HomeMy WebLinkAbout2001-10-15 City Council (2)TO:
City of Palo Alto
City Manager’s Report
HONORABLE CITY COUNCIL 4
FROM:
DATE:
SUBJECT:
CITY MANAGER DEPARTMENT:COMMUNITY SERVICES
OCTOBER 15, 2001 CMR: 358:01
APPROVAL OF A CONTRACT BETWEEN THE CITY OF PALO
ALTO AND TREES FOR EL CAMINO PROJECT IN THE
AMOUNT OF $78,000 TO CONDUCT A FUNDRAISING
PROGRAM FOR AN ENHANCED TREE PLANTING PROGRAM
ALONG THE EL CAMINO REAL CORRIDOR.
RECOMMENDATION
Staff recommends that Council approve and authorize the Mayor to execute the attached
contract with Trees for E1 Camino Real Project, a California public benefit corporation
(Trees/EC) in the amount of $78,000 to provide a one-time grant to support fundraising
activities that will seek to raise approximately $1,000,000 for supplemental tree planting
as part of the E1 Camino Real Median Landscape Improvements (CIP 10113).
BACKGROUND
The City of Palo Alto, through its Capital Improvement Program (CIP), has committed an
initial $1.5 million dollars toward renovating the four mile E1 Camino Real corridor as
part of the CityWorks infrastructure program. The CIP budget does not include funding
for substantial landscape upgrading, but rather replacing what has died or is in need of
renovation. Trees for El Camino proposes to raise approximately $1 million to supply
the necessary funding to plant an additional one thousand trees, transforming the El
Camino corridor into a beautiful tree-lined boulevard.
This idea began in 1998, when a small group of interested individuals began meeting
with the idea of finding a way to plant more trees along E1 Camino Real. The group’s
initial intent was to accomplish the tree-planting project as part of the City’s Millennium
celebration. As discussions evolved into monthly meetings, now including City staf~ they
quickly found that this idea was not going to be easy to implement, but were encouraged
by the fact that nearby cities with similar citizen groups were also trying to address
similar issues. The outcome of th~se monthly meetings was the formation of a California
public benefit corporation, Trees for E1 Camino Project (Trees~C). Trees/EC sole
CMR:358:01 Page 1 of 3
Purpose will be to secure outside funding which will supplement City funding, thus
making the tree-lined vision for E1 Camino a reality.
E1 Camino Real is envisioned as a tree-lined boulevard, a path through the community
connecting and enhancing the edges of Stanford University, large commercial and hotel
uses, local neighborhood services and neighboring towns. This vision:
¢" Creates a consistent canopy of trees, along sidewalks and in the medians, to add
beauty and softness along the street and at intersections.
,/ Provides comfort and a sense of place.
,/ Provides shade and removal of heat from asphalt and concrete.
,/ Creates pedestrian places and transit nodes.
DISCUSSION
Trees/EC is comprised of a fifteen-member Board of Directors, which includes an
executive committee, and three action committees who oversees and administers the
fundraising project.
The executive committee will oversee all operations, ensuring secure handling of funds
and accountability for the corporation. It will provide overall direction to the program and
maintain effective coordination with the City and other interested groups.
The design and support committee will work with City staff, Caltrans and other
communities to ensure that the original vision of a tree-lined boulevard with a shaded
canopy of street trees is maintained and implemented.
The community relations committee will work within the community to keep an open
line of communication. This committee will coordinate with businesses; neighborhoods
and community groups, creating partnerships that will ensure the success of the project.
The capital campaign and fundraising committee will seek and apply for funding through
foundations, corporations, grants and the community. They will work closely with the
community relations committee to create a grassroots, community-wide program to find
funding for the project. Trees/EC will seek cooperation and support from El Camino Real
related businesses, neighborhood groups, local corporations, and hotels and motels, and
from interested civic groups and the general community. City staff will monitor the
group’s activities and provide input and support throughout the effort.
This contract formalizes a working partnership between the City of Palo Alto and
Trees/EC and provides a one-time grant to be used only for the salary and related benefits
for a part time development director. The primary role of the development director will
be to organize a highly visible fundraising campaign, targeting $1 million dollars as a
goal for supplemental E1 Camino Real tree planting. Funds will be collected and held in a
CMR:358:01 Page 2 of 3
trust account for the sole purpose of enabling the City to plant 1,000 or more trees on E1
Camino Real. A copy of the Trees for E1 Camino budget is attached (Attachment C).
RESOURCE IMPACT
$78,000 is being provided as part of the E1 Camino Real Median Landscape
Improvements Project (CIP 10113).
POLICY IMPLICATIONS
This recommendation is consistent with existing City policies, including the
Comprehensive Plan.
ENVIRONMENTAL REVIEW
This project is statutorily exempt from California Environmental Quality Act.
ATTACHMENTS
Attachment A:
Attachment B:
Attachment C:
PREPARED BY:
DEPARTMENT HEAD:
CITY MANAGER APPROVAL:
Scope of Services between City and Trees for E1 Camino Project
Agreement
Trees for
PAUL DIAS
Director of Parks and Golf
PAUL THILTGEN
Director of Community Services
EMILY HARRISON
Assistant City Manager
CMR:358:01 Page 3 of 3
Attachment A
TREES FOR EL CAMINO PROJECT
FUNDRAISING SCOPE OF SERVICES AGREEMENT
August 2001
This document represents the Scope of Services between Trees for E1 Camino Project, a
California public benefit corporation ("Trees/EC"), and the City of Palo Alto ("City") in support
of a grant agreement to conduct fundraising on behalf of the City’s project for supplemental
planting of 1,000 trees on E1 Camino Real.
This agreement will provide a one-time grant in the amount of $78,000 to TreesiEC
whose sole objective will be to raise $1,000,000 for planting of 1,000 additional trees on
E1 Camino Real (SR82) as a part of planned improvements.
I.Scope of Sere, ices/General Understandings:
1. Upon the signing of this Agreement, The City will grant $78,000 to TreesiEC,
which is to be used to pay the salary and related benefits for a part-time, Development Director.
The responsibilities of the Development Director will include, but not be limited to:
efforts
go To work closely with the Board of Directors of Trees/EC on fundraising
b.To organize a highly visible fundraising campaign, targeting $1,000,000
as a goal, with all funds collected to be deposited and held in trust for the sole purpose of
enabling the City to plant 1,000 or more trees on E1 Camino Real.
c.To secure and organize volunteer efforts.
donors.
do To secure funding from corporate, business, community and resident
2. This contract commences at the signing of this agreement and is to be completed
by September 30, 2003.
3. Upon completion of the project and contract, all materials produced and funds
collected shall become the property of the City to be used for the sole purpose of planting 1,000
or more trees on E1 Camino Real.
4. Tress/EC has previously submitted to the City an operating budget and proposed
business plan and will conduct its operations in accordance therewith.
II.Report of Activities
Trees/EC will meet on a monthly basis with City staff to review and share project
information from both entities.
On a monthly basis, Trees/EC shall report in writing to the City Community Services
Department/Parks & Golf Director, on its activities. This report shall include: reporting the
number of hours worked by the Development Director, contacts, business, resident or
community meetings held, funds committed to or actually deposited, follow up actions, and
planned actions for the next month. A mutually agreeable format will be developed for such
reporting purposes.
III.Disbursement of Donated Funds
All donations and funding collected by Trees/EC Project from any source whatsoever
shal! be held for the exclusive purpose of the City planting 1,000 or more trees on E1 Camino
Real. All donations shall be deposited directly to the Mid-Peninsula Bank, Trees for E1 Camino
Project (account xxxxx9301). Copies of deposit slips shall be submitted to the City as part of the
monthly Report of Activities. Without the prior written consent of the City, funds so deposited
shall be expended only in accordance with the operating budget and business plan described in
Section 1.4 above. All the net funds so collected shall be paid to the City upon the earlier of
completion of this contract or a request by the City. Provided, however such funds may be used
by the City only for the purpose of planting 1,000 or more trees on E1 Camino Real.
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Attachment B
~Forrn~ FRlkrr SBWI(ZES, INC. ~ON£ (408] 926-3676, FAX: {4081926-2472
AGREEMENT No.
~’DATE TO BE ENTEREDBY THIS AGREEMENT MADE AND ENTERED INTO ON THE DAY OF.19__ [BY CITY PURCHASING
BY AND BETWEEN THE CITY OF PALO ALTO "CITY", AND I"--~d~9 -~:o~*’- ~’L C~,/vllrVO
,a
"CONTRACTOR" ~a CONSIDERATION OF THEIR MUTUAL COVENANTS, THE PARTIES HERETO AGREE AS FOLLOWS:
¯ CONTRACTOR SHALL PROVIDE OR FURNISH THE FOLLOWING SPECIFIED 1) GOODS AND MATERIALS, 2) SERVICES OR 3) A COMBINATION
THEREOF AS SPECIFIED IN THE EXHIBITS NAMED BELOW AND ATTACHED HERETO AND INCORPORATED HEREIN BY THIS REFERENCE:
TITLE: (DESCRIPTION)
¯EXHIBITS THE FOLLOWING ATTACHED EXHIBITS HEREBY ARE MADE PART OF THIS AGREEMENT:
¯TERM ~He SERVICES AND/OR MATERIALS FURNISHED UNDER THIS AGREEMENT SHALL COMMENCE ON
AND SHALL BE COMPLETED BEFORE ~Pr~~ bO) Z~ .
¯ COMPENSATION FOR THE FULL PERFORMANCE OF THIS AGREEMENT:
]~ CITY SHALL PAY CONTRACTOR: ,~/~/
[] CONTRACTOR SHALL PAY CITY:
¯ PAYMENT RECORD (DEPARTMENT USE REVERSE SIDE)
CITY ACCOUNT NUMBER:
KEY CODE OBJECT PROJECT PHASE NO.DOLLAR AMOUNT
GENERAL TERMS AND CONDITIONS ARE INCLUDED ON BOTH SIDES OF THIS AGREEMENT.
THIS AGREEMENT SHALL BECOME EFFECTIVE UPON ITS APPROVAL AND EXECUTION BY CITY. IN WITNESS THEREOF, THE PARTIES HAVE EXECUTED THIS
AGREEMENT THE DAY, MONTH, AND YEAR FIRST WRITTEN ABOVE.
NOLB HARMLESS. CONTRACTOR agrees to indemnify, defend and hold harmless CITY, its Council Members, officers, employees, and agents from any and all demands,
claims or liability of any nature, including wrongful death, caused by or arising out of CONTRACTOR’S, its officers’, directors’, employees’ or agents’ negligent acts, errors,
or omissions, or willful misconduct, or conduct for which the law imposes strict liability on CONTRACTOR in the performance of or failure to perform this agreement by
CONTRACTOR.
ENTIRE AGREEMENT. This agreement and the termsfand conditions on the reverse hereof represent the entire agreement between the parties with respect to the purchase
and sale of the goods, equipment, materials or supplies or payment for services which may be the subject of this agreement. All prior agreements, representations,
statements, negotiations and undertakings whether oral or written are superseded hereby.
PRO_J.ECT MANAGER AND REPRESENTATIVE FOB CITY
P.O. BOX 10250
PALO ALTO, CA 9~303 ~.
"~elephone z~ ~:~ --~
CO
TITLE
INVOICING SEND ALL INVOICES TO THE CITY, ATTN: PROJECT MANAGER
CITY OF PALO ALTO APPROVALS: (ROUTE FOR SIGNATURES ACCORDING TO NUMBERS IN APPROVAL BOXES BELOW)
CITY DEPARTMENT [-] Funds Have Been FINANCE RISK MANAGER PURCHASING & CONTRACT ADMINISTRATION~ Budgeted
(1) (2) (3) (4)
, IF Oy~ $&~00,REQ#!RES iTY MANAGER’S SiGNaTURE}FO ; REQUI~ES MAyo~ AND O RNEY SIGNATURES
C]~ 0E~ALO~LT :"0VEO AS TO~OB
Trees for E1 Camino, Inc.
Two-Year Budget - 2OOl-2OO3
Attachment C
Community Donors
Patron Donors
Foundation Grants
Corporate and Small Business
Direct Mail Campaign
In-Kind Tree Planting
TOTAL INCOME
Income
$300,000
300,000
300,000
15o,ooo
40,000
50,000
$1,135,800
Estimated Budget for Trees
Estimate of typical construction costs (per tree) installed in existing medians and
sidewalks. This figure includes tree, site preparation, planting, irrigation, and
maintenance. Preliminary estimates suggest planting approximately 1,ooo trees.
500 Planted Median Trees @ $975/tree
--see Attachment #1
500 Planted Sidewalk Trees @ S945/tree
--see Attachment #2
$487,500
472,500
Contingency 40,000
TOTAL TREE & PLANTING EXPENSES $1,000,000
Administrative Expenses --Two Years
Staffing
Development Director (part-time)
Web Designer (50 hours @ $5o/hr)
Accountant
Total Staff Expenses
$78,000
2,500
3,000
$83,5oo
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Trees for E1 Camino, Inc.
Attachment C
Fundraising
Printing brochure & stationary
Postage
Direct Mail
Office supplies
Insurance (D & O, liability)
Advertising
Donor Acknowledgment
Total fundraising Expenses
Equipment
Computer, printer, copier
Telephone, internet ($1oo/mo)
Equipment maintenance contracts
Total Equipment Expenses
Office Space
Rent, Utilities, Cleaning
Total Office Expenses
$6,500
1,000
12,500
5oo
2,500
3,000
9,000
$6,000
2,400
500
$8,400
$35,000
$8,900
$8,400
TOTAL ADMINISTRATIVE EXPENSES $k35,8oo*
*We anticipate some of these costs to be donated by community members.
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