No preview available
HomeMy WebLinkAboutLR Goldenaires Senior Citizens Organization 2021AGREEMENT BETWEEN THE CITY OF SAN RAFAEL AND THE SAN RAFAEL GOLDENAIRES SENIOR CITIZENS ORGANIZATION THIS AGREEMENT is made and entered into this day of 2021 by and between the CITY OF SAN RAFAEL, hereinafter referred to as "CITY" and the SAN RAFAEL GOLDENAIRES SENIOR CITIZENS ORGANIZATION a 501(c)(3) Non -Profit Organization, hereinafter referred to as "GOLDENAIRES". RECITALS WHEREAS, GOLDENAIRES is a self-governing, non-profit organization with elected officers and members; and WHEREAS, CITY and GOLDENAIRES are mutually desirous of providing recreational programs and services for the public 62 years of age and older (hereafter "Senior Adults") of San Rafael; and WHEREAS, CITY and GOLDENAIRES have been in an Agreement for the use of the San Rafael Community Center (hereafter "CENTER") in exchange for program services, space rental and shared personnel costs since 1975; and WHEREAS, on March 5, 2007, CITY and GOLDENAIRES entered into a five-year agreement in which GOLDENAIRES paid CITY 50% of a Senior Recreation Supervisor salary to assist in the planning, development, promotion and production of Senior Adult programs; and WHEREAS, on April 3, 2013, CITY and GOLDENAIRES entered into a subsequent five-year agreement in which GOLDENAIRES agreed to contract for all personnel services directly rather than through CITY and to continue to provide public programs for Senior Adults at the CENTER; and WHEREAS, on January 1, 2019, CITY and GOLDENAIRES entered into a one-year agreement that returned to the model set forth in the 2007 agreement, in which GOLDENAIRES paid for a portion of CITY's staff time to support Senior Adult programs; and WHEREAS, on January 1, 2020 CITY and GOLDENAIRES agreed to extend the agreement for an additional one-year term; and 1 WHEREAS, on September 1, 2020 GOLDENAIRES terminated the agreement with CITY, as a result of suspended programming and revenue loss due to COVID- 19; and WHEREAS, both CITY and GOLDENAIRES are desirous of re -starting GOLDENAIRES and Senior Adult programs at the CENTER now that the restrictions and risks related to COVID-19 have diminished; and WHEREAS, CITY wishes to extend free use of the CENTER facilities for such programs weekdays, and rental space for GOLDENAIRES administrative offices; and WHEREAS, CITY will make available CENTER facilities on evenings, weekends and holidays for GOLDENAIRES activities, at the non-profit organization rental rate; NOW, THEREFORE, the CITY and GOLDENAIRES hereby agree as follows: AGREEMENT Section 1. The San Rafael Community Center. The CENTER is a CITY -owned facility located at 618 B Street, San Rafael, containing an auditorium, kitchen, clubrooms 1-5, lounge, garden, lobby, storage, restrooms and common areas. Section 2. Duties and Responsibilities of CITY. 2.1 CITY shall provide GOLDENAIRES with access to CENTER facilities free of charge on weekdays during regular business hours on a schedule determined by mutual agreement, for the purposes of providing programs, services, activities and events for Senior Adults. Scheduling of CENTER facilities shall be reviewed on an annual basis and shall be determined every September for the subsequent year. 2.2 CITY shall provide GOLDENAIRES with access to CENTER facilities for after -hour events Monday -Friday after 5pm, Saturdays, Sundays, and holidays based on the schedule provided in Exhibit A. For events detailed in Exhibit A, GOLDENAIRES shall pay CITY for the service of facility attendants, per the CENTER's adopted fee schedule. For after -hour events beyond those detailed in Exhibit A, reservations shall be made up to one year in advance and are subject to all rental policies, procedures and fees at the CENTER's non-profit rental rate. z 2.3 CITY shall recruit, hire, train and supervise the services of a Program Coordinator to provide part-time assistance in the planning, development, promotion and production of Senior Adult programs, services, activities, and events. The scope of services provided to the GOLDENAIRES by the Program Coordinator are outlined in Exhibit B and shall be reviewed on an as needed basis, but no less than once a year. All personnel assigned as staff to the GOLDENAIRES programs shall be employees of the CITY and, as such, shall be completely under the direction, control, and responsibility of the CITY. 2.4 CITY has sole management responsibility and supervision of the CENTER and all programs conducted therein. Classes offered by third -party organizations and individuals shall be the responsibility of the CITY. 2.4 CITY shall be responsible for providing all equipment, furnishings, materials, supplies and personnel necessary for the management and operation of the CENTER. 2.5 CITY employees shall be on site during all GOLDENAIRES programs, activities, events, and office hours. 2.6 CITY shall provide custodial services, maintenance, computers and utilities to GOLDENAIRES, at no cost to GOLDENAIRES. Section 3. Duties and Responsibilities of GOLDENAIRES. 3.1 GOLDENAIRES shall operate as a self-governing, non-profit organization with elected officers and members. 3.2 GOLDENAIRES membership is open to all persons sixty-two (62) years of age and older, regardless of gender, sexual orientation, creed, religion, race, residency, physical ability, or national origin. 3.3 GOLDENAIRES shall offer a variety of opportunities for Senior Adults to participate in recreational, cultural, educational, social and community programs, services, activities, and events and shall be responsible for the planning, organization, and operation of such activities. Senior Adult classes offered by the GOLDENAIRES shall be run by GOLDENAIRES members and volunteers. 3.4 GOLDENAIRES shall consult and coordinate with designated CITY staff regarding all matters concerning the organization and operation of the GOLDENAIRES program and services at the CENTER. 3 3.5 GOLDENAIRES is responsible for providing volunteers or independent contractors for the production of programs, services, and activities. GOLDENAIRES classes shall be run by GOLDENAIRES volunteers and members. Classes run by independent contractors shall fall under the purview of the CITY. All independent contractors assigned to the GOLDENAIRES programs outside of CITY -run classes shall be under the sole direction, control, liability, and responsibility of the GOLDENAIRES. 3.6 GOLDENAIRES shall, at its sole cost, provide independent supplies, materials, equipment, and all consumable materials necessary for the conduct of GOLDENAIRES programs, services, activities, and events. 3.7 Equipment and furnishings purchased by the GOLDENAIRES for use at the CENTER shall become permanent property of the CENTER and shall be shared with other individuals, groups and organizations utilizing the CENTER for recreational and other leisure time activities, with permission of the GOLDENAIRES during the term of this and any subsequent agreements between the CITY and the GOLDENAIRES. 3.8 GOLDENAIRES shall abide by and follow all policies, procedures, rules and regulations set forth by the CITY for the administration and operation of the CENTER. 3.9 GOLDENAIRES shall contribute monthly, as described in section 4 below, a pro -rated dollar amount to the City to compensate for the Program Coordinator position to provide part-time assistance in the planning, development, promotion and production of Senior Adult programs, services, activities and events sponsored by the GOLDENAIRES. Section 4. Compensation. GOLDENAIRES agree to pay CITY $4,000 per month, or $48,000 annually, for Program Coordinator salary and benefits, for the term of this AGREEMENT. The payment shall be for the first year of the AGREEMENT. Payment shall be made on the first of each month, commencing September 1, 2021. If the parties extend this Agreement pursuant to Section 6, this payment shall be adjusted to reflect any subsequent wage and benefit cost increases in the Program Coordinator job classification. Section 5. Reports and Audits. 4 By March 1 St of each year, GOLDENAIRES shall provide to the CITY a comprehensive status report describing all organized activities conducted and supervised during the previous year. GOLDENAIRES shall provide to the Director a copy of its annual financial statement as regularly prepared. Section 6. Term. This Agreement shall commence on the date written above and shall expire on August 31, 2022. This Agreement may be extended for two (2) additional one (1) year terms based on mutual satisfaction and agreement to terms. Section 7. Termination of AGREEMENT. a) Discretionary. Either party may terminate this Agreement without cause upon thirty (30) days written notice mailed or personally delivered to the other party. b) Cause. Either party may terminate this Agreement for cause upon fifteen (15) days written notice mailed or personally delivered to the other party, and the notified party's failure to cure or correct the cause of the termination, to the reasonable satisfaction of the party giving such notice, within such fifteen (15) days' time period. c) Effect of Termination. Upon receipt of notice of termination, neither party shall incur additional obligations under any provision of this Agreement without the prior written consent of the other. d) Return of Documents. Upon termination, any and all CITY documents or materials provided to GOLDENAIRES and any and all of GOLDENAIRES's documents and materials prepared for or relating to the performance of its duties under this Agreement, shall be delivered to CITY as soon as possible, but not later than thirty (30) days after termination. It shall be understood and agreed that anytime the GOLDENAIRES dissolves as a whole, all funds and equipment accrued by the organization shall be donated free of charge to the CITY for Library and Recreation Department use. Section 8. Indemnification. 8.1 GOLDENAIRES shall, to the fullest extent permitted by law, indemnify, release, defend with counsel approved by CITY, and hold harmless CITY, its officers, agents, employees and volunteers (collectively, the "City Indemnitees"), from and against any claim, demand, suit, judgment, loss, liability or expense of any kind, including but not limited to attorney's fees, expert fees and all other costs and fees of 5 litigation, (collectively "CLAIMS"), arising out of GOLDENAIRES's performance of its obligations or conduct of its operations under this Agreement. The GOLDENAIRES's obligations apply regardless of whether or not a liability is caused or contributed to by the active or passive negligence of the City Indemnitees. However, to the extent that liability is caused by the active negligence or willful misconduct of the City Indemnitees, the GOLDENAIRES's indemnification obligation shall be reduced in proportion to the City Indemnitees' share of liability for the active negligence or willful misconduct. In addition, the acceptance or approval of the GOLDENAIRES's work or work product by the CITY or any of its directors, officers or employees shall not relieve or reduce the GOLDENAIRES's indemnification obligations. In the event the City Indemnitees are made a party to any action, lawsuit, or other adversarial proceeding arising from GOLDENAIRES' S performance of or operations under this Agreement, GOLDENAIRES shall provide a defense to the City Indemnitees or at CITY'S option reimburse the City Indemnitees their costs of defense, including reasonable attorneys' fees, incurred in defense of such claims. 8.2 The defense and indemnification obligations of this Agreement are undertaken in addition to, and shall not in any way be limited by, the insurance obligations contained in this Agreement, and shall survive the termination or completion of this Agreement for the full period of time allowed by law. Section 9. Insurance. 9.1 Scope of Coverage. During the term of this AGREEMENT, GOLDENAIRES shall maintain, at no expense to CITY, the following insurance policies: a) A commercial general liability insurance policy in the minimum amount of one million dollars ($1,000,000) per occurrence/two million dollars ($2,000,000) aggregate, for death, bodily injury, personal injury, or property damage. b) An automobile liability (owned, non -owned, and hired vehicles) insurance policy in the minimum amount of one million dollars ($1,000,000) dollars per occurrence. c) If any licensed professional performs any of the services required to be performed under this Agreement, a professional liability insurance policy in the minimum amount of one million dollars ($1,000,000) per occurrence/two million dollars ($2,000,000) aggregate, to cover any claims arising out of the GOLDENAIRES's performance of services under this Agreement. Where GOLDENAIRES is a professional not required to have a professional license, CITY 11 reserves the right to require GOLDENAIRES to provide professional liability insurance pursuant to this section. d) If it employs any person, GOLDENAIRES shall maintain worker's compensation insurance, as required by the State of California, with statutory limits, and employer's liability insurance with limits of no less than one million dollars ($1,000,000) per accident for bodily injury or disease. GOLDENAIRES's worker's compensation insurance shall be specifically endorsed to waive any right of subrogation against CITY. 9.2 Other Insurance Requirements. The insurance coverage required of the GOLDENAIRES in this section, shall also meet the following requirements: a) Except for professional liability insurance or worker's compensation insurance, the insurance policies shall be specifically endorsed to include the CITY, its officers, agents, employees, and volunteers, as additional insureds (for both ongoing and completed operations) under the policies. b) The additional insured coverage under GOLDENAIRES's insurance policies shall be "primary and non-contributory" with respect to any insurance or coverage maintained by CITY and shall not call upon CITY's insurance or self- insurance coverage for any contribution. The "primary and non-contributory" coverage in GOLDENAIRES's policies shall be at least as broad as ISO form CG20 0104 13. c) Except for professional liability insurance or worker's compensation insurance, the insurance policies shall include, in their text or by endorsement, coverage for contractual liability and personal injury. d) By execution of this Agreement, GOLDENAIRES hereby grants to CITY a waiver of any right to subrogation which any insurer of GOLDENAIRES may acquire against CITY by virtue of the payment of any loss under such insurance. GOLDENAIRES agrees to obtain any endorsement that may be necessary to affect this waiver of subrogation, but this provision applies regardless of whether or not CITY has received a waiver of subrogation endorsement from the insurer. e) If the insurance is written on a Claims Made Form, then, following termination of this Agreement, said insurance coverage shall survive for a period of not less than five years. f) The insurance policies shall provide for a retroactive date of placement coinciding with the effective date of this Agreement. g) The limits of insurance required in this Agreement may be satisfied by a combination of primary and umbrella or excess insurance. Any umbrella or excess insurance shall contain or be endorsed to contain a provision that such coverage shall also apply on a primary and noncontributory basis for the benefit of CITY (if agreed to in a written contract or agreement) before CITY'S own insurance or self-insurance shall be called upon to protect it as a named insured. h) It shall be a requirement under this Agreement that any available insurance proceeds broader than or in excess of the specified minimum insurance coverage requirements and/or limits shall be available to CITY or any other additional insured party. Furthermore, the requirements for coverage and limits shall be: (1) the minimum coverage and limits specified in this Agreement; or (2) the broader coverage and maximum limits of coverage of any insurance policy or proceeds available to the named insured; whichever is greater. No representation is made that the minimum Insurance requirements of this agreement are sufficient to cover the obligations of the GOLDENAIRES under this agreement. i) The insurance policies shall provide that the insurance carrier shall not cancel, terminate or otherwise modify the terms and conditions of said insurance policies except upon ten (10) days written notice to the CITY's Library and Recreation Director. 9.3 Deductibles and SIR's. Any deductibles or self-insured retentions in GOLDENAIRES' insurance policies must be declared to and approved by the PROJECT MANAGER and City Attorney, and shall not reduce the limits of liability. Policies containing any self-insured retention (SIR) provision shall provide or be endorsed to provide that the SIR may be satisfied by either the named insured or CITY or other additional insured party. At CITY's option, the deductibles or self- insured retentions with respect to CITY shall be reduced or eliminated to CITY's satisfaction, or GOLDENAIRES shall procure a bond guaranteeing payment of losses and related investigations, claims administration, attorney's fees and defense expenses. 9.4 Proof of Insurance. GOLDENAIRES shall provide to the PROJECT MANAGER or CITY'S City Attorney all of the following: (1) Certificates of Insurance evidencing the insurance coverage required in this Agreement; (2) a copy of the policy declaration page and/or endorsement page listing all policy endorsements for the commercial general liability policy, and (3) excerpts of policy language or specific endorsements evidencing the other insurance requirements set forth in this Agreement. CITY reserves the right to obtain a full certified copy of any insurance policy and endorsements from GOLDENAIRES. Failure to exercise this right shall 8 not constitute a waiver of the right to exercise it later. The insurance shall be approved as to form and sufficiency by PROJECT MANAGER and the City Attorney. Section 10. Possessory Interest. GOLDENAIRES recognizes and understands that this AGREEMENT may create a Possessory interest subject to property taxation and that GOLDENAIRES may be subject to the payment of property taxes levied on such interest. Section 11. Independent Contractor. It is understood and agreed that GOLDENAIRES, its employees, agents and volunteers, in performance of the duties and obligations under this AGREEMENT, shall act as and shall be an independent contractor and not an agent or employee of the CITY. As such, GOLDENAIRES, its employees, agents and volunteers shall obtain no rights or benefits, which accrue to CITY employees. GOLDENAIRES expressly waives any claims it, its employees, agents, or volunteers may have to any such rights or benefits. Section 12. Assignment: No Third Party Beneficiaries. 12.1 GOLDENAIRES shall not assign or transfer any interest in this AGREEMENT, nor its duties and obligations under this AGREEMENT, without the prior written consent of CITY, and any attempt by GOLDENAIRES to so assign this AGREEMENT, or any rights, duties or obligations arising hereunder, shall be void and of no effect. 12.2 Neither party shall assign or transfer its rights to enforce any part of this AGREEMENT. The obligation of CITY and the obligations of the GOLDENAIRES stated in this AGREEMENT are not intended to, and do not, create any rights to any other person or entity which such person or entity would not otherwise have in the absence of this AGREEMENT. Section 13: Compliance With All Laws & Non-discrimination. GOLDENAIRES shall comply with all applicable laws, ordinances, codes and regulations of the State, Federal and local governments in the performance of its duties and obligations under this Agreement. GOLDENAIRES shall not discriminate, in any way against any person on the basis of age, sex, race, color, creed, religion, sexual orientation, physical ability, or national origin in connection with or related to the performance of this AGREEMENT. GOLDENAIRES shall release, defend, indemnify, and hold harmless CITY, its officers, agents, and employees from any and A� all damages, liabilities, penalties, fines and all other consequences from any noncompliance or violation of any laws, ordinances, codes or regulations. Section 14. Authority. 14.1 Each party represents that it has duly approved the signing of this AGREEMENT and has duly authorized the person named below to sign this AGREEMENT on its behalf in accordance with applicable law. Each such named person personally warrants that he/she has such approval and authority. 14.2 Minor variations in the provision of services pursuant to this AGREEMENT may be made with written concurrence by CITY's Library and Recreation Director and GOLDENAIRES. With this exception, this AGREEMENT may only be modified by a written amendment executed by the parties to this AGREEMENT. Section 15. Waiver. GOLDENAIRES understands and agrees that waiver by the CITY of any breach or violation of any term or condition of this AGREEMENT shall not be deemed to be a waiver of any other term or condition contained herein or a waiver of any subsequent breach or violation of the same or any other term or condition. The acceptance by the CITY of the performance of any duty or obligation by GOLDENAIRES shall not be deemed to be a waiver of any term or condition of this AGREEMENT. Section 16. Notices. All notices and other communications required or permitted to be given under this AGREEMENT shall be in writing and shall be personally served or mailed, postage prepaid, addressed to the responsive parties as follows: To CITY: CITY of San Rafael, Attn: Library and Recreation Director 618 B Street San Rafael, CA 94901 To GOLDENAIRES: San Rafael GOLDENAIRES 618 B Street San Rafael, CA 94901 Notice shall be deemed effective on the date personally delivered or, if mailed, upon deposit in the mail, properly addressed and with required postage. 10 Section 17. Whole Agreement. a) The terms and conditions of this Agreement, all exhibits attached, and all documents expressly incorporated by reference, represent the entire Agreement of the parties with respect to the subject matter of this Agreement. b) This written Agreement shall supersede any and all prior agreements, oral or written, regarding the subject matter between the GOLDENAIRES and the CITY. c) No other agreement, promise or statement, written or oral, relating to the subject matter of this Agreement, shall be valid or binding, except by way of a written amendment to this Agreement. d) If any conflicts arise between the terms and conditions of this Agreement, and the terms and conditions of the attached exhibits or the documents expressly incorporated by reference, the terms and conditions of this Agreement shall control. Section 18. Set -Off Against Debts. GOLDENAIRES agrees that CITY may deduct from any payment due to GOLDENAIRES under this Agreement, any monies which GOLDENAIRES owes CITY under any ordinance, agreement, contract or resolution for any unpaid taxes, fees, licenses, assessments, unpaid checks or other amounts. Section 19. Attorney's Fees. The prevailing party in any action brought to enforce the terms and conditions of this Agreement, or arising out of the performance of this Agreement, may recover its reasonable costs (including claims administration) and attorney's fees expended in connection with such action. Section 20. Survival of Terms. Any terms of this Agreement that by their nature extend beyond the term (or termination) of this Agreement shall remain in effect until fulfilled and shall apply to both Parties' respective successors and assigns. Section 21. Applicable Law. 11 The laws of the State of California shall govern this Agreement. Section 22. Counterparts and Electronic Signature. This Agreement may be executed in any number of counterparts, each of which shall be deemed an original, but all of which together shall constitute one document. Counterpart signature pages may be delivered by telecopier, email or other means of electronic transmission. IN WITNESS WHEREOF, the parties have executed this Agreement as of the day, month and year first above written. CITY OF SAN RAFAEL .w JIM SCHUTZ, City Manager ATTEST: .N&AL"f1�1 YLINDSAY LARA, City Clerk APPROVED AS TO FORM: 69 ROBERT F. EPSTEIN, City Attorney Attachments: SAN RAFAEL GOLDENAIRES President, Board of Directors Exhibit A: Goldenaires Special Event Calendar Exhibit B: Goldenaires Activity Responsibilities 12 Exhibit A - Goldenaires Special Event Calendar 2021 Per Section 2.2 of the Agreement between the City of San Rafael and the San Rafael Goldenaires Seniors Citizens Organization, the GOLDENAIRES shall have access to San Rafael Community Center facilities for the following events that are Monday -Friday after 5:OOpm, Saturdays, Sundays, and holidays: 1. One (1) Sunday dance per month, from 1:OOpm to 5:30pm; 2. Four (4) Monday nights per year for Bingo, from 2:OOpm to 10:30pm; 3. One (1) Friday evening for the Holiday Gala, from 12:30pm to 10:OOpm; 4. Annual Craft Fair with set up from 1:OOpm to 6:OOpm on a Friday and 7:30am to 7:30pm on the subsequent Saturday. 5. Two (2) fundraising activities, dates and times based on facility availability For the above events, GOLDENAIRES shall pay CITY for the service of facility attendants, per the CENTER's adopted fee schedule. For after -hour events beyond those detailed above, reservations shall be made up to one year in advance and are subject to all rental policies, procedures, and fees at the CENTER's non-profit rental rate. Exhibit B — Goldenaires Activity Responsibilities Activity Goldenaires Responsible City Responsible Goldenaires Congregate meal site Volunteer Program Coordinator Work with volunteers who operate site Volunteer File paperwork with county on weekly basis Volunteer Prepare sign in sheets on a weekly basis Volunteer Work with county and volunteers for site & program monitoring visits Shop for supplies as needed Volunteer Shop for supplies as needed Volunteer Attend monthly board meetings Board Members Program Coordinator Monthly newsletter (Newsette) Collect & write articles Program Coordinator Design/Layout Newsette Program Coordinator Advertise & write articles for the trips and events Program Coordinator Prepare calendar Program Coordinator Proofread Newsette Volunteer Print Newsette Program Coordinator Work with volunteers to prepare and mail Newsette Newsette Chairperson Trips Attend monthly trip committee meetings Trip Committee Members Program Coordinator Monitor sign up lists Program Coordinator Develop trip itineraries—where, when etc. Trip Committee Members Program Coordinator Program Coordinator Work w/ travel agents for some trips Keep track of payment/sign up deadlines Program Coordinator Make payments for tickets, etc. Program Coordinator Promote trips in Newsette and emails Program Coordinator Schedule busses Program Coordinator Prepare paperwork, tips, tickets for escorts a few days before trip Program Coordinator Prepare trip wrap-up report Treasurer Pay final invoices on tours — busses, etc. Treasurer Classes All classes that have a third -party instructor/organization City Program AARP Tax Program City Program Goldenaires-led classes Program Coordinator Schedule Program Coordinator Promote in Newsette Program Coordinator Contact with instructors/volunteers Program Coordinator Monitors sign-up lists Program Coordinator Make payments program agencies and presenters Treasurer Activity Goldenaires Responsible City Responsible Treasurer Sales of paintings & cards — calculate income and pay artists (monthly) Prepare for each class — close out report Treasurer Wednesday Bingo Bingo Committee Order Supplies/keep inventory Bingo Chairperson Assist volunteers as needed Bingo Chairperson Pay bills/start cash Treasurer Promote in Newsette Program Coordinator Special Events Annual Holiday Craft Fair Work w/ volunteers and board on all aspects Program Coordinator Assist w/ getting donations/baskets Raffle Committee Scheduling and assigning vendors/booths Craft Chairperson Craft Chairperson Communicate w/ vendors, volunteers Promotion — place ads, social media, flyers, Program Coordinator postcards, signage Custodian and Program Set -Up Coordinator Program Coordinator Be present day of event -problem solve, assist Set up start cash for booths Treasurer Close out reports Treasurer Raffles (2 x per year) Order tickets, draft letter, print labels Program Coordinator Assemble tickets/letters/labels & mail Office Volunteers and Newsette Chairperson Monitor incoming tickets/deposits Treasurer/Raffle Chairperson Monday Night Bingo Nights (4 x per year) Chairperson & _ Committee Work with volunteers to coordinate, promote & Monday Night produce event Committee Program Coordinator Promotion: flyer, Newsette, social media, emails Meal coordination: caterer or shopping / assist Kitchen Crew kitchen crew as needed Preparation for event: bingo packets, signage, Monday Night volunteers _ Committee Be present the night of event: sign -in people, Monday Night Program Coordinator problem solve _ Chairperson Sunday Dances (monthly) Sunday Dance Chairperson Sunday Dance FAssist volunteers as needed Chairperson Activity _ Goldenaires Responsible City Responsible Make arrangements w/ band (at end of each year for next year) Program Coordinator Pay band monthly Treasurer Pay Community Center monthly via credit card Treasurer Prepare start-up cash Treasurer _ _ Promotion: flyers, Newsette, emails, banner on building Program Coordinator President Annual Holiday Gala Program Coordinator _ Program Coordinator Program Coordinator Book date & band Work w/ volunteers/board to coordinate Work w/ caterer Program Coordinator Help set-up and decorate Decorating Committee Treasurer Custodian Pay caterer Decorating, Kitchen, andVolunteer Committees Shop for bar supplies, decorations, kitchen supplies Prepare sign -in lists _ Office Volunteers Be present that night to problem solve, help and swear in new board Program Coordinator Close out report f _ Treasurer Luncheons Book dates in facility schedule Program Coordinator Work with volunteers on menu, decorations, supplies President, Decorating Committee, Kitchen Volunteers Shop for supplies as needed Kitchen Chairperson_ President, Kitchen Prep for event: bar supplies, arrangements with caterer Committee _ Arrange entertainment for each event Board Member or Committee Paperwork/Bookkeeping Treasurer Non-profit status (bi-annually) Treasurer Treasurer Alcohol permits (quarterly) 1099's (once a year) Treasurer State Board of Equalization for Craft Sales (annually) Treasurer Raffles & Reports Registry (annually) Treasurer Email QuickBooks financial documents to CPA to file taxes annually) Treasurer Pay volunteers (office, kitchen, treasurer, president, Newsette) monthly Treasurer Monitor Certificates of Insurance —Travel & Bus Companies and caterers Treasurer Treasurer Monitor Volunteer Information for driving own vehicle insurance coverage Activity Payment to City for Program Coordinator salary paid by credit card r 3 Office Hours: M, Tu, W, F 10am-2pm (if no volunteer, office will be closed); times may change based on programming F— - Be available for questions/problem solving when in office Desk Volunteers Train Supervise i Schedule (closed if no show) Assign special work assignments Office supplies: inventory & order Check Goldenaires email Computer Reserve rooms for events, classes, programs in Active Set Up Trips, Classes, Events in Quickbooks _ Keep Goldenaires Website Updated Close out reports on trips, events, fundraisers Adult Aging Meetings/Groups Senior Fair CASS meetings Age Friendly San Rafael meetings Commission on Aging meetings Goldenaires Responsible Treasurer City Responsible Program Coordinator Program Coordinator Treasurer Program Coordinator Program Coordinator Office Volunteers responsible for coverage Program Coordinator Program Coordinator Office Volunteers Treasurer Board Member, Decorating Committee President/Board Member President/Board Member 1 President/Board Member Program Coordinator Program Coordinator Program Coordinator 4 RAF` 1 s 2 /rY WITH F' �\h CONTRACT ROUTING FORM INSTRUCTIONS: Use this cover sheet to circulate all contracts for review and approval in the order shown below. TO BE COMPLETED BY INITIATING DEPARTMENT PROJECT MANAGER: Contracting Department: Library & Recreation Project Manager: Catherine Quffa Contractor Name: San Rafael Goldenaires Contractor's Contact: Carol Jacob-Courtz Extension: 3078 ❑ FPPC: Check if Contractor/Consultant must file Form 700 Contact's Email: srgoldenaires@gmail.com Step RESPONSIBLE DESCRIPTION COMPLETED REVIEWER DEPARTMENT a. Email PINS Introductory Notice to Contractor DATE Check/Initial 1 Project Manager Click here to ❑ enter a date. b. Email contract (in Word) and attachments to City Attorney c/o Laraine.Gittens@cityofsanrafael.org 7/14/2021 ❑X CQ 2 City Attorney a. Review, revise, and comment on draft agreement 7/14/2021 ❑X LG and return to Project Manager 7/14/2021 ❑X LG b. Confirm insurance requirements, create Job on PINS, send PINS insurance notice to contractor _ © SAW 3 Department Director Approval of final agreement form to send to 8/4/2021 contractor 4 Project Manager Forward three (3) originals of final agreement to 8/4/2021 ❑X CQ contractor for their signature 5 Project Manager When necessary, contractor -signed agreement ❑X N/A agendized for City Council approval * *City Council approval required for Professional Services ❑ Agreements and purchases of goods and services that exceed Or $75,000; and for Public Works Contracts that exceed $175,000 Click here to Date of City Council approval enter a date. PRINT CONTINUE ROUTING PROCESS WITH HARD COPY 6 Project Manager Forward signed original agreements to City I ) Attorney with printed copy of this routing form 7 City Attorney Review and approve hard copy of signed 4,31agreement Q� 8 City Attorney Review and approve insurance in PINS, and bonds (for Public Works Contracts) O Z1 9 City Manager/ Mayor Agreement executed by City Council authorized (3 7-1 y City Clerk official 10 Attest signatures, retains original agreement and forwards copies to Project Manager m k-/