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Q, EL'~CERRIT.CI AGENDA BILL Agenda Item No. 5(0) Date: September 18, 2012 To: El Cerrito City Council From: Christopher Jones, Recreation Director Subject: Co-Sponsorship Application for El Cerrito Trail Trekkers ACTION REQUESTED Adopt a resolution authorizing the City Manager to grant free use of meeting room facilities for the El Cerrito Trail Trekker's meetings. BACKGROUND The El Cerrito Trail Trekkers is an all volunteer community group whose mission is to restore and improve public pathways in El Cerrito. The Trail Trekkers map and promote pathways and provide guided hikes and other programs. Through their work, the Trail Trekkers improve public access to trails and nature, increase safety and transit options, promote healthy exercise, and improve pathway aesthetics. The El Cerrito Trail Trekkers raise funds through memberships and grants to support their work. Members also donate materials and hours of labor towards furthering the organization's mission. The Trail Trekkers are sponsored by the El Cerrito Community Foundation, a non-profit, 501(c)3 organization. The Trail Trekkers are seeking City Co-Sponsorship to use City facilities to house their meetings (currently held at members' homes) thereby increasing community access to them and increasing the awareness of their group in the El Cerrito Community. Co- Sponsorship would also facilitate increased cooperation with the City in the maintenance and building of pathways. On February 7, 1977 the City Council established a co-sponsorship policy that provides assistance to community non-profit organizations who provide leisure services to El Cerrito residents. The policy contains provisions that assist community organizations in making public facilities and other services available for the growth and continuation of programs, and ensures 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 governs 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 ---PAGE BREAK--- Agenda Item No. 5(0) 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. for co-sponsored facility use and funding. The process separated out co-sponsorship from funding requests. ANALYSIS The El Cerrito Trail Trekker's mISSIOn and practices conform to Administrative Policy/Procedure I A 5 by increasing community involvement and service in El Cerrito as well as providing a community benefit through the improvement and creation of pathways in El Cerrito. The Trail Trekkers Network is not a non-profit 501(c)3 organization but is sponsored by the non-profit El Cerrito Community Foundation. The administrative policy allows for the City Council to determine that this organization is an El Cerrito community based organization and thus eligible for co-sponsorship which is achieved through passage of the attached resolution. FINANCIAL CONSIDERATIONS Staff proposes the waiving of associated fees (about $540 to $875 per year) associated with the use of a classroom or clubhouse for the El Cerrito Trail Trekker's meetings. In order to minimize the financial impact to the City, staff will work with the Trail Trekkers to use facilities that are not typically rented or house classes during weekday evenings. Scott anin, City Manager Attachments: 1. Resolution Page 2. ---PAGE BREAK--- RESOLUTION 2012 -:xx Agenda Item No. 5(D) Attachment 1 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF EL CERRITO AUTHORIZING APPROVAL OF CO-S,PONSORSHIP FOR THE USE OF A CLASSROOM OR CLUBHOUSE 'ON A BASIS BY THE EL CERRITO TRAIL TREKKERS AND WAIVING FEES ASSOCIATED WITH THE USE OF A CLASSROOM OR CLUBHOUSE 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 EI Cerrito Trail Trekkers would like to increase community participation by hosting their meetings at a public and accessible space; and WHEREAS, the EI Cerrito Trail Trekkers would like to use a City classroom or clubhouse for their meetings; and WHEREAS, the City provides support for community-based organizations that have made successful applications to the City for co-sponsored facility use or grants; and WHEREAS, community organizations through their design, improve and enhance the quality of life in EI Cerrito; and WHEREAS, public facilities are to be used to benefit the EI Cerrito community; and NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of EI Cerrito that it hereby recognizes the EI Cerrito Trail Trekkers as a City co-sponsored, community-based organization. BE IT FURTHER RESOLVED that the City Council approves the EI Cerrito Trail Trekker's use of a classroom or clubhouse for the purposes of meetings and classes and waives applicable fees for the usage of the facilities. BE IT FURTHER RESOLVED, that this Resolution shall become effective immediately upon its passage and adoption. I CERTIFY that at a regular meeting on September 18,2012, the City Council of the City of EI Cerrito passed this Resolution by the following vote: AYES: NOES: ABSENT: COUNCIL MEMBERS COUNCIL MEMBERS COUNCIL MEMBERS ---PAGE BREAK--- Agenda Item No. 5(D) Attachment 1 IN WITNESS of this action, I sign this document and affix the corporate seal of the City ofEI Cerrito on September , 2012. Cheryl Morse, City Clerk APPROVED: William C. Jones, III, Mayor