HomeMy WebLinkAbout10/01/2002, C4 - YOUTH BASKETBALL CO-SPONSORSHIP AGREEMENT ` agenda mepoizt /tem Num6n G
CITY O F SAN LUIS 0 B I S P 0
From: Paul LeSage, Director of Parks & Recreatio*'
Prepared By: Rich Ogden, Recreation SupervigoP1`U
Linda Fitzgerald, Recreation Manager
Subject: YOUTH BASKETBALL CO-SPONSORSHIP AGREEMENT
CAO RECOMMENDATION
As recommended by the Parks and Recreation Commission, approve the Youth Basketball Co-
Sponsorship Agreement between the City of San Luis Obispo and the San Luis Obispo County
YMCA. (Attachment 1).
DISCUSSION
Background
Youth Basketball has always been a very popular program for children in the City of San Luis
Obispo. For a number of years, the program was offered by two separate agencies - the City of
San Luis Obispo Parks and Recreation Department and the San Luis Obispo County YMCA.
Both programs were very successful on their own and each had approximately 300-400
children involved. After several years of both agencies concurrently running an identical
program, it became apparent that it would make more sense to combine programs and continue
to offer not only a quality basketball program for children in the City of San Luis Obispo but
also a more efficient and economical program. As a result, in 1997 an informal Memorandum
of Understanding between the YMCA and the Parks and Recreation Department was developed
and the San Luis Obispo Youth Basketball program began as a pilot program. By combining
resources, the agencies lowered administrative costs while providing a high level of
programming for the participants. This memorandum has been a guide to the operation of the
program from 1997 to the present.
Co-Sponsorship Agreement
As the fifth year of the San Luis Obispo Youth Basketball program begins, it is the desire of
both agencies to have a formal Co-Sponsorship Agreement to guide agency roles and
responsibilities. As has been past practice, responsibilities have been divided as follows:
1. The YMCA Youth Sports Coordinator and City Youth Sports Supervisor co-direct
the program.
2. The YMCA is responsible for activities associated with players, coaches, and teams
(i.e. registration, forming of teams, acquiring volunteer coaches, purchasing shirts,
basketballs,providing first aid supplies, and scheduling of pictures.)
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Council Agenda Report—Youth Basketball Co-Sponsorship Agreement
Page 2
3. The City is responsible for officials, facilities, and parent and coaches training (i.e.
acquiring and paying for officials, reserving and paying for facilities, game
schedules, conducting coaches and parent training clinics.)
PAYS Program
Both agencies are very aware of the problems occurring in youth sports today; specifically
issues involving the behaviors of competitive parents. With this in mind, the basketball
program (along with all City Parks and Recreation Department sponsored youth sports
activities) will continue to provide a mandatory parent training program requisite for
children's participation in the program. The Parent Association for Youth Sports (PAYS) is a
national program that is recognized as an essential complimentary program to youth sports..
The PAYS program was developed by the National Alliance for Youth Sports to eliminate
parenting problems that plague numerous youth sports programs nationwide. PAYS outlines
what is appropriate behavior so parents clearly understand their role and responsibility in the
youth sports environment. This program is on the cutting edge of a quality youth sports
program. The Youth Basketball Program will continue to include the PAYS program,
educating parents and providing a fun, safe, and positive basketball program.
CONCURRENCES
The Parks & Recreation Commission reviewed and approved a co-sponsored operating
agreement with the YMCA for Youth Basketball at June 5, 2002 meeting. (Attachment 2).
The YMCA Board of Directors reviewed the agreement and concur with the content.
FISCAL IMPACTS
The existing arrangement between the two agencies involves a split of approximately $18,000
in revenues. The revenue split is based upon the level of service each agency offers to the
program. Expenses incurred by the City for the Youth Basketball program totaled $17,000 for
last fiscal year. This cost recovery rate is well within the percentage established by the City
Council for the Youth Basketball program.
ALTERNATIVE
Do not approve agreement and use in house staff resources. This is not recommended based on
the financial impact to the Department. There would be a fiscal impact of approximately
$5,000 in increased staff costs and another $5,000-$7,000 in supplies and equipment to
administer the program without the YMCA.
Attachments
1. Youth Basketball Co-Sponsorship Agreement between the City of San Luis Obispo and
the San Luis Obispo County YMCA.
2. Parks and Recreation Commission Minutes- June 5, 2002.
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ATTACHMENT 1
Youth Basketball Co-Sponsorship Agreement Between the
City of San Luis Obispo and the San Luis Obispo County YMCA
This Agreement is made this day of 2002, between the CITY OF SAN LUIS OBISPO,
hereinafter referred to as City, a municipal corporation, and the SAN LUIS OBISPO COUNTY YMCA, hereinafter
referred to as YMCA regarding the operation of a joint venture,youth basketball program.
WITNESSETH:
WHEREAS, the YMCA and the City desire to continue to offer their constituencies a high-quality, youth
basketball program in an economic efficient manner, as well as provide a basketball program that is a fun, safe, and
a positive experience for all the participants. By combining resources, the parties to this Agreement may reduce
administrative costs while providing a high level of programming for the participants;and
WHEREAS, the program shall continue to be known as "The San Luis Obispo Youth Sports Basketball
Program Sponsored by the San Luis Obispo County YMCA & City of San Luis Obispo Parks and Recreation
Department."
NOW THEREFORE,the parties hereto agree as follows:
1. Responsibilities:
A. The YMCA Youth Sports Coordinator and the City Youth Sports Supervisor will co-direct the program.
B. The YMCA will be primarily responsible for activities associated with players, coaches and teams (i.e.
registration, forming of teams, acquiring volunteer coaches, purchasing shirts, basketballs and first aid
supplies,and scheduling of pictures).
C. The City will be primarily responsible for officials, facilities,and parent and coaches training(i.e.acquiring
and paying for officials,reserving and paying for facilities,game schedules,conducting coaches and parent
training clinics).
2. The Program:
A. The program will be designed for boys and girls from kindergarten through sixth grade.
B. The will be four(4)divisions for boys and girls:
1. .5 year olds(co-ed)
2. 6&7 year olds
3. 8&9 year olds
4. 10, 11,and 12 year olds
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ATTACHMENT 1
Youth Basketball Cosponsorship Agreement Page 2
C. Elementary school sites, including private schools, as much as possible will form teams. Participants may
register at the site of their choice. Players will be evaluated by program staff and placed on teams that will
ensure a fair and enjoyable program.
D. Program rules will ensure that all participants play regularly in each game.
E. The co-directors will prepare and distribute a list of key dates that relate to the program by September 1.
This will include registration,team formation,and clinics for players and coaches,practices and games.
F. Parent volunteers will be recruited as team coaches.
3. Fiscal Administration:
A. The program co-directors will propose a registration fee by September 1 that meets the program expenses
of both agencies. The fee will be approved by both agencies.
B. Program income will be divided in a manner that allows each agency to meet its revenue target for the
program.
C. Expenses will be divided in a similar manner. Program expense will include: insurance, equipment,
uniforms, facility rentals,and other direct program costs.
D. Each agency will assume responsibility for their revenues and expenses associated with the program.
Revenue and expense will be reconciled at the conclusion of the program.
E. The City and YMCA will share the cost of a participation award that will be given to all the participants at
the conclusion of the season.
4. Insurance and Indemnification:
A. The City agrees to defend, indemnify, protect and hold YMCA and its agents, officers and employees
harmless from and against any and all claims asserted or liability established for damages or injuries to any
person or property, including injury to the City's employees, agents or officers which arise from or are
connected with or are caused or claimed to be caused by the acts or omissions of City, and its agents,
officers or employees, arising out of the San Luis Obispo Youth Sports Basketball Program Sponsored by
the San Luis Obispo County YMCA & City of San Luis Obispo Parks and Recreation Department;
provided,however,that City's duty to indemnify and hold harmless shall not include any claims or liability
arising from the established sole negligence or willful misconduct of the YMCA, its agents, officers or
employees..
B. The YMCA agrees to defend, indemnify, protect and hold the City and its agents, officers and employees
harmless from and against any and all claims asserted or liability established for damages or injuries to any
person or property, including injury to the YMCA's employees, agents or officers which arise from or are
connected with or are caused or claimed to be caused by the acts or omissions of the YMCA,and its agents,
officers or employees, arising out of the San Luis Obispo Youth Sports Basketball Program Sponsored by
the San Luis Obispo County YMCA & City of San Luis Obispo Parks and Recreation Department;
provided, however, that YMCA's duty to indemnify and hold harmless shall not include any claims or
ATTACHMENT 1
Youth Basketball Co-Sponsorship Agreement Page 3
liability arising from the established sole negligence or willful misconduct of the City, its agents,officers or
employees.
C. Each party to this Agreement shall make the other party an additional insured on its liability and property
damage insurance no later than October 1 of each year. Each patty agrees to provide a minimum liability
and property damage insurance coverage of one million dollars(S 1,000,000).
5. Terms of the Program:
A. This co-sponsorship will be valid for four(4)years beginning with the adoption of this Agreement.
B. After the conclusion of the 2007-2008 Youth Basketball season, this Agreement may be renewed for
another four (4) year term by the mutual agreement of the parties. The City Administrative Officer may
renew the Agreement on behalf of the City.
C. The terms of this Agreement may be amended upon the mutual agreement of the parties.
6. Termination:
A. Any party may terminate this Agreement at any time upon giving the other party thirty (30) days written
notice.
B. Notice to the City shall be addressed to Paul LeSage, Parks and Recreation Director, City of San Luis
Obispo, 1341 Nipomo Street, San Luis Obispo,CA 93401.
C. Notice to the YMCA shall be addressed to General Manager, San Luis Obispo County YMCA, 1020
Southwood Drive, San Luis Obispo,CA 93401.
SAN LUIS OBISPO COUNTY YMCA CITY OF SAN LUIS OBISPO,
A Municipal Corporation
General Manager Mayor
ATTEST:
Lee Price, City Clerk
APPROVED AS TO FORM APPROVED AS TO CONTENT:
Legal Counsel for YMCA Paul LeSage,Parks and Recreation Director
APPROVED AS TO FORM:
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Parks and Recreation Commission ATTAGIfVIFM�...�.
Minutes for June 5, 2002
Page 2
course to the main part of park and not in the dogleg area.
Commissioner Neville noted that the requesters of the project were not there, his thoughts of
reducing it to the main section.
Cnmmissianer Ruckshi observed the need for a disc course in the City; however, safety issues and
players crossing paths would be an issue.
Commissioner P;ner reiterated that this is unmet need but recommends redesign the course and not
through houses.
Chair Dnnan discussed his walk through the park for this item. He has serious concerns regarding
personal liability. He too, acknowledged the fear of discs (items) flying in the resident's backyard.
The demand to police the park is difficult. He does not feel that this is an appropriate park for a
disc golf course because of the safety concerns. He was impressed with the individuals that took
the time to come to the meeting and politely voice their opinions.
Commission discussed the item.
On a motion by Black, seconded by Pyper, the following requests are to be sent back to the
designer: scale back to 9 holes and design in main part of the park.
A second motion was made by Black, seconded by Pyper regarding having the Disc golf course on
an agenda within the next mon
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3. Approval of the Department/YMCA Operating Agreement for Youth Basketball
Commissioners discussed the agreement.
On a motion by Pyper, seconded by Neville, the Department YMCA Operating Agreement for
Youth Basketball was unanimously approved.
4. Director's Report
❖ Follow-up on use of school sites recommended for closure.
— Director Paul LeSage is on the subcommittee — Pacheco, Sunnyside, Morro
Bay. School District is thinking of renting out the facilities. Non-profits are a
possibility.
❖ French Park Tennis Court issue.
— Memo from James Bremer distributed to Commission—no action
❖ Follow-up on PAYS presentation
— Neville, LeSage, and Rich Ogden discussed developing a local PAYS
program. It was suggested that anyone who uses our fields, watch the PAYS
video. Having it developed by local community people will help with any
resistance that may arise.
— On a motion by Dunan, seconded by Pyper, staff will look into the production
of a local PAYS Program,unanimously approved.
❖ Ludwick Center Public Art
— Dunan and Pyper on the art jury.
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