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16-0822_BOYS & GIRLS CLUBS OF CAPISTRANO VALEY_Memorandum of UnderstandingMEMORANDUM OF UNDERSTANDING This Memorandum of Understanding ("MOU') is entered into this 22nd day of August, 2016, by and between the CITY OF SAN JUAN CAPISTRANO ("City'i), and the BOYS & GIRLS CLUBS OF CAPISTRANO VALLEY, a non-profit corporation ("Clubs"). REGITALS: WHEREAS, the City and Clubs entered into a real property lease dated June 1, 1999 ("Master Leasehold Agreement") providing for the lease of City land to the Clubs and the Clubs' construction of the Clubs Facility; and subsequently modified the lease on March 6,2007 extending its term lor 25 years from March 6, 2007; and WHEREAS, the City and the Clubs entered into a Personal Services Agreement dated August 7, 2012 ("Personal Services Agreement") to provide an Afterschool Recreation Program ("Program") for youth at the Boys and Girls Clubs of Capistrano Valley; and subsequently amended the Personal Services Agreement on November 5, 2013 (First Amendment), and on June 21, 2016 (Second Amendment), to extend the term to June 30, 2018; and WHEREAS, pursuant to Section 7 of the Personal Services Agreement, the Clubs may use the City gymnasium as part of the Program, and are responsible for continual maintenance of the gymnasium restroom according to Clubs' business hours; and WHEREAS, the Clubs members currently share the gymnasium restrooms with the public; and WHEREAS, initially there was little overlap between use of the gymnasium restrooms by the public and Clubs members, but increased use of the restrooms by both the Clubs members and the public has increased interaction between the groups and raised safety concerns for the children; and WHEREAS, approximately eight (8) years ago, a plan was developed to remodel the gymnasium restrooms to create a separation of use, but the general economic downturn during that period prevented finding funds for the restroom project; and WHEREAS, the Clubs now have the funding needed to complete the restroom project, which is estimated to cost $100,000; and WHEREAS, on May 3, 2016, the City Council formally accepted the Clubs' donation of services and supplies necessary to complete the restroom project and directed the Clubs and the City to develop an agreement clarifying roles and responsibilities of the parties associated with the restroom project and ongoing restroom maintenance; and 1 61 147.01300U891667 5.1 WHEREAS, the Clubs and the City desire to responsibilities associated with the restroom project maintenance. establish the roles and and ongoing restroom NOW, THEREFORE, BE IT RESOLVED BETWEEN THE CITY AND THE CLUBS AS FOLLOWS: Section 1 . Scope of Work. Clubs shall remodel or cause to be remodeled the gymnasium restrooms to add two (2) toilets each in both the men's and women's restrooms; prevent overlap in use by separating users of the public restrooms from the Clubs members; and update the fixtures and finishes in the restrooms; as set forth in Exhibit A ("Restroom Project"). Mr. Ken Friess shall act as the Construction Manager and oversee the Restroom Project work. Clubs shall construct the Restroom Project in the manner and according to the terms and conditions specified herein. Clubs shall construct the Restroom Project for the permitted use herein, subject to prior receipt of applicable City permits and plans. Minor, technical deviations between the plans and specifications and in field construction activity shall not be deemed to constitute a breach of this MOU. However, Clubs shall insure that it will coordinate with its contractor and City staff to insure that the final construction is satisfactorily consistent with Clubs' plans and specifications for the Restroom Project. The Restroom Project shall be constructed in accordance with all valid laws, ordinances, regulations and orders of all federal, state, county, or local governmental agencies or entities having jurisdiction over the Premises, as defined in the Master Leasehold Agreement, as amended, including City, provided however, that any structure or other improvement erected on the Premises, including the Restroom Project, shall be deemed to have been constructed in full compliance with all such valid laws, ordinances, regulations, and orders when a valid final certificate of occupancy entitling Clubs to occupy and use the structure or other improvement has been duly issued by the Building Department of the City. All work performed on the Premises pursuant to this MOU or authorized by this MOU shall be done in a good, quality manner and only with new materials of good quality and high standard. Section 2. Equipment and Supplies. Clubs shall provide all services and supplies necessary to for the Restroom Project and shall pay all expenses associated with the Restroom Project. Section 3. Duration 2 6 1 147. 0 1 300\289 t66.Ì 5. I The Restroom Project is expected to last approximately three (3) months. The Restroom Project shall begin by October 3,2016, and be completed by December 30, 2016. Section 4. Portable Restrooms Throughout the duration of the Restroom Project, the Clubs will provide a sufficient number of V|P-style portable restrooms to support expected use by the public and the Clubs members. Each VIP-style portable restroom will include a built-in sink, soap dispenser and hand towel dispenser, larger interiors than standard portable restrooms. The VIP-style portable restrooms shall be placed in the vicinity of the common gymnasium and club entrance by softball diamond. Clubs shall maintain the hygiene and preserve the integrity of the V|P-style portable restrooms, including, but not limited to, ensuring that all V|P-style portable restrooms are cleaned and serviced weekly. Section 5. Use of Upqraded Restroom Facilities. Following completion of the Restroom Project, the gymnasium restrooms designated for public use will be locked during the Clubs' hours of operation and Clubs members will use the upgraded restrooms designated for use by the Clubs, which will not be accessible by the public. Clubs shall, on a continual basis according to the Clubs' business hours, maintain the hygiene and preserve the integrity of the upgraded gymnasium restrooms designated for use by the Clubs members. The City shall maintain the hygiene and preserve the integrity of the upgraded restroom facilities designated for use by the public. Section 6. lnsurance and lndemnification Clubs 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 a A liability endorsement form with reference to the above-listed liability insurance; Proof of workers' compensatíon insurance for all employees in the amount required by state law; 3 61 147.01300\289t667 s.t a Comprehensive automobile liability coverage for owned, hired and non-ownèd vehicles in the amount of $1,000,000 package coverage including bodily injury, property damage and uninsured motorist. Clubs shall indemnify, defend, and hold harmless the City and its officers and employees against all liabilities or claims of liability or loss (including reasonable attorney's fees, related costs and expenses) because of death, personal injury or property damage arising or resulting from the fault or negligence of Clubs in its actions or activities under this MOU. Section 7. Term and Termination. This MOU shall remain in full force and effect until mutually rescinded or amended by the parties. ln the event of a default in the performance of obligations under this MOU, the parties agree that there shall be an informal meet and confer process wherein there shall be an informal communication between the parties as to perceived default and how the default shall be resolved. lf the matter is not resolved within ten (10) calendar days or such extended period of time as agreed to by the parties, formal redress of a default shall be governed by Section 5 of the Master Leasehold Agreement. lN WITNESS THEREOF, the parties hereto have executed this Memorandum of Understanding on the day and year first written above. CITY OF SAN JUAN NO By: nager BOYS & GIRLS CLUB OF CAPISTRANO VALLEY By: James Littlejohn, Executive D APPROVED AS TO FORM S. City Attorney 4 61 147.01300\2891667 5.t inger Exhibit A Existing Restroom Plan and New Restroom Plan 61 147.01300U89166'1 5.1 BO Y S & GI R L S CL U B I CO M M U N I T Y CENT.ER RT M O D E L . . I t ,' l I I '¡I I ,-ffi lig+$¡;ì \-Þ*1".7 *<tlÞz BOYS AND GIßLS CLUBS OF.CAPISTBÀNO VALLEY *ONE FOSTITIVA WAY s^N sAN C^PtSTn^ñ, CA T-r INFO å TITTEPROJECT DATA v-1HR ISK M. ffi rHR)fs I Mdiddm or Fñ sÞhútd ldidbS@Mr Íuln PUiP€¡ 2z¡'lo1& ?{DESCRIPTION OF WORK + DIVDE RESNOOMS TO ÞROVDE SEPARAE RESNOOMS FOR COMMUN CENTER/GYMNASIUI * RELOCATE EXISTNG ÀND ADD Nry fOLEf ROOM F m s^Np^Nùrt¡!^þ, ü ø^ARCHÍTECTUR.Ê NUNNSHEET INDEX L¡R4ruOACfftu^ñf VI C 1 N I T Y MA P BU I L D I N G CO D E S i 2o r 3 I zo r ¡ t: o n 12 0 r 3 di f o ú l ¿ F d l d h s @ c di f o m ¡ å El d d Cd . @¡ b m i ¡ Pl m b i q hc Cd i r . m i ! 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