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HomeMy WebLinkAboutCC AG PKT 2011-12-12 #KDelivered Under Separate Cover NEW BUSINESS K. Citywide Memorial Policy No. 200 -27 — Approve a citywide policy for requests to. install and /or construct memorials on city property (public right -of- ways). Agenda Item K Attachment % , :L) Weekly Memo ,� AGENDA STAFF Rkr u u .... �ar' DATE: December 12, 2011 TO: Honorable Mayor and City Council THRU: Jill R. Ingram, City Manager FROM: Sean P. Crumby, Assistant City Manager /Public Works SUBJECT: PUBLIC MEMORIAL POLICY (200 -27) SUMMARY OF REQUEST: It is requested that the City Council: 1. Adopt City Council Policy 200 -27 Public Memorial Policy within City property (right of way), and 2. Approve schedule for a memorial related to a Memorial for the October 12, 2011 tragedy. BACKGROUND AND ANALYSIS: The City on occasion receives requests from residents and the business community related to public memorials. The requested memorials are unique in respect to size, location, and features. This proposed policy will formalize a process for a resident group or business group that can formally submit a proposal for a memorial to be placed onto the City Right of Way. The proposal will include funding offered by the resident and requested from the City. This policy has been drafted to be broad so that it can accommodate the wide range of requests that come to the City. One challenge with placement of a memorial onto City property is obtaining consensus from the community. Upon submittal of any proposal staff will review the scope (size) of the requested improvements and recommend an appropriate course of action to gain consensus. This policy seeks to provide timing for which the community can be made aware of the request and participate in the process. Seal Beach Shooting Tragedy The City of Seal Beach has received numerous requests for a Memorial related to the Seal Beach Shooting Tragedy of October 12, 2011. These requests vary greatly in terms of location, amenities, size, funding, etc. In addition to adoption of Policy 200 -27, a course of events or calendar has been developed specific to those requested memorials. Staff's recommendation is that no more than one memorial be constructed related to the Seal Beach Shooting Tragedy. It has been discussed that the one Agenda Item K memorial be constructed and unveiled in a formal ceremony for the October 12, 2012 one year anniversary. Meeting this schedule could be difficult particularly dependent upon the scale and amount of public participation. Adoption of a schedule or outline is crucial so that the process can begin immediately. Below is a proposed schedule for construction of a monument: o December 12, 2011: City Council Policy Adoption (200 -27) December 13, 2011 — January 31, 2012: Public Input Period A "Public Input Form" has been developed. If this schedule is approved this flyer will be posted onto the City's website on December 13, 2011, and available at City Hall. All residents and businesses are encouraged to submit a form on or before January 13, 2012. o January 9, 2012: City Council to appoint Committee members Due to the anticipated public participation and overall visibility of this memorial it is recommended that a committee be formed to gain focus on the numerous ideas that will be coming forward. The committee could be comprised of various members of the community including: City Council Member(s), Parks and Recreation Commission Member(s), a member of one of the victims' families, a Chamber of Commerce board member, and at large community members. Attached to this staff report is a committee application. Those interested in serving on this committee need to submit the form no later than December 22, 2011 by 5:00 pm to the City Clerk's office for consideration by the Council at the January 9, 2012 City Council meeting. January 18, 2012 & January 25, 2012: Memorial Committee Meetings It is recommended that the memorial committee meet a minimum of two meetings. The purpose of the meetings is to assess the recommendations received on the Public Input Forms and provide direction on development of a design concept. The committee will no longer exist after that direction is provided for consideration by the Recreation and Parks Commission and the conceptual drawing preparation phase begins. o February 1, 2012- February 28, 2012: Conceptual Design Development City staff has had discussions with several designers and secured the services of a designer for development of the conceptual layout of a memorial. This designer has volunteered to develop these drawings at no charge as they have previously done work with the City and been touched by the tragedy. The development of the construction documents has not been discussed at this time with this designer. Additionally, members of the community have volunteered their services to reduce cost toward the project. If a qualified designer volunteers to prepare the construction documents, staff will review the qualifications and utilize as much of the volunteered services as possible. Page 2 O March 1, 2012 — March 31, 2012: Recreation and Parks Commission Approval The memorial concept will be presented to the Recreation and Parks Commission in the month of March for their consideration and recommendation to the City Council. o April 1, 2012 — April 30, 2012: City Council Approval (likely April 9, 2012) April 1, 2012 — July 1, 2012: Private Fundraising. A three month period for private fundraising is a short time frame. Any private group that is fundraising may informally begin fundraising prior to this date. They will be doing so, however, without having a concept approved. • April 10, 2012 — June 30, 2012: Develop Construction Documents • July 1, 2012 — July 22, 2012: Receive Bids for Construction • July 23, 2012: Award Construction • July 24, 2012 — October 11, 2012: Construct Memorial • October 12, 2012: Hold Ribbon Cutting Ceremony ENVIRONMENTAL IMPACT: There is no Environmental Impact related adoption of this policy. Any project or construction arising from a request for a memorial will comply with the California Environmental Quality Act (CEQA) and have the appropriate analysis conducted. LEGAL ANALYSIS: The City Attorney has reviewed and approved this policy. FINANCIAL IMPACT: There is no impact to the General Fund with adoption of City Council Policy 200- 27. Every request that is made will need City Council approval prior to funding being allocated. The City has no funds budgeted within the FY 2011 -12 budget for a Seal Beach Tragedy Memorial. Staff recommends beginning this process and addressing any financial requests during the mid year budget review. If the City Council desires to contribute to the memorial with funding, design, or construction management, a budget amendment can be brought forward at that time. Page 3 RECOMMENDATION: It is recommended that the City Council: 1. Adopt City Council Policy 200 -27 Public Memorial Policy within City property (right of way), and 2. Approve schedule for a memorial related to a Memorial for the October 12, 2011 tragedy. SUBMITTED BY: 4 112. S �� M , by Assistant City Manager /Public Works Attachments: A. City Council Policy 200 -27 B. Public Input Form C. Memorial Committee Application NOTED AND APPROVED: ram, City A ;.- Page 4 CITY OF SEAL BEACH COUNCIL POLICY SUBJECT PUBLIC MEMORIAL WITHIN CITY PROPERTY (RIGHT OF WAY) SECTION INDEX ISSUE REVISION COUNCIL CITY NO. DATE DATE APPROVAL MANAGER 200 APPROVAL 27 12/12/11 12/12/11 1. SCOPE Citywide — to all residents. 2. PURPOSE AND INTENT The City of Seal Beach receives requests for memorials throughout the City. This policy sets forth a procedure for planning construction and installation of any memorial to be placed on City property. The policy is designed to assist in answering questions and formalize the process. 3. POLICY The City of Seal Beach owns, operates, and maintains numerous facilities throughout the City. Some of these facilities include streets and roads, buildings and facilities, parks and greenbelt, the beach, etc. These facilities are for the use and benefit of all residents, visitors, and businesses within Seal Beach. This policy sets to formalize a process by which a group of residents and /or businesses can organize and construct a memorial on city property that can be used and enjoyed by all of the residents of the community and by visitors. 4. PROCEDURE If a resident desires for a monument to be installed or constructed the following procedure will must be followed for approval. 1. Complete and submit Monument Proposal The Monument Proposal shall have at a minimum: o Requested Improvements O Requested Location including detailed map G Private Funding offered 1 of 2 (200 -27) O Public Funding requested 2. Administrative Approval of schedule by the City Manager or designee. (The schedule shall include all of the elements of this procedure.) 3. Develop Public Participation strategy Staff will review the permit proposal and determine appropriate public participation strategy. 4. Conceptual Design Developed. 5. Approval of Conceptual Design with appropriate committees. Anyone desiring to participate in any committee related to the memorial shall fill out the attached application form and submit to city staff for consideration. 6. City Council to approve conceptual design, location of monument, and allocation of funding (if applicable). 7. Deposit of any private funding for the project. 8. City Council to approve final design. 9. Bidding of construction. If estimated construction cost is greater than $20,000 construction shall be bid per the public contract code. 10. Construction 5. ISSUANCE Approved by City Council 2of2 (200 -27) City of Seal Beach Memorial Input Form Please Return to City Hall by 1/31/2012 City of Seal Beach 211 Eight Street Seal Beach, CA 90740 (562) 431 -2527 x 1341 or 1318 Name: Proposed Memorial Site Name: Address: Home: ( ) Cell: ( ) City: State: Zip: E -mail: Mel��ori��l Il��•�lE Please provide as detailed a drawing as possible to help when assessing possible design opportunities. Please remember that all designs are subject to a review process and submitting an interest form does not guarantee approval. Memorial Committee Application Name: Address: Phone Number: Cell Phone: Email Address: Please provide a brief description on why you would like to be on this committee: Signature This application will be kept on file in the Office of the City Clerk for a period of 2 years. For Office Use Only Date Received: Received By: District No.