HomeMy WebLinkAboutOrdinance 5100 ORDINANCE NO, 5100
AN ORDINANCE WAIVING THE REQUIREMENTS OF
FORMAL COMPETITIVE BIDDING AND APPROVING A
CONTRACT BETWEEN THE CITY OF FAYETTEVILLE,
ARKANSAS AND THE NORTHWEST ARKANSAS ECONOMIC
DEVELOPMENT DISTRICT IN THE AMOUNT OF $55,000.00 TO
PROVIDE PUBLIC RECREATION SERVICES FOR THE SENIOR
CITIZENS OF FAYETTEVILLE FOR 2008.
WHEREAS, providing quality recreational opportunities to the senior citizens of our
community is of mutual interest to the City of Fayetteville and the Northwest Arkansas Economic
Development District, and;
WHEREAS, the Northwest Arkansas Economic Development District is uniquely qualified
to provide the continuity of services vital to the efficient provision of recreational opportunities to
the senior citizens of Fayetteville, and;
WHEREAS, were it not for the services offered by the Northwest Arkansas Economic
Development District, 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 waives the
requirements of formal competitive bidding and approves a contract between the City of Fayetteville,
Arkansas and the Northwest Arkansas Economic Development District in the amount of$55,000.00
to provide public recreation services for the senior citizens of Fayetteville for 2008. A copy of said
contract marked Exhibit "A" is attached hereto and made a part hereof.
PASSED and APPROVED this P day of January, 2008. \1y 0F 'GPS
APPROV ATTEST: : FAYETTEVILLE :
By: By: Toti
DA GOODY, Mayor SONDRA E. SMITH, City Clerk/Treasurer
CONTRACT
Between The City of Fayeaeville and the
Northwest Arkansas Economic Development District (NWAEDD)
WHEREAS, the Northwest Arkansas Economic Development District (NWAEDD) is
uniquely qualified to provide the full range of public recreation opportunities to the senior
citizens of Fayetteville; and,
WHEREAS, it is in the best interest of the City of Fayetteville and its citizens to provide
operating, promotion and development revenues to the NWAEDD in consideration for the
substantial recreational programs provided by the NWAEDD to the senior citizens of
Fayetteville.
NOW, THEREFORE, IT IS AGREED:
The City of Fayetteville shall provide the sum of $4,583.33 monthly to the NWAEDD
throughout the year of 2008 in consideration of the following duties and obligations to be
preformed by the NWAEDD:
A. The NWAEDD shall be responsible for providing staff, programming,
promotion, and development for the Hillcrest Towers and Walker Park
Community Centers. NWAEDD agrees to use funding from the City to
pay for the promotion and development of recreational programs
designed specifically for senior citizens.
B. NWAEDD 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. NWAEDD shall report on a quarterly basis the
approximate number of Fayetteville citizens served by its programs.
C. The NWAEDD shall follow the general Working Procedures and
Responsibilities for the City of Fayetteville Parks and Recreation
Division and the NWAEDD which is attached as Exhibit A, and is made
a part hereof, as if set forth word for word in its entirety.
City of Fayetteville, Arkansas Northwest Arkansas Economic
Development District
By: By:
DAN COODY, Mayor
ATTEST: Witness:
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YJTR�S. NDRA SMITH, City Clerk c
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: FAYETTEVILLE : Title
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EXHIBIT A
RECREATION IN FAYETTEVILLE
WORKING PROCEDURES AND RESPONSIBILITIES FOR THE CITY
OF FAYETTEVILLE PARKS AND RECREATION DIVISION AND THE
NORTHWEST ARKANSAS ECONOMIC DEVELOPMENT DISTRICT
This agreement is made and entered into between the City of Fayetteville Parks
and Recreation Division (Parks and Recreation) and the Northwest Arkansas Economic
Development District (hereinafter referred to as NWAEDD).
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 Parks and Recreation
Director and the Executive Director of the NWAEDD; 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
NWAEDD 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 NWAEDD, the following set of detailed
operating procedures and responsibilities are hereby established.
1 . NWAEDD 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.
3. The NWAEDD 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 NWAEDD Board of Directors is responsible for the management and
operation of annual funding allocation to NWAEDD 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. NWAEDD 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
NWAEDD fiscal year, which ends on June 30, 2008. Such report shall detail
NWAEDD's use of the City of Fayetteville's funding allocation and accomplishment of
performance measures as stated in number eight (8).
7. NWAEDD 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 9 (2009).
These reports shall detail the following performance measures:
A. Establish a full service senior center at Hillcrest Towers to include
socialization (recreation) by hosting daily social activities, such as bingo,
table games, exercise classes and wellness programs. During the course of
the year, 85 participants will participate in programs at Hillcrest Towers.
B. Upgrade the quality and quantity of all services at the Fayetteville Senior
Center by twenty — five percent (25%).
C. Recreation opportunities will be expanded to provide more wellness
programs such as PEPPI, Strong Women program and formal exercise
classes that will be offered weekly. Twelve social dances will be provided
during the year, scheduled on a monthly basis.
D. Transportation will be added to the recreation programs to allow trips to
other sites for recreational opportunities. A minimum of two recreation
trips per month will be offered to other areas. Senior citizens will be
transported to the annual Senior Games event held in Harrison in May of
each year.
9. The working procedures and responsibilities contained herein shall
become effective January 1 , 2008.
10. NWAEDD shall acknowledge the City of Fayetteville's contribution on
general marketing flyers, brochures and other general marketing materials.
City of Fayetteville Staff eview orm
City Council Agenda Items
and
Contracts, Leases or Agreements
1/3/2008
City
/3/2008City Council Meeting Dabs
Agenda Items Only
Connie Edmonston Parks and Recreation Operations
IIIIIIIIIIIIIIIIIh
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 Northwest Arkansas Economic Development District in the amount of $55,000 to
provide public recreation services for senior citizens of Fayetteville for 2008.
25,000.00
$55,000 $ 30,000.00 Transfer to Council on Aging
Cost of this request Category / Project Budget Program Category / Project Name
1010.6600.5718.01
2250.9250.5718.01 $ - Parks Development Program
Account Number Funds Used to Date Program / Project Category Name
$ 559000.00 Parks Develoment
Project Number Remaining Balance Fund Name
Budgeted Item =x Budget Adjustment Attached O
n 1 - Previous Ordinance or Resolution # 4967
pBRment D ctor Date
^ Original Contract Date:
Original Contract Number:
City Attorney Date
Received in City
Clerk's Office
yP 4 Q . &A" 12- -U- 07
Finance and
Internal Service Director Date
Received in j
Mayors Office
Mayor Date
Comments:
Revised April 16, 2007
NWAEDD
p. 1 of 2
City Council Meeting of December January 3, 2008
CITY COUNCIL AGENDA MEMO
To: Mayor Coady and City Council
Thru: Gary Dumas, Director of Operations
Connie Edmonston, Director of Parks and Recreation
From: David Wright, Recreation Superintendent
Date: December 20, 2008
Subject: An ordinance waiving the requirements of formal competitive bidding and
approving a contract between the City of Fayetteville and the Northwest Arkansas
Economic Development District, in the amount of $55,000 to provide public recreation
services for the citizens of Fayetteville for 2008.
RECOMMENDATION
Fayetteville Parks and Recreation Staff recommends to approve the contract with
Northwest Arkansas Economic Development District (NWAEDD) to provide public
recreation services for the citizens of Fayetteville and waive competitive bid for services.
BACKGROUND
In 1972, The City of Fayetteville begin providing financial support for the Council on
Aging, Inc., to provide recreation services to senior citizens at the Hillcrest Towers and
the Fayetteville Senior Center. This was the beginning of a very successful agreement
that continued until the NWAEDD assumed the responsibilities of the Council on Aging
in 2005.
The NWAEDD provides recreational programs, meeting the needs of our senior citizen
residents at the Hillcrest Tower and the Fayetteville Senior Center. It is the intent of both
parties to work in cooperation to enhance the recreation facilities and program in our
City, while not duplicating services in efforts to spend taxpayers' money as effectively as
possible. If the NWAEDD were not serving out senior citizen population, the City would
need to assume responsibility.
DISCUSSION
The 2008 budget includes a total of $55,000 to be transferred to the NWAEDD. Of this
transfer, $30,000 comes from the Parks and Recreation Division, Parks Development
Program and $25,000 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 NWAEDD 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 NWAEDD has
adequately served our citizens in last year's contract.
BUDGETIMPACT
The 2008 budget includes a total of $55,000 for the transfer to the NWAEDD. This is
$7,500 less than the amount provided in 2007. The NWAEDD is going to make an
attempt to not reduce any services offered last year.
If you have any questions regarding the Agenda Request or the Working Agreement,
please call me at 444-3481 , or email dwri tna.ci.favetteville.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 NORTHWEST
ARKANSAS ECONOMIC DEVELOPMENT DISTRICT IN THE AMOUNT OF
$55,000.00 TO PROVIDE PUBLIC RECREATION SERVICES FOR THE
SENIOR CITIZENS OF FAYETTEVILLE FOR 2008.
WHEREAS, providing quality recreational opportunities to the senior citizens of our community is of mutual
interest to the City of Fayetteville and the Northwest Arkansas Economic Development District, and;
WHEREAS, the Northwest Arkansas Economic Development District is uniquely qualified to provide the
continuity of services vital to the efficient provision of recreational opportunities to the senior citizens of Fayetteville,
and;
WHEREAS, were it not for the services offered by the Northwest Arkansas Economic Development District,
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 I . That the City Council ofthe City of Fayetteville, Arkansas hereby waives the requirements of formal
competitive bidding and approves a contract between the City of Fayetteville, Arkansas and the Northwest Arkansas
Economic Development District in the amount of$55,000.00 to provide public recreation services for the senior citizens
of Fayetteville for 2008. A copy of said contract marked Exhibit "A" is attached hereto and made a part hereof.
PASSED and APPROVED this 3rd day of January, 2008.
APPROVED: ATTEST:
By: By:
DAN COODY, Mayor SONDRA E. SMITH, City Clerk/Treasurer
(1 . 14.08) Clariceearrnan - Ord. 5100 Page 1
From: Clarice Pearman
To: Edmonston, Connie
Date: 1. 14.08 3:13 PM
Subject: Ord. 5100
Attachments: 5100 NWA Ecnomic Development Dist.pdf
CC: Audit
Connie:
Attached is the above ordinance regarding the Northwest Arkansas Economic Development District to provide public
recreation for the senior cidzens. I am forwarding to you two of three original agreements via interoffice mail. Please let
me know If there is anything else needed for this item. Have a good day.
Thanks.
Clarice