HomeMy WebLinkAbout25 - 25 & 26 - Council Policy B-17 - Donations to Recreation & Senior Services Programs & FacilitiesCity Council Meeting
December 14, 2004
Agenda Item Nos, 25 & 26
CITY OF NEWPORT BEACH
TO: MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Homer L. Bludau, City Manager
DATE: December 14, 2004
SUBJECT: DISCUSSION OF COUNCIL POLICIES B -17 &G-5
The City Manager recommends the City Council combine its discussion of
proposed changes to the B -17 (Accepting Donations to Recreation & Senior
Services Programs and Facilities) and the G -5 (Park and Street Improvement
Donations).
Council Member Webb has submitted his comments in writing (attached) on both
policy issues.
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 Improvemenl: 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
tre e.
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."
1
I)-
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 13 -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 13- 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 of'.
• 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 "x7" 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
distinguished long term and/or significant service to the City may elect to
provide a dedicatory plaque not exceeding 5 "0" 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.
3
Don Webb's suggested revisions:
Policy B -17
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 5 "x7" may be
installed acknowledging a donation for major capital improvements construction
projects over $100,000.
4. 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.
5. 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:
5
Proposed Council Policy B -17 — Accepting Donations to Recreation & Senior Services Programs and
Facilities
(December 14, 2004)
Page 2
• 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 valued at $4,000 or greater may elect to provide a dedicatory plaque not
exceeding 5"x7" 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 "0" with name, dale 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 he approved by the Parts,
Beaches & Recreation Commission.
• Plaques are at the expense of the donor, the City will assume ownership and
maintenance of the donated itern and plaque however, the City does not assume
replacement costs due to vandalism or theft.
6. Gift / Donation Catalog Program — The Recreation & Senior Services Director shall
review and present to the Parks, Beaches & Recreation Commission periodically a
donation "gift" catalog containing ideas; for public donations.
7. Event Sponsorship — Special Events; are recognized as fundraising activities. Where
donations or sponsorship of a special event will require some form of recognition, and,
in order to provide recreational opportunities, corporate or organizational sponsors may
be recognized by use of logos and name on event banners and signage. Signs and
literature at all such special events would be at the discretion of the Director. The size,
scale and location of corporate logos and names should not dominate the event
facilities or area. Corporate logos and /or names should not be displayed in a manner
that would, in any way, suggest the endorsement of the Department or the City. All
signs need to comply with the City's existing sign code
9. Special Privileges — Making a donation or co- sponsoring a special event does not
entitle a sponsor /donor to any special privileges other than those stated in this policy
such as recognition, plaques or displays at events, unless otherwise agreed upon and
approved by the Department Director or the City Council when appropriate.
Approved by PB &R Commission — May 4, 2004
G -5
Don Webb's suaeested revisions 8 December, 2004
PARK, PUBLIC IMPROVEMENT AND STREET MPRONLEMENT
SYSTEM 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 to be included in the City park, public improvement and street
systems.: This policy establishes criteria for donations to assure area compatihility,
attractiveness, usefulness, and the capability to be maintained. Each area
considered for the receint 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 a'oposed by the donor.
TREE DONATIONS
Ott,: '—fee lined walllveL i'J —E'.t !�v1"�,n;-- nn':;:i v:= D2.•tr �r iic::�i i� ••• c��, n, ,J
4afguefi ie in Corona del Mm,shall -be identified -n one area vdiere free with -a
bronze plaque can be installed. Tree donations add beauty to City narks and
facilities. Other-41'rees NN44h plagi;es-eanrna�, 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 requested as-requifed:
Donation requests must be submitted to the General Services Department staff
and meet the following requirements:_
7
G -5
A. Bench donations along a City street, oFbeachfront, or other public right
ofofw,ay will require the approval of the General Services Director and
the Traffic ;Trans ortalion /Development Services Manager.
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 the a legally established homeowners
association before submission to the Parks, Beaches and Recreation
Commission, when applicable.
PARK, PUBLIC IMPROVEMENT AND STREET AMENITIES PARK
STREET AMENITIES
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 file
General Services Departnent and /or any other Department Director that has
the responsibilib' for the location where a donation is to be installed may
drove 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
consisteW 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 -1.5 Encroachments on Public Sidewalks and approved by the Public
Works Director in addition to the General Services Director.
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 $L000 to less than $4,000 may elect to provide a
dedicatory plaque not exceedhi 2 "x G" with a name designated by the
I
G -5
donor Preceded by one of the following: "Donated by ", "Donated for" or
"In recognition of'.
• Donations valued at $4,000 or greater may elect to Provide a dedicatory
Plaque not exceeding 5 "x7" with name, date and dedication wording not
exceeding 25 words. Plaque content must be approved by the Parks,
Reaches & 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 "0" 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 scryice. 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 assmne
ownership and maintenance of the donated item and Plaque however,
the City does not assume replacement costs clue to vandalism or theft.
..
• L•
J.
G -5
Adopted - July 22, 1992
Amended - January 24, 1994
Amended -June 27, 1994
Amended - June 24, 1996
Formerly I -15
16
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.
Proposed Council Policy B-17— Accepting Donations to Recreation & Senior Services Programs and
Facilities
(December 14, 2004)
Page 2
Staff recommends approval of new City Council Policy B -17 — Accepting Donations to
Recreation & Senior Services Programs and Facilities.
Environmental Review: NA
Prepared & Submitted by:
Attachment A - New City Council Policy B -17 — Accepting Donations to Recreation &
Senior Services Programs and Facilities.
Attachment B - List of Donation Options
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 5"x7" 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 5"x7" with name, date and dedication wording not exceeding 25 words.
Proposed Council Policy B -17 — Accepting Donations to Recreation & Senior Services Programs and
Facilities
(December 14, 2004)
Page 4
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.
5. Gift / Donation Catalog Program — The Recreation & Senior Services Director shall
review and present to the Parks, Beaches & Recreation Commission periodically a
donation "gift" catalog containing ideas for public donations.
6. Event Sponsorship — Special Events, are recognized as fundraising activities. Where
donations or sponsorship of a special event will require some form of recognition, and,
in order to provide recreational opportunities, corporate or organizational sponsors may
be recognized by use of logos and name on event banners and signage. Signs and
literature at all such special events would be at the discretion of the Director. The size,
scale and location of corporate logos and names should not dominate the event
facilities or area. Corporate logos and /or names should not be displayed in a manner
that would, in any way, suggest the endorsement of the Department or the City. All
signs need to comply with the City's existing sign code
7. Special Privileges — Making a donation or co- sponsoring a special event does not
entitle a sponsor /donor to any special privileges other than those stated in this policy
such as recognition, plaques or displays at events, unless otherwise agreed upon and
approved by the Department Director or the City Council when appropriate.
Approved by PB &R Commission – May 4, 2004
Recreation It 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
1
12500
1 No
Park Identification
1500 -3000
No
Signs
Beach Showers
j
5500
1 Yes
5
Re: gift catalogue items
Page 2
Date: May 4, 2004
Synthetic Soccer
Selected
750,000-
Yes
Field /Multipurpose
locations
$1,000,000
possible
Field
b', 8', Round,
200
No
Tennis Court
J Stacking
T13D
Yes
Fencing
b' Rectangular
200
No
Park restroom
TBD
Yes
replacement or
renovation
For training,
1500
No
Basketball Court
Selected
TBD
Yes
resurfacing /painting
locations
TBD
yes
Sculpture for the
Selected
T13D
Yes
Parks
I Locations
2500 per court
No
Recreation Facilities
Item
Choices
Approximate cost
Plaque
Navigator Sponsor
Spring, Winter,
Summer, Fall
10,000 each season
possible
Tables
b', 8', Round,
200
No
Chairs
J Stacking
75
No
Tables
b' Rectangular
200
No
Portable Sound
5,000
yes
System
Computer
For training,
1500
No
afterschool
Building
Selected Locations
TBD
yes
Replacement
indoor Basketball
Selected Locations
2500 per court
No
Court Rims and
Backboards
Indoor Volleyball
Lincoln or WNCC
$2500 per court
NO
Court System
(poles, net, pads
included)
Recreation Program
Item
I Choices
Approximate cost
Plaque possible
Navigator Sponsor
Spring, Winter,
Summer, Fall
10,000 each season
No
After School Program
Games
3 Sites, Summer
I Camps
500 each site per
season
No
Basketball Court
I Resurface, new
10,000
yes
to
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
1 51'
$22,000
yes
Portable Stage
$21,000
yes