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Home My WebLink About27-00 RESOLUTION• • RESOLUTION NO. 27-00 M!CROPTLIVTED A RESOLUTION APPROVING THE PARKS AND RECREATION DIVISION AND FAYETTEVILLE YOUTH CENTER WORKING PROCEDURES AND RESPONSIBILITIES; AND APPROVAL OF A BUDGET ADJUSTMENT IN THE AMOUNT OF $106,121 FOR THE PARKS DIVISION'S EXPENDITURES. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1. That the City Council hereby approves the Parks and Recreation and Fayetteville Youth Center working procedures and responsibilities; and authorizes the Mayor and City Clerk to execute said procedures. A copy of the working procedures/responsibilities is attached hereto marked Exhibit "A' and made a part hereof. Section 2. A copy of the a budget adjustment in the amount of $106,121 by increasing Office Supplies, Acct. No. 1.010 5200 5200 00, in the amount of $1,600; Public Notification, Acct. 1010 5200 5301 00, in the amount of $500; Travel& Training, Acct. No. 1010 5200 5304 00, in the amount of $2,400; Chemicals, Acct. No. 1010 5260 5204 00, in the amount of $20,575, Contract Services, Acct. No. 1010 5260 5315 00, in the amount of $7,880; Building & Grounds, Acct. No. 1 010 5260 5400 00, in the amount $65,766; Minor Equipment, Acct. No. 1010 5260 5890 00, in the amount of $6,800; and Travel & Training, Acct. No. 1010 5220 5304 00, in the amount of $600 by decreasing Toumament Supplies & Awards, Acct. No. 1010 5220 5200 05, in the amount of $10,537; Transfer of Youth/Adult, Acct. No 1010 5220 5718 00, in the amount of $91,084 and Minor Equipment, Acct. No. 1010 5220 5890 00, in the amount of $4,500. A copy of the budget adjustment is attached hereto marked Exhibit "B" and made a part hereof. PASSED AND APPROVED this 7th day of March , 2000. APPRi /in21i ATTEST:/ /-/By:�� 4�/.&Heather Woodruff, Cityrk By: anna, Mayor 9 NAME OF FILE: RES .,? 2- GOATS t &EMT--IVA/c iT1)• 1Av.,Jare/ C8 -,dime _� (Bub&c7 4 t1 tmEA CROSS REFERENCE: Date Contents of File Initials (3 67 00 hs, 27- Oo // /� 6xi/.zELT ��g /(4)0ren_A)� YRDCe&&Cees,MsPo/0 srer z 7SE s3 /-28-00 Ir u SXNxAI7 g 61(D6S7- LSuss7222E.0710.e0 3.07-00, S TAt-r "&d-rEty 2 rr, 24-00 Do A 6' "NM IJ4,a4 A en)/ C ou A. 1 cz X. tfl7?- 62DAJ4)FE E.A2nDiU s n) A/ T2G&)L eN,Q ra &&JAR 3-l%a do MQnyn >J i/) To eg,miza— EA7ri4Asteml AleA-7N • • EXHIBIT A Mbeeu RECREATION IN FAYETTEVILLE WORKING PROCEDURES AND RESPONSIBILITIES FOR THE CITY OF FAYETTEVILLE PARKS AND RECREATION DIVISION AND THE FAYETTEVILLE YOUTH CENTER WHEREAS, currently the City of Fayetteville Parks and Recreation Division (Parks and Rec) and the Fayetteville Youth Center (FYC) are both working under many verbal and assumed agreements; 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 Rec believes the goals of Parks and Rec 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 Rec and FYC, the following set of detailed operating procedures and responsibilities are hereby established. I. GOAL The goal of Parks and Rec and FYC is to work in cooperation to enhance the recreation facilities and programs offered to the City of Fayetteville. Parks and Rec and FYC must become partners in meeting the needs of the citizens of Fayetteville. II. FACILITIES MANAGEMENT A. FAYETTEVILLE YOUTH CENTER. FYC will be responsible for working with the Fayetteville School System to provide the staffing, programming, maintenance, promotion and development for the following facilities: Asbell Gymnasium, Holcomb Gymnasium, Vandergriff Gymnasium, and the Youth Center. FYC will assume responsibility for the hiring, evaluating and supervising of gymnasium supervisors and custodians at Holcomb, Asbell, and Vandergriff Gymnasiums. B. FAYETTEVILLE PARKS AND RECREATION. Parks and Rec will 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 sports programming: Asbell Soccer/Softball Complex, Babe Ruth Baseball Complex, Gary Hampton Softball Complex, Lewis St. Soccer Complex, Walker Baseball/Soccer Complex, and the Wilson Softball Field. In addition, the Parks and Recreation Division will be responsible for working x 1 03 • • with the Fayetteville School System and PTA organizations to provide enhancements to school playgrounds. III. PROGRAM MANAGEMENT A. FAYETTEVILLE YOUTH CENTER. FYC will be responsible for providing or approving the management, staffing, and promotion and development of the following programs and activities. FYC will coordinate with the Fayetteville School System for use of their facilities. FYC will be responsible for the majority of sports and activities held at indoor recreation facilities, including but not limited to the following: - Basketball (Youth and Adult) - Baton - Camps (Environmental Study, Spring Break, Christmas, Basketball, Summer) - Cheerleading - Dance -Fishing Rodeo - Flag Football (Youth) - Football (6th/7th Grade Tackle Football) - Gymnastics -Karate -Ping Fong -School Kids Connection -Softball (Youth Rec.- Registration, Sponsorships, Uniforms, & Coach Recruitment/Selection) -Swim Lessons and Team (Youth Center Pool) - Volleyball (Youth/Adult & Ozark Volleyball Club) -Track -Special Events B. FAYETTEVILLE PARKS AND RECREATION DIVISION. Parks and Rec will be responsible for providing or approving the management, staffing, and promotion and development of the following programs and activities. Parks and Rec will be responsible for the majority of sports and activities held at outdoor recreation facilities, including but not limited to the following: -Baseball -Flag Football (Adult) - Hobby Use Groups (Ozark Flyers, Ultimate Frisbee, Horseshoe, Ozark Volleyball Club, etc.) - Sand Volleyball -Soccer (Youth & Adult) -Softball (Adult, Youth Competitive, Youth Fast -Pitch, & Toumaments) - Softball (Youth Rec-League Administration, Practice/Game Schedules, Umpires & Concessions) -Swim Lessons (Wilson Park) -Tennis Lessons • • -Special Events in Parks (Gulley Run, Summer Concert Series, etc.) -Friends of Youth Softball Tournament IV. ADVISORY BOARDS A. Girls "RECREATIONAL SLOWPITCH SOFTBALL" Advisory Board. 1. The Advisory Board shall consist of the Program Committee Chairman from FYC Board of Directors; Parks and Rec Program Coordinator; and three persons selected by the Assistant Director of FYC. 2. The Assistant Director of FYC will chair the Advisory Board and will assist the Program Coordinator of Parks and Rec with the operation of the program. 3. The Advisory Board will be responsible for: a. establishing the philosophy, affiliation, and rules for the program b. establish and maintain a mechanism to measure the quality of the program and insure its goal to meet the needs of the participants and community. c. team/player registration d. coach selection/training e. team sponsorship and uniforms B. Youth "COMPETITIVE/FASTPITCH" Advisory Board. The Program Coordinator of Parks and Rec will administer and organize the Youth Competitive/Fastpitch Advisory Board to oversee these softball programs in the City. V. FINANCIAL A. Beginning January 1, 2000, the FYC Board of Directors will be 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, up to one-half of the funding may come from the HMR tax and shall be used only for promotion and development. B. FYC shall submit an annual financial report to the Public Works Director on or before April of each year. Such report shall detail FYC's use of the City of Fayetteville's funding allocation. • • • • • C. FYC shall comply with the schedules and procedures established by the Budget & Research Department, of the City of Fayetteville, for annual funding requests. D. The youth recreation softball player fee will be determined annually. VI. MISCELLANEOUS A. All facility or service agreements between Parks and Rec, Public School System, and/or FYC shall be in writing. B. Representatives from Parks and Rec and FYC shall meet a minimum of two times per year to discuss any programming or facility issues effecting the recreational offerings to the citizens C. FYC will transfer the current youth softball equipment to Parks and Rec. D. The working procedures and responsibilities contained herein shall become effective August 19, 1999. ATTEST: l-r/a Heather Woodruff, City erk By: ATTEST: By Y2 Rmg; ist us CITY OF FAYETTEVILLE By: red Hanna, Mayor FAYETTEVILLE YOUTH CENTER By: om Stockland oard of Directors Chairman City of Fayetteville, Arkansas Budget Adjustment Form • EXHIBIT 8 Budget Year 2000 Department: Public Works Division: Parks & Recreation Program: Parks Maintenance Date Requested 01/28/2000 Adjustment # Project or Item Requested: A budget adju tment is requested to realign Division expenditures. Project or Item Deleted: None. This request realigns division expenditure budget to reflect the needs for the 2000 budget. 8ut /}tau. Justification of this Increase: The adjustment is needed primarily as a result of reaching agreement with the Fayetteville Youth Center Boys and Girls Club on coordination of recreation services offered the City and the Youth Center. Justification of this Decrease: No decrease is proposed. Increase Expen e (Decrease Revenue) Account Name Amount Account Number Office Project Num Supplies 1,600 1010 5200 5200 00 ►N Public Notification 500 1010 5200 5301 00 Travel & Training 2,400 1010 5200 5304 00 Chemicals 20,575 1010 5260 5204 00 1�y Contract Services 7,880 1010 5260 5315 00 W Building & Grounds 65,766 1010 5260 5400 00 1� Minor Equipment 6,800 1010 5260 5890 00 Travel & Training 600 1010 5220 5304 00 tii Decrease Expense (Increase Revenue) Account Name Amount Account Number Project Number Tournament Supplies & Awards 10,537 Transfer to Youth/Adult 91,084 Minor Equipment 4,500 1010 5220 1010 5220 1010 5220 5200 05 5718 00 5890 00 Approval Signatures Reque,sted By get manager Departm D re or Admin.-" tc s Duet o Lai• May r 4 Date 11 2 u�D Date Date Date 1/v Date Budget Office Use Only Type: A B C Date of Approval Posted to General Ledger Posted to Project Accounting Entered in Category L E Blue Copy: Budget & Research / Yellow Copy: Requester H:'BUDGET\PROJECTS\OTHER\ba_2000tPR_2000.WK4 xx AGENDA REQUEST CONTRACT REVIEW GRANT REVIEW STAFF REVIEW FORM For the Fayetteville City Council meeting of March 7,2000 FROM: Connie Edmonston Name Parks and Recreation Public Works Division Department ACTION REQUIRED• Approval of working procedures and budget adjustment. COST TO CITY: SD Cost of this Request Account Number Project Number 5 144 Category/Project Budget gategory/Project Name ( 4.0 &c add,a(srnsWat to $ N I A i ccftt(I A ta411MAic Pat Funds Used To Date Program Name Remaining Balance Fund BUDGET REVIEW: Budgeted Item xx Budget Adjustment Attached Budget anagh erg Administrative Services Director CONTRACT/GRANT/LEASE REVIEW: °.74127a Acco hting a •er ate lbZu ' a-17-00 City Atto TING AGENC rnal Auditor Date Date ADA Coordinator Date Purchasing Officer Date STAFF RECOMMENDATION: Approval of budget adjustment. 1-19120 Date Z—/7-00 Date 1 Daite i�Cl2 Date Cross Reference New Item: Prev Ord/Res #: _ Orig Contract Date:_ Orig Contract Number: Page 2 STAFF REVIEW FORM Description Parks & Recreation Budget Adlustment Meeting Date March 7, 2000 Comments: Reference Comments: Budget Coordinator Accounting Manager /are we. also 41,t61Gom./led:L fo alert ve. atNee,n.,f w/Prc. -rs e l:ea ee cLa f.e_ re -4-t t y 8L19V eMY1tt City Attorney Purchasing Officer ADA Coordinator Internal Auditor FAYETTEVIPLLE THE CITY OF FAYETTEVILLE, ARKANSAS DEPARTMENTAL CORRESPONDENCE • TO: Mayor Hanna and City Council THRU: Charlie Venable, Public Works Director 0%0 a FROM: Connie Edmonston, Parks & Recreation Superinte dent DATE February 11, 2000 RE Request for Budget Adjustment The Parks and Recreation Division requests approval of a budget adjustment in the amount of $106,121 to realign our division's expenditures. The adjustment is needed primarily as a result of reaching an agreement with the Fayetteville Youth Center Boys and Girls Club on coordination of recreation services offered by the City and the Youth Center. This adjustment would more accurately reflect recreation expenditures in keeping with the attached operational agreement. Approval of this budget adjustment does not increase the cost of operations for the Parks and Recreation Division In previous years, there were no written agreements between the City and Youth Center since they both operated under the same operational management. When the management split in 1998, job responsibilities were divided to create clarity for both agencies as outlined in the attached agreement. The cooperation between the Parks and Recreation Division and Youth Center enhances the recreation facilities and programs offered to meet the needs of our citizens. If you have any questions, please call me at 444-3473. Attachments: Budget Adjustment Form Working Procedures and Responsibilities for the City of Fayetteville Parks and Recreation Division and the Fayetteville Youth Center. FAYETTEVtLE THE CITY OF FAYETTEVILLE, ARKANSAS DEPARTMENTAL CORRESPONDENCE • To: Connie Edmonston, Parks and Recreation From: Heather Woodruff, City Clerk Date: March 16, 2000 Attached is a copy of the resolution approving a budget adjustment for the Park's Division. I am also returning one original for you to distribute. The original will be microfilmed and filed with the City Clerk. cc: Yolanda Fields, Intemal Auditor Steve Davis, Budget and Research • • • RESOLUTION NO. 27-00 A RESOLUTION APPROVING THE PARKS AND RECREATION DIVISION AND FAYETTEVILLE YOUTH CENTER WORKING PROCEDURES AND RESPONSIBILITIES; AND APPROVAL OF A BUDGET ADJUSTMENT IN THE AMOUNT OF $106,121 FOR THE PARKS DIVISIONS EXPENDITURES. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1. That the City Council hereby approves the Parks and Recreation and Fayetteville Youth Center working procedures and responsibilities; and authorizes the Mayor and City Clerk to execute said,procedures. A copy of the working procedures/responsibilities is attached hereto marked Exhibit "A' and made a part hereof. Section 2. A copy of the a budget adjustment in the amount of $106,121 by increasing Office Supplies, Acct. No. (010 5200 5200 00, in the amount of $1,600; Public Notification, Acct. 1010 5200 5301 00, in the amount of $500; Travel& Training, Acct. No. 1010 5200 5304 00, in the amount of $2,400; Chemicals, Acct. No. 1010 5260 5204 00, in the amount of $20,575, Contract Services, Acct. No. 1010 5260 5315 00, in the amount of $7,880; Building & Grounds, Acct. No. 1010 5260 5400 00, in the amount $65,766; Minor Equipment, Acct. No. 1010 5260 5890 00, in the amount of $6,800; and Travel & Training, Acct. No. 1010 5220 5304 00, in the amount of $600 by decreasing Tournament Supplies & Awards, Acct. No. 1010 5220 5200 05, in the amount of $10,537; Transfer of Youth/Adult, Acct. No 1010 5220 5718 00, in the amount of $91,084 and Minor Equipment, Acct. No. 1010 5220 5890 00, in the amount of $4,500. A copy of the budget adjustment is attached hereto marked Exhibit "B" and made a part hereof. PASSED AND APPROVED this 7th day of March , 2000. ATTEST:'-.� By:%4 Heather Woodruff, City ClErk APPROVE By: red Hanna, Mayor