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Home My WebLink AboutOPD-004-20Clarington Staff 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: June 22, 2020 Report Number: OPD-004-20 Submitted By: Reviewed By: File Number: Stephen Brake, Acting Director of Operations Andrew C. Allison, CAO Report Subject: Gardening at Municipal Buildings Recommendations: 1. That Report OPD-004-20 be received; Resolution#: GG-214-20 By-law Number: 2. That Council provide approval for staff to contract out the gardening requirements for the Sarah Jane Williams, Waverly House and Newcastle Community Hall Buildings within the $20,000 budget approved for such purpose; and 3. That the Newcastle Community Hall be advised of Council's decision. Municipality of Clarington Report OPD-004-20 Report Overview Page 2 Council approved funding in the 2020 Operating Budget to contract out gardening services for the Sarah Jane Williams and Waverly House buildings. Additional funding was also approved to complete gardening work at other Municipal building locations subject to a review and a report back to Council prior to expending any funds. This report addresses Council's request and also seeks approval for staff to award a contract within the $20,000 budget allowance to address the outdoor gardening requirements at the Sarah Jane Williams, Waverly House and Newcastle Community Hall buildings. 1. Background 1.1. At the regular meeting of March 2, 2020, Council passed resolution C-078-20 that allocated $5,000 for gardening services at the Sarah Jane Williams and Waverly House buildings. This level of funding was approved with the direction that the funds could be expended at the discretion of the Directors of Operations and Community Services. 1.2. At the regular meeting of March 2, 2020, Council also passed resolution C-079-20 that allocated an additional $15,000 for gardening services at Municipal buildings. This funding, however, required that Operations report back on the gardening requirements at Municipal Buildings prior to expending any funds. 2. Discussion 2.1. The Municipality owns a total of 42 buildings that are operational and currently in use. These buildings provide a variety of corporate and community service functions and include such facilities as the Municipal Administration Center, Recreation Complexes, Fire Stations, Operations Depots, Museums, Library Buildings and a number of Board managed community halls. 2.2. As shown on Attachment 1, each of the 42 building locations was assessed to determine the physical size of the existing horticultural installations. These reviews confirmed that the installations ranged widely with some facilities not having any plantings to others having a number of very large gardens. The review also identified which group of individuals are currently responsible for the maintenance of the gardens at each of the buildings. Municipality of Clarington Report OPD-004-20 Page 3 2.3. At many of the corporate building locations staff from the respective departments in Operations, Community Services and Fire and Emergency Services provide the required levels of regular garden maintenance. This is also the situation at each of the Community Halls where board members or volunteers with the local horticultural society complete the required maintenance work. 2.4. The upkeep of the gardens at most building locations is managed to a suitable level of presentation with the current exception of the Sarah Jane Williams, Waverly House, and Newcastle Community Hall buildings. There are multiple garden beds at each of these facilities that are quite large and in need attention in the short-term due to the recent lack of a volunteer base and also the dissolution of the local Newcastle Horticultural Society. 2.5. The Board Chair of the Newcastle Community Hall has also recently approached the Operations Department seeking assistance with the maintenance of their outdoor gardens. In this particular case, the Newcastle Horticultural Society has stepped down and the Community Hall Board cannot presently afford to hire a private contractor due to their current cash flow issues created by Covid-19. 2.6. Due to the amount of work that is required to improve and maintain the 895 m2 of existing gardens at the Sarah Jane Williams, Waverly House and Newcastle Community Hall buildings, additional locations are not being proposed at this time. Provisions, however, will be made in the contract to include other buildings as the need or request arises and budget is available. 2.7. The contract will require a visit to each building location a minimum of four times a year that includes a Spring and Fall clean-up. During the first year of the contract additional effort will be necessary to trim/prune overgrown trees, shrubs and hedges. Specifications will require the proponent to provide the following services: 1. Trim 2. Prune 3. Remove all weeds 4. Mulch 5. Cultivate 6. Thin -out existing plant material 7. Properly dispose of all vegetative litter 3. Concurrence 3.1. This report has been reviewed by the Director of Community Services, Director of Finance and the CEO, Clarington Public Library, Museum and Archives, and Secretary Treasurer who concur with the recommendations. Municipality of Clarington Report OPD-004-20 4. Conclusion Page 4 4.1. It is respectfully recommended that Council approve that the Acting Director of Operations expend the budgeted funds to provide regular maintenance of the outdoor gardens at the Sarah Jane Williams, Waverly House and the Newcastle Community Hall buildings. Staff Contact: Stephen Brake, Acting Director of Operations, 905-263-2291 extension 2903 or sbrake clarington.net Attachment 1 — Municipal Building Garden Maintenance Schedule Interested Parties: Newcastle Community Hall Attachment 1 to Municipality of Clarington Report OPD-004-20 If this information is required in an alternate format, please contact the Accessibility Co- ordinator at 905-623-3379 ext. 2131 Municipality of Municipal Building Garden Clarington Maintenance Schedule Building Name Address Approx . Area (m2) Serviced By Animal Services Building 33 Lake Road, Bowmanville 287 Operations Building Services - Maintenance Building 33 Lake Road, Bowmanville 0 Clarington Community Resource Centre 132 Church Street, Bowmanville 0 Fire Station 1 2430 Highway 2, Bowmanville 126 Operations Fire Station 2 3333 Highway 2, Newcastle 60 Operations Fire Station 3 5708 Main Street, Orono 25 Fire Fire Station 4 2611 Trulls Road, Courtice 0 Fire Station 5 2354 Concession, Enniskillen 14 Operations Hampton Community Hall 5360 Old Scugog Road,Hampton 50 Board Hampton Operations Depot 2320 Taunton Road, Hampton 26 Operations Kendal Community Centre 6742 Newtonville Road, Orono 25 Hall Board MAC/Main Branch Library 40 Temperance Street, Bowmanville 25 Hort. Society/Operatio ns Old Station 2 247 King Avenue, Newcastle 0 Orono Operations Depot 3585 Taunton Road, Orono 38 Operations Orono Arena 2 Princess Street, Orono 0 Newcastle Arena 103 Caroline Street W, Newcastle 0 Sarah Jane Williams Heritage Centre 62 Temperance Street, Bowmanville 135 Museum Volunteers Waverly Place (Bowmanville Museum) 37 Silver Street, Bowmanville 400 Museum Volunteers Clarke Museum 7086 Old Kirby School Road, Kirby 50 Museum Volunteers Volunteer Building 7086 Old Kirby School Road, Kirby 0 Attachment 1 to Municipality of Clarington Report OPD-004-20 Building Name Address Approx . Area (m2) Serviced By Tourism Centre 181 Liberty Street, Bowmanville 2 Operations Visual Arts Centre 143 Simpson Avenue, Bowmanville 500 Visual Arts Volunteers Depot 42 178 Clarke Townline, Bowmanville 0 Baseline Community Centre 244 Baseline Road, Bowmanville 0 Brownsdale Community Centre 2226 Golf Course Road, Newcastle 25 Hall Board Clarington Beech Centre 26 Beech Street, Bowmanville 295 Hall Board Haydon Community Hall 2503 Concession Road 8, Haydon 90 Hall Board Memorial Park Clubhouse 120 Liberty Street South, Bowmanville 5 Hall Board Newcastle Community Hall 20 King Street West, Newcastle 360 Hort. Society Newtonville Hall 21 Church Lane, Newtonville 5 Hall Board Orono Town Hall 5315 Main Street, Orono 135 Hall Board Solina Community Hall 1964 Concession Road 6, Solina 10 Hall Board Tyrone Community Centre 2716 Concession Road, Tyrone 120 Hall Board Newcastle Branch Library 150 King Avenue East, Newcastle 4 Operations Orono Branch Library 127 Church Street, Orono 85 Operations Garnet B. Rickard Recreation Complex 2440 King Street West, Bowmanville 285 Community Services Courtice Community Complex 2950 Courtice Road, Courtice 320 Community Services South Courtice Arena 1595 Prestonvale Road, Courtice 90 Community Services Darlington Sports Arena 2276 Taunton Road, Hampton 0 Alan Strike Aquatic Center 49 Liberty Street, Bowmanville 0 Diane Hamre Recreation Complex 1780 Rudell Road, Newcastle 235 Community Services Bowmanville Indoor Soccer 2375 Baseline Road, Bowmanville 8 Operations