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2011-057-1450 - Agreement with the YMCA City of Miami Gardens Agenda Cover Memo Council Meeting Date: April 13, 2011 Item Type: (Enter X in box) Resolution Ordinance Other X Fiscal Impact: (Enter X in box) Yes No Ordinance Reading: (Enter X in box) 1st Reading 2nd Reading X Public Hearing: (Enter X in box) Yes No Yes No X Funding Source: N/A Advertising Requirement: (Enter X in box) Yes No X Contract/P.O. Required: (Enter X in box) Yes No RFP/RFQ/Bid #: X ITB#0809035 Strategic Plan Related (Enter X in box) Yes No Strategic Plan Priority Area: Enhance Organizational Bus. & Economic Dev Public Safety Quality of Education Qual. of Life & City Image Communcation Strategic Plan Obj./Strategy: (list the specific objective/strategy this item will address) N/A X Sponsor Name Dr. Danny Crew, City Manager Department: Parks and Recreation Short Title: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS, FLORIDA AUTHORIZING THE CITY MANAGER AND CITY ATTORNEY TO NEGOTIATE AND EXECUTE AN AGREEMENT WITH THE YMCA TO OPERATE THE SUMMER CAMP AND AFTER SCHOOL PROGRAMS AT DESIGNATED CITY PARKS FOR THE 2011 FISCAL YEAR; PROVIDING FOR THE ADOPTION OF REPRESENTATIONS; PROVIDING AN EFFECTIVE DATE. Staff Summary: Background The City’s Parks and Recreation Department provides a series of recreational programming for youth ages 5-15 as part of the services offered to City residents. One particular program is Summer Camp. The Parks’ Summer Camp programming runs from June thru August. The City has run Summer Camp programming for the past 6 years and currently serves an average of 500 of youth. The City’s Summer Camp programming includes activities such as field trips, special guests, swimming, tutoring, lunch & snacks. ITEM K-10) CONSENT AGENDA RESOLUTION Agreement with the YMCA 1515 NW 167 Street, Building 5 Suite 200 Miami Gardens, Florida 33169 The per child fee to participate in Summer Camp is $45 per week, plus a $10 registration fee. However as with other programs, this one runs at a deficit. The projected net expense to the City for the current fiscal year is $251,693. Current Situation Staff has discussed with Council the significant budget shortfall which the City is currently facing. This condition has caused an intensive analysis of current services offered and identification of alternative methods to either generate increased revenue or reduce expenses. As indicated above, the Summer Camp program runs a deficit of approximately $250,000 annually. To address this deficit condition, City Staff met with representatives of the YMCA (Young Men’s Christian Association) to discuss their operating the Summer Camp programming on behalf of the City. The YMCA would be responsible for the entire program, simply utilizing the City’s park facilities out of which to operate and service the participants. Below is a comparison of services and program fees between the City and the YMCA. Program Information City Parks & Rec. YMCA # of camp sites 10 minimum of 9 (City would run grant funded teen camp‐Bennet Lifter) # of children 505 500 at a minimum (based on building capacity and demand) Length of Program 9 Weeks 10 Weeks Weekly fee per participant $45 + $10 registration fee $110 (sliding fee scale based on need) + $20 registration fee Accept Child Development Services Subsidy program? Yes Yes Fee includes lunch, snack, 14 field trips, 9 swimming trips, teachers, special guests lunch, an average of 10 field trips including swimming (some with an additional fee), special guests Net expense to the City ($251,693.00) 0 Staffing hiring of 48 summer personnel refer summer personnel to YMCA for application process Registration start date 11‐Apr Pending Council & YMCA Board approval‐late April Registration Site Parks & Rec Admin Office, Betty T. Ferguson Recreational Complex YMCA site or at camp fac ility 1515 NW 167 Street, Building 5 Suite 200 Miami Gardens, Florida 33169 The proposed resolution would authorize the City Manager to enter into an agreement with the YMCA to operate Summer Camp programming on designated City Parks. This agreement would be at no cost to the City, but will instead yield a net savings of $251,693 for the current fiscal year. It should be noted that City Staff is in discussions with the YMCA staff about the possibility of operating the After School Programming at designated City Parks as well. Therefore, this resolution also seeks Council approval to authorize the City Manager to execute the necessary agreement with the YMCA for their operation of the City’s After School Programming. . Proposed Action: That the City Council approve the resolution and authorize the City Manager to execute an agreement with the YMCA to operate the Summer Camp Program and After School Program at designated City Parks for the 2011 Fiscal Year. Attachment: