4259 Schedule A - Memorandum of Understanding - Tillsonburg District Craft GuildMemorandum of Understanding
BETWEEN
The Cor poration of the Town of Tillsonburg
(Hereinafter referred to as the "Town")
-and-
Tillsonburg District Craft Gui ld (operating as the Station Arts Centre)
(Hereinafter referred to as the "TDCG")
Dated Ja nuary 28, 2019
WHEREAS the TDCG and the Town wish to enter into this Memorandum to have the TDCG
perform certain services and the Town provide certain resources described herein in
accordance with the terms of this Memorandum;
Now therefore in consideration of the mutual covenants of the parties set forth in this
Memorandum and other good and valuable consideration the receipt and sufficiency of
which is hereby acknowledged, the TDCG and the Town agree as fo llows:
1. PURPOSE
The purpose of this Memorandum is to continue and expand a framework of cooperation
between the Town and the TDCG fo r the provision of arts, culture and tourism information
services in Tillson burg to the benefit of both its residents and visitors.
2. STATEMENT OF BENEFITS
2.1. The benefits to the Town include:
2.1.1. The provisio n of Arts & Culture through classes, workshops etc. offered to
the residents of Tillson burg.
2.1.2. Ra is ing the cultural profile ofTillsonburg through art exhibitions and create
a cultural destination point in and for the Town of Tillson burg.
2.1.3. The provision and expansion of youth cultural immersion in the form of
s upervised classes, Summ er Art Camps, March Break program, workshops,
School pilot programs, PA Day programs.
2.1.4. The provisio n of a tourism inform ation centre that offers a high-profile
location adjacent to Broadway and within the Downtown core.
2.1.5. The provision of tourism information and amenities to the general public and
visitors to the Town through a tourism reception desk that can provide
information and assistance.
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2.1.6.
2.1.7.
The provision of a tourism coordination function to ensure effective liaison
between local tourism initiatives/events and Tourism Oxford as well as other
regional marketing initiatives.
The appropriate use of an existing Town-owned heritage building.
2.2. The benefits to the TDCG include:
2.2.1. Financial support for operational costs of providing arts and culture
programming and supporting the provision of tourism information to
visitors.
2.2.2. A facility and grounds to operate from to provide:
a) art & culture exhibitions;
b) space for retail sales of art and artisanal works;
c) classes and workshops to TDCG members and the public;
d) meeting and working space for TDCG members and activities; and
e) ancillary TDCG activities.
3. RESPONSIBILITIES
3.1. The Town shall:
3.1.1. Allow the TDGC to occupy the Station Arts Centre building throughout the
3.1.2.
3.1.3.
3.1.4.
3.1.5.
3.1.6.
term of this Memorandum for furthering arts, culture and tourism in the
Town ofTillsonburg and surrounding area.
Pay to the TDCG the sum of $40,000 in 2019. In 2020 and beyond, the
amount will increase annually in accordance with the Consumer Price Index
for Ontario for the previous calendar year. Payment will be made subsequent
to the approval of the Town's annual budget.
Agree to entertain negotiations and applications from time to time for special
purpose grants.
Maintain the property at 41 Bridge St. W. to Town standards for Town
Responsibilities as outlined in "Schedule B" including, but not limited to:
a) Structural maintenance such as roof and all other exterior items;
b)
c)
d)
Snow removal;
Sidewalk maintenance; and
Mechanical systems such as electrical and plumbing, heating and air
conditioning systems.
Maintain the parkette surrounding the Caboose adjacent to the property at
41 Bridge St. West.
Appoint an ex-officio liaison between the Town and the TDGC for the
duration of this Memorandum.
3.2. The TDCG shall:
3.2.1. Provide information and amenities to the general public and visitors during
regular business hours; namely, Monday to Saturday from 9am-4pm with the
exception of Statutory Holidays.
3.2.2. Provide trained staff to deliver the services noted in through a combination
of full-time, part-time and volunteer staff.
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3.2.3.
3.2.4.
3.2.5.
3.2.6.
3.2.7.
3.2.8.
3.2.9.
3.2.10.
3.2.11.
3.2.12.
Maintain program support for current activities the same as or similar to the
list of events listed in Schedule "A".
Partner with local events when applicable and possible. For example, but not
limited to:
a) Shunpikers Tour;
b) Oxford Car Rally;
c) Oxford Cheese Month;
d) Participation on the Cultural, Heritage & Special Awards Advisory
Committee;
e) Oxford Creative Connections; and
f) Woodstock Art Gallery (Visual Elements Juried Exhibit).
Maintain role as coordinator for the Electronics Recycling Program.
Maintain liaison role with Tourism Oxford through promoting local &
cultural initiatives.
Maintain the property at 41 Bridge St W. to Town standards for TDCG
Responsibilities as outlined in "Schedule B" including, but not limited to:
a) payment of costs for all utility services;
b) payment of costs for communications services including phone and
internet service, alarm monitoring, etc.;
c) interior amenities and aesthetics including painting and wall
coverings; and
d) perform or have performed all interior janitorial services.
Maintain the Caboose displayed at 41 Bridge St W. parkette west of the
Station to Town standards.
Maintain tenant insurance for the TDCG chattels on the premises.
Maintain a Liability Insurance policy with a minimum coverage of
$5,000,000, and provide the Town with an annual Certificate of Insurance
naming the Corporation of the Town ofTillsonburg as an additional insured.
Participate in appropriate planning and fund raising for long-term capital
projects in liaison with the Town.
Provide quarterly updates to the Town with respect to the number of
participants in the activities of the TDCG and an submit financial statements
prepared by an accountant to the Town on an annual basis.
4. PROGRAM EXPANSION
4.1. To facilitate the provision of cultural and tourism service for the Town, programming
must be kept current As such the TDCG shall assist with new events and expand
current events, and initiatives as proposed and approved by the TDCG board and
community partners
4.2. The TDCG will liaise with Tourism Oxford and other tourism and community groups to
develop new initiatives and approaches, ie. Cooperative marketing opportunities.
4.3. The TDCG will work with the Town and other agencies to build tourism, cultural
awareness and opportunities, and where applicable, partner with other groups in
Tillsonburg and area.
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5, AMENDMENT
5.1. Notwithstanding this Memorandum, should any of the above responsibilities cause
undue financial distress to the responsible organization, the Town and the TDCG shall
each have the right to initiate a renegotiation and/or an amendment to this
Memorandum.
5.2. Amendments within the scope of this Memorandum shall be made by the issuance of a
written modification, signed and dated by the Town and the TDCG, prior to any
changes being performed and by mutual consent of both parties. Returned email
confirmation by the signing parties is also an acceptable form of amendments should
the matter be time sensitive in nature.
6. PARTICIPATION IN SIMILAR ACTIVITIES
6.1. This Memorandum in no way restricts the Town from participating in similar activities
with other public or private agencies, organizations and individuals.
7. EFFECTIVE DATE
7.1. This Memorandum is effective upon signature of the parties and will remain in effect
for the duration of the term of Council unless terminated as provided for under the
subsequent section.
7.2. For the period of time between the end of the term of Council and the renewal or
replacement of this Memorandum by the subsequent Council, the terms of the
Memorandum will be considered to be in effect, excepting Section 3.1.2.
8. TERMINATION
8.1. This Memorandum may be terminated by either party at any time with sixty (60) days'
notice, delivered in writing as provided below.
9. NOTICES
9.1. All notices, requests, directions or other communications ("Notices") required or
permitted herein will be in writing and will be delivered to the parties hereto
respectively as follows:
If to the Town of Tillson burg:
The Corporation of the Town ofTillsonburg
200 Broadway, 2nd Floor
Tillsonburg, ON N4G 5A7
t) 519-688-3009 ext. 3224
f) 519-842-9431
Attn: Clerk
If to the TDCG
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Tillsonburg District Craft Guild
41 Bridge St W.
Tillsonburg ON N4G 5P2
t) 519-842-6151
TDCG MOU 2019-2022.DRAFT.doc::x
IN WITNESS WHEREOF the duly authorized officers of the arties have executed this
Agreement as of the date first written.
The Corporation of the Town ofTillsonburg
Tillsonburg District Craft Guild
Page 5 I a
me: Stephen Molnar
Title: Mayor ofTillsonburg
By:~
Name: Donna Wilson
Title: Clerk
Date:
We have authority to bind the Corporation.
By: il. k (t.,..,,
Name: Gale Connor
Title: President of the Board of Directors
Date:
I have authority to bind the TDCG
TOCG MOU 2019-2022.DRAFT.dcx::x
"Schedule A"
The Tillson burg District Craft Guild was instrumental in providing programming support in
the following activities in 2018:
• FamilyDay
• Kids Camp/PA Day activities
• Farmers Market (May to November)
• Oxford Studio Tour
• Doors Open Oxford
• Tillsonburg Garden Tour
• Turtlefest/Creative Imaginations
• Canada Day Pancake Breakfast
• Summer Camps
• Week of Remembrance
• Christmas Tour of Homes
• Help Portrait
• Trivia Night
• Sip, Swirl, Swallow (Local Wines & Cheeses)
• Holiday Arts Market
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Schedule B
Assignation of Responsibilities with respect to Buildings, Maintenance, Repairs, and
Contracts
Town Responsibilities Station Responsibilities
1. Bricks and Mortar-Structural-exterior-1. Interior aesthetics
roof, foundation, courtyard 2. Painting interiors
2. Snow Removal 3. Utility costs
3. Lawn maintenance 4. Monitored security and smoke alarm
4. Sidewalk maintenance system
5. Janitorial requirements 5. Utility repair and replacement-HVAC, 6. Contact Manager of Parks & Facilities
electrical, plumbing in emergencies with structure, HVAC,
6. Any audits for security, utilities, electrical, plumbing
structure 7. Notify Town Liaison with any
7. Present upgrades/repairs/alterations upgrades/repairs/alterations that
to Town Council for consideration. should be considered for Town
Budget deliberations for the next year. 8. Liaison with the Station for Station This is done annually in the fall for
Board meetings and presentations to Council and confirmed if allowed by
Town. March of the following year.
9. Pre-existing contracts for service & 8. Notify Town Liaison of any grant
repair contractors by the Station will applications for aesthetics that may
be honoured by the Town so long as address structure, HVAC, electrical,
plumbing for approval and letter of they have WSIB and insurance (i. e. support for application, along with 3 D&B ClimateCare, ADT) quotes for the project.
10. ADT: Agents of the Town ( owner) are 9. Any variations/overages may be
emergency contacts after Guild considered by the Town and
contacts. calculated as a variance and part of
11. Manager of Parks & Facilities and the operating budget of the Town for
Facilities Supervisor have security this facility. Under $5000 may be
addressed at the discretion of the access to the Red Station and ADT Manager of Parks & Facilities as
panel. operational repairs.
12. Manager of Parks & Facilities will 10. Amounts over $5000 must go to Town
have key to main door should Red Council for consideration as capital
Station entry fail. expense.
Process to Commence Work Process to Commence Work
1. Assess request from Station Call in customer service general line 516-688-
2. Emergency-confirm repairs to be done 3009 or call/email Manager/Supervisor
and any preexisting contractors to directly at contact information below.
carry out work i.e. requests for work
3. Inform Station when work is to Email and Call if urgent
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commence and the contractor being
used
4. General request-may use preexisting
contractors but still requires quotes
Town Contacts by priority TDCG Contacts by priority
1. Manager of Parks & Facilities 1. Executive Director
Corey Hill Deb Beard
chill@tillsonburg.ca, office@stationarts.ca
519-688-3009 x4232 (w), 519-842-6151 (w)
519-808-7727(c) 519-983-7378 ( c)
2. Facilities Supervisor 2. TDCG Treasurer
Karen Patenaude Diane Patenaude -
k(2atenaude@tillsonburg.ca d(2atenaude@stationarts.ca
519-688-3009 X 2248 (W) 3. TDCG President
519-403-6881 (c) Gale Connor
gconnor@stationarts.ca
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