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Item No: 7 Meeting Date: August 4, 2008 Type of Business: Work Session Administrator Review: ___ City of Mounds View Staff Report To: Honorable Mayor and City Council From: James Ericson, Clerk - Administrator Item Title/Subject: Review of Draft YMCA Management Services Agreement Introduction: In December of 2006, the City Council approved a resolution to expand the scope of services provided by the YMCA at the Mounds View Community Center to include coordinating the management and bookings at the banquet and event center. Previously, the City had contracted with Canyon Catering and before that, the Mermaid. The agreement included provisions to staff the event center with a 32 hour per week coordinator who would be a YMCA employee. The resolution directed that the agreement with the YMCA be amended to include the event center management. Discussion: On July 28, 2008, the City Council approved an expansion of the hours for the YMCA’s event center coordinator from 32 hours to 40 hours per week. In researching the files, it was discovered that the YMCA management agreement had not been amended to reflect the additional responsibilities authorized in 2006. A draft of a preliminary modified agreement was located however no action was ever taken on the document. Attached to this report you will find the very preliminary draft agreement which will need further revisions to account for the additional responsibilities and to adjust for changes in operations from when the original agreement was prepared in 1999. The agreement revisions are color coded--those in blue are additions made in June of 2007, those in red are deletions proposed in 2007, and those in purple are revisions I have made in July of 2008. The draft revisions have not been reviewed by the YMCA nor have they been reviewed by the YMCA Advisory Committee. Term of the Agreement The original agreement was for four and a half years which carried it through Dec 31, 2003. The agreement automatically renews for two five year periods (next renewal date is Dec 31, 2008) however either party may opt out of the agreement for any reason by providing at least a 180-day notice. The termination date shall be selected to cause the least disruption to the operation of the Center and to recreation programming. The language highlighted in Article II relating to the term will need to be revised and brought current. Compensation Article IV of the agreement relates to compensation. Presently, no amounts are provided to reflect event center management, pre event set up and post event clean up. While these acts are addressed in Exhibit II, Article 9, the compensation should be articulated in the primary agreement document. Article IV also articulates the process for dealing with the recreation program fee revenues (or deficits). The Council may recall that the YMCA generally provides the City with a check at year end which reflects its share of the excess revenue.