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Report To: General Government Committee
Date of Meeting: November 4, 2019 Report Number: COD-024-19
Submitted By: Marie Marano, Director of Corporate Services
Reviewed By: Andrew C. Allison, CAO Resolution#:
File Number: By-law Number:
Report Subject: Bowmanville Tennis Club – Lease renewal
Recommendations:
1.That Report COD-024-19 be received;
2.That a lease extension agreement with the Bowmanville Tennis Club for the term
January 1, 2020 to December 31 2020 be approved and to authorize the Mayor and
the Municipal Clerk to execute the agreement on behalf of the Municipality;
3.That the current annual rent of $1597.26 be adjusted on the expiry date of the lease
agreement by the annual percentage increase in the Consumer Price Index , All
Items Ontario, as published by Statistics Canada;
4.That subject to Council approving recommendation 2, the Purchasing Manager in
consultation with the Director of Operations be given the authority to extend the
lease agreement for up to four additional one year terms to expire on December 31,
2024; and
5.That the Board of the Bowmanville Older Adult Association and the Bowmanville
Tennis Club be advised of Council’s decision.
GG-509-19, C-404-19
Municipality of Clarington Page 2
Report COD-024-19
1. Background
1.1. The Bowmanville Tennis Club has been leasing the court facility at Beech Avenue since
1997. The original lease arrangement was between the Tennis Club and the Lions Club
of Bowmanville. In 1998 the Municipality of Clarington acquired the facility including the
lease of the Bowmanville Tennis Club. On December 31, 2007 the 20 year lease
between the Bowmanville Tennis Club and the Municipality of Clarington expired and
since then the Municipality has continued to renew the lease arrangements with the
Bowmanville Tennis Club.
1.2. The Municipality of Clarington and the Bowmanville Tennis Club current lease
agreement is for a term of five years with an option to extend for three additional one
year terms. As this lease agreement is set to expire on December 31, 2019 and as
provided for in the current lease agreement, staff has discussed extending the lease
agreement with the Bowmanville Tennis Club. The Bowmanville Tennis Club has
confirmed their interest in renewing their lease agreement with the Municipality of
Clarington (Attachment 1). Included in this process and as done in previous renewals,
the Purchasing Manager had a discussion with the Bowmanville Older Adult Association
(BOAA) to alert them of the pending renewal and to solicit any feedback or concerns
they may have with respect to the renewal.
1.3. In the attached email from the BOAA to the Purchasing Manager (Attachment 2), the
BOAA raised a number of concerns with respect to the limited amount of parking
available and intimated that the shortage of available space can be contributed to
having to share the parking space with the Bowmanville Tennis Club and its members.
In the attached letter the BOAA recommends moving the Bowmanville Tennis Club to
one of Clarington’s recreational facilities. It should be noted that the issue of parking has
been raised by the BOAA on a number of occasions and as noted in report COD-016-08
Council was apprised and asked to provide guidance.
1.4. The Bowmanville Tennis Club is presently paying an annual rent of $1,597.26
(excluding HST) and subject to a yearly increase based on the Consumer Price Index
as published by Statistics Canada.
Report Overview
Renewal of lease agreement with the Bowmanville Tennis Club , for a five year overall term
to expire December 31, 2024.
Municipality of Clarington Page 3
Report COD-024-19
2. Comments
2.1. The existing rent being paid by the Bowmanville Tennis Club is considered fair and
reasonable and it is recommended that the Municipality renew the lease arrangement
with the Bowmanville Tennis Club for one year with a yearly rent adjusted based on the
Consumer Price Index as published by Statistics Canada and with an option to renew
the lease agreement for up to four additional one year terms.
2.2. Staff is providing this report to apprise Council of the situation and to request Council’s
approval to renew the lease agreement with the Bowmanville Tennis Club .
3. Concurrence
This report has been reviewed by the Director of Operations who concurs with the
recommendations.
4. Conclusion
It is respectfully recommended that Council grant approval for the Municipality to renew
the existing lease agreement with the Bowmanville Tennis Club for one year with an
option to renew the lease agreement for up to four additional one year terms.
Staff Contact: David Ferguson, Purchasing Manager, 905-623-3379 ext. 2209 or
dferguson@clarington.net.
Attachments:
Attachment 1 – Letter from the Bowmanville Tennis Club
Attachment 2 - Letter from the Bowmanville Older Adult Association
The following interested parties will be notified of Council's decision:
The Bowmanville Tennis Club
The Bowmanville Older Adult Association
A 1
Bowmanville Tennis Club
P.O. Box 11
Bowmanville, ON L1C 3K9
October 23, 2019
PERSONAL & CONFIDENTIAL
Municipality of Clarington
40 Temperance Street
Bowmanville ON, L1C 3A6
Attn: Mr. David Ferguson, Manager, Purchasing Division
Re: Bowmanville Tennis Club (“BTC”) – Request for Renewal of Lease Agreement
Dear David:
Thank you for your letter of October 18, 2019 requesting the BTC to document it’s intent to
renew the current lease agreement between the Municipality of Clarington and the
Bowmanville Tennis Club which is set to expire on December 31, 2019.
As you know, the current long term lease agreement covered the five years from 2012 through
2016 and has been renewed for one year terms in each of 2017, 2018 and 2019. We believe
that it is now desirable to replace this annual lease renewal process with a more permanent
long term lease arrangement with the Municipality.
Accordingly, we would ask that you initiate the process to establish, at the very least, a similar
long term lease arrangement between the Municipality of Clarington and the BTC to be first
effective on January 1, 2020.
We trust that this is satisfactory.
Kem Majid
President
Bowmanville Tennis Club
21 Beech Avenue Telephone: 1-905-623-5247
Bowmanville, ON L1C 3A1 E-mail: kmajid@sympatico.ca
Attachment 2