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HomeMy WebLinkAbout03/17/2009, C2 - HERITAGE OAKS BANK SPONSORSHIP FOR THE SAN LUIS OBISPO TRIATHLON council M . 7 o j acEnaa RepoRt �N c CITY OF SAN LUIS OBISPO FROM: Betsy Kiser, Parks and Recreation Director Prepared By: Rich Ogden, Recreation Supervisor SUBJECT: HERITAGE OAKS BANK SPONSORSHIP FOR THE SAN LUIS OBISPO TRIATHLON RECOMMENDATION As recommended by the Parks and Recreation Commission, authorize the Mayor, on behalf of the City, to enter into an agreement with Heritage Oaks Bank for sponsorship of the San Luis Obispo Triathlon in exchange for a $5,000 monetary contribution and other in-kind services of approximately$2,000. DISCUSSION Heritage Oaks Bank has been a support sponsor of the San Luis Obispo Triathlon (SLO Triathlon) for the past five years. As a support sponsor, they annually have donated 1,500 race bags and $250 in cash and in return, have had their logo on the participant shirts. On February 13, 2009, the Parks and Recreation Department received a proposal from Heritage Oaks Bank to become a sponsor for the 2009 SLO Triathlon (see Attachment 1). In exchange for a cash contribution of$5,000 and in-kind services, which include advertising, race bags and a presence at race day, the Heritage Oaks Bank name would appear as being the presenting sponsor with the City for the SLO Triathlon (i.e. SLO Triathlon, presented by the City of San Luis Obispo and Heritage Oaks Bank). This information would be placed on all marketing materials pertaining to the SLO Triathlon. The proposed sponsorship is the largest contribution to date for the SLO Triathlon. The sponsorship would help offset some of the costs associated with the SLO Triathlon, including participant t-shirts, rental of vans to transport volunteers, and equipment and supplies. In addition to funding, the sponsorship would also provide added media coverage. In accordance with the City's Donation Acceptance Policy, any donation in the amount of$5,000 or more needs to be approved by the City Council. The Heritage Oaks proposed sponsorship includes over $2,000 of in-kind services in addition to the cash contribution, bringing the total donation to well over $7,000. The policy requires a written donor agreement as well as appropriate recognition (see Attachment 2). CONCURRENCES Heritage Oaks Bank Sponsorship of SLO Triathlon Page 2 The Parks and Recreation Commission reviewed the proposed sponsorship agreement between Heritage Oaks Bank and the City of San Luis Obispo Parks and Recreation Department for the SLO Triathlon and recommends that the City enter into the agreement (see Attachment 3 for PRC minutes). FISCAL IMPACT The $5,000 in cash will help with the purchase of equipment, services and supplies for the SLO Triathlon that would otherwise have to be paid for by the general fund. ALTERNATIVES Do not enter into an agreement with Heritage Oaks Bank for sponsorship of the SLO Triathlon. This is not recommended because the sponsorship allows the Parks and Recreation Department to use outside funding to provide a high quality program with less impact to the General Fund. ATTACHMENT 1. Letter of Intent from Heritage Oaks Bank 2. Donation Acceptance Policy 3. Minutes of the March 4, 2009 Parks and Recreation Commission meeting 4. Proposed sponsorship agreement between Heritage Oaks Bank and The City of San Luis Obispo Parks and Recreation Department for the San Luis Obispo Triathlon. GAAdmin\Council Agenda Reports\Sports\Herjtage Oaks Sponsorship—Triathlon 3.17.09 TT;,CIiMENT Heritage0aMB&*Q Expect More February 13tt', 2009 Betsy Kiser City of San Luis Obispo Parks and Recreation Director 1341 Nipomo Street San Luis Obispo, Ca. 93401 Dear Betsy, Heritage Oaks Bank is excited about the potential title sponsoring partnership for the San Luis Obispo 2009 triathlon. Our bank is dedicated to bringing wonderful community family directed events to the market places we serve. Two of our marquee events are the Heritage Oaks Bank Family Fun Day and Fun Run we hold each September in Paso Robles, now in its 11th year. This is considered one of the nation's premier family and running events with over 5,000 participants. The other is our Fun Run event in Santa Maria that we hold in conjunction with the Elks Rodeo parade. Please visit our banks event website at www.hobfunrun.com for more detailed information. The foundation for both of these events is built on a strong relationship with each city. The opportunity to partner with the city of San Luis Obispo and the tradition of the SLO Triathlon would be the perfect compliment to our culture of family and youth directed events. I'd like to lay out for you the proposal of bringing Heritage Oaks Bank into the fold of working closely with you on this marquee event for the city of San Luis Obispo. Heritage Oaks Bank would like to be the title sponsor, along with the city. This will be promoted in all literature and advertising. We will donate$5,000 cash. We will also donate$2,000 in kind sponsorship. This would be in the form of the following: Advertising with a "wrap" in the Tribune newspaper the week of the event. The ad will highlight the 30 year history of the triathlon. Our graphic artist will put it together working closely with Rich Ogden to make sure it represents the city's historical direction of the triathlon. The ad will also be representative of all sponsors involved do give some added value to those sponsors. I will work closely with Race Director Rich Ogden to make sure we are in compliance of all triathlon publicity. Press conference in April: Rich and I will set a date where we invite the media, city VIP's, bank staff to the recreation conference room to announce the partnership and layout the historical significance of this years event. We will supply media kits, have the mayor and our bank president speak. 1222 Vine Street C a -3 ATTACI-IiviENT- Heftge0aksBank@ Expect More We will donate all race bags and finish line tape with the banks name and the city's. We will offer our banks graphic artist to design and lay out the race brochures and posters under the direction of Rich and myself working closely on all details. We will offer are SLO offices (2) to promote the event and be a pick up point for brochures to be picked up. We can offer more locations if needed. The bank will Hire Bonnie Ernst and her production group to video tape the event. She will edit the highlights and deliver them to both TV stations KSBY and KCOY to air on their 6pm news. The city will then have it for their archives. ➢ We would like to make this a one year agreement as the exclusive bank title sponsor with the right of first refusal for upcoming years: I, Mitch Massey,will be your direct contact with our bank to make sure our role is followed through efficiently. > We will want to get staff members involved, where you need them, so our organization showcases their commitment of involvement. We will want our presence at race day. Staff will have our trade show booth and tent. We estimate our total sponsorship commitment(staff hours and graphic arts involvement) to be $10,000 Please know our goal in wanting to create this title sponsorship is to bring together our bank and the city of San Luis Obispo in a relationship that continues to enhance one of the cities's most admired events. My long standing relationship with Rich only helps solidify this partnership since we have worked closely together on many community directed events. I act as Race Director for our banks two fun run events so I understand completely the role of a race director. My role is to compliment the direction set forth by Rich and his staff. Our entire organization is excited about the possibilities to make this new chapter in our community involvement work. We pride ourselves in getting actively involved to community events. Please let me know if you have any questions to follow up with. I will be more than happy to outline more information for you and even meet with others to keep this process moving forward. Sincerely, Mitch Massey Senior Vice President Marketing &Community Relations Heritage Oaks Bank mmasseYO)heritageoaksban k.com 805-369-5281 1222 Vine Street Paso Robles,CA 93446 Ph 805.369.5200 fx � www.heritageoaksbank.com / �a r — APACHYENT a Section 760 DONATION POLICY RESOLUTION NO.8965(1999 Series) A RESOLUTION OF THE COUNCIL OF THE CITY OF SAN LUIS OBISPO ADOPTING A CITY DONATION ACCEPTANCE POLICY WHEREAS, individuals, community groups, and businesses may wish to make donations to the City in either cash or in-kind contributions that enhance projects, facilities, and programs; and WHEREAS, the need for projects, facilities, and programs exceeds the City's ability to fund all such needed projects; and WHEREAS, it is an acceptable and appropriate practice to accept donations, in order to enhance City programs and/or facilities to provide a higher level of service to the public. , NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of San Luis Obispo hereby adopts the following policy concerning the acceptance of donations: 1. The donation must have a purpose consistent with City goals and objectives 2. The City may decline any donation without comment or cause. 3. The donation will not be in conflict with any provision of the law. 4. The donation will be aesthetically acceptable to the City. 5. The donation will not add to the City's workload unless it provides a net benefit to the City. 6. The donation will not bring hidden costs such as starting a program the City would be unwilling to fiord when the donation was exhausted. 7. The donation places no restriction on the City,unless agreed to by the City Council. 8. The donation shall become property of the City. 9. All donations will receive recognition appropriate to the level and nature of the donation as determined by the City. For those of a capital nature, that may be in the form of signage, marking, or naming. Any naming of Parks and Recreation facilities shall be consistent with City policy on the naming of such facilities as set forth in Resolution 8621 (1997 Series). Regardless of the recognition strategy selected, the intent shall be to appropriately honor the donor for their contribution to the community. The appearance of traditional commercial advertising shall be avoided. 10. Donations exceeding $5,000 shall be accepted through a written agreement consistent with these guidelines and approved by the City Council. In-kind capital donations will be subject to normal City review,permitting,inspection,and insurance requirements. Upon motion of Council Member Marx seconded by Council Member Ewan, and on the 745_1 (..,a -J' Donation Policy Resolution No. 8965 (1999 Series) Page 2 following roll call vote: AYES: Council Members Ewan, Marx,Schwartz, Vice Mayor Romero and Mayor Settle NOES: None ABSENT: None The foregoing resolution was adopted this 7th day of September, 1999. Mayor Allen Settle ATTEST: r Lee Pnce, City Clerk APPROVED AS TO FORM: Jeflr 4 61=f C' Attorney 745_2 a— r AT;ACHiNEIIT 3 Parks and Recreation Commission Minutes DRAFT March 4, 2009 Page 2 of 5 3. Heritage Oaks Major Sponsor Donation—Kiser Recreation Supervisor Rich Ogden provided the Commissioners with background information on the past five years of support from Heritage Oaks Bank as a sponsor of the SLO Triathlon, which included donating race bags in exchange for their logo printed on participant shirts. For the 2009 SLO Triathlon, Heritage Oaks Bank has proposed a contribution of $5,000, as well as advertising, volunteer support, and race bags with the request their name appear along with the existing name of San Luis Obispo Triathlon. This would not be a title sponsorship but rather a presenting or co-sponsor("presented by the City of SLO and Heritage Oaks"). Director Kiser explained that in accordance with the City's Donation Acceptance Policy, any donation of $5,000 or more needs to be approved by the City Council, requires a written donor agreement, and appropriate recognition. The proposed sponsorship would be over $7,000 including in-kind services in addition to the cash contribution. Commissioners clarified there have been no previous sponsors and that this cost assistance would replace that which is used from the general fund for the event. Discussed first right of refusal consistency and not tying together an amount or timeline or assuming same level of coverage in future. City Attorney reviews tomorrow. MOTION: (Havas/Regier) Enter into an agreement with Heritage Oaks Bank for sponsorship of the San Luis Obispo Triathlon in exchange for$5,000 in cash and other in-kind services. Approved: 6 yes: 0 no: 0 absent 4. Volunteer of the Month The March Parks and Recreation Volunteer of the Month is Mike McGourty of the Cracked Crab in Pismo Beach. In December, Mike was the featured chef for the Global Gourmet class where he demonstrated how to cook Christmas Gumbo, local Dungeness crab, seafood stuffed whole crab, oysters and apple cobbler. Mike's enthusiastic demonstration and his vast knowledge of seafood combined with numerous delicious dishes made for one exciting night. Mike has put on two cooking demonstrations for the City of San Luis Obispo and we appreciate his time and continued effort to give back to the community. Mike grew up on the east coast and graduated from the University of Denver in Colorado. He has traveled extensively throughout the United States,enjoys golfing, cheering on the Boston Red Sox and listening to the Grateful Dead. The San Luis Obispo Parks and Recreation Department expresses appreciation to Mr. McGourty and his volunteer efforts. 5. Staff Report-Wallace Recreation Supervisor Christine Wallace gave a PowerPoint presentation to the Commissioners Community Gardens Program, both current garden locations and proposals for the future, as presented to Council last month at their request. The Community Gardens began in 1975 as a Cal Poly Senior Project and now number 67 plots ranging from 4x6 to 2600. Current garden locations include Emerson Park, Laurel Lane and Broad Street. Potential future areas under ea- ---T n,;� C!iVIf11T city of san Luis osispo DONOR AGREEMENT This Agreement is made this day of 2009, between the CITY OF SAN LUIS OBISPO, hereinafter referred to as City, a municipal corporation, and HERITAGE OAKS BANK, hereinafter referred to as "Donor". WITNESSETH: WHEREAS, Heritage Oaks Bank desires to donate$5,000 in cash and$2,000 in-kind service for the 2009 San Luis Obispo Triathlon in return for sponsorship of the event;and WHEREAS; acceptance of the Donation is consistent with City Policy as set forth in Resolution No. 8965 (1999 Series). NOW THEREFORE, in consideration of their mutual promises, obligations and covenants hereinafter contained,the parties hereto agree as follows: L TERM. The term of this Agreement shall be from the date this Agreement is made and entered, as first written above,until acceptance of the Donation and the completion of the 2009 SLO Triathlon. 2. DONOR'S OBLIGATION: Donor shall perform as follows: • Provide$5.000 in cash and$2.000 in-kind service. "rhe in-kind service will include advertising. race bags and staff to help during the day of the event. • Donor agrees with City to provide funds and services as set forth in Attachment 1 attached hereto and incorporated into this agreement. 3. CITY OBLIGATION: City shall perform as follows: • Will include Heritage Oaks Bank along with the City of San Luis Obispo as the presenting sponsor of the SLO Triathlon • The City will provide Heritage Oaks Bank the first right of refusal for sponsorship of the 2010 SLO Triathlon. 4. USE OF FUNDS: The City shall use the Donation to purchase service,equipment and supplies that are needed for the San Luis Obispo Triathlon. Under no circumstance shall the Donation or any part of it revert to the Donor. The Donor acknowledges and understands that upon acceptance of the Donation by the City. the Donation shall become property of the City. 5. COMPLETE AGREEMENT. This written Agreement, including all writings specifically incorporated herein by reference,shall constitute the complete agreement between the parties hereto. No oral G.acenundagreementn'Herlmge Oaks --- ---- - --- _ - �a -g Heritage Oaks Donor Agreement - _ II.FCN.i�Eh? rag— ge 2__ agreement,understanding,or representation not reduced to writing and specifically incorporated herein shall be of any force or effect nor shall any such oral agreement,understanding,or representation be binding upon the parties hereto. 6. AMENDMENTS. Any amendment,modification or variation from the terms of this Agreement shall be in writing and shall be effective only upon approval by the City Administrative Officer of the City. 7. NOTICE: All written notices to the parties hereto shall be sent by United States mail,postage prepaid by registered or certified mail. 8. AUTHORITY TO EXECUTE AGREEMENT. Both City and Donor do covenant that each individual executing this agreement on behalf of each party is a person duly authorized and empowered to execute Agreements for such party. IN WITNESS WHEREOF,the parties hereto have caused this instrument to be executed the day and year first above written. ATTEST: CITY OF SAN LUIS OBISPO, A Municipal Corporation By: Audrey Hooper. City Clerk Mayor, David Romero APPROVED AS TO FORM: Donor-Heritage Oaks Bank: By: (15an C. Lowell, City Attorney