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HomeMy WebLinkAbout1/13/2005 - Agenda Packet (2)• GENERAL SERVICES — RECREATION & SENIOR SERVICES DEPARTMENTS PB &R Commission Agenda Item No. 5 January 13, 20 TO: Parks, Beaches & Recreation Commission FROM: David E. Niederhaus, Director General Services Department Marie Knight, Director Recreation and Senior Services Department SUBJECT: Proposed Council Policy B -17 (Accepting Donations to Recreation & Senior Services Programs) and Proposed Revisions to Council Policy G5 (Park and Street Improvement Donations) At the May 4, 2004 meeting, the Parks, Beaches & Recreation Commission (PB &R) directed staff to forward to the City Council the proposed Council Policy B -17 (Accepting Is Donations to Recreation & Senior Services Programs) (Attachment A). Subsequently, at the October 5, 2004 meeting, PB &R also directed the proposed changes to Council Policy G -5 (Parks and Street Improvement Donations) be forwarded to City Council for their review as well (Attachment B). Staff forwarded both policy recommendations to the Council for their December 14, 2004 meeting. In response to the policy recommendations, Council Member Webb also submitted separate, written comments to the Council addressing his concerns with both policies as well as suggested changes (Attachment C). At that time, Council directed that PB &R review the two policies again and provide the Council with their recommendations after taking into consideration the suggestions and comments made by Council Member Webb as well as a further review by staff. Staff is asking the Commission to establish an ad hoc committee to further review these policies and the associated recommended changes. In addition, staff will also undertake an informal audit of all current Council policies that relate to the acceptance of donations and work towards consistency within those policies. Respectfully submitted, David E. Niederhaus, Director Marie Kn ight, Direc r General Services Department Recreation & Seni r Services Department 0 Attachments: (A) Proposed Council Policy B -17 (B) Council Policy G -5 (with proposed changes) (C) Councilmember Webb's letter of December 8, 2004 0 (tifn -a-h n-k. A CITY OF NEWPORT BEACH CITY COUNCIL STAFF REPORT Agenda Item No. 25 (December 14, 2004) TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: Recreation & Senior Services Department Marie Knight, Director 644 -3157 mknight @city.newport- beach.ca.us SUBJECT: Proposed Council Policy B -17 — Accepting Donations to Recreation & Senior Services Programs and Facilities RECOMMENDATION Approve new City Council Policy B -17 — Accepting Donations to Recreation & Senior Services Programs and Facilities. (Attachment A) BACKGROUND City Council Policy G -5 — Park and Street Improvement Donations was adopted in 1992 to regulate the procedures for donations related to City park and street improvements. There is currently no policy in the Recreation & Senior Services Department (RSS) regarding donations for Recreation and Senior Services Programs and Facilities. DISCUSSION In response to the growing number of requests made to donate benches and trees within the community, and their concern that we needed to provide interested parties with additional options, the Parks Beaches & Recreation Commission (PB &R) directed staff to develop a list of alternative items that would be considered acceptable as donations to programs, services or facilities. Staff in RSS and General Services has developed a list of options (Attachment B), and is also working on a gift/donation catalog that can be distributed appropriately. While developing this list of donation options, staff also developed the attached proposed policy to coincide with donations to recreation and senior services related programs. The policy establishes guidelines for the acceptance of gifts or donations, appropriate recognition, as well as sponsorship benefits with respect to special events. Staff from RSS and General Services developed this policy with the assistance of the Recreation Activities Committee of the PB &R Commission. In addition, staff surveyed many other cities gathering information on their gift/donation programs, how they handle dedication and naming opportunities, and establishment of sponsorship opportunities. The • draft policy was approved to be forwarded for consideration to the Council by the PB &R Commission at the May 4, 2004 meeting. r � L.J Proposed Council Policy B-17— Accepting Donations to Recreation & Senior Services Programs and Facilities (December 14, 2004) Page 3 Donations to Recreation & Senior Services Programs and Facilities 1. Donations may be received in the form of cash, real, or personal property. Restricted donations are those donations that the donor specifies for a particular City location or purpose. Unrestricted donations are those donations that are given to the City for unspecified use. 2. Acceptance of donations of cash or tangible items. a. Based on the value of the donation, appropriate City staff will review the acceptability of any donation and determine if the benefits to be derived warrant acceptance of the donation. Criteria for evaluation includes consideration of any immediate or initial expenditure required in order to accept the donation, the potential and extent of the City's obligation to maintain the donation, and the community benefit to be derived from the donation. b. Donation of cash or items valued at below $10,000 may be accepted by the appropriate Department Director. However, any donation considered a park facility improvement that would result in an installation of a permanent fixture in the parks must be in compliance with Council Policy G5 Park and Street Improvement Donations and would be forwarded to the Parks, Beaches & Recreation Commission for approval. c. Donations of $10,000 and above may be accepted by the Parks, Beaches and Recreation Commission. d. Donors may receive naming rights on capital improvement projects for which any donation matches or exceeds 75% of the total budgeted cost for the area benefiting from the donation. All such donations will be submitted to the City Council for acceptance of the donation and the name to be applied to the project in keeping with City Council Policy B9 — Naming of City Parks & Facilities. e. At the discretion of the City Council, a donor plaque larger than Fx7° may be installed acknowledging a donation for major capital improvements construction projects over $100,000. 3. The City of Newport Beach reserves the right to decline any donation if, upon review, acceptance of the donation is determined to be not in the best interest of the City. 4. Acknowledgement of Donations. a. Letter of acceptance of donation will be sent to donor. b. In some cases, recognition of donations may be given at Commission or Council • Meetings. c. Plaques are reserved for donations meeting the following criteria: • Donations valued at $4,000 or greater may elect to provide a dedicatory plaque not exceeding SW" with name, date and dedication wording not exceeding 25 words. Recreation ft Senior SERVICES DEPARTMENT • To: Recreation Activities Committee • From: Andrea McGuire, Recreation Superintendent Re: Donation catalogue items Date: May 4, 2004 No Action Needed handed out to meeting. Attachment B staff will proceed with a donation brochure that can be the public upon request and bring a draft to a future Three basic areas identified for Donations: Parks, Facilities, and Programs Suggested items and their costs are listed in each area. Park Items Item Choices Approximate Plaque cost possible Benches 7 styles 500 -1500 No Trees Several; 24" 200+ No box or greater Picnic Tables 2 styles 500 -1000 No Bar -B -Que Grills 300 No Portable bleachers 4 row 2500 No Permanent 5 row 6,000 Yes Bleachers Drinking Fountain 5000 Yes Picnic Pavilion As per city Depends on size Yes design Concrete Trash Several designs 400 No Receptacles depending on location Concrete Walkways Depends on varies Yes Location Basketball Court Resurface, new 10,000 Yes Replacement posts backboards Flagpole 2500 No Park Identification 1500 -3000 No Signs Beach Showers 5500 Yes 5 • 0 • Re: gift catalogue items Page 3 Date: May 4, 2004 Replacement posts, backboards Playground Equipment 32 Locations 15000 -80000 yes Shade Structure for Playground Selected Locations 3000 -13000 yes Special Event Sponsor TBD 500 - $10,000 No Special Color Flyer for Summer Programs 4 Seasons $4000 No Tennis Court Windscreens Location to be determined TBD yes Adult Fitness Course Location to be determined Depends on number of stations 10,000- 20,000 yes Lido Sailboat $6,000 yes Sabot Sailboat $4,000 No Sails (Custom)14 Fleet of 14 $1,200 each (17,000 for fleet of sabots) No (yes if whole fleet) Shade Canopy 10 x 10 $600 no Park Patrol Vehicle TBD yes Inflatable Band shell 51' $22,000 yes Portable Stage $21,000 yes A- acLt.hme.nf- IS CITY OF NEWPORT BEACH CITY COUNCIL STAFF REPORT Agenda Item No. 26 December 14, 2004 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: General Services Department David E. Niederhaus, Director, 949 - 644 -3055 dniederhaus@city.newport-beach.ca.us SUBJECT: G -5 Policy Changes ISSUE: Does the City Council want to approve the proposed revisions to the existing G -5 Policy (Park and Street Improvement Donations) as recommended by the Parks, . Beaches, and Recreation Commission? RECOMMENDATION: Approve revisions to the G -5 Policy or make alternative revisions as deemed necessary. DISCUSSION: Background: The Council recognizes the need to provide citizens with the opportunity to donate trees, benches, drinking fountains, or related park and street improvement items. The G -5 Policy establishes acceptance criteria for donations to assure attractiveness, usefulness, and staff capability to maintain the donated items. The G -5 Policy was adopted in July 1992 to regulate the procedures for donations related to City park and street improvements. In March 2004, staff met with the Recreation Activities Committee, a sub - committee of the Parks, Beaches, and Recreation Commission (PB &R), to discuss changes that are more appropriate to coincide with a new more comprehensive donation policy (B17) which will be proposed separately by the General Services and the Recreation and Senior Services Departments. G -5 • PARK AND STREET IMPROVEMENT DONATIONS The City Council recognizes the need to provide residents with the opportunity to donate trees, benches, and drinking fountains or related park and street improvement items. This policy establishes criteria for donations to assure attractiveness, usefulness, and the capability to be maintained. TREE DONATIONS The tree lined walkway at Oasis Passive D..Y4 be..infti flg ..t G,tl. A.,,.~..,. an .,..,..�e p'� >,e ~�`� "va Tree donations add beauty to City parks and facilities. 94ker-4Trees with plaques eanmay be donated and installed at parks and parkway locations recommended by the General Services Director and approved by the Parks, Beaches and Recreation Commission. The minimum size of tree donations must be 24" boxed containers unless waived by the Commission. BENCH DONATIONS It shall be the responsibility of the Parks, Beaches and Recreation Commission to designate the type, style, design, and placement of City -owned benches on City property. Areas of placement may be parks, streets, along the beachfront, within villages, commercial districts, and neighborhoods, on a specific island, etc. Once an area has been designated with a certain style or type of bench, the Parks, Beaches and Recreation Commission may require that the designation be changed only by a formal request for a redesignation. The factors to be addressed in preparing the list of approved benches for the City as well as the final design for a specific site will include at a minimum: size, usage, vandalism, traffic, security, view obstructions, location, style reflective of neighborhood, and cost. The Arts Commission will provide design review assistance when re guested as regeired. Donation requests will -must be submitted to the General Services Department staff and meet the following requirements A. Bench donations along a City street, er- beachfront, or other public right of way will require the approval of the General Services Director and the T-arfEagz~,ee -Transportation /Development Services Manager. _.I s� • C,`i00.+�r TO: Parks, Beaches and Recreation Commission FROM: General Services Director PB &R Commission Agenda Item No. October 5, 2004 SUBJECT: Revisions to Council Policy G -5 (Park and Street Improvement Donations) Recommendation To approve revisions to Council Policy G -5. History Council Policy G -5 (Park and Street Improvement Donations) was adopted in July 1992 to regulate the procedures for donations related to City park and street • improvements. Staff met with the Recreation Activities Committee in March to discuss changes that are more appropriate to coincide with a new donation policy (13- 17), which is also being proposed by the Recreation and Senior Services Department. Discussion Staff has attached the revised policy with changes in tree donations, bench donations, and park and street amenities with strikethroughs for deletions and underlining for new verbiage. A significant change is that donated benches and trees are proposed not to have any donor recognition plaques. Additionally, only those gifts over $4,000 may have dedicatory plaques. The proposed revisions more closely align with proposed Council Policy B -17. Very respectfully, 1 David E. Niederhaus Attachments: (A) City Council Policy G -5, draft dated July 16, 2004 F:WSEMGMShvM.P :OWlPsta. Heo a R.a -C- 41i.%O wb 2006Vbfi+S•Jmvirn.da Draft July 16, 2004 G -5 B. Bench donations within a commercial district will require notification • of, and an endorsement from, the local business association if applicable. C. Bench donations for parks and facilities within a residential community will require notification of residents within 300 feet of placement and an favorable endorsement from th�-. a legally established homeowners association before submission to the Parks Beaches and Recreation Commission, when applicable. PARK AND STREET AMENITIES Items such as trees, benches, drinking fountains, tables, etc., can be donated to be included in the publir�-City park system. " pjaquo and iimiwd to Donated lay (Name) or Donated for R;amG) as a mea Donors of -park improvement gifts (over 54,000) may elect to provide a dedicatory plaque not exceeding 5" x 7" with name, date and apprepriate textdedication wording not exceeding 25 words. Content must be approved by the Parks Beaches & Recreation Commission. All donations must be approved by the Parks, Beaches and Recreation Commission. The cost of a donated item, including identification plaque, shall be borne totally by private funds. The City will assume ownership and maintenance if including responsibility for the upkeep of the plaque. The City will not assume responsibility for the replacement of donated item or plaque due to vandalism or theft. Adopted - July 22, 1992 Amended - January 24, 1994 Amended -June 27, 1994 Amended - June 24, 1996 0 Formerly I -15 Attackl mgr,-!; C • December 8, 2004 To: Homer Bludau, City Manager �- From: Council Member Don Webb. Subject: Comments on the Creation City Council Policy B -17 and Revision of Policy G -5 As I worked my way through actual wording changes, I found it was a little more complex than I thought. It may be better to continue this item until the January meeting, because neither policy clearly covers donations in and around non park and recreation facilities. These donations could be for any of the various public areas around our various campuses in addition to street rights of ways. I tried to cover this in the suggested new "Park, Public Improvement and Street Amenities" section. The approach in both policies is to limit donor recognition to donations of $4000 and above. This is a significant amount that may discourage the average citizen from making a donation. We definitely need to regulate the proliferation of donations in our more popular areas to those that will fit into a compatible plan for the area. The donor may have to work with the staff to determine an appropriate location for the item donated. If we feel it is necessary to place a minimum monetary limitation on donor recognition plaques, we should follow the lead of the Library Gift and Donor Policy I -4, which provides for recognition beginning with donations of $1000 and above. Another minimum might be the least expensive approved bench and/or the cost of a 48 inch box tree. Neither Policy has a place to recognize individuals or organizations that have provided long term and /or significant service to the City. Included in this group should be City employees with 25 or more years of distinguished service to the City. Another category not covered is the placement of plaques or markers in public areas recognizing historical places, events and personalities that are not covered by Policy K -2, Places of Historical and Architectural Significance. This category should be considered by revising Policy K -2. We will probably want to add some plaques and markers as a part of our Centennial Celebration. Suggested Modifications Policy G -5 Park and Street Improvement Donations First paragraph: First sentence: Add at the end of the sentence "to be included in the City park, public improvement and street systems." Second sentence add the words "area compatibility," after the word assure. To read: "This policy establishes criteria for donations to assure area compatibility, attractiveness, usefulness and the capability to be maintained." 0 • To further clarify compatibility add the following sentence: "Each area considered for the receipt of donations will have limitations on the type and number of donations that can be accommodated and the donor may have to accept a location other than the one proposed by the donor." On Page 2 Change Title: PARK AND STREET AMENTITIES to "PARK, PUBLIC IMPROVEMENT AND STREET AMENITIES" and modify section as follows: In addition to trees and benches, items such as drinking fountains, tables, street furniture and other amenities that will improve the public places in the parks, around public buildings, along streets, walkways and trails can be donated and included in City's various systems. Criteria for approving and accepting these donations shall be similar to those described for tree and bench donations. The General Services Director (if it is to be maintained by the General Services Department) and /or any other Department Director that has the responsibility for the location where a donation is to be installed may approve the installation. The donation can be accepted by the appropriate Department Head or Heads if it is valued at less than $1,000 (should this be consistent with B -17 policy and $10,000). Donations of $1,000 and above may be accepted or declined by the Parks, Beaches and Recreation Commission. Donations to be installed on public sidewalks shall meet the criteria described • in Policy L -15 Encroachments on Public Sidewalks and approved by the Public Works Director in addition to the General Services Director. Add section to that will conform to New Policy 8 -17 (modified) ACKNOWLEDGEMENT OF DONATIONS. a. Letter of acceptance of donation will be sent to donor. b. In some cases, recognition of donations may be given at Commission or Council Meetings. C. Plaques are reserved for donations meeting the following criteria: • Donations valued at $1,000 to less than $4,000 may elect to provide a dedicatory plaque not exceeding 2 "x 6" with a name designated by the donor preceded by one of the following: "Donated by ", "Donated for" or "In recognition or'. • Donations valued at $4,000 or greater may elect to provide a dedicatory plaque not exceeding 5 "0" with name, date and dedication wording not exceeding 25 words. Plaque content must be approved by the Parks, Beaches & Recreation Commission. • Donations recognizing individuals or organizations that have provided distinguished long term and/or significant service to the City may elect to • provide a dedicatory plaque not exceeding 5 11x7" with name, date and dedication wording not exceeding 25 words with a contribution valued at 2 3 $1,000 and above. Included in this category would be City employees with 25 or more years of distinguished service. The term and significance of service along with the plaque content must be approved by the Parks, Beaches & Recreation Commission. • Plaques are at the expense of the donor, the City will assume ownership and maintenance of the donated item and plaque however, the City does not assume replacement costs due to vandalism or theft. The last two paragraphs of the existing G -5 policy can be deleted because the items have been covered in the changes made. New Policy B -17 Donations to Recreation & Senior Services Programs and Facilities Add the following two bullet points to Section 4. Acknowledgement of Donations. • Donations valued at $1,000 to less than $4,000 may elect to provide a dedicatory plaque not exceeding 2 "x 6" with a name designated by the donor preceded by one of the following: "Donated by ", "Donated for" or "In recognition of ". • Donations recognizing individuals or organizations that have provided is distinguished long term and /or significant service to the City may elect to provide a dedicatory plaque not exceeding 5 "x7" with name, date and dedication wording not exceeding 25 words with a contribution valued at $1,000 and above. Included in this category would be City employees with 25 or more years of distinguished service. The term and significance of service along with the plaque content must be approved by the Parks, Beaches & Recreation Commission. • 111 14