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Home My WebLink About060914 CSC AgendaIn compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the office of the City Clerk (951) 694 -6444. Notification 48 hours prior to a meeting will enable the City to make reasonable arrangements to ensure accessibility to that meeting [28 CFR 35.102.35.104 ADA Title III AGENDA TEMECULA COMMUNITY SERVICES COMMISSION REGULAR MEETING TO BE HELD AT TEMECULA CIVIC CENTER MONDAY, JUNE 9, 2014 6:00 PM CALL TO ORDER: Chair Meyler FLAG SALUTE: ROLL CALL: Fox, McCracken, Meyler, Schwank, Willis PRESENTATIONS: Health & Wellness Fair Sponsors Recognitions Youth Advisory Council (YAC) Ceremony & Presentation PUBLIC COMMENTS: A total of 15 minutes is provided so members of the public can address the Commissioners on items that are not listed on the Agenda. Speakers are limited to three (3) minutes each. If you desire to speak to the Commissioners about an item not listed on the Agenda, a green "Request to Speak" form should be filled out and filed with the Commission Secretary. When you are called to speak, please come forward and state your name and address. For all other agenda items, a "Request to Speak" form must be filed with the Community Services Commission Secretary before the item is addressed by the Commission. There is a three (3) minute time limit for individual speakers. NOTICE TO THE PUBLIC All matters listed under Consent Calendar are considered to be routine and all will be enacted by one roll call vote. There will be no discussion of these items unless members of the Commission request specific items be removed from the Consent Calendar for separate action. DIVISION REPORTS Recreation, Human Services and Special Events Cultural Arts Park Maintenance /Facility Update CONSENT CALENDAR MINUTES 1.1 RECOMMENDATION: Approve the minutes of the May 12, 2014 Commission meeting. 2. REPORT REGARDING PROPOSED CAPITAL IMPROVEMENTS PROJECTS (CIP) FOR FISCAL YEAR 2014 -2015 2.1 RECOMMENDATION: Receive and file report regarding the proposed Capital Improvements Projects (CIP) for Fiscal Year 2014 -2015. 3. CORPORATE SPONSORSHIP DISCUSSION 3.1 At the request of Commissioner McCracken DIRECTOR'S REPORT COMMISSIONER'S REPORTS ADJOURNMENT The Community Services Commission adjourn to a regular meeting to be held on Monday, July 14, 2014 at 6:00pm at the at the Temecula Civic Center Council Chambers, 41000 Main Street, Temecula, California. NOTICE TO THE PUBLIC The agenda packet (including staff reports) will be available for public viewing in the Main Reception area at the Temecula Civic Center (41000 Main Street, Temecula) after 4:00 PM the Friday before the Community Services Commission meeting. At that time, the agenda packet may also be accessed on the City's website — www.citvoftemecula.orc — and will be available for public viewing at the respective meeting. Supplemental material received after the posting of the Agenda Any supplemental material distributed to a majority of the Commission regarding any item on the agenda, after the posting of the agenda, will be available for public viewing in the Main Reception area at the Temecula Civic Center (41000 Main Street, Temecula, 8:00 AM — 5:00 PM). In addition, such material may be accessed on the City's website — www.citvoftemecula.orc — and will be available for public viewing at the respective meeting. If you have questions regarding any item on the agenda for this meeting, please contact the Community Services Department at the Temecula Civic Center, (951) 694 -6480. ITEM NO. 1 ACTION MINUTES TEMECULA COMMUNITY SERVICES COMMISSION REGULAR MEETING TEMECULA CIVIC CENTER MONDAY, MAY 12, 2014 6:00 PM CALL TO ORDER: Chair Meyler FLAG SALUTE: ROLL CALL: Fox, McCracken, Meyler, Schwank, Willis PRESENTATIONS: Theater Donor Recognition Rod Run Sponsors Recognition PUBLIC COMMENTS: None DIVISION REPORTS Recreation and Special Events Human Services and Cultural Events Park Maintenance /Facility Update CONSENT CALENDAR 1. MINUTES 1.1 RECOMMENDATION: Approve the minutes of the May 12, 2014 Commission meeting. With the correction on Page 1 correcting Fix to Fox, approved staff recommendation (5 -0). Voice vote reflected approval by Commissioners Fox, McCraken, Meyler, Schwank and Willis. COMMISSION BUSINESS 2. REPORT REGARDING PROPOSED TCSD RATES AND CHARGES FOR FISCAL YEAR 2014 -15 2.1 RECOMMENDATION: Receive and file report regarding the proposed TCSD Rates and Charges for Fiscal Year 2014 -15. 3. SKATE PARK UPDATE 3.1 RECOMMENDATION: Presentation by Jeff Lawrence and Leah Johnson. DIRECTOR'S REPORT COMMISSIONER'S REPORTS ADJOURNMENT The Community Services Commission adjourned at 7:55 pm. Motion by Commissioner McCracken, seconded by Commissioner Willis. The next regular meeting to be held on Monday, June 9, 2014 at 6:OOpm at the Temecula Civic Center Council Chambers, 41000 Main Street, Temecula, California. James Meyler Chair evin Hawkins Director of Community Services ITEM NO. 2 CITY OF TEMECULA AGENDA REPORT TO: Community Services Commission BY: Kevin Hawkins, Director of Community Services DATE: June 9, 2014 SUBJECT: Capital Improvement Program Projects for FY 2014 -15 RECOMMENDATION: Approve, in its substantial form, the Capital Improvement Program (CIP) projects proposed for the Temecula Community Services Department (TCSD) for FY2014 -15. BACKGROUND: On an annual basis, the TCSD presents the proposed CIP projects to the Community Services Commission for their review and approval. Below is a list of the CIP projects with construction funding or design funding for FY2014 -15. Staff is recommending that the Community Services Commission approve the following projects that are tentatively identified for funding in FY2014 -15. They include: • Children's Museum Enhancement Project • Flood Control Channel Reconstruction and Repair • Parks Improvement Program • Patricia H. Birdsall Sports Park Synthetic Turf Enhancement • Playground Equipment Enhancement and Safety Surfacing • Ronald Reagan Sports Park Channel Silt Removal and Desiltation Pond • Sam Hicks Monument Park Playground Replacement • Senior Citizen Outdoor Fitness Lot • Special Needs Playground • City Facilities Rehabilitation • Citywide Surveillance Cameras •' Consolidate and Update Evaluation of Disabled Access to City Facilities and Programs • Facility Improvements /Enhancements /Expansions • Library Parking — Phase II • Old Town Sidewalk Rehabilitation • Pauba Road Sidewalks • Teen Center • Theater Remediation • YMCA Repair and Remediation The funding for these projects comes from a variety of different sources including Park Development Impact Fees, Quimby Fees and Community Development Block Grant Funding. With the Commission's approval, the proposed CIP projects will be forwarded to City Council for final approval. iiY �i Capital Improvement Program Fiscal Years 2015 ---19 111 R iM Hwr; e! Seu:Mn Gttw,:a INFRASTRUCTURE / OTHER PROJECTS Table of Contents *Bike Lane and Trail Program ................................................... ............................... City Facilities Rehabilitation ..................................................... ............................... CitywideSidewalks .................................................................. ............................... Citywide Storm Drain Improvements ........................................ ............................... Citywide Surveillance Cameras ............................................... ............................... Consolidate and Update Evaluation of Disabled Access To City Facilities and Programs ............................................ ............................... Developer Reimbursements .................................................... ............................... *Facility Improvements / Enhancements / Expansions .............. ............................... Fire Station 73 Living Quarters Upgrade .................................. ............................... Fire Station Roripaugh Ranch Site — Phase II ......................... ............................... *Library Parking - Phase II ........................................................ ............................... Medians and Ornamental Pedestrian Barriers - Citywide .......... ............................... Murrieta Creek Improvements ................................................. ............................... Old Town Sidewalk Rehabilitation ........................................... ............................... Open Space Acquisition Program ............................................ ............................... PaubaRoad Sidewalks ............................................................ ............................... Pechanga Parkway Environmental Mitigation .......................... ............................... Santa Gertrudis Creek Pedestrian / Bicycle Trail Extension andInterconnect ................................................................... ............................... *Teen Center ............................................................................. ............................... Temecula Park and Ride ......................................................... ............................... *Theater Remediation ............................................................... ............................... *YMCA Repair and Remediation ............................................... ............................... ]J III Capital Improvement Program R Fiscal Years 2015 -19 ` r.HUCa'so tl,N t, BIKE LANE AND TRAIL PROGRAM Infrastructure / Other Project Project Description: This project includes Phase II of the Multi -Use Trails and Bikeways Master Plan. Phase I of the Master Plan Update included community workshops, a survey, and the creation of a dedicated interactive website and was completed in FY 2013 -14. In Phase 11, the consultant will use the information gathered during Phase I to produce a recommended ranking of potential trails and bikeways. The consultant will create trail and bikeway segment information sheets that detail constraints, solutions, surface types and widths, and estimated construction costs. The consultant will also provide recom- mendations for amenities, signage, and other items that will provide a safe and pleasant experience. Other work includes technical studies to negotiate access and maintenance agreements with utility districts. Additional funding for this project will be dedicated to the construction of the multi -use trails and bikeways, as recommended by the consultant and prioritized by the City Council and residents. Benefit / Core Value: This project provides alternative modes of transportation and increasing connectivity and accessibility to Old Town, Wine Country, and the City's many schools, parks, trails, and open space areas. In addition, this project satisfies the City's Core Values of A Sustainable City and Transportation Mobility & Connectivity. Protect Status: Phase I of the Multi -Use Trails and Bikeways Master Plan was completed in FY 2013 -14. Phase II of this project is currently underway. Department: Planning / Public Works / Temecula Community Services - 210.165.703 Level: Revised 411712014 4: 471'M FACILITY IMPROVEMENTS I ENHANCEMENTS I EXPANSIONS Infrastructure / Other Project Location Capital ILnprovement Program TN H «n FACILITY IMPROVEMENTS /ENHANCEMENTS /EXPANSIONS Infrastructure / Other Project R Project Description: This project will explore opportunities to expand the City's ability to provide high quality services and recreational options to the community through actively monitoring solicitations for real estate and /or developed properties in close proximity to existing City facilities. This will facilitate economical expansion of these existing destinations. Benefit / Core Value: This project allows for additional or expansion of City amenities to serve the City's growing population. In addition, this project satisfies the City's Core Value of Healthy and Livable City and Accountable and Responsive City Government. Project Status: This project will be on an ongoing basis. Department: Temecula Community Services / Public Works Level: III Rmmd 41172014 4:47 PM wiz >t it f5 ' •i� {'!. •�V i '• Oy � , Cy N LIZ '4'4 �„y s� ;Y1,� i K J•� Y• ay r c m ia� F" Ykt f dYw v �` � • , � � t Y A',Y� .y •r Y 4 �. 11, Yi Eft- .�i�S'r` i.� t 1011, Al bt^ +_ `•r'r i J � G�`,':'e•�i�.. ?t� �. .,- C',.�i^'6j+?�.si '. �AAfi' ��' dY'��.tf.a..4��i°+,,�,i•��•��i J.l Capital Improvement Frogramr�� R Fiscal Years 2015 -19 ' �� *�•,,:<!s«:d<,�an!,.:, LIBRARY PARKING —PHASE II Infrastructure / Other Project Prolect Description: This project includes the study, design, and construction of alternatives to provide additional parking for the Temecula Library. In addition, an alternative to expand the current on -site parking will be studied for future construction consideration. The Furniture, Fixtures and Equipment (FF &E) covers camera system infrastructure, access control, Public Wi -Fi and other identified Information Technology needs. Benefit / Core Value: This project provides additional parking for library patrons, meetings, and special programs. In addition, this project satisfies the City's Core Value of a Healthy and Livable City. Prolect Status: Phase II will start in FY 2013 -14, and construction of the alternative expansion is scheduled to start in FY 2014 -15. Department: Public Works / Temecula Community Services — Account No. 210.190.153 Level: II 7r,vlsed 4n- -12074 1: Js PM TEEN I YOUNG ADULT VILLAGE Infrastructure /Other Project Location Iry Capital Improvement Program Fiscal Years 2015 -19 n'. Cam,, TEEN CENTER Infrastructure / Other Project Project Description: This project consists of hiring a consultant to review the current teen center located at the Community Recreation Center in Ronald Reagan Sports Park. The consultant would provide a plan for tenant improvements, as well as amenities that will provide teen entertainment, social and education activities. All recommendations will included approximate costs. Benefit / Core Value: This project will result in the plan to upgrade the current teen center in order to better serve our teen population. In addition, this project satisfies the City's Core Value of a Healthy ana Livable City, Project Status: The consultant will have the study completed and a report with recommendations in FY 2014 -15. Department: Temecula Community Services— Account No. 210.190.122 PRIORITY: I Revised 4212014 2:45 PM ! �� + y22 �� e� � +� �a�� Capital Improvement Program THEATER REMEDIATION Infrastructure / Other Project 0 R Project Description: This project addresses design and construction deficiencies at the,Old Town Community Theater primarily related to problems with the exterior cedar siding, decks and exposed timber. The Furniture, Fixtures and Equipment (FF &E) covers camera system infrastructure, access control, Public Wi -Fi and other identified Information Technology needs. Benefit / Core Value: This project minimizes emergency repair costs, prolongs the service life, and corrects design and construction defects at this facility. In addition, this project satisfies the City's Core Value of a Healthy Livable City, and A Sate and Prepared Community. Project Status: Construction is estimated to start in March of 2015. Department: Temecula Community Services / Public Works — Account No. 210.165.756 Level: I Revised 41212014 2:57 PM lam( /y.�•4«Y {�Y ". rs ;'tti y 'S ti e F n A F7;y�r. y" x 3 ja' �` �l�."' r .i a •.� d �'y 4� �,,,� � ,� �� n +.,*-'AMC rC \;1YRk43 M N�"+k�gPa��g �ySi1�ty,i .r } � ,1Li! )' w Y,;r,. ♦ SrF -�ti. u�}�. a,u•_ � d.• i ` �. L. TJa` ,,,[[t t' �^ , .Yt ra � 1 .�. �_ ii� J� � � �i VAC '`7 � .y: ,N :.i�:( • t � �`�1 .s. ; I l 7;%4 %Y qtr r 4 `♦r"f7J ,,a 1' `�`,�"�}�'y a fytY } hF Y i' �F t h'S�B' �F'.}l�3•+�v�;lr t�(M1y. . hYf � •� ` ,�? ka r � `�`'� ` it fib. I y�� d �`rf�ia,.r / � u.,k ✓•R pp�� o � i ,� o ; ° ! f.: � 3T Capital Improvement Program �� a 1 a Fiaral Yrnrc 2015_19 rs�e Gwyn, YMCA REPAIR AND REMEDIATION Infrastructure / Other Project Project Description: This project will include the design and construction of the repair and remediation of the YMCA building on Margarita Road, including the roof, exterior cladding (stucco walls, windows, and doors), shower and restrooms, swimming pool, site drainage, and other miscellaneous repairs. The Furniture, Fixtures and Equipment (FF &E) covers camera system infrastructure, access control, Public Wi -Fi and other identified Information Technology needs for this project, Special Needs Playground and Senior Citizen Outdoor Fitness Lot Projects. Benefit / Core Value: This project will remediate the building deficiencies and upgrade it to current building codes and standards. In addition, this project satisfies the City's Core Value of a Healthy Livable City, and A Safe and Prepared Community. Protect Status: Construction will start in FY 2014 -15. Department: Temecula Community Services / Public Works — 210.165.759 Level: Revised 412 112014 2:53 PAI Capital Improvement Program >re___� v__.._ nn�r vi Thv He..:d Yawn G6iYri. PARKS AND RECREATION Table of Contents Children's Museum Enhancement Project ..................... ............................... Flood Control Channel Reconstruction and Repair ........ ............................... Parks Improvement Program ......................................... ............................... Patricia H. Birdsall Sports Park Synthetic Turf Enhancement ....................... Playground Equipment Enhancement and Safety Surfacing ......................... Ronald Reagan Sports Park Channel Silt Removal and DesiltationPond ..................................................... ............................... Sam Hicks Monument Park Playground Replacement .. ............................... Senior Citizen Outdoor Fitness Lot ................................ ............................... Special Needs Playground ............................................ ............................... Y Si.r :F' ',2.: C1.1 Capital Improvement Program (�R Fi.cr;J Yem•a 2015-14) CHILDREN'S MUSEUM ENHANCEMENT PROJECT Parks and Recreation Project Prolect Description: As exhibits and play experiences in the Children's Museum become outdated, this project allows for the re- design and replacement of exhibit areas or refurbishment of existing exhibits. This process provides the museum visitor new and updated play experiences. Benefit / Core Value: This project enhances existing exhibit areas of the Children's Museum. In addition, this project satisfies the City's Core Value of a Healthy and Livable City. Prolect Status: This project will be completed by June 2015. Department: Temecula Community Services — Account No. 210.190.125 Level: 11 Revised 411712014 4:48 PM FLOOD CONTROL CHANNEL RECONSTRUCTION AND REPAIR Parks and Recreation Project Location Capital lmpruvenient Progra in Fiscal Years 2015 -19 ^ate FLOOD CONTROL CHANNEL RECONSTRUCTION AND REPAIR Parks and Recreation Project Protect Description: This project repairs and reinforces the earth and berms between specific park sites and flood control channels, and fortifies the banks to prevent further erosion into the park sites. These park sites include Pala Community Park, Margarita Community Park, Butterfield Stage Park, and Long Canyon Creek Park. Benefit / Core Value: This project prevents further erosion into specific park sites. In addition, this project satisfies the City's Core Value of a Healthy and Livable City. Project Status: A priority list of projects has been developed. Repairs and reinforcements are completed on an ongoing basis. Department: Public Works / Temecula Community Services — Account No. 210.190.127 Level: I Revised 41172014 4:48 PM PARKS IMPROVEMENT PROGRAM Parks and Recreation Project Location nO On Capital Improvement Program PARKS IMPROVEMENT PROGRAM Parks and Recreation Project Project Description: This project facilitates rehabilitation and improvement projects at City parks such as Ronald Reagan Sports Park, Patricia H. Birdsall Sports Park, Pala Community Park, Paloma Del Sol Park, Kent Hintergardt Memorial Park, Loma Linda Park, and Butterfield Stage Park. The rehabilitation and improvement projects could include, but not limited to, parking lot repairs and resurfacing, raised and cracked concrete sidewalk replacement, fencing repair and replacement, landscaping and irrigation system efficiency upgrades, lighting system repairs and efficiency upgrades, on -site drainage improvements and other similar projects. Benefit / Core Value: This project protects the City's vast investment in parks and open space facilities. In addition, this project satisfies the City's Core Values of a Healthy and Livable City, A Safe and Prepared Community, and Accountable and Responsive City Government. Project Status: A priority list of rehabilitation projects has been developed. Rehabilitations are completed on an ongoing basis. Department: Public Works/Temecula Community Services— Account No. 210.190.130 Level Revised 41172014 4.'48 PM v s ♦ .i / PATRICIA H. BIRDSALL SPORTS PARK SYNTHETIC TURF ENHANCEMENT Parks and Recreation Project y" Q � � 01 : • A �h' i� . r � f � � [ f ��r ° b � I{� � 7 ''l � 'rr � b t n� ,� L J-.•" a r •ry r; _ w . � '' A, Z, s Z, J� 1 c l <• i r ° �i� • �a .. "�...� t.� j2 - k �� r Feet Aerial D. 50100 Capital Improvement Program n.. ...., W'. PATRICIA H. BIRDSALL SPORTS PARK SYNTHETIC TURF ENHANCEMENT Parks and Recreation Project Project Description: This project includes the removal and enhancement of the synthetic turf and infill material at each of the four synthetic turf sports fields at Patricia H. Birdsall Sports Park. Benefit / Core Value: This project protects the City's vast investment in parks and open space facilities. In addition, this project satisfies the City's Core Values of a Healthy and Livable City, A Sale and Prepared Community, and Accountable and Responsive City Government. Project Status: The removal and replacement of the synthetic turf will be performed at one field each year for the next four years staring with the Multipurpose Field at the southerly end of the park in fiscal year 2013-14. Department: Public Works/Temecula Community Services 210.190.119 Level Revised 411712014 4:48 PM PLAYGROUND EQUIPMENT ENHANCEMENT AND SAFETY SURFACING Parks and Recreation Project Location Capital Improvement Program n. H..,; Y:v. PLAYGROUND EQUIPMENT ENHANCEMENT AND SAFETY SURFACING Parks and Recreation Project Project Description: This project includes the removal, re- design, and enhancement and replacement of playground equipment and safety surfacing at existing City parks to comply with current state and federal regulations. The City park playground include sites such as Pala Community Park, John Magee Park, Butterfield Stage Park, Long Canyon Creek Park, Nicolas Road Park, Paseo Gallants Park, Rivertron Park, Redhawk Community Park, Rotary Park, Stephen Linen Park, Sunset Park, Temecula Creek Trail Park, Temeku Hills Park, Vail Ranch Park, Veterans Park, Winchester Creek Park, and Calle Aragon Park. Benefit / Core Value: This project protects the City's vast investment in parks and open space facilities. In addition, this project satisfies the City's Core Values of a Healthy and Livable City, A Safe and Prepared Community, and Accountable and Responsive City Government. Protect Status: The removal and replacement of playground equipment and safety surfacing will be performed at one to two sites per year. A priority list has been developed and replacement will be completed on an ongoing basis. Department: Public Works/Temecula Community Services— Account No. 210.190.120 Level: Recited 41172014 4:48 PM If I a �lt .,: WA, Capital Improvement Program RONALD REAGAN SPORTS PARK CHANNEL SILT REMOVAL AND DESILTING POND Parks and Recreation Project Project Description: This will include excavating, hauling away, and disposing of silt in the channel location in Ronald Reagan Sports Park, and the desiltation pond west of the sports park, as well as mitigation. Part of this project was completed in December 2007, in accordance with City Resolution No. 07 -105, Declared Local Emergency. Benefit / Core Value: This project will increase the flow capacity of the channel in order to prevent flooding in the sports park, and increase the capacity of the pond to hold storm water and reduce down stream sedimentation. In addition, this project satisfies the City's Core Value of A Safe and Prepared Community. Protect Status: The design for restoring the Best Management Practices (BMP) of the Storm Water Pollution Prevention Plan and the Required Water Quality Management Plan by desilting the basin near the sports park is nearly complete. Removal of silt and construction of the mitigation site is estimated to be completed by end of FY 2012. Upon approval by the resource agencies, the maintenance of the mitigation site is estimated to be complete during FY 2016 -17. Department: Public Works / Temecula Community Services — Account No. 210.190.187 Level: 1 Revised 411712014 4:48 I'M V Capital Improvement Program n» w...,, i SAM HICKS MONUMENT PARK PLAYGROUND ENHANCEMENT Parks and Recreation Project Project Description: This project includes the design and construction of a new innovative play area to replace the existing equipment, including removal of old equipment and installation of new equipment, and resurfacing according to ADA Guidelines. The Furniture, Fixtures and Equipment (FF &E) covers camera system infrastructure, access control, Public Wi -Fi and other identified Information Technology needs. Benefit / Core Value: This project provides an enhanced play environment and improved access for the disabled. In addition, this project satisfies the City's Core Value of a Healthy and Livable City. Project Status: This project is estimated to be completed by the end of FY 2014 -15. Department: Temecula Community Services— Account No. 210.190132 Level: I Revised 412112014 1:51 RM rl SQL WS G4 I C. m WIR rl SQL WS G4 I C. WIR ,a Capital LLnprovemenl Proerain >:....r v..... onia_ 10 :.� SENIOR CITIZEN OUTDOOR FITNESS LOT Parks and Recreation Project Project Description: This project includes the design and development of an outdoor exercise area for mature adults to be located in Margarita Community Park. Construction of the exercise area will be located in the park and consist of ADA accessible surfacing, four to ten exercise apparatus for mature adults, shade covering, water fountain, and fencing. Benefit / Core Value: This project provides a venue for seniors and mature adults to exercise. In addition, this project satisfies the City's Core Value of a Healthy and Livable City. Project Status: This project is estimated to be completed by end of FY 2014 -15. Department: Temecula Community Services — Account No. 210.190.133 Level: II Revised 411711014 4:48 PM SPECIAL NEEDS PLAYGROUND Parks and Recreation Location �'� Capital hnprovement Program R Fiscal Years 20 [549 ^� o SPECIAL NEEDS PLAYGROUND Parks and Recreation Project Project Description: Phase one of this project includes the development of a special needs play park area at Margarita Community Park. The area will be fenced and include a play apparatus appropriate for youth with special needs, as well as picnic tables and benches. Phase two will incorporate a water fea- ture within the special needs play park area. Benefit / Core Value: This project provides a play area for youth with special needs. In addition, this project satisfies the City's Core Value of a Healthy and Livable City. Project Status: Phase one of this project is in the planning and design phase to be completed by June 2014. Phase two of this project is anticipated to be completed by June 2015. Department: Temecula Community Services — Account No. 210.190.129 Level: Revised 411712014 4:48 PM ITEM NO. 3 ` s •ii R.� f'�� :g � A Introduction Amid challenging economic times, it is important for local government to collaborate with businesses to allow those businesses to support services offered to the community. The City of Temecula's Corporate Sponsorship Program (CSP) offers a variety of ways for businesses to achieve this while simultaneously reaching their business goals. The assistance of corporate sponsorships enables the continuation (and possible expansion) of service opportunities in the City. Purpose The City welcomes CSP opportunities that enhance the City's ability to deliver services as long as the services and products are consistent with (and appropriate to) the City's Mission Statement. Therefore, the CSP policy is established to: • Outline the guidelines and procedures for entering into corporate sponsorship agreements; • Assist potential sponsors to understand the opportunities and constraints of corporate sponsorships; • Recognize that corporate sponsorships provide an effective means of generating new revenues and alternative resources to support the City's facilities and programs. Policy The policy adopted in the CSP lays the foundational principles that corporate sponsors must abide by if they wish to participate in the program. It is the policy of the City of Temecula that: • Corporate sponsorships support the City's Mission Statement; • Corporate sponsorships advance the Six Core Values identified in the City's Quality of Life Master Plan (QLMP); • Corporate sponsorship agreements (and agreements where City contractors solicit corporate sponsorships) exist in accordance with guidelines and procedures set forth in this policy; • Corporate sponsorships do not result in any loss of City administrative rights, jurisdiction or authority; • The City provide sponsors with suitable acknowledgement of their contributions; • City does not knowingly compete for corporate sponsorship funds typically earmarked to support existing services and /or programs provided by local non - profit organizations. • Fifty percent (50 %) of any and all funds collected via the City's Corporate Sponsorship Program shall be allocated to the City's Community Service Funding account. This policy applies to: • All relationships between the City and businesses, organizations, and individuals that contribute either financially or in -kind to City hosted events, City sponsored events, special events (including live performances, concerts, and programs), community projects, services, or facilities in return for recognition, public acknowledgement, or other promotional considerations, including paid advertising on City property, at City events, and in City publications. 2 Exclusions to Corporate Sponsorship Policy: This policy does not apply to: • Gifts, grants or unsolicited donations in which no benefits are granted to the corporation and where no business relationship exists; • Sponsorships determined through a good faith effort to be unique and without interested competitors. Definitions: • Advertising - Advertising is signage or personal collateral created by the corporate entity (usually placed in designated areas) to promote a product or service; • Corporate — Any individual, group, for - profit, or not - for - profit entity interested in sponsoring the City (either in -kind or direct funding); • Corporate Sponsorship - Corporate Sponsorship is defined as local government collaborating with businesses (corporate) to support services offered by the local government to the community (while simultaneously achieving each sponsor's business goals). • Gift/Grant /Unsolicited Donation - A gift, grant, or unsolicited donation (GGU) is freely given goods, cash, or real property to the City, with no expectation of a return. GGUs may be designated for a specific purpose or may be general in nature. Recognition, if any, is determined by the City; • Mission Statement: The mission of the City of Temecula is to maintain a safe, secure, clean, healthy, and orderly community; to balance the utilization of open space, parks, trail facilities, quality jobs, public transportation, diverse housing, and adequate infrastructure; and to enhance and revitalize historic areas. The City will encourage programs for all age groups, utilize its human resources, and preserve its natural resources while stimulating technology, promoting commerce, and utilizing sound fiscal policy. It is the City Council's resolve that this mission will instill a sense of pride and accomplishment in its citizens and that the City will be known as a progressive, innovative, balanced, and environmentally sensitive community. • Naming Rights Sponsorship - Naming rights are a financial transaction and form of advertising whereby a corporation or other entity purchases the right to name a facility, event, or component of an event, typically for a defined period of time. • Quality of Life Master Plan Six Core Values: • Healthy and Livable Community • Economic Prosperity • A Safe and Prepared Community • Transportation Mobility and Connectivity • A Sustainable City • Accountable and Responsible City Government Criteria 3 Sponsorship Consideration: Sponsorship of funds or in -kind services (e.g. contributions of staff, equipment, services, booth participation, bottled water, promotional items, etc.) will be considered for City hosted events, City sponsored events, special events (including live performances, concerts, and programs), community projects, services, or facilities designed to accomplish all of the following goals and objectives: 1. Adhere to the City's Mission Statement; 2. Promote the City as a desirable place to live, visit, do business and /or bring tourism - associated revenue to the City; 3. Advance the Six Core Values identified in the City's Quality of Life Master Plan (QLMP) to enhance the well -being of the residents; 4. Promote a family - friendly environment. Restrictions on Sponsorship In general, the following industries and products are not eligible for corporate sponsorship with the City of Temecula: 1. Religious and political organizations; 2. Parties who are currently involved in a law suit adverse to the City; 3. Parties involved in any stage of negotiations for a City contract unless contract is directly linked to a corporate sponsorship opportunity; 4. Parties that engage in uses or activities prohibited by the Municipal Code. 5. Businesses that create a conflict of interest for the City. CSP Levels of Support In appreciation of sponsorship support, it is the City's policy to provide sponsors with suitable acknowledgement of their contributions. Sponsorship support does not have a monetary limit. All sponsors will receive special recognition based on the level of support (designated by the department director). A suggested example is shown below: LEVEL AMOUNT RECOGNITION EXAMPLES Basic In -kind to Sponsor name will be listed on website under sponsors tab. $100 The above, plus: Bronze $101 to Sponsor name and logo will be listed on a sign posted at an activity area, $500 and remain throughout the duration of the event. All of the above, plus: Silver $501 to Sponsor's name or logo will appear on Sponsor provided "walk - aways" $1,000 (e.g. pens, bracelets, key chains, etc.) distributed at an event. All of the above, plus: Gold $1,001 to ' Sponsor name will be listed in all press releases and logo will be displayed $5,000 on publications, posters, website, and other marketing material (as applicable). • Ability to use City property for product sampling. 9 Recognition of Sponsor: The following principles form the basis of the City's Recognition of Sponsors: • Recognition shall not detract from the visitor's experience or expectations; • Recognition shall not impair the visual qualities of the site; • Recognition of a sponsorship shall not suggest in any way the endorsement of the sponsor's goods or services by City, or any proprietary interest of the sponsor in the City; • Any physical form of on -site recognition shall not interfere with visitor use or routine City operations. The form of any on -site recognition shall be of an appropriate size and color, adhere to municipal codes on advertisement, shall not detract from the City surroundings or any interpretive message, and must not compromise design standards or the visual integrity of City facilities; • All sponsorship agreements will be for a defined period of time having regard to the value of the sponsorship and the life of the asset being sponsored. Procedure The following procedures lay out the processes that both the prospective sponsor and the City must follow in order to provide sponsorship. Initiation • Sponsorships are arranged primarily through three processes: 1. Self- initiated by the potential sponsor via the completion of a Corporate Sponsorship Interest Form (See Attachment A Sample) and adherence to the terms and conditions outlined in the Corporate Sponsorship Agreement (See Attachment D Sample). 2. City- initiated via the distribution of a Sponsorship Application Packet (See Attachment B Sample) and adherence to the terms and conditions outlined in the Corporate Sponsorship Agreement (See Attachment D Sample). 3. City- initiated via a Request for Corporate Sponsorship Proposal ( RFCSP) process (See Attachment C Sample) and adherence to the terms and conditions outlined in the Corporate Sponsorship Agreement (See Attachment D Sample). o RFCSP Process • The City shall solicit Corporate Sponsorships via a RFCSP process (See Attachment C Sample). • All proposals for sponsorships must be submitted in writing to the City per the instructions outlined in the Request for Corporate Sponsorship Proposal document. • Staff will review the submitted proposals, provide comments, and provide a recommendation to the City Manager. 5 All of the above, plus: Platinum $5,001 Title sponsorship of the event (if applicable). and Designation as the "official," exclusive, or preferred community partner. above Sponsor recognition on the radio. Recognition of Sponsor: The following principles form the basis of the City's Recognition of Sponsors: • Recognition shall not detract from the visitor's experience or expectations; • Recognition shall not impair the visual qualities of the site; • Recognition of a sponsorship shall not suggest in any way the endorsement of the sponsor's goods or services by City, or any proprietary interest of the sponsor in the City; • Any physical form of on -site recognition shall not interfere with visitor use or routine City operations. The form of any on -site recognition shall be of an appropriate size and color, adhere to municipal codes on advertisement, shall not detract from the City surroundings or any interpretive message, and must not compromise design standards or the visual integrity of City facilities; • All sponsorship agreements will be for a defined period of time having regard to the value of the sponsorship and the life of the asset being sponsored. Procedure The following procedures lay out the processes that both the prospective sponsor and the City must follow in order to provide sponsorship. Initiation • Sponsorships are arranged primarily through three processes: 1. Self- initiated by the potential sponsor via the completion of a Corporate Sponsorship Interest Form (See Attachment A Sample) and adherence to the terms and conditions outlined in the Corporate Sponsorship Agreement (See Attachment D Sample). 2. City- initiated via the distribution of a Sponsorship Application Packet (See Attachment B Sample) and adherence to the terms and conditions outlined in the Corporate Sponsorship Agreement (See Attachment D Sample). 3. City- initiated via a Request for Corporate Sponsorship Proposal ( RFCSP) process (See Attachment C Sample) and adherence to the terms and conditions outlined in the Corporate Sponsorship Agreement (See Attachment D Sample). o RFCSP Process • The City shall solicit Corporate Sponsorships via a RFCSP process (See Attachment C Sample). • All proposals for sponsorships must be submitted in writing to the City per the instructions outlined in the Request for Corporate Sponsorship Proposal document. • Staff will review the submitted proposals, provide comments, and provide a recommendation to the City Manager. 5 • Corporate Sponsorship Approval Process • Corporate Sponsorship solicitations and submissions shall be administered by each department. • The City Manager's Department shall provide technical support and oversight to the Corporate Sponsorship Program. • The City Manager's Department shall have the prerogative to accept or reject any proposals submitted by corporate sponsors. • The City Manager (or designee) is authorized to enter into Corporate Sponsorship Agreements in any dollar amount. • The City Manager shall seek approval from City Council on proposed corporate sponsorships involving the naming of events and /or facilities. • At the end of each fiscal year, the City Manager (or designee) shall disclose to City Council all corporate sponsorship agreements, including the name of the corporate sponsorship opportunity, the name of the corporate sponsor, and the amount of the corporate sponsorship. Evaluation Criteria The City shall adhere to CSP policy, guidelines, and procedures when evaluating a corporate sponsorship proposal. In all cases, the City shall consider: • The City's Mission Statement; • The sponsors past record of involvement in community and City projects; • The desirability of association — the image; • The timeliness or readiness of the corporate sponsor to enter into an agreement; • The actual value in cash, or in -kind goods or services of the proposal in relation to the benefit to the corporation; • Community support for, or opposition to, the proposal; • The operating and maintenance costs associated with the proposal; • The corporation's record of responsible environmental stewardship. 2