HomeMy WebLinkAboutCSD-001-14 1
REPORT
lington
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,
Submitted by: Reviewed by:
IPJo e h
. Caruana Franklin Wu,
D actor, Community Chief Administrative Officer
Services
JPC/sm
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T 905-623-3379
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."
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 5t" 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 Manon 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.
REPORT NO.: CSD-001-14 PAGE 4
3.0 COMMENTS
3.1 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 acres 10.83 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.
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
Attachment 1 to Report CSD-001-14
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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.
WHEREAS 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
Attachment 3 to Report CSD-001-14
"�: m9wn
1.0 , RLPORT
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/" �'
y � Reviewed by _ <<
Nancy aylor, BBA,CPA,CA, Franklin Wu,
Director of Finance/Treasurer Chief Administrative Officer
NT/hjl
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T 905-623-3379
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 tabled 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:
• 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 11 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.
REPORT NO.: FND-018-13 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.
3.8 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.
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 multi-use
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
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