion of Library Services for the CourticeCommunity Abranchshouldbeprominentlylocated,colocatedwithsynergisticservices,haveparking, beclosetotransit,andgiveCourticean¤╜ŕś■Ċ╜ĊŦ 1 LibraryStaffWorkshop th AworkshopwithLibraryStaffwasheldonAugust20attheCourticeBranch,attendedbyeight StaffrepresentingavarietyofpositionswithinCPL.Thefollowinggeneralthemeswereadvancedby thoseparticipatingintheworkshop. TheCourticeBranchLibrarycouldbealarger,betterknownpartofthecommunityby raisingitsawarenessandprofile?presently╜Ċ?ℓ¤◘źźthebeaten♫ĂĊ╙andsomewonderedif 2 theLibraryshouldbeintegratedmoreasapartofthephysicalcommunity. LibraryutilizationrevolveslargelyaroundswimschedulesintheCourticeCommunity Complex,withmanypeoplegratefulthatthelibraryisaconvenientoptioninthebuilding. More spaceisneededforcollaborativelearning,programdelivery,speciallibraryevents, youtharea,andadministrativefunctions BettermarketingoftheLibraryanditsservicesisrequired,especiallytowardsyouth,ifthe Libraryistomaximizeitspotentialforsuccess. 3 Ampleopportunitiestobuildonexistingrelationships(e.g.withtheCommunityServices Department)andcreatenewpartnerships(e.g.withschools,businesses,community agencies,artsandculturalgroups,etc.)forthejointdeliveryofspaceandservices. Librarydesignsshouldintegrateconvenience(e.g.parking),aestheticandfunctional components(e.g.flexiblespaces,comfortableseating,effectiveadministrativeareas),co locatedwithlikemindedspaces/organizations(e.g.artgallery,museum,recreation facilities)tocreatea¤ĽśĊĊśʼnŕʼnĂŎandofferafeelinglike¤╙◘▓ś 4 PublicCommentsfromCourticeMainStreetSecondaryPlan AspreviouslynotedaSecondaryPlanwaspreparedbytheMunicipalityfortheCourticeMainStreet area.Thisinitiativeinvolvednumerousopportunitiesforcommunityinputthroughtheformof visioningworkshops,openhousesandpublicinformationsessionsthatwereheld.Oneofthe prevailingthemeswassupportformixeduse,walkableareassuchasthe¤Ç◘Ŏ■/ś■Ċʼnśideathat wouldcentralizepublicandcivicamenitiestofacilitatecommunityrecreationand/orculturaluses 5 (suchaslibraryservices). 6 inassociation Study Inputs 22 with Study for the Expansion of Library Services for the CourticeCommunity 4.0 Library Service Assessment Planninganewbranchinvolvesconsiderationsbeyondbricksandmortar.Populationgrowth 1 requiresalargerbuilding,whichinturn,influencesthekindofserviceanexpandedbranchcan provide.Trendsinlibraryservicedelivery,changesindemographicsandevolvingcustomer expectationswillalsohaveanimpactonlibraryserviceandwillaccordinglyshapebuildingdesign. Oncebuilt,thelargerlibrarybranchwillinfluencetheClaringtonPublicLibrarysystemasawhole, includingservicedelivery,partnershipsandmarketing.ItisimportantthattheCPLbegintoposition itselfforchangeinordertoinfluenceandtakeadvantageofitsevolvingenvironmentasitplansfor alargerbranchlibrary. 2 TheChangingFaceofCourtice ClaringtonPublic\[╜ĽʼnĂʼnŦ?ℓStrategicPlanfor20102015envisionsthe\[╜ĽʼnĂʼnŦ?ℓroleas¤ľʼnśĂĊ╜■┼ community,catalyzingsocialengagementandcraftingdynamicℓśʼnō╜ľśℓThePlanrecognizesthat 27 Claringtonis¤◘■thevergeofsignificantsocialandeconomicľ╙Ă■┼śAsnotedearlierinthe report,by2031,themoststrikingpopulationchangesforCourticewillbe: 3 Adoublingofthepopulationofseniors70oroverandanincreaseinolderadultsbetween 55to69; Alargeincreaseinfamilieswithyoungchildren; Asignificantpercentagedecreaseinyouthbetween10and19butonlyasmalldecreasein thenumberofyouth. In2011,95%ofimmigrantscametoClaringtonpriorto2006andemigratedfromWesternEurope. 4 Closeto90%speakEnglishand/orFrenchathome.Thetopfournonofficiallanguagesspokenmost oftenathomebyimmigrantsarePolish,Italian,ArabicandPanjabi(Punjabi).5%of/▄Ăʼn╜■┼Ċ◘■?ℓ 28 population(4,695people)arevisibleminorities,mostofwhomareBlackorSouthAsian. WhilethenumberofnewimmigrantsandpeoplefromcountriesotherthanWesternEuropeisquite small,thepastisnotlikelytobeagoodpredictorfor/◘ĵʼnĊ╜ľś?ℓfuture.GOTransitisplanningan extensionoftrainservicetoClarington.By2020,aplannedeasternexpansiontoHighway407is anticipatedtocontainanorthsouthlinkagethroughCourtice.Theseplansandthespreadof 5 immigrantfamiliesfromTorontointotherestoftheGTAwillresultinasignificantchangeinthe compositionofCourticeoverthenextfewdecades. /t\[?ℓstrategicplanrecognizesandpredictsanevolutiontoamoreethnicallyandlinguistically diversepopulation.ThePlanalsoanticipatesmoreaffluentnewresidentswithhighlyskilled 29 occupationsandhighexpectationsforlibraryservice. 6 27 ClaringtonPublicLibrary.StrategicPlan20102015:FinalReport,AMessagefromtheLibraryBoardChair. October2013,\[n.p\]. 28 StatisticsCanada.2011NationalHouseholdStudy.NHSFocusonGeographySeries?Clarington.Accessed onSeptember24,2014fromhttp://www12.statcan.gc.ca/nhsenm/2011/assa/fogs spg/Pages/FOG.cfm?lang=E&level=4&GeoCode=3518017. 29 ClaringtonPublicLibrary.StrategicPlan20102015:FinalReport.October2013,p.2 in LaForce Library Service Assessment 23 association &Associates with Study for the Expansion of Library Services for the CourticeCommunity EvolvingServiceDeliveryModel ClaringtonPublicLibraryistransformingfromamainbranchandsatellitebranchmodeltoone 1 wherethree¤ŕ╜ℓĊʼn╜ľĊlibrariesofsimilarsizeserveBowmanville,CourticeandNewcastlewithsmall neighbourhoodlibrarieslikeOronoBranchprovidedonlyasneeded.Inthismodel,CPLwould 30 functionmoreasanintegratedsystemwithconsistentservicesofferedacrosseachbranch.The additionalresourcesrequiredforalargerCourticeBranchtotakeonthisnewrolewillbeinfluenced bythe\[╜ĽʼnĂʼnŦ?ℓcurrentcapacity. CPLComparedtoOtherLibrarySystems 2 31 AreviewofthemostrecentstatisticsforClaringtonPublicLibraryandnineotherlibrariesindicates that,onapercapitabasis,CPLranks: th 10intermsofitsoperatingbudget; th instaffing; 9 th 8inlibrarymaterialsfunding;and, st 1inexpenditureforcomputerequipmentandservices. 3 Intermsofservice,CPLranks: st 1inthepercentageofregisteredactiveborrowers; nd 2inservicehours/capita; th 6incirculation/capita; th 8inprogramattendance;and, th 9ininformationquestionsandvisits. 4 Givengenerallylowresourcingcomparedtootherlibraries,CPLisperformingwellinanumberof areas,providinganindicationthatresourcesarebeingefficientlyandeffectivelyused. Thecomparatorlibrariesare:Belleville,Caledon,HaltonHills,Milton,Pickering,Ajax,Whitby, CambridgeandOshawa.TheirmunicipalitiesareoftenusedascomparatorsbyClaringtonorareof asimilarsize.Expenditureoncomputerequipmentandservicesmaybedistortedbasedon whethermunicipalitiesprovidethisservicetothelibraryandabsorbsomeofthecosts. 5 CollectionsandCirculation Althoughthereisagrowingtendencyawayfromphysicalcollectionsandtowarddigitalaccess, broadtrendsindicatethatmanypeople,includingyouth,stillpreferbooksandotherphysicalitems. Bookpublishingforchildrenandyouthisstillstrong.Asaresult,physicalcollectionswillcontinueto coexistwithemergingdigitalformatsfortheforeseeablefuture. 6 30 LibrariesinTransition.ClaringtonPublicLibrary:LibraryServiceDeliveryModel:FinalReport.2007,p.3. 31 OntarioMinistryofTourismandCulture.2010PublicLibraryStatistics.AccessedonSeptember20,2010 fromhttp://www.mtc.gov.on.ca/en/libraries/statistics_2010.shtml. in LaForce Library Service Assessment 24 association &Associates with Study for the Expansion of Library Services for the CourticeCommunity Courtice.ʼnĂ■ľ╙?ℓexistingcollectionis32,640volumesor1.1volumes/capitacomparedto1.8for thelibrarysystemasawhole.Thestandardusedby/t\[?ℓProjectTeamis2items/capita,avery conservativestandardthatshouldaccommodatethetrendtowardmoredigitalaccess.Basedon 1 thisbenchmark,Courtice.ʼnĂ■ľ╙?ℓcollectionisalreadysignificantlyundersizedduetoarelatively smalllibrarymaterialsbudgetandspaceconstraints. RespondentstotherecentCountingOpinionssurveyconcurred,indicatingthattheyratebooksto borroworreferenceasthemostimportantlibraryservicetheyused(9.5/10)butratedtheirlevelof satisfactionaslowincomparisontoitsimportance(7.7).Respondentsalsocommentedthatholds 32 andwaittimesneedimprovementacrossthesystem.Thisisanotherindicationofacollectionthat hasnotkeptpacewithgrowth. 2 Courtice.ʼnĂ■ľ╙?ℓturnoverrate,orthenumberoftimesonaveragethateachvolumecirculates, 33 was4.63in2011,thehighestforthe4branches.Itisalsohigherthantheturnoverratesformost ofthecomparatorlibrarysystems.Thismeansthatthecollectioniswellused. TheĽʼnĂ■ľ╙?ℓexistingcollectionincludesnonprintitems,largeprintandotherbooks.Ebooks,digital audiobooks,digitalmagazinesanddatabasesarealsoavailableonasystemwidebasis.This indicatesthatCPLhasdoneagoodjobofkeepingupwithtrendsinpublishingandwithnew 3 formats.However,CPLasawholehasonly72bookscategorizedasAdultMultilingualwhile Courticeoffersnone. Analysisofthe\[╜ĽʼnĂʼnŦ?ℓJune2013statisticsindicatesonly6.2%oftheCourticecollectionwas classedasYoungAdultmaterials.Moreover,circulationofthesematerialsdecreased22%acrossthe librarysystemand15%atCourticefrom2009to2012.Youthalsouseadultmaterialsandmayhave moreinterestinstudyingorsocializingatthelibraryorinusingtheInternet.Nevertheless,declining circulationmayalsobeinfluencedbythe\[╜ĽʼnĂʼnŦ?ℓrelativelysmalllibrarymaterialsbudgetand 4 34 /◘ĵʼnĊ╜ľś?ℓspacerestrictions. ConsiderationsfortheFuture TheLibraryshouldconsiderplacingpriorityonincreasingitslibrarymaterialsbudgetforthe systemasawhole,butinparticularforanexpandedCourticeBranch. SincetheCourticeBranchcollectionisalreadyundersizedforitscurrentpopulation,an 5 expandedbranchshouldincludeadditionalspaceforcollections. TheLibraryshouldcontinuetorespondtonewformats,suchasstreamingvideoandaudio, andincorporatethemastheygainpopularity. TheLibraryshouldmonitordemographicchangescarefullysothatbranchcollectionsand librarymaterialsbudgetrespondtoagrowingnumberofseniorsaswellasgrowingcultural 6 32 CountingOpinions:CustomerSatisfactionSurveyReport,Final.January2012.pp.3,17. 33 Calculatedfromthe2010OntarioPublicLibraryStatistics. 34 ForadditionalinformationonthereadinghabitsandlibraryuseofyoungAmericans,seeZickuhrKathy,Lee RainieandKristenPurcell.YoungerAmericansreadingandLibraryHabits.PewResearchCenter,23Oct. AccessedSeptember29,2013fromhttp://libraries.pewinternet.org/2012/10/23/youngeramericansreading andlibraryhabits/ in LaForce Library Service Assessment 25 association &Associates with Study for the Expansion of Library Services for the CourticeCommunity andlanguagediversity.Forexample,consideraddingmorelargeprintformats,materials forlearningEnglishandmaterialsindifferentlanguages(whetherinphysicalformatsor electronically)aspopulationchangewarrantsit. 1 Considerwhetherlibrarymaterialscollectiondevelopmentpracticesneedtobeadjustedto bettermeettheneedsofyouth(1019).Thismayrequireadditionalstudyinthecontextof otheraspectsofservice,suchasyouthprogrammingandpromotion. CirculationProcesses 2 CPLhasrecentlyintroducedselfcheckkiosksatCourticeandotherbranches.Theseunitswill graduallytakeoverroutinecirculationtransactionsthatdonotrequirestaffinterventiontoanswer questions,collectlibraryfinesorcheckinmaterials.Typically,thesekiosksdonotreducetheneed forstaffbutallowsomehourstobereallocatedtoothernecessarytasks.Howquicklyuseofthe selfcheckunitsincreasesvariesfromlibrarytolibrarybutactivelyencouragingusemayberequired tomaximizeusage. Atpresent,Courticehasasingleselfserviceunit.Anexpandedbranchwillrequireatleastone 3 additionalselfcheckkiosk.AlthoughaservicedeskwillstillberequiredinanewCourticeBranch, itsfootprintmaybereducedasselfcheckincreasesandtheuseofonlinematerialsgrows. Othercirculationfunctionstakeplaceawayfromthepublic.Thisincludessortingitemsreturnedin dropslotsorinpersoninordertoexpeditereshelving.Atpresent,thisprocesstakesplaceina roomoriginallyintendedasaprogramroom.Thisroomalsocontainsstaffdesks.Thistypeof undifferentiatedspacedoesnotreflectsoundpracticeforlargerlibraries. 4 SomelibrariesthatuseRFIDtagsintroducemechanizedtechnologiestosortreturneditemswhen theydesignneworexpandedlibraries.CPLisunlikelytofindthisexpensivetechnologycost effectiveeveninanexpandedbranch. ReferenceService Despiteapreferenceforfindinginformationontheirownwithouthelp,75%ofrespondentstothe 5 CountingOpinionssurveyindicatedtheyobtainedassistancefromstaff.Atthesametime, 35 referencetransactionsatCourticedeclinedfrom7,800in2010to1,300in2011and1,196in2012. Thistrendisconsistentwiththoseinotherpubliclibrariesthoughthesetwofactsmayappear contradictory.Infact,theyrepresentanevolutionincustomerservicepracticewherebystaffare availabletoenhancethecustomerśŝ♫śʼn╜ś■ľśandhelpmembersnavigateadigitalenvironment whilemorepeopleanswertheirownbasicinformationquestionsonline. Likeotherlibraries,CPLisrespondingtothesetrendswithrovingstaffequippedwithtablets.The 6 servicedeskactsashomebase.CPLisalsointunewithtrendstofewerhighlytrainedreference 35 OntarioMinistryofTourismandCulture.OneWeekSurveyofPublicLibraryUse(TypicalWeekSurvey). Despiteachangeindefinition,forexample,treatingʼnśĂŕśʼn?ℓadvisoryquestionsasaseparatecategory,this stillrepresentsasignificantdecline. in LaForce Library Service Assessment 26 association &Associates with Study for the Expansion of Library Services for the CourticeCommunity specialistssittingbehindlargeandimposingreferencedesks,andmore¤┼ś■śʼnĂ▄╜ℓĊstaff,often paraprofessionals,whoprovideaonestopapproachtocustomerservice. 1 Selfservicealsoimpliesmore¤ŎĂŦź╜■ŕ╜■┼signage.Librarystaffwhoattendedtherecentstaff workshopnotedthatCourticeBranchneedsinteriorandexteriorsignageimprovements. ConsiderationsfortheFuture Considertheadditionofoneormoreadditionalselfcheckkiosksintheexpandedbranch. Theexpandedbranchshouldcontinuetohaveaservicedeskalthoughitwilllikelybe 2 smallerandredesignedtoreflectchangesinhowitisused. CPLmaywishtoreviewitssignagetomaximize¤ŎĂŦź╜■ŕ╜■┼andsupportselfservice. TheexpandedCourticelibraryshouldbedesignedtoprovideappropriatelysizedspacefor different¤ĽĂľ╫roomźĵ■ľĊ╜◘■ℓratherthancontinuetoprovideasingle,undifferentiated space. Continuestafftrainingtosupporttheongoingtransitiontonewservicemodelslikeself 3 service,roving,andenhancingthecustomerexperience. Programming Libraryprogramsareakeycomponentofserviceprovisionforspecificdemographicsandalsohelp definethe▄╜ĽʼnĂʼnŦ?ℓbrandidentity.Spaceconsiderations,inturn,helpfacilitateeffectivelibrary programming. 4 /t\[?ℓStrategicPlanenvisionsalibrarythatisanaccessible,welcoming,andactiveconnectorfor 36 socialinteraction,learning,anddialogue.Whilecollectionspaceisstillimportant,asmuchas70% 37 oflibraryspaceissocialspace,whetherforpublicorstaffuse.Newlibrariesarealsoequipped witharobusttechnologicalinfrastructureasprogrammingincreasinglyincorporatestechnologyto helpdeveloptransliteracyskills.Transliteracyincludeslearninghowtousenewtechnologiesas wellastraditionalreadingskills. 5 AccordingtotheLibraryStrategicPlan,librarystaffandcommunitystakeholdersmostfrequently identifyprogrammingasoneoftheareasforCPLimprovement.TheStrategicPlanindicatesthe needtoidentifycommunitysegmentsnotcurrentlyengaginginservicesandprograms,anddesign newservicesandpartnershipstomeetthoseneeds. Atthesametime,CountingOpinionssurveyrespondentsrankedeventsandprogrammingrelatively lowinimportance(7.3).Only23%hadattendedaprogram,eventormeetinginlastyearand 38 satisfactionwaslow(6.6)comparedtoaveragescoresforotheraspectsof/t\[?ℓservice. 6 36 ClaringtonPublicLibrary.StrategicPlan20102015:FinalReport.October2013. 37 JoshuaPrinceRamusintheTEDTalk"JoshuaPrinceRamus:DesigningtheSeattleCentralLibrary".Accessed September28,2013fromhttp://www.youtube.com/watch?v=1x0PA0Rnjho 38 CountingOpinions:CustomerSatisfactionSurveyReport,Final.January2012.p.4. in LaForce Library Service Assessment 27 association &Associates with Study for the Expansion of Library Services for the CourticeCommunity WhileCourticestaffareactivelyengagedinprogramming,thelackofadequateprogramspaceat thebranchseverelylimitsthenumberandtypeofprogramstheycandeliver. 1 #®©¨§≤•Æ΄≥ServicesandPrograms CourticeBranchprovideshighqualityprogramsforsmallgroupsofchildrenandyoungparents. Givendemographicprojections,devotingconsiderableresourcestothisdemographicmakessense. TheBranchhasalsointroducedprogramsusingiPadsforchildrenandtheircaregivers,abest practiceforlibraries.However,spaceforlargerprograms,likeMarchBreakactivities,thatwould attractlargegroupsisnotavailable. 2 YouthServicesandPrograms Servingyouthrepresentsachallengeformostlibrariessincethisagegroupoftenleavesthelibrary atthistime.However,youthalsorepresenttheyoungparentsoftomorrowandthefutureofthe publiclibrary.Oneoftheparticipantsattherecentstaffworkshopnotedthateventhoughalotof resourceshavebeendedicatedtoyoungpeople,theteenareaisstillnotbeingused;thereisneed forabetterteensectiontogetthemtostaylongerinthelibrary,notjustputabookonholdand pickitupthenleave. 3 Lowusageoftheteenareamaybeareflectionofitssize,locationinasmallbranchorwhetherit hasbeenadequatelydifferentiatedin¤▄◘◘╫andźśś▄fromotherareasofthebranch.Itmayalsobe relatedtothequestionofwhethercollectionsarefullymeetingyouthneedsandinterestsand whetherthereareenoughactivitiestoattractyoungadults.Spaceconstraintsalsomakeitdifficult toofferplaceswhereyoungadultscansocializewithlikemindedpeersandlimitsthenumberof studyspacesavailabletothem. 4 AlthoughtheCourticeBranchpresentlydoesnotprovideanyprogrammingforyouth,staffwould liketodevelopamakerorhackerspaceinanexpandedlibrary.Itshouldbenotedthatthese spacesarenotexclusivelyusedbyyouthbutmayalsohavetheaddedbenefitofattractingyoung familiesandadultsandwilllikelyincreaselibraryuseoverall.Makerspacesaretransformative spaces,requiringnewprograms,newpartnerships,andanewimageforthelibraryaswellasnew staffrolesandcompetencies. Otherideasthatattractyouth,inparticular,aredropinactivities,¤♫◘♫ĵ♫events,orimpromptu 5 activitiessuchaswhenamusiciandropsinandgivesanimpromptuconcert.Atpresentthereisno spacewherethiscouldtakeplace. AdultServicesandPrograms Atpresent,theCourticeBranchoffersnoadultprogramsexceptforafewESLconversationcircles. Thereissimplynospacetoofferemploymentservicesorlocalhistoryandgenealogyprograms,all ofwhicharepopularinotherlibraries.Similarly,thereisnospaceforprogramstohelpnewcomers, 6 whoareapriorityin/t\[?ℓstrategicplan.Thereisnoplaceforhobbygroupstomeet,workspacefor telecommutersorspacetoshowcaselocalartists.Boardmembersorlibrarystaffsuggestedallof theseasprioritiesforanexpandedbranch. in LaForce Library Service Assessment 28 association &Associates with Study for the Expansion of Library Services for the CourticeCommunity SeniorsServiceandPrograms AnexpandedCourticeBranchalsohasthepotentialtohelpseniorsandthosewithlimitedfinancial meanskeepabreastofnewtechnologies,aprioritymentionedbybothBoardandstaff.CPLhas 1 doneanexcellentjobtodateinprovidingassistivetechnologyforseniors(andthosewith disabilities).Asthepopulationofadults70orolderincreases,CourticeBranchwillneedto incorporatetheneedsofagrowingnumberofseniorsintoitsbuildingdesignthroughjudicioususe ofsuchfeaturesaswideraislesandseatingthatiseasytogetintoorupfrom.Spacemaybe requiredforadditionalassistivedevicesandnewtechnologiestoassistseniorsinusingthelibrary. Collectionspacemayalsobeaffectedbyaneedtolimittheuseofloweranduppershelvesto minimizetheamountofbendingandreachingrequiredtoaccessthem. 2 ConsiderationsfortheFuture GiventherangeofprogramminganexpandedCourticeBranchcouldundertake, considerationshouldbegiventoensuringthatprogramspaceisasflexibleaspossibleand thatitcanbereconfiguredfordifferentpurposes. Giventhetrendtowardprogrammingandactivitiesthatincorporatenewtechnologies, programandmeetingroomsshouldbetechnologicallyenabled(wireless,smartboards, 3 digitalprojectionetc.). CPLshouldconsiderincorporatingspaceforsocializing,collaborationandsmallgroup meetings. Givenchangingdemographicsandtheneedforflexiblespace,CPLmaywishtoconfirmits philosophyabouttheamountoflibraryspacethatshouldbedividedintoseparateareasor zonesbasedonagecohortsasopposedtoareaszonedbyuse,suchasquietstudyor 4 socializing.Thelikeliestscenarioissomecombinationofbothconcepts.Areasforyouth willmostlikelycontinuebutwhetherthenewbranchshouldincludeanareaforseniors shouldbediscussed. Considerwaystoengageyouthinthedesignoftheyoutharea. Onasystemwidebasis,continuetoincorporatenewadaptivetechnologiesasfeasible. Considerwaystoenhancethecapacityofstafftoprovideadditionalprogramsfornew 5 groupsaswellastherelativeprioritytobeplacedonprogrammingfordifferentageand culturalgroups.Aspartofthisprocess,CPLmaywishtoreviewitscurrentprogramsto determinewhetheranyofthemareduplicatedinotherorganizations,canbeeliminatedor providedbysharingresourcingwithpartners. Giventhetransformativenatureofmakerspaces,monitorthemastheyevolveandare implementedinotherlibraries.Considerationshouldbegiventotheirimpacton partnerships,staffing,stafftrainingandprogramming. 6 in LaForce Library Service Assessment 29 association &Associates with Study for the Expansion of Library Services for the CourticeCommunity Partnerships Partnershipsmayinvolvecolocationwithotherorganizations,butpartnershipsforserviceand 1 programdeliveryareequallyimportant.CPLalreadybenefitsfromanumberofpartnershipsofthis type. Theopportunitytoplanalargerbranchbuildingmayleadtonewpartnershipopportunitiesaswell asanintensificationofpartnerships.TheLibraryBoardandstaffalreadyunderstandtheneedto takeadvantageofmoreopportunitiesforjointdeliveryofserviceandspacenotablythrough partnershipswiththeMunicipalityofClarington,schoolsandotherorganizations.Participantsat theStaffWorkshopnotedthatjointprogrammingwiththeCommunityServicesDepartmenthas 2 beenapositiveexperiencethatallowsresourcesharing,collaborationandareductioninservice redundancies.Asseniorsbecomeabiggerproportionofthepopulations,partnershipswiththe ClaringtonOlderAdultorganizationmayalsobeadvantageous. Inparticular,asCPLbeginsplanningtoaddamakerorhackerspacetothelibrary,itwillneedto considerdevelopingmorecollaborativeprogrammingpartnershipswithvolunteerexperts, technologycompaniesandeducationalandothercommunitypartnersastheseareessential featuresofthesecreativespaces.Staffwillcontinuetoplanandmayleadsomeprograms,butthey 3 willalsoneedtotapintotheexpertiseofcommunitypartnersofalltypes. AlargerbranchcouldalsoopenupopportunitiestopositiontheLibraryasakeyplayerinthe creativecommunitiesmovementthatisinformingmunicipalplanningincommunitiesacross Ontario.Morespaceforprograms,moreprogramsfordifferentagegroupsandthepotentialfor spaceforimpromptuperformancesorartdisplayswouldallowCPLtoenhanceexistingcultural partnershipsorformnewculturalalliances. 4 ConsiderationsfortheFuture Overtime,CPLshouldbeginstrategicallypositioningitselffornewpartnershipsthatwill supportthecreationofmakerorhackerspaces.Onepartnershiptoconsiderwouldbe withtheUniversityofOntarioInstituteofTechnology. CPLshouldmaintainand,wherefeasible,strengthenrelationshipswithexistingcommunity partnersaswellaswithgroupsthatwillbecomestrategicascommunitydemographics 5 changeandbranchexpansionoffersnewopportunities. Marketing CPLisaforwardthinkinglibrarythathasrecognizedtheimportanceofmarketingbyhiringa marketingmanager.TheLibraryalreadydoesagoodjobofpromotingprograms,usingsocialmedia andhasjustcompletedabrandimprovementinitiative. 6 Thereisroomtodomore.TheStrategicPlanstatesthatoneofthemostfrequentlyidentifiedareas forimprovementistheneedforexpandedcommunityengagementandpartnerships,outreachand marketing.Itsgoalsinclude: Developingamarketingstrategythatpromotesthe▄╜ĽʼnĂʼnŦ?ℓroleinthecommunityasan in LaForce Library Service Assessment 30 association &Associates with Study for the Expansion of Library Services for the CourticeCommunity accessible,welcoming,activeconnectorforsocialinteraction,learninganddialogue; Takingadvantageofpartnershipsforcomarketingandoutreachatcommunityevents. 1 Theseeventsshouldcontributeto/t\[?ℓvisionofbeinganinnovative,progressiveorganization 39 widelyrecognizedandsupportedinthecommunity.Staffhaveindicatedthataconcernabout whethertheLibraryiscommunicatingeffectivelywithyouth.Ensuringthatthemarketingplan segmentsthepopulationappropriatelywithparticularmethodstoreachtargeteddemographicslike ¤a╜▄▄ś■■╜Ă▄ℓ¤.◘◘▓śʼnℓand¤ù◘◘▓śʼnℓshouldprovideafoundationinaddressingthisconcern. StaffalsoexpressedconcernthattheLibrary¤ľ◘ĵ▄ŕbeabigger,morewellknownpartofthe communitybyraisingitsawarenessandprofile?presently╜Ċ?ℓ?◘źźthebeaten♫ĂĊ╙?Peoplecome 2 accordingtoswimtimesandlibraryusagerevolvesaroundswimschedules?peoplearegrateful thatthelibraryisherethoughasitisľ◘■ōś■╜ś■ĊOneBoardmemberalsomusedthat¤ﺀℓآ◘▓ś╙◘Ŏ Courticeneedstoacquireanidentityseparatefrombeing?Ăpartofhℓ╙ĂŎĂ?ﺗ TheprocessofplanningalargerCourticeBranchwillprovidetheCPLwithanopportunitytodefine theBranchasadestinationandakeyculturalplayerinacreativecommunity.Oncecomplete,a largerBranchwillalsohelpdefinetheľ◘▓▓ĵ■╜ĊŦ?ℓidentity. 3 AlargerCourticeBranchwilloffernewserviceslikemakerspaces,newtypesofprogramming,place moreemphasisonthecustomerexperienceandoffernewpartnerships.Theneedtocommunicate the▄╜ĽʼnĂʼnŦ?ℓrolewillbecomeevenmoreimportantas/◘ĵʼnĊ╜ľś?ℓpopulationincreasesandits demographicschange. Allofthissuggestsagreaterimportanceforstrategicmarketingwhichisaholisticprocessthatis ongoing,embeddedinallaspectsoflibraryplanning,definesactionsbasedondemographic 4 segmentationandfocusesondefiningandcommunicatingthe\[╜ĽʼnĂʼnŦ?ℓuniqueroleinthe community. ConsiderationsfortheFuture CPLshouldensurethatdevelopingitsmarketingplanisnota¤◘■ś◘źźactivity,butthat marketingbecomesawayofthinkingembeddedinallLibraryprocessesandactivitiesas wellasnewbranchplanning. 5 CPLshouldensurethatstaffacrosstheLibrarysystemhaveasolidunderstandingof strategicmarketingasafeatureofplanningnewservices,newprogramsandthelarger CourticeBranch. Aspartofdevelopingthemarketingplan,CPLshouldconsiderbuildingonitsbrand improvementinitiativebyincorporatingkeybrandingconcepts,whereverfeasible,into documentsandeventsrelatedtotheproposedCourticeLibrary. 6 39 ClaringtonPublicLibrary.StrategicPlan20102015:FinalReport.October2013,pp.1,7,8. in LaForce Library Service Assessment 31 association &Associates with Study for the Expansion of Library Services for the CourticeCommunity 5.0 Library Space Assessment 1 ThisSectionanalyzestheservicelevelandassociatedspacerequirementsrequiredforlibrary servicesinCourtice. LibraryServiceLevel TheClaringtonPublicLibraryutilizesacentralizedsystemwithaMainBranchsupportedby 2 CommunityBranches,operating42,704ftintotalacrossitsfourbranches,asshowninthetable 2 2 below.ThecurrentCourticeBranchisaCommunitylevelLibrarythatconsistsof6,000ft distributedacrossonefloorwithintheCourticeCommunityComplex. Table4:ClaringtonPublicLibrarySpaceProvision 2 BranchLibraryTypeSize(ft) BowmanvilleMain(Central)24,000 CourticeCommunity6,000 NewcastleCommunity9,100 3 OronoCommunity3,604 Total42,704 SquareFeetPerCapita*0.49 *Basedon2011CensusPopulationof87,980 LibrarySpaceRequirements 4 AsarticulatedbytheSouthernOntarioLibraryService,typicallytherearetwomethodsfor projectinglibraryspacerequirements:1)standardsapproach;and2)componentsapproach. StandardsApproach Provisionstandardsthatguidethedesiredlevelofserviceareanimportantcomponentoffacility planning.Thestandardsapproachappliesastandardsquarefootagebasedonaservicearea population. 5 2 Astandardof0.6ftpercapitahaslongbeenacceptedinOntarioaspreviouslyendorsedby AdministratorsofRural&UrbanPublicLibrariesofOntario(ARUPLO)andisconsistentwithtargets thatarecommonlyutilizedbymostlibrarysystemsacrossOntario.Forcomparisonpurposes,a reviewofselectedlibrarymasterplansaroundtheGreaterTorontoAreasuggeststhatmanylibrary 2 systemscontinueto"target"thislevelofserviceofaround0.6ftpercapita. PublicLibrarySystemSpaceProvisionTargetPublicLibrarySystemSpaceProvisionTarget 6 22 Ajax0.55ftpercapitaMilton0.6ftpercapita 22 EastGwillimbury0.6ftpercapitaMississauga0.6ftpercapita 22 Innisfil0.7ftpercapitaPickering0.6ftpercapita 22 Markham0.6ftpercapitaVaughan0.61ftpercapita inassociation Library Space Assessment 32 with Study for the Expansion of Library Services for the CourticeCommunity Research,trendsandbenchmarkingacrossNorthAmericasuggeststhatmanylibrarysystems appeartobetransitioningtohigherlevelsofservice.Thisisdueinparttotheevolvingroleof librariesasgatewaysandhubsofcivicactivitywherebyincreasingfocusisbeingplacedonnon 1 traditionallibraryspacesforcreation,collaboration,socialization,andprogramming.Inaddition,itis estimatedthatAccessibilityforOntarianswithDisabilitiesAct(AODA)buildenvironmentstandards willresultinan810%increaseinspacerequirements.Furthermore,recentplanningguidelines seemtosupporthigherservicelevels,andareinkeepingwithnewerstandardsutilizedbyseveral statesintheUnitedStatesincludingMaryland,Florida,Ohio,Wisconsin,andWashington: 240 The2012ARUPLOGuidelinesestablishanewstandardof1.0ftoflibraryspacepercapita. 2 2 TheSouthernOntarioLibraryService(SOLS)identifiesarangeof0.8to1.25ft(gross)per 41 capitaforlibrarysystemsin/▄Ăʼn╜■┼Ċ◘■?ℓpopulationrange. 2 ForCPLanditsexistingservicelevelof0.49ftpercapita,targetingthegenerallyacceptedstandard 2 of0.6ftpercapitaisdeemedtobeamorepragmaticapproachratherthanpursuingamore 2 aggressiveservicelevel.The0.6ftpercapitastandardwasalsomostrecentlyusedinevaluating thespacerequirementsfortherecentlyconstructedNewcastleBranchandrepresentsaconsistent 2 targetforthisparticularStudy.Furthermore,adoptingthe0.6ftpercapitastandardallowstheCPL 3 toprovidethefollowingneededprogramsandservices(asidentifiedbyLibraryStaff)thatitis presentlyunabletodoatitsexistinglevelofservice: SpecialeventssuchasAuthorVisits,BattleoftheBooks,Wrapupparty,etc. Provideprogramsforadultsandolderadults,aswellastheabilitytoofferprogramsfor largergroupsofchildren(e.g.for100kids)andMarchBreakactivities. Partnershipswithartsgroupstodeliverprogramsoranartgallerypresencetoshowcase localartists(e.g.allowingpaintings/sculpturesthatcouldbesoldbytheartist,providing 4 temporaryexhibitionspace,etc.). Offereducational/tutoringandemploymentservices,andresourcesfornewcomers. Innovativemakerspacesordigitalmedialabs,assuggestedthroughtheLibraryStrategic Plan,alongwithtechnologyareasforsupportingprograms(e.g.iPadliteracy). Providespacefordropinprogramsor?╜▓♫ʼn◘▓♫Ċĵ?activities(e.g.ifamusiciandropsinwith his/herinstrument,theycouldsimplysetupandplay) 5 A¤♫◘ŎśʼnŎĂ▄▄thatshowcasesbestsellersthatcandrawpeopleintothelibrary. Outdoorreadingarea/cafeexperience 2 Accordingly,applicationofthe0.6ftpercapitastandardtotheCourticeBranchmarketarea 2 population(asdefinedinTable3)resultsinalongtermspacerequirementof25,000ftby2031. ThisamountofspaceisoverfourtimesgreaterthantheexistingCourticeBranch(noting,however, that,aswiththeBowmanvilleBranch,theexistingBranchbenefitsfromsharedprogramroom, 6 lobby/entrancearea,andwashroomfacilitiesintheCourticeCommunityComplexwhosesquare 2 footageisnotreflectedinthepresent6,000ftsupply). 40 ARUPLO.2012.GuidelinesForRural/UrbanPublicLibrarySystems.2ndedition.AdministratorsofRuraland UrbanPublicLibrariesofOntario. 41 SouthernOntarioLibraryService.2010.MakingtheCaseforYourLibraryBuildingProject. inassociation Library Space Assessment 33 with Study for the Expansion of Library Services for the CourticeCommunity Table5:LibrarySpaceRequirementsbasedonStandardsApproach 2011201620212026203120362041 1 CourticeBranch 29,50032,77536,07538,80041,67544,47547,275 MarketAreaPopulation LibrarySpaceRequired@ ExistingServiceLevel14,80016,40018,00019,40020,80022,20023,700 2 (0.5ftpercapita) LibrarySpaceRequired @GenerallyAccepted 17,70019,70021,70023,30025,00026,70028,400 ServiceLevel 2 (0.6ftpercapita) 2 Note:Libraryspacerequirementsareroundedtothenearestonehundredsquarefeet 2 Table5identifiesthelibraryspaceneedsforCourticebasedontheprovisionof0.6ftpercapitaas thepopulationincreasesoverthe25yearplanningperiod.Baseduponthisanalysis,a28,000square footbranchisrequiredtoserveneedsinCourticetotheyear2041.Thisisrelativelyconsistent (althoughsomewhatlarger)tothesizeparametersofaDistrictBranchlibraryasarticulatedthrough 42 theLibraryServicesDeliveryModel.EssentiallyfortheCourticeBranchtofunctionasaDistrict 2 Branch,itssizemustbemuchlargerthanwhatispresentlyprovided(6,000ft). 3 ComponentsApproach Detailedspacerequirementscanbebasedonidentifyingallofthecomponentsthatwillbeincluded withinthelibraryandcalculatingthespacerequiredusingestablishedarchitecturalcriteriaand identifiedcommunityneeds.Itisexpectedthattheseestimateswillberefinedtoagreaterextent duringthedetaileddesignstage(whichisbeyondthescopeofthisStudy). 4 Table6:SpaceAssessmentbyFunctionalRequirements,20212041 FunctionalAreaSpaceStandard2021SpaceNeeds2031SpaceNeeds2041SpaceNeeds (36,075pop.)(41,675pop.)(47,275pop.) 222 CollectionSpace(books7,215ft8,335ft9,455ft 2 andnonprintmaterials)10volumesperft(2itemsper(2itemsper(2itemsper capita=72,150)capita=83,350)capita=141,825) 2 ElectronicResource45ftperworkstation 222 810ft945ft1,080ft Centre@1workstationper 5 (18workstations)(21workstations)(24workstations) 2,000pop. 222 UserSpace3,060ft3,810ft4,560ft 2 perseat@5 30ft (180seatsless18(208seatsless21(236seatsless24 seatsper1,000pop. workstationsandworkstationsandworkstationsand (excl.workstationand 60programroom60programroom60programroom programroomseats) =102seats)=127seats)=152seats) GeneralMemberSpace 222 75%ofUserSpace2,300ft2,860ft3,420ft (seatingspaces,lounge) 6 Collaborative/Group 222 25%ofUserSpace760ft950ft1,140ft StudySpace 42 ClaringtonPublicLibrary.June2007.LibraryServicesDevelopmentModel. inassociation Library Space Assessment 34 with Study for the Expansion of Library Services for the CourticeCommunity FunctionalAreaSpaceStandard2021SpaceNeeds2031SpaceNeeds2041SpaceNeeds (36,075pop.)(41,675pop.)(47,275pop.) 2 StaffSpace(work150ftperstaff 1 222 2,700ft3,150ft3,600ft stations,lounge,member@0.5FTE (18Staff)(21Staff)(24Staff) circulationareas,etc.)Staffper1,000pop. 2 LibraryProgramRoom10ftperseatplus 222 700ft700ft 700ft 2 100ftforpresentation (60seats)(60seats)(60seats) areas SpecialUseSpace(e.g. 222 5%oftotalareaof725ft850ft970ft photocopiers, 222 abovecategories(14,485ftabove)(16,940ftabove)(19,395ftabove) newspaperracks,etc.) 2 222 NetSpaceRequired15,210ft17,790ft20,365ft NonAssignableSpace 222 (washrooms,janitorial20%ofnetspace3,040ft3,560ft4,075ft space,mechanical,etc.) 222 TotalLibrarySpace18,250ft21,350ft24,440ft Note:StandardsarebasedtheLibrarySpacePlanningGuidedevelopedbyConnecticutStateLibrary(2011), th WisconsinPublicLibraryStandards,4Edition(2005),andcontainedintheOntarioPublicLibraryGuidelines, th Edition(2012).SomehavebeenmodifiedslightlytobetterreflecttheneedsoftheCourticecommunity. 6 3 Thefollowingparagraphsdetailthespacerelatedbreakoutsofthecomponentsapproachinfurther detail.ItisalsoimportanttoconsiderandreflectupontheprevioussectionsofthisStudyrelatingto 43 trends,consultation,serviceassessment,thebenchmarkingexercise,etc.astheyprovide additionalrationaleforthespace(s)neededtoservetheexistingandfuturepopulationofthe CourticeBranch'smarketarea. CollectionSpace 4 Collectionspacereferstotheareainwhich▄╜ĽʼnĂʼnŦ?ℓphysicalofferings,suchbooksandnonprint materials,arecontained.TheexistingCourticeBranchpresentlyhasacollectionof32,000items translatinginto1.1itemsperresidentlivingintheCourticeMarketArea.Benchmarkingof comparablelibrarysystemsrevealedaservicelevelof2.3itemspercapita,trendingatafairly consistentrateoverathreeyearperiod.Provincialguidelinessuggesttargetingserviceatbetween2 and3itemspercapita. Withprovincialstandardsandbenchmarksinmind,aswellastheexistinglevelofserviceandthe 5 statedvisionoftheCourticeBranchfocusingoncommunityproductivityandcollaboration (discussedinSection4),thisStudytargetsaservicelevelof2itemspercapitaintheCourticeMarket Area.Thiswouldresultinacollectionrequirementofabout72,000itemsbytheyear2021,83,000 itemsbytheyear2031andultimately142,000itemsbytheyear2041.Theresultingspace requirementforcollectionsisbetween7,200and9,500squarefeetoverthenexttwentyfiveyears, andissupportedthroughfindingsofthecollectionsreviewinSection4thatwarrantadditional collectionspaceinCourtice,particularlyasthepopulationbasegrowsanddiversifies. 6 43 BasedondirectionfromCPL,comparablelibrarysystemsthatwerebenchmarkedincludedAjax,Belleville, Caledon,Cambridge,HaltonHills,Milton,Newmarket,Oshawa,PickeringandWhitby.Informationwas sourcedfromtheOntarioPublicLibraryStatistics(for2007&2010tounderstandtrends)publishedbythe OntarioMinistryofTourism,Culture&SportandappliedagainstStatisticsCanadaCensusdata. inassociation Library Space Assessment 35 with Study for the Expansion of Library Services for the CourticeCommunity ElectronicResourceCentre ThespaceallocatedtotheElectronicResourceCentreisgenerallyassociatedwithcomputerdesks, 1 whethercontainedinadedicatedcomputerlaborpods/carouselsdispersedthroughoutthelibrary. With15computerspresentlyhousedintheCourticeBranch(10internetstations,2catalogue stations,and3earlyliteraturestations),1computerper2,000Courticearearesidentsisthe resultingservicelevel.Thislevelofservicealignswithgenerallyacceptedlibrarystandardsandin factexceedsthelibrarycomparatorsbyabout0.5computersper2,000population(though benchmarkedsystemsaretrendingupwards). Withtheincreasingfocusontechnologyandcongruencywithacceptedstandards,theexisting 2 servicelevelof1workstationper2,000residentsismaintained.By2021,18workstationswillbe neededgrowingto21and24workstationsbytheyears2031and2041,respectively.Theresulting spaceallocationamountstobetween800and1,100squarefeetoverthenexttwentyfiveyears. UserSpace UserSpacegenerallyreferstocommonareasorspacewherelibrarymembersutilizelibraryservices andcollections,exclusiveofdedicatedspaceforworkstationsorgeneralprogramming.Thisspace 3 mayincludeseatingareasandcollaborativestudyareas.Theamountofspacerequiredisusually determinedbyseating,throughwhichgenerallyacceptedstandardsinspaceplanningamountto5 seatsper1,000populationlessthenumberofseatslocatedincomputerworkstationsand dedicatedprogramrooms.With47commonareaseatsatpresent,theservicelevelof1.6seatsper populationintheCourticeMarketAreaislowerthanthisstandard.Seatingdatawasnotreadily availableamongthebenchmarkedlibrarysystemssotheaforementionedseatingstandardsare usedforthisanalysis. 4 Overthecourseofthenexttwentyfiveyears,anticipatedpopulationgrowthwillrequirealibrary containing102,127,and152seatsbytheyears2021,2031,and2041respectively.Thisamountof seating(at5seatsper1,000residents)isjustifiablethroughtheVisionfortheClaringtonPublic Library(asdefinedinitsStrategicPlan)giventheemphasisoncommunitydevelopmentand collaboration.Theamountofspacerangesbetween3,000and4,600squarefeetoverthenext twentyfiveyearstofacilitateagoodbalanceofgeneralspace(between2,300and2,400square feet)andcollaborative/groupstudyspace(between800and1,100squarefeet).Seating requirementsmaybereducedsomewhatifconstructingadditionalprogramroomsoverandabove 5 thoseidentifiedinthisStudy(e.g.ifaddingareadinggarden,digitalmedialabormakerspace component).AsdiscussedinSection4,changingdemographicsandtheneedforflexiblespace (possiblydividedintoseparateareasorzonesbasedonagecohorts)willrequireavarietyofseating options. StaffSpace Spaceforstaffincludesadministrativeareas,offices,andstaffrooms.Staffspaceiscalculatedbased 6 onthenumberofFullTimeEquivalent(FTE)staffinthelibrary,throughwhichtheCourticeBranch provides5FTEatarateof0.2FTEper1,000.Thisdegreeofstaffingislowerthantheprovinciallevels andcomparatorbenchmarksthattypicallyaverage0.7FTEper1,000population.Thatbeingsaid, benchmarksandprovincialguidelineslookattheentirelibrarysystemratherthanindividual branchesmeaningtheyaccountforexecutiveandadministrativestaffingthatmaybecentralizedat amainbranch,thusstaffingrequirementsatadistrictbranchsuchasCourticecanbelower. inassociation Library Space Assessment 36 with Study for the Expansion of Library Services for the CourticeCommunity Accordingly,staffinglevelshavebeenestablishedat0.5FTEper1,000fortheCourticeBranchand resultsinaneedfor2,700to3,600squarefeetbetween2021and2041.Thisisinlinewiththe libraryserviceassessmentsthatsuggestprovisionofanappropriatelysizedspacefordifferent¤ĽĂľ╫ 1 roomźĵ■ľĊ╜◘■ℓratherthancontinuetoprovideasingle,undifferentiatedspace. LibraryProgramRoom Programroomsareanessentialcomponentofthemodernlibrary,allowingthecommunityto accessabroadrangeoflibraryservices,programsandrentalopportunitiesforcommunityuse.The programassessmentsinSection4ofthisStudydescribevariousagespecificprogramandservice opportunitiesforCPLtoconsiderdeliveringoutoftheCourticeBranch. 2 Thespacerequirementassociatedwithprogramroomsisadirectfunctionofthetypeandscaleof servicestobedeliveredandassuchdonothaveaquantifiabletarget.TheexistingCourticeBranch hasaccesstoaprogramroomwithintheCourticeCommunityComplex,however,itischargedfor itsuseduetothenatureofitsoperatingagreementwiththeaĵ■╜ľ╜♫Ă▄╜ĊŦ?ℓCommunityServices Department. TheprogramroomattheCourticeCommunityComplexprovidesagoodindicationofthetypeand 3 sizeofspaceneeded.Itisassumedthataspacewithcapacityfor60individuals(aboutonehalfof theexistingdivisiblehall)willprovideopportunityforlibraryprogrammingandtranslatesintoa spacerequirementof700squarefeet.Suchspaceshouldbedesignedinamannerthatallows flexibilityinthetypeandrangeofprogramsthataretobedeliveredoutoftheBranch. Asnoted,thespaceallocationwilldependonthescaleofprogrammingtobedeliveredatthefuture branch.ShouldtheClaringtonPublicLibrarywishtoexpandprogrammingandservicedeliveryatthe CourticeBranchbeyondwhatcanbeaccommodatedinoneprogramroom,thespacerequirements 4 willneedtobefactoredintoafuturearchitecturaldesignandcostassessment.Forexample, provisionofadigitalmedialab,makerspacecomponentoradditionalprogramareasmaybe contemplated(asdescribedinpreviousSections)buthavenotbeenincludedinthisStudy. SpecialUseSpace Specialusespaceaccountsforareassuchasselfservicekiosks(asrecommendedforconsideration inthelibraryserviceassessments),photocopiers,newspaperandmagazineracks,marketingwalls, 5 etc.andconstitutes5%ofnetspacerequired.Throughthecomponentsapproach,specialusespace amountstobetween725and970squarefeetfrom2021to2031.Theamountofspecialusespace maybeincreasedifthebranchintegratesotherspecializedspacesuchasacafeorretailspace. NonAssignableSpace Nonassignablespaceaccountsforstructuralandmechanicalareasrequiredtoensurethebasis functionofthelibrary.Washroomsarealsoincludedinthisspace,whichamountsto20%ofnet 6 assignablespace.Throughthecomponentsapproach,specialusespaceamountstobetween3,000 and4,100squarefeetfrom2021to2031.Theamountofnonassignablespacemaybeincreasedif thebranchspansmultiplefloorsthoughwillultimatelybeconfirmedthrougharchitecturaldesign. inassociation Library Space Assessment 37 with Study for the Expansion of Library Services for the CourticeCommunity PreferredLibrarySpaceProvisionStrategy 1 Thefollowingtablesummarizesthelibraryspacerequirementstotheyear2041basedonthe standardsapproachandthecomponentsapproach. 202120312041 222 StandardsApproach21,700ft25,000ft28,400ft 222 ComponentsApproach18,250ft21,350ft24,440ft Inevaluatinglongtermneedsofthecommunityoverthetwentyfiveyearplanningperiodforthis 2 Study,thestandardsapproachresultsina28,400squarefootbranchwhereasthecomponents basedapproachnecessitatesa24,400squarefootbranch,adeviationofabout4,000squarefeet. Therearemanyreasonsforthisdifference,thoughitisbelievedthatthecomponentsapproach presentsamorerealisticrepresentationoflocalneedsthanthegeneralizedpercapitamethod.A percapitastandardisbettersuitedtoanalyzingsystemwidelibraryneedswhereasthefunctional assessmenttakesintoaccounttheuniqueneedsoftheCourticecommunity.Atthedetaileddesign stageofalargerCourticebranchlibrary,confirmationofspaceallocationandoverallspace requirementsshouldbefurtherrefined. 3 Accordingly,thepreferredlibraryspaceprovisionstrategygenerallyfollowsthemoreconservative componentsbasedapproachasitsguideline.Tomeettheprojectedspaceneedstotheyear2031, theCourticelibrarybranchwouldideallyprovide20,000squarefeetoflibraryspace,consistentwith the?5╜ℓĊʼn╜ľĊ?Branchasadvancedthrough/t\[?ℓ2007LibraryServicesDeliveryModel.Thechosen siteandarchitecturaldesignshouldhaveregardforintegratingexpansionpotential(intherangeof about5,000squarefeet,ataminimum)toprovideflexibilityinmeetingpopulationgrowthbeyond this{ĊĵŕŦ?ℓtimeframe(totheyear2041andbeyond). 4 ThefutureCourticeBranchLibraryshouldcontainthefollowingcomponents,ataminimum: Spaceforsufficientcollections. ComputerWorkstationsdistributedthroughoutthelibraryand/orcentralizedwithina computerordigitalmedialab. Comfortableseatingareasforgeneraluseandgroupstudy/collaboration. Appropriatelysizecirculationandadministrativeareasforlibrarystaff. 5 Aroomdedicatedtodeliveringabroadrangeoflibraryprogramsandservices. Additionally,a20,000squarefootbranchwouldrequireapproximately2acresinsizeshouldanew sitebeselected. Thetimingandlocationofbranchdevelopmentissubjecttoanumberoffactorsincludingcurrent needs,theaĵ■╜ľ╜♫Ă▄╜ĊŦ?ℓfinancialcapacity,anditsabilitytosecureasiteorexpandthecurrentsite (ataminimum).ToprovidetheClaringtonPublicLibraryandtheMunicipalityofClaringtonwith 6 guidanceastoitsnextsteps,thefollowingstrategyisadvancedforconsideration.Notethat selectionoftheultimatesitewillbedeterminedbytheClaringtonPublicLibraryBoardand MunicipalCouncil. inassociation Library Space Assessment 38 with Study for the Expansion of Library Services for the CourticeCommunity SiteEvaluationCriteria 1 InordertoidentifyapreferredsitefortheCourticeDistrictBranchLibrary,itisessentialtohavea setofcriteriauponwhichtoundertakeacomparativeanalysis.Itisimportanttorecognizethat thesecriteriamustbeweighedagainstcapitalcostingimplicationsandothermunicipal requirementswhichcouldaffectlocationpreference(e.g.needforCourticeCommunityCentrefor otherpriorityneeds).Thefollowingcriteriaprovideastrong,rationalbasisforidentifyingand evaluatingpotentialsites. Itisimportanttonotethatnotallcriteriamaybeabletobemetforeachsite,however,the 2 followingcriteriaaremandatoryinorderforasitetobeconsideredpotentiallyviable: 1.thesitemustbelocatedwithintheboundariesoftheCourticeUrbanAreaasdeterminedby theMunicipality'sOfficialPlan(LandUseMapA2); 2.thesite?ifvacantoriftheexistingbuildingistobedemolished ?isofasufficientsizeto accommodatetheproposedlibrary(20,000squarefeetononefloorwithsomedegreeof offstreetparking);theminimumsizeisapproximately0.8hectares(2acres),thoughwillbe needtobefurtherconfirmedthroughaconceptdesignatthelandacquisitionstageasthe 3 shapeofthesite,itsrequiredsetbacks(usuallylargeronacornerlotversusaninteriorlot), thebuildingbeingaoneversustwostoriesinheight,alogicalparkingspaceandonsite trafficflowdesign,etc.allhaveanimpactonsitesizerequirements; 3.theexistingbuilding?ifthesitecontainsonethatcanbesuitablyadaptedtoacommunity library?canaccommodatetheminimumspacerequirementof20,000squarefeet;and 4.thesitemeetsthetimingrequirementsforanewdistrictlibrary,meaningthatitcanbe madereadyfordevelopmentorleasewithin1or2years,respectively. 4 Asidefromthemandatorycriteriadescribedabove,somecriteriaaremorecriticalthanothers? thereforeaweightingandscoringsystemhasbeenincorporatedtorankthesites.Eachcriterionfor eachsiteis¤ℓľ◘ʼnśŕonthefollowingthreepointscale: Inadequate0 Acceptable1 Ideal2 5 Table7:CourticeDistrictLibrarySiteEvaluationCriteria CRITERIAWEIGHTING Location&Access ThesiteiswithinreasonableproximitytocommercialareasoftheCourticeUrbanArea.3 Thesiteislocatedalonganarterialorcollectorroad,isinthevicinityofasidewalkorwalkway withlightingduringtheevening,haseasyaccesstopublictransit(noworinthefuture),and5 6 hasbarrierfreeaccess. FocalPointPotential Thesiteislocatedatorhaspotentialtobeacommunityfocalpointandthesiteisatahighly 4 visiblelocation. inassociation Library Space Assessment 39 with Study for the Expansion of Library Services for the CourticeCommunity CRITERIAWEIGHTING SiteDevelopmentPotential 1 Thesitearea,shapeandbuildingenvelopearesufficientfortheproposeduseandprovidea reasonablelevelofflexibilityindesign.Forrenovationsofexistingbuildings,thisevaluation6 shouldalsoconsidertheconditionandappropriatenessoftheexistingbuildingandsite. Thesiteisabletoaccommodateenoughonsiteand/ornearbyparkingforbothpatronsand 3 staff. CommunityCompatibility Thelibrarywouldbecompatible(intermsofbuildingdesign,scale,landscaping,setbacks,etc.) 2 withthesurroundingarea/buildings,andmayincludethepotentialtoretain/reuseanexisting3 building. KnownConstraints Thesiteisnotimpactedbyageographicbarrier(e.g.,watercourse,railline),isnotrestricted byeasement/manmadeobstructions,doesnotrequiresitedecommissioning(e.g.,5 brownfield),andisrelativelyflat. Suitableinfrastructureexists(e.g.,sewers,water,etc.)onoradjacenttothesite.3 3 Thesitedoesnotrequirethedemolitionofanexistingbuildingoreliminationofnecessary 2 parkland,parking,orothervitallanduse. PlanningApprovalStatus ThesitecomplieswithOfficialPlanpoliciesandhasacceptableZoningBylawregulations.2 AvailabilityofSite ThesiteisownedbytheTown(preferable)orthesiteiscurrentlyforsale(acceptable).4 ExpansionPotential 4 Thesitepossesseslongtermexpansionpotentialforthelibrary.4 AmenityOpportunities Thesitehastheabilitytoenhanceandsupportotherfacilities,accommodatepotential 2 partners,andgenerateincreasedusageduetoproximitytootherdestinations. Thesiteoffersthepotentialforeconomiesofscaleinconstructionand/oroperationdueto 2 thecolocationofothermunicipalservices. EnhancedDesignPotential 5 Thesitehastheabilitytoincorporateanopenspacearea/featureandarchitecturallyintegrate 2 withsurroundingbuildings. TotalWeights50 PotentialScore0to100 6 inassociation Library Space Assessment 40 with Study for the Expansion of Library Services for the CourticeCommunity DescriptionofPotentialSites 1 TheConsultingTeam,alongwithkeyLibraryandPlanningServicesStaff,identifiedthefollowing siteslocatedintheCourticeUrbanAreaforconsiderationandevaluationforanewcommunity library(innoparticularorder): CourticeCommunityComplex(existinglibrarysite) SouthCourticeArena&CommunityPark MainStreetlocationidentifiedinSecondaryPlan ClaringtonBoardofTradeproperty1540Highway2 ClaringtonBoardofTradeproperty?1030TrullsRoad 2 TheClaringtonBoardofTradepropertiesaretoosmall(lessthan1.7acres)underthemandatory criterion#2andhasthusbeenexcluded.TheMunicipalityofClaringtonrecentlycarriedoutagency consultationswithrespecttoavailabilityofnonmunicipalsitesandfoundnosurplusproperties 44 availablethroughthelocalschoolboardsortheRegionofDurham. Thisleavesthefollowingasthemostplausiblecandidatesforfurtherevaluationusingthe 3 establishedcriteria: CourticeCommunityComplex TownCentreCommercialLocationidentifiedintheCourticeMainStreetSecondaryPlan SouthCourticeArena&CommunityPark Thefollowingpagesdescribethesethreesitesingreaterdetail. 4 5 6 44 MunicipalityofClarington.StaffReportCSD00713:ClaringtonOlderAdultAssociation?AlternateHome. June10,2013. inassociation Library Space Assessment 41 with Study for the Expansion of Library Services for the CourticeCommunity SiteAΜCourticeCommunityComplex Address2950CourticeRoad 1 OwnershipMunicipalityofClarington SiteArea8.2hectares Designation/ZoningOfficialPlan:CommunityPark;ZoningBylaw:R313 SurroundingUsesSchooltothenorth;naturalheritagelandstothewest;naturalheritagelands andtownhomeresidentialtothesouth;singledetachedresidentialeastof CourticeRoad. 2 AccessTypeAArterial(CourticeRoad) ServicingFullwaterandsewer Comments: ExpansiontotheexistingfootprintoftheCourticeCommunityComplexonlyappearstobefeasible tothewest,onlandspresentlyoccupiedbyasoccerfield.Expansiontothesouthisconstrainedby 3 thepropertylineandnaturalheritagelands,whileexpansiontotheeastwouldpotentiallyresultin removalofparkingareasservicingtheComplex.EffectiveJuly31,2013,thechildcarecentreisno longerinoperationwithintheComplex;giventhatthisspacesharestwowallswiththeLibraryand wasoriginallydesignedaspartoftheLibrary,thisrepresentsapossibilityforexpansionifretaining thecurrentlocation. 4 5 6 inassociation Library Space Assessment 42 with Study for the Expansion of Library Services for the CourticeCommunity SiteBTownCentreCommercialLocation(CourticeMainStreetSecondaryPlan) AddressPropertyaddressnotspecifiedinSecondaryPlan 1 OwnershipUnknown(thoughitislikelyaprivatelandownerastherearepresentlyno landsownedbytheMunicipalityofClaringtonalongtheMainStreetcorridor) SiteAreaUnknown(thedesignatedlandshavenotyetbeensubdividedandultimately dependsonthesitechosenfora?/ś■ĊʼnĂ▄{ijĵĂʼnś?? Designation/ZoningSecondaryPlan:TownCentreCommercial;ZoningBylaw:unknownpending confirmationofaparcel 2 SurroundingUsesHighwaycommercial,residential AccessTypeBArterial(MainStreet)and/orCollector(RichardGayAvenue) ServicingFullwaterandsewer(tobeextendedintothedevelopmentarea) Comments: TheCourticeMainStreetSecondaryPlanidentifiesalibrarylocationintheTownCentreCommercial 3 designationtobedevelopedintandemwithaCentralSquare,whichareto¤ĂľĊascatalystsforthe developmentoftheTownCentreľ◘■ľś♫Ċ(Section5.5.2).ThisCentralSquareistobe¤Ăpublic plazaand/orcommonsintendedasafocalpointforcommunityevents,passiverecreation,social gatherings,publicartandśŝ╙╜Ľ╜Ċ╜◘■ℓ(Section5.5.3).TheMunicipality,however,doesnotownany landsinthisarea.TheSecondaryPlanstatesthat¤Ċ╙śexactlocationoftheCentralSquareandany publicfacilitiesshallbedeterminedthroughthepreparationofanUrbanDesignReportanda PhasingPlan...(andthat)theMunicipalitywouldconsiderinnovativeurbandesignandpublicprivate partnershipsforthedevelopmentofthesepublicźĂľ╜▄╜Ċ╜śℓ(Section5.5.2). 4 5 6 inassociation Library Space Assessment 43 with Study for the Expansion of Library Services for the CourticeCommunity SiteCΜSouthCourticeArena&CommunityPark Address1595PrestonvaleRoad 1 OwnershipMunicipalityofClarington SiteArea10.4hectares Designation/ZoningOfficialPlan:CommunityPark;ZoningBylaw:A SurroundingUsesSingledetachedhomeswestofPrestonvaleRoad;residentialandagricultural landsabuttingthenorth,southandeastoftheproperty. AccessTypeCArterial(PrestonvaleRoad) 2 ServicingFullwaterandsewer Comments: Expansiontothesouthisconstrainedbytopographyandpotentiallypropertyline.Expansiontothe northandwestispossiblebutwouldcomeattheexpenseofparkingwhileeasterlyexpansion wouldresultinremovalofthefullbasketballcourt. 3 4 5 6 inassociation Library Space Assessment 44 with Study for the Expansion of Library Services for the CourticeCommunity SiteEvaluation&PriorityRanking 1 Basedonthesiteselectioncriteriaandweighting,eachidentifiedsitewasassessedand¤ℓľ◘ʼnśŕ resultinginaratingforeachsite(outofapossibletotalof100).Thefollowingarethepreferredsites inorderofrankingdeterminedbythehighestscoreachieved. RankSiteScore 1TownCentreCommercialLocation92* 2CourticeCommunityComplex87 3SouthCourticeArena&CommunityPark67 2 *ScoreassumesthattheMunicipality/Librarysecureaqualitysite TheTownCentreCommercial(locationidentifiedintheMainStreetSecondaryPlan)scoredslightly higherthantheCourticeCommunityComplex,thesiteoftheexistingbranchlibrary.Thescoring systemutilizedinthisreportshouldberevisitedwhentheMunicipalityofClaringtondeterminesthe exactlocationoftheCentralSquareandassociatedcommunityfacilitiesarticulatedinSection5.5.2 oftheMainStreetSecondaryPlan.Asperthatsamepolicy,itshouldalsohaveabetter understandingoftheopportunitiesavailablefor¤♫ĵĽ▄╜ľprivatepartnershipsforthedevelopmentof 3 thesepublicźĂľ╜▄╜Ċ╜śℓasreferencedtherein. TheSouthCourticeArena&CommunityParkisnotdeemedtobeaplausiblelocationforanew branchlibrary. NearTerm ItisrecommendedthattheMunicipalityofClaringtonexpandtheexistingCourtice.ʼnĂ■ľ╙?ℓsquare 4 footagewithinthecurrentconfinesofthecommunitycentreinordertomeetcurrentneeds.The recentlyvacateddaycarespaceprovidesanexcellentopportunitytodojustthisgivenitprovides 6,000squarefeetthatissituateddirectlybesidethelibrarybranch. Thisinternalexpansionshouldbeviewed,atleastinthenearterm,asaninterimmeasureandthus basiclevelinvestmentscouldbeundertakentoincreasethe▄╜ĽʼnĂʼnŦ?ℓfootprint.Theexistinglibrary branchshouldbeconfiguredinawaythatwillallowitscollectionsandprogrammingtogrow withoutundertakingmajorstructuralrenovations. 5 Thiswillresultin12,000squarefeetoflibraryspaceavailableinthenearterm.Althoughthisisless thanthe25,000squarefootbranchthatisrequiredtofulfilltheClaringtonPublic\[╜ĽʼnĂʼnŦ?ℓlongterm vision,itnonethelessprovidesaninterimopportunityfortheLibrarytogrow. AfirmdecisionofwheretoprovidealargerBranchLibrary(of20,000squarefeet)couldbedelayed toatimeframeclosertowhenfinancingisanticipatedtobecomeavailable(aroundtheyear2018), 6 Assuch,inordertoensurethatappropriatelylocatedlandissecuredintheCourticeTownCentrein theeventthatadecisionismadetorelocatetheBranchtotheTownCentre(aswasenvisionedin theSecondaryPlan),theClaringtonPublicLibraryshouldworkcloselywiththeMunicipalityof ClaringtontosecureaparceloflandwithintheTownCentreCommercialareaofCourtice.Thissite shouldbeinahighlyvisibleareatoprovideastrongpresencefortheLibrarytoactasafocalpoint inassociation Library Space Assessment 45 with Study for the Expansion of Library Services for the CourticeCommunity anditiscriticalthatthesitebeofsufficientsizetoaccommodatetherecommendedbranchsize (andfutureexpansion)alongwithparking,etc. 1 LongerTerm WithinternalexpansionoftheexistingCourticeBranchLibrary(providingatotalof12,000square feetoflibraryspace)andsecuringasiteintheTownCentreCommercialareaofCourtice,the ClaringtonPublicLibraryandMunicipalityofClaringtonwillhavetimetofurtherevaluateexpansion preferences,funding,andpartnershipopportunities.ShouldtheCPLandMunicipalitypursuethe decisiontorelocatetothesecuredTownCentreCommercialsite,itwillhavebeenpurchasedand 2 available.Conversely,shouldthedecisionbemadetoremainattheCourticeCommunityComplex, thelandbankedsitecouldbeutilizedforothermunicipalservicesorsold. CapitalCostEstimates Thefollowingtableprovidesanestimateofthecapitalcostsassociatedwithexpandingtheexisting CourticeBranchLibraryto20,000squarefeetversusconstructionofanewCourticeBranchLibrary 3 intheTownCentreCommercialarea: Table8:TableofCapitalCostEstimates Courtice Cost Options Category Renovation/ExpansionNew Facility Current LocationNew Location 4 Renovation/ Expansion of Current Location1,100,000$ 1,100,000$ (existing 6,000+ 6,000 sf, former daycare) Design Development of additional construction at current location ( + 8,000 sf ) 700,000$ -$ Construction of additional space at current location4,800,000$ -$ (+8,000 sf) 5 Purchase of Land at new location (2 acres/0.83 Ha)-$ 1,200,000$ Design Development of New Facility, 20,000 sf-$ 900,000$ New Facility Construction, 20,000 sf-$ 11,000,000$ TOTAL6,600,000$ 14,200,000$ 6 inassociation Library Space Assessment 46 with Study for the Expansion of Library Services for the CourticeCommunity OperatingParametersofaNewBranch 1 WorkingincooperationwithClaringtonPublicLibraryAdministration,currentoperatingbudget revenuesandexpensesfortheCourticeBranchwerecompiled.Thesefigureswerereviewedforthe purposeofdevelopingoperatingcostsfornewlibrarybuilding.Estimateswerebasedona20,000 squarefootfacility.RelevantbudgetinformationfromtheBowmanvilleandNewcastlebranches werealsoexaminedandusedtoconfirmtherangeofcostsapplicabletoalibrarythesizeandtype oftheproposedCourticeBranch. Thefollowingprovidesabriefdescriptionofcurrentandestimatedoperatingrevenuesand 2 expendituresfortheCourticeBranch.AsthelargerLibrarywouldnotbebuiltforfivetosixyears, theoperatingbudgetestimateswillneedtobereevaluatedclosertotheactualopeningdate. CurrentRevenue(2012)$23,930 EstimatedRevenue(20,000sf.library)$28,450 Notes: 1.Budgetestimatesfortheproposedlibraryareshownin2012dollars. 3 2.Thebudgetestimatesincludealllibrarygeneratedrevenue,suchasfinesandfees. 3. Thebudgetestimatesdonotincludetheprovincialgrant(whichisbasedonapercapitaformula)or municipaltaxallocations. CurrentExpenses(2012)$284,224 EstimatedExpenditures(20,000sf.library)$1,125,224 Notes: 4 1.Budgetestimatesfortheproposedlibraryareshownin2012dollars. 2.Thebudgetestimatesincludesalariesandbenefits,librarymaterials(books,multimediaetc.)janitorial services,utilities,communications,buildingandequipmentmaintenanceandsupplies,suchasofficeand buildingsupplies. 3.Thebudgetestimatesdonotincludecapitalmaintenanceitems,outdoormaintenanceitems, miscellaneouscosts,suchasstafftraining,orcentraladministrativeexpenses.Furthermore,collections requiredtooutfitthenewlibraryarenotincluded(thecollectioncurrentlyincludes32,640items).Based onprojectedpopulationgrowth,achievingastandardof2itemspercapitawillrequireatotalof72,150 5 by2021andadditionalitemsasthepopulationgrowsthereafter.Basedoncostsusedtocalculate items DevelopmentCharges,theaveragecostofnewlibrarymaterialsis$45.00peritem.)Furniture,fixtures andequipmentrequiredforthelargerbranchareincludedinthecapitalbudgetestimates. 4.Theestimatedexpensesarebasedonthelibrarybuildingbeingmunicipallyowned.Borrowingcostsfor anycapitalcoststhatmightbedebenturedarenotincluded. 5.Theproposedstaffingcomplementisanticipatedtoinclude15.4FTEs(FullTimeEquivalents)including2 librarianFTEs,0.69technicianFTEs,11.28clerkFTEsand1.43pageFTEsinacombinationoffullandpart timepositionsTheproposedstaffcomplementisbasedonthatoftheBowmanvilleBranch.Thiswill allowCourticeBranchtomatchitshoursofoperationandtodevelopasthedistrictlibraryenvisionedby 6 /t\[?ℓplannedservicemodel. 6. Theoperatingcostestimatesarebasedonthelibrarybeingastandalonebuilding.Someoperational efficiencies(e.g.utilities,janitorial,etc.)mayberealizedifthelibraryislocatedwithinthesamestructure asanotheruse. inassociation Library Space Assessment 47 with Study for the Expansion of Library Services for the CourticeCommunity 6.0 Implementation Strategy 1 SummaryofDirections Itisrecommendedthat: 1.Continuetotargetanoverallprovisionrateoflibraryspaceat0.6squarefeetpercapita. 2.Utilizeafacilitycomponentsapproachtodefinelibraryspacerequirementsforspecific librarybranches,includingasappliedwithinthe'StudyfortheExpansionofLibraryServices 2 fortheCourticeCommunity',withfurtherdefinitionofspacerequirementsandlayoutbeing undertakenatthedesign/constructionphase. 3.ImplementtheServiceDelivery?/◘■ℓ╜ŕśʼnĂĊ╜◘■ℓfortheCĵĊĵʼnś?(Section4)inevolvingthe CourticeBranchLibrarytobettermeetexistingandlongtermcommunityneeds. 4.Targettheprovisionofone?5╜ℓĊʼn╜ľĊ.ʼnĂ■ľ╙?library(asdefinedinthe2007LibraryServices DeliveryModel)intheCourticeUrbanAreaatasizeof20,000squarefeettomeet 3 communityneedstoapproximatelytheyear2031,designedwiththeabilitytoexpandto 24,500squarefeetby2041tomeetlongertermspaceneeds. 5.SelectapreferredsitefortheprovisionofDistrictBranchLibraryspaceinCourticebasedon acombinationofsoundfiscalplanning(capitalandoperatingcostimplications)andsite evaluationcriteriacontainedinthe'StudyfortheExpansionofLibraryServicesforthe CourticeCommunity'thatincludes:locationandaccess;focalpointpotential;community compatibility;knownconstraints;planningapprovalsstatus;availabilityofthesite; 4 expansionpotential;amenitiesopportunities;andenhanceddesignpotential.Basedupon thesiteselectioncriteria,theTownCentreCommercialSite(asgenerallyidentifiedinthe CourticeMainStreetSecondaryPlan)ranksslightlyhigherthantheexistingCourtice CommunityComplexsite;however,capitalcostsareconsiderablyhigherfortheTown Complexsite.Apreliminarysiteconceptshouldbedevelopedforanysitebeingconsidered foracquisitionfortheBranchtoensurethattheshapeandsizeofthesiteisadequateto meetthebuilding,futureexpansion,parking,outdooramenity,andsetbackrequirements. 5 6.WorkcloselywiththeMunicipalityofClaringtontodevelopafundingmodelforthe provisionofneededDistrictBranchLibrarySpacewithintheCourticeCommunity. 7.FormallynotifytheMunicipalityofClaringtonthattheClaringtonPublicLibrarywishesto internallyexpandtheexistingbranchattheCourticeCommunityComplexinorderto improvelibraryservicetomeettheexistingneedsoftheCourticecommunityand surroundingareauntilthetimeiforwhenanewLibraryisconstructedattheTownCentre site.AnenhancedDistrictlevellibrarybranchattheCourticeCommunityComplexshould 6 resultinatotalofapproximately12,000squarefeetoflibraryspace(takingoverthe recentlyvacateddaycarearea)andClaringtonPublicLibrarywillproceedwiththedesign andexpansionuponreceiptofnecessaryapprovals(withdesignanticipatedintheyear2014 andoccupancyanticipatedearlyintheyear2015). Implementation Strategy 48 inassociation with Study for the Expansion of Library Services for the CourticeCommunity 8.WorkwiththeMunicipalityofClaringtontoidentifyandsecure,throughpurchaseor partnership,anappropriateparceloflandtoaccommodateanew20,000squarefoot CourticeDistrictBranchLibrarywiththeabilitytoexpandanadditional5,000squarefeetin 1 thelongerterm(anticipatedintheyear2014inordertosecureasite)inordertoprovide opportunitytolandbankforthefuturenewCourticeLibraryBranch(shouldthe CPL/Municipalitydecideatalaterdatethatexpansionto20,000squarefeetistooccurat theexistingCourticeBranchLibrarylocation,thentheTownCentresitecouldbeutilizedfor othermunicipalpurposesorsold). 9.Bytheyear2016,confirmthelongtermCourticeBranchLibrarylocationand: 2 IfproceedingwithaTownCentreCommercialAreasite(asgenerallyidentifiedin theCourticeMainStreetSecondaryPlan),designandconstructanewCourtice BranchLibrarytoprovide20,000squarefeetofBranchLibrarySpaceatthislocation (designanticipatedintheyear2017andconstructionanticipatedintheyear2018). UponcompletionofthenewBranchintheTownCentre,ClaringtonPublicLibrary shallvacateitsformerspaceattheCourticeCommunityComplex. 3 IfproceedingwithexpansionattheexistingCourticeBranchLibrarysitedesignand constructanadditional8,000squarefeetofBranchLibraryspaceforatotalof 20,000squarefeetofBranchLibrarySpaceatthislocation(designanticipatedinthe year2017andconstructionanticipatedintheyear2018)shouldaLibraryBranch notbeconstructedattheTownCentresite.AsthelandssecuredfortheBranch LibraryintheTownCentrewouldnolongerberequiredforlibrarypurposes,utilize thelandsforothermunicipalpurposesordispose(sell)thesite. 4 5 6 Implementation Strategy 49 inassociation with i� Clarington Public Library 1111 Experience Community Study for the Expansion of Library Services for the Courtice Community 8. Work with the Municipality of Qarington to identify and secure, through purchase or partnership, an appropriate parcel of land to accommodate a new 20,000 square foot Courtice District Branch Library with the ability to expand an additional 5,000 square feet in the longer -term (anticipated in the year 2014 in order to secure a site) in order to provide opportunity to land bank for the future new Courtice Library Branch (should the CPL/ Municipality decide at a later date that expansion to 20,000 square feet is to occur at the existing Courtice Branch Library location, then the Town Centre site could be utilized for other municipal purposes or sold). 9. By the year 2016, confirm the long -term Courtice Branch Library location and: If proceeding with a Town Centre Commercial Area site (as generally identified in the Courtice Main Elreet Sacondary Ran), design and construct a new Courtice Branch Library to provide 20,000 square feet of Branch Library Space at this location (design anticipated in the year 2017 and construction anticipated in the year 2018). Upon completion of the new Branch in the Town Centre, Clarington Public Library shall vacate itsformer space at the Courtice Community Complex. If proceeding with expansion at the existing Courtice Branch Library site design and construct an additional 8,000 square feet of Branch Library space for a total of 20,000 square feet of Branch Library Space at this location (design anticipated in the year 2017 and construction anticipated in the year 2018) should a Library Branch not be constructed at the Town Centre site. As the lands secured for the Branch Library in the Town Centre would no longer be required for library purposes, utilize the landsfor other municipal purposesor dispose (sell) the site. 44 16 in association La Force MJMA Implementation Strategy ♦ 49 Monteith•Brown with & Associates o Ian of nna sutian is Agricultural Advisory Committee of Clarington 2013 Accomplishments Guests and presentations topics: Nancy Taylor, Director of Finance, Tax implications for the agricultural community resulting from MPAC Assessments Chief Gord Weir, Fire and Emergency Services, Overview of largest fires and other matters they address, Ganaraska Forest, and changes to burn permits for farmers DC Dave Shaw, DRPS, Scrap metal thefts Dan McMorrow, Insurance issues for farmers Nancy Rutherford, Durham Region, Overview of Durham Draft Agricultural Strategy Chris Brown & Pauline VanRoon, MTO, Agricultural issues related to 407 Extension Marlene Werry, Durham Region Federal Abattoir Feasibility Study Lisa Backus, Planning Services Department, Natural Heritage System Discussion Paper Mike Kopansky, Miller Compost, Overview of technology and applications for compost Erin O’Toole, MP, Support of agricultural sector in Clarington Faye Langmaid, Planning Services Department, Countryside Discussion Paper Laura Wood & Sheila Hall, CBOT, Agriculture, value-added and agri-processing initiatives Chris Darling (CLOCA) & Mark Peacock (GRCA), Natural heritage and permit approvals Charles Stevens, Wilmot Orchards on Bees Provided Comments on: Letter to Minister Wynne was sent with resolution about 407 farmland leases Resolution to request CLOCA allocate annual funding to stewardship programs in Clarington Recommendation that Council stagger the terms of appointment for CAAC members Recommendation that Clarington be included as a whole within a re-defined federal electoral district and that the name “Clarington” be included in the district name Comments on Durham Draft Agricultural Strategy Comments on Countryside Discussion Paper for Official Plan Review Comments on GRCA Strategic Plan Suggested names for candidates for Sustainability Committee Recognition: - Ontario Heritage Trust Built Heritage Award – Jenni Knox, for work on the Washington House, relocation of the barn and conservation of the barns and home at the Knox Pumpkin Farm - Ontario Cattlemen’s Pasture Award – Eric Bowman -Federated Women’s Institutes in Ontario Community Award – MaryAnn Found -Premier’s Award for Innovation in Agriculture – Geissberger Brothers for their cider press operation Committee involvement in: Durham Agricultural Advisory Committee Durham Farm Connections Clarington Board of Trade Durham Federation of Agriculture Farmers Parade of Lights Tour of Pt. 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