SUBJECT: Agreement between City of Sunnyvale and Sunnyvale Singers for Use of the Sunnyvale Community Center Theatre

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 Singers, an independent, non-profit group providing opportunities for choral singing and appreciation of music for the Sunnyvale Community. 

These activities are consistent with the City of Sunnyvale Recreation Sub-Element but are not offered through the Parks and Recreation Department.  Sunnyvale Singers have expressed a desire to continue providing these services through a written agreement with the City, for a term of three years. Please see Attachment A,  Sunnyvale Singers Agreement for Use of the Community Center Theatre.

Staff recommends that Council approve the new Sunnyvale Singers Agreement for Use of the Community Center Theatre, dated January 1, 2004, and authorize the City Manager to enter into said Agreement on behalf of the City.

BACKGROUND

The Sunnyvale Singers have 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 is proposed between the City and Sunnyvale Singers to secure opportunities for choral singing for the Sunnyvale community.  

EXISTING POLICY

Partnering with members of the community to provide opportunities for choral singing and appreciation of music in 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 Singers whereby the club provides opportunities for choral singing and promotion, facilitation, encouragement and cultivation of the enjoyment and appreciation of music for the Sunnyvale community, as well as volunteer labor to assist with City events.  The Sunnyvale Singers shall provide a minimum of one hundred two (102) volunteer hours per year.  The City shall determine performance and volunteer activities that may include but are not limited to performing at City events, ushering at theatre events and working in information booths or in workshops at City events.  In exchange, the City will  provide the following:

• Use of the Sunnyvale Community Center Theatre for two (2) annual performances and two (2) rehearsals.
• Listing of Sunnyvale Singers in the Department of Parks and Recreation Activity Guide
• Provision of one technical coordinator during Sunnyvale Singers' rehearsals and performances.

Staff provides the new Sunnyvale Singers Agreement for Use of the Community Center Theatre, dated January 1, 2004, for Council consideration. (Attachment A)

FISCAL IMPACT

The Sunnyvale Singers will pay rental fees to use the theatre at $1.00 per ticket sold, with a minimum of $175 per show, for two shows each year.  This is an increase in revenue compared to prior years when the Sunnyvale Singers were a Co-Sponsored Organization and used the theatre free of charge.  The Sunnyvale Singers Agreement for Use of the Community Center Theatre assures this new revenue over the next three (3) years.

PUBLIC CONTACT

Public contact was made through posting of the Arts 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 March 17, the Arts Commission  provided a public hearing of this report during its regularly scheduled meeting.

Copies of this report have been provided to Ms. Linda Shonk, President, Sunnyvale Singers.

ALTERNATIVES

1. Approve the Sunnyvale Singers Agreement For Use of the Community Center Theatre, depicted by Attachment A, for three years and authorize the City Manager to enter into said agreement dated January 1, 2004.

2. Other action as determined by Council.

RECOMMENDATION

Staff recommends Alternative No. 1.

The Arts Commission  reviewed this report on March 17, 2004, and unanimously recommended Alternative 1 (4-0, Draganowski Davis absent).

Prepared by:

Cathy Merrill
Assistant to the Director
Parks and Recreation

Reviewed by:

Robert A. Walker
Director, Parks and Recreation

Reviewed by:

Mary Bradley
Director, Finance

Approved by:

Amy Chan
City Manager

Attachments

A. Sunnyvale Singers Agreement for Use of the Sunnyvale Community Center Theatre dated January 1, 2004

B. Council Policy 7.2.6:  Relationships with Outside Groups Policy