Agenda - 06-20-2017 - 6-d - Operating Agreements - Cedar Grove and Efland Cheeks Community Centers

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2 Center, while an existing incorporated non-profit association has done likewise with the intention of contracting to operate the Efland Cheeks Community Center. The United Voices of Efland Cheeks (UVEC) is an existing community non-profit organization in the Efland Cheeks community that has provided for local activities, programs and services over the past two decades. Since the plans to reopen and rejuvenate the existing Efland Cheeks Center began in 2015, United Voices has worked with the County to jointly offer programs (such as a Summer Enrichment Program for area youth in summer 2016) and has met with County staff on a number of occasions regarding center improvements, and needed equipment. Over the last few months, UVEC has begun reviewing a draft operating agreement modeled on the Rogers Road/RENA agreement, and has reached a tentative agreement to sign the draft agreement (attached) and take over operation of the Efland Cheeks Community Center on the days and hours designated as of August 1, 2017. During the same timeframe, a group of residents in the Cedar Grove community have also come together to form an incorporated non-profit association. The Cedar Grove Neighborhood Association (CGNA) was incorporated in late 2016 and has also provided a number of community events, services, activities and programs (including a Summer Enrichment Program for community youth in summer 2016) at the new Cedar Grove Community Center, which opened on June 18, 2016. Like their counterparts in Efland Cheeks, CGNA has also been reviewing a nearly-identical draft operating agreement over the past few months, and has reached a tentative agreement to sign the draft agreement (attached), and take over operations of the Cedar Grove Community Center on the days and hours designated as of August 1, 2017 to give the associations time to hire staff. Both agreements: • are two years in length to allow for revisions or changes if provisions are found to need adjustment. • detail use and operation expectations for CGNA/UVEC and the County. • provide for operation of the centers by the respective associations during Monday - Friday from 10 am — 7 pm. • provide for the potential for community rentals on Saturdays, Sundays and between 7-10 pm on weeknights. However, both CGNA and UVEC would have priority booking opportunities for any association weekend events that are scheduled in advance (subject to availability); and have the ability to use the center during weekend and evening hours where no rentals/reservations exist. • outline insurance and access provisions (including volunteer training, certification and duties), along with usual language of operations agreement. One area of distinction from the 2014 Rogers Road/RENA Agreement is in Section 2(b), which explains the new funding approach to be used for the two community centers and the operating entities. Rather than treating UVEC and CGNA as outside agencies that request funds each year, these agreements recognize that these community non-profit associations are contracting with the County to operate a County-owned facility and thus more internal to County functions than external. The language in Section 2(b) of the agreements provides that each association will develop a budget proposal each winter and submit the budget to the County Manager for consideration and discussion, as a County department would. Upon final decision of the funding level (approved by the Board as part of the annual budget), funds would be disbursed to each association in three main budget categories — Personnel, Operating, and Recurring Capital.