City Council Agenda Report
Meeting Date: April 2, 2024
From: Carlos Fandino, City Administrator
Department: City Administration
Submitted by: Diana Figueroa, Management Analyst
Subject
Amendment No. 1 to the Southeast Rio Vista Family YMCA Services Agreement Recommendation
A. Find that Amendment No. 1 to the Services Agreement with Southeast Rio Vista Family YMCA is exempt from the competitive bidding and selection process pursuant to Vernon Municipal Code Section 3.32.110(B)(3) where the best interests of the City are served by a direct award; B. Approve and authorize the City Administrator to execute Amendment No. 1 to the Services Agreement with Southeast Rio Vista Family YMCA for wellness programming memberships and wear and tear of YMCA facilities, equipment, and supplies, in substantially the same form as submitted, increasing the contract amount by $120,000 for a total not-to-exceed contract amount of $220,000 for the term of the Agreement; and
C. Approve a contribution to the Southeast Rio Vista Family YMCA to sponsor uniforms for local non-Vernon resident youth for one full year of participation in the organization’s sports recreation programs for an amount not-to-exceed $10,000 to be paid by the City on a reimbursement basis.
Background
Amendment No. 1 to the Southeast Rio Vista Family YMCA (the Y) Services Agreement, as per the direction of Council at its March 5, 2024 meeting, has been modified to incorporate a listing of specific items that may be eligible for funding under the “Wear and Tear” section in Fees and Costs (Exhibit A to the amendment); adds language to include City coverage of uniform expenses for Vernon residents; and a provision that requests that the Y recognize the City for its contributions by displaying a City logo or some other kind of visual recognition when feasible.
Additionally, staff has modified its recommendations to Council to include the approval of a contribution in the amount of $10,000 to the Y that will sponsor uniforms for local youth participation in the Y’s sports recreation programs which include its Los Angeles Clippers Basketball, Los Angeles Kings Ball Hockey, and Los Angeles Galaxy Soccer programs (Dodgers Dreamteam Baseball uniform costs are included with registration). The sponsorship is recommended as per the direction of Council at its March 5, 2024 meeting. Staff suggests that the sponsorship for uniforms for non-Vernon residents remain separate from the Y’s Services Agreement, as the Agreement is specifically geared toward wellness programming for City of Vernon households.
The implementation of programs that promote social, educational, and recreational well-being can empower people and help communities thrive. To make available to its residential population enrichment programs that are generally offered via Parks and Recreation organizations in traditional cities, the City Council approved a Services Agreement with the Y, a branch of the Metropolitan Los Angeles YMCA on February 4, 2020.
Upon the expiration of the initial Y Services Agreement, on February 2, 2023, the City Administrator approved and authorized a Services Agreement (Agreement) with the Y for three years in an amount of $100,000, with an effective date of February 4, 2023. Pursuant to Vernon Municipal Code (VMC) Section 3.32.110(B)(3), the City Administrator determined that the best interests of the City were served by a direct award.
Through its strategic partnership with the Y, a well-established nonprofit organization, the City has made an effort to address the wellness needs of the Vernon residential community. To ensure that the City sustains such programming for Vernon residents, staff is proposing an amendment to its existing Agreement with the Y to maintain no-cost access to valuable services.
Amendment No. 1 will accomplish the following:
• Add funds to the existing Agreement to subsidize annual memberships, class participation, sports programming, and swim lessons for all Vernon resident households. o In 2023, there was a significant surge in enrollment, with approximately 50 families (nearly 70% of the City’s population) with active Y memberships. With this increase, funds for the Y Agreement have depleted more rapidly than anticipated. • Provide a mechanism for the City to assist the Y in corrective maintenance of facilities and grounds, and the repair and replacement of essential equipment and supplies needed for the provision of programs and services.
o Presumably, the participation of Vernon families in activities offered at the Y increases wear and tear on the Y’s facilities, grounds, and equipment. It is, therefore, important that the City have the option to offer proportionate support to aid in the Y’s operational continuity.
The addition of funds in the amount of $120,000 proposed in Amendment No. 1 should be sufficient to cover Y membership and participation costs (including uniforms) for Vernon residents, to facilitate select maintenance and repairs, and to resupply specific equipment for the remainder of the Agreement term (which expires on February 2, 2026). Separately, a uniform sponsorship for non-Vernon resident participants for an amount up to $10,000 shall cover costs for approximately 350 youth athletes for the year.
Because of the Y’s proven reputation in the community, its unique programming offerings suitable for all ages, proximity to Vernon (the Southeast Rio Vista Y is about two miles from the City’s center), the large percentage of Vernon family memberships, and the City’s investment in the sports facilities at the Southeast Rio Vista Y location (a contribution of $75,000 toward the Maywood Park Dodgers Dreamfield), staff recommends that Council find that the additional funding proposed in Amendment No. 1 is in the best interests of the City, pursuant to VMC Section 3.32.110(B)(3). It is recommended that Council approve and authorize the City Administrator to execute Amendment No. 1 with the Y increasing the contract amount by $120,000. Contracts exceeding $100,000 shall be approved by Council, pursuant to VMC Section 3.32.030(B). The proposed Amendment No. 1 with the Y has been reviewed and approved as to form by the City Attorney's Office.
Fiscal Impact
The fiscal impact of the YMCA Services Agreement is not-to-exceed $220,000, including $120,000 for Amendment No. 1. The YMCA uniform sponsorship in an amount not-to-exceed $10,000 shall be an expense separate from the YMCA Services Agreement total. Sufficient funds are available in General Fund, Community Development Department, Professional Services - Other Account No. 011-010-160-529215, City Administration Department, Community Development Fund, for the current fiscal year and will be budgeted in subsequent years.
Attachments
1. Amendment No. 1 to the Southeast Rio Vista Family YMCA Services Agreement (Redline)
2. Amendment No. 1 to the Southeast Rio Vista Family YMCA Services Agreement