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05 Staff Report.Rotary Agreement with attachment PREPARED BY: Nicolle Burnham Parks and Public Works Director Reviewed by: Interim Town Manager, Town Attorney, and Finance Director 110 E. Main Street Los Gatos, CA 95030 ● (408) 354-6832 www.losgatosca.gov TOWN OF LOS GATOS COUNCIL AGENDA REPORT MEETING DATE: 09/17/2024 ITEM NO: 5 DATE: August 29, 2024 TO: Mayor and Town Council FROM: Katy Nomura, Interim Town Manager SUBJECT: Authorize the Interim Town Manager to Execute an Agreement with Rotary Club of Los Gatos for Acceptance of a Gift of an “Oak Grove” at Live Oak Manor Park RECOMMENDATION: Authorize the Interim Town Manager to execute an Agreement (Attachment 1) with Rotary Club of Los Gatos for acceptance of a gift of an “Oak Grove” at Live Oak Manor Park. BACKGROUND: Rotary Club of Los Gatos (Rotary) contacted staff in early 2024 and proposed a donation to the Town to celebrate their centennial. On June 18, 2024, Town Council received a presentation from Los Gatos Rotary and their consultant regarding the concept design for the donation. Town Council voted unanimously to accept the donation. DISCUSSION: Town staff has worked with Rotary to develop an agreement to allow for the donation to be constructed on Town property. The agreement addresses requirements for insurance and the parameters for the donated work. Rotary has continued to move forward with development of their project plans. Exhibit A of the agreement in Attachment 1 contains project plans as of August 14, 2024. These plans are in draft form, representing the full scope of construction to be performed. Staff will continue to work with Rotary representatives to finalize the plans. Exhibit B of the agreement in Attachment 1 is a fundraising plan provided by Rotary Los Gatos. The exhibit outlines those project elements for which Rotary will solicit donations, the dollar values of the project elements, and the method by which the donor will be honored. PAGE 2 OF 2 SUBJECT: Authorize Town Manager to Execute an Agreement with Los Gatos Rotary Charities Foundation DATE: August 29, 2024 CONCLUSION: Authorizing the Town Manager to enter this agreement would allow Rotary Los Gatos to move forward with fundraising while continuing to work with staff to finalize the project plans. COORDINATION: This report was coordinated with the Town Manager’s Office, the Town Attorney, and Finance Director. FISCAL IMPACT: Rotary is proposing to donate the materials and labor required to construct the project. Staff time to support the construction project and its ongoing maintenance will be via the Town’s Operating Budget. ENVIRONMENTAL ASSESSMENT: This is a project as defined under CEQA but is Categorically Exempt (Section 15304). A Notice of Exemption will be filed. 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ature Oak Tree at center of Grove (1) $5,000 x Name on largest sized paver in front of center tree. Other Oak Trees $1,500 x Name on second largest paver. Bench (5 available) $3,000 x 10 year donation; After 10 years bench will be replaced as Town deems necessary. Replacement will be requested by Rotary to Parks and Public Works. Replacement will follow Town practice in place at time of replacement. x Name on plaque on bench Pavers (depending on size) $300, $500, $800 x Name on the paver x Pavers will remain in place for life of paver. Replacement will be requested by Rotary to Parks and Public Works. Replacement will follow Town practice in place at time of replacement. Rotary would open donations to all of club members, other service clubs and then to the community at large including the neighbors to the grove. Rotary would also be open to businesses being sponsors, as well. The approval of sponsors would be at the discretion of Rotary Centennial Committee. We do not foresee declining any but would want that option. Town reserves the right to decline placement of the names of any business or any personal messaging from donors that it deems to be immoral, unethical or in conflict with the values of the Town.