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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 Saratoga Rotary for Partial Waiver of Use Fees.
RECOMMENDED ACTION:
Consider and take action on the Saratoga Rotary’s request for the non-profit rate for use of
the North Campus Fellowship Hall on January 25, 2010.
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 Saratoga Rotary is requesting that they be
granted the 50% fee reduction for their upcoming fundraiser: “Chef’s Delight Rotaplast
Benefit Dinner” to be held in the Fellowship Hall at the North Campus on January 25,
2010.
DISCUSSION:
The Saratoga Rotary wishes to host this fundraising event to benefit their Guatemala
Rotaplast Project scheduled for May 2010. Total funds needed for this project are $93,000.
Rotaplast International is a non-profit humanitarian organization providing free
reconstructive cleft palate operations and treatment for children in need worldwide. Last
year, Saratoga Rotary Club sponsored a medical mission to Guatemala in May 14-25, 2008.
Over 120 children received a chance for a new life after receiving cleft lip and/or cleft palate
surgery.
This year the Saratoga Rotary is planning this project for May 16-31, 2010 again to
Guatemala City, Guatemala. Volunteers will perform medical surgeries, benefitting patients
suffering from lip deformities and cleft palates. They will need $93,000 to mobilize the team.
This event is one of the ways they will raise funds for this project.
This event will feature six local chefs each preparing a signature dish. Wine will be served.
A presentation on the Guatemala Rotaplast Project will be given and musical
accompaniment by a string quartet from Saratoga High School will be provided. There will
also be a silent auction of a Guatemalan painting and a “Sponsor a Child” drive.
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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-profit organizations
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 Saratoga Rotary meets all the criteria for non-profit fees except the final one. Use fees
for their desired time would be $480. Should their fee waiver request be granted, their fees
would be reduced to $240. The Rotary’s goal is to raise $5,000 from the proceeds from this
event. Admission will be $100 per person and they expect 110 guests. The Rotary will also
encourage attendees to “Sponsor a Child” by contributing $500 to pay for each child’s cleft
pallet repair. A Guatemalan painting will be auctioned off to add to the fundraising effort.
ALTERNATIVE ACTIONS:
· Alternate A: Grant the partial fee waiver request: This action would reduce the
Rotary’s fee to $240 + the $25 processing fee. Waive the security deposit
requirement. Waive the requirement for a security guard.
· Alternate B: Deny the partial fee waiver request. The Rotary would pay $480 in use
fees. Waive the $25 processing fee, the security deposit, and the security guard
requirement.
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:
Letter from Saratoga Rotary requesting fee waiver