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HomeMy WebLinkAbout2010-061 MOU Parks-City FY 2010-2011 MEMORANDUM OF UNDERSTANDING CITY OF ASHLAND AND ASHLAND PARK AND RECREATION COMMISSION FY 2010-2011 Agreement made this ~ day of ~, 2010, between the City of Ashland ("City") and the Ashland Park and Recreation Commission ("Parks") and effective for the next adopted budget. RECITALS A. Local government 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 isa summary list of services provided between agencies for FY 2010-2011. 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. 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 2010-2011 : 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. 1- 2.2. Park Patrol - The City Police Department provides security patrols to Lithia and the outlying park areas during April - October. Parks pays 100% of salaries to a limit of $20,000. 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 2010-2011: 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 $182,396 annual limit. The following list identifies the . agreed upon services for FY 2010-2011: 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 2- building, including lawn area, shrubs, pruning, flower replacement, and irrigation scheduling and repairs as needed. (See 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. For FY 2010-2011, the fleet maintenance charge will be $227,000. 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, 2010, 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. :~ "6iae: -2- 010 Q-- ASHLAND PARKS AND RECREATION COMMISSION BY:~ . Title: 4S~~m C'_,^6..I(Z., Date: hj:Jl.9(.'o . , 3- FY 2010-2011 MOU Exhibit A DEPT/ORG FY 2010-2011 Method of SERVICE ACTIVITIESIT ASKS PROVIDER WHO PAYS AMOUNT Calculation All Administrative functions induding but not limited to Human Resources, Legal, City of Ashland - Recording, Treasury, Applicable Purchasing, Technology, Departments in Risk Management, Internal Service Prorated share Internal Services. General Facilities, etc. Divisions Parks $309.000 established in budget Accounting functions City of Ashland Prorated share induding but not limited Admin established in budget Internal Services - Finance to financial reporting, GL, Services/Finance included in internal & Accounting PR, AR. AP Department Parks Included above services charge Maintains Downtown Central Area Patrol Area Security Police Parks $51.000 Park Patrol Maintains Park Security Police Parks $20.000 City 01 Ashland Building maintenance Admin functions agreed upon Services/Finance Prorated share Facilities Maintenance annually Department Parks $44.000 established in budget Prorated share established in budget, Liability, Auto and Property Workers Compensation premiums & daims Insurance-Parks Insurance City of Ashland Parks $40.000 cost Workers Compensation Workers Compensation Paid with payroll per Insurance-Parks Insurance City of Ashland Parks As calculated state required rates City 01 Ashland Band Shelter Maintenance Parks Maintenance $4.800 Set amount Public Works- Airport Mowing Maintenance Parks Airport $4,285 Set amount Substation Mowing Maintenance Parks ElectJic $1.000 Set amount Substation, Fire Public Works- $151.796 lor grounds BoulevardIPlaza landscape and airport Street & Fire maintenance and Maintenance mowing Parks Dept $182.396 $30,600 for supplies Maintains Park Reet & Prorated share Fleet Maintenance Related Equipment City 01 Ashland . Parks $227.000 established in budget C:\DOCUME-1\shlpletd\LOCALS-1\Temp\xPGrpWise\MOU Exhibit A FY 2010.2011.xls IGA Svc Table 5/25120102:59 PM