HomeMy WebLinkAbout337-21 RESOLUTION113 West Mountain Street
Fayetteville, AR 72701
(479) 575-8323
Resolution: 337-21
File Number: 2021-0967
FAYETTEVILLE YOUTH CENTER, INC.:
A RESOLUTION TO AUTHORIZE A CONTRACT BETWEEN THE CITY OF
FAYETTEVILLE, ARKANSAS AND FAYETTEVILLE YOUTH CENTER, INC. IN THE
AMOUNT OF $225,000.00 TO PROVIDE PUBLIC RECREATION SERVICES FOR THE
YOUTH AND CITIZENS OF FAYETTEVILLE FOR 2022
WHEREAS, providing quality recreational opportunities to the youth and citizens of our community is
of mutual interest to the City of Fayetteville and Fayetteville Youth Center, Inc., and;
WHEREAS, Fayetteville Youth Center, Inc. and the City of Fayetteville have had a close working
relationship for many years and 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 Fayetteville Youth Center, Inc., the City of
Fayetteville would be required to assume the duty of providing staff, programming, promotion and
development for youth recreational services; and
WHEREAS, Ark. Code Ann. § 14-58-104(I 8) provides for "renewal or extension of the term of an
existing contract" without soliciting bids.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
FAYETTEVILLE, ARKANSAS:
Section 1: That the City Council of the City of Fayetteville, Arkansas hereby authorizes a contract
between the City of Fayetteville, Arkansas and Fayetteville Youth Center, Inc. in the amount of
$225,000.00 to provide public recreation services for the youth and citizens of Fayetteville for 2022.
Page 1 Printed on 12/22/21
Resolution: 337-21
File Number.' 2021-0967
PASSED and APPROVED on 12/21/2021
Approv d: Attest:
`G\_E R•Kt r r,,,,��
�J tp.
Lioneld J dan, M or Kara Paxton, City Clerk Treasurer
Page 2 Printed on 1212M
City of Fayetteville, Arkansas 113 West Mountain Street
Fayetteville, AR 72701
(479)575-8323
Text File
File Number: 2021-0967
Agenda Date: 12/21/2021 Version: 1 Status: Passed
In Control: City Council Meetinq File Type: Resolution
Agenda Number: A.28
FAYETTEVILLE YOUTH CENTER, INC.:
A RESOLUTION TO AUTHORIZE A CONTRACT BETWEEN THE CITY OF FAYETTEVILLE,
ARKANSAS AND FAYETTEVILLE YOUTH CENTER, INC. IN THE AMOUNT OF $225,000.00 TO
PROVIDE PUBLIC RECREATION SERVICES FOR THE YOUTH AND CITIZENS OF
FAYETTEVILLE FOR 2022
WHEREAS, providing quality recreational opportunities to the youth and citizens of our community is of
mutual interest to the City of Fayetteville and Fayetteville Youth Center, Inc., and;
WHEREAS, Fayetteville Youth Center, Inc. and the City of Fayetteville have had a close working relationship
for many years and 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 Fayetteville Youth Center, Inc., the City of Fayetteville
would be required to assume the duty of providing staff, programming, promotion and development for youth
recreational services; and
WHEREAS, Ark. Code Ann. § 14-58-104(18) provides for "renewal or extension of the term of an existing
contract" without soliciting bids.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
FAYETTEVILLE, ARKANSAS:
Section 1: That the City Council of the City of Fayetteville, Arkansas hereby authorizes a contract between the
City of Fayetteville, Arkansas and Fayetteville Youth Center, Inc. in the amount of $225,000.00 to provide
public recreation services for the youth and citizens of Fayetteville for 2022.
City of Fayetteville, Arkansas Page 1 Printed on 1212212021
Lee Farmer
Submitted By
City of Fayetteville Staff Review Form
2021-0967
Legistar File ID
12/21/2021
City Council Meeting Date - Agenda Item Only
N/A for Non -Agenda Item
12/3/2021 PARKS & RECREATION (520)
Submitted Date Division / Department
Action Recommendation:
Approval of a resolution to authorize a contract between the City of Fayetteville and the Fayetteville Youth Center,
Inc. in the amount of $225,000 to provide public recreation services for the youth and citizens of Fayetteville in
2022. This is contingent on approval of the 2022 annual city budget and work program.
1010.090.6600.5718.00
Account Number
40901.4002
Project Number
Budgeted Item? Yes
Does item have a cost? Yes
Budget Adjustment Attached? No
Budget Impact:
General
Fund
Fayetteville Boys & Girls Club
Project Title
Current Budget
Funds Obligated
Current Balance
Item Cost
Budget Adjustment
Remaining Budget
$ 225,000.00
$ 225,000.00
$ 225,000.00
$
V20210527
Purchase Order Number: Previous Ordinance or Resolution # 6381
Change Order Number:
Original Contract Number:
Approval Date:
Comments: Pending on approval of the 2022 annual city budget and work program.
CITY OF
FAYETTEVILLE
ARKANSAS
MEETING OF DECEMBER 21, 2021
TO: Mayor and City Council
CITY COUNCIL MEMO
THRU: Susan Norton, Chief of Staff
Alison Jumper, Parks, Natural Resources and Cultural Affairs Director
FROM: Lee Farmer, Recreation Superintendent
DATE: December 1, 2021
SUBJECT: Approval of a resolution to authorize a contract between the City of
Fayetteville and the Fayetteville Youth Center, Inc. in the amount of $225,000 to provide
public recreation services for the youth and citizens of Fayetteville for 2022. This is
contingent on approval of the 2022 annual city budget and work program.
RECOMMENDATION:
Approval of a resolution to authorize a contract between the City of Fayetteville and the
Fayetteville Youth Center, Inc. in the amount of $225,000 to provide public recreation services
for the youth and citizens of Fayetteville for 2022. This is contingent on approval of the 2022
annual city budget and work program.
BACKGROUND:
The 2022 budget includes a total of $225,000 to be transferred to the Fayetteville Youth Center,
Inc. from the General Fund. The contract outlines the services the Fayetteville Youth Center is
providing to the City and the citizens of Fayetteville. Please note the Fayetteville Youth Center
refers to the operations of the Fayetteville Boys and Girls Club throughout this contractual
agreement.
DISCUSSION:
The City of Fayetteville has provided financial support for the Fayetteville Youth Center since
1967. The Boys and Girls Club Executive Director and Fayetteville Parks Director meet annually
to evaluate operations to determine if the needs of the citizens of Fayetteville are being met in
the most efficient possible manner. The attached "Working Agreement" helps avoid duplication
or competition of programs between the two organizations. 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 Boys and Girls Club was not providing recreational services
for our youth and citizens, the City of Fayetteville would need to assume the responsibility.
The agreement for 2022 is similar to the 2021 agreement with a few updates of programs and
performance measures. Both the City and the Boys and Girls Club allow summer program
participants to utilize the indoor pool at the Club and outdoor pool at Wilson Park at no cost. The
Fayetteville Boys and Girls Club building is designated as an emergency shelter for the City of
Fayetteville due to the location and facility available to house citizens. The City appreciates the
Mailing Address:
113 W. Mountain Street www.fayetteville-ar.gov
Fayetteville, AR 72701
exceptional service and partnership with the Fayetteville Boys and Girls Club throughout the
years to better serve our citizens.
BUDGET/STAFF IMPACT:
The 2022 budget includes a total of $225,000 for this request. Funding is the same as provided
since 2016. This request is contingent upon City Council approval of the 2022 proposed budget.
Attachments:
Signed Contract
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 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 $18,750 monthly ($225,000 annually) to
the Fayetteville Youth Center, Inc. throughout the year of 2022 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 underserved youth. Although basic membership fees may be
required for many Fayetteville residents, disadvantaged youth wishing to
participate at the Fayetteville Youth Center, Inc. facility shall not be
denied access solely because they do 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.
C. The Fayetteville Youth Center, Inc. shall provide their facility as an
emergency shelter when deemed necessary by the City of Fayetteville.
D. 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.
C F I"
FAYETTEVILLE YOUTH CENTER. INC.
BY: �T _r it L J 5
ATTEST:
BY: �9�'
Kara Paxton, City Cle Treasurer
Eew-iyc -IceJ0
Title
```��ttuur►►t���i
A
i•:AN�P .•����
2
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 Department (Parks and Recreation) and the Fayetteville Youth Center, Inc.,
dfb/a Donald W. Reynolds Boys &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 FYC; 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, the FYC facility located on Rupple Road has been designated as an
emergency shelter for the City of Fayetteville due to the location and facility available to
house citizens; and
WHERAS, increased communication 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, 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 (no lease expiration date),
Holcomb and Vandergriff Gymnasium (lease expires August 20, 2029) and
the Boys and Girls Club. FYC will be responsible for the hiring, evaluating,
and supervising of gymnasium supervisors at Holcomb, Asbell, and
Vandergriff Gymnasiums during the basketball seasons, after school programs
and summer day camp programs.
3
2. Parks and Recreation shall be responsible for providing or approving the
staffing, programming, maintenance, promotion and development for the city
parks, including the following facilities which are utilized for sport
programming; Lake Fayetteville Softball Complex, Gary Hampton Softball
Complex, Walker Baseball/Soccer Complex, White River Baseball Complex,
Wilson Park Softball Field, Yvonne Richardson Community Center and
Kessler Mountain Regional Park. 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, promotion, 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
- Swim Programs
- Camps
- Youth Volleyball
- Cheerleading
- Tackle Football
- Dance
- Track
- Fishing Rodeo
- Special Events
- Flag Football (Youth)
- Summer/School Break
- Youth Golf & Disc Golf
Programs
- Gymnastics
- Educational Programs
- Martial Arts
- Arts and Crafts
- Table Tennis
- Indoor Pickleball
- School Kids Connection
- FYC shall not compete/duplicate with those services listed in paragraph 4,
unless agreed upon by the FYC Executive Director and the Parks and
Recreation Director.
4. Parks and Recreation shall be responsible for providing or approving the
management, staffing, 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
- Kickball
- Softball
- Flag Football (Adult)
- Special Interest Groups
- Sand Volleyball (Adult)
- Soccer
- Special Events
- Swim Programs
- Tennis Youth Activity
Camps
- Ultimate Frisbee
- In & Outdoor Pickleball
- Disc Golf
- YRCC Activities such as
arts & crafts, educational
programs, summer/school
programs, wrestling,
Adult Volleyball & other
recreation programs.
4
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
programs including rosters of players and 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, aquatic programs, and summer/school break programs, and that
both parties agree to work together for the common good of both parties.
6. In the event the FYC wishes to offer programs which fall in the general
description of paragraph 5 above, which it 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 St 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 will work
jointly in opening the FYC as an emergency shelter as deemed necessary by
the Washington County Emergency Operations Center. The Club will utilize
funds appropriated by the City of Fayetteville for operational costs as
necessary for the emergency shelter.
8. The FYC Executive Director and Parks and Recreation Director shall have
periodic meetings to ensure communication between the two entities.
9. It is understood and agreed that the City's annual purchase of services shall be
negotiated on a yearly basis.
10. 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.
11. 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.
k
12. FYC shall schedule a meeting and submit an annual financial report to the
City of Fayetteville on or before October 1 of each year.
13. FYC shall comply with schedules and procedures established by the Budget
and Research Division of the City of Fayetteville for annual funding requests.
14. FYC shall provide transportation for the Yvonne Richardson Community
Center according to the standards set annually by the Fayetteville Youth
Center Executive Director and the Parks and Recreation Director based upon
program schedules, transportation available, transportation driver availability,
and funding for the following activities which may include, but not be limited
to:
A. In the event that the YRCC is not chosen again as a mobile food service
site by Fayetteville Public Schools, FYC will provide bus transportation
each day throughout the Summer Fun4Kids Program to the Fayetteville
Public School free lunch program's designated school site. This should
include transportation for up to 70 children from the YRCC to the Public
School and back to the YRCC after lunch.
B. Throughout the Summer Fun4Kids Program provide bus transportation on
pre -scheduled afternoons from the YRCC to FYC. Participants in the
Summer Fun4Kids program will also have free admittance to the FYC
facilities on pre -scheduled afternoons and transportation back to the
YRCC at the conclusion of the program day.
C. Throughout the academic school year provide transportation on designated
dates previously agreed upon by both parties as part of the YRCC after
school program.
D. FYC will also provide transportation for YRCC patrons as deemed
necessary by FYC Staff and the YRCC Director, provided that these
arrangements have been done in a timely matter and are agreed upon by
both parties prior to the requested date and time.
E. The transportation. schedule outlined above is subject to change upon
agreement L by the Fayetteville Parks and Recreation Director and the
Executive Director of the FYC.
15. FYC will provide the Yvonne Richardson Community Center facility access
(i.e. climbing wall, swimming pool, gymnasium, etc.) at no cost during
mutually agreed upon dates and times to accommodating the YRCC
afterschool, Homeschool P.E., and/or camp programs. In return, Parks and
Recreation will continue to provide access to the city outdoor pool at no cost
to FYC summer camps at mutually agreed upon dates and times.
16. FYC will provide bus transportation to be used for shuttling purposes for
participants in running or cycling special events offered by the Parks and
Recreation Department at least three times a year provided that these
arrangements have been done in a timely matter and agreed upon by both
parties prior to the requested date and time.
31
17. Quarterly reports shall be submitted to the Parks and Recreation Director on
the following dates: April 15. July 15, October 15, and January 15 (2023).
These reports will detail the following performance measures:
A. Provide a minimum of 30 open recreation hours per week at the FYC 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 FYC club
facilities.
E. Provide marketing materials to Fayetteville school children for major sport
programs.
F. Implement three customer service surveys for FYC programs.
G. Apply for 10 grants/major corporate sponsorships to provide additional
funding to operate the FYC facilities and programs.
H. Include Parks and Recreation logo on organizational web site and
acknowledge the City of Fayetteville on sponsor wall located in the FYC
facilities on Rupple Road.
The working procedures and responsibilities contained herein shall become effective
January 1.2022.
Attest:
sv • 9 ;
9E YOUTH CENTER, INC.
�
BY: �f
Title
Attest:
K:\Gcnerak('ontract Servicesdi K G ('10\2021
7