5.d) Program Agreement with Girl Scouts of MN and WI River Valleys Meeting Date: 4/17/2012
Agenda Item: � �
City Council Agenda Report
City of Scandia
14727 209th St. North
Scandia, MN 55073 (651) 433-2274
Action Requested: Approve Program Agreement with the Girl Scouts of Minnesota and
Wisconsin River Valleys ("River Valleys") for summer recreation
programs to be held at Camp Lakamaga.
Deadline/Timeline: Programs begin in July; brochure was mailed March 30, 2012.
Background: • The agreement sets forth the responsibilities of the City and the
Girl Scouts for various summer recreation programs to be held at
Camp Lakamaga, the Girl Scout Camp located on Big Marine
Lake. The agreement is similar to the agreement signed between
the city and the organization (which was formerly known as the
Girl Scout Council of the St. Croix Valley) each year since 2007.
• Program revenues will be shared between the city (20%) and River
Valleys (80%) for all programs covered by the agreement. There
will be no obligation to either party if programs need to be
cancelled due to lack of registrations.
• The agreement has been reviewed by the City Attorney, and
incorporates language recommended by LMCIT loss control
attorneys regarding data privacy, liability and insurance.
Recommendation: I recommend that the Council approve the agreement and authorize
the Mayor to sign on behalf of the City.
Attachments/ • Program Ageement
Materials provided:
Contact(s): Laurie Monson, Recreation Coordinator
(651 464-7106)
Prepared by: Anne Hurlburt, Administrator
(Girl Scout Agreement for Lakamaga)
Page 1 of 1
04/03/12
Program Agreement
City of Scandia,MN and Girl Scouts of Minnesota and Wisconsin River Valleys
A. Parties
This agreernent is made and entered into by the City of Scandia(hereinafter referred to as
"City")and the Girl Scouts of Minnesota and Wisconsin River Valleys (hereinafter to as"River
Valleys.")
B. Purpose
The purpose of this agreement is to set forth the terms and responsibilities of the parties, who
wish to provide certain recreation activities to the City's residents at Camp Lakamaga owned and
operated by River Valleys under the auspices of the City's pazk and recreation program during
the summer of 2012. The programs will begin July 9, 2012 and end August 23, 2012 and will be
as described in the attachment to this agreement(Exhibit"A".)
C. Responsibilities of Parties
With respect to operation of the programs for the City's residents,the parties will have
responsibilities as follows:
River Valleys will:
1. Provide trained and/or certified staff to lead all specialized activities including the
following: swimming,boating, fishing, adventure course, archery,biking, sports and
arts and crafts.
2. Assist in meeting and greeting participants at Camp Lakamaga and answering parent
questions.
3. Provide basic first aid/emergency care andlor contact 911 in emergencies as needed;
will have a first aid and CPR-certified staff inember on duty at all times.
4. Provide lifeguard on duty with current certification for all swimming activities.
5. Provide lifeguard or small craft safety certified staff on duty for all boating activities.
6. Communicate with City staff regarding any behavior or discipline issues.
7. Provide evaluation forms to all participants and share written results with the City of
Scandia Parks and Recreation program.
City will:
1. Print and distribute brochures/program information and promote programs.
2. Register all City participants obtaining release and waiver as shown in Exhibit"B"to
this agreement.
3. Update Camp Lakamaga staff on a weekly basis on number of City participants
registered for programs except for Thursday Discovery Day program, as to which
River Valleys will take registrations and keep 100% of registration fees.
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4. Obtain a health history and permission to treat from all City participants as well as
emergency contact information and provide it on site to Camp Lakamaga staff.
5. Communicate with parents in the event of program changes or if behavior or
discipline issues arise during the course of the programs.
D. Sharing of Program Revenue
In consideration of this agreement,the City shall pay to River Valleys eighty percent(80%)of
registration fees received by the City for all programs covered by this agreement. Payments aze
due within 30 days of the start date of each program.
E. Data Privacy
Data collected,created,received, maintained, or disseminated for used for any purpose in the
course of the City's performance of this agreement is governed by the Minnesota Government
Data Practice s Act, Minnesota Statutes,Chapter 13 ("Act"), or any other applicable state
statutes and state rules adopted to implement the Act, as well a state statutes and federal
regulations on data privacy. All data created, collected,received, stored,used, maintained, or
disseminated by River Valleys in performing its obligations under this agreement is subject to
the requirements of the Act and River Valleys agrees to comply with the requirements of the Act
as if it were a government entity.
F. Liability and Insurance
River Valleys' obligation to make its facility available and operate the programs will be relieved
if anything outside of its reasonable control prevents the facility from being available at the date
and time scheduled for the event. This includes such occurrences as natural disaster,fire,
destruction, war, governmental order and quazantine,or other forces or events outside of River
Valleys' reasonable control.
River Valleys does not assume any responsibility or liability for damages to or loss of any
personal property brought to Camp Lakamaga by the City or City program participants. Staff
and participants will be encouraged not to bring valuables to the Camp as a safe or other
protection for them is not available.
Liability for any claims,meaning all third-party claims, losses,damages, and expenses,including
attorney fees,resulting from personal injury, death, or property damage shall be handled in the
following manner:
� T'he City and River Valleys acknowledge that they shall be responsible for any claims that
arise out of or are caused by the actions of that party or its employees,officials, volunteers,
or agents. No party shall be liable for any claims that arise out of or is caused by the actions
of the other party or its employees,officials, volunteer,or agents. No party is responsible for
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the actions of the other party and is only responsible for those tasks assigned to it in this
agreement.
� The City agrees that it will defend,indemnify, and hold harmless River Valleys and its
employees, officers, volunteers, and agents against any and all claims arising out of the
City's performance or failure to perform its obligations pursuant to this agreement.
• River Valleys agrees that it will defend, indemnify, and hold harmless the City and its
employees, officers,volunteers and agents against any and all claims arising out of River
Valleys' performance or failure to perform its obligations pursuant to this agreement.
• Nothing herein shall be construed to waive or limit any immunity from,or limitation of
liability available to either party, whether set forth in Minnesota Statutes Chapter 466 or
otherwise.
• Notwithstanding any other provision of this agreement,the City shall not be not be required
to pay any amount in excess of the limits on liability established by Minnesota Statutes,
Chapter 466.
The City and River Valleys agree to maintain general liability insurance in the minimum amount
of$500,000 per occurrence and $1,500,000 in the aggregate to insure against any liability caused
by that party's obligations under this agreement. The parties shall name the other party as an
additional insured on their respective policies. Upon request,the City and River Valleys will
provide to the other party a certificate of insurance verifying that the insurance policies required
by this agreement are in effect.
Nothing contained in this agreement is intended or should be construed as creating the
relationship of co-partners or joint ventures between the City and River Valleys. No rights or
benefits,including workers' compensation, unemployment insurance,medical care, or other
benefits available to City employees shall accrue to River Valleys or its agents perfornung
services under this agreement.
G. Cancellation
The parties agree that this agreement may be cancelled with 30(thirty)days notice by either
party. Individual programs may be cancelled by either party with 7 (seven)days notice.
H. Signatures
For Girl Scout of M�nesota and Wiscon ' River Valleys:
By, � ° ,; .� tJ/ .�
Title: �'''G'
Date: " �i / �/l'e.�j �
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For City of Scandia:
By:
Title:
Date:
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Exhibit"A"to Program Agreement
City of Scandia,MN and Girl Scouts of Minnesota and Wisconsin River Valleys
Description of Programs
Cleat Kids(Ages 4-6)
Try your hand at a variety of sports while participating in fun camp activities at the Community Center!
Multiple sports will be offered during these high energy sessions.This class will promote positive
teambuilding skills,good sportsmanship and give your child a sense of confidence with our fundamental
sports instruction by Camp Lakamaga staff.Please bring a water bottle and come ready for some
excitement and fun!
Min/Ma�c Enrollment 5/20
Location: Community Center
Time: 9:30 am— 11:00 am
Days: Monday-Thursday
Cost: $40 per session
Session 1: July 16—July 19
*Deadline: July 9
Session 2: August 20-August 23
*Deadline: August 13
Outdoor Explorers Dav Camp(Grades 1-6)
Come out to Camp Lakamaga and have a great day camp experience! We offer swimming,kayaking and
fishing,biking,azchery,art and nature projects,adventure course,fitness course and more! Campers will
choose programming at the beginning of the week-long session. Campers are provided lunch and snacks
each day.
Min/Max Enrollment 5/20
Location: Camp Lakamaga
Time: 8:30 am-5:30 pm
Days: Monday-Friday
Cost: $130 per session
Session 1: July 9-July 13
*Deadline: June 2
Session 2: July 30-August 3
*Deadline: July 23
Session 3: August 13-August 17
*Deadline: August 6
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Junior Explorers Half-Dav Camn(Grades K-3)
Not ready to spend the whole day at camp? Then join us for a fun-filled half-day experience at Camp
Lakamaga. Some of the activities available include swimming,kayaking and fishing,biking,archery,art
and nature projects,adventure course,fitness course and more!
Min/Ma�c Enrollment 5/10
Location: Camp Lakamaga
Time: 8:30 am-Noon
Days: Monday-Friday
Cost: $60 per session
Session 1: July 9-July 13
*Deadline: June 2
Session 2: July 30-August 3
*Deadline: July 23
Session 3: August 13-August 17
*Deadline: August 6
Art Adventure(Grades 1-4)
Calling all artists! Dabble in different mediums from paint to crayons,bracelets to beadwork,clay and so
much more!At this artistic session,you will create a colorful or wacky work of art and learn new art
techniques. Please bring a water bottle and come ready for some creative excitement and fun! Min/Max
Enrollment 5/10
Location: Camp Lakamaga
Time: 9:00 am- 12:00 pm
Date: Aug 6&8(M&V�
Cost: $50 per session
*Deadline: July 30
Geocaching—Nature Navigators(Ages 5-14)
Ever wanted to search for modern-day buried treasure,use a high-tech GPS,or even learn what it means
to geocache?Put on your Explorer hats and come on out to Camp Lakamaga to navigate and find hidden
treasures! Your child will learn how to use a GPS,make friends,and get to explore the outdoors all at the
same time while having fun! Multiple sessions of Nature Navigators will provide you with many
opportunities to hone in on your navigational skills and search for even more treasure!
Min/Max Enrollment 5/15
Location: Camp Lakamaga
Time: 9:00 am- 11:30 am
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Date: July 17(VV)
Cost: $10 per session
*Deadline: July 10
Little Tvke Archers (Grades K-2)
Learn how to string a bow,shoot arrows using different types of bows and stay safe in the sport. Once
you have the basics down,have fun shooting at the targets to see how many points you can score! Dress
for the outdoors and wear closed toed shces. Please arrive 15 minutes early to walk to the archery range.
Parents who would also like to learn more about the sport of archery are welcome to register and
participate as well with your child.
Min/Max 3/10
Location: Camp Lakamaga
Time: 9:00 am- 11:00 am
Date:July 23 &25(M&W)
Cost: $10 per session
*Deadline: July 16
Robin Hood/Maid Marion Archers(Grades 3-6)
Leam the basics and then further explore the different types of bows--shooting compound and traditional
bows at different distances. Master traditional targets and take on some 3-D,life-like animal tazgets to
hone skills and add a litde fun! Dress for the outdoors and wear closed tced shces. Please arrive 15
minutes eazly to walk to the archery range. Parents who would also like to learn more about the sport of
archery aze welcome to register and participate as well with your child.
Min/Max Enrollment 3/10
Location: Camp Lakamaga
Time: 9:00 am- 11:00 am
Date:July 16& 18(M&W)
Cost: $10 per session
*Deadline: July 9
Pontoon Ride—Families
A ride for the whole family to enjoy! Come to Camp Lakamaga on YOUR time and go out on a pontoon
ride with picnic and swimming/fishing. Cost includes 2 hours on pontoon,food,beverages,and fishing
equipment(fishing license required if over 16). Call to schedule today!
Location: Camp Lakamaga
Time: Evenings
Date: Ca11651-433-4690 to reserve your date/time
Cost: $15 per person
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Thursdav Discoverv Davs
Thursday is FUNday at Camp Lakamaga! Come with your special adult. Try swimming,arts and crafts,
nature exploration,and other fun camp activities. Adults must attend with ldds. Lunch is included.
Location: Camp Lakamaga
Time: 10:00 am-4:00 pm
Dates: Thursdays 6/28,7/12,7/19,7/26, 8/2, 8/9, 8/16,8/23
Cost: $12 per person per session
Registration taken through Camp Lakamaga at
651-433-4690 or camps@girlscoutsrv.org
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Exhibit`B"to Program Agreement
City of Scandia,MN and Girl Scouts of Minnesota and Wisconsin River Valleys
Participant Release and Waiver
Program participants shall be required to sign a waiver as follows:
"Release: I recognize there is a significant element of risk in any sports and/or activity.
Knowing the inherent risks,dangers and rigors involved, I certify that I andlor my family
(including any minor children) are fully capable of participating in the activities, and
wish to do so as voluntary participants, and with such knowledge assume any and all
risks while participating in the activities. In consideration of the City of Scandia and the
Girl Scouts of Minnesota and Wisconsin River Valleys (collectively referred to herein as
the"City" and"River Valleys"respectively),providing this program to me and/or my
family and/or legal wards, I hereby waive and release the City and River Valleys, and the
employees, agents and volunteers of each of the City and River Valleys (collectively the
"Released Parties"), from all actions, claims and demands for personal injury, including
death, arising out of the conduct of the activities. I further agree that I shall not bring any
claims, demands, legal actions and causes of action against the Released Parties. As to
each of the City and River Valleys,this waiver of liability does not waive liability for any
injuries that I obtain as the result of willful, wanton or intentional misconduct by the City
or River Valleys or their respective employees, agents or volunteers. The agreement
shall be governed by and construed in accordance with the laws of the State of
Minnesota. I have read, understand,and accept the terms and conditions stated herein
and acknowledge that this agreement shall be effective and binding upon me and/or my
family and/or legal wazds during the entire period of participation in Scandia Park and
Recreation activities."
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