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HomeMy WebLinkAboutCSD-001-16 t � < ] Community Services Report If this information is required in an alternate accessible format, please contact the Municipal Clerk at 905-623-3379 ext. 2102. Report To: General Government Committee Date of Meeting: January 25, 2016 Report Number: CSD-001-16 Resolution: m - (:)``t C� � File Number: N/A By-law Number: Report Subject: Newcastles of the World Recommendations: 1. That Report CSD-001-16 be received; 2. That the Newcastles of the World Steering Committee be established as a Committee of Council and the Terms of Reference (Attachment 2) be approved for the period of February 2, 2016 to October 31, 2016; 3. That Council Representative(s) be appointed to the Newcastles of the World Steering Committee; 4. That the $20,000 financial contribution be referred to the 2016 municipal budget process; 5. That Council support all appropriate grant funding applications of the Committee; 6. That the Municipality of Clarington Finance Department issue receipts for sponsorship and donation payments pertaining to Newcastles of the World event and in turn remit these funds to the Newcastles of the World Steering Committee for their use; 7. That municipal staff involvement with participation in the conference sessions be referred to Department Heads for their consideration; and 8. That all interested parties listed in Report CSD-001-16 and any delegations be advised of Council's decision. Municipality of Clarington Report CSD-001-16 Page 2 Report Overview Newcastles of the World Alliance was created in the United Kingdom and its goals include sharing best practices in economic development, tourism, culture and heritage; creating connections between communities through education (youth delegates) and business (trade). Since 1998 a summit is held every two (2) years in different Newcastles around the world. The next summit in 2016 is being held in Newcastle, Ontario. 1 . Background On February 10, 2014, Council approved the following resolution: "WHEREAS there are more than 100 different "Newcastles"or "New Castles"around the globe, in many different countries and in many different languages; WHEREAS "Newcastles of the World"connects citizens and groups from the Newcastles for friendship, for cultural, educational and business exchange, and to share experiences and ideas; WHEREAS Newcastle, Ontario in the Municipality of Clarington participated in the "Newcastles of the World" Summit held July, 2012 in Newcastle upon Tyne; WHEREAS Newcastle, Ontario in the Municipality of Clarington has joined and become a member of the "Newcastles of the World; and WHEREAS the next "Newcastles of the World" Summit is to be held April, 2014 in the town of Nove Hrady, Czech Republic; NOW THEREFORE BE IT RESOLVED THAT Mayor Adrian Foster and Members of Council for the Municipality of Clarington send a Proclamation recognizing the "Newcastles of the World" Summit in Nove Hrady, Czech Republic; and THAT the Council of the Municipality of Clarington support the "Newcastles of the World Summit"be held in the Village of Newcastle, Ontario in the Municipality of Clarington for the summit year 2016." On Monday, January 4, 2016, Jeany Barrett, Chair of the Newcastles of the World Steering Committee made a delegation to the General Government Committee with an update on the planning and identified some specific requests from the Committee to the Municipality of Clarington. These requests are: Municipality of Clarington Report CSD-001-16 Page 3 • Steering Committee become a Committee of Council • Support for putting on an international conference to showcase Newcastle and Clarington • Financial support in the amount of $20,000 • Staff support from various departments: Community Services Department, Corporate Services Department, Operations Department and Finance Department This report has been prepared by staff to provide specifics to Council on these requests, as directed through Resolution GG-006-16: "That the delegation of Jeany Barrett regarding Newcastles of the World, be received with thanks; and That the requests of the Newcastles of the World Steering Committee, be referred to Staff to prepare a report to the January 25, 2016 General Government Committee meeting." 2. Proposal 2.1. Newcastles of the World Summit 2016 The 2016 Newcastles of the World Summit is scheduled to take take place in Newcastle, Ontario from September 19 to 23, 2016. It is expected that the delegates will include Mayors, municipal staff, business people and youth from all over the world. The theme for the 2016 Summit in Newcastle, Ontario is aging population and how it affects the community, family and youth. Since 2014, a steering committee has been developing a plan to best highlight the Village of Newcastle and the benefits of living, working and playing in Clarington for the 2016 Summit. Each morning, the delegates will take part in seminars related to either the conference theme or advancing the priorities of the Newcastles Alliance (Attachment 1) forward. In the afternoons, delegates participate in locally based excursions with visits to Algoma Orchards, OPG, golfing, Bowmanville Zoo and a historical walking tour to name a few. Evenings will include local entertainment and other activities. The Newcastle Community Hall has been reserved for the week to host these workshops and serve as the home base during the conference. A separate contingent of youth delegates (ages 18-25 years) will conduct their working sessions at the Newcastle Branch of the Clarington Public Library. Municipality of Clarington Report CSD-001-16 Page 4 2.2. Steering Committee The members of the Steering Committee are: Jeany Barrett Chairperson Brianna Bate Project Coordinator Jane Black Food Jane Chung Youth Committee Joyce Kufta Excursions Masood Vatandoust Accommodations Shirley Rogers Secretary Carl Good Transportation Marilia Hjorngaard Newcastle BIA representative Leo Blindenbach Finances / Treasurer Jill Richardson Sponsorships Vacant Entertainment & Culture The committee also includes two municipal staff: the Community Development Programmer (Community Services Department) and the Communications Coordinator (Corporate Services Department). 2.3. Committee of Council The Newcastles of the World Steering Committee has requested to be recognized as a Committee of Council. This request is a result of the anticipated insurance premium for the scope of this event. As a Committee of Council, they would be covered under the Municipality's insurance coverage. To address this request, the Durham Region Insurance Pool was contacted. They have advised that they would cover the insurance requirements of the Newcastles of the World Committee for the purposes of planning and hosting the event. In order to be covered, the following conditions must be met: • Council passes a resolution accepting the Committee as a Committee of Council • A member of Council sits on the Committee • Committee minutes are forwarded to Council for information • A budget is prepared by the Committee and submitted to Council • Financial statements are submitted to Council • The Committee is aware that they cannot incur debt • All assets of the Committee become municipal assets • The Committee will not become incorporated Municipality of Clarington Report CSD-001-16 Page 5 For Council's information, the Committee currently meets monthly on Wednesday mornings and meeting frequency will increase as the event date approaches. Sub- committees /working groups may meet more frequently as workload and activities demand. Staff have drafted the attached Terms of Reference (Attachment 2) to help guide the work of this group. 2.4. Financial Administration The Newcastles of the World Steering Committee is requesting the assistance of the Municipality's Finance Department with certain tasks related to financial administration such as processing sponsorship and registration payments and issuing receipts. Through discussions with Finance Department staff, it is not normal practice to do the accounting functions for the boards of council; however, the department does issue municipal receipts for donations and sponsorships that the boards of council receive. The funds received are then forwarded to the applicable board of council for their use. In this manner, the Steering Committee will be required to establish their own bank account to conduct their business. The Committee would remain responsible for any costs incurred as a result of hosting the event. 2.5. Budget and Financial Support The Committee has created a budget for the 2016 Newcastles of the World Conference (Attachment 3). The budget assumes revenue from an estimated 50 registered delegates, and various unconfirmed sources including sponsorships and grants. While the Committee is hopeful they can secure more through provincial and federal grant programs, they have conservatively submitted a budget revenue figure of $10,000, As with all budgets, some of the expenses will need to be adjusted based on the number of delegates (i.e. accommodations, food, gifts) while other costs such as facility rental fees, speakers and transportation will be fixed costs that have been factored in to the overall budget. The Committee has indicated they are committed to providing a fiscally responsible, world-class event. The Committee has prepared a contingency plan in case revenue targets are not met or if expenses come in higher than anticipated. This contingency plan includes re- evaluating the budget and conference program regularly and offering the opportunity for local businesses to provide in-kind services or products in lieu of cash sponsorship if that is prohibitive for them. Municipality of Clarington Report CSD-001-16 Page 6 The committee is seeking financial support for the week-long conference and is requesting $20,000 from the Municipality of Clarington. 2.6. Departmental Support In addition to the financial support requested, the Newcastles of the World Steering Committee is also requesting support from various municipal departments. Community Services Department Municipal staff from the Community Services Department will act as a resource to the Steering Committee and assist with aspects of the planning, logistics and implementation of the event in their role as Municipal Liaison. Corporate Services Department, Communications and Tourism Division The Communication and Tourism Division will continue to assist as required with graphic design needs of the Committee. A significant focus of this event is the Tourism component and to that end the department is determining if a more specific role for the new Tourism Co-ordinator is appropriate, Finance Department As outlined in section 2.4 of this report, the Finance Department would be relied upon to issue municipal receipts for donation and sponsorship payments pertaining to the Newcastles of the World event, Operations Department The Committee has many activities and excursions planned to entertain the delegates and showcase our community. In order to offer these activities, some assistance and resources will be required to coordinate the events with the Operations Departments such as use of picnic tables, waste receptacles, and traffic pylons. Upon discussion with the Operations Department, once the events are confirmed by the Committee, requirements will be reviewed with the Operations Department as per their normal practice. 2.7. Staff Participation The conference, which will run September 19 to 23, 2016, will be attended by delegates from around the world. Past conferences have indicated many of these delegates will be municipal council representatives and staff from various departments, specifically Tourism, Planning, and Economic Development. Municipality of Clarington Report CSD-001-16 Page 7 The Newcastles of the World Committee is encouraging municipal departments to consider sending staff to the conference. The role of these staff members would be to participate in discussions during conference sessions and offer a Clarington perspective while networking on an international level. The Committee has offered to waive the registration fee for municipal staff. Municipal staff would not be required or expected to attend excursions, meals or special events, unless deemed appropriate, so their attendance would not be required for the entire week. 3. Financial Considerations If all recommendations are approved, there will be a financial impact of $20,000 which is recommended to be referred to the 2016 budget process. 4. Concurrence This report has been reviewed by Nancy Taylor, Director of Finance, Fred Horvath, Director of Operations and Marie Marano, Director of Corporate Services who concur with the recommendations. 5. Conclusion This fall, the Newcastles of the World Steering Committee will welcome delegates from around the world as the host of the 2016 Newcastles of the World conference. The Newcastles of the World conference is an opportunity for political and municipal representatives from various Newcastles around the world to come together to network and collaborate topics such as economic development, tourism and citizenship. This will be a unique opportunity to discuss issues surrounding an aging population and how the growing older adult demographic affects the community, family and youth on an international level. The discussions with other communities and linkages that will be created could facilitate the creation of jobs, attraction of new businesses and expansion of existing businesses, which is a strategic priority of Council. Should Council wish to support the requests of the Newcastles of the World Steering Committee, they would provide a unique opportunity to showcase Newcastle and Clarington on an international stage, setting the tone for the possibility of international partnerships and relationships for the community. Municipality of Clarington Report CSD-001-16 Page 8 6. Strategic Plan Application The recommendations contained in this report conform to the Strategic Plan. r Submitted by: Reviewed by: � Jo bph P. Caruana, Franklin Wu, Director of Community Services Chief Administrative Officer Staff Contact: Sharon Meredith, Manager of Recreation, 905-623-3379 ext. 2504 or smeredith@clarington.net Attachments: Attachment 1 — Newcastles of the World Declaration 2014 Attachment 2 — Newcastles of the World Steering Committee Terms of Reference Attachment 3 — Newcastles of the World Steering Committee — Event Budget List of interested parties to be notified of Council's decision: Jeany Barrett, Chair, Newcastles of the World Steering Committee JPC/SM/WG Attachment 1 to CSD-001-16 2014 Conference in Nove Hrady NEWCASTLES OF THE WORLD DECLARATION 2014 Delegations from different Newcastles gathered in Nove Hrady, Czech Republic, from 28 April to 4 May 2014 for our ninth conference. Following the original initiative of Shinshiro City, Japan, we have continued to exchange views and have deepened understanding, friendship and solidarity among us. We have succeeded in establishing and maintaining and international network connecting our towns and cities for the mutual benefit of our citizens. On behalf of our respective Newcastles, we have agreed to use our best endeavours to progress the following programme: 1. To implement the funding arrangement, as agreed between us, at the earliest possible date which will provide resources to establish a paid secretariat - responsible for taking forward this agreed plan of action. 2. To share information and best practice, and to support each other in any other practicable way to further our principal common interests which are: • To create employment opportunities, especially for our young people, together with the skills development that underpins it. • To development new initiatives that provide affordable housing for those in our communities who need it. • To address the gap in communication and involvement between local leaders and institutions and the people and communities who they are there to serve. • To support services that recognise an ageing population, meeting their needs but recognising the experience that older people have and the contribution that they can make. • To sustain the viability of our town centres and district centres in the face of out-of-town and online retailing. • To develop new uses for our historic buildings and identify the resources to carry this out. • To protect and sustain for future generations our environment, including our surrounding agricultural land and forestry. • To further our additional interests (more important for some individual Newcastles than others) of building a clear civic identity; tackling inequalities, discrimination and/or civil disobedience or disengagement; developing a more cohesive local society that welcomes new communities. 3. To improve communications between us by: • Having nominated contact points among officers, politicians and relevant ! individuals and agencies who guarantee to take initiatives, provide information and otherwise respond promptly and positively as necessary. • Creating greater content and functionality in our on-line presence to include: topic forums to share concerns, ideas and best practice (both member- I Attachment 1 to CSD-001-16 specific and open access); clear links from our municipality websites to Newcastles of the World. • Subject to individual agreement, to share contacts in each of our Newcastles across a range of disciplines and interests. • Developing a virtual and/or print gazette of all Newcastles of the World as a basis for contacts, interaction and public information. • Creating and keeping up to date a calendar of events and activities so we can promote each other's programmes but also avoid conflicts of dates. • Opportunities for income-generation through site sponsorship/management, advertising etc. • A more proactive approach to Facebook, Twitter and other social media platforms, perhaps with some rotation of site management and updating responsibility. 4. To create a shared tourism strategy and city branding, as a key vehicle for driving economic development, that will have the following elements: • A platform of digital/social media-based connectivity that operates for the benefit of both our own individual citizens and our visitors/investors, but which is also customised to facilitate the participation of as many Newcastles as possible. The "Omni City" model developed by Neuchatel will be examined by us all to see if it can be the basis of such a shared platform. • A Newcastles tourism passport or card which offers a mutually-guaranteed range of benefits to all visitors from one Newcastle to another. The Nove Hrady model is to be examined as a basis for such development. • Common or shared branding based on heritage (castles, other historic buildings, industrial heritage and regeneration); culture and festivals; our towns and cities as gateways to surrounding areas of natural beauty • A range of appropriate promotional material that can be used in our individual information centres, online and for exhibitions. 5. To encourage and develop a range of contacts and opportunities between businesses and business agencies, especially through online presence and the interests that we have in chambers of commerce and trade, exchanging information on important business sectors with possibilities for trade, research and development and other collaborations. 6. To pursue opportunities for collaborative applications for EU and other international funding involving those Newcastles who wish to be part of such appropriate applications and can commit to finding their share of any match- funding that may be required. Initial areas of opportunity might be: international exchange programmes, work experience and training; choirs, traditional music and other creative cultural and craft programmes; conservation and regeneration; sustaining the viability of local centres; citizen engagement in decision-making institutions and in civic pride initiatives. The Erasmus +, Europe for Citizens and Cultural Programmes appear to provide most opportunities among the Transnational Funds; also work and skills from the Social Fund. I Attachment 1 to CSD-001-16 7. To respond to the agenda developed and presented by the 2014 youth conference, with positive intent, both as individual Newcastles and collectively, to support this within the future business plan, and to encourage our members to agree that all delegations to future conferences should include youth delegates, with a guideline of at least 25% of the delegation numbers. 8. To develop further between us educational, cultural and business links, with particular focus on schools; colleges/universities; chambers of commerce and trade; heritage (castles, museums and galleries), recognising that some partnerships will be one-to-one, others may involve a small number of Newcastles with common characteristics and interests and some may involve all Newcastles. 9. To welcome and accept the invitation extended by Newcastle, Ontario, Canada to host the tenth conference in 2016, i i i I Attachment 2 to CSD-001-16 Newcastles of the World Steering Committee Terms of Reference Background: The idea of bringing together places around the world that share the name "Newcastle" came in 1996 from the then Newcastle upon Tyne-based arts manager John Nicolaou. He created the "Newcastle's of the World United" project, which resulted in a website and a book with this title, covering the Newcastles of the English-speaking world. The aim was to foster links of friendship, culture, education and tourism, hopefully leading to economic links and benefits. In 1998 the first Summit was held in Shinshiro, Japan with delegates from South Africa, Germany, Switzerland, Indiana and Pennsylvania (USA), United Kingdom and France, This expanded the original idea beyond the English speaking world. Since then the Summit has been held every two years in different Newcastles around the world. The goals of the Alliance include sharing best practices in economic development, tourism and culture and heritage. Creating connections between communities through education (youth delegates) and business (trade). In 2012 Newcastle, Ontario sent two delegates to the conference for the first time to bring back their impressions and thoughts on the benefits of being a part of the Newcastles Alliance. At each conference the Mayors, or Mayors' representatives, meet to create a declaration establishing a direction for the group and goals for the future of the Alliance. The next Newcastles of the World Conference will be held in our Newcastle, Ontario in September of 2016. A Steering Committee is already hard at work coming up with all the ways to best highlight the Village and all of the benefits of living, working and playing here. The 2016 delegates will include Mayors, Municipal staff, business people and youth from all over the world. The Newcastles of the World Committee will plan and implement a five day conference, hosting delegates from other Newcastles around the world. The conference will be held from September 19 — 23, 2016. The theme of the conference is Aging population and how it affects the community, family and youth. Steering Committee: Mandate: The Newcastles of the World Steering Committee has responsibilities for the following: • All areas of conference planning including: accommodations, food, project coordination, excursions, transportation, youth, sponsorships, entertainment and culture • Confirm conference budget and submit final copy to the Municipality • Manage all aspects of conference marketing and registration • Arrange and confirm accommodations and transportation for delegates • Secure speakers and excursions in line with conference theme i I i Attachment 2 to CSD-001-16 • Develop a cultural program for the conference, including entertainment and experiences • Inform local residents and businesses of conference to build a welcoming atmosphere in the community • Create welcome packages and other materials as required for all delegates • Submit financial statements to the Municipality following the conclusion of the event, once all costs and monies have been received • Offer a world-class event from September 19 to 23, 2016, showcasing Newcastle (Clarington), Ontario The Committee: • The Newcastles of the World Steering Committee shall consist of twelve (12) voluntary members and their term shall conclude following the event and once all activities are completed (October 31, 2016 or before.) The Committee will also include appropriate municipal staff members and at least one (1) Council representative, all non-voting members • The Committee will be supported by volunteers, who can be any individuals from the general public who possess various skills or who have an interest in the event • A Chair and Vice-Chair shall be appointed by the Committee and must be a member of the Committee • A recording secretary shall be appointed at the first meeting. Duties of the recording secretary shall include the taking of meeting minutes, and circulating these minutes to the staff liaison for Council's information • The Committee will not seek incorporation Quorum: The quorum of the Newcastles of the World Steering Committee shall consist of a majority (7) of voting members. If a quorum is not present within fifteen (15) minutes after the time appointed for a meeting, the Chair may adjourn the meeting. If a member is absent from three (3) consecutive meetings without regrets, the Chair may request the resignation of the individual. Budgeting: ting: The Committee will prepare and provide a budget detailing anticipated revenue and expenses for the conference. This budget will be submitted to the Municipality for their information. The Committee shall be responsible for applying for grants from various sources including private sector and other levels of government. There is no operating budget for the Committee as all members are volunteers. The Committee cannot incur debt. Any assets of the Committee will become municipal assets. l Attachment 2 to CSD-001-16 Meetings and Reporting: The Steering Committee will meet monthly and meeting frequency will increase as the event date approaches. Subcommittees may be formed and will meet as needed to deliver various aspects of the conference, Minutes of the meetings shall be recorded and distributed to the Committee members and the Municipality of Clarington. The minutes will be placed on the Council agenda for information. The Committee will meet one final time following the event and the Chair will report back to Council on the success of the event. i Attachment 3 to CSD-001-16 Newcastles of the World Steering Committee - Event Budget Income Expenses Delegate fee $ 75,000 Venue $ 5,000 (based on 50 delegates) Food $ 25,000 Sponsorship Campaign $ 10,000 Accommodation $ 25,000 Grants $ 10,000 Speakers $ 10,000 (federal, provincial) Entertainment/Cultural $ 6,000 Municipality of Clarington $ 20,000 Gifts $ 5,000 Administration $ 5,000 TOTAL $115,000 (Printing, office supplies) Sponsorship fee $ 3,500 Youth $ 3,500 Transportation $ 12,000 Contingency $ 15,000 TOTAL $115,000 i