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HomeMy WebLinkAboutPR 23437: MEMORANDUM OF UNDERSTANDING WITH THE CITY OF PORT ARTHUR AND THE YMCA REGARDING THE WEST SIDE DEVELOPMENMT CENTER Memorandum City of Port Arthur, Texas Robert A. "Bob"Bowers Civic Center To: The Honorable Mayor and City Council Through: Ron Burton, City Manager From: Adam J Saunders, Civic Center Dir RE: Proposed Resolution No. P.R. 23437 REQUEST: Resolution 22-078 was passed by City Council where the City of Port Arthur and the YMCA of Southeast Texas executed a Memorandum of Understanding (MOU)regarding the operation of the West Side Development Center(WSDC), which is owned by the City. This MOU obligates the City to provide funds to the YMCA to accomplish daily operations of the WSDC. This current MOU expires in March of 2024. The Civic Center Department approved budget for Fiscal Year 2024 includes this $80,000.00 in funding for the YMCA at the WSDC. The YMCA has provided an invoice for the City of Port Arthur to receive these funds. A renewal of the MOU is recommended as well for two additional years. The Civic Center Department is requesting the City Council authorize the City Manager to renew the MOU and issue this payment. ANALYSIS/CONSIDERATION: The YMCA of Southeast Texas operates the daily functions of the WSDC. A MOU exists for funding but will expire soon. A renewal is requested with payment of the agreed upon funding from the City to the YMCA of Southeast Texas in the amount of$80,000.00. RECOMMENDATION A resolution authorizing the City Manager to renew a Memorandum Of Understanding between the City of Port Arthur and the YMCA of Southeast Texas for operations funding of the West Side Development Center and to issue a payment to the YMCA of Southeast Texas in the total amount of$80,000.00 for 2024 operations of the West Side Development Center. BUDGETARY AND FISCAL EFFECT Funds available in account NO 001-15-043-5470-00-20-000- STAFFING EFFECT None P.R. No. 23437 01/17/2024 spy RESOLUTION NO. A RESOLUTION AUTHORIZING THE CITY MANAGER TO RENEW A MEMORANDUM OF UNDERSTANDING BETWEEN THE CITY OF PORT ARTHUR AND THE YMCA OF SOUTHEAST TEXAS FOR OPERATIONS OF THE WEST SIDE DEVELOPMENT CENTER AND TO ISSUE A PAYMENT TO THE YMCA OF SOUTHEAST TEXAS IN THE TOTAL AMOUNT OF $80,000.00 FOR 2024 OPERATIONS OF THE WEST SIDE DEVELOPMENT CENTER.FUNDING IS AVAILABLE IN ACCOUNT NO. 001-15-043-5470-00-20-000-. WHEREAS,the City of Port Arthur, a political subdivision of the State of Texas owns the West Side Development Center located at 601 W Rev Dr Ransom Howard St, Port Arthur, Texas 77640; and WHEREAS, per Resolution 22-078 the City of Port Arthur and the YMCA executed a Memorandum of Understanding regarding the operation of the West Side Development Center;and WHEREAS,per the Memorandum of Understanding,the City is obligated to provide funds to the YMCA to accomplish the daily operations of the West Side Development Center; and WHEREAS, said Memorandum of Understanding will expire in March of 2024, and WHEREAS, it is recommended the Memorandum of Understanding be renewed for two additional years to end in March of 2026 as delineated in Exhibit A attached hereto; and WHEREAS,in consideration of the approval of the City Council,the identified funding is intended to be used during the calendar year of 2024 from January through December in a manner that allows for continuous operations at the West Side Development Center. NOW THEREFORE,BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR: THAT, the facts, and opinions in the preamble are true and correct. THAT, the City Council of the City of Port Arthur hereby authorizes the renewal of the MOU with the YMCA of Southeast Texas for an additional two-year period, in substantially the same form as attached hereto as Exhibit"A". THAT,the City Council of the City of Port Arthur hereby authorizes payment to the YMCA of Southeast Texas in the amount of$80,000.00 for 2024 operations of the West Side Development Center, attached hereto as Exhibit"B". 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 ,2024 AD,at a Regular Meeting of the City Council of the City of Port Arthur,Texas by the following vote:AYES: Mayor: , Councilmembers: , ; NOES: Thurman Bartie, Mayor ATTEST: Sherri Bellard, City Secretary APPROVED AS TO FORM: cia R. izeno, City Attorney bj11-Cf APPROVED FOR AVAILABILITY OF FUNDS: Lynda Boswell, Finance Director APPROVED FOR ADMINISTRATION: Ron Burton, City Manager Exhibit "A" 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 will provide$80,000.00 per calendar year to the YMCA of Southeast Texas for operations at the West Side Development Center. 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. 2024 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 ,2024,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 2024 Exhibit "B" YMCA of Southeast Texas the INVOICE 6760 9th Ave Port Arthur,Texas 77642 409-962-6644 DATE: JANUARY 17,2024 TO: City of Port Arthur 444 4th Street Port Arthur,TX 77640 DESCRIPTION RATE AMOUNT 2024 Westside Development Center Management Contract 2024 Operations Funding per approval through Civic Center Department $80,000.00 $80,000.00 Budget. TOTAL $80,000.00 Make all checks payable to YMCA Thank you for your business!