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GGCC Advisory Board Agenda 04/07/2014 Golden Gate Community Center Advisory Board Agenda April 7 , 2014 COLLIER COUNTY DIVISON OF PUBLIC SERVICES Parks and Recreation Department 15000 Livingston Road —Naples, Florida 34109--Phone(239)252-4000 Fax(239)514-8657 Website: colliergov.net GOLDEN GATE COMMUNITY CENTER ADVISORY BOARD AGENDA April 7, 2014 Call to Order II. Attendance — Establish a Quorum HI. Approval of Agenda By IV. Approval of Minutes — March 3, 2014 V. Public Comments VI. Old Business A. Recreation Highlights —Vickie Wilson a. BMX Summit Presentation b. John Garby Introduction B. Playground Update —Vickie Wilson C. Gazebo Update —Vickie Wilson VII. New Business A. Month to Date Budget/Year to Date— Jeanine McPherson a. Review of GGCCAB Budget Inquiries at November 4, 2013 Meeting VIII. Member Comments IX. Adjournment The next meetingTBD to be held at Collier County Golden Gate Community Center 4701 Golden Gate Parkway, Conference Room "C" Naples, Florida I 65 \\ FACILITY USE MEMORANDUM OF UNDERSTANDING Pa °ecreation COLLIER COUNTY"WHEELS"BMX PARK This MEMORANDUM OF UNDERSTANDING is made by and between Collier County and NAPLES BMX, as Co-Sponsor Organization, and hereby entered on this day of , 2014. OVERVIEW The Collier County Parks and Recreation Department (CCPRD) is fortunate to have volunteers who execute youth and family sports programs on behalf of the County. In this unique partnership, the County provides resources to construct and maintain quality facilities. Youth and family Sports Organizations provide volunteer personnel, , to staff, organize, plan and administer outstanding sports programs. Together, this team ensures that wholesome, healthy and enjoyable recreation activities are available to literally thousands of youth in the County. Since the County provides valuable assets that are funded by taxpaying citizens and the County allows use of these assets to the Organizations, Organizations must be prepared to provide their services in compliance with existing County policies,ordinances and good business practices. In addition, there may be times when the County is asked to become involved in issues related to Organization operations. In these instances, the Organization must be prepared to cooperate with the CCPRD or the Board of County Commissioners to resolve issues in cases not specifically covered by this Memorandum of Understanding MOU. (This MOU which includes policies and procedures will apply to all approved park sites,as well as CCPRD approved school sites). I. GUIDELINES FOR BECOMING A CO-SPONSOR ORGANIZATION a. These guidelines are applicable to the above-named Organization as if specifically agreed to herein. b. A co-sponsored organization is defined as a group,designated as such by CCPRD sharing the basic objectives of CCPRD as stated above, and that requests either advertising assistance, or use of the Park and Recreation facilities for a program / league or event which the Department believes will be mutually compatible with its goals and will further the recreation needs of the Community in general. c. Co-sponsor organizations/leagues must offer a recreational component. d. Organizations / leagues that co-sponsor with CCPRD must be not-for-profit, which is defined as being a Collier County community based or community serving organization not affiliated with or controlled by a for-profit entity. e. All co-sponsored organizations / leagues must have a total program membership with at least 90% being residents of Collier County. The determination of the 90% shall be based on the registration list submitted with the request for facility usage on the appropriate due date given by CCPRD. Co-sponsor status will not be granted to any organization as a short term relationship. A minimum term is one year. Page 1 of 7 (1) IL GENERAL a. The Organization agrees to provide a "Recreational" youth sports program as a service for the County. Recreational is defined in Paragraph II. e. In return for providing the youth and family sports program and for fulfilling the other requirements of this MOU, the County hereby waives all hourly field/facility rental fees,which are routinely charged to other non-affiliated organizations. Such fees may be levied, however, if it is determined that facilities are being used to subsidize individual income of paid or volunteer Organization staff;or that events that are not routine local events. b. The term of this MOU will be one year and will begin on the date of Board approval and continue for one year. The term of this MOU may be extended for one (1) additional year by approval of both parties with at least thirty days notice prior to expiration. Either party may terminate this MOU at any time with thirty (30) days written notice. Collier County may terminate for cause at anytime without notice. c. Naples BMX may use the WHEELS' facilities including the start gate on a non-exclusive basis to conduct a recreational BMX program at the following location(s): Collier County WHEELS Park d. This MOU includes the use of all support structures (i.e. bleachers and dugouts) and the BMX start gate at the above locations, unless otherwise specified by addendum to this MOU. e. For purposes of this MOU, a recreational program is designed as a non-competitive program where all participants who register under existing guidelines will be able to to participate in events with others of similar age and ability. Tryouts are acceptable only for the purpose of placing participants in the appropriate age and skill bracket. The Organization agrees to comply with The Americans with Disabilities Act (ADA) guidelines, which prohibit the discrimination against individuals with disabilities in any aspect of their program. The Act requires organizations to provide reasonable accommodations to enable participants with disabilities to play, unless doing so would impose an undue hardship on the organization. f. The Organization must provide to the CCPRD: 1. a list of Board of Directors and/or Organization Officers with contact information (annually); 2. Naples BMX Membership list including participant addresses (prior to start of Season); 3. current set of by-laws,with amendments if applicable(annually); 4. proof of liability insurance/certificate of insurance coverage: General Liability coverage of not less than$1,000,000 per occurrence(annually); 5. The liability insurance policy must include the Collier County Board of County Commissioners as a named additional insured(annually). g. The Parks and Recreation logo must be displayed prominently on all brochures, flyers, registration forms and other advertising materials, not to exclude advertisements in the news media. Page 2 of 7 i h. The Organization is empowered by the County to control the behavior of participants and spectators during the sporting event to the same extent the County is so empowered. The Organization or CCPRD representative can have an unruly or dangerous participant, coach, parent or spectator removed from the premises during sporting events. Any Organization, officer, coach, umpire / official, CCPRD representative can exercise this authority. The Organization, through these people, may contact the Collier County Sheriff's Office for assistance,if necessary. III. SCHEDULES a. The Organization agrees to provide CCPRD with a written schedule of local events at least 30 days in advance. Proposed scheduled effective 1/1/14 Mondays 5:30—8:30 pm Wednesdays 5:30—8:30 pm Fridays 5:30— 10:00 pm Saturdays— 3 Saturdays per month 9:00 am-3:00 pm b. The Organization will also provide written updates or changes to the original schedule. c. Once the Board of County Commissioners has approved the MOU, the schedule and the insurance, the Organization shall have exclusive use of the facility for all dates and times listed on the approved schedule. Note: The CCPRD site representative will make the final decision on whether or not a facility or field is usable during designated times. d. The Organization may hold two(2)organizational meetings per season at their respective park site building. This will be at no charge providing a reservation is booked with CCPRD.All other facility/building usage requests are handled as a facility rental and all fees will apply. IV. FACILITIES/SECURITY a. The Organization agrees to police all areas being used to ensure that trash and litter are cleaned up after use. These areas include any support structures at a facility used by the Organization. If cleanup for each event is not done in a reasonable amount of time and the County is required to do the cleanup, then the cost to the County may be charged to the Organization. b. The Organization should notify the CCPRD of any damage, vandalism, needed repairs and/or safety issues at their respective facility as soon as possible, not later than the next working day. If damage is a result of Organization members' negligence or failure to comply with accepted operational or security measures, the Organization may be held responsible for reimbursing the County for all or part of repair costs. c. The Organization is responsible for monitoring the facilities during the Organization's use. Hourly inspections of restrooms are required to ensure that their members are not purposely or inadvertently causing damage to the facilities. The Organization may_be Page 3 of 7 responsible for locking and unlocking Wheels access gates when staff isn't present. A Key Usage form is required for any keys received. d. The Organization shall not allow alcoholic beverages and/or illegal drugs to be on County property or in County facilities as it pertains to their organization. All Sport Organizations will comply with the Code of Laws and Ordinances of Collier County, Florida, Chapter 98,Parks and Recreation and applicable Florida Statutes. e. Co-sponsored Leagues or Organizations cannot display signs, banners or posters on County property (Community Parks/School approved sites)without prior approval by the CCPRD Director or designee, and then must remove them at the end of their regular season. Signs at Regional Parks can only be displayed during game play and must be removed after each game. All signage must comply with local zoning regulations. County zoning regulation may be obtained by contacting 239-252-5603. City of Naples zoning regulations may be obtained by contacting 239-213-5020. f. The Organization shall not allow vehicles in other-than designated parking areas, including concession buildings and office areas, unless specifically authorized by the CCPRD. The Collier County Sheriff's Office and/or the Collier County Park Rangers may issue citations for illegally parked vehicles,or for reckless operation(speeding,etc.) of vehicles on County property. g. The Organization shall not be allowed to alter, add, delete or improve the facilities without prior written consent by the CCPRD Director. Such alterations, additions or improvements shall meet existing applicable County codes, and become and remain County property. h. For events outside of routine recreational activities where large amounts of trash are expected, Organizations should rent adequately sized dumpsters for the duration of the activity, and ensure that trash bags are deposited in the dumpster(s). Dumpsters shall be removed from the site the last day of or the day after the tournament or activity. This will be coordinated and paid for by the Organization with the approval of the respective park site representative. i. The Organization will be required to complete a separate contract for every event hosted LL LJ•v• LL11L[ 'v 7'ond 10Ca::.Y L11L. arid will LfL.required d LL• pay Ci facility usage rental jr..'... The Organization will also incur the cost of lighting the track if required. These fees are required whether it is a co-sponsored organization/program or a non-cosponsored Ur aLViza-ti%lri prU`2aiii. The events are exempt 2a= --- --- --------- --- _-_- _----- ^� Olympic Day Race and the Bob Warnicke Race. These races are promotional races, some of which arc required by the USABMX. The revenue collected will be provided to the i. Any Organizations serving food must complete the Concession MOU and abide by its terms, maintenance program is required to preserve the life of the track,reduce long-term capital expenditures and ensure safe riding conditions. The County provides certain services in ........_.L......._ ...' L _L— .-....:1-.LL_ L..-}--s .-_.} b..._....._ _....... i.-. a...._. .L r1_._.._'.,.-a:.._. �_.._. supplement this maintenance effort either with materials, funding or other available resources at their disposal. The Organization access that no maintenance will be vo.iducted without prior approval from the CCPRD. Pavr 4.nF7 1. The Organization agrees to have a background check process in place for all adult volunteers involved with the Organization at their expense. The Organization may not engage any volunteer or coach who has not passed a background check that is compliant with USA/BMX rules and regulations. As per SB 150: Sports Coaches/Criminal History Screening, all organizations must sign an affidavit prior to the beginning of the season stating that all coaches have been screened. m. Waiver and Release Pertaining to the Use of Collier County Parks and Recreation Premises: Naples BMX ("ORGANIZATION"), agrees to release from liability, and to hold harmless the Collier County Board of Commissioners ("COUNTY"), its employees and agents against any and all claims brought by or on behalf of the ORGANIZATION, any person, or legal entity which may arise from the ORGANIZATION'S use of the County's property or premises. The ORGANIZATION agrees to indemnify and hold harmless the COUNTY from any act of negligence of the ORGANIZATION, its' agents, contractors or employees,from all costs, attorney's fees, expenses,and liabilities incurred as a result of any claim or proceeding brought thereon, all to the extent of the County's liability under general law. n. Other provisions not found in the MOU may be established in consultation with and written approval of the Parks and Recreation Director. Any additions or deletions will be attached to the MOU and be in force for the duration of the MOU. V. Naples BMX Obligations a. Naples BMX agrees that it shall run all USABMX sanctioned events and activities and that all eligible applicants will be authorized to participate. b. Naples BMX agrees that all Naples BMX activities shall be performed in strict compliance with USA BMX standards. c. Naples BMX agrees to provide the following positions during all Naples BMX operating times: (1)Certified, valid Track Operator,or(2)Certified, valid Clerk of Courts. d. Naples BMX agrees to provide the following positions as required by USA BMX in addition to(1)Certified, valid Track Operator or, (2)Certified, valid Track Director: a Certified, valid Clerk of Courts and a Certified,valid Teaching Coach. c. Naples BMX agrees that it shall be responsible for safe use of the start gate in accordance with Wheels Skate and BMX Standard Operating Procedures. f. Naples BMX agrees that it shall be responsible for any damage or vandalism occurring during usage or as a result of failing to adequately secure the start gate. g. Naples BMX agrees that it shall be responsible for tarping and untarping the track before and alter use if applicable. h. Naples BMX agrees that it shall be responsible to provide manpower to assist with on-going maintenance.. i. Naples BMX agrees that it shall be responsible for all financial obligations to BMXUSA and Florida SSA for sanctioned activities and events. j. Naples BMX iF,j►'Cs that it shall be responsible to provide a monthly schedule of local events to the Parks and Recreation Director or his designee at least thirty days in advance_ Page 5 aC 7 k. Naples BMX agrees that regional, state, and national events must be approved by the Parks and Recreation Director or designee at least four(4)months in advance. Some events may require Board of County Commissioners approval. 1. Naples BMX agrees that Collier County programming,repair and maintenance needs will supersede those of Naples BMX. VI. Collier County Obligations a. Collier County agrees that it shall be responsible for major track renovations subject to budget availability and Board approval as needed. b. Collier County agrees that it shall be responsible for the track and start gate when it is open to the general public during non-Naples BMX reserved hours. c. Collier County agrees that it shall be responsible to collect all funds associated with general public usage and Collier County sponsored programs. d. Collier County agrees that it shall be responsible to provide weekly maintenance with assistance from Naples BMX. VII. FINANCIAL a. The Organization must submit an annual financial report, including revenues and expenditures to the Parks and Recreation Department Director by January 15th of the prior year following the most recent facility request by the co-sponsor organization / league. b. A new co-sponsor request for the Organization will not be completed until the fmancial reports have been submitted and reviewed by the Parks and Recreation Director, or the assigned designee from the previous year. c. Audit: The County reserves the right to conduct an internal audit (conducted by County staff) of the Organization's fmancial records at any time. Audits can be conducted with no advance notice and the Organization should be prepared to produce the requested information or documentation. The County will absorb the cost of conducting these internal audits. Moreover, if warranted by the County based on results of the internal audit, an independent audit (on the cash basis of accounting) by a Certified Public Accounting firm may be required. The Organization will be responsible for the cost associated with this independent audit. d. For Organizations sharing facilities, following the conclusion of a season, the entire concession stand and storage area will be cleared for the next Organization's season. Should an Organization choose to sell another Organization remaining concession products, this transaction needs to take place prior to the beginning of the next Organization's season. REMAINDER OF PAGE INTENTIONALLY LEFT BLANK SIGNATURE PAGE TO FOLLOW Page 6 of 7 CA This Memorandum of Understanding is signed and agreed by the parties this day of February,2014. ATTEST: BOARD OF COUNTY COMMISSIONERS DWIGHT E. BROCK,Clerk COLLIER COUNTY,FLORIDA By: By: ,Deputy Clerk TOM HENNING,CHAIRMAN pproved as to form and legality: olleen M. Greene,Assistant County Attorney WITNESSES: Naples BMX By: Printed Name: Printed Name: Title: Printed Name: STATE OF FLORIDA COUNTY OF COLLIER Signed and acknowledged on this day of , 2014,before me, the undersigned notary public, by , President of Naples BMX, a Florida corporation not-for-profit, on behalf of the corporation. He [] is personally known to me or[]produced as identification. Notary Public Printed Name: My Commission Expires: Page 7 of 7 0 Golden Gate Community Center Advisory Board Revised Guidelines and Rules May 2014 Operation: 1. The operation of the Center will be under the direct control and responsibility of the Center's Supervisor, who will be an employee of Collier County and a resident of the MSTD within six months from the date of hiring and administratively responsible to the County Manager or his designee, and will be governed by the Personnel Rules and Policies of Collier County. 2. All rules for the operation and maintenance of the Center shall require the approval of the Board of County Commissioners. 3. The budget and resulting expenditures of the Center will be established in accordance with the laws and regulations of the State of Florida and Collier County and within the confines of the legal millage established for the taxing district and other revenues of the taxing district derived from the operation of the Center or other sources. Advisory Board: It is the responsibility and obligation of the Golden Gate Community Center Advisory Board to serve the interests of the taxpayers and residents of the district as defined by Ordinance 75-4, as amended. Pursuant thereto, the Advisory Board shall: A. Annually review the proposed budget for the coming fiscal year as prepared by the Center's Supervisor and reviewed by the County Commissioners within the millage limits established for the district. B. Make recommendations to the Board of County Commissioners on matters relating to proposed budgetary adjustments during the fiscal year. C. Review unbudgeted expenditures exceeding $1000 and all budget amendments requiring BCC approval. D. Recommend changes in the rules governing the use of the building to the Board of County Commissioners. E. Recommend the employment of the Center Supervisor as determined by a selection committee composed of the Advisory Board Chairman, a representative from Parks and Recreation and a representative from the Collier County Human Resources Department. The selection will be presented to the full advisory Board for approval prior to recommendation to the BCC. F. The Advisory Board will have the discretion to advise the Director of Parks and Recreation, in writing, on the contents and proposed changes of the job descriptions for those Center employees authorized in the district budget. G. Receive and review monthly reports (and special reports as requested) prepared by the Center's Supervisor, on the actual and planned activities of the Center and its employees, the status of budgeted expenditures and revenues, the status of special projects and programs, and similar matters of concern in carrying out the duties of the Advisory Board. H. The Center Supervisor and staff shall schedule building use. Any organization wishing to reserve a room on a yearly basis must submit an application. The application will be reviewed by the Advisory Board at the discretion of the Center Supervisor. 2. Regular meetings of the Advisory Board shall be held monthly at such times and places as it shall determine for the purposes of advising the board regarding the affairs of the district and announced in advance complying with the current County policy. Special meetings may be called if approved by the majority vote of the Advisory Board members in attendance at the regular scheduled meeting, and by posting notice of such called special meeting, identifying such meeting as "Special" with such posing to be made at least (24) hours prior to the meeting. Emergency meetings may be called by the chairman or by a majority of the members provided a (24) hour notice is posted and given as provided above for special meetings. Official meeting minutes and other necessary records will be kept. All meetings will be open to the public and will be held in the Community Center building. Advisory Board Appointments. Terms of Office. ETC: The Advisory Board shall be comprised of three (3) to five (5) members, who will appoint from within the group, annually, by majority vote, a Chairman and a Vice-Chairman. Rules governing the responsibilities of the officers of the Advisory Board may be established by the Advisory Board consistent with these guidelines, subject to approval by the Board of County Commissioners. 2. The Advisory Board members will be appointed by the Board of County . • ,.lution 2006 83 reference 2. A majority of the total membership of the Advisory Board constitutes a quorum. 3. ATTENDANCE REQUIREMENTS: Attendance requirements shall be i n accordance with Section Eight of Ordinance No.2001-55, as amended. 4. Copies of the minutes will be made available to each member of the Advisory Board, County Manager or his designee and Board of County Commissioners to be filed with the Clerk to the BCC and a copy will be available at the Golden Gate Community Center. Center Supervisor's Responsibilities: I. Responsibilities of the Center Supervisor will be those contained in that position's job description, in addition to the following: A. Prepare the annual budget and present same to the Advisory Board for recommendation to the BCC, according to the Collier County Budget Department Policies and Guidelines. B. Operate within the annual budget i n accordance with the County's budgetary policies. C. Provide a written monthly report on the financial and operating status of the Center to the Advisory Board. Effective Date:. These guidelines shall supersede all guidelines previously in effect and shall become effective on the date they are approved by the Board of County Commissioners. Approved by the Advisory Board Approved by the Board of County Commissioners