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HomeMy WebLinkAboutPR 15297: 09 SUMMER REC PROGRAMCity of Port Arthur Memorandum TO: Stephen B. Fitzgibbons, City Manager DATE: 05/13/09 FROM: Dr. Albert T. Thigpen, IPMA-CP, Director of Parks and Recreation RE: 2009 Summer Recreation Program Ref. Update COMMENT As you are aware, the City's 2009 Summer Recreation Program is slated to begin in approximately three (3) weeks. As previously reported (q.v. memorandum dated 03/23/09 to City Council/City Manager) the City will not have access to as many school sites as normal due to PAISD's planned summer facility renovation. As a recap the program offerings of 2008 and 2009 are shown below: 2008 Elementary Washington Sam Houston Travis Tyrell Franklin DeQueen Dowling 2009 Wheatley (old) Wheatley (new) Franklin Lee DeQueen Middle School Austin -boy's/girl's gym Edison -boy's/girl's gym Hi School Memorial High School -girl's gym Memorial HS (9t'` grade) boy's/girl's gym Edison -boy's gym Memorial High School -boy's gym Memorial HS (9'~ grade) boy's/girl's gym Clearly, the program will not have the geographic dispersion it has had in the past. Key concerns are the fact that there will be no elementary offering on the west side of the city and no elementary offering north of Gulfway Drive; further, there will be neither middle school nor high school offering in the El Vista/Lakeside/Port Acres area. In an eflPort to address these concerns we have contacted Saint Catherine Catholic School, the Stiephen Jackson Academy, and Sacred Heart Hall about the possibility of using these as elementary program sites. 2009 Summer Recreation Program Program Update May 13, 2009 Saint Catherine Catholic School has indicated they would not be able to partner witch the City in the use of their gymnasium. St. Mary Parish is willing to rent Sacred Heart I-~all to the City at a cost of $ 500/week with a signed lease agreement, adding the entity (Diocese of Beaumont) as an additional insured on applicable insurances, and a hold harmless agreement. The Jack 1 Foundation which manages the Jack 1 Foundation Gyrn and Community Center would be willing to rent the Center to the City with a $ 500 deposit and the City paying the electric bill for the facility for the period of usage [estimated not to exceed $ 500/month]. Mrs. Judyette Jackson, President, of the Jack 1 Foundatian has indicated she would refund one-half the deposit [$ 250.00] at the end of the rental period. An additional concern is the actual time period for the operation of the 2009 Pmgratn. As you know, we standazdly budget for the program to operate approximately six (6) to seven (7) weeks. If the program begins as scheduled on June 8, 2009 I would anticipate an ending date of July 24, 2009. It is my understanding that new (2010) school yeaz will not begin until late August or after Labor Day. This will leave a significant [a month or more] gap in recreational activities for residents. PAISD has indicated they do not have funding to extend the progranR [the extension was part of the initial use request]. As we have stated in the past, it is not prudent to have such a large time period with no available, or structured, activities available. If the City desires to extend the program [approximately $ 8,000 per week], or to use the alternate facilities, it will be necessary to amend the departmental budget. We are in the process of arranging for additional bus rental to transport students in the northeast and southwest areas of the city to a program site and are planning to increase staffmg at the sites to handle additional student load. Although, the Jack 1 Foundation facility would not be available the first week of the program [NBA Player Stephen Jackson will be hosting a basketball camp] it would appeaz prudent at a minimum to make arrangements to utilize this facility. Although, on the surface the $ 500/week seems a bit "pricy", it should be noted that an amount close to this is chazged ner event. Please advise as to your direction regazding the program length and alternate facility use. Thank you. P. R. 15297 OS-25-09 ATT RESOLUTION NO. A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE ALL DOCUMENTS WITH THE DIOCESE OF BEAUMONT TO LEASE SACRED HEART HALL, 920 BOOKER T. WASHINGTON AVE., FOR USE AS A 2009 SUMMER RECREATION PROGRAM SITE Account No. 001-1402-551.54-00 WHEREAS, the City of Port Arthur, in collaboration with the Port Arthur Independent School District, annually has offered a Summer Recreation Program for youth; and, WHEREAS, the Summer Recreation Program provides recreational, educational, and health activities for children, youth and young adults; and, WHEREAS, the demolition of Booker T. Washington Elementary School and the time frame for the construction of the elementary school have left the program with no elementary location on the west side of the city; and, WHEREAS, the program is designed to provide neighborhood accessibility to the program; WHEREAS, Sacred Heart has provided its Hall for usage on an "AS IS" basis with a hold harmless clause Now, Therefore, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR: Section 1. That the facts and preamble are true and correct. Section 2. That the City Manager and Director of Parks and Recreation are authorized, following review by the City Attorney, to execute all documents necessary to lease Sacred Heart Hall from the Diocese of Beaumont. Section 3. That the fee for the lease of Sacred Heart Hall from the Diocese of Beaumont shall not exceed $ 500 per week for up to 10 weeks and shall be in form as approved by the City Attorney with total lease payments not to exceed $5000 and shall give the City the option to immediately terminate the lease if physical conditions so dictate. Section 4. That the administrators for Summer Recreation Program shall supervise the children at all times and shall inspect the facilities prior to usage. Section 5. That the City Manager and Director of Parks and Recreation are hereby authorized to add the Diocese of Beaumont and the Most Reverend Bishop Curtis J. Guillory, Bishop of the Diocese of Beaumont, Sacred Heart - St. Mary Parish, as additional insured on the appropriate City of Port Arthur Liability Insurance as relates specifically to the use of Sacred Heart Hall for the 2009 Summer Recreation Program. Section 6. That the City Manager is hereby authorized to execute a Hold Harmless Agreement for Use of Diocesan Property as shown in Exhibit "A" hereto. READ, ADOPTED AND APPROVED on this day of A.D., 2009, at a Regular Meeting of the City Council of the City of Port Arthur, Texas, by the following vote: AYES: Mayor Councilmembers NOES: Deloris "Bobbie" Prince, Mayor ATTEST: Terri Hanks, City Secretary APPROVED AS TO FORM: {'fit ~~---' Mark T. Sokolow, Esq., City Attorney APPROVED FOR ADMINISTRATION: Dr. Albert .Thigpen, Dir. ar sand Recreation Stephen B. Fitzgibbons, City Manager PROVED AS TO AVAILABILITY OF FUNDS: Deborah Echols, CPA, Director of in ce Exhibit «A» i~iHii ;:,, cuu~i well 1 i ..;; h~i rKd No. i'. UUl/UUZ w' . r t' ~° . ~~~~ ~~~ °° Sacred ~ear~ ~ St. ~V[a~'"~,J ~ar~s ~ '~'~~~~. ~ (Merged 4-23-46) _ a o -~e,~~:~i'-~ ~ Missionary Society of St. Paul c'~ 920 Booker T. Washington Avenue ors ~~ Port Arthur, Texas 77640 May 12, 2009 To Whom It May Concem_ Sacred Heart - St. Mary Parish can rent our Parish Hall located at 911 Lincoln Avenue, to the City of.Port Arthur for $500 per week. Although it is unusual to rent the hall out for 6-7 weeks, the Diocese of Beaumont has given their approval, if the following can be provided A Certificate of Liability Insurance from your insurance provider with the description of operations/IocationslvehidlesJexGusions added by endorsementlspeciai provisions -The Diocese of Beaumont, The Most Reverend Bishop Curbs J. Guillory, Bishop of~Diocese of Beaumont Sacred Heart - St. Mary Parish are named as additional insured on General and Auto Liability and waiver of subrogation is added on'the Workers Crimp. A signed Hold Harmless Agreement for Using Diocesan Property releasing the Diocese of Beaumont, The Most Reverend Bishop Curtis J. Guillory, and Sacred Heart - St.. Mary Parish of any liabilities. A signed lease agreement if you have any~questions, I can be reached at 409-9$5-5104. Father Chagles Atuah, MSP shone ~-9ss-sioa ~-mgt: seciedrieart~g~rr.com Fax: 409-a82A1o6 rvrxri 1~ cuuy/rv>;u 11:.1 xai rxx No, EJiIIQBIT J-e STATE OF xEX.AS HOLD HARMLESS AGREEMENT COUNTY OF JEFFERSON FOR USING DIOCESAN PROPERTY In consideration of permission to use diocesan property described aa, (describe property m 6e used), the releaser for himself, his heirs, executor and assignees, hereby rele~es, acquits, and forever discharges, and furthermore Agree tb detrnd, indemnity, and hold harmksc ThE Most Reverend Qretia I. (3uillory, Bishop of the biocese of Beaumont and his successors in office, (name of parisb/schoollentity) and it's members, offiCCr6, agents, servants, employees, volunteers, school boards, parish boards, successes, insurers and any other related parish or diocesan organization (herein after called parties released) and (event organizer) from and against any and ell debts, demands, claims, Iosses, costs, expenses, and cawscs of action, including attorney's fats erd cowl costs, an account of bodily injuries, death, or damage to persons or property arising out of, incident m, or in conn~tion with the use of the described property by releaser, releaaory egentg, invit>rea, employees, members, and eutcesaora even though such losses, injuries, causes or are in whole or in part the result of the fault, negligence or gross negligence of the parties released. Further rxkaeor understands, after reading the above paragraph, that the eok end absolute reeppneibility for any bodily injuries, death, or damage to persons or property that maybe sn>ff'ered will be with releaser, and no recourse exists against the parties released; releaser also understands and agrees m defand, inderaniPy end hold harmless the parties released, their agents and successor, and futthu when requested does hereby egret to obtain an insurance policy in favor of the parties released fa any bodily injuries, personal injuries or property damages which arise out of, iaeidant to, or in the connection with the we ofthc described property with a carrier and with limits acceptable tc the biocese, the Parish, or any diocesan recognized entity with authority to extead permissim to ass the described ProPeitY This agreement is meant to be ss broad sad cpmprehensive as i9 legally allowed ocular Texas law, sad should say provision be rendered null and void that provision and only that prevision will be eliminated. Executed this day of _ . 20 lieleasor Y. UU2/002 11/29/05 y-33