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HomeMy WebLinkAboutItem 2a - Admin Policy Naming of City Facilities DATE: November 18, 2014 TO: Honorable Mayor and City Council FROM: Dominic Lazzaretto, City Manager By: Linda Garcia, Communications, Marketing & Special Projects Manager SUBJECT: ADMINISTRATIVE POLICY REGARDING THE NAMING OF CITY FACILITIES Recommendation: Approve SUMMARY In response to City Council direction, a draft administrative policy establishing criteria and procedures for the naming of City facilities has been prepared. The draft Policy requires that the City Council, by resolution, determine that the individual has made a significant contribution to the community which will stand the test of time. The policy also allows for naming of facilities as part of a specific fundraising effort on a case-by- case basis. It is recommended that the City Council adopt the proposed Policy. BACKGROUND For the most part, the naming of City facilities has been considered by the City Council on a case-by-case basis and has been granted to recognize unique and substantial contributions to the City of Arcadia. Named facilities include the Gilb Museum of Arcadia Heritage, Lojeski Field at Eisenhower Park, Windsor Field at Hugo Reid Park, Albert Matthies Way, and various rooms at the Library and Museum. Several of the named rooms at the Library came about as a result of a mid-1990’s capital campaign conducted by the Arcadia Library Foundation to raise money for Library furnishings and equipment in conjunction with the comprehensive remodel of the facility. The Museum’s named rooms were also the result of a fundraising effort around the time the Museum was built. Administrative Policy re: Naming of City Facilities November 18, 2014 Page 2 of 4 The facilities that were named for non-monetary contributions – for instance, Lojeski Field, Windsor Field, and Albert Matthies Way – were done so by the City Council with a simple discussion and vote without any formal criteria or process. At the May 20, 2014, City Council meeting, staff was directed to prepare an administrative policy concerning the naming of City facilities. Mayor Pro Tem Kovacic initiated the request and indicated that a policy may be necessary as several very long- tenured volunteers and City leaders were reaching the end of their involvement in the community and requests may be forthcoming in short order. At the time, former Mayor Ed Butterworth had recently passed away, several long-time City Council Members were termed out, and the Museum Education Center was in the final stages of construction, which was largely the result of the efforts of former Mayor Floretta Lauber. A policy with specific criteria would make such naming requests easier to process. DISCUSSION The attached policy provides guidelines and criteria for naming a City facility after a person, family, group, or commercial enterprise. Although there are overriding standards in the policy, it is written to give the City Council flexibility to address specific situations that may arise in the future. In keeping with past practice, the proposed policy states that the naming of a City facility after a person, family, group or commercial enterprise will be considered on a case-by- case basis. The policy allows for “naming in consideration” (financial contribution/sponsorship) and “naming in recognition” (for significant service or historical or cultural significance). To be considered for the naming of a City facility, the individual, group, family, or business (“honoree”) must meet one or more of the following criteria:  Be of historic or cultural significance, as determined by the City Council.  Provided extensive, significant and substantial service or contributions to the City of Arcadia, as determined by the City Council. Examples of this type of service may include, but are not limited to: At least fifteen years of “above and beyond” volunteer service to the o community that had a direct and positive impact on the City of Arcadia organization and/or on City of Arcadia residents. Ideally, the outcome of the volunteer service would be a distinct legacy of contributions that were positive, important, and lasting. Said volunteer service may be with the City of Arcadia organization or with or for another agency. Administrative Policy re: Naming of City Facilities November 18, 2014 Page 3 of 4 At least eight years of service as an elected official, with at least four years o of separation from the last year of service. Such service should include one or more noteworthy achievements attributed to the elected official during their time in office. Having led a major project or cause that directly and specifically benefitted o the City of Arcadia. Providing a financial contribution in an amount equal to at least 75% of the o cost of construction of a City facility.  Be a City of Arcadia employee killed in the line of duty.  Be a City of Arcadia employee of 20 or more years who provided extraordinary service during the course of his/her employment. Based on the proposed criteria, the honoree would not be required to be deceased nor would they have to be residents of Arcadia at the time they are honored. In order to propose a name for dedication, the City Council would use the same process that is used for all agenda items: a Council Member would introduce the proposal during the City Council Comments section of any City Council Meeting and request support from at least two other City Council Members to place an item on a future agenda to discuss and consider the proposal. The City Council Member requesting the dedication would be responsible for describing how the individual meets the criteria; however, City staff could assist with compiling factual background information (service dates, exact positions held, key projects, etc.). Upon determining that the proposed honoree met the established criteria, the City Council would then adopt a resolution making that finding and directing the naming of the facility. The policy does not set forth criteria for dedicatory or fundraising programs such as adopt-a-bench, adopt-a-tree, commemorative bricks and so on, nor does it apply to capital campaigns such as those developed to raise money for furnishings or equipment for a particular facility. If programs of this type are desired at some point in the future, a plan specific to the endeavor will be developed and submitted to the City Council for approval. If approved, the policy will become effective immediately. FISCAL IMPACT There is no fiscal impact associated with the adoption of this policy. Any costs associated with naming a facility would be identified at the time the proposal is considered. Administrative Policy re: Naming of City Facilities November 18, 2014 Page 4 of 4 RECOMMENDATION It is recommended that the City Council approve the administrative policy regarding the naming of City facilities. Attachment: Draft Administrative Policy ADMINISTRATIVE POLICY Policy No.: SUBJECT: NAMING OF CITY FACILITIES Adopted: Amended: CITY MANAGER PURPOSE The purpose of this policy is to establish criteria and a procedure for the naming of City facilities. DEFINITIONS A “City facility” is defined as any building, property, street, space or room that is owned and/or managed by the City of Arcadia. POLICY The naming of buildings, land, and facilities is an important element in the character of a community. When assigning a commemorative name to a facility, the person/people selected says as much about the spirit and commitment of the community’s residents as about the honoree. The following guidelines shall serve as the City policy regarding the commemorative naming of City facilities:  Naming or renaming a City facility is at the sole discretion of the Arcadia City Council and shall be done by the adoption of a Resolution at a regular City Council meeting. All requests for naming or renaming a City facility must be made by a member of the City Council.  To be considered for the naming of a City facility, the individual, group, family, or business (“honoree”) must meet one or more of the following criteria: Be of historic or cultural significance, as determined by the City o Council. Provided extensive, significant and substantial service or contributions o to the City of Arcadia, as determined by the City Council. Examples of this type of service may include, but are not limited to: At least fifteen years of above and beyond volunteer service to the community that had a direct and positive impact on the City of Arcadia organization and/or on City of Arcadia residents. Ideally, the outcome of the volunteer service would be a distinct legacy of Page 1 of 3 ADMINISTRATIVE POLICY Policy No.: SUBJECT: NAMING OF CITY FACILITIES Adopted: Amended: CITY MANAGER contributions that were positive, important and lasting. Said volunteer service may be with the City of Arcadia organization or with or for another agency. At least eight years of service as an elected official, with at least four years of separation from the last year of service. Such service should include one or more noteworthy achievements attributed to the elected official during his/her time in office. Having led a major project or cause that directly and specifically benefitted the City of Arcadia. Providing a financial contribution in an amount equal to at least 75% of the cost of construction of a City facility. Be a City of Arcadia employee killed in the line of duty. o Be a City of Arcadia employee of 20 or more years who provided o extraordinary service during the course of his/her employment.  The area in which the honoree made the most contribution should be considered when determining which facility will be named after that person or group. That is, when possible, there should be a correlation between the service provided by the honoree and the facility.  A City facility may be named after a commercial or corporate enterprise, provided said enterprise meets with the approval of a majority of the City Council and has made significant and substantial contributions to the City of Arcadia of either a financial or service nature, as noted above.  Honorees do not have to be residents of the City of Arcadia.  Requests to name or rename a City facility shall be made by a Council Member by way of having the subject placed on a future City Council meeting agenda for consideration. Said request for agenda placement shall be handled in accordance with the City’s standard policy for placing topics on an agenda. Page 2 of 3 ADMINISTRATIVE POLICY Policy No.: SUBJECT: NAMING OF CITY FACILITIES Adopted: Amended: CITY MANAGER  The Council Member initiating consideration of the naming request shall provide background information into the rationale behind the request.  The City Council, in its sole and unlimited discretion, may remove or change the name of any City facility at any time, unless contractually obligated otherwise.  Dedicatory or fundraising programs such as adopt-a-bench, adopt-a-tree, commemorative bricks, naming of a room within a building and so on shall be handled separately from this policy. These kinds of programs shall be developed by City staff and presented to the City Council for approval prior to implementation.  Capital campaigns/fundraising efforts for specific projects such as the purchase of furnishings and equipment for a particular building are to be developed by City staff or a volunteer group, and presented to the City Council for approval prior to implementation.  This policy supersedes all previous practices and guidelines on the subject of naming City facilities. Page 3 of 3