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AGENDA BILL Agenda Item No. 5(D) Date: March 5, 2013 To: El Cerrito City Council From: Christopher Jones, Recreation Director Subject: Co-Sponsorship Application – El Cerrito Community Garden Network ACTION REQUESTED Adopt a resolution authorizing the City Manager or designee to grant co-sponsorship status to the El Cerrito Community Garden Network for use of City Parks and Recreation facilities. BACKGROUND The El Cerrito Community Garden Network is an El Cerrito based organization that is a project of the Berkeley Partners for Parks, a non-profit, 501(c)3 corporation. The purpose of the network is: 1. To create and support a network of community gardens that grow food and native plants in El Cerrito that are open to everyone; 2. Support and maintain the Demonstration Community Garden currently at Fairmont Park; and 3. Identify space for a permanent Community Garden and to secure outside funding for its construction. The El Cerrito Community Garden Network was formed in 2010 and currently has 10 key volunteers. They maintain a list of over 200 El Cerrito residents (and growing) who are interested in their efforts. They have worked closely with City Staff and the Berkeley Partners for Parks to position them for outside funding and to create a structure that can manage future gardens. Their goals are to create a network of community gardens throughout El Cerrito that are open to everyone that grows food and native plants. Co-Sponsorship by the City will formalize the growing relationship between the Network and City and provide access to City facilities for Network activities and meetings. Any proposal(s) for permanent garden locations will be brought to the Park and Recreation Commission for a recommendation to the City Council. 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 included provisions that would assist community organizations in making public facilities and other services available for the growth and continuation of ---PAGE BREAK--- ---PAGE BREAK--- Agenda Item No. 5(D) Attachment 1 RESOLUTION 2013 – XX RESOLUTION OF THE CITY COUNCIL OF THE CITY OF EL CERRITO AUTHORIZING APPROVAL OF CO-SPONSORSHIP STATUS FOR THE EL CERRITO COMMUNITY GARDEN NETWORK AND AUTHORIZING APPLICATION OF CO-SPONSORSHIP RATES ASSOCIATED WITH THE USE OF PARK AND RECREATION FACILITIES AS ESTABLISHED IN THE 2012-13 MASTER FEE SCHEDULE. 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 El Cerrito Community Garden Network desires use of and access to City Park and Recreation facilities to further their goal of establishing a network of community gardens throughout El Cerrito; and WHEREAS, the El Cerrito Community Garden Network works closely with City Staff and outside organizations to identify funding and logistical support for the eventual establishment of permanent community gardens open to all; 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 El Cerrito; and WHEREAS, public facilities are to be used to benefit the El Cerrito community. NOW THEREFORE, BE IT RESOLVED by the City Council of the City of El Cerrito that it hereby approves co-sponsorship status for the use of park and recreation facilities by the El Cerrito Community Garden Network and authorizes application of the co-sponsorship rates as established by the 2012-13 Master Fee Schedule for the use of City 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 March 5, 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 ---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 of El Cerrito on March 2013. . Cheryl Morse, City Clerk APPROVED: Gregory B. Lyman, Mayor ---PAGE BREAK--- K:\General\Administrative Policies & Procedures\General Administration\I A 5 city co-sponsorship and grants.doc 1 CITY OF EL CERRITO NUMBER: I A 5 DATE: October 2005 ADMINISTRATIVE POLICY/PROCEDURE AUTHORITY: City Manager SUBJECT: CITY CO-SPONSORSHIP AND GRANTS Scott Hanin PURPOSE: To formalize the process by which groups are permitted use of public facilities at a reduced cost and/or receive priority use or apply for special support through the community service grant funding program. POLICY: It is the policy of the City of El Cerrito to recognize the community’s co-sponsored organizations that provide valuable community service; to assist these organizations by providing special fee rates for use of City facilities; to insure that public facilities are used to benefit the El Cerrito community; to encourage and assist co-sponsored community organizations to complete projects and interact socially to the benefit of the whole community; to make available community service grants for the enhancement of the community. APPLICATION: This policy applies to all groups meeting the following co- sponsorship criteria: A. Membership Practice – Groups must be an El Cerrito based organization as verified by their 501(c)(3) (non-profit number) or as determined by the Council. The organizations’ membership practices must promote understanding among the diverse segments of the community. B. Political Advocacy – Groups established primarily for advocating a political position will be ineligible for community based, non-profit facility use or community service grants. C. Community Involvement – Groups are eligible if they by their existence improve and support the community’s quality of life. Organizations which practice discrimination or which may be divisive in the community will not be approved. Agenda Item No. 5(D) Attachment 2 ---PAGE BREAK--- K:\General\Administrative Policies & Procedures\General Administration\I A 5 city co-sponsorship and grants.doc 2 D. Community Service – Groups seeking co-sponsorship must demonstrate through a range of programs or projects that their membership is providing an improvement to the community at large. Examples of community service projects and programs provided by community organizations are: graffiti removal; beautification, such as landscaping, litter removal and donation of equipment to enhance City facilities and programs; volunteer service in City-sponsored programs; improvements to City facilities. PROCEDURE: A. Community organizations desirous of co-sponsorship shall complete and submit the attached application (Co- Sponsorship & Community Based, Co-Sponsored Facility Use and Grant Application) to the Community Center, 7007 Moeser Lane, El Cerrito. The initial application must include a copy of the organization’s constitution or by-laws, a copy of the non-profit tax I.D. number, a current list of officers, the name of the person and one alternate authorized to apply for recognition, an annual activity report and a list of community services provided to the residents of El Cerrito. If financial assistance from the City is requested, the application should be submitted in conjunction with the City’s budget process. If no financial assistance is requested, then the application may be submitted at any time during the year. B. Community organizations seeking renewal of co-sponsorship status and/or financial assistance shall submit the attached application and include the following: an annual activity report, revisions of constitution or by-laws, an updated officers’ list, the name of the person and one alternate authorized to apply for recognition and projects completed which benefited the community of El Cerrito. If financial assistance from the City is requested, the application should be submitted in conjunction with the City’s budget process and include an estimate of expenses. If no financial assistance is requested, then the application may be submitted at any time during the year. C. Recreation Department staff shall review all submitted applications and documentation provided. The Department Head shall cause an agenda item to be prepared for City Council consideration at any time during the year for those community groups that have not requested financial assistance from the City. It is within the Recreation Director’s ---PAGE BREAK--- K:\General\Administrative Policies & Procedures\General Administration\I A 5 city co-sponsorship and grants.doc 3 discretion to grant approval for an event or activity for a limited period of time pending Council action. If the City Council should reject the request, the organization that had received temporary approval shall reimburse the City any relevant costs or fee. The Recreation Director shall submit an agenda item listing the community groups requiring financial assistance accompanied by applications and accompanying documentation, including expense estimates, in conjunction with the City’s budget process. D. The City Clerk shall place the agenda item for those groups recommended by the Recreation Department on the consent calendar under the heading “Co-sponsored Groups.” E. Community groups seeking co-sponsorship and/or community service grant funding shall have a representative from the organization in attendance at the Council meeting in which their request is scheduled for consideration. The representative should be prepared to respond to any questions that may arise regarding the organization and its request. F. The City Council shall review the material submitted. With the goal of maximizing services to the community, the City Council shall generally make support services that do not require an additional burden of the City’s general fund reasonably available to eligible community groups. These support services typically consist of reduced rental fees for facilities in accordance with co-sponsorship, priority use of City facilities when not in use by City sponsored activities and reservations of special activities at the Community Center for up to one year. Further, the City Council may review the qualifications of an approved organization at any time to insure ongoing qualification under the guidelines. G. Co-sponsored groups shall complete a facility application, if needed, at least one month prior to any scheduled event. All City facility reservation rules must be followed. Groups that are granted reduced fees are required to pay the deposit amount and the hourly rate for any use under this policy. H. Co-sponsored groups that require ongoing use of City facilities or fields, such as youth baseball, soccer or independent ---PAGE BREAK--- K:\General\Administrative Policies & Procedures\General Administration\I A 5 city co-sponsorship and grants.doc 4 schools, shall be required to pay the appropriate maintenance enhancement fees. I. Recreation staff shall insure that recognized co-sponsored community groups comply with all of the facility reservation rules. Abuse of the rules by the co-sponsored group shall be cause for revocation of the benefit granted. J. At the conclusion of the event, Recreation staff will prepare an event summary form that represents the total costs of the program. These charges will be based on: 1) an estimate of the facility costs, based on the number of hours and the amount of rooms needed for the event; 2) an estimate of personnel costs, based on the number of staff required to assist in the planning, set-up, activity and clean up of the event and 3) variable costs, such as utility costs and additional supplies necessary to operate the event. The event summary form shall be forwarded to the City Council and the community group person listed as the event organizer. K. The City, through the Recreation Department, reserves the right to cancel a co-sponsored group’s activity. It is anticipated that this would be a rare occurrence and all efforts would be made to allow adequate time for the group to adjust their schedule. ---PAGE BREAK--- K:\General\Administrative Policies & Procedures\General Administration\I A 5 city co-sponsorship and grants.doc 5 CITY OF EL CERRITO CO-SPONSORSHIP & COMMUNITY BASED CO-SPONSORED FACILITY USE AND GRANT APPLICATION Submit to: Deadline: City of El Cerrito Recreation Department 7007 Moeser Lane El Cerrito, CA 94530 Please complete the following application using the instructions provided on the last page of this application. You may attach additional pages if necessary. Name of Contact 1. Name: Contact 2. Federal Tax ID # or Social Security Eligibility Requirements: Please answer the following questions: Have you or will you be receiving funding in 2012 for this program from other sources? Yes No Are you aware of any other City program providing this service? If so, which one? Program Description / Scope (please use additional pages if necessary) Describe your program: How does or will this program benefit the El Cerrito Community? % of El Cerrito Residents Served________ El Cerrito Community Garden Network / Berkeley Partners for Parks [EMAIL REDACTED] n/a Robin Mitchell [PHONE REDACTED] xxxx 94-3228356 (We are a project of Berkeley Partners for Parks) The Senior Center has a few garden boxes for rent but they are only for Seniors We want to create a network of community gardens in El Cerrito, open to everyone, to grow food, flowers (including California native plants), and community. Our first objective is to establish a community garden in the City of El Cerrito Fairmont Park. The attached brochure shows a conceptual design of the garden. It will provide gardening space for people who can not otherwise garden, produce nutritious food, provide recreation, strengthen community, beautify the neighborhood Pam Austin 415- The El Cerrito Community Garden Network would like to be co-sponsored by the City of El Cerrito in order to use city facilities and potentially apply for funding potentially 100% by beautifying Fairmont Park along the Ohlone Path, planting native plants. Currently serving 1% (~200 people are on our mailing list) in the future (no funding is currently requested). Agenda Item No. 5(D) Attachment 3 ---PAGE BREAK--- K:\General\Administrative Policies & Procedures\General Administration\I A 5 city co-sponsorship and grants.doc 6 Applicant Background: This applicant is a Non-Profit For Profit Local Public Agency State Public Agency Years In Number of Number of (Please attach an organization chart, if available.) Names of Officers and Board Directors: Name: Title: Experience In Program Area: Financial Capabilities / Budget: Current funding sources and levels: Previous City funding received or requested in the past three years: (Please attach a budget for program request including funding schedule.) we have been meeting since 2010 no paid employees approx 10 core volunteers with an email list of over 200 interested people None We currently do not have a funding source, but now that we have a non-profit fiscal sponsor (Berkeley Partners for Parks) we have started applying for grants and developing a fund raising plan. Berkeley Partner for Parks, our parent organization, has experience running community gardens in Berkeley. We also have members in our organization who have experience with organizing community gardens, volunteer recruitment and management, fund raising experience, and non-profit administration. We are not currently applying for funding from the City of El Cerrito and therefore a budget is not attached. Robin Mitchell We do not have a board of directors, but instead have a Steering Committee. Our parent organization, Berkeley Partners for Parks, has a board. Chairperson Pam Austin Treasurer Kate Creps Secretary Tsering Yankey Outreach Coordinator See attachments which include a list of activities we have participated in, as well as a list of current projects. ---PAGE BREAK--- Reportin g Req uirements: A repoft on how the funds were spent will be required to be filed with the City annually, or when funds are spent, whichever comes first. Proof of program expenses are required to be held for two years, during which time the City reserves the right to audit the records. We agree to adhere to the reporting requirements described above. Yes *eo( Certification: We, the undersigned, do hereby attest that the above information is true and correct to the best of our knowledge. (Iwo signatures required) rt -t - Title r K:\General\Administrative Policies & Procedures\General AdministrationV A 5 city co-sponsorship and grants.doc ---PAGE BREAK--- El Cerrito Community Garden Network History January 2013 The El Cerrito Community Garden Network (ECCGN) was founded in 2010 with the goal of establishing a community garden in El Cerrito. We have been working with the City of El Cerrito since our inception, and have mutually identified a city park, Fairmont Park, as a potential site for a community garden. In the fall of 2010, we held a community meeting at City Hall to present the idea of a community garden to the general public, which was received enthusiastically. In 2011 & 2012, we have been building support for the garden through community activities such as local fairs and events, where we have distributed brochures about plans for the garden, general gardening information, and hundreds of free vegetable seedlings grown by volunteers. In April 2012, as one of the El Cerrito Earth Day Projects, we built two “demonstration” garden boxes at Fairmont Park to give residents a sense of the possibilities for a community garden. The project was written up in the local El Cerrito Patch ( http://elcerrito.patch.com/articles/community-garden-sprouts- during-earth-day With the El Cerrito Garden Club, we sponsored a “Veg Mob” garden vegetable swap during the summer months of 2011 and 2012. We have also established two projects to introduce California native plants to the landscape. The first is the Senior Center Circle, which is now in it’s third year of growth. There are several perennial native shrubs and a bright show of annuals each spring, in particular poppies. A more recent project is establishing California native plants on the city-owned path property between Shevlin Court and King Drive in the hills. After the rains started during the fall of 2012, several volunteers planted perennial and annual native plants along the bottom of the path area, in consultation with City staff. We have recently become a project of Berkeley Partners for Parks, a local non-profit which provides us 501(c)3 status. We have established a Steering Committee which includes a representative from the Community Health for Asian Americans as well as the Executive Director of San Francisco’s Heart of the City Farmers Market who has experience organizing community gardens. The following are the community events and activities we have participated in during 2011 and 2012: Presentation on Community Gardens to El Cerrito Co-Op Preschool, November 2012 Presentation to 30 children and 10 parents about the El Cerrito Community Garden Project American Cancer Society Relay For Life, Care Giver Corner, El Cerrito, July 21-22 Made 50 flowering potted plants to give to cancer patient care givers for the El Cerrito Relay for Life event El Cerrito 4th of July Celebration, July 2012 Shared a table with the Environmental Quality Committee, gave away 100+ vegetable seedlings, handed out information about gardening in general and the community garden in particular. El Cerrito Bike To Work Day, May 10, 2012 Made 300 seed packets (purple pod beans, salad mix, rainbow chard) and put them in the Bike To Work bags that were handed out. Our name and Website URL were on the seed packets. El Cerrito Street Play Day, April 29, 2012 We had a table at this event, and gave away our remaining seedlings and seeds, as well as handouts about growing fruits and veggies in El Cerrito El Cerrito Earth Day, April 21, 2012 We built two garden boxes at Fairmont Park We had a table at the noon-time celebration at the Community Center we gave out approx 100 veggie seedlings as well as seed packets El Cerrito 4th of July Celebration, July 2011 ---PAGE BREAK--- Earth Day 2012 Celebration Plant Giveaway Shared a table with the El Cerrito City Environmental Quality Committee, handed out information about gardening in general and the community garden in particular. El Cerrito Earth Day, April 2011 We had a table at the noon-time celebration at the Community Center we gave out 100+ veggie seedlings as well as seeds EMAIL: [EMAIL REDACTED] WEBSITE: Earth Day 2012 Demonstration Garden Box Construction with boxes in full bloom later in the year. ---PAGE BREAK--- Senior Center Circle with California native plants in full bloom. ---PAGE BREAK--- What Is a Community Garden ? A community garden is any piece of land that is gardened by a group of people – it’s a cooperative enterprise. It can grow Flowers & herbs Vegetables & fruit Community It can be One community plot Many individual plots It can be run by Non-profit / volunteers Schools Cities / Counties Hybrid – City + Volunteers Several cities in the Bay Area organize their community gardens as a hybrid structure, where the city’s parks department provides the land and maintenance, and the gardens are run by volunteer groups. This is the model we propose for El Cerrito. El Cerrito Community Garden Network A group of El Cerrito residents interested in creating a network of community gardens in our town ---PAGE BREAK--- Benefits of a Community Garden Provide gardening space for people to grow food and flowers Produce nutritious food and conserve resources by growing food locally Introduce children to the joys of gardening Provide recreation, relaxation, exercise, and therapy Meet other gardeners / learn new gardening skills Connect with nature Strengthen neighborhood relationships Beautify the neighborhood What does it take to sustain a garden ? Planning, design, public support Building the garden – knowledge, materials, labor Participation & stewardship Programming & associated resources Ongoing outreach & engagement Fairmont Park Fairmont Park, south of the El Cerrito Senior Center running along the Ohlone Path, has been identified as a potential city park that could accommodate a community garden. The City of El Cerrito is in general agreement that this park would be an appropriate site. The next step is to begin raising funds to build the garden infrastructure and improve the non-garden area of the park. Once funds for the garden are raised, a design effort can begin and the City will hold public meetings to get input from neighbors and other residents who use the park. Other Network Possibilities Educational workshops Grow food for local food banks Glean fruit from back yards Share back yard garden space Help back yard gardeners Help with school gardens Next Steps The El Cerrito Community Garden Network is currently an informal group of residents. We are working on the next steps in the process of making a Community Garden a reality. Our current work includes: Researching other local community gardens Obtaining a fiscal sponsor Forming a non-profit organization Exploring fund-raising activities including writing proposals for grants Designing the garden, determining the budget If you are interested in helping us with these organizational issues, and/or you have knowledge or talent in these areas, please email [EMAIL REDACTED] Visit our website, which contains information about the Community Garden effort as well as gardening in general: elcerritocommunitygarden ---PAGE BREAK--- Berkeley Partners for Parks (BPFP) Address: Berkeley Partners for Parks PO Box 13673 Berkeley, CA 94712 Website: http://www.bpfp.org/ Online documents http://www.bpfp.org/index.php/bpfp-official-documents/ Officers: John Steere, President Charlie Bowen,Chair Barbara West, Treasurer Administrative Assistant/Bookkeeper: Lily Hill Bylaws Summary Adopted March 1994, and amended Oct 1996 Summary prepared by John Caner July 10, 2003 Members (2 classes) 1. Contributing Members (non-voting) are persons who donate funds or assets to BPFP with right to participate in all meetings and activities, but no voting rights. 2. Formal Members (voting) subject to following qualifications: a. Member of Adopt-a-Park Group that has joined City of Berkeley Adopt-a-Park program b. Group has at least 5 active participants c. Member is authorized by Group to represent Group with BPFP d. Only one Member per Group e. Member or proxy attend at least 5 BPFP meetings a year f. Payment of $25 Adopt-a-Park Group member fee 3. Member termination: a) BoD determines seriously prejudicial conduct, b) failure to attend 5 meetings per year, c) written notice from Group that new representative or member has left Group, d) failure to pay dues within 30 days of notice. 4. Expulsion upon 15 days of written notice, with opportunity to appeal. Member Meetings 1. Annual Member Meeting in January to elect BoD 2. Meetings 3rd Thursday of each month 3. Special Meeting called by Chairperson, President, BoD, or 1/3 of members with 10 to 90 day notice. 4. Quorum of 50% members, and action taken with majority vote. ---PAGE BREAK--- 5. Action without Member meeting if all Members consent in writing to such action. Board of Directors (BoD) (2 types) 1. Total number of 3 to 15 Directors, as determined by vote of membership. 2. Member Directors: a. Elected by BPFP Members 3. At-Large Directors: a. Up to 4 At-Large Directors, elected by Member Directors b. Cannot be equal or exceed number of Member Directors c. Vote as Directors but not as BPFP Members. 4. Directors elect Chairperson that presides over BoD meetings 5. Directors fill mid-term vacancies 6. BoD can remove a Director: for a) cause, b) without cause with Director opportunity to communicate opposition, c) resignation 7. No BoD compensation other than approved expense reimbursement 8. BoD may not consist of more than 49% interested parties. 9. BoD Committees established by BoD with minimum of 3 persons 10. Each member has right to inspect books BoD Meetings: 1. Quorum with 1/3 of Directors (with no fewer than 2 Directors or 1/5 of authorized Directors), and action taken with majority vote 2. Special BoD meeting may be called, by Chairman, President, two officers, or 1/3 of directors, with 7 day notice. 3. Action without BoD meeting if all Directors consent in writing to such action. 4. BFPF will indemnify Directors as permitted by law. Officers 1. Elected by BoD at annual meeting: a. President- presides over member meetings and acts as CEO b. Vice President- acts as back-up to President c. Secretary- record, minutes, votes, notices, member book d. Treasurer- manages funds, records, disbursements 2. Can serve concurrent positions except Pres & Secretary, or Pres & Treasurer 3. No compensation for any officers Reports 1. Annual Report for Treasurer or independent accountants including Income Statement, Balance Sheet, and Change in Assets 2. Annual Statement regarding interested parties, transactions over $50,000, or officer reimbursement over $10,000 Amendments: 1. Amendment of bylaws by vote of BoD ---PAGE BREAK--- j 1. TNTERNAL REVENUE SERVIEE DIRECTOR P. o. ,BOX 250g OH 4520L Date: ^ A v.'L's' .MAR 23 lggg BERKELEY PARTNERS FOR PARKS PO BOX L3573 BERKEtEY, CA g47L2-4673 DEPARTMENT OF THE TREASURY oear ap$iicanr: .r _ rhie modifiee our letsre" :f:ll.-,1o:r: lr_:li:l srared rhar you a privare rounc,arion unrir the your exempr srarus under FfS_rnrernat Revenue code as an orsanization discriu"a i" tji'iJ_"ritl in effecl. Baged on rhe information vou. submittiJ, -iI-rr"rr" determinei-trr"t you are ,roi . private foundarion wirhin- tr..-*Jiid, "u"riorr"'i6iT.r^or Ln" coJ.-iJ"",rr" you are an orsanization of tr'" tvl" a'J"I=ir"a r".J iio (vi) . Grantors and. contributors rnternal .;di;"ilH i:l{":".:hie determj.narion unrees rhe roee vour secri.on 50e(a) ril-"e.r..", " si.r,i;r":iliiiiul;""*$::i iii"; thls dererminarion ii'rr"';; was in-pa"l-iuiporr"iui"-i"i, o" aware of , the act or failure- co act, or trru ""r"d"ii.iTr maEerlal "t"r,g. on the part of rhe organizaEion that r"""ri!a-i' etatuE, o"-if he or she ;:ffiT3 ffi;l:t: :fil:li"$::rI*#krlr ,ha, you rf we have indicar,ed .ni.n::ui:g_:, Sl: rhar "lo"rrourn applies, rhe addena,u """rJr.i'r, an inIegr"ilf,""t of this 'erter. Bceausc thls 1ctter could help sF-g_olve anv roundation sraruE, i. in yolr p"*1"#ff*lllof""r your privare ff you have _i _ telephonl;;il; :lI S:*t$:;:t"ase con.act rhe person whose name and Sincerely yours, id- Fu r- r.v District Direct{r Employer rd,entif ication Numb€r: 94 -32283 55 DLN: L7053o 44750009 Contact person: JOSEPH KEVTN PIIEGLEY Contact Telephone Number: (8771 Bzg-sBoo Our Letter Dated: August L995 Addendum Apptries: No ID* 31184 Iretter 1050 (oolqg1