Report - Proposed Changes to YMCA-YWCA Services Agreement (Staff report: Administration)

Correspondence from Vancouver Island YMCA-YWCA

YMCA-YWCA
Vancouver Island
Association Services
202-1314 Lakepoint Way
Victoria, BC | V9B 0S2
250-386-7511
www.vancouverislandy.com
December 31, 2019

City of Langford
2nd Floor 877 Goldstream Avenue
Langford, BC V9B 2X8
sent by e-mail to dkiedyk@langford.ca; bhutchins@langford.ca

Attn: Darren Kiedyk, Chief Administrative Officer
Braden Hutchins, Director of Corporate Services

RE: Implementing proposed changes to our Services Agreement

Darren and Braden,

Further to our meeting of December 10, 2019, and following up on from an in-camera presentation made to Langford Council back in 2018, I have included a copy of the specific changes proposed for our Services Agreement, which was originally executed February 7, 2013. It is our understanding that the substance of these changes was approved at the earlier in-camera meeting, and we are simply forwarding the details as requested to amend the legal documents administratively.

We greatly appreciate your assistance and strongly value our unique collaboration in support of this important community asset in our Westhills Y and Langford Aquatic Centre.

As articulated in our presentation at that time, based on 2017 statistics, we were proud to report the following:

• 70% of the membership are Langford residents, 54% Langford families
• 445,000 visits in 2017
• 1429 children in swim lessons 995 are Langford residents
• 28% of the Langford population have joined the Y, the national average is 10%
• 262 Langford families and individuals in need are receiving financial assistance. As a charity the Y does not turn anyone away due to an inability to pay raises and raises funds or self funds those in need. Value of assistance $104,604

We would be pleased to present updated information on our activities and usage in an upcoming Council meeting in 2020, at your invitation.

The annotated changes, articulated on an attached page, are entirely captured as “Schedule B” of the Agreement.

Page 475 of 486

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In addition to these changes we would also propose a specific amendment to the body of the document, perhaps in PART 3 – TERM OF THE AGREEMENT, reflecting a mutual interest in revisiting this entire Agreement every 5 years.

Specifically defining a schedule to contemplate amendments will allow us to ensure the continued relevance and capture important changes in the context of our operation or the community we serve.

I might propose adding 3.4 The parties, by mutual agreement, may revisit elements of this agreement based on a schedule of not more than every 5 years, starting from the date of opening, May 1, 2016.

In terms of the other approved changes, thus far we have not yet implemented the elimination of a Langford resident discount on our “Basic” memberships, given other price increases that we have applied. We may chose to implement this change at a future time, subject to working with City staff on appropriate communications, and/or further discussions regarding alternatives. This decision may also affect our implementation of section a. (iii) whereby the discount may be completely eliminated upon reaching 80% of paid membership at the Aquatic Facility being Langford residents.

We understand the importance of the discount model to residents and Council as a defining factor in municipal support for local infrastructure.

Our thanks for accommodating these changes in the Agreement that allow us to more efficiently manage our operations, given various cost increases that we have experienced and the tremendous success in attracting so many Langford residents (especially families with children) to our facilities.

Please let me know if anything further is required, and again, we would welcome any opportunity to meet with Council.

Kind Regards,

Derek Gent
Chief Executive Officer
dgent@vancouverislandy.ca

/Encl

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Changes to SCHEDULE “B”

With the Purchase Commitment given by the City and for so long as the services are purchased, the Y will ensure opportunities for all residents of the City to participate in the use of the Aquatic Facility through membership and drop in passes as follows:

a. Continuous Monthly Pre-Authorized Payment Plan

i. a 10% reduction for City residents, upon prove of residency, in the following categories: Adult, Family, Child, Teen, & Young Adult; applied to Classic Membership Category only

Note: The Classic Membership provides residents with the best all inclusive membership and includes swim lessons. Basic is a lower cost, less service membership and Premium a higher cost membership which includes additional services such as personal training. Basic and Premium Membership would not receive the 10% reduction.

ii. City residents who wish to access both the Y’s Downtown and Langford facilities will pay the posted rate for joint Aquatic Facility membership (after the City resident discount)

Note: Delete in entirety this is included in Classic category

iii. if City resident membership amounts to 80% of the paid membership at the Aquatic Facility, the discount in subsection i. will not apply;

Note: No change here, but we will work with City staff to define a process for how this may be applied

b. Drop in Fee

20% 10% reduction for City residents, upon proof of residency, in the following categories: Adult, Family, Child, Teen, and Young Adult.

Note: Brings the reduction in line with membership

c. Course Fee

City residents will be able purchase swim lessons in session blocks. This option is available to City residents only, upon proof of residency.

Note: Delete in entirety, there has been no uptake as membership is the most cost- effective way to take swim lessons

d. Special Events and Holidays

Designated Free Swims Times will be available at no charge to Langford residents during Langford Days and all Statutory Holidays

Note: Delete in entirety, based on current Statutory Holiday usage we would not be able to accommodate. The Y is the only facility on the West Shore open every Statutory Holiday throughout the year with consistent hours of 7am – 9pm. Between 1,400-1,800 visits each Holiday, with the pool reaching capacity at times.

The Y acknowledges that no resident of Langford will be unable to use the Aquatic Facility due to an inability to pay the full membership fee. The Y will offer subsidized memberships for individuals and families who are willing but unable to pay the full fee (after the City resident discount)

Note: Delete after the City resident discount, as this leads to double dipping. The Y will continue to offer financial assistance to those in need. Only Classic memberships are assisted for the same reasons noted in a (i)