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HomeMy WebLinkAbout18. Las Madres Playgroups ·;:'\ I \~ 'j\~/' /- F CUPEIQ1NO . Parks and Recreation Department CITY COUNCIL STAFF REPORT Agenda Item Number lL Agenda Date: December 6, 2005 ISSUE Deny a fee waiver request from the Las Madres Neighborhood Playgroups in Cupertino. BACKGROUND Attached is a letter from the Las Madres Neighborhood Playgroups in Cupertino. They are requesting an exemption to the City's facility rental policy and would like to meet at Monta Vista Recreation Center or some other City facility at no cost during inclement weather. The Las Madres group is a Cupertino nonprofit group and meets the requirements of "Cupertino Nonprofit - Group III" under the Facility Use Policy and Procedures (page 4 of this report), which was approved by City Council on December 7, 2004. The rate that Group III participants pay for the use of City facilities is already discounted under the policy. The Monta Vista Rec. Center is $15/hour (page 9). Council has been consistent in its application of this policy. RECOMMENDATION Staff recommends a denial of this fee waiver request, as it does not meet the approved policy. Respectfully submitted: Approved for submission to City Council: 1ÞY¿ David W. Knapp, City Manager ~ Therese Ambrosi Smith, Director Parks and Recreation Department g:\parks and recreation admin\fee waivers\las madres 12060S.doc /8--1 Printed on Recycled Paper December 6, 2005 Page 2 of 10 ~-- L. "$ f1qf/~e.s '; f!!r .),'.... &;.:;' '.-" ... ".' '" Las Madres Neighborhood Playgroups in Cupertino Octobcr 29, 2005 The Honorablc Patrick Kwok, Mayor The Honorablc Richard Lowenthal, Vice Mayor The Honorable Sandra L. James The Honorable Dolly Sandoval The Honorable Kris Wang Members of the Cupertino City Council Cupertino City Hall 10300 Torre Avenue Cupertino, CA 95014 Dear Members of the Cupertino City Council: We are parents of some of Cupertino's youngest citizens, children ranging in age from newborn to five years old, We are also members of a non-profit organization called Las Madres Neighborhood Playgroups in Cupertino. We are writing to ask for your help and support in helping us to procure safe public meeting spaces in which our children can gather during the upcoming rainy and cold weather season. We are specifically interested in an exemption in room rental fees for the Monta Vista Recreation Center for the duration of this season or the identification of another free and safe meeting space. We approach the City Council because our options arc very limited and because the City Council is our last hope. Our children are too young to attend school regularly and too old to stay at home all day. We need a place for them to go to socialize with other children when it is too cold and rainy for the babies and toddlers to play in local parks as they are accustomed to doing during warmer weather. Many pediatric studies have shown that children who are socialized at an early age become better adjusted teenagers and thus, more productive members of society as adults. At this point, all of the indoor public facilities in Cupertino charge a fee that Las Madres, as a small non-profit organization, cannot afford. As such. our neighborhood community playgroups are expecting to be rained out until Spring/Summer of 2006. Although spring/summer is 5-7 months away, this is an eternity for very young children. The Las Madres members and their chi1dren are an essential part of the social fabric of the Cupertino community. Everything we do as a collective group is completely volunteer-based - we are a classic grass-roots entity in Cupertino serving an important need to connect new families together. We organize ourselves in groups according to age, and we have groups for children who are newborn babies, one, two, three. four and five years old. Membership in our groups is open to anyonc. We are proud to represent many families of various ethníc and socio-economic backgrounds. With early parenting questions in common, we find each other in Cupertino at the grocery store, bus stop, restaurant and park. Each of our groups meets an average of four times a week at local parks or in small groups at neighborhood backyards. We also take advantage of participating in the City's excellent recreation classes, playing in the wonderful new fountain at City Hall, and sharing in the dynamic story time activities at the Cupertino Library. We are a welcoming group that looks out for each other, and we bring meals and services to our families when someone is expecting another baby or has another type of need. Ifnot for Las Madres, it's likely that we would have never known each other because our backgrounds are so diverse. In short, our group helps make Cupertino a better place to live. Until two years ago, the City of Cupertino was able to offer room space at Monta Vista Recreation Center to Las Madres, With new city budget restraints, such rooms now cost $15 per hour which is simply impossible for our organization to afford. I tf-;¿ December 6, 2005 Page 3 of 10 Commissioner Marty Mil1er has suggested to us that the old council chambers might be an option for us. We are open to any alternative suggestìons that you can offer. Therefore. Las Madres of Cupertino implores the council to consider an exemption to its rental rate policy for the La.<=; Madres group. We respectfully request the in-kind donation of use of a meeting room at Monta Vista Recreation Center (or other safe appropriate facility) for our groups to convene on a regular ha.<;Îs during the bad weather season. We have checked with the Monta Vista Recreation Center, and there are currently no contlicts with Las Madres using the recreation room in the mornings because the Monta Vista recreation room is not rented out most mornings. Therefore, the city of Cupertino does not lose any revenue by granting Las Madres an exemption to it, rental rate policy. Please help us to continue to meet and welcome new families with young c.;hildren to Cupertino and to find safe public plaœs for our youngest citizens to thrive while the weather keeps us inside. Thank you for your consideration. Please contact me at home at (408) 252-0963 or via emaìl at edebbie@mac.com if you have any questions or would like more information. r~ Debbie Stephens Stauffer 10397 Anson A venue Cupertino, CA 95014 On hehalf of: Angie Bice, 10691 Minette Place, Cupertino 95014 Cathy Chen, 11249 Palos Verdes Ct., Cupertino 95014 Wendy Chiu, 1\221 Redondo Ct., Cupertino, CA 95014 Shrcc Kenghc, 19500 Pruneridge Ave. #10107, Cupertino 95014 Linda Liu, 10795 Peninsular, Cupertino 95014 Jenny Mayhew, 21691 Lomita Ave, Cupertino, CA 95014 Krist; Ralston, 1575 Poppy Way, Cupertino 95014 Lisa H. Aronovitz, 1192 Crestline Drive, Cupertino, CA 95014 Helen K Barker, 10368 Lozano Lane, Cupertino, CA 950\4 Nicole M. Burrell, 5873 Bo!linger Road, Cupertino, CA 95014 Manu Changotra, 10870 N Stelling Road, Apt# 22-0, Cupertino, CA 95014 Deborah KEmery. 10262 Rancho Place, Unit B. Cupertino, CA 95014 April L. Kabasinskas. 22444 Riverside Drive, Cupertino, CA 95014 Sonia I. MaieJlo, 10090 Phar Lap Drive, Cupertino, CA 95014 Diane Miller, 20073 Northcrest Square, Cupertino, CA 95014 Kim R. Mosleh, 10230 Bonny Drive, Cupertino, CA 95014 Rachel Sena, 950 Femgrovc Drive, Cupertino, CA 95014 Terri ShiehRNewton, 10390 Faral10ne Drive, Cupertino, CA 95014 Stefanic S. Singer, 10208 Barbara Lane, Cupertino. CA 95014 l...orraine Strassman. 10280 Westacres Dr, Cupertino, CA 95014 Leslie T. Vu. 20969 Alves Drive, Cupertino. CA 95014 Nanette S. Winaker, ] 0725 Santa Lucia Road, Cupertino, CA 95014 (partialli.l'l) ./ cc: David Knapp, City Manager 13"-.3 December 6, 2005 Page 4 of 10 City of Cupertino Parks & Recreation Department Facility Use Policy and Procedures GROUP DESCRIPTIONS CITY PROGRAMS - Group I: City of Cupertino activities that are open to the public. Official City-sponsored programs. CITY CO-SPONSORSHIP - Group II: Clubs with 51 % resident membership, recreation events and programs with full or affiliated City co-sponsorship that are open to the public. Group II may make consecutive reservations over a six-month duration. Renewal of the reservation will be accepted during the fifth month of the current reservation. CUPERTINO NON-PROFIT - Group III: Any organization claiming status, as a Cupertino-based non-profit organization, must demonstrate in writing on the organization's letterhead that it is located in Cupertino, has 51 % Cupertino resident participation, and has a federal non-profit organization number. Group III may make consecutive reservations over a six-month duration. Renewal of the reservation will be accepted during the fifth month of the current reservation. CUPERTINO RESIDENT - Group IV: Private functions not open to the public. These functions would include parties, banquets, receptions, employee training, memorial services, etc. Residency is defined as an actual permanent place of abode within the city limits of Cupertino. Proof of residency is required in the form of a current utility bill with the applicant's name and address printed on the bill. Group IV may only make a single date reservation and the reservation date must pass before another request is submitted, except for Community Hall reservations, which may be ongoing. NON-RESIDENT NON-PROFIT - Group V: Programs and events sponsored by non-resident non-profit recreation, education, or community services. A non-resident non-profit organization must demonstrate in writing that it provides service to Cupertino residents and has a federal non-profit organization number. A member of this organization who is a Cupertino resident will submit the reservation and must attend the event. Group V may only make a single date reservation and the reservation date must pass before another request is submitted except for Community Hall reservations, which may be ongoing. CUPERTINO RESIDENT BUSINESS - Group VI: A business whose principal place of business is within the city limits of Cupertino and whose event in the facility is promotional and business related. Business events that are lð-~ December 6, 2005 Page 5 of 10 negotiation or direct sale are not permitted at the Quinlan Community Center. Proof of business residency is required. Group VI may only make a single date reservation and the reservation date must pass before another request is submitted for the Quinlan Community Center. Please note that the regulations in this section do not apply to Community Hall reservations. Ongoing reservations, up to six months in advance, will be accepted at the Community Hall. RESERVATION INFORMATION Reservation applications must be completed in person at the Parks & Recreation Office at the Quinlan Community Center for all facilities except the Senior Center, which handles its own reservations. The Community Hall may be booked with the City Hall receptionist or at the Quinlan Community Center. Reservations must be made with no less than ten (10) days notice. No reservations will be taken by telephone. Cancellation of reservation may be made no later than one month prior to reservation for a refund to be issued. Contact in writing the Parks and Recreation office where you made your reservation. The City reserves the right to cancel any use of a facility with two weeks advance notice. If you have made consecutive reservations to use the Community Hall and cancel more than two of them in a six-month period of time, the remaining reservation dates may be cancelled. City Programs - Group I City Co-sponsorship - Group II Cupertino Non-Profit - Group III Cupertino Resident - Group IV Nonresident Non-Profit - Group V Cupertino Resident Business - Group VI Advance reservations mav be made as follows: Mondav- Thursdav 13 months 6 months 6 months 3 months 2 months 3 months Fridav-Sundav 13 months I year I year 1 year 2 months 3 months SETTING UP YOUR EVENT The City will provide a limited amount of tables and chairs for your reservation use inside the facility. The Parks and Recreation office will mail a room set-up diagram to you one month prior to your event. The department staff will perform the requested table and chair set-up. Only one room set-up will be done per event. You are responsible for putting up any decorations and for all special preparations necessary for your activity. Decorating and delivery of equipment is to be done during your permitted reservation time. You may use masking tape to hang decorations at City facilities with the exception of the Community Hall. The only decorations at the Community Hall are table and Ir-) December 6, 2005 Page 6 of 10 freestanding decorations. You may not use the following items in any facility: Cellophane adhesive tape, nails, staples, thumbtacks, push pins, screws, etc. To comply with the Uniform Fire Code under the direction of the Santa Clara County Fire Marshal, candles and other open-flame devices may not be used in any City facility. Flammable materials must be treated with flame retardant before entering any City facility. DURING YOUR EVENT The City will furnish light, heat, and washroom supplies. Trash and recycle containers are provided. Doors may not be propped open and a clear passage to and in front of the doors must remain at all times. Smoking is not permitted inside any facility. The City has the right to assign staff members to enter and supervise the facility during the event. Birdseed may be thrown at wedding receptions, but only outside the buildings. Rice and confetti are not allowed. AFTER YOUR EVENT Decorations must be taken down and any special preparations or personal property owned or rented must be out of the building before the expiration of the permitted reservation time. You are responsible for cleaning up spills and debris in the kitchen area. You are responsible for any and all damage to City equipment or property. Department staff will be responsible for taking down table and chair set-up after your event. Room janitorial service is included in your rental fee. Please do not offer gratuities to City employees; they have been instructed not to take them. ALCOHOL REGULATIONS The request to serve alcoholic beverages must be made at the same time the reservation application is made. The City reserves the right to place restrictions on the use of alcoholic beverages in accordance with State law and City policy. The serving of alcoholic beverages is limited to seven hours during a reservation. (ð-~ December 6, 2005 Page 7 of 10 The reservation group may serve wine, beer, and champagne. Only an authorized state liquor establishment can serve hard liquor and an Alcoholic Beverage Waiver form provided by the Parks and Recreation Department must be submitted. No extra insurance is required beyond that carried by the authorized state liquor establishment. . The age of servers must be the legal drinking age of 21. Alcoholic beverages may not be consumed outside of the facility except in the enclosed patio or deck area. The City will contract with security staff to be present during the sale or serving of alcoholic beverages. This staff expense will be included in your reservation fee. USE OF THE FACILITY Each individual in the group must obey all applicable City, State, and Federal rules, ordinances, laws, and regulations. If you do not, your permit may be revoked, you may forfeit your security deposit, and you may be asked to leave the facility and/or be subject to legal action. For use of the Community Hall, parking impacts to the Library and City Hall will be considered in evaluating the application. The person or organization granted the permit assumes all responsibility for use of the facility. When any group applies for the permit, a contact person must be named as the sole authority to make changes or submit additional information. This person must attend the activity. The City of Cupertino is not responsible for accidents, injury, illness, or loss of group or individual property. Groups composed of minors (under 18 years) must be supervised by adults at all times. The number of adults required will be based on the size and age of the group. The permit is issued to a supervising adult. Permits cannot be transferred, assigned, or sublet and groups may use specifically permitted areas only. Commercial, concessions, or profit-making activities are not allowed at City facilities, except for the Community Hall. Fundraising events are allowed for Groups II, III, and V at all City facilities. Proof of insurance may be required depending on the event. [J'-Î December 6, 2005 Page 8 of 10 All facilities must be closed by 10:00 p.m. Sunday through Thursday and II :00 p.m. on Friday and Saturday. The earliest a facility may be rented is 8:00 a.m. Changes to these hours must be approved by the City Council. FACILITY USE RENTAL SCHEDULE PER HOUR All rental fees shall be paid in advance. The balances of the fees are due 14 days prior to the rental. Fees begin at the time applicants enter the facility to prepare for events and/or accept deliveries. Rental fees are applied for preparation, actual program, and clean up after the event. The City reserves the right to change fees periodically. Reservations already negotiated will not be affected by rate changes. Fees are not retroactive. Ouinlan Community Center. 10185 N. Stellin!!: Road Cupertino Room (Mondav - Thursdav) /Per Hr $ 30 $ 30 $140 $ 50 $265 (Fridav - Sundav) /Per Hr $ 80 $ 80 $230 $140 $265 Group II Group III Group IV Group V Group VI Social Room Group II Group III Group IV Group V $ 20 $ 20 $ 45 $ 25 $ 60 $ 60 $ 90 $ 75 Conference Room Group II Group III Group IV Group V $ 10 $ 10 $ 40 $ 25 $ 25 $ 25 $ 60 $ 50 Community Hall. 10350 Torre Avenue Mondav - Thursdav Per Hour Rental Fee $ 80 Fridav - Sundav $250 Senior Center. 21251 Stevens Creek Boulevard Reception Room (Evenings & Weekends) Per Hour* $ 80 $ 80 $230 $140 Group II Group III Group IV Group V I r-t December 6, 2005 Page 9 of \0 Classroom, Conference Room, Arts & Craft Room, and Bay Room Group II $ 60 Group III $ 60 Group IV $ 90 Group V $ 75 . Senior Center rooms are available for rental Monday through Thursday, after 5:30 p.m., and 8:00 a.m. to 10:00 p.m., Saturday and Sunday. Portal Park, 10225 N. Portal Avenue Building (Mondav - Sundav) Group II $ 5 Group III $ 5 Group IV $ 10 Group V $ 20 Creekside Park/Wilson Park. 10455 Miller Avenuell0249 S. Portal Avenue Building (Monday - Sunday) Per hour $ 15 $ 15 $ 30 $ 20 Group II Group III Group IV Group V Monta Vista Recreation Center, 21840 McClellan Road Classroom (Mondav - Sundav) Per hour $ 15 $ 15 $ 30 $ 20 Group II Group III Group IV Group V Kitchen Group II Group III Group IV Group V $ 15 $ 15 $ 25 $ 20 RENTAL FEE WAIVER For community events, the City Council may choose to waive rental fees. The decision to waive fees is normally made during adoption of the fiscal year budget. Specifically, the City shall waive all room rental costs relative to the event. The sponsoring organization pays for the cost of staff and janitorial services for their event. rt-C¡ December 6, 2005 Page 10 of 10 If an elected official representing the City of Cupertino requests use of a City facility for a community meeting, it shall be considered a City use and no fees will be charged. COMMUNITY HALL USE BY THE LIBRARY There will be a predetermined number of "free" Library uses of the Community Hall approved by the City Council each year during the budget review. SECURITY STAFF Required when alcohol is served at any City facility: $25.00 per hour. OVERTIME FEE Functions exceeding the permitted reservation time shall be charged $150.00 for any time up to the first half-hour, and $150.00 for every half-hour thereafter. This charge will be deducted from the security deposit. This applies to all City facilities. SECURITY DEPOSIT A security deposit shall be required for Groups II, III, IV, V, and VI. Security deposit is due at time of reservation. The Department Director may also require a deposit based on the nature of an event. The security deposit will be refunded if no damage occurs, rooms are left in clean condition, and permits conclude on time. Facility Quinlan Community Center: - Cupertino Room - Groups IV, VI - All Other Rooms - Group IV. - Group II, III, V - All Rooms Community Hall: - Groups IV, VI - Groups II, III, V Senior Center: - Reception Hall - Reception Hall - Group IV - All Other Rooms - Group IV - Groups II, III, V - All Rooms Portal Park Creekside Park / Wilson Park Monta Vista Recreation Center Deposit Amount $750 $300 $300 $750 $300 $500 $750 $300 $300 $100 $100 $100 Policy was approved by City Council on December 7, 2004. g:\parks and recreation admin\policies\facility use policy procedure. doc (5"~/ð .