ITEM 4. 10
CITY MANAGER' S REPORT
JUNE 12, 2023 CITY COUNCIL REGULAR MEETING
ITEM: APPROVE FACILITY FEE WAIVER REQUEST
FROM UNITED BACARRENEOS OF AMERICA
RECOMMENDATION: Adopt A Resolution to Approve the Facility Fee Waiver Request from United Bacarreneos of
America for a Celebration of the City Sister
Relationship that was Established on April 15,
2003 Utilizing the Scott Brooks Gymnasium on
July 22, 2023
SUMMARY:
United Bacarreneos of America submitted a Fee Waiver request for the use of the Lathrop Community Center for a Sister City celebratory event in accordance with the City' s Fee Waiver Policy. United Bacarreneos of America has requested that the Coity Council waive the fees associated with the rental of the Scott Brooks Gymnasium for a single day event on July 22, 2023, from 12: 00 p. m. to 8: 00 p. m. This event is expected to have approximately 100- 150 people in attendance and is open to the public.
The Parks and Recreation Commission typically reviews and makes recommendations on approving Fee Waiver requests, however, the June 1, 2023 meeting was cancelled due to lack of quorum. In order to move forward with this Fee Waiver request, staff reviewed the request, and recommends Council approval, as it meets the requirements of the Fee Waiver Policy and are of public benefit, de minimis in nature and not subsidized from other facility fees. Staff requests that the Council review and approve the proposed resolutions for the fee waiver requested by United Bacarreneos of America.
BACKGROUND:
Staff recently received a request for a fee waiver for that meets the requirements of the Fee Waiver Policy, from a local organization for the use of City facilities to support their activities. United Bacarreneos of America is a local non- profit organization who is active within the Lathrop community. United Bacarreneos of America established a Sister City relationship between the City of Lathrop and Bacarra, Ilococ Norte, Philippines, on April 15, 2003. Sister City relationships are intended to strengthen and deliver benefit to both parties by promoting peace through people to people relationships. The Facility Fee Waiver request is attached to this report from the organization. United Bacarreneos of America requests a fee waiver for the use of the Scott Brooks Gymnasium on July 22, 2023 in the amount of $1, 137. 82 which includes both the cost of the facility and staffing.
CITY MANAGER' S REPORT
APPROVE FACILITY FEE WAIVER REQUEST FROM UNITED BACARRENEOS
OF AMERICA
RECOMMENDATION:
Staff recommends Council find the requested waiver provides a public benefit to the community and the amount of the request is de minimis in nature and not subsidized from other facility fees, and approve the Fee Waiver request.
FISCAL IMPACT:
The fiscal impact of the Fee Waiver request, including the facility rental fees and the associated cost for staffing, totals $ 1, 137. 82.
ATTACHMENTS:
A. Resolution to approve the Fee Waiver Request from United Bacarreneos of America
B. United Bacarreneos of America Request for Fee Waiver and Facility Usage Calculations
CITY MANAGER' S REPORT
APPROVE FACILITY FEE WAIVER REQUEST FROM UNITED BACARRENEOS
OF AMERICA
APPROVALS:
Akllf
Tod Sebastian
Director of Parks, Recreation and Maintenance Services
Cari Ja s
Finance irector
5-
Salvador Navarrete
City Attorney
St en J. Salvatore
City Manager
5 . 31. 23
Date
oS3
Date
S- 3/ - xo L3
Date
S •Z3
Date
RESOLUTION NO. 23 -
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LATHROP
APPROVING A FACILITY FEE WAIVER REQUEST FROM UNITED
BACAARENEOS OF AMERICA FOR A CELEBRATION OF THE SISTER CITY RELATIONSHIP THAT WAS ESTABLISHED ON APRIL 15, 2003 UTLIZING THE SCOTT BROOKS GYMNASIUM ON JULY 22, 2023
WHEREAS, United Bacarreneos of America submitted a Fee Waiver request for waiving of fees for the use of the Scott Brooks Gymnasium for a single day event on July 22, 2023 from 12: 00 p. m. to 8: 00 p. m. for a Sister City celebratory event in accordance with the Fee Waiver Policy; and
WHEREAS, this event is expected to have approximately 100- 150 people in attendance and is open to the public; and
WHEREAS, the Parks and Recreation Commission typically reviews and makes recommendations on approving Fee Waiver requests, however, the June 1, 2023 meeting was cancelled; and
WHEREAS, the Fee Waiver was reviewed by City staff and staff considers the request to be consistent with the requirements of the Fee Waiver Policy; and WHEREAS, United Bacarreneos of America established a Sister City relationship between the City of Lathrop and Bacarra, a city in the Philippines, on April 15, 2003; and
WHEREAS, Sister City relationships are intended to strengthen and deliver benefit to both cities by promoting peace through people to people relationships; and WHEREAS, the staff recommends City Council find that this request provides a public benefit to the community, that the amount of the request is de minimis in nature and not subsidized from other facility fees.
NOW, THEREFORE, BE IT that the Council finds the requested Fee Waiver by United Bacarreneos of America would provide a public benefit to the community, that the amount of the requested waiver is de minimis in nature and not subsidized from other facility fees.
LET IT BE FURTHER RESOLVED, the City Council of the City of Lathrop does hereby waive facility fees for the use of the Scott Brooks Gymnasium on July 22, 2023 in the amount of $1, 137. 82 including the facility rental fees and the associated cost for staffing.
The foregoing resolution was passed and adopted this 12t" day of June 2023, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
Sonny Dhaliwal, Mayor
ATTEST: APPROVED AS TO FORM:
1:
Teresa Vargas, City Clerk Salvador Navarrete, City Attorney 00 OO
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Lathrop Parks & Recreation 390 Towne Centre Drive — Lathrop, CA 95330 Phone ( 209) 941- 7360 — Fax ( 209) 941- 7219
www. ci, lathroo. ca. us
FACILITY RENTAL FEE WAIVER REQUEST FORM
Organization Name: / ( f I, c.- Rt' NC S PE;
Contact Name: C.eSta.r' M A ib4v10 Email:
Type of Organization: 501( c) 3, 501( c) 4, Governmental Agency, C Other; please specify: rJ , C A
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Dates) of event: uL _ Facility( s) requested: COMMtpJrCy CWCR Name and Purpose of Event: G 0,- c t7 tJ 0F: S) S' Tfk UTY RELATIO Q W F-: W t9u L.0 L- t Kr-- -To A SiC 1 0— C-- Ty oe ATM P' t'D virm 114 r SS-:•- tom9 ( 1AA g7'
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r 6kCAvjtTA- i- t- vTTrMT9 iN l,PtiN+ Describe Frequency of Event:, 4"3als l" \j Ni.Q I have read
the Facility Rental Fee Waiver policy. Iam applying for afee waiver based on the understanding and belief that my organization qualifies based oncriterion identified in the Facility Fee Waiver Policy. Signature:
Printed Name:
EMIR
Date: MA)( 3
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Title:{
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PARKS, RECREATION, E --
MAINTENANCE SERVICES
WE C. A. R. E.
Indoor Facility Reservation Permit Form Fare
City of Lathrop Parks, Recreation and Maintenance Services 15557 Fifth Street, Lathrop CA, 95330 1 Phone: 209. 941. 7370 13,e et
lathrop. recdesk. com/ parksrec
instructions
IRE
All sections must be filled out completely. Please print clearly.
Deposits are due upon application submittal.
All reservation requests must be made 30 days prior to the reservation date.
All remaining permit fees are due in full within five ( 5) business days of application approval.
Applicant
Applicant/ Contact Name:
Organization Na /
Non Profit Status 501( c)( 3):
City: State: Zip: Resident:
Address:
Primary Phone:
Email ( Required
Rental Information
Facility Location:
SCOTT BROOKS GYMNASIUM
Select Your Time:
10 AM- 10 PM) 8 Hour Rental Cot: $ 1, 000 Resident Discount Price: $ 640 of Gv cYL 4, —
Even Rental ate Requ sted: Event Detailed Desc/ription:
Name of D. J./ Band ( If Applicable):
Name of Catering Company ( If Applicable):?
Health Permit Included? Yes No
Layout Options: nSEMINAR n SOCIAL/ FORMAL BUFFET STYLE DANCE FLOOR Rental Includes: Tables, Chairs, Set up, Tear Down, Kitchen Insurance Provided: Yes No Security Required: Yes F1No One Security Guard per Every 100 Guests Check All That Apply
Birthday Party Family Reunion
Other ( Please Specify):
Fund Raiser First Communion Attendance Total:
Church Gathering Company Event Number of Children:
Wedding Reception Graduation Party
Number of Adult:
Baby Shower Memorial
office use only
Date Application eived: '
L
3 Application Fee: $ 25
Deposit Amount: $ 500 Security Fee: $ 35 per hour/ per guard $ Received By: 44;k
Rental Amount: $
Total Due: $ Receipt Number:
Updated 12/ 22
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Rrort 1rR.• Alelr zS't{ uitan, eorlardo , Su, r ar rlMatra Tea 3ae1 C: Ri .-1ose .t lhwQ. Nezue Aeas& ( 2008--2012 President) Palsy CardoLa Willie AMIWO, ' lot-ia z;asLre, Re fir. _iusto AndFc5.
t11 15ALAKKtINtUJ UP AMtHILA- U51n ANNIVERSARY
PURPOSES
To help each other morally, financially and spiritually in time of need and sorrow, specifically in the case of death of a member or any of his/her dependents;
To promote good relations and understanding among the members and their families and also their relationship with the rest of the community;
To promote and encourage educational, cultural and social activities that are beneficial to the membership and the community at large; To encourage and help members and their families to be lawabiding citizens or residents; To help whenever we can in any appeal of assistance from our Mothertown, Bacaira, particularly in matters which pertain to public betterment,
To cooperate with other organizations to promote collective Filipino -American welfare in the United States.
Acknowledgement of Rental Policies and Procedures
By initialing below, I am acknowledging that I have read each of the policies and agree to adhere to them.
Alcohol Prohibited ( Municipal Code 10. 20. 010)
We ( 1) understand that the consumption and possession of any alcoholic beverages are prohibited in all city parks and facilities.
Smoking Prohibited ( Lathrop Municipal Code 12. 30. 030) We ( 1) understand that smoking is prohibited at all parks, recreation areas, and city buildings.
Vehicular Access ( Lathrop Municipal Code 10. 20. 010)
4— We ( 1) understand that NO vehicles are permitted in city parks at any time. No exceptions.
Cancellations
We ( I) understand that ALL cancellations are subject to the $ 25 application fee. Cancellations that are made more than sixty ( 60) t
calendar days prior the reservation will receive 100% refund. Cancellations made between sixty ( 60) and thirty (30) calendar days prior to the reservation shall receive 50% refund. Cancellations_ less than thirty ( 30) calendar days prior to reservation shall FORFEIT ALL FEES.
Deposits and Fees
We ( I) understand that all deposits must be paid at the time application is submitted. All remaining permit fees are due in full within five ( 5) business days of application approval. Deposit are refundable as long as the rental adhered to all Rental Policies and Procedures L` A and there are no damages assessed.
Decorations and Clean Up
We ( 1) understand that confetti, stickers, and/ or glitter are not permitted. No duct tape, clear tape, staples, tacks, or hooks are permitted; only blue or white painters tape is allowed. The renter is responsible for taking down all decorations and removing or 11// A disposing of them properly.
Damages ---- - ---- ----
We ( 1) understand that during check - in the renter and city staff will walk through the facility and go over cleanliness, any prior damage, and room set- up before commencement of rental. If any damages are found at the completion of rental, the renter agrees that they will reimburse the City of Lathrop for all cost to repair the damages that exceed the deposit.
Insurance and Endorsement
We ( 1) understand that Insurance and an Endorsement is required at the renter' s expense.
Security --- ---
We ( 1) understand that rentals expecting up to 100 people will require security at the renter' s expense which is included in the rental L
cost. ( Please note a 1 security guard per 100 people ratio applies to all rentals).
Catering
We ( 1) understand that if catered food will be provided, I must submit the caterer' s health permit and the catering agreement. All paper work for catering must be turned in 15 days prior to reservation. Caterer must also be made aware of Policies and Procedures. Food Trucks are not permitted at City parks at any time.
Updated 12/ 22
eneral Liability Insurance: The undersigned shall maintain general liability insurance in an amount not less than one million dollars 1, 000,000) per occurrence for bodily injury, personal injury, and property damage. Undersigned' s general liability policies shall be endorsed to provide that City and its officers, officials, employees, agents, and Reclamation District 2062 shall be additional insureds under such policies with coverage at least as broad as ISO form CG 20 10 or CG 20 26.
Indemnity/ Hold Harmless Agreement: Undersigned shall indemnify, defend, and hold harmless the City, its officers, employees, agents, volunteers, and ( Reclamation District 2062 for field rentals) (" City indemnitees"), from and against any and all causes of action, claims, liabilities, obligations, judgments, or damages, including reasonable legal counsels' fees and costs of litigation (" claims"), arising out of the Undersigned' s performance of its obligations under this agreement or out of the operations conducted by Undersigned, except for such loss or damage arising from the sole negligence or willful misconduct of the City. In the event the City indemnitees are made a party to any action, lawsuit, or other adversarial proceeding arising from Undersigned' s performance of this agreement, the Undersigned shall provide a defense to the City indemnitees, or at the City' s option, reimburse the City indemnitees their costs of defense, including reasonable legal counsels' fees, incurred in defense of such claims.
Communicable Disease Waiver and Release: Undersigned waives and releases the City from any and all claims, causes of action, allegations, or assertions that may arise relating to infection of any person by COVID- 19 or other communicable disease that occurs, or is alleged to occur, during the event. Undersigned also agrees to defend, indemnify, and hold City harmless from any and all claims, causes of action, allegations, or assertions made against City or City' s employees arising from or relating to actual or alleged infection occurring during the event, except where caused by the sole negligence or willful misconduct of the City.
Organizations: I have read the Facility Use Policy and do hereby certify that I have been duly authorized by the above -named organization which I represent to enter into this agreement, and that the activity which the organization is sponsoring fully meets the conditions set for the herein and that we agree to observe all rules and procedures as stated.
We ( 1) have read and fully understand the Policies and Procedures set forth by the City of Lathrop Parks, Recreation and Maintenance Services Department and agree to adhere to them. We ( 1) agree that failure to comply with the aforementioned Policies and Procedures will result in permit being revoked and forfeiture of all deposits and fees paid and the City of Lathrop Parks, Recreation and Maintenance Services Department may deny any future permit requests. Furthermore, we ( 1) hereby waive, release and discharge the City, its agents, volunteers, officers, and employees ( hereinafter collectively " City") from any and all claims for damages for any loss, including but not limited to, personal injury, death, or property damage. This release is intended to discharge in advance the City from any and all liability arising out of or connected in any way, even though that liability may arise out of negligence or carelessness on the part of the released parties referenced as " City" above. v I
Renter' Name
Ilentcr , SP? n'. 1tllCe ----- --
I) rl eC> Licen, e Number
Updated 12/ 22