HomeMy WebLinkAboutOrdinance 4800 CONTRACT
Between The City of Fayetteville
And
Fayetteville Youth Center, Inc.
WHEREAS, the City of Fayetteville has long been associated with and worked with
the Fayetteville Youth Center, Inc. to provide public recreation to the citizens of Fayetteville;
and
WHEREAS, the Fayetteville Youth Center, Inc. has long provided public recreation
to the youth and 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 Fayetteville Youth Center,
Inc. in consideration for the substantial recreational programs provided by the Fayetteville
Youth Center, Inc. to the youth and citizens of Fayetteville.
NOW, THEREFORE, IT IS AGREED:
The City of Fayetteville shall provide the sum of $20,833 .33 monthly to the Fayetteville
Youth Center, Inc. throughout the year of 2006 in consideration of the following duties and
obligations to be performed by the Fayetteville Youth Center, Inc. :
A. The Fayetteville Youth Center, Inc. shall be jointly responsible with the
Fayetteville School System to provide staffing, programming, maintenance,
promotion and development for the following facilities: Asbell Gymnasium,
Holcomb Gymnasium, Vandergriff Gymnasium and the main facility of the
Boys and Girls Club on Rupple Road. The Fayetteville Youth Center, Inc.
agrees to use funding from the City to pay for gymnasium supervisors and
custodians at these sites.
B. The Fayetteville Youth Center, Inc. shall make a substantial portion of its
programs or facilities available to Fayetteville citizens (the public) at little or
no cost for needy youth. Although basic membership fees may be required for
many Fayetteville residents, no needy youth wishing to participate at the
Fayetteville Youth Center, Inc. facility shall be denied access solely because
he or she does not have sufficient funds to pay for a
regular membership. The Fayetteville Youth Center, Inc. shall report on a
quarterly basis the approximate number of Fayetteville Citizens served by
its programs and shall include the number of "scholarships" or free
memberships provided to Fayetteville citizens.
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C. The Fayetteville Youth Center, Inc. shall continue to follow the general
Working Procedures and Responsibilities for the City of Fayetteville Parks
and Recreation Division and The Fayetteville Youth Center, Inc. which is
attached as Exhibit A, and made a part hereof.
CITY OF FAYETTEVILLE
BY: _ 6V
DAN COODY, M of
FAYETTEVILLE YOUTH CENTER, INC.
BY: 4KI
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Sondra Smiq� City Clerk
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EXHIBIT A
RECREATION IN FAYETTEVILLE
WORKING PROCEDURES AND RESPONSIBILITIES FOR THE CITY OF
FAYETTEVILLE PARKS AND RECREATION DIVISION AND THE
FAYETTEVILLE YOUTH CENTER, INC.
This agreement is made and entered into between the City of Fayetteville Parks and
Recreation Division (Parks and Recreation) and the Fayetteville Youth Center, Inc. , d/b/a
Fayetteville Boys and Girls Club (hereinafter FYC).
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 Director of Parks and Recreation
and the Executive Director of the Fayetteville Boys and Girls Club; 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,
WHERAS, increase 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
FYC 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 FYC, the following set of detailed operating procedures
and responsibilities are hereby established.
1 . FYC shall be responsible for working with the Fayetteville School System to
provide staffing, programming, maintenance, promotion and development for the
following facilities: Asbell Gymnasium, Holcomb Gymnasium, Vandergriff
Gymnasium and the Boys and Girls Club. FYC will be responsible for the hiring,
evaluating, and supervising of gymnasium supervisors and custodians at
Holcomb, Asbell, and Vandergriff Gymnasiums.
2. Parks and Recreation shall be responsible for providing or approving the staffing,
programming, maintenance, promotion and development for the city and school
parks, including the following facilities which are utilized for sport programming;
Asbell Soccer/Softball Complex, Lake Fayetteville Softball Complex, Gary
Hampton Softball Complex, Lewis Street Soccer Complex, Walker
Baseball/Soccer Complex, White River Baseball Complex, and the Wilson Park
Softball Field. Parks and Recreation shall be responsible for outdoor facilities
owned or leased by the City of Fayetteville, excluding the property leased to FYC
pursuant to written agreements.
3 . FYC shall be responsible for providing or approving the management, staffing
and promotions and development of the following programs and activities. FYC
shall coordinate with the Fayetteville School System for use of their facilities.
FYC shall be responsible for the majority of sports and activities held at indoor
recreation facilities, including but not limited to the following:
Basketball
- Boys & Girls Club Educational Programs
- Golf
- Indoor Instructional Programs
- SKC Afterschool and Camps
- Special Events ( Easter at the Club, National Kids Day, Multi-Cultural Event)
- Swim Lessons
Volleyball
Youth Football
Zing Summer Sport, Educational and Instructional Camps
- FYC shall not compete/duplicate with those services listed in paragraph 4.
4. Parks and Recreation shall be responsible for providing or approving the
management, staffing and promotion and development of the following programs
and activities. Parks and Recreation shall be responsible for the majority of sports
and activities held at outdoor recreation facilities, including but not limited to the
following:
- Baseball
- Softball
- Flag Football (Adult)
- Hobby Use Groups
- Sand Volleyball
- Soccer
- Special Events (Gully Park Concert Series, Outdoor Movies, July 4'h Fireworks)
Swim Lessons
Tennis Lessons
Summer Sport / Outdoor Adventure Camps
5. FYC agrees not to establish a program that competes/duplicates with an
established program provided by Parks and Recreation. Moreover, FYC agrees to
provide Parks and Recreation with information relating to any of its program
including roster of players, coaches, rules of the league and similar relevant data
upon request by Parks and Recreation. It is the intent of both parties to work
together for the common good of the citizens of Fayetteville by not providing
public funding for duplicate program offerings. It is understood that FYC and
Parks and Recreation both currently provide swim lessons and aquatic programs
and that both parties agree to work together for the common good for both parties.
6. In the event the FYC wishes to allow program which fall in the general
description of paragraph 5 above, which does not believe competes with current
Parks and Recreation program, FYC shall provide advance notice of intent to start
the program to Parks and Recreation with time to determine whether it is a
competing program or not. In the event that FYC offers a program that the Parks
and Recreation believes is a duplicate program within the meaning of this
document, Parks and Recreation Staff shall give FYC written notices of its
assessment. FYC shall either cease operating such program within 30 days of
such notice or shall provide a written response to Parks and Recreation that
disputes whether such program is in fact a competing program. If FYC fails to
cease such program or respond to the assessment from Parks and Recreation, the
City may discontinue funding for FYC on the 31 " day after such notice. If FYC
files a dispute, the issue shall be resolved by City Council and finding of City
Council shall be final and not subject to appeal. If FYC fails to cease operation of
such a program within 30 days of a decision requiring such cessation by City
Council, then the City may stop annual funding to FYC.
7. The FYC Executive Director and Parks and Recreation Director shall have periodic
meetings to ensure communication between the two entities.
8 . It is understood and agreed that the City's annual purchase of services shall be
negotiated on a yearly basis.
9. The FYC Board of Directors is responsible for the management and operation of the
annual funding allocation to FYC from the City of Fayetteville and shall have the
responsibility for prioritizing the use of such funds . However, 75 percent of the
funding shall be expended for promotion and development of recreation.
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10. As part of the annual funding, FYC agrees to make its facilities available to residents
of the City of Fayetteville for a nominal daily fee without the need to purchase a
membership to the club.
11 . FYC shall schedule a meeting and submit an annual financial report to the City
Budget Director on or before July 31 of each year. Such report shall detail FYC 's use
of the City of Fayetteville's funding allocation and accomplishment of performance
measures as stated below in number 13 .
12. FYC shall comply with schedules and procedures established by the Budget and
Research Division of the City of Fayetteville for annual funding requests.
13 . Quarterly reports shall be submitted to the Parks and Recreation Director on the
following dates: April 10, July 10, October 10, and January 10 (2007). These reports
will detail the following performance measures:
A. Provide a minimum of 30 open recreation hours per week at the Donald
W. Reynolds Boys and Girls club facilities.
B. Provide a minimum of 10 youth instructional/educational programs.
C. Provide a minimum of three youth sports programs.
D. Provide a minimum of two free community-wide events at the Donald W.
Reynolds Boys and Girls club facilities.
E. Provide marketing materials to Fayetteville school children for major sport
programs.
F. Implement three customer service surveys for Boys and Girls Club
programs.
G. Apply for 10 grants/major corporate sponsorships to provide additional
funding to operate the Fayetteville Boys and Girls Club facilities and
programs.
H. Include Parks and Recreation logo to organizational web site and
acknowledge the City of Fayetteville on sponsor wall located in the
Donald W. Reynolds Boys and Girls Club.
14. The working procedures and responsibilities contained herein shall become effective
January 1 , 2006.
CITY OF FAYETTEVILLE
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BY:
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BY: rA J, 7 �
Sondra Smith, City Clerk
FAYETTEVILLE YOUTH CENTER, INC.
BY:
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City of Fayetteville • /� /
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Staff Review Form
City Council Agenda Items
Contracts
12/6/2005
/ City Council Meeting Date
Connie Edmonston CG/j Parks and Recreation Operations
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 Fayetteville Youth Center, Inc. in the amount of $250,000 to provide public recreation
services and facilities for the youth and citizens of Fayetteville for 2006.
$62,500
$250,000.00 $187,500 Transfer to Boys and Girls Club
Cost of this request Category/Project Budget Program Category / Project Name
1010.6660.5718.00 25%
2250.9250.5718.00 175% 2006 Budget Parks Development Program
Account Number Funds Used to Date Program / Project Category Name
Parks Development Program
Project Number Remaining Balance Fund Name
Budgeted Item �X Budget Adjustment Attached
Previous Ordinance or Resolution # 4649
Original Contract Date:
Departmeitt Director Date
Original Contract Number:
Received in City Clerk's Office p
City It r y / Date / � k�
ft Q^L -Z,%+0WAarvtct r �e� a
Received in Mayor's Office
Mayor Date J17/
Comments:
Boys and Girls Club
p. 1 of 2
City Council Meeting of December 6, 2005
CITY COUNCIL AGENDA MEMO
To: Mayor Coody and City Council
Thru : Gary Dumas, Director of Operations
Connie Edmonston, Director of Parks and Recrea'
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 Fayetteville Youth Center,
Inc., in the amount of $250,000 to provide public recreation services for the youth and
citizens of Fayetteville for 2006.
RECOMMENDATION
Fayetteville Parks and Recreation Staff recommends to approve the contract with
Fayetteville Youth Center 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 Fayetteville Youth Center
since 1967. In 1999, the Parks and Recreation Staff and the Youth Center Staff re-
evaluated their operations to determine if each was meeting the needs of the Citizens of
Fayetteville in the most efficient possible manner. The results of the meetings were the
attached "Working Agreement' between Parks and Recreation and the Fayetteville Youth
Center. It is the intent of both agencies to work together for the common good of the
citizens by not providing public funding for multiple competing program offerings. If the
Youth Center was not providing recreational services for our youth as well as citizens,
the City of Fayetteville would need to assume the responsibility.
DISCUSSION
The 2006 budget includes a total of $250,000 to be transferred to the Fayetteville Youth
Center. Of this transfer, $ 187,500 is allocated from the Parks and Recreation Division,
Parks Development Program and $62,500 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
Fayetteville Youth Center 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 Fayetteville Youth Center has adequately served our citizens since it was
created.
The agreement for 2006 is similar to the 2005 agreement. The only difference is how
specific each organization is when naming our summer camps. As stated before, each
organization wants to offer two distinctly different programs to our citizens. Although
each organization offers a variety of summer camps for our youth, staff from each
organization works together to provide a variety of topics and elements that best suit our
citizens' needs.
BUDGETIMPACT
The 2006 budget includes a total of $250,000 for the transfer to the Fayetteville Youth
Center. 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 dwrightPci.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 FAYETTEVILLE YOUTH CENTER INC.
IN THE AMOUNT OF TWO HUNDRED FIFTY THOUSAND
DOLLARS ($250,000.00) TO PROVIDE PUBLIC RECREATION
SERVICES FOR THE YOUTH AND CITIZENS OF
FAYETTEVILLE FOR 2006
WHEREAS, providing quality recreational opportunities to the youth and other citizens of our
community is of mutual interest to the City of Fayetteville and the Fayetteville Youth Center, and;
WHEREAS, the Fayetteville Youth Center and the City of Fayetteville have had a close working
relationship for many 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 Fayetteville Youth Center, the City of
Fayetteville would be required to assume the duty of providing staff, programming, promotion, and
development for youth recreational services.
NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF
FAYETTEVILLE, ARKANSAS:
Section 1 . That the City Council for 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 Fayetteville Youth Center, Inc. in the amount of Two Hundred Fifty Thousand
Dollars ($250,000.00) to provide public recreation services for the youth of Fayetteville for 2006. A copy of
said contract marked Exhibit "A" is attached hereto and made a part hereof.
PASSED and APPROVED this 6 " day of December, 2005.
APPROVED:
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