March 30, 2004
SUBJECT:Information Only - Staff Response to Request for City Sponsorship of New Frontiers in Prevention of Breast Cancer Event
REPORT IN BRIEF
Staff has reviewed the request from Ms. Bobbe Smirni regarding the free use of City facilities and finds it inconsistent with existing policy. An alternative opportunity exists in which Ms. Smirni may choose to partner with the Library to present an informational program in October.
BACKGROUND
On January 27, 2004, Ms. Bobbe Smirni made a presentation to City Council regarding "Exploring New Frontiers in the Prevention of Breast Cancer". Part of the presentation was to propose "a feasible role the City could play as a co-sponsor for an October 2003 Breast Cancer Awareness Event." Specifically, Ms. Smirni requested that the City provide a free facility with a large ballroom stage, audio-visual capabilities, kitchen, plus two or three smaller rooms (e.g. the Community Center or new Senior Center). Mayor Howe directed that staff consider Ms. Smirni's request and report back to Council.
A further request from Ms. Smirni was for City assistance in publicizing her event(s). Mayor Howe indicated that Ms. Smirni is welcome to make public announcements at Council meetings and that the Council could choose to do so as well.
EXISTING POLICY
It is Council's policy "to afford use of specific City facilities--during such times the City does not itself have use for said facilities--to outside groups and/or independent organizations. Outside groups and/or independent organizations using City facilities shall do so consistent with City policies on facility use and shall pay all required fees in accordance with established fee schedules." (Please see attached Council Policy 7.2.6, Relationships with Outside Groups Policy). Any outside group wishing to use a City facility for non-City business is directed to the Community Center and advised of related fees and charges. Those fees and charges generally provide a discount to non-profit organizations, and to Sunnyvale residents.
DISCUSSION
A consistent approach to this type of request is critical. Staff receives countless requests for free use of City facilities each year--some for extended uses, others (such as Ms. Smirni's) for one-time use. Many of these requests are from non-profit agencies serving the community. While facility use fees provide a discount to such organizations, staff has no authority to offer free use under Council's policy. Organizations wishing a higher level of support (such as free use of City facilities) are encouraged to pursue a special agreement with the City. These special agreements typically deal with on-going relationships where the City provides a reduced fee in return for a commitment from the organization to assist with the provision of Council-approved service levels. In other words, the City receives something of value in return for the fees it waives.
Only City Council can authorize the use of a City facility under terms other than those established by existing fees and charges. When doing so, however, Council should be mindful of setting a precedent. Numerous non-profit organizations use the City's facilities each year, and pay the required fees. To waive these fees for one group but not another would likely invite many such proposals and significantly impact the ability of the City to maintain the service.
In reviewing Ms. Smirni's idea staff found that part of her project is consistent with the Library's efforts to provide the community with relevant information supported by the Library collection. Health issues are often the focus of displays or programs. Also, programs, book lists and displays are timed to coincide with the month that has been designated for awareness of a particular topic. Recent examples are the Black History Month display and the special programming scheduled for Women's History Month. The aim of Ms. Smirni's program is similar to the Library's aim of contributing to an informed citizenry. Ms. Smirni has been offered the opportunity to plan one program which can be held in the Library free of charge as long as it is free to the public, open to all who wish to attend, and consistent with standard programming offered by the Library. An Adult Services Librarian will work with her on planning for the program. In support of the program the Library staff will produce a resource list of library materials and web sites related to breast cancer issues and a book display on the topic. Programs in the Library are promoted through Between the Lines the Department's newsletter for the public.
FISCAL IMPACT
In regard to a fee waiver for facilities use, the impact is difficult to predict. Should Council choose to waive fees for all projects of this type revenues would be greatly affected and a policy change would be in order.
Regarding the program at the library, staff time is budgeted for program planning and for the development of booklists and displays, there is no additional cost to the City if the Library collaborates with Ms. Smirni to provide one program, one display and a resource list.
PUBLIC CONTACT
A discussion was held between Ms. Smirni and the Director of Libraries. Ms. Smirni welcomed the idea of providing a program at the Library.
ALTERNATIVES
1. Retain consistency with City policy and do not grant a fee waiver for events to be planned by Ms. Smirni in October 2004.
2. Grant a fee waiver for City facilities for Ms. Smirni.
3. Permit the Library to partner with Ms. Smirni in presenting an informational program for the public.
4. Do not permit the Library to partner with Ms. Smirni.
RECOMMENDATION
Staff recommends Alternatives #1 and #3.
Prepared by:
Victoria L. Johnson
Director of Libraries
Reviewed by: