August 24, 2004 

SUBJECT: Agreement between City of Sunnyvale and the Sunnyvale Garden Club for Use of the Sunnyvale Heritage Center Multi-Purpose Building, Garden Building and Storage 

REPORT IN BRIEF

In accordance with City Council's policy governing "Relationships with Outside Groups," this report reviews a proposed agreement between the City and the Sunnyvale Garden Club, an independent, non-profit group wishing to provide maintenance of portions of the Sunnyvale Heritage Center grounds and conduct container gardening classes for the Sunnyvale Community.

Although the Department of Parks and Recreation maintains the Sunnyvale Heritage Center grounds, the Garden Club's proposal to maintain portions of these grounds, would free staff from maintaining those portions.  Conducting container gardening classes for the Sunnyvale Community is consistent with the City of Sunnyvale Recreation Sub-Element but is not offered through the Parks and Recreation Department. Sunnyvale Garden Club has expressed a desire to continue in providing these services through a written agreement with the City for a term of five years. Please see Attachment A, Sunnyvale Garden Club Agreement.

Staff recommends that Council approve the new Sunnyvale Garden Club Agreement dated June 1, 2004, and authorize the City Manager to enter into said Agreement on behalf of the City.

BACKGROUND

The Sunnyvale Garden Club has been "co-sponsored" by the City for many years.  In November 2003, the Council Co-Sponsorship Policy was replaced by the current Relationships with Outside Groups policy (Please see Attachment B) in an effort to develop a more comprehensive, effective and efficient means of providing independent groups a reasonable level of support given the structure and role of City government.  In accordance with this policy, a mutually beneficial written agreement between the City and Sunnyvale Garden Club is proposed to secure maintenance of portions of the Sunnyvale Heritage Center grounds and  to conduct container gardening classes for the Sunnyvale community.

EXISTING POLICY

Partnering with members of the community to provide for the maintenance of portions of the Sunnyvale Heritage Center grounds and to conduct container gardening classes to the Sunnyvale community is supported by the following City policies: 

DISCUSSION

The Relationships With Outside Groups Policy facilitates the provision of 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, and/or have as its purpose the raising of funds and provision of financial support for the City's programs.

Staff proposes the City enter into a new agreement with Sunnyvale Garden Club whereby the club will maintain portions of the Sunnyvale Heritage Center grounds and will conduct container gardening classes for the Sunnyvale community.  In exchange, the City will provide the following: 

• Use of the Sunnyvale Heritage Center Multi-Purpose Building at no charge
• An annual picnic reservation at Raynor Park at no charge
• An annual reservation at the Community Center ballroom for a fundraising activity at a reduced rate of 15% of the published non-profit rental rate 

Staff provides the Sunnyvale Garden Club Agreement dated June 1, 2004, for Council consideration. (Attachment A)

FISCAL IMPACT

The Sunnyvale Garden Club has used the City's facilities free of charge as a co-sponsored organization for several years.  While it may seem like a reduction in revenues to provide the City facilities free of charge or at a reduced rate, the Sunnyvale Garden Club will be using them during 'non-peak' times of the day, when demand for these facilities is low.  In exchange for these provisions, the Sunnyvale Garden Club will provide landscape services as designated on Appendix A, and conduct classes in container gardening each year for the term of the agreement at no cost to the City. 

PUBLIC CONTACT

Public contact was made through posting of the Parks and Recreation Commission agenda and Council agenda on the City’s official notice bulletin board, posting of the agenda and report on the City’s web page, and the availability of the report in the City Clerk’s office, Library, Parks and Recreation Administration office, Corporation Yard, Community Center and Senior Center.

On August 11, 2004, the Parks and Recreation Commission provided a public hearing of this report during its regularly scheduled meeting.

Copies of this report have been provided to Nellie Durand, President, Sunnyvale Garden Club.

ALTERNATIVES

1. Approve the five (5) year Sunnyvale Garden Club Agreement, depicted by Attachment A, dated June 1, 2004, and authorize the City Manager to enter into said Agreement.

2. Other action as determined by Council.

RECOMMENDATION

Staff recommends Alternative No. 1.

The Parks and Recreation Commission reviewed this report on August 11, 2004, and recommended Alternative No. 1 (5-0 carried unanimously).

The Parks and Recreation Commission commented that the benefits the Sunnyvale Garden Club provide to the community outweigh the cost to the City for the meeting space they use.  The Commission complimented the Sunnyvale Garden Club for the nice work they have done.

Prepared by:

Curtis Black

Superintendent of Parks

Reviewed by:

Robert A. Walker

Director, Parks and Recreation

Reviewed by:

Mary Bradley

Director, Finance

Approved by:

Amy Chan

City Manager

Attachments

A.     Sunnyvale Garden Club Agreement dated June 1, 2004. (pdf)

B.      Relationships with Outside Groups Policy (pdf)