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HomeMy WebLinkAbout01 - CC-7 - Accept a Donation from the Miocean Foun. - 1/4/2011CITY COUNCIL AGENDA REPORT MEETING DATE: JANUARY 4, 2011 ITEM NUMBER: SUBJECT: ACCEPT A DONATION FROM THE MIOCEAN FOUNDATION FOR THE FAIRVIEW PARK WETLANDS AND RIPARIAN HABITAT PROJECT DATE: DECEMBER 15, 2010 FROM: PUBLIC SERVICES DEPARTMENT PRESENTATION PETER NAGHAVI, DIRECTOR, DEPARTMENT OF PUBLIC SERVICES BY: FOR FURTHER INFORMATION CONTACT: ERNESTO MUNOZ, CITY ENGINEER, (714) 754-5335 RECOMMENDATION: 1. Accept a donation from the MiOcean Foundation in the amount of $350,000 for the Fairview Park Wetlands and Riparian Habitat Project. 2. Approve the attached Budget Adjustment No. 11-011 (Attachment 1) to record the donation and appropriate funds for the Fairview Park Wetlands and Riparian Habitat Project. BACKGROUND: On November 17, 2010 the Board of Directors of MiOcean Foundation committed to a donation of $350,000 (Attachment 2) for the Fairview Park Wetlands and Riparian Habitat Project for the creation of a water delivery system to divert urban runoff from the Greenville Banning Channel to the Wetlands and Riparian Habitat Project, and for the implementation of wetlands and riparian habitats. ANALYSIS: Per City Council Policy 800-4 (Attachment 3), 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 the MiOcean Foundation's donation is accepted, it will be used for the implementation of the Fairview Park Wetlands and Riparian Habitat Project. MiOcean Foundation is a 501 (c) 3 nonprofit foundation that applies proven business approaches to curb the harmful effects of urban run-off pollution and, by doing so, preserve and protect Orange County's 42 miles of coastline. The MiOcean Foundation Board identifies pollution reduction projects at "the tipping point" - fully defined, permitted, agency -sponsored projects that need community-based funding. MiOcean seeks worthwhile projects along the Southern California shoreline that will yield measurable, visible results within 1-2 years. The Foundation targets 2-4 projects each year, allocating resources to pollution prevention, education and structural improvements to reduce urban run-off and enhance water quality. MiOcean Foundation has submitted an initial payment of $100,000 to the City, and will make a subsequent payment of $100,000 when construction begins with a final payment of $150,000 when construction has been completed. The project is scheduled to begin in the spring of 2011 and be completed by the spring of 2012. The City will be responsible for reporting the success of the project to the California Department of Fish and Game and The U.S. Fish and Wildlife Service. After the first year of plant establishment and monitoring, the City will monitor and maintain the site in perpetuity. MiOcean Foundation has requested that they be recognized at a future City Council meeting, be listed as a partner on project educational signage and City outreach, and be invited to a project groundbreaking ceremony. ALTERNATIVES CONSIDERED: The City Council may choose to not accept MiOcean Foundation's donation. FISCAL REVIEW: The Budget Adjustment No. 11-011 records and appropriates the $350,000 donated by MiOcean Foundation to the Capital Improvement Project budget for the Fairview Park Wetlands and Riparian Habitat Project. The donation from MiOcean Foundation will be combined with the OCTA M2 Environmental Mitigation Program grant funding of $2,000,000 for a total estimated project cost of $2,350,000. LEGAL REVIEW: There is no legal review required on this item. CONCLUSION: It is recommended that the Council accept the $350,000 donation from the MiOcean Foundation, and approve the attached Budget Adjustment No. 11-011. ERNESTO MUIVOZ City Engineer COLLEEN O'DONOGHUE Assistant Finance Director PETER NAGHAVI, DIRECTOR Department of Public Services Attachments: 1. Budget Adjustment No. 11-011 2. MiOcean Foundation Commitment Letter 3. City Council Policy 800-4 c: City Manager Assistant City Manager City Attorney City Clerk Parks Project Manager Contract Administrator E BUDGET ADJUSTMENT AUTHORIZATION Unit CITY Department Public Services Division Engineering Serial Number 11-011 Type of Transaction Program Reason for Request: ® Revenue Estimate ® Expenditure Appropriation CITY ® Estimate Increase ❑ Intra -Departmental Transfer To increase revenue and appropriate funding from a donation ❑ Estimate Decrease ❑ Inter -Departmental Transfer for Fairview Park Wetlands and Riparian Habitat Project in ® Source ❑ Project -To -Project Transfer the Capital Improvement Fund, as recommended to City - ® Appropriation Increase Council on January 4, 2011. ❑ From Existing Budget Appropriations 401 19500 ® From Donations, Fees, or Grants ❑ Appropriation Decrease ❑ From Unappropriated Fund Balance - Unit Account Name Fund Organization Program Project/Grant Increase Decrease CITY 450300 Donations — MiOcean Foundation 401 19500 40112 - $350,000 - CITY 500000 FP Wetlands and Riparian Habitat Project 401 19500 40112 700067 $350,000 - Department Authorization: Department Director Date Recommendation: ® Approval Reasons For Disapproval: Director of Finance ❑ Disapproval Date City Manager Action: ❑ Approved ❑ Disapproved City Manager ❑ Not Required Date Budget Verification: The above information has been reviewed, is complete and accurate, and the appropriations and/or unappropriated funds are sufficient to support the request. ® Yes ❑ No Budget and Research Officer Date City Council Action: ❑ Approved ❑ Disapproved ❑ Not Required Date Letter of Commitment for Fairview Park Wetlands ATTACHMENT 2 This letter of commitment is being made between the Miocean Foundation and the City of Costa Mesa for the Fairview Park Wetlands and Riparian Habitat Project. It is the intention of Miocean to direct funds toward the completion of the major water quality components of the project for a total commitment of $350,000. This will be a multi-year commitment, beginning with an initial payment of $100,000 on December 1, 2010. A subsequent payment of $100,000 will be paid at the start of construction in 2011 and the last payment of $150,000 will be provided following the completion of the Phase 11 construction work for the Project. Phase II primarily includes the creation of the water quality ponds and diversion of urban runoff into the wetlands. Miocean and the City of Costa Mesa agree to the following items: ® The funds will be directed towards the project's water quality system which includes the diversion of urban runoff from the Greenville Banning Channel into wetland ponds to provide water quality treatment and ground water recharge; ® The implementation of habitat around the ponds for water quality treatment, buffers and integration to the park; • The implementation of interpretive kiosks for public education; ® The facility will be maintained by the City of Costa Mesa; ® Miocean will be mentioned in all city -controlled community communications and outreach as a project co-sponsor; • Miocean will bring a presentation check to a future City Council meeting for recognition (January or February 2011); ® Miocean will be invited to the groundbreaking ceremony (Spring 2011) when construction of the ponds and perimeter planting begins • Miocean will work with the City to identify an appropriate location for permanent signage related to the project as agreed upon by both parties. If you are in agreement with the terms of this letter, please sign and date in the spaces provided and return a copy to Miocean. Very truly yours, ioc n Found ion y Patrick R. Fuscoe, P.E. Chairman Date: '1111,7 Fairview Park ?11,drruni. tr or Date: Q. CITY OF COSTA MESA, CALIFORNIA Attachment 1 COUNCIL POLICY SUBJECT POLICY EFFECTIVE PAGE NUMBER DATE ACCEPTANCE AND RECOGNITION OF 800-4 6-17-02 1 of 4 DONATION TO CITY PARKS AND PUBLIC 12/5102 FACILITIES Rev. 07/13/04 BACKGROUND The City of Costa Mesa has, over a period of many years, received donations of time and money 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. 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 service, equipment or plantings shall be submitted to the Parks and Recreation Commission for consideration. PROCEDURES AND GUIDELINES TREE DONATIONS AND THE PLACEMENT OF MEMORIAL PLAQUES I. All donations accepted by the City shall be acknowledged by the Mayor at a regular City Council meeting or by response from the Mayor in writing, thanking the donor. 2. 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. 3. All requests for placement of plaques memorializing individuals shall be submitted to the Parks and Recreation Commission for approval before installation. Application forms for Memorial Plaques, or Circle of Service, are available at the Recreation Services Division counter. 4. Park plaques shall be bronze with a minimum size of 4" x 8". All plaques shall have standard wording to inrhiirr€e 9-l" 01 in rl"L�VnOr VI 01 III evieiiioiyi vi or CITY OF COSTA MESA, CALIFORNIA COUNCIL POLICY SUBJECT POLICY EFFECTIVE PAGE NUMBER DATE ACCEPTANCE AND RECOGNITION OF 800-4 6-17-02 2 of 4 DONATION TO CITY PARKS AND PUBLIC 1215102 FACILITIES Rev. 07/13/04 5_ All park plaques shall be located in areas specifically designated for this purpose at each park_ This typically would be at the park entrance. In the event an area has not been designated for this purpose, or park improvements cannot accommodate the installation of plaques, plaques may be installed on concrete pads at the base of donated trees. The tree species shall be consistent with the planting for the park. 6. 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. ADOPT -A -BENCH PROGRAM 1. Donated park benches shall be of the type specified in the approved Streetscape and Median Development Standards. 2. The donated park benches will be used to replace old benches at existing locations. 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, as well as the plaque and installation of the plaque. 4. Plaques with memorial messages such as "In Memory Of', "In Honor Of' or other similar wording will not be allowed on park benches. 5. Plaques shall be plastic or acrylic material with a maximum size of 12" x 4". 6. Application forms to donate a park bench are available at the Public Services Department counter and the City's website. 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 limiter" to half or one-half day events for litter pick-up, painting and planting projects. CITY OF COSTA MESA, CALIFORNIA COUNCIL POLICY SUBJECT POLICY EFFECTIVE PAGE NUMBER BATE ACCEPTANCE AND RECOGNITION OF 600-4 6-17-02 3 of 4 DONATION TO CITY PARKS AND PUBLIC 1215102 FACILITIES Rev. 07/13/04 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. 5. Application forms to Adopt -A -Park are available at the Public Services Department counter and the City's website. 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 individual must have been deceased a minimum of one (1) year prior to being nominated and considered by the Parks and Recreation Commission. 3. The applicant must have been a resident of Costa Mesa for a minimum often (10) years. 4. The applicant 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. 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"_ 7. Plaques shall be installed at Lions Park for candidates approved by City Council once a year in July. CITY OF COSTA MESA, CALIFORNIA COUNCIL POLICY SUBJECT POLICY EFFECTIVE PAGE NUMBER DATE ACCEPTANCE AND RECOGNITION OF 800-4 6-17-02 4 of 4 DONATION TO CITY PARKS AND PUBLIC 1215102 FACILITIES Rev. 07113/04 PROCEDURE TO NOMINATE MEMORIAL PLAQUES AND CIRCLE OF SERVICE. 1. Submit the application to the Recreation Services Division of the Administrative Services Department, City Hall, 3 d Floor for review and approval of Memorial Plaque Application 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 first available agenda. 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 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. 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. 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.