REPORT TO PARKS & RECREATION COMMISSION
SUBJECT
Title
Action on Applications from Non-Profit Organizations Serving Youth or Seniors in Santa Clara to Provide Volunteer Support at the 2024 Art & Wine Festival
Report
COUNCIL PILLAR
Enhance Community Sports, Recreational and Arts Assets
Enhance Community Engagement and Transparency
BACKGROUND
The 42nd Annual Santa Clara Art & Wine Festival (Festival) will take place on September 14 and 15, 2024 in Central Park. This event is one of the City’s hallmark special events attracting thousands of attendees to the City of Santa Clara each year.
The size of the event makes it an attractive opportunity to generate revenue for the community. Historically, the City has identified appropriate opportunities for local non-profit groups to earn funds to support their programs by performing work related to the operations of the festival. In the past, this work has included, but was not limited to:
1. Providing permitted food services on Food Alley;
2. Managing parking;
3. Services related to onsite loading/unloading of equipment and supplies;
4. Supplying volunteers to staff beverage and merchandise booths; and
5. Litter cleanup.
During the planning phase for the festival, an application process is initiated with local non-profits inviting them to submit a proposal to be considered as a designated volunteer group, which would make them eligible to receive payment for their services.
As part of the process, each non-profit is required to present their proposal for consideration. This presentation must include how the funds raised will be spent and a summary of how funds raised from prior participation had been used. These presentations are made to the Parks & Recreation Commission who evaluates the proposals and makes recommendation to staff. Staff will review the recommendations from the Commission and make final assignments in alignment with the proposals received from the non-profits. Only non-profit organizations or groups that serve Santa Clara youth or seniors are eligible for this program.
DISCUSSION
This year, the Department is offering two opportunities for local non-profit management services: 1) Parking management on Fatjo Field; and 2) Assistance with carnival games in the Kids Kingdom area.
The Department released applications to non-profits via the Festival website in April, 2024. Applications from four (4) community organizations were received by the deadline of May 7, 2024. The applications (Attachments 1-4), for the Commission’s consideration, include the following organizations: Santa Clara Schools Foundation, Santa Clara Police Activities League, Santa Clara Parade of Champions, and the Santa Clara High School PTSA.
In evaluating the proposals, the Parks & Recreation Commission shall consider the following:
1) Whether the group meets the minimal criteria of serving Santa Clara youth and/or seniors;
2) If the group has the necessary organizational capacity to recruit and supervise volunteers for the Festival as specified under the provisions of a City agreement;
3) Which service the group is proposing the provide: a) Fatjo Field Parking Lot, or (b) Kids Games. Both services will be provided under the coordination and direction of Department staff;
4) Availability to serve on either or both days;
5) Past performance with prior festivals.
To support the festival appropriately and leverage the opportunity for multiple non-profits organizations to benefit from the Festival, ideally all four non-profits would be given the opportunity to participate. It is the work of the Commission to evaluate whether the applicants meet the established eligibility criteria and can be available to provide services on Saturday, September 14, 2024 from 9:00 a.m. to 4:30 p.m. and/or Sunday, September 15, 2024 from 9:00 a.m. to 4:30 p.m. In return, the organizations will collect payments, donations, and keep the net proceeds.
Applicants have been invited to provide a five (5) minute presentation to the Parks & Recreation Commission on Tuesday, May 21 at 7 p.m. during the Parks & Recreation Commission’s regular meeting. The Commission will receive the presentations, ask questions of the applicants, and determine the partnership level for the Festival days and events.
ENVIRONMENTAL REVIEW
The action being considered does not constitute a “project” within the meaning of the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15378(b)(5) in that it is a governmental organizational or administrative activity that will not result in direct or indirect changes in the environment.
FISCAL IMPACT
There is no impact except for staff administrative time and materials.
PUBLIC CONTACT
Public contact was made by posting the Parks & Recreation Commission agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email clerk@santaclaraca.gov <mailto:clerk@santaclaraca.gov> or at the public information desk at any City of Santa Clara public library.
RECOMMENDATION
Recommendation
It is recommended that the Commission receive the presentations, consider the proposals, and provide a recommendation to staff on the eligibility of the applicants to provide the required services.
Staff
Reviewed by: Kimberly Castro, Recreation Manager
Approved by: Cynthia Bojorquez, Assistant City Manager/Acting Director of Parks & Recreation
ATTACHMENTS
1. Application - SC Police Activities League
2. Application - SC Schools Foundation
3. Application - SC Parade of Champions
4. Application - SC High School PTSA