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COMMUNITY SERVICES DEPARTMENT
Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE
Date: July 6, 2009
Report #: CSD-013-09 File
Resolution #: P14- ~~5 - n~,
By-law
Subject: MEMORANDUM OF UNDERSTANDING ON THE DELIVERY OF
PARTNERSHIP PROGRAMS, BETWEEN THE MUNICIPALITY OF
CLARINGTON AND THE CLARINGTON OLDER ADULT CENTRE
BOARD
Recommendations:
It is respectfully recommended that the General Purpose and Administration Committee
recommend to Council the following:
THAT Report CSD-013-09 be received; and
THAT the Mayor and Clerk be authorized to execute the Memorandum of
Understanding on the Delivery of Partnership Programs, between the
Municipality of Clarington and the Clarington Older Adult Centre Board.
Submitted
of Community Services
JPC/SM/lw
Reviewed by:
/ R nklin Wu
,Lid Chief Administrative Officer
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T (905)623-3379 F (905)623-5506
REPORT NO.: CSD-013-09 Page 2
1.0 BACKGROUND
1.1 Since 1998, the Clarington Older Adult Assogiation (COAA) has been providing
quality programs and services to the older adult residents of our community, mainly
through their facilities at the Clarington Beech Centre in Bowmanville. Membership
has realized steady growth throughout that period from 266 initially to approximately
1,000 members in 2009.
1.2 The Municipality and the COAA would like to ensure that all older adults living in
Clarington have the opportunity to participate in recreational programs and services,
at locations throughout the municipality.
1.3 The Memorandum of Understanding (Attachment #1) will provide the framework for
the delivery of partnership programs between the Municipality, through the
Community Services Department (CSD), and the Clarington Older Adult Centre Board
(COAA).
2.0 COMMENTS
2.1 The Community Services Department Strategic Plan, adopted in principle by Council
in 2008, identified the benefits of building community partnerships as a means to
provide a delivery system that is efficient, effective, fiscally responsible, and
responsive to the community.
2.2 Over the last eleven (11) years the COAA has proven their expertise and
commitment as the primary provider of quality programs and services for older
adults in Clarington, through the Clarington Beech Centre facility.
2.3 The Clarington Beech Centre also provides opportunities for casual social interaction
and a sense of belonging. Far many COAA members this is their prime motivation
for membership and contributes greatly to their quality of life. Satellite programming
will not replace this core function of the Clarington Beech Centre.
2.4 Formalizing the partnership with the COAA through a Memorandum of
Understanding will provide the opportunity for Clarington older adults to participate in
structured recreation programs and services at facilities throughout the Municipality
with or without a COAA membership:
2.5 The partnership will also increase the use of available non prime program space
at Community Service Department recreation facilities and expose more residents
to the excellent recreation and leisure opportunities available to them.
2.6 As a partner, in addition to the facility space, the Community Services Department
will provide promotion and registration for partnership programs.
REPORT NO.: CSD-013-09 Page 3
2.7 Registration revenue generated through any partnership programs would be shared
between the COAA and the Community Services Department based on an 80120
split. The COAA would receive 80% of all registration revenues and in turn would
be responsible to pay all direct program costs (instructor wages, supplies). The
Community Services Department would receive the remaining 20% of registration
revenue and would be utilized to offset facility operating costs.
2.8 The COAA and the Community Service Department will undertake a review of the
partnership and programs on an annual basis, to ensure the partnership and
programs are meeting the community needs in an efficient, effective and fiscally
responsible manner.
3.0 CONCLUSION
3.1 Staff has worked with representatives of the Clarington Older Adult Centre Board to
develop a Memorandum of Understanding on the Delivery of Partnership Programs
which will provide quality recreation and leisure opportunities for Clarington older
adults at various Municipal recreation facilities while increasing the non prime time
use of these facilities.
3.2 At the June 16`" Clarington Older Adult Centre Board meeting, a resolution was
passed by the Board, endorsing in principle, the Memorandum of Understanding.
(Attachment #2)
3.3 The Memorandum of Understanding on the Delivery of Partnership Programs with the
Clarington Older Adult Centre Board acknowledges the benefits of community
partnerships in the provision of recreation and leisure services identified in the
Community Services Strategic Plan while providing a template for future agreements
with some of our other community partners.
Attachments:
Attachment #1 -Memorandum of Understanding on the Delivery of Partnership Programs
Attachment #2 -Clarington Older Adult Centre Board Minutes -June 16, 2009
Interested Parties to be advised of Council's decision:
Clarington Older Adult Centre Board
26 Beech Avenue
Bowmanville, ON L1C 3A2
CSD-013-09 Attachment #1
Municipality of Clarington, Community Services Department
Clarington Older Adult Centre Board
Memorandum of Understanding
On Delivery of Partnership Programs
June 16, 2009
Recognition
The Clarington Older Adult Centre Board is a Board of Council and is mandated by
CouncIl to provide affordable, educational, recreational, physical and social programs,
activities and events for Clarington older adults.
Purpose
The purpose of this memorandum is to provide the framework for the delivery of
partnership programs between the i~lunicipaliry of Clarington, Community Services
Department (CSD) and the Clarington Older Adult Centre Board (COA.~).
The aim of the partnership is to:
• Extend the opportunity of participating in COAA programs to a
wider segment of Clarington older adults ensuring the needs of
older adults in Clarington are being met.
• Promote and encourage CO_~A satellite development for the
benefit of Clarington older adults, particularly those living outside
Bowmanville, unable or not wishing to participate in the core
Beech Centre, Bowrnanville programs and activities.
• Make efficient use of the CSD's promotional and registration
capabilities to reach out to all Clarington older adults.
• Increase the use of available non prime (IVIon-Fri gam-4pm) space
within recreational facilifies operated by the Community Services
Department
Both parties acknowledge the benefits of the social interaction which is a central theme
of the Beach Centre. Fox many COAA members this may be the prime reason fox
membership. Satellite programming will not replace this core function of the Beech
Centre.
Both parties also agree that the Partnership must avoid simply creating a parallel system
fox older adults in competition with regular COAA activities and membership. This
would be non-productive and to the detriment of the COAA.
Likewise, CSD will refrain from independently initiating, creating, introducing general
older adult programs and activities within their facilities that fit within the scope of the
Parmership and/or that may "compete" with the CO.~A. The CSD will continue to
develop adult recreation opportunities and will accept older adults into such programs
if it is the desire of the participant The CSD will continue to operate fitness and
aquatic older adult programming in order to meet the needs of older adults who
purchase fitness memberships with the Municipality of Clarington.
CSD will provide for partnership programs:
A pre-determined schedule of weekly hours of non-prime time program space
avaIlable at Community Services facilities to be negotiated annually. Locations will
include Courtice Community Complex, South Couxtice Arena, Garnet B. Rickard
Recreation Complex, and Newcastle & District Recreation Complex along with any
additional facilities that may fall under the management of the Community=Services
Department.
2. Basic furnishing/equipment (tables/chairs/flip charts etc.)
3. Basic program set up and clean up.
4. Program registration and promotion as available to the CSD.
5. One non prime rental per year for the purpose of a fundraiser or special event at no
cost to the COAA.
COAA will provide for partnership programs:
Qualified instructors and conveners who possess a satisfactory (to the Municipality)
Criminal Reference/Vulnerable Sector Check (completed by a police service and
updated annually) to provide direct program instruction or supervision for pay-as-
you go activities.
2. All program supplies and equipment (other than tables and chairs).
3. Appropriate temporary on-site interior signage identifying the COAA
program(s) subject to the approval of the CSD.
Memorandum of Understanding on the Delivery of Partnership Programs (COAA)
Page 2 of 4
Conditions:
1. Programs will be open to all Clarington older adult residents.
2. Program delivery will focus on older adult recreation programming.
3. Programs will be promoted in the Community Services Recreation & Leisure Guide
and the COAA will be identified as a partner in the provision of applicable
programs.
4. The CO~~~ will be acknowledged as the program partner/provider in all
promotional material.
5. Program registration will be conducted by CSD.
CSD will keep COt1A appropriately informed on individual program registrations
in a timely fashion.
Registration fees for specific programs will be determined based on direct costs
(instructor wages/supply costs) to operate the program, a 10% surcharge, and a
minimum number of registrations. The established rate may include a nominal
discount rate fox CO_Ar1 members.
8. Registration revenue less applicable taxes will be shared by the partners based on
80% to the CO.~r1 and 20% to the CSD.
9. The CO:~ will be responsible for all direct (instructor/convener wages and
general operating supplies) costs associated with partnership programs.
Furthermore, the COAA is responsible for all recruiting, hiring, discipline and other
.human resource responsibilities for staff to support these services. COr~~
employees or staff hired for partnership programs axe not considered Municipal
employees for any purpose.
10. For pre-registered programs, the CSD will forward the COAg portion of the total
registration revenue to the C0.3A by the end of the 4`'' week of the program.
11. Fox "drop-in" or "pay-as-you go" programs, CSD will make remissions to the
COAr1 on a monthly basis.
12. An accounting procedure will be established (by the Municipality) acceptable to
both parties to deal with all financial transactions.
Memorandum of Understanding on the Delivery of Partnership Programs (COAA)
Page 3 of 4
13. The COAA and the CSD will complete a joint annual review of program success,
feedback and financials to ensure programs offered are meeting the community
need and expectation and to ensure that programs offered are covering direct costs
and any surplus revenue earned as a result of participation above the established
minimums being equally shared between the COAA and the CSD to cover indirect
expenses.
14. Either party may terminate this agreement with notice in writing. Where
possible, termination should occur at the end of a program session.
15. Minor amendments to the Memorandum of Understanding can be made by staff
upon agreement of both parties.
!A~ a
~-
Peter Evans, Clarington Older Adult Centre Board, President
Angie arlison, Clarington Older Adult Centre Board, Executive Director
Jim Abernethy, Mayor
Patti Barrie, Clerk
Memorandum of Understanding on the Delivery of Partnership Programs (COAA)
Page 4 of 4
CSD-013-09 Attachment #2
Clarington Older Adult Centre Board
Directors' Meeting
Tuesday, June 16, 2009
Members Present: Steve Coles, Peter Evans, Irene Gourlay, Peggy Milliken, Jane
Moores, Moe Richards, Josie Roberts, Don Welsh, Diane Wood
Guests: Angie Darlison, Sharon Meredith, Ron Hooper
Regrets: Skip Crosby, Jim Hilborn, Muriel Moynes, Mary Novak
1.0 Call to Order
The President, Peter Evans called the meeting to order at 9 OS AM.
2.0 Approval of the Agenda
Motion
That the agenda be approved as circulated.
Moved by Peggy Milliken Seconded by Diane wood.
Carried
3.0 Approval of Minutes from the Previous Meetings
Motion
That the minutes of the 8 May 2009 and 19 May 2009 be approved as
corrected (8 May 6.2 and 8.1 J.
Moved by Josie Roberts Seconded by Peggy Miliken.
Carried
4.0 Business Arising -none
5.0 Unfinished Business
5.1 Community Service Partnership Agreement -Sharon Meredith
(Community Services -Clarington) walked the Board through the
proposed agreement from Municipality's perspective.
Motion
That the Clarington Older Adult Centre Board endorse in principle
the memorandum of understanding on the Delivery of Partnership
Programs with the M unicipality of Clarington's Community Service
Department.
Moved by Don Welsh Seconded by Josie Roberts
Carried