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HomeMy WebLinkAboutCSD-07-058 - Renewal of Co-Operative Agreement with Lutherwood (55 Plus Employment Services) ) R Community Services Report To: Date of Meeting: Submitted By: Community Services Committee June 18, 2007 Prepared By: Ward(s) Involved: Date of Report: Report No.: Subject: Mark Hildebrand, Interim Director, Community Programs and Services (ext.2687) Lynda Stewart, District Facilitator (ext. 2511) All May 23, 2007 CSD-07-058 RENEWAL OF CO-OPERATIVE AGREEMENT WITH LUTHERWOOD (55 PLUS EMPLOYMENT SERVICES) RECOMMENDATION: That the Co-operative Agreement with Lutherwood (55 Plus Employment Services) be renewed for the 2007 year; and, That the General Manager of Community Services be authorized to renew this agreement annually, subject to the satisfaction of the City Solicitor. BACKGROUND: The 55 Plus Employment Services program has operated at the Rockway Centre since 1980. Until 1998, a Seniors Employment Bureau Grant from Human Resources Development Canada for the operation of the service was administered by the City of Kitchener. Since then, the program has been administered through a Co-operative Agreement with Lutherwood, which must be considered for renewal annually. REPORT: The mandate of 55 Plus Employment Services is to assist unemployed workers older than age 55 to enter or re-enter the workforce. To be eligible, individuals must be referred from a recognized Employment Assessment Centres funded by Human Resources and Skills Development Canada. Services include: · Customized job search assistance and self-directed resources · Individual and group support and counselling, information and networking sessions · Links to the local labour market including employer panels and job fairs · Referrals to community services and programs Report No. CSD-07-058 Page 2 In the past year, 55 Plus Employment Services delivered 175 workshops; responded to 2,976 requests for information and service; and served 242 new clients. The partnership with Lutherwood benefits the Rockway Centre in a variety of ways. The clients of 55 Plus are introduced to the programs and services offered at Rockway Centre; 55 Plus staff and clients regularly use the food services available at Rockway Centre; and rental revenue helps to offset operating expenses at the centre. Employment services are an additional support offered to Kitchener residents and are consistent with the community resource centre model. The agreement with Lutherwood will have similar provisions to the 2006 agreement, with the exception of a 30/0 increase added to the fee paid by Lutherwood. FINANCIAL IMPLICATIONS: This agreement will generate $11 ,216 in revenue and will offset the costs of participating in this cooperative agreement. Mark Hildebrand Interim Director, Community Programs & Services AP COOPERA TIVE AGREEMENT BETWEEN LUTHERWOOD, A validly existing, non-share corporation (55 PLUS EMPLOYMENT SERVICE) [Hereinafter referred to as the "Licensee"] and THE CORPORATION OF THE CITY OF KITCHENER [Hereinafter referred to as the "City"] 1. FEE FOR SERVICE The Licensee shall pay $11,216 including GST, per annum to offset a portion of the operational costs incurred by their operation out of the Rockway Centre, located at 1405 King St. E., Kitchener. This payment will be made in two increments of $5,608 each on May 1 and November 1. Charges will be paid in cash or by money order or non-post dated cheque made payable to the "City of Kitchener". This agreement will commence January 1,2007 and will expire on December 31, 2007. 2. OPERA TIONAL ITEMS 2.1 Printing The Licensee shall promptly pay all current contract photocopier costs as invoiced for these expenses on a quarterly basis. 2.2 Telephone The Licensees' Office will forthwith reimburse the City for chargeable messages (long distance) and equipment charges for telephone line 741-2509 upon receipt of the invoice from the City. The Licensee will be invoiced for these expenses on a quarterly basis. 2.3 Beverages The Licensee is responsible for the cost of refreshments for meetings and events and for volunteer refreshments. 2.4 FAX Machine The fax machine located in the Rockway Centre main office may be utilized by the Licensee staff and volunteers. 2.5 Meeting Equipment The Licensee may use for weekly meetings the following centre equipment, subject to availability: · flip chart stands · TV and VCR · overhead projector The Licensee shall purchase and use their own · flip chart paper · dry erase pens · transparencies 55plus-contract 2.6 Other All goods or services required by 55 PLUS in its operations and activities at the Rockway Centre are the responsibility of the Licensee unless expressly specified herein to be provided by the City. 3. INSURANCE 3.1 Board of Director Insurance The Licensee must provide proof of Board of Director insurance and comprehensive general liability insurance. 3.2 Contents Insurance The Licensee must provide proof of content insurance for equipment owned by the Licensee. 3.3 Indemnity The Licensee agrees to indemnify, defend and save harmless, the City against any and all claims including, without limitation, all claims for personal injury, death, property damage or nuisance relating to the Licensees use of the City's premises or arising from the conduct of any work or by or through any act, deed, omission of the Licensee or any agent, contractor, servant, employee, invitee, member or guest of the Licensee, and against and from all costs, reasonable counsel fees, expenses and liabilities incurred in or about any such claim or any action or proceeding brought thereon. 3.4 Insurance The Licensee agrees to insure, at its own expense, its personal property at the City's premises and improvements thereto and its public liability as an occupier of the City's premises and provide and keep such insurance in force during the term and any renewal thereof for the benefit of both the City and the Licensee and furnish to the City's District Facilitator upon execution of the Agreement, a copy of such insurance policy or the satisfactory proof of insurance or any renewal thereof; such policy shall name the City as an additional insured holding the City harmless against claims for public liability and property damage which may arise in respect of the operation of the Licensee and its use of the City's premises and adjacent area and the policy shall include a waiver of subrogation, a cross liability clause endorsement and that it will not call into contribution any other insurance which may be available to the City and shall be in amount of not less than TWO MILLION ($2,000,000.) DOLLARS per occurrence exclusive of interest and costs. Further, the insurance shall include a clause that it shall not be cancelled without giving the City thirty (30) days advance notice in writing. Upon renewal of the insurance policy, the Licensee shall deliver to the City's District Facilitator a copy of the renewal certificate or new policy. 3.5 Workplace Safety and Insurance Board Upon execution of this Contract, the Licensee shall deliver to the City's Rockway Centre Supervisor, certificates of good standing from the Workplace Safety and Insurance Board (WSIB), with respect to all employees of the Licensee and shall provide such additional certificates as often as is deemed necessary by the City during the term, but in any event shall provide such a certificate at least annually on the anniversary date of the commencement of the Term. The Licensee shall be responsible for all charges, assessments or other payments required to be paid by the WSIB with respect to the Licensee's employees. 4.0 SPACE USAGE 4.1 Office Space The City will provide office space for the Licensee staff and clients. Any alterations to the office or surrounding hallway must be presented to and approved by the District Facilitator. 55plus-contract 2 4.2 Meeting Space The City will provide a meeting space for the Licensee programs one full day per week during regular operating hours. The use of additional meeting space is dependent on availability of meeting rooms and will be negotiated with the District Facilitator on a quarterly basis. 4.3 Storage and Supplies The Licensee will assume responsibility for storage of supplies and equipment within their office area. They will be responsible for the storage and disposal of outdated documents and files. 4.4 Washroom Access The Licensee and clients will have access to the centre washrooms via a door off the Licensee's training room. 5.0 BUILDING AND OFFICE ACCESS 5.1 Keys The 55 Plus Program Supervisor of the Licensee will be assigned 3 keys for the 55 PLUS office and appropriate building entrances. The Licensee is responsible for all costs to the City in the event of lost/stolen keys including without limitation the cost of replacement keys and any key tumbler changes deemed to be required in the sole discretion of the City. 5.2 Core Operating Hours The core operating hours of the Licensee will be 8:30 a.m. - 5:00 p.m., with a 12:00 p.m. - 1 :00 p.m. lunch closure. The Licensee will responsible for the opening and locking of the east end building exterior door which is the 55 Plus office entrance. 5.3 After Hours Access The District Facilitator will give the Licensee instructions for shutting off/ turning on the intrusion alarm for after hour access. If the alarm is tripped the Licensee will take responsibility for paying any costs incurred from the ensuing security inspection. 5.4 Inclement Weather & Power Failure Closures In the incidence that the City closes Rockway Centre due to inclement weather or power failure, the Licensee will close their offices in conjunction, to ensure public safety. 6.0 COMMUNICATIONS & STAFF RELATIONS 6.1 Liaisons The District Facilitator will be the City's liaison for the Licensee. The primary liaison avenue will be through the Licensee and the Licensees' Director of Employment Development. 6.2 Facility (a) Issues related to building maintenance, energy, parking, storage, room use, signage, equipment will be directed to the District Facilitator. (b) Where additional cleaning of the Licensees' office is deemed necessary by the City, the Licensee will pay to the City a cleaning charge in such amount as is determined by the City. 6.3 Advertising & Promotion Rockway Centre will provide one brochure rack space in the main lobby reception area for 55 Plus Service brochures. Likewise, the Licensee will promote Rockway Centre programs and services to their clients. 55plus-contract 3 8.0 SUPPORT STAFF SERVICES 8.1 Phone Calls The City's Rockway Centre support staff will redirect the 55 PLUS EMPLOYMENT calls when they come through the main office by: a.) transferring the call or b.) by supplying the caller with the correct phone number and the exact hours the 55 PLUS office is open. 8.2.1 Client Visits The City's Rockway Centre support staff will direct client visits to the Licensees' office. 9.0 TERM a) This agreement will be reviewed on an annual basis and may be terminated by either party upon giving the other party two months notice immediately prior to the anniversary date of the commencement of this Agreement. Such notice, in the case of the City, shall be personally delivered to the District Facilitator and in the case of the Licensee, shall be personally delivered to the Director of Employment Development. b) If the Licensee terminates the agreement they will not be reimbursed for construction costs and materials associated with the 2004 expansion of the 55 Plus office. c) If the City terminates the agreement in the first 5 years (2004 - 2009) after the expansion, the City will provide a pro rated reimbursement to the Licensee for the construction and material costs. d) The City may withdraw any or all of the resources and services provided pursuant to this Agreement at any time upon giving two months' prior written notice by personal delivery to the Licensee's Director of Employment Development. 10.0 Force Majeur - Displacement In the event that Licensee's office space or program space is deemed by the City to be unsafe or not appropriate for use for reasons beyond the City's control or necessary to ensure safety (e.g., fire, flood, required repairs), the City shall be responsible for the necessary repairs (unless caused or contributed to by the Licensee) within a reasonable time and the City may assist in finding the Licensee another office location but is under no obligation to guarantee a replacement location. In the event that the building, office space or program space is not repairable or such repairs are prohibitive (as determined by the City), then this agreement shall be terminated and the Licensee shall be entitled to a pro rata return of any monies paid to that point. Lutherwood Mayor 55 Plus Program Supervisor City Clerk I/we have authority to bind the Corporation. Date 55plus-contract 4