December 21, 2004

SUBJECT:  Agreement Between City of Sunnyvale and Girl Scouts of Santa Clara County for Use of Park Buildings (04-443)

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 Girl Scouts of Santa Clara County, an independent, non-profit group providing Girl Scout programs and activities to the Sunnyvale Community.

These activities are consistent with the City of Sunnyvale Recreation Sub-Element and are not offered through the Parks and Recreation Department.  The Girl Scouts of Santa Clara County has expressed a desire to provide these services through a written agreement with the City for a period of five (5) years. Please see Attachment A, Agreement Between City of Sunnyvale and Girl Scouts of Santa Clara County.

Staff recommends that Council approve the Girl Scouts of Santa Clara County Agreement and authorize the City Manager to enter into said Agreement on behalf of the City.

BACKGROUND

On February 24, 2004, a member of the public spoke before the City Council requesting that a fee waiver be considered for Sunnyvale Girl Scout Troop's use of park buildings for their meetings. At the Mayor's request, staff responded with RTC 04-090, "Girl Scouts' Concern Regarding Park Building Fees - Information Only" on March 16, 2004. In that report, staff noted that fee waivers were designed to provide economically disadvantaged individuals and families the ability to participate in City provided recreational classes and activities, but could not be used to qualify an entire Girl Scout troop for free access to a park building. Subsequently, the City Council requested that staff provide free use for park buildings to community-based groups of less than 20 people, for a trial period of one year. Initially, staff thought this might negate the need for a special agreement with the Girl Scouts. However, representatives of that group indicated there would be times when more than 20 people would need to access a park building (e.g. leader meetings) and therefore a special agreement was pursued.  Since then, several Sunnyvale Girl Scout troops have benefited by free use of the park buildings. Meanwhile, staff has worked with the Girl Scouts of Santa Clara County to establish a special agreement (see Attachment A) that is consistent with agreements with other non-profit youth serving organizations for the use of City facilities.

EXISTING POLICY

Partnering with members of the community to provide recreational services 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.

Staff proposes the City enter into a new agreement with the Girl Scouts of Santa Clara County whereby the Girl Scouts provide their programs and related activities for Sunnyvale residents and up to 200 hours of volunteer service at no cost to the City each year. In exchange, the City will provide use of various park buildings for regularly scheduled Girl Scout troop meetings, up to ten (10) monthly Girls Scout leader meetings and up to six special activities each school year (September 1 to June 30). 

This agreement is valid for a period of five (5) years and may be terminated upon either party providing the other a 90-day written notice.

Staff provides the Girl Scouts of Santa Clara County Agreement for Council consideration. (Attachment A)

FISCAL IMPACT

The Girl Scouts of Santa Clara County will pay rental fees to use the various parks buildings under the terms of the agreement at the facility rental rate schedule in effect at the time of the invoice, or one dollar ($1) per hour, whichever is less (e.g. no cost for meetings of 20 or less this year). These fees are consistent with the 1:25 ratio discount and a minimum fee of $1/hour that is provided by the City in similar agreements with other youth groups. The current fee schedule for these facilities is shown below: 

Should the benefit to Sunnyvale non-profit groups of less than 20 people continue the new annual revenue is estimated at $100 for FY04-05 for Girl Scout leader meetings and special activities. If the free use of Park Buildings is not continued, the new revenue is estimated at $1700 for up to 20 Girl Scout troops to take advantage of the discounted rates for weekly troop meetings in addition to the leader meetings and special activities. Were the Girl Scouts of Santa Clara County to pay the full non-profit rate for park buildings, the estimated annual revenue would be $17,800. (It should be noted, however, that were these higher fees charged the Girl Scouts might reduce their use of the Park Buildings to save expenses.)

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 December 8, 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 Michelle McCormick, Associate Executive Director, Girl Scouts of Santa Clara County.

ALTERNATIVES

1.    Approve the Agreement Between City of Sunnyvale and Girl Scouts of Santa Clara County, depicted by Attachment A, and authorize the City Manager to enter into said Agreement.

2.    Do not approve the Agreement Between City of Sunnyvale and Girl Scouts of Santa Clara County, depicted by Attachment A.

3.    Other action as determined by Council.

RECOMMENDATION

Staff recommends Alternative No. 1: Approve the Agreement Between City of Sunnyvale and Girl Scouts of Santa Clara County, depicted by Attachment A, and authorize the City Manager to enter into said Agreement.

The Parks and Recreation Commission reviewed this report on December 8, 2004, and recommended Alternative No. 1: Approve the Agreement Between City of Sunnyvale and Girl Scouts of Santa Clara County, depicted by Attachment A, and authorize the City Manager to enter into said Agreement. The Parks and Recreation Commission also recommended that the Girl Scouts specify the neighborhood locations of the troops who will be using the City park buildings (by troop number and/or name), and that language in the Agreement be changed to require a roster noting the residency of each member by a specified date each year, rather than the current language that allows the City to request a roster at any time and the group shall provide it within 30 days of the City’s request. (Amended motion passed unanimously 5-0.)

Reviewed by:
Robert A. Walker
Director, Parks and Recreation
Prepared by Cathy Merrill, Assistant to the Director

Reviewed by:
Mary Bradley
Director, Finance Department

Approved by:
Amy Chan
City Manager

Attachments

A.     Agreement Between City of Sunnyvale and Girl Scouts of Santa Clara County for Use of Park Buildings