Minutes 2000-05-01048
MINUTES OF AN ADJOURNED REGULAR MEETING OF THE
CYPRESS CITY COUNCIL
HELD
MAY 1, 2000
An Adjourned Regular Meetlng of the Cypress City Council was called to order at
5:38 p.m. by Mayor Plercv In the Board Room, West Wing of City Hall, 5275 Orange Avenue,
Cypress, California.
PRESENT: Councilmembers Keenan, Sondhl; Mayor Piercy
ABSENT
Councilmember McCoy; Mayor Pro Tern McGill
Also present were Interim City Manager Richard Storey and staffmembers Liu,
DeCarlo, Frankeny, Espinosa, Henslev and Angus.
WORKSHOP SESSION:
Interim city Manager Richard Storey provided a chronological listing of events
leading to the development of the Non-Profit Organization Contribution Policy approved
by the City Council on January 24, 2000, for implementation on July 1, 2000. Mr. Storey
explained that requests for contributions submitted to the City (including waiver of fees,
in-kind services support and cash grants) are to be based upon the following criteria (1)
no activities can be supported In a way that would constitute a gift of public funds; (2)
the group applying must provide services within the city of Cypress; with priority status
being granted to those activities promoting public safety, cultural needs, education or of
other general community benefit; (3) demonstrated financial need of the requesting
organization; 6riority and availability of city resources, both financial and in regard to
staff; and (5) completion of a Non-Profit Contribution Request Form.
MAYOR PRO TEM MCGILL ARRIVED AT 5:53 P.M.
Mr. Storey added that any City contributions made will not be structured to
replace fundraising efforts on the part of the organization, and shall not total more than
50°6 of the group's budget. Finally, all requests submitted are subject to final approval bv
the City Council.
Following this, Mr. Storey requested presentation of the staff report from Marvin
DeCarlo, Recreation & Parks Director.
Mr. DeCarlo explained that the Non-Profit Organization Contribution Policy had
been developed to continue to enable the City to provide community non-profit
organizations with both direct and Indirect funding, without bestowing a gift of public
funds. "Direct funding" is defined as cash grants or services provided. "Indirect funding"
constitutes in-kind benefits; e.g., waiver of fees for use of facilities; staff support or
printing services.
Mr. DeCarlo reported that the handout provided to the Councilmembers
summarized past organization funding, recommended funding for FY 2000-2001, and the
actual grant funding requested by the applicant organizations. The groups that applied
included: Anaheim Union High School District; BOyS & Girls Club of Cypress; Cypress Art
League, Cypress Chamber of Commerce; Cypress Civic Theatre Guild; Cypress Community
Festival ASSOCiation; Cypress Community Safety COord. Council; Cypress Elementary School
District; Cypress High School Athletic Boosters; Cypress High School Scholarship Fund;
Cypress Pops Orchestra; Cypress Rotary Club, Cypress Twirlers Square Dance Club, Friends
of Cypress Cultural Arts (FOCCA); Friends of Cypress Recreation & Parks; Kids Corner
Boosters; Senior Cltlzens Clubs; woman's Club of Cypress and YOuth Sports Groups.
Mr. DeCarlo stated that the funding proposed in the 2000-2001 fiscal year
Recreation & Park District Budget was equal to that funded for Fiscal Year 1999-2000, with
an additional $1,800.00 Included to cover clerical and mailing expenses previously
provided for the Festival Committee by Recreation & Park District personnel.
He also pointed out that the Recreation staff is assuming continuation of the
policy to charge no fees for use of the Community and Senior Centers by non-profit
groups during non-prime time hours, in accordance with a policy adopted by the City
Council during 1999. Also under the terms of that policy, Community Center conference
rooms can be used by the non-profit groups during the week (Monday through Friday),
between the hours of 6:00 p.m. and 9:00 p.m., at no cost.
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COUNCIL MEETING
MAY 1, 2000
While the presentation was being made as part of the budgeting process, the
report was submitted as a receive and file item. Some staff recommendations were also
included as part of the staff report based on past funding provided and current funding
available.
Mr. DeCarlo defined the general categories best describing each applicant
organization's relationship to the City, as follows:
Joint Use Agreements:
District.
Cypress School DiStrict; Anaheim Union High School
Non-Prime Time Hours Use: Woman's Club of Cypress.
Groups Previously Formed by the City: Cypress Community Festival Association,
501(c)(4); Friends of Cypress Recreation and Parks, Inc., 501(c)(3); Friends of Cypress Cultural
Arts 501 (C)(3).
Groups with a Close City Association: Cypress Chamber of Commerce; Cypress BOyS
and Girls Club.
Groups Previously Treated as City Co-Sponsored: Pops Orchestra, 501(c)(3); Cypress
Civic Theatre Guild 501(c)(3); Cypress Senior Citizens Club; Cypress Sunshine Club; Cypress
Art League; Kids Corner BOOsters.
Youth Sports Groups: Little League Baseball; AYSO; Pony/Colt Baseball; Girls
Softball; Cypress Panthers Softball; Pop Warner Football; Futball (Soccer).
Other Non-Profit Organlzatlons: Cypress High School Athletic Boosters 501(c)(3);
Cypress Community Safety Coordinating Council; Cypress High School; Cypress Rotary
Club; Cypress Twirlers.
Mr. DeCarlo also outlined some funding alternatives for the Council's
consideration:
Alternative 1: To charge all granted non-profit organizations a minimum fee of
$100 per use of the full auditorium and require the group to assist in the clean-up of the
facility following their event. Currently, events where alcohol is served cost $735 (private
functions) and $325 ls charged for non-profit groups.
Alternative 2: TO allow each granted organization one fee waiver use of facility
each year, and charge a gradual increased fee for each successive use; i.e., first use free,
second use $250, third time $325 (normal fee for non-profit six-hour use of auditorium).
Alternative 3: Grants be provided to organlzatlons according to a formula based
upon the group's total annual budget and their respective community contributions.
This would be accomplished in an effort to provide grants on an equitable basis for all
groups.
Alternative 4: Allow all organizations to pay the discounted, non-profit rate of
$325 for a six-hour use of the Civic Center Auditorium. This fee pays for the actual costs
incurred by providing the facility for that period of time.
At the conclusion of Mr. DeCarlo's presentation, discussion ensued among the
Councilmembers. They expressed appreciation of staff's efforts in preparing the report.
Additionally, the Council dlrected that $500.00 from the funds generated from the Annual
5K and 1OK runs be allocated to Cypress High School scholarships.
ORAL COMMUNICATIONS:
The Mayor asked if anyone in the audience wished to comment. A representative
of the Cypress Twirlers was present, and said that he had heard they would no longer be
able to use the Multipurpose Room and gym at Lexington. Marvin DeCarlo informed him
that the Lexington Multipurpose Room and gymnasium were now under the control of
the City during the hours the group wanted to use them, and told him to be certain to fill
out the Non-Profit Contribution Request Form.
Councilmember Keenan reported that his frlend, the radio Personality and Master
of ceremonies of the D.A.R.E. auction, Mark Dennis, had died suddenly at the age of 59.
He also commented on the fine job done by all concerned with scheduling the Cypress
Festival of the Arts Week.
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COUNCIL MEE'r, NC 0 4 8 9
MAY 1, 2000
The Council then asked If Chief Hensley had anythlng he wlshed to comment upon.
The Chief expressed his concern regarding the fact that the Cypress Police Department
contributes to Grad Night activities to schools in other cities, whose own police
departments refuse to participate. He advised that the statutes regulating Asset
Forfeiture Funds (from which these donations have been made) are very clear in stating
that police-sponsored events utilizing such funds must be connected to drug- and/or
alcohol-prevention activities. Chief Hensley observed that he did not see the connection
between Grad Night activities and this type of program. He thought it was borderline
compliance, at best.
The Councilmembers expressed disagreement, noting that Grad Night prevented
young people participating from going out and becoming inebriated. However, they did
agree that future contributions to Grad Night activities to schools outside of Cypress
would be generated from the General Fund, rather than from Asset Forfeiture funds.
When asked by the Council, community Development Director Angus advised that
she had no particular concerns. She observed that the types of fee waivers her
department may receive would probably cover items such as temporary slgnage.
ADJOURNMENT:
At 6:45 p.m., Mayor Piercy adjourned the meeting to Monday, May 8, 2000, at 5:00
p.m.
Al-rEST: