HomeMy WebLinkAbout2012/09/18 Item 07CITY COUNCIL
AGENDA STATEMENT
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-"~~ CHULA VISTA
SEPTEMBER 18, 2012, Item~_
ITEM TITLE: RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
CHULA VISTA APPROVING A MEMORANDUM OF
UNDERSTANDING BETWEEN THE CITY AND THE
CHULA VISTA YOUTH SPORTS COUNCIL FOR THE
PROVISION OF ENHANCED PARK" AINTENANCE
SERVICES
SUBMITTED BY: DIRECTOR OF PUBLIC WORKS
DIRECTOR OF LIBRARY & REC N
REVIEWED BY: CITY MANAGER S'T' ~ TS
ASSISTANT CITY MANAGER 5 j
4/STHS VOTE: YES ~ NO ~X
SUMMARY
City Council approved a Memorandum of Understanding (MOU) between the City and the
Chula Vista Youth Sports Council (YSC) on November 15, 2011. The MOU identified
each party's intentions for the provision of supplemental athletic field maintenance in
designated City parks, and how those supplemental services would be provided and funded.
The initial MOU carried a term of approximately seven months, and expired on June 3Q
2012. The City and the YSC have mutually agreed to enter into another MOU with a term
of twelve (12) months. With one exception, the new MOU contains the same provisions as
the initial understanding.
ENVIRONMENTAL REVIEW
The Environmental Review Coordinator has reviewed the proposed activity for compliance
with the California Environmental Quality Act (CEQA) and has determined that the activity,
approval of an MOU for the provision of enhanced park maintenance services, is not a
"Project" as defined tinder Section 15378 (b)(4) of the State CEQA Guidelines because it
does not involve a physical change to the environment; therefore, pursuant to Section
15060(c)(3) of the State CEQA Guidelines the activity is not subject to CEQA. Thus, no
environmental review is necessary.
RECOMMENDATION
City Council adopt the resolution
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SEPTEMBER 18, 2012, Item 7
Page 2 of 4
BOARDS/COMMISSION RECOMMENDATION
At their meeting on August 16, 2012, the Parks & Recreation Commission reviewed the
proposed MOU, and voted unanimously to recommend that the City Council approve the
new MOU. An excerpt from the August 16 meeting minutes is attached as item "A."
DISCUSSION
On November 15, 2011, the City Council approved a Memorandum of Understanding
between the City and the Youth Sports Council for the provision of enhanced parks
maintenance services. That MOU expired on June 30, 2012, and City staff and the YSC are
recommending the approval of a new MOU, which contains the same provisions and
conditions as the initial MOU, with one change regarding the volunteer labor "buy-out"
provision. The proposed MOU is attached as item "B." The new MOU would have a term
of 12 months. An MOU between the organizations was originally motivated primarily as a
way to provide additional maintenance to the athletic fields in City parks, which were
deteriorating due to a combination of reduced maintenance and heavy usage. The reduced
maintenance levels were a direct result of severe budget reductions, and were negatively
impacting the YSC member-organization's ability to conduct their programs and activities.
Maintenance budgets have not improved, and demand for fields has increased, so there is a
desire to renew the MOU in an effort to keep fields in the best possible playing condition.
The new MOU identifies the YSC's intent to continue to provide both monetary donations
and volunteer labor to allow for enhanced maintenance. Monetary donations would
continue to be designated for athletic field maintenance exclusively, and would be accepted
by the City and placed in anon-interest bearing deposit account with the City. Expendihires
from that account would continue to require the approval of a designated member of the
Youth Sports Council, most likely the Treasurer or the President. Volunteer labor would
continue to be provided through the Youth Sports Council member organizations,
performing specified work normally done by paid City staff, thus allowing that staff to
devote an equal amount of time to desired supplemental maintenance duties.
The Youth Sports Council membership, at their regular meeting on August 9, 2012, voted to
endorse and support the new MOU, and to authorize the President of the Youth Sports
Council to sign the new MOU on the YSC's behalf. An excerpt from the meeting notes of
the August 9 YSC meeting is attached as item "C."
Monetary donations from the Youth Sports Council members would continue to be $11 per
registration (each participant, each season), as was specified in the initial MOU. The City
and the Youth Sports Council did take into account that many organizations provide
scholarships/financial assistance to families in need, and the fees charged by each individual
organization would be adjusted accordingly to cover the cost of those scholarships.
Donations would not be requested from families requiring financial assistance.
The primary focus of the labor to be provided by the Youth Sports Council through the use
of volunteers would continue to consist of picking up trash, and pulling trash can liners on
weekends, specifically on Sunday evenings in designated City parks. Other duties could
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SEPTEMBER 18, 2012, Item_~_
Page 3 of 4
include painting graffiti removal, and minor maintenance. The Youth Sports Council has
estimated that if each parent participated in the program, it would amount to a commitment
of several hours one day per year. However, the YSC has acknowledged that not all parents
would be willing or able to provide hands-on labor, so a "buy-out" provision continues to be
an option in the proposed MOU. A family not able or willing to provide labor would be
able to simply donate $15 per participant/organization/year, which in him would be utilized
to offset City staff costs for providing the same service. The initial MOU had specified that
the buy-out donation would be $15/participanUseason, but the City and YSC subsequently
agreed to make it an annual donation rather than seasonal. Both the City and the YSC
acknowledged that this adjustment would reduce the amount of total donations, resulting in
fewer supplemental services, but understood the advantage of easing the burden of increased
costs to participants.
The understanding as proposed does not mandate or require any donation, and simply
identifies services that could be provided if donations were received._However, the YSC,
through its member organizations, did provide both donations and labor during the term of
the initial MOU, and there is every indication that they would continue to do so during the
term of the proposed new understanding. Both parties fully understand the desirability for
the supplemental services, and the potential ramifications of not providing those services.
There is also a great deal of flexibility intentionally built into the agreement's structure:
Specific services can be discussed between the YSC and the City at any time. If a
service is not needed or warranted, or if another service is identified as a higher priority,
the donated monies can be used to provide those services upon mutual consent.
The use of a deposit account provides the ability to carry donated funds between fiscal
years, and allows funds to accumulate if they are not used any particular year.
Since mid-November of 2011, when the initial MOU was approved, the organizations in the
Youth Sports Council have donated $41,567, and have been providing volunteer labor crews
on a consistent basis, primarily providing trash management at six selected park locations.
These volunteer efforts have allowed City parks maintenance staff to provide supplemental
services to enhance the condition of the parks. Specifically, they have allowed staff to
aerate and apply fertilizer to most playing fields, and have supplemented an irrigation crew's
efforts to maximize the effectiveness of imgation systems on the fields that were fertilized.
Monetary donations have provided for additional fertilizer and supplemental water, which
go hand in hand for optimum results. The combination of these services will provide for
healthier turf that will be better able to withstand heavy use.
DECISION MAKER CONFLICTS
No Property within 500 feet
Staff has reviewed the property holdings of the City Council and has found no property
holdings within 500 feet of the boundaries of the property, which is the subject of this
action.
CURRENT YEAR FISCAL IMPACT
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SEPTEMBER 18, 2012, Item
Page 4 of 4
Other than some incidental costs involved in the maintenance of a deposit account, and
the processing of donations, requisitions and warrants, there would be no direct fiscal
impact to the general fund as a result of the approval of an agreement. All funds donated
by the YSC would be specifically designated for supplemental athletic field maintenance,
and donated funds would be held in a deposit account. Service and/or material
expenditures would be taken directly from that account.
ONGOING FISCAL IMPACT
Other than the items listed above, there is no ongoing fiscal impact to the general fund as
a result of an approved agreement.
ATTACHMENTS:
"A" -Excerpt from the August 16, 2012 meeting minutes of the Parks & Recreation
Commission
"B" -Proposed MOU between the City and the Youth Sports Council
"C" -Excerpt from the August 9, 2012 meeting notes of the Chula Vista Youth Sports
Council
Prepared by ~ John Gates, Principal Recreation Manager, Recreation Department
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ATTACHMENT "&"
Parks and Recreation Commission Meeting -August 1 b, 2012 2
The Commission thanked Mr. Twohey for his report.
3. a. Approval of March 15, 2012 Meeting Minutes -MSC Garza/Buddingh to
approve meeting minutes with Chambers abstained because of his absence from the
meeting.
b. Approval of May 17, 2012 Meeting Minutes -MSC Gerace/Vogel to approve
meeting minutes with Garza abstained because of his absence from the meeting.
c. Approval of MOU between the Youth Sports Council and City of Chula Vista - Mr.
Gates, Principal Recreation Manager reported That Recreation and Public Works were
proposing a new MOU to the City Council to renew the agreement with the YSC that
expired on June 30, 2012. Mr. Gates reported that everything in the Agreement
remains the same and that The YSC continues assisting Public Works with trash
maintenance of parks. The YSC approved the agreement at Their August 9, 201 2
meeting with one minor change as listed:
Section 3.2 Other Donation (Page 2-3 of MOU):
Current Language: Participants will also be offered the option to "opt out" of the
volunteer labor commitment by making an "in lieu" donation in the amount of fifteen
dollars ($1 5.00) per participant, per sport, per season.
Recommended Language: Participants will also be offered the option to "opt out" of the
volunteer labor commitment by making an "in lieu" donation in the amount of fifteen
dollars ($15.00) per participant, per t organization, per season year.
MSC Garza/Vogel to approve MOU between the Youth Sports Council and City of
Chula Vista with recommended language
MSC Garza/Buddingh to move item 4b (Park Concessions Information) out of order
and be heard prior to Action Items 3d and 3e.
4b. Park Concession Information (Rick Rylas) - Mr. Ryals reported that The City has been
working on ways to make facilities self-sufficient. Mr. Ryals also noted that Lauclerbach
Center pays for itself because of public private partnership it has with the vendor that is
situated at the center. Mr. Ryals Talked about the American Legion at Eucalyptus Park and
donation which is being used for Eucalyptus Park; Rohr Park which is utilized for dog shows,
etc would be a great area to have a concessionaire, and is working with Public Works &
Recreation to inventory parks and special events. Next step would be to develop an RFP
and return to the commission with proposal. Mr. Ryals shared that the concessionaire would
not compete with little league groups or clubs that are already in place.
Discussion held about monies raised by concessionaire to remain in parks facilities and not
go to general fund to fund other city departments.
The Commission thanked Mr. Ryals for his report.
7-5
Attachment B
-D-R-A-F-T-
Au ug st 27TH, 2012
MEMORANDUM OF UNDERSTANDING
REGARDING SPORTS FIELD MAINTENANCE
This MEMORANDUM OF UNDERSTANDING REGARDING SPORTS
FIELD MAINTENANCE ("MOU") is made and entered into effective as of September
18, 2012'`T '' ' ` ~""' ("Effective Date") by and between the Chula Vista Youth
Sports Council, an unincorporated non profit association ("YSC") and the City of Chula
Vista, a chartered municipal corporation ("City").
1. Purpose and Scope. The purpose of this NIOU is to establish terms and
conditions upon which YSC and City shall cooperate to provide current levels of City
sports field maintenance ("Base Level Maintenance") and supplemental levels of City
sports field maintenance ("Supplemental Maintenance"), as more particularly described
on Exhibit A attached hereto, with respect to approximately 88.5 acres of athletic fields
throughout the City of Chula Vista ("City Sports Fields"), as more particularly described
on Exhibit B attached hereto. Such maintenance shall be provided through a combination
of (a) City funding, materials and labor resources; and (b) funds, materials, and labor
donated by YSC, YSC membership, and other recruited YSC volunteers.
2. Term. The term of this MOU shall commence on the Effective Date and
expire on June 30, 2013, unless extended by written agreement between the parties, or
terminated by either party as provided herein. This MOU maybe terminated by either
party (a) "with cause" upon 5 days prior written notice with a l0.day opportunity to cure,
or (b), without cause, in either party's sole discretion, upon 60 days prior written notice.
If the parties agree, the City Manager is authorized to extend the term of the agreement
past June 30, 2013, in order to allow for the expenditure of any collected but unspent
funds on Supplemental Maintenance.
Responsibilities of YSC.
3.1 Monetar~Donations. In order to assist with the funding of
Supplemental Maintenance to City Sports Fields, YSC has offered to collect donations
from participants in each and every YSC sports program at the time of registration for
any program commencing during any portion of the term of this MOU in the amount of
eleven dollars ($11.00) per participant, per sport, per season. Any and all such monetary
donations collected shall be delivered by YSC to City to be deposited and used by City
exclusively for Supplemental Maintenance, all as more specifically provided in Section 4
hereof, below. Cit~acknowled~es and agrees that one or more YSC oreanizations may
adopt a scholarship program whereby up to 20% of leaeue participants maybe granted a
donation abatement.
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3.2 Other Donations. YSC has also offered to solicit and make
available to City for purposes of providing Supplemental Maintenance (a) "in-kind"
donations of fertilizer, and/or other supplies, subject to City approved specifications; and
(b) volunteer labor, subject to City oversight. The intent is to acquire sufficient volunteer
labor resources to allow for the full implementation of the "YSC Volunteer Work Crew"
responsibilities outlined in Exhibit A. Accordingly, YSC intends to solicit volunteer
labor commitments from participants in each and every YSC sports program at the time
of registration for any program commencing during any portion of the term of this MOU.
Participants will also be offered the option to "opt out" of the volunteer labor
commitment by making an "in lieu" donation in the amount of fifteen fear-tees dollazs
($a-4 l 5.00) per participant, per organization spent, per year. sees. As with the
donations provided for in Section 3.1, above, any and all such monetary donations
collected shall be delivered by YSC to City to be deposited and used by City exclusively
for Supplemental Maintenance, all as more specifically provided in Section 4 hereof,
below.
3 3 City Additional Insured Stahis YSC member oreanizations shall
continue to maintain City required insurance that names City as an additional insured in
accordance with existing requirements. To the extent necessar~practica] such
insurance shall be expanded to cover YSC member volunteer maintenance activities
provided in this MOU. YSC agrees to coordinate same.
Responsibilities of City.
4.1 Base Level Maintenance. During the term of this MOU, subject
only to any City required adjustments based on funding availability for FY 2012~/13~,
City shall continue to provide Base Level Maintenance to City' Sports Fields.
4.2 Supplemental Maintenance. Subject to, and in proportion to, the
receipt from YSC of monetary donation, in-kind donations, and/or volunteer labor as
provided in Section 3, above, City shall manage and provide Supplemental Maintenance
to City Sports Fields. The commencement date, frequency and scope of such services
shall be determined by the timing, type and amounts of donations received and through
ongoing work program meetings between YSC and City.
4.3 Handling of Monetary Donations. City shall establish anon-
interest bearing deposit account that will be maintained exclusively for monetazy
donations from YSC for purposes of providing Supplemental Maintenance under the
terms of this MOU. All expenditures from the deposit account shall be pre-authorized
by a designated representative from the Youth Sports Council. Said authorization shall
be in the form of countersigned Requisitions and/or Requests for Payment. City shall
provide YSC with monthly reports of deposit account activity, including deposits and
expenditures. Should this MOU be terminated by either party as provided in Section 2
hereof, or naturally expire, unless the term is extended as provided in Section 2, or
otherwise by written agreement between the parties, any unused balance in the deposit
account will be returned to YSC within 60 days of the final termination date.
7-7 2
5. Responsibilities of Both Parties. Throughout the term of this MOU, City
and YSC agree to meet and confer from time to time, but not less than twice during the
term, to discuss the details of the Supplemental Maintenance work program and to
coordinate the receipt of donated materials/money/labor and the provision of
Supplemental Maintenance services. City and YSC acknowledge that Supplemental
Maintenance service levels are directly tied to the amount and type of donations, and that
services levels will vary accordingly. City and YSC also acknowledge that Supplemental
Maintenance services will be provided subsequent to the receipt of an adequate amount
of donations. In the event monies or other resources are collected that allow for services
above and beyond that provided in the Supplemental Maintenance program, the parties
will meet and confer to determine the use of such monies for related projects or services.
6. General Provisions.
6.1 Amendments. Either party may request changes to this MOU.
Any changes, modifications, revisions, or amendments to this MOU which are mutually
agreed upon by and between the parties to this MOU shall be incorporated by written
instrument, and effective when executed and signed by all parties.
6.2 Authority. Each party represents that it has frill right, power and
authority to execute this MOU and to perform its obligations hereunder, without the need
for any further action under its governing instruments, and that the parties executing this
MOU on behalf of such party are duly authorized agents with authority to do so.
6.3 Exhibits. All exhibits referred to herein are attached hereto and
incorporated herein by reference.
6.4 Entirety of Agreement. This MOU represents the entire and
integrated agreement between the parties and supersedes all prior negotiations,
representations and agreements, whether written or oral.
6.5 Further Assurances. The parties agree to perform such further acts
and to execute and deliver such additional documents and instruments as maybe
reasonably required in order to carry out the provisions of this MOU and the intentions of
the parties.
6.6 Notices. Notice to either party shall be in writing and either
personally delivered or sent by certified mail, return receipt requested, addressed to the
party to be notified at the address specified herein. Any such notice shall be deemed
received on the date of personal delivery to the party (or such party's authorized
representative) or three (3) business days after deposit in the U.S. Mail, as the case may
be.
YSC Contact Person and Address for Notice:
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Mark Bickerstaff, President~~c~.nm~;
Chula Vista Youth Sports Council
840 Duncan Ranch Road
Chula Vista, CA 91914
Tel: 619.504.9395
Sdelitel8(c~r,yahoo.com
City Contact Person and Address for Notice:
Rick Hopkins, City Engineer and Director of Public Works
276 Fourth Avenue
Chula Vista, CA 91910
Tel: 619.409.5873
Email: rhopkins(a chulavistaca.gov
6.7 No Representation ReQardin~ Tax Deductibility. _City has made,
and makes, no statement, representation or warranty regarding the tax deductibility, for
federal or state law purposes, of any donations to the City contemplated by this MOU.
YSC, and any other party making any donation to City, should consult with their own
qualified tax advisors on such matters.
6.8. No Imposed Fees. YSC acknowledges and agrees that the
donation program contemplated by this MOU is voluntary, and that City has not imposed,
or mandated the collection of, either through this MOU or otherwise, any fees with
respect to YSC, or any participants in YSC sports programs.
6.9. Dispute Resolution. In the event of any dispute between the
parties with respect to this MOU, the parties agree to attempt to resolve the dispute
through a mutually agreed upon third party mediator. Each party shall bear its own costs
in mediation.
6.10 No Third Party Beneficiaries. There are no other parties to this
MOU, express or implied, direct or indirect. City and YSC acknowledge that it is not
their intent to create any third party beneficiaies to this MOU.
{Next Page is Signature Page]
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SIGNATURE PAGE TO MEMORANDUM OF UNDERSTANDING
REGARDING SPORTS FIELD MAINTENANCE
IN WITNESS WHEREOF, the parties to this MOU through their duly authorized
representatives have executed this MOU and certify that, as of the Effective Date first
written above, they have read, understood, and agreed to the terms and conditions set
forth herein.
Chula Vista Youth Sports Council
[Print Name and Title]
Signature
City of Chula Vista
Jim Sandoval, City Manager
Attest:
Donna Norris, City Clerk
Approved as to Form:
Glen R. Googins, City Attorney
7-10
Exhibit A
Description of Existing and Supplemental Maintenance Programs
1. Current City "Base Level" Program for Sports Field Maintenance
Mowing of turf:
--Summer: every week
--Winter: every 4 weeks
Edging, weed eating, blowing:
--Summer: every 2 week
--Winter: every 4 weeks
Restrooms -cleaned daily
Trash -Mondays & Fridays -Limited to trash cans and litter removal to support
mowing
Weed/rodent control - as budget allows/very limited
Irrigation repair - as required
Field Management Report -issued 2 times per year
NOTE: Program does not currently include: fertilizing, dethatching,
aerating, verti-cutting, replacing sod/adding soil amendments.
2. Supplemental Program for Sports Field Maintenance
A. City "contract out" services, to be provided using YSC
donated monies to pay third-party contractors:
--Weed/pest control
--Water increase
-- Dethatching
B. City Crew Services, to be provided at not cost provided that
YSC Work Crew Services are provided (below) in order to free up City crew
time::
--Aerate fields with tractor
--Verticut fields with tractor -
--Apply fertilizer
C. YSC Volunteer Work Crew services, to be provided by YSC
volunteers:
7-11
Summer Program:
--Trash removal, trash cans/litter control -every Sunday late
afternoon/evening, in parks to be identified by parties in work program
meetings, with a minimum of 30 volunteers for 2 to 3 hours
Winter Program:
--Trash removal, trash cans/litter control -every Sunday late
aftemoon/evening, in parks to be identified by parties in work program
meetings, with a minimum of 30 volunteers for 2 to 3 hours
--Shelter painting/graffiti removal, as needed
--Minor Maintenance - scope to be defined
D. Additional Projects if Surplus Funds are Available:
--Sod Replacement
--Field Consultant
--Soil Amendments,
--Increased watering and fertilization,
--Other special projects to be identified by the parties.
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Exhibit B
List of Sports Fields
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All Seasons 1825 Magdelena Ave. 7.5 1.0 1
Bonita Long Canyon 1745 Coltridge Lane 5 2.0 1
Chula Vista Community 1060Eastlake Parkway 14.9 4.8 6
Cottonwood 1778 East Palomar Street 6.6 2.8 3
Discovery Park 700 Buena Vista Way 20.4 4.4 7
Eucalyptus Park 4th Ave and C Street 20.9 2.6 3
Rancho Del Rey Prkwy & Novella
Explorer st. 5.6 1.7 1
Greg Rogers Park PVLL 1189 Oleander Ave 20.37 4.3 6
Harborside 670 Oxford st. 5.2 1.4 1
Harvest 1550 East Palomar 6.8 2.7 1
Heritage 1381 Palomar Street 10.1 1.5 1
Hilltop 780 Hilltop Drive 9.3 0.4 1
Horizon 970 E Palomar 5.3 1.8 2
Lauderbach 333 Oxford Street 3.9 0.7 1
Los Ninos 150 Teal Street 5.1 1.6 2
MacKenzie Creek 2275 MacKenzie Creek Rd. 6.8 0.9 2
Marisol Park 916 Rancho Del Rey Parkway 5 1.2 1
Menzel Fields 100 Block Fifth Ave. 4 1.3 2
Montevalle 840 Duncan Ranch Road 29 5.8 4
Mt. San Miguel 2335 Paseo Vera Cruz 19 4.6 3
Otay 1613 Albany Ave. 4.2 1.9 2
Paseo Del Rey 750 Paseo Del Rey 4 0.3 1
Rienstra Ballfields Max 1500 Max Ave. 4.1 3.9 5
7-13 8
Rohr Park- 4548 Sweetwater Rd. 57.3 8.6 7
Salt Creek 2710 Otay Lakes Road 24 2.2 2
Santa Venetia 1500 Magdalena 7 2.7 3
SDG&E west 1450 Hilltop Drive 4 1.5 1
SDG&E east 1450 Hilltop Drive 4 1.7 1
Sunbow 500 East Naples 3.7 1.6 1
Sunridge 952 Beechglen Drive 6.6 0.8 1
Sunset View 1390 South Greensview 11.7 4.0 2
Terra Nova 450 Hidden Vista Drive 17 3.0 2
Veterans 785 E Palomar 12 3.0 2
Voyager 1178 East J Street 11.2 3.7 2
Windingwalk 1675 EXploration Falls 7:3 2.4 2
Totals: 88.5 83
9
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Minutes from August 9, 2012 -Youth Sports Council
ATTACHMENT "C"
Meeting called to order at 7:03 pm by Rudy Moreno
1. Introductions
The following members were in attendance:
YSC General meeting attendance
from August 9, 2012
Present AYS0116
Present AYSO 290
Present Bonita ASA
Present Outlaw Lacrosse
Present CV American Little Lea ue
Present CV Pon South
Present CV Pon North
Present Ran er Soccer
Present CV Youth Soccer
Present Eastlake Little Lea ue
ABSENT Elite Softball
Present Green Sox Baseball
ABSENT National Little Lea ue
Present OI m icos Soccer
Present Ota Ranch Football& Cheer
Present Parkview Little Lea ue
ABSENT Chula Vista Youth Football
Present Eastlake Youth Football
Present Rebel Soccer
Present Souih Bay Little League
Present Sun Devil softball
Present The"Y"
Parks Division
John Gates Recreation De artment
Recreation De artment
YSC Treasures meeting attendance
from August 9, 2012
AYSO 116
AYSO 290
Bonita ASA
Outlaw Lacrosse
CV American Little Lea ue
CV Pan South
CV Pon North
Ran er Soccer
CV Youth Soccer
Eastlake Little Lea ue
Elite Softball
Green Sox Baseball
National Little Lea ue
OI m icos Soccer
Ota Ranch Football& Cheer
Parkview Little Lea ue
Chula Vista Youth Football
Eastlake Youth Football
Rebel Soccer
South Bay Little League
Sun Devil softball
The "Y"
Recreation De artment
NO ATTENDANCE SUBMITTED
2. Approval of Minutes: Motion to approve July minutes passed.
3. Request to Speak (non-YSC) -None.
4. Request to Speak (YSC) -Eastlake Youth Football discussed incident at Sunset Park with Pumas organization
regarding shared us of fields. Pumas apologized at meeting for behavior of coach who was had incorrect allocation
information; remarks regarding similar incident with Chula Vista Youth Football (absent) were discussed as well.
General consensus was that YSC organizations (board members and coaches) need to communicate and cooperate
with other organizations, especially regarding facilities that are shared.
5. Final Approval of 2012-13 Fall/Winter Field Allocations -Motion passed to accept the allocations taking special
note that soccer allocations would be amended to the final version after the August 9, 2012 meeting.
6. Renewal of MOU between YSC and City - MOU expired on June 30; wording was changed to read that the volunteer buy-
out is $15 per player per organization instead of $15 per season. It was further agreed that the YSC President has the approval of
the membership to sign agreement on behalf of YSC. Important to understand these monies are not a fee. It is considered a
donation to the city.
7. Consideration of Amendments to YSC By-laws to address member compliance with MOU - page passed out to
membership with wording discussed at the first treasurer's meeting to address compliance with the changes to the proposed
amendments regarding buy-outs, treasurer's committee and attendance within the council. Suggestions are encouraged and will
be discussed at the September meeting with a vote in October.
8. Member Attendance at YSC meetings -consideration of late arrival, early departure and multiple-organization representation
discussed. Late arrival of 15 minutes was discussed and whether or not it would be considered an absence if arriving after 15
1
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RESOLUTION N0.2012
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
CHULA VISTA APPROVING A MEMORANDUM OF
UNDERSTANDING BETWEEN THE CITY AND THE CHULA
VISTA YOUTH SPORTS COUNCIL FOR THE PROVISION OF
ENHANCED PARKS MAINTENANCE SERVICES
WHEREAS, the Chula Vista Youth Sports Council ("YSC") utilizes 88.5 acres of grass
athletic fields in City pazks for practices and games; and
WHEREAS, existing budgets do not provide for adequate maintenance of those athletic
fields under existing demand and use; and
WHEREAS, there is an interest in preserving a reasonable inventory of athletic field space
critical to the continued success of the programs provided by YSC organizations; and
WHEREAS, there is a desire to prevent damage to City's athletic fields; and
WHEREAS, the YSC has expressed a desire to provide monetary and material donations, as
well as volunteer labor, to allow the City to provide supplemental maintenance on the 88.5 acres of
athletic fields; and
WHEREAS, the City and the YSC have agreed upon the terms and conditions of a
Memorandum of Understanding to accomplish this purpose.
NOW, THEREFORE, BE IT RESOLVED the City Council of the City of Chula Vista does
hereby (1) approve the Memorandum of Understanding regarding Sports Field between the City
and YSC in the form presented, with such minor modifications as may be required or approved
by the City Attorney; and (2) hereby authorizes and directs the City Manager to execute same.
Presented by Approved as to form by
Betty Waznis
Director of Library & Recreation
Richard Hopkins
Duector of Public Works
en R. ogins
Ci ey
7-16