Loading...
HomeMy WebLinkAboutCS-01-00Y t THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON REPORT r Meeting: General Purpose and Administration Committee File #� (p Date: January 17, 2000 Res. # 61 5�;Q(9 Report #: CS -01 -00 By -law # Subject: REPORT ON MUNICIPAL YOUTH INITIATIVES Recommendations: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following FORTHWITH: 1. THAT Report No. CS -01 -00 be received; and z. THAT Council approve the establishment of a CLARINGTON YOUTH ADVISORY COMMITTEE, and recognize this committee as the Advisory Group to speak to youth issues; and, 3. THAT the John Howard Society be confirmed as the lead agency on the CLARINGTON YOUTH ADVISORY COMMITTEE and that a Community Services Staff member participate as an advisor /liaison to the Advisory Committee; and, a. THAT funding in the amount of 50% of the 1999 Firehouse Youth Centre budget, to an upset limit of $30,000.00 - be approved forthwith in advance of the 2000 Operating Budget, to permit continued operation of the Firehouse Youth Centre for the year 2000 with continued annual consideration for a three (3) year period through the normal budget process; and, s. THAT the Clarington Youth Advisory Committee provide an Annual Progress Report to Council during budget deliberations; and, 6. THAT it be understood that any employee of the John Howard Society and/or the Clarington Youth Advisory Committee is not an employee of the Municipality and is not entitled to any benefits provided to municipal employees; and, 7. THAT the John Howard Society be provided with a copy of Report CS -01-00 and be advised of actions taken. 1.0 BACKGROUND 1.1 At the April 13, 1999 Council Meeting, recommendation #GPA- 144-99 was approved as it pertains to the recommendations contained in Report CS-09 -96 and subsequent Addendum; with respect to the "Ad Hoc Committee to Assist Youth ", that staff prepare a status report and further recommendations pertaining to the original actions. 1001 REPORT NO.: CS-01 -00 2. o HISTORICAL REVIEW PAGE 2 2.1 In 1992, the Newcastle Family Connection initiated a program to focus on the leisure and recreational needs of youth. At that time, they were successful in obtaining a grant from the'Provincial Ministry of Tourism and Recreation to support their YOUTH CONNECTION initiative. However, due to administrative and leadership concerns, the program did not fully develop. 2.2 In 1993, in concert with the Community Services Department, a focus group was established to develop a network that would attract the interest and participation of individuals and agencies expressly interested in youth issues. In 1994, Community Service Department Report #CS -13 -94 (see attachment #1) established the Clarington Youth Committee to heighten the awareness and participation of the community in resolving the issues that affect Clarington youth. 2.3 The Committee continued to meet monthly. By late 1994 with the possible availability of the Church Street Fire Hall as a youth centre, a more affirmative action plan needed to be developed by the committee if they were to consider occupancy of the building for the purposes of establishing a permanent Youth Centre. 2.4 At the December 12, 1994 Council Meeting, Resolution #C770 -94 was passed directing that a special task force on youth be formed to advise Council of growing social programs among youth in Clarington. 3.0 AD HOC COMMITTEE TO ASSIST YOUTH — TASK FORCE OBJECTIVES 3.1 There were three objectives for the Ad Hoc Committee to research: i) Whether problems among youth in Clarington currently exist. And if, in the opinion of the Committee, problems do exist, what is the nature of these problems? ii) Whether problems among youth will likely escalate if the status quo is maintained? iii) And if the Committee deems it necessary, what plan of action will help reduce problems among youth in the Municipality of Clarington. 4.0 AD HOC COMMITTEE TO ASSIST YOUTH — RECOMMENDATION 4.1 The Ad Hoc Committee to Assist Youth developed several recommendations: On September 23, 1996, Report CS-09 -96 (see attachment #2) outlining the Ad Hoc Committee findings was presented to the General Purpose and Administration Committee. On October 21, 1996, an addendum report to Report CS -09-96 (see 1002 REPORT NO.: CS-01-00 PAGE 3 attachment #3) was also presented. Both reports made several recommendations regarding the findings of the Ad Hoc Committee to Assist youth. As a result of those reports, Council approved the principals outlined in the reports for the recognition of the Advisory Board and Youth Council. Key to the reports were several recommendations that required a joint effort of the stakeholders to successfully implement a youth program. In their conclusion, the Ad Hoc Committee determined that there is a growing youth problem in the Municipality and that it will continue to escalate if action is not taken. 4.2 The Ad Hoc Committee described a course of action designed to meet five guiding principals. COORDINATION of all youth services and programs such that gaps in services are identified and filled, and duplicity of services is avoided. COMMUNICATION of all youth programs and services that is effectively administered such that all youth in Clarington have easy and complete access to information regarding what is available for youths in Clarington. EMPOWERMENT of youths to identify areas of concern/needs for youths in the community. Prioritizing the areas of concern/needs to address, designing plans of actions to address these needs. Implementing a structure that will encourage and facilitate RESPECT between youth and adults across Clarington. COMMITMENT by the Municipality to give youth issues and concerns high priority and to develop the political will for these concerns to be acted upon. 4.3 Since that time, the Firehouse Youth Centre has been established, and striving to work with the above guiding principals, providing programs for youth and addressing the concerns of the community. 4.4 In addition, the John Howard Society has come forward to administer the youth program and Firehouse Youth Centre on behalf of the community, which has addressed the issues of COORDINATION of youth services and programs. 4.5 The John Howard Society prepared an annual operating budget of approximately $60,000.00 (See Attachment #4) which would fund the program until December 31, 1999. 1003 REPORT NO.: CS-01-00 PAGE 4 4.6 The Revenue component is very dependent on donations and major fundraising. The Municipality contributes approximately 3% ($2,000.00) towards the budget with funding from Services Clubs and requests to the Trillium Foundation and United Way. Currently, the John Howard Society is funding the program independent of outside fundraising. It would appear that once the perceived problems of youth on the streets was addressed and solved, the interest in sponsorship of the programs decreased. The fundraising to date has been very limited. In order to provide continuity to the youth program, the John Howard Society has funded the Firehouse Youth Centre nearly totally at their expense. This funding was extended to January 31, 2000, however, the John Howard Society does not have sufficient financial resources to continue the program beyond this time. 4.7 The centre has been very successful in pursuing Human Resources Development Canada (HRDC) funding for programs related to youth -at -risk. In early 1999, the Centre hired a full time co- ordinator to oversee the HRDC program and the youth, program. 4.8 Preliminary discussions with the Service Clubs and Provincial Ministry of Citizenship, Culture and Recreation would indicate funds may be available to support the centre's programs and future projects if there appears to be a sustainable operation. 4.9 In October of this year, the program leader resigned to accept a longer -term contract position with another municipality. In doing so, the program lacked a co- ordinator to supervise the fall programs. The John Howard Society again supplemented the program by seconding one of their staff members from their residential program to oversee the youth program. 4.10 Should suitable funding be acquired, The John Howard Society has agreed to remain as administrator of the youth program, through the existing location; and, the current program co-ordinator will be retained in his position to provide continuity. Any deviation or interim closure of the centre would be devastating to the youth initiative. 5.0 ESTABLISHMENT OF THE CLARINGTON YOUTH ADVISORY COMMITTEE 5.1 In order to continue the vision of the Ad Hoc Advisory Committee and other former committees; and, to assist the John Howard Society with the operation of the Firehouse Youth Centre, it is proposed that the CLARINGTON YOUTH ADVISORY COMMITTEE be established to perform this function. 5.2 Community Services Staff have met with several of the key stakeholders and former committee members who participated in the original Ad Hoc Advisory Committee. - 1004 REPORT NO.: CS -01-00 PAGE 5 5.3 Those members of the community who generously provided their time are: Al Strike Bob Kreasul Chris Blows David Chisling David Smith Debbie Ford Dianna Eastwood Henry Otter Jane Rowe Jim Schell Linda Bruce Linda Watson Mary Novak Neil McGregor Pat Street Paul Morris Terri McCabe Ron collis Yolanda Bartly 6.0 SERVICE AREAS 6.1 It is clear that because of it's physical location, the Firehouse Youth Centre primarily addresses youth in Bowmanville and it's immediate area. There are similar related concerns in other communities within Clarington — i.e. Orono, Newcastle and Courtice. It is the intention of the Community Services Department that through it's involvement with the Clarington Youth Advisory Committee to ensure that outreach programs associated with the Firehouse Youth Committee will be established and incorporated within it's responsibility with the intent of providing youth opportunities locally throughout the Municipality. 7.0 GOVERNANCE 7.1 It is proposed that Youth Advisory Committee be an independent stand-alone committee for several reasons. If operated as a Municipal Committee-of- Council, the Youth Advisory Board would not be eligible for Trillium and other Foundation operational grants, nor, would youth be permitted to serve on the committee due to insurance restrictions. It is be extremely important for the membership of the Clarington Youth Advisory Committee to include a youth component to the membership structure! Due to the scope of work to be undertaken by the committee (most of which is simply not guided by existing Municipal Policy and Procedure) it is necessary for the CLARINGTON YOUTH ADVISORY COMMITTEE to operate as a stand -alone committee. As such, the committee would subscribe to independent insurance coverage. Director's Liability Coverage will be provided by either the John Howard Society or purchased independently by the Advisory Board. 7.2 Inclusion of the youth is vital to address the EMPOWERMENT of youth to identify areas of concems/needs for youth in the community; designing plans of actions to address these needs. 7.3 Through the establishment of the new Clarington Youth Advisory Committee, a Constitution and By -law will be established which will govern the operation, establish representation, structure and reporting process of the Committee. 7.4 The Committee is to be expandable to include input from other community agencies from within Clarington as well as th Durham Regional Police Services 100 REPORT NO.: CS -01.00 PAGE 6 and Board(s) of Education. Regularly scheduled committee meetings will be held throughout the municipality to ensure participation, involvement and input to the Clarington youth initiative. 7.5 As previously indicated, the participation of the John Howard Society as lead agency; and, the Municipality, will provide guidance and vision to the Committee to address and respond to the overall youth issues within Clarington. 7.6 It is proposed through the establishment of the new CLARINGTON YOUTH ADVISORY COMMITTEE, the structure will encourage and facilitate RESPECT between youth and adults across Clarington by simply having them both participate actively on the Committee. 8.0 FUNDING 8.1 During discussions with key stakeholders, it became evident a great deal of time was spent attempting to fundraise within the community. The Firehouse Youth Centre Budget was very dependent of several fundraising initiatives. It also was evident the program co-ordinator was spending a great deal of time responding to fundraising issues instead of dealing directly with youth related issues and programs. 8.2 Based on the commitment of the John Howard Society to remain as the administrator of the program, it is therefore proposed the Municipality provide operational funding of 50% of the current Youth Program Budget, (see attachment #4) to an upset limit of $30,000.00 per year, upon annual application through the budget process for a three (3) year period. 8.2 Although the Committee will be reporting to Council annually, it is staff intention to provide a detailed report on the overall progress and viability of the Clarington Youth Advisory Committee at the conclusion of the initial three (3) year term. 8.3 The approval of this funding will alleviate a number of the fundraising issues of the program, and permit concentrated and quality youth driven programs. There remains a responsibility of the centre and the community to continue to be financially responsible for the operation of the centre by raising the other 50% of the revenue required for the program. 8.4 Funding is available from local service clubs and foundation grants. In addition, the current Adult Advisory Committee has indicated their willingness to organize an annual major fundraising event on behalf of the Firehouse Youth Centre. 8.5 Community Services Staff are respectfully requesting forthwith approval of the year 2000 funding at this time to permit the continued operation for the Firehouse Youth Centre past the January 31, 2000 deadline indicated by the John Howard Society. Funding requests for the 2001 budget and subsequent years will be presented 1006 REPORT NO.: CS-01 -00 PAGE 7 through the normal operational budget process similar to the Museums, Library and Visual Arts Centre. 8.6 Approval of the funding at this time would ensure and demonstrate the COMMITMENT of the Municipality to give youth issues and concerns a high priority. The appointment of a Community Services Staff member will provide continuity, accountability and will ensure all concerns are acted upon. 9.0 COMMENT 9.1 Staff have worked closely with the John Howard Society in the development of this report. Further, continuing discussions have taken place with the Ministry of Citizenship, Culture and Recreation to explore other programs, which will provide challenging projects to the youth of Clarington Communities. 9.2 Staff have reviewed Community Services Report CS- 01-00 with the major stakeholders who concur with the enclosed recommendations. Ily submitted, of Community Services v arie Marano Treasurer JPC/BT /pg Reviewed by, Franklin Wu, M.C.I.P., R.P.P. Chief Administrative Officer 1007 of Operations ATTACHMENT #1 TO REPORT CS -01 -00 THE CORPORATION OF OF • REPORT Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE File # Res. # _ Date: APRIL 18, 1994 By -Law # Report #: p„ File #: Subject: CLARINGTON YOUTH COMMITTEE Recommendations: It is recommended that the General Purpose and Administration Committee recommend the following to Council: 1. THAT Report CS -13 -94 be received for information. 1.0 BACKGROUND 1.1 During the summer of 1992 a community organization, Newcastle Family Connection, initiated a program that attempted to focus on the leisure /recreational needs of youth as an extension of their existing program. In order to operate, the organization (with the support of the Community Services Department) applied for and received funding (approximately $4,800.00) from the then Ministry of Tourism and Recreation to support their "YOUTH CONNECTION" initiative. During the summer and into the fall, a number of programs and activities were offered but, unfortunately, internal problems within the organization resulted in the person, who had been the sole program leader, leaving the organization to pursue new and different interests. The departure of this key individual resulted in the youth initiatives being put on temporary hold. 1.2 The parent organization (Family Connection) felt strongly that there was a need for this type of program initiative however, they realized that they did not have the human resources available to continue this extension of their current program services. In light of this, plus the unused portion of the provincial funding, the Newcastle Family Connection (with the approval of the appropriate Ministry consultant) approached the Community Services Department, in December 1992, to investigate possible ways of the accomplishing the goals that were originally set for the Youth Connection program and to comply with the approved parameters of the provincial funding. ../2 ECYCLED 1008 REPORT CS -13 -94 - 2 - APRIL 18, 1994 1.3 To this end, the Community Services Department attempted to establish a network, or focus group, that would attract the interest and participation of individuals and agencies that target youth as clients. In February of 1993 there was an initial gathering of individuals who had expressed interest and concern in the issues effecting youth. Since that initial meeting, much time and effort has been spent facilitating the development of a consistent approach to assess the needs and issues of youth and establishing action plans that will address these. To assist the members to grow and develop with the Committee's objectives, the Community Services Department as with other community organizations has assumed the ongoing role of facilitator /consultant. 2.0 CURRENT COMMITTEE STATUS 2.1 This focus group, now known as the Clarington Youth Committee, has been undergoing the common growing pains that are inherent in a newly established organization with members having varied backgrounds of both experience and education. Interest in this initiative has resulted in the development and strengthening of community partnerships that involve the following agencies: Bowmanville Senior Public School Clarington Community Justice Programme* Community Addiction Services Durham Region Department of Health Services Durham Regional Police Force John Howard Society Ministry of Correctional Services (Probation and Parole) Municipality of Clarington - Community Services Department Young Women's Christian Association (Y.W.C.A.) (• formerly known as the Community Service Order Programme) Joining the aforementioned list of professionals are interested members of the public who also happen to be parents. 2.2 The Committee meets monthly (4th Monday) and the focus of late has been directed on the need to gain awareness within the community at large as well as within the Clarington youth population. The Clarington Youth Committee continues to be a community driven initiative that is striving to identify and facilitate the needs of the youth living and recreating within the Municipality of Clarington. Their enthusiasm and sense of urgency has, at times, resulted in their well- intended actions by- passing accepted communications linkages. Such is the case for the article (Attachment #1) that recently appeared in the April 2, 1994 edition of the Newcastle Independent Weekender newspaper. ../3 1009 REPORT CS -13 -94 -3 - APRIL 18, 1994 2.3 2.4 Upon discussion with the Department staff who have attended the monthly Committee meetings (as well as other members of the Committee) it is apparent that the publication of this article was not on the agenda at the March 28, 1994 Committee meeting. The individuals quoted in this article are members of the Committee, however, they did not involve the entire Committee in the preparation and/or planning of the information included. Although, perhaps, premature, the appearance of this article demonstrates the positive commitment and enthusiasm of those involved in pursuing the issues effecting our youth. The Committee will continue to work to heighten the awareness and participation of the community in resolving the issues that effect our youth. It is the fervent ambition of the Committee to involve the youth in Clarington in the activities of the Committee so that they can take ownership of programs and services that will eventually be provided. The Community Services Department will also continue its participation and involvement with this Committee and, in the future, will make every effort possible to keep the Members of Council informed of the activities and initiatives being planned and/or undertaken by the Committee. Respectfully submitted, Services Department JPC.JJC:dm Reviewed by, W. H. Stockwell, Chief Administrative Officer 1010 Youth Committee Needs Volunteers Survey Results Reveal Services Requested " e Claringtm Youth Commii- ing roBa -blade night during Ftness would Likely accompany such a fa- t ds dedicated, youth-oriented Week caity. v. .ors to help organize and su. It is being co-sponsaed by the The group had been eyeing the petvise events for teens within the Clarington Community Services Do- fire hall in Bowmanville which a municipality. pertinent and the Youth Committee. due to be ntoo-futed once the new One of thou events is an upcom- From 6 to 9 p.m. on Monday, station is built on Highway Two, May 30. everyone into rollablatting west of Bowmanville. However. will be invited to attend the event at those hopes were dashed when the no cost. said spokesperson Pat municipality amwuneed plans to Street. turn the lower section into a senicrs' Street a also one of the sepraen- centrm mum of the YWCA on the co a- Street, a parent of a teenager her - mium Other groups represented ice- self, knows that nee your Men has elude the Community Saviors graduated Goo m any of the locally - Depazunent, the John Howard Soci- ety, the Clarington Public Library, the Coorucc Community Associa- rim. the Depetnoent of Health and the Ophe st Club ofNrwcanle. Recently. the Clarhugmn Youth Co nihta completed a survey on what area youth would like to see happening for there. Now, the commusee is compiling the infatuation for its tae, said Street. Ow of the items on the organira- tion's wish list is a location where txaagen can go to hang -orl Similar to a drop -in aatre in a- mm the location would have to per- mit a certain level of noise which The Independent, Canadian Satevan Weekender, Bowmanviue, Saturday, April 2,1994 Youth Committee Needs Volunteers From Page One last year when Mpresenatives from Ile committee would like so be organized groups, there isn't a lot of the Town of Newcastle's Comrumi. We to non well supervised 8elivlila for teens to te lllVWved in. Oshawa //Aj Village and the T Community Hall agaM]Ed by the is one of the reasons why Newcastle Family Co11khCGlm Street is involved in the Claringion joined farces Newasde Oplruua Club. said Strait. . Youth Canmittee. The noun covanaza expand- This when Wae evens am under summa. the committer ad to include school representatives, hopes be able him a swdent M use are no Magers hanging way. H an n de police and other hunesesed ages- f wok m finding "funding souroa." around the sawn with nothing to airs By exploring financial support -!heir goals. den urW now. am to do, added Street The Cluiogtom Yenta Commit- . and helping with tmhdruiaers, i is suPPort youth who would not nor- we is hoped that the committee will fend a many p��M in structured pro- "whrdow- nothing to do' drought aaaas the Gam" keno. Ibis would flag and to Usist in kuwart; municipality. . be a place': here the sea ism the and upnuse6 yqnthfec aed P, To oonao the group or offs fit" grams for recreational and leisure Currently. dlaa is one such Men- in mm- thraMaing lima as a volunteer. call Sweet at Simmoods activities mvi- ate in Durban Region in the Town 623.4599 or FlaueeM at ne.L . of Pickering, she said. It is called 6g 7.2747. the Barbara Black Centre Kin Henttis, of Probation and Parole Services in Bownanvdk, said teens need places and events where they can go 'bn Me spur of the maneut" A centre would provide such a place fa many. 'Peers need a place to go where -. they're not being juafged." esplahed vim• tt present, these is a teen centre -)M-. From all reports, the tans are enjoying the centre, and the POW running the orntre is looking at opening the centre m moue nights, said Sum With one centre up and nnning. . the Clarington Youth Corundum would like to see another in the me, . O oicipality, espaadh' since Cluing - tin, is en hie ATTACHMENT #2 TO REPORT CS -01 -00 THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON REPORT Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE File # Date: SEPTEMBER 23, 1996 Res. # _ By -Law # Report #: CS -09 -96 File #: Subject: AD HOC COMMITTEE TO ASSIST YOUTH REPORT TO COUNCIL/FINDINGS AND RECOMMENDATIONS Recommendations: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report No. CS -09 -96 be received; and 2. THAT the Ad Hoc Committee to Assist Youth - Report to Council dated June 24, 1996 detailing findings and recommendations be received for information; and 3. THAT the Ad Hoc Committee to Assist Youth be encouraged to carry out their recommendations in establishing a Youth Council and Advisory Board; and 4. THAT a copy of Report CS -09 -96 be forwarded for consideration of the comments and suggestions made, to the Ad Hoc Committee to Assist Youth and advisors to the committee; and 5. THAT the Ad Hoc Committee to Assist Youth be requested to advise Council of their final implementation strategy as it applies to the responsibilities and structure of the Youth Council and Advisory Board, at which time their mandate will have been fulfilled and Ad Hoc Committee to assist the youth be disbanded. 1.0 BACKGROUND 1.1 At the June 24, 1996 Council Meeting, Ron Collis, Chairman assisted by members of the Ad Hoc Committee to Assist Youth and the Youth Committee, presented their final report to Council outlining their findings and recommendations for consideration. 1.2 Subsequently, Council through resolution C- 560 -96 referred the report to the Treasurer, the Director of Community Services and the Property Manager for review and preparation of a report to be submitted to the General Purpose and Administration Committee. 1.3 The issue of use of the former Fire Hall building is being addressed through Report ADMIN- 27 -96. .. /2 REPORT CS -09 -96 - 2 - SEPTEMBER 23,1996 2.0 OBJECTIVES 2.1 In reviewing the Youth Ad Hoc Committee's Report, the objectives and position of the Committee is identified as follows: 2.1.1 Is there a youth problem in Clarington and if so what are the nature of these problems? o Given the facts presented in the report the Committee suggests there are clear signs that youth problems do exist in Clarington, however, in general the intensity of those problems can be classified as moderate. 2.1.2 Will problems among youth likely escalate if the status quo is maintained? o Projections of residential growth in Clarington suggest youth population (12 -18 years) increases will severely tax current youth services resulting in critical youth problems. 2.1.3 What plan of action is needed to assist youth in Clarington? o Any action plan will need to be comprised of the following guiding principles: - Commitment by the Municipality - Coordination of all Youth Forum - Communications of Youth programs and services - Respect between Youth and Adults - Empowerment of Youths to identify, prioritize and create action plans to address needs. 3.0 COMMITTEE RECOMMENDATIONS 3.1 As a result of their findings, the Ad Hoc Committee to assist Youth has presented three recommendations for the consideration of Council. 3.2 Throughout the report a common theme was made evident, and further in reviewing information received from other municipalities, the aspect of involvement from the youths' perspective was determined to be paramount to the success of any program. Subsequently the Ad Hoc Committee to Assist Youth recommends the establishment of a Youth Council, comprised of a selection of youths representing two distinct age groups (12 - 14 and 15 - 18) and five geographic areas within the municipality. 3.3 Staff would suggest that it may be advisable to defined a structure for the operation of the Youth Council and Terms of Reference be established with clearly defined goals. ../3 1013 REPORT CS -09 -96 - 3 - SEPTEMBER 23,1996 3.4 A second recommendation of the report to establish an Advisory Board has also been forwarded for consideration. Council may wish to endorse the report and its findings, however, it is recommended that should the Advisory Board be established, it be without the status of a formal Board of Council. It is further suggested that the Board's structure not include representation of Council, similar to the structure of the Older Adults Committee. The intention is that an autonomous board will establish an independent attitude and foster a sense of self sufficiency in operating without a dependency of tax dollars. 3.5 The final recommendation is that of hiring a Youth Co- ordinator as a full -time position hired by the Advisory Board. In discussing this issue, staff is suggesting that consideration be given to establishing this position on a contractual basis with the Advisory Board, to be reviewed annually and further that a specific job description for this position be created. It should be noted that the intention is for this position to not be considered as a Municipal employee. 4.0 COMMENT 4.1 The Ad Hoc Committee on Youth is to be congratulated, for a job well done. The report was concise and factual and certainly reflects the endless hours of volunteer work that went into the document. 4.2 It is noteworthy that the premise of staffs review of the document was not to criticize or challenge any of the information or findings. Our role was perceived to be of an advisory nature and to make suggestions that we believe would ultimately assist the Committee in reaching its goals. ,Respectfully submitted, Reviewed by, P. Caruana, Director W. H. Stockwell, inity, Services Department Chief Administrative Officer Marie Marano, Treasurer Frederick Horvath, Property Management JPC:MM:FH:dm 1014 ATTACHMENT #3 TO REPORT CS -01 -00 : rr REPORT Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE File # _ Date: OCTOBER 21, 1996 Res. # _ ADDENDUM TO By -Law # Report #: CS -09 -96 File #: Subject: AD HOC COMMITTEE TO ASSIST YOUTH FINDINGS AND RECOMMENDATIONS Recommendations: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT addendum to Report CS -09 -96 be received; and 2. THAT Report CS -09 -96 be received; and 3. THAT the recommendations in report CS -09 -96 be approved; and 4. THAT Council endorse in principle subject to report CS -09 -96 recommendations as outlined in the Ad Hoc Committee to Assist Youth Findings and Recommendations as presented to Council on June 24, 1996. 5. THAT Council recognizes the Youth Council and Advisory Board as the advisory group to speak to youth issues. 6. THAT as it deems necessary the Advisory Board and Youth Council update Municipal Council on its programs and activities. 7. THAT a committee of staff from the Municipality assist the Ad Hoc Committee to Assist Youth with the design of the implementation strategy. S. THAT once the implementation strategy has been designed the Ad Hoc Committee to Assist Youth will be formally disbanded. 9. THAT a copy of addendum to report CS -09 -96 be forwarded to the Ad Hoc Committee to Assist Youth, the advisors to the committee and be advised of action taken. 1.0 BACKGROUND 1.1 At the October 7, 1996 General Purpose and Administration Committee meeting, Ron Collis and Diane Higgs appeared as a delegation, in response to report CS- 09 -96. Through that presentation, the Ad Hoc Committee to Assist Youth presented five issues that they requested received assurance of Council. (Attachment #1) 1.2 Subsequently, Council referred the requests back to staff for review and report back to the next General Purpose and Administration Committee. 2.0 AD HOC COMMITTEE ASSURANCES 2.1 Staff has reviewed the requests of the Ad Hoc Committee and provide the following comments for consideration of Council. ../2 �: 1015 REPORT CS -09 -96 - 2 - OCTOBER 21, 1996 2.2 That this Council clearly endorses our recommendations as outlined in the Ad Hoc Committee to Assist Youth Findings and Recommendations as presented to Council on June 24, 1996 of this year. - Staff report CS -09 -96 addresses the specifics of the Ad Hoc Committee's final report. Subsequently, staff is recommending, that Council endorse the Ad Hoc Committee's Findings and Recommendations in principle subject to report CS- 09 -96. 2.3 That Council recognizes the Youth Council and Advisory Board as the main bodies that speak to youth issues and co- ordinates youth programs services and activities in Clarington. - - Staff is recommending that this request be amended to recognize the Youth Council and Advisory Board as the primary advisory group to speak to youth issues in the Municipality. References made to co- ordination of youth programs, services and activities in Clarington is felt to be too exclusive and would impact a significant number of existing providers of youth programs and services including the Municipality and various Community Recreation/Park Boards and Associations. 2.4 That a member of Council sit on the Advisory Board and meet with the Youth Council when the Youth Council deems it necessary. Although these two bodies need not be classified as formal Boards of Council. - With respect to the request for Council representation on the Advisory Board, staff are advising against official representation in light of the Provincial directive which requires that all financial transactions of "Boards" of Council be conducted through the Municipal Accounts. This is very restrictive and effectively requires that the Municipality hold all funds, write cheques, approve expenditures etc. It is suggested that this is not the intention of the Advisory Board. If Council considers representation even in an unofficial capacity, the question remains in legal terns whether this constitutes a "Board" of Council. In addition, the issue of insurance and liability poses a concern to staff. After much discussion with the Municipality's insurers regarding Recreation Affiliate Boards, that are currently recognized, and the larger implications of insurance liability, staff are drafting a separate report to address this issue. Consequently, it is not recommended that the Advisory Board be recognized in a manner which may pose similar concerns or raise such questions. --/3 1016 REPORT CS -09 -96 -3- OCTOBER 21, 1996 2.5 That a staff member from the Municipality assist the Committee with the design of the implementation strategy. - Staff is suggesting that a committee of staff be involved by offering assistance to the Committee with the design of the implementation strategy, as there are implications that would involve expertise from a number of departments. Not with standing, staff would be pleased to assist the Committee as advisors. 2.6 That once the implementation strategy has been designed, the Ad Hoc Committee to Assist Youth will be formally disbanded. - Staff concur with this requested as presented in report CS- 09 -96. 3.0 COMMENT 3.1 Staff has discussed the intent of the report with Mr. Ron Collis of the Ad Hoc Committee to Assist Youth and provided him with a copy for the committee's review. Respectfully submitted, Reviewed by, Joseph P. Caruana, Director W. H. Stockwell, Community Services Department Chief Administrative Officer Marie Marano, Treasurer Frederick Horvath, Property Manager JPC:MM:FH:dm 1017 Delegation Address to the General Purpose and AdnI (inistrative oini Ron Collis - Ad Hoc Committee to Assist Youth AT October 7, 1996 TO Since the last GPA Committee meeting, members of the Ad Hoc Co ittee Youth met to discuss the contents of Report CS- 09 -96. This morning I report to you on the decisions that were reached at that meeting. )siant M> 'to,Asstst✓ - l 1 like ^ to,, Members of the Ad Hoc Committee to Assist Youth decided they would be prepared to design an implementation strategy as it applies to the responsibilities and structure of the Youth Council and Advisory Board_ We decided that the implementation strategy would include, the committee member selection process and criteria, a time -table for important achievements to occur, such as the Board and Council formation, initiation of fundraising activities, and the hiring of a Youth Coordinator. And, we would develop a more in -depth description of the responsibilities and structure of these bodies. But, to design this implementation strategy in the most effective way possible, we would need to solicit the advice and assistance of experts in our community. We would need help to insure that our implementation plan covers all of the relevant issues that need to be addressed when setting up a Board or Council. Our hope is that when the Advisory Board initiates operation, members of the Board know exactly what their mandate is, how they will be achieving it, and that they feel comfortable about the process that is prescribed. But, to do this properly, we need assistance from someone who has experience setting up Boards and Councils, someone who can outline the issues that need to be addressed, give suggestions on how we might address these issues, and when we have drafted the implementation strategy, review it and advise us of any concerns. We would request a Municipal Staff Member with experience in this area, fill this role. We would also be willing to approach Dick Malowney, Director of Education for Northumberland - Clarington Board of Education. for his input and assistance. Mr. 1018 � r Malowney has considerable experience setting up Youth Councils. Further, back in April when Mr. Malowney and I discussed the possibility of including a Youth Council in our recommendations, he was extremely supportive of the idea and offered his assistance. A very important issue raised at the last GPA Committee meeting was fundraising. We do recognize that acquiring adequate funding for operation purposes and for the salary of a Youth Coordinator is extremely important. For this reason, we feel that the implementation strategy should specifically define how fundraising efforts will be structured. And we would be willing to approach someone like Paul Morris of the BIA, who has considerable fundraising experience to either give us direction and input on this matter or to recommend someone who can fulfill this role. I hope that you can tell from the description of how we would approach designing the implementation strategy, that just like our Report to Council, we would proceed in a very serious and thorough manner. But before we put any more time and effort into this project. And before we seek to solicit the time and effort of others in the community, before we are to assume the role of designing the implementation strategy, we need to know clearly that our efforts will not be in vain. For us to initiate work on the implementation strategy we need have the following five assurances from Council. 1. That this Council clearly endorses our recommendations as outlined in the Ad Hoc Committee to Assist Youth Findings & Recommendations as presented to Council on June 24th of this year. 2. That Council recognizes the Youth Council and Advisory Board as the main bodies that speak to youth issues and coordinates youth programs, services and activities in Clarington. 3. That a member of Council sit on the Advisory Board and meet with the Youth Council when the Youth Council deems it necessary. Although these two bodies need not be classified as Formal Boards of Council. 1019 4. That a staff member from the Municipality assist the Committee with the design of the implementation strategy. And S, that once the implementation strategy has been designed, the Ad Hoc Committee to Assist Youth will be formally disbanded. With these five assurances formally in place, the Ad Hoc Committee to Assist Youth would accept Municipalities request and initiate work on designing the implementation strategy as it applies to the responsibilities and structure of the Youth Council and Advisory Board. Thank you and we look forward to your response. 1020 ATTACHMENT #4 TO REPORT CS -01 -00 FIREHOUSE YOUTH CENTRE OPERATIONAL BUDGET 1999 Revenue DONATIONS /MINOR FUNDRAISING 20% 10,000.00 MAJOR FUNDRAISING 35% 24,000.00 (4 large events) MUNICIPALITY OF CLARINGTON 5% 2,000.00 SERVICE CLUBS 20% 10,000.00 FOUNDATIONS 20% 10,000.00 (Trillium, United Way, ETC.) Expenses Salary Benefits Supplies Music Postage Mileage Telephone /Fax Recreation Adult /Youth Training- Crisis Intervent ion, CPR, First Aid Repairs & Maintenance Bank Charges Rent Administration 10. 1021 Total: 56,000.00 30,642.00 5,516.00 3,000.00 1,000.00 1.000.00 1,000.00 1,500.00 2,000.00 (800.00) 2,500.00 400.00 5,000.00 2,500.00 Total: 56,558.00