Title
MOTION TO APPROVE THE DEPARTMENT RECOMMENDATIONS FOR THE FOLLOWING ITEMS LISTED ON THE CONTRACTS DATABASE REPORT:
(A) Optimist Club of Pembroke Lakes, Florida, Inc. - Facility Use Agreement
(B) Optimist Club of West Pembroke Pines, Inc. - Facility Use Agreement
(C) Pembroke Pines Girls Softball, Inc. - Facility Use Agreement
(D) Pembroke Pines Optimist Club, Inc. - Facility Use Agreement
(E) West Pines Girls Softball, Inc. - Facility Use Agreement
Summary Explanation and Background
SUMMARY EXPLANATION AND BACKGROUND:
1. Pursuant to Section 35.29(F) "City Commission notification" of the City's Code of Ordinances, "The City Manager, or his or her designee, shall notify the Commission, in writing, at least three months in advance of the expiration, renewal, automatic renewal or extension date, and shall provide a copy of the contract or agreement and a vendor performance report card for the contract or agreement to the City Commission."
2. On May 17, 2017, Commission approved the motion to place all contracts from the Contract Database Reports on consent agendas as they come up for contractual term renewal so that City Commission affirms directions to administration whether to renew or to go out to bid.
3. The Agreements shown below are listed on the Contracts Database Reports for renewal.
(A) Optimist Club of Pembroke Lakes, Florida, Inc. - Facility Use Agreement
1. The Optimist Club of Pembroke Lakes, Florida, Inc. leases Flamingo Park Fields 1-11 from the City to provide youth recreational and travel baseball and softball programs for residents.
2. On February 6, 2016, the City entered into a Facility Lease Agreement with the Optimist Club of Pembroke Lakes, Florida, Inc., for an initial nine (9) month period, expiring September 30, 2017.
3. Section 2.2 of the Original Agreement allows for additional one (1) year renewals, evidenced by a written Amendment.
4. On January 23, 2018 the City executed the First Amendment to renew the terms for an additional year, as allowed by the agreement, and amended Exhibit “A” to grant the LICENSEE with a non-exclusive license for the use of the Property to allow for change of the field usage dates.
5. On February 6, 2019 the City executed the Second Amendment to renew the terms for an additional one (1) year term commencing on October 1, 2018 and terminating on September 30, 2019.
6. The Recreation and Cultural Arts Department recommends that the City Commission approve the Third Amendment for the second one (1) year renewal term commencing on October 1, 2019 and terminating on September 30, 2020, as allowed by the agreement.
FINANCIAL IMPACT DETAIL:
a) Renewal Cost: None
b) Amount budgeted for this item in Account No: 1-347225-7001 and 1-347565-7001.
c) Source of funding for difference, if not fully budgeted: Not Applicable.
d) 5 year projection of the operational cost of the project Not Applicable
Year 1 Year 2 Year 3 Year 4 Year 5
Revenues $26,285.00 $.00 $.00 $.00 $.00
Expenditures $.00 $.00 $.00 $.00 $.00
Net Cost $.00 $.00 $.00 $.00 $.00
e) Detail of additional staff requirements: Not Applicable
SUMMARY EXPLANATION AND BACKGROUND
(B) Optimist Club of West Pembroke Pines, Inc. - Facility Use Agreement
1. The Optimist Club of West Pembroke Pines, Inc. leases property from the City to provide youth football and cheerleading, recreational and travel baseball, youth track, and Miracle League Baseball programs for residents.
2. On February 15, 2017, the City entered into a Facility Lease Agreement with the Optimist Club of West Pembroke Pines, Inc., for an initial nine (9) month period, expiring September 30, 2017.
3. Section 2.2 of the Original Agreement allows for additional one (1) year renewals, evidenced by a written Amendment.
4. On April 16, 2018 the City executed the First Amendment to renew the terms for an additional year, as allowed by the agreement and amended Exhibit “A” to grant the LICENSEE with a non-exclusive license for the use of the Property and to allow for change of the field usage dates.
5. On April 18, 2018 the City executed the Second Amendment to renew the terms for an additional one (1) year term commencing on October 1, 2018 and terminating on September 30, 2019, as allowed by the agreement, and amended Exhibit “A” by replacing the locations of Chapel Trail Park and Silver Trail Middle locations with Pasadena Park and Walter C. Young Athletic Center for the use of sports programs.
6. The Recreation and Cultural Arts Department recommends that the City Commission approve the Third Amendment for the second one (1) year renewal term commencing on October 1, 2019 and terminating on September 30, 2020, as allowed by the agreement.
FINANCIAL IMPACT DETAIL:
a) Renewal Cost: None
b) Amount budgeted for this item in Account No: 1-347225-7001 and 1-347565-7001.
c) Source of funding for difference, if not fully budgeted: Not Applicable.
d) 5 year projection of the operational cost of the project Not Applicable
Year 1 Year 2 Year 3 Year 4 Year 5
Revenues $33,550.00 $.00 $.00 $.00 $.00
Expenditures $.00 $.00 $.00 $.00 $.00
Net Cost $.00 $.00 $.00 $.00 $.00
e) Detail of additional staff requirements: Not Applicable
SUMMARY EXPLANATION AND BACKGROUND
(C) Pembroke Pines Girls Softball, Inc. - Facility Use Agreement
1. Pembroke Pines Girls Softball, Inc. leases Fletcher Park Fields 1-3 from the City to provide travel softball and recreational softball for residents.
2. On January 31, 2017, the City entered into a Facility Lease Agreement with Pembroke Pines Girls Softball, Inc., for an initial nine (9) month period, expiring September 30, 2017.
3. Section 2.2 of the Original Agreement allows for additional one (1) year renewals, evidenced by a written Amendment.
4. On October 19, 2017 the City executed the First Amendment to renew the terms for an additional year, as allowed by the agreement and amended Exhibit “A” to grant the LICENSEE with a non-exclusive license for the use of the Property and to allow for change of the field usage dates.
5. On October 4, 2018 the City executed the Second Amendment to renew the terms for an additional one (1) year term commencing on October 1, 2018 and terminating on September 30, 2019, as allowed by the agreement, and amended Exhibit “A” to allow for change of field usage dates at the Fletcher Park Fields 1 through 3.
6. The Recreation and Cultural Arts Department recommends that the City Commission approve the Third Amendment for the second one (1) year renewal term commencing on October 1, 2019 and terminating on September 30, 2020, as allowed by the agreement.
FINANCIAL IMPACT DETAIL:
a) Renewal Cost: None
b) Amount budgeted for this item in Account No: 1-347225-7001 and 1-347565-7001.
c) Source of funding for difference, if not fully budgeted: Not Applicable.
d) 5 year projection of the operational cost of the project Not Applicable
Year 1 Year 2 Year 3 Year 4 Year 5
Revenues $3,160.00 $.00 $.00 $.00 $.00
Expenditures $.00 $.00 $.00 $.00 $.00
Net Cost $.00 $.00 $.00 $.00 $.00
e) Detail of additional staff requirements: Not Applicable
SUMMARY EXPLANATION AND BACKGROUND
(D) Pembroke Pines Optimist Club, Inc. - Facility Use Agreement
1. Pembroke Pines Optimist Club, Inc. leases Pines Recreation Park and Maxwell Park from the City to provide Travel Baseball, Recreational Baseball, Tackle Football, Cheerleading, Travel Soccer and Recreational Soccer programs for residents.
2. On January 31, 2017, the City entered into a Facility Lease Agreement with Pembroke Pines Optimist Club, Inc., for an initial nine (9) month period, expiring September 30, 2017.
3. Section 2.2 of the Original Agreement allows for additional one (1) year renewals, evidenced by a written Amendment.
4. On October 10, 2017, the City executed the First Amendment to renew the terms for an additional year, as allowed by the agreement and amended Exhibit “A” to grant the LICENSEE with a non-exclusive license for the use of the Property and to allow for change of the field usage dates.
5. On November 7, 2018, the City executed the Second Amendment to renew the terms for an additional one (1) year term commencing on October 1, 2018 and terminating on September 30, 2019, as allowed by the agreement, and amended Exhibit “A” to allow for change of field usage dates at the Pines Recreation Park and Maxwell Park.
6. The Recreation and Cultural Arts Department recommends that the City Commission approve the Third Amendment for the second one (1) year renewal term commencing on October 1, 2019 and terminating on September 30, 2020, as allowed by the agreement.
FINANCIAL IMPACT DETAIL:
a) Renewal Cost: None
b) Amount budgeted for this item in Account No: 1-347225-7001 and 1-347565-7001.
c) Source of funding for difference, if not fully budgeted: Not Applicable.
d) 5 year projection of the operational cost of the project Not Applicable
Year 1 Year 2 Year 3 Year 4 Year 5
Revenues $17,060.00 $.00 $.00 $.00 $.00
Expenditures $.00 $.00 $.00 $.00 $.00
Net Cost $.00 $.00 $.00 $.00 $.00
e) Detail of additional staff requirements: Not Applicable
SUMMARY EXPLANATION AND BACKGROUND
(E) West Pines Girls Softball, Inc. - Facility Use Agreement
1. West Pines Girls Softball, Inc. leases Silver Lakes South Fields 1-3 from the City to provide Travel Softball and Recreational Softball programs for residents.
2. On January 31, 2017, the City entered into a Facility Lease Agreement with West Pines Girls Softball, Inc., for an initial nine (9) month period, expiring September 30, 2017.
3. Section 2.2 of the Original Agreement allows for additional one (1) year renewals, evidenced by a written Amendment.
4. On October 25, 2017, the City executed the First Amendment to renew the terms for an additional year, as allowed by the agreement and amended Exhibit “A” to grant the LICENSEE with a non-exclusive license for the use of the Property and to allow for change of the field usage dates.
5. On November 6, 2018, the City executed the Second Amendment to renew the terms for an additional one (1) year term commencing on October 1, 2018 and terminating on September 30, 2019, as allowed by the agreement, and amended Exhibit “A” to allow for change of field usage dates at the Silver Lakes South Fields 1 through 3.
6. The Recreation and Cultural Arts Department recommends that the City Commission approve the Third Amendment for the second one (1) year renewal term commencing on October 1, 2019 and terminating on September 30, 2020, as allowed by the agreement.
FINANCIAL IMPACT DETAIL:
a) Renewal Cost: None
b) Amount budgeted for this item in Account No: 1-347225-7001 and 1-347565-7001.
c) Source of funding for difference, if not fully budgeted: Not Applicable.
d) 5 year projection of the operational cost of the project Not Applicable
Year 1 Year 2 Year 3 Year 4 Year 5
Revenues $16,320.00 $.00 $.00 $.00 $.00
Expenditures $.00 $.00 $.00 $.00 $.00
Net Cost $.00 $.00 $.00 $.00 $.00
e) Detail of additional staff requirements: Not Applicable