Agenda - 09-05-2017 - 8-a - Minutes

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31 1 During the same timeframe, a group of residents in the Cedar Grove community have also 2 come together to form an incorporated non-profit association. The Cedar Grove Neighborhood 3 Association (CGNA) was incorporated in late 2016 and has also provided a number of 4 community events, services, activities and programs (including a Summer Enrichment Program 5 for community youth in summer 2016) at the new Cedar Grove Community Center, which 6 opened on June 18, 2016. Like their counterparts in Efland Cheeks, CGNA has also been 7 reviewing a nearly-identical draft operating agreement over the past few months, and has 8 reached a tentative agreement to sign the draft agreement (attached), and take over operations 9 of the Cedar Grove Community Center on the days and hours designated as of August 1, 2017 10 to give the associations time to hire staff. 11 12 Both agreements: 13 • are two years in length to allow for revisions or changes if provisions are found to need 14 adjustment. 15 • detail use and operation expectations for CGNA/UVEC and the County. 16 • provide for operation of the centers by the respective associations during Monday- 17 Friday from 10 am —7 pm. 18 • provide for the potential for community rentals on Saturdays, Sundays and between 7- 19 10 pm on weeknights. However, both CGNA and UVEC would have priority booking 20 opportunities for any association weekend events that are scheduled in advance 21 (subject to availability); and have the ability to use the center during weekend and 22 evening hours where no rentals/reservations exist. 23 • outline insurance and access provisions (including volunteer training, certification and 24 duties), along with usual language of operations agreement. 25 26 One area of distinction from the 2014 Rogers Road/RENA Agreement is in Section 2(b), which 27 explains the new funding approach to be used for the two community centers and the operating 28 entities. Rather than treating UVEC and CGNA as outside agencies that request funds each 29 year, these agreements recognize that these community non-profit associations are contracting 30 with the County to operate a County-owned facility and thus more internal to County functions 31 than external. The language in Section 2(b) of the agreements provides that each association 32 will develop a budget proposal each winter and submit the budget to the County Manager for 33 consideration and discussion, as a County department would. Upon final decision of the funding 34 level (approved by the Board as part of the annual budget), funds would be disbursed to each 35 association in three main budget categories — Personnel, Operating, and Recurring Capital. 36 37 The Personnel funding would be the County's contribution toward the hiring of a Center staff 38 person(s), which would be an employee of UVEC or CGNA respectively. For FY 2017-18, funds 39 to allow for a Center staff person at 40 hours per week at the living wage would be provided, 40 along with an additional amount to provide 10 hours per week of backup staffing time by a 41 temporary employee. CGNA and UVEC will be responsible for hiring these staff persons as 42 they see fit, within the provisions of the agreement. An annual budgeted amount for operating 43 costs and recurring capital costs is provided in the FY 2017-18 budget, and planned for and 44 addressed in future budgets. 45 46 Both CGNA and UVEC boards have reviewed the draft agreements and have indicated their 47 approval. Since actual transfer of center operations will not occur until August 1, 2017, 48 operations by the neighborhood associations will begin prior to the Board's return from summer 49 break. As such, it may be desirable to authorize the Manager to execute the Agreements and 50 fix