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HomeMy WebLinkAboutCOD-061-09 Clar~[ngtOn reading r1u way REPORT CORPORATE SERVICES DEPARTMENT Meeting: GENERAL PURPOSE AND ADMI,N/~ISTRATI1ON COMMITTEE Date: Monday, October 19, 2009 t°teSO~u~v,~~GG't~-.5~~-49 Report #: COD-061-09 File # By-law #. Subject: CLARINGTON OLDER ADULTS PARKING LOT SNOW CLEARING Recommendations: It is respectfully recommended that. the General Purpose and Administration Committee recommend to Council the following: 7. THAT Report COD-061-09 be received; 2. THAT Council confirm the current arrangement with respect to the Clarington Older Adults Centre parking lot snow clearing; and 3. THAT the Clarington Older Adults Centre Board and other interested parties on record, be advised of Council's decision. Submitted by: 1Glarie Marano, H.B.Sc., C.M.O., Direr o~f+Corp`ora~t Se es ~//%1~/J%~/ l/F/~/~ Reviewed by: F w 1,(, Franklin Wu, Chief Administrative Officer Nancy T~.ylor, B.~~(.,-C.A., Director of Finan e MMIJDB1km CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T (905) 623-3379 F (905) 623-4169 REPORT NO.: COD-067-09 1. BACKGROUND AND COMMENT PAGE2 1.1 At their meeting held September 21, 2009, Council approved a General Purpose and Administration Committee resolution that the Operations Department clarify who is responsible for the snow removal at the Clarington Older Adults Centre (COAC) and report back with options. (Resolution #C-535-09 -attached as Schedule "A"). 1.2 This report provides the history of the responsibility for the parking lot snow clearing at the Centre. 1.3 Although the resolution requested that the Operations Department provide clarification, this task has been undertaken by the Corporate Services Department as it relates to the leases in place for tenants of the COAC. 2. ANALYSIS 2.1 There are three tenants located at the COAC; the Clarington Older Adults Association (COAA), Community Care Durham and the Lions Club Nursery School. Until December 31, 2008 the COAA was a tenant of the Centre and operated under a Memorandum of Understanding in place of the traditional lease. Both Community Care and the Lions Club have formal leases in place covering their tenancy. 2.2 Under the terms of the original lease with the Clarington Older Adults Centre (COAC) the Municipality has the duty to repair the premises while the tenant is responsible for heating, keeping the premises in a clean condition, snow removal, maintenance of the gardens and waste removal. The subsequent Memorandum of Understanding confirmed the COAA responsibility for the "maintenance and operation of the lands" which includes snow removal. 2.3 In the leases for the other tenants; the CCD lease references snow clearing as being provided while the Lions Nursery School is silent on the provision of snow clearing and as such does not convey any responsibility to the tenants in this regard. 2.4 From a budgetary standpoint, the COAA has budgeted annually for snow clearing and referenced this item in their annual budget submissions. Also included in the budget submission is the requirement for a municipal grant to help offset the operating costs associated with the COAA. REPORT NO.: COD-067-09 PAGE 3 2.5 The current number of parking spaces number 77. Of the 77 spots 6 are used by CCD Monday to Friday each week and 18 spots are used by the .Nursery School Monday through Thursday. There are 3 spots that are shared by the 2 agencies on a first come first served basis. The fifty remaining spots are available to COAA members with the number increasing to 68 on Friday. During the evenings and for special events on the weekend all 77 spots are available. This arrangement was discussed and agreed to by all parties in August, after the above noted leases had been negotiated. 2.6 For clarification, CCD is expected to be moving from the COAC in March 2010 and the Lions Nursery School is pursuing other accommodations. 3. OPTIONS & COMMENTS 3.1 Option 1 -continue current practice Option 2 -recover the cost of snow clearing of tenant spaces from tenant Option 3 -have each tenant provide snow clearing services for their own areas 3.2 O tion 1 -continue current practice. This option provides the least (no) impact on current operations and administration as no changes are required. Option 2 -recover the cost of snow clearing of tenant spaces from the tenant. This option will necessitate the opening of the lease agreements with the tenants and the negotiation of a new financial arrangement. Option 3 -Have each tenant provide snow clearing services for their own area. This option is the least attractive of the 3 options for a variety of reasons. These include the following. - Current snow clearing contract is in place with an expectation by the contractor for the provision of the service at the contracted value; . - Potential for an inconsistent level of service - Increased risk and greater liability due to inconsistent level of service; and - Conflict for space should three different contractors attempt snow clearing operations at the same time. REPORT NO.: COD-061-09 PAGE 4 4. FINANCIAL IMPLICATIONS 4.1 Snow clearing operations vary from year to year with the severity of the winter. However, the cost for snow clearing for the 2009-2010 season is estimated at $4,875.00 before GST. As noted this service is included in the 2009 operating budget for the COAC. 4.2 Based on the number of spots and the estimated usage by each agency, the cost for snow clearing could be broken down as follows: Clarington Older Adults Association $3,393.55 Community Care Durham $ 493.82 Lions Club Nursery School 987.63 Total $4,875.00 4.3 Under the current arrangement, the revenue from the leases comes directly to the Municipality and the Municipality provides a grant to the COAA to assist with the operating costs of the COAC. Any change in the leases to cover the snow clearing costs assigned to COAA will require a review of the lease rates and may result in a decline in revenue. By the same token, the operating costs of the COAC will be reduced as the cost of the snow clearing will be shared with the other tenants. This should result in a reduction in the amount of the annual grant from the Municipality. As noted, the end result of any changes suggested above will not impact the overall financial situation; it will just redistribute the funds for a short period of time. 5. CONCLUSION 5.1 After reviewing the options for snow clearing at the COAC it is clear that from the Municipalities perspective there is little benefit to revisiting the leases for the one winter season. 6. INPUT FROM OTHER SOURCES 6.1 This report has been reviewed for recommendation by the Purchasing Manager, discussed with the Executive Director of the COAA and circulated as follows. Concurrence: Operations Co-Ordinator Schedule "A" Council Meeting Minutes - 48 - September 21, 2009 Item #20 Resolution #C-535-09 Moved by Councillor Novak, seconded by Councillor Hooper THAT the Operations Department clarify who is responsible for the snow removal at the Clarington Older Adult Centre and report back with options. "CARRIED"