HomeMy WebLinkAbout11-18-2014 C3 Senior Center Partnership AgreementCity of San Luis Obispo, Council Agenda Report, Meeting Date, Item Number
FROM: Katie Lichtig, City Manager
Prepared By: Shelly Stanwyck, Director of Parks and Recreation
Melissa C. Mudgett, Recreation Manager
Dave Setterlund, Recreation Supervisor
SUBJECT: COMMUNITY PARTNERSHIP AGREEMENT BETWEEN THE CITY OF
SAN LUIS OBISPO AND THE EXECUTIVE BOARD OF THE SAN LUIS
OBISPO SENIOR CENTER
RECOMMENDATION
Adopt a Resolution approving a Community Partnership Agreement with the Senior Center
Executive Board for its continued use and operation of the City of San Luis Obispo Senior
Center Facility located at 1445 Santa Rosa Street and authorize the Mayor to execute the
agreement.
DISCUSSION
Background
Since 1978, the City of San Luis Obispo has been committed to providing a facility and services
without charge to the seniors within its community. For the past 36 years, the City and Senior
Center have enjoyed a mutually beneficial relationship that has helped promote services and
programming for the community’s senior population. It is recognized that both City staff and the
Senior Center Executive Board volunteers transition over time, which can result in the loss of
some institutional knowledge. In an effort to better retain institutional knowledge and
longstanding practices relating to the Senior Center’s operations and programming, and to
acknowledge this relationship, a community partnership agreement is being recommended for
consideration and approval by Council.
Senior Center
The City’s Senior Center is located at 1445 Santa Rosa Street and is used weekly (Monday
through Friday) for senior-related activities. During “off” hours, the Senior Center is available
for other community uses with permits for use coordinated by Parks and Recreation. The Senior
Center hours of operation are Monday through Friday from 9:00am to 4:00pm with seniors
having priority of use of “off” hours if the Center has not been rented for another purpose. The
Senior Center Executive Board serves as the governing body of the Senior Center and is
comprised of volunteers elected from its the general membership. The Senior Center general
membership provide annual dues in support of program activities and represent persons of 55
years of age or older. The Senior Center Executive Board volunteers perform specific functions
in the course and scope of authorized activities under the direction and control of the City.
The Parks and Recreation and Public Works departments provide various resources to support
annual programming services, and site maintenance and operation for the Senior Center. Other
City programs that lend support to the Center include Information Technology.
November 18, 2014
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SENIOR CENTER PARTNERSHIP AGREEMENT Page 2
Proposed Community Partnership Agreement
For about a year, the Parks and Recreation Department and City Attorney have been working
with the Senior Center Executive Board to develop a community partnership agreement that
memorializes the longstanding relationship between the two and also manages potential liability
associated with the use of a public facility that is coordinated by a volunteer and membership
based group. In general, the terms of the proposed agreement reflect the existing relationship
between the City and the Senior Center Executive Board and allows both parties to continue to
provide essential and quality recreational opportunities to the City’s senior population.
The services (monetary and in-kind) provided by both the City and the Senior Center are
outlined in the Agreement’s “Scope of Services” as provided in Attachment 1 Exhibit B to the
Agreement. The main highlights of the proposed Community Partnership Agreement are
provided below:
Five Year Term
A term of five years with a five-year option to extend upon mutual
consent of both parties is proposed
Seniors’ Priority Use
Seniors have primary
use of the Center without charge during hours of operation, Monday through Friday; 9:00am to 4:00pm. Seniors also have priority of use for “off” hours if the
Center has not been rented for another purpose also without charge
Parking
Parking lot reserved for Senior Center membership and parking passes issued to members on an annual basis.
Liability Waivers
In order to managed the
risk associated with a
volunteer run facility,
the Senior Center Board indemnifies the City and limits risk to the City through the
collection and
management of liability
waivers required of all
members, volunteers
and activity participants using the Center during its hours of operation for Senior purposes.
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SENIOR CENTER PARTNERSHIP AGREEMENT Page 3
Key highlights of the obligations for each party are outlined below as follows:
City of San Luis Obispo
Parks and Recreation
1. Provide staff liaison to assist with:
a. Programming at the Center, i.e. classes, events, lunches, and more;
b. Facility use and maintenance coordination;
c. Maintenance of records and use of the Center to public;
d. Coordinate facility contracts, annual membership applications and liability
waivers for all members and activity participants;
e. Attendance and support at Executive Board and Membership meetings;
2. Develop, implement and fund marketing and promotion of the Senior Center;
3. Track usage, budget, maintenance and more for annual reporting;
4. Provide funding for monthly newsletter printing and mailing services;
5. Continue ongoing communications with the Senior Center about center activities;
volunteer program, marketing, and community services.
Public Works
1. Provide for facility and grounds maintenance of City-owned facility;
2. Provide for utility services of City-owned facility;
3. Provide parking permitting and enforcement of Senior Center parking lot;
Finance and Information Technology
1. Provide for Information Technology support services for telephone, computer and
internet services;
Senior Center Board Responsibility
The Senior Center Executive Board volunteers perform specific functions in the course and
scope of authorized activities under the direction and control of the City, such as;
1. Manage liability of general membership, volunteers and activity participants through
collection of Liability Waivers;
2. Responsible for volunteer recruitment, training and reporting;
3. Produce monthly newsletter;
4. Provide regular communications about center activities, marketing, and community
services with P&R staff;
5. Coordinate with P&R staff liaison for facility use outside of normal hours of operation;
6. Collaborate with P&R staff liaison in developing marketing materials to promote Center
and activities;
7. Provide detailed record keeping of operations; and
8. Follow maintenance protocol for facility maintenance needs.
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SENIOR CENTER PARTNERSHIP AGREEMENT Page 4
CONCURRENCES
Parks and Recreation, Public Works Department and Finance and Information Technology staff
have worked collaboratively with the Senior Center Executive Board in developing this
community partnership agreement and concur with the agreement as presented.
The Parks and Recreation Commission has reviewed the proposed partnership agreement at its
October 1, 2014 meeting and recommends Council authorization. Commission meeting minutes
provided as Attachment 2.
FISCAL IMPACT
City financial support of the Senior Center from various City Departments is an annual cost of
approximately $105,300 for staffing and operational support. In addition to programmatic and
operational support, the City has a practice of providing funding for various capital improvement
projects designed to preserve and enhance this city-owned facility such as exterior painting,
kitchen facility remodel and the construction of the Center’s parking lot. The table below
provides a summary of ongoing operational costs and recent capital project support provided by
the City.
TABLE 1: SENIOR CENTER COST ANALYSIS
OPERATING COST ANALYSIS
Staffing and In-Kind Support (P&R, PW, F&IT)73,600$
Operational Support (Marketing, Contract Services, Utilities)31,700$
105,300$
CAPITAL IMPROVEMENT PROJECT COST ANALYSIS Approved Budget
Exterior Painting Senior Center (2011-13 FY)23,750$
Senior Center Kitchen Remodel (2009-2011 FY)15,000$
Senior Center Parking Lot (2007-2009 FY)251,000$
289,750$
Annual Expenditures
TOTAL OPERATING
TOTAL CAPITAL
As stated above, the City continues to provide this level of financial support for staffing,
maintenance and program support. At this time, no additional fiscal impact is anticipated as a
result of Council’s authorization of the partnership agreement. City staff will continue to work
within existing resources to maintain senior programs and uphold the partnership with the Senior
Center Executive Board. Staff recommends City Council adopt a Resolution approving the
community partnership agreement with the Senior Center Executive Board for continued use and
operation of the Senior Center Facility (Attachment 3).
ALTERNATIVES
1. Do not approve partnership agreement and continue as status quo. The City Council
could choose to not approve the partnership agreement with the Senior Center Executive
Board and continue as status quo allowing the operation and programming of the City-
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SENIOR CENTER PARTNERSHIP AGREEMENT Page 5
owned facility to continue without a formal written agreement in place. Staff does not
recommend this alternative as it is not supportive of the continued relationship that the
City has developed with the senior community over the past three and a half decades.
Importantly the proposed agreement manages liability at the Center in alignment with
recommendations proposed by the California Joint Powers Insurance Association (Cal-
JPIA) regarding liability waivers designed to limit risk to the City and which shall be
used by all individuals voluntarily participating in activities or programs at the facility.
2. Modify agreement. The City Council could choose to modify the partnership agreement
as presented and direct staff to work with the Senior Center to identify changes as
desired. One potential modification could be a limitation on the term of the agreement
from five (5) years with an option to extend to another desired term. The specified term
and extension option is an industry standard for similar facility use agreements. Staff
does not recommend modification to the agreement at this time. Various City
Departments have worked collaboratively with the Senior Center Executive Board in
developing this partnership agreement over the past year in recognition of the benefits of
this extended relationship with the Senior Center.
3. Do not approve agreement and direct different facility use. The City Council could
choose to not approve the partnership agreement as presented and direct staff to modify
the use of the senior center facility to include other user groups. This alternative is not
recommended as it is does not enhance the current City partnership with the Senior
Center and the goals of the community to continue to provide essential and quality
recreational opportunities for our senior population.
ATTACHMENTS
1. Partnership Agreement, Senior Center
2. Parks and Recreation Commission Meeting Minutes, October 1, 2014
3. Resolution
t:\council agenda reports\2014\2014-11-18\senior center partnership agreement (stanwyck-mudgett-setterlund)\ecar_senior center
agmnt.docx
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COMMUNITY PARTNERSHIP AND SENIOR CENTER USE AGREEMENT
THIS COMMUNITY PARTNERSHIP AND SENIOR CENTER USE AGREEMENT (“Agreement”) is made and
entered into in the City of San Luis Obispo on November 18, 2014 by and between the CITY OF SAN LUIS OBISPO, a
municipal corporation and charter city, hereinafter referred to as “CITY”, and THE VOLUNTEER EXECUTIVE BOARD OF
THE CITY OF SAN LUIS OBISPO SENIOR CENTER, an unincorporated association, hereinafter referred to as “SENIOR
CENTER”.
W I T N E S S E T H
WHEREAS, the City desires to maintain a mutually beneficial relationship with the Senior Center as a way to continue
to enhance the sense of community for senior residents of San Luis Obispo; and
WHEREAS, since 1978, the City has provided the Senior Center with a facility located at 1445 Santa Rosa Street (the
“Senior Center Facility”) without charge in order to provide the community’s senior population with a welcoming environment
to gather and recreate; and
WHEREAS, the community’s seniors have provided volunteer management of the Senior Center Facility and its
related operations since 1978; and
WHEREAS, the seniors have expressed a willingness to continue to manage the Senior Center Facility and related
senior-oriented services under the direction of an elected volunteer Executive Board, 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, by this Agreement, the City and Senior Center 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. Term. The term of this Agreement shall be for five (5) years commencing on December 1, 2014 and terminating on
November 30, 2019, unless extended or sooner terminated as provided in this Agreement.
2. Agreement Renewal and Termination. The term of this Agreement may be renewed for an additional five (5) year term
upon mutual written consent of the parties. 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 breaching party notice of such breach and a reasonable
opportunity to cure.
3. 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 City Manager.
4. Executive Board. The Executive Board of the Senior Center shall be the governing body for the Senior Center as defined
in the attached Senior Center Bylaws. The Executive Board shall be comprised of volunteer Senior Center members who
reside within the City of San Luis Obispo and are duly elected as provided in the Senior Center Bylaws. Full descriptions of
the Executive Board responsibilities are included in the Senior Center Bylaws provided as Exhibit A attached hereto and
incorporated herein by this reference.
5. Scope of Services. Services provided by both the City and the Senior Center are outlined in the scope of services set forth
in Exhibit B attached hereto and incorporated herein (the “Scope of Services”). The City Director of Parks and Recreation
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may authorize periodic modifications, within the scope of his/her financial and/or operational authority, to the Scope of
Services as he/she 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.
6. Hours of Operation. 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 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 two weeks of December
for maintenance.
7. Waiver of liability. On an annual and/or single use basis (depending upon the nature of use), 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’s activities or events. Liability Waivers shall be executed substantially in the form provided
hereto in Exhibit C, attached hereto and incorporated herein by this reference. The City reserves the right to amend such
form.
8. Indemnification. To the fullest extent permitted by law, the Senior Center shall indemnify, protect, defend and hold
harmless the City and any and all of its officials, employees and agents from and against any and all losses, liabilities,
damages, costs and expenses, including attorney’s fees and cost which arise out of, pertain to, or relate to the use of the
Senior Center Facility by the Senior Center, or its guests or invitees or the negligence, recklessness, or willful
misconduct of the Senior Center, its members or volunteers. Senior Center’s indemnity obligations as set forth herein
shall survive termination of this Agreement for acts conducted during the term of the Agreement.
9. Other Community Partners. The use of the Senior Center Facility by other community partners that further support the
goals identified by the Senior Center should be managed as follows:
This Agreement applies to Senior Center use of Senior Center Facility and the adjacent parking lot only. The use of the
Senior Center Facility by Senior Center is only during the Senior Center hours of operation (Monday through Friday from 9
a.m. to 4 p.m.). During the Senior Center hours of operation, the Senior Center is responsible to schedule and program the
building. The seniors shall work with community partners to establish use of the Senior Center Facility. Any use of the
Senior Center Facility that requires City funds (set-up or break down of facility) must be approved by Parks and Recreation
Director. Use of the Senior Center shall be consistent with City practices and established fees set for City facilities.
10. 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.
11. Security of Senior Center. The City shall provide the Senior Center with the keys for the Senior Center Facility. The
Senior Center shall properly secure the Senior Center Facility when operations have concluded. It shall be the responsibility
of the Senior Center (key holder) to secure the premises upon the close of the Senior Center business hours to prevent or
avert any act which may cause damage to the Senior Center Facility. Senior Center is responsible to record and inform the
recreation supervisor when Senior Center Facility is found to be unsecured during non-operating hours.
12. Notification.
City
Recreation Director
City of San Luis Obispo
1341 Nipomo St.
San Luis Obispo, CA 93401
Senior
Center
President
Senior Center Executive Board
1445 Santa Rosa
San Luis Obispo, CA 9340
All written notices to the parties hereto shall be sent by United States mail, postage prepaid by registered or certified mail
addressed as shown above.
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13. Relationship of Parties. The Senior Center Executive Board volunteers by definition shall be considered an
uncompensated “employee” under section 810.2 of the Government Code as volunteers designated by the City to perform
authorized duties under the direction and control of the City. Senior Center general membership, affiliates, independent
contractors or Center volunteers other than that of the approved Executive Board shall not be considered a partner, agent,
officer or employee of the City.
14. Assignment. The Senior Center shall not assign this Agreement to another party without the City's prior written consent.
15. Authority to Execute Agreement. Both City and Senior Center 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.
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:
______________________________________
______________________________________
Jan Marx, Mayor By: Senior Center Executive Board President
ATTEST:
______________________________________
Anthony Mejia, City Clerk
APPROVED AS TO FORM:
______________________________________
J. Christine Dietrick, City Attorney
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Exhibit A to Agreement
Bylaws and House Rules
San Luis Obispo Senior Center
San Luis Obispo, California
Bylaws
November 11, 2013
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SAN LUIS OBISPO SENIOR CENTER
BY-LAWS
TABLE OF CONTENTS
I. NAME
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. FINANCIAL REVIEW
XIII. AMENDMENTS AND REVISIONS
XIV. ESTABLISHMENT OF HOUSE RULES
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BYLAWS OF SAN LUIS OBISPO SENIOR CENTER
SAN LUIS OBISPO, CALIFORNIA
ARTICLE I: NAME
The name of this organization shall be "San Luis Obispo Senior Center," a non-partisan, non-denominational
organization with operations in 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. It will be
open from 9:00 a.m. to 4:00 p.m. Monday through Friday at 1445 Santa Rosa Street, as directed by the
Executive Board of the San Luis Obispo Senior Center, where members may avail themselves of varied
recreational, social, educational and cultural projects.
ARTICLE III: MEMBERSHIP
The membership shall consist of an unlimited number of persons 55 years of age or older. 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 $12.00 per year. Yearly dues shall be payable 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 change in the amount of
dues shall require a Bylaws 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 Bylaws. A representative from the City of San Luis Obispo
Parks and Recreation Department shall be in attendance as a non-voting member of all Board and General
Membership meetings. The Executive Board may call a special meeting of the general membership if
necessary.
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 maximum number of Board positions shall be
eleven (11). 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
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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
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 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 perform any other duties as shall be assigned.
Section 6: The Newsletter/Publicity Coordinator shall be responsible for the monthly Senior Center newsletter
and for publicity consistent with Parks and Recreation Department guidelines.
Section 7: The Historian shall assemble and preserve a record of all the activities and achievements of the
Senior Center and its members, maintaining an annual history, including newsletters, and may exhibit same at
various meetings.
Section 8: The two Members-at-Large shall serve as liaisons to the Executive Board for the members and
perform any other duties as assigned by the President.
Section 9: The Immediate Past President shall be available for assistance in the transition of the incoming
Board and may assist the President/Executive Board as requested with duties and matters pertaining to the
Senior Center.
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 chairperson of a standing committee fails to attend three (3) consecutive
meetings without adequate excuse, the Executive Board may, by 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 Bylaws. The
Executive Secretary shall inform the Executive Board when officers or committee chairs have failed to maintain
their status.
ARTICLE IX: ELECTIONS
Section 1: Officers shall be elected annually in November at the 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
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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 general meeting prior to the voting.
Section 3: Election shall be by secret ballot, and a majority vote of members present shall determine the
election. If there is only 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 (1) year or until their successors are elected. Officers may
serve as many terms as the membership shall so elect. Officers
shall be installed at the December meeting and assume their duties immediately thereafter.
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 business and
expenditures outside of those that are normal and necessary to the daily operation and activities of the Senior
Center.
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: FINANCIAL REVIEW
The Executive Board shall authorize a review of the Senior Center’s financial records at the end of the fiscal
year. The Treasurer shall prepare a written report for approval by the Executive Board before it is submitted to
the Parks and Recreation Department for peer review.
ARTICLE XIII: AMENDMENTS AND REVISIONS
Section 1: The Executive Board must approve all amendments and revisions to the Bylaws. After approval,
such changes shall be posted on the bulletin board not later than two (2) weeks prior to adoption.
Section 2: Amendments and Revisions to the Bylaws must be presented to the membership at a regular or
special meeting. A quorum of members must be present at any meeting considering changes to the Bylaws.
Amendments and Revisions shall be adopted by an affirmative vote of a majority of the members present.
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ARTICLE XIV: ESTABLISHMENT OF HOUSE RULES
Section 1: The Executive Board shall establish and approve House Rules. 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. House Rules will be reviewed annually by the Board.
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 President and Vice-President of the Senior Center.
B. 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 is final.
These San Luis Obispo Senior Center Bylaws, with amendments, subtractions and additions, have been
approved by the Executive Board of the Senior Center.
These Bylaws supersede any and all Bylaws previously approved and adopted by the Executive Board.
BYLAWS APPROVED BY EXECUTIVE BOARD: November 11, 2013
BYLAWS RATIFIED BY MEMBERSHIP: December 11. 2013
_____________________________________________ Date _______________
President, San Luis Obispo Senior Center
_____________________________________________ Date _______________
Executive Secretary, San Luis Obispo Senior Center
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San Luis Obispo Senior Center
House Rules
1. Senior Center hours are from 9:00 a.m. to 4:00 p.m., Monday through Friday. The office volunteer on duty is responsible for
unlocking and/or locking the office door, the front and back door, and other doors as directed.
2. Smoking is prohibited inside and outside the Senior Center per City Ordinance prohibiting smoking in public.
3. Profanity, vulgarity, misconduct and any other offensive or antagonistic behavior are not acceptable. Heated discussions of
politics or religion are to be avoided.
4. Sofas and chairs may not be used for sleeping.
5. Office equipment and volunteer’s time may not be used f or outside business purposes. The phone in the lobby may be used
to arrange transportation, to contact a family member, or to obtain other services when needed. Extended use of any phone
for any use, other than for Senior Center business, is not permitted.
6. The conference room is reserved for Senior Center meetings and as a work area. It may also be reserved, when available,
for non-profit services for the benefit of seniors and for approved small-group activities.
7. All closet space is for items needed to support day-to-day activities. Use of closets for long term storage or for inactive items
is not permitted. Exception is made for Senior Center items such as seasonal decorations. Personal items may not be
stored in closets.
8. Items in the refrigerators or freezers are for use in the Senior Center. They may be removed only by authorized volunteers to
use on the premises for designated Senior Center functions and for coffee room snacks.
9. Food donated to the Senior Center (e.g., bread, sweet treats, fruits) is not to be taken for distribution to others. It is for
members to pick up for their individual use on a first-come basis. Food may not be stored in closets or in the offices.
10. Groups using the Assembly Room are to provide their own food, beverage, serving utensils/ napkins, and other needs. All
groups using the facility are responsible for cleaning up anything caused by that activity.
11. Groups using the Assembly Room kitchen are responsible for providing their own cloth towels. All utensils and items used in
serving are to be cleaned and stored. All garbage is to be deposited in the designated trash containers. The counters,
refrigerator, and stove must be thoroughly cleaned after each use. Opened containers of food items are not to be stored in
the refrigerator. Food for personal use is not to be stored in any area overnight.
12. Any infraction of these House Rules may be cause for suspension of membership and/or group privileges in accordance with
the Senior Center Bylaws.
Joan Drake, President
Executive Board
Approved by the Executive Board on November 11, 2013
Ratified by the Membership on December 11, 2013
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Exhibit B to Agreement
Scope of Services
SCOPE OF SERVICES
CITY OBLIGATIONS
1. Information Technology. The City shall furnish telephone and internet service to three (3) office computers and two
(2) telephone lines located at the Senior Center at 1445 Santa Rosa Street. Consistent with the City’s Finance and IT
operational policies the City shall provide maintenance (which could include replacement) of three office computers as
funds allow.
2. Newsletter. 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. In addition, the
City shall continue to mail the Senior 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.
3. Facility and Grounds Maintenance. The City shall continue to provide weekly janitorial services and annual
maintenance services at the Senior Center. Said maintenance services include activities both indoors and out. Further,
the City’s Parks and Recreation staff presently provides set-up and take down (for agreed-upon events) in Assembly
Room and Multi-Media Room in the budgeted amount; the specifics for these costs for 2013-15 are described in
Exhibit E Operating Cost Analysis.
4. Communications. City staff agrees to notify the Executive Board via telephone and/or email of any proposed changes
in use of the Senior Center due to maintenance to the Center premises. City staff shall continue to provide a hard copy
of “Week in Rec” to the Volunteer Office at the Senior Center listing weekly activities and facility rentals outside of
operating hours.
5. Utilities Costs. The City shall continue to pay utilities costs for all water, sewer, gas, trash, telephone and electricity
used at the Senior Center. The specifics of these costs for 2013-15 are described in Exhibit E Operating Cost Analysis.
6. Parks and Recreation Liaison. The City’s Parks and Recreation Department shall continue to provide a staff liaison
for the Senior Center. The duties of the staff liaison are to assist the Senior Center in understanding City processes and,
as resources permit, enhance the recreational experience of local seniors. The staff liaison will attend Executive Board
and General Member meetings. The staff liaison will provide programming assistance as resources permit at
approximately five hours per week. In addition to program support, the City staff liaison shall meet with the Executive
Board at the beginning of each fiscal year to discuss resources (e.g., money, personnel, in-kind services, etc.) available
to support the Center. The specifics of the staff liaison’s duties as they relate to the Senior Center are described in
Exhibit D Staff Liaison Duties.
7. Marketing. As resources permit the City shall promote the Senior Center by displaying Senior Center materials at the
Parks and Recreation office and appropriate locations throughout the department and maintaining up-to-date “Seniors”
information on the City’s website.
8. Reporting. The City shall ensure that the Senior Center has direct input to the Parks and Recreation Committee via
quarterly reports from the Executive Board.
SENIOR CENTER OBLIGATIONS
1. Volunteer Recruitment. The Senior Center shall continue to recruit and train volunteer personnel to provide telephone
reference services and program activities during the Center’s operating hours. All volunteers will sign annual waivers
that will be provided to the Parks and Recreation staff liaison for record keeping.
C3 - 16
2. Newsletter. The Senior Center shall continue to produce a monthly newsletter, to be mailed or emailed to all members
of the Center, which will include a listing of all programs and activities available to Senior Center Members.
3. Communication. The Senior Center shall provide regular communications to the Parks and Recreation staff liaison so
that information can be updated at the Parks and Recreation Department. This shall include a preview of monthly
newsletter.
4. Use of Center Outside of Normal Hours of Operation. The Senior Center shall check the availability of the Center
with City staff in advance of any special events to be held at the Center outside of its standard hours of operation,
9:00AM to 4:00PM, as other uses or facility reservations may exist. The Center may be used outside of normal hours
of operation if available.
5. Marketing. The Senior Center shall work with the City liaison for the consistency in the review of the Center’s
marketing materials that are provided to outside agencies.
6. Waiver of Liability. The Senior Center shall require all members and their guests to sign an attendance form and
liability waiver releasing the City of liability for the use of the Center during daily operations (an annual waiver) and
participation in programs, activities or events (one-time activity waiver). These Waivers are provided in Exhibit C
Annual and Program Waivers.
7. Records. The Senior Center 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 the City liaison. The City liaison shall scan all such
waivers and return to the Senior Center for record keeping.
8. Maintenance Protocol. The Senior Center shall contact the City liaison for facility and building maintenance needs of
the Senior Center. The City liaison shall then be responsible for scheduling maintenance assistance. In cases of
emergency, the Senior Center may contact the Building Maintenance Supervisor directly.
C3 - 17
Exhibit C to Agreement
Liability Waivers
ASSUMPTION OF RISK, WAIVER AND RELEASE OF LIABILITY
FOR PARTICIPANT (ADULT)
ANNUAL WAVIER – SENIOR CENTER REGISTRATION
PROGRAM REGISTRATION FORM AND WAIVER
PLEASE PRINT AND FILL OUT COMPLETELY
NO FAXES ACCEPTED
Participant’s Information
LAST NAME FIRST NAME
ADDRESS
CITY STATE/ZIP
EMAIL ADDRESS
HOME PHONE CELL PHONE
Progra m Registration
PROGRAM NAME year
SENIOR CENTER ANNUAL MEMBERSHIP
Medical Information (Optional)
GENERAL PRACTITIONER PHONE
PHYSICAL LIMITATIONS
ALLERGIES
OTHER PERTINENT MEDICAL INFORMATION
IN CASE OF AN EMERGENCY PLEASE NOTIFY:
NAME PHONE
Photographic Release
I understand that City of San Luis Obispo staff may on occasion visit Parks and Recreation sponsored activities to take
pictures and/or video for use in a City publication, for educational purposes or for a City Council/Commission meeting. My
initials below indicate approval for use of such photography/video in which I or my child may appear. I understand that I will
not receive compensation for the use of the pictures/video.
INITIAL HERE >>
COMPLETE BOTH SIDES OF FORM
C3 - 18
Assumption of Risk, Waiver and Release of Liability for Adult Participant
I, the undersigned, understand that the above named program, sponsored by the City of San Luis Obispo, involves physical
activity. I further understand that accidents can occur during this recreation program and that participants can occasionally
suffer serious injury or death. I further understand that while City staff and/or volunteers may be trained in basic first aid and
CPR, they are not medical professionals and are not trained to diagnose, monitor or treat chronic, acute or serious medical
conditions and situations, whether preexisting or arising out of my participating in this recreation program.
Nevertheless, I HEREBY ASSUME ALL RISKS OF MY PARTICIPATING IN THIS RECREATION PROGRAM.
I hereby waive, release, and discharge the City of San Luis Obispo, its officials, employees, agents and volunteers for any
and all claims for damages for death, personal injury, disability, or property of any kind, which may accrue to me as a result
of, or arising out of, my participation in this program. This waiver and release is expressly intended to discharge in advance,
the City of San Luis Obispo and its officers, employees, agents, and volunteers from and against any and all liability arising
out of, or connected in any way with participation in this activity. THIS WAIVER AND RELEASE WILL APPLY EVEN
THOUGH LIABILITY MAY ARISE OUT OF ORDINARY NEGLIGENCE OR CARELESSNESS ON THE PART OF THOSE
SO DISCHARGED.
Medical Insurance and Treatment
I acknowledge that the City of San Luis Obispo, acting through its Parks and Recreation Department, sponsors this recreation
program and understand that NO MEDICAL INSURANCE IS BEING PROVIDED. I nevertheless agree to participate in the
program. Further, I consent to emergency medical treatment should the need arise.
This Assumption of Risk, Waiver and Release of Liability shall apply to me, as well as to any of my heirs, executors, or
administrators. By my signature below, I acknowledge that I have read this document and understand its contents.
__________________________________ ___________________________________ ______________________
Signature of Participant Printed Name of Participant Date
Additional Information Required
C3 - 19
Senior Center Agreement 15
City of San Luis Obispo Parks and Recreation Department
SENIOR CENTER PROGRAM WAIVER & RELEASE OF LIABILITY
Assumption of Risk, Waiver and Release of Liability for Adult Participant
I, the undersigned, understand that the below named activity/program, sponsored by the City of San Luis Obispo, may involve physical activity. I further
understand that accidents can occur during this recreation program and that participants can occasionally suffer serious injury or death. I further
understand that while City staff and/or volunteers may be trained in basic first aid and CPR, they are not medical professionals and are not trained to
diagnose, monitor or treat chronic, acute or serious medical conditions and situations, whether preexisting or arising out of my participating in this
recreation program.
Nevertheless, I HEREBY ASSUME ALL RISKS OF MY PARTICIPATING IN THIS RECREATION PROGRAM.
I hereby waive, release, and discharge the City of San Luis Obispo, its officials, employees, agents and volunteers for any and all claims for damages
for death, personal injury, disability, or property of any kind, which may accrue to me as a result of, or arising out of, my participation in this program.
This waiver and release is expressly intended to discharge in advance, the City of San Luis Obispo and its officers, employees, agents, and volunteers
from and against any and all liability arising out of, or connected in any way with participation in this activity. THIS WAIVER AND RELEASE WILL
APPLY EVEN THOUGH LIABILITY MAY ARISE OUT OF ORDINARY NEGLIGENCE OR CARELESSNESS ON THE PART OF THOSE SO
DISCHARGED.
Medical Insurance and Treatment
I acknowledge that the City of San Luis Obispo, acting through its Parks and Recreation Department, sponsors this recreation program and understand
that NO MEDICAL INSURANCE IS BEING PROVIDED. I nevertheless agree to participate in the program. Further, I consent to emergency medical
treatment should the need arise.
This Assumption of Risk, Waiver and Release of Liability shall apply to me, as well as to any of my heirs, executors, or administrators. By my signature
below, I acknowledge that I have read this document and understand its contents.
ACTIVITY/PROGRAM: DATE OF ACTIVITY/PROGRAM: COST OF ACTIVITY/PROGRAM:
PRINT NAME SIGNATURE EMERGENCY CONTACT & PHONE #
(OPTIONAL)
1.
2.
3.
4.
C3 - 20
Senior Center Agreement 16
ACTIVITY/PROGRAM: DATE OF ACTIVITY/PROGRAM: COST OF ACTIVITY/PROGRAM:
PRINT NAME SIGNATURE EMERGENCY CONTACT & PHONE #
(OPTIONAL)
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.
18.
19.
20.
C3 - 21
Senior Center Agreement 17
Exhibit D to Agreement
Parks and Recreation Liaison Duties
Parks and Recreation Liaison Duties
The City shall provide a staff liaison for the Senior Center. The Parks and Recreation staff liaison shall work
with the Executive Board to ensure that programs, budgets, scheduling of maintenance and relationship
development are cultivated and executed for the Senior Center. Staff liaison duties are described below.
Programming:
Assist in the organization of planning and implementation of a minimum of three (3) yearly special
events (including Cal Poly 210 program), and two (2) recreation activities such as Brain Aerobics
Budget:
Assist in fiscal year budgeting and planning process for Senior Center’s annual budget in collaboration
with the Parks and Recreation department budget
Develop and manage the City’s annual program budget in support of Senior Center activities
Collaborate with Executive Board in developing long-range forecasts and maintain long-range financial
plans for Senior Center
Scheduling:
Coordinate with City’s Public Works staff for building and grounds maintenance of the Senior Center
Create and provide Senior Center with two (2) hard copies of the Facility activities in the “Week in
Rec”
Education:
Seek education opportunities to learn about new trends in Senior Center and activity programming
Coordinate with other Senior Center in establishing Best Management Practices
Relationship Development:
Investigate and resolve concerns/issues presented by Senior Center members/customers/volunteers
Collaboratively seek and develop potential Senior Center partnerships by contacting potential partners;
discovering and exploring new opportunities
Perform outreach activities to encourage other senior citizens to begin, increase, or continue
participation in Center activities. (such as Las Brisas, the Manse, current members, etc…)
Help facilitate relationships with various group leaders/volunteers including, but not limited to, bingo,
card league, contract classes, gem and minerals club and bridge.
Present and/or submit information to the Parks and Recreation Commission
Work with community organizations to recruit volunteers
Facilities:
Coordinate with the City’s Public Works Building Maintenance division staff for facility and building
maintenance needs of the Senior Center
Coordinate with the Parks and Recreation Facilities division staff in support of set-up and breakdown of
City sponsored Senior Center activities
C3 - 22
Senior Center Agreement 18
Exhibit E to Agreement
Operation Cost Analysis
Recreation Programs Operating Cost Analysis
The following information is consistent with the City’s cost recovery policies apply to the city’s recreation programs for
senior services:
Cost recovery for activities directed to youth and seniors should be relatively low. In those circumstances where services are
similar to those provided in the private sector, cost recovery levels should be higher. Although ability to pay may not be a
concern for all youth and senior participants, these are desired program activities, and the cost of determining need may be
greater than the cost of providing a uniform service fee structure to all participants. Further, there is a community-wide benefit
in encouraging high levels of participation in youth and senior recreation activates regardless of financial status.
OPERATING COST ANALYSIS
Staffing Staff Yearly
Parks and Recreation (includes Director, Manager, Supervisors, Specialist, Analyst, and
Facilities hosts)10 55,300$
Public Works (Includes Building Maintenance, Parks Maintenance & Parking Services)3 15,100$
Finance and Information Technology (includes IT technician)1 3,200$
SUBTOTAL STAFFING 73,600$
Non-Staffing Yearly
contract Services 14,400$
Landscaping
Janitorial
pest control
wood floor
Marketing 1,500$
Printing (Newsletter)
Mailing (Postage)
Bulk Mailing (monthly newsletter)
Operating materials and supplies 4,500$
Events/classes
Computers
Utilities 11,300$
water/sewer
electricity
gas
Trash
Telephone
Internet Services
SUBTOTAL NON-STAFFING 31,700$
CAPITAL IMPROVEMENT COST ANALYSIS
Minor Capital/CIP
Project Name Description Budget
Exterior Painting Senior Center 2011-13 FP App B pg 3-301 23,750$
Kitchen Remodel
2009-11 Operating Minor CAP - Building
Maintenance 15,000$
Senior Center Parking Lot 2007-09 FP, CIP #90803 251,000$
SUBTOTAL MINOR CAPITAL/CIP 289,750$
C3 - 23
City of San Luis Obispo, Title, Subtitle
Council Chambers
990 Palm Street
San Luis Obispo, CA 93401
Wednesday, October 1, 2014, 5:30 p.m.
CALL TO ORDER: Chair Davis called the meeting to order at 5:32 p.m.
ROLL CALL: Chair Steve Davis, Vice Chair Jeff Whitener and Commissioners Ryan Baker,
Michael Parolini, Ron Regier and Susan Updegrove
ABSENT: Commissioner Baker, Commissioner Regier
COUNCIL: None
STAFF: Shelly Stanwyck, Melissa Mudgett, Dave Setterlund, Todd Bunte, Matt
Nowlen
Public Comment
No public comment
1. Consideration of Minutes
Commissioner Updegrove recommended grammatical corrections on pages 1-2 and 1-6.
MOTION: (Updegrove/Parolini) Approve the Minutes of September 3, 2014 as amended
Approved: 5 yes: 0 no: 2 absent
2. Memoranda for Commission Review (Stanwyck)
Director Stanwyck provided the Commission an update on two projects via written reports;
Meadow Park Lighting Replacement Capital Improvement Project and the proposed Community
Garden donation at Laguna Lake Golf Course.
a. Meadow Park Lighting Replacement
i. Commissioner Parolini indicated his concern with maintenance issues of
the “standard” specification and “apron” design of the lighting.
ii. Staff Mudgett confirmed that the project does not include an upgrade to
LED lighting at this time. The project will replace the eight (8) pathway
lights and five (5) lighting standards (poles) for the volleyball, basketball
and horseshoe activity areas. Addenda will be added for two additional
“standard” pathway lighting for the parking lot should there be available
funding.
b. Proposed Community Garden donation at Laguna Lake Golf Course
i. Staff provided the Commission with the status of public outreach efforts
and water research provided by staff.
Meeting Minutes
Parks and Recreation Commission
C3 - 24
City of San Luis Obispo, Title, Subtitle
ii. Commissioner Updegrove asked about grant eligibility period. Donor
(Victoria Carranza, One Cool Earth) responded that the grant period had
been extended. An additional public outreach workshop is scheduled for
October 23rd. Donor continues to work with City Utilities and Water
District for permitting options.
3. Update for Laguna Lake Golf Course Operational Review (Stanwyck)
Director Stanwyck provided a summary of workshops to date and the operational review process. In
response to the workshop feedback, the draft Request for Proposal (RFP) has been updated to
acknowledge the First Tee Agreement, vendor equipment purchase requirement, formal maintenance
plan and added coordination with current staff if a contract is to be considered. Director Stanwyck
highlighted that the property Title report indicated only 2.29 acres of the golf course were restricted
to active recreational uses. The City has met with the employee union regarding the review process.
Overall there is a high community satisfaction with the golf course operations. A summary of
questions and comments from public has been provided to the Commission. There will be another
Golf Stakeholders Community Workshop on Tuesday, October 14th. Staff will continue to analyze
data for Council consideration and plan to update the Commission in November.
Commission Comment
Commissioner Updegrove asked how the survey will get to the user groups. Director Stanwyck
responded that the survey will be available on-line as well as paper copies at golf course.
Commissioner Kincaid thanked Todd Bunte, Golf Course Supervisor, for his great work at the golf
course over the years.
Commissioner Parolini said he attended a workshop and reiterated the high overall community
satisfaction of the golf course. He supported the need to analyze all the options when gathering
information and daylight opportunities for efficiencies or creative ideas for course management. He
encouraged the Commissioners to attend workshop on the 14th to hear public comment.
No changes to the draft RFP were recommended by the Commission at this time. All documents
related to the operational review are linked and available via the City website.
Public Input
Carolyn Smith expressed she felt the golf course has been unfairly targeted for lease or sale over the
past decade. She recalled when a previous private owner held the course in poor condition and felt
that contracting out services would provide the same results with reductions in the level of
maintenance. Ms. Smith does not recommend outsourcing golf course operations.
Sylvia Drucker spoke to the Commission about the First Tee program for youth learning life skills,
etiquette and manners through the teaching of golf. She urged the City to charge all users, such as
individual tennis court users, as additional ways to generate revenues. Ms. Drucker expressed that
City parks are a valuable asset to this community. She urged the Commission to listen to the public
speaking.
C3 - 25
City of San Luis Obispo, Title, Subtitle
4. Review and Approve San Luis Obispo Senior Center Community Partnership Agreement
(Setterlund)
Presentation by Dave Setterlund on the proposed Senior Center Partnership Agreement. Discussions
began in August 2013 as staff and Senior Center Board attempted to minimize the impacts with
transitions in staff and volunteers. Staff recognized that this has been a great opportunity to
formalize and recognize roles, maintain institutional knowledge, minimize risk through use of
waivers and indemnity language. The draft Partnership Agreement is result of a lot of hard work.
Staff and Senior Center representatives are hoping to take it to Council with Commission
recommendation to adopt.
Melissa Mudgett, Recreation Manager, highlighted the roles of the Senior Board and what they have
provided to the community through their volunteer efforts.
MOTION: (Parolini/Updegrove). Motion to recommend to Council to approve SLO Senior
Center Partnership Agreement.
Approved: 5 yes: 0 no: 2 absent
5. Discuss Advisory Body Goals 2015-17 (Davis)
Director Stanwyck provided an overview of the City’s Goal setting process. This is an opportunity
for the Commission to hear from public, discuss and recommend to Council the Commissions’
Advisory Body Goals. In November, all Advisory Body Goals are due and there will be
opportunities to review all Goals for commonality. Director Stanwyck reminded the Commission
that the Community Forum in January 2015 will be for public input about City goals. Director
Stanwyck reviewed the 2012 Parks and Recreation Commission Adopted Goals.
Public Comment
Scott Cleere asked for clarification of the 2012 Adopted Goals. He was glad to continue discussion
with the Commission about the need for lit tennis court facilities. He recommended the Commission
consider lit tennis courts as an Advisory Body Goal.
Colin Jones, San Luis Obispo resident and active tennis player, recommended the Commission
consider adding lit tennis courts at Sinshiemer Park or SLO High School as an Advisory Body Goal.
He added that he will be in attendance at Community Forum.
Chris Gilbert, a professor at Cuesta College and part of the men’s doubles tennis group Wednesday
nights, was in support of lit tennis courts at Sinshiemer Park. He noted that the City has a total of
eight tennis courts which are not lit. He noted that other lit courts, such as Cal Poly, Cuesta College
and Country Club, are not available to community members for recreational use. He indicated that
other City facilities have lighting for soccer, basketball, volleyball, softball, and horseshoes but not
for tennis. He acknowledged the community concern with light pollution which he indicated is not a
concern with modern lighting fixtures and automatic shut-off times.
Tim Hooks, SLO resident for 20 years and tennis advocate, noted that every tennis court in Santa
Maria is lit. He mentioned tennis programs in Reno, Salinas and Oxnard that have a “membership
fee” of the tennis courts. He indicated he wouldn’t mind paying a membership for lit courts.
C3 - 26
City of San Luis Obispo, Title, Subtitle
Vicente Del Rio, SLO resident 14 years, expressed gratitude for a wonderful, well-managed City.
He recommended the Commission place lit tennis courts as an Advisory Body Goals. He supports
paying for the court lights (such as coin operated). Mr. Del Rio said his tennis advocacy group is
working on development of an internet survey to get better data on the lighting needs. He was
interested in working with the Parks & Recreation Department on this matter. He will be attending
the Community Forum in January.
Don Green spoke to the recently adopted Laguna Lake Conservation Plan. He asked the
Commission about mechanisms in place to monitor the progress of the plan, where information will
be reported and creation of an advisory board (such as with Damon Garcia Sports Complex).
Rob Davidson spoke in regards to the Laguna Lake Conservation Plan and the current state of
disrepair of the park itself. He expressed the need for a vision about active recreational uses of the
park to make it more usable. He asked the Commission to place the Laguna Lake and park on the
Advisory Body Goals. Mr. Davidson also supported lit tennis courts at the Laguna Lake Park.
Commission Comments
Vice Chair Whitener asked if tennis users have increased. Public member, Scott Cleere responded
that an informal observation would indicate tennis courts are filled often with wait times. The
majority of morning users are ages 40-60 years with after school use being a steady flow of students.
This year, 50 tried out for SLO High School girls’ tennis.
Director Stanwyck indicated the challenge with tennis courts is that they are having peak uses during
the day; between the hours of 8:00a.m. through noon and after school. Per the School District Joint
Use Agreement, the San Luis Obispo High School has the priority rights to practice at Sinsheimer
during season. This year, Mission College Prep is currently leasing and paying for four tennis courts
from 4:00p.m. until 6:00p.m. There has been a significant loss of public tennis courts in the City
(12) since the 1980’s.
Commissioner Kincaid asked about funding for lights and a “key system” with membership fee
(similar to Arroyo Grande) to allow access to lights and limit vandalism.
Commissioner Parolini was not in support of building new facilities without a lighting component.
He recommended a Commissioner trip to observe the lighting situation in Arroyo Grande.
Commissioner Parolini supported the Laguna Lake Park recreational uses as an Advisory Body
Goals and support of the conservation plan elements as presented by the Natural Resources
Department.
Director Stanwyck updated the Commission on the implementation phases of the Conservation Plan;
Years 1-3; 4 tasks identified – install new signage, accessible paths, sediment basins, begin a
dredging project should Council appropriate funding.
Rob Davison, SLO resident, said he would like to see a start in dredging and permitting work. Chair
Davis and Vice Chair Whitener recommend creation of an Advisory group and help to align goals
for implementation of the Laguna Lake Park Open Space Conservation Plan (years 1-3). The
Commission recommended Mr. Hill attend the next meeting while Goals are being developed.
Commissioner Parolini would like to see a focus on forming community partnership to increase
sports programming; such as a joint use agreement with Cal Poly for use of the tennis courts. He
C3 - 27
City of San Luis Obispo, Title, Subtitle
would like Advisory Body Goals to include safety improvements for diamond sports and adult
recreational activities.
Commissioner Kincaid recommends lit tennis courts and the support of the Laguna Lake Park
conservation implementation as Advisory Body Goals.
Chair Davis encouraged the tennis group to attend Community Forum and Council Goal-Setting
process. He expressed that sports fields should be treated as turf maintenance and not as parks and
should be part of the adopted goal for “Neighborhood Wellness” as it is essential to have a safe place
to recreate. Commissions’ Goals should be in alignment with the LUCE in identifying future park
facilities and needs for growth.
Commissioner Updegrove said she would like to see maintenance budgeted in order to sustain
facilities. She encouraged the continued interface with Public Works staff. She further supports
senior recreational activities as an Advisory Body Goal.
Director Stanwyck said she would use the Commission feedback to identify top priorities and bring back
at next months’ meeting.
6. Discuss Commission Retreat and Follow-up Materials (Stanwyck)
Director Stanwyck provided a summary from the Commissions’ Retreat meeting and overview of
identified top priorities. A summary of retreat topics is as follows;
1. Needs Assessment
o Funding request for 2015-17
o Identification of community user needs
o Consultant to assist with community surveys and statistically valid survey.
2. Update of Parks and Recreation Element
o Separation of policy and tasks
3. Facility Infrastructure in alignment with LUCE
Chair Davis said he would identify various potential stake holders and meeting topics for each
monthly meeting.
Vice Chair Whitener said he would prefer the Commissions’ Goals match the Element and supports the
needs assessment to identify future tasks.
7. Director’s Report (Stanwyck)
Director Stanwyck provided a brief update to the Commission. The SLO Swim Center parking lot
reconstruction is completed and ready for use. The SESLOC Parking lot is ready for opening on
October 17th with additional staffing and resources. There has been a bear sighting on Bishop’s Peak.
Educational opportunities are in progress by both Ranger and Police staff to educate users of ordinance
prohibiting nighttime use. Our Department is currently recruiting for an Administrative Analyst.
8. Subcommittee Liaison Reports
Tree Committee: Commissioner Baker was absent. No report.
C3 - 28
City of San Luis Obispo, Title, Subtitle
Natural Resources: Commissioner Kincaid will forward to the Commission an email from
Natural Resources Manager, Bob Hill, regarding invasive plant species of Salt Cedar.
Jack House: Commissioner Updegrove said the Jack House is currently reviewing its 2015-17
goals. There was a Chamber Mixer event which brought over 100 people to tour the house.
School District: Commissioner Parolini said the dogs and unauthorized use of school property
remains an issue.
Damon-Garcia: Commissioner Parolini said there will be a meeting with the Utilities
Department on October 23rd to discuss potable and recycled water uses.
Golf: Director Stanwyck said that Todd was flooding and sanding greens with potable water this
week, the First Tee program has started and is well attended. Golf rounds are holding steady.
Bicycle Committee: Commissioner Regier was absent. No report.
Youth Sports: Chair Davis reported that they met with the School District Business Manager,
Ryan Pinkerton, about extending the YSA contract.
9. Communications
Director Stanwyck summarized the topics for the next meeting to include a discussion of Advisory
Body Goals, continued discussion of the Laguna Lake Course Operational Review,
review of Retreat follow-up and feedback and will solicit attendance of Natural Resources and
Public Works staff at the next meeting.
Adjourned at 7:54pm to the November 5, 2014 Regular Meeting in Council Chambers, 990 Palm
Street, San Luis Obispo.
Approved by the Parks and Recreation Commission on __________________.
________________________________________________
Melissa C. Mudgett, Parks and Recreation Department Manager
C3 - 29
R _____
RESOLUTION NO. _____ (2014 Series)
A RESOLUTION OF THE CITY OF SAN LUIS OBISPO (“CITY”)
APPROVING THE TERMS FOR THE COMMUNITY PARTNERSHIP AGREEMENT
BETWEEN THE CITY AND THE VOLUNTEER EXECUTIVE BOARD OF THE
SENIOR CENTER (“SENIOR CENTER”) AND AUTHORIZING THE MAYOR TO
EXECUTE THE AGREEMENT AND ALL NECESSARY SUPPORTING DOCUMENTS
WHEREAS, the City desires to maintain a mutually beneficial relationship between the
City and the Senior Center as a way to continue to enhance the sense of community for senior
residents of the City of San Luis Obispo; and
WHEREAS, the City has been committed since 1978 to providing a facility without
charge to the Seniors within the community in order to provide a welcoming environment to
gather and recreate at 1445 Santa Rosa Street and also referred to as the San Luis Obispo Senior
Center; and
WHEREAS, the Seniors within the community have provided volunteer management of
the Senior Center since 1978; and
WHEREAS, the City is committed to maintaining the facilities and grounds of the
Senior Center in a continued effort to provide a safe and healthy environment for Seniors to
recreate; and
WHEREAS, the Senior Center has expressed a willingness to continue these services,
under the direction of an elected Executive Board, and in cooperation with and assistance from
the City; and
WHEREAS, the City is committed to providing a staff liaison from the Parks and
Recreation Department to work with the Senior Center to provide opportunities and expand
services for the Seniors; 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
NOW THEREFORE, BE IT RESOLVED by the Council of the City of San Luis
Obispo to:
SECTION 1. The City Council hereby finds as follows:
A. The City of San Luis Obispo Senior Center provides an important public service and
significant public benefits to the senior community through its labor and investments to
provide essential and quality recreational opportunities for our senior population.
C3 - 30
Resolution No. _____ (2014 Series)
Page 2
B. The City of San Luis Obispo Senior Center’s purpose and programs are consistent
with and support City quality of life, cultural, civic, and economic development goals and
objectives as set forth in the City’s General Plan and Economic Development Strategic
Plan.
SECTION 2. In consideration of the public benefits set forth herein, the City Council
approves the five year lease agreement between the City of San Luis Obispo and the San
Luis Obispo Senior Center and authorize the Mayor to execute the partnership agreement
and all necessary supporting documentation to effectuate the agreement.
Upon motion of _______________________, seconded by _______________________,
and on the following roll call vote:
AYES:
NOES:
ABSENT:
The foregoing resolution was adopted this _____ day of _____________________ 2014.
____________________________________
Mayor Jan Marx
ATTEST:
____________________________________
Anthony Mejia
City Clerk
APPROVED AS TO FORM:
_____________________________________
J. Christine Dietrick
City Attorney
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