Report Prepared by: Michelle Reid, Recreation Supervisor
Title
SUBJECT: Request by the Merced County Rescue Mission for the Co-Sponsored Rental Rate for the Merced Senior Community Center on October 8, 2022 for its Annual Bingo Bash Event and Recommending the Event be Permanently Co-Sponsored
REPORT IN BRIEF
Considers approving a request for the co-sponsored rate for the rental of the Merced Senior Community Center by the Merced County Merced Rescue Mission to hold its annual Bingo Bash event on October 8, 2022 and recommending the event be permanently co-sponsored.
RECOMMENDATION
City Council - Adopt a motion:
A. Approving recommendation of the Recreation and Parks Commission to approve co-sponsorship request from the Merced County Rescue Mission for the Merced Senior Community Center on October 8, 2022 and approving recommendation to permanently co-sponsor the event; and,
B. Authorizing the City Manager or Deputy City Manager to execute the necessary documents.
Body
ALTERNATIVES
1. Approve, as recommended by staff; or,
2. Approve, subject to other than recommended by staff (identify specific finding and/or conditions amended to be addressed in the motion); or,
3. Deny; or,
4. Refer to staff for reconsideration of specific items (specific items to be addressed in the motion; or,
5. Continue to a future meeting (date and time to be specified in the motion).
AUTHORITY
Charter of the City of Merced, Section 200.
CITY COUNCIL PRIORITIES
As provided for in the 2022-2023 Adopted Budget.
DISCUSSION
The Parks and Recreation Department received a request from the Merced County Rescue Mission to use the Merced Senior Community Center at the co-sponsored rate on Saturday, October 8, 2022 from 10:00 AM to 3:00 PM. They will be holding their annual bingo event to raise funds for the 501(c) non-profit organization. The Merced County Rescue Mission is requesting co-sponsorship of additional two hours for set up. Seven total hours have been requested for co-sponsorship of the event.
The Merced Senior Community Center is available during the requested time and there will be no interference with regularly scheduled senior programs. There is an established co-sponsorship rate for use of the Senior Center, which requires Recreation and Parks Commission review and recommendation and City Council approval. By charging the co-sponsored rate, the Department will recoup all expenses for hosting the event at our facility. The Merced County Rescue Mission will be required to provide liability insurance regardless of which fees are approved.
The regular and co-sponsored rates for this type of event are as follows:
Regular Rate: Co-Sponsored Rate:
$300 refundable deposit $0 refundable deposit on file
$875 hourly rate ($125/hr x 7 hrs) $280 staff charge ($40 per hour)
$100 set up fee $0 (set-up fee waived)
$366 cleaning fee $45 maintenance fee (cleaning fee)___
Total = $1,641 Total = $325
Staff has reviewed the application and see the event as a worthy cause and recommend approving the request.
Staff also requests that the event become permanently co-sponsored, eliminating the need for the Rescue Mission to apply for the reduced rate on an annual basis. The City Council has approved the organization’s past requests for use of a City facility for its event, and permanent co-sponsorship alleviates the need for the Rescue Mission to apply and send a representative to multiple City meetings each year.
If permanent co-sponsorship is approved, the Rescue Mission would simply contact the Parks and Recreation Department to reserve the date and provide the necessary documents per the rental agreement. Co-sponsorship rates will remain the same as the 2021 rates, unless changed by a City Council resolution in the future.
The request was taken into consideration by the Recreation and Parks Commission at its April 25, 2022 meeting. The Commission unanimously approved the co-sponsorship request, as well as staff’s recommendation to permanently co-sponsor the event.
IMPACT ON CITY RESOURCES
No appropriation of funds is needed
ATTACHMENTS
1. Merced County Rescue Mission Letter of Request
2. Senior Center Standard Rental Application
3. Rescue Mission Co-sponsorship Application