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HomeMy WebLinkAbout05 - CC-8 - Accept Donation from AYSO for Costa Mesa - 3/16/2010LO'� MFSCITY COUNCIL AGENDA REPORT �� CTTYOiTHR ARTSS OMEETING DATE: MARCH • , 2010 ITEM NUMBER: _ CpRPORgiE� �9' SUBJECT: ACCEPT A DONATION FROM THE AMERICAN YOUTH SOCCER ORGANIZATION (AYSO) REGION 120 FOR THE COSTA MESA FARM SPORTS COMPLEX (THE FARM) DATE: MARCH 4, 2010 FROM: PUBLIC SERVICES DEPARTMENT/ENGINEERING DIVISION PRESENTATION BY: PETER NAGHAVI, DIRECTOR, DEPARTMENT OF PUBLIC SERVICES FOR FURTHER INFORMATION CONTACT: ERNESTO MUNOZ, CITY ENGINEER, (714) 754-5335 RECOMMENDATION: Accept a donation from the American Youth Soccer Organization (AYSO) Region 120 in the amount of $182,000 for the lighting of Fields No. 5 and No. 6 at the Costa Mesa Farm Sports Complex. 2. Approve the attached Budget Adjustment No. 10-022 (Attachment 1) to appropriate funds for the design and construction of the lighting of fields No. 5 and No. 6 at the Costa Mesa Farm Sports Complex. 3. Direct staff to initiate the preparation of construction documents for the lighting of Fields No. 5 and No. 6 at the Costa Mesa Farm Sports Complex. BACKGROUND: The Costa Mesa Farm Sports Complex (The Farm) was dedicated on July 1, 2000, and included two lighted championship -size soccer fields and four un -lit high school -size soccer fields. The current field layout is shown in Attachment 2. On March 9, 2006, a community meeting was held to present the proposed lighting plan for Fields No. 3, No. 4, No. 5, and No. 6. The meeting was attended by adjacent residents, user groups, and staff. At the March 22, 2006, Parks and Recreation Commission meeting, the Commission approved the proposed lighting plan for Fields No. 3 through No. 6 and recommended that the City Council approve funds for the construction of the project. On May 15, 2007, City Council adopted the plan specifications and working details for the installation of a Sports Lighting System for Fields No. 1 through 6 and awarded a construction contract for the installation of a new energy-efficient sports lighting for Fields No. 3 and No. 4, the retrofit of existing fixtures at Fields No. 1 and No. 2 with the new lights, and the installation of underground infrastructure to the west edge of Fields No. 5 and No. 6. The City Council accepted the work December 4, 2007. At the March 2, 2010, City Council Meeting, Parks and Recreation Commission Chair, Kurt Galitski, delivered a letter from the American Youth Soccer Organization (AYSO) Region 120 (Attachment 3) offering a donation in the amount of $182,000 for the lighting of Fields No. 5 and No. 6 at The Farm. ANALYSIS: Per City Council Policy 800-4 (Attachment 4), any financial donations shall be submitted to the City Council for consideration. Donors may specify that the money be used for a specific project. If AYSO's donation is accepted, it will be used for the lighting of Fields No. 5 and 6 at The Farm. The work completed in 2007 included the installation of an electrical service and lighting control system designed to handle all the fields at The Farm, and the construction of underground infrastructure for Fields No. 5 and 6 from the electrical cabinets near Fairview Road, past Fields No. 1 through 4, to the west edge of Fields No. 5 and No. 6. With these improvements already in place, the impact to Fields No. 1 through 4 due to the installation of lighting to Fields No. 5 and No. 6 will be minimized. A new set of construction documents will need to be prepared and the project advertised in compliance with California Public Contract Code requirements. Although preliminary estimates indicate that the donated amount should cover the costs to light the above-mentioned fields, the final costs will not be known until the bids are opened. Provided funding is adequate to proceed with construction, staff anticipates construction to start in August 2010 and be completed in November 2010. ALTERNATIVES CONSIDERED: The City Council may choose to not accept AYSO's donation. FISCAL REVIEW: The Budget Adjustment No. 10-022 appropriates the $182,000 donated by AYSO to the Public Services Department's Capital Improvement Project budget for the lighting of Fields No. 5 and No. 6 at The Farm. The estimated annual increase in energy cost is $6,000. Field maintenance is not anticipated to increase because the fields are already in operation and being maintained. LEGAL REVIEW: There is no legal review required for this item. CONCLUSION: It is recommended that the City Council accept the $182,000 donation from the American Youth Soccer Organization (AYSO) Region 120, approve the attached Budget Adjustment No. 10-022, and direct staff to initiate the preparation of construction documents for the lighting of Fields No. 5 and No. 6 at the Costa Mesa Farm Sports Complex. ERNESTO MUIVOZ City Engineer COLLEEN O'DONOGHUE Assistant Finance Director PETER NAGHAVI, DIRECTOR Department of Public Services 2 ATTACHMENTS: 1. Budget Adjustment No. 10-022 2. Farm Field Layout 3. Letter from AYSO Region 120 dated March 2, 2010 4. Council Policy 800-4 DISTRIBUTION: City Manager Assistant City Manager City Attorney City Clerk Acting Development Services Director Maintenance Services Manager Parks Project Manager Staff File - ATTACHMENT • � lAZ UO q p 4 N O N 9 F[ Z b q N �a mn r N ii X • � lAZ UO q p 4 N O N 9 F[ Z b q ATTACHMENT 3 0 SOCC 4 AMERICAN YOUTH SOCCER ORGANIZATION a nonprofit corporation dedicated to youth soccer 41 ENDED 19 March 2, 2010 Honorable City Council Members, AYSO Region 120 has enjoyed the city's generosity in letting AYSO use the fields in this great city. We have been privileged to play soccer and host many tournaments in this great city, many of them bringing players from all over California to play at the Farm Sports Complex- A sports complex that we can all be proud of. The success of these tournaments has enabled us to keep registration fees among the lowest in the country as well as provide for scholarships to play soccer, and make a contribution to the maintenance of the very fields we play on. It is about making a contribution to our community that makes me proudest... We would like to give back to The City of Costa Mesa who has given us so much to be proud of. Over the years, we hove saved enough to fund the construction and lighting of farm fields 5&6 estimated to be around $182,000. Please accept our donation to the City of Costa Mesa for the lighting of these 2 fine fields, we ask that you approve this donation and fast track it's construction so that the youth of Costa Mesa can enjoy it this summer. Thank you, yJohnRubriht oval Commissioner AYSO Region 120 ATTACHMENT 4 CITY OF COSTA MESA, CALIFORNIA COUNCIL POLICY SUBJECT POLICY EFFECTIVE DATE PAGE NUMBER 6117/02 ACCEPTANCE AND RECOGNITION OF DONATION 12/5/02 TO CITY PARKS AND PUBLIC FACILITIES AND 800-4 7/13/04 CIRCLE OF SERVICE RECOGNITION 6121/05 1 of 5 REV. 1211109 BACKGROUND The City of Costa Mesa has, over a period of many years, received donations of time, money, materials, and park furniture/equipment, as well as requests for the placement of memorial plaques at City parks and public facilities. No formal process has existed for the acceptance of same, which has led to a disjointed, confusing practice. Due to the lack of a consistently applied policy_, there are few records available to substantiate the basis upon which donations and/or the placement of memorial plaques were accepted. PURPOSE The purpose of this policy is to establish a consistent procedure for the acceptance and recognition of donations to City parks and public facilities and requests for memorial plaques and Circle of Service recognition. POLICY It is the policy of the City of Costa Mesa to encourage donations by individuals, civic groups, and businesses for the purpose of improving City parks and public facilities. Such donations, including the placement of memorial plaques and volunteer efforts for clean-up projects, shall be accomplished in a consistent fashion in accordance with this policy. Any donation of equipment, park furniture, or plantings that include a request for a donor or memorial plaque shall be submitted to the Parks and Recreation Commission for consideration or approval before installation. The exception to this is sponsorships and donations to the K-9 Cleanup program for dog dispensers and bags. Donations and sponsorships to the K-9 Cleanup program can be made to the K-9 Cleanup account through the Costa Mesa Community Foundation Circle of Service nominations will be reviewed by the Parks and Recreation Commission and approved by the City Council. Financial donations or payments for donated items can be made to the City of Costa Mesa or the Costa Mesa Community Foundation. The Foundation Chair will acknowledge the donation in writing for those donations received by the Costa Mesa Community Foundation. PROCEDURES AND GUIDELINES TREE DONATIONS AND THE PLACEMENT OF DONOR OR MEMORIAL PLAQUES 1. All donations of trees or other planting shall be in accordance with the Parks and Open Space Master Plan and/or comply with the approved park -planting palette. Donated trees shall be a minimum 15 -gallon size. CITY OF COSTA MESA, CALIFORNIA COUNCIL POLICY SUBJECT POLICY EFFECTIVE DATE PAGE NUMBER 6/17/02 ACCEPTANCE AND RECOGNITION OF DONATION 12/5/02 TO CITY PARKS AND PUBLIC FACILITIES AND 800-4 7/13/04 CIRCLE OF SERVICE RECOGNITION 6/21/05 2 of 5 REV. 12/1/09 2. All requests for placement of plaques memorializing individuals shall be submitted to the Parks and Recreation Commission for approval before installation. Memorial plaques for pets are not allowed within City Parks. However, trees and/or park furniture may be donated in memory of a pet without a plaque. 3. Donor and memorial plaques shall be circular, bronze with a maximum size of six (6) inches in diameter. All plaques shall have standard wording to include "Donated By", "in Memory Of' or "In Honor Of'. Donors are responsible for the acquisition and cost of the plaque. The City will incur the cost of installation. 4. All donor and memorial plaques for tree donations shall be located in areas specifically designated for this purpose at each park. In the event an area has not been designated for this purpose, plaques may be installed on concrete pads at the base of donated trees. Plaques will be installed flush with the ground for ease of maintenance and liability purposes. ADOPT -A -BENCH PROGRAM AND DONATION OF PARK FURNITURE 1. Donated park benches or picnic tables shall be of the type specified in the approved Streetscape and Median Development Standards. 2. The donated park benches or picnic tables will be used to replace old benches and picnic tables at existing locations or placed at new locations that are already Americans with Disabilities Act (ADA) accessible. The Maintenance Services Manager will give the donor the choice of existing locations with approval of the ultimate location by the Maintenance Services Manager. 3. Donor is responsible for the cost of the bench or picnic table. Upon receipt of payment, City staff will acquire the furniture and install it. 4. Donor or Memorial plaques shall be circular, bronze with a maximum size of six (6) inches in diameter. Plaques will be imbedded flush in the concrete pad near the park bench and/or picnic table and are not allowed to be attached to the bench. All plaques shall have standard wording to include, "Donated By", "In Memory Of', or "in Honor Of. CITY OF COSTA MESA, CALIFORNIA COUNCIL POLICY SUBJECT POLICY EFFECTIVE DATE PAGE NUMBER 6/17/02 ACCEPTANCE AND RECOGNITION OF DONATION 12/5/02 TO CITY PARKS AND PUBLIC FACILITIES AND 800-4 7/13/04 CIRCLE OF SERVICE RECOGNITION 6/21/05 3 of 5 REV. 12/1/09__ ADOPT -A -PARK PROGRAM 1. The Adopt -A -Park Program is open to interested individuals, businesses, or groups for the clean up and beautification of the City's parks. Adopt -A -Park events are limited to half or one-half day events for litter pick-up, painting and planting projects. 2. The participating individual or group is responsible for providing gloves and tools, such as paintbrushes, trowels, shovels, etc. 3. The City will provide paint, planting materials, trash bags, the removal of filled trash bags, and a staff person for supervision at the event. 4. All participants will be required to complete and sign a Registration and Waiver and Release of Liability form as provided in the application package. Applications are subject to review by the Maintenance Services Manager and approval by the Public Services Director. CIRCLE OF SERVICE 1. The Circle of Service has been established in Lions Park to commemorate citizens who have provided significant service to the City; made an extraordinary contribution to the City; or contributed to the history of Costa Mesa. 2. The nominee must have been deceased a minimum of one (1) year prior to being nominated and considered by the Parks and Recreation Commission. 3. The nominee must have been a resident of Costa Mesa for a minimum of ten (10) years. 4. The nominee must have been involved in community service for a minimum of seven (7) consecutive years or have given their life in the service of the nation or community. 5. The application shall be completed by a family member, a member of the community, a member of a non-profit organization, or someone from the business community. If service to an organization is identified, corresponding written support from the organization served by the applicant is required. 6. The applicant is responsible for the cost of the plaque and payment must be submitted with the application. CITY OF COSTA MESA, CALIFORNIA COUNCIL POLICY SUBJECT POLICY EFFECTIVE DATE PAGE NUMBER 6/17/02 ACCEPTANCE AND RECOGNITION OF DONATION 12/5/02 TO CITY PARKS AND PUBLIC FACILITIES AND 800-4 7/13/04 CIRCLE OF SERVICE RECOGNITION 6/21/05 4 of 5 REV. 12/1/09 7. Circle of Service plaques shall be circular, bronze and be twelve (12) inches in diameter. All plaques shall have standard wording to include "In Memory Of' or "in Honor Of'. 8. Plaques shall be installed at Lions Park for candidates approved by City Council once a year in July. PROCEDURE TO NOMINATE CIRCLE OF SERVICE HONOREES 1. Application forms are available at the Recreation Division Counter. Submit the completed application to the Recreation Division, City Hall, 3`d Floor for review by the Parks and Recreation Commission. The Commission will make a recommendation to the City Council to deny or approve an application. Commission meetings are held on the fourth Wednesday of the month. Agenda items require three weeks to prepare and mail for each meeting. Therefore, information must be received during the first week of the month in order to be placed on the agenda for that month. 2. If the City Council approves the request, the plaque will be purchased by the requesting party and installed by City staff. Staff will also arrange for a dedication ceremony for Circle of Service inductees and notification of all interested parties. 3. The City assumes no liability for the replacement or repair of plaques, but will assume responsibility for normal maintenance. K-9 CLEANUP PROGRAM Sponsorships 1. Sponsorship information for dog dispensers and bags and application forms are available in the City Manager's Office. Submit the completed forms to the City Manager's Office, along with the sponsorship donation, made payable to the Costa Mesa Community Foundation. Sponsorship tiered funding amounts shall be adjusted, as necessary, by the Community Foundation. The Public Services staff will purchase the dispenser and bags, create the sponsorship sign, and assign the location of the dispenser. The applicant will be advised of the location of the dispenser. 2. The City assumes no liability for the replacement or repair of the sponsorship sign, but will assume responsibility for normal maintenance. CITY OF COSTA MESA, CALIFORNIA COUNCIL POLICY SUBJECT POLICY EFFECTIVE DATE PAGE NUMBER 6/17/02 ACCEPTANCE AND RECOGNITION OF DONATION 12/5/02 TO CITY PARKS AND PUBLIC FACILITIES AND 800-4 7/13/04 CIRCLE OF SERVICE RECOGNITION 6/21/05 5 of 5 REV. 12/1109 Donations Donations to the K-9 Cleanup program shall be submitted to the Costa Mesa Community Foundation. The donations may also be submitted at the Finance Department counter. Each donation shall be placed in the K-9 Cleanup account for future use to offset costs for bags, dispensers, costs for stocking dispensers, and/or repairs. PROCEDURE To ACCEPT FINANCIAL DONATIONS 1. Any donation of a strictly financial nature shall be submitted to the City Council or the Costa Mesa Community Foundation. The donation shall be placed in a special account for future use. 2. Donors may specify that the money be used for a specific project or for purchase of a specific item. 3. If the donor does not identify the donation for a specific project, it shall be used as deemed appropriate by the City Council or the Foundation Board. 4. The Foundation Chair shall acknowledge all donations to the Foundation in writing.