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Res No 037-21-15657RESOLUTION NO: 037-21-15b57 A Resolution authorizing the City Manager to procure football referee services from South Florida Football Officiating Association during fiscal year 2020-2021. WHEREAS, the City's youth tackle football program, South Miami Grey Ghost Football, is a member of the Miami Xtreme Youth Football League, Inc. (the League); and WHEREAS, Miami Xtreme Youth Football League has the designated and agreed duty and responsibility to negotiate contracts as it pertains to the League and its members; and WHEREAS, in 2018, the League re -negotiated and executed the officiating contract with South Florida Football Officials Association, Inc. (SFFOA) for games over the next five (5) years, ending with the conclusion of the 2022 football season; and WHEREAS, the City forecasts the expenditure of up to $5,000 to SFFOA for procurement of referee services for fiscal year 2020-2021 depending on the number of games played in August and September. NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COMMISSION OF THE CITY OF SOUTH MIAMI, FLORIDA: Section 1. The foregoing recitals are hereby ratified and confirmed as being true and they are incorporated into this resolution by reference as if set forth in full herein. Section 2. The City Manager is authorized to procure referee services from and to expend an amount not to exceed $5,000 to South Florida Football Officials Association (SFFOA) during fiscal year 2020-2021. The total expenditure will be charged to 001-2000-572-5630, Football account, with a current balance of $58,625 before this request was made. A copy of the Memorandum of Understanding between the League and SFFOA is attached. Section 3. Corrections. Conforming language or technical scrivener -type corrections may be made by the City Attorney for any conforming amendments to be incorporated into the final resolution for signature. Section 4. 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 will not affect the validity of the remaining portions of this resolution. Section S. Effective Date. Effective Date. This resolution will become effective immediately upon adoption by vote of the City Commission. Pagel of 2 Res. No. 037-21-15657 PASSED AND ADOPTED this 6T" day of April, 2021. ATTEST: CITY CL K READ AND APPROVED AS TO LANGUAGE„LIDGaALITY, AND/ CITY M: Page 2 of 2 APPROVED: ❑c�l ^ r . MAYOR COMMISSION VOTE: 4-0 Mayor Philips Yea Commissioner Harris: Yea Commissioner Liebman: Yea Commissioner Gi: Yea Agenda Item Nol . City Commission Agenda Item Report Meeting Date: April 6, 2021 Submitted by: Quentin Pough Submitting Department: Parks & Recreation Item Type: Resolution Agenda Section: Subject: A Resolution authorizing the City Manager to procure football referee services from South Florida Football Officiating Association during fiscal year 2020-2021. 3/5 (City Manager -Parks & Recreation Dept.) Suggested Action: Attachments: Memo - Referee Services 2021.docx Res- FootbalIRef eree Services 2021CArev.docx 2018 SFFOA Agreement.pdf YeX)A CITY OF SOUTH MIAMI ��m� OFFICE OF THE CITY MANAGER SOut1 V I THE CITY OF PLEASANT LIVING INTER -OFFICE MEMORANDUM To: The Honorable Mayor & Members of the City Commission FROM: Shari Karnali, City Manager Via: Quentin Pough, Director of Parks and Recreation DATE: April 6, 2021 SUBJECT: A Resolution authorizing the City Manager to procure football referee services from South Florida Football Officiating Association during fiscal year 2020-2021. BACKGROUND: The City's youth tackle football program, South Miami Grey Ghost Football, is a member of Miami Xtreme Youth Football League ("the League"). The League is comprised of approximately fifteen (15) different member teams, which includes the North Miami Jaguars, Miami PAL Chiefs, and Kendall Hammocks, just to name a few. Miami Xtreme Youth Football League has the designated and agreed duty and responsibility to negotiate contracts as it pertains to the League and its members. In 2018, the League re -negotiated and executed the officiating contract with South Florida Football Officiating Association ("SFFOA") for home games over the next five (5) years. The term season means the competitive football season customarily running from the middle of August until early December. This contract provides security and cost saving measures to the League and its members. The City forecasts the expenditure of up to $5,000 to SFFOA for procurement of referee services for fiscal year 2021 depending on number of games played in August and September 2021. Amount: $5,000 Fund & Account: The expenditure shall be charged to the Football account 001-2000-572- 5630, with a current balance of $58,625. Attachments: Resolution for approval Memorandum of Understanding between the League and SFFOA 2 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 to retain officiating services for its games. This memorandum outlines the basic understanding of the parties and is not intended to be all encompassing or address every potential situation. The parties agree that there may be a need to address additional points or issues not specifically covered by this agreement. This contract is for a term of five years commencing with the 2018 football season and ending with the conclusion of the 2022 football season. The term season means the competitive football season customarily running from sometime in August until early December. Officials are considered independent contractors and are not employees of SFFOA, Xtreme or any of its teams. SFFOA will provide a game officiating crew of four (4) officials consisting of a referee, umpire, linesman and line judge. The referee shall be a high school eligible football official with no less than three (3) years experience and no more than one official on the crew shall be in their first year of officiating, unless an emergency or lack of more experience officials requires that two be assigned and they shall be assigned to 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) officials for any contest absent injury to an official during a game or other unforeseen and situation not communicated 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. Junior 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 School Associations (NFHSA) and Florida High School Athletics Association (FHSAA) Rules, Florida High School Athletic Association and Guidelines and exceptions as adopted by Xtreme'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 fair play. For the regular season, SFFOA officials shall be compensated for their services based on the number of games worked. The referee shall wear a league provided logo hat, officials shall not wear patches for any other leagues worked, but may wear a patch or other marking indicating their affiliation with the SFFOA. Officials are expected to arrive thirty (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 no less than ten (10) minutes prior to kickoff. In the event that the teams are not ready for the opening kickoff of the game the game shall be called. The parties understand that while W the day of games is long there may be an occasion where a game runs 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 kickoff), both coaches must agree to start their game early. It is understood that a coach may nonetheless want to start his game as scheduled. If previous game ends late, or inside ten (10) minutes prior to the scheduled kickoff, then teams and coaches are expected to proceed with their pre -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 from 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 Booking Commissioner and the park schedule adjusted accordingly to eliminate the interval for the canceled or forfeited game. Xtreme understands the SFFOA has invested in assignment software to communicate game assignments to officials the Xtreme has mandated a schedule lock where schedules become final and can be published, changes after that date shall be subject to a $25 change fee. Any changes in order of weights that do not affect game times will not be charged the game fee unless 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 situation 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 officials 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 assigned officials will be given preference to work the rescheduled game. If official not previously paid they will only be paid the game fee upon return. If officials where previously paid and only a portion of the game is being made up, each officials will be entitled to receive an additional $15.00 travel reimbursement during 2018 and 2019 seasons and $20.00 during the 2020, 2021 and 2022 seasons for Miami -Dade and Broward Counties only. Any apportionment 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 this agreement shall be as follows. For scrimmages, pre -season games or jamborees $20.00 per official per hour in 2018 and 2019 and $25.00 per official per hour in 2020, 2021 and 2022 for weeks other than the week prior to the first competitive week of the season teams may elect to use three rather ti than four officials with the exception of peewees that may use two at any time. Compensation for field officials shall be $55 per official per game for the 2018 and 2019 Seasons, $60 per official per game for the 2020, 2021 and 2022 Seasons for all divisions during regular season and playoff games Compensation of $65.00 per official per game for 2018 and 2019 Seasons, $70.00 per official per game for the 2020, 2021 and 2022 Seasons for all divisions for championship games or league sponsored games, with the exception of the Peewees that shall remain at $60 and $65 per official per game with a four member officiating crew. Compensation for electronic clock operators (timers) shall be $40 per game if requested during the 2018 and 2019 regular seasons; and $45 per game if requested during the 2020, 2021 and 2022 regular seasons. Playoff games and $45 for all divisions for league sponsored and championship games during 2018 and 2019 and $50 for 2020, 2021 and 2022. 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, unless approved and submitted prior to game day and subject to a handling charge of seven dollars ($7.00) per official per game for 2018 and 2019 and ten dollars ($10.00) per official per game for 2020, 2021 and 2022, and any check submitted 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 carrying 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 official per game for 2018 and 2019; and $40 per official per game for 2020, 2021 and 2022, however the Xtreme may request only a down indicator official (box man) be provided at $40.00 per game for 2018 and 2019; and $45 per game for 2020, 2021 and 2022. The Supervisor of Officials will be paid $35.00 per game in 2018 and 2019; and $40 per game in 2020; 2021 and 2022. 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 serve 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 park having 5 or more teams; member parks with less than 5 teams shall be paired with another member park and if there is an unpaired member park with 4 or fewer teams they shall be charge one-half of the fee on a per year basis, the compensation during the term of this agreement shall be $150 for 2018 and 2019 and $160 for 2020, 2021 and 2022. Said fee is to be paid to the SFFOA immediately at the conclusion of the competitive season. Xtreme 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 Commissioners 00 should make an effort 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) yard delay of game penalty. All authorized sideline personnel need to be properly identified and 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 warning. Both teams shall assign personnel to ensure that only authorized 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 ensure 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 concerned with player safety the home team should concern itself with making sure officials are properly hydrated and in a position to complete their assignment. Any questions or disputes that occur as a result of an interpretation of a rule 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 Park Commissioners have delegated game day authority to Head Coaches for their respective games. Commissioners may interrupt play under the proper and normal game rules, i.e. calling a time out if available. It is understood that there is no provision to play a game under protest under the rules. Notwithstanding, SFFOA understands that further investigation and uniform interpretation of the rules is a necessity. Coaches and Commissioners shall communicate their questions or concerns to the Xtreme President who will request an official rules interpretation from the SFFOA Rules Interpreter. A written interpretation of the rule or rules involved will be sent electronically to the Xtreme President to be forwarded to the Coach or Commissioner initiating the inquiry. Any rule 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 the rule or rules in question. The SFFOA Rules interpreter may or may not be available at Xtreme Board Meetings, but will handle only less involved interpretations. It is the mission of SFFOA to provide quality, trained and impartial 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 impartial. SFFOA makes every effort to determine which officials have children or a family member associated or playing for a particular 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 understands 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 turn contact the Booking Commissioner or SFFOA President. All incidents should accurately documented and list contact information for any witnesses in writing as soon as possible. Every incident will be investigated. The parties understand that O) 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 game is not resolved in a manner favorable or satisfactory to a party who may misinterpret the situation. Misunderstandings between a coach and official can be resolved, but frivolous and/or punitive complaints will not be tolerated. Any complaint that after investigation is determined 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 shall be the joint responsibility of both Xtreme and SFFOA. Disciplinary or other action to be taken shall be the responsibility of SFFOA or Xtreme within its Charter, By -Laws, Rules or Guidelines. The SFFOA and the Xtreme shall share their by-laws, rules etc. with each other and inform each entity of its disciplinary actions. By way of their signatures the parties agree that this sets forth the framework of their relationship for the period set forth above and to work together to make each of their respective organizations the standard by which all others are measured. Z___ Gerardo Gomez, President South Florida Football Offrc s Association, Inc. Richard Raphael, President Miami Xtreme Youth Football League