01-20-2015 - Item 7 - Co-Sponsorship of Parents' Place 23rd Annual Information Fair & FestivalCity of West Covina
Memorandum
TO: Mayor and City Council
FROM: Tom Mauk
Interim City Manager
BY: Chris Freeland
Deputy City Manager/Community Services Director
AGENDA
ITEM NO. 7
DATE, January 20, 2015
SUBJECT: CO-SPONSORSHIP OF PARENTS' PLACE 23r° ANNUAL INFORMATION
FAIR & FESTIVAL
RECOMMENDATION:
It is recommended that the City Council take the following actions:
1. Approve the co-sponsorship of Parents' Place 23`d Annual Information Fair and Festival on
April 26, 2015; and
2. Authorize the City Manager to waive the Temporary Use Permit Fee, Fire Permit Fee, and
Park Rental Fee.
BACKGROUND:
The City is occasionally asked by non-profit organizations (Muscular Dystrophy Association, Lions,
Elks, Rotary, Parents' Place, Kiwanis, etc.) for assistance in relation to projects, which promotes the
educational, health, social or civic programs of the community. The California Constitution,
however, prohibits cities from making gifts of public funds where such gifts benefit private parties
rather than the public as a whole. This prohibition not only applies to monetary gifts and gifts of
property, but extends to such matters as fee waivers and debt forgiveness. Therefore, it is necessary
for the City to make a determination that any assistance provided serves to benefit the public. Here,
this goal is achieved by specifically finding that the promotion of educational, health, social and
civic programs carried on by non-profit organizations constitute a valid public purpose which will
benefit the general health, safety and welfare of the community.
At the February 18, 2014, City Council meeting, the West Covina City Council instructed City staff
to seek City Council approval of any non-profit organization's request to waive City fees (i.e.
Temporary Use Permit, Banner Installation, Fire Permits, etc.), for community events.
DISCUSSION:
The City of West Covina has received a request from Parents' Place to waive the fees for their 23`d
Annual Information Fair and Festival to be held on April 26, 2015, at Cortez Park (Attachment No.
1). This community event attracts more than 3,000 participants each year and includes over 100
booths from agencies providing services for children with special needs and a festival area with
games, music, food, and crafts. The event is free to the public.
Parents' Place is a Family Resource & Empowerment Center serving the San Gabriel and Pomona
valleys. They are committed to supporting, promoting and enhancing family -focused services in a
parent -driven atmosphere for families who have children with special needs, 0-22 years of age.
Their primary focus is to empower families through up-to-date information, training and education,
referrals, and parent -to -parent support. Their services are available to parents, foster parents, and all
caregivers/guardians and professionals who work with special needs children.
Based on Parents' Place's request, a summary of the fees are as follows:
• Fire Department Permit for Special Events with generators and tents/canopies $422.00
• Temporary Use Permit $270.00
Park Rental Fee $345.00
Total $1,037.00
In addition to the fees listed above, the event costs an estimated $400.00 for City staffing and event
supplies (i.e. trash bags, paper towels, toilet paper, etc.).
Last year, the City Council waived the Fire Department Permit, Temporary Use Permit, and Park
Rental fees. City staff supports the waiving of these fees as our co-sponsorship of the event, with
Parents' Place paying for the supplies and labor needed for the event.
LEGAL REVIEW:
The City Attorney's Office has reviewed and approved this report.
FISCAL IMPACT:
Based on City staffs recommendation, there are no City expenditures to co-sponsor Parents' Place's
23rd Annual Information Fair and Festival. City staff has estimated lost revenues of approximately
$1,037.00 for fees associated with the Temporary Use Permit Fee, Fire Permit Fee, and Park Rental
Fee.
Prepared by:
Chris Freeland
Deputy City Manager/
Community Services Director
Attachment:
Reviewed and Approved by:
4je �
Mike Lee
Assistant City Manager/Community
Development Commission Director
Attachment No. 1 — Parent's Place Co -Sponsorship Request
•
The San Gabriel/Pomona
PARENTS' PLACE
Family Resource & Empowerment Center
Board of Directors
Pamela Driscoll, M.A.
December 29, 2014
President
camie Poulos
Board Member
Mary Holland, MS
Board Member
Mr. Christopher Freeland
Deputy City Manager
City of West Covina
1444 W. Garvey Ave.
West Covina, CA 91790
Dear Mr. Freeland,
Attachment No. 1
I hope you had a wonderful holiday season. We are ready to start 2015 and are
beginning preparations for our annual Information Fair & Festival, which will take
place on April 26, 2015. As you know, Parents' Place serves families who have
children with special needs, from infants to age 22, The Information Fair is an
opportunity for these families to meet representatives from the many agencies in the
community that serve the disabled population, while sharing in an inclusive and fun
day at the park.
In addition to the information/resource tables, the event includes children's activities
such as: bouncers, arts & crafts, games, a hot dog lunch, snacks, and live
entertainment. All this is FREE to the families. As you can imagine, the expense of
providing this is significant, particularly when the projected attendance is 3,000
people. As a result, each year we request donations from private and community
partners to help offset the expenses.
Last year, the City of West Covina graciously agreed to co-sponsor the event and
waived the majority of fees. That helped us tremendously! We are again asking for
your consideration in co -sponsoring the event and waiving some, if not all, the fees.
Estimated fees are $1,500, based on last year's fee schedule.
I thank you in advance for your consideration and look forward to a positive outcome.
On behalf of the many families we serve, thank you for your support!
Sincerely,
Karen M. Nutt
Executive Director
1500 S. Hyacinth Avenue, Suite B—West Covina, California 91791-3832
Office: (626) 919-1091 — FAX: (626) 919-2784 — WarmLine: (800) 422-2022
E-mail: empower@parentsplacefracom
Website: parentsplacefrc.com