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HomeMy WebLinkAboutOPD-004-10r'~I"` Il REPORT OPERATIONS DEPARTMENT Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Date: SEPT. 27, 2010 Resolution#: G ~' Y85"~0 By-law#: N/A Report#: OPD-004-10 File: Subject: COLLABORATIVE AGREEMENT BETWEEN THE NEWCASTLE HORTICULTURAL SOCIETY; THE NEWCASTLE COMMUNITY HALL AND THE MUNICIPALITY OF CLARINGTON RECOMMENDATIONS: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: THAT Report OPD-004-10 be received; and 2. THAT Council authorize the Mayor and Clerk to execute the Collaborative Agreement; and 3. THAT all interested parties listed in Report OPD-004-10 be advised of Council's decision. Submitted by: FJH:kr Fre enck Horv th, Director of Operations `, Reviewed by: ~ ~~~rC~-' ~- .Franklin Wu, Chief Administrative Officer CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T 905-623-3379 REPORT NO.: OPD-004-10 BACKGROUND: PAGE 2 The Newcastle Horticultural Society intends to undertake the Newcastle Heritage Garden project with the cooperation of the Newcastle Community Hall and the Municipality of Clarington. The project intent is to invest in a community cultural project which acknowledges the history form and function of the Newcastle Community Hall and continues to maintain its role as the heart and centre of this community. The Newcastle Horticultural Society and its members have a vision to create a focal point for the Community to meet the needs of the Community now and in the future with some horticultural prominence. The Newcastle Horticultural Society has maintained the gardens at the Hall for many years and winning various awards through the Municipal Communities in Bloom Contest. They have been actively working on this project under the leadership of Jeany Barrett to enhance the existing gardens and to incorporate new features including an automatic sprinkler system to assist wifh the overall maintenance of the gardens. The Newcastle Horticultural Society has engaged the services of Mark and Patricia Lowe, Landscape Architects, to prepare an overall master plan for the site. The Newcastle Horticultural Society will be submitting a capital grant application to the Ontario Trillium Foundation. Ontario Trillium Foundation The Ontario Trillium Foundation (OTF) one of Canada's leading grant making foundation, 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 strengthen 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) REPORT NO.: OPD-004-10 PAGE 3 Operations Department has been involved in various collaboratives in the past. The Municipality has entered into collaboratives with the Newcastle Skating Club and the Newcastle Arena Board for the construction of a figure skating room and storage area; the Kendal Lions Club and Kendal Community Centre Board for the installation of a new kitchen facility, and the Hampton Community Association and the Central Lake Ontario Conservation Authority for the construction of the Hampton Pond. The Members of this Collaborative are as follows: 1. Jeany Barrett, President, Newcastle Horticultural Society 2. Peter De Jong, Newcastle Community Hall Board 3. Bob Genosko, Municipality of Clarington The Municipality has agreed to provide financial reporting support through the Finance Department to assist the Newcastle Horticultural Society. TIMELINE: The grant deadline for this cycle is November 15~, with notification in early 2011. It is the intention of the Newcastle Horticultural Society to submit a completed application in this cycle. Attachment #1 -Collaborative Agreement ATTACHMENT N0.:1 REPORT NO.: OPD-004-10 COLLABORATIVE AGREEMENT This Agreement dated the day of October 4`i', 2010 Between The Newcastle Horticultural Society and The Newcastle Community Hall Board and The Municipality of Clarington WHEREAS The Newcastle Horticultural Society intends to undertake the Newcastle Community Hall Heritage Garden Project, hereinafter called the Project, and has requested the cooperation of the Newcastle Community Hall Boazd as building manager and the Municipality of Clazington as property owner in connection therewith; NOW THEREFORE WITNESSETH that in consideration of the covenants contained herein, the parties mutually agree as follows: -I- COLLABORATIVE AGREEMENT 1. Background The collaborative was formed in October 2010 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. Jeany Barrett will represent the Newcastle Horticultural Society, Bob Genosko will represent the Municipality of Clarington, and Peter DeJong will represent the Newcastle Community Hall Board. 3. Project Purpose and Results The results of the Project will be an overall master landscape plan to guide the Victorian style of the existing outdoor spaces. 4. Communication Communication among the collaborative is facilitated by the fact that all are located within a 5 km radius of each other, hold regular status meetings at the Hall, 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 Jeany Barrett, Bob Genosko and Peter DeJong. 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. Jeany Barrett will, in turn, forward a final copy to the Trillium Foundation. -2- COLLABORATIVE AGREEMENT Jeany Barrett, President, Newcastle Horticultural Society Chair, Newcastle Heritage Committee Peter DeJong, Chair Newcastle Community Hall Board Jim Abernethy, Mayor Patti, Barrie, Municipal Clerk -3-