The URL can be used to link to this page

Home My WebLink About18 - Council Policy B-17 - Parks-Facilities-Recreation Program DonationsCITY OF NEWPORT BEACH CITY COUNCIL STAFF REPORT Agenda Item No. 18 April 25, 2006 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: General Services Department Mark Harmon, General Services Director 949/644 -3055, or mharmonA city. newport- beach. ca. us Recreation & Senior Services Department Marie Knight, Recreation & Senior Services Director 949/644 -3151, or mknight (cD city. newport- beach. ca. us SUBJECT: Proposed City Council Policy B -17 /Parks, Facilities, and Recreation Program Donations ISSUE: Should the City Council approve changes to the City's donation policy, adopt proposed City Council Policy B -17, and subsequently delete current City Council Policy G -5? RECOMMENDATION: Approve proposed City Council Policy B -17, combining all parks, public improvement, facilities, and recreation program donations into one citywide donation policy (Attachment A), as recommended by the Parks, Beaches, and Recreation Commission, and subsequently delete current City Council Policy G -5. DISCUSSION: Background: City Council Policy G -5 (Parks and Street Improvement Donations) was adopted in July 1992, to regulate the procedures for donations related to City park and street improvements. In 2004, the General Services Department developed revisions to Council Policy G -5 to include changes to tree, bench, park and street amenity donations. Additionally in 2004, the Recreation and Senior Services Department developed a proposed Council Policy B -17 to help regulate donations for recreation programs and facilities. Proposed City Council Policy B -17 /Parks, Facilities, and Recreation Program Donations April 25, 2006 Page 2 In January 2006, the Parks, Beaches and Recreation Commission's (PB &R) Donation Committee asked staff to develop a new Council Policy, B -17, which combines both of these policies and unifies all parks, public improvement, facilities, and recreation program donations into one citywide policy. Over the past few years, the City has received a growing number of requests to donate benches, trees, and park amenities. Realizing this, the PB &R Commission directed staff to research additional items that the public could donate for recreation programs, services, and facilities. In addition, the PB &R Commission asked staff to develop a donation catalog that could be distributed to residents that were interested in donating items to the City. In developing this new policy and catalog, staff contacted several cities to learn about their donation /gift policies, dedication and naming policies, and how they manage sponsorship inquiries. Staff has used these examples to better restructure the existing policy, and to add several new elements that help address new donation requests that the City encounters. The proposed policy and catalog have been structured to: 1. Establish a fair, equitable, and uniform procedure through which gifts may be donated to the City, 2. Streamline the donation process for residents, staff, and the PB &R Commission, and 3. Create a user - friendly donation catalog that will assist residents in identifying items available for donation to the City. Revisions /Additions to Policy This newly revised policy combines park and street improvement donations as well as recreation programs/facility donations. Revisions to the park and street improvement sections establish the following: • Limitations /guidelines to accepting donation items • Definition of restricted vs. unrestricted donation items • Tree inventory of sites throughout the City and tree species that are available for donation at these sites • Bench inventory of sites throughout the City and bench styles that are available for donation at these sites Proposed City Council Policy B -17 /Parks, Facilities, and Recreation Program Donations April 25, 2006 Page 3 • Types of park, public improvement, and street amenities that are available for donation • Dollar value acceptance levels for staff and the PB &R Commission Additions to the recreation program and facility sections establish the following: • The acceptance of cash gifts, with dollar value acceptance levels for staff, the PB &R Commission, and the City Council, and provisions that imply no "strings" attached to cash donations • Criteria for allowing naming rights for donated items • Recognition criteria and limitations for event sponsors • The right to decline donations • Unless specified, the provision that no special privileges will result from the donation • The creation of a catalog for donation items • Criteria for acknowledging donors and providing plaques for donated items Committee/Commission /City Council Review The Donation Committee of the PB &R Commission reviewed this item in January 2006 and provided staff with direction on elements to include in this proposed policy and catalog. On April 4, 2006, the PB &R Commission unanimously approved the proposed Council Policy B -17 and directed staff to forward it to the City Council for final approval and adoption. In addition to the PB &R Commission's recommendation, Mayor Webb has asked that the following be added into proposed Council Policy B -17, under Section H -3, iii. (Acknowledgements), to read; "Donations with value of at least $1,000 that recognize individuals or organizations that have provided distinguished long term and/or significant service to the City may include a dedicatory plaque not exceeding 5'W" with name, date and dedication wording not exceeding 25 words. Individuals can include City employees with 25 or more years of distinguished service, as determined by the PB &R Commission." These comments and changes have been incorporated into the policy draft included with this report. Proposed City Council Policy B -17 /Parks, Facilities, and Recreation Program Donations April 25, 2006 Page 4 Environmental Review: The City Council's approval of this Agenda Item does not require environmental review. Public Notice: This agenda item may be noticed according to the Ralph M. Brown Act (72 hours in advance of the public meeting at which the City Council considers the item). Funding Availability: There is no financial impact for revising this policy. Prepared by: Submitted by: & xwcau kkallk 1 kU47-k. Chris Marcarello Mark Harmon Administrative Analyst General Services Director Dan Sereno Marie Knight Parks/Trees Superintendent Recreation and Senior Services Director Attachments: (A) New City Council Policy B -17 — Parks, Facilities, and Recreation Program Donations (B) City of Newport Beach Donation Catalog B-17 PARKS, FACILITIES, AND RECREATION PROGRAM DONATIONS PURPOSE The City Council recognizes the need to promote community involvement and active participation in quality of life components throughout the community, and the need to establish a fair, equitable, and uniform procedure for which gifts may be donated to the City. This policy establishes criteria for donations to assure area compatibility, attractiveness, usefulness, and the capability to be maintained. Each donation considered for inclusion in the City park public improvement and street system will be subject to established limitations and guidelines for the particular area. POLICY A. Acceptance of donations of cash or tangible items. 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. 2. 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. Types of Donations 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. Cash Gifts 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 section B-4 of this policy, Park and Street Improvement Donations. ii. Donations of $10,000 and above may be accepted by the Parks, Beaches and Recreation Commission. iii. Gifts of funds may be designated for restricted or unrestricted use. B -17 iv. Gifts of funds accepted by the City imply no other obligation besides using donated funds for the specified purpose. 2. Trees Tree donations add beauty to City parks and facilities. Trees may 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. i. Tree donations are limited to specific species and limitations identified in the City Donation Catalog. 3. Benches Bench donations may be donated and installed in different areas of placement including parks, streets, along the beachfront, within villages, commercial districts, neighborhoods, on a specific island, etc. The Parks, Beaches, and Recreation Commission, with the assistance of General Services staff, shall designate the type, style, design, and placement of City - owned benches on City property. An inventory of designated benches and available bench locations will be maintained in the City Donation Catalog. ii. Donation requests must be submitted to the General Services Department and meet the following requirements: a. Bench donations along a city street, beachfront or other public right of way will require the approval of the General Services Director. 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 endorsement from a legally established homeowners association, when applicable. 4. Park, Public Improvement, and Street Amenities Other amenities such as drinking fountains, tables, and other equipment that will improve public places in parks, in and /or around public buildings, streets, walkways, and trails may be donated to the City. 2 B -17 i. Other amenities that may be donated will be identified in the City Donation Catalog. ii. Donation of public amenities valued at below $10,000 may be accepted by the appropriate Department Director. iii. Donation of public amenities valued $10,000 and above may be accepted or declined by the Parks, Beaches and Recreation Commission. iv. 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 and General Services Director. C. Naming Rights 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. D. Sponsorships 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 appropriate Department 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 must comply with the City's existing sign code and Council Policies B -3 and B -8 E. Right to Decline 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. F. 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 3 B -17 upon and approved by the Department Director or the City Council when appropriate. G. Gift Donation Catalog The Recreation & Senior Services Director and General Services Director shall review and present to the Parks, Beaches & Recreation Commission periodically the City Donation Catalog containing ideas for public donations. H. Acknowledgements 1. Letter of acceptance of donation will be sent to donor. 2. In some cases, recognition of donations may be given at Commission or Council Meetings. 3. Plaques are reserved for donations meeting the following criteria: Formerly G -5 i. 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'. ii. 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. iii. Donations with value of at least $1.000 that recognize individuals or organizations that have provided distinguished long term and /or significant service to the City may include a dedicatory plague not exceeding 5"x7" with name, date and dedication wording not exceeding 25 words. Individuals can include City employees with 25 or more years of distinguished service, as determined by the PB &R Commission. iv. 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. V. Plaque information will be entered on the Gift Donation Catalog application form and ordered by the City. 4 THE CITY OF NEWPORT BEACH RECREATION, PARKS, BEACHES AND SENIOR SERVICES Phone: 949-644-3158 .. - Fax: 949- 644-3155 emoil: recreation@city.newport-beach.city.ca.us GIFTS FOR TOMORROW Donation Catalog Community Partnership Opportunities Become a community partner- help to provide new facilities and programs that meet the changing needs in the City of Newport Beach. 1 Dear Prospective Donor, This catalog is designed to provide individuals, service clubs, organizations and businesses with suggestions of gifts that will benefit the entire community. Each gift is identified by a number and on estimated price listing. Gifts may be ordered by calling our office and by completing the order request form teorout at the back of this catalog. Donations include o variety of items that would enhance our Parks and community recreation programs. Additionally, some donation items may be subject to availability. Please contact the City of Newport Beach for more information. Appreciatively, City of Newport Beach Recreation and Senior Services Department and General Services Department r To Order Call. (949 ) 644 -3158 rc4 F v ! 6k I�+ Order forms may be mailed to: City of Newport Beach Recreation & Senior Services Community Partnership Opportuni- 3300 Newport Blvd. Donations that help... Newport Beach, CA 92663 Atm Gifts for Tomorrow Park Items 6-7 Please make checks payable Facilities to: City of Newport Beach Programs For more Information call: Order Request Form Tear Out (949) 644 -3158 Page The City of Newport Beach Recreation, Parks, Beaches and Senior Services Page 6 Park Needs Take time to enjoy a day in the park with your family or friends and take pride in knowing that your contribution was responsibI4 for the installation of one of these needed park items. Benches 7 styles available Price: $500- $3,000 Item #: 100 Trees Several: 24" box or greater Price: $500 Item #: 101 Dog Bag Dispensers Price: $484 Item #: 102 Picnic Tables 2 styles available Price: $ 1.000 Item #: 103 Bor -B -Que Grills Price: $300 Item #: 104 To Order Call: (949) 644 -3158 Portable Bleachers 4 row Price: $2,500 Item #: 105 Permanent Bleachers 5 row Price: $6,000 Item #: 106 Drinking Fountain Price: $5,000 Item #: 107 Picnic Pavilion As per design Price: depends on size Item #: 108 Concrete Trash Receptacles Several designs Price: $700 Item #: 109 Concrete Walkways Depends on location Price: varies Item #: 110 Basketball Court Replacement Resurface, new posts, backboards Price: $10,000 Item #: 111 Flagpole Price: $2,500 Item #: 112 Park Identification Signs Price: 5! ,500 — $$3.000 Item #: 113 Playground Equipment Price: $ 15.000— $80,000 Page 7 Shade Structure for Playground Selected locations Price: 83,00013, OCC Item #: 1 1 5 Beach Showers Price: $5,500 Item #: 116 Synthetic Soccer Field/ Multipurpose Field Selected locations Price:$ 750,000. 5: ,000.000 Item #: 117 Tennis Court Fencing Price: TBD Item #: 1 18 Park Restroom Replacement Price: TBD Item #: 119 Court Resurfacing /Painting Price: TBD The City of Newport Beach Recreation, Parks, Beaches and Senior Services Page 8 Facility Needs Take time to enjoy a program in a community center or on a playground knowing that your contribution was responsible for needed facility equipment and materials. Tables Price: $200 Item #: 121 Chairs Stacking Price: $75 Item #: 122 Computer For training, after school program Price: $1,500 Item #: 123 Building replacement Selected locations Price: TBD Item #: 124 Indoor Volleyball Court System Lincoln or WNCC (poles, net, pads) Price. $2,500 Item #: 125 To Order Call: (949) 644 -315$ Navigator Sponsor Spring, Winter, Summer, Fall Price: $10,000 ioer season) Shirt Sponsor for Youth Sports Summer Hoops, Winter Hoops, Track Meet, Flag Football Price: $3,500 Item #: 127 After School Program Games Board, per site Price: $500 per set Item #: 1 28 Page 9 Sponsor Concert in the Park Stage Mobile Price: $2,000 Winter Wonderland Price: $1,500 Item #: 130 Sponsor one Movie in the Park Price: $1,500 Item #: 131 Price: $38,000 Item #: 132 Sunday Fun -Day Price: $3.000 Item #: 133 Adult Fitness Course Location TBD Price: $ 10,000- $20,000 depends cn num%er of sta Pons Item #: 134 The City of Newport Beach Recreation, Parks, Beaches and Senior Services Gifts for Tomorrow Order Request Form \ Item # Description z Contact Information Name It li Moiling Address Phone ........... Signature <F. �crokT