HomeMy WebLinkAbout01/18/2011, C11 - DONATION FOR AN INCLUSIVE AFTER SCHOOL SPORTS PROGRAM 1 \1
Council Meenn9 Dam
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C I TY OF SAN LU IS O B I S P O
FROM: Shelly Stanwyck, Parks and Recreation Director
Prepared by: Shannon Bates, Recreation Manager
SUBJECT: DONATION FOR AN INCLUSIVE AFTER SCHOOL SPORTS
PROGRAM
RECOMMENDATION
Accept a donation from the San Luis Obispo County Community Foundation in the amount of
$.11,700 for an inclusive afterschool sports program and authorize the Mayor to execute the
Donation Acceptance Agreement.
DISCUSSION
Background
From an anonymous donor, the San Luis Obispo County Community Foundation has received
funds earmarked for the San Luis Obispo Parks and Recreation Department to create and
implement a pilot inclusive afterschool sports program (see Attachment 1 for Program
Description). If successful, the Donor has indicated the possibility of extending the funding to
include additional years.
The intent of the program is for children to learn new and enhance existing skills in recreational
sports during the "off season" in.preparation for league play and also to provide an inclusive
environment for children with special needs. Volunteer "Assistant Coaches" (trained by a
licensed Recreational Therapist) will assist the Program Director in providing all participants
with conditioning, skill development, and scrimmage opportunities as well as adaptive
curriculum, with individualized skill development and one-on-one support assistance for the
children with special needs.
The innovative program design addresses the growing need for inclusive and adaptive programs
for special needs children while also adding a skill development component to enhance the
traditional recreational youth sports offerings.
Acceptance of Donation
Pursuant to the City's Donation Policy all donations exceeding $5,000 must be accepted through
a written agreement and approved by Council (see Attachment 2 for the Donation Policy). The
Mayor's execution of the Reimbursement Agreement (Attachment 3) will mark the official
acceptance of the donation.
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Donation for Inclusive After School Sports Program Page 2
Next Steps
Upon acceptance of all of the donated funds, staff will begin the planning for the program's
implementation this spring.
FISCAL IMPACT
There is no fiscal impact to the General Fund associated with Council's acceptance of this
donation because costs will be funded by the donation, through cost recovery from participants,
and through a shift in duties by existing employees. As outlined below, the donation would cover
all direct costs associated with the program.
DESCRIPTION COST
Operating Supplies (equipment, player supplies, etc $500
Staff Training $1,400
Clinic Director and Assistant Coach $9,800
TOTAL COSTS $11,700
TOTAL DONATION $11,700
The "Clinic Director"for this new donation funded pilot Program will either be an existing part
time temporary staff member of the Parks and Recreation Program or a new part time temporary
employee whose sole focus is this pilot program. A majority of the Assistant Coaches will be
coordinated through Cal Poly's Recreation, Parks and Tourism program and will be volunteer
interns. Other needed Assistant Coaches will be CL Smith childcare staff who will shift duties
from the childcare programs to the sports clinic at no additional cost to the proposed program.
A minimal fee will be charged to those not enrolled in a Parks and Recreation childcare program
(Sun 'N Fun or Club STAR). Therefore, an additional revenue offset will occur if children not
attending Sun 'N Fun or Club STAR register for the sports program. The additional revenue will
offset any non-direct costs associated with the program.
ALTERNATIVES
Council could not to accept the donation from the San Luis Obispo County Community
Foundation. Staff does not recommend that as the donation allows for a new and exciting
inclusive recreational program. It also provides additional services to the community (especially
to an underserved population) during a time when there are limited fiscal resources to expand or
add programs and services.
ATTACHMENTS
1. Program Description
2. City of San Luis Obispo Donation Policy
3. Donation Agreement
\\chstore4\Team\Counci1Agenda Reports\Parks&Recreation CAR\2011 P&R CARs\.sports program donation FINAL.doc
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City of San Luis Obispo
Parks and Recreation Department
PROGRAM DESCRIPTION
PARKS S RECREATION
my of san iws OBISPO
TITLE:
FUNdamentals Pre-Season Sports Clinics
PROJECT TEAM:
Shannon Bates, Recreation Manager
Richard Ogden, Sports Supervisor
John Macon, Youth Services Supervisor
Meghan Burger, Youth Services Coordinator
Brian Greenwood Ph.D, Cal Poly Recreation Administration Professor
Rene Van Hoome RTC, Cal Poly Special Populations Professor
DESCRIPTION:
The FUNdamentals Pre-Season Sports Clinics are for children in Kindergarten through Sixth grade
who are interested in learning new or enhancing existing skills in basketball, baseball and soccer.
The clinics will be offered BEFORE the typical sports season (see schedule below) in order for
children to gear up for league play. Clinics will take place in an environment of success; where all
children (regardless of age or ability) will enjoy the numerous benefits of recreational sports. Whether
a seasoned player or new to the sport, the clinics are beneficial to all. The clinics are based on the
following 4 guiding principals:
1) Confidence—give 100%
2) Teamwork—everyone has a role
3) Integrity— making the right choices
4) Leadership —leading by example
Clinic curriculum will include conditioning, skill development and scrimmages with each clinic session
concluding with a family awards night.
SCHEDULE:
Spring (April-May) — Soccer
Summer (June 27-July 28) — Soccer
Fall (Sept-Oct) — Basketball
Winter(Jan-Feb)— Baseball
• Spring, Fall and Winter clinics will be offered twice a week, for 1 'h hours for 8 weeks at CL
Smith Elementary School
• Summer clinic will be offered Monday through Thursday for 1 '/z hours at Sinsheimer
Elementary School (or location of San Luis Parks and Recreation Department's summer camp)
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REGISTRATION / FEES:
Registration materials, including a participation waiver, will be required for all children wishing to
participate in the sports clinics (individual registration for each sport will be required). The clinics will
be FREE to all children currently enrolled in Sun 'N Fun or Club STAR program and a minimal fee will
be charged for children not enrolled. Children not enrolled in Sun 'N Fun or Club STAR will be
responsible for their transportation to and from the clinic. Children enrolled in Sun 'N Fun and Club
STAR will be accompanied by childcare staff for the duration of the clinic.
STAFF:
A Clinic Coach and Assistant Coach who are trained and experienced in Advanced Behavior Analysis
(ABA) and youth recreational sports will be accompanied by numerous Jr. Coaches (Parks and
Recreation employees as well as Cal Poly students). The Assistant Coach as well as the Jr.
Coaches will provide inclusive opportunities for children with varied abilities; including adaptive
curriculum, individualized skill development and one-on-one support assistance. All clinic staff will
receive extensive training before each season as well as on-going supervision and assistance from
Parks and Recreation Supervisors.
All clinic employees must complete an extensive background check; including Department of Justice
(DOJ)fingerprint clearance and Child Abuse Index Check.
AFTER SCHOOL TRAINING PROGRAM:
CL Smith Sun 'N Fun and STAR staff will receive ABA training provided through the San Luis Coastal
Unified School District. Funding includes up to 12 hours of training for 4 employees.
BUDGET:
$500.00 — Operating Supplies (start up equipment, player supplies)
$800.00— Staff Training (4 trainings X $200/each for Certified Recreational Therapist facilitation)
$9,800.00* — Clinic Director and Assistant Director
*includes fringe costs
$720.00 —After-school Training Program
Assistant Coaches will be coordinated through Cal Poly's Recreation, Parks and Tourism program
and will function as volunteer interns. Other Assistant Coaches will be CL Smith childcare staff who
will shift duties from the childcare programs to the sports clinic at no additional cost to the proposed
program.
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Section 760
DONATION
RESOLUTION NO.$965(1999 Series)
A RESOLUTION OF THE COUNCIL OF THE CTCY OF SAN LUIS OBISPO j
ADOPTING A CITY DONATION ACCEPTANCE POLICY
WIIEREAS, individuals, community groups, and businesses may wish to make
donations to the City in either cash or in-kind contributions that enhance projects,facilities,and
programs;and
WHEREAS,the need for projects, facilities, and programs exceeds the City's ability to
fund all such needed projects;and
WHEREA.%it is an acceptable and appropriate practice to accept donations, in order to
enhance City programs andlor facilities to provide a higher level of service to the public.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of San Luis
Obispo hereby adopts the following policy concerning the acceptance of donations:
1. The donation must have a purpose consistent with City goals and objectives
2. The City may decline any donation without comment or cause.
3. The donation will not be in conflict with any provision of the law.
4. The donation will be aesthetically acceptable to the City.
5. The donation will not add to the City's workload unless it provides a net benefit to the
City.
6. The donation will not bring hidden costs such as starting a program the City would be
unwilling to fund when the donation was exhausted
7. The donation places no restriction on the City,unless agreed to by the City Council,
8. The donation shall become property of the City.
9. All donations will receive recognition appropriate to the level and nature of the donation
as determined by the City. For those of a capital nature, that may be in the form of
signage, marking, or naming. Any naming of Parks and Recreation facilities shall be
consistent with City policy on the naming of such facilities asset forth in Resolution
8621 (1997 Series). Regardless of the recognition strategy selected,the intent shall be to
appropriately honor the donor for their contribution to the community.The appearance of
traditional commercial advertising shall be avoided.
10.Donations exceeding $5,000 shall be accepted through a written agreement consistent
with these guidelines and approved by the City Council In-kind capital donations will be
subject to normal City review,permitting,inspection,and insurance requirements.
Upon motion of Council Member Marx seconded by Council Member Ewan, and on the
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,T iTHN9ENT a
Donation Policy
Resolution No.8965(1999 Series)
Page 2
following roll call vote:
AYES: Council Members Ewan,Marx,Schwartz,Vice Mayor Romero and Mayor
Settle
HOES: None
ABSENT: None
The foregoing resolution was adopted this 7th day of September, 1999.
Mayor Allen Settle
ATTEST:
r
Lee Price,city Cie&
APPROVED AS TO FORM:
7
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ATTACHMENT 3
DONATION ACCEPTANCE AGREEMENT
THIS AGREEMENT is made and entered into in the City of San Luis Obispo on 2011 by and
between the CITY OF SAN LUIS OBISPO,a municipal corporation,hereinafter referred to as City,and the San Luis Obispo
County Community Foundation,hereinafter referred to as Donor.
WITNESSETH:
WHEREAS,the City desires to offer an inclusive afterschool sports program;and
WHEREAS, Donor desires to provide $11,700 to the City to create and implement an inclusive afterschool sports
program(hereinafter referred to as"Donation");and
WHEREAS, acceptance of the Donation is consistent with City policy as set forth in City Council Resolution No.
8965(1999 Series).
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 from the date this Agreement is made and entered, as first
written above,until acceptance or completion of said services.
2. CITY'S OBLIGATIONS. The City shall perform as follows:
a. Create and implement an inclusive afterschool sports program;
b. Coordinate and provide oversight to the program;
c. Submittal of a final report to Donor of the activities and expenditures of the program.
3. TAX STATUS OF CITY: City hereby confirms that City is an organization described in Section 501(
c)(3) and 170(b)(1)(A)(v) of the Internal Revenue Code, to which contribution are deductible for Federal income tax
purposes to the extent provided in Section 170 and all other applicable section of the Code. Donor acknowledges and
understands that he/she should consult with his or her tax consultant as to the deductibility of the Donation for Federal
income tax purposes.
4. AMENDMENTS. 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 Administrative Officer of the City.
5. COMPLETE AGREEMENT. This written Agreement, including all writings specifically incorporated
herein by reference, shall constitute the complete agreement between the parties hereto. No oral agreement, understanding,
or representation not reduced to writing and specifically incorporated herein shall be of any force or effect,nor shall any such
oral agreement,understanding,or representation be binding upon the parties hereto.
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ATTACHMENT 3
Agreement—San Luis Obispo County Community Foundation Donation for Afterschool Sports Program Page 2
6. NOTICE. All written notices to the parties hereto shall be sent by United States mail,postage prepaid by
registered or certified mail addressed as follows:
City City Clerk
City of San Luis Obispo
990 Palm Street
San Luis Obispo,CA 93401
Contractor San Luis Obispo Community Foundation
c/o Barry VanderKelen
PO Box 1580
San Luis Obispo,CA 93406
7. AUTHORITY TO EXECUTE AGREEMENT. Both City and Contractor 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.
ATTEST: CITY OF SAN LUIS OBISPO,A Municipal Corporation
By:
Elaina Cann,City Clerk Jan Howell Marx, Mayor
APPROVED AS TO FORM: DONATORS
By:
City Attorney Barry VanderKelen,San Luis Obispo County Community Foundation
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