08.h. Donation and Sponsorship ProgramMEMORANDUM
TO: CITY COUNCIL
FROM: STEVEN ADAMS, CITY
BY: NATHAN HONEYCUTT, ADMINIS'rRATIVE INTERN
SUBJECT: CONSIDERATION OF PROPOSED DONATION AND SPONSORSHIP
PROGRAM
DATE: AUGUST'14,2012
RECOMMENDATION:
It is recommended the City Council approve the proposed Donation and Sponsorship
Program.
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
The program is designed to generate revenue for City improvement. No specific
amounts are projected at this time. Minimal staff time is projected because it is
proposed to incorporate most recommended components into ongoing efforts.
BACKGROUND:
The City periodically receives requests from individuals wanting to dedicate public
items to family members, friends, etc. However, in the past the City has not had a
uniform or consistent .method for soliciting sponsorships and donations for City
accent items, such as trees, benches, bike racks, decorative street lamps, or
decorative bricks. In order to improve this process and increase donations, staff is
proposing a formal program, which is set forth in the proposed application and
brochure.
ANALYSIS OF ISSUES:
As a way to raise funds for temporary programs or events such as the "Centennial
Celebration" or "Let Th'ere Be Lights" program, campaigns were created in the past
as there has been no formal method for consistently providing sponsorship and
donation opportunities to individuals, families, or businesses. As such, except for
when there have been temporary programs, sponsorships and donations have only
been received when individuals, families, or businesses approach the City.
Accordingly, there has been no consistent process for the various types of
sponsorships andlor donations that could be made to the City.
Item 8.h. - Page 1
CITY COUNCIL
CONSIDERATION OF PROPOSED DONATION AND SPONSORSHIP PROGRAM
AUGUST 14,2012
PAGE 2
A Sponsorship and Donation brochure and application have been developed in order
to promote accurate and all-encompassing information about all sponsorship
opportunities available in a detailed and appealing brochure. A simple and thorough
application will be able to be used to efficiently coordinate the process and to track all
sponsorships and donations. Additionally, there will be a consistent schedule of costs
and charges for the various types of sponsorships and donations.
The brochure and application will also detail the opportunities available for adopting
City streets in a clean-up program similar to Cal Trans' Adopt-a-Highway program,
and to contact the City regarding naming rights for City facilities should that be
something of interest to an individual, family, or business. Such naming rights would
be subject to established City policies and City Council approval.
Price explanations:
Street Lamp
o In 2006, the City established and promoted a "Let There Be
Lights" street lamp sponsorship program. Under the program, 16
street lamps were installed along East Branch at a total cost of
$50,773 ($3,174 per lamp). The City sought sponsorships of the
City street-lamps at a cost of $3,000 per lamp. In a report to City
Council on October 10, 2006, the Community Development
Director reported that the $3,000 sponsorship per lamp was not
covering the full cost of each lamp. So, it is recommended to
increase the sponsorship to $3,500 per lamp.
Trees
o There are three different sets of trees included. There are park
trees, East Branch Sycamore trees, and East Branch
PistachioIPear trees. In August 2009, Council Members
suggested charging $1,000 per tree for Sycamore tree sponsors
along East Branch, and $750 for Pistachio and Pear trees. The
current cost to purchase a tree and supplies (tree, stakes, ties,
root barrier) is about $100, and staff time to purchase materials
and plant the tree is about $200. Based on these numbers and
the cost for the plaque, a sponsorship amount of $500 for park
trees is recommended.
Bike Rack
o The actual cost of a bike rack including a plaque is $842/rack,
and the labor to install a plaque is $50. Therefore a sponsorship
amount of $900 is recommended.
Item 8.h. - Page 2
CITYCOUNCIL
CONSIDERATION OF PROPOSED DONATION AND SPONSORSHIP PROGRAM
AUGUST 14,2012
PAGE 3
Centennial Park Bricks
o During the Centennial Celebration, three levels of bricks were
available at $1,000, $2,500, and $5,000 increments. 'These funds
were used for the brick, and included other recognition such as
street banners. The actual cost for the three different bricks are
as follows:
5 W x 5 % = $38.50 + $75 installation = $113.50
5 W x 8 '1/4 = $41 + $75 installation = $1 16
8 118 x 10 718 = $43 + $75 installation = $1 18
o Sponsorship amounts of $500, $1,000, and $2,500 are
recommended.
Benches
o There are three main bench types within the City. There is the
classic version found mostly in the Village along East Branch
Street, the Centennial style found mostly around Heritage Park,
and the recycled plastic version found elsewhere around the City.
The prices for these three styles are roughly $1,400, $1,700, and
$2,000. It costs about $50 in labor to install a plaque. Therefore,
sponsorship amounts of $1,500, $1,800, and $2,100 are
recommended.
By approving the proposed Sponsorship and Donation brochure and application, the
City will be authorizing the recommended Sponsorship and Donation program and
amounts, as well as the enhancements and improvements that come to the
community from donations by individuals, families, or businesses to this program.
ALTERNATIVES:
The following alternatives are provided for City Council consideration:
1. Approve the proposed Sponsorship and Donation brochure and application;
2. Modify and approve the brochure andlor application to reflect different
priorities;
3. Do not approve the brochure and application; or
4. Provide staff other direction.
ADVANTAGES:
This brochure and application process would consolidate and streamline any and all
work involving the donation of money to sponsor different items around the City,
creating a uniform and precise process for all further work.
Item 8.h. - Page 3
CITY COUNCIL
CONSIDERATION OF PROPOSED DONATION AND SPONSORSHIP PROGRAM
AUGUST 14,2012
PAGE 4
The brochure and application would provide the opportunity for the City to actively
solicit sponsorships and donations instead of waiting to be approached by
individuals, families, or businesses or advertising only during special events.
Further, the brochure and application is a simple and straightforward method for
communicating information about this program to community members.
DISADVANTAGES:
There are no projected negative outcomes or impacts to the City, community,
neighborhood, groups, or environment from approving the Sponsorship and Donation
brochure and application.
ENVIRONMENTAL REVIEW:
No environmental review is required for this item.
PUBLIC NOTIFICATION AND COMMENTS:
The Agenda was posted in front of City Hall on Thursday, August 9, 2012 and on the
City's website on Friday, August 10, 2012. No comments were received.
ATTACHMENTS
1. Donation and Sponsorship Brochure
2. Donation and Sponsorship Application
Item 8.h. - Page 4
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Item 8.h. - Page 6
Revised: August 8, 2012
Return completed form with payment to:
CITY OF ARROYO GRANDE
300 East Branch Street, Arroyo Grande, CA 93420
Phone: (805) 473-5400 Fax: (805) 473-0386
____Check #____
deposited
____Order items
____Send in Proof
____Thank-you letter
____Added to database
D ONATION AND S PONSORSHIP A PPLICATION
Sponsorship includes the cost of the item(s) selected, a plaque, and the cost of installing the item and plaque (or for a
brick the engraving and brick installation). The donor will be able to proof the plaque/engraving.
□ Street Light
o $3,500
□ Tree
o Park Tree: $500
o East Branch
Pistachio/Pear:
$750
o East Branch
Sycamore:
$1,000
□ Bike Rack
o $900
□ Centennial Park Brick
o 5 ½” x 5 ½”:
$500
o 8 ¼” x 5 ½”:
$1,000
o 8 ⅛” x 10 ⅞”:
$2,500
□ Adopt ‐a ‐Street
o Contact City
□ Bench
o East Branch
Bench: $1,500
o Centennial
Bench: $1,800
o Recycled Plastic
Bench: $2,100
□ Naming Rights to
Park Facilities
o Contact City
Sponsorship Opportunities (See descriptions in brochure ) (select below):
Donor Information :
Name of Payee_________________________________
Address ______________________________________
Email ________________________________________
Name to appear on plaque/brick:
Please make check payable to :
CITY OF ARROYO GRANDE
Amount Attached_______________________________
City/State/Zip __________________________________
Phone Number_________________________________
Item 8.h. - Page 7
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Item 8.h. - Page 8