Report Prepared by: Christopher Jensen, Director, Parks & Community Services
Title
SUBJECT: Approval of Fiscal Year 2024-2025 Lease and Service Agreements for Use of the Central (27th & K Street), McCombs and McNamara Youth Centers by the Current Youth Service Providers for Fiscal Year 2024/2025 as Recommended by the Recreation and Parks Commission
REPORT IN BRIEF
Considers approving the Recreation and Parks Commission recommendation to extend contracted Youth Service Provider’s use of City owned youth centers for one additional year (FY24/25). Each center is currently in contract for use by Youth Service Providers and each provider has expressed an interest in renewing their agreement for fiscal year 24/25.
RECOMMENDATION
City Council - Adopt a motion:
A. Approving a lease agreement with Boys and Girls Club of Merced County & revising the contribution of $35,000 to $25,000 for use of McCombs Youth Center; and,
B. Approving a service agreement with Restorative Justice League for use of the Central Youth Center; and,
C. Approving a service agreement with Challenged Family Resource Center for use of the Central Youth Center; and,
D. Approving a service agreement with LifeLine CDC for use of McNamara Youth Center; and,
E. Authorizing the Finance Officer to make the necessary budget adjustments; and,
F. Authorizing the City Manager to execute the necessary documents.
Body
ALTERNATIVES
1. Approve as recommended by Recreation & Parks Commission; or,
2. Approve, subject to other than recommended by Recreation & Parks Commission (identify specific findings and/or conditions amended to be addressed in the motion); or,
3. Deny; or,
4. Refer to staff for consideration of specific items (specific items to be addressed in the motion);
AUTHORITY
Charter of the City of Merced, Section 200.
DISCUSSION
City Council has requested that City-owned Youth Centers be contracted to outside youth serving organizations to ensure cost effective, diversified youth programming across various geographic locations in Merced. The structure used to facilitate these arrangements come in the form of lease agreements or service agreements. City Council has provided direction that service/lease agreements should be considered on a year-to-year basis with the potential for agreement extensions for no more than three consecutive years, based on performance and as recommended by the Recreation & Parks Commission.
To ensure the Recreation & Parks Commission makes the most informed recommendations possible each youth service provider is given quarterly activity reports to complete and provide to the Recreation & Parks Commission. In addition, Commissioners are escorted through each youth center on field site visits to see facilities, staff, and services firsthand.
City Council receives recommendations from the Recreation and Parks Commission to suggest either extension or termination of current agreements, based on service provider’s progress. These recommendations are considered by City Council for an ultimate decision on facility use. To have service/lease agreements prepared for the preceding fiscal year, the Recreation & Parks Commission reviews the performance of each contracted provider in the third quarter to ensure their recommendation is ready for Councils consideration in June.
Currently the youth centers are contracted to the following entities:
• Central Youth Center- Restorative Justice League & Challenged Family Resource Center
• McCombs Youth Center- Boys & Girls Club of Merced County
• McNamara Youth Center- LifeLine CDC
Each service/lease agreement is supported by an annual allocation of $7,500 to assist with the cost of utility billing to help keep costs to users low. Historically the lease agreement with the Boys and Girls Club of Merced has allocated $35,000. As part of the recommended City Managers budget, this amount is being reduced to $25,000 for fiscal year 24/25. Staff reached out to the Director of the Boys and Girls Club about the reduction in funding for FY 24/25. The Director agreed to the new amount.
The current service/lease agreement cycle was initiated in the 2022/2023 fiscal year. Fiscal year 2024/2025 will conclude the current 3-year agreement cycle. Request For Interest (RFI’s) will be opened for all available City-owned youth centers in the spring of 2025, reopening the opportunity for any qualifying outside organization to apply to use City youth centers for programming.
IMPACT ON CITY RESOURCES
Each Youth Center is budgeted for a shared expense of $7,500. The agreement for use of McCombs Youth Center is being budgeted for $25,000 for fiscal year 24/25, a $10,000 reduced allocation. These expenses are currently budgeted in the proposed 24/25 City Managers budget.
ATTACHMENTS
1. Restorative Justice League Service Agreement
2. Boys and Girls Club of Merced County Lease Agreement
3. Challenged Family Resource Center Service Agreement
4. LifeLine CDC Service Agreement