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REPORT
OPERATIONS DEPARTMENT
Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE C/
Date: October 20, 2008 ~~p~~-~j~~~vA ~7~~-r~~}
Report #: OPD-008-08 File #: By-Law #: vi 00g'-~~7
Subject: COLLABORATIVE AGREEMENT BETWEEN
THE NEWCASTLE SKATING CLUB, THE NEWCASTLE
MEMORIAL ARENA BOARD AND THE MUNICIPALITY OF
CLARINGTON
Recommendations:
It is respectfully recommended that the General Purpose and Administration
Committee recommend to Council the following:
1. THAT Report OPD-008-08 be received;
2. THAT Council authorize the Mayor and Clerk to execute the collaborative
Agreement; and
THAT the Newcastle Skating Club, Newcastle Memorial Arena Board and
the Ontario Trillium Foundation be advised of Council's action.
Submitted by:
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B.A., R.D. M.R., R.R.F.A.
Director of Operations
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Reviewed by. ~ `~'~-~-~'`~J (.(
Franklin Wu,
Chief Administrative
Officer
REPORT NO. OPD-008-08
1.0 BACKGROUND:
PAGE 2
The Newcastle Skating Club intends to undertake the construction of a music
room at the Newcastle Memorial Arena with the cooperation of the Arena Board
and the Municipality of Clarington.
The project involves the construction of a music room /storage room in the
northwest comer of the arena with access from the first and second floor.
The Newcastle Skating Club will be submitting a grant application to the Ontario
Trillium Foundation in the amount of $60,000.00. The grant is intended to cover
all of the construction costs with no financial expectations of the Board or the
Municipality of Clarington.
2.0 ONTARIO TRILLIUM FOUNDATION
The Ontario Trillium Foundation (OTF), one of Canada's leading grant making
foundations, is an agency of the Ministry of Culture. OTF distributes $100 million
of government funding each year. The Foundation will support the building of
healthy and vibrant communities through community-based initiatives that
strengthens the capacity of organizations in the arts, culture, environment,
human and social services and sports and recreation sectors.
In order to qualify for funding, a collaborative of two or more organizations that
are working together to achieve a common goal must be created. The
collaborative must include at least one eligible member. The eligible member
normally acts as the lead applicant and accepts responsibility for any approved
grant. Each member of the collaborative will represent their own area of
responsibility and will be part of the decision making process as it affects the
grant. The proposed collaborative agreement is attached for your information.
(Attachment #1)
I:1GPA REPORTS 200810PD-008-08collaborative agreement the NewpsBe Skafing Club cc Ontario trillium.doc
REPORT NO. OPD-008-08 PAGE 3
The members of this collaborative are as follows:
1. Joanne Raymond, Newcastle Skating Club
2. Gordon Lee, Newcastle Memorial Arena Board
3. Fred Horvath, Municipality of Clarington
The grant deadline for this cycle is November 1St, 2008 with notification in early
2009. If the project is successful in obtaining the Trillium Grant, the work would
be scheduled in late spring.
The Municipality has also agreed to provide financial reporting support through
the Finance Department to assist the Newcastle Skating Club.
Attachments:
Attachment #1 -Collaborative Agreement
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1 C 3A6 T (905) 263-2292 F (905) 263-4433
I:1GPA REPORTS 200810PD-008-08collaborative agreement the Newcastle Skating Club cc onfario trillium.doc
ATTACHMENT NO. 1
REPORT NO.: OPD-008-08
COLLABORATIVE AGREEMENT
This Agreement dated the day of October, 2008
Between
The Newcastle Skating Club
and
The Newcastle Memorial Arena Board
and
The Municipality of Clarington
WHEREAS The Newcastle Skating Club intends to undertake the Newcastle Memorial
Arena Music Room Project, hereinafter called the Project, and has requested the
cooperation of the Newcastle Memorial Arena Board as building manager and the
Municipality of Clarington as property owner in connection therewith;
NOW THEREFORE WITNESSETH that in consideration of the covenants contained
herein, the parties mutually agree as follows:
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COLLABORATIVE AGREEMENT
1. Background
The collaborative was formed in October 2008 and will remain in existence until
the Project is complete. All the parties in the collaborative will be available at
any time thereafter should questions or concerns arise.
2. Representatives
Each member of the collaborative will represent their own area of responsibility
in the decision making process. Joanne Raymond will represent the Newcastle
Skating Club, Fred Horvath will represent the Municipality of Clarington, and
Gord Lee will represent the Newcastle Memorial Arena Board.
3. Project Purpose and Results
The results of the Project will be the construction of a music room facility in the
Arena. Anew music room with storage of skating equipment, ice chairs, and
financial records in the Newcastle Memorial Arena is pivotal to the development
and delivery of our program for the skaters, as well as the activities, events by the
members of the community.
4. Communication
Communication among the collaborative is facilitated by the fact that all are
located within a 10 km radius of each other, hold regular status meetings at the
Arena, and are available to meet in person or converse by phone or email as
needed.
5. Decision Making
The decision making process will be an agreement by consensus of the
collaborative members, namely Joanne Raymond, Fred Horvath and Gord Lee.
6. Funds Management
All funds received from the Trillium Foundation will be held in trust by the
Municipality of Clarington. Funds will be dispersed by the Municipality after
agreement by consensus of the collaborative. All transactions will be accounted
for and approved invoices paid through the Municipality of Clarington. The
Municipality will record all expenditures and any revenues and present a monthly
report to the collaborative. Joanne Raymond will, in turn, forward a final copy to
the Trillium Foundation.
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COLLABORATIVE AGREEMENT
Joanne Raymond, President
Newcastle Skating Club
Gord Lee, Chair
Newcastle Memorial Arena Board
Jim Abernethy, Mayor
Patti, Barrie, Municipal Clerk
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