MINUTES
JOINT MEETING
parks and Recreation CommissioN
ARTS COMMISSION
AUGUST 29, 2006 

The Sunnyvale Parks and Recreation Commission and Arts Commission adjourned from Study Session regarding the Recreation Fee Waiver Program held at 6 p.m. in City Hall, West Conference Room, 456 W. Olive Avenue, Sunnyvale CA. The Commissions then met in special joint session at 7 p.m. in the West Conference Room with Parks and Recreation Commission Chairperson Kinder presiding.

ROLL CALL

PUBLIC ANNOUNCEMENTS

None

CONSENT CALENDAR

1.A.  No Items

STAFF RESPONSES TO PRIOR PUBLIC COMMENTS

None

PUBLIC COMMENTS

None

PUBLIC HEARINGS/GENERAL BUSINESS

2.      Study Issue: Consider the Effectiveness and Efficiency of the Recreation Fee Waiver Program

Recreation Superintendent Steward summarized the report referencing the time and discussion spent in the Study Session.

Commissioners’ questions were answered regarding the number of fee waivers for youth ages 17 and under, increase of fee waivers over time, youth only fee waivers, clarification on why fee waiver reimbursements decreased in FY 05/06 due to enforcement of residency requirements, and concept of bundling of services.

There was considerable discussion on the merits of continuing reimbursements of Recreation fee waivers to youth sports groups under agreement with the City. Commissioners emphasized that the reimbursements constituted a cash subsidy to the groups and therefore should potentially not be accounted for in the Recreation fee waiver budget. While Commissioners expressed strong support for the youth sports groups, the majority felt that youth sports groups already receive significant in-kind subsidy through reduced fees for field use and felt that these groups had other mechanisms available to them to offset the costs of allowing low income youth to participate. In opposition to this idea, one Commissioner expressed concern that some groups are disproportionately affected because the geographic areas that they recruit from are lower income. These leagues may not have the means to absorb additional costs, also noting that youth sports groups previously had not been charged for field usage, and the obligation to pay $1 per hour placed a new financial burden on local groups beginning in FY 04/05.

Chairperson Kinder opened the Public Hearing.

Louise Christy, Sunnyvale Alliance Soccer Club, requested that there still be fee waiver eligibility documentation provided to youth sports groups.

Gary Linford, Sunnyvale Alliance Soccer Club, advocated pre-qualification for youth fee waivers. He said the club is not in a position to screen or verify the income of families.

Laura Wallace, Sunnyvale Gymnastics Club, said the club handles their special needs gymnasts privately without the use of Recreation fee waivers, but this is because there have been very few people requesting assistance.

Dave Werling, Silicon Valley Girls Softball League, via email sent to Recreation Superintendent Nancy Steward and forwarded to the Commissioners. Mr. Werling said the lack of fee waiver funds is not an issue for the league; the league has income sources from member fees and fundraising available to absorb costs associated with fee waivers so the league chose not to be reimbursed by the City. However, the eligibility requirements screening that is provided by the program is of very high value to the league. Currently, the league does not have any method or knowledge on how to screen league participants for financial eligibility.

Chairperson Kinder thanked the public for their comments and closed the Public Hearing.

MOTION: Commissioner Harms moved, Commissioner Lawson seconded, to recommend that Council direct staff to utilize 80% of the allocated Recreation fee waiver budget to serve youth 17 and under, 10% of the Recreation fee waiver budget to serve adults age 18-49, and 10% of the Recreation fee waiver budget to serve seniors age 50 and older, with Recreation fee waivers to be used for City-provided programs only.

Discussion followed. Commissioner Harper said he is conflicted with using fee waivers for only City-provided programs. Commissioner Harms said he was with a youth sports club for years, and the club did their own fundraising and increased fees when costs increased. Commissioner Kinder feels the City should provide youth sports leagues some support. Commissioner Lawson noted that agreements with youth sports leagues could be modified to include monies or fee waivers.

Amendment: Commissioner Oliver moved to amend the motion to add that non-City program providers could request funding at the approval of Council on a case-by-case basis.

The amendment was not accepted by the maker of the motion.

VOTE:  The Parks and Recreation Commission voted 4-1 with Commissioner Kinder dissenting. The Arts Commission voted 3 – 2 with Commissioners Carney and Obrey dissenting. Dissenting votes were cast because a Commissioner estimated up to 250 youth would no longer be served if reimbursement of Recreation fee waivers to youth sports groups were discontinued, because it did not limit the program to youth only, and because the alternative was felt to be too confusing.

MOTION: Commissioner Lawson moved, Commissioner Obrey seconded, to further recommend that Council approve alternatives numbers 8, 11, 14, 16 and 18 in accordance with staff recommendations:

8.       Income eligibility requirements should be based on the Food Bank Direct Service Eligibility Guidelines (185% of poverty) to establish eligibility for the Recreation Fee Waiver Program;

11.     Use a “bundle of services” approach to establish the annual maximum per person amount of recreation fees waived, equivalent to four representative activities a year or one camp, with the specific amount to be established and reviewed administratively;

14.     Do not require co-payments from Recreation Fee Waiver Program participants.

16.     Budget should be managed by encumbering the maximum per eligible person amount at the time a person is qualified for the program; that new participants will stop being qualified when the fee waiver budget is fully encumbered; and roll over unspent funds to the next year; and,

18.     Continue the contract with Sunnyvale Community Services for administration of the Recreation Fee Waiver Program until such time as the City is in the position to assume partial or full responsibility for administering the program. Staff believes that it will be possible for the City to assume responsibility for administration of the Recreation Fee Waiver Program sometime within the next two years.

VOTE: The Parks and Recreation Commission voted unanimously 5-0. The Arts Commission voted unanimously 5-0.

NON-AGENDA ITEMS AND COMMENTS

COMMISSION

Chairperson Kinder complimented Recreation Superintendent Steward on a well done report.

Commissioner Oliver is willing to take the Parks and Recreation Commission’s recommendation to Council on September 19, 2006, and Commissioner Fenton is willing to present the Arts Commission’s recommendation.

STAFF

Assistant to the Director Merrill reminded Commissioners of the upcoming study issue process and lead time.

INFORMATION ONLY ITEMS

·         Staff Liaison Written Report

·         Miscellaneous Items of Interest

ADJOURNMENT at 8:30 p.m.

Chairperson Kinder adjourned the meeting at 8:30 p.m.

Respectfully submitted,

Cathy E. Merrill
Assistant to the Director
Parks and Recreation Department

Reviewed by,

David A. Lewis
Director
Parks and Recreation Department

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