HomeMy WebLinkAbout05-31-1973 Youth Commission AgendasAGENDA
SARATOGA YOUTH COMMISSION
DATE: MAY 31, 1973 - 5 :30 P.M.
PLACE: HOME OF COMMISSIONER KATE FISCHER, 19168 DEHAVILLAND DRIVE, SARATOGA,
CALIFORNIA, PHONE: 252 -4.017
TYPE: REGULAR MEETING
I. ORGANIZATION
A. ROLL CALL
II. OLD BUSINESS
A. Youth Community Services Directory - Progress Report
B. Report from Concord Youth Coalition Meeting
C. Discussion of Second Benefit Concert
III. NEW BUSINESS
A. Parks And Recreation Commission. - Bicycle Safety Program
IV. COMMUNICATIONS
A. Written
B. Oral
V. ADJOURNMENT
CITY OF SARATOGA 'APRIL .10, 1973
MEMORANDUM
TO: YOUTH COMMISSION".
FROM: PARKS AND RECREATION COMMISSION
SUBJECT: BICYCLE SAFETY
The Parks and Recreation.Commission is concerned with the
problem of bringing information on bicycle safety to the
youth'of Saratoga. This..issue is particularly important.
now because of the anticipated mid - summer opening of Saratoga.'s
bicycle route system. We would like to- provide information
about bicycle safety and the new,bicycle routes to students
before the end of the school year.
The Parks and Recreation Conauission asks that the Youth
Commission consider the adopaion of a'Bicycle Safety
Project. Such a project could.be implemented by working,
with students and the area schools.
We are looking forward to hearing your ideas and hope that.
you can help us solve this problem.
PARKS AND RECREATION COMMISSION
ne
CITY OF SARATOGA APRIL 4, 1973
MEMORANDUM
TO: CITY COUNCIL
FROM: YOUTH COMMISSION
SUBJECT: PRELIMINARY BUDGET FOR SARATOGA YOUTH COMMISSION
We believe that in order for the Youth Commission --to function
as an efficient body serving its constituency,'the People of
Saratoga, the Youth Commission needs some funding so that the,
Commission's range of, activities and involvement will .broaden
and provide more re'l'evant 's`erviee to the City. The-following
proposal is a list of the projects that the Youth Commission
has been trying to initiate,, however after attempting various
alternate routes that all seemed to dead end, the'Commission
concluded that our only recourse was to petition the City
Council for a budget. We hope that the Council will be just
as enthusiastic about the nature of our work and will do every-
thing possible to aid us in our efforts to better serve the
Citizen's of Saratoga.
ne
Respectfully submitted,
DEAN GORDON, CHAIRMAN
SARATOGA YOUTH COMMISSION
J
PRELIMINARY BUDGET FOR SARATOGA YOUTH COMMISSION
I. PUBLICATIONS
Paper $ 220.00
Offset Lithograph Materials 18D.00
Total $ 400.00
Comments:
This will supply paper for about 2,000 copies.:ofn.ourppsoposed
Community Services publication. This consists of ink, chemicals,
possible rental fees of equipment and possible unforeseen items.
II. TRAVEL AND MEETINGS
Memberships $ 25.00
Accomodations $ 90.00
Misc. 100.00
. .,Total $ 215.00
Comments:
Memberships; this is for League of California Cities Youth
meetings and memberships. Accomodations; this is'for a three
day conference at the statewide youth commission. We would
like to send about 6-Commissioners. Misc.; It is likely that
other meetings will occur in the next year that will be of
value to the Commission.
III. ADMINISTRATION
Re.cord,'Ing Secretary ($'5.:17 /hr.) - (5 hrs. mtg.)
(12 meetings) _ $ 312.00
Comments:
Currently the recording secretary is being paid out of the
Administration Dept. Budget (Dept. 110)
IV. EQUIPMENT
Sony Porta -Pak $1600.00
Monitor $ 100.00
Video Tapes 5 tapes @ $20.00 ea. = $ 100.00
Total $1800.00
Comments:
The Commission feels that if Cable T.V. is established in
Saratoga, one of the branches of government should have the
equipment needed to produce a show. In addition, the Youth
Commission could sponsor periodic Community Workshops.in the
use of VTR equipment at the Youth Center.
r
V. PROGRAMS
Concerts in Wildwood Park, Publicity for Community Garden or $2000.00
other programs yet to be proposed.
Comments:
We would like it to be understood that this money is not for
the purpose of spending. It is "in:essenc,e deposit money. For
example, we have tried to get a name"band to appear at•the Youth
Center. This proved to be impossible because we didn't have a
60% down payment. if-we had had it the money would have been
made back from .proceeds at the door. Minors in Saratoga current-
ly cannot enjoy music from name bands due to the fact that most
good groups appear in local bars and night clubs.
TOTALS
I $ 400.00
II $ 215.00
III $ 312.00
IV $1800.00
V $2000.00
GRAND TOTAL $4727.00
CITY OF SARATOGA
TEMPORARY USE AGREEMENT
SARATOGA YOUTH CENTER
For a license fee of $ to be paid fourteen (14) days in
advance of the date of said use, plus a cleaning deposit of
$ to be made at the time of acceptance of this agreement,
THE CITY OF SARATOGA hereby grants to
the revocable right and license to use
of the SARATOGA YOUTH CENTER Building at 19655 Allendale Avenue,
Saratoga, California, for the purpose of
between the hours of
and on
Include starting and finishing dates if continuing use for
more than one day:
Set up time requested:
Expected Attendance:
Type of Sponsoring Organization:
Youth Related Group
Community Service Organization
Private Organization
Equipment Requested:
Chairs
Card Tables
Banquet Tables
Coffee Pots
Other
That the parties hereto, for and in consideration of the mutual
promises and covenants hereinafter made, do hereby agree as follows:
1. No platform, booth, partition, or any other structure shall be
erected or installed, nor shall any change, addition or alteration
be made by Licensee unless the same is first approved in writing by
the City Manager or his authorized representative, in which case the
same shall be removed and the premises put back in the same condition
as they were prior thereto, at the sole expense of the Licensee; nor
shall the Licensee drive any nails, tacks, etc., in the floors, wails,
or woodwork on the premises or in any manner change or move any
fixtures without the written consent of CITY. Licensee accepts the
premises hereunder in their "as -is" condition, and there are no
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warranties or representations, express or implied, as to the condition
of said premises.
2. The CITY hereby reserves the right, to be exercised by its
City Manager or his authorized representative, to cancel this agreement
at any time and without cause therefore. Upon such cancellation
the Licensee agrees upon notice thereof and return of any unearned
payments which have been made in advance to vacate and surrender the
possission of said premises to CITY, and the Licensee does hereby
waive any and every claim or right to damages, and any other right
or cause of action, of whatsoever kind, that might otherwise, were
it not for this provision, accrue to the Licensee by reason of any
such cancellation.
3. The Licensee shall immediately upon the expiration of each use
period vacate the premises and remove all personal property, debris,
boxes, etc., therefrom and shall place the premises in good clean
and orderly condition and repair. The security deposit is REFUNDABLE
IN FULL ONLY WHEN CLEANING IS SATISFACTORILY COMPLETED. Licensee
shall remove all exhibits, booths and other structures from the
premises before the expiration of each such use period, and shall
at Licensee's sole cost and expense replace and repair any and all
damages to said premises caused by Licensee, its agents, servants,
employees, contractors, subcontractors, guests, or licensees, including
any such damage caused by members of any audience, public or private,
invited to said premises by Licensee.
4. The Licensee shall strictly observe and obey all rules and
regulations established by CITY for the use and management of the
building, and the City Manager, his authorized representatives
and the employees of the CITY employed on the premises, shall have
the right to enter said premises at all times, without cost or charge,
for any purpose deemed necessary by the City Manager.
5. Should the Licensee remain in possession of the premises after the
expiration of the period herein provided for, the Licensee shall pay
to CITY additional sums as required, pro -rated upon an hourly basis
for such additional time.
6. The Licensee agrees to and does hold CITY free and harmless from
any liability or claim for damages or suit for or by reason of any
injuries to any person or property, of any kind whatsoever, from any
cause whatsoever arising out of the use and occupation of the premises
by the Licensee; and the Licensee hereby covenants and agrees to in-
demnify and save harmless the CITY from all liability or damage on
account of or by reason of any such injuries or damages,
whether by the claimed fault or negligencc of the CITY OF SARATOGA or
otherwise.
7. It is agreed that no part of the premises licensed under this
agreement shall be used by any person or organization advocating the over-
throw of the government of the United States of America or of the State
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of California, by force or violence; nor for any meeting having
for its purpose the inciting of or to riot, racial prejudice,
force or violence against governmental institutions, breaches
of the peace, or destruction of human life or property.
CITY OF SARATOGA
Saratoga Youth Center
By
Title
LICENSEE
By
Address
City
Telephone
For Office Use Only
Set -up, Take -down Fee
License Fee
Kitchen Use Fee
Personnel Hours
Total Fees Recd
Cleaning & Damage Deposit Recd
Total amount cleaning
deposit refund
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.;
_,,
FACILITY AND BUILDING USE POLICY
SARATOGA YOUTH & COMMUNITY CENTER
The facilities which you and your organization are using belong
to the people of Saratoga, and are under the supervision of the City
of Saratoga. To preserve the right of everyone to use this facility,
policies and regulations are necessary, and we ask you and your group
to cooperate. Enjoy yourselves, and feel free at any time to make
suggestions for physical improvements and services which would make
our facility more attractive.
I. Normal Operating Hours (Phone: 867 -2233)
A. Office Hours: 9 a.m. to 5 p.m. Monday to Friday
B. Drop -in Hours:
1. During School Year
2 :30 -5:00 p.m.,
2 :30 -5:00 p.m.,
10:00 -3:00 p.m.
2. Summer
7:00 -9 :00 p.m.
7:30 -9:30 p.m.
12 :00 -5:00 p.m., 7 :00 -10:00 p.m.
10:00 -3:00 p.m.
II. Priorities
Tuesday to Thursday
Friday
Saturday
Tuesday to Friday
Saturday
A. Youth Center sponsored and co- sponsored activities and
programs. This includes any program or activity that
has been given the official designation of "Sponsored"
or "Co- Sponsored."
B. Programs or activities conducted by recreation or school
districts with whom we have reciprocal facility use
agreements.
C. Youth serving agencies and .adult organizations whose
primary function is to provide recreation activities for
their membership. These agencies and organizations must:
1. Be non - profit.
2. Have non - restricted membership.
3. Show evidence of having an official organizational
structure.
4. Make no collections or admission charge.
5. Have at least 50% of their membership composed of
Saratoga residents.
D. Private special interest groups (charitable included)
which have restrictive membership or which make collec-
tions or admission charges.
III. Reservations
A. Reservations may not be made more than 6 months in
advance of date of use.
B. Reservations for Group II -D above may be made for a
single event lasting no longer than two days including
set -up.
C. Reservations are not binding until the rental agreement
is signed and the clean -up deposit is paid.
IV. Fees
A. Fees are always subject to change.
B. Groups II -A through II -C above may use the facilities
during normal operating hours at no rental charge.
However, if an attendant is necessary for set -up and /or
take -down time, for cleaning, or other reasons, the
using group must pia the cost of having an attendant.
C. The Center must have a staff person on duty whenever
the Center is open. If any group wishes to use the
building beyond normal operating hours, the cost of the
staff per-.on must be paid for by the using group.
IV. Fees (con't)
04 -
s
D. Fees for group II -D ciLuve are LieLermined by the area ana
facilities used, and by the number of persons involved.
Fee schedules may be found in Appendix A. Total cost to
the user may be a combination of any of these schedules.
V. Rental Agreements
Rental Agreements are required (2 copies) to be signed
a minimum of two weeks prior to event.
VI. Security Deposits
A. A security deposit to cover clean -up and damage, in addi-
tion to rental advance is required for all coverage of
minor damage to city property. The amount is returnable
for all groups upon completion of inspection of premises
by city staff. Specific clean -up requirements are stated
in the rental agreement.
B. Security deposits are as follows:
1. With no food or beverages $15.00
2. With food and /or non - alcoholic beverages -$25.00
3. With alcoholic beverages $50.00
VII. Inspections
Inspections are carried out by authorized city staff
when each group leaves the facility to determine whether
there has been any damage and to assess possible main-
tenance requirements. If any damage is noted, the costs
for repair will be deducted from the security deposit.
VIII. Maintenance While Usinq the Facilit
The City maintains the facility and provides custodial
service. However, each group is responsible for helping
to keep the facility clean and orderly during their stay.
The custodian is responsible for providing maintenance
supplies and help, but presently there is no highly
technical i.e. lighting and sound advice or help pro-
vided by the city. In addition, no lighting, sound, or
other building or facility modifications should be made
without prior written consent from the city.
IX. Use of Alcoholic Beverages
A. Alcoholic beverages may not be served at any time that
the building is open to the public.
B. At private, closed events held at the Youth Center, alto
holic beverages may be served only after receipt of a
written request by the user and written approval by the
City Manager or his authorized representative.
X. Equipment Available
A. The Center provides certain equipment for the conven-
ience of the lessee. You are welcome to use these items
but must remember that others following you wish to use
the same equipment. All items must be returned clean and
in good repair before the user leaves the building.. The
quantity of each item varies as they are broken, replaced,
or repaired; so check with the Center for the exact number
available.
B. Items available
1. Folding double tables; 8 ft. tables; Card tables
2. Hand tools (must be signed out)
3. Metal folding chairs
4. Metal & plastic stack chairs
5. Projector, (16mm w/ sound) @ $3.00 /day
6. Portable movie screan
7. Piano r - _
C. Equipment may be removed from the Center only after written
approval of the Center Director.
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OF
Appendix A
Saratoga Youth Center Rental Schedules
I. Base Fee: Entire Building I
Hr(s) used Fee Hrs Fee Hrs Fee
1
$ 30.00
11
$107.50
21
$182.50
2
40.00
12
115.00
22
190.00
3
47.50
13
122.50
23
197.50
4
55.00
14
130.00
24
205.00
5
62.50
15
137.50
25
212.50
6
70.00
16
145.00
26
220.00
7
77.50
17
152.50
27
227.50
8
85.00
18
160.00
28
235.00
9
92.50
19
167.50
29
242.50
10
100.00
20
175.00
11 30
250.00
II. Base Fee: Multipurpose Room Only
A. Less than 150 persons
B. 150 or more persons
Hr(s) Fee for A Fee for B Hr(s) Fee for A Fee for B
1
$12.50
15.00
6
45.00
60.00
2
25.00
30.00
7
50.00
67.50
3
30.00
37.50
8
55.00
75.00
4
35.00
45.00
9
60.00
82.50
5
40.00
52.50
10
65.00
90.00
III. Base Fee: Snack:_Bar ,-Area,.. Coffeehouse, or Arts & Crafts Room
Hr(s) Fee Hr(s) Fee Hr(s) Fee Hr(s) Fee
1
10.00
4
25.00
7
40.00
10
55.00
2
15.00
5
30.00
8
45.00
11
60.00
3
20.00
6
35.00
9
50.00
12
65.00
IV. Kitchen Use Fee
1 day - $20.00
2 days - $40.00 1.
rA
3 days - $60.00
Appendix A (con't)
V. Set -up and Take -down Schedule •*
Hr(s) used Fee Nrs FPP Hrc pa a
1
$ 20.00
11
$ 72.00
21
$122.00
2
27.00
12
77.00
22
127.00
3
32.00
13
82.00
23
132.00
4
37.00
14
87.00
24
137.00
5
42.00
15
92.00
25
142.00
6
47.00
16
97.00
26
147.00
7
52.00
17
102.00
27
152.00
8
57.00
18
107.00
28
157.00
9
62.00
19
112.00
29
162.00
10
67.00
20
117.00
30
167.00
•• Charge assessed only when building must be closed
VI. Building Supervisor Fee (when a special building attendant
is necessary)
A. Day & Evening Hrs Fee
1 3.50
2 7.00
3 1 10.50
B. After Midnight Hrs Fee
1 4.00
2 8.00
3 12.00
4 16.00
Hrs Fee
4 14.00
5 17.50
6 21.00
Hrs Fee
7 24.50
8 28.00
9 31.50
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