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AGENDA BILL Agenda Item No. 5(E) Page 1 of 2 Date: June 18, 2013 To: El Cerrito City Council From: Christopher Jones, Recreation Director Subject: Approval of Co-Sponsorship for the Use of a Community Center Room and Cerrito Vista Park by the American Cancer Society for Relay for Life El Cerrito. ACTION REQUESTED Adopt a resolution approving City co-sponsorship for the American Cancer Society Relay For Life, El Cerrito. Approval of co-sponsorship will make available a Community Center Room for 1.5 hour meetings, twice per month December 2012 to August 2013, and Cerrito Vista Park on July 20 and 21, 2013 and waive all fees associated with the use of these facilities. Available rooms or clubhouses will be used for the Relay Event planning meetings in order to prevent conflicts with potential rentals. Cerrito Vista Park will be used for the Relay itself. Per the co-sponsorship policy, the Relay for Life has been meeting at the Community Center, at no cost, at the discretion of the Recreation Director. BACKGROUND/ANALYSIS The American Cancer Society Relay for Life (Relay) is a life changing event that gives everyone in communities across the globe a chance to celebrate the lives of people who have battled cancer, remember loved ones lost, and fight back against the disease. At Relay, teams of people camp out at a local high school, park, or fairground and take turns walking or running around a track or path. Each team is asked to have a representative on the track at all times during the event. Because cancer never sleeps, Relays are overnight events lasting up to 24 hours in length. The Relay for Life event began in 1985 when Dr. Gordy Klatt, a colorectal surgeon in Tacoma, Washington, ran and walked around a track for 24 hours to raise money for the American Cancer Society. Since then, Relay has grown from a single man’s passion to fight cancer into the world’s largest movement to end the disease. Each year, more than 3.5 million people in 5,000 communities in the United States, along with additional communities in 20 other countries, gather to take part in this global phenomenon and raise much needed funds and awareness to save lives from cancer. Thanks to Relay participants and communities, the American Cancer Society continues to save lives. ---PAGE BREAK--- Agenda Item No. S(E) On February 7, 1977 the City Council established a co-sponsorship policy that would assist community non-profit organizations in providing leisure services to El Cerrito residents. The policy provides assistance to community organizations to make public facilities and other services available for the growth, continuation of programs, and to ensure that public facilities are being used for the best welfare of the community. On October 6, 1980, the City Council amended the co-sponsorship policy on the recommendation of the Park and Recreation Commission. This policy governed the relationship between the City and non-profit organizations in the provision of recreation programs in the community. The policy was adopted to formalize a procedure in which groups would receive the use of public facilities at a reduced cost and provide priority usage of City facilities. On March 19, 2001, the City Council approved a process to review all requests from community based organizations, co-sponsored facility use and funding. Co-sponsored groups receive the financial benefit of reduced or free facility use in lieu of asking the City for a monetary donation. FINANCIAL CONSIDERATIONS Staff proposes waiving fees in the amount of $2,300 for the use of the meeting room for twenty-one hours and Cerrito Vista Park on July 21 and 22 in support of El Cerrito's Relay for Life Event. ScottHanin City Manager Attachment: 1. Resolution 2. Co-sponsorship Application ---PAGE BREAK--- Agenda Item No. 5(E) Attachment 1 RESOLUTION NO. 2013 –XX RESOLUTION OF THE CITY COUNCIL OF THE CITY OF EL CERRITO AUTHORIZING APPROVAL OF CO-SPONSORSHIP FOR THE USE OF AN AVAILABLE MEETING ROOM TWICE PER MONTH FROM DECEMBER 2012 TO AUGUST 2013 AND CERRITO VISTA PARK, JULY 20th AND 21st 2013 BY THE AMERICAN CANCER SOCIETY FOR RELAY FOR LIFE EL CERRITO AND WAIVE ALL FEES ASSOCIATED WITH THE USE OF THE ROOM AND PARK WHEREAS, on March 19, 2001 the City Council approved a process to review all requests from community based organizations for facility use and funding; and WHEREAS, the City provides support for community based, co-sponsored organizations; and WHEREAS, community organizations through their design, improve and enhance the quality of life in El Cerrito; and WHEREAS, public facilities are to be used to benefit the El Cerrito community; and WHEREAS, the American Cancer Society would like to utilize an available meeting room twice per month from December 2012 to August 2013 and Cerrito Vista Park July 20th and 21st for the Relay for Life Event; and WHEREAS, the American Cancer Society intends on hosting El Cerrito’s Relay for Life at Cerrito Vista Park; and WHEREAS, communities from across the globe will have a chance to celebrate the lives of people who have battled cancer, remember loved ones who lost or fought back against the disease; and WHEREAS, the City has provided support to past Relay for Life events in El Cerrito. NOW THEREFORE, BE IT RESOLVED by the City Council of the City of El Cerrito that it hereby approves the use of an available meeting room from December 2012 to July 2013 and Cerrito Vista Park July 20th and 21st for co-sponsorship of the American Cancer Society for Relay for Life El Cerrito and waives all fees associated with the use of room and park by the American Cancer Society Relay for Life El Cerrito team. BE IT FURTHER RESOLVED, that this Resolution shall become effective immediately upon its passage and adoption. ---PAGE BREAK--- Agenda Item No. 5(E) Attachment 1 I CERTIFY that at a regular meeting on June 18, 2013, the City Council of the City of El Cerrito passed this Resolution by the following vote: AYES: COUNCIL MEMBERS NOES: COUNCIL MEMBERS ABSENT: COUNCIL MEMBERS IN WITNESS of this action, I sign this document and affix the corporate seal of the City of El Cerrito on June X, 2013. . Cheryl Morse, City Clerk APPROVED: Gregory B. Lyman, Mayor ---PAGE BREAK--- Agenda Item No. 5(E) Attachment 2 ---PAGE BREAK--- ---PAGE BREAK--- ---PAGE BREAK--- ---PAGE BREAK--- ---PAGE BREAK--- ---PAGE BREAK---