COMMITTEE-OF-THE-WHOLE MEETING AGENDA MONDAY, OCTOBER 17, 2016 AT 5:00 P.M.

LEDE ROOM, LEDUC CIVIC CENTRE 1 ALEXANDRA PARK, LEDUC, ALBERTA

PAGE 1

I. APPROVAL OF AGENDA

II. ADOPTION OF PREVIOUS NOTES

III. DELEGATIONS & PRESENTATIONS

B. Engelbart McKenzie, Executive Director / K. Dembinski, Chair, Board of Directors

a) Leduc-Nisku Economic Development Association Budget Presentation (Verbal / PowerPoint Presentation)

20 minutes

IV. BUSINESS ARISING FROM PRESENTATIONS

V. IN-CAMERA ITEMS

G. Thomas a) Annexation Committee Update for October 17, 2016 FOIP s. 21, 24 & 25 (Verbal / PowerPoint Presentation)

1.5 hours

D. Melvie b) Traffic Safety - Automated Traffic Enforcement FOIP s. 16, 24 & 25

45 minutes

Mayor G. Krischke / P. Benedetto

c) Edmonton International Airport Economic Development Update FOIP s. 16, 21 & 25 (Verbal Presentation) (LAST ITEM OF BUSINESS)

10 minutes

VI. RISE AND REPORT FROM IN-CAMERA ITEMS

VII. REPORTS FROM COMMITTEE & ADMINISTRATION

B. Huybens, iStrategic Advisor Inc. / D. Melvie

a) Leduc Regional Fire Services Update (SECOND ITEM OF BUSINESS)

45 minutes

D. Melvie b) Maclab Operating Agreement Extension

5 minutes

VIII. INFORMATION ITEMS

IX. UPDATES FROM BOARDS & COMMITTEES

X. ADJOURNMENT

APPROVAL OF AGENDA

This is your opportunity to make an addition, deletion or revision

to the Agenda

I.

ADOPTION OF

PREVIOUS NOTES

There are no previous notes for adoption.

II.

DELEGATIONS

&

PRESENTATIONS

Leduc-Nisku Economic Development Association

Budget Presentation

(Verbal Presentation)

Presented by:

B. Engelbart McKenzie, Executive Director

K. Dembinski, Chair, Board of Directors

III.a.

BUSINESS ARISING

FROM

PRESENTATIONS

IV.

IN-CAMERA ITEMS

Annexation Committee Update for October 17, 2016

Verbal/PowerPoint Presentation

(Exception to Disclosure – Sections 21, 24 & 25 of the FOIP Act)

Presented by:

G. Thomas

V.a.

IN-CAMERA ITEMS

Traffic Safety – Automated Traffic Enforcement

(Removed Pursuant to Sections 16, 24 & 25 of the FOIP Act)

Presented by:

D. Melvie

V.b.

IN-CAMERA ITEMS

Edmonton International Airport

Economic Development Update

Verbal Presentation

(LAST ITEM OF BUSINESS)

(Exception to Disclosure – Sections 16, 21 & 25 of the FOIP Act)

Presented by:

Mayor G. Krischke

P. Benedetto

V.c.

RISE AND REPORT FROM

IN-CAMERA ITEMS

VI.

REPORTS FROM COMMITTEE &

ADMINISTRATION

Leduc Regional Fire Services Update

(Distributed Under Separate Cover)

(SECOND ITEM OF BUSINESS)

Presented by:

B. Huybens, iStrategic Advisor Inc.

D. Melvie

VII.a.

DATE: September 12, 2016

MEETING DATE: October 17, 2016

SUBMITTED BY: Jackie Kamiah, Director, Recreation & Community Development

PREPARED BY: Jim Jones, Manager, Community Development & Culture

REPORT TITLE: Maclab Operating Agreement Extension

REPORT NUMBER: 2016-CoW-087

REPORT SUMMARY

The City of Leduc is currently in a tri-party operating agreement with the Board of Trustees of the Black Gold Regional Division #18 and the Maclab Centre for the Performing Arts Society for the operations of the Maclab Centre for the

Performing Arts. The operating agreement was originally set to expire August 31, 2016: however, in December 2015 the agreement was extended to remain in effect until December 31, 2017. The three partners are now requesting an additional one year extension in order to review and make recommendations for the future of Maclab operations based on the review and report currently being completed by Oksana Dexter & Associates,

BACKGROUND PREVIOUS COUNCIL/COMMITTEE ACTION:

November 26, 2012 the Maclab Centre for the Performing Arts Operating Agreement was presented for Council's consideration.

305/2012 MOVED by Alderman MacKenzie that Council approve the Operating Agreement between the

Board of Trustees of Black Gold Regional Division No. 18, the Maclab Centre for the Performing Arts Society and the City of Leduc. Motion Carried Unanimously

December 14, 2015 Committee was informed of administration's plans to extend the Maclab Centre for the Performing Arts Operating Agreement by one year.

KEY ISSUES:

The Maclab Centre for the Performing Arts Society Agreement is in effect until December 31, 2017. Based on the

changing circumstances for the Society and their partners and difficult economic times, the Society requested that a one year extension be allowed on the current agreement that would enable the Society to present to Council a more accurate request in the form of a business case in July of 2017.

TITLE:_Maclab Operating Agreement Extension REPORT#: 2016-CoW-087

January, 2015

Background

The Maclab Centre for the Performing Arts Stage was initially part of the Leduc Composite High School gymnasium. In the early 1980's the City of Leduc joined forces with the Black Gold Regional Schools and renovated the space to establish a stand-alone auditorium. In the 1990's the City of Leduc turned over operations of the centre to the Black Gold School Division, which it ran for the next decade.

In 2004, the Leduc Community Arts Foundation, along with the City of Leduc and the Black Gold School Division undertook a renovation increasing the seating capacity to 450 people. The driving force behind the project was to increase the use of the theatre by community groups and to attract performers that require additional seating capacity. The renovated and expanded facility opened in 2005.

The Maclab Centre for the Performing Arts Society, comprised of members of the Black Gold Regional School Division and the City of Leduc, was formed with the mandate to manage the space. The three partners- City of Leduc, Black Gold Regional School Division and the Maclab Centre for the Performing Arts Society- entered into a tri-party agreement for the operation of the centre.

The Maclab Centre for the Performing Arts Society has successfully operated the facility and provided affordable performing arts experiences to the community with support from the City of Leduc in the form of funding through our Grants to Organizations (GTO) program. Black Gold Regional Schools has provided support through the provision of office space, utility expenses and ongoing maintenance of the building.

With increasing organizational costs, community expectations and the onset of Human Resource challenges, the continued management and operation of this facility by volunteer based members of the public has become increasingly challenging . The vote to unionize that took place in November of 2014, has caused the volunteer board concern due to the increased time spent on the negotiations, the cost of the negotiations and the added responsibility to the Theatre Manager position.

The Maclab Centre for the Performing Arts Society and City of Leduc would like to use the additional time, if approved, to take a closer look at the operations of the Society, the facility and the associated expenses to maintain and operate the facility in order to make a determination if the current operating model continues to be the optimal model for the operations of the performing arts centre.

The Maclab Centre for the Performing Arts Agreement is currently funded through Grants to Organizations (GTO) at $90,000 per year. Based on the proposed extension to the agreement this funding will continue into 2018.

The Board of Education of the Black Gold Regional Division No. 18 has been requested to approve the same and School Division Trustee Dennis Nosyk will be presenting his request to their board in September as well.

As per the City Administration Bylaw, the City Manager has the authority to and may sign off on the extension to the Maclab Centre for the Performing Arts Operating Agreement.

TITLE:_Maclab Operating Agreement Extension REPORT#: 2016-CoW-087

January, 2015

COMMITTEE-OF-THE-WHOLE INFORMATION ITEM Le

ITY duc

ATTACHMENTS:

1. Letter from Gail Johnson, Chair of Maclab Society requesting extension

DECISION

Accept Report for Information Only

TITLE:_Maclab Operating Agreement Extension

REPORT#: 2016-CoW-087

January, 2015

Others Who Have Reviewed this Report

P. Benedetto, City Manager / D. Melvie, General Manager, Community & Protective Services

JII!l t '0

MAC LAB CENTRE.fortl..­PEAFORMtNo ARTS

4308- 60 Street leduc, AB T9E 6KB

September 7, 2016

Mr. Paul Benedetto

City Manager

City of Leduc

1 Alexandra Park

Leduc, Alta T9E 3C3

Dear Mr. Benedetto:

Re: Operation of the Maclab Centre for the Performing Arts

Last year, Maclab Centre for the Performing Arts Society approached the City of Leduc

and the Black Gold School Division about the possibility of a merger that would see the

City of Leduc take over the operations of Maclab Theatre which might see the current

position ofTheatre Manager merge into a Cultural Coordinator position within the City of

Leduc.

The Black Gold Regional School Division would still be responsible for all utility and

maintenance costs, to the standards of schools in the Black Gold Regional Division,

related to the Black Gold Centre building unless specifically exempted by the terms of the

agreement. The Maclab Society is responsible for the maintenance of equipment right

now.

Our Board has been proactive since that time developing a Terms of Reference that

would assist the City of Leduc in a study that might provide a good, better, best scenario

moving forward. An Expression of Interest document with the Terms of Reference has

gone out to potential consultants and it is our hope to enter into an agreement in early

July that would allow us to present a document to the City of Leduc in October of 2016.

We requested a one year extension to the agreement this past year and both the City

and the Black Gold School Division agreed in good faith simply to allow the prbcess to be

researched and all parties to be comfortable with the idea moving forward. That

agreement was extended to December 31, 2017.

The reason for this correspondence now is to once again request an extension to

December 31, 2018.

The area economy is stressed at best right now and to take on extra employees at this

point in time may not help in making the best decisions. By extending the contract one

more year, it will allow the City of leduc to hear the results of a commissioned report in

October of 2016, then create a business case that would be vetted through

Administration and Council beginning in June 01 2017,

This report will be used to select a model for success, for the Maclab Theatre. It will

compare the Maclab Theatre with similar venues in Spruce Grove, St. Albert, Fort

Saskatchewan and Airdrie and provide all parties with best practices as used in other

communities similar in size with regard to population and venue capacity.

Our Board is very excited about this opportunity and would like to take the necessary

steps for success. To us that means an extension that will buy us some time to get

Alberta back to work.

Maclab Theatre is the cultural gathering place in the City of Leduc. We fully accept the

concept of this merger and value the opportunity to becoming a part of the City of Leduc.

We believe in the leadership and direction that the City and the Black Gold School

Division could offer and feel that this merger at this time would help Culture in our City

and assist the Centre in our goal of becoming the vibrant community space it was

envisioned to be.

I look forward to hearing from you in regard to this request.

Gail Johnson

President

Maclab Centre for the Performing Arts Society

``Original Signed``

INFORMATION ITEMS

VIII.

UPDATES FROM BOARDS & COMMITTEES

IX.

ADJOURNMENT

X.