HomeMy WebLinkAbout07-01-2023 Community Partnership Agreement with Senior Center Executive Board
AGREEMENT BETWEEN THE CITY OF SAN LUIS OBISPO AND SENIOR CENTER
EXECUTIVE BOARD FOR USE OF CITY PROPERTY
This community partnership agreement ("Agreement") is made and entered into in the City of
San Luis Obispo on July 1, 2023 by and between the City of San Luis Obispo, a municipal
corporation and charter city, hereinafter referred to as "City", and the San Luis Obispo Senior
Center Executive Board, hereinafter referred to as "Senior Center Board.”
WITNESSETH:
WHEREAS, the City is the legal owner of the property located at 1445 Santa Rosa Street
in the City of San Luis Obispo as shown on Exhibit A; and
WHEREAS, the San Luis Obispo Senior Center is an unincorporated association with
operations in the City of San Luis Obispo; and
WHEREAS, since 1978, the City has provided the Senior Center Board with a facility
located at 1445 Santa Rosa Street (C the “Premises”) without charge in order to provide the
community’s senior population with a welcoming environment to gather and recreate ; and
WHEREAS, the Senior Center Board has provided volunteer management of the Senior
Center facility and its related operations since 1978; and
WHEREAS, the Senior Center board proposes to continue to provide programming and
activities during open hours at the Senior Center facility, as outlined in Scope of Services in Exhibit
C; and
WHEREAS, the City desires to maintain a mutually beneficial relationship with the Senior
Center Board to continue to enhance the sense of community for the residents of San Luis
Obispo; and
WHEREAS, the Senior Center Board has expressed a willingness to continue to manage
the Senior Center facility during Senior Center hours of operation and provide senior-oriented
services under the direction of an elected volunteer Executive Board, in compliance with the
Senior Center Bylaws from January 14,2013, as outlined in Exhibit B, and in cooperation with the
City; and
WHEREAS, the volunteer Executive Board of the Senior Center are designated by the City
to perform specific functions in the course and scope of authorized activities under the direction
and control of the City; and
WHEREAS, the City has employed a full time Recreation Coordinator to provide direct
services to the Senior Center and to facilitate additional community senior programming for all
persons in the City; and
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WHEREAS, by this Agreement, the City and Senior Center Board wish to memorialize their
long-standing relationship regarding the use and operation of the Senior Center facility and to
express each party's desire to expand and develop the various senior related services provided
to the community through the Senior Center.
NOW THEREFORE, in consideration of their mutual promises, obligations and covenants
hereinafter contained, the parties hereto agree as follows:
1. Location of Property. The City will allow the Senior Center Board to use the City-owned
property located at 1445 Santa Rosa Street for the purpose of providing activities and a
welcoming environment for all members, as defined in the Senior Center Bylaws, Exhibit
B, for the term of the Agreement. The property that may b e used by the Senior Center
Board pursuant to this Agreement is depicted on Exhibit A, attached hereto and
incorporated by reference (the “Senior Center facility” or the “Premises”).
2. Term of Agreement. The term of this Agreement shall be for five years commencing on
July 1, 2023 and terminating on June 30, 2028, unless extended or sooner terminated as
provided in this Agreement.
3. Termination of Agreement. The term of this Agreement may be terminated by either
party without cause upon sixty (60) days prior written notice. This Agreement may be
terminated immediately for any material breach of this Agreement by either party
provided the non-breaching party provides the breach party notice of such breach and
reasonable opportunity to cure.
4. Relationship of Parties. The Senior Center Board shall not be considered a partner, agent,
officer or employee of the City. The Senior Center Executive Board Members, also
referred to as Officers, as defined in Article VII of the Senior Center’s Bylaws (Exhibit B of
this Agreement), and all other persons who provide programming, administrative,
instructive, or other services on a recurring or continual basis for the Senior Center and/or
its members and participants, shall be considered volunteers of the City. As volunteers of
the City, the Senior Center Board members and other volunteers identified in this
provision shall register with the City’s volunteer management software and adhere to City
Volunteer policies and procedures, including prerequisites for service, and will be
recognized by the City as such.
5. Rent. In recognition of the benefits the Senior Center Board provides the community, the
City agrees to allow the Senior Center Board the use of the Premises without charge
during the term of this agreement. The parties further agree that any proceeds derived
by the Senior Center Board from use of or programming at the City’s facility shall go back
into programming for seniors at the City’s facility. The Senior Center board may not
charge outside community groups a rental or permitting fee in relation to use of the
facility.
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6. Hours of Operation & Facility Closures. The Senior Center hours of operation shall be five
days a week (Monday through Friday) between the hours of 9:00 A.M. and 4:00 P.M. The
Senior Center board shall coordinate with Parks and Recreation staff for additional
operations outside the established hours of operation as the facility is programmed for
other community uses during non-Senior Center Facility hours of operation. The Senior
Center Facility will be closed the following holidays: New Year's Day, Fourth of July, Labor
Day, Thanksgiving and the immediately following Friday, and the last three weeks of
December for maintenance (and additional dates as necessary for maintenance). The
Senior Center Board can request to utilize the facility on City closure dates with the
agreement that City Parks and Recreation and Public Works staff will not be available. In
the event of a Citywide infrastructure projects that impact facility access or Citywide Road
closures, staff will close the Senior Center and the Board will be required to notify users
of the closure.
7. City Liaison. The City has employed a full-time Recreation Coordinator to provide direct
service to the Senior Center members in addition to additional community senior
programming for all persons in the City. The Recreation Coordinator will have a dedicated
work space at the Senior Center facility and be present on an average 10-20 hours per
week.
8. Scope of Services. Services provided by both the City and the Senior Center board are
outlined in the scope of services set forth in Exhibit C attached hereto and incorporated
herein (the "Scope of Services"). The City’s Director of Parks and Recreation may authorize
periodic modifications, within the scope of financial and/or operational authority, to the
Scope of Services as may deem necessary or appropriate to the orderly operations of the
Senior Center. Any written amendment or modifications to the Scope of Services shall be
upon mutual consent of both parties.
9. ADA Compliance. The City assumes responsibility for ensuring that the Premises complies
with the requirements of the Americans with Disabilities Act. The Senior Center Board
shall not modify the Premises in any way without prior approval by the City pursuant to
Section 13 of this agreement. The Senior Center Board agrees to refrain from any action,
and to take reasonable steps to prevent others from taking any action, which would
impose a barrier to accessibility or create any condition which otherwise violates the
Americans with Disabilities Act on the Premises.
10. Extent and Condition of Premises. The Senior Center Board shall accept the Premises “as
is.” This Agreement shall not obligate the City to guarantee the suitability of the Premises,
the suitability of the Premises for the intended use by the Senior Center Board, the
duration that the Premises may be occupied, or the availability of alternate facilities.
Should any occurrence, including but not limited to fire, earthquake, flood, or the need
to repair or improve Premises by the City, necessitate closing the Premises, or a portion
of the Premises, to the public, the Senior Center Board shall have no recourse to the City
for any loss incurred.
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11. The Senior Center Board’s Responsibility for Maintenance of Premises. The Senior
Center Board agrees to maintain the Premises in a clean, safe, and attractive condition at
all times. This includes maintaining and general housekeeping of cleaning the building
interior and promptly reporting to the City the need for repairs or maintenance.
12. City Responsibility for Maintenance of Premises. The City agrees to continue to provide
regular maintenance and janitorial services in addition to providing repairs to items that
break and are within the City’s parameters. Repairs will be made in the order of City
priority based on urgency and safety.
13. Alterations to Premises. The City shall be notified of and consider approval of any exterior
alterations, or any interior structural alterations made to Premises, prior to
commencement of such alterations. The Senior Center Board shall comply with applicable
rules and regulations of the City’s Municipal Code and procedures set forth by the City’s
Community Development Department and all applicable building codes in making any
approved alterations to structural, plumbing, interior and/or exterior systems and
finishes of Premises. In addition, the City will provide reasonable notice prior to
commencement of any exterior alterations or interior structural alterations that would
impact programing at the facility.
14. Responsibility for Damage. Upon termination of this Agreement, the Senior Center Board
shall return the Premises to City in its original condition, except for ordinary wear and
tear and alterations approved by the City pursuant to Section 13 of this Agreement. If the
Premises is damaged resulting from the Senior Center Board’s use of and operations on
the Premises, it shall be repaired and restored at the Senior Center Board’s expense to its
original condition, except for the circumstances expressly identified in this Section.
15. Cost of Operations. The City shall bear the entire cost of its operations on the Premises,
including utility bills, general maintenance costs, and other taxes and fees related to its
occupancy of the Premises, including all possessory interest taxes that may be imposed.
16. Staff Office. City staff shall have access to the building at any time, including but not
limited to defined office space in the conference room.
17. Waiver of liability. On an annual basis, all members shall complete a waiver when
registering. In addition, all visitors must sign a waiver each day for entry into the Facility
and participation in any activity offered at the facility. The Senior Center shall procure and
maintain current assumption of risk and liability waiver forms signed by all members and
non-members that participate in Senior Center Board activities or events, whether at the
Senior Center Facility or off-site. Liability Waivers shall be executed substantially in the
form provided in Exhibit D, attached hereto and incorporated herein by this reference.
The City reserves the right to amend such form. Waivers will be collected on a quarterly
basis by the City and stored per City guidelines.
18. Other Community Partners. The use of the Senior Center Facility by other community
partners that further support the goals identified by the Senior Center Board should be
managed as follows:
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This Agreement applies to Senior Center Board use of the Senior Center Facility and the
adjacent parking lot only. The use of the Senior Center Facility by Senior Center Board is
reserved only during the Senior Center hours of operation (Monday through Friday from
9 a.m. to 4 p.m. [“Senior Center operating hours”]). During the Senior Center operating
hours, the Senior Center Board is responsible for scheduling and programming of the
building. The Senior Center Board may work with community partners to establish use of
the Senior Center Facility during Senior Center hours in conjunction with City staff. Any
use of the Senior Center Facility that requires City funds (set -up or break down of facility
items such as table and chairs) must be approved by the Parks and Recreation Facilities
Manager. City Liability Waivers are required for all participants for all programs and
events within Senior Center permitted hours.
Use of the Senior Center by other community partner groups during Senior Center
operating hours requires notification to and approval by the Recreation Coordinator at
least 30 days in advance of the scheduled use. Parks and Recreation is required to
approve any fees charged to community partners or outside groups related to program
support (not associated with facility use charges) before permission is granted for usage.
19. Non-exclusivity. Use of the Senior Center Facility and adjacent parking lot outside of
Senior Center operating hours is not exclusive. During "off” hours the Senior Center
Facility is available for other community uses with permits for use coordinated by the
Parks and Recreation Department.
20. Security of Senior Center. The City shall provide the Senior Center Board with keys
for the Senior Center Facility. The Senior Center Board shall properly secure the
Senior Center Facility when operations have concluded. It shall be the responsibility
of the Senior Center Board (key holder) to secure the premises upon the close of the
Senior Center operating hours to prevent or avert any act which may cause damage
to the Senior Center Facility. Senior Center Board is responsible for recording and
inform the Recreation Supervisor if the Senior Center Facility is found to be unsecured
during non-operating hours.
21. Indemnification. The Senior Center Board shall defend, indemnify, and hold harmless the
City, its officers, employees, and agents, their successors and assigns (“City Indemnitees”)
from any and all costs, liability, damage or expense, including reasonable attorney’s fees
and costs, claimed by anyone by reason of injury or death of persons, damage or
destruction of property, or any other harm sustained in, on or about the Premises or
arising out of events or programs hosted by the Senior Center Board, regardless of
location, which occurred as a proximate result of the acts or omissions of the Senior
Center Board and other volunteers, due to the Senior Center Board member or
volunteer’s personal conduct or action taken outside the scope of their role and assigned
duties as a Board member or volunteer of the Senior Center, or in violation of any City
policy, ordinance, or regulation. In any such claim, the Senior Center Board member or
other volunteer shall indemnify the City Indemnitees to the extent the City Indemnitees
are made a party to any aforementioned action, lawsuit or other adversarial proceeding
and shall provide a defense to the City Indemnitees or at the City’s option, reimburse the
City Indemnitees their costs of defense, including reasonable legal fees, incurred in
defense of such claims.
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22. Public and Employee Safety. Whenever the Senior Center Board’s operations on the
Premises create a condition hazardous to the public or City employees, it shall, at its sole
expense and without cost to the City, furnish, erect, and maintain such fences, temporary
railings, barricades, lights, signs and other devices and take such other protective
measures as are necessary to prevent accidents, damage, or injury to the public and City
employees.
23. Non-Discrimination.
A. There shall be no discrimination against or segregation of any person or group of
persons on account of race, religion, sex, sexual orientation, national origin, age,
or physical, mental or economic status in the operation, lease, use, occupancy,
tenure or enjoyment of the Premises or the improvements thereon , or any part
thereof, and the Senior Center Board or any person claiming under or through it,
shall not establish or permit any such practice of discrimination or segregation
with reference to the selection, location, number, use or occupancy of employees,
contractors, subcontractors, laborers, or materialmen, tenants, lessees,
subtenants, sublessees, invitees or vendees of the Premises or the improvements
thereon, or any part thereof.
B. The Senior Center Board shall not restrict access or use of the Premises or the
improvements thereon, or any portion thereof, on the basis of race, religion, sex,
sexual orientation, national origin, age, or physical, mental, or economic status of
any person.
24. Notifications. All written notifications to the parties hereto shall be sent by United States
mail, postage prepaid by registered or certified mail addressed as follows :
City Senior Center Board
Parks and Recreation Coordinator c/o President
City of San Luis Obispo 1445 Santa Rosa Street
1341 Nipomo St. San Luis Obispo, CA 93401
San Luis Obispo, CA 93401
The parties shall provide each other with current telephone and email contact
information, which shall be updated as necessary, fo r time-sensitive communications.
25. Agreement Amendment. Any amendment, modification, or variation from the terms of
this Agreement shall be in writing and shall be effective only upon approval by the Parks
and Recreation Director.
26. Contract Assignment. The Senior Center Board shall not assign, transfer, convey or
otherwise dispose of this Agreement to any individual or business entity of any kind
without the City's prior written consent, which may be denied at the City’s sole discretion.
27. Authority to Execute Agreement. Both City and the Senior Center Board do covenant
that each individual executing this Agreement on behalf of each party is a person duly
authorized and empowered to execute agreements for such party.
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IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed the day
and year first above written.
CITY OF SAN LUIS OBISPO, SENIOR CENTER EXECUTIVE BOARD
a municipal corporation and charter city
_________________________________ ______________________________
Derek Johnson, City Manager By: William Donovan
Its: Senior Center Executive Board President
ATTEST:
_____________________________ _______________________________
Teresa Purrington, City Clerk By: Cathy Marvier
Its: Senior Center Executive Board Vice President
APPROVED AS TO FORM:
_____________________________
J. Christine Dietrick, City Attorney
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Assistant City Attorney
Markie Kersten
Exhibit A
Senior Center Facility Map
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Exhibit B
San Luis Obispo Senior Center
San Luis Obispo, California
By-Laws
January 14, 2013
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SAN LUIS OBISPO SENIOR CENTER BY-LAWS
TABLE OF CONTENTS
I NAME AND SPONSOR
II PURPOSE AND OBJECTIVES
III MEMBERSHIP
IV DUES AND OBLIGATIONS
V MEETINGS
VI QUORUM
VII OFFICERS
VIII DUTIES OF OFFICERS
IX ELECTIONS
X EXECUTIVE BOARD
XI COMMITTEES
XII AUDITOR
XIII AMENDMENTS AND REVISIONS
XIV ESTABLISHMENT OF HOUSE RULES
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BY-LAWS OF SAN LUIS OBISPO SENIOR CENTER
SAN LUIS OBISPO, CALIFORNIA
ARTICLE I: NAME AND SPONSOR
The name of this organization shall be San Luis Obispo “Senior Center”, a non-partisan, non-denominational and
partly-funded project, sponsored by the Parks and Recreation Department of the City of San Luis Obispo.
ARTICLE II: PURPOSE AND OBJECTIVES
The Senior Center shall attempt to provide for the unmet social and referral needs of its members and will be
open daily as directed by the Executive Board of the Senior Center, where members may avail themselves of
varied recreational, social and cultural projects.
ARTICLE III: MEMBERSHIP
The membership shall consist of an unlimited number of citizens 55 years of age or older, regardless of race,
creed, religious, or political affiliations. Spouses of members are eligible for membership regardless of age. All
members who are able to do so are expected to assist in the operations and functions of the organization.
ARTICLE IV: DUES AND OBLIGATIONS
Dues are $10.00 a year. Yearly dues shall be due on January 1st of each year and become delinquent March 1st.
Prospective members may participate in club activities, except that they may not vote or hold office for a period
of 30 days, following which payment of dues will be expected. Any increase or decrease in the amount of dues
shall require a by-laws amendment.
ARTICLE V: MEETINGS
Unless otherwise decided by the Executive Board, there shall be a regular business meeting of the members on the third Wednesday of each month. Roberts Rules of Order, Revised, shall be used as a guideline where they are applicable and not inconsistent with these By-laws, and rules of the Parks and Recreation Department of the City of San Luis Obispo.
ARTICLE VI: QUORUM
Twenty (20) members in good standing shall constitute a quorum for a general membership business meeting.
Executive Board meetings shall require a quorum of six (6) elected officers.
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ARTICLE VII: OFFICERS
The elected officers shall be: President, Vice President, Executive Secretary, Treasurer, Corresponding Secretary,
Newsletter/ Publicity Coordinator, Historian, two Members-at-Large, Immediate Past President and up to one
additional officer to be defined as the need arises. The number of Board positions shall be eleven maximum. All
elected officers shall be residents of the City of San Luis Obispo which is defined as the place where one chooses
to vote, pay taxes and exercise the duties of a citizen.
ARTICLE VIII: DUTIES OF OFFICERS
Section 1: The President shall preside at all meetings and unless otherwise provided herein, the majority opinion
shall prevail.
Section 2: The Vice President shall act as aide to the President and, in the absence of the President, shall assume
the duties of the President.
Section 3: The Executive Secretary shall keep an accurate record of the proceedings of all meetings of the Center
and of the Executive Board; shall be prepared to refer to minutes of previous meetings, and shall prepare a
summary of all action items for the presiding officer.
Section 4: The Treasurer shall accept and deposit all monies in the Senior Center accounts; keep a record of all receipts and disbursements, present a monthly statement of account at every Executive Board and General Membership meeting, and at other times when requested by the Executive Board; and prepare a full annual report. All monies received by committees or any other source shall be channeled through the Treasurer; and the Treasurer shall make all expenditures. The fiscal year shall be from July 1st to June 30th.
Section 5: The Corresponding Secretary shall conduct all necessary correspondence for the Senior Center and
any other duties as shall be assigned.
Section 6: The Newsletter/Publicity Coordinator shall be responsible for the monthly Senior Center Newsletter and for the coordination of press releases through the Parks and Recreation Department.
Section 7: The Historian shall assemble and preserve a record of all the activities and achievements of the Senior
Center and its members maintain an annual history, including the newsletters, and may exhibit same at various
meetings.
Section 8: The two Members-at-Large shall serve as a liaison to the Executive Board for the members and any
other duties as assigned by the President.
Section 9: The Immediate Past President may assist the President/Executive Board as requested with duties
and matters pertaining to the Senior Center and will be available for assistance in the transition of the incoming
board.
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Section 10: The duties of the additional officer of ARTICLE VII shall be defined at the time the position is
created.
Section 11: Each officer upon expiration of his or her term of office shall turn over to his or her successor, or to the President in case of resignation all records, books, funds or other material pertaining to the office.
Section 12: When an officer or a chairman of a standing committee fails to attend three (3) consecutive meetings
without adequate excuse, the Executive Board may, on a majority vote, declare that office vacant and the office
may be filled in accordance with the provisions of Article IX, Section 5 of these By-Laws. The Executive
Secretary shall inform the Executive Board when officers or chairman have failed to maintain their status.
ARTICLE IX: ELECTIONS
Section 1: The officers shall be elected annually at the November General Membership meeting and serve under
the criteria listed in Section 4.
Section 2: A Nominating Committee of three (3) members appointed by the Executive Board at least two months prior to the election of officers shall make nominations for officers. Anyone nominated for President or Vice-President shall have been an active member of the Senior Center for at least one year. It shall be the duty of this Committee to present at the October meeting, a well-considered slate of capable candidates for election. The consent of each candidate must be obtained before his or her name may be placed in nomination. The slate shall be posted on the bulletin board and published in the November newsletter. A further call for nominations shall be
made at the November meeting prior to the voting.
Section 3: Election shall be by secret ballot, and a majority vote of members present shall determine the election at the November membership meeting. If there is just one candidate for any office, the ballot for that office may be dispensed with and the election held by voice vote. There shall be no voting by proxy.
Section 4: Officers shall serve for a term of one year or until their successors are elected. No President or Vice President shall be eligible to hold the same office for more than two consecutive terms. Other officers may serve as many terms as the membership shall so elect. Officers shall be installed at the November meeting and assume their duties at the close of the December meeting.
Section 5: Vacancy in the office of President shall be filled by the Vice President. The Executive Board shall
fill vacancies in other offices as they occur.
ARTICLE X: EXECUTIVE BOARD
Section 1: The Executive Board shall be the governing body of the San Luis Obispo Senior Center. It shall be
made up of all elected officers of the organization.
Section 2: A non-voting representative from the sponsoring agency, the Department of Parks and Recreation of
the City of San Luis Obispo, will also be a member.
Section 3: The Executive Board shall meet at least once each month to consider items of busi ness and
expenditures in excess of five hundred dollars ($500.00).
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ARTICLE XI: COMMITTEES
Section 1: The Executive Board may appoint Committee Chairs to carry out necessary activities for the Senior
Center.
Section 2: Appointed Committee Chairs shall serve at the pleasure of the Executive Board. Committee Chairs
shall choose the members to serve on the committee.
ARTICLE XII: AUDITOR
The Executive Board shall appoint an Auditor. The Auditor shall audit the financial books at the end of the fiscal
year, and prepare a written report annually with copies to the Executive Board and the above named sponsor.
ARTICLE XIII: AMENDMENTS and REVISIONS
The Executive Board must approve all amendments and revisions to the By-Laws. After approval, such changes
shall be posted on the bulletin board not later than two (2) weeks prior to the meeting to adopt them. Amendments
and Revisions to the By-Laws must be presented to the membership at a regular or special meeting. At least
twenty members must be present at a meeting considering changes in the By-Laws. Amendments and Revisions
shall be adopted by an affirmative vote of a majority of the members present.
ARTICLE XIV: ESTABLISHMENT OF HOUSE RULES
Section 1: The Executive Board shall establish and approve House Rules, and will forward them to the sponsoring agency for review. After approval by the Parks and Recreation Department of the City of San Luis Obispo, the Executive Board will present the proposed rules before a meeting of the General Membership for adoption. The House Rules shall then be posted in the Senior Center.
Section 2: Upon receipt by the Executive Board of any alleged violation of the approved and adopted House
Rules, the President will convene a special meeting, whose members may consist of the following to determine
disposition of the alleged violation:
A. The Director of Parks and Recreation for the City of San Luis Obispo or the Director’s assigned
representative.
B. The President and Vice-President of the Senior Center.
C. Two additional members of the Executive Board selected by the President.
Any decision on action reached by the above named special committee concerning any alleged violation of Senior
Center rules may be appealed as consistent with regular practices of the City of San Luis Obispo.
The following amendments were approved by the San Luis Obispo Senior Center Executive Board and adopted
by the General Membership in 2011.
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ARTICLE VI: QUORUM
Twenty (20) members in good standing shall constitute a quorum for a general membership business meeting.
Executive Board meetings shall require a quorum of six (6) elected officers.
ARTICLE VII: OFFICERS
The elected officers shall be: President, Vice President, Executive Secretary, Treasurer, Corresponding Secretary,
Newsletter/ Publicity Coordinator, Historian, two Members-at-Large, Immediate Past President and up to one
additional officer to be defined as the need arises. The number of Board positions shall be eleven maximum. All
elected officers shall be residents of the City of San Luis Obispo which is defined as the place where one chooses
to vote, pay taxes and exercise the duties of a citizen.
ARTICLE VIII: DUTIES OF OFFICERS
Section 9: The Immediate Past President may assist the President/Executive Board as requested with duties and
matters pertaining to the Senior Center and will be available for assistance in the transition of the incoming
board.
These San Luis Obispo Senior Center By-Laws, with amendments, subtractions and additions have been
approved by the Executive Board of the Senior Center.
These By-Law Amendments supersede those portions of the San Luis Obispo Senior Center By-Laws, dated
October 10, 2011.
BY LAWS REVISION DATE: JANUARY 14, 2013
____________________________________ date _______________
President, San Luis Obispo Senior Center
______________________________________ date ________________
Executive Secretary, San Luis Obispo Senior Center
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Exhibit C
Scope of Services
City Obligations
1. Utilities Costs.
a. The City shall continue to furnish telephone and internet service at the Premises for: two (2)
volunteer office computers and two (2) volunteer office telephone lines, plus one computer
and one telephone line for the Parks and Recreation staff office located at the Premises.
b. The City shall continue to pay costs for all utilities (water, sewer, gas, trash, telephone
and electricity) used at the Senior Center facility.
2. Facilities and Grounds Maintenance
a. The City shall continue to provide regular (currently Tuesday-Sunday) janitorial services and
annual maintenance services at the Senior Center Facility. Said maintenance services include
both internal and exterior of the facility. Should the schedule change, City will notify the
Senior Center Board.
b. Facility set up and take down will continue to be facilitated by the Recreation Coordinator
to support pre-scheduled Senior Center Board activities and events, based on monthly
activity calendar.
3. Marketing and Outreach
a. As resources permit the City shall promote the Senior Center programs by displaying
Senior Center materials at the Parks and Recreation office and appropriate locations
throughout the Department and maintaining up to date "Senior Programming"
information on the City's website.
b. The Recreation Coordinator will publish Senior Center programs in the Department’s
triannual Activity Guide.
c. Department staff will coordinate with the City’s Communication staff to publicize events
and programs via social media and online.
4. Newsletter
a. The Recreation Coordinator shall design, publish and distribute a monthly newsletter, with
Senior Board feedback and contributions. The newsletter will be distributed through US Mail
and email blasts, and printed copies will be available at the Senior Center and Parks and
Recreation Office.
b. The City shall support the cost of the Senior Center newsletter and marketing materials
in an annual amount not-to-exceed the budgeted amount, presently at $800 annually,
for the mailings and printing.
c. The City shall continue to mail the Senior Center newsletter as part of the City's internal
bulk mail process. Bulk mailings may be subject to annual review by the City's Finance
Department.
5. Facility Management and Communication
a. City staff agrees to notify the Senior Center Board’s Executive positions via telephone
and/or email of any proposed changes in use of the Senior Center due to maintenance to
the facility or adja cent premises.
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b. City staff shall continue to provide a hard copy of "Facility Use Calendar" to the Volunteer
Office at the Senior Center listing weekly activities and facility rentals outside of
operating hours.
6. Parks and Recreation Coordinator
a. The City's Parks and Recreation Department shall provide a staff liaison for the Senior
Center. The duties of the staff liaison are to assist the Senior Center board in
understanding City processes and, as resources permit, enhance the recreational
experience of local seniors. The Recreation Coordinator, or Department representative will
attend Executive Board and General Member meetings and other areas as outlined in
Exhibit C Scope and Services.
7. Advocacy
a. The City shall ensure that the Senior Center has direct input to the Parks and Recreation
Committee (PRC) via monthly staff and Board updates. In addition, a liaison from PRC has
been assigned to Senior programming .
8. Financial Support
a. The Parks and Recreation Department shall consider financial allocations within each two-
year financial plan to support community wide senior programming, including program and
activity funds to contribute and supplement the Senior Center Board programs and services.
b. The City continues to provide financial support to the Senior Center Board through the use
and maintenance of the facility, staff resources (Recreation Coordinator, Recreation
Supervisor, Department Administrative staff, facilities staff and supplemental programming
staff along with Communications, IT, and Public Works staff).
9. Safety and Consult
a. City staff will train Volunteers and Executive Board members on proper response and
protocols related to incidents and emergencies.
b. Incident reports used by City staff will be provided to the Senior Center Board to
distribute appropriately in accordance with the aforementioned training provided by
City staff.
c. An Emergency Action Plan (EAP) has been created for the Senior Center members to
follow in case of emergencies along with a Chain of Command of who to contact in
emergency and non-emergency situations.
d. The City will continue to be available for emergency situations by dialing 9 -1-1 or for non-
emergency situations by calling non-emergency dispatch.
e. City staff will continue to be available to provide guidance on unusual situations that may
require staff perspective by calling or emailing directly during normal business hours (Monday
– Friday 8:30 am – 5 pm).
f. Recreation Coordinator will maintain monthly safety topics and assessment s at monthly
Board meetings.
10. Programming
a. The City shall provide programming support, new activities, events, and recreational classes
for Senior Center members and the senior population in the City.
DocuSign Envelope ID: 69BECC37-A9DE-4C68-8E6F-E8E0060AE7A8
11. Volunteer Recruitment
a. The Volunteer Coordinator will work with Community Services staff and the Executive
Board to recruit volunteers to support Senior Center operations.
SENIOR CENTER OBLIGATIONS
1. Volunteer Recruitment. The Senior Center board shall continue to recruit and train volunteer
personnel to provide telephone reference services and program activities during the Center's
operating hours. These volunteers will be coordinated through City processes using the
Volunteer Management System.
2. Newsletter. The Senior Center shall provide material to City staff to produce a monthly
newsletter, to be sent to all Senior Center r, which will include a listing of all programs and
activities available to Senior Center Members.
3. Communication. The Senior Center board shall provide regular communications to the Parks
and Recreation Coordinator in order to maintain updated and accurate information for the
Parks and Recreation Department.
4. Use of Center Outside of Normal Hours of Operation. The Senior Center Board shall check
the availability of the Senior Center Facility with City staff in advance of any special events to
be held at the Senior Center Facility outside of the Senior Center operating hours, 9:00AM to
4:00PM, as other uses or facility reservations may exist. The Senior Center Facility may be used
outside of normal hours of operation if available, with an appropriate facility reservation.
5. Marketing. The Senior Center Board shall work with the City to review the Senior Center's
marketing materials that are provided to outside agencies.
6. Waiver of Liability. The Senior Center Board shall require all members and their guests to sign a
City liability waiver (Exhibit D) releasing the City of liability for the use of the Senior Center
Facility during daily operations and participation in programs, activities or events. The Senior
Center Board shall also require and collect liability waivers from all participants releasing the
City of liability for any loss or injury which occurs at other locations during off-site Senior Center
events and programming. Waivers will be retained by the Senior Center Board until collection
by the City on a quarterly basis to be stored per the City’s retention policy.
7. Records. The Senior Center Board shall continue to keep records as required by the City
concerning use of the facility, completed waivers by all members and their guests, and any
other identified records (such as injury report forms). The Senior Center shall provide signed
and completed waivers to City on a quarterly basis to be stored per the City’s retention policy.
DocuSign Envelope ID: 69BECC37-A9DE-4C68-8E6F-E8E0060AE7A8
8. Maintenance Protocol. The Senior Center Board shall contact the City Recreation Coordinator
for facility and building maintenance needs at the Senior Center. The Recreation Coordinator
shall then be responsible for scheduling maintenance assistance. In cases of emergency, the
Senior Center Board shall contact, in this order in accordance with the EAP, the following staff:
1. Recreation Coordinator,
2. Recreation Supervisor Community Services,
3. Facility Specialist,
4. Facilities Supervisor/Manager.
The City shall provide current contact information for each of these staff, which shall be updated
as necessary.
DocuSign Envelope ID: 69BECC37-A9DE-4C68-8E6F-E8E0060AE7A8
AGREEMENT BETWEEN THE CITY OF SAN LUIS OBISPO AND THE San Luis
Obispo Senior Center Executive Board Page 20
Exhibit D
City Waiver and Release of Liability, daily form, page 1 of 2
DocuSign Envelope ID: 69BECC37-A9DE-4C68-8E6F-E8E0060AE7A8
AGREEMENT BETWEEN THE CITY OF SAN LUIS OBISPO AND THE San Luis
Obispo Senior Center Executive Board Page 21
Exhibit D
Waiver and Release of Liability, daily form, page 2 of 2
DocuSign Envelope ID: 69BECC37-A9DE-4C68-8E6F-E8E0060AE7A8
AGREEMENT BETWEEN THE CITY OF SAN LUIS OBISPO AND THE San Luis
Obispo Senior Center Executive Board Page 22
Exhibit E
Waiver and Release of Liability, Annual Form page 1 of 2
DocuSign Envelope ID: 69BECC37-A9DE-4C68-8E6F-E8E0060AE7A8
AGREEMENT BETWEEN THE CITY OF SAN LUIS OBISPO AND THE San Luis
Obispo Senior Center Executive Board Page 23
Exhibit E
Waiver and Release of Liability, Annual Form page 2 of 2
DocuSign Envelope ID: 69BECC37-A9DE-4C68-8E6F-E8E0060AE7A8