Playing Smart changelabsolutions.org | kaboom.org 17 Checklist Develop a communication protocol. One of the most important elements of a successful joint use agreement is ensuring that all parties communicate effectively during its term. Establish a way for identified employees to communicate regularly about the agreement, and set up a process for resolving disagreements regarding any aspect of it. Identify and reach agreement on issues involving third-party use. If third parties (such as youth organizations or youth sports leagues) will be allowed to use the facilities, the district and the city need to agree on various operational and management issues. The agreement will need to establish the priority of uses for third-party programs and the protocol for scheduling. The district and city will also need to ensure that third-party permitting or lease procedures are adequate; this includes making sure resources are allocated according to identified priorities, as well as addressing issues regarding access, fees, insurance and risk management, and liability. Agree upon improvements and improvement protocol. Consider whether and how the parties will allow each other to make improvements to the property. Determine how to allocate the associated costs and ownership of the improvements. Agree upon how to determine and allocate costs. Calculate the costs of sharing the facilities, and determine how to allocate these equitably. Be sure to identify which components of costs to measure, and the methodology to use to determine costs. For example, an agreement might identify the square footage of the area affected by the agreement and spell out the share of costs for maintenance, operations, and utilities each partner will bear. Determine the term of the agreement, methods of evaluation, and the renewal process. In addition to determining the length or duration of the agreement, include acceptable reasons for canceling or terminating it before the term ends. Identify exactly how and when the agreement will be evaluated and the data to collect. Establish the process and conditions for renewing the agreement. Identify training needs and develop a training plan. Determine whether agency personnel need training to carry out the agreement, including instruction on any new procedures or duties assigned to employees. Determine who is responsible for conducting any training, and identify the employees who need to participate. Develop exhibits to the agreement. These can include a list of properties subject to the agreement, an inventory of the conditions of the properties, hours of use, operating rules, insurance documentation, and forms for thirdparty users to complete. Receive formal approval. Once the governing entities formally approve the agreement, the work of overseeing its implementation begins. Crafting a successful joint use agreement is not a simple process. It requires a lot of thought, work, and cooperation, and it can take some effort to reach agreement on the range of issues involved. Successful joint use collaborations will take the time to define the resources being governed and clearly articulate each partner’s roles and responsibilities. This type of comprehensive and open process will result in an effective agreement and minimize any potential conflict, ensuring that the benefits of the partnership outweigh the challenges.
RkJQdWJsaXNoZXIy NTkzMzk=