Title
Recommendation to Authorize the City Manager to Enter into a Joint Use Agreement with Alameda Unified School District (AUSD) for the Operation and Maintenance of the District Swimming Pools. (Recreation and Parks 280)
Body
To: Honorable Mayor and Members of the City Council
From: Jill Keimach, City Manager
Re: Recommendation to Authorize the City Manager to Enter into a Joint Use Agreement with Alameda Unified School District (AUSD) for the Operation and Maintenance of the District Swimming Pools
BACKGROUND
The City and the Alameda Unified School District (AUSD) jointly operate the Emma Hood and Encinal Swim Centers. The arrangement was first formalized into a joint use agreement in Fiscal Year (FY) 2011-12. This joint use agreement stipulates a cost sharing for the pools’ operation and maintenance with each agency assuming 50% of the costs.
Emma Hood and Encinal Swim Centers serve the high school swimming, water polo and diving teams, numerous youth and adult community aquatics teams and are the only locations for Recreation and Parks Department swimming classes, recreation swim and other aquatic programming.
Under the existing joint use agreement, and even many years prior to the agreement, the City has been responsible for performing all ongoing maintenance including custodial, equipment repair and maintenance. This is managed through City part-time employees and outside contracts. The District has been responsible for performing all major capital repairs and improvements as well as paying all utilities. These expenses are then reconciled annually such that each agency pays no more than ½ of the overall expenses.
In June 2016, the fully renovated Encinal Swim Center opened to the public with a new competition pool for swimming, water polo and diving. The City provided $750,000 toward the renovation as part of an agreement between the City, AUSD and the Alameda Housing Authority. These funds were allocated from the Recreation Fund, the Dwelling Unit Tax (Recreation), Development Impact Fees (Recreation), and the Construction Improvement Fund. The Emma Hood Swim Center remains an aging facility with significant deferred maintenance issues.
The City and AUSD staff have negotiated a new Joint Use Agreement which shifts the responsibility of maintenance to AUSD and continues the 50% cost sharing model.
DISCUSSION
Prior to the opening of the new renovated Encinal Swim Center, AUSD staff requested to take responsibility for maintenance of both swim facilities. Recreation and Parks Department staff are amenable to shifting this responsibility as it will reduce the Park Manager’s project management time and allow that staff person to reallocate his time to other park maintenance and capital improvement projects.
The proposed Joint Use Agreement includes the following:
• AUSD will pay all utilities.
• AUSD will be responsible for all maintenance, including custodial, equipment and pool services.
• City will pay one-half of these costs.
• Advanced written approval is required for any maintenance, repair or capital equipment project with a cost greater than $15,000. If there is an emergency repair required to address a health and safety condition, AUSD shall request City approval but may proceed with the repair if that approval is not received within 24 hours.
• City will continue to schedule user groups and retain all associated fees.
• AUSD has priority use during the school year and regular school hours.
• City has priority use before and after regular school hours, which includes time during the summer for Recreation and Parks Department programming.
• City will have access to AUSD wireless internet services and storage space.
The total budget for the two swim facilities is estimated to be $235,000 for all utilities and maintenance. Each agency will pay half of the total budget, which equates to $117,500 each. Subsequently, the Recreation and Parks Department has budgeted $125,000 in FY 2016-17 to include this obligation as well as set aside funds for any unanticipated repairs required.
The AUSD Board of Education is reviewing this Joint Use Agreement for approval on December 13, 2016.
FINANCIAL IMPACT
Funds are appropriated for the payment of the contract in the Recreation and Parks Department Recreation Fund FY 2016-17 Budget in the amount of $125,000. The project is funded with monies allocated from the General Fund transfer to the Recreation Fund in addition to revenue generated from user fees.
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
This action does not affect the Alameda Municipal Code.
ENVIRONMENTAL REVIEW
This action is exempt from the California Environmental Quality Act (“CEQA”) pursuant to Section 15301 of CEQA Guidelines (Operation of Existing Facilities).
RECOMMENDATION
Authorize the City Manager to enter into a Joint Use Agreement with Alameda Unified School District for the operation and maintenance of the District swimming pools.
Respectfully submitted,
Amy Wooldridge, Recreation and Parks Director
Financial Impact section reviewed,
Elena Adair, Finance Director
Exhibit:
1. AUSD Joint Use Agreement