Loading...
HomeMy WebLinkAbout04-02-2013 c6 recreational sports agreementbetcityslo&ymcacounci l agen6a Repont !Meeting Date 04-02-13 Item Number C 6 C I T Y O F S A N L U I S O B I S P O FROM: Shelly Stanwyck, Parks and Recreation Directo r Prepared By :Ashley Villarreal, Administrative Analys t Rich Ogden, Recreation Supervisor Sport s SUBJECT : RECREATIONAL SPORTS AGREEMENT BETWEEN THE CITY OF SA N LUIS OBISPO AND SLO COUNTY YMCA . RECOMMENDATION As recommended by the Parks and Recreation Commission, authorize the Mayor to execute a fou r year agreement between City of San Luis Obispo and San Luis Obispo County YMCA to continu e the existing recreational sports partnership between the two entities . DISCUSSIO N Backgroun d In 2000, the City entered into an agreement with San Luis Obispo County YMCA to offer a co - sponsored youth basketball program . At that time, both agencies offered separate youth basketbal l • leagues and were in competition for participants and facilities . The Parks and Recreation Directo r and the YMCA Executive Director agreed to a pilot program and subsequently, entered into a n agreement for a combined youth basketball program . With the success of the youth basketbal l partnership, the City and YMCA continued the arrangement by offering Futsal, an indoor socce r program for adult and youth, and youth Flag Football . Separate memorandums of understandin g were developed for each program . At the conclusion of the 2007-08 seasons, staff looked at combining all of the separate agreement s into a single agreement . The then City Manager approved a co-sponsorship agreement between the YMCA and the City in 2008 . Pursuant to that agreement the responsibilities for each program hav e been shared with mutually established fees and coordination including the allocation o f expenditures and revenues at the completion of each program . Reason for Agreement Renewa l The partnership between the YMCA and the City has been highly successful . Because of it both agencies are able to provide recreational programs to area youth in three popular sports : basketball , Futsal, and Flag Football . As a result of the existing agreement, since 2008, the division of dutie s between the YMCA and the City Parks and Recreation Department has been clearly articulated . A s all three programs are wildly popular and accomplish health and wellness goals for children both City staff and YMCA staff felt strongly that it should continue . At this time, the existing agreement has expired and the YMCA is transitioning to a new Director . With the approval of the propose d agreement (Attachment 1) the Council will provide clarity and direction for the YMCA and th e • City's Parks and Recreation Department to continue a successful partnership with respect to thre e youth activities . CONCURRENCE S The Parks and Recreation Commission met on February 6, 2013 and discussed the propose d agreement . At the meeting staff provided background on the mechanics of the agreement ; how th e two entities share resources and allocate costs associated with the operation of three recreationa l youth sports programs . The Commission unanimously recommended that Council approve th e agreement (Attachment 2). At its March 2013 Board Meeting the Directors of the YMCA als o recommended approval of the agreement . FISCAL IMPACT The proposed agreement does not change the forecasted revenues or expenditures for the ongoin g operation of youth basketball, Futsal, and Flag Football . The operating budget for these activities i s within the Recreational Sports program budget . The expenditures average approximately $38,000 t o $40,000 a year for rental of facilities, staffing and equipment . The City will receive a minimu m amount of $25,000 collected from user fees . Revenues in excess of $50,000 will be split 50-50 b y each agency . The YMCA has agreed to set an activity fee that is mutually agreed upon by bot h parties 90 days prior to the start of each program and meets the fee recovery targets for each agency . Participant fees will not be raised more than the published CPI for any given season . The ongoin g costs of the program are included in the Recreational Sports program budget and in line with th e cost recovery goals set by Council for youth recreational activities . ALTERNATIVE S 1.Amend the Proposed Agreement.Council members may have changes to the proposed agreement that they suggest to staff. At this time, the agreement as drafted has bee n negotiated by staff and reviewed and approved by the Parks and Recreation Commission an d YMCA Board of. If any changes are desired by the Council, staff will work with the YMC A to obtain Board approval before the agreement is finalized . 2.Not Approve the Proposed Agreement .Council may elect to not enter into thi s Agreement. Staff does not recommend this alternative as the Agreement facilitates a partnership between the City and the YMCA which results in the provision of three highl y popular and successful youth sports activities . ATTACHMENT S 1.Recreational Sports Agreement between the City of San Luis Obispo and San Luis Obisp o County YMC A 2.Parks and Recreation Commission Minutes, February 6, 201 3 t : untll agenda reports12013r201304-021co-sponsorship agreement with ymra (stanwydc)\ ar_recreattonal sports agreement betxeen city of slo and slo county ynra .tlocx • • C6-2 Attachment 1 •Recreational Sports Co-Sponsorship Agreement Betwee n the City of San Luis Obispo and San Luis Obispo County YMC A This Agreement is made this day of , 2013 between the CITY O F SAN LUIS OBISPO, hereinafter referred to as City, a municipal corporation, and the SA N LUIS OBISPO COUNTY YMCA, hereinafter referred to as YMCA, regarding a joint ventur e in offering recreational sports programs to the community . WITNESSETH : WHEREAS, the YMCA and the City desire to continue to offer their constituencies a high-quality recreational sports program in an economic and efficient manner, as well a s provide programs that are fun, safe and a positive experience for all participants ; an d WHEREAS, by combining resources, the parties to this Agreement may reduc e administrative costs while providing a high level of programming for all participants . NOW, THEREFORE, the parties hereto agree as follows : 1 . Responsibilitie s A . The YMCA Youth Sports Coordinator and the City Recreational Sports Supervisor will co-direct the co-sponsored sports program . B . The YMCA will have the primary responsibility for activities associated with players , coaches and teams : i.conduct registration and collect fee s ii.form teams, secure and train volunteer coaches (including obtaining a fingerprint clearance for all coaches ) iii.purchase shirts, equipment and first aid supplie s iv.schedule team picture s v.assist with conducting coaches training clinic s vi.process all scholarship applications, which are to be reconciled at th e end of the season C . The City will have the primary responsibility for activities associated with officials , facilities, and parent training : i.recruit and train official s ii.reserve and pay for all facilitie s iii.prepare and distribute practice and game schedule s • • C6-3 Recreational Sports Co-Sponsorship Agreement page 2 iv . assist with conducting coaches training clinic s D.The co-directors will agree prior to each season the age groups and divisions for eac h program. E.At the end of each program, the co-directors will agree to evaluate the program an d make recommendations for the following season . 2 . Progra m A . Both parties agree to collaborate in offering the following recreational sport s programs : i.Youth Basketball — K through 6 th grade s ii.Futsal —K through 12 th grade iii.Youth Flag Football — K through 8 th grades B . When possible, teams will be formed by school sites, including private schools . Participants may participate at the site of their choice . Participants will be evaluate d by program staff and placed on teams that will ensure a fair and enjoyable program . C . Program rules will ensure that all participants will receive equal playing time in eac h game . D . The co-directors will prepare and distribute a list of key dates 90 days prior to th e starting dates for each program . Dates to include : registration and coaches training , team formation, clinics for players and coaches, practices and game schedul e distribution . E . Volunteers will be recruited as team coaches . F . Both parties will have copies of all accident forms and retain them in accordance wit h each agency's retention schedule . G . Participant waivers will be collected by the YMCA and retain them until the end of th e program . 3 . Fiscal Administratio n A.The YMCA shall set an activity fee that is mutually agreed upon by both parties 9 0 days prior to the start of each program and meets the fee recovery targets for eac h agency . Participant fees will not be raised more than the published CPI for any give n season . B.Regardless of program costs, program revenues will be divided in the following manner : 1.The City will receive at a minimum $25,000 .0 0 2.Revenues in excess of $50,000 .00 will be split 50-50 between the City and the YMC A D.The YMCA will assume responsibility for program revenues . Revenues will b e reconciled no later than June 1 S`for each calendar year . Each agency will assum e responsibility for expenses associated with the program . The Y will order the awards . E.The City and YMCA will equally share in the cost of a participation awards given t o all participants at the conclusion of the season . • • C6-4 Recreational Sports Co-Sponsorship Agreement page 3 F . Sponsorship monies raised will be kept by the agency who secured the funds . 4 . Insurance and Indemnificatio n A.The City agrees to defend, indemnify, protect and hold the YMCA and its agents , officers and employees harmless from and against any and all claims asserted o r liability established for damages or injuries to any person or property, including injur y to the City's employees, agents, officers or volunteers, which arise from or ar e connected with or are caused or claimed to be caused by the acts or omissions of th e City, and its agents, officers, employees or volunteers, in performing it s responsibilities hereunder, and all expenses of investigating and defending agains t same ; provided, however, that the City's duty to indemnify and hold harmless shall no t include any claims or liability arising from the established sole negligence or willfu l misconduct of the YMCA, its agents, officers, employees or volunteers . 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 o r liability established for damages or injuries to any person or property, including injur y to the YMCA's employees, agents, officers or volunteers, which arise from or ar e connected with or are caused or claimed to be caused by the acts or omissions of th e YMCA, and its agents, officers, employees or volunteers, in performing it s responsibilities hereunder, and all expenses of investigating and defending agains t same ; provided, however, that the YMCA's duty to indemnify and hold harmless shal l • not include any claims or liability arising from the established sole negligence o r willful misconduct of the City, its agents, officers, employees or volunteer s C.Each party to this Agreement shall make the other party an additional insured on it s liability and property damage insurance no later than October 1 of each year . Each party agrees to provide a minimum liability and property damage insurance coverag e of one million dollars ($1,000,000). D.Each party to this Agreement shall name San Luis Coastal Unified School District a s an additional insured on its liability and property damage insurance no later tha n October 1 of each year . Each party agrees to provide a minimum liability and property damage insurance coverage of one million dollars ($1,000,000). E.Each party shall maintain worker's compensation insurance at a level that is consisten t with state law requirements . 5 . Terms of the Progra m A.This co-sponsorship will be valid for four (4) years beginning with the adoption of thi s Agreement . B.At the end of 2016, this Agreement may be renewed for another four (4) year term b y mutual agreement of the parties . The City Administrative Officer may renew th e Agreement on behalf of the City . C.The terms of this Agreement may be amended upon the mutual agreement of th e parties . • 6 . Termination C6-5 Recreational Sports Co-Sponsorship Agreement page 4 Any party may terminate this Agreement at any time upon giving the other party thirt y (30) days written notice sent by U .S . mail, postage prepaid by registered or certifie d mail addressed as follows : City : Parks & Recreation Directo r City of San Luis Obisp o 1341 Nipomo St. San Luis Obispo, CA 9340 1 YMCA : General Manage r San Luis Obispo County YMC A 1020 Southwood Dr . San Luis Obispo, CA 9340 1 ATTEST CITY OF SAN LUIS OBISPO , A Municipal Corporatio n City Clerk, Maeve Kennedy Grimes Mayor, Jan Howell Ma n APPROVED AS TO FORM SAN LUIS OBISPO COUNTY YMC A City Attorney, Christine Dietrick General Manager • • C6-6 Attachment 2 Parks and Recreation Commission Minutes – February 6, 201 3 Page 2 of 6 ensuring the application of open space policies . Referenced the Habitat Section of the Conservatio n Element and special events and that there would need to be amendments to allow use . There may b e places and times where use such as this can work, but the now nearly 10-year-old document does no t allow . Commissioners expressed appreciation for All Out Events reputation from previous races an d suggested testimonials from landowners may be helpful . Commissioners requested staff return with an outline of how to move forward with updating th e Open Space Conservation Element document. 4 . Presentation : Parks and Recreation Budget 101 and Discussion of Major City Goals - Villarreal Department Analyst Ashley Villarreal gave a presentation to the Commissioners explaining the Park s and Recreation budget and major city goals for 2013-15 . A breakdown of the $4 million dolla r department budget for 2012/13 was given by each division and its related programs as well a s projected revenues of $1 .5 million . The Major City Goals of skate park completion and funding t o expand and maintain open space were also highlighted . Current deadline for every department is t o complete budget submittals by next Friday . Commissioners entered into discussion about the goals and funding for both the skate park and ope n space maintenance and ranger staffing needs . Director Stanwyck indicated cost analysis was underway . Staff is working on a menu of options for Council to consider for expanded staffing of the ranger s and, if staff resources are provided, expanded volunteer programs . Commissioner Whitener emphasized the need for a change of direction to occur in that other mor e • appropriate departments should be taking a more active role in the handling of homeless encampmen t clean-up or enforcement rather than Ranger Services . Director Stanwyck noted some Range r involvement is necessary due to natural resource protection measures however a reallocation o f 1-2 C6-7 Page intentionally left e blank . •