City of Delta COUNCIL REPORT Regular Meeting F.06 To: Mayor and Council File No.: 11100-20/SDMHA From: Parks, Recreation & Culture Department Date: June 22,2018 South Delta Minor Hockey Association - South Delta Recreation Centre Licence Renewal The following report has been reviewed and endorsed by the Acting City Manager. RECOMMENDATIONS: A. THAT the renewal of the licence agreement between the City of Delta and the South Delta Minor Hockey Association be approved, generally as presented (Attachment A). B. THAT the Mayor and City Clerk be authorized to execute the renewal of the licence agreement on behalf of the City of Delta. PURPOSE: To seek approval to renew the licence agreement between the City of Delta (Delta) and the South Delta Minor Hockey Association (Association) for use of 210 square feet of space at the South Delta Recreation Centre. BACKGROUND: Delta entered into a five-year licence agreement with the Association in August 2013. The licence agreement expires on August 31, 2018 and contains a five-year renewal term. Delta received notice from the Association requesting renewal of the licence agreement for a further five-year term beginning September 1, 2018 (Attachment B). At its June 21, 2018 Regular Meeting, the Parks, Recreation & Culture Commission endorsed the recommendations contained within this report. Council Policy: Council approves all legal documents.
Page 2 of 3 South Delta Minor Hockey Association - South Delta Recreation Centre Licence Renewal 11100-20/SDMHA June 22, 2018 III DISCUSSION: The Association is a not-for-profit sport organization that provides hockey practices, training and games to children and youth in South Delta and utilizes storage space at the South Delta Recreation Centre. The Association requires a dry and easily accessible storage space for uniforms and equipment that are used and maintained throughout the season and then inventoried, repaired and safely stored in the off-season. The space at the south end of the South Delta Recreation Centre has outside access and a separate key, which allows the Association volunteers to maintain and distribute uniforms and equipment without requiring assistance from South Delta Recreation Centre staff. The licence agreement with the Association contains the following provisions: standard licence fee It standard lifecycle maintenance contribution standard insurance requirements It five-year renewal term, beginning September 1, 2018 and expiring on August 31, 2023 90 day termination clause no further renewal rights Implications: Financial Implications - The Association will pay to Delta a licence fee of $420 ($2 x 210 square feet) per annum, plus applicable taxes; and a lifecycle maintenance contribution of $210 ($1 x 210 square feet) per annum, plus applicable taxes. Total payable by the Association per annum is $630, plus applicable taxes. III CONCLUSION: The Association is a well-established community based not-for-profit society that provides a valuable service to children and youth in South Delta. Renewing the licence agreement with the Association will support the hockey program in South Delta. Ken Kuntz Director of Parks, Recreation & Culture Department submission prepared by: Diana L. Cousins, Senior Policy Analyst DLC/sl
Page 3 of 3 South Delta Minor Hockey Association - South Delta Recreation Centre Licence Renewal 11100-20/SDMHA June 22, 2018 This report has been prepared in consultation with the following listed department. Concurring Department Department Name Signature A ~ Finance j Karl Preuss Ij~ ATTACHMENTS: ~l; A. Licence Renewal Letter Agreement B. Renewal Request ~
CITY OF DELTA Attachment A Page 1 of 2 File: 11100-20/SDMHA June 22, 2018 Tracey Derrheim, Administrator South Delta Minor Hockey Association PO Box 19109 Delta, British Columbia V4L 2P8 Dear Ms. Derrheim: Subject: Letter Agreement to Renew the Licence at 1720 56 th Street, Delta (the "Premises") Thank you for your correspondence dated May 28, 2018, requesting a renewal of the licence of the abovementioned Premises dated August 27, 2013 (the "Licence") to the South Delta Minor Hockey Association (the "Licensee") from the City of Delta ("Delta"). Under Section 3 of the Licence, at the expiration of the Term on August 31, 2018, the Licensee has the right to renew the Licence for an additional five-year term in accordance with the terms of the Licence. In consideration of the above, we write to set out the following terms for the renewal of the Licence: 1. The Licence is hereby renewed for a period of five years, commencing on September 1, 2018 and terminating on August 31, 2023 (the "Renewal Term"); 2. The Licence Fee for the Renewal Term is $420 per annum ($ 2.00 x 210 square feet), plus applicable taxes; 3. The Lifecycle Maintenance Contribution for the Renewal Term is $210 per annum ($1.00 x 210 square feet), plus applicable taxes; 4. The Licensee does not have a further right of renewal after August 31, 2023; 5. Delta recently underwent a name change and, as such, all references to "The Corporation of Delta" under the Licence shall now be deemed to refer to the "City of Delta". (remove if not applicable) 6. Unless otherwise expressly mentioned in or amended by this Letter Agreement, all terms and conditions remain as stated in the Licence and shall continue to apply for the duration of the Renewal Term, in full force and effect and unamended; and 7. Each of the parties shall execute and deliver all such further documents and do such further acts as may be reasonably required to give effect to this Letter Agreement. If the renewal terms as per this Letter Agreement are acceptable to the Licensee, kindly acknowledge your acceptance by executing the three enclosed originals of this Letter Agreement as indicated and returning ~ originals to the attention of the writer to attend to execution on behalf of Delta. Once both parties have 4500 Clarence Taylor Crescent, Delta, BC V41< 3E2 Tel: 604.946-4141
Subject: File: Letter Agreement to Renew the Licence at 1720 56 th Street, Delta (the "Premises") 11100-20/SDMHA Attachment A Page 2 of 2 Page 2 of 2 signed, we will forward to your attention a fully executed original for your records. Should you have any questions or concerns, please contact the writer at your convenience. We look forward to continuing our relationship with you. Yours truly, Ken Kuntz Director, Parks, Recreation & Culture cc: Samien Safaei, Lands Solicitor Robert Sullivan, Recreation Complex Facility Manager THIS LICENCE RENEWAL LEDER AGREEMENT IS AGREED AND CONFIRMED by the authorized signatory(ies) of the South Delta Minor Hockey Association this _ day of, 2018. SOUTH DElTA MINOR HOCKEY ASSOCIATION Per: Print Name: Print Title: Per: Print Name: Print Title: THIS LICENCE RENEWAL LEDER AGREEMENT IS AGREED AND CONFIRMED by the authorized signatory(ies) of the City of Delta this _ day of, 2018. CITY OF DElTA Per: ------------ Lois E. Jackson, Mayor Per: Robyn Anderson, City Clerk
From: Tracey Derrheim [mailto:sdmha@telus.net] Sent: Monday, May 28, 2018 10:32 AM To: Robert Sullivan Cc: KEN ELMER; treasurer@southdeltahockey.com Subject: RE: LIcence Agreement - South Delta Minor Hockey and the City of Delta Attachment B Page 1 of 1 Good morning Robert, Yes we are interested in renewing the agreement for another five years. Please let me know if you require anything. Thank you, Tracey Tracey Lipp Derrheim Administrator SDMHA From: Robert Sullivan <RSullivan@delta.ca> Sent: May 25,20183:58 PM To: sdmha@telus.net Subject: Licence Agreement - South Delta Minor Hockey and the City of Delta Good day. My name is Robert Sullivan and I am the manager at the South Delta Recreation Centre. South Delta Minor Hockey and the City of Delta have a licence agreement which expires on August 31,2018. As per item 3.1{b), South Delta Minor Hockey is to inform the City no later than 6 months before the end of the Term. I will need written notice very soon if your organization is interested in renewing the agreement for another 5 years. The report and recommendation will have to go to the Parks, Recreation and Culture Commission in June. Please let me know if you have any questions. Thanks. R. Robert Sullivan City of Delta Recreation Complex Facility Manager South Delta Recreation Centre 1720-56 St Delta, BC E: rsullivan@delta.ca T: 604-952-3540 C: 778-233-4076