HomeMy WebLinkAboutCS 02-25Report to
Executive Committee
Report Number: CS 02-25
Date: March 3, 2025
From: Laura Gibbs
Director, Community Services
Subject: Claremont and District Lions Club
- No Fee Permit Approval
- File: A-1440-001-2025
Recommendation:
1. That the Mayor and City Clerk be authorized to provide a no fee permit to the Claremont
and District Lions Club for the use of the Lions Club Meeting Room at Dr. Nelson F.
Tomlinson Community Centre for a three-month term, from April 1 to June 27, 2025; and
2. That the appropriate City officials be authorized to take the necessary actions as
indicated in this report.
Executive Summary: The purpose of this report is to seek approval to provide a no fee
permit to the Claremont and District Lions Club (Lions Club) for use of the Lions Club Meeting
Room at Dr. Nelson F. Tomlinson Community Centre (Community Centre) from April 1 to June
27, 2025.
The Lions Club has made the decision to wind down as a service organization at the end of
June 2025 due to a decline in community volunteers. As such, the Lions Club no longer has
the capacity to manage the operations of the Community Centre. The current management
agreement with the Lions Club to operate the facility will not be renewed once the agreement
terminates on March 31, 2025.
The Lions Club has been working hard to plan and organize their annual Lions Club Yard Sale
& Fair being held on June 14, 2025, and they remain committed to delivering this successful
community event for the enjoyment of many residents and visitors as their last official event of
the Lions Club. During the transition to wind down, the Lions Club have requested to use the
Lions Club meeting room for a three-month period, ending June 27, 2025, at no fee in order to
continue to support the planning of their ev ent and to move equipment and supplies belonging
to the Lions Club out of the Community Centre.
Staff recommend a no fee permit to allow the Lions Club to discontinue management of the
facility including removing Lions Club equipment and supplies from the facility.
Relationship to the Pickering Strategic Plan: The recommendations in this report respond
to the Pickering Strategic Plan Priority of Advocate for an Inclusive, Welcoming, Safe &
Healthy Community ; and Strengthen Existing & Build New Partnerships.
CS 02-25 March 3, 2025
Subject: Claremont and District Lions Club No Fee Permit Approval Page 2
Financial Implications: The management agreement between the City and the Lions Club
terminating March 31, 2025, permitted the Lions Club to rent Community Centre spaces to
user groups and collect the revenue. As such, the Lions Club has not paid permit fees to the
City to use the space. Once vacated, the City will implement a user fee for future rentals of the
meeting room.
Discussion: The purpose of this report is to seek approval to provide a no fee permit to the
Lions Club for use of the Lions Club M eeting Room at the Community Centre from April 1 to
June 27, 2025.
The Lions Club has made the difficult decision to officially close as a service organization due
to declining enrollment of community volunteers. During the transition period as the Lions Club
prepares to wind down, the Lions Club has requested to use the Lions Club Meeting Room for
a three-month period, ending June 27, 2025, at no fee in order to continue to support the
planning of their event and to provide sufficient time to clean out several storage spaces,
equipment and supplies throughout the facility. The Lions Club will be required to maintain $2
million in liability insurance during this time, and to comply with the terms and conditions of the
permit.
The Lions Club has provided management services to the City for the operation of the
Community Centre since 1979. Management of the facility included responsibility for renting
facility spaces, offering community programs and events, cleaning, and maintaining the
security of the facility. The Lions Club entered into the most recent management agreement
from April 1, 2020 to March 31, 2025 (Attachment 1). The management agreement will not be
renewed and will terminate on March 31, 2025.
Effective April 1, 2025, the City will assume full responsibility for the operation of the
Community Centre. Due to requests for more recreation programs, the City began providing
regular programming at the facility in spring, 2022. Programming includes a range of recreation
programs like yoga, men’s power hour, chair fit 55+, fit fusion, karate, pickleball, and children’s
summer camps. Staff will review peak rental, program and park usage to determine regular
operating hours for this facility. Staff also c ontinue to work with the Claremont Golden Age
Seniors’ Club to offer 55+ specific programming in this facility.
Staff extend their sincere thanks and appreciation to the Lions Club for over 46 years of
dedication, commitment and exceptional service to the Claremont and Pickering community.
Through the current and former management agreements, the smooth and efficient operation
of the Dr. Nelson F. Tomlinson Community Centre has been a true testament to the hard work
of many dedicated Lions Club volunteers. The City has been very fortunate to have worked in
partnership with such an exceptional group over the years.
Attachment:
1. Management Agreement between the City and the Lions Club – April 1, 2020 to March
31, 2025.
CS 02-25 March 3, 2025
Subject: Claremont and District Lions Club No Fee Permit Approval Page 3
Prepared By: Approved/Endorsed By:
Original Signed By Original Signed By
Kim Bradley Laura Gibbs MBA, MSc.
Special Advisor, Community Initiatives Director, Community Services
Marilou Murray
Manager, Community Services Administration
& Strategic Initiatives
LG :kb
Recommended for the consideration
of Pickering City Council
Original Signed By
Marisa Carpino, M.A.
Chief Administrative Officer
Attachment 1 to Report CS 02-25