Report Prepared by: Christopher Jensen, Director of Parks and Community Services
Title
SUBJECT: Report on the Existing Facility Use Agreement Process and Terms of Lease Agreements
REPORT IN BRIEF
Staff to provide a report on the existing facility use process and request direction on the terms of lease agreements that support programming in youth centers.
RECOMMENDATION
Provide staff direction on the terms of facility use agreements established to facilitate programs and services offered in City operated youth centers.
Body
AUTHORITY
Merced City Charter Section 200, Powers.
CITY COUNCIL PRIORITIES
FY 2022/23 Goals& Priorities, Parks & Recreation- Provide greater access to alternative recreation options & improved facility coordination to maximize activities & space.
DISCUSSION
At the request of the City Council, staff are providing an overview of the current facility use agreement process that supports leasing youth centers to community groups dedicated to providing afterschool programs, community supports and or school break camps that meet community needs and interests.
Parks and Community Services oversees programming at four youth centers: McCombs, Stephen Leonard, McNamara, and 27th & K Street. Facility use at these centers is carried out through lease agreements with local nonprofits and government partners that respond to a Request for Interest (RFI) and apply to provide services and programs that meet the needs and interests of the local community.
Staff will provide an overview of departmental and lease agreement changes that support council’s direction for more transparency, accountability, and equitable use of youth centers. Staff are asking for council’s direction on either continuing the established lease agreement terms of 1-year guaranteed with an option to extend for an additional 2-years based on annual performance reviews or to modify the existing terms and revise to a 1-year term with no option to extend based on performance without releasing another RFI.
IMPACT ON CITY RESOURCES
Current practice of 1-year lease agreements with the option to extend allows for accurate measurements to be taken and considered when looking to lease facilities. Moving to a 1-year maximum and therefore an annual RFI process will require more staff time dedicated to releasing and reviewing applicants and going into contract with vendors annually which may include moving vendors out of facilities regularly. This could lead to a reduction in the amount of time dedicated to programming within the youth centers due to potential annual turnover.
ATTACHMENTS
1. Facility Use Update presentation
2. Reporting Requirements for Lessee’s
3. Parks & Community Service Training Catalogue