Loading...
HomeMy WebLinkAboutRES2024-062 Boys and Girls Club MOASponsored by: Sorensen CITY OF SEWARD, ALASKA RESOLUTION 2024-062 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, AUTHORIZING THE CITY MANAGER TO ENTER INTO AN AGREEMENT WITH THE BOYS & GIRLS CLUB OF THE KENAI PENINSULA IN THE AMOUNT OF $170,000 AND APPROPRIATING FUNDS WHEREAS, the Seward Parks and Recreation Department is responsible for organizing and coordinating various recreational programs for individuals of all ages within the City of Seward; and WHEREAS, quality youth programs and services are essential to the health and well-being of Seward youth and families; and WHEREAS, the Boys & Girls Club has the expertise and: ex f nceato provide such services and is willing to do so in accordance with the terms anddconditipnsbf thisfggreement; and WHEREAS, the Boys & Girls Club is willing to continue responsibilitf for providing activities for elementary -aged children. NOW, THEREFORE, BE IT RESOLVED BY THE CIT`t,UNtIL OITHE CITY OF SEWARD, ALASKA, that: t <, Section 1. In consideration of the mutual covenants, conditions, and agreements set forth herein, the City Manager is hereby authorized to approve the attached agreement between Seward Parks & Recreation and the Boys & Girls Club of the Kenai Peninsula effective January 1, 2025. Section 2. Funding in the amount of $170,000 annually for this contract will come from the Parks & Recreation Contracted Services account 01000-1430-7009. Section 3. This resolution shall take effect immediately upon adoption. PASSED AND APPROVED by the City Council of the City of Seward, Alaska this 16th day of December 2024. THE CITY OF SEWARD, ALASKA Sue McClure, Mayor CITY OF SEWARD, ALASKA RESOLUTION 2024-062 Page 2 of 2 AYES: Barnwell, Crites, Osenga, Wells, McClure NOES: Warner ABSENT: Finch ABSTAIN: None ATTEST: Kurtz ting City Clerk (City Seal) 1 Meeting Date: To: Through: From: Subject: City Council Agenda Statement November 12, 2024 City Council Kat Sorensen, City Manager Melanie Hauze, Director of Parks and Recreation Resolution 2024-XXX: Authorizing the City Manager to Enter into an Agreement with the Boys & Girls Club of the Kenai Peninsula in the Amount of $170,000 and Appropriating Funds Background and justification: The Boys & Girls Club provides a safe, positive, and engaging environment, focused on helping young people reach their full potential. Since 2020, the Boys & Girls Club of the Kenai Peninsula has operated out of the Teen Youth Center and the Teen Rec Room located on the middle level of the Community Center building at 336 Third Ave. Under the current agreement the City of Seward contributes $185,000 per year, plus an annual sponsorship of $25,000 to the Boys & Girls Club. The proposed agreement would reduce the contribution amount to $170,000 and eliminate the annual $25,000 sponsorship. While the proposed changes involve a reduction in funding, this also represents an opportunity for the Boys & Girls Club to refocus and strengthen their mission within the community by prioritizing the needs of younger children and collaborating with Parks and Recreation who will focus on activities for teens and community events. The Boys & Girls Club will continue to operate on the middle level of the Community Center and accommodate children aged 5 to 12 years old. The Boys & Girls Club will provide youth programs, including out -of -school activities, at least five days per week, for elementary -aged students. Boys & Girls Club will also provide periodic and seasonal programs including but not limited to afterschool, winter, spring break, summer camps, and day camps for in-service days and parent -teacher conferences. Continuing operations for the Boys & Girls Club on the middle level of the building will allow Parks and Recreation to use the lower level of the Community Center to enhance their programming, focusing on teen activities and community events. This will enhance each organization's focus by narrowing the age groups served. The Boys & Girls Club will concentrate on delivering tailored programs that meets the specific needs of younger children. The reallocation of space allows for better integration of teen activities and community events, fostering a collaborative environment for all age groups. Adjusting the budget and operational model will provide a more sustainable framework for the Boys & Girls Club, enabling them to continue serving youth despite current staffing challenges. While the proposed changes involve a reduction in funding, this also represents an opportunity for the Boys & Girls Club to refocus and strengthen their mission within the community. By prioritizing the needs of younger children and collaborating with Parks and Recreation, the Boys and Girls Club can continue to offer valuable programs. Comprehensive and Strategic Plan Consistency Information This legislation is consistent with (citation listed): Comprehensive Plan: 3.6.1 Improve, expand, and diversify year-round parks and recreational opportunities for residents and visitors. Strategic Plan: Other: Certification of Funds Total amount of funds listed in this legislation: $ 0 This legislation (✓): Creates revenue in the amount of: Creates expenditure in amount of: Creates a savings in the amount of: Has no fiscal impact Funds are (✓): X $ $ $ Budgeted Line item(s): 01000-1430-7009 Not budgeted Not applicable Affected Fund (✓): General Boat Harbor Motor Pool X Available Fund Balance SMIC Parking Other Electric Water Boys & Girls Club $ Wastewater Healthcare Note: amounts are unaudited Finance Director Signature: 5'U ` 4 • Yes Attorney Signature: Not applicable Comments: Administration Recommendation X Adopt Resolution Other: Memorandum of Agreement between Seward Parks & Recreation and Boys & Girls Club THIS MEMORANDUM OF AGREEMENT ("Agreement") is entered into on the 15t of January, 2025, by and between Seward Parks & Recreation Department ("SPRD") and the Boys & Girls Clubs of the Kenai Peninsula ("BGCKP"). WHEREAS, SPRD is responsible for organizing and coordinating various recreational programs for individuals of all ages within the City of Seward ("City") and; WHEREAS, quality youth programs and services are essential to the health and well-being of Seward youth and families, and; WHEREAS, BGCKP has the expertise and experience to provide such services and is willing to do so in accordance with the terms and conditions of this Agreement; NOW, THEREFORE, in consideration of the mutual covenants, conditions, promises, and agreements set forth herein, it is agreed by and between SPRD and BGCKP as follows: SPRD OBLIGATIONS: 1. Payment. SPRD shall pay BGCKP $170,000 annually for all services under this Agreement, billed monthly. 2. Facilities. SPRD shall provide BGCKP with dedicated space to operate programs. According to this Agreement, the space to be used by BGCKP shall be the -facility known as the middle level facility located at 336 3rd Ave, Seward, AK 99664. SPRD shall be responsible for: a. Utilities b. Maintenance and repair c. Internet 3. Management. SPRD shall cooperate with BGCKP on program implementation and evaluation. Collaborate activities with Sports and Recreation. BGCKP OBLIGATIONS: 1. BGCKP shall develop and provide comprehensive youth programs for Seward youth ages *5 —12 years of age (*5-year-olds as developmentally appropriate and at BGCKP's discretion), including Out -of -School -Time activities for at least five days per week and three hours per day (4.5 hours on KPBSD early release days) for elementary -age students. BGCKP shall provide periodic and seasonal programs to include but not be limited to afterschool, winter, spring break, summer camps, and day camps for in-service and P/T conferences. 2. Eligibility & Costs. BGCKP can charge a fee for participation in any programs and services it provides. BGCKP shall make a substantial portion of its programs or facilities available at little or no cost to Seward families with demonstrated need. Although basic membership fees may be required for many Seward residents, participation in BGCKP programs shall not be denied solely on the basis of financial hardship. 3. Facilities. BGCKP shall operate programs at the facility. Any modifications and/or alterations to the Facilities are subject to approval by SPRD. 4. Supplies. BGCKP shall furnish operating supplies and materials at its own expense. 5. Staffing. BGCKP shall maintain adequate staffing (1:20 ratio) to manage and facilitate programs year- round, including at least one full-time employee. 6. Reporting. BGCKP shall provide SPRD monthly, quarterly and annual reports in the following format: Monthly Attendance Report a. Weekly attendance numbers b. Number of staff/volunteers c. Summary of programming Quarterly Reports a. Number of participants served b. Description of programs/activities offered c. Number of participants receiving scholarship funds d. A summary of the impact on the target population, e.g., community indicators, customer feedback, staff observations, etc. Annual Reports a. Annual summary of quarterly metrics b. Lessons learned based on reported impacts and what, if any, changes will be enacted in response to those outcomes. c. Program revenues and costs, including memberships, staffing, operations, etc. 7. Promotion. BGCKP shall cooperate with SPRD to recognize this partnership and funding publicly. Such recognition may include press releases, photos, social media posts, and facility/equipment signage. TERM. This Agreement shall begin on the 15t of January, 2025, and for the duration of 1 year with the option to renew on a year-to-year basis unless terminated as provided below. TERMINATION. This Agreement may be terminated by either party without cause upon 30 days' written notice to the other party. In the event of termination, all finished or unfinished documents, reports, or other material or work of BGCKP pursuant to this Agreement shall be submitted to SPRD, and BGC shall be entitled to just and equitable compensation on a prorated basis for any Satisfying work was completed prior to the date of termination. COMPLIANCE WITH LAWS. BGCKP shall be familiar with and at all times comply with and observe all applicable federal, state, and local laws, ordinances, rules, regulations, and executive orders, all applicable safety orders, all orders or decrees of administrative agencies, courts, or other legally constituted authorities having jurisdiction or authority over BGCKP, the City, or the service which may be in effect now or during the performance of the services. The contractor shall have a Seward and State of Alaska Business License. INDEMNITY. BGCKP shall indemnify, defend, hold, and save the City, its officers, agents, and employees harmless from any claims or liability of any nature or kind, including costs and expenses (including attorneys' fees), for or on account of any and all legal actions or claims of any character whatsoever alleged to have resulted from injuries or damages sustained by any person or persons or property (including contract rights or intangible assets) and arising from, or in connection with, performance of this Agreement, and caused in whole or in part by any negligent act or omission of BGC; provided, however, that this paragraph shall not be construed so as to require indemnification of the City from such claims, damages, losses, or expenses caused by or resulting from the sole negligence of the City. INSURANCE. BGCKP understands that no City insurance coverage, including Workers' Compensation, is extended to BGCKP. BGCKP shall at all times maintain adequate (commercially reasonable coverage levels) insurance covering Workers' Compensation, general commercial liability, automobile liability, and property damage, including a contractual liability endorsement covering the liability created or assumed under this Agreement. BGCKP shall not commence work under this Agreement or any work on any phase of the Project until BGCKP provides the City with certificates of insurance evidencing that all required insurance has been obtained. These insurance policies and any extension or renewals thereof must contain the following provisions or endorsements: a. City is named as an additional insured for all liability coverages, b. City will be given thirty (30) days prior notice of cancellation or material alteration of any of the insurance policies, c. The insurer waives all rights of subrogation against the City of Seward and its employees or elected officials, d. Any deductibles or exclusions in coverage will be assumed by BGCKP for the account of and at the sole risk of BGCKP, The minimum amounts for each type of insurance shall be no Tess than the following: a. Commercial General Liability Insurance on an "occurrence basis" with limits of liability not less than $ 1 Million per occurrence and $1 Million aggregate combined single limit, personal injury, bodily injury, and property damage, b. Motor Vehicle Liability Insurance for all owned, hired, and non -owned vehicles, including no-fault coverage with limits of liability of not less than $1 Million per occurrence combined with single -limit bodily injury and property damage, c. Workers Compensation as required by Alaska law, AS 23.30.045 and regulations adopted thereunder, Upon request, BGCKP shall permit the City to examine any of the insurance policies specified herein. The minimum amount and types of insurance provided by BGCKP shall be subject to review, and The City may request revisions in order to provide continuously throughout the term of the Agreement on a level of protection consistent with sound business practice and accepted standards of the industry. EQUAL EMPLOYMENT OPPORTUNITY. BGCKP shall not discriminate against any volunteer, employee, or applicant for employment because of race, religion, color, national origin, or because of age, physical handicap, sex, marital status, change in marital status, pregnancy, or parenthood when the reasonable demands of the position do not require distinction based on age, physical handicap, sex, marital status, changes in marital status, pregnancy, or parenthood. BGCKP shall take affirmative action required by law to ensure that applicants are employed and that employees are treated during employment without regard to their race, color, religion, national origin, ancestry, age, or marital status. IN WITNESS THEREOF, the parties have executed this Agreement: City of Seward Representative BGCKP Representative 10/29/2024 Date Date Attest: City Clerk Representative City Seal