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Date: To: From: Subject: AGENDA BILL Agenda Item No. 5(C) April3, 2012 El Cerrito City Council Christopher Jones, Acting Recreation Director Approval of Co-Sponsorship for the use of the Community Center Garden 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 the Community Center Garden Room for two hour meetings, once per month January to July 2012, and Cerrito Vista Park on July 21 and 22, 2012 and waive all fees associated with the use of these facilities. A vail able 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. BACKGROUND/ANALYSIS The American Cancer Society Relay for Life 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 1 of2 ---PAGE BREAK--- Agenda Item No. S(C) 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 insure 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 $2,100 for the use of the meeting room for fourteen hours and Cerrito Vista Park on July 21 and 22 in support of El Cerrito's Relay for Life Event. Reviewed by: ~ Scott Hanin City Manager Attachment: 1. Proposed Resolution ---PAGE BREAK--- RESOLUTION NO. 2012 -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 ONCE PER MONTH FROM JANUARY TO JULY 2012 AND CERRITO VISTA PARK, JULY 21sT AND 22ND BY THE AMERICAN CANCER SOCIETY FOR RELAY FOR LIFE EL CERRITO AND WAIVE ALL FEES AS SOCIA TED 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 once per month from January to July 2012 and Cerrito Vista Park July 21 51 and 22nd; 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 that the City Council of the City of El Cerrito hereby approves the use of an available meeting room from January to July 2012 and Cerrito Vista Park July 21st and 22nd 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--- I CERTIFY that at a regular meeting on April3, 2012 the City Council of the City of El Cerrito passed this Resolution by the following vote: AYES: NOES: ABSENT: COUNCIL MEMBERS COUNCIL MEMBERS COUNCIL MEMBERS IN WITNESS of this action, I sign this document and affix the corporate seal of the City ofEl Cerrito on April , 2012. Cheryl Morse, City Clerk APPROVED: William C. Jones, III, Mayor