REPORT TO COUNCIL
SUBJECT
Title
Approve a Special Agreement between the City of Sunnyvale and the Sunnyvale Garden Club for Outside Group Support
Report
BACKGROUND
Consistent with City Council policy 7.2.4 Relationships with Outside Groups , the City of Sunnyvale Departments of Library and Community Services (LCS) and Public Works (DPW) have had a standing Special Agreement for over ten years with the Sunnyvale Garden Club, a non-profit organization. In January 2014, the Garden Club sent written notification requesting renewal of the agreement.
Under the terms of the five-year Agreements established in 2004 and again in 2009, the City provided the Club with use of City facilities at reduced rates or at no charge for the purpose of membership meetings and other Club business, and a listing in the Community Services Division Activity Guides. In exchange, the Club provided maintenance of the Sunnyvale Heritage Center landscapes and grounds and taught gardening classes to the community at no cost to the City. The 2009 Agreement expired on June 1, 2014 and was extended through August 31, 2015.
The agreement was reviewed and approved by the Parks and Recreation Commission on July 8, 2015 (Attachment 1).
EXISTING POLICY
Council Policy 7.2.4 Relationships with Outside Groups
General Plan - Community Character (CC)
Policy CC-4.2 Maintain beautiful and comfortable outdoor public places which provide a shared sense of ownership and belonging for Sunnyvale residents, business owners and visitors.
Policy CC-10.6 Leverage available resources by pursuing co-funded and/or cooperative agreements for provision and maintenance of programs, facilities, and services in order to maximize benefits to the community. Partners may include, but are not limited to, school districts, non-profit groups, governmental agencies and businesses.
ENVIRONMENTAL REVIEW
N/A
DISCUSSION
Council Policy 7.2.4, Relationships with Outside Groups, states that the City may support programs by outside groups that provide a community service or promote an informed interest in the City’s objectives, services, facilities and programs for the benefit of its residents and businesses. Special agreements approved by the Council are required for partnerships that involve waiver of standard facility rental fees and other distinct City services.
The City and the Garden Club have entered into Special Agreements over the past ten years which must be renewed. The City has provided reduced or waived facility rental fees in exchange for the Garden Club maintaining certain areas of the Heritage Center. The proposed new agreement (Attachment 2) amends the locations in which the Garden Club may meet and adds a component for the Garden Club to participate in the Hands on the Arts Festival and provide the Library with advice on gardening-related programs.
Staff recommends the City enter into an agreement for an initial five year term, with authorization for the City Manager to approve two additional two-year terms, for a total agreement term not to exceed nine years.
The proposed agreement requires Sunnyvale Garden Club to:
• Maintain portions of the Sunnyvale Heritage Center landscape and grounds (Attachment 3);
• Provide advice to the Library on programs and services that meet the needs of the gardening community;
• Staff a garden art-related workshop booth at the annual Hands on the Arts Festival and contribute $100 annually to support the Festival;
• Maintain a Club membership of at least 51% Sunnyvale residents; and,
• Comply with all Federal, State and local laws.
In exchange, the City will provide the following:
• A room at the Community Center for the Club’s regular monthly membership meetings at no cost to the Club;
• A room at the Community Center for the Club’s annual fundraising activity as needed at 15% of the regularly published non-profit rate;
• Listing of the Club in the Community Services Activity Guides;
• Necessary supplies to complete the Club’s Hands on the Arts festival workshop project.
If approved, the Special Agreement would also affirm the strong relationship established between the Sunnyvale Garden Club and the City.
FISCAL IMPACT
Approving the Special Agreement will have no net fiscal impact to the City. When the value of the Garden Club’s use of City facilities is considered (maximum annual market rate value of $2,400), it is likely outweighed by the value of the services rendered by the Garden Club.
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City's official-notice bulletin board outside City Hall, at the Sunnyvale Senior Center, Community Center and Department of Public Safety; and by making the agenda and report available at the Sunnyvale Public Library, the Office of the City Clerk and on the City's website.
The Parks and Recreation Commission approved the Special Agreement on July 8, 2015.
STAFF AND COMMISSION RECOMMENDATION
Recommendation
Approve the Special Agreement between the Sunnyvale Garden Club and the City of Sunnyvale.
Staff
Prepared by: Daniel Wax, Superintendent of Community Services
Reviewed by: Anne Cain, Interim Director, Department of Library and Community Services
Reviewed by: Manuel Pineda, Director, Department of Public Works
Reviewed by: Jane Chambers, Interim Assistant City Manager
Approved by: Kent Steffens, Assistant City Manager for Deanna J. Santana, City Manager
ATTACHMENTS
1. Excerpt of the Draft Parks and Recreation Commission Meeting Minutes of July 8, 2015
2. Agreement Between the City of Sunnyvale and the Sunnyvale Garden Club
3. Map of Heritage Center Landscape Area