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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.) G:Ura IKacr DdamerteUgcnda Prep Fibs ICAR-Youth B=kabaR Co-Spoworship.dx I 1 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. cy-z 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 C.IWINDOWSITEMPIYMCA agrc mdx C41-? 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: ff gens , ro�*y Cy-s' 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 1111110 11111111111111111111111111 11111 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. cy-G