5.j) Approve Agreement with Girl Scouts of MN and WI River Valleys for Summer 2011 Recreation Programs �
Meeting Date: 4/19/2011
Agenda Item: � �
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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 June;brochure was mailed March 31, 2011.
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) in 2007, 2008, 2009
and 2010.
• Program revenues will be shared between the city (20%) and River
Valleys (80%) except for two programs for which River Valleys
will take all registrations and keep 100%of registration fees.
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 Agreement
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/O 1/11
Program Agreement
City of Scandia, MN and Girl Scouts of Minnesota and Wisconsin River Valleys
A. Parties
This agreement 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 referred 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 community at Camp Lakamaga under the
auspices of the City's park and recreation program during the summer of 2011. The programs
will begin June 13, 2011 and end August 26, 2011 and will be as described in the attachment to
this agreement(Exhibit "A".)
C. Responsibilities of Parties
With respect to operation of the programs, 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 aidlemergency care and/or 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 participants including obtaining release and waiver as shown in Exhibit
"B"to this agreement.
3. Update Camp Lakamaga staff on a weekly basis on number registered for programs
save for Thursday Discovery Day prograrn, by�vhich River Valleys will take
registrations and keep 100%o of regisxration fees.
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4. Obtain a health history and permission to treat from all 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 for all programs covered by this agreement. Payments are 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 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 quarantine, or other forces or events outside of River Valleys'
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 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:
• The 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
the actions of the other party and is only responsible for those tasks assigned to it in this
Agreement.
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• 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$1,000,000 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 performing
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 Scouts of Minnesota and Wisconsin River Valleys:
By: � ,(/�����',
Title: ����
Date: �y�� ����
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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/Max Enrollment 5/20
Location: Community Center
Time: 9:30 am— 11:00 am
Days: Monday-Thursday
Cost: $40 per session
Session 1: June 13—June 16
*Deadline: June 6
Session 2: July 11 -July 14
*Deadline: July 5
Outdoor Explorers Day Camp (Grades 1-6)
Come out to Camp Lakamaga and have a great day camp experience! We offer swimming,kayaking and
fishing,biking, archery, 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: June 27-July 1
*Deadline: June 20
Session 2: July 18-July 22
*Deadline: July 11
Session 3: Aug 22-Aug 26
*Deadline: Aug 15
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Junior Explorers Half-Dav Camp (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, fifiess course and more!
Min/Max Enrollment 5/10
Location: Camp Lakamaga
Time: 8:30 am-Noon
Days: Monday-Friday
Cost: $60 per session
Session 1: June 27-July 1
*Deadline: June 20
Session 2: July 18-July 22
*Deadline: July 1
Session 3: Aug 22 -Aug 26
*Deadline: Aug 15
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: 1:00 pm -4:00 pm
Days: Tuesday& Thursday
Cost: $50 per session
Session 1: August 16& 18
*Deadline: August 9
Geocachin�—Nature NaviEators (A�es 8-14)
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
Days: Wednesday
Cost: $10 per session
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Session 1: August 3
*Deadline: July 27
Session 2: August 10
*Deadline: August 3
Session 3: August 17
*Deadline: August 10
Little Tyke 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 shoes. 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
Cost: $10 per session
Session 1: June 21 &23
Time: 1:00 pm -3:00 pm
Tuesday& Thursday
*Deadline: June 14
Session 2: August 8 & 10
Time: 9:00 am- 11:00 am
Monday&Wednesday *Deadline: August 1
Robin Hood/Maid Marion Archers (Grades 3-6)
Learn 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 targets to
hone skills and add a little fun! Dress for the outdoors and wear closed toed shoes. 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 Enrollment 3/10
Location: Camp Lakamaga
Time: •9:00 am- 11:00 am
Cost: $10 per session
Session 1: July 11 & 13
Monday& Wednesday
*Deadline: July 5
Session 2: August 9 & 11
Tuesday& Thursday
*Deadline: August 2
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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 and/or 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 its
partners, including Camp Lakamaga(collectively referred to herein as "the City of
Scandia"), providing this program to me and/or my family and/or legal wards, I hereby
waive and release the City of Scandia, and its employees, agents and volunteers, 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 again the City of Scandia, its employees or agents. 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 any person acting on behalf of
the City. This 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 wards during the entire period of participation in Scandia
Park and Recreation activities."
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