No preview available
9.d) Program Agreement with Girl Scouts of Minnesota and Wisconsin River Valleys for Summer 2008 Recreation Programs Meeting Date: 3/18/2008 Agenda Item: GI, 9/� City Council Agenda Report City of Scandia 14727 209`�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 July;brochure will be mailed April 1,2008. 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 identical 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. • Program revenues will be shazed between the city(60%) and the GSCSCV(40%.) 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 Attomey, and incorporates language recommended by LMCIT loss control attomeys regazding 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): Prepared by: Anne Hurlburt,Administrator (Girl Scout Agreement for Lakamaga) Page 1 of 1 03/11/08 Program Agreement City of Scandia, NIN 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 2008. The programs will begin July 14,2008 and end August 31,2008 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 andJor certified staff to lead a11 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 aidlemergency 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. 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 adult staff members to assist with leading programs. The total number of staff inembers shall be sufficient to meet Camp Lakamaga staffing guidelines: 1:8 for 6-8 yr old participants and 1:10 for 9-14 year old participants. 1 6. Provide evaluation forms to all participants and share written results with Camp Lakamaga staff. 7. 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 forty percent(40%)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 perfornung 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, waz, 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 ma.nner: • 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. 2 • The City agrees that it will defend,indemnify, and hold hannless 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,medica.l 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 Scouts of Minnesota and Wisconsin River Valleys: By: Title: Date: 3 For City of Scandia: By: Title: Date: 4 Exhibit"A"to Program Agreement City of 5candia, MN and Girl Scouts of Minnesota and Wisconsin River Valleys Description of Programs WATER CHALLENGERS Days: Monday—Thursday: July 14-17, 2008 Times: 1 p.m.-4 p.m. Grades 3-7 Cost: $ 75.00 Min/M�: 5/20 Calling all water lovers! Big Marine Lake has a lot to ofFer you!! Our staff will instruct you in a variety of activities including boating, fishing, and water sports! End your week with a pontoon ride around the lake. When not at the water&ont, you will spend time on land doing fun camp activities like biking and the adventure course. All abilities are welcome! Camp Lakamaga provides all the equipment. Co-ed program OUTDOOR SURVIVOR Days: Monda.y—Thursday: July 21-24, 2008 Times: 10 a.m.-2 p.m. Grades 3-6 Cost: $ 85.00(includes lunch) Min/Max: 5/20 Come on out to Camp Lakamaga and learn to"survive"in the woods! Learn about shelter and fire building,orienteering,wilderness first aid, and more. Lunches will be provided and will be cooked over an open fire each day! All abilities welcome. Camp Lakamaga provides all the equipment. Co-ed program. ARCHERY ADVENTURES Days: Monday—Thursday: August 11-14, 2008 Times: 9 a.m.-12 p.m. Grades: 1-3 - OR- Times: 1 p.m.-4 p.m. Grades: 4-8 Cost: $ 75.00 Min/Max: 5/15 Learn the basics of archery or sharpen your shooting skills. This week is open to all levels. Staff will guide you in proper archery techniques. When you are not at the range,you will be having fun around Camp Lakamaga doing activities like adventure course or waterfront. Camp Lakamaga provides archery equipment. Co-ed program 5 . ART EXPLORATION Days: Monday—T'hursday: August 4-7, 2008 Times: 9 a.m.-12 p.m. Grades 1-6 Cost: $ 80.00 Min/Max: 5/15 Explore the wonders of art at Camp Lakamaga! Try your hands at the pottery wheel or maybe making a paper mache dragon! Sit in the woods and try out watercolor or creative writing. While not at the art studio, you will explore Camp Lakamaga's other fun activities like biking and swimming! All abilities are welcome. Camp Lakamaga provides all materials. Co-ed program *�`Sign up for the whole day and explore more of what Camp Lakamaga has to offer! August 25-28, 2008 9 a.m. -4 p.m. Cost: $160.00 OUTDOOR CHALLENGERS Days: Monday—Thursday: July 28-31, 2008 Times: 1 p.m.-4 p.m. Grades 3-6 Cost: $ 75.00 Min/Max: 5/20 Challenge yourself to Camp Lakamaga outdoor activities. Try out the bouldering wall,get your group through the spider web or across the lava pit at our adventure course area. Other Camp Lakamaga challenges will be found at the waterfront,biking, azchery and our fitness course! Come out to Camp Lakamaga and take the outdoor challenge! Co-ed program. ** Sign up for the whole day and challenge yourself to more Camp Lakamaga activities! Monday—Thursday: August 18-21,2008 9 a.m. -4 p.m. Cost: $150.00 6 SPARKS Days: Monday&Wednesday(3 weeks): August 11-27,2008 Times: 9 a.m.-4 p.m. or 1 p.m.-4 p.m. Grades 46 Cost: $150 (all day) ; $75.00 (1/2 day) Min/Max: 5/20 BLASTS Days: Tuesday&Thursdays (3 weeks): August 12-28, 2008 Times: 9 a.m.-4 p.m. or 9 a.m.-12 p.m. Grades: 1-3 Cost: $ 150.00 (all day) ; $75.00 (1/2 day) Min/Max: 5/20 Come out to Camp Lakamaga and have a great camp experience! We have a lot to offer a %Z day or a full day camper,including water&ont activities like kayaking&fishing,biking, archery, art and nature projects,or challenge yourself at our adventure or fitness course. Campers will plan programming at the beginning of the session. Full day campers are provided lunch and a snack. Co-ed program WEEKEND FAMII�Y CAMP Days: Friday—Sunday: July 25-27,2008 or August 29-31,2008 Times: 6 p.m. Friday-10 a.m. Sunday All ages welcome Cost: $ 175.00 Min/Max: 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 cabins,yurts,or platform tents. All family members are welcome. 7 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 andlor 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 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 a11 actions, claims and demands for personal injury, including death,arising out of the conduct of the activides. 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." 8