CITY COUNCIL: Resolution Approving a Reduced Rental Fee at Vista Lobos for Two Nonprofit Groups, Science of the Soul & Sun Street Centers

Meeting Date: February 7, 2012
Prepared by: Heidi Burch

City Council
Agenda Item Summary

Name: Consideration of a Resolution approving a reduced rental fee at Vista Lobos for two nonprofit groups, Science of the Soul and Sun Street Centers.

Description: On July 12, 2011, City Council approved Resolution 2011-38, adopting a new fee schedule for Community Service, including setting the room rental fee at $110 for residents for use of Vista Lobos for a block of four hours and $150 for non-residents. Two of the current user groups have requested. fee reductions.

Science of the Soul is a religious study group that has rented space at Vista Lobos for 16 years for its weekly meetings, held on Sunday mornings from 9:00-11 :00· a.m. This month, the group has begun paying the adopted $110 per meeting.

For the past year, another nonprofit group, Sun Street Centers, has rented Vista Lobos for its weekly meetings, which are held on Tuesday evenings from 4:00-8:00 p.m. SSC is not currently paying the adopted rate. sse is a 501c3 organization authorized by the Monterey County judicial system and the California Department of Motor Vehicles to conduct an educational program for drivers who have been cited for DUI or narcotics violations.

Both Science of the Soul and Sun Street Centers have requested the City keep their rental payment at the prior level of $55, as they are nonprofit groups that cannot afford to pay the higher rate of $110. Science of the Soul, however, indicated it would be willing to pay up to $70 per meeting; Sun Street Center requests continuing paying the prior rate of $55 per four hour meeting.

Financial Impact: If Council chooses to consider a different rate structure, the financial impact will need to be determined. Any Council action reducing fees would result in lost budgeted revenue.

Staff Recommendation: Staff recommends Council not adopt the proposed Resolution. Staff recommends Council re-evaluate the fee schedule for the use of Vista Lobos rather than granting individual fee reductions.

Important Considerations:
The four current user groups pay what amounts to hourly rates that range from $2.30 to $55 per hour. In light of this disparity, Council may wish to implement a more equitable and consistent fee schedule rather than waiving or reducing fees at this time.

Decision Record:
On July 12, 2011, City Council adopted Resolution 2011-38, approving revisions to the Community Services fee schedule. (Attachment "A")

Reviewed by:

Jason Stilwell, City Administrator Date

CITY OF CARMEL-BY-THE-SEA
CITY COUNCIL
RESOLUTION 2012-
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA APPROVING THE REQUESTS FOR REDUCED ROOM RENTAL FEES AT VISTA LOBOS FOR TWO NONPROFIT GROUPS, SCIENCE OF THE SOUL AND SUN STREET CENTERS_______________________________________________________

WHEREAS, on June 14, 2011 City Council approved Resolution 2011-38 which
set a fee schedule for Community Services, and included a room rental fee for Vista Lobos at $110 for residents for four hours; and

WHEREAS, two nonprofit organizations, Science of the Soul and Sun Street
Centers, which are both weekly users of Vista Lobos, have requested the City provide a reduced rental fee; and

WHEREAS, both groups have expressed their inability to pay the current rates adopted by Council.

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA DOES RESOLVE AS FOLLOWS:

1. To approve the requests for reduced room rental fees at Vista Lobos for the nonprofit groups Science of the Soul and Sun Street Centers.

PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA on this 7th day of February 2012, by the following roll call vote:

AYES: COUNCIL MEMBERS:
NOES: COUNCIL MEMBERS:
ABSENT: COUNCIL MEMBERS:

SIGNED:


______________________
SUE McCLOUD, MAYOR

ATTEST:


______________________
Heidi Burch, City Clerk

Attachment “A”
Community Activities Fee Schedule
(adopted 7/12/11)

Description Fee
Insurance $1M
Special Event Permit $150
Film permit $250
Wedding w/props-Beach
Corp events-Beach
Deposits/damage $100 at Vista Lobos
Monitor/Security fee
Parks (Devendorf Park) $400/4 hrs plus $300 extra per hr
$350 Refundable deposit
Beach area $400 plus $200 (refundable damage
deposit
Beach volley ball courts
Sound permits $25 ea
Community Buildings $110-4 hrs
$150 -4 hrs.
For non-residents
Parking stalls (min 2 for valet) *$100/reg
$200/Valet for private events (2 stall min)
$200/Spec. events (1)
Police staff $75 per 4 hr. min (off duty)
Fire department staff
Public works staff $500/hr per staff
Traffic cones $3 ea
Garbage/recycling cans
Barricades-Long $65 ea
A-frames $25 ea
NO PARKING signs $3 ea
Street closures $365 per block (2)
Car events

1) Special events include Car Week, PGA golf events (e.g. US Open), last two weeks of December.

2) No charge for neighborhood functions.

Description Fee
Vista Lobos Rm only $110 – 4 hours (Residents)
$150 – 4 hours (Non residents)
Vista Lobos Rm and kitchen $110 – 4 hours (Residents)
$150 – 4 hours (Non residents)

Colleen Sweet

Post Office Box 7562
Carmel, California 93921

831-624-5995
toutesweet@sbcglobal.net

September 15, 2011

Carmel-by-the-Sea
City Council
Post Office Box CC
Carmel, CA 93921

Attention: Molly Laughlin

Dear Ms. Laughlin:
I am writing this letter on behalf of the non-profit group, Science of the Soul, in regards to the increase in the use fee for the Vista Lobos Room from $55 per week to $110 per week.

Our group has been making use of the Vista Lobos Room on a weekly basis for around 12 years now, with the exception of the period when the CFD was there for a year in 2005-2006. We are a small gathering of 10 and 20 people who are very grateful to have a space to come to each week to share time together.

We understand this space needs to be rented at a rate that is equitable for the City of Carmel. It would be within our means to increase the weekly payments to $70 if this would be fair and reasonable for the City. As a group, we have been bringing our own cleaning and restroom supplies to cut down on the cost to the City and we make a point of leaving the room and restroom clean for those following us.

Thank you for giving me the opportunity to present our request before the City Council on October 4th.

Sincerely yours,


Colleen Sweet


11 Peach Drive
Salinas, California 93901

Molly Laughlin
City of Carmel-By· The-Sea
P.O. BoxCC
Carmel, CA 93921

Dear Ms Laughlin

This letter is regarding the fee increase to Sun Street Centers for use of the Vista Lobos room.

The reason Sun Street Centers requested the use of Vista Lobos, is for the access of the residents of Carmel who have been referred to our agency by the court system. We had many request from Carmel residents to have groups, which are held once a week, four times a month in the City, without the use of Vista Lobos Carmel residents would have to drive to Seaside for the groups. Driving to Seaside for our clients can be almost impossible as they have had their drivers license either suspended or extremely restricted.

We presently use one room, once a week, four times a month, for a fee of $220.00 per month,. The room never has more than 15 clients, one counselor, at a time, the only thing we use in the room are the chairs, we do not have use of anything else in the room and the counselor makes sure everything is neat, tidy and secure before she leaves for the night.

We are requesting Sun Street Centers continue paying the $220.00 per month we presently pay without a fee increase.

Thank you,


Marie Kassing
Deputy Director of Programs
Sun Street Centers