TO: Honorable Mayor & Members of the North Port Commission
FROM: A. Jerome Fletcher II, ICMA-CM, MPA, City Manager
TITLE: Discussion and Possible Action Regarding Approval to Transition the City of North Port Tribute Program Relating to Tree, Bench and Paver Donations From a City Commission Approved Program to an Administrative Regulation, as Revised.
Recommended Action
City Commission approve the transition of the City of North Port Tribute Program relating to tree, bench and paver donations from a City Commission approved program to an Administrative Regulation, as revised.
Background Information
The following provides a chronological order of events regarding the City of North Port Tribute Program:
Ø April 13, 2015: During a City Commission Regular Meeting, the Commission approved the establishment of the Tribute Program - Tree, Bench and Paver Donations in City-owned property, managed by the General Services Department. The Tribute Program enables residents and patrons to support the City of North Port park system through the donation of a monument with the purpose of enhancing the City’s parks, facilities, open spaces and trails. At the time of approval, the Tribute Program was managed by the General Services Department and operated by the Parks & Recreation Division.
Ø September 25, 2018: The City Manager’s recommended budget for Fiscal Year 2019 proposed a Department reorganization that included the deactivation of the General Services Department; the transition of the Social Services Division and Information Technology Division to the City Manager’s Office; and the creation of a Parks & Recreation Department to encompass Recreation, Parks Maintenance, Aquatics, and Administration Division.
Ø September 25, 2018: The Commission adopted Ordinance No. 2018-52 deactivating the General Services Department and establishing and activating the Parks & Recreation Department effective October 1, 2018. The Parks and Recreation Department assumed the responsibility for the Tribute Program.
Ø July 25, 2024: During a City Commission Regular Meeting, staff presented proposed revisions to the Tribute Program and provided a copy of a new Administrative Regulation that would facilitate transitioning the program from a City Commission approved program to an administrative policy. Subsequent to discussion, a motion was made “to direct staff to work with the City Attorney to include language taking todays discussion into consideration and bringing it back to Commission for future discussion.”
The attached Administrative Regulation has been revised to include the following additional language included in the attached document in legislative declaration format. Note: Underlined and red font indicates new verbiage):
Ø Section B. Purpose - “The City will not accept any physical monument or other item in lieu of a monetary donation under the Tribute Program.”
Ø Section F. Standards, 1. Approval Authority - The phrase “commercial grade products” was inserted for further clarity.
Staff is requesting that the Tribute Program be transitioned from a Commission approved program to an Administrative Regulation. Additionally, as documented in the Summary of the Fiscal Year 2024-2025 Proposed Fee Changes, agenda item no. 24-0505, presented at the April 9, 2024, City Commission Regular Meeting, it is recommended that the fees associated with the Tribute Program be removed from Appendix A City Fee Structure.
As previously reviewed, these actions will achieve the following:
Ø Facilitate the programs used in conjunction with new park features planned for the Circle of Honor memorial (as recommended by the Veterans Park Advisory Committee).
Ø Allow for greater flexibility in the selection of program monuments.
Ø Will ensure expenses and ongoing maintenance costs related to the Tribute Program are fully captured and paid for by the donor.
Ø The regulation, as proposed, also further refines the program by providing four options for monument messaging.
The attached revised Administrative Regulation has been reviewed by the City Attorney and is legally correct as to form.
Strategic Plan
Quality of Life
Financial Impact
Per Section F. Standards, 3. Fee, of the Administrative Regulation, the donation fee shall be calculated to include the retail cost of the monument and plaque or engraving, materials for monument installation, routine maintenance during the established period, and related staff and labor costs.
Procurement
The purchase of a good or services by the Parks & Recreation Department required to support the Tribute Program will be procured in accordance with all applicable Purchasing policies and procedures.
Attachments:
1. 4-13-15 City Commission Meeting Minutes
2. 09-25-18 City Commission Meeting Minutes
3. Ordinance No. 2018-52
4. Veterans Park Advisory Committee 2023 Annual Report
5. 4-9-24 City Commission Regular Meeting Minutes
6. Summary of the FY 2024-2025 Proposed Fee Changes
7. 07-25-24 Draft City Commission Meeting Minutes
8. Administrative Regulation Revised
Prepared by: Sandy Pfundheller, Parks and Recreation Director
Department Director: Sandy Pfundheller, Parks and Recreation Director