TO: Mayor and City Council
FROM: Philippe Eskandar, City Manager
BY: Cathi Johnson, Community Services Director
DATE: June 12, 2024
SUBJECT: AUTHORIZE THE CITY MANAGER TO EXECUTE AN
ADDENDUM TO THE POOL USE AGREEMENT BETWEEN
THE CITY AND THE SAN MARINO UNIFIED SCHOOL
DISTRICT
STRATEGIC PLAN CRITICAL SUCCESS FACTORS
Engaged and Connected Residents
Efficient, Responsive, and Effective City Services
Safe Community
Fiscally Responsible and Transparent City Government
BACKGROUND
In 2019, the City Council approved of a pool use agreement between the City and the San Marino Unified School District (SMUSD) for July 1, 2019, to June 30, 2024. The purpose of this agreement is to allow the City use of the High School pool to provide a summer aquatics program for patrons of all ages.
DISCUSSION
In August 2023, staff reached out to SMUSD to begin negotiating a new contract, as the City has full intentions of continuing to offer a summer aquatics program in the years to come. The City’s goal was to negotiate another multi-year contract; however, SMUSD shared that they prefer not to do so as they plan on doing a fee study to ensure appropriate fees are being charged. Thus, staff negotiated an addendum to the existing contract for the latter half of summer (July and August).
Steven W. Huang, DDS, Mayor
Gretchen Shepherd Romey, Vice Mayor
Tony Chou, Council Member
Calvin Lo, Council Member
Steve Talt, Council Member
Both the City and SMUSD agree to the following terms:
1. Term and Payment:
a. Extend the term of the original agreement set to expire June 30, 2024, through August 15, 2024.
b. Payment for the extended term (which accounts for the shared maintenance and operational costs – no change from the existing agreement) is $7,245.47, due by August 14, 2024.
2. Schedule:
a. SMUSD Special Education pool use: June 3, 2024, through June 28, 2024, Monday, Wednesday, and Friday from 8:00 a.m.- 9:30 a.m.
b. PTAffiliates pool use: June 10, 2024, through July 19, 2024, Monday through Thursday from 1:00 p.m.- 4:00 p.m.
3. Additional Services:
The City will provide lifeguarding services in the month of June for SMUSD’s Special Education Swim program from 8:00 a.m. to 9:30 a.m.. This program takes place Monday, Wednesday, and Friday in June for a total of 12 days, or 18 hours. SMUSD agrees to pay the direct costs associated with lifeguarding services, or $1,455.99. This is the fully burdened cost of one (1) Recreation Supervisor and two (2) Lifeguards for each day of the program.
Today, staff asks that the City Council authorize the City Manager to execute an addendum to the existing pool use agreement consistent with the terms described above, with final language subject to the City Manager and City Attorney approval.
FISCAL IMPACT & PROCUREMENT REVIEW
The Department’s FY 2024-25 proposed budget includes sufficient funds in Account No. 101-61-4324-0000, Facility Rental, to cover the cost of renting the pool.
Additional hours for staff are not needed to provide lifeguarding services for SMUSD’s Special Education Swim program, as the City has historically had access to the pool for programming during that time frame, thus hours are already included in the budget.
Procurement review is not applicable.
LEGAL REVIEW
The City Attorney's office has reviewed and approved as to form.
RECOMMENDATION
Staff recommends the Council authorize the City Manager to execute an addendum to the existing pool use agreement with San Marino Unified School District consistent with the terms described in the staff report, with final language subject to the City Manager and City Attorney approval. If the City Council concurs with staff’s recommendation, an appropriate motion would be:
“I move to authorize the City Manager to execute an addendum to the existing pool use agreement with San Marino Unified School District consistent with the terms described in the staff report, with final language subject to the City Manager and City Attorney approval.”
ATTACHMENTS
1. Agreement for Use of the San Marino High School Pool with the City of San Marino