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HomeMy WebLinkAboutCSAC.2015.0831.Minutes .evv,-7 „- �rl TOWN OF FOUNTAIN HILLS EN � , � MINUTES OF THE , COMMUNITY SERVICES ADVISORY COMMISSION • AUGUST 31, 2015 that is AO' ITEM#1: CALL TO ORDER A special session meeting of the Community Services Advisory Commission was convened and called to order by Vice-Chair Sherman Abrahamson, at 5:00 p.m. on Monday, August 31, 2015 in the Council Chambers at Town Hall, located at 16705 East Avenue of the Fountains, Fountain Hills, Arizona. ITEM #2: ROLL CALL In attendance at roll call were, Vice-Chair Sherman Abrahamson, Commissioners Nancy Blumenstein, Patt Canning, Don Doty, Jerry Gorrell, Jim Judge (via phone), Lynne Mott, Ron Ruppert, and Greg Woo, and Donna Yordy. Absent at roll call were Chair Natalie Varela, Commissioners Geoffrey Harper, and Danny Tancredi. Director Mark Mayer, Senior Services Supervisor Kelley Fonville, and Executive Assistant Jennifer Lyons represented staff. Ralph Craner from TLC was also in attendance. ITEM #3: CONSIDERATION OF TECHNOLOGY LEARNING CENTER FUTURE USE OF SPACE IN THE COMMUNITY CENTER The purpose of our assembling this afternoon/this evening is to inform all of the commissioners who are here as to the status of the center's negotiations and resolution of the ongoing issues with TLC (Technological Learning Center). We have an agreement that has been drafted. That has been signed by TLC. The essence of the agreement is that: • The need of the center to have additional space available as been accomplished because TLC will not have exclusive use of the room that they have been using. • TLC will be dealt the same hand if will as that any other group that participating in the center has. They will make reservations through the center, they will do the same kinds of things and have the same economic responsibilities and/or benefits as any other group coming in. Director Mayer commented: We set out with a couple goals. One to see if we could work out an arrangement and the second part of that was the greater utilization. From the perspective of the Town and as well as from Ralph's perspective that has been accomplished. He's in the position to book the space he needs when he needs it. The two exceptions that we have with anybody else that is booking on a long term basis. 1. Set it up so they could pay at the end of each quarter. We have 2 other long term users in the building and that is what we do with them as well. 2. We with the Town when we book through the "Rec" division for programs, when we book those, we don't actual cancel them until the Tuesday of the week before. That will allows us to make sure we have best opportunity to fill those classes. We offered that agreement with Ralph which we think was only fair. Fountain Hills Community Services Advisory Commission Page 1 of 2 G:\Commission CSAC\Minutes\2015 Those are the 2 exceptions that we made to groups coming in, but we do have precedence set with other groups for doing that. One other clarification: We take this to the Council on the 3rd. The Council will then actually decide if they want us to proceed and then we would sign the agreement, it would be the Town Manager and Director Mayer. Ralph Craner thanked Mike, Kelley and Kathy. Also stated that they are happy. Starting out with 3 classes a week,mainly due to we don't have laptops yet. Once they get the laptops they will move to 5 classes. Vice-Chair Abrahamson made a motion that the Commission approve the agreement entered into with TLC. Commissioner Doty seconded and the motion passed by unanimous vote. ITEM #4: CONSIDERATION OF ADJOURNMENT Commissioner Doty made a motion to adjourn at 5:11 p.m., Commissioner Blumenstein seconded and the motion passed by unanimous vote. m ni Services Advisory Commission BY: herman Abrahamson, Vice-Chair REVIEWED BY: L G . Mark C. Mayer, Director of Communit' Services PREPARED BY: Je ifer yons, ecutive Assistant CERTIFICATION I hereby certify that the foregoing minutes are a true and correct copy of the minutes of the Regular Session held by the Community Services Advisory Commission of Fountain Hills on the 31st day of August 2015. I further certify that the meeting was duly called and that a quorum was present. Dated this 3th day of September 2015 Je ifer ons, ecutive Assistant Fountain Hills Community Services Advisory Commission Page 2 of 2 G:\Commission CSAC\Minutes\2015 Memorandum of Understanding between the Technology Learning Center and the Town of Fountain Hills The Technology Learning Center (TLC) and the Town of Fountain Hills have reached an agreement regarding the future use of space at the Community Center. The Agreement has the following stipulations: 1) That the TLC will book space in the Center and pay the regular non-profit rate for their use. 2) TLC will be provided fifteen minutes before and fifteen minutes after their rental times for set up and tear down and storage of their equipment. Center staff will set up and take down any chairs or tables that are requested by TLC. 3) The Town will provide the necessary router and a protected password in support of TLC classes. 4) TLC will be allowed to cancel classes without fees being due up to seven (7) days prior to the start of a class. Cancellation after that date would require payment for the reservation. 5) TLC will maintain liability insurance for their activities and equipment and shall name the Town as Additional Insured for$1,000,000 per occurrence and$2,000,000 in aggregate. 6) Payment by the TLC would be on a quarterly basis beginning September 1,2015—December 31, 2015 and continuing thereafter. Payment would be due from TLC no later than fourteen (14) days after the end of each quarter. 7) Under the current extension of the TLC lease they have the space through September 28, 2015. Currently TLC plans to exit the space prior to their date and would only be charged a prorated amount for the time used. 8) TLC agrees to remove their desk top computers and purchase laptop devices for their use. 9) TLC agrees to remove all of their other equipment and furniture no later than September 28, 2015 including their phone line, projector and large screen. 10) The Town agrees to perform maintenance of the space currently occupied by TLC to include carpet cleaning, potential painting and replacement of ceiling tile as needed at no cost to TLC. 11) No later than September 29, 2015 the former space solely occupied by TLC will become available for other rentals and activities by the Town and Community Center patrons. 12) That the former Time 4-U open lab will be offered by the Town and TLC as a Town Social Service with no charge to either the TLC or those that attend. Membership to either TLC or the Activity Center is not required to participate nor is there a fee to a d. Labs are Weds.from 9-11 am. Signed -Technology Learning Center Signed-T n f Fountain Hills Date Date Council-Agenda—Technology Learning Center—MOU with Town 9-3-15