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
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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
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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
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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 .
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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
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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 .
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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
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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
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