HomeMy WebLinkAboutStaff Report 7176
City of Palo Alto (ID # 7176)
City Council Staff Report
Report Type: Consent Calendar Meeting Date: 8/22/2016
City of Palo Alto Page 1
Summary Title: City Engagement with Neighborhoods
Title: Policy and Services Committee Recommendation to City Council For
Next Steps in City's Neighborhood Engagement Initiative Including
Establishing a Yearly Goal of Three Town Hall Meetings, Updating the Co-
Sponsorship Agreement, Adopting a List of Neighborhood Associations, and
Amending the Annual Budget to Reduce the General Fund and Increase the
General Liabilities Insurance Program Fund by $5,000
From: City Manager
Lead Department: City Manager
Policy & Services Committee Recommends that the City Council:
1. Direct staff to plan for three Town Hall meetings per calendar year with an annual budget
appropriation of $8,000 on an ongoing basis beginning in FY 2018.
2. Direct staff to purchase General Liability Insurance Policy to cover neighborhood associations’ use of
City facilities with an annual budget appropriation of $5,000 in the General Liability Fund beginning
in FY 2018.
3. Amend the Fiscal Year 2017 Budget Appropriation Ordinance in the General Fund by:
a. Decreasing Non Departmental City Council Contingency in the amount of $38,000;
b. Increasing the City Manager’s General Expenses in the amount of $8,000;
c. Increasing the City Manager’s Grants and Subsidies in the amount of $25,000; and
d. Transferring $5,000 from the General Fund to the General Liabilities Insurance Program
Fund.
4. Amend the Fiscal Year 2017 Budget Appropriation Ordinance in the General Liabilities Insurance
Program Fund by:
a. Increasing the Operating Transfers-In from the General Fund in the amount of $5,000; and
b. Increasing the Contract Services in the amount of $5,000.
5. Endorse the Palo Alto Neighborhoods (PAN) list of neighborhood associations (attached), subject to
potential future revision by Council.
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6. Approve the attached Co-Sponsorship Policy and Application to allow neighborhood associations to
use City facilities free of room rental charges.
Background
On April 20, 2015, the City Council discussed a Colleagues’ Memo from Mayor Burt, Council members
Holman, Schmid, and Wolbach regarding Strengthening City Engagement with Neighborhoods. The
Colleagues’ Memo had seven recommendations. On June 9, 2015 the Policy & Services Committee
discussed the recommendations. On August 25, 2015 staff returned to the Committee with more
specific recommendations which were advanced to City Council for approval. On September 15, 2015,
the City Council directed staff to:
1. Begin ongoing town hall meetings rotating throughout the City, to engage neighborhood
associations on specific and city-wide issues, with two meetings to occur in 2015, and to return to
the Committee at the first meeting in 2016 with an update and assessment. Transfer $10,000 from
the City Council contingency account to the City Manager’s Office to fund cost associated with these
events.
2. Approve updates to the Know Your Neighbors Grant Program to provide associations resources to
further develop their organization. Transfer $25,000 from the City Council contingency account to
the City Manager’s Office to fund these requests for the remainder of the fiscal year.
3. Return to Policy & Services by December 31, 2015 with an update to the Community Services
Department’s Co-Sponsorship Agreement, to broaden the scope and allow for neighborhood groups
to use city facilities for meetings at no charge, as well as options for waiving insurance fees for these
meetings in city facilities.
4. Return to Policy & Services Committee, at the first meeting of 2016, after meeting with
neighborhood leaders, to further discuss development of the City’s Neighborhood Engagement
initiative, including association definition, support models, communication, conflict resolution,
ombudsman concept, City’s website and social media for neighborhoods.
On March 22, 2016 the Policy & Services Committee discussed ongoing town hall meetings,
Neighborhood Association definition, the use of the City facilities by neighborhood associations, an
Ombudsman program, the Know Your Neighbor Grants program and communication recommendations
from the Colleagues’ Memo. The staff report for the meeting, which contained twelve attachments,
including copies of previous staff reports minutes, and policies can be found here:
www.cityofpaloalto.org/civicax/filebank/documents/51506 (approximately 108 pages).
Discussion
At the Committee, meeting members discussed the number of Town Hall meetings per year. Members
agreed that four Town Hall meetings per year would be too impactful to the Council meeting schedule,
especially given that the Council often meets on the fourth Monday of every month. Conversely the
Committee thought that two Town Hall meetings per year would be too little. Therefore, the Committee
recommended three Town Hall meetings per calendar year with the option to increase frequency as the
program developed.
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With respect to the definition of neighborhood associations, after discussion with PAN leadership and
reviewing a survey conducted by the City of association leaders, the Committee decided to use the
exiting PAN list as the official list of neighborhood associations. The PAN list is accessible through the
City’s website. In the event that there is a disagreement about whether a new group is an association or
not, City staff will return to City Council to evaluate the matter.
The Committee also made two recommended revisions to the Co-Sponsorship Policy regarding the use
of City facilities free of room rental charges for associations. The first change is to add new language to
Section 1 of the policy titled Eligibility. The Committee recommended adding the words “other than
neighborhood associations as recognized by the City” to the first sentence. The sentence read:
Organizations applying for co-sponsorship status must meet the following eligibility criteria. The new
sentence will read: Organizations, other than neighborhood associations as recognized by the City,
applying for co-sponsorship status must meet the following eligibility criteria. The second change was to
add a new language to Section 3 of the Policy titled Levels of Co-Sponsorship and Benefits. The
Committee recommended adding a sentence to the “A” Level Facility section to state: For Neighborhood
Associations the facility use and total usage hours will be at the discretion of City staff with no facility
rental costs. Finally, in addition to changes to the policy, staff recommended changes to the application
to further streamline the approval process for neighborhood associations. Question number eight has
been added to allow associations to skip sections nine through twelve of the application.
Neighborhood associations will continue to complete a facility application/permit for each use which
includes a hold harmless agreement releasing the City from liability. The City will also purchase a general
liability policy to cover use of City facilities by neighborhood associations. These actions will allow
associations to use City facilities without room rental or insurance fees. If alcohol will be served at a
neighborhood meeting event, associations will need to pay for liquor liability insurance coverage as
there is no such coverage under general liability policy. Associations will continue to pay equipment and
custodial fees. If associations reserve rooms during City business hours no custodial fee will be applied.
The Committee also agreed that an ombudsman program and “communication officer” for each
association are not needed at this time. Therefore with approval of this report, the goals of the
Colleagues Memo have been implemented.
Resource Impact
Additional Council and staff time will be necessary in preparation of the Town Hall meetings and
additional resources may be necessary to address the outcome from the meetings, potentially impacting
other Council and staff priorities. Furthermore, as outlined in the recommendation language, funds from
the City Council Contingency are recommended to be transferred in order to cover three activities: 1)
town hall meetings supplies and material expenses ($8,000), 2) increased general liability insurance for
neighborhood associations ($5,000), and 3) funds for the Know Your Neighbor Grants program
($25,000). Total funds for this program equal $38,000.
Consistent with the recommendations from the Policy and Services Committee the FY 2017 City Council
contingency is recommended to be used in order to fund the additional costs associated with the town
hall meetings and increased liability costs for neighborhood associations. As part of the
recommendations in the original September 2015 direction from the Policy and Service Committee,
additional funding of $25,000 to augment the Know Your Neighbor Grants program for total annual
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funding of $50,000. This one-time increase approved in FY 2016 was not included in FY 2017 Adopted
Budget however, to maintain current service levels a transfer from the City Council Contingency is
recommended as well in FY 2017.
During the development of the upcoming Fiscal Year 2018 annual budget, the one-time funding of the
activities recommended to be added in this report will be evaluated and incorporated on an ongoing
basis as necessary.
Attachments:
Attachment A: Co-Sponsorship Policy (PDF)
Attachment B: Co-Sponsorship Application (PDF)
Attachment C: Policy and Services Committee Action Minutes 3-22-16 (PDF)
Attachment D: List of Palo Alto Neighborhoods (PDF)
Page 1 of 4 City Council Approved
August 22, 2016
Co‐Sponsorship Policy
The City of Palo Alto offers limited use of certain resources to organizations that apply for and
meet the guidelines for co‐sponsorship. The City has established a process and criteria to
determine co‐sponsorship eligibility and defines requirements, terms, and levels of support.
The purpose of the policy and application is to invite community groups providing compatible
services, activities, or programs to submit a request for co‐sponsorship status. Groups
requesting City support must relate their services to the co‐sponsorship policy and meet criteria
listed under section one below.
1. Eligibility: Organizations, other than neighborhood associations as recognized by the City,
applying for co‐sponsorship status must meet the following eligibility criteria:
A. The organization has state or federal 501(c)(3) certification as a non‐profit or is a
subgroup of a state or national non‐profit organization providing services in Palo
Alto.
B. Support organizations that are not certified as 501(c)(3) nonprofit groups may also
apply, such as other 501 nonprofit groups..
C. The organization’s goals must be aligned with and further the mission of the City of
Palo Alto.
D. The organization must provide a service or program that is compatible with those
provided by the City of Palo Alto.
E. New applications for co‐sponsorship are accepted throughout the year. Applications
are available at the Lucie Stern Community Center, Library or by calling (650) 463‐
4900, or by accessing the application on the City of Palo Alto website.
F. Organizations must reapply annually for co‐sponsorship. Renewal of an existing co‐
sponsorship for two additional years may be requested and will be reviewed and
approved at the discretion of the Department Director responsible for the oversight
of the City resource being used.
2. Requirements and Terms: Co‐sponsored organizations must also meet the following
requirements and adhere to the following terms:
A. The organization must provide applicable information documenting adherence to
requirements when applying for co‐sponsorship status.
B. All co‐sponsored programs or events must be open to the public and provide
services on a non‐discriminatory basis.
C. The majority of funds raised at a co‐sponsored charitable or fundraising event must
be used to support specific programs, services and events for residents of Palo Alto.
D. The co‐sponsored organization, except for neighborhood associations, must provide
all insurance coverage required by the City.
Page 2 of 4 City Council Approved
August 22, 2016
E. Programs and activities of co‐sponsored organizations are superseded by those of
the City or by previously contracted use of space.
F. The co‐sponsored organization must pay for required staffing, equipment, permit
fees, and any other charges from City departments.
G. The co‐sponsored organization must request facility usage through their designated
City staff liaison, regardless of meeting/event location, at least one month ahead of
meeting/event date(s). The staff liaison is assigned at the time of application
approval, and contact information will be provided to the co‐sponsored group.
H. Co‐sponsorship status does not apply to all events. Groups must request event co‐
sponsorship individually per event/meeting (or per series of events/meetings)
through the designated City staff liaison.
I. The City of Palo Alto must be listed on all related publicity with the phrase, “In
cooperation with the City of Palo Alto.”
3. Levels of co‐sponsorship and benefits: Depending on the characteristics of the group, co‐
sponsorship benefits are provided at an "A" level or a "B" level. Criteria and benefits for
each level are outlined in the following tables.
Eligibility Criteria‐ Level "A" vs. Level "B"
Residency Other
“A” Level 75% or more of members and
participants are residents or
enrolled in PAUSD schools.
Exceptions to the above
criteria may be made for
groups providing a function
benefiting Palo Alto as a
whole. Department Directors
responsible for the oversight
of the City resource being
used will be responsible for
any exceptions.
Human Services agencies that
are currently receiving City
funding.
“B” Level 50% or more of members and
participants are residents or
enrolled in PAUSD schools.
Human Services agencies that
are currently receiving City
funding.
Page 3 of 4 City Council Approved
August 22, 2016
Co‐Sponsorship Benefits‐ Level "A" vs. Level "B"
Facility Publicity
"A" Level Use of designated City
facilities may be provided
subject to availability and
limited to 40 hours annually
at no facility cost. Non‐profit
rates will be charged after
allotted hours have been
used. For neighborhood
associations the facility use
and total usage hours will be
at the discretion of City staff
with no facility rental costs.
Organization may request
name and contact to be listed
in select relevant Department
publications, depending on
availability of space.
Assistance with publicity may
be requested.
"B" Level Use of designated City
facilities may be provided
subject to availability and
limited to 12 hours at no
facility cost. Reduced rates
will be charged after allotted
hours have been used.
Organization may request
name and contact to be listed
in select Department
publications, depending on
availability of space.
4. Review and Approval Process: City Co‐Sponsorship applications will be reviewed by
Department Director responsible for the oversight of the City resource.
5. City Staff liaisons will:
A. Be the direct contact to the co‐sponsored organization.
B. Field all facility use requests.
C. Determine if co‐sponsorship is appropriate on a per event basis.
D. Select an appropriate approved and available facility.
E. Advise organizations of facility usage application requirements and provide a facility
contact for organizations to submit facility use applications.
F. Approve all publicity materials.
G. Track usage hours.
To assure that all applications for Co‐Sponsorship status receive proper consideration and to
ensure that the City is provided with the information needed to make informed decisions, all
applications will be subject to the following evaluation process:
A. Each application will be reviewed by Department Director responsible for the oversight
of the City resource being used in light of the above outlined criteria and requirements.
Page 4 of 4 City Council Approved
August 22, 2016
A determination will be made as to whether the applicant meets standards for co‐
sponsorship status and what benefit level is applicable.
B. Applicants will be notified of their approval status within one month of submitting a
completed application. Organizations approved for co‐sponsorship status will receive
information regarding the benefits to be made available and be introduced to their City
staff liaison.
C. Appeal process: If the Co‐Sponsorship is not approved a written appeal may be directed
to the City Manager or his/her designee outlining the reasons why co‐sponsorship status
should be approved.
D. Co‐sponsorship status approval is for up to one year and organizations may apply for
renewal annually. The renewal requirement may be extended up to 2 years at the
discretion Department Director responsible for the oversight of the City resource.
Co‐Sponsorship Application
Page 1 of 4 City Council Approved
August 22, 2016
Purpose:
The City of Palo Alto offers limited use of certain resources to organizations that apply for and
meet the guidelines for co‐sponsorship. The City has established a process and criteria to
determine co‐sponsorship eligibility and defines requirements, terms, and levels of support.
The purpose of the policy and application is to invite community groups providing compatible
services, activities, or programs to submit a request for co‐sponsorship status. Groups
requesting City support must relate their services to the co‐sponsorship policy and meet the
criteria listed under Section 1 in the co‐sponsorship policy document.
Instructions and application process:
1. Read the City of Palo Alto co‐sponsorship policy.
2. Obtain the application from the Lucie Stern Community Center, Library, or online at
www.cityofpaloalto.org
3. Gather required documents:
a. Current membership roster with residence status
b. Current board members with board role and contact information
c. Certificate of liability insurance coverage (or intent to purchase City liability
insurance)
d. State or federal certification of nonprofit status and type of nonprofit
4. Questions regarding the application and process may be addressed by calling the Lucie
Stern Community Center at (650) 463‐4900 or Library at (650) 329‐2436.
5. Make a copy of the application and supporting documents for the organization’s
records.
6. Return complete application and required documents to the City Department
responsible for oversight of the City resource being requested and a staff liaison will be
identified and serve as your point of contact.
7. Notice of approval or denial of the application will be received within one (1) month
from the date of submission.
8. If denied, an appeal may be made following the process noted in co‐sponsorship policy
document.
Co‐Sponsorship Application
Page 2 of 4 City Council Approved
August 22, 2016
Co‐Sponsorship Status Requested: ____ Level "A" * ____ Level "B" *
Level “A” – 75% of members are Palo Alto Residents or enrolled in PAUSD. Exceptions
may be made for groups providing a function benefiting Palo Alto as a whole. The Co‐
Sponsorship committee determines such exceptions.
Level “B” – 50% of members are Palo Alto Residents or enrolled in PAUSD
* For full eligibility criteria and benefits, refer to Co‐Sponsorship Policy.
1. Legal Name of Organization:
2. Contact Person:
3. Day Phone :
4. Evening Phone:
5. Email:
6. Mailing Address:
7. City, State, Zip Code:
8. Neighborhood Association: Yes ___ No ___ If yes skip to #12.
9. IRS 501(c)(3) or Franchise Tax Board Non‐Profit Number:
a. Date nonprofit number granted:_____________________
10. Mission statement of the organization or group:
11. List benefits to the community beyond any direct benefits to the organization or group
members and participants:
Co‐Sponsorship Application
Page 3 of 4 City Council Approved
August 22, 2016
12. Membership information: (please attach a current roster, including Palo Alto Residency
status)
Total # of Members ______ % of Palo Alto Residents ** ______
** If a member is a Non‐Resident enrolled in PAUSD they are considered a Resident.
Age Requirements: Minimum ______ Maximum _____
Special requirements for membership:
13. Facility information:
a. Facility and room requested:
b. Date and time requested:
c. Purpose of the event, meeting or program:
14. Insurance
Proof of current general liability insurance is required for all events/meetings of co‐sponsored
organizations. Please attach a current certificate of insurance, such as an Accord form, naming
the City of Palo Alto as "additional insured" for a minimum of $1,000,000.00 in general liability.
Alternatively, the group may purchase liability insurance through the City; see assigned Staff
Liaison for further information and cost. Neighborhood Associations are exempt from insurance
requirements.
If insurance certificate expires prior to an event, meeting, or activity, an updated current
certificate must be submitted.
In lieu of providing a blanket insurance certificate at time of application, groups may provide a
date specific certificate no later than one week prior to event, meeting, or activity.
Co‐Sponsorship Application
Page 4 of 4 City Council Approved
August 22, 2016
15. Acknowledgement: I (we) have read and understand the requirements for co‐sponsorship
status as outlined in the Co‐Sponsorship Policy. In compliance with the stated
requirements, the group agrees to:
Provide all required documents and organizational information as required in this
application.
Include the City logo and the statement "In cooperation with the City of Palo” on all related
publicity materials.
Submit two draft copies of all publicity materials to City staff liaison for approval prior to
publication and distribution.
Include statements regarding non‐discrimination and Americans with Disabilities Act on all
publications.
Pay the City for any costs incurred outside of normal co‐sponsorship benefits, such as
facility attendants, custodial services, and/or equipment usage in accordance established in
the City’s Municipal Fee Schedule. In addition, pay facility rental fees for usage above co‐
sponsorship allocation.
Direct the majority of funds raised by co‐sponsored events towards specific programs and
events for residents of Palo Alto.
Request facility usage through designated City staff liaison, regardless of event/meeting
location.
Request co‐sponsorship per event through staff liaison at least one month in advance of
meeting/event date(s).
Signature: ___________________________ Date: ______________________
Name:
Title:
Group/Organization:
City Approvals (please leave blank):
__________________________________ _______________
Staff Liaison Date
__________________________________ _______________
Department Director Date
POLICY AND SERVICES COMMITTEE
ACTION MINUTES
Page 1 of 2
Special Meeting March 22, 2016
Chairperson DuBois called the meeting to order at 6:05 P.M. in the
Community Meeting Room, 250 Hamilton Avenue, Palo Alto, California.
Present: Berman arrived at 6:06 P.M., DuBois (Chair), Kniss, Scharff
Absent:
Agenda Items
1. Continue Discussion Regarding City's Neighborhood Engagement Initiative Including the Ongoing Structure for Town Hall Meetings,
Updates to the Co-Sponsorship Agreement and Definition and
Standards for Neighborhood Associations.
MOTION: Vice Mayor Scharff moved, seconded by Council Member Kniss to
recommend the City Council continue Town Hall meetings with three
meetings per year on an ongoing basis supported by an annual budget
appropriation of $8,000.
MOTION PASSED: 4-0
MOTION: Vice Mayor Scharff moved, seconded by Council Member Berman
to recommend Staff change the Eligibility Requirements in the Co-
Sponsorship Agreement to also include the wording “organizations other
than neighborhood associations as recognized by the City.”
MOTION PASSED 4-0
MOTION: Council Member Kniss moved, seconded by Vice Mayor Scharff to
recommend Staff change the Facility Usage benefit to state that it will be
“subject to availability at the discretion of the City” and to recommend City
Council approve the Co-Sponsorship Agreement with the changes made at
this meeting.
ACTION MINUTES
Page 2 of 2
Policy and Services Committee Special Meeting Action Minutes 3/22/16
MOTION PASSED: 4-0
2. Staff Recommendation That the Policy and Services Committee
Recommend the City Council Accept the Description of the Status of
Audits for Fleet Utilization and Replacement Audit and the Animal
Services Audit.
MOTION: Council Member Berman moved, seconded by Council Member
DuBois to recommend the City Council accept the Status of Audit
Recommendations for the Fleet Utilization and Replacement Audit and the
Animal Services Audit.
MOTION PASSED: 3-0 Kniss absent
ADJOURNMENT: The meeting was adjourned at 7:57 P.M.
Attachment D: List of Palo Alto Neighborhood Associations