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Home My WebLink AboutCSD-015-09Clarin n Leading the Way ~ REPORT COMMUNITY SERVICES DEPARTMENT Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Date: December 7, 2009 Resolution #: ~P~~~~~9 Report #: CSD-015-09 File #: By-law #: a~G4'~73 Subject: DARLINGTON SOCCER CLUB PROPOSAL TO OPERATE BOWMANVILLE INDOOR SOCCER FACILITY CONCESSION Recommendations: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report CSD-015-09 be received; 2. THAT the competitive bidding requirements of the Purchasing By-law be waived; 3. THAT Council endorse the proposal from the Darlington Soccer Club; 4. THAT staff be authorized to negotiate an agreement with the Darlington Soccer Club for the operation of the concession space at the Bowmanville Indoor Soccer Facility for the purpose of providing snack and refreshment services; 5. THAT the term of this agreement will include the remainder of the 2009/10 season and the entire 2010111 indoor soccer season. Staff will provide a follow up report on the first term of operation before entering into discussions for a lease extension/renewal; 6. THAT the attached By-law marked Schedule "A" authorizing the Mayor and Clerk to Execute the lease agreement be approved; and 7. THAT Darltngto Soccer Club be advised of Councils decision. Submitted by: Reviewed b ~ ~ ~- "" Jos ph . Caruana Franklin Wu Dir etor of Community Services Chief Administrative Officer GA/bc CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T (905)623-3379 F (905)623-5506 REPORT NO.; CSD-015-09 PAGE 2 1.0 BACKGROUND 1.1 Since the facility opened in January 2005, the department has operated the concession in this facility. The Darlington Soccer Club is the primary facility user. group and permits the indoor field for the indoor soccer season, operating from September to May each year. 1.2 The concession is generally operated weeknights and weekends during the indoor season and provided snack and beverage services almost exclusively to the players, volunteers and spectators of the Club. 1.3 Effective September 1, 2009, as part of the budget savings measures plan, the concession operation at this facility was closed and would not open for the start of the 2009110 indoor soccer season. Subsequently the club advised staff that their patrons were expressing some concern with the loss of this service. The Club indicated they would like to be considered to operate a concession service and in November a formal request was received from the Club (see Attachment #1 ). 2.0 ANALYSIS 2.1 The square footage of the concession is 168 square feet and was primarily outfitted with equipment provided by food and beverage suppliers in exchange for purchasing their supplies. Staff will negotiate with the club what equipment will be required. 2.2 In the written request the Club has indicated their willingness to honour any existing contracts the municipality has with food and beverage suppliers, as required. The municipality will review existing agreements to ensure there is no complication for assignment of any agreements. 2.3 The Club has proposed to operate during similar hours as in the past and staff is confident the Club will be able to operate an effective concession service to their players, volunteers and spectators. 2.4 The Club has confirmed their understanding of the requirements for insurance and compliance with Public Health regulations. 3.0 FINANCIAL IMPLICATIONS 3.1 The Darlington Soccer Club has proposed a rental rate for the operation of the concession of $40.00 per month of operation. This cost would be for the recovery of costs incurred by the municipality for utilities. Staff is not able to accurately determine the actual utility costs associated with the concession operation but REPORT NO.: CSD-015-09 PAGE 3 the proposed amount appears adequate to cover these costs. These monthly revenues will be deposited to the facility's operating budget. 4.0 COMMENT 4.1 With the decision to cease municipal operation of this concession, the Club and it's patrons have been left without concession services and staff support the approval of this report. 4.2 It is important to note the unique relationship the municipality has with the Darlington Soccer Club with regard to this facility. In addition to being the single largest facility rental group at this facility, they have also pledged $500,000.00 towards the cost of construction. At this time the club continues to honour this commitment. 5.0 INPUT FROM OTHER SOURCES 5.1 The Manager of Purchasing has been consulted during the preparation of this report and upon approval will be involved in the negotiation of the lease for this operation. Concurrence: Director of Corporate Services Attachment #1: Request from Darlington Soccer Club Attachment #2: Schedule "A" By-law Interested parties to be advised of Council's decision: Darlington Soccer Club c/o Sherry Bonanza Attachment 1 To Report CSD-015-09 SCHEDULE"A" THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON BY-LAW 2009- Being a By-law to authorize an agreement between the Corporation of the Municipality of Clarington and the Darlington Soccer Club, Bowmanville, Ontario, to enter into agreement for the lease space at Bowmanville Indoor Soccer Facility, 2375 Baseline Road Bowmanville, Ontario to operate the concession. THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON HEREBY ENACTS AS FOLLOWS: THAT the .Mayor and Clerk are hereby authorized to execute, on behalf of the Corporation of the Municipality of Clarington and seal with the Corporation Seal, a contract between, Darlington Soccer Club, Bowmanville, Ontario, and said Corporation; and THAT the contract attached hereto as Schedule "A" form part of this By-law. By-law read a first and second time this day of , 2009. By-law read a third time and finally passed this day of , 2009. Jim Abernethy, Mayor Patti L. Barrie, Municipal Clerk Attachment 2 To Report CSD-015-09 2375 Baseline Rd. W. Bowmanville, Ontario, L1C 3S2 905 623-7309 darlingtonsoccer@rogers.com Attention: Community Services Department Deaz Joe Caruana, Our club is extremely interested in operating the Concession Booth at the Bowmanville Indoor Soccer Facility. The Darlington Soccer Club feels that providing this service to our members is very important. We plan to offer various refreshments, including water, sports drinks, juices, and soda's, as well as snacks, including healthy snacks, such as fruit. We would also like to sell club clothing, such as scarves, hats and t-shirts. The Concession Booth would be open during all the programs we hold at the Bowmanville Indoor Soccer Facility. Our indoor youth and adult house league runs from September to May with the hours of operation being 7:30 am to 8:00 pm on Saturdays and 7:30 am to 11 pm on Sundays, and 5 pm to 11 pm, Mondays to Fridays. We also run programs for 3 and 4 years olds in the Indoor Facility during the months of June and July and the hours of operation is Mondays to Thursdays, 5 pm to 8 pm. Our club is mindful of existing supplier contracts the municipality already has in place, and we will honour these contracts, as required. We will evaluate our club's current insurance policy, and will make sure that ifwe aze not currently covered for such a venture, we will be. We will also make sure we follow the Durham Board of Health's protocols. The Concession Stand will generate some costs to the Municipality due to utilities, and our club will contribute towards these costs; as determined prior to its opening. The Darlington Soccer Club feels that taking on the operation of the Concession Booth at the Bowmanville Indoor Soccer Facility will further cement the partnership between the Municipality of Clarington and our club, and will enhance both our commitments to providing the best service to our community that we can. If you have any questions, or require clarification, please let us know. Yours truly, Alf Huggins Sherry Bonanza