RECOMMENDATION:
That the report titled Authorization for
Commissioner of Community and Fire Services to Enter into Non-Conforming Rental
Contracts on Behalf of the Town of Markham be received;
And that the Commissioner of Community and Fire
Services, on the recommendation of the Director of Recreation and Culture,
Facility Co-ordinators and Managers of cultural venues, be authorized to enter
into rental agreements up to a value of $25,000 net of expenditures on behalf
of the Town of Markham, subject to all Town requirements being adhered to with respect to
policies, by-laws, permits, insurance, etc.
PURPOSE:
The purpose of this report is to
obtain Council approval to permit the Commissioner of Community and Fire
Services to enter into rental agreements for non-conforming rental
opportunities.
BACKGROUND:
The current situation is that facility staff are permitted to enter into contracts for rentals
where rates have been approved by Council.
This type of transaction takes place on a regular basis. If a potential client approaches the Town
with a different type of rental request (for example: midways or filming opportunities), one where
there might be cost-sharing on admissions, rides or refreshments, it is necessary
for staff to submit a report to Council seeking approval to enter into the
agreement, with the Legal Department reviewing and approving the rental
agreement and the agreement being signed by the Mayor and Clerk.
This
can be a lengthy and involved process, and potential revenues can be lost due
to the lengthy process. We are asking
that the Commissioner of Community and Fire services, as recommended by the
Director of Recreation and Culture, Facility Co-ordinators and Managers of the
cultural venues, be authorized to enter into this type of rental contract on
behalf of the Town of Markham, up to an estimated revenue value of $25,000 net
of expenditures. Staff would ensure that
all Town requirements are adhered to with respect to policies, by-laws, permits,
insurance, etc.
FINANCIAL IMPACT:
Potential loss of revenue
opportunities
BUSINESS UNITS CONSULTED AND AFFECTED:
Finance
Legal
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Barbara M. Roth, R.D.M.R.
Director, Recreation and Culture Services
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Jim Sales
Commissioner of Community and Fire Services
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Q:\Recreation\POLICIES\POL006\Facility Co-ordinators
authorization to enter into rental agreement.doc
