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07-0619_BOYS & GIRLS CLUBS OF CAPISTRANO VALLEY_D8_Agenda Report0 0 AGENDA REPORT TO: Dave Adams, City Manager FROM: Karen Crocker, Director of Community Services 6/19/2007 D8 SUBJECT: Consideration of Agreement for Afterschool Recreation Program and Fee Reduction for the Use of the City Gymnasium (Boys and Girls Clubs of Capistrano Valley) RECOMMENDATION: By motion, 1. Approve the agreement with the Boys and Girls Clubs of Capistrano Valley in the amount of $91,820 to provide afterschool and summer recreation programs for the period of July 1, 2007 through June 30, 2008. 2. Approve a fee reduction for use of the City gymnasium in the amount of $41,000. SITUATION A. Summary and Recommendation Staff is recommending that the City of San Juan Capistrano continue to contract with the Boys and Girls Clubs of Capistrano Valley for afterschool recreation program services and receive a fee reduction for use of the gymnasium for the period of July 1, 2007 through June 30, 2008. B. Background The City of San Juan Capistrano has been contracting with the Boys and Girls Clubs of Capistrano Valley since 1997-98 school year. The Club has been providing afterschool program services at the Via Positiva site since 2000. The Boys & Girls Clubs of Capistrano Valley program will provide afterschool enrichment program from 2 p.m. -6 p.m., with exception to hours for the afterschool teen program. The Club's afterschool program schedule will remain Monday -Thursday 2 p.m. -6 p.m.; Friday 2 p.m. -6 p.m. for elementary grade students and extended hours for teens until 10 p.m. Activities shall include arts and crafts, educational games, computers, homework assistance, specialty clubs, sports/fitness, talent shows and special activities. The Boys & Girls Clubs of Capistrano Valley serve an average of 250 youths daily. 0 Agenda Report Paqe 2 E June 19, 2007 In addition to the City's monetary funding of this afterschool program, staff is recommending that the Boys and Girls Club of Capistrano Valley continue to receive a reduced fee of $13/hour to provide youth sports for program participants. The Club will utilize the gymnasium for four (4) hours/day for a total of 1,000 hours annually. The charge for the gymnasium is to offset upkeep maintenance and repair costs of the gymnasium. The regular fee, according to the attached fee schedule, is $54/hour for full gymnasium use. The Club has been receiving a reduced rate since the gymnasium opened in 2000. COMMISSION/BOARD REVIEW AND RECOMMENDATIONS: This item will be presented at the June 18, 2007 Parks, Recreation and Equestrian Commission meeting, and any changes or modifications to the item requested by the Commission will be incorporated in staffs verbal presentation to the City Council the evening of June 19, 2007. FINANCIAL CONSIDERATIONS: The Community Services Department currently has $91,820 approved in the FY 2007- 2008 General Fund Budget for this afterschool contract program and the fee reduction of gymnasium use has been calculated in the FY 2007-08 revenue projections. NOTIFICATION: Mr. James Littlejohn, Executive Director Boys and Girls Clubs of Capistrano Valley, Inc. RECOMMENDATION: By motion, 1. Approve the agreement with the Boys and Girls Clubs of Capistrano Valley in the amount of $91,820 to provide afterschool and summer recreation programs for the period of July 1, 2007 through June 30, 2008. 2. Approve a fee reduction for use of the City gymnasium in the amount of $41,000. Respectfully submitted, 4�Uo, Karen Crocker Director of Community Service Pre ared by nthia Alexander Interim Community Services Manager Attachments: 1. Agreement for Afterschool Recreation Program 2. Gymnasium Fee Schedule 3. Location Map 0 0 AGREEMENT FOR AFTERSCHOOL RECREATION BETWEEN CITY OF SAN JUAN CAPISTRANO AND BOYS & GIRLS CLUBS OF CAPISTRANO VALLEY THIS AGREEMENT is made on the 1st day of July 2007, by and between the CITY OF SAN JUAN CAPISTRANO, hereinafter called "City," and Boys & Girls Clubs of Capistrano Valley, hereinafter called "Contractor." WITNESSETH WHEREAS, the City requires services for providing afterschool recreation programs for youth at the Boys & Girls Clubs of Capistrano Valley, NOW, THEREFORE, City and Contractor mutually agree as follows: SECTION 1. Scope of Work. The Contractor shall provide a high quality, comprehensive, no fee afterschool program for school age children that is to include, but is not limited to the following: Transportation services will be provided for children residing in the San Juan Elementary School/Capistrano Villas neighborhoods. The Boys & Girls Clubs of Capistrano Valley will be picking children up at the San Juan Capistrano Library and returning them at the corner of La Zanja and Camino Capistrano. The program will be conducted Monday -Thursday immediately after school for children ages seven through nineteen. Hours of operations will be 2:00 p.m. to 6:00 p.m. during the school year with modifications for holiday and minimum day school schedules. Friday hours are 2:00 p.m. to 6:00 p.m., with extended hours for teens until 10:00 p.m. Hours of operations during the summer will run from 12:30 p.m. to 6:00 p.m. • Advertise the program activities through media releases. • Provide a monthly calendar of daily and special events to participants. Keep records of daily attendance. • All participants must have a release of liability/waiver form on file. • Contractor to provide and fund transportation to and from local attractions Page 1 ATTACHMENT 1 L� and events. City vehicles can be used upon availability, pending City approval and Contractor's drivers meet City criteria for driving a City vehicle. Program components will include Boys & Girls Club of America six core service areas: Health & Life Skills, Character & Leadership Development, Education & Career Development, Technology, The Arts, and Sports, Fitness & Recreation. ➢ Health & Life Skills develops young people's capacity to engage in positive behaviors that nurture their own well-being, set personal goals and develop the competencies to live successfully as self sufficient adults. Programs falling under Health & Life Skills include, but are not limited to: SMART Moves, SMART Kids, and Crest Club. ➢ Character & Leadership Development empowering youth to support and influence their Club and Community, sustaining meaningful relationships with others, developing a positive self image, participating in the democratic process, and respecting their and other cultures. Programs included, but are not limited to: Keystone, Torch Club, Youth of the Year, and SMART Girls. ➢ Education & Career Development enabling youth to become proficient in basic education disciplines and applying learning to everyday situations. Programs include, but are not limited to: Ultimate Journey, Ultimate Oceans, Sea Tech, homework assistance and educational games. ➢ Technology helping youth to embrace technology, optimize employability, research, and higher standards of living. Programs include, but are not limited to: Lego Robotics, computer proficiency classes and Internet Classes. ➢ The Arts developing creativity and cultural awareness through knowledge and appreciation of visual and tactile arts and crafts. Programs include, but are not limited to: talent shows, art exhibits, and daily craft projects. ➢ Sports, Fitness & Recreation developing fitness, positive use of leisure time, skills for stress management, appreciation for the environment and social and interpersonal skills. Programs include, but are not limited to: sports leagues and clinics, intramural leagues, gym games according to age, and life sports during the afterschool program. ➢ Participation in City wide events which include San Juan Summer Nites, annual July 4th Celebration and Tree Lighting Ceremony. Page 2 0 0 SECTION 2. Equipment and Supplies. Contractor to purchase and supply all equipment and supplies needed to conduct afterschool programs. All equipment and supplies must be in good, operable and safe condition. SECTION 3. Accident/Incident Reports. Contractor shall report to the City any accident or incident requiring emergency response during the program. Official reports must be completed and submitted to the City within twenty-four (24) hours of the occurrence, Monday through Friday, and the following Monday if occurrence is Friday night through Sunday. SECTION 4. Evaluation Reports. Contractor shall provide City with monthly reports, which are due to the City on the fifth working day of each month, including June 2008. Reports should include, but are not limited to, attendance records, monthly calendar of events, special activities and accomplishments. Contractor will provide an end of the year evaluation due by June 30, 2008, to include measurable outcomes of programs. SECTION 5. Site Visits. The City shall have the right to visit a program site at any time during the term of this Agreement. City shall not hinder the normal operation of program services. SECTION 6. 'Inspection of Records. City may review and inspect Contractor's accounting records related to the Agreement. SECTION 7. Facility Use. City programs have priority use of City facilities. Programs hosted by Contractor in City facilities may be canceled on occasion in the event of conflict with City program. City will make every effort to provide Contractor with sufficient notice of such cancellation. In case of emergency, advance notice may not be possible. As part of this agreement the Contractorwill receive use of the gymnasium during a four (4) hour period each week day to provide a youth sports program for a non -fee based Boys & Girls Clubs of Capistrano Valley program. This program is funded by City and provided by Contractor. Page 3 0 0 Contractor shall have use of the City gymnasium during the week from 2:00 — 6:00 pm. The exceptions to this shall be (a) when the City notifies the contractor of a City program that will make use of the gymnasium during these hours, and (b) two days per week from 3:15 — 5:00 pm for the Club at the Hub afterschool recreation program that the City offers in conjunction with Marco Forster Middle School. The City shall determine which two days of the week this program shall be offered. In accordance with Administrative Policy No. 613, the only approved uses of the City's gymnasium shall include basketball, volleyball, indoor soccer, and badminton. Any other proposed uses must receive prior written, approval from the Community Services Department. SECTION B. Designated Representatives. City and Contractor shall each designate one (1) person to be responsible for the terms and conditions of this Agreement. The Contractor or his/her designee will attend staff, community, Commission, or City Council meetings as requested by the City. SECTION 9. Staff/Child Ratio. There shall be an adult -child ratio of 1:35. Compliance with this ratio shall be determined based on actual attendance. SECTION 10. Independent Contractor. Contractor shall be deemed at all times as an independent contractor, not an employee of the City. SECTION 11. Employees/Subcontractors. A listing of employees and/or subcontractors must be submitted to City. City must be notified immediately in writing of any changes of subcontractors or employees. SECTION 12. Employee Training/Background Checks/Physical. All employees of Contractor will be required to have a background check through references, past employment history, and fingerprinting. Employees and volunteers of Contractor will comply with Orange County Health Department requirements regarding health testing and immunizations. Contractor is to provide ongoing training and a minimum of quarterly training sessions regarding recreational programs and youth development. All employees are required to have First Aid and CPR training. Page 4 0 0 SECTION 13. Payment Schedule. Contractor shall maintain sufficient accounting records, timecards, and other documentation as deemed necessary in order to adequately document costs for the provisions of services under this Agreement. Contractor shall invoice City on a monthly basis for services rendered, not to exceed $91,820 annually. City shall pay the amount due to Contractor per the City's payment schedule. (July 1, 2007 - June 30, 2008) SECTION 14. Retention of Funds. City may withhold payment to Contractor to compensate City for any loss, cost, liability or damage suffered by City due to default of Contractor in the performance of services required. SECTION 15. Term of Agreement. This agreement shall be in effect for a period of twelve (12) months, beginning July 1, 2007, through June 2008. City reserves the right to terminate all services of Contractor at any time upon sixty (60) days written notice, or immediately upon breach of the Agreement. SECTION 16. Insurance and Indemnification. Contractor shall submit to the City: A certificate of general liability insurance naming the City as additional insured in the amount of $1,000,000 per occurrence; A liability endorsement form with reference to the above -listed liability insurance; Proof of workers' compensation insurance for all employees; Comprehensive automobile liability coverage for owned, hired and non -owned vehicles in the amount of $1,000,000 package coverage including bodily injury, property damage and uninsured motorist. Contractor shall indemnify, defend, and hold harmless the City and its officers and employees against all liabilities or claims of liability or loss (including reasonable attorney's fees, related costs and expenses) because of death, personal injury or property damage arising or resulting from the fault or negligence of Contractor in its operations under this Agreement. Page 5 • SECTION 17. Notice. E All notices shall be personally delivered or mailed to the below listed addresses, or to such other addresses as maybe designated by written notice. These addresses shall be used for delivery of service of process: To City: City of San Juan Capistrano 32400 Paseo Adelanto San Juan Capistrano, CA 92675 Attn: Community Services Director To Contractor: James Littlejohn, Executive Director Boys & Girls Clubs of Capistrano Valley 1 Via Positiva San Juan Capistrano, CA 92675 IN WITNESS WHEREOF, the parties have executed this Agreement the day and year first hereinabove written. CITY OF SAN JUAN CAPISTRANO By Sam Allevato, Mayor BOYS AND GIRLS CLUBS OF CAPISTRANO VALLEY Bv\ �� James Littlejohn, Executive irector ATTEST: Margaret R. Monahan, City Clerk APPROVED AS TO FORM: Oa a, 1,do, a � John R. Shaw, City Attorney WMNASIUM FEE SCHEIAE Effective July 07108 Category Priorit Classification 1/2 Gvm Full Gym Compliance De osit Category III Business and private sports camps Non -San Juan 10 that are not located in San Juan $65.00 $130.00 $300.00 Capistrano Capistrano using the gymnasium per hr. *' per hr. Residents & for profit use Businesses ATTACHMENT Damages are incorporated in agreement ** Uses for profit will be assessed an additional administrative charge of 50% Effective July 07108 1 City sponsored or co-sponsored -N/C- -N/C- None Category 5 events, leagues and programs. $27.00 $54.00 Required services groups which are per hour per our City Approved lease or agreement San Juan 2 such as the Negotiable Negotiable Negotiable x Capistrano 6 Boys ist Girls Club $38.00 $76.00 $200.00 Residents Programs conducted by Nationally per hour per hour &t recognized not for profit youth $54A0 Non -Profit 3 sport groups with open enrollment, eh Per r hour per hour $200.00 Organizations 7 which are established in San Juan perr hour perr hour $200.00 Capistrano San Juan Programs conducted by nationally Capistrano istrano recognized not for profit adult and $27.00 $54.00 Businesses 4 senior citizens sports groups with per hour per hour $200.00 & open enrollment, which are Non -San Juan established in San Tuan Capistrano Category III Business and private sports camps Non -San Juan 10 that are not located in San Juan $65.00 $130.00 $300.00 Capistrano Capistrano using the gymnasium per hr. *' per hr. Residents & for profit use Businesses ATTACHMENT Damages are incorporated in agreement ** Uses for profit will be assessed an additional administrative charge of 50% Effective July 07108 Not for profit community, 5 recreational, educational, public $27.00 $54.00 $200.00 services groups which are per hour per our established in San Juan Capistrano Club or invitational teams only, run 6 by nationally recognized youth $38.00 $76.00 $200.00 sport groups, which are established per hour per hour in San Juan Capistrano Category II Businesses and private school $ $ 7 located in San Juan Capistrano perr hour perr hour $200.00 usingthe nasium for profit San Juan Capistrano istrano Businesses and private sports $38.00 $76.00 Businesses 8 camps that are located in San Juan per hr." per hr "* $300.00 & Capistrano using the gym for profit Non -San Juan Not for profit Community, Capistrano Non- 9 Educational or Public Service $65.00 $130.00 $300.00 Profits groups which are not established in per hour per hour San Tuan Capistrano Category III Business and private sports camps Non -San Juan 10 that are not located in San Juan $65.00 $130.00 $300.00 Capistrano Capistrano using the gymnasium per hr. *' per hr. Residents & for profit use Businesses ATTACHMENT Damages are incorporated in agreement ** Uses for profit will be assessed an additional administrative charge of 50% Effective July 07108 Attachment 3