HomeMy WebLinkAbout06/21/2005, C4 - AMENDMENT TO THE JOINT USE AGREEMENT council M fmg Dft June 21,2005
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CITY OF SAN LUIS OBISPO
FROM: Paul LeSage, Parks and Recreation Director
SUBJECT: AMENDMENT TO THE JOINT USE AGREEMENT
CAO RECOMMENDATION
As recommended by the Joint Use Committee (JUC) and the Parks and Recreation Commission,
adopt Addendum No. 1 to the Joint Use of Facilities Agreement between the City of San Luis
Obispo and the San Luis Coast Unified School District.
DISCUSSION
For over 50 years, the City of San Luis Obispo and San Luis Coastal Unified School District
have shared facilities. The current agreement adopted in 2002 covers the shared use of: athletic
fields, gymnasiums, child care rooms, Throop Park, and the numerous facilities in Sinsheimer
Park.
Staff from both agencies reviews the agreement every year. The proposed amendment confirms
a number of changes that have taken place since the agreement was adopted. Many of the
changes are clerical and clean up in nature, while others have more significance. All have been
agreed to at the staff level.
The important points of this agreement are as follows:
1. Sub-Section 5.2 moves the date for submitting use schedules from August to June. The
extra time is needed to resolve schedule conflict before school opens in the fall.
2. Sub-Section 6.5 acknowledges the San Luis Obispo Youth Sports Association's (YSA)
Field Improvement Program as payment in full for youth sports groups use of District
sports fields. Without this program the individual sports group would be charged rental
fees for field use. Instead, an equal amount of funding is used to improve field
conditions.
3. Sub-Section 6.6 waives fees for Parks and Recreation Programs at Laguna Middle
School. Even with a cap on facility use charges, as proposed in this agreement, it is
important to acknowledge that most of the Parks and Recreation Department programs
offered at Laguna Middle School are done at the request of the school.
4. Sub-Section 6.7 increases the overall amount of funding available to improve fields by
$10,000. The JUC would increase the funding of the YSA project each year. The money
would go to field improvements such as irrigation repair, reseeding, and field leveling.
This action is part of the City Council's 2005-2007 Major City Goal addressing
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Amendment to the Joint Use Agreement Page 2
Cooperative Use of Sports Fields. The $10,000 is part of the field improvement funding
that traditionally has been allocated to the Joint Use Committee for over 10 years for their
discretionary use for field improvements at joint use facilities.
5. Section IX is a number of items related to the implementation of an electronic key system
used at a number-of the Joint Use Sites..
6. Section X is the significant change to the agreement. It establishes an annual use fee, and
billing procedure. Currently the City pays hourly rental fees for facility use. A
maintenance fee, based on the proportionate use of each facility, is also charged. It is
difficult to keep an accurate record of use, and to calculate the proportionate maintenance
costs. As a result; staff at both the District and City spends a significant amount of time
trying to produce accurate billing records. Staffs at both agencies agree that $84,000 is a
figure very close to the actual use charges, which is why it was selected.
7. Section XI :allows Park Rangers to patrol district sports fields when they have been
renovated, at the request of the District. The District will pay for those services, in the
form of reductions to the $84,000 annual rent. This will protect fields from use after
renovation.
If approved, the amendment will be reviewed annually with the full agreement.
CONCURRENCES
The amendment was reviewed and approved by the Joint Use Committee on May 24, 2005, and
the Parks and Recreation Commission on May 25, 2005. Minutes from those meetings are
included as attachments 3 and 4.
The San Luis Coastal Unified School District will review this agreement later on this summer.
FISCAL IMPACT
Adopting this agreement with an $84,000 cap on use fees will save the City money. $94,700 was
approved in the 2004-2005 budget to fund the rental of district facilities. The $10,700 savings is
a part of the reductions recommended in the 2005-07 Fiscal Plan.
ALTERNATIVES
Do not approve the amendment. This is not recommended, as the City would then be required to
pay additional fees to use District facilities.
ATTACHMENTS
1. Addendum No. 1 to the Joint Use Agreement
2. JUC minutes of May 24, 2005
3. PRC minutes of May 25, 2005
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ADDENDUM NO. 1
To Contract#04-77
Joint Use Agreement Between The
City of San Luis Obispo
and San Luis Coastal Unified School District
Addendum No. 1 is supplemental to the Joint Use Agreement (Agreement) between the City of San
Luis Obispo (City) and the San Luis Coastal Unified School District (District) for the Joint Use of
Facilities and the Provision of Programs dated December 17, 2002. Addendum No. 1 shall be effective
as of June 1, 2005, and relates to facilities and programs of the City of San Luis Obispo Parks &
Recreation Department (Recreation) and the District and is specific to the matters contained herein.
Other than the specifics outlined below, the Agreement remains in full force and effect. The parties
agree to the following:
V. Manner of Operation of the Agreement (Revision)
5.2 Each agency shall submit to the other a schedule of facility needs by June 1 of each year,
covering a 12-month period beginning the following July 1. Requests received after June 1 will
be accepted on a space-available basis.
VI. Program Agreements (Additional)
6:5 The District recognizes that the City of San Luis Obispo Youth Sports Association (YSA)
includes many of the youth sports organizations within the City and provides opportunities for all
youth of the area. Therefore, the District has agreed to accept $20,000 of approved in-lieu field
projects annually in full settlement of that year's field use by any YSA member organization. In
June of each year, YSA shall provide to the District an up-to-date list of all YSA member sports
organizations.
6.6 Recreation operates several after-school programs at Laguna Middle School at no charge to the
participant for the benefit of District students and the school's athletic program. The District
agrees to waive the facility use fees for these programs:
• Program X(daily after-school enrichment program)
• Intramural Basketball (fall)
• Cross Country(fall)
• Golf(spring)
• Girls Volleyball (fall)
• Boys Volleyball (spring)
• Track and Field (spring)
6.7 The Joint Use Committee of the City will supplement the annual YSA field improvement project
by an additional $10,000 to any amount contributed to the annual field improvement project of
YSA as described in Section 6.5 of this addendum.
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IX. Electronic Key System (New)
9.1 Installation - At the request of City, District has installed an electronic key system for
Recreation's access to the following six gymnasiums:
• Hawthorne Elementary
• Los Ranchos Middle School
C Pacheco Elementary School
C Sinsheimer Elementary School
o C.L. Smith Elementary School
Y San Luis Obispo High School Taylor Gym
9.2 Keys - The District has issued Recreation one electronic key for each of the above gymnasiums
to allow Recreation unassisted access to these District facilities to offer Recreation programs as
outlined in the Agreement. To ensure the security of the facilities, no additional keys will be
provided.
9.3 Lost Keys - In the event Recreation loses an electronic key, at the discretion of the District, the
facility may be rekeyed at a cost to Recreation of$250 per site. The loss of keys by Recreation
may result in revocation of electronic key privileges at that particular site. This charge is in
addition to the annual use fee.
9.4 Facility Use Permit - It is agreed the electronic keys will only be used when Recreation has an
approved Facility Use Permit to utilize the particular District facility.
9.5 City Coverage - For facilities equipped with the electronic key system, District will not provide
personnel coverage for Recreation's activities at times when staff is not already scheduled to be
at the facility. Recreation is required to and will provide continual staff coverage of all
Recreation's events at these facilities to ensure safety for participants and prevent damage to
District property.
9.6 Custodial Services - District will provide custodial staff to clean the gymnasiums after use by
Recreation at no additional cost when District personnel are already scheduled to be at the
facility.
9.7 Open/Secure Facility - Recreation will be billed a minimum of two hours custodial impact
charges on any occasion District staff is required to open/secure a facility equipped with an
electronic key system. If a gymnasium is found unsecured by District staff after scheduled use
by Recreation; District may revoke the electronic key privileges at that particular site. This
charge is in addition to the annual use fee.
9.8 Battery Replacement - Recreation is responsible to replace batteries in electronic keys as soon
as key starts "beeping" indicating low battery power. Should a battery completely run down and
require reprogramming by District, Recreation will be charged $50 per battery. This charge is in
addition to the annual use fee.
9.9 Use by Others Prohibited Recreation has responsibility for all electronic keys at all times and
may not allow any other individual or agency to use the electronic keys issued to Recreation.
Failure to comply with this stipulation may result in revocation of all electronic key privileges by
District.
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X. Annual Use Fee from City (New)
10.1 Beginning with the 2005-2006 fiscal year, District agrees to charge City an annual fee of
$84,000 for all City's use of'District facilities in that year. Thereafter, the fee will be reviewed
on an annual basis to determine level of usage., Should usage level vary significantly (+/-10%)
from prior year, the annual fee will be renegotiated accordingly; otherwise, the fee will be
adjusted annually in accordance with the Consumer Price Index (CPI-U all Urban Consumers
Los Angeles-Riverside-Orange County 1982-84=100). The City will make quarterly payments.
XI.Park Ranger Service(New)
11.1 City will provide District park ranger patrol services for school athletic fields within the San Luis
Obispo City limits at a cost of $25 per hour and $.405 cents per mile. The level of service
required by the District will be negotiated on an annual basis. City estimates cost at $400 ($320
staff, $80 mileage) per week when fields are closed and$200 ($160 staff, $40 mileage) per week
when fields are available for use. Fees will be adjusted annually in the manner described in
Section 10.1 of this addendum.
IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed the day and
year first above written.
ATTEST: City of San Luis Obispo
(A Municipal Corporation)
City Clerk David F. Romero
Mayor
Approved as to form: San Luis Coastal Unified School District
C totney Russell Miller
Assistant Superintendent,Business Services
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ADVISORY COMMITTEE ON JOINT USE OF RECREATIONAL PROPERTY
MAY 24, 2005 MINUTES
PRESENT: Chair Thoma, Committee Members Kriet, May, Conner, Lewis, Knight
(arrived late)
ABSENT: Vice Chair Cochran
STAFF: City of San Luis Obispo: Parks &Recreation Director LeSage, Recreation
Manager Fitzgerald, Recreation Supervisor Bremer, School District Building and
Grounds Supervisor Silacci.
Meeting was called to order at 11:59am by Chair Thoma.
PUBLIC COMMENT PERIOD:
NONE
MINUTES OF APRIL 26, 2005 MEETING
MOTION: (Kriet/May)Approve the April 26, 2005 minutes as written; approved 5-0-2,
(Knight and Cochran absent).
JOINT USE FUND REPORT
Recreation Manager Fitzgerald reported no change in the Joint Use Fund balance,which
currently stands at$173.11.
ADDENDUM TO JOINT USE AGREEMENT
Director LeSage reviewed his staff report with the JUC and explained further the
financial aspects of this agreement. A correction to Addendum No. 1 Item 6-5 was made
stating the YSA to provide the district with an up-to-date list, not the City.
MOTION: (May/Kriet) Recommend to the City Council that Addendum No. 1 to the
Joint Use Agreement between the City and the San Luis Coastal School District be
adopted; approved 6-0-1, (Cochran absent).
RENAME SLO BATTING CAGES
Director LeSage reviewed this staff report with the JUC and elaborated on the YSA's
proposal of Maino's name being used for the naming. Ron Regier from the YSA was
introduced and invited all JUC committee members to the YSA Volunteer Recognition
Banquet.
MOTION: (Knight/May) Recommend to the City Council that the batting cages in
Sinsheimer Park be named the Maino Family Batting Cages; approved 6-0-1, (Cochran
absent).
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Advisory Committee on Joint Use of Recreational Property O page 2
May 24, 2005 Minutes
STAFF REPORTS
Building and Grounds Supervisor Silacci updated the JUC on the school district's
maintenance and renovation of Sinsheimer Field, Laguna Football Field, Laguna Softball
Field and C.L. Smith. Work will be contracted out but some projects will need to be
pulled due to financial restraints.
Recreation Manager Fitzgerald informed committee members on her May 13, 2005
synthetic turf trip with 4 other City staff-to four sites in the San Jose area. Fitzgerald
visited an additional two sites a week later and discussed further with the committee.
Meeting was adjourned at 12:45pm to the June 28, 2005 meeting.
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Parks and Recreation Commission
MINUTES
City Council Chambers; 990 Palm Street
Wednesday,May 25, 2005 12:30 p.m.
CALL TO ORDER: Chair Peter Dunan called the meeting to order at 12;39 p.m.
ROLL CALL: Chair Pete Dunan, Commissioners: Gary Clay, Bill Pyper, Don Dollar, Jill
Lemieux and-John Knight.
ABSENT: Ty Griffin
STAFF: Director Paul LeSage and Ashley Blake.
CONSIDERATION OF MINUTES:
The minutes of the May 4, 2005 meetings were approved with corrections.
1. Laguna Lake Golf Course Rate Review
Director LeSage presented this staff report.
Commission discussed the item.
Recommendation:
Recommend to the City Council to approve a resolution continuing the current golf course fees
and authorize a General Fund operating transfer of$260,600 for 2005-2006. (Pyper/Lemieux, 3:2:1
Dollar abstained).
Commission re-discussed item.
Recommendation:
Recommend to the City Council to have a $0.25 increase to the current golf course fees and authorize
a General Fund operating transfer of $260,600 for 2005-2006. (Knight/Clay, 2:4:0 Dollar, Pyper,
Duran and Lemieux,opposed).
Commission re-discussed item.
Recommendation:
Recommend to the City Council to approve a resolution continuing the current golf course fees
and authorize a General Fund operating transfer of$260,600 for 2005-2006. (Knight/Pyper, 4:0:2
Clay and Dunan, abstained).
2. Naming of Batting Cages in Sinsheimer Park
Director LeSage presented this staff report and introduced Ron Regier from the Youth Sports
Association.
Recommendation:
Recommend to the City Council that the batting cages in Sinsheimer_ Park_ be named the Maino
Family Batting Cages. (Knight/Pyper).
G.-javnd1A9enda Repsr&VdnlfheApreenxnllAV&eUm No..1-6.Z1.05105.25.05PRCm/n1tes-621.05.dX ���(i
Parks and Recreation Comr,,_,ion O
Minutes for May 25, 2005
Page 2
3. Joint Use Agreement
Director Paul LeSage presented this staff report.
Commission discussed the item.
Recommendation:
Recommend to the City Council that Addendum No. 1 to the Joint Use Agreement between the
City and the San Luis Coastal School District be adopted. (Dollar/Knight).
4. Communications
-Grand Opening of the Damon-Garcia Sports Field will be May 27-29.
5. Adjourned
The meeting adjourned at 1:28pm to the Parks and Recreation Department BBQ on June 8,2005.
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