HomeMy WebLinkAboutAGENDA REPORT 2024 1120 CCSA REG ITEM 10DCITY OF MOORPARK, CALIFORNIA
City Council Meeting
of November 20, 2024
ACTION APPROVED STAFF
RECOMMENDATION.
BY A. Hurtado.
D. Consider Letter of Agreement with Southeast Ventura County YMCA to Host Its
Bill Night on December 3, 2024, at Moorpark City Hall (323 Science Drive). Staff
Recommendation: Authorize the City Manager to execute a Letter of Agreement
with the Southeast Ventura County YMCA to host its Bill Night event on December
3, 2024, at Moorpark City Hall, subject to final language approval by the City
Manager. (Staff: Brian Chong, Assistant to the City Manager)
Item: 10.D.
MOORPARK CITY COUNCIL
AGENDA REPORT
TO: Honorable City Council
FROM: Brian Chong, Assistant to the City Manager
DATE: 11/20/2024 Regular Meeting
SUBJECT: Consider Letter of Agreement with Southeast Ventura County YMCA
to Host Its Bill Night on December 3, 2024, at Moorpark City Hall
(323 Science Drive)
BACKGROUND
On November 20, 2020, the City Council approved Resolution No. 2020-3963, updating
rules and regulations governing City facility rentals. Because the resolution predates
the City’s acquisition of the new Moorpark City Hall (323 Science Drive), it was not
identified as a rentable facility. Accordingly, use of the facility requires City Council
approval.
The Southeast Ventura County YMCA (YMCA) is requesting use of City Council
Chambers for the evening of December 3, 2024, to conduct its Bill Night event. Staff
recommends that the City Council approve the attached Letter of Agreement to
authorize use of the Council Chambers in the new Moorpark City Hall for this event.
DISCUSSION
The City Council Chambers at 323 Science Drive currently has functioning lighting, and
speaker systems. However, the room does not yet have television or video streaming
capabilities, pending acquisition and installation of equipment expected in early 2025.
Accordingly, the City Council and all City Boards and Commissions still meet at the
former City Hall, located at 799 Moorpark Avenue.
The City’s facility rental policy identifies indoor rooms available for rent at the Arroyo
Vista Recreation Center (4550 Tierra Rejada Road) and Community Center (799
Moorpark Avenue). The policy has not yet been amended to include the City Council
Chambers at 323 Science Drive or establish rental rates for the new Moorpark City Hall.
As a result, staff cannot yet issue a standard Facility Rental Permit for its use.
Item: 10.D.
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Honorable City Council
11/20/2024 Regular Meeting
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The YMCA is requesting rental of the City Council Chambers in the new City Hall for
Tuesday, December 3, from 5:30 p.m. to 10:00 p.m. for its Bill Night event. The event is
the premier event for school-age participants in the YMCA’s Youth & Government
Program. Participants learn about the legislative process in California and write mock
bills that they then present to a panel of legislative professionals during Bill Night. The
program is intended to introduce young people to civic engagement, policy
development, and the legislative process. The YMCA is requesting use of the room
with its lighting and speaker systems; no recording or broadcasting is being requested.
Up to 60 people are expected to attend.
To facilitate use of the new City Hall City Council Chambers, a Letter of Agreement
(attached) has been prepared. The letter outlines standard City rental requirements
such as a refundable clean-up deposit and insurance/indemnity requirements.
The YMCA is a 501(c)(3) non-profit organization. Under the City’s facility rental policy,
Moorpark-based 501(c)(3) non-profit organizations qualify for no-cost rentals if they
meet four criteria (open to public, no admission fee, duration limits, and attendance
below 2,000 people). The YMCA’s Bill Night satisfies those four criteria. Although the
YMCA’s regional offices are physically located in Westlake Village, they serve families
in Moorpark, as well as Simi Valley, Thousand Oaks, and Westlake Village. Because of
the civic nature of the event, staff recommends that the rental be authorized at no cost
to the YMCA as if they were chartered within Moorpark. That recommendation is
reflected in the draft Letter of Agreement.
The City’s facility rental policy does pass through direct costs to renters, even if they
qualify for no-cost rentals. However, only City management staff will be present during
the event, so no direct staffing costs will be incurred or passed through to the YMCA.
ENVIRONMENTAL DETERMINATION
This action is exempt from the California Environmental Quality Act (CEQA) as it does
not constitute a project, as defined by Section 15378 of the State CEQA Guidelines.
Therefore, no environmental review is required.
FISCAL IMPACT
None.
COUNCIL GOAL COMPLIANCE
This action does not support a current strategic directive.
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Honorable City Council
11/20/2024 Regular Meeting
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STAFF RECOMMENDATION
Authorize the City Manager to execute a Letter of Agreement with the Southeast
Ventura County YMCA to host its Bill Night event on December 3, 2024, at Moorpark
City Hall, subject to final language approval by the City Manager.
Attachment: Draft Letter of Agreement
139
CITY OF MOORPARK
CHRIS R. ENEGREN
Mayor
RENEE DELGADO
Councilmember
DANIEL GROFF
Councilmember
TOM MEANS
Councilmember
DR. ANTONIO CASTRO
Councilmember
799 Moorpark Avenue, Moorpark, California 93021
Main City Phone Number (805) 517-6200 | Fax (805) 532-2205 | moorpark@moorparkca.gov
November 20, 2024
[NAME]
Southeast Ventura County YMCA
31105 Thousand Oaks Blvd.
Westlake Village, CA 91362
RE: Letter of Agreement for Southeast Ventura County YMCA Bill Night on
December 3, 2024 (Moorpark City Hall)
Dear _________:
This letter is to confirm use of the Southeast Ventura County YMCA (YMCA) use of the City
Council Chambers inside Moorpark City Hall (323 Science Drive) on Tuesday, December 3,
2024, from 5:00 PM to 10:00 PM, with a rental fee of $0.00.
The terms of use shall be in accordance with the Moorpark City Council’s action on
November 20, 2024. Accordingly, YMCA agrees to;
1. Abide by all City rules and regulations pertaining to City facilities, including but not
limited to those included in Moorpark Municipal Code Chapter 12.16 and City Council
Resolution 2020-3963 (Rules and Regulations Governing City Facility Rentals).
2. Identify a lead point of contact for the YMCA who will be present during the event,
including all setup and cleanup.
3. Pay to City a five hundred dollar ($500) refundable clean-up deposit. Deposit shall be
refunded to YMCA within 30 calendar days after the event, less any direct clean-up
costs incurred by City. Should direct costs exceed the deposit, YMCA agrees to
reimburse City for said costs within 90 days of the event.
4. YMCA agrees to prohibit all food, and any beverages except water, inside the City
Council Chambers.
5. YMCA agrees to procure, and thereafter maintain, in full force and effect, at YMCA’s
sole cost and expense, a general liability insurance policy written with a company
acceptable to City and authorized to do business in the State of California. Such
policy shall provide for a minimum coverage of One Million Dollars ($1,000,000) for
ATTACHMENT
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YMCA Bill Night | Letter of Agreement
Page 2
bodily injury or death of any person or persons in any one occurrence, and One Million
Dollars ($1,000,000) for loss by damage or injury to property in any one occurrence
and shall include automobile coverage. The policy shall contain a provision providing
for a broad form of contractual liability. The policy or policies shall be written on an
occurrence basis. The policy shall name the City of Moorpark as an additional insured.
YMCA shall furnish City evidence of all insurance policies required by this Agreement
in the form of a Certificate of Insurance and additional insured endorsement.
6. YMCA agrees to indemnify, defend (with counsel reasonably acceptable to City), and
hold harmless the City, and any and all of its employees, officials, volunteers, and
agents from and against any liability (including liability for claims, suits, actions,
arbitration proceedings, administrative proceedings, regulatory proceedings, losses,
expenses or costs of any kind, whether actual, alleged or threatened, including
attorneys’ fees and costs, court costs, interest, defense costs, and expert witness
fees), to the extent same are caused in whole or in part by any gross negligence or
wrongful act, willful misconduct, error or omission of YMCA arising in whole or in part
from YMCA’s officials, volunteers, contractors, agents, and run participants
participation in the 5K Run event.
YMCA agrees to obtain executed indemnity agreements with provisions identical to
those set forth in this section from each and every official, volunteer, vendor, run
participant, performer, contractor, or subcontractor, or any other person or entity
involved by, for, with, or on behalf of YMCA in the performance of this Agreement. In
the event YMCA fails to obtain such indemnity obligations from others as required
here, YMCA agrees to be fully responsible according to the terms of this Section.
Failure of City to monitor compliance with these requirements imposes no additional
obligations on City and will in no way act as a waiver of any rights hereunder. This
obligation to indemnify and defend City as set forth here is binding on the successors,
assigns, or heirs of YMCA and shall survive the termination of this Agreement or this
Section.
City does not and shall not waive any rights that it may have against YMCA by reason
of this letter, because of the acceptance by City, or the deposit with City, of any
insurance policy or certificate required pursuant to this Agreement. The hold harmless
and indemnification provisions shall apply regardless of whether or not said insurance
policies are determined to be applicable to any losses, liabilities, damages, costs, and
expenses described in this section.
Please sign where indicated below and return both original signed copies of this letter to the
City to acknowledge your acceptance of this agreement. A fully executed copy will be returned
to you.
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YMCA Bill Night | Letter of Agreement
Page 3
SIGNED:
__________________________________________ _______________
NAME, TITLE Date
Southeast Ventura County YMCA
__________________________________________ _______________
Troy Brown, City Manager Date
City of Moorpark
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