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HomeMy WebLinkAbout08/20/2002, BUS 5 - DAMON-GARCIA SPORTS FIELD DONATION PROGRAM 1 council Mre0,Da6-'Z0.0-2_ acEnaa Repout mHm6,, 9vS.4r CITY OF SAN LU I S OBI SPO FROM: Paul LeSage, Parks and Recreation Direct rs� SUBJECT: DAMON-GARCIA SPORTS FIELD DONATION PROGRAM CAO RECOMMENDATION: As recommended by the Parks and Recreation Commission, authorize staff to pursue field- naming opportunities, in exchange for significant financial contributions to the construction of the Damon-Garcia Sports Fields. DISCUSSION At this time, the plans and specifications for the construction of the Damon-Garcia Sports Fields are being prepared. Two of the significant parts of this project were not anticipated when a preliminary project budget was prepared in 1999. These are the lighting of all four fields and the construction of sand based playing fields. The original scope of the project included lighting only one field. However, at the design forum held on September 18, 2000, the community members present asked that all four fields be lighted. The cost of the additional lighting is $130,000 per field for a total of$390,000. Staff forwarded this request to the City Council, along with a proposed funding source. The City is eligible for an allocation grant of$391,000 from Proposition 12, passed by the voters in March of 2000. Council has previously approved the additional lighting and authorized staff to apply for the grant on June 18 of this year(2002). Since the sports fields are going to be heavily used, top quality fields are needed. At this time, the state of the art is turf fields, constructed over a drainage system on at least one foot of sand. This allows the turf to develop a better root system, and drain quickly after rainstorms. Staff and the project design consultants consider this a very important component of the project. The sand based turf fields run. about $2.50 a square foot. For each field, that is a cost of $135,000. The Parks and Recreation Commission and staff are proposing a direct appeal to the community for this additional funding. The City Council has previously approved the naming of one field in commemoration of Daryl Damon, the late son of Douglas and Eileen Damon, at the time of the purchase of the property. This leaves three fields that could be named in exchange for a contribution, with revenue potential of slightly more than $400,000. The City Donation Policy (Attachment 1) allows for the naming of facilities in consideration of significant donations. A donation of$135,000 would indeed be significant. The City has had a very positive history with contributions for park improvements. Since 1999, over $900,000 have been donated to four projects: the Saturn Basketball Court at Emerson Park, .s/ j Council Agenda Report—Damon-Garcia Sports Fields Funding Page 2 Eto Park Japanese Garden, the Sinsheimer Park Batting Cages, and the Ludwick Community Center remodel. At this time there are no obvious donors waiting in the wings. However, several months ago,the Natural Resources Manager was faced with a similar situation. At the last minute, a grant that was to be used to purchase the Johnson Ranch fell through, He issued a press release asking the community for support. Almost immediately, a donor stepped forward with$100,000. Ideally, individuals can make donations. However, the Donation Policy does not preclude accepting donations from or naming for businesses. Staff recommends that any donations be considered on a case-by-case basis for the Damon-Garcia Sports Fields project. Obviously, the donation would have to be made in a spirit of community support and not in expectation of major recognition. The Naming Policy (Attachment 2) states that the recognition for such donation should commemorate the donation and not appear to be advertising. The "appropriate recognition" that is noted in the Naming Policy is a standard unlighted City park sign at each field,with the name of the donor on it. FISCAL IMPACT Depending upon community response, this item could have no fiscal impact on the City. It does at least offer the possibility that costs to the City for the Damon-Garcia sports fields can be reduced. As was previously noted in this report, no individual or organization has expressed an interest in making such a donation. CONCURRENCES The Parks and Recreation Commission reviewed and approved this item at their August 7, 2002 meeting(Attachment 3). ALTERNATIVES 1. Council could determine that no field naming would be allowed at the Damon-Garcia Sports Fields. In that case, staff would recommend that the additional cost of the fields be funded through the deferral of other previously approved park improvement projects. In any event, staff would not recommend eliminating the sand based field construction from the project. 2. Council could chose to limit the types of donations that would be considered for the Damon- Garcia Sports Fields. ATTACHMENTS 1. Donation Policy. 2. Naming of Parks and Recreation Facilities Policy. 3. Parks and Recreation Commission Minutes of August 7, 2002. G.ICouned Agenda RepomICAR-Damon Garcia Funding 8.10.02.do S ATTACHMENT council - '" °ft e tember 7 199 agenda Report CITY OF SAN LUIS OBISPO FROM: 1 LeSage, Director of Parks and Recreation SUBJECT: CITY DONATION ACCEPTANCE POLICY CAO RECOMMENDATION Adopt a resolution establishing a City Donation Acceptance Policy. DISCUSSION From time to time, individuals, community groups, and businesses have approached the City with the intent of making significant donations. The recent offer of a basketball court at Emerson Park and the potential for donations at the Sports Field Complex highlights the need for a City policy on acceptance of these types of gifts. Cities and other government agencies find it appropriate to develop a formal approach to accepting donations. The purpose of such a policy is to protect the City's interests while not discouraging potential donors. San Luis Obispo park and recreation facilities have benefited from significant donations in the past. Much of Sinsheimer Park, including the baseball stadium, was donated by private businesses and community organizations. Many of the barbeque pits in City parks were built by service clubs. The Rotary Pavilion in Laguna Lake Park was constructed entirely by the Monday Rotary Club. The City has also previously recognized donations with namings, such as Rotary Pavillion, and with signage such as the baseball scoreboard at the Sinsheimer Baseball Stadium. Certain ongoing maintenance efforts have also been acknowledged. The trail signs on Bishop Peak note that the trails are maintained by the Sierra Club. Primarily, these donations have been accepted on an informal or "hand shake" basis. While major problems have not happened, this informal process does put the City at risk. What if, for example, a project was constructed without inspection and later found to be substandard. Would the City be required to demolish and rebuild it? The attached policy addresses this issue and others that protect the City's interest. The policy stipulates that donations must have a purpose consistent with City goals and highlights the City's ability to decline donations. It also seeks to encourage donations that do not add to the City's workload or bring hidden costs. Significant donations bring with them an expectation of recognition. This policy allows for appropriate recognition without imposing commercial advertising in City facilities. . s=3 ATTACHMENT I' Z Council Agenda Report—City Donation_Acceptance Policy Page 2 This policy also stipulates that capital donations will be subject to normal City review, permitting, inspection, and insurance requirements. While the item in this policy on recognition has raised the most questions, this stipulation on review, permitting, etc., is what protects the City from well-intended,but ill-advised, donations. Regarding recognition, while it is staff's position that what is spelled out in Point 9 of the policy is appropriate, not everyone agrees with that position. Staff asked the Joint Use Committee to review the policy because of the potential for donations on sites under their review. While endorsing the policy, the committee members expressed concern that the naming policy was restrictive and could discourage donations. Staff understands and accepts this concern, as it represents the enthusiasm of the public for more high-quality facilities and provides a balance to staff's caution in protecting the City's interest. Staff believes that a successful track record of facilitating donations has been established. The proposed basketball court in Emerson Park can be accomplished under this policy. CONCURRENCES The Joint Use Committee unanimously endorsed this policy on August 24, 1999, with the concern previously noted. The policy will be reviewed by the Parks and Recreation Commission on September 1, 1999. The action of the Commission will be reported to the City Council prior to the September 7, 1999, Council meeting. FISCAL IMPACT There is no fiscal impact in adopting this policy. The fiscal impact of donations covered by the policy will be reviewed by City Council on an individual basis. ATTACHMENT 1. Resolution �y i ATiACHMENT_L 3_ 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 fund 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 R 8965 ATTACHMENT —� esolution 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 thi:7th day of September, 1999. Mayor Allen Settle 7LeePnee, ZCityCl4erk r APPROVED AS TO FORM: Je o Ci Attorney �G ATTACHMENT 2_--- council January 21, 199 aGEnaa Rpm It.""m'" CITY OF SAN LUIS OBISPO FROM: Paul LeSage, Director of Parks and Recreation SUBJECT: NAMING OF PARKS AND RECREATION FACILITIES CAO RECOMMENDATION Adopt a resolution setting the policy for the naming of Parks and Recreation facilities. DISCUSSION Background: From time to time, City staff receives requests to name specific recreation facilities. Primarily, the request is to name a park or portion of a park in honor of someone who has made a significant contribution to the City. The Parks and Recreation Department was directed to develop a policy for the consideration of such requests. Staff quickly enlisted the help of its primary citizens advisory group, the Parks and Recreation Commission. Working cooperatively, a policy was developed that is both simple to follow and very fair to those who might be nominated. Facilities may be named for individuals or groups who have significant contributions to San Luis Obispo and its citizens. A naming may commemorate a significant financial contribution to a specific project. A naming might also be made of a significant natural or historic resource associated with a location. . Both the Commission and staff feel that naming need not be posthumous. Existing park sites with generic names (i.e., Laguna Hills Park) might be renamed. if appropriate. Staff and the Commission envision a simple process: • Those wishing to make nominations shall submit a letter to the Parks and Recreation commission detailing why the naming should be considered. A summary of contributions to the community would be appropriate as part of the letter. • The Parks and Recreation Commission shall review all nominations. • Those judged to be worthy of consideration will be forwarded to the City Council for approval. - S�7 i. ATiACHMENT�_ • If approved by Council, the naming will be commemorated by an appropriate ceremony. If this policy is approved, the Parks and Recreation Department will notify those groups and individuals in the community who have expressed interest in naming facilities. CONCURRENCES The Parks and Recreation Commission approved this policy at their November 6, 1996, meeting. FISCAL IMPACT Any expenses associated with a facility naming are not necessarily the responsibility of the City. ATTACHMENT 1. Resolution t AITACNO z-3 RESOLUTION NO. 8621 (1997 Series) A POLICY FOR THE NAMING OF PARKS AND RECREATION FACILITIES WHEREAS, it is appropriate that parks and recreation facilities, and portions of those facilities, be named in honor of citizens of the City of San Luis Obispo, and . WHEREAS, such naming should be made for persons or groups who have made significant contributions to the City, and WHEREAS,naming can also be made for other appropriate reasons, and WHEREAS, such naming nominations shall be reviewed by the Parks and Recreation Commission and forwarded to the City Council for approval. NOW, THEREFORE, be it resolved that the City Council of the City of San Luis Obispo does adopt this policy concerning the naming of park and recreation facilities, with the following provisions: 1. Naming of facilities may be made for individuals or groups who have made significant contributions or service to the City of San Luis Obispo and its citizens. 2. Naming may commemorate significant financial contributions to a specific project. 3. Naming is also appropriate for significant natural or historic resources associated with a particular location. 4. Naming need not be posthumous. 5. Those wishing to make nominations shall submit a letter to the Parks and Recreation Commission detailing why the naming should be considered. 6. Those nominations judged to be worthy of consideration shall be forwarded to the City Council for approval. ATTACHMENT 1 q n_oc�i L . ._ Resolution No. 8621 (1997 Series) Page Two 7. While the policy primarily deals with new park sites, the renaming of existing facilities or unnamed portions of facilities is not precluded. When such a request is received, the current site name will be researched to see that the request is not contrary to a previous naming. Such naming changes are seen as being appropriate for parks with generic names. 8. Any expenses associated with a facility naming are not necessarily the responsibility of the City. On motion of Vice Payor xoal= seconded by council r har SMjt and on the following roll call vote: AYES:Council 15nbers Poa]ran, S]ith, P n-ero, Williams and Mayor Settle NOES:None ABSENT: None The foregoing resolution was adopted this 21st day of ja„l,Yom- 1997. Mayor Allen Settle ATTEST: e - Bo iie Gawf, C' CC k Jo e , CAttorney Parks and Recreation Commission W� MINUTES ATfAgM� City-County Library Conference Room Wednesday, Aust 7, 2002, 7:00 p.m. 2002, 7:00 p.m. CALL TO ORDER: Chair Peter Dunan called the meeting to order at 7:01 p.m. ROLL CALL: Chair Peter Dunan, Commissioners Dan Buckshi, Jim Neville, and Bill P'per. ABSENT: Commissioners Debbie Black and Teresa Larson. STAFF: Director Paul. LeSage, Larry Tolson, Michael McGuire, and Cindy McDonald. PUBLIC COMMENT PERIOD: There was no public comment CONSIDERATION OF MINUTES: The minutes of the June 5, 2002 meeting were approved. 1. Volunteer of the Month The Volunteer of the Month presentation will be rescheduled to next month. 2. Presentation by Sarah O'Neill Sarah O'Neill, Cal Poly Landscape Architecture student, presented a site plan for Boci Ball and Sand Volleyball Courts in Emerson Park. Commission discussed the presentation and thanked Sarah for her time and effort. 3. Ludwick Center,Public Art Project. Michael McGuire,Engineering Division Michael McGuire presented artwork and discussed with the Commission the selected artist for the Ludwick Center Public Art project. The artist, Mark Jepson could not attend meeting. Commission approved the artist selection for the Ludwick Center. (Pyper/Neville; Clay dissenting). 4. Follow-up on in locating a Disc Golf Course in Sinsheimer Park Commission discussed locating a Disc Golf Course in Sinsheimer Park. The Commission approved the concept of a Disc Golf Course in Sinsheimer Park and directed staff to forward a request to the Joint Use Committee to provide $5,000 in Park Improvement funds for the project. (Buckshi/Clay, unanimous). Parks and Recreation Commission - Minutes for August 7, 2002 Page 2 VA ATTACHMENT--` 5. Naming opportunity for Purple Sage Street. % The Commission recommends to the City Council naming the park on Purple Sage Street to Rodriguez Adobe Park. (Neville/Pyper, unanimous). 6. Naming opportunity: Batting Cages The Commission recommends to City Council naming the Sinsheimer Batting Cages to Michael M. Maino Batting Cages. Dr. Hollister,petitioner, was present. (Pyper/Clay, unanimous). 7. Naming opportunity: Damon Garcia Sports Fields The Commission recommends to City Council that staff are to pursue field-naming opportunities in exchange for significant financial contribution to the construction of the Damon Garcia Sports Fields. (Pyper/Clay, unanimous). 8. Director's Report ❖ 2003-05 Budget Process. ❖ Follow-up on PAYS Program ❖ 1095 March Street park site ❖ Ongoing Capital projects 9. Staff Reports ❖ Recreation Programs—Linda Fitzgerald's report was distributed. ❖ Park Maintenance—Lary Tolson updated the Commission from Parks Division. 10. Committee Reports ❖ Jack House—Pyper ❖ Mayor's Youth Task Force—Dunan ❖ Golf—Clay ❖ Damon-Garcia Sports Fields—Dunan 11. Communications None 12. Adjourned The meeting was adjourned at 8:33pm 3-1Z