HomeMy WebLinkAboutOrdinance 4799 CONTRACT
Between The City of Fayetteville
and
Council on Aging, Inc.
WHEREAS, the City of Fayetteville has long been associated with and worked
with the Council on Aging, Inc. to provide public recreation to the citizens of
Fayetteville; and
WHEREAS, the Council on Aging, Inc. has long provided public recreation
to the senior citizens of Fayetteville; and
WHEREAS, it remains in the best interest of the City of Fayetteville and its
Citizens to provide operating, promotion and development revenues to the Council on
Aging, Inc. in consideration for the substantial recreational programs provided by the
Council on Aging, Inc. to the senior citizens of Fayetteville.
NOW, THEREFORE, IT IS AGREED:
The City of Fayetteville shall provide the sum of $5,208.33 monthly to the
Council on Aging, Inc. throughout the year of 2006 in consideration of the following
duties and obligations to be preformed by the Council on Aging, Inc. :
A. The Council on Aging, Inc., shall be responsible for
providing staff, programming, promotion, and development for the
Hillcrest Towers and Walker Park Community Centers. The
Council on Aging, Inc. agrees to use funding from the City to pay
for the promotion and development of recreational programs
designed specifically for senior citizens.
B. The Council on Aging, Inc. shall make substantial portions
of its programs or facilities available to Fayetteville citizens (the
public) at little or no cost for the needy senior citizens. The
Council on Aging, Inc. shall report on a quarterly basis the
approximate number of Fayetteville citizens served by its
programs.
C. The Council on Aging, Inc. shall follow the general Working
Procedures and Responsibilities for the City of Fayetteville Parks
and Recreation Division and the Council on Aging, Inc. which is
attached as Exhibit A, and made a part hereof.
Page 2
Council on Aging
• • December 6 , 2005
City of F etteville
By:
AN COODY, May
Council On Aging, Inc.
By:
Title
ATTEST: 8 '01 4 ' '
r _ U. .
By: 1wJ c
— Sondra Smith, City Clerk c : FAYEITEVILLE:
i,�9sy9 ,kA N5P�Ja�`
' .NGT t4 �`
EXHIBIT A
RECREATION IN FAYETTEVILLE
WORKING PROCEDURES AND RESPONSIBILITIES FOR THE CITY
OF FAYETTEVILLE PARKS AND RECREATION DIVISION AND THE
COUNCIL ON AGING, INC.
This agreement is made and entered into between the City of Fayetteville Parks
and Recreation Division (Parks and Recreation) and the Council On Aging (hereinafter
COA).
WHEREAS, the parties are two of the providers of recreational programs for the
citizens of Fayetteville and wish to define a working agreement which may be revised
and modified each year upon mutual agreement between the Superintendent of the Parks
and Recreation and the Executive Director of the COA; and,
WHEREAS, it is the goal of both parties to work in cooperation to enhance the
recreation facilities and programs offered by the parties and to act together in meeting the
needs of the citizens of Fayetteville; and,
WHEREAS, increased communications and a new set of operating procedures
will assist with the working relationship and will benefit both agencies and their
operations; and,
WHEREAS, Parks and Recreation believes the goals of Parks and Recreation and
COA would best be accomplished by defining and streamlining responsibilities and
procedures; and, is therefore recommending the merging of facility and program
management for all recreation offerings, thereby providing administrative accountability
for all services provided to the citizens.
NOW, THEREFORE, in order to define and improve the current working
relationship between Parks and Recreation and COA, the following set of detailed
operating procedures and responsibilities are hereby established.
1 . COA shall be responsible for providing staffing, programming, promotion
and development of recreational programs for senior citizens which includes, but not
limited to, recreational trips, arts and crafts, music and games.
2. Parks and Recreation shall be responsible for providing or approving the
staffing, programming, maintenance, promotion and development of the parks system
within the city and the recreational events occurring within the city for all ages.
0 0
3. The COA Executive Director and Parks and Recreation Director shall
have periodic meetings to ensure communication between the two entities.
4. It is understood and agreed that the City's annual purchase of services
will be negotiated on a yearly basis.
5 . The COA Board of Directors is responsible for the management and
operation of annual funding allocation to COA from the City of Fayetteville and shall
have the responsibility for prioritizing the use of such funds. However, 60 percent of the
funding shall be expended for promotion and development of recreation.
6. COA shall schedule a meeting and submit an annual financial report to the
Parks and Recreation Director no more than thirty (30) days after the end of the COA
fiscal year, which ends on June 30, 2006. Such report shall detail COA' s use of the City
of Fayetteville's funding allocation and accomplishment of performance measures as
stated in number eight (8).
7. COA shall comply with the schedules and procedures established by the
Budget & Research Division of the City of Fayetteville for annual funding requests.
8. Quarterly reports shall be submitted to the Parks and Recreation Director
on, or before, the following dates: April 10, July 10, October 10, and January 10 (2007).
These reports shall detail the following performance measures:
A. Increase the amount of adult citizens served yearly by five percent.
B. Provide 10 educational/recreational programs at the Community
Adult Center and Fayetteville Senior Center.
C. Serve more than 1 ,000 citizens/participants at the Fayetteville
Senior Center and the Community Adult Center at Hillcrest
Towers.
D. Provide community education through public relations and
marketing by producing a marketing flyer for senior citizens and
the general public.
9. The working procedures and responsibilities contained herein shall
become effective January 1 , 2006.
10. COA shall acknowledge the City of Fayetteville's contribution on general
marketing flyers, brochures and other general marketing materials.
City of Fayetteville
By:
DAN COODY, May
Page 3
• Council on Aging
Exhibit A
December 6 , 2005
Council On Aging, Inc.
By: ,
Title
ATTEST:
�� •'G\T Y p,
By: ��•
Sondra Smith, City Clerk c
: FAYETTEVI LLE :
%9s •9:QKANSP�J�'�•
oi2D
City of Fayetteville
Staff Review Form 4/7 y
City Council Agenda Items
Contracts r!C I
12/6/2005
City Council Meeting Date
Connie Edmonston �y/ Parks and Recreation Operations
e
Submitted By Division Department
Action Required:
An ordinance waiving the requirements of formal competitive bidding and approving a contract between the City of
Fayetteville, Arkansas and the Council on Aging, Inc. in the amount of $50,000 to provide public recreation services for
the senior citizens of Fayetteville for 2006.
$12,500
$509000.00 $37,500 Transfer to Council on Aging
Cost of this request Category/Project Budget Program Category / Project Name
1010.6660.5718.00 25%
2250.9250.5718.00 75% 2006 Budget Parks Development Program
Account Number Funds Used to Date Program / Project Category Name
Parks Development
Project Number Remaining Balance Fund Name
Budgeted Item r 77 Budget Adjustment Attached
IPrevious Ordinance or Resolution # 4650 az
CIA Original Contract Date:
De rtme t Director Date
Original Contract Number:
- t 7wol Received in City Clerk's Office
City Attorney Date
A
Received in Mayor's Office ENTERED
O t��!Y/o
Mayo Date
Comments:
Council on Aging
p. I of 2
City Council Meeting of December 6, 2005
CITY COUNCIL AGENDA MEMO
To: Mayor and City Council
Thru : Gary Dumas, Director of Operations
Connie Edmonston, Director of Parks and Recreatio
From: David Wright, Recreation Superintendent
Date: November 10, 2005
Subject: An ordinance waiving the requirements of formal competitive bidding and
approving a contract between the City of Fayetteville and the Council on Aging in the
amount of $50,000 to provide public recreation services for senior citizens of Fayetteville
for 2006.
RECOMMENDATION
Fayetteville Parks and Recreation Staff recommends to approve the contract with Council
on Aging, Inc., to provide public recreation services for the citizens of Fayetteville and
waive competitive bid for services.
BACKGROUND
The City of Fayetteville has provided financial support for the Council on Aging, Inc.,
since the Hillcrest Towers were built in 1972. This cooperative agreement between the
City of Fayetteville and the Council on Aging has been very successful. The Council on
Aging provides recreational programs, meeting the needs of our senior citizen residents at
the Hillcrest Towers and the Fayetteville Senior Center. It is the intent of both parties to
work in cooperation to enhance the recreation facilities and programs in our City, while
not duplicating services in efforts to spend tax payers' money as effectively as possible.
If the Council on Aging were not serving our senior citizen population, the City would
need to assume responsibility.
DISCUSSION
The 2006 budget includes a total of $50,000 to be transferred to the Council on Aging,
Inc. Of this transfer, $37,500 comes from the Parks and Recreation Division, Parks
Development Program and $ 12,500 comes from the General Government Department,
Miscellaneous Division. A resolution of contractual services, as well as an ordinance to
waive competitive bidding is required. The contract outlines the services. the Council on
Aging is providing to the City and the citizens of Fayetteville. We are requesting a waiver
of competitive bids to secure the continuity of services provided and because the Council
on Aging, Inc., has adequately served our citizens since it was created.
BUDGET IMPACT
The 2006 budget includes a total of $50,000 for the transfer to the Council on Aging.
This is same amount provided in 2005 . This agreement is contingent upon City Council
approving the 2006 Operational Budget.
If you have any questions regarding the Agenda Request or the Working Agreement,
please call me at 444-3481 , or email dwrieht(cDci.fayetteville.ar.us.
ORDINANCE NO.
AN ORDINANCE WAIVING THE REQUIREMENTS OF
FORMAL COMPETITIVE BIDDING AND APPROVING A
CONTRACT BETWEEN THE CITY OF FAYETTEVILLE,
ARKANSAS AND THE COUNCIL ON AGING IN THE AMOUNT
OF FIFTY THOUSAND DOLLARS ($50,000.00) TO PROVIDE
PUBLIC RECREATION SERVICES FOR THE SENIOR
CITIZENS OF FAYETTEVILLE FOR 2006
WHEREAS, providing quality recreational opportunities to the senior citizens of our
community is of mutual interest to the City of Fayetteville and the Council on Aging, and;
WHEREAS, the Council on Aging and the City of Fayetteville have had a close working
relationship for more than thirty years, and;
WHEREAS, this relationship allows for a continuity of services vital to the efficient
provision of recreational opportunities, and;
WHEREAS, were it not for the services offered by the Council on Aging, the City of
Fayetteville would be required to assume the duty of providing staff, programming, promotion, and
development for senior citizen recreational services.
NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY
OF FAYETTEVILLE, ARKANSAS:
Section 1 . That the City Council of the City of Fayetteville, Arkansas hereby determines an
exceptional situation exists in which competitive bidding is deemed not feasible or practical and
therefore waives the requirements of formal competitive bidding and approves a contract between
the City of Fayetteville, Arkansas and the Council on Aging in the amount of Fifty Thousand Dollars
($50,000.00) to provide public recreation services for the senior citizens of Fayetteville for 2006. A
copy of said contract marked Exhibit "A" is attached hereto and made a part hereof.
PASSED and APPROVED this 60' day of December, 2005 .
APPROVED:
DRAFT
By:
DAN COODY, Mayor
ATTEST:
By:
SONDRA SMITH, City Clerk
Clarice Pearman - Ord. 4799 & Ord. 4800 Page 1
From: Clarice Pearman
To: Edmonston, Connie
Date: 12/12/05 4:29PM
Subject: Ord. 4799 & Ord. 4800
Connie,
Attached is a copy of the above ordinance passed by City Council, December 6, 2005. 1 will forward to
you the two of three originals for Ord. 4799-Council on Aging and I will also forward to you two of three
originals for Ord. 4800-Fayetteville Youth Center via interoffice mail.
Thanks.
Clarice
CC: Bell, Peggy; Deaton, Vicki; Nelson, John
CONTRACT
Between The City of Fayetteville
and
Council on Aging, Lic.
WHEREAS, the City of Fayetteville has long bee ssociate with and worked
with the Council on A ' g, Inc. to provide public recreat' n to the citizens of
Fayetteville; and
WHEREAS, the Coun '1 on Aging, Inc. h long provided public recreation
to the senior citizens of Fayette ' Ile; and
WHEREAS, it remains in a best inf rest of the City of Fayetteville and its
Citizens to provide operating, promo ion and development revenues to the Council on
Aging, Inc. in consideration for the su staafhal recreational programs provided by the
Council on Aging, Inc. to the senior cit ens of Fayetteville.
NOW, THEREFORE, IT I AG ED:
The City of Fayetteville all provide a su<in
$4,166. onthly to the
Council on Aging, Inc. through ut the year of 06sl
cration of the following
duties and obligations to be preformed by the Co ncil on Aging, Inc. :
A. Th/Council on Aging, Inc., s all be responsible for
pr�viding staff, programming, romotion, and development for the
illcrest Towers and Walker P Community Centers. The
/for
ouncil on Aging, Inc. agrees to a funding from the City to pay
the promotion and developmen of recreational programs
designed specifically for senior citiz ns.
The Council on Aging, Inc. shall mak substantial portions
of its programs or facilities available to ayetteville citizens (the
public) at little or no cost for the needy s nior citizens. The
Council on Aging, Inc. shall report on a q arterly basis the
approximate number of Fayetteville citizen served by its
programs.
C. The Council on Aging, Inc. shall follow the ge eral Working
Procedures and Responsibilities for the City of .ayetteville Parks
and Recreation Division and the Council on Aging, Inc. which is
attached as Exhibit A, and made a part hereof.
• • Page 2
Council on Aging
December 6 , 2005
City of Fayetteville
By:
DAN D , o
Court tl On Aging, Inc.
y. c
Title
ATTEST:
By:
Sondra Smith, City Clerk
EXHIBIT A
RE IN FAYETTEVILLE
WORKING PROCEDURES AND SPONSIBILITIES FOR THE CITY
OF FAYETTEVILLE PARKS AND CREATION DIVISION AND THE
COUNCIL ON
This agreement is made and entered into bey een the City of Fayetteville Parks
and Recreation Division (Parks and Recreatioand the Council On Aging (hereinafter
COA).
WHEREAS, the parties are two of the providers f recreational programs for the
citizens of Fayetteville and wish to define a working agr ement which may be revised
and modified each year upon mutual agreement between a Superintendent of the Parks
and Recreation and the Executive Director of the COA; ai%1,
WHEREAS, it is the
recreation facilities and prod
needs of the citizens of Fave
WHEREAS,
will assist with the v
operations; and,
Sf both parties to work in
offered by the parties anc
.e; and,
ed communications and a new set
relationship and will benefit both
iperation to enhance the
act together in meeting the
operating procedures
�ncies and their
WHEREAS, P,�rks and Recreation believes the goals ofarks and Recreation and
COA would best be ecomplished by defining and streamlining r sponsibilities and
procedures; and, is herefore recommending the merging of facilit and program
management for al recreation offerings, thereby providing admini trative accountability
for all services prdvided to the citizens.
NOW, T EREFORE, in order to define and improve the curkent working
relationship be een Parks and Recreation and COA, the following s t of detailed
operating proc dures and responsibilities are hereby established.
1. COA shall be responsible for providing staffing, programing, promotion
and development of recreational programs for senior citizens which includes, but not
limited to, recreational trips, arts and crafts, music and games.
2. Parks and Recreation shall be responsible for providing or approving the
staffing, programming, maintenance, promotion and development of the parks system
within the city and the recreational events occurring within the city for all ages.
The COA Executive Director and Parks and Recreation Director shall
have periodic meetings to ensure communication between the two
4. It is understood and agreed that the City's annual p%chase of setices
will be negotiated on a yearly basis.
5. T OA BoartlFo.(Directors is responsible f the management and
operation of apfival funding allocatib to COA from the ' y of Fayetteville and shall
have the res onsibility for prioritizing t use of such ds. However, 75 percent of the
funding sh ll be expended for promotion d develop ent of recreation.
6 COA shall schedule a meeting d ubmit an annual financial report to the
Parks apd Recreation Director no more than thi (30) days after the end of the COA
fiscal year, which ends on June 30, 2006. Sue re oil shall detail COA's use of the City
of Fayetteville's funding allocation and acc mplis ent of performance measures as
stated in number eight (8).
7. COA shall comply wit the schedules ai�}d procedures established by the
Budget & Research Division of the gity of Fayetteville or annual funding requests.
8. Quarterly reports all be submitted to the arks and Recreation Director
on, or before, the following days: April 10, July 10, Octoll�r 10, and January 10 (2007).
These reports shall detail the,following performance measu es:
A. lncy�ase the amount of adult citizens s rved yearly by five percent.
B. Py6vide 10 educationaUrecreational pro'rams at the Community
dult Center and Fayetteville Senior Ce t
C. Serve more than 1,000 citizens/participa 1
Senior Center and the Community Adult
Towers.
D Provide community education through pul
marketing by producing a marketing flyer
the general public.
9. The working procedures and responsibilities
become effective January 1, 2006.
at the Fayetteville
enter at Hillcrest
relations and
senior citizens and
herein shall
10. COA shall acknowledge the City of Fayetteville's contribut
marketing flyers, brochures and other general marketing materials.
City of Fayetteville
By:
on general
Page 3
Council on Aging
Exhibit A
IC3
NORTHWEST ARKANSAS EDITION
. ... •. r r r r
AFFIDAVIT OF PUBLICATION
I, Erin Emis. do solemnly swear that I am the Legal Clerk of the Arkansas
Democrat-Gazette/Northwest Arkansas Times newspaper, printed and
.pub.lished .in Lowell, Arkansas, and that.from .my own personal knowledge
and reference to the files of said publication, that advertisement of:
was inserted in the regular editions on
PO#
** Publication Charge: $ // / r
Subscribed and sworn to before me this
day of " . ) , 2005.
LJkA4nu t ' &5
Notary Public Notary Public
State of Arkansas
Mv Commission Expires
My Commission tXI5er 18, 2914
** Please do not pay from Affidavit.
An invoice will be sent.
ORDINANCE NO. 4799
FN ORDINANCE WAIVING REOUREMEWIS OF
PROVINGTaye evl le
FORMAL T ACTP BETWENBIDDING HE CITY OFFA ET
A CgNTRAKA BETWEEN THE CITY OF.FAVET
TEVILLE, ARKANSAS AND THE COUNCIL ON AGING
IN THE AMOl1NT OF SCRV-TWO THOUSAND FIVE ARKANSAS
HUNDRED DOLLARS ($82,500.00) TO PROVIDE
PUBLIC RECREATION SERVICES FOR THE SENIOR
CITiZENS OF FAYETTEVILLE FOR 2008
WHEREAS, pro+da8 Oafy roaeatiad opportW tlas to the senor cebexa of our rortKrnrsty a of
mutual Interest to the City of Fayedevile and the Cauxcl on Aging. eW: '
WHEREAS, the Council on Aging and the City of Fayetteville have had a dose wort g reletbnsfp to.
more man thirtyyears, a d: ti
xllov,s•for a continuity of seMces vital to the effident provision of roc
services offered by the Counts on Aging, the GN of FayotteAlo wax
of prwldog stall, programming. promotion. and development tar sen
Gthen reaeatonS services.
NOW, TNEDEFORE, BE R ORDAINED BY THE CRY COUNCIL OP THE CITY OP FAYET.
TEVILIH, AIOIANSASt
f
Section 1. That the City Council of the qty of Fayettevme. Arkansas hereby determines en exceptlaal
situation a fists in wtdd compeUtNo bidding Is deemed not feasible or fllisoboal and therefore wahes the
requirements of formal competitive ddding and approves a contract between the Oty of Fayetteville,
Arkansas and the Conch l on Aging In the amount of FIfty Thousand Dollars ($50,000.00) to provide pub -
I10 reaeatdn services for the senior d tens of FayebeAl a for 2006. A copy of said contract marked
ExNbh -A- a attached hereto and made a part hereof. -
P.O. BOX 1607 • 212 N. EAST AVENUE • FAYETTEVILLE. ARKANSAS 72701 • 479-571-6470
0
ORDINANCE NO. 4799
AN ORDINANCE WAIVING THE REQUIREMENTS OF
FORMAL COMPETITIVE BIDDING AND APPROVING A
CONTRACT BETWEEN THE CITY OF FAYETTEVILLE,
ARKANSAS AND THE COUNCIL ON AGING IN THE AMOUNT
OF SIXTY-TWO THOUSAND FIVE HUNDRED DOLLARS
($62,500.00) TO PROVIDE PUBLIC RECREATION SERVICES
FOR THE SENIOR CITIZENS OF FAYETTEVILLE FOR 2006
WHEREAS, providing quality recreational opportunities to the senior citizens of our
community is of mutual interest to the City of Fayetteville and the Council on Aging, and;
WHEREAS, the Council on Aging and the City of Fayetteville have had a close working
relationship for more than thirty years, and;
WHEREAS, this relationship allows for a continuity of services vital to the efficient
provision of recreational opportunities, and;
WHEREAS, were it not for the services offered by the Council on Aging, the City of
Fayetteville would be required to assume the duty of providing staff, programming, promotion, and
development for senior citizen recreational services.
• NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY
OF FAYETTEVILLE, ARKANSAS:
Section 1. That the City Council of the City of Fayetteville, Arkansas hereby determines an
exceptional situation exists in which competitive bidding is deemed not feasible or practical and
therefore waives the requirements of formal competitive bidding and approves a contract between
the City of Fayetteville, Arkansas and the Council on Aging in the amount of Fifty Thousand Dollars
($50,000.00) to provide public recreation services for the senior citizens of Fayetteville for 2006. A
copy of said contract marked Exhibit "A" is attached hereto and made a part hereof.
PASSED and APPROVED this 6th day of December, 2005.
ATTEST:
By:
i'iSi_ APPROVED:
•
•�3
;FAYETTEVILLE;
• : By
City Clerk