Report Prepared by: Christopher Jensen, Director, Parks & Community Services
Title
SUBJECT: Consider Extending Current Lease Agreement for McCombs Youth Center with Boys and Girls Club of Merced County for Afterschool Youth Programming for a One Year Term with an Option to Extend an Additional One Year Term Next Year
REPORT IN BRIEF
The Boys and Girls Club of Merced County is requesting an extension of an existing lease of the McCombs Youth Center with the City of Merced. The current lease will be extended for this fiscal year with an option to extend next fiscal year. Lease terms also include an annual stipend of $34,999.92 for utilities, landscaping, janitorial or pest control. Anything above and beyond the allocated stipend will be billed to the leasing agency.
RECOMMENDATION
Recreation and Parks Commission- Adopt a motion:
A. Reviewing and recommending approval or denial of the extension request of the current Lease Agreement with Boys and Girls Club of Merced County for afterschool youth programming at the McCombs Youth Center for a one-year term with an option to extend the term for an additional one-year term next fiscal year.
Body
ALTERNATIVES
1. Approve as presented; or,
2. Approve, subject to other than recommended (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.
CITY COUNCIL PRIORITIES
As provided for in the 2022-23 Adopted Budget.
DISCUSSION
The City of Merced and the Boys and Girls Club of Merced County previously negotiated a lease for Fiscal Year 2022-2023 for use of the McCombs Youth Center for after school programming. The organization has requested an extension of the lease as allowed for in the current agreement approved by City Council in 2022-2023 Fiscal Year.
Facility Use and Other Terms: The McCombs Youth Center offers several amenities that are not available within other recreational facilities. The City hopes to maximize the low-cost programming that is offered to the community through leasing the facility to the Boys and Girls Club of Merced County. The Boys and Girls Club will have access to and responsibility for the McCombs Youth Center between the hours of 7:00 a.m. and 6:00 p.m. for a minimum of 2,800 hours. Coordination and responsibility for use between 6:00 p.m. and 7:00 a.m. will be provided by the City of Merced Parks and Community Services Department for a minimum of 600 hours.
The Boys and Girls Club will provide programming after school for students and families with limitations to private after school programs, care, and activities. In addition, Boys and Girls Club will look to infuse programming for students in non-traditional school settings during the school day as well (7:00 a.m. to 2:00 p.m.). The Boys and Girls Club will offer summer camps to students and families throughout the City in a location that is easily accessible to families in South Merced.
The Boys and Girls Club will report program efforts on a quarterly basis to the Parks and Community Services Department which will be shared with the Recreation Commission and, if requested, City Council, on a quarterly basis. Lessee yearly performance measures will be shared with Council in consideration of any request to extend the lease. Specifics of the report can be found in the Lease Agreement, page 15, under “Communication”.
Per Council direction, this lease would be extended and secured for one additional fiscal year and will be considered for an additional extension by Council at the end next fiscal year should Boys and Girls Club of Merced County request an extension at that time.
IMPACT ON CITY RESOURCES
Annually, the City of Merced is responsible for offsetting utilities, repairs, and maintenance expenses for this facility not to exceed $34,999.92. This is limited to a $2,916.66 allowance per month. Funding is available within the Fiscal Year 2022-23 budget for this expense in Measure Y 20% Parks and Recreation account 20044000-511012.
Lessee and other leasing entities will be responsible to pay the costs of the monthly facility maintenance charges (i.e., utilities, landscaping, janitorial or pest control) of this facility that exceeds the $2,916.66 per month or $34,999.92 per year.
ATTACHMENTS
1. 22-23 McCombs Youth Center Lease Agreement.
2. Mid-Year Activity Report
3. 3rd Quarter Activity Report