HomeMy WebLinkAboutPR 22398: MEMORANDUM OF UNDERSTANDING WITH THE YMCA OF SOUTHEAST TEXAS P.R. NO. 22398
2/8/2022 spy
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE CITY MANAGER TO
ENTER INTO A MEMORANDUM OF UNDERSTANDING
BETWEEN THE CITY OF PORT ARTHUR AND THE YMCA
OF SOUTHEAST TEXAS, FOR THE MANAGEMENT OF THE
WESTSIDE DEVELOPMENT CENTER
WHEREAS, on December 11, 2012 , per Resolution No. 12-587, the
City Council authorized the acceptance of the facility and all
improvements to City owned property located at 601 W. Reverend Dr.
Ransom Howard Street, Port Arthur, Texas, to be used as a
Development Center; and
WHEREAS, per Resolution No. 13-024 , the City of Port Arthur
entered into a Memorandum of Understanding with United Way MSJC
for the initial development, programming assistance and
administration of the facility through a partnership with the City
of Port Arthur; and
WHEREAS, per Resolution No. 16-171, the City of Port Arthur
entered into a Memorandum of Understanding with the YMCA of
Southeast Texas for a two (2) year period; and
WHEREAS, it is in the best interest of the citizens of Port
Arthur for the City to renew the Memorandum of Understanding
between the City and the YMCA of Southeast Texas, for the
management of the Westside Development Center for another two (2)
s.pr22398
year period, in substantially the same form as attached hereto as
Exhibit "A" .
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF PORT ARTHUR:
Section 1 . That the facts and opinions in the preamble
are true and correct .
Section 2 . That the City Manager is herein authorized to
execute on behalf of the City the Memorandum of Understanding,
with attached Policies and Procedures, between the City of Port
Arthur and the YMCA of Southeast Texas, for the management of the
Westside Development Center for a two (2) year period, in
substantially the same form as attached hereto as Exhibit "A" .
Section 3 . That a copy of the caption of this Resolution
shall be spread upon the Minutes of the City Council .
READ, ADOPTED, AND APPROVED, this day of ,
2022 AD, at a Regular Meeting of the City Council of the City of
Port Arthur, Texas by the following vote: AYES :
Mayor:
Councilmembers : ,
NOES : .
s.pr22398
Thurman Bill Bartie, Mayor
ATTEST:
Sherri Bellard, City Secretary
APPROVED AS TO FORM:
(It"?
Valecia . Tizeno, City Attorne
APPROVED FOR ADMINISTRATION:
Ron Burton, City Manager
s.pr22398
EXHIBIT "A"
s.pr22398
MEMORANDUM of UNDERSTANDING
BETWEEN
The City of Port Arthur and
YMCA of Southeast Texas
This document and partnership are in reference to the West Side Development Center administration.
Background
The West Side Development Center was built with funds provided by Motiva,following the Motiva crude
expansion project. The gift of the West Side Development Center stands as a reminder of Motiva's
partnership with the City of Port Arthur and the community as they celebrated becoming the largest
refinery in the nation.
The vision and mission of the center is to serve as a location where non-profit organizations can provide
services and deliver programs for residents. In the summer of 2015,representatives from Motiva and the
City of Port Arthur contacted a representative from the YMCA of Southeast Texas to discuss the
possibility of the YMCA of Southeast Texas taking over the day to day operations of the West Side
Development Center. At the August 2015 Board of Directors meeting,representatives from Motiva and
the City of Port Arthur presented the opportunity to the Board of Directors. The Board of Directors voted
to approve a collaboration with the city; and the YMCA to operate the West Side Development Center as
long as there is a zero net result on the YMCA financials.
Mutual Understanding of Key Partners
With respect to the facility,the City of Port Arthur, and the YMCA of Southeast Texas agree the YMCA
of Southeast Texas will continue offering development,programming assistance and administration of the
facility through a partnership with the City of Port Arthur.
The YMCA of Southeast Texas Commitment
The YMCA of Southeast Texas agrees to develop the policies for the West Side Development Center,
provide staff support for the facility janitorial and administration needs,develop a section of their website
to highlight the West Side Development Center, seek programs that meet the intended vision of the
facility,market the facility,develop a brochure to assist in the marketing of the facility to the area,
develop a process for the reservation of the facility,and the day to day management of the facility.
Pursuant to City Ordinance,no smoking or alcohol is allowed in the building. The YMCA of Southeast
Texas agrees to these stated responsibilities with the understanding that the funds to accomplish the daily
operations of the facility will be provided from funding grants and not from YMCA of Southeast Texas
operations and donations.
The City of Port Arthur Commitment
The City of Port Arthur agrees to designate one staff person as the primary contact for all reporting and
transitioning activities. In addition to a point of contact,the City of Port Arthur will provide free lawn
maintenance,water,garbage and sewer as with other city facilities.The insurance needs and requirements
for structure,contents and liability is the responsibility of the City of Port Arthur as the owners of the
facility and grounds. The City of Port Arthur entrust the administration and daily management of the
West Side Development Center to the YMCA of Southeast Texas.
Grievance/Conflict Mediation
Should any conflict arise,the YMCA of Southeast Texas and the City of Port Arthur agree to professional
mediation services within Jefferson County, Texas.
February 2022
MEMORANDUM of UNDERSTANDING
BETWEEN
The City of Port Arthur and
YMCA of Southeast Texas
Time Frame of Agreement
This Memorandum of Understanding will remain in effect for 24 months with the understanding that the
City of Port Arthur and YMCA of Southeast Texas representatives will meet at a date,time and location
to be determined to evaluate the partnership and develop a plan for continuing the relationship or
transitioning the administration fully or partially to the City of Port Arthur.
Early Termination
If at any point during the time period of the agreement either party wishes to terminate the relationship,
they may do so with a 60-day written notice to the partner.Upon receipt of a termination notice,the City
of Port Arthur point of contact and the YMCA of Southeast Texas CEO will schedule a meeting within
two weeks of the date of the notice to discuss an amicable transition of administration and programming
responsibilities.
This agreement is entered into on the_day of ,2022,and will remain in effect as
outlined within the document or until such time as either party files written termination notice with all
parties.
Ron Burton Kevin Pearson
City Manager CEO
City of Port Arthur YMCA of Southeast Texas
Date Date
February 2022
i11.rr
Westside Development Center Co,„J = .
Usage Request Formvii o„ ;th .—
re.
What services do you provide?
Notice for all Requests
While the purpose and vision of the Westside Development Center is to offer a wide variety of development
opportunities for nonprofits and the community, we recognize that the general public also has a need for a
central location for special events.This may include a limited number of social events scheduled per year.
Please note that developmental and training programs will be given priority booking consideration. By signing
this request form, I acknowledge that I have read the full policies and restrictions of the Westside Development
Center and understand them.
Signature:
Da
te:
Processing Your Request
Once your event has been reserved in our system,we will send a User Agreement Contract.
To confirm the reservation:
• Review the User Agreement Contract and confirm that all details are correct. If you have any changes, please
call the YMCA of Southeast Texas Westside Development Center immediately. If the User Agreement
Contract is not received within three (3) business days your meeting will automatically cancel.
• Enclose a deposit check made payable to: YMCA of Southeast Texas. The YMCA accepts checks and money
orders.
• Sign the copy of the User Agreement Contract. Make a copy for your records.Your signature on the
contract verifies that the reservation is correct and that you have read and agree to abide by the YMCA of
Southeast Texas Westside Development Center Policies& Procedures.
• Return the signed User Agreement Contract, copy of 501c3 or EIN document, and $100 deposit.
• It is necessary to have all required documentation (501c3 or EIN, deposit and fees) a minimum often (10)
business days prior to your scheduled event, or your reservation may be canceled.
• Please note if you cancel your meeting and fail to notify the YMCA of Southeast Texas Westside Development
Center you will forfeit your deposit.
YMCA of Southeast Texas
Westside Development Center
601-A Rev. Dr. Ransom Howard Street
Port Arthur,TX 77640 the
www.ymcasetx.org �g
Westside Development CenterCn,
Usage Request Form girt rth`
rem,
Please print
NAME
LESSEE REPRESENTATIVE AT EVENT
ORGANIZATION NAME
TAX ID OR EIN NUMBER
ADDRESS
CITY STATE
PHONE
ALTERNATE PHONE
NAME OF EVENT
Type of Request
Please list date(s) and times
Room Date Start Time End Time Total Hours Total
Not to exceed 3 months
Deposit $100.00
For office use only
Meeting Room
with Kitchen
Meeting Room
Temporary
Office
TOTAL
Start time and end time will include set up and clean up time.
Fax Completed Form to 409.984-9915 or email to gtrainer@ymcasetx.org
YMCA of Southeast Texas
Westside Development Center
601-A Rev. Dr. Ransom Howard Street
Port Arthur,TX 77640 the
www.ymcasetx.org
Westside Development Center Cif)of
Usage Request Form ,r .tr` '^
Details of Event
Please share what you are planning and how it will help develop and service the Port Arthur
Community (if applicable)
What is your target audience? (Nonprofits, organizations, individuals, open to the public)
Organization Information (if applicable)
What are your geographical boundaries of service?
YMCA of Southeast Texas
Westside Development Center
601-A Rev. Dr. Ransom Howard Street
Port Arthur, TX 77640 the
www.ymcasetx.org �P
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YMCA OF SOUTHEAST TEXAS Westside Development Center
Policies and Procedures
Westside Development Center
Westside Development Center (WDC) was built with funds provided by Motiva, following the
Motiva Crude Expansion Project. With respect to the community and city the corporation
wanted to give back to the community and help revive the west side of Port Arthur and
encourage the development of the community. The gift of the Westside Development Center
stands as a reminder of Motiva's partnership with the City of Port Arthur and the community as
they celebrate becoming the largest refinery in the nation. Nick Smallwood, Crude Expansion
Project Director, said the company wanted to leave a legacy project—something that would
impact the community for years to come.
The community investment of a million dollars granted to Port Arthur Positive Action, a
charitable group that administered construction of the project. Upon completion, ownership of
the approximate 5,000 square foot building was transferred to the city.
The vision and mission of the center was to serve as a location where services and programs
can be delivered for the development of the community and area residents. Because of the
unique purpose of the facility the United Way of Mid & South Jefferson County (United Way)
was contracted as a partner to administer the facility on a year to year basis. The United Way's
ongoing relationship with many area nonprofits and their work to bring specialized training
opportunities to the nonprofit sector made their partnership in the project a logical step.
In August of 2015, YMCA of Southeast Texas (YMCA) was approached to take over the
operations of the Westside Development Center. The YMCA Board of Directors met on
Thursday August 20, 2015, and voted to move forward and enter into an agreement with the
City of Port Arthur for the YMCA to supervise the facility and expand on services offered at the
Westside Development Center. The facility will continue to provide office space for non-profits
that will in turn assist the residents of the Western portion of Port Arthur while also offering
YMCA programs to the community.
"TO PUT CHRISTIAN PRINCIPLES INTO PRACTICE THROUGH PROGRAMSTHAT BUILD United
A HEALTHY SPIRIT,MIND,AND BODY FOR ALL." Way
6760 9TH AVENUE—PORT ARTHUR,TEXAS 77642—(409)962-6644
www.ymcasetx.org
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Policies and Procedures
Hours of Operation
The YMCA will attempt to adhere to the following hours of Operation. Please note that our
hours may change at any time.
Monday—Thursday 10:00 am to 3:00 pm
Friday For scheduled events
Saturday For scheduled events
Sunday For scheduled events
The WDC will be open in the evenings for scheduled events and YMCA programs.
'TO PUT CHRISTIAN PRINCIPLES INTO PRACTICE THROUGH PROGRAMSTHAT BUILD United fah
A HEALTHY SPIRIT,MIND,AND BODY FOR ALL." Way
6760 9TH AVENUE—PORT ARTHUR,TEXAS 77642—(409) 962-6644
www.ymcasetx.org
the FOR YOUTH DEVELOPMENT°
FOR HEALTHY LIVING
FOR SOCIAL RESPONSIBILITY
YMCA OF SOUTHEAST TEXAS Westside Development Center
Policies and Procedures
Who is eligible to use the facility?
The Westside Development Center offers meeting space for the development of the non-profit
sector and/or the Port Arthur Community. The focus and format of each meeting may be
determined by the user, as long as the content or goal is a focus of development. Those wishing
to use the facility and are unsure if their program is in line with the Center's vision and mission
are invited to contact the Westside Development Center at 409-984-9096. Verification of
General Liability Insurance will be required if event is open to the public. Please go online at
www.ymcasetx.org to complete the application.
The YMCA reserves the right to refuse accessibility and/or usage to any group, business,
organization or resident if there stated purpose does not reflect the intended use of the
facility.
Deposit
A deposit of$100 per room is required for all meetings and events. The YMCA accepts checks
and money orders. Checks and money orders should be made payable to the YMCA of
Southeast Texas with WDC in the memo. Your deposit will remain on file for future events.
Deposit is refundable once inspection is complete, if no damage is found and if the meeting/
event was held within the time requested. You will be notified regarding your deposit refund no
more than 30 days post your event. Receipts are available upon request. No future events may
be scheduled until all fees are paid. Deposit will be forfeited if less than 24 hours' notice is
given. Cancellation requires confirmation of cancellation from the YMCA staff person in charge
of the facility at the time of your event. Please note that all deposits received will be deposited
by the YMCA. Any returned deposit checks will cancel your event.
Fees
There will be no rental charge for the use of the facilities for those groups who meet the
mission of the Westside Development Center. Groups are responsible for cleaning the meeting
space and leaving it ready for use by other groups. The YMCA reserves the right to charge for
program offerings to recoup the cost of presenting the YMCA program(s). This cost will be
nominal and only to recoup the cost of the program.
"TO PUT CHRISTIAN PRINCIPLES INTO PRACTICE THROUGH PROGRAMSTHAT BUILD United
A HEALTHY SPIRIT,MIND,AND BODY FOR ALL." Way
6760 9T"AVENUE—PORT ARTHUR,TEXAS 77642—(409)962-6644
www.vmcasetx.org
the FOR YOUTH DEVELOPMENT®
FOR HEALTHY LIVING
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YMCA OF SOUTHEAST TEXAS Westside Development Center
Policies and Procedures
In keeping with the vision of the facility to be a place for trainings and developmental
opportunities that social activities (rentals) will be limited to availability of facilities not being
utilized by non-profit or community events.
Fees for facility rentals for social events is as follows
• $ 45.00 per hour for meeting room without kitchen. $55/hour on Sundays
• $ 65.00 per hour for meeting room with kitchen. $'75/hour on Sundays
A $35 fee will be charged for all returned checks.
Alcohol
Alcohol is prohibited in the facility and on facility grounds. In the event that alcohol is brought
onto the grounds your event will be cancelled immediately and deposit not refunded.
Animals/Pets
We do not allow animals on site during the meetings, with the exception of animals assisting
individuals with disabilities. Service animals must be in service animal uniform.
Application
An application for use and reservation of the WDC must be completed and submitted at least
14 days in advance of the event if space is available. Application can be found at
www.ymcasetx.org. Lessee or lessee representative must be present during the scheduled
event.
Beverages
No red or dark colored punch or beverages may be served. Alcohol is not permitted.
Cancellations
Cancellations require a 24 hour notice.
Children and Youth
'TO PUT CHRISTIAN PRINCIPLES INTO PRACTICE THROUGH PROGRAMSTHAT BUILD United
A HEALTHY SPIRIT,MIND,AND BODY FOR ALL." Way PO_
6760 9T"AVENUE—PORT ARTHUR,TEXAS 77642—(409)962-6644
www.vmcasetx.org
the FOR YOUTH DEVELOPMENT®
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YMCA OF SOUTHEAST TEXAS Westside Development Center
Policies and Procedures
Children under the age of 16 must be accompanied by an adult or guardian unless enrolled in a
program. No children are to be left unattended. Ratio should be 1 adult for every 15 children.
Open Carry Weapon
Pursuant to Section 30.07, Penal Code (Trespass by license holder with an openly carried
handgun), a person licensed under subchapter H, Chapter 411, government code (Handgun
licensing law), may not enter this property with a handgun that is carried openly.
Decorations
All decorations must be approved prior to the meeting or event. Table top and free standing
decorations are permitted. Tape, push pins or tacks on the walls are not allowed due to the
damage they can cause. Metallic confetti or glitter may not be used.
Destructive Behavior and/or Activities
In the event that destructive behavior or activities on grounds, your event may be cancelled
immediately, if mediation is not successful.
Financial Assistance
The YMCA will turn no one away for an inability to pay, our financial assistance program with
sliding scale will be available for anyone requesting assistance with YMCA program fees.
Fire
In the case of a fire alarm or fire, all guests are required to vacate the building.
Re-admittance to the building will be given by the Fire Department and management. The
tampering of any fire alarm will result in prosecution to the full extent of the law.
Fundraising
The WDC may not be used for political activities, fundraisers, galas or auctions without prior
written consent from the Westside Development Center.
"TO PUT CHRISTIAN PRINCIPLES INTO PRACTICE THROUGH PROGRAMSTHAT BUILD United
A HEALTHY SPIRIT,MIND,AND BODY FOR ALL." Way
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6760 9T"AVENUE—PORT ARTHUR,TEXAS 77642—(409)962-6644
www.vmcasetx.org
the FOR YOUTH DEVELOPMENT°
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YMCA OF SOUTHEAST TEXAS Westside Development Center
Policies and Procedures
Insurance Requirements
Proof of General Liability for public events may be required. The standard general liability
insurance amount is one million dollars and will serve as the primary insurance for any incidents
during the event.
Media Coverage/Press Conference
Groups must request special approval to allow media coverage or press conferences on WDC
property. Requests for media/press coverage must be made a minimum of 8 hours or as soon
as possible to the Westside Development Center. Planning media coverage without prior
authorization may result in forfeiture of future use of the facility. The Westside Development
Center reserves the right to review meeting details and content when a group requests
permission to allow media coverage. We also reserve the right to approve or decline media
access to the WDC property or guests.
Meeting Scheduling
Eligible organizations may book up to three months at a time. Additional meetings can be
scheduled at a later date. Reservations require a minimum of a 30 day notice.
No Shows/Cancellations
Once a meeting is confirmed it is the groups' responsibility to notify the Westside Development
if meeting is cancelled. If no cancellation notice is received and the event is not held or
attempted on the day of the meeting, it is considered a failure to cancel. No shows forfeit the
deposit and no future meetings will be scheduled until the fee is paid. Cancelations require a 24
hour notice.
Occupancy Limits
Occupancy limits for the meeting rooms will be enforced. Emergency exits should remain clear
at all times. Groups are expected to cooperate with Westside Development Center staff efforts
to maintain security of the building and grounds and to provide for the safety of all visiting the
center.
Occupancy for the room without kitchen is 165 (chairs only) and 80 (tables and chairs)
Occupancy for room with kitchen is 150 (chairs only) and 75 (tables and chairs).
'TO PUT CHRISTIAN PRINCIPLES INTO PRACTICE THROUGH PROGRAMSTHAT BUILD United
A HEALTHY SPIRIT,MIND,AND BODY FOR ALL." Way
MI)
6760 9TH AVENUE—PORT ARTHUR,TEXAS 77642—(409)962-6644
www.ymcasetx.org
the FOR YOUTH DEVELOPMENT®
FOR HEALTHY LIVING
FOR SOCIAL RESPONSIBILITY
YMCA OF SOUTHEAST TEXAS Westside Development Center
Policies and Procedures
Political Activities
Political activities and activists play a roll of importance in our community and country. While
these activities are vital to the community and are developmental in a sense they are outside
the vision of the WDC. The final review of the activity will be made by the The Westside
Development Center.
Reservation Confirmation
Once your event has been reserved in our system, we will send a User Agreement Contract to
the person of record. To confirm the reservation:
• Review the User Agreement Contract and confirm that all details are correct. If you have
any changes, please call the Westside Development Center at 409-984-9096
immediately. If the User Agreement Contract is not received with three (3) business
days, your meeting will be automatically canceled.
• Enclose a deposit check made payable to: YMCA of Southeast Texas. The Westside
Development Center accepts checks and money orders.
• Sign the copy of the User Agreement Contract. Make a copy for your records. Your
signature on the contract verifies that the reservation is correct and that you have read
and agree to abide by the YMCA Policies and Procedures.
• Return the signed User Agreement Contract, copy of 501c3 or EIN and $100 deposit.
• It is necessary to have all required documentation (copy of 501c3 & deposit) a minimum
of ten (10) business days prior to your scheduled event or your reservation may be
canceled.
• Please note if you cancel your meeting and fail to notify the Westside Development
Center you will forfeit your deposit.
Proof of insurance must be received a minimum of ten (10) business days before your
scheduled event, or your reservation may be canceled.
Signage
Signage is not permitted on WDC property. A daily meeting schedule will be posted in the WDC
lobby and the electronic outdoor sign. If wall posting is needed for classes painters' tape and
(3M type) removable adhesive paper are permitted.
"TO PUTCHRISTIAN PRINCIPLES INTO PRACTICE THROUGH PROGRAMSTHAT BUILD United
A HEALTHY SPIRIT,MIND,AND BODY FOR ALL." Way
6760 9T"AVENUE—PORT ARTHUR,TEXAS 77642—(409)962-6644
www.ymcasetx.org
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Policies and Procedures
Smoking
The WDC is a tobacco and smoke-free facility. This also includes the parking lot and all WDC
grounds.
Social and Special Events
The WDC will attempt to assist in meeting the needs of the community for social events. While
social events are not within the original intended purpose of the WDC an attempt to work with
the community will be made. Please note that developmental programming will be given
priority over social events. The Westside Development Center management will determine on a
case by case basis if the WDC is available and suitable for the requested social event within the
bounds of the policies and staffing limitations. To keep the focus and vision of the Westside
Development Center social events are limited to times when non-profit and community
programs are not in place.
Weather Closures
The WDC reserves the right to cancel meetings or revise business hours in case of inclement
weather conditions, such as flood, freezing rain, ice, hurricane, tornado, snow, etc. The safety
of our staff and participants is very important. The President/CEO of the YMCA of Southeast
Texas will be the responsible party for all office and facility closures due to weather.
ALL POLICIES AND PROCEDURES ARE SUBJECT TO CHANGE.
'TO PUT CHRISTIAN PRINCIPLES INTO PRACTICE THROUGH PROGRAMSTHAT BUILD United /y1
A HEALTHY SPIRIT,MIND,AND BODY FOR ALL." Way
6760 9TH AVENUE—PORT ARTHUR,TEXAS 77642—(409)962-6644
www.ymcasetx.org
the FOR YOUTH DEVELOPMENT®
FOR HEALTHY LIVING
FOR SOCIAL RESPONSIBILITY
YMCA OF SOUTHEAST TEXAS Westside Development Center
Policies and Procedures
"TO PUT CHRISTIAN PRINCIPLES INTO PRACTICE THROUGH PROGRAMSTHAT BUILD United A
A HEALTHY SPIRIT,MIND,AND BODY FOR ALL." Way
6760 9'AVENUE—PORT ARTHUR,TEXAS 77642—(409)962-6644
www.ymcasetx.org
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