Loading...
HomeMy WebLinkAboutCSD-006-18Clarftwn Community Services Report If this information is required in an alternate accessible format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131. Report To: General Government Committee Date of Meeting: May 7, 2018 Report Number: CSD -006-18 Resolution: GG -221-18 File Number: By-law Number: Report Subject: Youth Centre in Courtice Recommendations: That Report CSD -006-18 be received; 2. That Council approve a six month pilot project Youth Centre operated by the John Howard Society, located at South Courtice Arena, with a scheduled opening date of September 4, 2018; 3. That the $50,000 approved in the 2018 budget be drawn from Community Services Youth Centre Pilot Account #100-42-426-10496-7161 and provided to the John Howard Society to operate the youth centre; 4. That Council approve the proposed additional cost of $5,000 to operate the youth centre on Saturdays for six months to be funded from Unclassified Administration -Contingency Account #100-21-211-x-7298 for 2018 only; 5. That staff report back to Council prior to the end of the six month pilot project; and 6. That all interested parties listed in Report CSD -006-18 and any delegations be advised of Council's decision. Municipality of Clarington Report CSD -006-18 Report Overview Page 2 The Community Services Department is recommending the John Howard Society be approved to assume operation of a youth centre at South Courtice Arena, on a six month trial basis. 1. Background 1.1 At the General Government Committee meeting of January 22, 2018, Committee carried resolution #GG -032-18 which states "That staff be directed to report back at the General Government Committee Meeting of Monday April 16, 2018 on establishing a youth centre in Courtice in 2018; and That this be referred to consideration for the 2018 budget." Staff advised Council on April 9 that additional time was needed to compile all details for the report and it would be on the May 7 agenda. 1.2 At the Council Meeting of February 5, 2018, Council subsequently approved resolution #C-028-18 which states "That $50,000 be allocated to Community Services for a pilot youth project in Courtice; That the project include public consultation; and That the public consultation include both Courtice and Newcastle with a view to a youth program being set-up in Newcastle in 2019." 1.3 Since the early 1990's the Municipality, through the Community Services Department, has been working with the community, advisory groups and local agencies with a goal of providing recreational, leisure and social activities to youth of Clarington. 1.4 Through the efforts of all parties involved, John Howard Society (JHS) has emerged as a leader for the provision of youth activities and ultimately as the operator of the very successful Firehouse Youth Centre (FYC) in Bowmanville. Due to the location of the youth centre the primary beneficiaries of this service are the youth of Bowmanville. 1.5 Staff recognize there have been attempts at youth services in some of our other communities in the past; we have not seen the level of success that exists in Bowmanville today. As our communities continue to grow and become more diverse, it is prudent to re -assess what is needed for youth activities. The public consultation completed for this report has been summarized to assess the existing need for youth activities in both Courtice and Newcastle. 1.6 Council's Strategic Plan for 2015-2018 identified youth as a priority for enhanced services as well as to pursue the "Youth Friendly" community designation. The expansion of youth services through a youth centre in Courtice and in the future, Newcastle, aligns with Council's strategic direction. Further, staff have reviewed the criteria and application process for the Youth Friendly designation and at this time would recommend application for this designation be deferred and staff resources be dedicated to continue expanding youth opportunities and services within the Municipality. This initiative also supports the strategic direction "Promote Resident Engagement In Our Community," as there were many opportunities for public input on this initiative. Municipality of Clarington Resort CSD -006-18 Page 3 1.7 Following approval of the above resolution, staff invited JHS and FYC to meet to discuss this project and to seek their interest level in working with us on this. They were very receptive and have continued to stay engaged to date. 2. Consultation Process 2.1 The consultation process included three components in order to obtain as much information as we could. This included an on-line survey, visits to the high schools in Courtice and Newcastle and information nights at our recreation facilities. 2.2 On March 12, our Communications team launched an interactive webpage called Courtice Youth Centre through the Engage Clarington portal on the Clarington website. This interactive site encouraged the sharing of ideas, and provided an opportunity to ask questions, complete a survey of what they would like to see offered at a youth centre, and a Quick Poll. The Poll asked; "Would you go to a youth centre to hang out with friends?" The site also promoted the dates of the Youth Centre Information Drop - ins, which were held during the last two weeks of March. This on-line site garnered valuable input from a total of 137 respondents. 2.3 Youth Centre Information Drop -ins were held between March 20 and 28 at Courtice Community Complex, South Courtice Arena, and Diane Hamre Recreation Complex. This was an opportunity for the general public to stop by the display and provide any comments and suggestions for a youth centre in their community. Although the attendance at these sessions varied they did provide additional input into the process. 2.4 During the week of March 19, Department staff visited Clarke High School, Holy Trinity Catholic Secondary School, and Courtice Secondary School, which includes Courtice Intermediate School. These sessions were held during the students' lunch breaks, with staff hosting a display in the school cafeterias and attempting to engage students in a dialogue about their thoughts on a youth centre in their community. These sessions were successful and provided specific feedback from a large section of the youth centre target market. 2.5 Students from St. Francis of Assisi Catholic Elementary School in Newcastle were also sent an invitation to attend the evening session at the Diane Hamre Recreation Complex. These students were involved in a Deeper Learning Showcase at their school, which was attended by several Clarington Councillors. Through their presentation they expressed a desire for a "Teen Space" in Newcastle. This group of students are also scheduled to make a presentation at the General Government Committee meeting on May 7, 2018. 2.6 In addition, an email with a link to the Engage Clarington site was sent to the superintendents at Kawartha Pine Ridge District School Board and Peterborough Victoria Northumberland and Clarington Catholic District School Board, encouraging them to share this site with teachers in their Grade 7 and 8 classes. Municipality of Clarington Resort CSD -006-18 3. Consultation Feedback Page 4 3.1 Staff collected and reviewed all feedback provided during the consultation process. General trends were identified and have been included in Attachment 1. 3.2 The overwhelming response with respect to location, for both the Courtice youth centre and a future Newcastle youth centre was placement in an existing recreation facility. Access to transit and being within walking distance of the location was identified as a requirement, to allow youth independence in accessing the centre. There was a strong preference for the centre to be open both after school and on weekends. 3.3 Respondents provided a large variety of suggestions for both activities and amenities for the youth centre. Areas identified as enhancing the youth centre experience included: quiet space (for homework/reading), a lounge area, kitchen area, activity space (both active and passive), a computer area and outdoor space. Programs and activities included sports (most requested), free time, video games, active games such as ping pong and pool, organized trips, and the ability to utilize a quiet space for things such as homework, tutoring, art and reading. Access to Wi-Fi and charging areas for personal devices were also mentioned. 3.4 Many respondents, including parents and youth, offered comments and suggestions outside of the standard responses. These comments not only provide valuable insight from the youth perspective, but also provide a foundation for the goals of the centre itself. Regardless of what is being offered, the youth of Clarington want the opportunity to meet new people, have the chance to try new things and spend time in a safe, welcoming, and inclusive space. 4. Operation of the Youth Centre 4.1 Given the existing relationship the Municipality shares with JHS and FYC, it was important to work with them to develop an operating plan that would be conducive to a successful six month pilot project. As indicated earlier we have been in communication with JHS throughout this process and have shared the feedback we have received from both the Courtice and Newcastle communities. Throughout the engagement process we also received positive feedback that supported the importance to work with FYC on this project. 4.2 The John Howard Society responded with a proposal to assume the operation of the youth centre in Courtice dated April 3, 2018 (Attachment 2.) In this proposal they expressed some concern with the space we had identified at South Courtice Arena. Following more discussion with JHS and additional visits to the facility, additional space was considered on the second floor. 4.3 The discussions resulted in an amendment to the original proposal (Attachment 3) committing to the six month project. It also included an optional costing to provide weekend operating hours that we heard the need for in the community engagement. Municipality of Clarington Page 5 Resort CSD -006-18 5. Location of the Youth Centre in Courtice 5.1 Another important consideration is potential locations for the youth centres in both Courtice and Newcastle. There has been discussion that a youth centre for Courtice should be located along the Highway 2 corridor. As we heard in the feedback we received there was community interest in locating the centre in an existing recreation centre as this would offer a wider choice of activities for our youth. 5.2 With the help of the Clarington Board of Trade, potential retail and commercial locations were researched. Some opportunities were found but due to pending lease proposals or size of the spaces no suitable locations were found, so no further investigation was done. It was also apparent that the approved funds would not support the cost of leasing suitable space. 5.3 Another consideration was the rental of modular units that could be located on municipal property, including existing recreation centre sites. This has some potential and will continue to be researched by staff for the future. 5.4 The proposed location at South Courtice Arena includes two sections of the upper viewing area between the two ice pads with a total area of approximately 1,500 square feet. The rooms are currently used for a variety of programs and activities and reassigning the dedicated space will require staff to make other accommodations. 5.5 The space will require minor renovations to make it more conducive for a youth centre. Funds were approved in the 2018 capital for renovations including to this upper viewing area. A portion of this budget will be used to make the necessary changes. 6. Potential Newcastle Location for 2019 6.1 As staff look forward to 2019, there will also be challenges finding space at the Diane Hamre Recreation Complex for a youth centre for Newcastle. The current programming at this facility will make dedicating a youth centre at this facility very difficult. 6.2 Staff will continue to research location options for Newcastle and will provide additional information when we report back to Council early in 2019. 7. Financial Considerations 7.1 John Howard Society has provided a budget to operate the centre for a six month period utilizing the funds approved by Council (Attachment 3). The summary of their operating costs are: Staffing/Benefits $40,823 Operating Costs $ 2,300 Program Supplies and Equipment 6,877 Total Cost $50,000 Municipality of Clarington Resort CSD -006-18 Page 6 The optional cost for providing weekend operating hours for the centre would be an additional $5,000. For 2018, this can be funded from unclassified administration - contingency account #100-21-211-x-7298. If Council deems this to be a successful investment, it would need to be incorporated into the 2019 budget as an addition to the 2018 approved budget of $50,000 for the Courtice Youth project. 7.2 The approved 2018 capital budget included $35,000 for renovations to second floor office and viewing areas at South Courtice Arena. The proposed changes would also be beneficial to the operation of the youth centre. This would include removal of some windows, installation of cupboards, building a permanent wall to separate the sections and the construction of additional office/work space. This work was originally planned to be completed in August which also works within the timeframe to get the centre open for September. 8. Concurrence 8.1 Not Applicable 9. Conclusion 9.1 It is respectfully recommended that Council approve the recommendations outlined in Report CSD -006-18 and support the partnership between the Municipality and the John Howard Society for the pilot project for this youth centre in Courtice. 10. Strategic Plan Application 10.1 The recommendations contained in this report conform to the Strategic Plan in terms of promoting resident engagement in our community and specifically enhancing youth services in Clarington. Municipality of Clarington Page 7 Report CSD -006-18 Submitted by: Reviewed by: Joseph P. Caruana, Andrew C. Allison, B. Comm, LL.B Director of Community Services CAO Staff Contact: George Acorn, Facilities Manager, 905-623-3379 ext. 2503 or gacorn@clarington.net Attachments: Attachment 1: Summary of Public Engagement Feedback Attachment 2: John Howard Society proposal dated April 3, 2018 Attachment 3: John Howard Society amended proposal dated April 20, 2018 and 6 month youth centre operating budget The following is a list of the interested parties to be notified of Council's decision: Janice Jones, Delegation Dianna Eastwood, Executive Director, John Howard Society of Durham Region Attachment 1 to CSD -006-18 Question School Visits Drop -In Information Sessions Engage Clarington Top Answers Top Answers Top Answers 137 responses Where would you want Somewhere within Courtice, no Within existing recreation facility, In an existing rec facility —103 the youth centre located specific suggestions no specific suggestions Other location — 24 in Courtice? Close to both high schools Within walking distance or accessible by transit Where would you want Diane Hamre Rec Complex Old Fire Hall In an existing rec facility —101 the youth centre located Within Newcastle Close proximity to new secondary Other location - 26 in Newcastle? school No specific suggestions When would you like to After school — 28 After school — 8 After school — 85 see youth centre open? Weekends - 15 Weekends - 3 Weekends - 84 What activities should Sports (most requested) Sports (most requested) Drop in Sports -96 the youth centre offer? Trips Video Games, TVs Free Time — 94 Music/Art space Lounge Area Video Games — 78 Pool table, ping pong, etc. Kitchen Area Organized Trips - 52 Quiet space Quiet space for homework/reading Free time Various activities Theme nights What would you like to Kitchen area for food and drinks Lounge Area Games (Foosball, ping pong, pool see at the youth centre? Kitchen Area table) - 110 Outdoor Space — 96 Computer Area — 94 Kitchenette — 71 Other — lounge area Wifi & charging areas Other Comments worth Separate space for 14+ and 11-18 target age group Safe space noting under 14 Safe and welcoming place to relax Make new friends LGBTQ friendly space and have fun Hang out or try new things Inclusive space Counselling/mental health/tutoring Safe environment to just hang out but also do activities if you want JohnHoward SOCIETY OF DURHAM REGION 132 Church Street, Bowmanville. Ontario L1C 1T5 Tel.: (905) 623-6814 Fax: (905) 623-0221 George Acorn April 3rd, 2018 Municipality of Clarington Community Services Department Re: Courtice Youth Centre Proposal As per request, the John Howard Society of Durham Region is submitting the following proposal with keen interest in developing and facilitating a Youth Centre in Courtice. Our 20 years experience with the Firehouse Youth Centre gives us a great deal of experience to draw on for a successful centre in Courtice. Programming • We are proposing a similar model to the Firehouse Youth Centre where youth inform the activities of the centre, is inclusive and non-judgemental, encourages youth engagement and empowerment • Operate 4 evenings a week during start up phase to determine what hours and days best meet needs of Courtice youth • Ages 12 to 18 • Officially open centre September 4, 2018 Proposed Space After having a chance to tour the proposed space we feel very strongly that the viewing area at the South Courtice Arena is not a conducive location for a successful Courtice youth centre. In addition, to being difficult to access, issues around privacy, the possibility for sensory overload, lack of visibility, proximity to other activities taking place, and very small size all pose a number of challenges. We are concerned the proposed space lacks the allure needed to draw local youth and feel truly youth friendly. In saying that we feel some other areas of the facility (ie. the youth room) have greater potential. An ideal location would incorporate the following: • Visible to the community, particularly the youth • Opportunity for visible indoor and outdoor signage • Ease of access • Enough square footage to accommodate multiple nooks for table games, conversation, projects, etc (approximately 1000 square feet) Registered Charity 107542615 RR 0001 Further Discussion johnHoward SOCIETY OF DURHAM REGION Space and youth needs will inform the needs around furnishings and equipment making it difficult to predict a realistic budget to open the doors of a new centre, therefore the lines within the proposed budget may need to be altered once that has been determined. The location of the program may also require further discussion with Municipality staff around the logistics of accessing the Centre and also determining what other spaces in the facility our staff and youth have access to for activities. A Courtice youth centre will also impact our current budgeting for Bowmanville during this year and moving forward. We have to consider how both sites are impacted by a change in the staffing model that will allow for strengthening the staff compliment in both locations so the Co-ordinator can reduce front line work and provide support and supervision to the staff as well as the community relationship building that goes along with the role. We are applying part of the Co - Registered Charity 107542615 RR 0001 Milestone Negotiate Appropriate Space Proposed Work Plan Start Date End Date April 3rd, 2018 May 1St, 2018 johnHoward SOCIETY OF DURHAM REGION Description of Activity Collaborate with the Municipality of Clarington Rcgistcrcd Charity 107542615 RR 0001 johnHoward SOCIETY OF DURHAM REGION Registered Charity 107542615 RR 0001 c) utilize this time to initially evaluate the centre Community May 1St, 2018 December 31St, a) community outreach will be a Outreach 2018 key component. Focus on fostering and maintaining relationships with schools, churches, local service club and extracurricular activities clubs Develop and May 1St, 2018 December 31St, a) design and develop evaluation utilize 2018 forms, surveys and data collection evaluation tools tools b) train staff in the use of these tools Registered Charity 107542615 RR 0001 johnHoward SOCIETY OF DURHAM REGION 132 Church Street HowmauviIle, 011tario L1C 1T5 Tel • (9051 623-6819• Fa x: (9 05) 623-0221 George Acorn April 20th, 2018 Municipality of Clarington Community Services Department Re: Courtice Youth Centre Proposal Addendum Thank -you very much for meeting with us to discuss the space offered at the South Courtice Arena for the youth centre. We appreciate that you are aware that the space is not ideally located within the building but are willing to work with us and invest in the space available to make it as visible as possible for the youth as well as ensure it has the amenities to function well for the staff and youth. The fact that you are able to increase the size of the space committed to a youth centre also demonstrates your commitment to the success of the centre. We are certainly prepared to move ahead with the proposed plans and timelines previously submitted. We request that we be consulted prior to any renovation of the space to ensure that our priorities concerning safety, supervision, programming and equipment are taken into consideration during that process. Also, we request opportunity for a formal review of the youth centre at year end to identify and discuss the strengths and challenges of the model implemented. We would like to reiterate that past the six-month period, into a new budget year, we will need to look at how the overall budgets and lines of the youth centre locations can complement the staffing model and programming for the combined sites. As per request, we worked out that the additional hours for Saturday programming for the operational portion of the proposed time period would cost an additional $2500 in wages and Mandatory Employment Related Costs. Should you have any further questions, please do not hesitate to contact us. Sincerely, Dianna Eastwood Executive Director Registered Charity 107542615 RR 0001 Attachment 3 to CSD -006-18 6 months DRAFT budget Courtice Youth Centre Courtice Notes REVENUE Mun of Clarington 50,000 Uw Fundraising donations for Cmas dinner service club donations TOTAL 50,000 EXPENSES Co-ord Salary 12,255 .5 co-ord Part time 10,330 24hrs/wk Relief 8,520 17 wks x 20 hrs/wk CPP/EI 2,490 JHSO 2,710 Administration 4,518 10% insurance 400 Office Supplies 250 Mileage 200 Telephone Staff Training 400 repairs and maintenance 200 Cmas dinner 500 Fundraising Client assistance 100 Food 250 Program Supplies/equipment 6,877 Additional Saturdays staffing 4,604 17 wks x 6 hrs/wk CPP/EI 370 TOTAL EXPENSES 54,974