ADMINISTRATIVE REPORT

Date: March 17, 1999
Author/Local: Yin Lee/7409
RTS No. 00598
CC File No. 5104
Council: April 13, 1999

TO:	Vancouver City Council
FROM:	Manager of Real Estate Services
SUBJECT:	1415 Barclay: Management Agreement with the Roedde House Preservation Society

RECOMMENDATION

THAT Council authorize staff to renew the management agreement, at no rent and fees, with Roedde House Preservation Society for the management of Roedde House on the general terms and conditions as shown in Appendix B.

GENERAL MANAGER'S COMMENTS

The General Manager of Corporate Services RECOMMENDS approval of the foregoing.

COUNCIL POLICY

There is no Council policy directly applicable to this matter.

PURPOSE

This report seeks Council's approval to renew the management agreement with the Roedde House Preservation Society for Roedde House on the general terms and conditions as shown in Appendix B.

BACKGROUND

On May 27th, 1986, Council awarded the restoration and operation of Roedde House (see Appendix A) to the Roedde House Preservation Society, the Director of Civic Buildings and the Director of Legal Services to negotiate suitable lease terms and report back to Council.

At its meeting on October 14th, 1993, Council authorized staff to enter into a management agreement with Roedde House Preservation Society for the management of Roedde House for five years.

The Society operates Roedde House as a heritage house and museum with furnishings and items generally representing life at the turn of the century and associated office. The Society offers guided tours, occasional concerts and school programs etc. These programs and the furnishings in the house are funded by door donations, donations by charity foundation, licencing the place for wedding parties, and special events etc. The City does not collect any revenue , however; the items purchased by the Society to furnish the house belong to the City.

The operating agreement expired on October 31st, 1998 and the Society has requested for a renewal on similar terms and conditions as the previous agreement.

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APPENDIX B

General terms and conditions for a management agreement for 1415 Barclay Street :

Term: 5 years commencing November 1, 1998

Operation: The Society shall operate the house as a heritage house and museum with furnishings and items generally representing life at the turn of the century and associated office. The main floor may be licensed for the occasional wedding reception or other social functions.

Repairs and Maintenance: City to be responsible for all structural repairs including repairs to the roof and the heating system and the exterior repairs and related damages to the interior of the premises caused by the malfunction of the exterior structures or the heating, plumbing or electrical systems except when the damage is caused by the negligence of the Roedde House Preservation Society.

City to be responsible for the periodic painting of the exterior.

The Society to decorate and maintain and keep the interior of the premises in a neat and tidy condition to the satisfaction of the Manager of Real Estate Services. The Society to be responsible for all minor repairs at its expense.

Ground Maintenance/Snow Removal: The City to be responsible for ground maintenance and snow removal from the adjacent sidewalks including the pathway on the east side of Roedde House leading from the parking lot to Roedde House.

Accounting and Financial Statements: The Society shall record and maintain all receipts, invoices etc., relating to all revenue derived from and all expenses incurred in the operation of the premises. The Society shall allow the Director of Finance or his nominee to inspect all records.

The Society shall provide an annual financial statement consisting of a balance sheet and an income statement itemizing all revenue derived from and all expenses incurred in the operation of the premises during the term of this agreement, the form of statement to be to the satisfaction of the Director of Finance.

Furnishings and Artifacts: Any furnishings and artifacts on the premises donated to and acquired by the Society are the property of the City. The Society shall provide an itemized inventory, to be continuously updated, of all furnishings and artifacts on the premises, each item to be evaluated by an accredited party and the value noted on the inventory. The Society to have the authority with respect to accession and deaccession.

Other terms and conditions: To be similar to the previous agreement.

Agreement: To be drawn to the satisfaction of the Director of Legal Services and the Manager of Real Estate Services in consultation with the Society.

Termination: The City reserves the right to terminate the agreement immediately with cause and upon 6 months written notice without cause.

In the event of damage to or destruction of the Premises or any portion thereof, the City may, at its discretion, repair the damage or terminate the management agreement by serving the Society with reasonable notice.

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(c) 1998 City of Vancouver