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HomeMy WebLinkAboutStaff Report 197-08City of Palo Alto City Manager’s Report TO:HONORABLE CITY COUNCIL FROM: DATE: CITY M.~NAGER APRIL 14, 2008 DEPT.: CITY MANAGER’S OFFICE CMR: 197:08 12 SUBJECT:POLICY .AND SERVICES COMMITTEE RECOMMENDATION REGARDING APPROVAL OF PROPOSED REVISIONS TO CITY FACILITY NAMING POLICY RECOMMENDATION The Policy and Services Committee recommends that the Comacil consider approval of proposed modifications to the existing Policy and Procedure 1-15 on Naming Ci~--Ov~ed Land and Facilities (Attachment A) to accommodate naming opportunities associated with sig-nificant donations to capital campaigns that raise funds for the acquisition, construction or renovation of City facilities. COMMITTEE REVIEW Based on Council direction in early February 2008, the Policy and Services Committee considered modifications to the City’s existing faciliD; naming policy at its February 12 and March 18 meetings. At the first meeting, staff posed a series of policy questions (Attachment B) to the Committee and then returned at the second meeting with proposed revisions to the City’s policy based on the direction received. The Committee took the following key policy actions at the two meetings: 1) Recomrnended approval of policies that allow for nanaing of an entire building in recognition of individuals or families making financial contributions but to not allow naming of an entire building in recognition of corporate or co~mnercial donations. 2)Recommended that the CiD~ Council accept corporate donations to name individual rooms within buildings or other sub-facilities. 3) Recommended streamlining the review and approval process for nanaing recognition associated with capital fundraising campaigns as outlined on page 7 of the revised draft policy (Attachment A). 4)Recommended acceptance of the proposed revisions to Policy and Procedures 1- 15/MGR as show-n on Attachment A. The staff repol-~S and minutes from the February 12 and March 18 meetings are included as Attachments C-F. CMR 197:08 Page 1 of 2 RESOURCE IMPACT The proposed modifications to the City policy on Naning City-O-a~ed Land and Facilities could result in substantial contributions to the City on projects that involve capital campaigns where significant donations are recognized through naming oppoi~mnities. POLICY IMPLICATIONS These policy modifications, once developed and approved by the City Council, will be incorporated into the policy on Naming City-Owned Land and Facilities as procedures for offering naming opportunities in exchange for and!or in reco~aition of significant comributions to capital campaigns organized and operated by authorized support groups. Any implications to the City’s Gift Policy vdll be clearly stated in the final report. ENVIRONMENTAL REVIEW This is not a project requiring environmental review under Section 21065 of the California Enviromnental Quality Act. ATTACHMENT ATTACHMENT ATTACHMENT ATTACHMENT ATTACHMENT ATTACHMENT A:Draft of revised policy (1-15) for Nanaing City-Ow-ned Land and Facilities B:List of questions discussed at February 12 Policy & Services meeting C:February 12, 2008 Policy & Services report and attacl’unents D:Draft minutes from February 12 Policy & Services meeting E:March 18, 2008 Policy & Services report F:Draft minutes from March 18 Policy & Services meeting PREPARED BY: Kelly Morariu Assistant to the City Manager CITY MANAGER APPROVAL:L EMI~-Y~H’At~I S ON ASSISTANT CITY MANAGER CMR 197:08 Page 2 of 2 POLICY .~ND PROCEDURES 1-15/MGR Revised:Deleted: April 2004 NAMING CITY-OWNED LAND .~ND FACILITIES POLICY STATEMENT The purpose of this policy is to ensure that Cib,-owned land and facilities, when named for individuals, are persons who have made significant contributions or performed services deemed to have been of major importance to the community. This policy establishes uniform procedures for the naming of CiD~-owned land and facilities as set forth by Council Resolution No. 6211, approved on December !2, 1983, and revised by Council on April 12, 2004. The policy is applicable to new and existing City-owned land and facilities. The policy provides a mechanism for citizens to suggest names which the?, believe should be considered for new City facilities or land acquisitions and for the renaming of existing facilities and lands. The policy also establishes criteria which will guide the Historical Association ,and the appropriate City Commission or Commit-tee in recommending names to the Council for approval. Naming and renaming City-owned land and facilities shall be the responsibility of the City Council. However, places within City-owned land or facilities, such as a room or patio within a building or a trail or athletic field within a park, which do not require formal dedication by the Ci~; Council, may be named by the City Manager or his!her designee, subject to final approval by the City Council via the consent calendar. This process does not apply to the naming of streets which will continue to be processed through the Planning and Community Environment Department (Policy and Procedure 1-16: Naming of City Streets). The naming of a street may be considered an appropriate alternative means of honoring an individual. cor~}orars or co~nn~e’:ciat en:h~es h~ t~aciiir, hueri,c:rs or on sub-[sc~h~es as described SF~CT~O]~ I: PROCEDURE FOR NAMING NEW FACILITIES OR CITY-O\~’ED LA~NDS Attachment A Deleted: Deleted: Page 1 of 8 POLICY AND PROCEDURES 1-15/MGR Revised:Deleted: April 2004 Formatted: Indent: Le~: 0" A. Responsibility of the Project Manager Implementation of this policy is the responsibility of the department in which the project to be named is managed. In the instance of a new City,-owned land or facility, the project manager should incorporate the process for naming into the project schedule so the naming is accomplished in a timely manner. 1. Requests concerning a name to be given to the City-owned land or facility, shall be made in writing on an approved suggestion form to the CiD, Clerk. a. The project manager should alert the CitT Clerk when to expect the submission of names and the anticipated time ~rame for the naming process. b. The project manager may submit suggested names on an approved suggestion form on behalf of staff or citizens who have been involved in the project development. c. In some instances, it may, be appropriate to actively solicit suggestions and, in those cases, the project manager should specie, a time frame for submissions and method of notification. d. All submittals, whether from an individual or an organization, must include the name and address of the submitter. No anonymous submittals will be accepted. e. All suggestions will be given the same consideration without regard to the nomination source. 2. The project manager is responsible for conveying the name suggestion forms from the City Clerk to the Palo Alto Historical Association and presenting the recommendations from the Historical Association to the appropriate commission or committee whose sphere of influence is most closely associated with the facility, in question. The Parks and Recreation Commission shall review name suggestions for acquired land to be dedicated as a park, recreational facilities, community centers and interpretive centers. The Library AdvisoD, Commission shall review name suggestions for library facilities. The Public Art Commission shall review name suggestions for art facilities. The Policy and Services Committee shall review name suggestions for police, fire or utility, facilities as well as major civic complexes. a. The Historical Association may also originate suggestions for names or provide suggestions for appropriate alternatives as part of its recommendations. Page 2 of 8 POLICY AND PROCEDURES 1-15/MGR Revised: ~;.~ii 2008 Delel:ed: April 2004 b. The project manager shall assure that adequate time is allowed for the Historical Association and the appropriate commission or committee to evaluate the recommended names. c. The Historical Association shall determine if the suggested names meet the criteria of appropriate significance, and shall submit the recommendations to the appropriate commission or committee together with the rationale for the recommendations. The response from the Historical Association shall acknowledge all the names that are submitted, but recommend only those which it feels meet the criteria and warrant serious consideration. B. Responsibitip,, of the Reviewin~ Commission Or Committee 1. The commission or committee shall conduct a public hearing, confirm that the recommended names meet the criteria of appropriate significance, select recommendation(s) provided by the Historical Association, and shall fora, ard its recommendation to the City Council. The report from the commission or committee shall acknowledge all of the recommended names together with their evaluation, but present only the name(s) which it feels best meets the criteria and merits serious consideration by the City Council. 2. Once approved, a transmittal and resolution will be prepared by staff for consideration and approva! by the City Council. The transmittal shall include a narrative of historic reference prepared by the Palo Alto Historical Association for the name, a copy of the name suggestion form, and minutes of the Commission meeting when the recommendation was discussed. C. Criteria The following criteria shall be used in selecting an appropriate name for Ciu,-owned land and facilities. !. The name should, if possible, have or preserve the geo~’aphic, environmental (relating to natural or physical features), historic or landmark connotation of particular significance to the area in which the land or facilit),, is located, or for the City as a whole. Either connotation is equally valid. 2. Acknowledgement of contributions: Consideration may be given to naming the City.- owned land or facility after an individual when the land or facility, or the money for its purchase, has been donated by the individual, or when otherwise warranted by some contribution or sen, ice which is deemed to be of major and lasting significance to the acquisition of that piece of land, or planning, development, construction or renovation of that particular facilitT. Donation of land or resources shall not constitute an obligation by the City to name the land or facility or any portion thereof, after an individual.~ family. i~di’,idua:~ami’~v ~undaiio.n. City-owned lands or parks shall not be named for benefactor organizations, groups or businesses, but in special cases, may be considered Deleted: or Page 3 of 8 POLICY .%ND PROCEDURES 1-15/MGR Revised: for sub-facilities such as rooms or playgrounds, i~ cases R~nd’.,aisia£ c~..::..u:.ai-~, see Secfi#~ 3 be~o~ - ~qa.~ n,a Deleted: April 2004 3. Names honoring individuals or families, other than those of recognized historic importance, must be supported by compelling reasons. 4. In the event the City,-owned land or facility was formerly school property or had other ownership such that the name of the school, building or site has communitty significance or community recognition, consideration may be given to preserving that name. 5. The City encourages naming which reflects the City’s ethnic and cultural diversity. 6. No City-owned land or facility shall be named after a seated elected or appointed official. 7. No City-owned land or facility shall be named after a person whose contribution to the City of Palo Alto was or is a part of that individual’s normal duties as an employee of the City. An exception may be made for former such employees who have contributed volunteer services of an exceptional nature beyond their normal duties, D. Council Action 1. The recommendations received from the Historical Association and the commission or committee shall be placed on the CounciI agenda for final approval. 2. Action by the Council shall be by Council Resolution. E. Follow-up to Selection of the Name 1. The above-described process for selecting an appropriate name should precede the preparation of a park dedication ordinance. 2. Subsequent to approval by the City Council, the name for the City-owned land or facility, shall be conveyed to the Department of Public Works for incorporation in City official maps and plans, and to the Palo Alto Historical Association for its records. F, Namin~ Places Within Ci>’-owned Land or Facilities In the case of places within City-owned land or facilities, where the policy does not require a Council resolution, responsibility, for requesting Council approval of the new name shall reside with the department head who manages the land or facility. Page 4 of 8 POLICY AND PROCEDURES 1-15/MGR Revised:Deleted." April 2004 Ideally, the naming of features within a park and specific trails or facilities within open space lands will occur during the master plan or site plan process. Names within parks should be appropriate to the park by reflecting the expression of the place (topogaphy, geology, natural features), flora and fauna, or history of the area. In advance of the naming, the department head shall send a memorandum to the City. Manager advising of the proposed action and requesting approval. The City. Manager will then seek approval of the name from the Cit3, Council via the consent calendar. SECTION 2: PROCEDURE FOR RENA.M~NG EXIST~G FACILITIES OR CITY- OWNED LANDS Existing place names are deemed to have historic recognition. City policy is not to change the name of any existing facilities or Ci~,-owned land, particularly one whose name has City. or regional significance, unless there are compelling reasons to do so. Further, the City will consider renanaing to commemorate a person or persons only when the person or persons have made major, overriding contributions to the Cit-y and whose distinctions are as yet unrecognized. A. Renamin~ Su2_qestions 1. All requests concerning a new name to be given to the Cit)~-owned land or facility shall be made in writing on an approved suggestion form to the City Clerk. The suggestion must detail how the proposed name change is consistent with the criteria, the purpose of the name change, and how the ne~v name is directly associated with the land or faciliD~. 2. All submittals, whether from an individua!, organization or Cit), staff, must include the name and address or the submitter. No anonymous submittals will be accepted. 3. The Ci~’ Council shall initiate the renaming process by referral of the public or staff request to the commission or committee whose sphere of influence is most closely associated with the facility, in question. Council can also initiate the renaming of lands or a faciliD~ without a public request whenever deemed necessary, or in the best interest of the Cib, of Palo Alto, following established criteria. Once the referral is made by the Cib~ Council to a specific commission or committee, the commission or committee will await comment and evaluation of the new name from the Palo Alto Historical Association. B. Responsibility of the Project Mana2er 1. The City. Clerk is responsible for conveying the name suggestion form(s) received by the deadline to the Project Manager, who will be responsible for forwarding to the Palo Alto Historical Association and then transmitting the recommendation(s) from the Palo Alto Historical Association to the appropriate commission or committee as outlined in Section A above. Page 5 of 8 POLICY AND PROCEDURES 1-15/MGR Revised:Deleted: April 2004 2. The recognized neighborhood association in the vicinity of the land or facility, will be notified of the proposed name change at the time the reviewing commission or committee receives the report from the Historical Association. C. Responsibiliw of the Reviewin~ Commission Or Committee t. The commission or committee shall conduct a public hearing, confirm that the suggested name(s) meet the criteria of appropriate significance, select recommendation(s) from the names provided by the Historical Association, and shall forward its recommendation to the City Council. The report from the commission or committee shall ac’knowledge any recommended names together with its evaluation, but present only the name or nantes which it feels best meets the criteria and merits serious consideration by the Council. 2. Once approved, a transmittal and resolution will be prepared by staff for consideration and approval by the City Council. The transmittal shall include a narrative of historic reference for the name or names, together with a copy of the name suggestion form. D. Criteria Each application for renaming a city park or facility must meet the criteria in this policy, but meeting all criteria does not ensure renaming. City-owned lands and facilities may be renamed for an individual(s) under the following conditions. Where the individual: 1. Has made lasting and significant contributions to the protection of natural or cultural resources of the City of Palo Alto, or 2. Has made substantial contributions to the betterment of a specific facility or park, consistent with the established standards for the facility, or 3.Has made substantial contributions to the advancement of commensurate types of recreational opportunities within the City of Palo Alto. E. Counci! Action 1. The recommendations received from the Palo Alto Historical Association and commission or committee shall be submitted for Council approval. 2. Action by the Council shall be by Council Resolution. F. Follow-up to Selection of Name Page 6 of 8 POLICY .~ND PROCEDURES 1-15/MGR Revised: ~.~-~-i120,% 1. Subsequent to approval by the Ci~, Council, the new name for the CiD~-owned land or facility shall be conveyed to the Department of Public Works for incorporation in Ci~, official maps and plans, and to the Palo Alto Historical Association for its records. Deleted: April 2004 NOTE: Questions and!or clarification of this poliW should be directed to the City Manager’s O~ce. (New section proposed to be inserted below) SECTION 3: PROCEDURE FOR OFFERING NAMING RECOGNITION FOR SIGNIFICANT DONATIONS TO CAPITAL FUNDRAISING CAMPAIGNS This section applies to any organized fundraising initiated by the Cib’, a Board/Commission or other group whose sole purpose is to support City., programs and operations in support of the renovation/expansion of an existing building, the construction of a new facilitT, .the acquisition of a building/land, or the furnishings, fixtures and equipment in said facilities. Responsibility of the staff liaison to the Board. Commission. Task Force or ~rouD conductin_~ the Capita! Cam~ai_o-n hnplementation of this policy is the responsibility; of depm’tment in which the project to be acq~:ire&constructed!renovated is managed. A staff liaison appointed to work with the board!committee will guide them through the process and manage appropriate contacts with other departments as necessary during the acouisition. design and construction process. This will ensure that appropriate information and materials are provided to the ~’oup and that opportunities and expectations are clear, understandable, and feasible within the fi’amework of the project. \Vhen a Capital Campaign is initiated by the CiD, a Commission or other group whose sole purpose is to support Cio~ programs and operations, accommodations to the procedures outlined in Sections 1 and 2 shall be made as follows: a. The organizing body’ may’ meet and discuss preliminary plans with the City’s liaison, Department Head and the CiO, Attorney’s office in order to facilitate any "silent" fundraising period. b. The organizing body shall request authorization fiom the City Council for a Naming Recognition Plan in support of a specific project. They shall provide the following inforlnation in their request: i. Name of the organizing body;; ii.Purpose of the campaign; iii.Monetary goal of the campaign; ix,.Expected term of the campaign; v.Plan for naming recognition including a schedule of naming opportunities and associated gift levels vi. Maintenance/replacement of naming recognition items - City staff shall work with the organizing body’ to ensure that the plan includes Deleted: or Page 7 of 8 POLICY .MND PROCEDURES 1-15/IVIGR Revised: acknowledgement of the maintenance responsibilities associated with any naming recognition items within the facility. c.Once the Naming Recognition Schedule has been approved by the Ci~, Council, the fund-raising body shal! have the authority to proceed with making commitments for naming oppo~-tunities with potential donors subject to final Council review. d.The naming of a facility or sub-facility will not occur until the pledged donation is received. e.Consistent with the Gifts to the City policy, all gifts paid directly to the City shall be duly reported to the Administrative Services Department (ASD) Director and recognized appropriately in accordance with that policy (Policies and Procedures 1-18). tf a donation was given anonymously, the donor’s identity shall be protected to the extent possible. f. Under this procedure, the organizing body must present a final report to the City Council for approval, detailing the Nnds received and any naming opportunities granted, along with a timeline for the completion of the recognition. The group may also come to the Council at any time during the capital campaign for approval of one or more naming recognition items. All naming recognition must be adopted by resolution of the City Council. The City Manager or designee can also request that any donations and associated naming recognitions be brought to the Cit2,,, Council at an earlier point in the capita! campaign for approval. The one exception to this procedure shall be for the naming of an entire building as recognition for a significant monetary or land contribution. If a fund-raising group secures a donation significant enough to warrant naming the entire facility in recognition of that individual, family or foundation, this should be presented directly to the Ci~, Council for approval separately and as soon as possible after this type of donation is secured. As pal-t of this approval process, the Council may solicit input from the Palo Alto Historical Association or the appropriate born’d/commission. Consistent with the policy statement, the CiD,’ will not recognize significant corporate donations by naming an entire facility in honor of these entities. In cases of major building reconfigurations or disasters that destroy or damage portions of the building, the Ci~’ reserves the right to remove and not replace naming recognitions. However, the CiD, will consider the original donation intent in these instances and make accommodations as feasible. Deleted: April 2004 Page 8 of 8 POLICY AND PROCEDURES 1-15/MGR Revised: ~A~zii 2008 Deleted: April 2004 APPLICATION FOR NAMING OR RENAMING CITY-OWNED LANDS OR FACILITIES Namin2 obiectives: J. Ensure that parks, recreational areas and facilities are easily identified and located. 2. Ensure that names designated for parks, recreational areas and facilities are consistent with the values and character of the area or neighborhood set’2:ed, 3. Encourage public participation in the naming, renaming and dedication of parks, recreation areas and facilities. 4. Encourage the donation of land, funds for land acquisition or development by individuals and groups. Criteria for namin~ new facilities or parks: The following criteria shall be used in selecting an appropriate name for City-ox~aaed land and facilities. 1. The name shall have or preserve the geographic, environmental (relating to natural or physical features), historic or landmark connotation of particular significance to the area in which the land or facili~, is located, or for the City as a whole. Either connotation is equally valid. 2. Consideration may be given to naming the Ci~,-owned land or faciti~’ after an individual when the land or faciliD’, or the money for its purchase, has been donated by the individual, or when otherwise warranted by some contribution or service which is deemed to be of major and lasting significance to the acquisition of that piece of land, or planning, developmenh construction or renovation of that particular facili~,. Donation of land or resources shall not constitute an obligation by the Ci~’ to name the land or facility or any portion thereof_, after an individual or family. Ci~,-owned lands or parks shall not be named for benefactor organizations, ~oups or businesses, but in special cases, may be considered for sub- facilities such as rooms or playgounds. 3. Names honoring individuals or families, other than those of recognized historic importance, must be supported by compelling reasons. 4. In the event the Cib’-owned land or facilib, was formerly school property or had other ownership such that the name of the school, building or site has community significance or community recognition, consideration may be given to preserving that name. 5. The City encourages naming which reflects the City’s ethnic and cultural diversi~’. 6. No Ci~-owned land or faciliD~ shall be named after a seated elected or appointed official. 7. No City-owned land or facili~’ shall be named after a person whose contribution to the Ci~~ of Palo Alto was or is a part of that individual’s normal duties as an employee of the CiD’. An exception may be made for former such employees who have contributed volunteer services of an exceptional nature beyond their normal duties. v,,~ae~ namin,2 sub-taacilities, such as .~ooms or tziav~rounds, a~er corporate o:, con~.,~?ercm~ entities or .+bunda~ions. these entities must abide b\ the City’s anti-discriminatio:a t?olicv. Page 1 of 3 POLICY AND PROCEDURES 1-15/MGR Revised: ~\.>’i! 2008 Delc~l:~d: April 2004 Deleted: ¶.Criteria for renamin~o existin2 facilities of parks: Each application for renaming a ci~, park or facility must meet the criteria listed above, but meeting all criteria does not ensure renanaing. Existing place names are deemed to have historic recognition. Ci~, policy’ is not to change the name of any existing facilities or Cib~-owned land, particularly one whose name has CiB~ or regional sig-nificance, unless there are compelling reasons to do so. Further, the CiD will consider renaming to commemorate a person or persons only when the person or persons have made major, overriding contributions to the CiD; and whose distinctions are as yet unrecognized. City-owned lands and facilities may’ be renamed for an individual(s) under the following conditions. Where the individual: t. Has made lasting and si~ificant contributions to the protection of natural or cultural resources of the Cib’ of Palo Alto, or 2. Has made substantial contributions to the betterment of a specific facili~; or park, consistent with the established standards for the facilib,, or 3. Has made substantial contributions to the advancement of commensurate ~’pes of recreational opportunities within the Ci~, of Palo Alto. Suggestions for naming or renaming CiD’-owned lands or facilities shall be evaluated on the basis of the above criteria and upon appropriate documentation. Person making the name suggestion (required): Address (required): Contact phone number (required): E-mail (not required): Location of site or faciliD, to be named: Suggested name (required): Biographical information: (Explain) Civic involvement: (Explain) Page 2 of 3 POLICY AND PROCEDURES 1-15/MGR Revised:Deleted: April 2004 Connection to the facilit3,: (Please explain in depth) Reason for Nomination (required): Additional Comments (additional information may be attached): Date Received by the City, Clerk: Submitted to Palo Alto Historical Association: Date scheduled for review by commission: Page 3 of 3 Februaly 12, 2008 Policy & Seta,ices Committee - Namh~g Policy Discussion Questions Attachment B o Should the City award naming rights to corrmaercial or corporate donors for reco~o-nition of monetary contributions? Some cities do not allow the use of corporate names on their facilities; others do. Impact: !rf ir is not allowed it may eliminate some considerable donations. If it is allowed parameters can be set whereby names m~:st be in keeping with the vision and mission of the Cio~ or department in whose facility the name is proposed" would be accepted How significant should a donation be in order to have the building named after the donor? Some cities establish dollar amomats and others speci$~ a percentage of the estimated cost of the proj ect. Impact: Setting these funding levels is an intricate process as levels shouldn’t be set too high as to be unattainable, but not so low that multiple offers would be made, which means someone goes m~,ay unhappy. One suggestion would be to allow each fund- raising body to make recommendations at the time of d~e campaign. This would accommodate fh:ctuations in market conditions and allow for the ~’eatest fIexibiliO,. Would naming rights be offered for cash donations only? Would a donation of land (cash Value) be considered equal to the donation of cash? Would ~he Ci~ Council be Wiling to waive approval on the name of a facilit).- if the donor met all the established criteria? The process of setting a nanaing schedule, which is approved by the Council in advance of the fundraising, and then returning to Council for final approval on the naming corporate entib~ or individual, as required in the existing policy, can be time-consuming and alienating to a potential donor. Impact: A donor may not want to go ~hrough the process of having dTeir name "considered" for approval/denial- especially if they are making a substantial ($],000, 000=) donation; such a process may become a barrier for the prospective donor. By empowering the authorized fundraising bodies with the clear authori~~, within specified guidelines and parameters, to offer a naming opportunitT in exchange for a donation of a specified amotmt, the process is likely to yield the best results. Should the Palo Alto Historical Association and related commissions still serve as a point of review for naming opportunities that may be awarded in response to a significant capital campaig~ donation? Should they review and comment on the proposed naming criteria (what would or would not be acceptable) prior to Ci~- Council review and action? Page 1 of 2 February 12, 2008 Policy & Services Committee - Naming Policy Discussion O_uestions Although the process of re-naming a park, building or faciliD7 is generally avoided, is it appropriate to pant hating rights for both the new Mitchell Park Library and Community Center? There could conceivably be two separate names for the facilities: Donor X Library at Mitchell Park and the Donor Y Co~nunity Center at Mitchell Park. 7mpact: The concept of two differen~ names, each attacl~ed to one of t]~e new buildings could be confusi~g and would make public signing for the facility more challe~lging. Is it appropriate to consider naming oppoi-runities for all of the cm~ent facili~ needs (Mitchell Park Library!Conm~unity Center, Main and Do~to~ Libraries, and Public Safety Building)? \Y-hat are some criteria the Council would like to see for naming rights? Examples include: names being in keeping with the vision and missions of the City and/or Department; and names not confusing the public as to the building’s purpose, fmpact: To be consistent and avoid cow,fusion, it will be importw~t for t]~e fundraisi~g bodies to have clear criteria for names (individuals or companies) ttlat would ~7ot be acceptable. If any quesrio~s arise, rhe fu~draising body or potential do~7or could be directed to the criteria within tI~e policy. Page 2 of 2 Attachment C CITY OF PALO ALTO Memorandum TO:CITY COUNCILMEMBERS ATTN:POLICY & SERVICES COMMITTEE FROM:CITY MANAGER DEPARTMENT: CITY MANAGER’S OFFICE DATE:FEBRUARY 12, 2008 SUBJECT:REFER1L&L OF FACILITY NAMING POLICY DISCUSSION TO POLICY & SERVICES COMMITTEE Attached is the staff repo_rt _that outlines the key policy issues for the Policy & Services Committee to consider regarding facility naming if the City Council refers this item to committee at the February 11 Council meeting. ~LLY MORARIU Assistant to the City Manager EMILY HARRISON Assistant CitT Manager Attachments Page 1 of 1 11 TO:HONORABLE CITY COU~-CIL FROM:CITY MANAGER DEPT: CITY MANAGER’S OFFICE DATE:FEBRUARY 4, 2008 CMR: 133:08 SU’B,IECT:POLICY .~ND SERVICES COMMITTEE RECOMMEN~DATION TO CITY COUNCIL FOR DISCUSSION OF WHETHER THE EXISTING POLICY FOR NAMING CITY-O~¥~-ED L.~N-D .4~N’D FACILITIES SHOULD BE MODIFIED TO ACCOMMODATE NAMING OPPORTUNITIES FOR MAJOR DONORS TO CAPITAL CAMPAIGNS THAT RAISE FI~DSFOR THE CONSTRUCTION OR RENOVATION OF CITY FACILITIES RECOMMENDATION The Policy and Selwices Committee recommends that the CiD; Council consider the question of whether the City should modify the existing policy on naming City-owned land and facilities to accommodate naming opportunities for major donors to capital campaig-ns that raise funds for the construction or renovation of City facilities and then refer the item back to Policy and Selwices for completion of revisions to the naning policy, if so warranted. BACKGROUND The success of the private ftmdraising efforts for the recent renovation of the Children’s Library has ignited enthusiasm in several local N’oups to initiate capital campaigns to supplement the Ci~’s funding for the upcoming library!community center and public safe~ building projects. There has also been an ongoing effort to raise funds for additions and/or improvements to the Art Center. Although it is unlikely that sufficient private funds could be raised to completely fund any of these projects, the contributions raised can significantly increase the City’s ability to help make these desired facilities and amenities possible. In order to be successful, these fundraising ~oups need to have the tools and authorib~ to make co~rmaitments to potential donors regarding the benefits of making such a si~-.,ificant financial donation. One of those potential benefits is a naming opportunity, which can be a coveted form of recognition and a major attraction for corporate giving. The current policy on naming City-ow-ned land and facilities (Attachment A) was most recently updated in 2004 to address the foltov,~ng: ¯Development of a process for the re-naming of parks and facilities; ¯The inclusion of the Parks and Recreation Commission, or other appropriate commissions in the review- process for any facility- naming or re-naming; CMR 133:08 Page 1 of 3 ¯ Addition of criteria for selecting names; and New accommodation for recognizing individuals contributions to the communiD~. who have made significant At the time of the update, staff did consider the possibility of naming a park or facility after a benefactor business, group or organization, but decided against it because it would be such a si~flcant change in tradition for Palo Alto. Although only three years have passed, project funding has become significantly more challenging. Additionally, non-profit support groups have indicated an interest in re-addressing this issue in relation to their upcoming capital fund-raising campaigns. If a fund-raising body were to secure a donation in an amount significant enough to fund a major portion of a building/project, there is the question of whether a naming opportuniD~ could be made available for that donor. COMMITTEE REVIEW .aND RECOMMENDATION On October 1, as a pm~t of the Council action approving a Budget Adjustment Ordinance for the Mitchell Park Library mad Conmmni~ Center project, the City Council also voted to refer the facility naming issue to the Policy mad Setwices Committee for review and comment. A report was prepared for .the policy mad Se~",:ices Co~mnittee (Attact~’nent B) outlining the various questions in which direction was desired before preparing revisions to the policy for review. Staff also perfC~i:med research on other agencies’ facility naming policies and created a spreadsheet (Attachment C) outlining features of the different policies examined. After reviewing the wide range of questions and issues proposed for con~nent at its November 14, 2007 meeting, the Policy and Services Con~nittee recon~nended that the ful! Council first answer the fundamental question of whether the City is willing to consider the possibility of putting a private or corporate nmne on a Cib~ facility in exchange for a significant financial contribution. This question needs to be answered before any further policy development work is initiated. Once direction is provided on that issue, the Policy and Services CommiKee would review and provide direction on the remaining questions and options available. Staff would then prepare revisions to the existing policy for the Council’s review. If the Council is willing to consider private or corporate naming, clear paranaeters would be incorporated into the policy to address such topics as: ¯Avoiding names that conflict with the vision and mission of the City; ¯Defining the amount/level of donation required to be recognized with a naming opportunib’; ¯Defining a procedure for approval of naming schedules in advance; mad ¯Other topics as outlined in the November 14 report to Policy and Services. If the Council decides against private or corporate naming of facilities, there are still some modifications to the policy related to capital campai~o-n fund-raising that staff would like to propose. Those items would then be re-addressed with the Policy and Services Committee and would return to the full Council for final review and consideration. RESOURCE IMPACT CMR 133:08 Page 2 of 3 If the City Council is willing to consider private or corporate naming opportm~ities, the proposed modifications to the City policy on naming City-o~ed land and facilities could result in substantial contribmions to the City for projects that involve capital campaigns where significant donations are recognized with naming oppol~mnities. POLICY IMPLICATIONS These policy modifications, if developed and approved by the City Counci!, will be incorporated into the policy on naming City-owned land and facilities as procedm’es for offering nan’~ing oppose-unities in exchange for and/or in recognition of sig-nificam contributions to capital campai~s organized and operated by authorized support ~’oups. _Any implications to the City’s Gift Policy will be clearly stated in the final report. ENd; IRON~IEN TAL REVIEW This is not a project, ur~der Section 21065 of the Public Resources Code, requiring review under the California Envirorm~ental Quali~ Act. ATTACI-LMENT A: ATTACHg4ENT B: ATTACHMENT C: PREPARED BY: Existing Policy (1-15) for Naming CiD’-Ox~aaed Land and Facilities November 14, 2007 Report to Policy and Services Corrmai~ee Comparison of FaciliD~ Naming Policies Kelly Morariu Assistant to the City Mmaager CITY MANAGER APPROVAL:!, Emily Ha~TiT~ - Assistant CiD~ Manager CMR 133:08 Page 3 of 3 Attacl-m~ent A POLICY AND PROCEDURES 1-15/MGR Revised: April 2004 NAMING CITY-OWNED LAND AND FACILITIES POLICY STATEMENT The purpose of this policy is to ensure that City-owned land and facilities, when named for individuals, are persons who have made significant contributions or performed services deemed to have been of major importance to the community. This policy establishes uniform procedures for the naming of City-owned land and facilities as set forth by Council Resolution No. 6211, approved on December 12, 1983, and revised by Council on April 12, 2004. The policy is applicable to new and existing City-owned land and facilities. The policy provides a mechanism for citizens to suggest names which they believe should be considered for new City facilities or land acquisitions and for the renaming of existing facilities and lands. The policy also establishes criteria which will guide the Historical Association and the appropriate City- Commission or Committee in recommending names to the Council for approval. Naming and renaming Ci~,-owned land and facilities shall be the responsibility of the City- Council. However, places within City-owned land or facilities, such as a room or patio within a building or a trail or athletic field within a park, which do not require formal dedication by the City Council, may be named by the City Manager or his/her designee, subject to final approval by the City Council via the consent calendar. This process does not apply to the naming of streets which will continue to be processed through the Planning and Community Environment Depamnent (Policy and Procedure 1-16: Naming of City Streets). The naming of a street may be considered an appropriate alternative means of honoring an individual. PROCEDURE FOR NAMING NEW FACILITIES OR CITY-OWNED LANDS A. Responsibiliw of the Proiect Manager Implementation of this policy is the responsibility of the department in which the project to be named is managed. In the instance of a new City-owned land or facility, the project manager should incorporate the process for naming into the project schedule so the naming is accomplished in a timely manner. 1. Requests concerning a name to be given to the City-owned land or facility shall be made in writing on an approved suggestion form to the City Clerk. a. The project manager should alert the City Clerk when to expect the submission of names and the anticipated time frame for the naming process. Page 1 of 6 POLICY AND PROCEDURES 1-15~IGR Revised: April 2004 b. The project manager may submit suggested names on an approved suggestion form on behalf of staff or citizens who have been involved in the project development. c. In some instances, it may be appropriate to actively solicit suggestions and, in those cases, the project manager should specify a time frame for submissions and method of notification. d. All submittals, whether from an individual or an organization, must include the name and address of the submitter. No anonymous submittals will be accepted. e. All suggestions will be given the same consideration without regard to the nomination source. 2. The project manager is responsible for conveying the name suggestion forths from the City. Clerk to the Palo Alto Historical Association and presenting the recommendations from the Historical Association to the appropriate commission or committee whose sphere of influence is most closely associated with the facility in question. The Parks and Recreation Commission shall review name suggestions for acquired land to be dedicated as a park, recreational facilities, community centers and interpretive centers. The Library Advisory- CommiSgi6n shall review name suggestions for library facilities. The Public Art Commission shall review name suggestions for art facilities. The Policy and Services Committee shall review name suggestions for police, fire or utility facilities as well as major civic complexes. a. The Historical Association may also originate suggestions for names or provide suggestions for appropriate alternatives as part of its recommendations. b. The project manager shal! assure that adequate time is allowed for the Historical Association and the appropriate commission or committee to evaluate the recommended names. c. The Historical Association shall determine if the suggested names meet the criteria of appropriate sig-nificance, and shall submit the recommendations to the appropriate commission or committee together with the rationale for the recommendations. The response from the Historical Association shall ac "knowledge all the names that are submitted, but recommend only those which it feels meet the criteria and warrant serious consideration. B. Responsibility of the Reviewin~ Commission Or Committee 1. The commission or committee shall conduct a public hearing, confirm that the recommended names meet the criteria of appropriate significance, select recommendation(s) provided by the Historical Association, and shall forward its recommendation to the City Council. The report from the commission or committee shall ac ~k.nowledge all of the recommended names together with their evaluation, but present Page 2 of 6 POLICY AND PROCEDURES 1-15/MGR Revised: April 2004 only the name(s) which it feels best meets the criteria and merits serious consideration by the City Council. 2. Once approved, a transmittal and resolution will be prepared by staff for consideration and approval by the City Counci!. The transmittal shall include a narrative of historic reference prepared by the Palo Alto Historical Association for the name, a copy of the name suggestion form, and minutes of the Commission meeting when the recommendation was discussed. C. Criteria The following criteria shall be used in selecting an appropriate name for City-owned land and facilities. 1. The name should, if possible, have or preserve the geographic, environmental (relating to natural or physical features), historic or lanchnark connotation of particular significance to the area in which the land or facility is located, or for the City as a whole. Either connotation is equally valid. 2. Ack_nowledgement of contributions: Consideration may be given to naming the City- owned land or faCiii~y after an individual when the land or facility, or the money for its purchase, has been donated by the individual, or when othe~,ise warranted by some contribution or service which is deemed to be of major and lasting significance to the acquisition of that piece of land, or planning, development, construction or renovation of that particular facility. Donation of land or resources shall not constitute an obligation by the City to name the land or facility or any portion thereof, after an individual or family. City-owned lands or parks shall not be named for benefactor organizations, groups or businesses, but in special cases, may be considered for sub-facilities such as rooms or playgrounds. 3. Names honoring individuals or families, other than those of recognized historic importance, must be supported by compelling reasons. 4. In the event the City-owned land or facility was formerly school property, or had other ownership such that the name of the school, building or site has community significance or community recognition, consideration may be given to preserving that name. 5. The City encourages naming which reflects the City’s ethnic and cultural diversity. 6. No City-owned land or facility shall be named after a seated elected or appointed official. 7. No City-owned land or facility- shall be named after a person whose contribution to the City" of Palo Alto was or is a part of that individual’s normal duties as an employee of the City. An exception may be made for former such employees who have contributed volunteer services of an exceptional nature beyond their normal duties. Page 3 of 6 POLICY AND PROCEDURES 1-15/MGR Revised: April 2004 D. Council Action 1..The recormnendations received from the Historical Association and the commission or committee shall be placed on the Council agenda for final approval. 2. Action by the Council shall be by Council Resolution. E. Follow-up to Selection of~he Name 1. The above-described process for selecting an appropriate nane should precede the preparation of a park dedication ordinance. 2. Subsequent to approval by the City Council, the nane for the City-owned land or facility shall be conveyed to the Department of Public Works for incorporation in City, official maps and plans, and to the Palo Alto Historical Association for its records. F. Namin~ Places Within CiV,,-owned Land or Facilities In the case of places within City-owned land or facilities, where the policy does not require a Council resolution, responsibility for requesting Council approval of the new name shall reside with the department head who manages the land or facility. Ideally, the naming of features within a park and specific trails or facilities within open space lands will occur during the master plan or site plan process. Names within parks should be appropriate to the park by reflecting the expression of the place (topography, geology, natural features), flora and fauna, or history of the area. In advance of the naming, the deparn-nent head shall send a memorandum to the City Manager advising of the proposed action and requesting approval. The City Manager will then seek approval of the name from the City Council via the consent calendar. PROCEDURE FOR RENAxMING EXISTING FACILITIES OR CITY-OWNED LANDS Existing place names are deemed to have historic recognition. City, policy is not to change the name of any existing facilities or City-owned land, particularly one whose name has City- or regional significance, unless there are compelling reasons to do so. Further, the City’ will consider renaming to commemorate a person or persons only when the person or persons have made major, overriding contributions to the City and whose distinctions are as yet unrecognized. A. Renamin~ Su~aestions Page 4 of 6 POLICY AND PROCEDURES 1-15/MGR Revised: April 2004 1. All requests concerning a new name to be given to the City-owned land or facility shall be made in writing on an approved suggestion form to the City Clerk. The suggestion must detail how the proposed name change is consistent with the criteria, the purpose of the name change, and how the new name is directly associated with the land or facility. 2. All submittals, whether from an individual, organization or City staff, must include the name and address or the submitter. No anon?,Tnous submittals will be accepted. 3. The City Council shall initiate the renaming process by referral of the public or staff request to the commission or committee whose sphere of influence is most closely associated with the facility in question. Council can also initiate the renaming of lands or a facility without a public request whenever deemed necessary or in the best interest of the City. of Palo Alto, following established criteria. Once the referral is made by the City Council to a specific commission or committee, the commission or committee will await comment and evaluation of the new name from the Palo Alto Historical Association. B. Responsibili~, of the Project Manager 1. The City Clerk:is responsible for conveying the name suggestion form(s) received by the deadline to the p.roject Manager, who will be responsible for forwarding to the Palo Alto Historical Asfiociation and then transmitting the recommendation(s) from the Palo Alto Historical Association to the appropriate commission or committee as outlined in Section A above. 2. The recognized neighborhood association in the vicinity of the land or facility will be notified of the proposed name change at the time the reviewing commission or cormnittee receives the report from the Historical Association. C. Responsibility of the Reviewin~ Commission Or Committee 1. The commission or committee shall conduct a public hearing, confirm that the suggested name(s) meet the criteria of appropriate significance, select recommendation(s) from the names provided by the Historical Association, and shall forward its recommendation to the City Council. The report from the commission or committee shall ac -knowledge any recommended names together with its evaluation, but present only the name or names which it feels best meets the criteria and merits serious consideration by the Council. 2. Once approved, a transmittal and resolution will be prepared by staff for consideration and approval by the City Council. The transmittal shall include a narrative of historic reference for the name or names, together with a copy of the name suggestion form. D. Criteria Each application for renaming a city park or facility must meet the criteria in this policy, but meeting all criteria does not ensure renaming. Page 5 of 6 POLICY AND PROCEDURES 1-15~IGR Revised: April 2004 City-owned lands and facilities may be renamed for an individua!(s) under the following conditions. \Vhere the individual: 1. Has made lasting and significant contributions to the protection of natural or cultural resources of the City of Palo Alto, or 2. Has made substantial contributions to the betterment of a specific facilit); or park, consistent with the established standards for the faciliD;, or 3.Has made substantial contributions to the advancement of commensurate ~,pes of recreational opportunities within the CiW of Palo Alto. E. Council Action 1. The recommendations received from the Palo Alto Historical Association and commission or committee shall be submitted for Council approval. 2. Action by the Council shall be by Council Resolution. F. Follow-up to Selection of Name 1. Subsequent to approval by the CiW Council, the new name for the City-owned land or facility, shall be conveyed to the Department of Public Works for incorporation in City official maps and plans, and to the Palo Alto Historical Association for its records. NOTE." Questions and/or clari.fication of this policy" should be directed to the Ci& Manager’s Of_rice. Page 6 of 6 POLICY AND PROCEDURES 1-15/3IGR Revised: April 2004 APPLICATION FOR NAMING OR RENAMING CITY-OWNED LANDS OR FACILITIES Naming obiectives: I. Ensure that parb, recreational areas and facilities are easily ident~ed and located 2. Ensure that names desi~ated for parb, recreational areas and facilities are consistent with the values and character of the area or neighborhood se~ed. 3. Encourage public participation in the naming, renaming and dedication of par’b, recreation areas and facilities. 4. Encourage the donation of land, funds for land acquisition or development by individuals and groups. Criteria for namin~ new facilities or parks: The following criteria shall be used in selecting an appropriate name for City-owned land and facilities. 1. The name shall have or preser~,e the geographic, environmental (relating to natural or physical features), historic or landmark connotation of particular sig-nificance to the area in which the land or facility is located, or for the City as a whole. Either connotation is equally valid. 2. Consideration may be given to naming the City-owned land or facility after an individual when the land or facility, or the money for its purchase, has been donated by the individual, or when otherwise warranted by some contribution or service which is deemed to be of major and lasting significance to the acquisition of that piece of land, or planning, development, construction or renovation of that particular facility. Donation of land or resources shall not constitute an obligation by the City to name the land or facility or any portion thereof, after an individual or family. City-owned lands or parks shall not be named for benefactor organizations, groups or businesses, but in special cases, may be considered for sub- facilities such as rooms or playgrounds. 3. Names honoring individuals or families, other than those of recog-nized historic importance, must be supported by compelling reasons. 4. In the event the City-owned land or facility was formerly school property or had other ownership such that the name of the school, building or site has community significance or community recognition, consideration may be given to preserving that name. 5. The City encourages naming which reflects the City’s ethnic and cultural diversity. 6. No City-owned land or facility shall be named after a seated elected or appointed official. 7. No City-owned land or facility shall be named after a person whose contribution to the City of Palo Alto was or is a part of that individual’s normal duties as an emp!oyee of the City. An exception may be made for former such employees who have contributed volunteer services of an exceptional nature beyond their normal duties. Page 1 of 3 POLICY AND PROCEDURES 1-15/MGR Revised: April 2004 Criteria for renaming existing facilities of parks: Each application for renaming a city park or facility must meet the criteria listed above, but laeeting all criteria does not ensure renaming. Existing place names are deemed to have historic recognition. City policy is not to change the name of any existing facilities or City-owned land, particularly one whose name has City or regional significance, unless there are compelling reasons to do so. Further, the City will consider renaming to commemorate a person or persons only when the person or persons have made major, overriding contributions to the City and whose distinctions are as yet unrecognized. City-owned lands and facilities may be renamed for an individual(s) under the fol!owing conditions. Where the individual: 1. Has made lasting and significant contributions to the protection of natural or cultural resources of the City of Palo Alto, or 2. Has made substantial contributions to the betterment of a specific facility or park, consistent with the established standards for the_ fa.cility’, or 3. Has made substantial contributions to the advancement of commensurate tyrpes of recreational opportunities within the City of Palo Alto. Suggestions for naming or renaming City-owned lands or facilities shall be evaluated on the basis of the above criteria and upon appropriate documentation. Person making the nane suggestion (required): Address (required):. Contact phone number (required): E-mail (not required): Location of site or facility to be named: Suggested nmne (required): Biographical information: (Explain) Civic involvement: (Explain) Page 2 of 3 POLICY AND PROCEDURES 1-15/MGR Revised: April 2004 Connection to the facility: (Please explain in depth) Reason for Nomination (required): Additional Comments (additional information may be attached): Date Received by the City Clerk: Submitted to Palo Alto Historical Association: Date scheduled for review by commission: Page 3 of 3 Attact~-nent B TO:HONORABLE CITY COUNCIL ATTN:POLICY AND SERVICES COMMITTEE FROM:CITY M_~NAGER DEPT.: CITY MANAGER’S OFFICE DATE:NO¥~MBER 14, 2007 CMR: 410:07 SUBJECT: MODIFICATION OF THE EXISTING POLICY ON NAMING CITY- OWNED L.AND .~N-D FACILITIES TO ACCOMMODATE CAPITAL FUNDRA~ISING CAMPAIGNS FOR THE CONSTRUCTION OR RENOVATION OF CITY FACILITIES. RECO: IMENDATION Staff recommends that the Policy and Services Committee review potential modifications to the existing Policy and procedure 1-15 on Naming City-Owned Land and Facilities to accommodate naming opportunities to be associated with significant donations to capital campaigns that raise funds for the construction or renovation of Ci~~ facilities, and make recommendations to the Cib, Council. BACKGROUND The success of the private fundraising efforts for the recent renovation of the Children’s Library has ignited enthusiasm in several local groups to initiate capital campaigns to supplement the Ci~,’s funding for the upcoming library/community center and public safe~ building projects. There has also been an ongoing effort to raise funds for additions and/or improvements to the Art Center. Although it is unlikely that sufficient privat~ funds could be raised to completely fund any of these projects, the contributions raised can significantly increase the City’s ability to help make these desired facilities and amenities possible. In order to be successful, these fundraising ~oups need to have the tools and authority to make commitments to potential donors in return for the benefits of making such a financial commitment. One of those benefits is naming opportunities. On October 1, the City Counci! voted in favor of referring this matter to the Policy and Services Committee for review and comment. CMR 410:07 Page 1 of 5 The current City facility naming policy was desig-ned to address how the City would go about naming a new facility, or how a facility might be re-named. This policy was created well before the current trend to incorporate private fund-raising as an effective, and oftentimes substantial, funding mechanism for construction projects. As far as naming a facility or component within a facility in honor or recognition of a person, the current policy deals only with honoring people for outstanding community service and support, with no mention of significant monetary contribution or support. DISCUSSION Staff met to review the current policy and make suggestions for modifications to support the efforts of the non-profit bodies that will conduct capital campaigns for several upcoming projects. A draft document outlining Commemorative Naming Opportunities had already been created for the Art Center; policies and information from sun’ounding agencies were also reviewed. Staff believes the policy should not be too encompassing or restrictive, in order to allow the fundraising bodies th_e flexibility they need to achieve the desired results. Although it will be important to set naming sche~lules, the dollar amounts identified to name a gallery at the Art Center might be different from the dollar amount to name a room at the libraries, community center, or public safety building. It is suggested that each of the fundraising bodies be allowed to propose their own naming schedules, with the assistance of the staff liaisons and the project manager (if a new facility), subject to the final review and approval of the City Council prior to the start of the campaign. This will provide flexibility for each project and would allow for fluctuations with the times and current economic conditions. Staff proposes that the existing policy be modified to outline the process and guidelines for establishing facility naming opportunities. The policy would also include specific language that the groups conducting the capital campaigns would need to work closely with City staff on the development of the naming schedules. Cun’ent policy also allows the City Manager, subject to the final approval of the City Council, to approve the naming of places within City-owned land or facilities, such as a room or patio within a building, or a trail or athletic field within a park. These do not require formal dedication by the City Council. These naming opportunities, when incorporated into a capital campaign, would be subject to the same guidelines as facility naming outlined above. Staff proposes that these naming opportunities also be proposed on a naming schedule to be reviewed and approved by Council prior to the initiation of the capital campaign, so that each separate potential naming oppormni~; for a space within a facility would not have to be reviewed by the Council individually, prolonging the process for securing donations, as well as subjecting the donors to a cumbersome process. CMR 410:07 Page 2 of 5 Staff is soliciting specific direction from the Policy and Services Committee on the following issues: Should the City award naming rights to commercial or corporate donors for recognition of monetary contributions? Some cities do not allow the use of corporate names on their facilities; others do. Impact: If it is not allowed, it may eliminate some considerable donations. If it is allowed, parameters can be set whereby names must be in keeping with the vision and mission of the Ci~ or department in whose facility the name is proposed" would be accepted How significant should a donation be in order to have the building named after the donor? Some cities establish dollar amounts and others specify a percentage of the estimated cost of the project. Impact." Setting these funding levels is an intricate process as levels shouIdn’t be set too high as to be unattainable, but not so low that multiple offers would be made, which means someone goes cm,ay unhappy. One suggestion would be to allow each fund-raising body to make recommendations at the time of the campaign. This would accommodate jTuctuatio~is in market conditions and allow for the g-eatest yTexibiIity. Would naming rights be offered for cash donations only? Would a donation of land (cash value) be considered equal to the donation of cash? Would the CiD, Council be willing to waive approval on the name of a facili~ if the donor met all the established criteria? The process of setting a naming schedule, which is approved by the Council in advance of the fundraising, and then returning to Council for final approval on the naming corporate entity or individual, as required in the existing policy, can be time-consuming and alienating to a potential donor. Impact: A donor may not want to go thro@ the process of having their name "considered" for approval/denial - especially if they are making a substantial ($1,000,000+) donation; such a process may become a barrier for the prospecth,e donor. By empowering the authorized fundraising bodies with the clear authority, within specified guidelines and parameters, to offer a naming oppormnit)~ in exchange for a donation of a specified amount, the process is likely to yield the best results. Should the Palo Alto Historical Association and related commissions still serve as a point of review for naming opportunities that may be awarded in response to a significant capital campaign donation? Should they review and comment on the proposed naming criteria (what would or would not be acceptable) prior to Ci~, Council review and action? CMR 410:07 Page 3 of 5 Although the process of re-naming a park, building or facility is generally avoided, is it appropriate to grant naming rights for both the new- Mitchell Park Library and Communit)~ Center? There could conceivably be two separate names for the facilities: Donor X Library at Mitchell Park and the Donor Y Community Center at Mitchell Park. Impact." T]Te concept qf m,o different names, each attached to one qf the new buildings could be confusi~g a~d would make public signing for the facility more challenging. Is it appropriate to consider naming opportunities for all of the current facility needs (Mitchell Park Library/Community Center, Main and Downtown Libraries, and Public Safety Building)? What are some criteria the Council would like to see for naming rights? Examples include: names being in keeping with the vision and missions of the CiD~ and/or Department; and names not confusing the public as to the building’s purpose. Impact: To be consistent and avoid co~f!~sion, it will be important for the fimdraising bodies to have clear criteria for names (individuals or companies) tha~ woul~t not be acceptable. If any questions arise, the fimdraisi~g bow or potenrial donor could be directed ~o the criteria within the policy. RESOURCE IMPACT The proposed modifications to the Cib~ policy on Naming CiD~-Owned Land and Facilities could result in substantial contributions to the City on projects that involve capital campaigns where significant donations are recognized with naming opportunities. POLICY IMPLICATIONS These policy modifications once developed and approved by the Ci~, Council, will be incorporated into the policy on Naming City-Owned Land and Facilities as procedures for offering naming opportunities in exchange for and/or in recog-nition of significant contributions to capital campaigns organized and operated by authorized support groups. Any implications to the City’s Gift Policy will be clearly stated in the final report. ENVIRONMENTAL REVIEW This is not a project under the California Environmental Quali~ Act. ATTACHMENT A: Existing policy (1-15) for Naming Ci~-Owned Land and Facilities CMR 410:07 Page 4 of 5 PREPARED BY: Linda Klemczak MTEP Management Analyst APPROVED BY: Kelly Morariu Assistant to the City Manager CITY .~£~kNAGER APPROVAL.: EMILY HARRISON AS SISTANT CITY _VLa~NAGER CMR 410:07 Page 5 of 5 l< < < "[ C ~ .£ < < × ,< x £ ( (l I ~ C sole9 so7 IleqdLueo x >, se!JeJq!7 o!lqnd oos!sueJ_4 ues (/tlUO s;dJeoxe) ZV ’x!ueoqd (f, luo s~dJeoxe) VO ’selqo~j (~luo s~dJeoxe) ZV ’#e~S6el4 (/£1uo s~dJesxe) VO ’S!AeC] X X X x X X x x x x x x x X x x X X X /~@!A u!e;unolAl so~.eO so7 IleqdLueo x x x x x x X X X X (/~luo £;dJeoxe) VO ’S!AeO esor u~s O:llV Oled ~Ae!A ule;uno~ so~e© so7 ~o~1!0 I!eqdLueo X X X xx X x x X X ~x .£ .__ x A~e!A uiB~unolAJ so~e© so-] IleqdLuBo x X X X x x XX X eJelO e~ues s)tJ~d soP~o u~s O),l~’ Ol~a sB~!dl!lA] ~O!A u!e~unolAl so~eo so7 IleqduJeo X X x X x (f, lUO s~dJeoxe ZV ’x!ueoqd (~tlUO s;d~eoxe) VO ’selqo~j Oled (~lUO s~dJeoxe) VO ’S!Aea eJelO e;ues esop ues uo!;eeJoe~ x~ s>ped SOlJ£O ues O~,lV Oled se~!dl!lAl ~e!A u!e~unolAll so~e© so7! tleqdweo ~o X x 0 03 0 x x (~lUO s;d~eox@) oos!oueJ-i u~s A~e!A u!e;uno~ so!e© so-I /~OJl!9 Ileqdweoi X X x x ×! X X esor ues uo!;ee~ae~ ~ S~J~cl £OlJl~0 Ul~8 o~,1"~" Ole.I ~Ae!A u!e~unolAl so~£© soq tleqdweo X X X X X Special Meeting November !4, 2007 Chairperson Barton called the meeting to order at 6:00 p.m. Conference Room, 250 Hamilton Avenue, Palo Alto, California. Present:Barton, Cordell, Drekmeier Absent:Kleinberg 1. Oral CommunicatiOns in the Council None. 2. Approval of a Mutual Cooperation and Support Agreement with the Friends of the Palo Alto .Junior Museum and Zoo MOTION: Council Member Cordell moved, seconded by Drekmeier, that the Policy and Services Committee recommends to the City Council the approval of a mutual cooperation and support agreement with the Friends of the Palo Alto Junior Museum and Zoo. AMENDMENT: Council Member Barton moved to remove references to Exhibits A, B, and C from the agreement. MOTION PASSED 3-0. 3. Human Relations Commission Recommends to the City Council to Remove the Palo Alto Mediation Program from the Human Services Resource Allocation Process Along with its Current Funding and be Funded Through a Contract with the City of Palo Alto MOTION: Council Member Cordell moved, seconded by Drekmeier, that the Policy and Services Committee recommends to the City Council to approve the removal of Palo Alto Mediation Program from the Human Services Resource A!location Process along with its current funding and be funded instead through a contract with the City of Palo Alto as part of the upcoming budget process. MOTION PASSED 3-0. 4. Recommendation From the Human Relations Commission to Adopt a Resolution Encouraging the U.S. Department of Homeland Security Immigration and Customs Enforcement Agency Under "Operation Return to Sender" to enforce the U.S. Immigration and Customs Laws in a Manner that Complies with all Applicable Laws, Rules and Regulations, Including the Constitutional Protection Against Unreasonable Searches and Seizures MOTION: Council Member Drekmeier moved, seconded by Cordell, that the Policy and Services Committee recommends that the City Council approve the adoption of a resolution encouraging the U.S. Immigration and Custom Enforcement Agency, under "Operation Return to Sender," to enforce the immigration and customs laws in a manner that complies with all applicable laws, rules and re-gulations and the constitutional protection against unreasonable searches and seizures and is in accordance with principles of fair play and substantial justice. MOTION PASSED 3-0. 5. Modification of the Existing Policy on Naming City-Owned Land and Facilities to Accommodate Capital Fundraising Campaigns for the Construction or Renovation of City Facilities MOTION: Council MemberCordell moved, seconded by Drekmeier, thatthe Policy and Services Committee recommends that the City Council consider the issue of exchanging facility naming rights in exchange for monetary donations before the Committee further discusses and recommends changes to the existing City naming policy. MOTION PASSED 3-0. 6. Discussion for Future Meeting Schedules and Agendas Next meeting scheduled for December 11, 2007 ADJOURNMENT: Meeting adjourned at 6:59 p.m. Attachment D Regular Meeting February 12, 2008 Chairperson Kishimoto called the meeting to order at 7:04 p.m. in the Council Chambers, 250 Hamilton Avenue, Palo Alto, California. Present:Drekmeier, Kishimoto, Espinosa Absent:Barton Oral Communications None. 2. Referral from City Council: Discussion and Recommendations Regarding City Facility Naming Policy Assistant to the City Manager Kelly Morariu presented the Policy and Services Committee with clarifying questions from staff regarding the City naming policy. The Committee then reviewed and discussed each question, making the following motions. Vice Mayor Drekmeier read, should the City award naming rights to commercial or corporate donors for recognition of monetary contributions? MOTION - Council Member Espinosa moved, seconded by Council Member Kishimoto to adopt policies that allow for naming of an entire building in recognition of individuals or families making financial contributions but do not allow naming of an entire building in recognition of corporate or commercial donations. MOTION PASSED: 3-0. Vice Mayor Drekmeier noted that the question of naming a room or interior building space after a corporation was still open to discussion and should be considered by the full Council. Vice Mayor Drekmeier read, how significant should a donation be in order to have the building named after the donor? Some cities establish dollar amounts and others specify a percentage of the estimated cost of the project. MOTION - Vice Mayor Drekmeier moved that an individual must contribute the majority of funds for construction of a building to be recognized with naming rights. Motion Failed due to the lack of second. MOTION - Council Member Espinosa moved, seconded by Council Member Kishimoto to allow a designated group to recommend donation amounts and naming recognition at the time of the capital campaign that would then be presented to the City Council for approval. MOTION PASSED: 3-0. Vice Mayor Drekmeier read, would naming recognition be offered for cash donations only? Would a donation of land (cash value) be considered equal to the donation of cash? MOTION - Council Member Kishimoto moved, seconded by Vice Mayor Drekmeier to allow land to be considered equal to the donation of cash and naming rights would not be offered for cash donations only. MOTION PASSED: 3-0. Vice Mayor Drekmeier read, although the process of re-naming a park, building or facility is generally avoided, is it appropriate to grant naming rights for both the new Mitchell Park Library and Community Center? There could conceivably be two separate names for the facilities: Donor X Library at Mitchell Park and the Donor Y Community Center at Mitchell Park. MOTION - Council Member Espinosa moved, seconded by Council Member Kishimoto that two separate names could be adopted for the library and community center at Mitchell Park. MOTION PASSED: 3-0. Vice Mayor Drekmeier read, is it appropriate to consider naming opportunities for all of the current facility needs (Mitchell Park Library/Community Center, Main and Downtown Libraries, and Public Safety Building)? 2 MOTION - Council Member Espinosa moved, seconded by Council Member Kishimoto that consideration of the renaming of Mitchell Park Library/Community Center Main and Downtown Libraries, and Public Safety Building is appropriate. MOTION PASSED: 3-0. Vice Mayor Drekmeier asked whether it was appropriate to consider renaming other parks, buildings and facilities. MOTION - Council Member Espinoza moved, seconded by Council Member Kishimoto to confirm the existing policy on renaming City facilities and parks. MOTION PASSED: 3-0. Vice Mayor Drekmeier read, what are some criteria the Council would like to see for naming rights? Examples include: names being in keeping with the vision and mission of the City and/or Department; and names not confusing the public as to the building’s purpose. Vice Mayor Drekmeier noted the consensus of the Committee was for staff to determine the criteria for what kind of individual or corporation could help fund a facility. Vice Mayor Drekmeier read, would the City Council be willing to waive approval on the name of a facility if the donor met all the established criteria? The process of setting a naming schedule, which is approved by the Council in advance of the fundraising, and then returning to Council for final approval on the naming corporate entity or individual, as required in the existing policy, can be time-consuming and alienating to a potential donor. MOTION Council Member Espinosa moved, seconded by Council Member Kishimoto to have the Council review any naming of an entire facility. MOTION PASSED: 3-0. Vice Mayor Drekmeier read, should the Palo Alto Historical Association and related commissions still serve as a point of review for naming opportunities that may be awarded in response to a significant capital campaign donation? Should they review and comment on the proposed naming criteria (what would or would not be acceptable) prior to City Council review and action? Motion - Vice Mayor Drekmeier moved to have the criteria come to the Council as an agenda item and once approved the donor amounts and suggestions return as a Consent Calendar item. Motion Failed due to the lack of second Motion - Council Member Espinosa moved, seconded by Council Member Kishimoto to have the criteria come to the Council as a Consent Calendar item. Motion Passed: 2-1, Drekmeier, no. MOTION - Council Member Espinosa moved, seconded by Council Member Kishimoto to recommend the naming opportunity in response to a significant capital campaign donations not go to the Boards and Commissions but go to Policy and Services for recommendations to Council for approval. MOTION PASSED: 3-0. Vice Mayor Drekmeier referred to Council Member Espinosa’s question about the limits on the types of recognition within facilities for the donors. MOTION - Council Member Kishimoto moved, seconded by Council Member Espinosa to not have corporate Iogos if the Council decides to allow corporate donations and associate naming recognition. MOTION PASSED: 3-0. Vice Mayor Drekmeier referred to Council Member Espinosa’s question about whether the City would have a bidding process for donations and naming recognition. There was no consensus on this item and the Committee recommended this question go to Council for further discussion. 3. Discussion of Future Meeting Schedules and Agendas Next meeting scheduled for Tuesday, March 18, 2008 at 7 p.m. AD_]OUENMENT: Meeting adjourned at 8:48 p.m. 4 A~achment E City of Palo Alto City Manager’s Report TO: ATTN: FROM: HONORABLE CITY COUNCIL POLICY AND SERVICES COMMITTEE CITY ~L~NAGER DEPT.: CITY MANAGER’ S OFFICE DATE:MARCH 18, 2008 CMR: 177:08 SUBJECT:DISCUSSION .4~ND RECOMkMENDATIONS PROPOSED REVISIONS TO CITY FACILITY N.~MING POLICY REGARDING RECOMMEN~DATION- Staff recommends that the Policy and Services Committee review potential modifications to the existing Policy and Procedure 1-!5 on Naming Ci~;-Owned Land and Facilities to accommodate naming opportunities associated with significant donations to capital campaigns that raise fmads for the acquisition, construction or renovation of Cib; facilities, and make recommendations to the City Council. BACKGROI~-D On February 11, 2008, the City Counci! discussed the issue of accepting monetary donations and recogz~izing these donations by naming new or reconstructed City facilities after the individuals or ~oups making such contributions. At that meeting, the Council voted to have the Policy & Services Committee consider changes to the City’s existing facility nanaing policy (1-15) that would accommodate acceptance of these donations and associated naming recogr~ition. The Policy & Services Committee discussed this matter at its February 12, 2008 meeting and provided preliminary direction to staff on a series of questions (Attachments A & B). .Attachment C provides the draft minutes from that meeting. Following that discussion, staff has developed some proposed modifications to the existing policy for Committee and Council consideration. DISCUSSION Attachment D provides a revised version of Policy and Procedure 1-15 for the Committee’s review. It incorporates direction received from the Committee at the February 12 meeting. The key changes proposed to the policy include: CMR 177:08 Page 1 of 3 1)Addition of language to the policy statement addressing the City Council’s statemem about acceptance of donations as part of a capital fundraising campaign (page 1). 2)Addition of a procedure for offering naming reco~tion for significant donations to capital fundraising campaigns (pages 7-8). The revisions to the policy statement simply acknowledge that the Council has determined that sig-nificant individual, family, or foundation financial contributions to the construction/renovation of City facilities can be recognized ttn’ough the naming of said facilities after these groups. It also identifies that the CiD7 has a separate procedure for the naming of facilities and interior spaces in recognition of significant donations to a capital fundraising campaign. At the February meeting, the Cormaaittee made a recommendation that the Council not reco~Sze commercial or corporate contributions tlzrough the nanaing of an entire City facility after these entities. However, there is still an outstanding question regarding the acceptance of corporate or commercial contributions and recog-nition of these entities on interior spaces wit!~in a facilib- or sub-facilities (e.g. rooms within a library, playground structure, etc). This question will be referred back to the full Council for discussion per Committee direction. If the Council chooses to accept corporate donations for imerior spaces or sub-facilities, appropriate language would be added to the policy statement. Attactvnent D includes this language, which has the caveat that its inclusion is dependent on the Council’s final dir~ction on this issue. Similarly, the Committee was concerned about establishing criteria for the acceptance of corporate donations and asked staff to research criteria used in other agencies. Staff was able to find some examples of criteria used in other cities. However, in these instances, staff recommends that the Council simply make a statement in the procedure (see page 4 of Attachment D for suggested language) that corporate entities must abide by the City’s mission statement and anti-discrimination policy if the Ci~, wishes to accept donations from these entities. Based on the other discussion items at the February- meeting, staff drafted new language that simplifies the procedure for faciliD7 naming in instances where there is a capital fundraising campaign (pages 7-8 of Attachment D). Cun’ent policy allows the City Manager, subject to the final approval of the City Council, to approve the naming of places within City-owned land or facilities, such as a room or patio within a building, or a trail or athletic field within a park. However, each naming proposal has to come to the Council separately for approval. For capital carnpaigns, staff recommends that these naming opportunities be proposed on a naming schedule to be reviewed and approved by Council prior to the initiation of the capital campaign. After approval of the naming reco~_~ition schedule, the fundraising ~oup would be able to make commitments to donors and then return to the Council at the conclusion of the effort for final approval of all of the naming recognitions. This would prevent the fundraising ~oup from having to bring each separate potential naming opportunity for a space within a facilib; to the Council for review individually, prolonging the process for securing donations, as well as subjecting the donors to a cumbersome process. The new procedure also provides flexibili~, for the fundraising group to propose the appropriate naming recogTfitions for that particular project. CMR 177:08 Page 2 of 3 RESOURCE IMPACT The proposed modifications to the City policy on Naming City-Owned Land mad Facilities could result in substantial contributions to the City on projects that involve capital can~paigns where si~:fificant donations are recog-nized through naming opportunities. POLICY IMPLICATIONS These policy modifications, once developed and approved by the Cib~ Council, will be incorporated into the policy on Naming CitT-Owned Land and Facilities as procedures for offering naming opportunities in exchange for and/or in recognition of significant contributions to capital canapaigns organized and operated by authorized support ~oups. Any implications to the Ci~-’s Gift Policy will be clearly stated in the final report. ENVIRONMENTAL REVIEW This is not a project under the California Enviroma~emal QualibT Act. ATTACHMENT A: ATTACHM-ENT B: ATTACHMENT C: ATTACH._’N~NT D: February 12, 2008 Policy & Services report and attachments List of questions discussed at February 12 Policy & Services meeting Draft minutes from February 12 Policy & Sen;ices meeting Draft of revised policy (1-15) for Naming City-Owned Land and Facilities PREPARED BY: CITY MANAGER APPROVAL: Kelly Morariu Assistant to the City Manager EMILY t-L&RRIS ON ASSIST_&NT CITY MANAGER CMR 177:08 Page 3 of 3 AEachmen~ F Special Meeting March 18, 2008 Chairperson Kishimoto called the meeting to order at 7:00 p.m. in the Council Conference Room, 250 Hamilton Avenue, Palo Alto, California. Present:Barton, Drekmeier, Kishimoto, Espinosa arrived at 7:08 Absent: 1. Oral Communications None. Discussion and Recommendations Regarding Proposed Revisions to City Facility Naming Policy MOTION: Council Member Barton moved, seconded by Council Member Kishimoto, that the Policy and Services Committee recommend to the City Council to accept corporate donations to name individual rooms within buildings or other sub-facilities and incorporate recommended policy language. MOTION PASSED: 3 - I Espinosa voting no MOTION: Council Member Barton moved, seconded by Vice Mayor Drekmeier, that the Policy and Services Committee recommend to the City Council to accept revisions to Policy and Procedures 1-15/MGR to include: Removal of references to corporations abiding by the City’s Mission Statement but to retain the references to the anti-discrimination policy. Under Section 3.B.c, add the phrase "subject to final Council review" at the end of the sentence. Under Section 3.D, restructure the sentence and add an additional sentence that the City will consider the original donation intent in these instances. MOTION PASSED: 4-0 4. Discussion for Future Meeting Schedules and Agendas April 08, 2008 May Z3, 2008 AD]OUP~NMENT: Meeting adjourned at 7:35 p.m.