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8THE CITY OF PLEASANT LIVING To: FROM: Via: DATE: SUBJECT: BACKGROUND: Amount: Account: Attachments: CITY OF SOUTH MIAMI OFFICE OF THE CITY MANAGER INTER-OFFICE MEMORANDUM The Honorable Mayor & Members ofthe City Commission Steven Alexander, City Manager Quentin Pough, Director of Parks and Recreation ()I October 20, 2015 Agenda Item NO.:.Q.... A Resolution authorizing the City Manager to expend an amount not to exceed $10,000 to South Florida Football Officiating Association for referee service payments during fiscal year 2015-2016. The City's youth tackle football program, South Miami Grey Ghost Football, is a member of Miami Extreme Youth Football League ("the League"). The league is comprised of approximately eighteen (18) different member parks. Miami Extreme Youth Football League has the duty and responsibility to negotiate contracts as it pertains to the league and its members. In 2014, the League re-negotiated and executed the officiating contract with South Florida Football Officiating Association ("SFFOA") for the next four (4) years. This contract provides security and cost saving measures to the League and its members. The City forecast the expenditure and is requesting to pay up to $10,000 to SFFOA for procurement of referee services for fiscal year 2015-2016. $10,000 annually. 001-2000-572-5630, Football, with a current balance of $33,156. Resolution for approval Officiating contract between the League and SFFOA 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 RESOLUTION NO: _________ _ A Resolution authorizing the City Manager to expend an amount not to exceed $10,000 to South Florida Football Officials Association, Inc. (SFFOA) for referee service payments during fiscal year 2015-2016. WHEREAS, the city's youth tackle football program, South Miami Grey Ghost Football, is a member of the Miami-Dade Extreme Youth Football League, Inc. (the League); and WHEREAS, in 2014, the League re-negotiated and executed the officiating contract with South Florida Football Officials Association, Inc. (SFFOA) for the next 4 years; and WHEREAS, this contract provides security and cost saving measures to the League and its members; and WHEREAS, the city forecast the expenditure of up to $10,000 to SFFOA for procurement of referee services for fiscal year 2015-2016. NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COMMISSION OF THE CITY OF SOUTH MIAMI, FLORIDA THAT: Section 1. The City Manager is authorized to expend an amount not to exceed $10,000 to South Florida Football Officials Association, Inc. during fiscal year 2015-2016 for referee service payments, drawn from Football account 001-2000-572-5630, with a current balance of $33,156. Section 2. Severability. If any section clause, sentence, or phrase of this resolution is for any reason held invalid or unconstitutional by a court of competent jurisdiction, the holding shall not affect the validity of the remaining portions of this resolution. Section 3. Effective Date. This resolution shall become effective immediately upon adoption by vote of the City Commission. PASSED AND ADOPTED this __ day of _____ • 2015. ATTEST: CITY CLERK READ AND APPROVED AS TO FORM, LANGUAGE, LEGALITY AND EXECUTION THEREOF CITY ATTORNEY APPROVED: MAYOR COMMISSION VOTE: Mayor Stoddard Vice Mayor Harris Commissioner Edmond Commissioner Liebman Commissioner Welsh MEMORANDUM OF UNDERSTANDING In as much as the South Florida Football Officials, Inc. (SFFOA) is desirous of providing officiating services and the Miami Xtreme Youth Football League (Xtreme) desires tD retain officiating services for its games. This memorandum outlines the basic understanding of the parties and is nDt intended tD be all encDmpassing Dr address every pDtential situation. ,The parties agree that tllere may be a need tD address additiDnal pDints Dr issues not specifically covered by this agreement. This cDntract is for a term of fDur years commencing with the 2014 fDotball seaSDn and ending with the conclnsiDn of the 2017 fODtball season. The term season means the cDmpetitive football season cnstomarily running frDm sDmetime in August until early December. Officials are considered independent contractors and are not employees of SFFOA, Xtreme Dr any of its teams. SFFOA will provide a game Dfficiating crew of fDur (4) Dfficials consisting of a referee, umpire, linesman and line judge. The referee shall be a high school eligible fDotball official with no less than tIn'ee (3) years experience and no more than one Dfficial on the crew shall be in their first year Df officiating, unless an emergency or lack Df more experience Dfficials requires that two be assigued and they shall be assigned tD the lowest weights possible when that need arises. Ideally the crew' should consist of one varsity rated official, one official with two (2) or more years of experience, one first and one second year official. In no event shall there be less than three (3) Dfficials for any contest absent injury to an official during a game or other unforeseen and situation not commuoicated to the referee or Booking Commissioner. Playoff crews may be increased to include a back judge for the three highest weight classes, a timer and a line to gain crew. Jnnior Peewees will have two (2) officials for regular season and playoffs, and four (4) for the championship game. If a Peewee game is paired with a game of a higher weight for a two game set on Saturday, four (4) officials will be scheduled: SFFOA will provide, at no charge, no more than two (2) coaches rule clinics prior to the competitive season. The SFFOA Rules Interpreter, Booking Commissioner and/or Executive Board Member will conduct the clinic. Games will be officiated according to the National Federation of State High SchoDI AssDciations (NFHSA) and Florida High School Athletics Association (FHSAA) Rules, Florida High School Athletic Association and Guidelines and exceptions as adopted by Xu'eme's Board. Said exemptions shall be distributed to the crew chiefs. It is not unforeseen that other exceptions may be necessary in order to ensure competition and fail' play. For the regular season, SFFOA officials shall be compensated for their services based on the munber of games worked. The referee shall wear a league provided logo hat, officials shall not wear patches for any other Jeagues worked, but may wear a patch or other marking indicating their affiliation with the SFFOA. Officials are expected to arrive thilty (30) minutes before kickoff of the first game to inspect field conditions, check line to gain equipment, meet with park commissioner and head coaches to ensure a timely start to the day's games. Xtreme shall have the teams weighed in and ready nD less than ten (10) minutes prior to kickoff. In the event that the teams are not ready the opening kickoff of the game the game shall be called. The parties 1lI1derstand that while the day .. -...... ;. of games is long there may be an occasion where a game 11ms long or ends early. The coaches are expected to take their respective teams to be weighed in at halftime of the previous game. If the previous game ended early (that is more than ten (10) minutes before its scheduled Idckoff), both coaches must agree to start their game early. It is understood that a coach may nonetheless want to start his game as scheduled. Ifprevious game ends late, or inside ten (10) minutes prior to the schedoled kickoff, then teams and coaches are expected to proceed with their pl'e-game responsibilities. If teams are not ready to start at their scheduled time the game shall be called at the request of the team ready to play. Late arriving officials or early departing officials shall be paid in quarterly increments of the actual game worked. If official was a last minute replacement for another official, Xtreme is encourage to pay that official a full game fee provided that he works the majority of the game. If in doubt Xtreme may obtain verification fi'om the Booking Commissioner, reimbursement if any shall be handled through SFFOA who will in turn deal with the official( s) if overpaid. Suspensions, cancellations or forfeits prior to game day should be communicated to the Booldng Commissioner and the park schedule adjusted accordingly to eliminate the interval for the canceled or forfeited game. Xtreme understands the SFFOA has invested in assignntent software to communicate game assignments to officials the Xtreme has mandated a schedule lock where schedules become fmal and can be plJblished, changes after that date shall be slJbject to a $25 change fee. Any changes in order of weights that do not affect game times will not. be charged the game fee lmless the park or team is considered by Xtreme and SFFOA Presidents to be a habitual offender. Officials will be paid for game day cancellations and forfeits with the exception of the last scheduled game on that field for the day if four or more games are scheduled. In the event that the last game' is canceled the game officials shall be released immediately and not expect compensation from the home team, if home team officials request the crew to wait to see if the team or additional players arrive or other sitnation or dispute to be resolved they do so understanding that the officials will be paid regardless of whether or not game is actually played. If, however, the schedule calls for three or less games and any game is canceled the offici'* shall be paid for that canceled game. It is understood that Xtreme By-laws provide that the team causing the last minute cancellation shall be responsible for the officials fees, therefore payment if not received at the game site will be handled through Xtreme and SFFOA administration. in the event that the last game on a field is canceled or forfeited and there are other games to be played on another field that is not fully staffed, if a departing official works the major portion of a game on another field, he will be compensated as if he had worked the entire game. An official not working the majority will be compensated in quarterly increments actually worked. If a game is not played or completed, the originally assigti.ed officials will be given preference to work the rescheduled game. If official not previously paid they will only be paid the game fee upon retlirn. If officials where previously paid and only a portion of the game is being made up, officials will be entitled to receive an additional $12.00 travel reimbursement during 2014 and 2015 seasons and $15.00 dming the 2016 and 2017 seasons for Miami- Dade and Broward Counties only. Any apportiomnent of a game fee between the official working the rescheduled game and the official that was originally assigned will be made by SFFOA and officials directly. Compensation for game officials during the term of tbis agreement shall be as follows. For scrimmages, pre-season games or jamborees $15.00 per official per hour in 2014 and 2015 and $20.00 per official per hour in 2016 and 2017 for weeks other than the week prior to the first competitive week of the season teams may elect to use three rather than four officials with the exception of peewees that may use two at any time. Compensation for field officials shall be $50 for the 2014 and 2015 Seasons and $55 for the 2016 and 2017 Seasons for all divisions during regular season and playoff games Compensation of $60.00 for 2014 and 2015 and $65.00 dnring 2016 and 2017 for all divisions for championship games or league sponsored games, with the exception of the Peewees that shall remain at $55 and $60 with a four member officiating crew. Compensation for electronic clock operators (timers) shall be $40 if requested during the regular season or playoff games and $45 for all divisions for league sponsored and championship games. Officials shall be paid in cash during halftime of their last game at that site for the day, it is understood that all officials may not be paid at the same time. Checks will not be accepted, \m1ess approved and submitted prior to game day and subject to a handling charge of seven dollars ($7.00) per official per game, and any check snbmitted after game day for a forfeited, suspended or some other reason is also subject to the handling charge. While it is understood that the league currently has no team outside Miami-Dade and Broward Counties for any games outside those counties, a travel fee of $100.00 as long as average price per gallon remains at or below $4.00, parties agree to negotiate travel fee if necessary and price per gallon exceeds $4.00 during the term of this contract. Travel shall be paid for only one car canying the entire officiating crew. If officials choose to travel separately only one travel fee will be paid and may be divided by the officials themselves. A Supervisor of Officials shall be provided for any championship or other league hosted game. A league hosted game is defined as any contest between teams at a central site or where the league is responsible for payment. A line to gain crew may be provided at the option of Xtreme and the line to gain crew of three (3) members, if furnished, shall be paid $35.00 per game, however the Xtreme may request only a down indicator official (box man) be provided at $40.00. The Supervisor of Officials will be paid $35.00 per game. If Xtreme intends to make payment for all officials by way of a single check SFFOA agrees to bill Xtreme sufficiently in advance to allow Xtreme to issue a check 72 hours before the event so that arrangements can be made to negotiate the check in order to pay officials in cash at the game site, if not Xtreme shall be responsible for paying officials in cash on site at the conclusion of each game or other appropriate interval during the event. The SFFOA Board shall appoint one of its members to se~ve as its Booking Commissioner who will be responsible for assigning officials to Xtreme games. The Booking Commissioner shall be compensated for these services on a per member parle pel' year basis, the compensation during the term of this agreement shall be $150. Said fee is to be paid to the SFFOA immediately at the conclusion of the competitive season. Xtrerne shall provide a safe and properly lined field for all contests. The field shall be roped off from spectators as required by Xtreme bylaws. The respective Comnllssioners should make an effOlt to introduce themselves to the officiating crew and where or how they can be reached should the need arises. The home team is responsible for having a line to gain crew of three (3) people (preferably adults) ready and available during the applicable pre-game period to meet with the head linesman. Failure to have a line to gain crew available to start the game or second half will result in a five (5) YaJ.'d delay of game penalty. All autllOrized sideline personnel need to be properly identified aJId if in the coaches' area will be the responsibility of the head coach. The head coach may receive a warning before a penalty for unauthorized personnel in the coaches box during the game, however, the head coach may be penalized based on the conduct of individuals in the coaches box, authorized or not, without w,arning. Both teams shall assign personnel to ensure that only autllOrized persons are within the rope. The Xtreme home team may at ....... , .. -;.::~.:-:.:,: its sole discretion extend its hospitality to game officials, without promise or expectation of favorable treatment. SFFOA understands that a home team's hospitality is not to be abused. Nonetheless the home team has a responsibility to ensnre that officials just as its players are properly hydrated during the day. Game attendants should provide water or fluids to officials during water breaks and time outs during a game. Additional water or fluids may be provided at the concession stand or other designated area during halftime and between games. Just as officials are concemed with player safety the home team should concem itself with making sure officials are properly hydrated and in a position to ,complete their assignment. Any questions or dispntes that occur as a result of an interpretation of a nue should first be addressed with the referee as prescribed under the NFHSA rules and should involve the immediately proceeding play. It is important to note that Pal-k Commissioners have delegated game day authority to Head Coaches for their respective games. Commissioners may consult with the referee and ask questions during halftime or between games, but they are not authorized to intemlpt play or approach officials during a game for a rule explanation or clarification. It is understood that there is no provision to play' a game under protest under the 11Iles. Notwithstanding, SFFOA understands that fUlther investigation and uniform interpretation of the rules is a necessity. Coaches and Commissioners shall cOl1l1l1unicate their questions or concems to the Xtreme President who will request an official niles interpretation from the SFFOA Rules Interpreter. A written interpretation of the nile or rules involved will be sent electronically to the Xtreme President to be forwarded to the Coach or Commissioner initiating the inquiry. Any 11I1e interpretation will be presented'to the SFFOA membership as a training tool at the next scheduled officials meeting and disseminated to crew chiefs immediately to ensure the consistent application of file 11I1e or rules in question. The SFFOA Rules interpreter mayor may not be available at Xtreme Board Meetings, but will handle only less involved interpretations. It is tl~e mission of SFFOA to provide quality, trained and intpartial contest officials for area youth league contests. With that in mind SFFOA needs to be advised of any situation that may impact on an official's ability to be intpartial. SFFOA makes every effOlt to determine which officials have 'children or a family member associated or playing for a palticular park. SFFOA will not assign those officials games either home or away involving those teams. SFFOA relies on its officials to disclose any potential conflict before the season but sometimes an official may fail or neglect to advise SFFOA of a potential conflict. Further SFFOA nnderstands that as officials, its members are in a position of authority and serve as role models for many children. Any acts of inappropriate behavior need to be communicated to Xtreme President immediately who will in tum contact the Booking Commissioner or SFFOA President. All incidents should accurately documented and list contact infoIDlation for any witnesses in writing as soon as possible. Every incident will be investigated. 11le parties nnderstand that SFFOA is involved in offiCiating contests between two competitors and that Xtreme member teams and coaches are sometimes swayed by emotion and their desire to win. Sometimes the decision in a grune is not resolved in a mrumer favorable or satisfactory to a party who may misinterpret the situation. Misunderstandings between a coach and official can be resolved, but frivolous andlor punitive complaints will not be tolerated. Any complaint that after investigation is detelmined to be baseless or intended to damage the reputation or standing of the official in question shall be referred to Xtreme President or Board for further action. Xtreme and SFFOA Presidents shall conduct investigations or designate a member of their respective organization to do so. Investigative finding sbaH be tli,ejoint responsibili~ otboth Xtreme iIlld. .SFFQA. DiSQipliuaryor otli,¢t !lillian. to be ti\!cell $li!IU b~ the t~$polll!ibility ofSl!'FOA Qf X~ WitllJil jt~ G~, :By-:J;,I)WS, 'Ruie$ OtGrtidlilin~s. . By wa,y. of' thelt sigillltU1'~8the pllrll.~iJ8t\:e ib4f tlUiI. $~t~ fotth tl!e.f!'~Worl( of '\hej); te1atilliliiijlll fCIitb:e. pecipti. $¢t fortli, abQVilcaM: to w\!i1~ ~oge~@; W.m~ eachofthej); tespective: QrgaIDzi\ff'9Ull f\!,e stan<ll!rd. by whJeb all oth:~s~relliel!sured.