HomeMy WebLinkAbout2012-045 MOU - Parks Commission FY2012-13 MEMORANDUM OF UNDERSTANDING
CITY OF ASHLAND AND ASHLAND PARK AND RECREATION COMMISSION
FY 2012-2013
Agreement made this _20th_ day of_March_, 2012, between the City of Ashland ("City") and the
Ashland Park and Recreation Commission ("Parks") are effective for the next adopted budget.
RECITALS
A. Local govemment may enter into agreements for the performance of any and all functions
and activities that any party to the agreement, its assigned personnel or agents have authority to
perform.
B. City and Parks have successfully shared the cost of operations and staff at various levels
including the use, operation and maintenance of facilities, landscaping, accounting and repair work for
many years and desire to share resources and work collaboratively to jointly maintain and manage
facilities, grounds and cooperatively provide services.
C. City and Parks desire to formalize their commitment by entering into this agreement in the
spirit of cooperation and with the understanding that the facilities and grounds shared and maintained
and service provided will be done to provide cost savings and economies of scale to both parties.
D. Attached as Exhibit A is a summary list of services provided between agencies for
FY 2012-2013.
E. City and Parks may agree to provide other services to one another, or to cost share other
services, as part of this agreement without prior revision. Changes in identified services, service
levels, payment for services and additional services will be agreed upon administratively and in writing
in advance of providing the service. The specifics of such.changes will be addressed in the next
revision of this agreement if warranted.
The City and Parks agree:
1. Internal Services. The City provides Parks with administrative services via the Central Service,
Insurance Service, Equipment funds and Facilities Division. These services include Administration
and oversight, Legal, Human Resources, Risk Management, Budgeting, Purchasing, Accounting &
Financial Reporting, Computer and Telephone Technology, Facilities Maintenance and other services
as needed. The listed services are annually calculated and allocated based upon estimated benefit
received to all departments of the City and Parks is charged their prorated share. Specific accounting
tasks transferred to the City and responsibilities are identified in Exhibit.C.
2. Other Services and Staff. Services are routinely provided between the City and Parks to meet
various needs on an ongoing and sometimes on an ad hoc basis. Unless otherwise indicated, these
services are treated as revenue and expenses in the budget in the General Fund and Parks and
Recreation Fund on a monthly basis. The following list identifies the agreed upon services for FY
2009-2010:
2.1. Central Area Patrol - The City Police Department provides security patrols to Lithia Park,
Plaza area and the City is reimbursed by Parks for 50% actual wages to a cap of $51,000.
FY2013 MOU 2-10-2012 Draft
2.2. Park Patrol - The City Police Department provides security patrols to Lithia and the outlying
Park areas during April — October and is reimbursed by Parks at 50% to a limit of $30,000. The
Police Department provides the equipment.
3. Facilities and Structures. Services are routinely provided between the City and Parks to meet
various needs on an ongoing and sometimes on an ad hoc basis. The following list identifies the
agreed upon services for FY 2012-2013:
3.1. Community Center & Pioneer Hall — The City reimburses Parks on maintenance and
repair costs for agreed upon work. Parks provides all custodial labor and supplies for the
Community Center and Pioneer Hall; handles small repairs such as fixing faucets, drapery
hanging, and landscaping such as planting flowers, weed control, and shrub pruning. Parks
also handles all scheduling and coordination for the buildings. In return, Parks receives and
keeps all rental revenues from the facilities. All capital improvements such as roof repair,
painting, and floor refinishing and replacement are the responsibility of the City.
3.2. Band Shelter- The City pays the Parks for maintaining and repairing the shelter as
needed within the budgeted $4,800 ($1,200 per quarter). Maintenance involved at the band
shell including cleaning and setting of park benches; cleaning the stage and storage areas.
Parks is responsible for all landscaping in the band shell area. All capital repairs including
painting, electrical, doors, and structural work are responsibility of the City.
3.3. The Grove - Parks coordinates access to the building and schedules. The City provides
maintenance and repair work. Revenues for events accrue to Parks but some costs may be
shared between agencies to minimize the impact.
4. Landscaping and Grounds Maintenance. Services are routinely provided to the City by Parks to
meet various needs on an ongoing and sometimes on an ad hoc basis. These services are treated as
revenue and expense between funds with a $197,000 annual limit that can be adjusted overtime. The
following list identifies the agreed upon services for FY 2012-2013:
4.1. The Plaza & Downtown Entry Areas — The City pays Parks to maintain lawns and plants
in the Plaza and entry areas to downtown. Parks provides all landscaping and irrigation
maintenance at The Plaza, north entry, downtown. This includes all plant pruning, weeding,
flower replacement and minimal tree pruning for visibility and safety, turf mowing and care,
irrigation scheduling and testing repair as necessary. Any capital repairs such as planter
replacement, complete removal, and large structural pruning of downtown trees is the
responsibility of the City.
4.2. Siskiyou Boulevard & Ashland Street - The City pays Parks to maintain the plants and
mow grass on these streets. Parks is responsible for all mowing, edging, fertilizing of turf, weed
control in beds, pruning and replacement of occasional shrubs, litter pickup on a routine basis,
and flowers replanted according to season, as well as irrigation scheduling and repairs as
needed. Any major rework or complete change will be the responsibility of the City.
4.3. Airport - The City pays Parks to mow the grass at the airport. Parks is responsible for
mowing areas around runway, taxi-way and hangar facility, as well as landscaping around FBO
FY2013 MOU 2-10-2012 Draft
building, including lawn area, shrubs, pruning, flower replacement, and irrigation scheduling
and repairs as needed. (See Exhibit B - map)
4.4. Substations - The City pays Parks to mow grass at substations. At the substation on North
Mountain Avenue the City pays Parks to maintain shrubs, control weeds, and irrigation
scheduling and repairs as needed.
5. Fleet Maintenance. The City will provide fleet maintenance and repair for Parks and charge for
services in a manner consistent with City Departments. Fleet operations overhead will be allocated to
Parks in a prorated share based upon number and type of vehicles/equipment to be maintained and
shared benefit of the Division. City will accept Parks employees dedicated to their shop program. City
will maintain transferred positions for at least one year and employ transferred employees for as long
as it is feasible based upon operations, budget and performance.
6. Other Services. The City and Parks will, on occasion, need to trade services or share costs and
any sharing of expenses or potential-payment of fees for those services will be negotiated at that time.
7. Length of Agreement. The term of this Agreement shall commence on July 1, 2012, and continue
for a period of one year. It will automatically renew on an annual basis unless terminated by either
party per this section. The City and Parks shall periodically review this Agreement and modify it as
they mutually agree to be appropriate during the year. Changes in services and/or responsibility for
costs or revenues will be agreed upon annually as part of the budget process prior to a proposed
budget is submitted to the Budget Committee. Changes to the proposed services may be done during
the budget process with mutual agreement.
8. Termination. Neither party may terminate this Agreement for a breach by the other party without
first providing the other party written notice of the specific nature of the alleged breach and a
reasonable opportunity to cure the breach. A reasonable opportunity to cure the breach shall be 30
days or such other lesser or greater time as is appropriate given the nature of the breach and the time
necessary to cure it. Annual renewal of this agreement will occur unless either party provides written
notice during the budget process but no later than 60 days prior to the start of a fiscal year.
CITY OF ASHLAND ASHLAND PARKS AND RECREATION
COMMISSION
By: / By:
Title: itle:
Date: _
Date:—Vx/2019
FY2013 MOU 2-10-2012 Draft
FY 2012-2013 MOU Exhibit A
DEPTIORG FY 2011.2012 Method of
SERVICE I ACTMTIESlrASKS PROVIDER WHO PAYS AMOUNT i Calculation
I
All Administrative
(functions including but not
limited to Human
Resources,Legal, I City of Ashland-
Recording,Treasury, Applicable
Purchasing,Technology, Departments in
Risk Management, Internal Service I Prorated share
Internal Services-General Facilities,etc. Divisions Parks $340,000 established in budget
Accounting functions '
;including but not limited toi City of Ashland i Prorated share
financial reporting;GL, ( . Admin established in budget
Internal Services-Finance PR,AR,AP-See Exhibit j Services/Finance included in internal
&Accounting C Department- Parks Included above services charge
Maintains Downtown
Central Area Patrol Area Security Police I Parks $51,000
Park Patrol I Maintains Park Security I Police Parks $30,000 Set amount
City of Ashland
Building maintenance Admin
functions agreed upon Services/Finance - Prorated share
Facilities Maintenance annually_ Department I Parks $45,000 established in budget
Prorated share
established in budget,
Liability,Auto and Property Workers Compensation I premiums&claims
Insurance-Parks ! Insurance City of Ashland I Parks $40,000 cost.
Workers Compensation I Paid with payroll per
Insurance-Parks I Workers Compensation I City of Ashland I Parks As calculated state required rates
_...�.:_ a -- ' -- - ---
1
City of
Ashland
Band Shelter Maintenance Parks Maintenance $4,800 Set amount
Public Works-I
Airport Mowing I— Maintenance _ ( Airport $4,300 Set amount
Substation Mowing Maintenance Parks I Electric $1,000 Set amount
I
i
Substation, Fire i I Public Works-W Grounds
Boulevard[Plaza landsca P a and airport Street&Fire maintenance,
Maintenance T mowing ( Parks , Dept I _ $197,000 including supplies
-- Maintains Park Fleet& '
Fleet Maintenance Related Equipment .I City of Ashland Parks $204,000 TBD
I I I
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City of Ashland
Accounting and Finance Services Provided to Ashland Park Commission
Exhibit C
1 OF 4
NOTE:
Only accounting processing and necessary tasks have been transferred and are paid for.
Responsibility for the audit,financial report, audit comments,responses to the auditor comments and
_ any other managerial issues remain with the Parks Director,consistent with those required of the City
Administrator. The City Finance Department is a resource to Parks but cannot assume managerial or
audit responsibilities for Parks Management.
If,in the normal performance of accounting tasks or while processing accounting documents, City staff
observes errors and/or documents that raise questions, Finance Mangement will contact Parks Manage-
ment for clarification or action.
Parks Management retains the responsibility to oversee, manage,train and review the work and
processes in their areas,performed by their staff and volunteers, including,but not limited to:
1 Cash handling and documentation
2 Data input
3 Software selection, use, updates and processing
4 Internal controls and risk management
5 Security of assets.
TASKS TO BE PERFORMED BY FINANCE:
Ongoing:
All accounts payable: pay invoices,vendor maintenance
All payroll: bi-weekly payroll, employee input and maintenance, payroll payables,quarterly taxes and reports
Manage Youth Activity Levy fund(revenues and contractual transfers to Ashland School District)
Other duties as assigned
Daily: _.
Deposits(Park Office,Community Centers, Nature Center)
Spreadsheet updates: Daily cash,Oak Knoll, Daniel Meyer Pool, Ice Rink
Bi-Weekly:
Oak Knoll:calculate Golf Pro payment for daily receipts(payable through ap)
Monthly:
Oak Knoll:calculate Golf Pro payment for annual memberships (payable through ap)
Journal entries:
Revenues for Oak Knoll, Pool, Ice Rink,Tax turnovers(from City)
City internal charges(central services, insurance,fuel,warehouse, misc.ap invoices paid through City)
Interest allocation from City
Balance Park to City cash(checks issued,cash receipts, clearings)
Financial statements and Eden detail reports to Park Admin. Group:.
Park combined statements
Financials by department(Oak Knoll,Community Centers, Nature Center, Senior Center)
Quarterly
InvoiccefBilling:
City(Siskiyou Blvd and other City area maintenance)
Ashland School District(Nature Center school programs, grounds maintenance(if applicable))
Ashland Community Hospital(grounds maintenance) ,
Misc. items as requested from Park staff
Payroll quarterly tax reports,workers comp reports,and all regulatory items as needed
C:\Documents and Settings\shipletd\Local Settings\Temporary Internet Files\Content.Outlook\63KU614S\MOU Exhibit C
City-Parks Accounting 3-20-2012.xls
3/14/2012 -
City of Ashland '
Accounting and Finance Services Provided to Ashland Park Commission
Exhibit C
2OF4
Quarterly-continued
Journal entries: .
Personal service allocation from Youth Activity Levy to Recreation Division
Equipment replacement from Park and Goff Divisions to Capital Improvement Fund
Transfer from Park Fund to Capital Improvement Fund
Annual
Event statements and record keeping(Bike Swap,4th of July Run, Mt Ashland Run)
Youth Activity Levy materials and service allocations to Recreation Division
PERS annual reports,W2s, 1099s
Budget
Audit
CAFR
COLAs
Gas tax refund application
GFOA award application
C:\Documents and Settings\shipletd\Local Settings\Temporary Internet Files\Content.Outlook\63KU614S\MOU Exhibit C
City-Parks Accounting 3-20-2012.xis
3/14/2012
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