HomeMy WebLinkAboutNB 2 TEAM MEETINGS 01-03-94December 28, 1993
NEW BUSINESS NO. 2
1-3-94 ....
DATE:
TO:
FROM:
SUBJECT:
WILLIAM A. HUSTON, CITY MANAGER
COMMUNITY SERVICES DEPARTMENT AND COMMUNITY DEVELOPMENT
DEPAR~ENT
MONTHLY MEETINGS REQUESTED AT CITY FACILITIES BY TEAM
..
RE COMME NDAT I ON:
Pleasure of the Council.
FISCAL IMPACT:
Team has requested luncheon meetings which require isetting up
tables and chairs for 50 people for a 2 1/2 hour event (see
attached Facility Use Application). Rental fees offset custodial
and other personnel expenses at community facilities for qualified
local nonprofit organizatiohs.
The City has reduced rental fees for local nonprofit organizations.
If TEAM was a 501 (c) (3) nonprofit organization, fees for this
meeting would be $47 per hour or $117.50 per event or $1,410 per
year,
BACKGROUND:
Mayor Potts has requested that the City provide meeting space to
TEAM the'third Tuesday of each month at noon in the Tustin Area
Senior Center at no cost to the organization. Based on the
activities scheduled at the Senior Center, there iS no space
available on Tuesdays during the day without canceling scheduled
senior activities.
Canceling senior activities in favor of programs such as the
proposed TEAM meetings would create problems. The City has
provided assurances to the local senior community, building
contributors and the State of California that the building is to be
used primarily for senior programs and services Monday through
Friday, 8:00 a.m. to 5:00 p.m. Compromising these commitments
could result in demands for refunds by the State of California
grant funding authorities and private contributors who provided
funds to construct the Senior Center. More importantly, canceling
senior programs would result in the City losing credibility with
the local senior community.
As an alternative, staff suggests that the atrium between the
Council Chambers and the Community Center could be potentially
used. Meetings could be held in the Community Center once the
flooring was corrected.. This arrangement would not displace any
Senior programs. This alternative would not affect any Community
Services Department programming. When the building reopens, no
programs are anticipated during the time TEAM has requested.
However, the TEAM request does reduce flexibility should the
Community Services Department wish to add activities. I '
City staff is currently completing a Request for Proposal for
custodial services. In the event the City Council decides to
contract for custodial services, it is expected that building Event
Coordinators would be responsible for set ups, take downs and other
duties Custodial staff are currently doing.
Most Event Coordinators have other day jobs or are attending school
and have this part time job to supplement their income. These
people may not be available during the day time. As a result,
there may not be the support staff available duringthe day to do
necessary set ups. Should there be no one available, street crews
would have to interrupt their street duties to assist, This could
drive support costs higher.
Because future costs and commitments for facility use such as
Community Services recreatioh programs are unknown at!this time,
the City Council in reviewing the request for a fee ~waiver and
commitment of the facility should consider a predetermined period
of time. A six month time period might be initiallylconsidered
since Community Services Department programs do not expectto need
the building through that time period.
Staff believes that TEAM meetings are important to the City's crime
prevention activities in the southwestern neighborhoods. The City
Council could waive rental fees or, the Council may want to
consider using asset forfeiture funds to offset City costs incurred
to host the meetings.
Attachment
Assistant City Manager
R~41 :TEAM.CC
Ma i l i r~j Address:
~el~L I (JUST:
Attachment 1
czrr of n~TIN CO~II~ ~VlC~S OE~a. ~r
FACILIIT ~ APPLICATIO#
P.O. Box 3539, ?ustin, CA 92680 Street Aclciress: 15222 Del AmD, Tustin, CA 92680
(714) 5~-8890 ext. 220
(8:00am-5: OOpm) (Evenings)
! hereby certify that I have received the Facility Use Policies ancl that I eat/or m~/ organization ,itt abide trf them. I agree
to protect, defend and hold harmless the City of Tustin end its officers, agents, and employees from att toss, danage and claims
resutti~ from or arisir~j from this facility use.
AL t ernst e~ersoni r~Charge Phone /
Address
(Street N~m~er) (City) (State) (Zip)
Signature
~TIN AREA SENIOR (1ENTER:
Full Auditorium
Multipurpose Roc~n
OUTDOOR FACILITIES:
Auditorium #1__ Auditorium#2 A&C Room
__ Kitchen CLassroom #2 CLassroom #3
Date
CIVIC CEMTER CICI~PLEX:
Couqc i t Chambers:
ParkName BattfieldNuTi~er
DESCRIPTION:
Date(s) requested~.~ ~
Circle days of the week: Sun Moa t mue ;
ged
Thu
Fri
. .
Anticipatedattendance -~ ActivityDescription. ~'~(~:~.~)~-~r-~Aj.~ ~~-"-'""~lk~
set-up Time: From I[~O to , ,t,~CC-~vent Tine: From l~ to i:eO CLean-U= Time: From
Nunt)er of Tables Needed (Tustin Area Senior Center):
Nunber of Tables Needed (Com~Jnity Center):
Number of Chairs 50
P.A. System
(68" rour~ tab,es) (6' tables)
(60" rot~qcl tai~tes) (8' tables)
Coffee Urn
Sat
(4' tables)
(6' tables)
Otherequirements:
UiLL alcoholic beverages be served? __.yes
If yes, event is Limited to six hours (not including set-up and clean-up)
ui[[ alcoholic beverages be sold? yes ~ no [f yes, ABC License No.
~i[[ event be open to the genera[ public? ~.yes ~no
~itL admission be Charged? ~yes ~ no if yes, ho~n~Jch?
How ~it[ proceeds be used?
......................... FOIl OFFICE LEE O#LY ............................
Resident , Non-Resident Res Non-Profit Non-Res Non-Profit Coam~rciaL
Security: No. of-Tustin Police Officers requirecl for hours at $22 per officer/per hour = $
ALcohol Use Form Required: Yes No
Comments:
Insurance:
Al~olicant has filed a certificate of insurance nemi r~j the City of Tustin as co-insured
in the amount of S1,000,000 ccxnbined single ii=it.
Al~O[icant will purchase insurance thro~.~jn the City of Tustin.
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