HomeMy WebLinkAbout2004 05 10 Informational 302
COMMISSION AGENDA
ITEM 302
Consent
Informational X
Public Hearing
Regular
05/1 0/04
Regular Meeting
~V\ cQ
Mgr. / Dept.
Authorization
REQUEST: The Parks and Recreation Department wishes to inform the City Commission that
it will not conduct a Summer Day Camp Program at Indian Trials Middle School,
but at New Covenant Church.
PURPOSE: To inform the Commission that the Parks and Recreation Department will not
conduct a Summer Camp Program this Summer at Indian Trails Middle School,
but at New Covenant Church.
CONSIDERATIONS:
· Parks and Recreation informed the City Commission at the April 26, 2004 meeting that
the Summer Day Camp would be conducted at Indian Trails Middle School.
. On April 26, 2004, we were notified by School Board staff that our contract was
cancelled. They viewed our program as a direct conflict to their program.
. Parks and Recreation staffwas able to secure the New Covenant Church site to conduct
the program this summer.
. This site is preferred by Parks and Recreation staff and also the participants of the
Summer Day Camp.
FUNDING:
Funding is budgeted in the amount of$35,000 for the Summer Day Camp Program.
RECOMMENDATIONS:
N/A
IMPLEMENTATION SCHEDULE:
May, 2004
June 1, 2004
July 23, 2004
Continue Registration and Planning the Program.
Summer Day Camp Starts
Summer Day Camp Ends
ATTACHMENTS:
Attachment #1
Staff memo regarding Indian Trails Middle School Usage.
COMMISSION ACTION:
CITY OF WINTER SPRINGS, FLORIDA
1126 EAST STATE ROAD 434
WINTER SPRINGS, FLORIDA 32708-2799
Telephone (407) 327-1800
Ronald W. McLemore
City Manager
Apri] 30, 2004
Dr. Bill Vogel, Superintendent
Seminole County Public Schools
400 East Lake Mary Boulevard
Sanford, F]orida 32773-7]27
Dear Bill:
You will recall in our first meeting that I advised you of certain actions related to the joint use of school
facilities that has caused a strain in relations with the city and which appear to us to be contradictory to
the overall joint use philosophy. In particular, I gave you examples in which local school officials entered
into facility use agreements upon which the city relied to schedul'e events, only to have those agreements
cancelled by the school on a subsequent date approaching the date of the event. These arbitrary
cancellations cause serious logistic and credibility problems for the city, not to speak of the inconvenience
it causes for the residents involved in the event.
Today we have yet another example of this arbitrary and callous practice.
On April 1,2004 the city entered into a facility use agreement with Indian Trails Middle School for our
Summer Day Camp scheduled for June l, 2004 through July 23, 2004. In good faith we relied upon this
agreement, and advertised the event throughout the city. Staff was hired, and participants began signing
up for the event. On April 26, 2004 the city received an e-mail from the middle school principal
canceling the agreement.
The cavalier manner in which school officials sometimes enter into and cancel these agreements is
repugnant. An agreement is an agreement and short of a real emergency these agreements should be
honored.
I would appreciate your reviewing the details of this situation in the attached memorandum from Chuck
Pula and considering a policy that requires your school officials to honor these agreements.
Thank you for letting me vent my frustration.
S/pPf
Ronald W. McLemore
City Manager
/jp
Attachment
U:\Docs\Word\Letters\04 Letters\Apr 04\BVogel Joint School Facilities Issue.doc
CITY OF WINTER SPRINGS, FLORIDA
1126 EAST STATE ROAD 434
WINTER SPRINGS, FLORIDA 32708-2799
Telephone: (407) 327-6599
Fax: (407) 327-4763
Parks & Recreation Dept.
MEMORANDUM
TO:
Ronald McLemore, City Manager
c.Q
FROM:
Chuck Pula, Parks and Recreation Director
RE:
Winter Springs Parks and Recreation Sununer Day Camp at Indian Trails
Middle School
DATE:
April 30, 2004
My staff and I were shocked when on April 26, 2004 we received an e-mail from Middle School Principal
Eugene Petty and Vice Principle Fred Burnett indicating that our facility use contract executed on Aprill,
2004 was cancelled (attached). The contract was to conduct the Annual Winter Springs Summer Day
Camp Program at the Indian Trials Middle School. We had already promoted this program and site in the
Winter Springs Insider, News Media and in an Informational Item to the City Commission. We also signed
up over 20 participants and began hiring staff and scheduling field trips.
My staff immediately set up a meeting with Mr. Fred Burnett, Vice Principle and Eugene Petty, Principle
of Indian Trials Middle School to discuss why our contract was cancelled. They were told that it was an
administrative call per Dr. Ron Pinnell, and John McGraw, Extended Day Child Care Administrators who
viewed our program as a direct conflict to their program (attached).
I have a problem with the way this was handled and also the School Boards view of our program
conflicting with theirs.
1. We should have been told prior to executing a contract that the facility could not be used, not 25
days after we promoted our program and began scheduling and signing up participants. Fortunately, we
have been able to secure the New Covenant Church site to conduct this program.
2. I totally disagree with the statement that our Summer Day Camp is in direct conflict with the
success of their program. My numbers, which I am sure, are not as accurate as the School Boards indicate
that there are over 3,346 children in Grades K-5 in the City of Winter Springs. Our Sununer Day Camp
enrolls 70 children (max) that is about 2%. Also the closest site the School Board uses is Rainbow
Elementary School, which is over 4 miles from Indian Trails. We know that there are many factors that
influences which Sununer Camp a child will go to i.e. location, instructors, trips, cost, etc. and I really
believe that there are enough children for both entities to meet the needs and have successful programs.
This is the third time a contract for facility use has been cancelled on short notice causing many
adjustments in our programs.
I recommend caution with any current or future facility use agreements with the School Board.
SEMINOLE COUNTY PUBLIC SCHOOLS
FACILITY lEASE AGREEMENT
, v:' / I ~ 1/ between The School Board of
/U- ,
~
on -1(7- G 2- ;eJd. tV ~ I
tor/fJ- r (PI 1 - "71 z-; J ~ Ob 4_. This agreement is subject to the terms and
oonditions set forth on the reverse side and School Board fA Seminole County Facility Use Policy, which is
made a part hereof for all purposes by reference and adoption. Conduct of any prohibited activtties will
void this -oreement.
I. FACilITY CHARGE: 3VJ ~f;J
the
This oontract is made on
Semi
USE FEE
$ nICe
Utillty Charge
1.OOthour
$ 6.CXMlour
$10.00'h0ur
$ 8. (M,S.)$10.00(H.S.)Ihour
$7S.00'hour
$ 6.00.hour
$12.00 wi kit $11.00wlo kit
pef hour -all IlChools
CIasst'oom!conference roomImull:i-purpose room'
Auditorfum(700 0( less ~clty).
Performing Arts Center /auditorium( over 700 C8paclty)"
Gymnasium~'
Athletic &taOlUm ~h Iighting(H.S. only)'
Athletic stadium wil~ ighting(H.S. only)'
Cafeterialcafetorium (500 or less capacity).
Cafeteria.'cafetorium (over 500 capacity) .
Kitchen use (only cafeteria staff may operate equipment)
Restroo~ocker roon'1(category V U5ef1i only)
Par1dng lot
.Par1<ing lotIrestroom use included
Single 1.lSe up to 4.5 hows will be charged the howiy rate. Uses in excess of 4.5 boUTS up to 3 days will be
charged a daily late. Uses in excess of 3 days in a 7 day period will be charged a weekly rate. Daily rate
is 7.5 x the applicable how-Iy rate. Weekly rate is 3 times the appliCable daily rate.
II. OPERATIONAlCHARGE:;?fic,#~ Yz~~kd;'y 39
UTILITY CHARGE PER UTILITY ~ TEf'SCHEDULE (Payabie to School Board) $
$ 15r'hour
$ 7S'hour
$1 (Dhour
$ fDhour
$100'h0t.ir
$ 75Ihour
$ 5G1lour
$ 75Ihour
$10 per hour.
$ ~day
$10it1r
EQUIPMENT USE CHARGE: Rate Schedule must be on file with the Finance Dept.
70Z ftP
/1/ t{
$
_lectemIPodium
_Micfophone(s)
_P.A System
_Spotlight
_Risers
_Piano
_Grand Piano
_AV. Screen
_Projector
_large Percussion Instruments(s)
_othef (addendum to contnId)
702~
J11..<<
70;;- ~
Ill.
SUBTOTAL $
SALES TAX (7%) OR TAXEXEMPTI.D. NUMBER 09 13d3S-0tf 257/l-
TOTAl CHARGE PAYABLE TO SCHOOL UPON EXECUTION OF CONTRACT $
VI.
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VI.
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9hlft 2
Chuck Pula
From:
Sent:
To:
Subject:
Christopher Carson
Monday, April 26, 2004 3:07 PM
Chuck Pula
FW: Contracts at Indian Trails
Hey Chuck,
Bad ~ws here, I have already called Fred Burnett to find out where this came from. He
mentioned the Director of Middle Schools from the Seminole County School Board. I think
we should put a phone call into our new friend that we met up with last Thursday. What do
you think?
-----Original Message-----
From: Fred_Burnett@scps.k12.fl.us [mailto:Fred_Burnett@scps.k12.fl.us]
Sent: Monday, April 26, 2004 1:24 PM
To: ccaldwell@wintersprings.orgi Christopher Carson
Subject: Contracts at Indian Trails
Gentlemen,
I've just been notified to cancel all facility use contracts with the City of Winter
Springs that conflict with elementary school activities. Any of your sports camps or after
school activities that are restricted to grade 6 and above are OK. But, any of your
programs that admit students in grades K-S cannot be held at the school.
Please contact me as soon as possible to clarify your status.
Thanks,
Fred Burnett
Indian Trails Middle School
407 320 4309
Chuck Pula
From:
Sent:
To:
Cc:
Subject:
Christopher Carson
Monday, April 26, 2004 3:27 PM
'BilL Vogel@scps.K12.f1.us'
Chuck Pula
FW: Contracts at Indian Trails
Hello Dr. Vogel,
Early this afternoon, I received an email from Fred Burnett of Indian Trails Middle
School that we would have to cancel our programs from the original site in which we have
current contracts with. At this time, the City has 2 camps which are schedule as well as
advertised to take place at Indian Trails Middle School. I myself run Camp Sunshine and
have already registered several children whom were looking forward to attending both our
camps. If you could look into this we surely would appreciate it.
Thank you,
Christopher Carson
City of Winter Springs Parks and Recreation
-----Original Message-----
From: Fred_Burnett@scps.k12.fl.us [mailto:Fred_Burnett@scps.k12.fl.us]
Sent: Monday, April 26, 2004 1:24 PM
To: ccaldwell@wintersprings.org; Christopher Carson
Subject: Contracts at Indian Trails
Gentlemen,
I've just been notified to cancel all facility use contracts with the City of Winter
Springs that conflict with elementary school activities. Any of your sports camps or after
school activities that are restricted to grade 6 and above are OK. But, any of your
programs that admit students in grades K-S cannot be held at the school.
Please contact me as soon as possible to clarify your status.
Thanks,
Fred Burnett
Indian Trails Middle School
407 320 4309
1
John,
Thanks for taking the time to help us understand what's going on with
the Middle Schools. Please help us understand which programs fall
under the category of summer programs in direct conflict with the
School Board. I have listed the programs at all the schools we use
during the summer. Please say Yes or No to each program. Then we'll
know better where we stand with each school since there are too many
different variables involved in each. Thanks
#1
Program:
Camp Sunshine
Location:
ITMS
Grades:
K - 5
Date (s) :
June 1 - July 23
Length:
8 weeks
Times:
7:30am-5:30pm (full day)
#2
Program:
Military Leadership Camp
Location:
ITMS
Grades:
6 - 8
Date (s) :
June 1 - July 23
Length:
8 weeks
Times:
8:00am-12:00pm (half day)
#3
Program:
Life Skills Sports Camp
Location:
ITMS
Grades:
K - 8
Date (s) :
June 1 - July 23
Length:
8 weeks
Times:
8:00am - 5:00pm (full day)
#4
2
Program:
Hogan's Hoopsters Basketball Camp
Location:
ITMS
Grades:
3 - 8
Date (s) :
June 1-4 and June 14-18
Length:
2 weeks
Times:
9:00am - 3:00pm (half day)
#5
Program:
winter Springs Basketball Camp
Location:
JHMS
Grades:
K - 4
Date (s) :
June 28-July 2 / July 5-9
Length:
2 weeks
Times:
9:00am - 1:00pm (half day)
#6
Program:
Winter Springs Basketball Camp
Location:
LCMS
Grades:
5 - 8
Date (s) :
2 / July 5-9
June 7-11 / June 14-18 / June21-25 / June 28-July
Length:
5 weeks
Times:
9:00am - 1:00pm (half day)
Look forward to he~ring from you. Please list 1 through 6 and answer
yes or no.
Chris Caldwell
Athletic Supervisor
Winter Springs Parks & Recreation
1126 E. SR 434
Winter Springs, FL 32708
407-327-6589
3
Chuck Pula
From:
Sent:
To:
Cc:
Chris Caldwell
Wednesday, April 28, 2004 2:36 PM
john_mcgraw@scps.k12.f1.us
Chuck Pula; Christopher Carson; Fred Burnett (Fred_Burnett@scps.k12.f1.us);
InvestNGod@aol.com; Chris Marlette (chris@wsbl.com)
RE: Summer programs
Subject:
Thanks John,
We have made our adjustments and will proceed with our current summer programs at all
schools except Camp Sunshine@ ITMS, which will move to New Covenant Church for this year.
Instructors - This is the response from Seminole County schools.
-----Original Message-----
From: John_McGraw@scps.k12.fl.us [mailto:John_McGraw@scps.k12.fl.us]
Sent: Wednesday, April 28, 2004 12:13 PM
To: Chris Caldwell
Cc: ron-pinnell@scps.k12.fl.uSi Geraldine_Wright@scps.k12.fl.us
Subject: Summer programs
Chr is,
It is certainly the desire of the SCPS Extended Day Department to establish a positive
working relationship with the cities Parks and Recreation Departments of Seminole County.
Further, I understand the cities need to secure facilities for operating their summer
programs.
Extended Day offers a full day "Summer Adventure Program" for K-S students at six
elementary school sites strategically located throughout the district. Allowing agencies
the use of school facilities to operate an eight week, "Full Day,"
K-S summer camp would be in direct conflict with the success of our program.
However, in an effort to accommodate, programs designed to target middle or high school
students are not a concern. Even sports programs that operate during segments of the
summer are welcome. In response to your attached list, program # 1 (Camp Sunshine)
cannot be held at our facility and # 3 (Life Skills Sports Camp) will be alright if
you change the target group to
grades 6-8.
In the spirit of cooperation, please feel free to implement programs # 2, 4, 5 and 6.
Even though several of these programs target elementary as well as middle school age
students, they are short term, partial day and do not pose a problem.
It is my hope that th~s explanation helps to clarify any confusion.
If you have further questions or concerns, please do not hesitate to contact me. [John
McGraw] Thanks.
John W. McGraw
Extended Day Child Care Administrator
(407) 320-0030
-----Original Message-----
From: ccaldwell [mailto:ccaldwell@winterspringsfl.org]
Sent: Tuesday, April 27, 2004 4:31 PM
To: John McGraw
Cc: cpula
Subject: Summer programs
1