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SARATOGA CITY COUNCIL
MEETING DATE: December 2, 2009 AGENDA ITEM:
DEPARTMENT: Recreation & Facilities CITY MANAGER: Dave Anderson
PREPARED BY: Claudia Cauthorn, DIRECTOR: Claudia Cauthorn
Interim Recreation &
Facilities Director
SUBJECT: Request from Assistance League of Los Gatos/Saratoga for Partial Waiver of
Use Fees.
RECOMMENDED ACTION:
Consider and take action on the Assistance League’s request for the non-profit rate for use
of the North Campus Fellowship Hall for their Crab Fest in February and their
Intergenerational Tea in May.
REPORT SUMMARY:
The existing Facility Use Policy governing the use of City buildings indicates that non-profit
organizations do not qualify for the 50% fee reduction usually provided for non-profit uses
when their event is for fundraising purposes. The Assistance League of Los Gatos/Saratoga
is requesting that they be granted the 50% fee reduction for their upcoming fundraisers to be
held in the Fellowship Hall at the North Campus.
DISCUSSION:
Assistance League has its roots in the great San Francisco earthquake of 1906. Deeply
moved by the plight of those ineligible for assistance from existing relief organizations, Mrs.
Hancock Banning organized a Southern California relief unit named "The Assistance
League". This organization continued its volunteer activities through World War I,
culminating in the founding of the first chapter in 1919. The organization expanded its
community service and refined its philanthropic philosophy, and in 1935, National
Assistance League was organized with the vision of a nationwide effort. Establishment of
new chapters continued and gained momentum.
Locally, Assistance League in Los Gatos-Saratoga is the 110th chapter of National
Assistance League and was formed in September 2000. There are over 100 members who
provided more than 13,000 volunteer hours of community service last year. They are
dedicated to meeting, identifying and addressing local community needs.
The Assistance League of Los Gatos/Saratoga wishes to host two fundraising events to
benefit their efforts to provide nutritious, hot lunches at the Saratoga Adult Day Care Center
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four days a week. This group also provides craft projects at the Center monthly. The Crab
Fest and Intergenerational Tea fundraisers are needed to raise money for all their
philanthropic programs.
Non-profit organizations are awarded a 50% discount on rental fees provided they meet the
following criteria:
· They must provide evidence of their non-profit status. A copy of their letter from the
California Secretary of State’s office with their non-profit ID number indicated is
required.
· Their membership must be at least 51% Saratoga residents OR at least 51% of the
persons in attendance at their event must be Saratoga residents.
· The event must be open to the public, advertised as such and is for the public benefit
· Non-profit groups requesting the use of City facilities for the purpose of fundraising
or when an admission fee is charged will pay the regular rental fee.
In addition, when alcohol is served, the event organizer is required to provide one security
guard for every 100 persons in attendance. A $500 Security Deposit is required for all uses.
RECOMMENDATION:
The City of Saratoga’s existing non-profit use policy does not allow non-profits undertaking
fundraising activities to receive the 50% discount rate granted for their other activities. Staff
is not authorized to make exceptions to Council policy; hence this item requires Council
action.
FISCAL IMPACTS:
The Assistance League of Los Gatos/Saratoga meets all the criteria for non-profit fees
except the final one. Use fees for their desired dates and times at the undiscounted rate
would be $1,440. Should their fee waiver request be granted, their fees would be reduced to
$720. They have currently paid their fees at the Saratoga resident rate (10% discount) for a
total of $1,296. Should their request be granted, staff will issue a refund of $576 to the
Assistance League.
ALTERNATIVE ACTIONS:
· Alternate A: Grant the partial fee waiver request for both events: This action would
reduce the Assistance League’s fee to $360 + the $25 processing fee per event ($720
fee total + $50 in processing fees). Waive the security deposit requirement ($500).
Waive the requirement for a security guard. A refund of $576 would be given the
League.
· Alternate B: Deny the partial fee waiver request. The Assistance League would pay
$1,440 in use fees less the Saratoga resident discount of 10% per event for a total of
$1,296. Waive the $25 processing fee, the security deposit ($500), and the security
guard requirement. A refund of $50 for processing fees would be given the League
· Alternate C: Approve only one of their requests for a fee waiver and waive all
processing fees, security deposit ($500), and security guard requirement: This action
would reduce the Assistance League’s fee to $360 for one event + $720 for the other
event for a total of $1,080. A refund of $216 + $50 processing fees would be given
the League.
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FOLLOW UP ACTION:
Staff will undertake Council direction. Staff is preparing policy alternatives to address
fundraising by non-profit users for the City Council’s consideration for the January 20, 2010
meeting.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
City Council meeting noticed on November 25, 2009.
ATTACHMENTS:
Email from Assistance League of Los Gatos/Saratoga requesting fee waiver