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HomeMy WebLinkAboutCOD-016-08 CJ!Il-/l]glon REPORT CORPORATE SERVICES DEPARTMENT Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE 1<eso\u.tiVYl ~6P-IJ-;;;' IS-Of!; . Date: March 17,2008 Report #: COD-016-08 File#_ By-law # Subject: BOWMANVILLE TENNIS CLUB - LEASE RENEWAL Recommendations: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report COD-016-08 be received; 2. THAT the Manager of Purchasing be authorized to proceed with the formal negotiations of a new lease agreement with the Bowmanville Tennis Club as set out herein, and report back to Council for approval to execute the final agreement; and 3. THAT a copy of this report be sent to: Clarington Older Adults Centre Board and Bowmanville Tennis Club. Submitted by: Reviewed by: O~-S~ Franklin Wu, Chief Administrative Officer Marie Marano, H.B.Sc., C.M.O., Directo of Corporate Services MM\FH\JDB\km CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L 1C 3A6 T(905)623-3379 F (905)623-4169 REPORT NO.: COO-016-08 PAGE 2 BACKGROUND AND COMMENT On December 31, 2007 the 20 year lease between Bowmanville Tennis Club and the Municipality of Clarington for the lease of the tennis courts located and the Clarington Beech Centre, expired. In anticipation of the expiry discussions were initiated to determine the Tennis Club's interest in renewing the lease for a further term. The duration of which is to be determined. By way of an update, the original lease, made January 1, 1988 was between the Tennis Club and the Lions Club of Bowmanville, the owner of the facility. In 1998 the Municipality of Clarington acquired the facility including the lease of the Bowmanville Tennis Club and assigned the lease to the Clarington Older Adults Centre Board. In 2001, in a restructuring the Clarington Beech Centre was established as a community recreation centre under the Community Recreation Centre Act. In so doing all leases held by the Clarington Older Adults Centre Board were surrendered to the Municipality. Accordingly, the Municipality is involved and takes the lead role in the leasing of spaces at the Beech Centre. A copy of GP&A Report FND-011-01, Schedule "A" dealing with the establishment of the Clarington Beech Centre Board and the memorandum of understanding (Schedule "B") between the Clarington Older Adults Centre Board and the Municipality of Clarington is attached for background information. As noted above, preliminary discussion was initiated by the Municipality with the Bowmanville Tennis Club, to determine their interest in a new lease arrangement. Included in this process was a discussion with the Clarington Older Adults Centre Board to alert them to the potential renewal and solicit their comments with respect to the lease arrangement. Subsequent to this discussion the attached letter, Schedule "C", was forwarded by the Clarington Older Adults Centre Board Executive Director to the Purchasing Manager. To summarize the content of the letter, the Clarington Older Adults Centre Board is raising an issue with respect to parking and requesting that a parking study be completed. In addition, the Clarington Older Adults Centre Board is requesting Clarington Older Adults Centre Board and staff be included in all lease negotiations pertaining to the property and further that the negotiations with the Tennis Club be placed on hold until the Clarington Older Adults Centre Board request is addressed by municipal staff and Council. REPORT NO.: COD-016-08 PAGE 3 As the Clarington Older Adults Centre Board letter was written with an expectation of a response the Purchasing Manager acknowledged the letter and provided comments with respect to the lease renewal process. An undertaking was given that the matter would be referred to Council. A copy of this letter is appended as Schedule "0". Given the above, staff is providing this report to apprise Council of the situation, the current status of the lease discussion and to request Council's endorsement of the proposed approach to deal with the Tennis Club lease and the Clarington Older Adults Centre Board concerns. For clarification on receipt of the Clarington Older Adults Centre Board letter and prior to responding staff confirmed that the Engineering Department is in the process of completing a parking study as part of the Beech Avenue Reconstruction Plan. This study will make reasonable assumptions with the programming information provided by the Clarington Older Adults Centre Board to consider the impact on parking during the seasons when the tennis courts are in use. However, the results of study will not be available for several weeks. With spring and the start of outdoor tennis fast approaching, staff are recommending that formal negotiations with the tennis club commence immediately with municipal staff taking the lead role as the lessor. As part of the process any concerns of the Clarington Older Adults Centre Board will be addressed in the negotiations with a view to ensuring the two tenants co-exist on good terms with respect for each others lease arrangements and use of facilities. On completion of the process a report will be provided outlining the results of the negotiations and requesting authorization for the Mayor and Clerk to execute the agreement.