Report Prepared by: Michelle Reid, Recreation Supervisor
Title
SUBJECT: Approval of Recreation and Parks Commission’s Recommendation to Grant a Request by the California Highway Patrol for a Rental Rate Waiver (no Charge) for the Merced Senior Community Center on July 25, 2019 for its Memorial Sign Dedication Ceremony
REPORT IN BRIEF
Considers approving the Recreation and Parks Commission's recommendation to approve a request for a rental rate waiver for the Merced Senior Community Center on July 25, 2019 for the California Highway Patrol Memorial Sign Dedication Ceremony.
RECOMMENDATION
City Council - Adopt a motion approving the Recreation and Park Commission’s recommendation to waive the rental rate for use of the Merced Senior Community on July 25, 2019 for the California Highway Patrol’s Memorial Sign Dedication Ceremony.
Body
ALTERNATIVES
1. Approve, as recommended by the Recreation and Parks Commission; or,
2. Approve, subject to other than recommended by the Recreation and Parks Commission (identify specific findings and/or conditions amended to be addressed in the motion); or,
3. Deny; or,
4. Refer to the Recreation and Parks Commission 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 2019-20 Adopted Budget.
DISCUSSION
The Parks and Recreation Department received a request from the California Highway Patrol to use the Merced Senior Community Center at no cost. They will be holding a ceremony dedicating a memorial in honor of two fallen officers on Thursday, July 25, 2019, from 10:30 AM to 1:00 PM. A rental rate waiver for two and half total hours was requested. The request was made at the Recreation and Parks Commission meeting on May 28, 2019. The Commission unanimously approved a total rental waiver for the event.
Approximately a week after the Commission meeting, a representative from the California Highway Patrol office contacted the Parks and Community Services Department to request the date be changed from July 23, 2019 to July 25, 2019 due to a scheduling conflict with dignitaries and staff. The Director of Parks and Community Services Joey Chavez approved the requested date change in lieu of returning the item to the Recreation and Parks Commission as the primary request was for use of the facility at no charge, which was approved by the Commission on May 28, 2019.
The Merced Senior Community Center seniors have cancelled regularly scheduled activities to accommodate the ceremony. The established co-sponsorship rate for use of the Senior Center and rental rate waiver requests require City Council approval. There is no impact on the staff budget if the rental rates are waived as there is part-time staff scheduled at the Senior Center every Thursday and full-time staff will be present to cover the event as well. There will be a nominal loss of revenue if the rental rate waiver is approved. The California Highway Patrol will be required to provide liability insurance for the ceremony.
The regular and co-sponsored rates for this type of event are as follows:
(Note: Neither rate below applies as the rates would be waived completely.)
Regular Rate: Co-Sponsored Rate:
$300 refundable deposit $50 refundable deposit
$312.50 hourly rate ($125 per hour) $100 staff charge ($40 per hour)
$100 set up fee $0 (set up fee waived)
$366 cleaning fee $45 maintenance fee ________
Total = $1,078.50 Total = $195
Staff and the Recreation and Parks Commission have reviewed the application and recommend approving the request from the California Highway Patrol to use the Merced Senior Community Center at no charge.
IMPACT ON CITY RESOURCES
No appropriation of funds is needed as staff and services appropriated as part of the FY 2019-20 Budget.
ATTACHMENTS
1. Email Request
2. Rental Application