5.d) Program Agreement with Girl Scouts of MN and WisconsinRiver Valleys for Summer 2009 Recreation Programs Meeting Date: 4/21/2009
Agenda Item: ��'; �/>
City Council Agenda Report
City of Scandia
14727 209'h St. North
Scandia, MN 55073 (651) 433-2274
Action Requested: Approve Program Agreement with the Girl Scouts of Minnesota and
Wisconsin River Valleys for summer recreation programs to be held at
Camp Lakamaga.
Deadline/ Timeline: Programs begin in June;brochure was mailed March 31, 2009.
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 and 2008.
• Program revenues will be shared between the city(20%) and the
GSCSCV (80%) except for Cleat Kids, for which the City will
retain 80%of the revenue. (GSCSCV provides staffing for all
programs except Cleat Kids.)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): Marty McKelvey, Recreation Programs
Coordinator(651 433-8410)
Prepared by: Anne Hurlburt, Administrator
(Girl Scout Agreement for Lakamaga)
Page 1 of 1
04/O 1/09
Program Agreement
City of Scandia, MN and Girl Scouts of Minnesota and Wisconsin River Valleys
A. Parties
This ageement 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 2009. The programs
will begin June 2, 2009 and end August 31, 2009 and will be as described in the attachment to
this ageement(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, arts and
crafts, fishing, and family weekend programming.
2. Assist in meeting and greeting participants at Camp Lakamaga and answering parent
questions.
3. Provide basic first aid/emergency 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.
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.
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. Provide evaluation forms to all participants and share written results with Camp
Lakamaga staff.
6. Communicate with parents in the event of program changes or if behavior or
discipline issues arise during the course of the programs.
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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 (except Cleat Kids which the City will pay River Valleys 20%)
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 ("AcY'), 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.
• 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.
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• Nothing herein shall be construed to waive or limit any iminunity fro�n, 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
Agreeinent. 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 notic,�e by either
party. Individual progams 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:
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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
SPARKS & BLASTS DAY CAMP AT CAMP LAKAMAGA
Come out to Lakamaga and have a great day camp experience! Camp Lakamaga offers
swimming, kayaking& fishing,biking, archery, art and nature projects, adventure course, fitness
course and more! Campers will plan programming at the beginning of the week-long session.
Campers are provided lunch and a snack each day. Co-ed program
Dates: 1 week sessions:
June 22 —26; OR July 6— 10; OR July 20— 24;
OR August 17—21; OR August 24 - 28
Days: Monday through Friday
Times: 9:00 am—4:30 pm
Early drop-of£ 8:30-9:OOam (supervised play time)
Late Pick-Up: 4:30-5:30pm (supervised play time)
Grades: 1 S'_ 8'h
Cost: $ 175.00
Min/Max: 5/20
Bulls-eve Archerv and Biking Bonanza!
Learn the basics or sharpen your skills. Play archery games and even shoot at a dinosaur while
camp staff guides you in this fun program! Learn the basics of biking and take a ride on the
paths through camp or challenge yourself to our off road course. All equipment is provided.
Dates: Tuesday, June 23 & Wednesday, June 24; OR Wednesday, July 8 & Thursday, July 9; OR
Monday, August 24 &Tuesday, August 25
Times: 1:00— 5:00 p.m. each day
Grades: 3ra_8th grade
Cost: $35.00
Min/Max: 5/20
Wild for Water
Have fun at Camp Lakamaga by learning and doing fun water activities at our waterfront.
Kayaking, canoeing, fishing and swimming with your friends or while making new friends is
included in this '/� day water adventure on Big Marine Lake! All activities are taught and
supervised by certified lifeguards. All equipment is provided (lifejackets, fishing gear, etc.).
Dates: Tuesday, June 30; OR Wednesday, July 1; OR Thursday, August 27
Times: 1:00 p.m. — 5:00 p.m.
Grades: 3ra_ 8`h grade
Cost: $35.00
Min/Max: 5/20
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Clav and Colors
Explore the wonders of art at Camp Lakamaga! Water color at the lake or create something
wonderful with pottery. Artistic fun will be had by all! A snack is provided.
Dates: Monday, June 29, OR Tuesday, July 14, OR Wednesday, August 12
Times: 8:30 a.m. — 12:30 p.m.
Grades: 4`h_ 8th grade
Cost: $40.00
Min/Max: 5/20
Bugs and Critters
Explore the world of nature and things that crawl around our camp! Get down on your hands
and knees and get dirty while we explore to find bugs with our eyes and a magnifying glass!
Find out what kinds of critters live at camp and then create your own critter to bring home with
you!
Dates: Tuesday, June 30; OR Monday, July 20; OR Thursday, August 20
Times: 9:30 a.m. — 12:00 p.m.
Grades: 1 S`_3ra
Cost: $20.00
Min/Max: 5/20
4'h of Julv Familv Camp
Days: Thursday, July 2 —Sun, July 5, 2009
Times: 2:OOpm Thursday- l 0:00am Sunday
All ages welcome
Cost: $ 175.00/Family(up to 4); $25/additional family member
Min/Max: 2/20
Enjoy some quality family time together. Leave the hassle of cooking, cleaning, or coming up
with activities to us! Camp Lakamaga takes care of everything from planned activities to home
cooked meals. Accommodations are in yurts, air-conditioned cabins, open-air cabins, or
platform tents. All family members are welcome.
EveninE Parent/Child Programs at Camp Lakamaga
These are two hour programs designed to fit the busy summer schedules of parents and kids!
Come out to camp and spend quality time with your son/daughter doing what you always wanted
to try or do what you love to do! Co-ed program
Fishing on Big Marine Lake
Learn about different types of fish in our lake, different bait to use and how to hook your own
bait, learn to cast and then try your hand at fishing! See if you can catch the"big one" off the
camp dock! Gear and bait is provided for you.
Mondays from 6:30— 8:30 p.m.
June 29, July 13, July 27, August 3, August 17, August 24
Cost: $15.00/person
Min/Max: 5/15
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Canoe and Kayak on Big Marine Lake
Learn the basic skills of canoeing and kayaking. Learn different strokes, entering and exiting the
boats, and boat/water safety on the water and on land. Then paddle around to practice your new
found skills! More advanced boaters can go further out if comfortable. Lifejackets are provided
or you can provide your own.
Wednesdays from 6:30— 8:30 p.m.
June 24, OR July 8, OR July 22, OR August 5, OR August 19, OR August 26
Cost: $10.00/person
Min/Max: 5/12
Pontoon Rides and Archery
Take a relaxing evening ride around Big Marine Lake while enjoying a light snack
and beverage. Enjoy quiet time with your family on the lake. Lifejackets are provided
or you can provide your own. Have the chance to take aim at our archery range by learning
basics of archery safety, aiming your bow, proper shooting and then have a chance to practice.
Equipment is provided.
Tuesdays from 6:30— 8:30 p.m.
Session 1: June 23, Session 2: July 7, Session 3: July 21, Session 4: August 4,
Session 5: August 18, Session 6: August 25
Cost: $30.00/person
Min/Max Enrollment 5/10.
Parent/Child Weekend %: dav and Full dav Programs
Spend 'h a day or a full day at Camp Lakamaga doing fun camp activities like boating, archery,
fishing, swimming, crafts and nature. Lunch and snack is provided for you! Co-ed program
Dates: Saturday: June 6, OR June 20, OR August 22, OR August 29
Time: '/2 day: 9:OOam— 12:30 p.m.
Cost: 'h day: $15/person
Min/Max: 5/20
Time: Full day; 9:OOam—4:00 p.m.
Full day: $30/person
Min/Max: 5/20
Ages: All ages welcome(must be accompanied by an adult)
Cleat Kids II (run by Scandia Park & Rec staffl
Learn valuable skills and enjoy creative games with other sports minded kids. We provide
children with fun activities that will inspire learning so kids will experience success when
playing games. All levels of play are welcomed. Camp Lakamaga's facilities include a large
playing field and basketball court. Bring your own water bottle.
Dates: Tuesday and Thursday
June 16th — July 1 S`
Times: 10:00— 11:30 a.m.
Grades: 3ra_6`h grade
Cost: $45.00
Min/Max: 10/20
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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/ar 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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