December 20, 2022
Library and Community Services
DATE: December 20, 2022
TO: Mayor Butt and Members of the City Council
FROM:
LaShonda White, Interim Director of Community Services
Patrick Seals, Senior Management Analyst
Subject:
2023 and 2025 Richmond Community Surveys
FINANCIAL IMPACT: The total cost to enter into a 36-month agreement for the survey will not exceed $78,000.
$31,525 – 2023 Community Survey
$7,500 – Ongoing access to Richmond’s profile on
Polco in 2024
$32,500 – 2025 Community Survey
$6,475 – Contingency for additional survey
services (2023-2025)
The funds to cover the cost of the 2023 will be allocated from the Internal Services and City Manager’s Office
budgets (01371118-400201 and 01131013-400201,
respectively). Costs for future services will be budgeted appropriately in Fiscal Year (FY) 2023-2024 and FY
2024-2025.
PREVIOUS COUNCIL
ACTION:
March 2, 2021
STATEMENT OF THE
ISSUE:
Every two (2) years since 2007, the City of Richmond has enrolled in the National Research Center’s National
Citizen Survey Program to conduct a community survey
to help the City Council set spending priorities and for city service delivery improvement. City Council decided that the survey should be conducted biennially; therefore, the City Manager’s Office would like to enroll in the survey program for 2023 and 2025, and ongoing profile and
subscriber access during the 2024.
AGENDA
REPORT
December 20, 2022
RECOMMENDED ACTION:
AUTHORIZE the city manager or their designee to enter
into a 36-month agreement with Polco/National Research
Center’s National Citizen Survey Program to facilitate
and conduct the 2023 ($31,525) and 2025 ($32,500)
Richmond Community Surveys, and provide ongoing
subscriber outreach and profile management in 2024
($7,500), for a total contract payment limit of $78,000, including a $6,475 contingency to support additional
survey-related services – Library and Community
Services (LaShonda White/Patrick Seals 510-620-6512).
DISCUSSION:
The City of Richmond has enrolled in the National Research Center’s (NRC) National Citizen Survey (NCS) biennially since 2007. The NCS is a collaborative effort between the NRC, a public research firm focused on public sector information needs, and the International City/County Management Association (ICMA). NRC has a benchmark database that holds hundreds of thousands of resident opinions – making it the largest of its kind in the United States. A few years ago, NRC merged with Polco, an online community engagement polling platform, to give public sector organizations the data they need to make more informed decisions. To allow for continuity and comparison of results, City staff recommends allowing NRC/Polco to conduct Richmond’s 2023 and 2025 Community Survey (Attachment 1). Additional information regarding Polco/NRC can be found at https://info.polco.us/about-nrc
The City Manager’s Office would like to enter into an agreement (Attachment 2) and enroll in the program for 2023 in order to:
Assess the quality of community life and services provided to residents; Track residents’ perceptions of service quality, community amenities, and public safety over time;
Help make informed decisions about how to allocate resources; Assess support for local policies;
Gather information on residents’ use of services; and Compare results from previous years to measure changes over time
The results from surveys conducted between 2007 and 2021 can be found on the City’s website at http://www.ci.richmond.ca.us/index.aspx?NID=1871 . Survey results are
utilized in various documents and city reports such as the Department of Children and Youth Community Needs Assessment, Health in All Policies report, and grant applications.
2023 Survey
The quote for Richmond’s 2023 iteration of The NCS totals $31,525 (Attachment 3). The City Council needs to approve enrollment in the program in order to officially signup to
December 20, 2022
conduct the 2023 and 2025 survey. No other documents or forms are needed. The 2023 and 2025 survey instruments will closely resemble the past surveys in format and content which will enable Polco/NRC to compare survey results from multiple years (Attachment 4). In 2020, Polco/NRC refreshed the NCS survey template; however, overall, most of Richmond’s trends will be preserved as the vast majority of survey questions have remained.
The Polco/NRC will mail out surveys to randomly selected and geographically dispersed Richmond households. The selected households will initially receive a postcard informing them that they have been selected to participate in the survey and that the survey is also available online and in Spanish. The households will then receive the survey in the mail and reminders within a two- or three-week period. In an effort to receive the maximum amount of participation from those selected to complete the survey, City staff will publicize the survey via social media, connections with community- based organizations, the City’s internet site, KCRT, and other venues. Polco/NRC will process the surveys, perform the data analysis, and produce and draft a report for the City’s review. The main report will contain graphs and tables of the results, a description of the methodology, information on understanding the results, and comparisons of the results to other jurisdictions that completed the Polco/NRC’s survey.
Next Steps
If City Council approves the agreement and enrollment in the NCS program, it is anticipated that the survey will be released in late January 2023 and a presentation on the survey findings will be presented to City Council in April or May 2023 (A ttachment
5). Based on the NRC’s relationship with Polco, the City has unlimited access to posting questions on the Polco platform, as part of the new pricing structure, so staff will also be able to provide survey results on specific and relevant questions to Council and the community.
DOCUMENTS ATTACHED:
Attachment 1 – Sole Source
Attachment 2 – Draft Polco Services Agreement
Attachment 3 – Polco NRC Quote
Attachment 4 – Sample 2023 Survey Instrument
Attachment 5 – Proposed Timeline
The National Community Survey™ • © 2001-2021 National Research Center, Inc.
The XYZ of ABC 2021 Community Survey
Please complete this survey if you are the adult (age 18 or older) in the household who most recently had a birthday (the year of birth does not matter). Your responses are anonymous and will be reported in group form only.
1. Please rate each of the following aspects of quality of life in ABC.
Excellent Good Fair Poor Don ’t know
ABC as a place to live .............................................................................................................. 1 2 3 4 5 Your neighborhood as a place to live .............................................................................. 1 2 3 4 5 ABC as a place to raise children ......................................................................................... 1 2 3 4 5 ABC as a place to work ........................................................................................................... 1 2 3 4 5 ABC as a place to visit ............................................................................................................. 1 2 3 4 5 ABC as a place to retire .......................................................................................................... 1 2 3 4 5 The overall quality of life in ABC ....................................................................................... 1 2 3 4 5 Sense of community ................................................................................................................ 1 2 3 4 5
2. Please rate each of the following characteristics as they relate to ABC as a whole.
Excellent Good Fair Poor Don ’t know
Overall economic health of ABC ........................................................................................ 1 2 3 4 5 Overall quality of the transportation system (auto, bicycle, foot, bus) in ABC ....................................................................................................................................... 1 2 3 4 5 Overall design or layout of ABC’s residential and commercial areas (e.g., homes, buildings, streets, parks, etc.) ................................................. 1 2 3 4 5 Overall quality of the utility infrastructure in ABC
(water, sewer, storm water, electric, gas) ................................................................ 1 2 3 4 5 Overall feeling of safety in ABC .......................................................................................... 1 2 3 4 5 Overall quality of natural environment in ABC ........................................................... 1 2 3 4 5 Overall quality of parks and recreation opportunities ............................................ 1 2 3 4 5 Overall health and wellness opportunities in ABC .................................................... 1 2 3 4 5 Overall opportunities for education, culture, and the arts..................................... 1 2 3 4 5 Residents’ connection and engagement with their community .......................... 1 2 3 4 5
3. Please indicate how likely or unlikely you are to do each of the following.
Very Somewhat Somewhat Very Don ’t
likely likely unlikely unlikely know
Recommend living in ABC to someone who asks .................................1 2 3 4 5 Remain in ABC for the next five years .......................................................1 2 3 4 5
4. Please rate how safe or unsafe you feel:
Very Somewhat Neither safe Somewhat Very Don ’t
safe safe nor unsafe unsafe unsafe know
In your neighborhood during the day ...................................... 1 2 3 4 5 6 In ABC’s downtown/commercial area
during the day ............................................................................... 1 2 3 4 5 6 From property crime ....................................................................... 1 2 3 4 5 6 From violent crime ........................................................................... 1 2 3 4 5 6 From fire, flood, or other natural disaster ............................. 1 2 3 4 5 6
5. Please rate the job you feel the ABC community does at each of the following.
Excellent Good Fair Poor Don’t know
Making all residents feel welcome ................................................................................... 1 2 3 4 5 Attracting people from diverse backgrounds .............................................................. 1 2 3 4 5 Valuing/respecting residents from diverse backgrounds ...................................... 1 2 3 4 5 Taking care of vulnerable residents (elderly, disabled, homeless, etc.) ........... 1 2 3 4 5
6. Please rate each of the following in the ABC community.
Excellent Good Fair Poor Don ’t know
Overall quality of business and service establishments in ABC........................... 1 2 3 4 5 Variety of business and service establishments in ABC .......................................... 1 2 3 4 5 Vibrancy of downtown/commercial area ..................................................................... 1 2 3 4 5 Employment opportunities ................................................................................................. 1 2 3 4 5 Shopping opportunities ........................................................................................................ 1 2 3 4 5 Cost of living in ABC ................................................................................................................ 1 2 3 4 5 Overall image or reputation of ABC ................................................................................. 1 2 3 4 5
The National Community Survey™ • © 2001-2021 National Research Center, Inc.
7. Please also rate each of the following in the ABC community.
Excellent Good Fair Poor Don’t know
Traffic flow on major streets ............................................................................................... 1 2 3 4 5 Ease of public parking ............................................................................................................ 1 2 3 4 5 Ease of travel by car in ABC ................................................................................................. 1 2 3 4 5 Ease of travel by public transportation in ABC ........................................................... 1 2 3 4 5 Ease of travel by bicycle in ABC ......................................................................................... 1 2 3 4 5 Ease of walking in ABC .......................................................................................................... 1 2 3 4 5 Well-planned residential growth ...................................................................................... 1 2 3 4 5 Well-planned commercial growth .................................................................................... 1 2 3 4 5 Well-designed neighborhoods ........................................................................................... 1 2 3 4 5 Preservation of the historical or cultural character of the community ............ 1 2 3 4 5 Public places where people want to spend time ........................................................ 1 2 3 4 5 Variety of housing options ................................................................................................... 1 2 3 4 5 Availability of affordable quality housing ..................................................................... 1 2 3 4 5 Overall quality of new development in ABC ................................................................. 1 2 3 4 5 Overall appearance of ABC .................................................................................................. 1 2 3 4 5 Cleanliness of ABC ................................................................................................................... 1 2 3 4 5 Water resources (beaches, lakes, ponds, riverways, etc.) ..................................... 1 2 3 4 5 Air quality .................................................................................................................................... 1 2 3 4 5 Availability of paths and walking trails .......................................................................... 1 2 3 4 5 Fitness opportunities (including exercise classes and paths or trails, etc.) ... 1 2 3 4 5 Recreational opportunities .................................................................................................. 1 2 3 4 5 Availability of affordable quality food ............................................................................ 1 2 3 4 5 Availability of affordable quality health care ............................................................... 1 2 3 4 5 Availability of preventive health services ..................................................................... 1 2 3 4 5 Availability of affordable quality mental health care ............................................... 1 2 3 4 5 Opportunities to attend cultural/arts/music activities .......................................... 1 2 3 4 5 Community support for the arts ........................................................................................ 1 2 3 4 5 Availability of affordable quality childcare/preschool ............................................ 1 2 3 4 5 K-12 education .......................................................................................................................... 1 2 3 4 5 Adult educational opportunities ....................................................................................... 1 2 3 4 5 Sense of civic/community pride ........................................................................................ 1 2 3 4 5 Neighborliness of residents in ABC .................................................................................. 1 2 3 4 5 Opportunities to participate in social events and activities .................................. 1 2 3 4 5 Opportunities to attend special events and festivals ............................................... 1 2 3 4 5 Opportunities to volunteer .................................................................................................. 1 2 3 4 5 Opportunities to participate in community matters ................................................ 1 2 3 4 5 Openness and acceptance of the community toward people
of diverse backgrounds ..................................................................................................... 1 2 3 4 5
8. Please indicate whether or not you have done each of the following in the last 12 months.
No Yes
Contacted the XYZ of ABC (in-person, phone, email, or web) for help or information ....................................... 1 2 Contacted ABC elected officials (in-person, phone, email, or web) to express your opinion .......................... 1 2 Attended a local public meeting (of local elected officials like City Council or County Commissioners, advisory boards, town halls, HOA, neighborhood watch, etc.) ............................................ 1 2 Watched (online or on television) a local public meeting ............................................................................................... 1 2 Volunteered your time to some group/activity in ABC .................................................................................................... 1 2 Campaigned or advocated for a local issue, cause, or candidate .................................................................................. 1 2 Voted in your most recent local election ................................................................................................................................ 1 2 Used bus, rail, subway, or other public transportation instead of driving ............................................................... 1 2 Carpooled with other adults or children instead of driving alone .............................................................................. 1 2 Walked or biked instead of driving ........................................................................................................................................... 1 2
The National Community Survey™ • © 2001-2021 National Research Center, Inc.
The XYZ of ABC 2021 Community Survey
9. Please rate the quality of each of the following services in ABC.
Excellent Good Fair Poor Don ’t know
Public information services ............................................................................................. 1 2 3 4 5 Economic development ..................................................................................................... 1 2 3 4 5 Traffic enforcement ............................................................................................................ 1 2 3 4 5 Traffic signal timing ............................................................................................................ 1 2 3 4 5 Street repair ........................................................................................................................... 1 2 3 4 5 Street cleaning ....................................................................................................................... 1 2 3 4 5 Street lighting ........................................................................................................................ 1 2 3 4 5 Snow removal ........................................................................................................................ 1 2 3 4 5 Sidewalk maintenance ....................................................................................................... 1 2 3 4 5 Bus or transit services ....................................................................................................... 1 2 3 4 5 Land use, planning, and zoning ...................................................................................... 1 2 3 4 5 Code enforcement (weeds, abandoned buildings, etc.) ...................................... 1 2 3 4 5 Affordable high-speed internet access ....................................................................... 1 2 3 4 5 Garbage collection ............................................................................................................... 1 2 3 4 5 Drinking water ...................................................................................................................... 1 2 3 4 5 Sewer services ....................................................................................................................... 1 2 3 4 5 Storm water management (storm drainage, dams, levees, etc.) .................... 1 2 3 4 5 Power (electric and/or gas) utility ............................................................................... 1 2 3 4 5 Utility billing .......................................................................................................................... 1 2 3 4 5 Police/Sheriff services ....................................................................................................... 1 2 3 4 5 Crime prevention ................................................................................................................. 1 2 3 4 5 Animal control ....................................................................................................................... 1 2 3 4 5 Ambulance or emergency medical services ............................................................. 1 2 3 4 5 Fire services ........................................................................................................................... 1 2 3 4 5 Fire prevention and education ....................................................................................... 1 2 3 4 5 Emergency preparedness (services that prepare the community for natural disasters or other emergency situations) ..................................... 1 2 3 4 5 Preservation of natural areas (open space, farmlands, and greenbelts) ..... 1 2 3 4 5 ABC open space ..................................................................................................................... 1 2 3 4 5 Recycling .................................................................................................................................. 1 2 3 4 5 Yard waste pick-up.............................................................................................................. 1 2 3 4 5 XYZ parks ................................................................................................................................. 1 2 3 4 5 Recreation programs or classes .................................................................................... 1 2 3 4 5 Recreation centers or facilities ...................................................................................... 1 2 3 4 5 Health services ...................................................................................................................... 1 2 3 4 5 Public library services ....................................................................................................... 1 2 3 4 5 Overall customer service by ABC employees
(police, receptionists, planners, etc.) ..................................................................... 1 2 3 4 5
10. Please rate the following categories of ABC government performance.
Excellent Good Fair Poor Don ’t know
The value of services for the taxes paid to ABC ...................................................... 1 2 3 4 5 The overall direction that ABC is taking .................................................................... 1 2 3 4 5 The job ABC government does at welcoming resident
involvement ....................................................................................................................... 1 2 3 4 5 Overall confidence in ABC government ...................................................................... 1 2 3 4 5 Generally acting in the best interest of the community ...................................... 1 2 3 4 5 Being honest ........................................................................................................................... 1 2 3 4 5 Being open and transparent to the public ................................................................. 1 2 3 4 5 Informing residents about issues facing the community ................................... 1 2 3 4 5 Treating all residents fairly ............................................................................................. 1 2 3 4 5 Treating residents with respect .................................................................................... 1 2 3 4 5
The National Community Survey™ • © 2001-2021 National Research Center, Inc.
11. Overall, how would you rate the quality of the services provided by each of the following? Excellent Good Fair Poor Don’t know
The XYZ of ABC ..................................................................................................................... 1 2 3 4 5 The Federal Government .................................................................................................. 1 2 3 4 5
12. Please rate how important, if at all, you think it is for the ABC community to focus on each of the following in the coming two years.
Very Somewhat Not at all
Essential important important important
Overall economic health of ABC ...........................................................................................1 2 3 4 Overall quality of the transportation system (auto, bicycle, foot, bus) in ABC ..........................................................................................................................................1 2 3 4 Overall design or layout of ABC’s residential and commercial areas (e.g., homes, buildings, streets, parks, etc.) .....................................................1 2 3 4 Overall quality of the utility infrastructure in ABC
(water, sewer, storm water, electric, gas) ....................................................................1 2 3 4 Overall feeling of safety in ABC .............................................................................................1 2 3 4 Overall quality of natural environment in ABC ..............................................................1 2 3 4 Overall quality of parks and recreation opportunities ...............................................1 2 3 4 Overall health and wellness opportunities in ABC .......................................................1 2 3 4 Overall opportunities for education, culture, and the arts........................................1 2 3 4 Residents’ connection and engagement with their community .............................1 2 3 4 xx. Custom Question #1 Custom Question #1 Custom Question #1 Custom Question #1 Custom Question #1 Custom Question #1 Custom Question #1 Custom Question #1 Custom Question #1 Custom Question #1 Custom Question #1 Custom Question #1 Custom Question #1 Custom Question #1 Custom Question #1 Custom Question #1 Custom Question #1
Scale point 1 Scale point 2 Scale point 3 Scale point 4 Scale point5 xx. Custom Question #2 Custom Question #2 Custom Question #2 Custom Question #2 Custom Question #2 Custom Question #2 Custom Question #2 Custom Question #2 Custom Question #2 Custom Question #2 Custom Question #2 Custom Question #2 Custom Question #2 Custom Question #2 Custom Question #2 Custom Question #2 Custom Question #2
Scale point 1 Scale point 2 Scale point 3 Scale point 4 Scale point5 xx. Custom Question #3 Custom Question #3 Custom Question #3 Custom Question #3 Custom Question #3 Custom Question #3 Custom Question #3 Custom Question #3 Custom Question #3 Custom Question #3 Custom Question #3 Custom Question #3 Custom Question #3 Custom Question #3 Custom Question #3 Custom Question #3 Custom Question #3
Scale point 1 Scale point 2 Scale point 3 Scale point 4 Scale point5 xx. OPTIONAL [See Worksheets for details and price of this option] Open-Ended Question Open-Ended Question Open-Ended Question Open-Ended Question Open-Ended Question Open-Ended Question Open-Ended Question Open-Ended Question Open-Ended Question Open-Ended Question Open-Ended Question Open- Ended Question
The National Community Survey™ • © 2001-2021 National Research Center, Inc.
The XYZ of ABC 2021 Community Survey
Our last questions are about you and your household.
Again, all of your responses to this survey are completely anonymous and will be reported in group form only.
D1. In general, how many times do you:
Several Once A few times Every Less often Don’t
times a day a day a week few weeks or never know
Access the internet from your home using
a computer, laptop, or tablet computer ......................1 2 3 4 5 6 Access the internet from your cell phone .......................1 2 3 4 5 6 Visit social media sites such as Facebook,
Twitter, Nextdoor, etc. .......................................................1 2 3 4 5 6 Use or check email ....................................................................1 2 3 4 5 6 Share your opinions online ...................................................1 2 3 4 5 6 Shop online ..................................................................................1 2 3 4 5 6 D2. Please rate your overall health.
Excellent Very good Good Fair Poor
D3. What impact, if any, do you think the economy will have on your family income in the next 6 months? Do you think the impact will be:
Very positive Somewhat positive Neutral Somewhat negative Very negative
D4. How many years have you lived in ABC ?
Less than 2 years
2-5 years
6-10 years
11-20 years
More than 20 years
D5. Which best describes the building you live in?
One family house detached from any other houses
Building with two or more homes
(duplex, townhome, apartment, or condominium)
Mobile home
Other
D6. Do you rent or own your home?
Rent
Own
D7. About how much is your monthly housing cost
for the place you live (including rent, mortgage
payment, property tax, property insurance, and
homeowners’ association (HOA) fees)?
Less than $500 $2,000 to $2,499
$500 to $999 $2,500 to $2,999
$1,000 to $1,499 $3,000 to $3,499
$1,500 to $1,999 $3,500 or more
D8. Do any children 17 or under live in your
household?
No Yes
D9. Are you or any other members of your
household aged 65 or older?
No Yes
D10. How much do you anticipate your household ’s
total income before taxes will be for the current
year? (Please include in your total income
money from all sources for all persons living in
your household.)
Less than $25,000 $75,000 to $99,999
$25,000 to $49,999 $100,000 to $149,999
$50,000 to $74,999 $150,000 or more
D11. Are you Spanish, Hispanic or Latino?
No, not Spanish, Hispanic, or Latino
Yes, I consider myself to be Spanish, Hispanic, or
Latino
D12. What is your race? (Mark one or more races to
indicate what race you consider yourself to be.)
American Indian or Alaskan Native
Asian, Asian Indian, or Pacific Islander
Black or African American
White
Other
D13. In which category is your age?
18-24 years 55-64 years
25-34 years 65-74 years
35-44 years 75 years or older
45-54 years
D14. What is your gender?
Female
Male
Identify in another way
Thank you! Please return the completed survey in the postage-paid envelope to:
National Research Center, Inc., PO Box 549, Belle Mead, NJ 08502 Date
Dec 16
Dec 23
Jan 13
Jan 13
Jan 13 to Jan 27
Jan 27 to Mar 17
Jan 27
Feb 3
Reminder postcards sent Feb 8
Mar 3
Mar 17
Mar 17
Mar 17 to Apr 14
Apr 14Program Manager provides link to report on Polco
After the Survey
After your community has completed The NCS, stay engaged with your community members by posting additional surveys and polls on Polco!
Conducting the Survey
Data collection is open for The NCS - track response on Polco! Postcards sent
Survey packets sent
Open participation survey begins (Program Manager will provide link) Data collection closes for the random sample survey and open participation survey Send Program Manager final count of returned postcards
Survey analysis and report writing
Sample Timeline for The National Community Survey™
Item
Preparing for the Survey
Program Manager sends The NCS instrument for review
Send Program Manager drafts of optional custom questions to add to the survey Mailing materials and survey instrument are finalized
Program Manager generates sample of representative households in your community Polco prints materials, prepare mailings and sets up the survey online
Tab 24
Fee Waiver &
Partnership Policy
1 City of Richmond Community Services - Recreation Division Fee Waiver Policy
I. PURPOSE
The purpose of the draft fee waiver policy is to establish fiscally responsible guidelines to equitably evaluate and consider fee waiver requests for one-time events or temporary uses of City facilities and parks. These guidelines establish parameters for waiving outdoor park or indoor facility use fees for community-wide events and activities which benefit the public for special events or temporary uses. For purposes of this policy, the term “fee waiver” is the granting of a reduction or dismissal of a required fee normally charged for the use of a City-owned facility or park.
II. POLICY
The Community Services Department-Recreation Division (Recreation) recognizes the value of working with and supporting organizations to provide services and programs that benefit the Richmond community. Recreation strives to be an exceptional steward over City facilities, parks, and funding for programs and services. Charging fees is a standard practice in the Recreation and Parks industry when individuals, private groups, government or non-profit groups wish to reserve and exclusively utilize public facilities.
Fees charged for programs and facility/park usage help cover the cost of providing such services and maintaining facilities. This policy is established for determining when applicable City and Recreation fees (e.g., application, facility use, permit and other departmental charges) established by the City of Richmond’s Master Fee Schedule may be waived.
Scheduling and use of facilities and events are subject to availability of requested facilities and do not have preference over City programs and activities or previous commitments. The policy is effective to the extent a fee waiver can be considered without negatively impacting the City’s or Recreation’s budget or current operations.
III. ELIGIBILITY
Fees may be waived when such action is determined by the City of Richmond to be in the best interest of the City of Richmond, our residents, and the service applicant. Eligible organizations include the following:
1) Intergovernmental Cooperation
2) Non‐Profit Organization
3) Official City of Richmond Partner (Per Approved Partnership Policy) 4) City of Richmond Co-Sponsored Event
Intergovernmental Cooperation
Fees may be waived for events or temporary uses when the applicant is another government agency and the use is related to the performance of its normal functions and is a benefit to Richmond residents.
2 Non-Profit Organization
A fee waiver may be approved for eligible non-profit organizations, including organizations with a non-profit fiscal agent, that is tax-exempt under section 501(c)3 of the Internal Revenue Code.
Examples of organizations that could receive possible fee reduction or waivers include:
• Established Richmond Neighborhood Councils for monthly neighborhood council meetings and/or events.
• Events organized by groups with a current Adopt-a-Spot agreement and evidence of active participation in the program.
• Organizations funded by the Community Services Department/Recreation Division and City Manager’s Office, Economic Development Love Your Block Mini-Grant program and organized by groups with active grant agreements.
Official City of Richmond Partner
An official partner is an organization or individual that has completed the Partnership Policy process with the City of Richmond. These partners have demonstrated actions to provide a needed benefit to the community and therefore are eligible for fee waivers for the program delineated in the Partnership Agreement. All fees charged and/or reduced or waived will be listed in the Partnership Agreement. Any additional activities and associated requests for reduced or waived fees requested on behalf of the recognized partner would cause an amendment to that Agreement and would be subject to review and approval.
Department Sponsored Program
Fees may be waived for events and programs that are sponsored or co-sponsored by the City. The organization/agency requesting sponsorship by the City has a 501(c)(3) status, the program must benefit the Richmond community, and no event fees shall be charged.
Appropriate recognition as Sponsor or Co-sponsor of the event or program is provided for the City of Richmond on all promotional materials and at the event or program. All resources provided by the City in sponsorship of the event (fee waiver or in-kind service) must be provided for within the Department’s current budget allocations without a reduction or increase of services or costs.
IV. ELIGIBLE AND INELIGIBLE USES
Eligible Uses:
• Application fees, certain permit fees, and/or facility use/rental fees may be eligible for waiver through this policy.
• Fee waivers are available for a variety of events including sporting, cultural, general, and major community events, as long as the event meets the criteria set forth in this policy.
• Organizations can receive up to $5,000 in fee reductions or waivers within a 12- month period.
3 The following fees cannot be waived under this Policy:
• Staffing or labor costs (i.e. overtime for staff working outside of normal operations), security costs, utility reimbursement costs, deposits for damages to facilities, refuse removal cost, custodial costs, maintenance costs, and other applicable department costs
• Insurance or other fees as required by the City and/or ordinance • Liquor license, food permits and health permits
• City of Richmond business license fees
The following projects and events are ineligible:
• Organizations based outside City of Richmond (unless the demonstrated benefits are primarily to the residents of Richmond)
• Activities primarily of a fundraising or charitable nature unless the funds directly benefit City-owned facilities and/or programs. • Events or activities that are not open to the public
• Events that are political in nature or by individuals seeking political office or elected officials for the purpose of an election campaign • Religious organizations seeking space or facilities for religious services • Commercial events
• Corporate events
• Family or social gatherings
• Events that provide no community benefit
• Trainings that charge for participation
• Projects or organizations who have failed to fulfill their obligations during previous events or activities for which Community Services Department/Recreation Division facility permit fees were waived or reduced • Events at the Richmond Convention Center (Auditorium) or the Richmond Aquatic Centers (Richmond Plunge or Richmond Swim Center) • Events scheduled that would conflict with already planned City of Richmond community events (e.g., 3rd of July).
V. PROCEDURES
1. Review the Fee Waiver Policy and Complete the Fee Waiver Application and Facility Reservation Permit (provides an estimate of the requested facility use fees).
2. Submit the Application, Permit, and the following required documents to Recreation per the specified schedule. The request must be submitted by an authorized representative.
Required Documents:
a. Applicant’s non‐profit organization documents or any other documents as may be required to show the applicant’s organizational paperwork. b. Appropriate insurance documents
c. Applicant’s financial statement showing revenues and expenses d. Any other documents that may be required and requested by the Recreation Division.
4 3. If the request involves approval from another City of Richmond department, the request will be forwarded to that department.
4. Fee waiver applications will be assessed and reviewed based on the requirements listed in this document by an internal city panel (consisting of staff from the City Manager’s Office, Community Services and Finance) and the Recreation Deputy Director based on the timeline published in this document.
5. Based on review and scoring by the internal city panel, the Recreation Deputy Director will make a recommendation to the Director of Community Services for final approval or denial.
6. The Director of Community Services will make the final decision regarding a fee waiver request and the applicant will be notified of final decision per the specified schedule, and if approved and applicable, will submit a Special Event Permit.
7. Within forty-five (45) days of completion of the event for which a fee waiver was given, the organization should provide a written report to the Recreation Division, to include at a minimum the number of participants, event revenue and expenses, and a description of the benefit to the City.
8. Failure to abide by the rules and procedures as set forth in this document may result in the respective permittee being denied the current and any future fee waiver requests. Organizations that fail to cancel the approved event less than 30 days before their scheduled event and/or that fail to abide by the guidelines and requirements set forth in this policy may forfeit their ability to request future fee reductions or waivers or enter into Partnerships with the City for the following twelve (12) months.
VI. ACKNOWLEDGMENT & MARKETING
All recipients of a fee waiver or reduction shall acknowledge the City of Richmond in all publicity relating to the event or activity. Acknowledgement includes City of Richmond logos and statements in all advertising and promotional material, media releases and in other promotional contexts. Promotional opportunities should be detailed in the event application.
VII. FACILITY FEE WAIVER CRITERIA
In determining if a fee waiver is warranted, the following criteria may be considered:
Organization Structure and Experience
• Be offered by an eligible organization
• Organization serves the Richmond community
• Level of organization’s experience producing events/programs in Richmond
5 Application Completeness and Compliance
• Application is complete and all required documents are submitted by the stated deadline
• The event or program is in compliance with the City’s non-discrimination policy • The organization is in good financial standing with the City • There is no evidence of previous violations of the Fee Waiver Policy (organizations that violate this Policy or present false information about their event or program may not be eligible for fee waivers)
Event or Program Design and Community Benefit
• Description of event and proposed impact on community • Event or program demonstrates a general public benefit to Richmond residents • Organization offers activities or events associated with the Division’s mission • Organization offers an event or programs that are not available through Recreation or another City department
• Event or program is open to the entire public at no charge • Organization is collaborating with any other entities • Marketing and outreach plan is clearly articulated
• The proposed event or program will have no significant impact on the facilities or department activities, that the permittee will provide volunteer services and materials to mitigate any impacts created by the event or program, or that the impacts are adequately offset by the public benefit provided by the program or event
Required Resources and Budget
• Level of and reason for fee waiver request (above what is approved via the Master Fee Schedule)
• Organization budget provided
• The organization must submit their policy showing that they do not deny participants/players due to their inability to pay registration or participation fees • The imposition of fees would create a financial hardship on the organization or would have a detrimental effect upon the services provided to the public
VIII. FEE WAIVER APPLICATION SCHEDULE
In order to fully support the success of your event, Recreation staff asks that organizations submit the Fee Waiver application and all applicable documents by the dates outlined in the schedule below. This schedule provides both City staff and organizations sufficient time to adequately plan for events. It also ensures that the Special Event Permit is routed to internal and external departments/entities with sufficient time and allows for staff to review all required documents well in advance of scheduled events.
Requests may be denied if organizations fail to meet these deadlines.
6 Quarter Event Start Month Application Due Approval/Denial Notification
Quarter 1 January
February
March
October 1st November 1st
Quarter 2 April
May
June
January 1st February 1st
Quarter 3 July
August
September
April 1st May 1st
Quarter 4 October
November
December
July 1st August 1st
IX. PROPOSED APPLICATION COMPONENTS
The City of Richmond recognizes the value of partnering with other agencies and organizations in providing services that benefit the community and its residents. In order to request a waiver of fees, organizations must complete an application and submit it with necessary documentation to the Recreation. Components of a proposed application are below:
• Organization Information – Contact information, type of organization (government, non-profit, co-sponsor, etc.), organizational financial information • Event Information – event description, event purpose, list of activities that will take place, list of fees being charged, time and date of the event, indicate the specific facility(ies) for which a fee waiver is requested, projected attendance, promotion and outreach plans, collaborating organizations, etc.
• Fee Waiver Request – How does event benefit Richmond community, explanation of why fee waiver is being requested, amount of waiver being requested and explanation as to why, and how event fees would create a financial hardship
1 FACILITY FEE REDUCTION/WAIVER APPLICATION FORM
CITY OF RICHMOND
COMMUNITY SERVICES-RECREATION
3230 Macdonald Avenue
Richmond, CA 94804
[email protected]
(510) 620-6793
Please read and carefully complete the following application. Failure to provide accurate information may result in a delay or denial of your request for a fee reduction/waiver. Please attach a completed copy of the following documents for review:
➢ Facility Rental Application
➢ Special Event Permit Application (if applicable)
1. APPLICANT INFORMATION
Name of Group/Organization:
Type of Organization (Government, Non‐Profit Organization, Official City of Richmond Partner or City of Richmond Co-Sponsored Event):
Is your organization an official non-profit organization: □ Yes □ No Provide Tax ID documentation (Non-profit only):
Applicant Name/Person Responsible: Title:
Cell Phone: Alternate Phone:
Email Address:
2. FACILITY INFORMATION
Please provide the name and location of the facility or park that you are requesting to hold your event or program.
Why are you choosing to hold this event at a city facility or park?
2 3. EVENT INFORMATION
Provide a detailed description of the event, its purpose, and the activities that will take place.
Will you be charging a fee for this event? If yes, list the fees. □ Yes □ No
Provide anticipated daily and total attendance information.
Will the event be open to the public? □ Yes □ No
Is this event a fundraiser? □ Yes □ No
3. EVENT DATES/TIMES
Event Set-up date: Event Set-up time:
Event Set-up date: Event Set-up time:
Start End date: Event End time:
Event Breakdown date: Event Breakdown time:
4. FEE REDUCTION/WAIVER INFORMATION
Please answer the questions that apply to your event
How does this event or program benefit the residents of Richmond?
Do you provide a service or program solely to the residents of Richmond? Provide details.
Indicate the negative impact or financial hardship that the normal facility fees would create for your event or agency. You may attach a budget or financial statement for your organization or event to clarify the reason for your fee waiver request.
Are you partnering with a City of Richmond department? If so, please list and provide a point of contact.
3 List all the partners/sponsors you are working with on this event
5. EVENT BUDGET
Provide a copy of your organization’s current year budget. Provide a proposed budget for your program offer.
6. FEE REDUCTION/WAIVER REQUEST
□ 25% □ 50% □ 75% □ 100% □ Other:
7. ACKNOWLEDGEMENT
I acknowledge that this request and any subsequent approval or denial does not guarantee the availability of City of Richmond facilities and/or equipment. I further understand that I must have completed all applicable reservation procedures prior to submitting this application including but not limited to reserving the facility and/or equipment and paying the application fee, security deposit. I further acknowledge that if the request is denied or a reduction of fees is granted, the organization I represent must pay all remaining fees by the due date and that all established permit regulations and Community Services- Recreation rules will be following during and after the event.
Name (print): __________________________________________ Date: _____________ Signature: ______________________________________ Title: _____________________
STAFF USE ONLY
FEE WAIVER APPROVED □ FEE WAIVER DENIED □
NAME AND TITLE OF APPROVER
SIGNATURE OF AUTHORIZED STAFF
1 City of Richmond Community Services Department – Recreation Division Partnership Policy
I. Policy Purpose & Background
The purpose of the Partnership Policy is to establish policies, guidelines and procedures that govern how partnerships between the City of Richmond Community Services Department - Recreation Division (Recreation) and external entities are evaluated, entered into and managed. This allows the agency to be proactive rather than reactive when presented with a partnership opportunity. It also sets a “level playing field” for all potential partners, so that they know and understand in advance the parameters and selection criteria for a proposed partnership.
The main goal for these partnerships is enhancing public offerings. Recreation is interested in promoting partnerships which involve cooperation among many partners, bringing resources together to accomplish goals in a synergistic manner. Proposals that incorporate such collaborative efforts will receive priority status.
II. Background
For many years, Recreation has worked with a variety of individuals and organizations to provide programs and services to Richmond residents. These arrangements, or partnerships, have steadily grown in numbers causing Recreation to recognize the need to create more formal policies and procedures to ensure that the partnerships are consistent with the mission and values of Recreation and that partners are treated with consistency and equity.
III. Partnership Purpose
Recreation seeks to establish partnerships with non-profit and other public agencies to enhance recreation opportunities for Richmond residents. Recreation’s goal in partnering is to improve service by providing a wider range of recreational services to the community.
The purpose of a partnership is to expand or enhance the services Recreation delivers to Richmond residents. Partnerships should positively affect the quality of recreational, cultural, and outdoor experiences. A major component in exploring any potential partnership will be to identify additional collaborating partners that may help provide a synergistic working relationship in terms of resources and community contributions. The City will post the Partnership Policy on the City’s website. 2 IV. Partnership Categories
Recreation engages with partners that fall into one of the following categories:
• Individuals
• Businesses or corporations
• Social service or community organizations
• Non-profit organizations
• Volunteer/neighborhood organizations (including ‘friends of’ groups) • Districts and Quasi-governmental entities
• Governmental entities
• Public School Districts
V. Required Conditions
The Partner must:
• Align with Recreation’s mission, values, and goals.
• Comply with all applicable laws, rules, policies, and health guidelines • Have th
e necessary competency, resources, or license(s) (if applicable) to engage in the proposed activity.
• Meet insurance coverage requirements as determined by the City’s Risk Management Office.
• Submit proposed activities to Recreation for review and approval. • Meet all applicable Recreation maintenance standards and construction requirements (if applicable)
• Provide programs that compliment City programming efforts and are not in direct competition.
• Present their current year budget
• Attest to receiving and agree to following all communication requirements • Demonstrate the activity provides a community benefit or significant value to the community or a significant portion of its residents.
• Prove that they are serving the residents of Richmond through their general program operations.
• Agree to or submit a policy demonstrating that they do not deny participants due to their inability to pay registration or participation fees. • For youth serving organizations, show proof of performing background screenings of coaches and administrators.
• Demonstrate that the proposed partnership has no significant impact on the facilities or department activities, that the partner will provide volunteer services and materials to mitigate any impacts created by the event or program, or that the impacts are adequately offset by the public benefit provided by the program or event.
3 VI. Expectations for Partners
Partners will generally provide one or more of the following activities:
Funding for programs or projects
Park and/or facility operational support, maintenance and improvements Tabling at City events
Voluntee
r time including but not limited to conducting at least one (1) quarterly clean-up of utilized spaces encouraging participant and community participation Keep all areas clean and free of debris after every scheduled use Provide in-kind services and goods
Help the City activate and promote ownership of spaces Park and facility operational support and improvements Programs at reduced or no cost to constituents
Fulfill the City’s fingerprinting and TB testing requirement As required, provide the City’s requirement for proof of vaccination VII. Process
The steps for the creation of a partnership with Recreation are as follows:
A. Notification
Recreation may release a Request for Proposal (RFP) through BidsOnline and/or via the City’s website that will inform all interested partners of the availability of partnerships with the City. This will be done at a minimum annually on December 1st through notification in social media post, flyers and through any other notification method that is feasible. Based on need, Recreation also reserves the right to reach out directly to organizations that provided specific services to discuss the possibility of partnering.
B. Preliminary Proposal
The proposing partner takes the first step to propose partnering. To help in reviewing both the partnerships proposed, and the project to be developed in partnership, Recreation asks for the entity to complete the Partnership Application Form.
C. Review and Planning
If initial review of the Partnership Application Form yields interest and appears to be mutually beneficial, the Recreation Supervisor will work with potential partners to negotiate a scope of work for inclusion in the Recreation Memorandum of Understanding.
The Recreation Supervisor is available to answer questions related to the creation of an initial proposal,
and after initial interest has been indicated, will work with the proposing partner to create a checklist of what actions need to take place next. Each project will have distinctive planning, design, review, and support issues. The Recreation 4 Supervisor will facilitate the process of determining how the partnership will address these issues. The Recreation Supervisor and the proposing partner can also facilitate input from the Library and Community Services Director, Deputy Director for Community Services-Recreation, Recreation and Parks Commission and City Manager providing guidance for the partners as to necessary steps.
D. Cost Evaluation
The partnership must cover the costs the partnership incurs, regardless of how the partnered project is staffed. If City of Richmond - Recreation staff resources are to be used by the partnership, those costs should be included in its project proposal and budget.
It is important to note that for most proposed partnerships, there will be considerable staff time spent on the review and approval process once a project passes the initial review stage. This time includes discussions with Proposing Partners, exploration of synergistic partnering opportunities, possible RFP processes, facilitation of the approval process, and assistance in writing and negotiating agreements, contracting, etc.
VIII. Definitions
Partnership: A partnership is a cooperative venture between two or more parties with a common goal, who combine complementary resources to establish a mutual direction or complete a mutually beneficial project. Partnerships can be facility-based or program-specific.
Partner: an individual, organization or group that, through a written agreement, provides a service or benefit to Recreation and/or Richmond’s residents and in e
xchange gets some benefit from Recreation.
Partnership Application: a standardized application each potential Partner completes and submits to Recreation.
Partnership Agreement: a written and formally executed agreement between Recreation and an outside party that details the terms of the Partnership. The Partnership Agreement must be signed by all parties, including formal execution in accordance with City laws, before Partner work can begin. Public Benefit: an activity or service that accomplishes a public purpose promoting the needs, interests, social, economic, and cultural well-being, or the health and safety of a community and complements the vision and direction of Recreation. 5 3$571(56+,3$33/,&$7,21)25029(59,(:
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6 In addition to the Community Services-Recreation’s application approval, all projects will be required to comply with all applicable local, state, and federal laws and regulations.
Submission
Printed or typed forms can be submitted in the following manner:
Mail:
Partnership Application
Community Services-Recreation
3230 Macdonald Avenue
Richmond, CA 94804
Email: [email protected]; with a subject line of “Partnership Application” Apply online: link to be provided
Questions regarding the Partnership Application should be submitted to:
Troy Porter, Recreation Supervisor
Phone: (510) 620-6822
Email: [email protected]
7 PARTNERSHIP APPLICATION FORM
Review Partnership Policy prior to completing this Partnership Application Form. If approved for partnership, your organization’s Certificate of Insurance and Additionally Insured Form and Richmond business license will be required.
Type or print the form clearly.
1. APPLICANT INFORMATION
Name of Group/Organization:
Is this a non-profit organization: □ Yes □ No Tax ID # (Non-profit only):
If a non-profit, attach copy of 501(c)3 determination letter Applicant Name/Person Responsible: Title:
Phone: Alternate Phone:
Email Address:
Website Address:
City of Richmond business license # (if applicable):
Name and location of facility of interest:
Date, Times, Months, Hours needed:
Briefly describe your organization’s history, mission, and reason for partnering with the Community Services-Recreation (Attach additional sheets if necessary) Are other organizations collaborating with you on this project? Name them and describe their role of contribution? (Attach additional sheets if necessary)
Who is your Community Services-Recreation contact (if applicable)? Name and Email Address:
2. PROJECT DESIGN
Please be as complete as possible. Attach additional pages if necessary. 8 Provide a description of the proposed partnership activity or program.
Who is the target audience for your program? What is the age range? How many individuals will you have the capacity to serve?
What is your recruitment plan for getting individuals to participate in this program(s)? Describe which specific areas of the facility you will be needing? For example, community center gym, multi-purpose room, specific room, park, field, etc.
Has your organization led this activity/program in the past at another location? If yes, when and at which location(s)?
How does the proposed partnership align with the Community Services-Recreation’s mission, vision and values?
Why is your organization interested in partnering with the Community Services-Recreation? Please individually list and discuss the benefits (monetary and non-monetary) for your organization.
Describe any enhanced ADA accessibility needs for your program.
3. BENEFIT TO RECREATION AND PUBLIC
Does Community Services-Recreation already offer a service or program similar to the one you are proposing? If so, why would adding another be a good idea? Describe the specific public benefits (i.e., environmental, social or cultural benefits, increased access to programming, etc.) your proposed partnership will generate.
How will you measure those public benefits to demonstrate if the partnership is meeting its goals? (Regular public benefit reports are required as part of any Partnership) 9 Does your proposal increase Community Services-Recreation’s capacity to support underserved communities? If so, how?
4. PROJECT FUNDING AND BUSINESS OFFER
What is the estimated total cost of your partnership proposal? Provide a copy of your organization’s current year budget. Provide a proposed budget for your program offer.
What in-kind support does the proposal request from Community Services-Recreation? What would it be used for?
Does the proposal include an expectation that it would generate revenues? If so, what is the revenue source? What portion of revenues would be directed to Community Services-Recreation? Describe any anticipated fees you may charge and how you will address financial barriers for participation?
Are you requesting a reduction or waiver of fees as part of your partnership proposal? If so, please describe.
5. SUPPORT FOR YOUR PROJECT
Please list community and public support for this proposal.
6. COMMUNITY SERVICES-RECREATION FIELD PARTNER APPLICATION (IF APPLICABLE)
Providing routine and minor maintenance services is part of our partnership program. Select from below and/or add any specific maintenance tasks your organization will offer. o Remove trash and debris. How many times per week?
o Remove weeds and vines from around trees, plants, shrubs, fences and/or park buildings.
How many times per week?
o Coordinate quarterly community clean ups and/or beautification events. During which months?
o Prepare and/or line ball fields.
o Remove graffiti.
o Rake leaves as needed.
o Other services