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3518 To enter into an agreement with the Tillsonburg Craft GuildTHE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NUMBER 3518 A BY-LAW to enter into an agreement with the Tillsonburg District Craft Guild. WHEREAS The Town of Tillsonburg is desirous of entering into a service agreement for the Tillsonburg District Craft Guild to perform the tourism services described therein. THEREFORE the Council of the Town of Tillsonburg enacts as follows: 1. THAT the agreements attached hereto form part of this by-law; 2. THAT the Mayor and Clerk be hereby authorized to execute the attached agreement on behalf of the Corporation of the Town of Tillsonburg. READ A FIRST AND SECOND TIME THIS 13th DAY OF June, 2011. READ A THIRD AND FINAL TIME AND PASSED THIS 27th DAY OF June, 2011. MaVor/ John7 Lessif Clerk - Donna Hemeryck SERVICE AGREEMENT BETWEEN: The Corporation of the Town of Tillsonburg (hereinafter referred to as the "Town") - and - Tillsonburg District Craft Guild (aka: Station Arts Centre) (hereinafter referred to as the MTDCG") Dated May 5, 2011 WHEREAS the TDCG and the Town wish to enter into this service agreement to have the TDCG perform the tourism services described herein accordance with the terms of this Agreement. NOW THEREFORE in consideration of the mutual covenants of the parties set forth in this Agreement and other good and valuable consideration, the TDCG and the Town agree as follows: 1. PURPOSE The purpose of this Agreement is to continue and expand a framework of cooperation between the Town and the TDCG for the provision of tourism services in the Town of Tillsonburg to the benefit of both its residents and visitors. 2. STATEMENT OF BENEFITS • The benefits to the Town include; i. The provision of an additional tourism information centre that offers a higher profile location adjacent to Broadway and within the Downtown core; ii. The provision of tourism information and amenities to the general public and visitors to the Town through a tourism reception person that provides information and assistance;iii. The provision of a tourism coordinator function to ensure effective liaison between local tourism initiatives/events and Tourism Oxford as well as other regional marketing initiatives; and, iv. The maintenance of an existing heritage building. • The benefits to TDCG include:i. Financial support to provide the tourism information and services; and, ii. Continued support from Town staff to facilitate and coordinate the community wide portion of the Down Home Country Christmas Festival as co-chair of the community wide committee. 3. RESPONSIBILITIES The Town shall: i. Pay to the Guild the sum of $26,000 for a period of three years commencing January 1, 2011 and extending to December 31, 2013. Payment will be made subsequent to the approval of the Town's annual budget; and, The TDCG shall: i. Provide tourism information and amenities to the general public and visitors during regular business hours; namely, Monday to Friday from 9 AM - 4 PM and Saturdays from 9 AM to 2 PM and with extended Saturday hours during the months of May to September of 9 AM - 4 PM with the exception of Statutory Holidays; ii. Provide staff support for above through any combination of full-time, part-time and volunteer staff; iii. Provide appropriate amenities as follows: 1. Access to public washrooms; 2. Free local telephone calls and staff-assisted internet access; 2. Picnic tables and rest area; 3. Display case of tourism brochures and information; and, 4. Theatre and other ticket purchase or reservation, iv. Timely response to all telephone, email, mail and walk-in inquiries; v. Maintain program support for existing events as follows: 1. Down Home Country Christmas Craft Show 2. Oxford Studio Tour 3. Canada Day Pancake Breakfast 4. Annual Art Auction 5. Tillsonburg Film Festival 6. Doors Open Oxford 7. Help Portrait Notwithstanding above, should any of the above events cause undue financial distress, the TDCG shall have the right to review the provision of these programs in consultation with the Town. vi. Maintain liaison role with Tourism Oxford through participation in Doors Open Oxford, Cultural Connections working groups, etc. vii. Maintain the 41 Bridge St W property including: 1. Payment of operating and maintenance costs of all utilities such as water/sanitary services, electricity, heating, cooling, phone and internet service, etc. 2. Maintenance of office equipment necessary for the provision of tourism services. 3. Maintenance of a kitchen, three washrooms, a pottery studio, a craft area, including supplies, two office spaces, a meeting room, a front reception area, one retail space and one gallery space, outdoor space around two buildings on two sides. 4. Insurance for the property contents and inside use liability. 5. Long term maintenance and improvements necessary to maintain and improve its heritage designation, viii. Provide annual reports on the number and type of inquiries related to both tourism and TDCG programming to the Town no later than February 1 following the fiscal year end; ix. Provide input to the Development Commissioner for the development of the annual Tourism Business Plan. 4. PROGRAM EXPANSION To facilitate the provision of tourism services for the Town, programming must be kept current. As such the Guild shall • Develop new events, namely:, o By Creative Hands Artisan Show - Specialty craft show planned for Spring 2011; o Children's Art Fair Proposed for 2011 o other initiatives as proposed & considered by the TDCG board & community partners o If an event is mutually agreed upon not to be viable as per Paragraph 3.v above, then notice of replacement programming for 2012 and 2013 shall be provided to the Town no later than February 1 following the fiscal year end. • Assume the role of co-chair of the community wide Down Home Country Christmas Committee; • Liaise with Tourism Oxford and other tourism/community groups to develop new initiatives and approaches, i.e. cooperative marketing opportunities, etc; and, Develop a distribution plan for all tourism flyers and brochures including those for venues and those developed by community groups for their own initiatives. 5. AMENDMENT Amendments within the scope of the instrument shall be made by the issuance of a written modification, signed and dated by all parties, prior to any changes being performed and by mutual consent of the parties. Returned email confirmation by the signing parties is also an acceptable form of amendment should the matter be time sensitive in nature. 6. PARTICIPATION IN SIMILAR ACTIVITIES This instrument in no way restricts the TOWN from participating in similar activities with other public or private agencies, organizations, and individuals. 7. EFFECTIVE DATE This Service Agreement is effective upon signature of the parties and will remain in effect until December 31, 2013 or until terminated as provided for under Section 8. 8. TERMINATION This Service Agreement may be terminated by either party at any time by 60 days notice, delivered in writing to the addresses provided in Section 9 below. 9. NOTICES 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 Tillsonburg: Cephas Panschow, Development Commissioner The Corporation of the Town of Tillsonburg 200 Broadway Suite 204 Tillsonburg, ON N4G 5A7 Tel: 519-842*6428, ext. 3250 Fax:519-842-9431 IftotheTDCG: Tillsonburg District Craft Guild 41 Bridge Street West Tillsonburg, ON N4G 5P2 Tel: 519-842-6151 Fax: 519-842-7555 10.SCHEDULES • A - Summary of Tourism and TDCG Services IN WITNESS WHEREOF the duly authorized officers of the parties have executed this Agreement as of the date first written. The Corporation of the Town of Tillsonburg By: ie: John Lessif Title: Mayor Name: Donna Hemeryck Title: Clerk Date: I/we have authority to bind the Corporation. Tillsonburg District Craft Guild BV; ( 7, __ _ _7f NimfefChrkJ^ovnik Title: President of the Board ofbtrectors Date: I have authority to bind the TDCG Schedule A - Summary Comparison of Tourism and TDCG Services Tourism Services TDCG Services Provide tourism information and amenities Provide staff support for above through any combination of full- time, part-time and volunteer staff; Provide appropriate amenities Maintain liaison role with Tourism Oxford Maintain the 41 Bridge St W property Provide input to the Development Commissioner for the development of the annual Tourism Business Plan. Gallery and Retail Space: Ongoing solicitation of work for the Baggage Room, and Artists to show in the 2 galleries Connecting with artists, artisans and negotiating the display, and terms of sales Assisting with bringing work into the galleries and Baggage room Maintaining professional and attractive displays Promoting the events, shows and art activities that take place at Station Arts Centre (these ongoing activities contribute to the high profile of Station Arts Centre in the community, and the production of work on sale and display, to the public)