Resolution 33-12RECORD OF RESOLUTIONS
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Resolution No.
33 -12
Passed
A RESOLUTION AUTHORIZING THE CITY MANAGER
TO EXECUTE A MEMORANDUM OF UNDERSTANDING
WITH DUBLIN CITY SCHOOLS
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WHEREAS, the City of Dublin and Dublin City Schools both provide recreational
programs and community enrichment classes; and
WHEREAS, the City and the Schools desire to work together to more efficiently
develop, administer and deliver programs, which would maximize the use of
existing resources, reduce costs, eliminate duplication and provide additional
programming to the community.
NOW, THEREFORE, BE IT RESOLVED by the Council of the City of Dublin,
� A of its elected members concurring, that:
Section 1. The City Manager is hereby authorized to execute the Memorandum
of Understanding attached hereto as Exhibit °A" with Dublin City Schools to
coordinate the provision of recreational programs and community enrichment
classes.
Section 2. This Resolution shall be effective upon passage in accordance with
Section 4.04(a) of the Revised Charter.
Passed this /?A day of
2012.
• P O fficer
ATTEST:
Clerk of Council
Office of the City Manager
City of Dublin Pho 614 - 1 410 4 00 • Fax:b614 --410 -4490 1090
To: Members of Dublin City Council
From: Marsha I. Grigsby, City Manager \`c
Date: June 14, 2012
Initiated By: Matt Earman, Director of Recreation Services
Memo
Re: Resolution 33 -12 -Authorizing the City Manager to Execute a Memorandum of
Understanding with Dublin City Schools
Background
In the June 4, 2012 Council packet, staff provided an update regarding an opportunity that would
enable the City and Dublin City Schools (DCS) to more efficiently develop, administer and deliver
programs and enrichment classes to the community. In light of Council's goal to "build on the
City's existing practice of shared services by continuing to explore new partnerships with other
entities, with a focus on service improvement and /or cost reduction" and a similar goal of the
Dublin School Board, staff for both organizations have been working on this joint programming
initiative.
Through a shared service approach, both parties will be able to maximize the use of existing
resources, reduce costs, eliminate service duplication and deliver a number of new experiences to
the community, while making certain that each entity's brand and identity remains intact.
Since DCS began developing its enrichment classes, the City and DCS have been working
independently, which has not allowed for content and scheduling to complement those programs
already being offered. In addition, both parties have been marketing programs via separate
brochures and administering programs through separate processes and software applications,
requiring more work and associated costs than necessary.
To address the above noted issues, the City and the DCS desire to partner in providing these
programs. Attached is a Memorandum of Understanding between the City and DCS which
represents the terms by which each entity would share resources to achieve the desired outcomes
of this partnership. The primary focus areas included in this effort are as follows:
1. Program Development — both parties will work together toward the delivery and
development of programs such that they will not conflict with or duplicate existing
programs.
2. Program Brochure — DCS will incorporate its program offerings into the City's current
"Healthy" recreation program guide in a separate section of the brochure, to create a
"one stop shop" approach to the variety of programs offered, minimize printing and
distribution costs for both entities, as well as provide residents with a simplified method
to search for programs being offered. The "Healthy" program guide has historically been
distributed to both Dublin residents and Dublin School District residents; therefore only a
nominal number of additional copies will be printed to be made available at all Dublin
schools.
3. Registration Processing — Using the City's robust software application (RecTrac) for
Memo re. Resolution 33 -12 - MCA with Dublin City Schools
June 14, 2012
Page 2 of 2
administering program registrations offered by both entities will provide a more
efficient process and a greater ability to generate financial reports, participant data and
other program details used to evaluate program delivery.
4. Cost /Revenue Sharing — A system has been designed through which direct cost savings
associated with this venture would be balanced to ensure both parties receive the same
financial benefits. In addition, recognition of those savings would include reducing some
of the City's fixed costs (computers, software, staffing, etc.) through a pre- determined
revenue split between DCS and the City for all DCS program fees paid.
Each of these areas has been determined to be a viable concept if the pursuit of implementation is
desired by the DCS Board of Education and Dublin City Council. Staff has also determined that if it
is desired, this partnership could be fully implemented in time to deliver the 2012 -2013
Winter /Spring program offerings in mid - December this year.
Staff believes this opportunity would greatly benefit the community in a variety of ways and be an
example of how two government entities can work collaboratively to more efficiently provide
quality services to the community. For the first year, staff estimates there will be a cost savings for
each entity of approximately $10,000 - $12,000.
Recommendation
Staff recommends the approval of Resolution 33 -12, authorizing the City Manager to execute a
Memorandum of Understanding with Dublin City Schools. It is important to note that this
Memorandum of Understanding will also be presented to the Dublin City Schools Board of
Education for their approval on June 25, 2012. If you have any questions regarding the proposed
partnership, please contact Matt Earman.
MEMORANDUM OF UNDERSTANDING BETWEEN
THE CITY OF DUBLIN AND DUBLIN CITY SCHOOLS
This Memorandum of Understanding (this "Memorandum ") is entered into and effective
as of this day of June, 2012 by and between the City of Dublin, 5200 Emerald Parkway,
Dublin, Ohio 43017 ( "Dublin "), and Dublin City Schools ( "DCS') (hereinafter individually
referred to as a "Party" and collectively referred to as the "Parties "). This Memorandum is
intended to document the Parties' intentions with regard to the development and administration
of recreational programs and community enrichment classes ( "Programs ").
RECITALS
WHEREAS, Dublin's Division of Recreation Services offers more than 1,500 Programs
using a variety of venues;
WHEREAS, in 2010, DCS also began offering Programs at its schools;
WHEREAS, since 2010, both Parties have been working independently to develop and
market their respective Programs, which has not allowed for program content and scheduling to
complement those already being offered and has resulted in higher costs for each of the Parties;
WHEREAS, the Parties wish to explore opportunities that will engage both Parties to
more efficiently develop, administer and deliver Programs; and
WHEREAS, by working together, the Parties would maximize the use of existing
resources, reduce costs, eliminate duplication and deliver an extraordinary number of new
experiences to the community while ensuring that each Parties brand and identity remained
intact;
NOW, THEREFORE, in consideration of the mutual promises, covenants and
agreements contained herein, the Parties agree as follows:
AGREEMENT
1. GENERAL PROVISIONS
The Memorandum is intended to coordinate all of the Programs offered by Dublin's Division
of Recreation Services and DSC. Accordingly, the Parties agree to the following:
A. Program Development The Parties agree to work together regarding the delivery and
development of Programs to ensure that the respective Programs satisfy the needs of
the community and avoid conflicts with other programs being offered.
i. Program Rules In delivering and developing Programs, the
Parties agree to implement consistent rules for participation
and to require appropriate legal releases that incorporate both
Dublin and DCS.
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ii. Instruction Each of the Parties is responsible for hiring
instructors for each of their respective Programs. Each
instructor shall be required to execute a personal services
contract with the Party offering the program or class.
B. Brochure The Parties agree that all of the Programs for each of the Parties will be
incorporated into Dublin's "Healthy" Recreation Program Guide ( "Guide ") to create a
"one- stop" Guide for all Programs which will reduce printing and distribution costs.
To ensure that both parties retain their respective identities and brands, programs
being offered by DCS will be included as a separate section within the Guide. The
Parties acknowledge that the Guide does (and will) not contain any private entity or
commercial advertising.
C. Registration Dublin shall be solely responsible for handling registration for all
Programs through Dublin's RecTrac software. In addition, all public inquiries
regarding Dublin programs will be directed to Dublin staff, and all public inquiries
regarding DCS programs will be directed to DCS staff.
D. Costs /Revenues
i. Costs The Parties acknowledge that implementing the
changes outlined in this Memorandum will result in a reduction
of both fixed and ancillary costs. The Parties agree to be
responsible for their fair share, as mutually agreed upon, of the
costs incurred herein and will work to develop a formula to
achieve a balanced savings for each of the Parties.
ii. Revenues The Parties agree, on an annual basis, to meet to
determine an appropriate revenue split from the Program fees
to ensure equitable balance of cost reduction between the
Parties. The Parties agree that the revenues hereunder shall
include all Programs except for DCS related programs such as
Driver's Education (Top Driver and All Star), Chinese School,
Autumn Rose Farms, and other independent programs not
directly related to DCS. The Parties agree, on an annual basis,
to present annual financial reports as well as programming
inventories to both Dublin Council and the DCS Board
annually.
2. TERM
The term of this Memorandum is for one (1) year ( "Initial Term ") from the date of
execution. Either Party may terminate its obligations under this Memorandum, for any reason,
upon written notice of termination given at least ninety (90) days prior to the termination date.
This Memorandum shall automatically renew for an additional one (1) year period unless either
of the Parties provides written notice of intent to non -renew this Memorandum within thirty (30)
days prior to the termination date.
3.
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A. Entire Agreement This Memorandum contains the entire agreement of the Parties,
and no other oral agreement or statements shall change, alter or add to the agreements
set forth herein unless entered into after the date of this Memorandum, in writing and
signed by the Parties.
B. Counterparts This Memorandum may be executed in one or more counterparts, all of
which shall be considered one and the same agreement, binding on all parties hereto,
notwithstanding that all parties are not signatories to the same counterpart.
C. Governing Law This Memorandum is and shall be deemed for all purposes to be
entered into in the State of Ohio and it shall be governed by and construed in
accordance with the laws of the State of Ohio without regard to conflict of laws
principles.
D. Assignment This Memorandum may not be assigned by either Party without the
prior written consent of the other Party.
IN WITNESS WHEREOF, the terms of the forgoing Memorandum are hereby agreed
to by each Party, as shown by the signature of the representatives of each set forth below.
City of Dublin
Marsha I. Grigsby
City Manager
Dublin City Schools
Dr. David E. Axner
Superintendent
Date:
Approved as to Form:
Law Director, City of Dublin
Date:
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