SR-301-002 (4)~_
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Santa Monica°
City Council Report
City Council Meeting: May 9, 2006
Agenda Item: ~
To: Mayor and City Council
From: Barbara Stinchfield
Subject: Request for Authorization to Negotiate and Execute Agreements with SurF
Academy, Inc., BeachSports, Inc. and Socceropolis for Specialty Sports
Camps and Classes
Recommended Action
It is recommended that the City Council:
1. Authorize the City Manager to negotiate and execute an agreement with Surf
Academy, a limited license corporation, for a total not to exceed $180,000 for
fiscal year 2006-07.
2. Authorize the City Manager to negotiate and execute agreements with
BeachSports Inc., a non-profit 501(C) 3 youth organization, for a total not to
exceed $154,000.
3. Authorize the City Manager to negotiate and execute and agreement with
Socceropolis, a sole proprietor, for a total not to exceed $144,000 for fiscal year
2006-07.
Executive Summary
The Community and Cultural Services Department contracts with private entities to
conduct specialty sports camps and classes. The City handles registration, publicity and
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oversight of these activities with actual instruction and leadership conducted by the
contractors. The contractor receives a percentage of each registration fee collected to
conduct the activities. The Department recommends to contract with Socceropolis to
conduct youth soccer camps and classes and with SurF Academy to conduct youth
camps and youth and adult surF lessons. In addition, for fiscal year 2006-07, the
Department proposes to contract with BeachSports to conduct youth surf and beach
camps.
Discussion
Backqround
Surf Academy
In 2002, the City of Santa Monica first contracted with Surf Academy to offer surf camps
through its Community Classes Program. During summer 2002, 382 youth ages eight
to eighteen years old participated. The program was expanded in summer 2003,
adding a body boarding camp for young children and surf lessons for youth and adults.
The attendance increased dramatically over the next several years with nearly 900
youth and 275 adults participating in the various SurF Academy offerings during fiscal
year 2005-06. Approximately thirty three youth that were enrolled in the City's Financial
Assistance Program participated in two weeks of camp. In addition, SurF Academy
conducted approximately 780 surF lessons for youth participating in other City camps
and programs such as Rosie's Girls, Camp Santa Monica, Sports Experience and
Police Activities League at no additional cost to the City or participants.
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BeachSpo~s
The Community and Cultural Services Department would like to contract with
BeachSports to offer an alternative youth surf and beach camp to serve youth that
would otherwise be turned away from Surf Academy due to capacity limitations.
BeachSports offers a surf camp similar to Surf Academy, plus a beach camp for older
youth which primarily takes place on the sand beach. Beach camp consists of sand
sports such as sand relays, beach volleyball, and beach soccer and also incorporates
surfing and body boarding. This offers an excellent option for those youth who may
want other beach activities beyond surfing and body boarding. The addition of
BeachSports would offer yet another safe, fun and educational environment for youth.
In addition, it will expand the health and fitness offerings for youth and enhance the
City's Active Living goal. Participation levels for BeachSports are anticipated to near
600 during fiscal year 2006-07.
Socceropolis
Through the Department's Community Classes Program, the City has contracted with
Socceropolis to conduct youth soccer classes and camps for many years. As with Surf
Academy, the popularity of these activities has grown over the years necessitating
program expansion. During fiscal year 2005-06 participation levels were 356
participants in camps and 450 in classes. Fiscal year 2006-07 participation levels are
anticipated to be nearly 500 in camps and 600 in classes.
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Previous Council Actions
On May 10, 2005, the City Council authorized the City Manager to negotiate and
execute an agreement with SurF Academy, Inc., a limited license corporation, for
operation of surf camps for a total not to exceed $160,000 and for operation of surf
classes for a total not to exceed $20,000 for fiscal year 2005-06.
Contractor/Consultant Selection
In January 2006, the City conducted a Request for Proposals, soliciting proposals for
operation of the City's specialty sports camps and classes for fiscal year 2006-07. A
total of eight proposals were received, thoroughly reviewed and evaluated. Socceropolis
was selected due to its high quality instruction, popularity with residents, affordability,
and willingness to serve financial assistance participants, plus their proven track record
with the City. Surf Academy was selected due to its high quality instruction, ability to
offer lower cost programming, surf lessons to in-house camp participants and financial
assistance participants at no additional charge and its proven track record with the City.
BeachSports, Inc. was selected based on its ten year history with other neighboring
beach cities and it's willingness to serve financial assistance participants. BeachSports
will provide the Community and Cultural Services Department an opportunity to help
offset the overflow waiting list of Surf Academy and to offer an alternative beach camp
experience.
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Public Outreach
The soccer, surf and beach camps and classes will be published in Seascape, the
summer youth camps and classes brochure, community classes fliers and the City of
Santa Monica website. Participants may register on-line, mail-in, fax-in or walk-in.
Budqet/Financial I mpact
During fiscal year 2006-07, annual payments to Surf Academy for camps and classes
are expected to be approximately $180,000 with offsetting revenue of $230,000. Annual
payments to BeachSports are expected to be approximately $154,000 with offsetting
revenue of $220,000. Annual payments to Socceropolis are expected to be
approximately $144,000 with offsetting revenue of $180,000. The Department's
proposed budget for 2006-07 includes revenue (account #401310) and expenditure
(account #01544.566260) appropriations for the Community Classes programs
including camps and classes.
Prepared by:
Kathy LePrevost, Community Programs Manager
Approved:
1~6~.u,,~.-
Barbara Stinchfield U
Director, Community and Cultural
Services Department
Forwarded to Council:
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P ont Ewell
Ci y Manager
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