HomeMy WebLinkAboutC36620 Extension - Mgmt-Staffing at the PD Aquatic Center:IF
Contract No. C36620
STAFF REPORT
CITY OF PALM DESERT
COMMUNITY DEVELOPMENT DEPARTMENT
MEETING DATE: May 14, 2020
PREPARED BY: Jennifer Nelson, Management Analyst
REQUEST: Request for approval to extend Contact No. C36620 for Professional
Services to the Family YMCA of the Desert, Palm Desert, California,
for one year of management and staffing at the Palm Desert Aquatic
Center in the amount of $165,000 plus reimbursement of operational
costs included in agreement.
Recommendation
By Minute Motion:
Extend Contract No. C36620 for professional services to the Family YMCA
of the Desert ("YMCA"), Palm Desert, California, for management and
staffing of the Palm Desert Aquatic Center, effective July 1, 2020 to June
30, 2021; and
2. Authorize the Mayor to execute the contract extension.
With the approval of the FY 2020-2021 budget funds will be appropriated to the
Aquatic Center - Fund 242.
Strategic Plan
High quality facility management and staffing at the Palm Desert Aquatic Center (PDAC)
sustains one of the City's premier recreational facilities. The proposed action will further
the goals of the Strategic Plan by providing pervasive recreation opportunities for
residents and visitors.
Background Analvsis
The YMCA was awarded the original contract for management of the facility when it
opened in 2011. In January 2018, the City issued a Request for Proposals for
management of the Aquatic Center. A competitive bidding process was conducted
resulting with the YMCA of the Desert again being awarded the contract. The term of the
current contract with the YMCA ends June 30, 2020 with the option to renew every year
until June 30, 2023.
May 14, 2020 - Staff Report
Award Contract No. C36620 for Professional Services to Family YMCA of the Desert
Page 2 of 2
Since the opening of the facility the YMCA has done an excellent job managing and
operating the facility for the City. The YMCA has continued its dedication to operating a
safe facility, providing a community oriented management philosophy, and maintaining
the facility in excellent condition. The City and YMCA staff have created a very good
working relationship and desire to continue the partnership for another year.
Based on these factors, staff is recommending that the City continue its relationship with
the YMCA as operator of the Aquatic Center and extend Contract No. C36620 for the
second of four possible extensions.
Fiscal Analvsis
The YMCA is not requesting any increase in its management fee as approved in the
original 2018/2019 contract. The costs included in this renewal contract and all
associated reimbursement costs are included in the proposed 2020/2021 budget.
LEGAL REVIEW
Robert W. Hargreaves
City Attorney
DEPT. REVIEW
Ryan Stendell
Director of Community
Development
City Manager, Lauri Aylaian: 2d
VENDOR: YMCA of the Desert
43-930 San Pablo Ave.
Palm Desert, CA 92260
FINANCIAL REVIEW
Janet M. Moore
Director of Finance
ATTACHMENTS: Original Executed Agreement
Amendment.
ASSISTANT
CITY MANAGER
A*4- F ao
Andy Firestine
Assistant City Manager
I I T y Of Fn'!M
73-510 FRED WARING DRIVE
PALM DESERT, CALIFORNIA gzz60-z578
TEL:76o 346—o6ii
info@cityofpalmdesert.org
June 11, 2018
Family YMCA of the Desert
43-930 San Pablo Avenue
Palm Desert, California 92260
Dear Sir or Madam:
Subject: Contract No. C36620 — Professional Services for Management
and Staffinq of the Palm Desert Aquatic Center
At its regular meeting of May 10, 2018, the Palm Desert City Council, by Minute Motion:
1) Awarded subject contract for Professional Services to Family YMCA of the Desert,
Palm Desert, California, for management and staffing of the Palm Desert Aquatic
Center; 2) authorized the Mayor to execute said agreement.
Enclosed is a fully executed Agreement for your records. If you have any questions or
require additional information, please do not hesitate to contact us.
Sincerely,
RACHELLE D. KLASSEN, MMC
CITY CLERK
RDK:mgs
Enclosure (as noted)
cc/enc: Johnny Terfehr, Management Analyst
Finance Department
A0 ll
L�� PAINTED DN RE(I(LED PAPER
c.ONTRACT N0. C36620
AGREEMENT:
THIS AGREEMENT, made and entered into this 10th day of May, 2018., by: and
between THE CITYOF PALM DESERT, a.municipal corporation, hereinafter referred to
as "CITY" and- FAMILY YMCA OF— THE DESERT;- hereinafter referred to .as
"CONSULTANT".
WITNESSETH: .
WHEREAS;: CONSULTANT i a corporation, the principal members of which are
Professional CONSULTANTS duly registered under the laws of. the State of California;
and
WHEREAS,: CITY desires: to. engage CONSULTANT to render.certain technical
and professional services as.:set forth in Exhibit "A" (CONSULTANT'S Proposal of
Services) in • connection with the management .and operation of the City of Palm Desert.
Aquatic Center, Exhibit "B" (Request for Proposal for :Contract No. C36620 .issued
January 10,-2018), and within the financial constraints of the Palm -Desert Aquatic Center
Program Budget as forth in Exhibit:"C" (as may be:'amended from year to year by the
City Councilthrough the annual budget process). Exhibit A, Exhibit B, and Exhibit-C. are
all attached hereto and by reference incorporated herein and made a part hereof..:
NOW, THEREFORE, the parties hereto agree as follows:
(1) TERM:.
(1.1) The term: of this Agreement shall commence on July .1.; :2018
("Commencement Date") and continue through June 30; 2019 (`Termination Date").
... C - �' � NTRA T NO. C36620
(1.2) The CITY, at its option, may extend the -term of this Agreement for up to four
(4) one-year_ contract extensions based on CONSULTANT'S performance and mutual
agreement. In .the event of the .exercise of. such .option by the CITY, all other terms of
..this. Agreement shall. remain the same, except for -the new.Termination Date, as -agreed
-
to by the Parties.
(2) CITY hereby agrees to engage :CONSULTANT- to -perform the,
technical and/or professional services -as hereinafter -set forth.
(3) CONSULTANT shall perform all- work : necessary within _ the
schedules provided herein to complete the services.set forth in Exhibit "A" attached hereto
and by reference incorporated herein and made a part hereof.
(4) All information, data, reports and records and maps as are existing
and available from the CITY and necessary for the carryings out of the work outlined in.
Exhibit "A" hereof shall be furnished to. CONSULTANT without charge by CITY and CITY
shall cooperate in every way:.reasonable in, the carrying out .of :th:e work without: delay.
CONSULTANT agrees to work closely with City staff in :the performance .of services and
shall be available to City's staff ,:cons ultants 'and, other staff at'allreasonable times.
(5) CONSULTANT represents that, it employs or will employ at its own
expense, all personnel required- in performing the services under this Agreement.
CONSULTANT certifies that'it is aware of the provisions of Secti6n:3700 of the California
Labor Code which: require every employer to be -insured against liability for Worker's
Compensation or to .undertake self-insurance in accordance with the provisions -of that
Code, and..agrees to comply with such provisions before commencing the performance
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4,,)NTRACT NO. C36620
of the services. CONSULTANT verifies that it fully complies with all requirements and
restrictions of state and federal law respecting the employment of undocumented aliens,
including, but not limited to, the Immigration Reform and Control Act of 1986, as may be
amended from time to time.
(6) All of the services required hereunder will be performed by
CONSULTANT or under its direct supervision, and all personnel engaged in the work
shall be qualified and shall be authorized or permitted understate and local law to perform
such services. CONSULTANT shall perform all. services under this Agreement in a skillful
and competent manner, consistent with the standards generally recognized as being
employed by professionals in the same discipline in the State of California.
CONSULTANT represents and maintains that it is skilled in the professional calling
necessary to perform the services. CONSULTANT warrants that all employees and
subconsultants shall have sufficient skill and experience to perform the services assigned
to them. As provided for in the indemnification provisions of this Agreement,
CONSULTANT shall perform, at its own cost and expense and without reimbursement
from the City, any services necessary to correct errors or omissions which are caused by
the CONSULTANT's failure to comply with the standard of care provided for herein. Any
employee of the CONSULTANT or its sub -consultants who is determined by the City to
be uncooperative, incompetent, a threat to the safety of persons or property, or any
employee who fails or refuses to perform the services in a manner acceptable to the City,
shall be promptly removed by the CONSULTANT and shall not be re-employed to
perform any of the services.
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, )NTRACT NO. C366 20
.. ;
(7)' The execution :of: this Agreement bV the parties: hereto does not:
constitute. anauthorization toproceed. CITY's:Director of Community Development, has
not authorized. CONSULTANT to proceed.
(8) Designee of the City: Until such. time as CONSULTANT shall have
received written notice to -the. contrary, the "designee of the City: as that term is used
herein, shall .be the City Manager:
(9) The CONSULTANT warrants that he has not employed or retained
any company or person, other than a bona fide employee : working solely. for the
consultant,. to solicit or secure this Agreement, and that he has not paid or agreed to.pay
any company or person, other. than a bona fide employee working solely for the
consultant, any fee, commission, percentage; brokerage . fee, gifts, or any: other
consideration, contingent upon or: resulting from the award or making of this Agreement.:
For breach or violation of this warranty, CITY shall have the right to annul this -Agreement
without liability or in its discretion to deduct from the contract price or consideration, or
otherwise recover, the full amount of such fee, commission, percentage, brokerage fee,
gift or contingent fee.
(_10) The right is. reserved by the CITY to terminate. the Agreement.at any
time and without cause upon seven (7).. days written notice to CONSULTANT of such
termination,: and s eci in ' the effective date thereof.: In :an such. case the
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Y
CONSULTANT shall. be paid the reasonable value_of the services rendered, based uporl.
a pro rata -portion of CONSULTANT'S Fixed :Management Fee;. up to the:time of the
termination.. The CONSULTANT shall Keep adequate records to. substantiatecosts and
WNW TRACT NO. C36620
provide copies of original timecards in the event of termination or suspension.
CONSULTANT may not terminate this Agreement except for cause. In the event this
Agreement is terminated in whole or in part as provided herein, City may procure, upon
such terms and in such manner as it may determine appropriate, services similar to those
terminated.
(11) All documents including tracings, drawings, estimates, reports,
investigations and computations shall be delivered to and become the property of the
CITY. CITY acknowledges and agrees that all plans, specifications, reports.and other
design documents prepared by CONSULTANT pursuant to this Agreement shall be used
exclusively on this project and shall not be used for any other work without the written
consent of CONSULTANT. In the event CITY and CONSULTANT permit the re -use or
other use of the plans, specifications, reports or other design documents, CITY shall
require the party using them to indemnify and hold harmless CITY and CONSULTANT
regarding such re -use or other use, and CITY shall require the party using them to
eliminate any and all references to CONSULTANT from the plans, specifications, reports
and other design documents.
(12) The CONSULTANT shall comply with all federal, state and local
laws, ordinances and regulations applicable to work and shall give all notices required by
law. CONSULTANT shall be liable for all violations of such laws and regulations in
connection with services. If CONSULTANT performs any work knowing it to be contrary
to such laws, rules and regulations, CONSULTANT shall be solely responsible for all
costs arising therefrom. CONSULTANT shall defend, indemnify and hold City, its
officials, directors, officers, employees, agents, and volunteers free and harmless,
,.)NTRACT NO. C36620
pursuant to the indemnification provisions of this Agreement, from any claim or liability
arising out of any failure or alleged failure to comply with such laws, rules or regulations.
(13) No change in the character or extent of the work to be performed by
the CONSULTANT shall be made except by supplemental authority in writing between
CITY and the CONSULTANT. The supplemental authority shall set forth the changes of
work, extension of time and adjustment of the fee to be paid by CITY to the
CONSULTANT, if any.
(14) In connection with the execution of this Agreement, the
CONSULTANT shall not discriminate against any employee or applicant for employment
because of race, religion, color, sex or national origin. The CONSULTANT shall take
affirmative actions to insure equal employment opportunity and that employees are
treated, during their employment, without regard to their race, religion, color, sex or
national origin. Such actions shall include, but not limited to, the following: employment,
upgrading, demotion or transfer; recruitment or recruitment advertising; layoff or
termination; rates of pay, or other forms of compensation and selection for training,
including apprenticeship. This clause shall be included in each related subcontract,
if any, awarded by the CONSULTANT.
(15) The CITY agrees to pay the CONSULTANT a fixed Management
Fee for the period of this Agreement to the expiration of the term, CONSULTANT shall
receive a "Fixed Management Fee" of $13,750.00 per month. The Fixed Management
Fee shall be paid monthly, in arrears, within 30 days of receipt of the invoice.
_!)NTRACT NO. C36620
In: addition to the Fixed:Management.Fee, the CITY shall, on a monthly basis, reimburse :.
CONSULTANT for costs and_ expenses incurred by CONSULTANT in performing =the
services. under this' Agreement as identified in. Exhibit "A of. this. Agreement. However;
CONSULTANT. shall not ' exceed the- Palm Desert Aquatic Center Program Budget
("Program :Budget") amount without priorconsent of the City :Council. The Program
Budget is included herein as Exhibit."C"
-(16) Aquatic Center Accounts —The Aquatic Center shall cause -to be .
established bank accounts for. the operations of the Aquatic Center of a banking institution
(which banking :institution shall be determined by the City), such accounts to be in the
City's name: CONSULTANT will collect and deposit daily in the Aquatic Center Accounts
designated by the City all monies: received from the operations of the Aquatic Center.
(16.1) All revenues generated by the Aquatic Center shall be the property
of the City.: Revenue collection procedures shall be in accordance with the: method
approved by the City.: - The deposit shall be made with'..the bank no later -than the next
-business day following the date on which -the revenues are collected. A duplicate'copy of -
the deposit receipt identifying, the amount'collected by CONSULTANT and.its deposit
with the bank shall be delivered by CONSULTANT to the designee of the City on a weekly
basis, or, .at the option of the City, CONSULTANT shall provide the City with a weekly
bank. deposit report via a computerized "on-line" reporting system.
Until such monies .or other=things. of. value have been .deposited in
the City's account and. verified by the. bank. in accordance with this Agreement,
CONSULTANT bears_ all risk of. loss_ therefore, including, but not limited to, damage
destruction, disappearance, theft, fraudulent,or any dishonest or unlawful act,: or other
)NTRACT NO. C36620
hazard, irrespective of location and whether by CONSULTANT's employees or any other
person or entity. Should such an event or act occur, CONSULTANT shall notify as soon
as possible the designee of the City and the County Sheriff and CONSULTANT shall
prepare a report of such incident. CONSULTANT shall notify the City of any operational
changes deemed necessary by CONSULTANT to safeguard the City's monies or things
of value.
(16.3) CONSULTANT shall require of the bank holding the City's funds that
all funds be secured to such an extent and in such a manner as is required by applicable
law in connection with the deposit of funds of a public entity.
(16.4) Accounting System: CONSULTANT shall design, establish,
implement and maintain procedures for the accounting and control of the revenues from
the time of their collection by CONSULTANT to the time of deposit at the bank. This shall
include a system of internal controls to account for all gross revenues. Such procedures
shall include each of the accounting and cash control processes identified recommended
by CONSULTANT and approved by the designee of the City, which approval shall not
unreasonably be withheld.
(16.5) Books and Records: CONSULTANT shall maintain in accordance
with GAAP (Generally Accepted Accounting Principles) adequate books of account with
respect to its management and operations of the facilities and shall maintain such books
at its local offices in Palm Desert, California. CONSULTANT shall keep full an accurate
books of account and such other records as are necessary to reflect the results of the
operation of the Aquatic Center. For this purpose, CONSULTANT agrees it will make
available to the City at all times all books and records in CONSULTANT's possession
It"
11 )NTRACT NO. C36620
relating to the Aquatic Center, including contract documents, invoices and construction
records. All accounting records shall be maintained in accordance with GAAP and shall
be maintained in a cash format for each Operating Year. All such books, records, and
reports shall be maintained separately from other facilities operated by CONSULTANT.
CONSULTANT agrees to maintain reasonable and necessary accounting, operating, and
administrative controls relating to the financial aspects of the Aquatic Center, and such
controls shall provide checks and balances designed to protect the Aquatic Center,
CONSULTANT, and the City. CONSULTANT shall maintain all financial and accounting
books and records for a period of at least three years after the expiration or earlier
termination of this Agreement, and the City shall have the right to inspect and audit such
books and records during such period as provided below.
CONSULTANT shall provide the City with a verification and accounting system as
directed by the City for all monies, gross receipts, revenues, fees and charges collected
at the Aquatic Center. Such system shall include:
(a) Recordation of all sales by means of a cash register, which will
display the amount of each sale and automatically issue a customer's receipt. The cash
registers used by CONSULTANT shall be approved by the City. Said cash registers shall
in all cases have locked in sales total transaction counters that are constantly
accumulating and which cannot, in any case, be reset, and in addition, a tape loaded
within the cash registers on which transaction numbers and sales details are imprinted.
Beginning and ending cash register readings shall be made a matter of daily record. In
the event of a mechanical or electrical failure of cash register, CONSULTANT shall record
by hand all collections and issue a customer receipt in like manner.
Y)NTRACT NO. C36620
(b) Entry of each and every Aquatic Center users name on entry log.
(c) Totaling of Aquatic Center users at the end of each day and
reconciliation of fee category totals on cash register detail tapes.
(d) Maintenance of a daily log book detailing the number of Aquatic
Center users by fee category and total amount of cash collected by fee category.
(16.6) Inspection: The City or its authorized agents, auditors, or
representatives shall have the right during normal business hours to review, inspect,
audit, and copy the books, records, invoices, deposit receipts, canceled checks, and other
accounting and financial information maintained by CONSULTANT in connection with the
operation of the Aquatic Center. All such books and records shall be made available to
the City at the Aquatic Center, unless the City and CONSULTANT agree upon another
location. The CONSULTANT, at its own expense, shall have the right to retain an
independent accounting firm to audit the books and records of the Aquatic Center on an
annual basis. The City's rights under this Section shall continue after termination of this
Agreement.
(16.7) Reports to City: CONSULTANT shall deliver to the City the
following financial statements, in a form reasonably acceptable to the City:
(16.7.1) Within 20 days after the end of each calendar month, a statement
of Gross Revenues, showing the results of operation of the Aquatic Center for such month
and for the Operating Year to date, which statement shall include sufficient detail to reflect
all Gross Revenues, Aquatic Center Expenses and the Fixed Management Fee. Such
statements shall include a budget comparison, a variance report, and such other
customary reports as may reasonably be requested by the City. Such statement shall be
1 '
-",)NTRACT NO. C36620
certified as correct by an authorized financial officer of CONSULTANT. Such statement
shall be in a form reasonably acceptable to the City; and
(16.7.2) Within 30 days after the end of each Operating Year, a statement
of profits, losses, and Gross Revenues, showing the results of operation of the Aquatic
Center for such Operating Year which statement shall include sufficient detail to reflect
all Gross Revenues, Aquatic Center Expenses, the Fixed Management Fee, and the
Percentage Management Fee (if applicable) for such period. Such statement shall be
certified as correct by an authorized officer of CONSULTANT. Such statements shall
include a budget comparison, a variance report, and such other customary reports as
may reasonably be requested by the designee of the City. If requested by the designee
of the City, and at the sole expense of the City, these financial statements shall be certified
by an independent certified public accountant acceptable to the designee of the City and
provided to the City within 90 days after the end of the Operating Year. CONSULTANT
shall provide to the designee of the City, within 30 days of end of each calendar month,
that calendar month's payroll register by department and individual.
If CONSULTANT fails to provide to the City any monthly or annual
statement at the time and in the manner specified in this Agreement, this failure shall
constitute a material default under this Agreement and the City shall have the right, in
addition to any other rights or remedies it may have under this Agreement, to conduct an
audit to determine these sales, and CONSULTANT shall immediately reimburse the City
for the cost of the audit on written demand by the City. If the actual monthly or annual
Gross Revenues shown by any audit of the City (whether hereunder or under Sections
16.5 or 16.6) is found to be three percent or greater than the amount of the Gross
1
��NTRACT NO. C36620
Revenues shown on the statement provided by CONSULTANT, or if there are any other
material irregularities, the overstatement or such irregularities shall be deemed willful and
the City may terminate this Agreement upon written notice given at any time within 60
days after receipt of the audit by the City. If at any time CONSULTANT causes an audit
of CONSULTANT's business at the Aquatic Center to be made by an independent
accountant, CONSULTANT shall furnish the City a copy of the report of this audit at no
cost to the City, within ten days after CONSULTANT's receipt of the audit report.
(16.8) CONSULTANT Payroll and Accounting Software: CONSULTANT
shall provide the City with all computerized data in a format acceptable to the designee
of the City.
(17) Publicity: Any commercial advertisements, press releases, articles, or
other media information using the City's name shall be subject to the prior approval of the
City, which approvals shall not be unreasonably withheld.
(18) This Agreement shall be governed by the laws of the State of
California. Venue shall be in Riverside County. If either party commences an action
against the other party, either legal, administrative or otherwise, arising out of or in
connection with this Agreement, the prevailing party in such litigation shall be entitled to
have and recover from the losing party reasonable attorney's fees and all other costs of
such action.
(20) This Agreement shall be binding on the successors and assigns of
the parties, but it shall not be assigned by the CONSULTANT without written consent of
the CITY.
_)NTRACT NO. C36620
(21) The CONSULTANT shall be an independent contractor, not an
employee of the CITY. The services shall be performed by CONSULTANT or under its
supervision. Consultant will determine the means, methods and details of performing the
services subject to the requirements of this Agreement. Neither City, nor any of its
officials, officers, directors, employees or agents shall have control over the conduct of
CONSULTANT or any of CONSULTANT's officers, employees, or agents, except as set
forth in this Agreement. CONSULTANT shall pay all wages, salaries, and other amounts
due such personnel in connection with their performance of services under this
Agreement and as required by law. CONSULTANT shall be responsible for all reports
and obligations respecting such additional personnel, including, but not limited to: social
security taxes, income tax withholding, unemployment insurance, disability insurance,
and workers' compensation insurance.
(22) Prohibited interests are as follows:
No officer, member or employee of the CITY during his tenure or one year
thereafter shall have any interest, direct or indirect, in this Agreement or the proceeds
thereof. The parties hereto covenant and agree that to their knowledge no member of
the City Council, officer or employee of the CITY has any interest, whether contractual,
non -contractual, financial or otherwise, in this transaction, or in business of the
contracting party other than the CITY, and that if any such interest comes to the
knowledge of either party at any time a full and complete disclosure of all such information
will be made in writing to the other party or parties, even if such interest would not be
considered a conflict of interest under applicable laws.
r`ONTRACT NO. C36620
The CONSULTANT hereby covenants that 'he has, at the time of this
Agreement, no interest, and that he shall not acquire any interest in the future, direct or
indirect, which would conflict in any manner or degree with the performance of services
required to be performed pursuant to this Agreement. The CONSULTANT further
covenants that in the performance of this work no person having any such interest shall
be employed by the CONSULTANT.
(23) To the fullest extent permitted by law, CONSULTANT shall defend,
indemnify and hold the City, its directors, officials, officers, employees, volunteers and
agents free and harmless from any and all claims, demands, causes of action, costs,
expenses, liability, loss, damage or injury of any kind, in law or equity, to property or
persons, including wrongful death, in any manner arising out of, pertaining to, or incident
to any alleged acts, errors or omissions, or willful misconduct of CONSULTANT, its
officials, officers, employees, subcontractors, consultants or agents in connection with the
performance of the CONSULTANT's services, the project or this Agreement, including
without limitation the payment of all consequential damages, expert witness fees and
attorney's fees and other related costs and expenses.
To the fullest extent permitted by law, CONSULTANT shall defend, with counsel
of City's choosing and at CONSULTANT's own cost, expense and risk, any and all claims,
suits, actions or other proceedings of every kind covered directly above that may be
brought or instituted against City or its directors, officials, officers, employees, volunteers
and agents. CONSULTANT shall pay and satisfy any judgment, award or decree that
may be rendered against City or its directors, officials, officers, employees, volunteers
and agents as part of any such claim, suit, action or other proceeding. CONSULTANT
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shall also reimburse City for the cost of any settlement paid by City or its directors,
officials, officers, employees, agents or volunteers as part of any such claim, suit, action
or other proceeding. Such reimbursement shall include payment for City's attorney's fees
and costs, including expert witness fees. CONSULTANT shall reimburse City and its
directors, officials, officers, employees, agents, and/or volunteers, for any and all legal
expenses and costs incurred by. each of them in connection therewith or in enforcing the
indemnity herein provided. CONSULTANT's obligation to indemnify shall not be
restricted to insurance proceeds, if any, received by the City, its directors, officials officers,
employees, agents, or volunteers.
The CONSULTANT shall submit to CITY, prior to the issuance of the Notice to Proceed,
certification of adequate coverage for "errors and omission" insurance in amounts
approved by the City Attorney. Any such insurance shall not be canceled prior to written
notice to and approval from the CITY.
(24) The City shall not be responsible for payment for services by the
CONSULTANT that are directly related to addressing discrepancies, errors, omissions,
ambiguities, etc. in services provided by the CONSULTANT.
(25) In case of conflicts within the contract documents, the document
precedence shall be as follows:
(a) This Agreement;
(b) The Request for Proposal issued January 10, 2018 attached
as Exhibit B.
uONTRACT NO. C36620
(c) The CONSULTANT'S Proposal of Services, and any written
modifications thereto attached as Exhibit A.
(26) This Agreement contains the entire Agreement of the parties with
respect to the subject matter hereof, and supersedes all prior negotiations,
understandings or agreements. This Agreement may only be modified by a writing signed
by both parties. No supplement, modification, or amendment of this Agreement shall be
binding unless executed in writing and signed by both parties. If any portion of this
Agreement is declared invalid, illegal, or otherwise unenforceable by a court of competent
jurisdiction, the remaining provisions shall continue in full force and effect.
CONSULTANT shall not subcontract any portion of the work required by this Agreement,
except as expressly stated herein, without prior written approval of City. Subcontracts, if
any, shall contain a provision making them subject to all provisions stipulated in this
Agreement.
(27) CONSULTANT has all requisite power and authority to conduct its
business and to execute, deliver, and perform the Agreement. Each party warrants that
the individuals who have signed this Agreement have the legal power, right, and authority
to make this Agreement and bind each respective party. This Agreement may be signed
in counterparts, each of which shall constitute an original.
CONTRACT NO. C36620
IN WITNESS WHEREOF, said parties have executed this Agreement the
date first hereinabove written.
CITY OF PALM DESERT
Municipal Corporation
Date: &0 - () F - �Wi g
ATTEST:
R LE D: KLAS M. CITY CL RK
CITY OF PALM1DESERT, CALIF NIA
APPROVED AS TO CONTENT:
RYAN STENDELL
Director of Community Development
FAMILY YMCOTESERT
uthorized Signature
Date: ��� �—/ 8
CALIFORNIA ALL-PURPOSE ACKNOWLEDGMENT CIVIL CODE § 1189
A notary public or other officer completing this certificate verifies only the identity of the individual who signed the
document to which this certificate is attached, and not the truthfulness, accuracy, or validity of that document.
State of California )
County of 2)V166iAi% )
On . Mi+ L,/ before me, A&r Aw6 iD in I i�i7i2{�I (JU6Ll(i
Date Here Insert Name and Title of the Officer
personally appeared A,+I t rI J
Name of Signerp
who proved to me on the basis of satisfactory evidence to be the persono whose name() is/ap
subscribed to the within instrument and acknowledged to me that he/sVe/they executed the same in
his/h fr/th�r authorized capacity(iVs), and that b his/I�r/tVeir signature) n the instrument the person f s),
or the entity upon behalf of which the person(4acted, executed the instrument.
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Notary Public - California z
J - Riverside County D
My Comm. Expires Jul 5, 2019
Place Notary Seal Above
I certify under PENALTY OF PERJURY under the laws
of the State of California that the foregoing paragraph
is true and correct.
WITNESS my hand and official seal.
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Though this section is optional, completing this information can deter alteration of the document or
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Title or Type of Document: Cd i t, (Q'lo Document Date: !D— 1*1
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❑ Corporate Officer — Title(s):
❑ Partner — ❑ Limited ❑ General
ZIndividual ❑ Attorney in Fact
❑ Trustee ❑ Guardian or Conservator
❑ Other:
Signer Is Representing: rAmrLt! tGiM1'1619-bF T7
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❑ Corporate Officer — Title(s):
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Signer Is Representing:
02014 National Notary Association - www.NationaiNotary.org - 1-800-US NOTARY (1-800-876-6827) Item #5907
..,NTRACT NO. C36620
CONSULTANT'S PROPOSAL
.'OONTRACT NO. C36620
Family YMCA of the Desert
Proposal to City of Palm Desert
Aquatic Center
Letterof Transmittal......................................................................................pg.1
Qualifications, Related Experience and References of Consultant.................................pg. 2
Management Approach (Tab 1)
Key Personnel Proposed to Perform Work.......................................................pg. 4
Proposed Subcontractors..................................................................................pg. 5
Staff References, Resumes, and Certifications
Please see attached appendix................................................pg. 1
Project Organization Chart
Please see attached appendix.................................................pg. 13
Statementof Intent............................................................. . ............................ pg. 6
Proposed On -site Non -management Staffing Levels.................................................pg. 6
Proposed Services (Tab 2)
Management and Operations of the Aquatic Center..................................................pg. 8
Water Slide Daily Operation Checklist
Please see attached appendix................................................pg. 14
Weekly Cleaning Checklist
Please see attached appendix................................................pg. 15
NTRACT NO. C366?Q
Multi -Use Room
Please see attached .appendix ............................................
:...:..:.pg. 17
Financial:Operations .......................................... ...:..................... :..:..................... pg. l I
Risk Management.....,........ . ............... ....................... .. ........... pg. 12 .
Evacuation Routes
Please see attached appendix .................................................pg.
18
Emergency Action Plan Flowchart
Please see attached appendix ......................................
.pg. 14
Fecal Incident Response Log
Please see attached appendix ..................................
• .:.., :.pg. 20
Water'C l b:istry Test Log Sheet :.
I .. ..
Please see attached appendix............:..::.:.:.:..............:.::....::..pg.
tl
Annual Pool: Tarp Training
Please:see attached appendix ..... .............................................
pg.- 22.
Policy Development... . ............. • ...............
............. .pg. 13
Swim Testing
!'lease see attached appendix...................................:............pg.
23.
Facility Rental Policies
Pleasesee attached appendix.-..::..:.......................................pg..
25
:Facility Rental Group Use Requirements . .
Please see attached appendix......................................................pg.
26.
CONTRACT NO. C36620
x
p _
Facility Rental Pricing Structure
Pleasesee attached appendix.................................................pg. 30
SignPhilosophy..........................................................................................pg. 14
Recruitment and Hiring Process.......................................................................pg. 14
Day to Day Operations and Training..................................................................pg. 16
Lifeguard In-service 2018 Dates and Policy
Please see attached appendix................................................pg. 31
2018 In -Service Training Schedule
Please see attached appendix................................................pg. 32
Lifeguard Training P -ogram and Lifeguard Rotation Process.....................................pg. 17
11 Guard potation Map
Please see attached appendix................................................pg. 33
Program Development..................................................................:...............pg. 18
Online Facility Calendar
Please see attached appendix................................................pg, 34
Pool Maps
Please see attached appendix ........................... I............... I .... pg. 35
Swim Lesson Evaluation Form
Please see attached appendix................................................pg. 36
YMCA Program/Registration and Fitness Class Waiver Form
Please see attached appendix................................................pg. 37
--ATRACT NO. C36620
8
Marketing......................................................................... a ..................... pg. 21
Procurement Planning Proposed Services............................................................pg. 21
FeeSchedule............................................................................................pg. 21
Current Fee Schedule
Pleasesee attached appendix................................................pg. 38
Conflictof Interest......................................................................................pg. 22
Exceptions/Deviations...................................................................................pg. 22
Appendix (Tab 3)
CONTRACT NO. C36620
w
LETTER OF TRANSMITTAL
TO: Johnny Terfehr, Management Analyst
City of Palm Desert
FROM: Family YMCA of the Desert
A. Robert Ballew, CEO
Family YMCA of the Desert
43-930 San Pablo Ave.
Palm Desert CA, 92260
Telephone No.: 760-341-9622
Fax No.: 760-779-9651
E-Mail: Desertvmcaceo(a?,aoi.com
B. None
C. Our proposal will remain valid for no less than 120 days from submittal
D. Signati a of :authorized YMCA Representative
Signa a of authorized YMCA Representative
E. I a st that the information in this proposal is true and correct.
Rob allew, CEO, Family YMCA of the Desert
Page I 1
CONTRACT NO. C36620
YMCA of the Desert's current budget is $8,486,160.00. As of January 2018 our long term and
fixed assets total $397,118.70 and we currently have $1,642,847.40 in reserve and savings
accounts. Our total liabilities as of January 2018 are $491,173.16. This organization does not
have any conditions such as bankruptcy, office closures, mergers, or litigations that would
adversely affect it.
Firm's Experience: YMCA's have always lead the charge in sports and exercise. Aquatics has
been one of the strong points of the YMCA dating back to 1907 when the Detroit YMCA started
the first organized swim lessons in the country. From 1907 to now the YMCA has taught more
people to swim than any other organization in the country. The Family YMCA of the Desert has
operated pool programming for 35 years around the desert. Including, but not limited to the city
of Palm Desert and the city of La Quinta pool operations. We have provided trained staff, from
lifeguards to swim instructors and nanagement level staff from finance to HR., to run the
complete programming and swir4 operations. In 2011 the Family YMCA of the Desert had the
pleasure of assisting the city of Palm Desert in the development and the opening of the Palm
Desert Aquatic Center. The Family YMCA of the Desert has been overseeing the operations and
management of the aquatic center since its inception and for the past 7 years. The PDAC has
seen as many as 115,000 guests through the gates in a years' time and few emergencies of any
kind have happened. All emergencies that have taken place have been dealt with swiftly,
professionally and with no loss of life. All state and county inspections have been passed. As
well, there has never been a state/county forced closure to any of the pools, rides, or concessions.
Proposed subcontractors: There are no proposed subcontractors at'this time.
Page 13
CONTRACT NO. C36620
David has been instrumental in the development and expansion of all programming at the
Aquatic Center.
Mike Marshall, Maintenance Supervisor — Ongoing
a Mike has been with the Family YMCA of the Desert for 6 years. He was hired to oversee
the maintenance operations of the Palm Desert Aquatic Center. He has extensive
knowledge and a daily working understanding of all pool and facility related equipment
and maintenance operations.
Vanessa Walker, CFO — Ongoing
• Vanessa has direct oversite of all revenue and expenses of the Palm Desert Aquatic
Center. She has been with the Family YMCA of the Desert for 16 years and was a key
component in the initial budget development. She is the financial liaison to the city.
1 �
Alisa Willi s, HR— Ongoing
® Alisa has been with the Family YMCA of the Desert for 10 years. As the Human -
Resource Director for the Family YMCA of the Desert she has employee oversite of all
employees through the YMCA including the 60+ staff at the Aquatic Center.
Cassidy Hadden, Lifeguard Supervisor — Ongoing
• Cassidy has worked for the Aquatic Center through the Family YMCA of the Desert for 2
years. She oversees the Lifeguard staff operations and trainings.
Alexandria Espinosa Program Manager — Ongoing
Page 15
CONTRACT NO. C36620
Lifeguard staff increases as the bather load increases or conditions warrant.
Swing Instructors — Preschool class age operates at a 1 to 4 ratio. Elementary class age operates
at a 1 to 6 ratio. Keeping the instructor to student ratio is imperative for safety, learning, fiscal
responsibility and best practices. All swim classes follow the Red Cross Learn -to -Swim
curriculum covering ages 6 mo.-17 years of age. These include Parent -child, Preschool levels 1-
3, Grade school levels 1-5 and Rec Swim Team.
Fitness Instructors — One instructor per adult fitness class. Classes include water exercise,
yoga, spin, land exercise, masters swim, personal training, adult learn to swim. When a class has
less than three attendees the class is cancelled.
Front Desk — During operational hours there is always one or two people at the front desk
depending on the season and busyness. They handle check -ins, answering questions, cash
I transactions, registration for programs, taking p�o ❑e calls.
Concessions — Concessions is open seasonally. );wring open hours there is always two and up to
four staff members depending on the season and busyness. One staff takes orders and handles
transactions, and the other staff member handles and distributes food. As business increases staff
increases as well. All concession staff have food handler cards.
Janitorial — Slow season October — March, there is one PT staff cleaning locker rooms, unisex
changing areas and offices thoroughly 2x per week. Busy season April -September there are two
PT staff sharing the work load 2x per week.
Maintenance — Along with the FT Maintenance Supervisor two PT staff share a 24 hour work
week as they clean deck space, pools, play structures and deck furnishings.
Page 17
'ONTRACT NO. C36620
while engaged in surveillance. An emergency whistle code will be employed and
understood by all lifeguards.
o Rescue hip packs must be worn at all times. Packs will be adequately supplied
- with resuscitation mask and non -latex gloves.
0 Backup Duty Lifeguard
o When not needed on deck or to assist customers, they check dressing rooms for
behavior problems or horseplay. Assist in rendering first aid to injured persons, assist
deck lifeguard as required, do clean up or maintenance as necessary.
o If numbers do not justify a full complement of staff, the supervisor on duty may
release excess lifeguards from work.
No lifeguard should work more than 8 hours in one day.
• For all injuries, complP±e injury reports form(s) are required and passed on to the supervisor
who gets it to the Aqu- tic Manager. f
See lifeguard rotation ml al appendix page 33
Water Chemistry:
Lead Lifeguard is required to check and record pool chemistry every 2 hours.
® Water chemistry is adjusted by maintenance personnel as needed before opening, during duty
hours and at closing.
See forms used appendix page 21
Communication:
Good communication is vital at the Palm Desert Aquatics Center. Communication includes
verbal and non-verbal communication, hand signals, whistle blasts, radio contact, and written
communication. Signs and brochures at the front desk communicate safety rules. Management
Page 19
- CONTRACT NO. C36620
Concessions:
The concessions stand adheres to all Riverside County health codes and regulations. All staff
who handles unpackaged food has current Riverside County Food Handler cards and they are
overseen by a Food Safety Manager. Concessions has consistently received an A rating from
Riverside County Health.
Locker Rooms:
• Children 5 years and over must use the locker room of their own sex. If this presents a
difficulty, family changing rooms are available.
• Towel snapping, running, or rough play is not allowed in the locker rooms.
• No food or drink allowed in the locker rooms.
Multi -use Room: See attached appendix page 17
Fiz,ancial Operations
Th.- Family YMCA of the Desert accounting department will Provide financial operations
including but not limited to; budgeting payroll, collecting, reporting, and accounting for all
re'venues and -expenditures, and detailed budget preparation of al- income aad expenses
statements. In order to achieve organizational accountability, reconciliations are completed
monthly for all asset and liability accounts. Payroll is processed on the fifth and twentieth of
every month. Accounts payable processes. checks weekly and purchase orders are used for
purchasing. All checks over $1,500.00 require two signatures. As well, financial statements are
printed for department heads to review for accuracy and planning. The Financial Committee
meets monthly and reviews the income statement, along with a balance sheet and cash flow for
the organization. The income statement is then forwarded to the Executive and Board
Committee for approval.
Page jll
+ITRACT NO. C36620
Risk Management
The following bullet points have detailed procedures that the Family YMCA of the Desert
developed for the Palm- Desert Aquatic Center in 2011. These procedures are currently in use and .
stated in the Palm Desert Aquatic Center Emergency Action Plan (EAP) and the Palm Desert
Aquatic Center Lifeguard Policy and Procedure Manual (PPM)..A copy of the EAP and PPM
will be provided upon request.
PPM:
• Pool Chemical Parameters
• Chlorine Room Emergency Procedures
• Hazard Identification and Communication
Safety and First Aid Equipment
• Facility and Pool Cleanliness
• Health Regulations
• Discipline Policy and Procedure
• Child Abuse -Policy and Procedure .
p Lost and Found
• Media Communication Policy .
Pool Water Contamination and Response Procedure
• . Biohazard Disposal Procedure
• Report Writing
EAP:
Page l:12
CONTRACT NO. C36620m
• Incident/Injury Reporting
• Injury Response and Emergency Procedures
• Injury Response and Emergency Procedures for Slides
• Minor Injury Procedures
• Fire Emergency
• Criminal Activity
• Severe Weather and Natural Disasters
• Thunder/Lightning Storms
• Power Failure
• Chlorine Spill or. Leak Procedure
Evacuation Routes — See attached appendix page 18
Emergency Action Plan Flowchart — See attached appendix page 19
Fecal Incident Response Log — See attar, red appendix page 20
Water Chemistry Test Log Sheet — See attached appendix page 21
Annual Pool Tarp Training — See attached appendix page 22
Policy Development
The following bullet points have detailed procedures that the Family YMCA of the Desert
developed for the Palm Desert Aquatic Center in 2011. These procedures are currently in use and
stated in the Palm Desert Aquatic Center Lifeguard Policy and Procedure Manual (PPM). A copy
of the PPM will be provided upon request.
Page 113
CONTRACT NO. C36620
within the community, depending on the positions being filled. We utilize high school and -
college job boards and actively network with leaders in the community or in their field to stay
abreast of qualified candidates. High school water polo and swim teams are targeted directly to
give youth of the community job experience opportunities utilizing the skills they have mastered
through their teams. We've ensured that the job description for each job being filled is accurate
and current and identifies the core competencies needed for the job. We've established a written
screening process that ensures all hires meet the YMCA's highest standards and possess the core
competencies for success in their positions at the YMCA. Systematically we use screening
techniques, the employment application, background checks, reference checks, etc. — to screen
out applicants who are at'risk to abuse youth or vulnerable adults. We've developed and maintain
an updated recruiting plan to anticipate and meet the YMCA's current and future staffing needs.
We employ a variety of legal, effective tools and techniques, beyond the basic :.nterview, to
assess a candidat.'s qualifications for the position; this may include online tools, interview
guides, phone sci eening, swim testing etc.
The minimum age for employment is sixteen (16) with a valid work permit. Al, employees over
the age of eighteen (18) are to be fingerprinted upon hire. After fingerprints have been processed
through the State of California Department of Justice, and FBI, results will be received by the
Human Resource Department and held confidential. Continued employment is subject to
fingerprinting clearance. Any employee is subject to termination of employment if the Criminal
History warrants such action. Additionally, employees must notify the Association of any arrest
and/or convictions other than minor traffic violations, within five (5) days, Failure to do so may
result in disciplinary action up to and including termination. The YMCA recognizes its
responsibility to help provide a safe and productive work environment for all employees. In
Page 115
.. VTRACT NO. C36620
support o£this responsibility, the YMCA has a concern about substance abuse, since it may
affect and employee's productivity and efficiency;. jeopardize the safety of the employees, co-.
workers, guests, volunteers; members, -vendors and business partners; or violate State or Federal
Statutes. Therefore, we are committed to remain a drug free workplace. In addition, new
employees -are. required to attend a YMCA Employee Orientation and Child Abuse:Prevention
training within 30 days -of being hired. Furthermore. new employees will be mandated to attend
-.safety training. at their specific work site.
Day -to -Day Operations and Training
The:following bullet points have detailed procedures that the Family YMCA of the Desert
developed for the Palm Desert Aquatic Center in 2011. These procedures are currently in use and
stated in the Palm Desert Aquatic Center Lifeguard: Policy and Procedure Manual (PPM). A copy
-of the PPM will be provided upon request.
• Personal Requirements
General Staff Responsibilities
• .Lifeguard Responsibilities
• Supervisor/Lead Guard Responsibilities
® Swim Instructor Responsibilities
• Swim Lesson. Supervisor Responsibilities
• Fitness
• Customer Service
Day-to-day Operation/Staffing Plan/Orientation
Page 1 16-
_.. _..._. ._ _.._. __ x. _......... _:.
CONTRACT NO. C36620
Refer to Key Personnel and Proposed Work and Proposed Non -Management Positions (pages 4-
8) for the staffing plan.
Refer to the Recruitment and Hiring Process (page 14) for the orientation process.
]Pre -Service and In -Service Training Plan:
Refer to the Recruitment and Hiring Process and the Lifeguard Training Program, (page 14, 17).
Lifeguard In-service 2018 Dates and Policy - See attached appendix page 31
2018 In-service Training Schedule - See attached appendix page 32
Lifeguard Training Program and Lifeguard Rotation Process — Employed lifeguards shall
hold in good standing the American Red Cross Certification for iifeguarding also known as
lifeguard for the Professional Rescuer which includes Lifeguarding, CPR, AED and First -Aid.
In addition to this certification, guards who have guarded for a year or are returning after one
season must have and maintain a Title 22 certification. Swimming ability is one of the most
important prerequisites to become a Red Cross lifeguaru: and guard at a pool with a depth of 15
feet. The guard must be able to swim breaststroke and front crawl and have the endurance to
swim for long distances during the testing process. The swimming test includes 300 yards of
non-stop swimming, 100 yards of front crawl, 100 yards of breaststroke and another 100 yards of
either breaststroke or front crawl. Because of the depth of the pool, guards are also required to
perform a time trial test consists of swimming 20 yards, surface diving to 15 '/2 feet, retrieving a
ten pound weight and treading with the weight held out of the water with both hands on the
weight 20 yards back to the starting point, placing the weight on the deck and exiting the water
from the deck going into a standing position in 1 minute and 46 seconds or less. In addition to
Page 117
�,yWTRACT NO. C36620
swimming proficiency, the, guard.needs to demonstrate solid emergency: medical skills; they are
trained.and tested in standard first aid; cardio-pulmonary resuscitation. CPR and automated . ..
external defibrillator (AED): These, skills are tested through drills conducted both in and out of
the water: A written test concludes the proficiency Testing. A score of 80 percent or higher on
the written exam is required. .
Guard. Coverage Policy
-
See Proposed Onsite Non -Management Staffing Levelsror Lifeguards (page 6
)
Guard Rotation Map -See attached appendix page 33.
Program Development -'The Family YMCA of the Desert uses the entire facility to create
programs for the Aquatic. Center. The multi -use room holds 3 yoga classes,; 2 senior adult land.
classes weekly, and:Red Cro certification: courses as scheduled: The recreational pool ho ds 2
arthritis classes, 2 shallowfw,iter classes and l waterclass specifically geared for indivic� is
living with Multipole Sclero::is weekly. In addition, the recreational pool is also utilized far
group and private swim lessons as well as lap swimming and Iane rentals: The lap pool holds
deep water, shallow water, Rec. Swim Team, Adult -Learn -to -Swim and US Ivlasters:Swan
classes; _lap: swim, and rentals. Additionally the YMCA has supplied the Aquatic Center with .
spin. bikes to. create anon deck cycling class. The. deck. is an -area we are. expanding programs.
onto seasonally. Upcoming biogramsInclude Splashball (intro into water nnln) nive4n mrMes
nights; and Weekly Water Games:
The hours of operation for the general public are: Monday -Friday 5:30am to 7pm, May -
September Saturday's lain -:7pm and Sunday's Sam to 7pm. During October through April
Satur ay s are open from lam - pin,an Sunday's $am:- 5pm. Throughout the.year-different
P 8
age i 1
CONTRACT NO. C36620
user groups rent out space and we adjust operational hours as it is financially beneficial. User
groups have the opportunity to rent space at the facility with a 24 hours' notice. All of this
requires the pool schedule to be fluid. Programs are scheduled using an online calendar that is
shared with the general public. See an example attached appendix page 34. Detailed lane
availability is also put on a MAP. See example in the attached appendix page 35.
)Flow to make swimming classes responsive and/or inclusive to persons with disabilities:
1. Safe entries into the water via a hoist, lift, or supported entry down a ramp.
2. Specific instructions for aids in the water, so they can help with activities for children
with physical disabilities in a planned and structured way.
3. Information for people with disabilities in the class, particularly if they are swimming for
the first time at the facility.
4. Group activities for peo�le with physical disabilities which take their needs into account
(eg. rolling front to bacl:, learning to maintain body position, being comfortable using an
aid to float).
5. Individual activities which are designed as an exercise for people with a disability, such
as push off from the wall and float into a glide position, or doing a safe slide into the
pool, or learning to propel in the water wearing a life jacket.
6. Swim class lessons planned in advance to best accommodate children with disabilities
without compromising the skills they will learn.
7. Safe exit from the pool.
Monitoring and evaluating programs for improvements and fiscal responsibility:
Page 119
CONTRACT NO. C36620
Marketing — The YMCA will use various forms of social media to keep all audiences engaged
throughout the year. Target audiences will vary based on the season. March -September we will
target families for our group swim lessons, and recreational swim. Public and Private schools are
targeted April -June for school field trips and full facility rentals. The YMCA advertises through
our website, social media, constant contact, and has recently purchased billboard space to
advertise the Aquatic Center.
Procurement Planning Proposed Services — Our standard purchase policy would stay in place,
for items over $1,000.00 we would require 3 bids and PO's need purchaser's signature along
with those of the department head and CEO. Items are inspected at time of delivery and once
accepted that are logged in as assets. The YMCA will continue to write grants to enhance
equipment for programs, life-saving equipment, first aid supplies, lifeguard supplies and facility
manag ' ment supplies. Labor needs will be handled by our Human Resources department. We
adverti. a our available jobs to the public through a variety of announ:ements. Selection is based
on qualifications; we do not discriminate due to race, age, religion or sex. Furthermore, Aquatic
positions may require several certifications and those will be inspected for current status. All
YMCA employees are fingerprinted and checked through the State Attorney General's office for
any convictions. All new YMCA personnel will receive child abuse training and certification
along with first aid and customer service training. Safety training will be ongoing on a weekly
basis and simulated emergency drills will be conducted on a regular basis.
Fee Schedule
The City developed a fee structure for general admission in 2011 that is still in place and has not
seen any increases. We suggest that a cost of living study be done to look at possible fee
Page 121
CONTRACT NO. C36620
Family YMCA of the Desert
Proposal to City of Palm Desert
Aquatic Center
Index
Staff Resumes and Certifications........................................................................pg.1
Project Staff Organization Chart ..................................... ................................... pg. 13
Water Slide Daily Operation Checklist... ............................................................ pg. 14
Weekly Cleaning Duties Checklist....................................................................pg. 15
Facility User/Staff Checklist ............................. ............................................... Pg. 17
Evacuation Routes...................................:...................................................pg. 18
Emergency Action Plan Flowchart ....................................................................pg. 19
Fecal Incident Response Log...........................................................................pg. 20
Water Chemistry Test Log Sheet ............... ...................................................... pg. 21
Annual Pool Tarp Training...............:.............................................................pg. 22
SwimTesting .................................. I............................................ I .............pg. 23
FacilityRental Policies..............................................................................pg. 25
Facility Rental Group Use Requirements............................................................pg. 26
Facility Rental Pricing Structure ............ ............................................................ pg. 30
Lifeguard In-service 2018 Dates and Policy.........................................................pg. 31
2018 In-service Training Schedule.....................................................................pg. 32
11 Guard Rotation Map ..................................... .............................................. pg. 33
Online Facility Calendar................................................................................pg. 34
Pool Maps ................. pg• 3 -
Swim Lesson Evaluation Form ............................... :......................................... pg. 36
YMCA Program/Registration Form and Fitness Class Waiver Form..............:..............pg. 37
FeeSchedule..................................................................... ......................pg. 38
:. _.
RACT -
NT � NO. C36620
David .. eye. s.
.43547 Campo. Place_ _a indio, CA 92203 • davidkevestadesertvmca org-e 760.534.0206
EDUCATION: .•:
High School Diploma
Graduation:Datee June 2004
Pplm, Desert High School
Palm Desert,, CA
EXPERIENCE:
Aquatic -Manger
April 2017—Present .
Family YMCA of the Desert:
Palm Desert,: CA
• Oversees all operations including, but not limited to staff schedules, customer -service relations; facility rentals,
purchasing,. pool operations, w.ebsite, and monthly cash flow statements
• Prepares the annual fiscal budget
.. •: Works consistently with city assigned marketing firm to promote: the facility in
all aspects-
• Attends all .facility related meetings.and collaborations :.
•- Teach lifeguard classes and assist in monthly in-service trainings.for.staff
• : Works in various aquatic departments as necessary
:.Manages Front Desk ..:.. -
• Teaches Child Abuse Prevention and Sexual HarassmentTreining to all staff.
Aquatic Assistant Manager
February 2016—March 2017 .
Family YMCA of the Desert ..- .
.. .. .
Palm Desert, CA
• Assisted in marketing
• Attended facility MO
tings as necessary
•: Budgeted payroll for
Front desk, lifeguard;:and.Instructor staff
• Collaborated with pr
vious:managerto work on annual:tiscal budget
• Continued all duties.(
isted under Aquatic. Program, Manager .....
Aquatic Program Manager and
Lifeguard. Supervisor
May 2015 - January 2016
Family YMCA of the Desert
Palm Desert; CA
• Continued to create and 4mplament new programs
• Assisted in creation current version of inrWW.bd000l.com
• Managed 30 =.70 lifeguards by organizing work schedules, provided adequate training
through regular in -
services; and:evaluating their performance
• Held monthly in-service training for lifeguard staff
0 :.Regulated staff skills through drills and evaluations
• Continued. all duties listed under Aquatic Program:Manager
Managed Front Desk.. ..
Aquatic Program Manager
May 2014-April 2015:
Family YMCA of the Desert
Palm Desert, CA
• . Created 'an: d implemented new programs
Scheduled pool space:for various user.groups and PDAC programs by -creating the pool map to avoid
overbooking pool space
• Oversaw swim instructors
... ... .. .... .
P.:.Reconciliation of monthly rental income .
Acted as Manager on Duty as necessary.
Appendix:Page 11
CONTRACT NO. C36620
Aquatic Front Desk Manager January 2012 — April 2014
Family YMC4 of the Desert Palm Desert, CA
• Managed Front Desk staff and operations e
• Implemented ongoing policies and procedures
• Hired, evaluated, disciplined and terminated Front Desk staff as necessary
• Trained staff in customer service and the P.O.S. system
Aquatic Front Desk and Concessions Manager April 2011— December 2011
Family YMCA of the Desert Palm Desert, CA
• Created rates for retail, food and beverage items
• Oversaw merchandise, inventory, purchasing, and handling food
• Oversaw both front desk and concessions -staff
• Trained concessions and front desk staff prior to the facility opening in customer service and P.O.S. system
CERTIFICATIONS: "
• Aquatic Facility Operator (AFO)
• American Red Cross Lifeguard Instructor
• American Red Cross Lifeguard/CPR/First Aid/AED
• American Red Cross First Aid for Public Safety Personnel (Title 22)
REFERENCES:
Karen Creasey karen uC)karencreasev.com
Former Palm Desert Aquatic C e,iter Manager
Mario Garcia
Knorr Systems Inc. Field Supervsor
Stephanie Greene steohanie(cDfacreative.com
CEO FG Creative
Laurie King
Lap Swim Patron
(760)218-3640
(714)681-3041
(760)773-1707
(760)641-9099
Appendix Page 12
i,,-,ATRACT NO. C36620
and AssoCy
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David _R Kees
Aquatic Facility Operator
American
Red Goss
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Appendix Page 13
CONTRACT NO. C36620
Mike Marshall
52290 Silver Star Trail • La Quinta, CA • mmarshall.vmcaPgmail.com • 760.504.5108
EDUCATION:
Bachelor of Arts in Early Childhood Education Graduated 2003
San Diego State University San Diego, C4
San Diego Fire Academy
Miramar College
EXPERIENCE: -
Maintenance Supervisor
Family YMCA of the Desert
Owner/Operator
Precision Aquatics
Technician and Repair Manager
Golden State Pools
Technician
Guaranteed Pools
Techr ician
Bills Faol Service
Ufegiard
Scripps Ranch Swim and Racquet Club
CERTIFICATIONS:
2008-2010
San Diego, CA
2012 — Present
Palm Desert, C4
2009 — 2011
Son Diego, C4
2005 — 2011
San Diego, C4
2002 — 2005
San Diego, CA
1998 — 2003
San Diego, CA
1994 —1999
San Diego, C4
• Aquatic Facility Operator (AFO)
• Certified Pool Operator (CPO)
• American Red Cross Lifeguard instructor
• American Red Cross Lifeguard/CPR/First Aid/AED
• American Red Cross First Aid for Public Safety Personnel (Title 22)
• Lochinvar Heater Certified
• Scissor and Boom Lift Certified
• Professional Pool Operators of America (PPOA)
• National Recreational Parks Association (NR.PA)
• Heating Vacuum and Air Conditioned Trained
PROFESSIONAL SUMMARY:
Certified Commercial Swimming Pool Operator with over 20 years of related experience. Detail and result oriented,
hands on professional. High energy, goal based leader with 5 years of on- site management of facility and staff. Core
Appendix Page 4
�.'%ATRACT NO. C36620
strengths in safe compliant water quality, preventative .maintenance, -methods of approach, time allocation, budget
considerations and effectivecornmuriication.
TRAINED AND QUALIFIED IN PALM DESERT AQUATIC CENTER SYSTEMS:
Annual Service Maintenance
1. Pool Filters x3 .
2: Water Slides (QSI-..Qualified Safety Inspection)
3. Splash Pool Features and Wheel Assembly .
4: Diving Boards
5. Starting Platforms
y 6. Colorado Time Systems
7. Heaters x 5
Swimming Pools
1_. Filtration- (DE- Diatomaceous Earth)
I, Backwashing-_ Media Recovery
3. Chlorination- Metering pumps and plumbing
4. Acid- PH Balancing
5. Alkalinity- Sodium Bicarbonate
6. Heaters- Boosters and Interface
7. Coolers- Motors and Fans
8. Ultra Violet System
9. Surge, Pit_ and Automatic W tar Fill Lines
10. Flag Set Compliance,
11. Pool Tile Replace:and Repair
12. Lane Line Repair
Building Systems
1. Lighting- Exterior and Interior
2. :Solar Panel Operation and Maintenance
:3. Air Conditioning Units
4. Locker Room:Shower Boilers
5. .Power and Relay System (Overhead, Lighting)
-�,R'.,�`�C7?rRa:fPi`1PC.Aitl�FT1'1 Pi'gPl'1!`y Pn��PrC�,�rrly .
7. Circuit Breakers and Power Distribution
8. Colorado Time Systems
REFERENCES:
Joe fluette ioefl@knorrsystems.com (714)754-4044
Technical_Director-KnorrSystems, Inc.
Appendix Page S
CONTRACT NO. C36620
9
Anthony Bingham tonvbinshamsd@gmail.com
1T Manager- City of Dallas, TX
William Howell whowelIPwilliamihowell.com
Attorney
(858)386-2676
(619)994-2398
147tNDoal Recreation and Park Associ�4an
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Appendix Page 16
ATRACT NO. C36620
Es inosa
A exam riap
40-600 Washington-St..Apt. G-37 • Bermuda Dunes;'CA alexrenee19@hotmail,com .* 760.534.4628. .
.EDUCATION:.. . ..
.Bachelor's Degree :. _ . Graduation Date:;;anuary 2017
University:of La Verne
La Verne .G4 -
,
Completed CourseWork ..
:.May 2014
College of the Desert
Palm.Desert, C4
High school Diploma.. Graduation Date: May 2011
Palm DesertHigh School
Palm Desert, G4 -
EXPERIENCE:
Aquatic Programs.Manager
May 2017- Present
Family YMG4 of the Desert...:
Palm Desert,. C4.
• Create and.implement new, programs:_ .:
• Promote -programs using different forms of media:
•.. Oversee user group's schedules, contracts, -and monthly rental Income.
•: : Manage instructors of land and water programs.
Hostess
September 2015 - Present=
LG's Prime Steakho%se .
La Quints; CA
+ .: Graciously I reet ali guests upon arrival.
• Answerhnes and take detailed information for reservation bookings..
• Problem=solve guests concerns or issues.
• Develop ral port withguests; generated repeat business with a friendly deme 3nor and welcoming experience.
Lifeguard Supervisor
February 2016 — April 2017
Family YMG4 of the Desert .... ..
Palm Desert, C4
• Hire, train, evaluate; discipline, and terminate staff.
• Manage staff -and create schedules. (30=60 people
• Provide- monthly in-service trainings in accordance to.Ai, ierican Red Cross guidelines.
• :Create a safe and positive environment for staff and patrons.:
Lifeguard/Swim Instructor
May 2013 = February 2016
.... Family YMCA of the Desert
Palm. Aesert, CA
•.:Actively scan areas o€responsibility.
• Prevent injuries on deck and in. water.
• Enforce rules -'of facility in a courteous manner.
• _ _Teach swim lessons in accordance to American. Red Crossguidelines, .
File Clerk/Receptionist
February 201.2--May 2614
Las Polmos OB/GYN
Rancho, Mirage, C4
• : Scan Medical records: into electronic medical records system,,
• = Answer high volume of phone calls.
-
..
Appendix Page 17
CONTRACT NO. C36620�
• Schedule appointments for a large medical practice.
• Multi -task in a fast paced environment.
CERTIFICATIONS:
• American Red Cross Lifeguard Instructor
• American Red Cross Lifeguard/CPR/First Aid/AED
• American Red Cross Water Safety Instructor
• International Food Safety Manager
• American Red Cross First Aid for Public Safety Personnel (Title 22)
REFERENCES:
Veronica Bayne
Las Palmas OB/GYN — Of Manager
Ed Lerma
LG's Prime Steakhouse — LQ Manager
bav603CcDaol.com
ed Cap IsEsprimesteakhouse.com
Kathie Maxwell connectionsareus(@hotmail.com
Palm Desert Aquatic Center— Private Swim Lesson Client
760.485.3078
760.771.9911
415.990.7693
Ameriean
Red Cross
-
American
, Red Cross
C I rU►:ate of Completion
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4TRACT -NO.. C36620
":dde
Cassidy A,,- Ha n
65773 Seventh St, Desert Hot Springs, CA 92240 cahaddenC?a ho#mail:com � 760.902.1022
EDUCATION:... ..
-Bachelor of Science in Accounting (Emphasis in Business) Graduation Date:. July 2013
Brigham Young University -Idaho Rexburg, ID .
EXPERIENCE:
Lifeguard Supervisor May 2017 — Present
Family YMCA of the Desert
Palm Desert, CA
• Managed 30,55 lifeguards.by.organizing work schedules, provided adequate training through regular in -
services, and evaluating their performance
a : Prevented injuries and accidents by training lifeguards how to help patrons to follow facility safety measures.
and rules
•. _ Co -instructor during American Red Cross lifeguard training courses
• . Taught Water Exercise classes on a weekly basis
• Provided,suggestions to the.facility management'for new programs and activities.to stait at our. facility
Lifeguard October 1016 _ May 2017
YMCA at Palm Desert Aquotic:Center Palm Desert; L4
• Ensured a safe environment for members and participants;that entered the facility by preventing dangerous
situations through enforcing policies and procedures,:,
Worked as a team to setup pools in a.tirriely manner according to the daily schedule
Kept the facility neat,:clean and well organized
Swim Instructor :. September 2016- May 2017
Desert Recreation District —Aquatics, Ready Set Swim Progrem Desert Hot Springs, CA
• Provided a safe environment for. students ages 1-1 Ito develop a level of comfort in the water, .
• Helped students to progress to the.next level from their current swim ming. capacity
• Taught each -student safety skills for when they are in and around water
•: . Trained and gave feedback to instructors as necessary
Assistant Pool Manager Seasonal May 2015 - May 2017
Al! Desert Aquatics, Inc. of IA/ardman Park Pool Desert Hot Springs, CA
• Recorded and analyzed :finances to ensure that the programs were sustainable
• Worked.in partnership with the. Aquatics Director to analyze and improve weekly, monthly, and.seasonal
statistics regarding patron and:financial goals
• Successfully supervised '2 facilities and our lifeguard team byorganizing schedules, providing.customer service
and ensuring.that the needs of the community and our. employees were met
• Projected costs to plan forsucceeding years
• . Asked for and applied feedback from employees and:patrons to improve the experience at each facility
CERTIFICATIONS:
American Red Cross lifeguarding/CPR/AEq/First Aid/Bloodborne. Pathogens/Administering Emergency Oxygen:
.....
4 American Red Cross Water Safety Instructor
Appendix:Page l 9
ONTRACT NO. C36620
• American Red Cross Lifeguard Instructor
• American Red Cross First Aid for Public Safety Personnel (Title 22)
REFERENCES:
Rene Hickey info (M renesaouatics.com
All Desert Aquatics, Inc. —Aquatics Director
Bob Bell bellbob(@hotmaii.com
Ecclesiastical Leader
Kyle Pleming ki)lemins(a?drd.us.com
Desert Recreation District —Aquatics Director
Leslie Greasby beach babv6UDgmail.com
Coachella Valley Unified School District — Lifeguard
Juba[ Lotze iuballotze(ftmail.com
Director of Institutes
American
J Red Cross
Certificate of Completion
Cassidy Hadden
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619,955.3530
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Appendix Page 110
%,%jNTRACT NO: C36620'
'Kath.enne-FL0renz:-:
44z79. Corfu Court • Palm Desert, CA Ilorenz@dc.rr.corn • 025.200.0310 .
EDUCATION;
High School Diploma Graduation Date:: June 1970
Menlo -Atherton High School . Atherton,. CA
EXPERIENCE:
Administration/Concessions Supervisor September 2fl11— Present .
Family YMC4 of the Desert Palm Desert, CA
• Use computers for various applications, such as database management and:word:processing.
..: _Previously performed:,payroll functions, such as maintaining timekeeping information; processing and submitting.
payroll.
• Answerr telephones and give information to callers, take messages, or transfer calls to appropriate individuals.
• . Collect and deposit money into accounts.. Process invoices and purchase orders; keep records, and ensure
accounts are balanced_
• Operate office equipment, such as fax machines, copiers,. or phorie systems and arrange-forrepairs with .
equipment malfunctions.
• Greet -visitors or callers, and handle their inquires or direct them to the -appropriate persons according to their
needs
• Complete forms in accordance with:company procedures.,
..... . . .
• Schedule concession staff And confirm state/local regulations and health: standards are met and safety
.procedures are.followed.
• Coordinate meetings'or sp scial events; suchas luncheons orYMCA board meetings.
• Conduct searches to find nseded information, using such -sources as the interneL
•...Establish. work procedures or schedules and keep track of daily work of clerical staff,...
• order and dispense supplies
• Prepare conference or event materials, such as flyers or invitations.
Store Merchandiser -March 2006 — December 2011 -
latent Strategic Merchandising, Pleasanton, CA: .
• Develop ideas for merchandise displays to increase sales: .
... .
• Maintain store inventory, inspection product for imperfections, replacing damaged merchandise when.
necessary.
• : Process new orders to replenish and maintain inventory levels..::
• Develop relations with store management.
Payroll -and Office Administrator January 199S — January 2006 .
Hallmark Personnel .. - Palo Alto, _C4
• Perform payroll functions, such as maintaining timekeeping information and processing and submitting. payroll.
• AnSW2r telephones and.give information to callers, take -messages, or transfer calls to appropriate individuals.
• Collect and deposit:rnoney into accounts,:disburse funds from cash: accounts to pay bills or invoices, keep
records of collections and disbursements, and ensure accounts are balanced:
• Create,: maintain, and enter information into databases:
• Setup and manage. paperwork filing systems, recording information, updating paperwork; or maintaining _
documents, such as attendance records, correspondence, or other material.
PP
A -endix Page 11
CONTRACT NO. C36620
• Complete forms in accordance with company procedures.
0 Review work done by others to check for accuracy and ensure that company format policies are followed, and
recommend revisions.
Prepare and mail checks
• Order and dispense supplies
SKILLS AND CERTIFICATIONS:
• Troubleshooting • Food and -Merchandise Purchasing
• Accounts Payable and receivable • Staff Supervision
a Customer Service • English Language
Self -Motivator • Riverside County Food Handler Certificate
e Operation and Inventory Control
PROFESSIONAL SUMMARY:
Accomplished and energetic Administrator. Motivated with strong organizational and prioritization
abilities. Areas of expertise include Customer Service, Inventory Control, and Maintaining Cash Handling
Policies and Procedures.
REFERENCES:
Carol (Boeddiker) Marx
707.812.3796
Tom Boeddiker
650.867.5449
Karen Creasey
760.2i8.3640
tlr. 1:,,, i
1:
°:I
(.W t4ll t'lny.ljp.w;vl'j IIYY•1'Cctefl S»,.n'r,rt x;s.w,:r+v.ldf..ft
„Katherine Lorenz
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Appendix Page 112
J. _ _ . _ ... _-.........- ........._
_TRACT NO. C36620
Project Staff. Organization.
Chart
Project Manager
Family YMCA of the Desert David Keyes Family YMCA of the Desert
Director of Finance
Will oversee all -expertise
HR�Director
Vanessa Walker
--= managers/supervisors, marketing, —
Alisa Williams
Red Crass certifications, safety.
policies, front ;desk, security, and
operations of the facility _ • .
Maintenance
j
1
Program Manager Lifeguard.
Administration &
Supervisor
Supervisor
- 'Concessions
Alexandria Espinosa
Supervisor
Mike Marshall
Cassidy Hadden
Will oversee all
Katherine Lorenz
Will oversee all
programs, facility Will oversee all
maintenance and
rentals, training of lifeguards lifeguard
Will oversee all
overall cleanliness
swim instructors, traing,
and
merchandise,
of Lhe facility
and schedule of the lifeguard
inventory,. and
facility recrukinent
concession.oneration
Maintenance
Swim Front Desk Staff Lead
Concession
&
& & Lifeguards
Staff
Janitorial
Fitness Security Guard(s) &
Staff
Instructors Lifeguards
Appendix.Page j 13:
CONTRACT NO. C36620
Water Slide(s)/ Pool Inspection
Daily Operation
Date: Technician:
BEFORE SLIDES ARE TURNED'ON:
Test "e" Stop for Proper Operation
Clean and remove any trash or debris on stairs and
platform I .
Visually and Physically inspect stairway, ramps and tower
structure for any lose bolts, joint movement, stair cracking,
loose or missing caulk, and any other unsafe structural
issues. Record and report any findings to proper
maintenance personnel
Walk/crawl both slides with bare feet. Check for debris or
obstructions, chips or cracks, bubbles on slide surface,
rough seems, and slide joints missing caulk material.
Verify rubber guard over lip of closed slide entr6tice
Check all signage intact and not faded (height, n,les,
occupancy, weight requirements)
48" Height requirement ruler on base of stairs and top
platform
Check swimming pool water levels
Check and Record Recreation Pool water sample, record in
lop book -
Verify Location of all related safety equipment
(Backboard, Life Ring and Hook),
Inspect and verify pool drains intact and not loose -
Lifeguard required in water with bare feet
AFTER SLIDES ARE TURNED
ON:
Check and record slide flowmeters - Blue/Open:
Report any leaks in plumbing slide joints
Report any unsafe conditions to supervisor
Air Horn and Rescue Tube to top of slides guard station
Appendix Page 114
�,wNTRACT NO..C36620
"
Weekly Cleaning Duties Check list
ElG tnicials
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Appendix Page15
CONTRACT NO. C36620
Weekly Cleaning Duties Check List LLG Initial.
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Trash Pick-up
I
i
I M
Sweep Entryway
j M
Hose Entryway
i
10
c...�nt.t.c.........
I
O.........
l
j A
tFirrt Aij Reams
Tn.h
� 1
A
Ft"tachSsthroom
t
I A
QrlOnir�B�tArtaam
I
A
Sink
1
I A
Toilet
1
A
Sweep
1 A
Table.
A
RCfriCerator
E
1
1 A
Chairs
1
j A
Lockcra
I A
Laundry
I A
Oraani:e Room
t
I
�A
tt:.t..li.taus.s..
t
Appendix Page 116
�..ATRACT NO. C36620
Facility User/Staff Checldist
Facility: Date: .
Group: Arrival Time.
Pre -use. Inspection:, Building is O.K.
Customer's Signature/PDAC Staff Signature
Pre -use Comments:
Set-up of the:facility (staff)
Vacuum multi -use room floor (staff)
Wipe down multi -use room restroom (staff)
Empty trash bags into dumpster (staff)'
Clean multi -use room windows. (stall)
Put. away tables and chairs (staff)
Tables: wipe clean (customer)
Chairs: wipe clean (customer)
Straighten furniture (customer)
Pick up trash (customer)
Bag and trash set outside door (customer)
Clean counters and appliances (customer)
Remove string, tape and covers from walls, chairs, tables and deck (customer)
Verify there are no nails, tacks, or push pins in multi -use room walls Icustomer%staff}
No.Mul .-use room carpet. stains (customer/staff)
Post -Use Inspection: - Departure Time:
PDAC. Staff Signature: .
Customer Signature; .
Post -use Comments:
Appendix Page 1' 17
CONTRACT NO. C36620
EVACUATION ROUTES
Evacuation route maps have been posted in each work area: The following information is
marked on the evacuation maps:
I. Emergency exits
2. Primary and secondary evacuation routes
3. Location of fire extinguishers
4. Location of AED
5. Assembly points
6. Site personnel should know at least two evacuation routes.
cPrcofPQlM Dmw
Chic center
Aquatte Canter
OARKING
. 'KDPIwµ1fIT.'�
J7
b -
�c' {, �;9'^ ..a ..,.. ......... .�lLf `..rq� �.r4!"mot z„a w �• `1
LLJ
4 « v Aquatic
Center
f
� �.` ,n •- .=k"_=�G�3:s•9�ii�@x�r�=� &C�3 51:.;:-_.� u.;7a°,�..
i-t uH p+ �Aw ana l of ; S r+Hinp e,i•.�re
- f +aut or ¢1z :.eacn3C:.^a:u+•t M1elsp�:o
i vb"i-+vee �ee+laivA
G
Appendix Page 118
CONTRACT NO. C31
CYNIC Palm Desert Aquatics
Fecal Incident response Log.
Person Conducting contamination Response
Supervisor on Duty
Date (mmfd.4fyM) of Incident Response
Tame of Incident Response
Water Feature or Area Contaminated
Type/Form of Contamination -in Water:
Fecal Iricident (Formed Stop! or Diarrhea), Vomit,
plood
Tune that Water Feature was Closed
Stabs ter Used in Water Feat are (Yes/nho)
Water Ruaft Measurements
1 2 1d a
Free Residual Chlorine
(1-4 are measurements spread evenly thru the
closure tone).
PH
11-4 are measurements spread evenly thru the
cioaure tirnej
Date (mm/AWMW that Water Feature was
Reopened'
Tune that Water Feature was Reopened
Total Contact Time
(Time from when dishfeaart reached desired level
to when disinfectant levels were reduced prior to
opeft)
Remedation Procedure(S) Used and
Camments/ivotes
Appendix Page 120
CONTRACT NO. C36620
Name:
Date:
Training Time:
Annual Pool Tarn Training
am/pm TO
Title:
am/pm
-Staff Member use only -
I, , have become familiar with the operations of the tarp
reels. I am confident in my knowledge concerning tarping and un-tarping the pools, covering the
tarp reel, using the hand cranks, anchoring the reel with the safety stop, and having demonstrated
this to my supervisor. I have properly demonstrated tarping procedures under my supervisor's
supervision and will maintain all the rules from here forth.
-Tarp Supervisor use only below -
I, , do affirm that this employee has been visibly observed to
have the ability to properly tarp on all pools. This employee has demonstrated the ability,
knowledge, and confidence to rve tarps in accordance with the Palm Desert Aquatic Center
operating procedures and is authorized to tarp the pools.
Supervisor Signature: Date:
-Un-Tarp Supervisor use only below-
i, , do affirm that this employee has been visibly observed to
have the ability to properly un-tarp all pools. This employee has demonstrated the ability,
knowledge, and confidence to use tarps in accordance with the Palm Desert Aquatic Center
operating procedures and is authorized to un-tarp the pools.
Supervisor Signature:
Date:
Appendix Page 122
qql
,,%ATRACT NO..C36620
Swim Tests
Here at the:Palrn Desert aquatics center we conduct swim tests for anyone under'the age of
18 wanting to swim in the deep water or use the:diving boards.: Any lifeguard may conduct a
swan test. -On busy. days; the swim tests are often conducted by a lifeguard or a supervisor.in
order to accommodate large groups at one time.
Frequently asked Questions
1. Who may take a swim test?
Any person under the age of 18 years old needs to take a swim test to swim in the deep_ water
or use the diving boards:
2.. Do I need 'a swim test if I want to go off of the diving boards?
Yes; if you are under the age of 18.. .
3. Do 'I need a swim test if I and 32 and want to go off of the diving boards?
No::
4. Do I need:a swim test to swim in.the shallow end of the big pool? =
No:
5. Can aaifeguard ask a customer to re -take a swim: test ev ,n if the lifeguard knows they
were here before? .
Y S.
6. What is the swim test?
A lifeguard may use any section of the pool to conduct a swim test. The test needs to include
swimming 'the equivalent of 20yds; any type of stroke except. backstroke.: The person may
swim with or without their face in the water: After completing. the swim portion; treading
water. for 30 seconds in required. If they complete both tasks, they: have. passed the swim
test.
7. What happens after they pass the swim test?
Ln'u illcgu3rd, Whu. cund, uUtcd Ulu Swim lust"Will 1ssuu u b m=d lUC Ll1C SW1111111C17 LU WUM
throughout the. day.
8: Do I need to take :the swim test to go on:the water slides?
No, but swimming ability is expected and 48" height, is required
9. Can I doggie: paddle and pass the swim test?
Appendix Page 23
CONTRACT NO. C36620
It is up to the lifeguard conducting the test to determine if the swimmer is strong enough to
be safe in deep water.
10. When is, the swim test conducted?
On a busy day, swim tests are conducted on a regular schedule such as every 15 minutes, or
every hour. However, a lifeguard may provide good customer service by offering a swim
test at any time they are available to do so.
11. What if a customer does not pass the swim test?
They are not given a bracelet so they must swim in the shallow areas. They may try again at
a future time.
Appendix Page 124
wNTRACT NO. C36620:
PDAC Facility Use/Rental Rules
.. .
USERS agree to abide by and help enforce the following rules:
1. No alcohol and no -smoking allowed on the premises or in parking lot.: .
2. No outside. food, drinks (with the, exception of bottled water), coolers; drugs,.alcohol or glass
containers are allowed within the facility.
3. The service- or sale of food, or. refreshment. will not -be permitted .on PDAC property except. by
written permission and with the acquisition of appropriate Health Code Permits.
4. - Minimum,rental.usage of -lanes shall be. no less than one(1) hour:
5. A guest: list must be provided to the PDAC front desk and kept current by USER..
6. Except for certified service dogs; animals are not permitted:
.7. No structures, electrical: modifications, mechanical apparatus, :or- any staples, nails, screws, or,
other similar.devices may be erected on, installed on, or attached to aquatic center property.
8. Building and(or pool deck must be: left cleaned, free of debris, and ready for. next user within
rental time. This means. that the clean-up must begin ten minutes before_ the time that the arm is to
be vacated.
9. All equipment must be returned to its proper place:
10. Throwing objects such as balls or other items is not allowed outside of supervised activities.
11. 'CONTRACTOR or PDAC property is not,to,be removed from the premises.
12. USERS/Guests are: not -allowed to traffic :in and out of the facility, without getting a hand. stamp
from the. front desk. .
13. CONTRACTOR/CITY reserves the right to cancel any scheduled events without prior notice.
14.. USER may provi& locked cage #o'store limited team" equipment within cage in facility storage
units upon management approval.
15.: The CONTRACTOR/CITY is not responsible for lost or stolen items or damage.to property.
16. Cancellations due to weather condition will be solely determined by the PDAC staff. In the
event.of an electrical storm,, or lighting sighted, it is mandatory that an event besuspended and all
f people cleared from the pools for a of in'mum of A minutes.
17: USER may.not enter rented facility _sF ace until the time. stated 'in this agreement. and must exit
lanes at, the end time stated on: this agreement. USER: will be.eharged to the next half hour if they
over exceed their booked facility space by 10.minutes.
° is. Coaches must be on the grounds before participants enter the water.
19. If USER intends to utilize rented space for anything other.than what is listed.in this. contract; the
CONTRACTOR'S consent isxequired:
20. Any and all USER coaches/referees/ ins tructors/leade.rs must- hold appropriate certifications . . .
accordine to current industry standards. .
21: Any and all.USER'coaches/refereestinstructors/leaders must be listed on this. form.. .
22. All events must end by .closing unless written, .prior. approval . is: received by .
CONTRACTOR/CITY. .
:23. In the event that USER must terminate USER's contract, USER must notify CONTRACTOR in
writing thirty 30 days riot to. the cancellation date.. - .. -
irty y p _- _.. .... _. .
24. USER must follow all pool rules. "
d Appen ix Page j 25
CONTRACT NO. C36620
PDA.0 Facility Use/Rental Requirements
USERS agree to abide by the following space navment requirements:
1. USERS renting the facility on a consistent basis will be required to pay the full monthly rent by
the 1" of each month or by the date on the current invoice for the current month use.
2. Nonpayment may be sent to collections and may result in denial of subsequent applications for all
future use of any PDAC facilities.
3. If the full monthly rent or any other charges are not received by the CONTRACTOR on or before
5 business days after the full monthly rent due date, the USER must pay a $50.00 late fee in
addition to the full monthly rent.
4. All payments must be received by the 50'business day of the immediate month following use.
Note: if the payment is late on or before the 5 h business day of the month the late fee will be
charged.
5. A $150.00 security deposit is required upon acceptance by Contractor of this Facility Use
Agreement to rent facilities. This deposit can be applied towards the first month's rent (if long
term agreement is accepted) or be returned to USER within 2 working weeks following event
providing no damage to property was incurred. Under certain approved circumstances,
CONTRACTOR may waive the deposit.
6. Sub -letting of any and all space to any club or organization other than the USER appearing on
this agreement is strictly prohibited.
7. Any facility space booked after hours may be subject to increased rates.
8. A 30 day advanced notice is required for termination of this contract. The last month's rent
payment will be expected to be paid in ful
9. A 24 hour notice for lane or use additions and/or cancellations is required. If a 24 hour
cancellation notice is not given the USER will be charged for Ianes and/or use booked for that
day. Contracts can be initiated with 24 hour notice, provided there is space available and all
contract requirements are met, with an additional charge of three times the regular rental fee.
10. The accepted forms of payment are: Cash, Check*, Visa, MasterCard or American Express.
Payments must be made at the Palm Desert Aquatic Center or mailed to The Family YMCA of
the Desert Attn. Palm Desert Aquatic Center. 43930 San Pablo Drive Palm Desert CA, 92260
11. Return checks will incur a $50.00 fee.
12. USER shall maintain commercial general liability insurance with coverage at least as broad as
Insurance Services Office form CG 00 01, in an amount not less than $1,000,000 per occurrence,
$2,000,000 general aggregate, for bodily injury, personal injury, and property damage, including
without limitation, blanket contractual liability. CONTRACTOR & CITY, their officers, officials,
agents, and employees shall be included as insured on the policy. USER shall file certificates of
such insurance with the CONTRACTOR/CITY which shall be endorsed to provide thirty (30)
days' notice to the CONTRACTOR/CITY of cancellation or any change of coverage or limits. If
a copy of the insurance certificate is not on file prior to the event, CONTRACTOR/CITY may
deny access to the facility. USER shall report any personal injuries or property damage arising at
any time during and/or arising out of or in any way connected with USER's use or occupancy of
the CONTRACTOR/CITY facilities and adjoining property to the CONTRACTOR Manager or
his/her designee, in writing and as soon as practicable.
Appendix Page 126
CONTRACT NO. C36620
PALM DESERT
AQ00
CENTER
CODE OF CONDUCE':
The Palm Desert Aquatic Center (PDAC) is owned by the city of Palm Desert, but the day-to-
day management of the PDAC is operated by the Family YMCA of the Desert (YMCA). The
City of Palm Desert provides the daily Admission Fee structure, the direction to bring in outside
groups and teams, the finances to operate the facility, and input on some policy issues. The
YMCA staff is in charge of setting operational policies and procedures, rules and regulations,
and providing oversight of safety and use. Program fees (differing from daily Admission Fees)
are set by the YMCA in consultation with the City of Palm Desert.
While on the deck of the PDAC, all patrons renting facility space must adhere to the following
Code of Conduct:
1. The PDAC encourages an atmosphere of working together with mutual respect between
staff and all patrons. We expect all patrons and staff member's to treat each other
professionally, based on mutual respect, trust, and individual dignity.
2. It must be viewed to be a privilege to use or work at the Aquatic Center. Failure to utilize
or work at the facility professionally, or discuss issues professionally can result in
dismissal from the PDAC.
3. Bullying will not to be tolerated in any form. (as defined by USA Swimming)
4. Aggressive and/or abusive behavior and/or profanity is not permitted.
5. The Aquatic Manager or her/his designee has complete authority to' close: the pool if
safety is a cc nCem or for the following reasons: I
• Water L-inperature
• Unsafe Weather Conditions
• Water quality
• Structural, equipment failure, or maintenance requirements
• Full facility rental or special program use warranting a closure
6. The Aquatic Manager or her/his designee will make concerted efforts to communicate
pool schedules, maintenance issues, and pertinent information to coaches and patrons.
PIease direct all concerns and/or questions to the Aquatic Manager.
7. For all user groups that are coached: Coaches must sign in at the front desk upon arrival.
All subsequent program users are also required to check -in at the front desk upon arrival.
8. Swimmers with a group/team swimming in rented space are not allowed to enter the
water until a coach is present on deck.
9. All program coaches must sign off on Lane Use Sheet following program use.
10. AlI patrons must comply with facility rules, policies, and procedures at all times.
11. All user groups are expected to be considerate and clean up after use while at the PDAC.
12. In the interest of swimmer safety, coaches and patrons must refrain from engaging in
conversation with or distracting lifeguards while they are on duty.
13. It is expected that all coaches, staff, and users give and distribute accurate and true
information regarding the PDAC facility, the users of the facility and the use of the
facility.
Appendix Page 128
CONTRACT NO. C36620
- 'S Zarr3-Recreational Pool
's
MOD par lane per hour 25 yard short course r_5 yards)
• SS5.04p•3_r.- tS 110.00p I:r a. far slides
SSOAOp^hc" 15105.40p.hr •-for 25 card shcn eouae lase rase
(all five leas) - ith Zero depthpoal (does not izcada therapy."
catch pool)
For use of the entire recreational poolsrith slides:
5155,00p, -.-I SIS0.00p:$f.g" for less fan 50
• SIS0,00p?=."/5'OS.00p hr,-' ior51-75
5205,00P hr."1 S230.00p>lm" for 76-100
S230.00p1r.' I S255.00p:Im - for I01-125
Please esll for groups larger rhea M people
Gtrteral Pool lnfarrnacion
• The two slides errs be tuod s:iththis pool
(one dosed tabs slide and one open uba slide)
Pool nzW besu3 v: three :gwrare:ecnon«
zero dapth emtr•• madiagpool (*pieally used for disabil-
ity class and, sent-chu classes)
One there, ypool (tppieallyu.sed for thefspy and aero-
bics ezerc°ses)
(5) 25 nerd shortcotrsa lma typically- used car lap
s ;m
• Pool typicsl-% operates st a teraparaure of S4 degree .
Splash Playground:
SSO.Obp•iu."IS10500phr!"- - - ..
"" lbrtist:3oc
w �....- 50 Meter Commtita-e Pool_��
:. SS.0opeflanepeshourshottcotxst
(25 yards, non-exclusive pool tie)
+ S10.00par1meporhour 1=3eebutsa
(50 meters, non-=clusa a poaIusa)
Exclusive sue of the shalIotr sacdou:
535.00p lm-15d5,00p,iss,-"
aclusire use of the diving boards:
• Ss0.00p..,hr.• 15105A4p is"
'Exdusire use of the entire 30 meter competition pool
!without diving boards or:tasting blocks:
$330A0p Ir.' 1 S430.00p:'hr,"'
:Exclusive use of the entire 50 meter competition pool
;with diving boards and/orstartingbloclm
S3 SO.00p > r II 1 S505.00p:•l:r,—
GenrralPoofInfo nna&n
• PoolasaFbetut-wed into (16)25yatdshortcaoaelanasor
(3) 30 meter toe; course lanes
• Poolhears)Imeter diving bot:dsand fr)3soeterdiving
boards
Pool is 3`6" to 4*6" at the shalo= and ir d p ro grass a s to
15'6" at+e dmpast end,
• PooI rpiealk operates at a tempem-are of 81 degrees
m P&M parr Fc dtr= F "ti orrP.c'd0--
Fall Facs7itti Rental
S600.00phrg.S50.00pir•— .... i .. -
• Full facility rental includes recreatknpool, 10mpool, di -
tngboards,aatersides,splashpis piAud,tochirvems,
and multiuse loom.
• Full tads-t_• r-muls are msde by faquest, and stproval must
b-33ntad.
• A minimmn oft hours mostberented.
Home Team Swim Aleet Rental Rates
Home team meet fee is S2600.00 for theda;•. This includes
4 lifeguards, l 1Lmapr on Duty gi:t Supervisor, I Front
Desk staff
• Fraagir: ma aerczarnentreses the right to r_qtlSe attritional
lifeguards at S20) per hr.
i
P�'?P: De:at A.a:idsr_• � u 1'o,t? :::dam.:
Appendix Page 130
CONTRACT NO. C36620
ti
January 13th
CAP (review/first
time)
Chapter 10 - First Aid
Extrications w/CPR
May 12th
Chapter 11 -
Caring for Head, Neck
Spinal Injuries
Scanning Drills/Zone
Coverage
Spinal
July 28th
Chapter 9 -
Cardiac Emergencies
CPR Practice
2018 In -Service Training Schedule
February 10th March 10th
Chapter 3 - Chapter 9 -
Surveillance and
Recognition Cardiac Emergencies
Spinal
May Z6th
Chapter I --
The Professional
Lifeguard
Chapter 7 -
Before Providing
Care
and Victim
Ass ssment
S
Rp1 Policy
Enfo st ent
Aug8th
Water Polo Set-up
Paper Plate Awards
Weather Reminder
November 10th
Chapter 9 -
Cardiac Emergencies
Extrications w/CPR
SWIM fully clothed
Rule/Policy Enforcement
SWIM
June 14th
All Staff In -Service
CAP (first time)
EAP drills w/ Front Desk
Staff
Attendance Policy/Calling
Out
September 15th
Chapter 3 -
Surveillance and
Recognition
Stroke/Heart Attack
SWIM -
December 15th
Chapter 1 -
The Professional
Lifeguard
Chapter 8 -
Breathing Emergencies
Conscious and
Unconscious Choking
SWIM
April 14th
Chapter 2 -
Facility Safety
Reports and
Forms
Fecal
Contamination
Simple Active
Rescues
July 14th
Chapter 4 -
Injury Prevention
Chapter 10 - First
Aid
Policies and
Procedures
SWIM
October 13th
Tarp Training
Appendix Page 132
uoNTRACT NO.C38820.
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Appendix Page 133
_ _............... CONTRACT NO. C36620 m
Tue Feb 6
5:30am — 7:00am
8:15am — 9:15am
8:50am — 9:45am
10:00am—10:45am
11:00am — 4:OOpm
3:15pm — 5:45pm
3:30pm — 5:00pm
4:OOpm — 5:00pm
4:00pm — 5:00pm
5:00pm — 6:00pm
5:00pm — 6:00pm
6:OOpm — 6:30pm
6:00pm — 7:OOpm
6:15pm — 7:00pm
Wed Feb 7 5:30am — 6:30am
8:00am—10:00arn
9:00am — 9:45am
10:50am — 11:45am
1 1:OOam—12:00pm
11:00am—1:OOprn
3:OOpm — 5:00pm
3:15pm — 5:45pm
3:30pm — 4:30pm
4:OOpm — 6:OOpm
5:00pm — 6:00pm
6:00pm — 7:30pm
6:00pm — 8:00pm
6:30pm — 7:30pm
7:00prn — 8:00pin
D Piranhas - Lap Pool Lanes 6-8 17 0
G, Restorative Yoga - Multi -Use Room 0 n
O Deep Water Exercise - Lap Pool Lanes 12-16 0 ,a
z7j Arthritis Water Exercise - Rec. Pool 0 P
T Desert Swim Academy - Rec. Pool Lane 5 0 P
G Xavier Water Polo - Lap Pool Lanes 9-16 0 Q
D PDSC - Lap Pool Lanes 1-8 0 d0
G PDSC - Rec. Pool Lanes 1-3 0 9
D Desert Swim Academy - Rec. Pool Lanes 4 0 ,Q
t71PDSC -Lap Pool Lanes 1-6 0 4
E. Desert Swim Academy - Rec. Pool Lane 5 0
D PDSC - Lap Pool Lanes 3-6 0 a
DTrtions - Lap Pool Lanes 9 & 10 0 .0
Q Shallow Water Exercise - Shallow End & Lanes 1 & 2 0 P
C Tritons - Lap Pool lanes 7 & 8 0 LP
r' Tritons - Lap Pool Lane 3 G .0
E Shallow Water Bootcamp - Rec. Poo 0
D Deep Water Boot Camp - Lap Pooj Lanes 12-16 0 n
E� PDAC Masters - Lap Pool Lanes 6-8 13 0
7ij Management Meeting - Multi -Use Ro )m 0 0
E PDSC -Lap Pool Lanes 1-6 0 0
G, Xavier Water Polo - Lap Pool Lanes 10-16 0 0
G> PDAC Rec. Swim Team - Lap Pool Lanes 7-9 13 40
°� PDSC = Lap Pool Shallow End Lane A 19 p
T PDSC - Lap Pool Lanes 1-8 0 io
E! Piranhas - Lap Pool Lanes 1 & 2 0 a
C! Scorpions Water Polo - Lap Pool Lanes 7-16 0 P
C Piranhas - Lap Pool Lanes 3-6 a 4
r Tritons - Lap Pool Lane 4 0 :g
Appendix Page 134
"
_.ITRACT
NO..C3662Q,
SoMeterpool
,
t.l.ndt=f -0i21t6
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Lan"
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s►.n:. t 2
3 4 5
6
71 .8 S I
10 1 lI ! fl. A: 13
:1 K I K I i6
sm
Lap Lap
Lap :Lap Lap
Lap
Tritons.:
6:00
Sri Sri
Sri Sul Sri
Sri
5:30-6-.30
6:30
m .. :m-'
m m m
-m
Lap i Lap
Meaux
LC:: LC
. LC LC Lc
: LC
Sri 1 Sri
7.30
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8:00
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I
COD 8:00-8:15
LapLap Lap Lap
HO:
Sr Sri Sri Ste!
&30aft
In, m m in
COD *30-10:45
-
.
Se -Up for Diving
n r
,a,»'
Deep Water Boot Camp.11:00-
PDAC .: La'p
Lap Lap Lap
Sri Sri Sri
uM..
IL'45
USMS .Sri
m m m
...
Tritons
In
Lap
Diving Buatds 17:00-
-
A
Lap;: :.:.
Lap Lip
:Lap.:
Lap Site
3 bb
130 in
Sri Lap
Lap Sri Sri
Sri
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20Qpn
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In
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n.. s..t.r... a:ae as• Lap Xavier Swim Team 3:15-4:45
4.30 '
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Lap Sri
50
a
p- S 046 00
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Sri Lap Lap.
L L L I5
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Sul
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7
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Sri.
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m m
m
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8D o sho" 1 I 2
3 4 5
6
7 1 8 :1 9 1
10 1 11 1 12 1: 73
' 1 14 1 15 1 1S
Alec Pacl/7.lultiuse
Room
-
Moreday.412l18:.
Time
Lanels
Time
�:
3 1 4 :-1
-.5
ZeroDpth Catch PoolS�451%Pool Slides MuMuseRoom
5:30am
Sc30am
6:OOam
..
6�Oam `
f
6:30arti
6:30am ' . _ .
_ .. . 7:OOart
.Closed
.
700am
7:30am
Open. 7.30am
.. 8:00am
Clow
d Closed : Closed
atoam
8:30am-
- ..
....... . ..
9:OOam
Shallow Hater Boot Camp 9:00-
9:00ain
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Appendix Page 135
CONTRACT NO. C36620
Swim. Lesson Evaluation Form
Thank you for joining the Palm Desert Aquatic Center this session we have enjoyed working
with you and we hope to see you again!
Please fill out this evaluation of our program as we would love any feedback provided! Thank
you and have a great day!
Participant Name:
Participant Class time:
Participant Class name (Please circle):
Parent -child A B
Pre-school 1 2 3
Level 1 2 3 4 5 Rec.
Team
Instructor Name:
Date:
Did your child enjoy his/her instructor? (1, lowest, 10 highest)
1 2 3 4 5 6 7 8 9 10
- Did your child's swimming abilities improve while in the session?
1 2 3 4 5 6 7 8 9 10
Did your child enjoy this class?
1 2 3 4 5 6 7 8 9 10
Was the instructor on time and prepared for the lesson?
1 2 3 4 5 6 7 8 9 10
Would you return for another session? Yes No
Would you recommend this program to a friend? Yes No
Any additional comments:
Appendix Page 136
_
w�VTRACT NO.'C3662q,' -
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CONTRACT NO. C36620
Fee Schedule:
General Admission
Adult (13-59)
Palm Desert Resident - $4.00
Non -Resident - $6.00
Youth/Senior (6-12 & 60+)
Palm Desert Resident - $3.00
Non -Resident - $4.50 '
Junior (2-5)
Palm Desert Resident - $2.50
Non -Resident - $3.75
Proerams
Water Exercise Drop -In
Palm Desert Resident - $6.00
Non -Resident - $8.00
Masters Swim Drop -In
$10.00
Restorative Yoga Drop -In
$15.00
Passes
Adult Punch Card 25
Palm Desert Resident - $94.00
Non -Resident - $142.00
Youth/Senior Punch Card 25
Palm Desert Resident - $65.00
Non -Resident - $98.00
Adult 3 Month Pass
Palm Desert Resident - $150.00
Non -Resident - $225.00
Youth/Senior 3 Month Pass
Palm Desert Resident - $110.00
Non -Resident - $165.00
Adult Annual Pass
Palm Desert Resident - $550.00
Non -Resident - $825.00
Youth/Senior Annual Pass
Palm Desert Resident - $420.00
Non -Resident -, $630.00
Water Exercise Pass
Palm Desert Resident - $65.00
Non -Resident -- $85.00
Masters Monthly Pass
Adult - $50.00
Student (COD & CSUSB) - $40.00
Fitness Pass
(All Fitness Classes & Lap Swim)
$99.00
Group Swim Lessons
Palm Desert Resident - $60.00
Non -Resident - $80.00
Private Swim Lessons .
'/2 hr. Palm Desert Resident - $30.0(
'/2. hr. Non -Resident - $40.00
Mr. Palm Desert Resident - $50.00
Ihr. Non -Resident - $60.00
'/Z hr. 1 Opk. Palm Desert Resident - $270.00
'/z hr. lOpk. Non -Resident - $360.00
Ihr. IOpk. Palm Desert Resident - $450.00
1hr. I Opk. Non -Resident - $540.00
Appendix Page 138
_ 4TRACT NO. C36620
[This page has intentionally been left blank.]
CONTRACT NO. C36620
Family YMCA of the Desert
Palm Desert Aquatic Center Cost Proposal.2018.2019
p.h�es,,
Salaries Manager
65,000 .
Office Supplies. _
3,000
Salaries Instructors
99,948
Janitorial Expense
5,900
f Salaries fife Guards
299,713.
Supplies First Aid
1,000
j. Salaries Concession:
22,870
Program Supplies
6,514
Salaries Supervisor Programs
51,000
Concession Supplies
2,500
Salaries LG:Supervisor
50,000
_ Food Expense
180500
Salaries Customer Service
80,518
Beverage Expense
61500-
Salaries Pool Admin
37,622
Merchandise/Soft Goods
7,000 j
Salaries Maintenance Supervisor
.. 60,000
Managers Cell Phone Expense
216
Salaries Maintenance/Janitor
20055.0.
Fingerprints/Medical.Clearance
2,000.
Salaries_ Security.
10,638
'
Maintenance & Repair Building
17,200
Health Insurance
22,500
Rental Equipment
1,000
Retirement
21,090 ..
Other Special Event Expense
800".
Payroll Tax
61,0.36. -
.
P/R Marketing Expense
200
Unemployment Expense
19,946
Printing
900
Workers Comp Expense
39,893
Transportation Expense
425
Total Salaries
962,323
_ Training/Conference :
3;500
Dues/Organizational
175
Bank Charges
9,085
Insurance Expense
21,960
Miscellaneous Expense
700
Employment Promo/Staff Appraisal
400 ,- -
e .
e
Employee Uniform
IF
Expense
�d
41800 .
Total Salaries
962,323
Management
U .500.
Total Other Exp
279,275,
Administration�ost
52 500
,uses
Total Salaries/Other Expense
1,241,598
I Total Other Expenses
279,275
VTRACT NO. C36620
25. P/R Marketing —This has not always been needed but at times additional marketing is
utilized.
26. Printing— Rack cards printed for the 3 seasons. '
27. Transportation — Reimbursement for staff that go out to pick up supplies, food, beverage or
go to a meeting/training.
28. Training/Conference — Planning for Title 22 trainer certification, lifeguard instructor trainer
certification, water safety instructor trainer certification, adult learn to swim instructor, and
heat exchanger training.
29. Dues— Cost to renew Costco membership.
30. Bank Charges These are the fees for credit card services and bank activity fees.
31. Insurance Expense —This is an estimate based on prior year.
32. Miscellaneous —This line item is needed at times; therefore a small amount has been
budgeted.
33. Employment Promo —This is to recognize employee of the month, and to reimburse items
for employee meetings.
34. Employee Uniform —Uniform expense not only includes shirt and shorts but also items such
as whistle, badge, rescue tube and hip pack.
35. Management & Administration —An analysis was completed based on number of hours that
administration dedicates to PDAC for areas such as Human Resources and Finance.
Additionally costs for computer support; office supplies, audit costs, utilities and P/R
Marketing have been incorporated. Reflecting back to the original reimbursement amount
set in 2013, a 25% increase is needed.
CONTRACT NO. C36620
TO: Johnny Terfehr
FROM: David Keyes —Aquatics Manager
Rob Ballew — Executive Director
Vanessa Walker— Director of Finance
2018-2019 COST PROPOSAL NARRATIVE
SALARIES:
1. Manager — No increase added.
2. Instructors —This increase is due to state pay increases and additional private swim lessons
that we plan an having.
3. Life Guards — Less staff are budgeted as a new Supervisor will take on additional duties, but
due to pay increases this line item has increased.
4. Concessions — Only needed March — Sept. when concessions is open.
S. Supervisor Programs — Oversees all lane/facility rentals, supervises swim and fitness
instructors and completes trainings for staff.
6. Lifeguard Supervisor — Supervises all lifeguards and serves as back up for administration.
7. Customer Service — Only state pay increases were added; staffing stayed steady.
8. Pool Admin — Hourly full time position to complete deposit, oversee inventory and purchase
food, beverage and retail items. Oversees concessions staff during season.
9. Maintenance Supervisor/Janitor/Security —This includes the Maintenance Supervisor with a
needed increase, staff that clean the facility and security needed during season.
10. Health Insurance — This is an estim to based on prior year as new rates have not been
completed.
11. Retirement — Retirement is only Ifo full time employees that have worked over 1,000 hours
in 2 consecutive years. They earn 1 % in retirement benefits.
12. Payroll Tax/Unemployment— Calculated at current rates.
13. Workers Comp Expense — We have yet to receive updated rates. Budgeted based on prior
year actuals.
OTHER EXPENSES:
14. Office Supplies — David feels that based on their current needs; this is accurate.
15. Janitorial — This is budgeted to only go up slightly.
16. First Aid — Expenses slightly higher due to needs.
17. Program Supplies —This is budgeted to only go up slightly as we would like to purchase new
mannequins for the Red Cross/Lifeguard Certification classes.
18. Concessions/Food/Beverage — Kept consistent to prior year.
19. Merchandise —This has gone up as there have been more need for kick boards, goggles and
pull buoys.
20. Cell Phone — Budget amount decreased. Will only be needed to reimburse 25% of David's
phone.
21. Fingerprint/Medical Clearance — Every new hire must be fingerprinted and TB tested.
22. Maintenance & Repair— Staying close to prior year actual.
23. Rental Equipment — This is for the purchase of fins, life vests, locks, kickboards, and life
buoys. Purchases made in the spring and summer.
24. Other Special Event — Items purchased in the fall for Y Be Fit and in the spring for the
Underwater Easter Egg Hunt.
.,,,ATRACT NO. C36620
0
FAMILY YMCA OF TIE DESERT
Financial Statements
Year ended June 30, 2017
(With Independent Auditors' Report Thereon)
t
I
0
CONTRACT NO. C36620
FAMILY YMCA OF THE DESERT
Financial Statements
Year ended June 30, 2017
TABLE OF CONTENTS
Page
Independent Auditors' Report
1
Financial Statements:
Statement of Financial Position
3
Statement of Activities
4
Statement of Functional Expenses
5
Statement of Cash Flows
7
Notes to the Financial Statements
8
Supplementary Information:
Schedule of Federal and State Awards
20
Combining St itement of Financial Position
21
Combining Statement of Activities
22
Schedule of Expenditures by State Categories
23
Reconciliatiou of CDE and GAAP Expense Reporting
24
Schedule of Reimbursable Equipment Expenditures
25
Schedule of Reimbursable Renovation and Repair Expenditures
26
Schedule of Reimbursable Administrative Costs .
27
Audited Attendance and Fiscal Report for California State Preschool Program
28
Audited Reserve Account Activity Report
31
Notes to Supplementary Information
32
Independent Auditors' Report on Internal Control Over Financial Reporting and
on Compliance and Other Matters Based on an Audit of Financial Statements
Performed in Accordance with Government Auditing Standards
33
Schedule of Findings and Questioned Costs
35
Status of Prior Year Audit Findings
_ 36
I
,,,.,ATRACT NO. C36620
c:) I DavisFa r r
CERTIFIED PUBLIC ACCOUNTANTS
Board Members
Family YMCA of the Desert
Palm Desert, California
Independent Auditors' Report
Report on the Financial Statements
Davis Farr LLP
2301 Dupont Drive i Suite 200 i mine, CA 92612
Main:949.474.2020 1 Fax:949.263.5520
We have audited the accompanying financial statements of the Family YMCA of the Desert,
which comprise the statement of financial position as of June 30, 2017, and the related
statements of activities, functional expenses and cash flows for the year then ended and related
notes to the financial statements.
Management's Responsibility for the Financial Statements
Management is responsible for the preparation and fair presentation of these financial statements
in accordance with accounting principles generally accepted in the United States of America; this .
includes the design, implementation, and maintenance of internal control relevant to the
preparation and fair presentation of financial statements that are free from material misstatement,
whether due to fraud or error.
Auditors' Responsibility
Our responsibility is to express an opinion on th= financial statements based on our audit. We
conducted our audit in accordance with auditing standards generally accepted in the United
States of America and the standards applicable to financial audits contained in Government
Auditing Standards, issued by the Comptroller General, of the United States. Those standards
require that we plan and perform the audit to obtain reasonable assurance about whether the
financial statements are free of material misstatement.
An audit involves performing procedures to obtain audit evidence about the amounts and
disclosures in the financial statements. The procedures selected depend on the auditors'
judgment, including the assessment of the risks of material misstatement of the financial
statements, whether due to fraud or error. In making those risk assessments, the auditor considers
internal control relevant to the entity's preparation and fair presentation of the financial
statements in order to design audit procedures that are appropriate in the circumstances, but not
for the purpose of expressing an opinion on the effectiveness of the entity's internal control.
Accordingly, we express no such opinion. An audit also includes evaluating the appropriateness
of accounting policies used and the reasonableness of significant accounting estimates made by
management, as well as evaluating the overall presentation of the financial statements.
We believe that the audit evidence we have obtained is sufficient and appropriate to provide a
basis for our opinion.
CONTRACT NO. C36620
Opinion
In our opinion, the financial statements referred to above present fairly, in all material respects,
the financial position of the Family YMCA of the Desert as of June 30, 2017 and the changes in
its net assets and its cash flows for the year then ended, in conformity with accounting principles
generally accepted in the United States of America.
Report on Summarized Comparative Information
We have previously audited the Family YMCA of the Desert 2016 financial statements, and we
expressed an unmodified audit opinion on those audited financial statements in our report dated
October 14, 2016. In our opinion, the summarized comparative information presented herein as
of and for the year ended June 30, 2016 is consistent, in all material respects, with the audited
financial statements from which it has been derived.
01her Matters
Supplementary Information
Our audit was conducted for the purpose of forming an opinion on the financial statements as a
whole. The accompanying supplementary information, as required by the California Department
of Education, is presented for purposes of additional analysis and is not a required part of the
consolidated financial statements. Such information is the responsibility of management and was
derived from and relates directly to the underlying accounting and other records used to prepare
the financial statements. The information has been subjected to the auditing procedures applied
in the audit of the financial statements and certain additional procedures, including comparing
and reconciling such information directly to the underlying accounting and other records used to
prepare the financial statements or to the financial statements themselves, and other additional
procedures in accordance with auditing standards generally accepted in the United States of
America and in conformity with the Guide for Auditing Child Development, Nutrition, and Adult
Basic Education Programs issued by the California Department of Education. In our opinion, the
information is fairly stated, in all material respects, in relation to the financial statements as a
whole.
Other Reporting Requirements Required by Government Auditing Standards
In accordance with Government Auditing Standards, we have also issued our report dated
September 11, 2017 on our consideration of the Family YMCA of the Desert's internal control
over financial reporting and on our tests of its compliance with certain provisions of laws,
regulations, contracts, grant agreements and other matters. The purpose of that report is to
describe the scope of our testing of internal control over financial reporting and compliance and
the results of that testing, and not to provide an opinion on internal control over financial
reporting or on compliance. That report is an integral part of an audit performed in accordance
with Government Auditing Standards in considering the Family YMCA of the Desert's internal
control over financial reporting and compliance.
A� 94-'t- aP
September 11, 2017
Irvine, California
--ATRACT NO. C36620
Family YMCA of the Desert
Statement of Financial Position
June 30, 2017
(with comparative totals as of June 30, 2016)
2017
2016
Assets
Cash and cash equivalents
$
3,472,054
3,286,939
Investments (note 3)
452,925
451,347
Unconditional promises to give (note 4)
24,164
73,195
Accounts receivable
306,893
365,124
Prepaid expenses
33,677
38,549
Inventory
4,546
4,485
Other assets (note 4)
50,085.
49,587
Buildings and equipment, net (note 5 and 6)
317,386
322,208
Total assets
$
4,661,730
4,591,434
Liabilities and Net Assets
Accounts payable
$
75,114
169,876
Accrued expenses
282,518
302,151
Agency funds - aquatic program (note 12)
249,050
326,362
Unearned revenue (note 10)
128,093
118,670
Total liabilities
734,775
917,059
Net assets (note 13):
Unrestricted:
Undesignated
2,733,441
2,466,983
Board designated
313,156
353,069
Total unrestricted net assets
3,046,597
2,820,052
Temporarily restricted
880,358
854,323
Permanently restricted
-
-
Total net assets
3,926,955
3,674,375
Total liabilities and net assets
$
4,661,730
4,591,434
See accompanying notes to financial statements
3
CONTRACT NO. C36620
Family YMCA of the Desert
Statement of Activities
Year, ended June 30, 2017
(with comparative totals for the year ended June 30, 2016)
Temporarily Permanently
Totals
Unrestricted
Restricted Restricted
2017
2016
Support and Revenue:
Contributions
$ 903,181
23,000 -
926,181
855,198
Private foundation grants
411,065
- -
411,065
452,633
Government grants
361,087
- -
361,087
226,739
CDE childcare contracts and grants
1,275,827
- -
1,275,827
1,061,891
ASES childcare contracts
2,042,266
- -
2,042,266
2,004,824
United way
45,138
- -
45,138
43,757
Special events, net (note 15)
164,564
- -
164,564
178,902
Memberships
45,223
- -
45,223
47,943
Program services
2,628,447
- -
2,628,447
2,694,483
Interest and dividends
6,241
3,035 -
9,276
7,863
Other income
246
- -
246
3,124
Total support and revenues
7,883,285
26,035 -
7,909,320
7,577,357
Expenses:
Program Services:
ASES child cane
2,137,475
- -
2,137,475
2,047,993
State CDE preschool
1,146,853
- -
1,146,853
979,413
General child care
1,318,999
- -
1,318,999
1,339,669
Aquatics
974,237
- -
974,237
861,044
Other programs
1,671,590
- -
1,67I,590
1,617,385
Total program services expenses
7,249,154
- -
7,249,154
6,845,504
Supporting services
Management and general
180,422
- -
180,422
147,941
Fundraising
227,164
- -
227,164
188.180
Total supporting services expenses
407,586
- -
407,586
336,121
Total expenses
7,656,740
- -
7,656.740
7,181,625
Increase (decrease) in net assets
226,545
26,035 -
252,580
395,732
Net assets at beginning of year
2,820,052
854,323 -
3,674,375
3,278.643
Net assets at end of year
$ 3,046,597
880,358 -
3.926.955
3,674,375
See accompanying notes to financial statements
4
CONTRACT NO. C36620
Family YMCA of the Desert
Statement of Functional Expenses
Year ended June 30, 2017
(with comparative information for the year ended June 30, 2016)
Program Services
ASES
State CAE
General
Other
Child Care
Preschool
Child Care
Aquatics
Programs
Salaries and wages
$ 1,417,869
650,070
679,396
728,149
749,429
Audit and legal
-
14,485
-
-
3,223
Bad debts
-
Bank charges
-
Depreciation and amortization
-
-
-
-
63,465
Employee benefits .
42,091
32,894
42,724
23,770
32,607
Equipment maintenance
-
8,288
18,000
17,611
76,528
Food
-
56,522
48,390
22,335
19,678
Insurance
81,683
51,300
67,984
54,888
103,255
National fees
-
-
-
-
83,140
Occupancy expenses
26,586
41,613
222,284
1,870
46,184
Office expenses
-
7,512
3,405
13,496
10,838
Organizational development
-
2,411
-
449
23,570
Other program expenses
-
-
4,107
819
189,016
Outside services
407,851
50,505
73,323
-
57,928
Payroll taxes
107,047
47,983
50,364
54,118
52,516
Pension plan contributions
17,510
40,484
37,718
23,440
39,165
Printing
-
-
-
330
4,459
Supplies
25,262
49,216
55,347
26,460
84,403
Sustaining campaign expenses
-
-
-
-
-
Taxes and licenses
3,247
2,559
7,295
1,944
2,900
Training.and conferences
797
2,65.6.
2,221
4,070
2,031
Transportation
7,532
3,406
6,441
488
27,255
Admin allocation
-
84,949
-
-
-
Total expenses
$ 23137,475
1,146,853
1,318,999
974,237
1,671,590
See accompanying notes to financial statements
5
CONTRACT NO. C36620
Family YMCA of the Desert
Statement of Functional Expenses
Year ended June 30, 2017
(with comparative information for the year ended June 30, 2016)
Supporting Services
Management
Totals
Subtotal
and General
Fundraising
Subtotal
2017
2016
4,224,913
78,191
129,158
207,349
4,432,262
$ 4,278,772
17,708
6,115
-
6,115
23,823
32,302
-
13,144
-
13,144
13,144
17,579
-
21,440
-
21,440
21,440
16,237
63,465
11,200
-
11,200
74,665
67,225
174,086
1,665
2,750
4,415
178,501
130,526
120,427
4,485
1,164
5,649
126,076
89,102
146,925
-
-
-
146,925
145,678
359,110
8,164
6,447
14,611
373,721
286,222
83,140
9,781
4,891
14,672
97,812
55,526
338,537
8,382
2,794
11,176
349,713
335,915
35,251
7,327
1,582
8,909
44,160
46,580
26,430
-
5,892
5,892
32,322
32,930
193,942
19,430
-
19,430
213,372
238,472
589,607
58,493
1,030
59,523
649,130
533,399
312,028
5,398
8,918
14,316
326,344
315,901
158,317
6,050
9,992
16,042
174,359
154,288
4,789
836
279
1,115
5,904
4,454 -
240,688
213
-
213
240,901
270,980
-
-
51,050
51,050
51,050
48,715
17,945
597
-
597
18,542
16,774
11,775
2,031
-
2,031
13,806
16,033
45,122
2,429
1,217
3,646
48,768
48,015
84,949
(84,949)
-
(84,949)
-
-
7,249,154
180,422
227,164
407,586
7,656,740
$ 7,181,625
See accompanying notes to financial statements
6
CONTRACT NO. C36620
Family YMCA of the Desert
Statement of Cash Flows
Year ended June 30, 2017
(with comparative totals for the year ended June 30, 2016)
2017
2016
Cash flows from operating activities:
Increase in net assets
$ 252,580
395,732
Adjustments to reconcile increase (decrease) in net assets
to net cash provided by operating activities:
Depreciation and amortization
74,665
67,225
Net unrealized and realized (gain) loss on investments
(1,503)
(1,484)
Proceeds from disposal of fixed assets
-
3,000
(Increase) decrease in unconditional promises to give
49,031
(30,387)
(Increase) decrease in accounts -receivable
58,231
99,487
(Increase) decrease in prepaid expenses
4,872
(1,273)
(Increase) decrease in inventory
(61)
616
(Increase) decrease in other assets
(498)
(268)
Increase (decrease) in accounts payable
(94,760)
114,308
Increase (decrease) in accrued expenses
(19,634)
(62,088)
Increase (decrease) in agency funds - aquatic program
(77,312)
50,817
Increase (decrease) in unearned revenue
9,423
31,005
Net cash provided by operating activities
255,034
666,690
Cash flows from investing activities:
Proceeds from sale of investments
44,288
-
Purchase of fixed assets
(69,843)
(45,562)
Net cash flows provided (used) by investing activities
(25,555)
(45,562)
Net increase (decrease) in cash and cash equivalents
229,479
621,128
Cash and cash equivalents at beginning of year
3,286,939
2,665,811
Cash and cash equivalents at end of year
$ 3,516,418
3,286,939
There were no significant noncash investing and financing activities for the years ended June 30, 2017
and 2016.
See accompanying notes to financial statements
7
FAMILY YMCA OF THE DESERT
Notes to the Financial Statements
Year ended June 30, 2017
(1) Nature of Oreanization
CONTRACT NO. C36620
Family YMCA of the Desert (the "Organization") was incorporated on July 19, 1982, for
the purpose of providing recreational and other programs for the benefit of its members
and for the community at large. The corporate office is located in Palm Desert, California.
The Organization offers program services in Palm Desert and at various sites and
childcare facilities throughout the Coachella Valley region of Southern California. The
Organization is both publicly and privately funded. The Organization has childcare
service contracts with local school districts and with the California Department of
Education (CDE). The Organization receives grants from local city governments, private
donations, membership fees and program service fees. The Organization also has an
operating agreement with the City of Palm Desert (the "City") to manage the City's
Aquatics Center. Child care fees represent the largest component of program service
income. After -school preschool and child care contracts with local school districts
represent the largest component of government grants.
(2) Summary of Significant Accounting Policies
(a) Basis of Accounting
The financial statements of the Family YMCA of the Desert have been prepared
on the accrual basis of accounting in accordance with accounting principles
generally accepted in the United States of America.
(b) Financial Statement Presentation
The Family YMCA of the Desert has implemented the financial statement
presentation recommended by the Financial Accounting Standards Boards (FASB)
in its Accounting Standards Codification (ASC) 958-205, Presentation of
Financial Statements. Under ASC 958-205, the Family YMCA of the Desert is
required to report information regarding its financial position and activities
according to three classes of net assets: unrestricted net assets, temporarily
restricted net assets, and permanently restricted net assets.
(c) Sunuort and Revenue
Annual contributions are generally available for unrestricted use in the related
year unless specifically restricted by the donor. Unconditional promises to give
are recorded as revenue when received. Unconditional promises to give that are
expected to be collected within one year are recorded at net realizable value.
Unconditional promises to give that are expected to be collected in future years
are recorded at the present value of their estimated future cash flows. The
discounts on those amounts are computed using risk -free interest rates applicable
to the years in which the promises are received. Amortization of the discounts is
included in contribution revenue. Conditional promises to give are not included as
support until the conditions are substantially met. An allowance for uncollectible
promises is provided based on management's evaluation of potential uncollectible
promises receivable at year-end.
CONTRACT NO. C36620
FAMILY YMCA OF THE DESERT
Notes to the Financial Statements
Year ended June 30, 2017
(2) Summary of Significant Accounting Policies. (continued)
(c) Suauort and Revenue. (continued)
Grants and other contributions of cash and other assets are reported as temporarily
restricted support if they are received with donor stipulations that limit the use of
the donated assets. ,When a donor restriction expires, that is, when a stipulated
time restriction ends or purpose restriction is accomplished, temporarily restricted
net assets are reclassified to unrestricted net assets and reported in the statement
of activities as net assets released from restrictions. Endowment contributions are
permanently restricted by the donor. Contributions of donated noncash assets are
recorded at their fair value in the period received. Contributions of donated
services that create or enhance nonfinancial assets or that require specialized
skills, are provided by individuals possessing those skills, and would typically
need to be purchased if not provided by donation, are recorded at their fair values
in the period received.
Program service fees (primarily childcare fees) are recorded when services are
provided.
(d) Cash and Cash Equivalents
The Family YMCA of the Desert considers cash, demand deposits, money market
funds and all highly liquid debt instruments purchased with an original maturity of
three months or less to be cash and cash, equivalents. The following items on the
statement of financial position were considered cash and cash equivalents for
purposes of the Statement of Cash Flows as of June 30, 2017:
Petty cash $ 1,760
Demand deposits 3.514.658
Total �3.51 G.41 g
These accounts may, at times, exceed federally insured limits. The Family YMCA
of the Desert has not experienced any losses in such accounts and does not believe
it is exposed to any significant credit risk on cash and cash equivalents.
(e) Investments
The Family YMCA of the Deseres investments are carried at fair value using
quoted market prices with gains and losses included in the Statement of Activities.
Investments can include certificates of deposit, equities, U.S. goverment bonds
and corporate bonds. The funds are subject to gains or losses of principal based on
fluctuations in market prices.
9
d
FAMILY YMCA OF THE DESERT
Notes to the Financial Statements
Year ended June 30, 2017
J2) Summary of Significant Accounting Policies( (continued)
(f) Fair Value Measurements
Accounting Standards Codification
defines fair value, establishes a frarr
disclosures about fair value measu
investments under ASC 820. The St
distinguishes between assumptions t
the Organization's assumptions (ui
asset or liability falls within that hie;
is significant to the fair value mea
pricing method used within either U
value measurement that effectively
hierarchy consists of three broad leve
Level I — Inputs to the v
prices for identical assets or
CONTRACT NO. C36620
("ASC") 820, Fair Value Measurements,
.work for measuring fair value and expands
.ments. The Organization accounts for its
tement establishes a fair value hierarchy that
,sed on market data (observable inputs) and
)bservable • inputs). Determining where an
trchy depends on the lowest level input that
irement as a whole. An adjustment to the
iel 1 or Level 2 inputs could generate a fair
alls in a lower level in the hierarchy. The
> as follows:
methodology are unadjusted quoted
c in active markets.
Level 2 — Pricing inputs are other. than quoted prices in active markets,
which are either directly or indirectly observable as of the reporting date,
and fair value is determined tluough the use of models or other valuation
methodologies.
Level 3 — Pricing inputs are unobservable for the instrument and include
situations where there is little, if any, market activity for the instrument.
The inputs into the deteniination of fair value require significant
management judgment or estimation.
In some instances, the inputs used tlo measure fair value may fall into different
levels of the fair value hierarchy. In I such instances, an instrument's level within
the fair value hierarchy is based on the lowest level of input that is significant to
the fair value measurement.
Market price is affected by a number of factors, including the type of instrument
and the characteristics specific to the instrument, as well as the effects of market,
interest and credit risk. Instruments with readily available active quoted prices or
for which fair value can be measured from actively quoted prices generally will
have a higher degree of market price observability and a lesser degree of
judgement used in measuring fair value. It is reasonably possible that changes in
values of these instruments will occur in the near term and that such changes
could materially affect amounts 'reported in the Organization's financial
statements.
10
CONTRACT NO. C36620
FAMILY YMCA OF THE DESERT
Notes to the Financial Statements
Year ended June 30, 2017
(2) Summary of Sienificant Accountine Policies. (continued)
(g) Receivables
Grants, contracts and accounts receivable are stated at the amount management
expects to collect from outstanding balances. Management provides for probable
uncoilectible amounts through a provision for bad debt expense and an adjustment
to a valuation allowance based on its assessment of the current status of individual
receivables from grants and contracts and individual accounts. Balances that are
still outstanding after management has used reasonable collection efforts are
written off through a debit to the valuation allowance and a credit to the
applicable receivable.
(h) Other Assets
Amounts reported as "other assets" include the expected value of a life insurance
policy and a time-share unit that was donated. This asset was capitalized at its
fair market value at the time of donation. This asset is not subject to depreciation.
(i) Pronertv and Eouinment
The OrgmAzation's property and equipment are recorded at cost, or in the case of
donated items, at estimated fair market value at the date of the gift. Maintenance
and repairs are expensed when incurred and betterments are capitalized. Property
and equipment are depreciated using the straight-line method over their estimated
useful lives of three to thirty years. It is the policy of the Organization to'
capitalize all assets $1,500 and greater.
(j} Capitalized Lease Cost
Capitalized lease cost is stated at cost and is being amortized over its useful life of
thirty-five years using the straight-line method.
(k) Donations and Contributions
Unconditional promises to give and contributions received are recognized as
revenues or gams in the period received. Unconditional promises to give due in
future years are recorded at their net realizable value.
Contributions with donor -imposed restrictions are reported as temporarily or
permanently restricted revenues. Temporarily restricted net assets are reclassified
to unrestricted net assets when an expense is incurred that satisfies the donor -
imposed restriction or when a time restriction has been met.
CONTRACT NO. C36620
FAMILY YMCA OF THE DESERT
Notes to the Financial Statements
Year ended June 30, 2017
(2) Summary of Sianificant Accountine Policies. (continued)
0) Contributed Services. Materials and Facilities.
Contributions of services are recognized if the services received create or
enhance non -financial assets or require specialized skills, are purchased by
individuals possessing those skills, and would typically need to be purchased if
not provided by donation. Contributions of donated noncash assets are recorded
at their fair value in the period received. The Organization occupies and offers
on -site program services at facilities owned by local cities. The Organization
does not pay rent for the use of such facilities. The estimated fair rental value of
contributed facilities is recorded as contribution revenue.
The Organization receives donated services from a variety of unpaid volunteers
assisting the Organization in its program services and fundraising campaigns. No
amounts for such donated services have been, recognized in the accompanying
financial statements since no objective basis is available to measure the value of
such services. Contributed services requiring specific expertise are recognized in
the accompanying financial statements.
The Organization recognizes contributed rent expense on certain facilities.
Donated rent, supplies and vehicles for the year ended June 30, 2017 totaled
$232,652. The fair value of contributed rent, vehicles and supplies has been
measured on a nonrecurring basis using quotes prices in active or inactive
markets for the same or similar assets.
(m) Income Taxes
The Organization is a California nonprofit corporation, which operates as a
public charity and is exempt from Federal and State Corporate income taxes
under Section 501 (c)(3) of the Internal Revenue Code and similar state statutes.
Therefore, no provision is made for current or deferred income taxes. The
Organization uses the same accounting methods for tax and financial reporting.
U.S. Generally Accepted Accounting Principles provide accounting and
disclosure guidance about positions taken by an organization in its tax returns
that might be uncertain. Management has reviewed the significant tax positions
taken by the Organization in its federal and state information, returns and believes
that none of the tax positions taken by the Organization will result in contingent
tax liabilities. The Organization's tax and information returns are subject to
examination by federal and state taxing authorities, generally for three and four
years respectively, after they are filed.
(n) EXDense Allocation
The costs of providing the various programs and other activities have been
summarized on a functional basis in the Statement of Activities and in the
Statement of Functional Expenses. Accordingly, certain costs have been allocated
among the programs and supporting services benefited.
12
CONTRACT NO. C36620
FAMILY YMCA OF THE DESERT
Notes to the Financial Statements
Year ended June 30, 2017
(2) Sumrnary of Sienificant Accountina Policies, (continued)
(o) Net Assets
To ensure observance of limitations and restrictions placed on the use of financial
resources available to the Family YMCA of the Desert, the accounts of the Family
YMCA of the Desert are maintained in accordance with the principles of net asset
accounting. This is the procedure by which financial resources for various
purposes are classified for accounting and reporting purposes into net asset
classification established according to their nature and purpose. Separate accounts
are maintained for each net asset classification; however, in the accompanying
financial statements, net asset classifications that have similar characteristics have
been combined into net asset groups as noted below.
Net assets and revenue, gains, expenses, and losses are classified as unrestricted,
temporarily restricted, or permanently restricted, as follows:
Unrestricted net assets represent the portion of net assets over which
the governing board has discretionary control for general operations of
the Organization. The only limits on unrestricted net assets are limits
resulting from contractual agreements.
• Temporarily restricted net assets consist of the portion of net assets
resulting from contributions, pledges and -other inflows of assets whose
use by the Organization is limited by donor -imposed restrictions that
expire by passage of time or accomplishment of purpose. When the
purpose/time restrictions are accomplished, the temporarily restricted
net assets are reclassified to unrestricted net assets.
Permanently restricted net assets consist of contributions, such as
permanent endowment fluids, subject to donor imposed stipulations
that the principal be maintained permanently by the Family YMCA of
the Desert. Generally, the donors permit the Family YMCA of the
Desert to use all or part of the income earned on these assets. -
(p) Use of Estimates
The preparation of financial statements in conformity with generally accepted
accounting principles requires management to make estimates and assumptions
that affect the reported amounts of assets and liabilities at the date of the financial
statements and the reported amounts of revenues and expenses during the
reporting period. Actual results could differ from those estimates. However,
management anticipates any -variances to be immaterial.
13
CONTRACT NO. C36620
FAMILY YMCA OF THE DESERT
Notes to the Financial Statements
Year ended June 30, 2017
(2) Summary of Simi ficagAccountin¢ Policies. (continued)
(q) Prior Year Data
Selected information regarding the prior year has been included in- the
accompanying financial statements. Certain reclassifications have been made to
prior year amounts in order to conform to the current year presentation. This
information has been included for comparison purposes only and does not
represent a complete presentation in accordance with generally accepted
accounting principles. Accordingly, such information should be read in
conjunction with the Family YMCA of the Desert's prior year financial
statements, from which this selected financial data was derived.
(3) Investments
The following table presents investments recorded at fair value as of June 30, 2017 and
indicates the fair value hierarchy of the valuation techniques used to measure fair value as
described in note 2(f).
Total Level ) Level 2 Level 3
Cerificates of deposit $ 452.925 - 452.925 -
Total investments $ 5 - = 452.925 . -
(4) Unconditional Promises to Give and Split interest Aercements
The amount of unconditional promises to give at June 30, 2017 was as follows:
Sustaining Campaign $ 24,164
Less: allowance for uncollectible pledges -
Net unconditional promises to give
Amounts of unconditional promises to give due in:
Less than one year $ 24,164
One to five years -
More than five years
Bad debts expense of $13,144 was recorded during the year in connection with the
sustaining campaign.
14
(4)
(5)
(6)
CONTRACT NO. C36620
FAMILY YMCA OF THE DESERT
Notes to the Financial Statements
Year ended June 30, 2017
Unconditional Promises to Give and Split interest ALueements. (continued)
The YMCA has been named a beneficiary in a split interest agreement. The
Organization's beneficial interest in split interest agreements is reported as part of other
assets and carved at fair value, which the Organization has estimated based on the present
value of the expected future cash inflows. Based on donor life expectancy and discount
rate of 4.5% based on the risk of the agreement, the fair value of the Organization's
interest is $39,795 as of June 30, 2017.
PrOpertv and Equipment
Property and equipment at June 30, 2017 are summarized as follows:
Building Improvement and Modulars $ 719,090
Leased Building 250,000
Office Equipment and Furniture 206,155
Automobiles 172,520
Computer Equipment 31,633
Program and Educational Equipment 197.892
1,577,290
Less: Accumulated Depreciation (1,259.904)
$ 317.386
Depreciation and amortization expense was $74,665 for the year ended June 30, 2017.
Capitalized Lease Cost
In May 1989, the Organization entered into a lease to occupy its current facility from the
City of Palm Desert (the "City"). The lease had an initial term of ten years commencing
on May 1, 1990, with two options to extend the lease term for twenty-five years each. In
February 1999, the lease term was subsequently modified to an initial term, of fifteen
years. In August 2005, the lease terms were again modified to extend the initial lease term
for one additional year to expire on May 1, 2006. Each twenty-five year option requires
the Organization to pay for expansion of the facility by 5,000 square feet. The
Organization is responsible for all utilities, taxes and repairs to the facility as well as
providing adequate insurance coverage.
During a previous year, additional negotiations between the Organization and the City of
Palm Desert resulted in submission of facility expansion plans to the City. A final
architectural design for the Organization's existing facility has not yet been identified and
a written lease extension contract has not yet been executed
The initial consideration for the Organization to occupy -the facility was to deed two acres
of Iand (valued at $150,000) to the City of Palm Desert as well as paying $100,000 in
cash, for a total of $250,000. Amortization expense for the year ended June 30, 2017 was
$7,143. Accumulated amortization at June 30, 2017, was $187,500. The net value of the
15
I
CONTRACT NO. C36620
FAMILY YMCA OF TBE DESERT
Notes to the Financial Statements
Year ended June 30, 2017
capital lease at year end was $62,500 and was included with property and equipment on
the statement of financial position.
(7) Operating Leases
The Organization leases certain office equipment, storage space and facilities under
operating leases on a month -to -month basis and long-term leases with expiration dates
reaching to June 2019.
Future minimum payments under operating lease arrangements are as follows:
Fiscalvear:
2018 $ 52,600
Total
Some of the Organization child care centers and day camp facilities are leased on an
annual basis with cancellation clauses or on a month to month basis. The Organization
also leases facilities owned by several local cities with annual rents of $1 or less.
Contributed rent expense is recognized on such lease arrangements. For the year ended
June 30, 2017, contributed rent totaling $158,385 on various sites leased from local cities
was recognized as contribution revenue and rent expense.
During 2011, the Organization entered into a one-year lease with a board member. The
lease agreement has since been extended for each year since. Operating rent of $13,200
was paid to this Board of Trustee member for the year ended June 30, 2017. Other rental
expense for equipment, storage facilities, childcare and other program facilities for the
year ended June 30, 2017 was $51,210.
(8) Emnlovee Benefit Plan
The Organization contributes on behalf of its employees to the YMCA Retirement Fund
defined contribution pension plan. Under the plan, contributions were made based on 8%
of the employee's annual salary. All full-time employees, at least 21 years of age, become
eligible to participate in the plan after two years and 1,000 hours of service. Pension
expense for the year ended June 30, 2017 was $174,359. This plan is administered by the
National YMCA.
(9) Accumulated Vacation
Accumulated unpaid employee vacation benefits are recognized as accrued expenses in
the accompanying financial statements. The liability is recognized in the program to
which the liability relates. The value of accumulated vacation leave at June 30, 2017 is
as follows:
Non-CDE Sponsored Programs $ 75,977
CDE Programs 16.503
16
FAMILY YMCA OF THE DESERT
Notes to the Financial Statements
Year ended June 30, 2017
(10) Unearned Revenue
CONTRACT NO. C36620
Unearned revenue liability at June 30, 2017 is comprised of the following:
Childcare and general program fees $ 103,350
Aquatics program fees 14,802
Q1�S program fees $ 12$.h941
Unearned revenue fees for childcare, aquatics and other general programs were applied
towards program revenues in the next fiscal year.
(11) CDE Child Develoument Reserves
Child development contractors with the California Department of Education are allowed,
with prior CDE approval, to maintain a reserve account from unexpended child
development contract funds. Transfers from a reserve account are considered restricted
income for child development programs, but may be applied to any of the contracts that
are eligible to contribute to that particular program type.
The Organization maintains a reserve account for its center based state preschool
program and funds are deposited into an interest -bearing account. These funds are
considered to be CDE funds, for which the Organization is merely acting as an agent
holding the funds on behalf of the CDE. Upon termination of all child development
center -based contracts with the CDE, unspent reserve funds have to be returned back to
the CDE.
f 12) Aaenev Funds
The Aquatics Program is supported by the City of Pahn Desert. City support funds in
excess of program expenses are held in a separate account and are refunded back to the
City periodically. Agency funds totaling $249,050 have been reported as a liability in the
statement of financial position, since these funds are considered to be unearned amounts
associated with contracts to provide an aquatic program for the community of Palm
Desert.
(13) Net Assets
Board designated and temporarily restricted net assets were available at June 30, 2017 for
the following purposes: ,
17
9
FAMILY YMCA OF THE DESERT
Notes to the Financial Statements
Year ended June 30, 2017
(13) Net Assets. (continued)
New facilities fund
Future maintenance
Programs
Unemployment liability reserve
Unrestricted Board
Desip-nated
$ 227,113
55,221
30.822
$ 3
CONTRACT NO. C36620
Temporarily
Restricted
862,713
17,645
During the past several years, the New Facilities Fund has borrowed from the Operating
Fund to cover expenses related to capital campaign activities totaling $278,796. A due
tolfrom has been established in the books for tracking purposes, but has been eliminated
for financial statement reporting purposes.
(14) Related Party Transactions
As discussed in Note 7, facilities rent of $13,200 was paid to a Board of Trustee member
for the year ended June 30, 2017.
The Organization maintains banking relationships with several financial institutions. Two
board members work at these institutions.
The Organization had outstanding employee loans of $1,300 at June 30, 2017. This
amount is made up of several staff that received training as part of their hiring
requirements paid for by the Organization. The staff will reimburse the Organization
through payroll deduction"in the next fiscal year.
(15) Special Events
Golf Other
Hoedown Tournament Events Total
Special event revenue $ 219,390 35,751 88,397 345,266
Less direct expenses (81.584) (9.314) (89.904) (180.702)
Net support from special events -L.4 7)� 4
(16) Commitments and Contineencies
The YMCA is a defendant in a lawsuit. At date of issuance, it was premature to calculate
outcome and range of loss related to this Iawsuit. The YMCA has insurance that they
anticipate will cover the full range of potential loss.
(17) Subsequent Events
Subsequent events have been evaluated through September 11, 2017, which is the date
the financial statements were available to be issued.
18
CONTRACT NO. C36620
SUPPLEMENTARY INFORMATION
19
CONTRACT NO. C36620
Family YMCA of the Desert
Schedule of Federal and State Awards
Year Ended June 30, 2017
Federal
Program
Reimbursable
State
CFDA Grantor's
of Award
Revenue
Disbursement/
Reserve
Grantor Number Number
Amount
Recognized
Expenditures
Fund
U.S. Department orAericulture
Passed through California Department of Education,
Child and Adult Care Food Program 10.558
S 96,916
96,916
112,938
-
Total Department Expenditures
96,916
96,916
112,938
-
Child Develooment Division
State Preschool 93.596 and 93.575 CSPP-5340
1,164,132
1,118.376
1.049,937
68,439
Total Department Expenditures
1,164.132
1,118,376
I,049,937
68,439
Total Expenditures of Federal and State Awards
$ 1,261,048
1,215.292
1,162,875
69,439
See accompanying notes to the supplementary information
20
CONTRACT NO. C36620
Family YMCA of the Desert
Combining Statement of Financial Position
June 30, 2017
State Non CDE
Preschool Sponsored
Program Programs
Assets
Cash and cash equivalents
Investments
Unconditional promises to give, net
Accounts receivable
Prepaid expenses
Inventory
Other assets
Land, buildings and equipment, net
Interfund Receivable (Payable)
Total assets
Liabilities and Net Assets
Accounts payable
Accrued expenses
Agency funds - aquatic program
Deferred revenues
Total liabilities
Net assets:
Unrestricted:
Undesignated
Board designated
Total unrestricted net assets
Temporarily restricted
Permanently restricted
Total net assets
Total liabilities and net assets
$ 71,853
65,314
58,770
(11,270)
$ 184,667
3,400,201
452,925
24,164
241,579
33,677
4,546
50,085
258,616
11,270
4,477,063_
Total
3,472,054
452,925
24,164
306,893
33,677
4,546
50,085
317,386
4,661,730
$ 12,599
62,515
75,114
43,106
239,412
282,518
-
249,050
249,050
9,941
118,152
128,093
65,646
669,129
734,775
119,021
2,614,420
2,133,441
-
313,156
313,156
119,021
2,927,576
3,046,597
-
880,358
890,358
119,021
3,807,934
3,926,955
$ 184,667
4,477,063
4,661,730
See accompanying notes to the supplementary information
21
t
CONTRACT NO. C36620
Family YMCA of the Desert
Combining Statement of Activities
Year ended June 30, 2017
State
Non CDE
Preschool
Sponsored
Pro ram
Programs
Totals
Support and Revenue:
Program Revenues:
Program services
$ 49,447
2,579,000
2,628,447
Memberships
-
45,223
45,223
CDE childcare
1,068,115
42,090
1,110,205
CDE food contracts
96,916
68,706
165,622
QRIS childcare
27,528
-
27,528
ASES childcare
-
2,014,738
2,014,738
Total program revenues
1,242,006
4,749,757
5,991,763
Other Support:
Contributions
-
1,743,471
1,743,471
Investment income, net
16
9,260.
9,276
Gain on sale of assets
-
246
246
Special events, net of direct expenses
-
164,564
164.564
Total Other Support
16
1,917,541
1,917,557
Total support and revenues
1,242,022
6,667,298
7,909,320
Expenses:
Program Services:
Child Care
1,I46,853
3,456,474
4,603,327
Aquatics
-
974,237
974,237
Other Programs
-
1,671.590
1,671,590
Total program services expenses
1,146,853
6,102,301
7,249,154
Supporting services
Management and general
-
180,422
180,422
Fundraising
-
227,164
227,164
Total supporting services expenses
-
407,586
407,586
Total expenses
1,1463853
6,509,887
7,656,740
Increase (decrease) in net assets
95,169
157,411
252,580
Net assets at beginning of year
23,852
3,650,523
3,674,375
Net assets at end of year
$ 119,021
3,807,934
3,926,955
See accompanying notes to the supplementary information
22
CONTRACT NO. C36620
Family YMCA of the Desert
Schedule of Expenditures by State Categories
Year Ended June 30, 2017
State
Preschool
Program
1000 Certified salaries
$ 355,075
2000 Classified salaries
293,002
3000 Employee benefits
159,519
4000 Books and supplies
99,926
4400 Non -capitalized equipment
-
5000 Services and other operating expenses
152,188
6400 Other approved capital outlay
-
6500 New equipment
2,194
Depreciation of use allowance
-
Start-up expenses
-
Indirect Costs
84,949
Total expenses claimed for reimbursement
$ 1,146,853
We have examined the claims filed for reimbursement and the original records supporting
the transactions recorded under the contracts listed above to an extent considered
necessary to assure ourselves that amounts claimed by the contractor were eligible for
reimbursement, reasonable, necessary, and adequately supported, according to
governing Iaws, regulations and contract provisions.
See accompanying notes to the supplementary information
23
CONTRACT NO. C36620
Family YMCA of the Desert
Reconciliation of CDE and GAAP Expenses Reporting
Year Ended June 30, 2017
State
Preschool
Program
Reimburseable expenses per audited fiscal reports $ 1,146,853
Program expenses per GAAP financial reports 1,146,853
Difference
Different between CDE and GAAP reporting $
See accompanying notes to the supplementary information
24
CONTRACT NO. C36620
Family YMCA of the Desert
Schedule of Reimbursable Equipment Expenditures
Year Ended June 30, 2017
State
Preschool State
Program Grants
Unit cost under $7,500 per item $
Unit cost over $7,500 per item
with prior written approval
Unit cost over $7,500 per item
without prior written approval
Total
See accompanying notes to the supplementary information
25
Total
CONTRACT NO. C36620
Family YMCA of the Desert
Schedule of Reimbursable Renovation and Repair Expenditures
Year Ended June 30, 2017
State
Preschool State
Promatn Grant Total
Unit cost under $10,000 per item $ - -
Unit cost over $10,000 per item
with prior written approval - - -
Unit cost over $10,000 per item
without prior written approval - - -
Total --
See accompanying notes to the supplementary information
26
CONTRACT NO. C36620
Family YMCA of the Desert
Schedule of Reimbursable Administrative Costs
Year Ended June 30, 2017
State
Preschool State
Program Grant
Total
Director salaries
S 26,180 -
26,180
Clerical salaries
22,133 -
22,133
Employee benefits
2,445 -
2,445
Payroll taxes
3,566 -
3,566
Insurance
2,688 -
2,688
Audit fees
14,485 -
14,485
Indirect costs:
Direct services
84,949 -
84,949
Total
$ 156,446 -
156,446
See accompanying notes to the supplementary information
27
CONTRACT NO. C36620
AUDITED ATTENDANCE AND FISCAL REPORT
for California State Preschool Programs
Agency Name: FAMILY YMCA OF THE DESERT
Vendor No. T774
Fiscal Year Ended: June 30, 2017
Contract No.
CSPP-6352
Independent Auditor's Name: DAVIS FARR LLP
COLUMN A
COLUMN 8 COLUMN C
COLUMN D
COLUMN E
SECTION I -CERTIFIED CHILDREN CUMULATIVEADJUSTEDDAYS
AUDIT CtrMARPE E FISCAUDIT
ADJUSTMENT
DAYS OF ENROLLMENT FISCALYEARPER
ADJUSTMENTS YEAR PER AUDR
FACTOR
OF ENROLLMENT
PER Al1Drr
FORM COFS a5o1
Three and Four Year Olds
Full-dme-plus
-
1.1800
-
Full-time 12,922
12,922
1.0000
12,922.000
Three-quademOme
-
0.7500
-
On"alffkne 16,146
16,146
0.6196
10,004.062
Exceptional Needs
Fuil-timetplus
-
1.4160
-
Fuq time
-
1.2000
-
Three -quarters -time
-
0.9000
-
On"afldime
-
0.6196
-
Limited and Non -English ProAcient
Full-tim"lus
-
1.2980
-
FuHma 4,293
4,293
1.1000
4.722.300
Three -quarters -time
-
0.8250
-
One-haifdime
-
0.6196
At Risk of Abuse or Neglect
Full-Ume-plus
-
1.2980
-
Full-time
-
1.100D
-
Three•quadem-tine
-
0.8250
-
On"atf-time
-
0.6196
-
Severely Disabled
FAtIme-plus
-
1.7700
-
FulFtlme
-
1.6000
-
Three-quadets-Ume
-
1.1250
-
One-haN=time
-
0.6196
-
TOTAL DAYS OF 33,361
- 33,361
E"r ,A, =
27.648.352
MOLLMENT
DAYS OF OPERA
p"N.
DAYS OF ATTENDANCE
ENE
0 NO NONCERTmm CHILDREN - Check box, omit page 2 & continue to Section III If no nonoltlRed children were enrolled :n the
program.
Comments - If necessary, attach additional sheets to exptain adlustments:
AUD 8501, Page 1 of 4 (FY 201847)
2a
Ceiiromia Department of Educatbo
AUDITED ATTENDANCE AND FISCAL REPORT
for Callfomia Stale Preschool Programs
Agency Name: FAMILY YMCA OF THE DESERT
Fiscal Year End: June 30.2017
SECTION III - REVENUE
RESTRICTED INCOME
Child Nutrition Proarams
County Maintenance of Effort (EC.4 8279)
Uncashed Checks to Providers
Other {SpedfJVv):
Other (Specity):
Subtotal
Transfer from Reserve - General I
Transfer from Reserve - Prof esslonall Development I
Subtotal
Family Fees for Certified Children
Interest Earned on Apportionments
UNRESTRICTED INCOME
FamiltFees for Noncerdfied Children
Head Start Program (EC $ 8235(b))
Other (SoedfX):
Other (Specify), I
TOTAL REVENUE
SECTION IV - REIM2aaries
RS�}�LE E PENSES
Direct Paryy,,m,ents toto is ( CH Only)
1000 Cerliflcated
2000 Classified Salaries
3000 Ern loyee Benefits
4000 Books and SuRRQp)les
500D B Other 0 ratl. Ex eases
fi efAp�roved lfal LMF 1
66 (Raw�qutph+�en (pj�J� related) i
6500 Re ace I. I F,pp pml end Prooram•related) I
Det�ecla IN1 or Use Allowance I
Strut -Up Expenses (service level exemption) I
Buat Impasse Credit
IndirectCosts Rate: 8.02% In.uusiocaumnm
TOTAL EXPENSES CLAIMED FOR REIMBURSEMENT
TOTAL ADMINISTRATIVE COSTS IIRmwintaxunwabmi
FOR CDE-A&I USE ONLY: I
CONTRACT NO. C36620
Contract No. CSPP-5352
COLUMN A
COLUMN B
CUMULATIVE
AUDIT
FWALYEARPER
ADJUSTMENT
FDRYcDF t"I
INCREASE OR
$98.916
$96.916
$0 I
49.447
16
I
I
I
$146,379 1
355�0`75
29 pD2
1 4.519
99.926
152,1158
2,194 1
I
I
I
I
84.949 1
$1,146,853
$156,446
Vendor No. 7774
COLUMN C
CUMULATIVE RStAL
YFAR PER AUDer
'independent Audlices Assurancas on Agency s compUence with Contract Funding Terma and Conditions and Program
Requirements at the California Department of Education, Ento Education and support D Wsfon:
EirDlbtEy, enrofYnem, andanendance records are being
maintained as regrded (check YES or NO): COMMENTS - R naeesaary, attach additional sheets to axplaln editatmems:
0 YES
(3 NO - Explaln any discrepancies.
Flaimbumable expamms ctrfined above are e141bfo far
reimbursement, reasonable, necessary, and adequarery
supported (aheck YES or NO):
0 YES
❑ NO - Explain any diweparicim
$96.916
0
0
0
0
$96,916
0
0
$0
49.447
16
0
0
0
0
$146.379
SD
3555J 075
293,002
159.519
99.926
152,1B8
0
2,194
0
0
0
0
84,949
$1.146.853
$156.446
❑ NO SIPPLEMENTAL REVENUES OR EXPENSES - Check box and omit page 4 If Mere are no supplementer revenues or expenses to report
AUD 8501. Page 3 W 4 (FY 2016.17) California Department of Education
20
CONTRACT NO. C36620
AUDITED ATTENDANCE AND FISCAL REPORT
for California State Preschool Programs
Agency Name: FAMILY YMCA OF THE DESERT
Vendor No. T774
Fiscal Year End: June 30. 2017
Contract No.
CSPP-8352
COLUMN A
COLUMN B
COLUMN C
CUMULATWEFISCAL
AUDITADJUSTMENT
CUMULATIVE FISCAL YEAR
SECTION V - SUPPLEMENTAL REVENUE
YEAR PER FORM COFS
5601
INCREASE OR
(DECREASE)
PER AUDIT
Enha ement Funding
$27,528
$27,528
Other
Specify):
0
Other
Specify):
0
Other
Specify j:
0
TOTAL SUPPLEMENTAL REVENUE
$27,528
$0
$27,528
SECTION VI - SUPPLEMENTAL EXPENSES
EXPENSES RELATED TO SUPPLEMENTAL REVENUE
1000 Certificated Salaries
2000 Classified Salaries
3000 Employee Benefits
4000 Books and Su �j es
5000 Services and Other Operating Expenses 27,528
6000 EgulpmentlOther Capital Outlay
De (atlon or Use Allowance
I irect Costs
NONREIMBURSABLE EXPENSES
6100-6500 Nonreimbursable Capital Outlay
Other e.g., tertainment Expenses
Other {5
Other (Specify):
TOTAL SUPPLEMENTAL EXPENSES $27.528
COMMENTS - If necessary, attach additional sheets to explaln adjustments.
AUD 8501, Page 4 of 4 (FYY 2016-17)
30
$0
$0
0
0
0
27.528
0
0
0
0
0
0
0
$27,528
Califomia Department of Education
CONTRACT NO. C36620
AUDITED RESERVE ACCOUNT ACTIVITY REPORT
Agency Name: FAMILY YMCA OF THE DESERT.
Fiscal Year End: June 30, 2017 Vendor No. T774
Independent Auditors Name: DAVIS FARR LL.P
RESERVE ACCOUNT TYPE (Check One}:
COLUMN A
COLUMN B
COLUMN C
❑ Center Based
AUDIT
❑ Resource and Referral
PER AGENCY
ADJUSTMENT
PER AUDIT
INCREASE OR
❑ Alte allm Payment
(DECREASE)
LAST YEAR:
1.BeginningBalance(m�e�,atq>d galarwafro�LagYeatsAUD 95300t
i Plus Transfers from Reserve
$15.036
$15,036
ontrac o ccount
(based on IM year's po*audit CDFS 9530. Sadon M:
Contrad No. CSPP-6352
$68.439
$68,439
Contract No.
0
Contract No. )
0
Contract No, 1
0
I Contract No. I
0
I Contract No. 1
0
Total Transferred from Contracts to Reserve Account
$68,439
$0
$68,439
3. Less Excess Reserve to be Billed
(enter as a pcukive emwad any excess amount calculated by CDFS on Iesl years past -audit
1
CDFS 9530)
$0
4.'Ending Balance on Last Year's Post -Audit CDFS 900
$83.475
$0
$83.475
TPIS YEAR:
S. Pius Interest Earned This Year on Reserve Funds
(column A mud agree with this year's CDFS 9530,k Section iQ
$4
$4
6. Less Transfers to Contracts from Reserve Account
(column A amounts must agree with this years CDFS 9530-A, Section 111; and column C
amourb must be reported on M years AUD tams for respective contracts):
CSPP - General
Contract No.
$0
Contract No.
0
CSPP - Professional Development
Contract No.
$0
Contract No.
0
Subtotal
$0
$O
$0
Other Contracts
Contract No.
$0
Contract No.
0
Contract No.
0
Contract No.
I
0
Contract No.
I
0
Subtotal
$0
$0
$0
Total Transferred to Contracts from Reserve Account
$0
$0
$0
?.Ending Balance on June 30, 2017
(column A must agraa whh lids years CDFS 115304� Soctlan M
$83.479
$0
$83,479
COMMENTS - If necessary, attach additional shoats to explain adjustments:
AUD 9530-& Page I of 1 (FY 2016.17)
31
California Department of Educallon
I
CONTRACT NO. C36620 ;
FAMILY YMCA OF THE DESERT
' Notes to Supplementary Information
2
Year ended June 30,'2017
{11 Summary of Sienificant Accounting Policies
(a) Basis of Accountine
The accompanying combining statements of financial position, activities and changes in
net assets have been prepared on the accrual basis of accounting in accordance with
generally accepted accounting principles. Other supplementary schedules have been
prepared in accordance with the Funding Terms and Conditions and Program
Requirements of the California Department of Education (CDE).
(b) Allowable Indirect Costs
Indirect costs are only applicable to the 1000-5000 series of general ledger expenditure
accounts in the California School Accounting Manual. In accordance with CDE Funding
Terms and Conditions, indirect costs cannot be charged on capital outlay expenditures in
the 6000 series accounts.
(c) Use of Estimates
The preparation of supplementary information in conformity with generally accepted
accounting principles requires management to make estimates and assumptions that affect
the reported amounts of assets and liabilities and disclosure of contingent assets and
liabilities at the date of the financial statements and the reported amounts of revenues and
expenses during the reporting period. Actual results could differ from those estimates.
(2) Federal Awards
The Agency's federal awards for the fiscal year ended June 30, 2017 were Iess than $750,000.
(3) Eauipment and Property Purchased with CDE Funds
A capitalization threshold of $1,500 is used for property and equipment acquired under CDE
contracts. The CDE has a reversionary interest in property and equipment purchased with state
funds.
(4) Reconciliation of CDE and GAAP Expense Reportine
As discussed in Note 1 above, the CDE supplementary information is presented in accordance
with CDE reporting requirements. CDE program funds expended for assets that would normally
be capitalized and depreciated under GAAP are reported as program expenditures in the CDE
schedules. To address such reporting differences, the supplementary information includes a
Reconciliation of CDE and GAAP Expense Reporting.
32
jDavisFarr
CERTIFIED PUBLIC ACCOUNTANTS
Board Members
Family YMCA of the Desert
Palm Desert, California
CONTRACT NO. C36620
Davis Farr LLP
2301 Dupont Drive 1 Suite 200 i Irvine. CA 92612
Main: 949.474.2020 ( rax:949.2G3.5520
IndependentAuditors' Report on Internal Control Over Financial Reporting and on Compliance
and Other Matters Based on an Audit of Financial Statements Performed
in Accordance With Government Auditing Standards
We have audited, in accordance with the auditing standards generally accepted in the United States of
America and the standards applicable to financial audits contained in Government Auditing Standards
issued by the Comptroller General of the United States, the financial statements of the Family YMCA of
the Desert (the "Organization"), which comprise the statement of financial position as of June 30, 2017,
and the related statements of activities and cash flows for the year then ended, and the related notes to
the financial statements, and have issued our report thereon dated September 11, 2017.
Internal Control Over Financial Reporting
In planning and performing our audit of the financial statements, we considered the Organization's
internal control over financial reporting (internal control) to determine the audit procedures that are
appropriate in the circumstances for the purpose of expressing our opinion on the financial statements,
but not for the purpose of expressing an opinion on the effectiveness of the Organization's internal
control. Accordingly, we do not express an opinion on the effectiveness of the Organization's internal
control.
A deficiency in internal control exists ' when the design or operation of a control does not allow
management or employees, in the normal course of performing their assigned functions, to prevent, or
detect and correct, misstatements on a timely basis. A material weakness is a deficiency, or a
combination of deficiencies, in internal control, such that there is a reasonable possibility that a material
misstatement of the entity's financial statements will not be prevented, or detected and corrected on a
timely basis. A significant deficiency is a deficiency, or a combination of deficiencies, in internal
control that is less severe than a material weakness, yet important enough to merit attention by those
charged with governance.
Our consideration of internal control was for the limited purpose described in the first paragraph of this
section and was not designed to identify all deficiencies in internal control that might be material
weaknesses or significant deficiencies and therefore, material weaknesses or significant deficiencies may
exist that were not identified. Given these limitations, during our audit we did not identify any
deficiencies in internal control that we consider to be material weaknesses. However, material
weaknesses may exist that have not been identified.
Compliance and Other Matters
As part of obtaining reasonable assurance about whether the Organization's financial statements are free
from material misstatement, we performed tests of its compliance with certain provisions of laws,
regulations, contracts, and grant agreements, noncompliance with which could have a direct and material
effect on the determination of financial statement amounts. However, providing an opinion on
compliance with those provisions was not an objective of our audit, and accordingly, we do not express
such an opinion. The results of our tests disclosed one instance of noncompliance or other matters that
are required to be reported under Government Auditing Standards.
33
CONTRACT NO. C36620 i
f
Board of Trustees
Family YMCA of the Desert
Page 2
Purpose of this Report
The purpose of this report is solely to describe the scope of our testing of internal control and
compliance and the results of that testing, and not to provide an opinion on the effectiveness of the
entity's internal control or on compliance. This report is an integral part of an audit performed in
accordance with Goveniment t4uditing Standards inconsidering the entity's internal control and �
compliance. Accordingly, this communication is not suitable for any other purpose.
September 11, 2017
Irvine, California
34
CONTRACT NO. C36620
FAMILY YMCA OF THE DESERT
Schedule of Findings and Questioned Costs
' Year ended June 30, 2017
(A) Summary of Auditor's Results
1. An unmodified report was issued by the auditors on the basic financial statements of the
auditee.
i
2. No material weaknesses or significant deficiencies in internal control over financial
reporting based on our audit of the financial statements of the auditee was reported.
3. We noted no material weaknesses or significant deficiencies with CDE Child
Development Programs.
4. We noted no material instances of noncompliance with CDE Child Development
Programs.
a
3
(B) Findings Related to the Financial Statements which are Required to be Revorted in Accordance
with GAGAS
There are no auditors' findings required to be reported in accordance with GAGAS.
CONTRACT NO. C36620
FAMILY YMCA OF THE DESERT
Summary Schedule of Prior Audit Findings
Year ended June 30, 2017
There were no prior audit findings for the year ended June 30, 2016.
36
CONTRACT NO. C36621
EXTENSION TO AGREEMENT
WHEREAS, the City of Palm Desert ("City") and the Family YMCA of the Desert., a
California non-profit corporation ("Consultant"), entered into an agreement, dated July 1,
2018, to provide management and operation at the Palm Desert Aquatic Center
("Agreement"), the parties wish to extend the Agreement effective July 1, 2020.
NOW, THEREFORE, the parties agree as follows:
A. Term is extended to add the following paragraph to the end of the existing section, as
amended.
"The term of this Agreement is extended, and shall include the time period from July 1,
2020 through June 30, 2021."
B. All other terms and conditions of the Agreement shall remain unchanged, and shall
remain in full force and effect.
IN WITNESS WHEREOF, the parties hereto have caused this instrument to be
executed the day of 12020.
CITY OF PALM DESERT
A Municipal Corporation
Gina Nestande, Mayor
City of Palm Desert, California
Attest:
Grace L. Rocha, Acting City Clerk
City of Palm Desert, California
Approved as to Form:
Robert W. Hargreaves, City Attorney
Family YMCA of the Desert
Paula Simonds, C.E.O.
Approved as to Content:
Ryan Stendell
Director of Community Development