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Home My WebLink AboutADMIN-10-95 THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON REPORT Meeting: SPECIAL GENERAL PURPOSE AND ADMINISTRATION COMMIV..PF Date: MARCH 31, 1995 Res. #L., Report#: ADMIN-10-9.file #: Ry-Law# _ Subject: NORTHUMBERLAND/CLARINGTON JOINT USE INITIATIVE Recommendations: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT report ADMIN-10-95 be received; 2. THAT Council not participate in the joint library/school project at the Newcastle Village Public School site; and 3. THAT a copy of report ADMIN-10-95 be forwarded to the Northumberland/Clarington Board of Education and the Clarington Library Board and that both parties be advised of Council's decision. 1.0 BACKGROUND: 1.1 At the October 17, 1994 General Purpose and Administration Committee, report ADMIN- 18-94 was approved, directing Municipal and Library staff to explore opportunities with the Northumberland/Clarington School Board staff regarding joint use Library facilities for the proposed school sites in Clarington. 1.2 At the initial meeting,it was suggested that discussions regarding the proposed Martin Road I School should be deferred and that the focus of discussion should deal specifically with the Newcastle Village School site as this project had received all necessary approvals and funding which would facilitate a 1995 construction start. 2.0 NEWCASTLE VILLAGE SITE: 2.1 Subsequently, sub-committees were formed to deal with specific issues related to the possibility of a joint Library scenario as it pertained to the Newcastle Village Public School site. I ../2 I I PPER � PAP[R PECYCI.E INS 6 P11M-4 REGYMD PAPER REPORT ADMIN-10-95 - 2 - MARCH 31, 1995 2.2 Through these discussions, a number of concerns were raised as a result. A meeting was convened between the Clarington Library Board and Council, on February 13, 1995 for the purpose of discussing the budget priorities pertaining to the School Boards' invitation to review the potential of joint use with the Library Board for the proposed Newcastle Village Public School site. 2.3 At that meeting a presentation was made regarding the specific issues and areas of concerns as they relate to the Library Boards' perspective (Attachment #1). Following that discussion, the Chief Administrative Officer suggested that he,staff members, the Executive Director of the Clarington Library and School Board staff meet to review the issues raised in the presentation. 2.4 Those meetings have now concluded and a general consensus was reached by all parties that in fact a joint use agreement for the Newcastle Village project is in fact feasible. It should be noted that although agreeable in concept, the Library Director and School Board staff stated that any public library facility should be designed as a separate entity from the school building with the intent to design common links to facilitate both components. 2.5 At that point in the discussions the issue of budget and timing was discussed at length and a critical path for the school project was reviewed in detail. It was soon evident that to meet the School Boards' schedule, funding decisions from the Municipality's perspective would need to be addressed forthwith. 3.0 CRITICAL PATH: 3.1 The School Board's timing of this project is such that they anticipate awarding of a tender on June 19, 1995 (Attachment #2). Working backwards from that date indicates that the project would have to go to tender on May 5, 1995. 3.2 Anticipating the various Council approvals, a project of this nature would require, concerns were raised regarding the Municipality's ability to meet the School Boards project schedule. 4.0 BUDGET: I 4.1 A preliminary budget for this project would indicate a 6,000 square foot library at an estimate of$120.00 per square foot for construction and therefore, a construction budget of approximately $720,000.00 must be considered. A detailed preliminary budget is estimated as follows: ../3 i i REPORT CS- -95 - 3 - APRIL 3, 1995 Construction Cost (6,000 sq. ft. @ $120.00/sq. ft.) $720,000.00 Landscaping/Parking/Servicing $100,000.00 Architect (8% Project Cost) $65,600.00 Professional Services (Legal/Surveys) $10,000.00 TOTAL ESTIMATE895 600.00 4.2 Another scenario was also examined which would allow for the design of the project to proceed at this time and then the structure would be built as a phased component of the overall school project. Should Council decide to pursue this option funds estimated at approximately $65,000.00 would be required. 5.0 COMMENTS: 5.1 Although staff is recommending not to proceed with this particular project, the concept of joint-use of Municipal/School Board facilities will continue to be monitored and investigated should future projects warrant. Respectfully Submitted, William H. Stockwell, Chief Administrative Officer WHS:JPC:sa Attachments i i i i i ATTACHMENT NO. 1 TO REPORT NO. ADMIN-10-95 MUNICIPALITY OF CLARINGTON Minutes of a meeting of the Council of the Corporation of the Municipality of Clarington and the Clarington Library Board held on Monday, February 13, 1995, at 6 : 00 p.m. , in Meeting Room ##1 ROLL CALL Present Were : Mayor D. Hamre Councillor A. Dreslinski Councillor L. Hannah Councillor M. Novak Councillor J. O'Toole Councillor P. Pingle Councillor D. Scott Craig Brown, Clarington Public Library Board Elizabeth Marchant-Reid, Clarington Public Library Board Don Peebles, Clarington Public Library Board Romona Rickard, Clarington Public Library Board Rose Robinson Hately, Clarington Public Library Board Jacob Vander Schee, Clarington Public Library Board Also Present : Chief Administrative Officer, W.H. Stockwell Executive Director, Clarington Public Library, B. Baker Treasurer, M. Marano Co-ordinator of Public Services, Clarington Public Library, Cynthia Mearns Deputy Clerk, M. Knight The meeting was convened for the purpose of discussing the budget priorities pertaining to the School Board' s invitation to review the potential of joint use with the Clarington Public Library for their proposed Newcastle Village Public School site . Jacob Vander Schee gave a verbal report and a slide presentation which encompassed the following: - The need - Priority of capital projects - Funds to build - Site and building - Parking - Facility operations - Service - Service - Programming - Service - Public Works Space - Staffing - Hours of Service - Staff Resources - Collection Development - Automation; and - Administration and Governance. Council and Clarington - 2 - February 13 , 1995 Library Board Minutes Jacob Vander Schee circulated a copy of the document entitled "Branch Joint Project Discussion. " He advised that, although the Board has concerns pertaining to changing priorities, he is seeking guidance from Council on their willingness to pursue the project and what the next step in the process should be. The Chief Administrative Officer advised that it is the political will of Council and the School Board to pursue this project . He suggested that he, staff members, the Executive Director of the Clarington Library, and School Board staff, meet to review the "check list" and concerns of the School Board. Mayor Hamre advised that she will be meeting with the School Board on March 7, 1995, at which time the issue will be discussed further. The meeting adjourned at 6 :50 p.m. i i Branch Joint Project Discussion CRITERION OR ISSUE RESULTS OF BOARD DISCUSSION RE A JOINT PROJECT BACKGROUND OR COMMENTS WITH THE SCHOOL BOARD FOR THE NEWCASTLE VILLAGE BRANCH Need • The need for additional space is not pressing now but,if we go in to a • The Library Board approved planning standards joint project expected to be the area service point for the foreseeable in 1990. future, the library would need to be at least 6000 sq.feet in area. • These input standards are: Collection size of 3 items per capita,and Facility size of 0.65 square feet per capita • For library planning purposes,the population for the East Area Branch in 1994 is approximately 7500 requiring 3400 sq. feet of facility space; the current branch is therefore still slightly oversized at 3981 sq. ft. • Projections suggest that in 2004 the population would be 12,000 and the required size 5460 sq. feet. • Similarly,in 2011 the population would be 15,000 and the required facility size 6825 sq. feet. Priority of Capital Projects • There is a price to be paid by changing the planned sequence of • The Library's established priority for facility capital priorities. projects is: • Adequate implementation resources are not in place. 1.West Area Branch in Courtice • The planning work for all capital projects will have to be completely 2. Central Branch in Bowmanville reorganized. 3.East Area Branch in Newcastle Village Funds to Build • Joint project's advantage depends on there being access to special • Tax levy and Development Charges are the provincial grant funding. primary sources of capital funding • No Development Charge funds have been raised for replacement of the Newcastle Village Branch Site&Building • The school site,while not an excellent one for public library purposes, is satisfactory. Parking • It is very important that library users have adequate parking.Ingress • Must meet By-Law requirements. and egress must be planned so that library users do not perceive parking to visit the library as potentially unsafe for them and their children or for children attending the school and/or boarding buses. Facility Operations • The Librarywould expect to be an equal partner. • The partnership'deal'must be clear so that the future holds no surprises for operating budgets. Service • It is extremely important that the Library Board continue to be able to deliver the best possible level of public library service. • The joint nature of the facility must not be allowed to lead to a deterioration in the level of public library service. • We must not lose track of what the public library is there for. • The joint project should be assessed on whether it enhances public library service. Service-Programming • Public library programming must continue and the Board would expect the Library to be an equal partner with equal rights in shared facilities. Service-Public Work Space • The Librarywould expect to be an equal partner in assigning use of any shared seating space. Page 2 Staffing-Hours of Service • Hours of operation need to be examined with regard to staffing • Hours of operation are the major factor in implications for the public library and the associated operating costs staffing costs. of such staffing. • Hours of operation in each branch have an impact on the operation of the entire Clarington public library system. Staff Resources • Impact on staff will affect the operating costs of the branch. Collection Development • Public library collection development policies and principles must continue independently of School Board policies. Automation • The implications of shared efforts in automation areas must be • Cooperative shared resource projects based on evaluated in terms of their service and cost implications for the electronic information are possible,and whole Clarington library system.They cannot be isolated to the therefore particularly desirable,without regard Newcastle Village Branch alone. to physical location. • Efforts in the information highway area can and should go forward independently of service sites and buildings. Administration and • How do we initiate the partnership, how do we resolve problems, how Governance do we assess success and how do we agree to part? Page 3 K eR-24-1995 1136 FROM N-C Bd of Ed. Plant Dept. TO 19056239282 P.002/002 ATTACHMENT NO. 2 The North u mberland-Clarinton TO REPORT NO. ADMIN-10-95 Board of Education 834 D'Arcy Street, RO. Box 470 Cobourg, antario. K9A 4U Telophone 905 372.5871 Fax 905 372-11.13 24 March 1995 Joseph P. Caruana Director of Community Services Municipality of Clarington 40 Temperance Street BowmanviIle, Ontario LIC 3A6 Dear Joe: Re: Newcastle 1}ublic School Public Schgol 17eniaccment Facility, The following schedule is proposed for the above noted project: • Advertising for Prequalifieation Submissions from General Contractors, Mechanical and Electrical Trade Contractors - Mid April 1995 • Tender Submissions to close W Late May 1995 • Award of Tender - 19 June 1935 • Construction start - First week of July 1995 Fours truly WWilson per: D Facilities Planner I i I