13-966 Parks Admin Policy Regarding Partnerships with EntitiesRESOLUTION NO. 13 ^ ~ ~~
CITY OF MERIDIAN
BY THE CITY COUNCIL:
BIRD, HOAGLUN, ROUNTREE, ZAREMBA
AYOR AND THE CITY COUNCIL OF THE CITY OF MERIDIAN,
A RESOLUTION OF THE M
TIVE POLICY OF THE MERIDIAN PARKS AND RECREATION
ADOPTING AN ADMINISTRA
ING PARTNERSHIPS BETWEEN PRIVATE OR PUBLIC ENTITIES
DEPARTMENT REGARD
DIAN PARKS 8~ RECREATION DEPARTMENT; AUTHORIZING THE
AND THE CITY OF MERI
TION DIRECTOR TO CARRY OUT SUCH POLICY; AND PROVIDING
PARKS AND RECREA
AN EFFECTIVE DATE.
Meridian Cit Code section 13-2-3(B) authorizes the Director of the Parks and
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' ado t administrative olicies where necessary for the efficient management and
Recreation Department to p p
' ark amenities which olicies have the effect of law upon their approval and adoption
oversight of parks and p P
by resolution of the Meridian City Council;
AS Meridian Cit Code section 2-2-3(C)(3) charges the Parks and Recreation Commission
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' and recommenden sans and su gestions for the future growth, development and regulation
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of ark, la round, and recreation facilities of the city;
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REAS on Au ust 21 2013, the Commission did unanimously vote to recommend to the
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Cit Council that the administrative policy attached hereto as Exhibit A be adopted and
Mayor and y
' as the Cit 's a roach to artnerships between private or public entities and the City of
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Meridian Parks & Recreation Department; and
AS the Ma or and Cit Council find that it is in the best interest of the health, safety, and
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welfare of the people of Meridian to adopt such recommended policy;
THEREFORE BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF THE
NOW
CITY OF MERIDIAN CITY, IDAHO:
ction 1. That the Administrative Policy attached hereto as Exhibit A is hereby adopted and
Se
effectuated by the Mayor and City Council of the City of Meridian.
' Parks and Recreation De artment is authorized to carry out said
Section 2. That the Director of the p
Administrative Policy.
'on 3. That this Resolution shall be in full force and effect immediately upon its adoption and
Sects
approval.
ADOPTED b the Cit Council of the City of Meridian, Idaho, this 17th day of December, 2013.
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APPROVED b the Ma or of the City of Meridian, Idaho, this 17th day of December, 2013.
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APPROVED:
Tamm~~Weerd, Mayor
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RESOLUTION ADOPTING MPR ADMINISTRATIVE POLICY REGARDING
PARTNERSHIPS WITH PRIVATE OR PUBLIC ENTITIES Page 1 of 6
ExxISIT A
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PARTNERSHIPS WITH PRIVATE OR PUBLIC ENTITIES Page 2 of 6
~~E IDIAN~--
IDAHO
Meridian Parks and Recreation Department
ADMINISTRATIVE POLICY
SUBJECT: PARTNERSHIPS BETWEEN PRIVATE OR PUBLIC ENTITIES AND THE CITY OF
MERIDIAN PARKS & RECREATION DEPARTMENT
PURPOSE: To define protocols and requirements for persons or organizations seeking to
enter into partnership agreements with the City of Meridian for the construction,
expansion, or improvement of amenities in existing or future City parks
POLICY:
I. Proposal submission.
Any person or organization seeking to partner with the City shall prepare, and provide to the
Parks and Recreation Department Director, a written proposal including each and all of the
following:
A. Proposer information -Who are you?
1. Name, physical and mailing address, phone number, a-mail address, and website of
the person writing the proposal and of the entity he or she represents.
2. Corporate or organizational status, including non-profit or 501(c)(3) status, if
applicable
3. Past history, current mission, and future goals of the organization, generally and as
specifically applicable to proposed partnership with City
4. Fundraising experience
B. Concept plan -What do you want to do?
1. Executive summary providing overview of the proposal and general description of
proposed final objective
2. Detailed description, including drawings as appropriate, of the proposed site location,
size, and features of the amenity
Suitability analysis of site for proposed amenity, including traffic, parking, safety,
noise
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PARTNERSHIPS WITH PRIVATE OR PUBLIC ENTITIES Page 3 of 6
4. Description of number and type of persons or population(s) that would be served by
the proposed amenity; demographics and geographic locations; trends that will affect
support or interest in the proposed amenity
5. Anticipated or proposed benefits to proposer upon completion - e.g., priority use of
amenity, retention of interest
C. Business plan -How do you plan to do it?
1. Overview of implementation strategy -phasing, timeline
2. Potential challenges and solutions
3. Marketing needs and strategies; target market; media to be used
4. Organization and management of the project from development to implementation;
number, qualifications, and background of personnel; division of
labor/responsibilities
5. Why proposer is uniquely qualified to succeed -track record, prior projects and
successes, particularly as it relates to partnerships and similar ideas; community
involvement; familiarity with Meridian community and local government;
6. Long-term or ongoing maintenance or other requirements and plan for addressing
7. Proposed role of City staff in process
D. Phased and final cost estimates -How much will it cost?
1. Overview of funding requirements and costs for completion of proposed amenity,
including materials, labor, installation, maintenance, insurance, other costs
2. Show us the money -How much funding is already secured, from what source(s)?
3. Description of any commercial advantage or benefit conferred on proposer in
construction or installation of proposed amenity
4. Additional/potential/future sources of funding
5. Fundraising plan and timeline
6. Amount of monetary or in-kind contributions requested or required from City -
initially, during implementation, long-term, and ongoing
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PARTNERSHIPS WITH PRIVATE OR PUBLIC ENTITIES Page 4 of 6
E. Acknowledgement of public records law. If the proposal contains trade secrets or
personal information, a written notice to this effect must be included with the proposal.
Proposers must be aware, that any and all information or documents submitted to the City
of Meridian become public records. With some limited exceptions, the Idaho public
records law requires that the City disclose public records in the City's custody to any
person upon request.
II. Analysis and follow-up.
A. Viability assessment and contact. Within sixty (60) days of receipt of a complete
proposal, the Parlcs and Recreation Department Director or designee will assess the
potential viability of the partnership proposal and contact the proposer to discuss the
proposal, giving consideration to each of the following factors:
1. Availability of funding (when and how much) from proposer; what funding or
contribution would be required from City
2. Known or potential demand for proposed amenities within Meridian
3. Whether the partnership asks the City to add a new amenity to an existing park, to
reprogram an existing park plan, or to accelerate implementation of an adopted plan
4. The proposed amenity's benefit to the community as a whole, particularly to
underserved populations
5. Increased demands on City services and staff time created by the partnership and by
the proposed amenity
6. Potential risks and benefits to City under proposed plan
7. Established priorities and budget available for amenity development
8. Initial and ongoing costs and available resources, to City and to proposer
9. Ongoing maintenance or funding requirements of the proposed partnership and the
proposed amenity
10. Availability of City resources to commit to partnership or proposed amenity
11. History of contributions by proposer to Meridian community
B. Benchmarks. If the Director determines from his initial viability assessment and
discussion with the proposer that a current or future partnership between the parties may
be viable, the Director may conduct or seek independent research or review of the
proposal to verify and assess the information set forth therein. The Director may also
RESOLUTION ADOPTING MPR ADMINISTRATIVE POLICY REGARDING
PARTNERSHIPS WITH PRIVATE OR PUBLIC ENTITIES Page 5 of 6
consult the Meridian Parks and Recreation Commission and/or Meridian City Council for
input.
If, in the Director's discrefion, moving forward is appropriate in light of his assessment of
the written proposal, discussion with the proposer, independent review or research, and'
Commission or Council input, the Director may establish benchmarks that will trigger
renewed contact between the parties or further action by either party. As the established
benchmarks are reached, the Director may require a progress report and/or new proposal
updated with modifications to the proposer's goals or resources occasioned by
benchmarks reached. Such benchmarks may include a measure of progress that indicates
that the City and the proposer may begin negotiating a written partnership agreement.
Unless and until a written partnership agreement is duly executed by the governing
boards of both parties, the project should be considered an exchange of ideas, conceptual
in nature, and neither the City nor the proposer should prematurely rely to its detriment
on the relationship or on the representations of the other. No entitlement can be
conveyed without a written instrument approved by City Council at an open meeting and
signed by the Mayor.
C. Partnership agreement. If the proposer attains a benchmark or measure of progress that
indicates that it is appropriate to formalize the scope of the partnership, the Director, with
the assistance of the City Attorney's Office, will negotiate a written agreement that
establishes, as applicable, the parties' mutually-held and respective goals and
commitments with regard to fundraising, construction, installation, operation,
maintenance, and joint use of the amenity that is the subject of the partnership.
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PARTNERSHIPS WITH PRIVATE OR PUBLIC ENTITIES Page 6 of 6