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CC - CONSENT ITEM: (1) Approval of Instructor Agreements with 1st Class Prep, Beyond Pre-K, Dee-Lightful Musical Theater Productions, Golden Tiger, Skateside, Ted Salter, and Youth Sports Enrichment, Inc. for Various Enrichment Class Instructional Services with the Instructors Receiving 70% of Class Fees and the City Receiving 30% of Class Fees; and (2) Authorization to the City Manager to Approve Amendments to Such Agreements if Necessary Based on Class Enrollment.
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Meeting Date: October 14, 2024
Contact Person/Dept: Ted Stevens/ Parks Recreation and Community Services
Phone Number: (310) 253-6682
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Attachments: Yes [] No [X]
Public Notification: (Email) Meetings and Agendas - City Council (10/09/2024)
Department Approval: Ted Stevens, PRCS Director (09/23/2024)
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RECOMMENDATION
Staff recommends the City Council (1) approve instructor agreements with 1st Class Prep, Beyond Pre-K, Dee-Lightful Musical Theater Productions, Golden Tiger, Skateside, Ted Salter, and Youth Sports Enrichment, Inc. for enrichment class instructional services with the instructors receiving 70% of class fees and the City receiving 30% of class fees; and (2) authorize the City Manager to approve amendments to such agreements if necessary based on class enrollment.
BACKGROUND
Each year the Parks, Recreation and Community Services Department (PRCS) employs contract instructors with education and experience in specific areas of enrichment class instruction such as theatre, dance, sports, and fitness. Contract Instructors offer a variety of instruction on a contract basis and provide necessary insurance naming the City as additionally insured. Potential instructors may apply by submitting proposals through the City’s website.
Payment to instructors for services is based upon a profit-sharing agreement where the instructor receives 70% and the City receives 30% of fees collected through Activenet, the PRCS online enrollment platform. Historically, these contracts have been approved administratively under the City Manager’s Purchasing Authority. Over the years, as program costs and participant demand has increased, the instructor compensation has increased. To address this, staff is seeking City Council approval for contracts with instructors where collected fees are expected to exceed $50,000 in Fiscal Year 2024-2025. Contracts with instructors resulting in collected fees of up to $50,000 are approved administratively by the City Manager and do not need City Council approval.
DISCUSSION
The Recreation Division processes contracts for contract instructors on an annual basis which coincides with the City’s fiscal year. Staff is requesting that the City Council approve six contracts that are currently expected to exceed $50,000 in fees collected. Golden Tiger, a martial arts class, is expected to stay below $50,000; however, it is included in the list in case the collected fees surpass the staff’s annual estimation.
A list of contracts that are anticipated to exceed $50,000 is provided below:
FISCAL ANALYSIS
The Adopted Budget for Fiscal Year 2024-2025 includes sufficient funding in Account No. 10130240.619800 (Sports Programs/ Other Contractual Services) and 10130250.619800 (Recreation and Enrichment Programs/ Other Contractual Services) for these agreements. . If additional funding is needed during the fiscal year due to higher than anticipated program demand, Council Policy 5001 authorizes the City Manager to approve budget increases in excess of $30,000 to cover reimbursable contract costs for recreation enrichment classes and youth sport programs. Account No. 10130240.619800 (Sports Programs - Other Contractual Services) and 10130250.619800 (Recreation and Enrichment Programs - Other Contractual Services) can be found in the Parks Recreation and Community Services Department section of the budget book under the sections for Sports Programs (pages 267-268) and Rec and Enrichment Programs (pages 269-270).
ATTACHMENTS
None.
MOTIONS
That the City Council:
1. Approve agreements with 1st Class Prep, Beyond Pre-K, Dee-Lightful Musical Theater Productions, Golden Tiger, Skateside, Ted Salter, and Youth Sports Enrichment, Inc. for enrichment class instruction services with various contractors each in an amount to exceed $50,000 with the instructors receiving 70% of class fees and the City receiving 30% of class fees; and,
2. Authorize to the City Manager to approve amendments to such agreements if necessary based on class enrollment; and,
3. Authorize the City Attorney to review/prepare the necessary documents; and
4. Authorize the City Manager to execute such documents on behalf of the City.